[{"id":15188,"date":"2026-03-20T16:00:15","date_gmt":"2026-03-20T21:00:15","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15188"},"modified":"2026-03-20T16:02:09","modified_gmt":"2026-03-20T21:02:09","slug":"using-flexible-work-arrangements","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/using-flexible-work-arrangements\/","title":{"rendered":"Using Flexible Work Arrangements"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>The Request Flexible Work Arrangement business process allows users to request an Alternate Work Location or Flexible Work Schedule. All Flexible Work Arrangements should follow the guidelines provided by your member. Use The End Flexible Work Arrangement business process is used to end a previously approved flexible work arrangement.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul style=\"list-style-type: circle\">\n<li>There are three types of Flexible Work Arrangements: Flexible Work Schedule, Alternate Work Location, Workplace Accommodation, and International Temporary Work Location (ITWL).<\/li>\n<li>All Flexible Work Arrangements must be reviewed on an annual basis.<br \/>\n\u2022 Your member may have additional requirements and expectations for Flexible Work Arrangements not listed in this reference guide.<\/li>\n<li>You can learn more about Flexible Work Arrangements by reading The Texas A&amp;M University System Regulation <a href=\"http:\/\/policies.tamus.edu\/33-06-01.pdf\">33.06.01 on Flexible Work Arrangements<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Terminology<\/h3>\n<h4><strong>Flexible Work Arrangement Subtypes<\/strong><\/h4>\n<table style=\"border-collapse: collapse;width: 100%;height: 186px\">\n<tbody>\n<tr style=\"height: 23px\">\n<td style=\"width: 50%;height: 23px\"><strong>Term <\/strong><\/td>\n<td style=\"width: 50%;height: 23px\"><strong>Description<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 47px\">\n<td style=\"width: 50%;height: 47px\"><strong>Flexible Work Schedule<\/strong><\/td>\n<td style=\"width: 50%;height: 47px\">Use this type when requesting a variation of the standard work schedule.<\/td>\n<\/tr>\n<tr style=\"height: 71px\">\n<td style=\"width: 50%;height: 71px\"><strong>Alternate Work Location<\/strong><\/td>\n<td style=\"width: 50%;height: 71px\">Use this type when requesting to be Fully Remote (if you will be completely out of the office) or Partially Remote (if you plan to work a hybrid schedule).<\/td>\n<\/tr>\n<tr style=\"height: 22px\">\n<td style=\"width: 50%;height: 22px\"><strong>Workplace Accommodation<\/strong><\/td>\n<td style=\"width: 50%;height: 22px\">This type is entered by HR Personnel only. Do not use the Flexible Work Arrangement process to request reasonable accommodation under the Americans with Disabilities Act Amendment Act. For questions, reach out to your member\u2019s local Human Resources office.<\/td>\n<\/tr>\n<tr style=\"height: 23px\">\n<td style=\"width: 50%;height: 23px\"><strong>International Temporary Work Location (ITWL)<\/strong><\/td>\n<td style=\"width: 50%;height: 23px\">Use this type for a faculty member who intends to temporarily work remotely from a foreign jurisdiction outside the United States due to a critical business need for which the faculty member will perform the duties and responsibilities outlined by the department head in the ITWL agreement for a short-term duration not to exceed 60 days.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><strong>Temporary Adjustment of Work Schedules<\/strong><\/h3>\n<p>With appropriate supervisory approval, employees with a justifiable reason may temporarily adjust hours within a workday or workweek as long as a 40-hour workweek is maintained. This temporary adjustment of work schedules does not require the use of the Flexible Work Arrangement business processes.<\/p>\n<h3>Business Location &amp; Address Usage<\/h3>\n<table style=\"border-collapse: collapse;width: 100%;height: 408px\">\n<tbody>\n<tr style=\"height: 24px\">\n<td style=\"width: 50%;height: 24px\"><strong>Business Location<\/strong><\/td>\n<td style=\"width: 50%;height: 24px\"><strong>Description<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 136px\">\n<td style=\"width: 50%;height: 136px\" width=\"198\"><strong>Business Address<\/strong><\/td>\n<td style=\"width: 50%;height: 136px\" width=\"474\">The <em>Business Address<\/em>\u00a0field is the main address of the Location organization city for each member and cannot be edited. Some employees may actually work at a main address, however, if an employee does not work at the main address, then the <em>Alternate Work Location <\/em>address field will be used for the assigned primary work station. (this has been true since Workday implementation).