Reference Guides

Reference guides provided by Workday Services are instructional in nature and focus on a variety of topics. Details include a holistic perspective and consider implications to other shared applications such as FAMIS and SSO. Users will learn best practices for when to apply a specific process to a unique situation. Downstream impacts are described and recommendations are provided. These guides come in a variety of forms depending on the type of data that is provided and its intended use. Reference guides are updated weekly to reflect changes made to the Workday application.

Area	Title
Staffing	Additional Data Custom Objects Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc.
Benefits	Benefit Events and Explanations This guide provides a comprehensive list of Benefit Event Types and their purposes. Also listed are each event's coverage types, waiting periods, coverage begin and end dates and who can initiate each event
Staffing	Change Job Reasons This guide provides details for the various reasons that would prompt the need to initiate the Change Job business process.
Compensation	Compensation Grade Adjustment The purpose of this guide is to explain what happens when the Pay Plan Administrator updates the grade for a particular job profile. The responsibilities of the HR Partners are also outlined
Compensation	Compensation Surveys Provides a brief overview of Compensation Surveys, Workday functionality in mapping survey jobs to job profiles, and provide information on the custom report available that can be used to submit survey data.
Staffing	Contracting Contingent Workers Provides a brief overview of the worker type and important steps in the set-up process in Workday
Benefits	Coordinating Benefits Events and Open Enrollment Overviews how Open Enrollment deadlines are impacted in the summer months by common life events and staffing actions.
Staffing	Correct Worker Start Date Provides an overview of the business process and provides guidance on facilitating the process effectively. Best practice guidelines are also provided when the business process has advantages over using the Correct task that is also available in Workday.
Workday Fundamentals	Correct, Cancel & Rescind This guide provides a comprehensive list by security role of the business processes that can be canceled, corrected or rescinded. The purpose of this guide is to provide easy access to information regarding the business processes on which you can complete these tasks
Payroll	Costing Allocations This guide provides a brief overview of the Assign Costing Allocations business process
Workday Fundamentals	Custom Other IDs An Other ID is a unique identifier in Workday that is comprised of a sequence of characters and or numbers (e.g. A to Z, Y, N, etc.). The purpose of this reference guide is to provide a comprehensive list of the custom Other ID's used within Workday and when each Other ID would be used
Recruiting, Workday Fundamentals	Disposition Reasons by Stages Overview During the Job Application Process, a Candidate is dispositioned when they are no longer considered for a position. Candidates can be dispositioned at any stage during the business process. The purpose of the disposition reason is to record for the Human Resources office why decisions were made. When a Candidate is dispositioned, they will […]
Staffing	Form I-9 Processing Since a Form I-9 for an employee may be located in Workday or in Guardian, actions required during a business process will be based on various factors. Use this reference guide to learn how Form I-9 processes need to be completed
Absence	Holiday Paid Time Off This guide provides an overview of paid time off given to Employees for holidays and early release and explains methods to support specific needs related to timesheets
Staffing	I-9 Error Log Member Instructions Overview Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday. The I-9 Working Group Members receive error logs from two integrations: Guardian Termination Error Log (Integration 186) – Integrates termination dates from Workday to Guardian. I-9 […]
Benefits	Leave of Absence The purpose of this reference guide is to outline when the Benefit Partner will need to take action and to give explanations for that process. Information on benefit coverage, SGIP, handling arrears, summer billing and military leave dependents is also provided
Absence, Payroll	Longevity Pay Overview Longevity Pay is a form of compensation based on an Employee’s length of service. In Workday, an Employee’s Longevity Pay is based on their Job Profile and classifications while having an active status on the first day of the month. The calculated amount is determined by Longevity months, and costing is allocated in accordance […]
Payroll	Managing Payroll Inputs Outlines the necessary background information for a Payroll Partner to add a Payroll Input in Workday
Merit	Managing the Merit Process This guide provides a comprehensive overview for HR Partners, Merit Partners, and Managers involved in the Merit process at each member within the Texas A&M University System as they prepare for, carry out, and close out the annual Merit process for employees. Therefore, this guide is organized into three sections: Preparing for Merit, During Merit, and After Merit is Finalized.
Staffing	Onboarding Processes by Security Role This guide focuses in detail on onboarding for Hire. Information regarding onboarding for Change Job and Add Additional Job is provided in the last section of this reference guide.
Benefits	ORP Losing Eligibility Scenarios Select your response to each question below to determine what action to take regarding ORP Eligibility: Download the Reference Guide Aid for more information
Payroll	Pay Calculation Results for a Period Overview It is imperative that Payroll Partners at each member generate and review their Pay Calculation Results for a Period report every biweekly and month payroll. This Workday report should be reviewed every day to ensure that all employees are receiving their expected salary or hours and/or one-time or recurring payments and allowances. This is […]
Payroll	Payroll Reversals in FAMIS The purpose of this guide is to provide further information on the accounting impact of payroll reversals. Work with your payroll accountant to complete the entire process
Goals and Performance	Performance Review Reports This guide provides a comprehensive list of Performance Review reports and a brief explanation of how those reports are used
Payroll	Processing Arrears in Workday Describes the basic tools and understanding of how Arrears are processed within Workday
Payroll	Reading Your Workday Payslip This guide provides an overview of the various components typically found on a payslip generated by Workday so you can use this data to make important decisions relating to payroll, insurance, and other benefits relevant to your employment
Staffing	Report No Show – Decisions and Impacts This guide provides guidelines for when the Report No Show business process is appropriate to initiate, outline examples for when Report No Show is not possible and explains the possible downstream impacts to recruiting processes
Compensation, Merit	Staffing and Compensation Changes During Merit Provides an overview of which business processes can continue to be completed during merit (run in parallel); which business processes must be completed outside of merit, and how to choose an appropriate Effective Date for these changes to avoid additional work
Staffing	Summer Appointments (Faculty and Graduate Assistants) This guide provides best practice guidance for when making an additional appointment for Faculty and Graduate Assistants during the summer months to avoid a disruption to benefits for the Employee
Staffing	Termination Reasons Overview When Terminating an Employee in Workday, you are required to select a Termination Reason. Termination Reasons fall into two categories: Voluntary and Involuntary. Within each category, there are multiple Termination Reasons to choose from. Key Points Some Termination Reasons drive additional functionality, therefore selecting the correct reason is essential. For example: Retirement You can […]
Payroll	TRS Rate Change Analysis Report Provides details on how to use the custom report to analyze retro events that are impacted by the TRS rate change and require manual adjustments going forward
Payroll	Understanding a Worker’s Pay Results Provides guidance on how a Payroll Partner accesses and navigates a Worker's Pay Results
Payroll	Understanding Your Wage and Tax Statement (W-2) The purpose of this guide is to provide a basic overview of the W-2 and the various calculations used to provide the data Employees see in each box
Payroll	Using Academic Pay Periods This guide provides an overview of Academic Pay Period, guidelines for how they should be used in Workday and guidelines for when needing to make changes to Academic Pay Periods for active Employees
Staffing	Using Flexible Work Arrangements The purpose of the Using Flexible Work Arrangement reference guide is to provide Employees with an overview of the business process, eligibility requirements, terminology, and other critical details about the process.
Merit	Utilizing Merit Partner Role The purpose of this guide is to provide a comprehensive overview of the Merit Partner security role and the details needed to use it effectively to support the merit process.