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 |
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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 |
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 |
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 Provides a series of yes/no questions to help Benefit Partners with their specific scenario. |
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 |
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 the Pay Cycle Event Provides guidance and control of the production of the monthly and biweekly payrolls |
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 |
Staffing | Using Academic Pay Period |
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 Arrangement 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. |