<\/td>\n<\/tr>\n<tr style=\"height: 112px\">\n<td style=\"width: 50%;height: 112px\" width=\"198\"><strong>Primary Work Location<\/strong><\/td>\n<td style=\"width: 50%;height: 112px\" width=\"474\">The <em>Primary Work Location<\/em> field indicates whether the employee\u2019s work location is the <em>Business Address<\/em> or the <em>Alternate Work Location<\/em>. This location is typically a member facility and is different from a Remote Work Location. The text displayed in this field will change depending on whether an <em>Alternate Work Location<\/em> has been selected.<\/td>\n<\/tr>\n<tr style=\"height: 136px\">\n<td style=\"width: 50%;height: 136px\" width=\"198\"><strong>Alternate <\/strong><strong>Work Location<\/strong><\/td>\n<td style=\"width: 50%;height: 136px\" width=\"474\">\u00a0The <em>Alternate Work Location <\/em>address field should be the assigned primary work station for an employee and is generally a member facility. This address should be selected as Public so it will be displayed as the public work address for the employee in Workday.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<table style=\"border-collapse: collapse;width: 100%;height: 72px\">\n<tbody>\n<tr style=\"height: 24px\">\n<td style=\"width: 50%;height: 24px\"><strong>Address Usage<\/strong><\/td>\n<td style=\"width: 50%;height: 24px\"><strong>\u00a0Description<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\" width=\"198\"><strong>Primary Work Station<\/strong><\/td>\n<td style=\"width: 50%\" width=\"474\">The <em>Primary Work Station<\/em> usage type is associated with the <em>Alternate Work Location<\/em> address. This usage indicates that an address is the primary work station for an employee. Generally, this is the address of a member facility.<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\" width=\"198\"><strong>Remote Work Location<\/strong><\/td>\n<td style=\"width: 50%\" width=\"474\">The <em>Remote Work Location<\/em> usage type is associated with Flexible Work Arrangement.\u00a0This usage indicates that an address is the location at which an employee works remotely.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3>Requirements to Request Flexible Work Arrangements<\/h3>\n<p>The requirements listed below need to be met to comply with The Texas A&amp;M University System Regulation <a href=\"https:\/\/policies.tamus.edu\/33-06-01.pdf\">31.06.01 Flexible Work Arrangements<\/a>. Your member may have additional requirements that need to be met to request a Flexible Work Arrangement. All Flexible Work Arrangements must be reviewed on at least an annual basis.<\/p>\n<p>An Employee must meet the following requirements to be approved for Flexible Work Arrangements:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>The position must be computer-based.<\/li>\n<li>The position must not be reliant on continual face-to-face interactions or continual physical presence.<\/li>\n<li>The position must be largely self-directed.<\/li>\n<li>The Employee must maintain access to sufficient networking and internet capabilities.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Contact Change Considerations<\/h3>\n<p>When requesting an <i>Flexible Work Arrangement<\/i>, you will receive a To Do in your inbox to update your work contact information in Workday. For this To Do, provide the address from which you will work fully or partially remote. This address must have the Usage <em>Remote Work Location<\/em>.<\/p>\n<h3>Payroll and Tax Considerations<\/h3>\n<p>Tax withholdings are calculated in Workday based on the primary home address and primary work address. Additional addresses are not used in the calculation, regardless of whether a state tax form has been completed. The state tax form allows the employee to ensure taxes are deducted in accordance with their individual requirements, rather than the standard tax rate for the specific state.<\/p>\n<p><span class=\"important-field\">IMPORTANT: If the primary home address and primary work address states are different and both states require tax withholdings, Workday will withhold for both states.<\/span><\/p>\n<h3>Related Reports<\/h3>\n<table style=\"border-collapse: collapse;width: 100%;height: 159px\">\n<tbody>\n<tr style=\"height: 24px\">\n<td style=\"width: 50%;height: 24px\"><strong>Report Name<\/strong><\/td>\n<td style=\"width: 50%;height: 24px\"><strong>Description<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 48px\">\n<td style=\"width: 50%;height: 48px\"><strong>Employees with Flexible Work Arrangement<\/strong><\/td>\n<td style=\"width: 50%;height: 48px\">This report will return an Employee\u2019s <em>Organization<\/em>, <em>Flexible Work Arrangement Type<\/em> and the flexible work arrangement <em>Date Ranges<\/em>.<\/td>\n<\/tr>\n<tr style=\"height: 63px\">\n<td style=\"width: 50%;height: 63px\"><strong>Employee Work Contact Address Information: <\/strong><\/td>\n<td style=\"width: 50%;height: 63px\">The report returns the <em>Organization, U.S. Addresses, <\/em>and <em>Employees with Flexible Work Arrangements.<\/em><\/td>\n<\/tr>\n<tr style=\"height: 24px\">\n<td style=\"width: 50%;height: 24px\"><strong>Audit &#8211; Employees with Primary Work, Home or Location Address State Not Equal<\/strong><\/td>\n<td style=\"width: 50%;height: 24px\">This report will return the <em>Organization<\/em> and <em>Employee Type.<\/em><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>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. <\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-15188","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15188","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":3,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15188\/revisions"}],"predecessor-version":[{"id":23663,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15188\/revisions\/23663"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=15188"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=15188"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=15188"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":16026,"date":"2026-03-14T06:30:35","date_gmt":"2026-03-14T11:30:35","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=16026"},"modified":"2026-03-14T06:30:43","modified_gmt":"2026-03-14T11:30:43","slug":"summer-appointments-faculty-and-graduate-assistants-2","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/summer-appointments-faculty-and-graduate-assistants-2\/","title":{"rendered":"Summer Appointments  (Faculty and Graduate Assistants)"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Faculty and many Graduate Assistant employees are most-often employed for nine month or longer time periods and at least 50% FTE. Most of these employees are eligible for various Texas A&amp;M University System benefits that should continue during the summer when an additional appointment is made that extends beyond their primary Fall \/ Spring position.<\/p>\n<p>The purpose of this guide is to provide best practice guidance for making this type of additional appointment for Faculty and Graduate Assistants during the summer months to avoid a disruption to benefits for the Employee.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Information discussed in this guide is targeted for individuals whose employment in the summer differs from that of their original Fall \/ Spring appointment. Recommendations provided are not targeted for Student Worker, Temporary \/ Casual, Staff, Adjunct, or Fixed-Term Faculty<\/li>\n<li>There are three Workday business processes that can be used to appropriately assign summer appointments: <strong>Add Additional Job<\/strong>, <strong>Start Job Change<\/strong>\u00a0and <strong>Request One-Time Payment<\/strong><\/li>\n<li>Benefits eligibility requires that the Employee be working in a position that has an annual work period of at least 4.5 months and is at least 50% FTE<\/li>\n<li>If you need to override Longevity Eligibility on an additional job during the summer, use the <strong>Start Job Change<\/strong> business process with the Reason<strong> Data Change &gt; Job Classification Change<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span class=\"important-field\"> <strong>IMPORTANT:<\/strong> Not all system members allow overrides. Do NOT override Longevity Eligibility without confirming your member\u2019s Longevity policy<\/span><\/p>\n<h3>Definition<\/h3>\n<p>A <em>summer appointment<\/em> is additional work the faculty member or graduate assistant is performing for all or part of the summer semester. This work is not guaranteed and may not be determined until later in the academic year. The type of work this includes may be teaching, research or other specific duties.<\/p>\n<h3>Faculty<\/h3>\n<p>There are three business processes you can use to pay an employee for work completed during the summer outside of their Fall \/ Spring appointment.<\/p>\n<h4>Add Additional Job<\/h4>\n<p>Workday Services will strongly recommends to use the <strong>Add Additional Job<\/strong> business process for most summer appointments. This means the Employee will have an additional job for summer work. Using this approach is particularly beneficial when that work differs from that of the primary job. It could also be that there is a significant break between when work for the primary position and work for the secondary position are completed.<\/p>\n<h5>Advantages<\/h5>\n<p>Advantages of using this option for summer appointments include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>You will be able to view the entirety of employment for the individual during the fiscal year<\/li>\n<li>You can differentiate FTE %, compensation or costing allocations from the primary job<\/li>\n<li>The benefits package remains in tact<\/li>\n<li>The Employee receives pay during their normal payroll processing period<\/li>\n<li>The Employee can remain in the same Supervisory Organization with the same manager or it can differ<\/li>\n<li>The Employee may receive longevity pay (if applicable)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Impacts<\/h5>\n<p>Impacts to consider when choosing Add Additional Job for the summer appointment include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>The position you want them to fill must already exist. If the position does not exist, you will need to create it using normal business processes for your member<\/li>\n<li>You should avoid switching the primary and additional jobs unless absolutely required due to the possible negative impacts it can have on the benefits-eligible position<\/li>\n<li>You must override the Longevity Eligible Pay job classification using the <strong>Start Job Change<\/strong> business process using the reason <strong>Job Classification Change<\/strong> if the Employee is eligible for Longevity Pay<\/li>\n<li>The Employee will not be eligible for automated time off accruals for the summer appointment. Therefore, time off accruals must be manually edited if the Employee is eligible<\/li>\n<li>The additional job will remain an active position for the Employee until you take action. If you do not intend to continue the Employee\u2019s summer appointment the following year, you need to initiate the <strong>End Additional Job<\/strong> business process at the end of the employment contract.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span class=\"important-field\"><strong>*<em>WARNING: <\/em><\/strong><em>If no action is taken, the Employee will be paid during the additional job\u2019s months the following year even though they are no longer performing the work of the summer appointment<\/em><\/span><\/p>\n<h4>Start Job Change<\/h4>\n<p>Another option is to extend the faculty member\u2019s employment by changing the current academic pay period assigned to the position to one that includes <strong><em>both<\/em><\/strong> the 9 month appointment and the summer appointment (e.g. 11 months). This option is best for when the employment extends into the summer and the work is similar, or there is no anticipated break between the work performed during the Spring versus the Summer.<\/p>\n<p>This approach works best if the Employee\u2019s percent effort does not vary over the summer and they are compensated for a continuous period.<\/p>\n<h5>Advantages<\/h5>\n<p>Advantages of using this option for summer appointments include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>The Employee remains in one primary job position<\/li>\n<li>You can effective date the business process to differentiate FTE, compensation or costing allocations<\/li>\n<li>The benefits package remains in tact<\/li>\n<li>The Employee receives pay during their normal payroll processing period<\/li>\n<li>The Employee may receive longevity pay (if applicable)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Never reduce the academic pay period to below 4.5 months and the scheduled hours below 20 (50% FTE) as this can negative impact benefits for the Employee.<\/span><\/p>\n<h5>Impacts<\/h5>\n<p>Impacts to consider when choosing <strong>Start Job Change<\/strong> to make a summer appointment include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>If FTE% and annual months fall below eligibility threshold, the Employee will lose their benefits<\/li>\n<li>12 over 9 insurance premium deductions will remain as originally elected<\/li>\n<li>The Employee must use <strong>Request Leave of Absence<\/strong> or <strong>Request Time Off<\/strong> (Unpaid) for non-working, unpaid breaks within the annual work period of the summer appointment<\/li>\n<li>You must override the Longevity Eligible Pay job classification using the <strong>Start Job Change<\/strong> business process using the reason\u00a0<strong>Job Classification Change<\/strong>\u00a0if the Employee is eligible for Longevity Pay<\/li>\n<li>If you elect to assign the Employee\u2019s position to a 12 month term (previously less than 12 months), this will automate vacation time off accruals. This means you may need to manually edit time off accruals using Maintain Accrual and \/ or monitor vacation time off requests<\/li>\n<li>The extended academic pay period will remain in effect for the position for the Employee until you take action. If you do not intend to continue the Employee\u2019s summer appointment the following year, you need to initiate the<strong> Start Job Change<\/strong> business process using the reason <strong>Hours or Work Period Reclassification<\/strong> to revert the position back to the regular Fall \/ Spring appointment<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span class=\"important-field\"><strong><em>WARNING:<\/em> <\/strong><em>If no action is taken, the Employee will be paid during the additional months the following year even though they are no longer performing the work of the summer appointment<\/em><\/span><\/p>\n<h4>Request One-Time Payment<\/h4>\n<p>Your third option for accommodating a summer appointment is to use the Request One-Time Payment business process. Three compensation plans (earning codes) are available for summer appointments. These earning codes are:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Study Abroad<\/li>\n<li>Summer Teaching<\/li>\n<li>Summer Research<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>These three compensation plans are set up to absorb SGIP costs, and pay FICA and FIT at a \u201cregular pay\u201d rate following the Employee\u2019s Federal Income Tax W-4 rate. These earning codes are reported to TRS as creditable earnings.<\/p>\n<p><span class=\"note-field\">*<strong>Note<\/strong>: <em>Study Abroad was set up for W-4 rate in February 2020<\/em><\/span><\/p>\n<h5>Advantages<\/h5>\n<p>Advantages of using this option for summer appointments include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>The Employee receives additional compensation on their first regular payroll processing period following the Effective Date of the Request One-Time Payment<\/li>\n<li>Best for one-off task or short-term program different from primary job<\/li>\n<li>Can differentiate compensation and \/ or costing allocation<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Impacts<\/h5>\n<p>Impacts to consider when choosing Request One-Time Payment to compensate the Employee for summer work include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>The security roles that support the Employee\u2019s Supervisory Organization will need to initiate the Request One-Time Payment business process. This means that if the work performed is for a different Supervisory Organization, collaboration among offices may be needed<\/li>\n<li>The approval for the One-Time payment will not route based on the costing allocation worktag<\/li>\n<li>You will need to manually add state service credit for paid work time and time off accruals (if applicable) using the Maintain Accrual business process<\/li>\n<li>Any benefits packages for the Employee will remain in tact<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Graduate Assistants<\/h3>\n<p>Graduate Assistant employment should follow the same solutions and guidance as given for Faculty for summer work<\/p>\n<ul>\n<li>The Graduate Assistant\u2019s primary job must meet the criteria for benefits eligibility for benefits to continue throughout the summer<\/li>\n<li>If the Graduate Assistant is in a 12 month position, and is not working during the summer, change their annual work period to 9 months by initiating a <strong>Start Job Change<\/strong> using the reason <strong>Hours or Work Period Reclassification<\/strong>, if needed. You will need to work with your member\u2019s Benefits office to determine how to collect summer insurance premiums for the Employee<\/li>\n<li>If the Graduate Assistant\u2019s work will be split between research and teaching, you can use the primary job and additional job to differentiate between the research position and the teaching position. You can also set up separate costing allocations if necessary.<\/li>\n<\/ul>\n<p><span class=\"important-field\"><strong><em>WARNING:<\/em><\/strong> the primary job must remain benefits-eligible at 50% FTE or more for at least 4.5 months until you have added the additional job<\/span><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Similar to guidelines for faculty, avoid switching primary and additional job unless absolutely required otherwise it will be a negative impact on the benefits-eligible position<\/span><\/p>\n<h3>Insurance Overview<\/h3>\n<p>Be sure that actions you take will keep benefits intact. Don\u2019t reduce hours and annual work period below the eligibility threshold. Remember: The Employee must be scheduled for at least 20 hours <strong>and <\/strong>in an academic pay period of at least 4.5 months.<\/p>\n<h4>Managing Elections<\/h4>\n<p>You will use custom Other IDs to manage summer insurance premium payment elections. The Employee\u2019s payment election will not be modified later due to the method you chose to use for summer appointments.<\/p>\n<h4>Deductions<\/h4>\n<p>Employees with a 9, 10 or 11 month Academic Pay Period will be enrolled in 12 over 9 insurance premium payments. New employees will be defaulted to a 4-month deduction (monthly billing will be allowed on an exception basis) in May.<\/p>\n<h3>Encumbrances<\/h3>\n<p>The next two sections overview what you can expect for encumbrances on filled positions and unfilled positions.<\/p>\n<h4>Filled Positions<\/h4>\n<p>Filled positions will encumber based on the Worker Position Earnings and Worker Position Costing Allocations. This does not change for a summer appointment. The following are a few reminders:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Encumbrance for Additional Job will be for retirement, FICA, WCI and UCI but will not encumber for SGIP<\/li>\n<li>Encumbrance for Primary Job will adjust with effective date of <strong>Start Job Change<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>State Group Insurance Premium (Employer Portion Actual Costing)<\/h5>\n<p>The FAMIS team is evaluating the best approach for encumbering SGIP expense for summer coverage<\/p>\n<h4>Unfilled Positions<\/h4>\n<p>Members can select if they want to encumber unfilled positions. This is true for positions during the summer months as well as the Fall \/ Spring semesters. Screen 842 in FAMIS includes the \u201cvacant-enc\u2019 flag. If you select the flag, your vacant positions will encumber. You can also vary your options for Worker types. For example, you may want to encumber Faculty positions but not Graduate Assistant positions. FAMIS does not distinguish between whether a position is intended to be a primary job or an additional job. If the position meets the criteria established by the member to encumber, it will encumber.<\/p>\n<h5>Electing to Encumber<\/h5>\n<p>When the member elects to encumber unfilled positions, the encumbrance and funding source will not be based on the compensation and costing allocations assigned to the Worker Position for the Employee who vacated the position. Instead, the encumbrance and funding source will be based on the compensation and costing allocations assigned to the Position Restriction. This means the encumbrance on the unfilled position will likely be more or less than what was being encumbered when the position was filled. If a member has elected to encumber an unfilled position, and the unfilled position closes, encumbrances will be released using the Salary Savings process.<\/p>\n<h5>Electing Not to Encumber<\/h5>\n<p>If a member elects not to encumber on a vacant position, the encumbrances will be released after Termination or End Additional Job.<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>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<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-16026","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16026","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":3,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16026\/revisions"}],"predecessor-version":[{"id":23569,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16026\/revisions\/23569"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=16026"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=16026"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=16026"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":15923,"date":"2026-03-14T06:30:30","date_gmt":"2026-03-14T11:30:30","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15923"},"modified":"2026-03-14T06:30:43","modified_gmt":"2026-03-14T11:30:43","slug":"onboarding-processes-by-security-role","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/onboarding-processes-by-security-role\/","title":{"rendered":"Onboarding Processes by Security Role"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Onboarding is a dynamic process that varies depending on the worker hired, the position, and the business process that has triggered onboarding. This guide focuses in detail on onboarding for <strong>Hire<\/strong>. Information regarding onboarding for <strong>Start Job Change<\/strong>\u00a0and <strong>Add Additional Job<\/strong> is provided in the last section of this reference guide.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Onboarding triggers when all of the steps of the <strong>Hire, Start Job Change <\/strong>or<strong> Add Additional job<\/strong> business processes are complete<\/li>\n<li>There are four stages within onboarding for Hire. Each stage is dependent on completion of all tasks and To Dos in the previous stage by both security roles (HR Contact, Benefits Partner, etc.) and the Employee<\/li>\n<li>There are four possible groups of onboarding tasks to complete by the Employee. All but one group of onboarding tasks trigger during Stage 1 of Onboarding. The benefits eligible Employee will enroll in benefits as a final group task during Stage 3<\/li>\n<li>Many tasks and To Dos are conditional on characteristics of the new Employee and the position for which they are hired<\/li>\n<li>For a look at what the Employee experiences in a typical onboarding process for a new hire, refer to the job aid <em>Onboarding: The Employee Perspective<\/em> available on Workday Help<\/li>\n<li>An email containing login credentials to SSO will be sent to New Hires after the Hire process completes and a successful record is received by SSO from Workday. Rehires will not receive an email. An SSO Central Administrator can reset an SSO password for Rehires if needed<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>STAGE 1<\/h3>\n<h4>First UP! Employee Submits To Do: Begin Your Onboarding Tasks and Completes Tasks<\/h4>\n<p>During Stage 1 of onboarding, the Employee receives a To Do to launch the onboarding process. Completion of this To Do in turn initiates four possible groups of tasks for the Employee to complete.<\/p>\n<h4>To Do: Begin Your Onboarding Tasks (Employee)<\/h4>\n<p>This To Do consists of a brief welcome to the Employee and explains what is going to happen when the Employee submits the To Do.<\/p>\n<h4>Complete Onboarding Tasks Groups 1 &#8211; 4 (Employee)<\/h4>\n<h5>Group 1 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Additional Data Event<\/strong>: Direct Deposit Declaration<\/li>\n<li><strong>Additional Data Event<\/strong>: TRS ISD Onboarding Question<\/li>\n<li><strong>Additional Data Event<\/strong>: Onboarding Benefits Questions*<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 2 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Personal Information<\/li>\n<li>Home Contact Information<\/li>\n<li>Emergency Contacts<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 3 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Enter Social Security Number<\/li>\n<li>Complete Federal Withholding Elections<\/li>\n<li>Manage Payment Elections<\/li>\n<li>Complete State and Local Withholding Elections*<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 4 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Review Required New Employee Notices<\/li>\n<li>Edit Passports and Visas*<\/li>\n<li><strong>To Do:<\/strong> Complete W-4 in GLACIER and Submit to Payroll*<\/li>\n<li>Enroll in Electronic W-2<\/li>\n<li>Change Self-Identification of Disability<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>*Only when applicable<\/p>\n<p style=\"text-align: center\"><em>&#8212;&#8211;Integration Runs for Benefits Values&#8212;-<\/em><\/p>\n<h3>STAGE 2<\/h3>\n<h4>Additional Support Role Activities<\/h4>\n<p>The following tasks \/ To Dos trigger to the respective security role after all tasks \/ To Dos for Stage 1 are completed. All of the following trigger at the same time and are not dependent on each other. Remember, not all items listed here will trigger depending on whether the new Employee meets criteria relevant to the To Do or task.<\/p>\n<h4>Benefits Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Rescind TRS event<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Prompts to rescind the TRS enrollment for employees who already retired from ORP or are enrolled in ORP<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Review Insurance and Retirement Benefits Eligibility Questions, SGIP Driver, TRS9 Date and BARs<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Review Insurance and Retirement Benefits Eligibility Questions and TRS ISD Question<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is not benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Update Original ORP Start Date<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee was previously enrolled at another state agency<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Add Medicare Information<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is 65 years or older and is benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Add a Medical Only Change benefit event for retiree<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is a retiree actively employed<\/p>\n<h4>Payroll Partner \/ Tax Compliance Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Obtain TRS Temporary ID<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee does not have a social security number<\/p>\n<p style=\"text-align: center\"><em>&#8212;&#8211;Integration Runs for Time Off Date&#8212;-<\/em><\/p>\n<h3>STAGE 3<\/h3>\n<h4>Final Activities for Employee and Security Role personnel<\/h4>\n<p>When all tasks \/ To Dos for Stage 2 are completed, the following will trigger (as applicable) to the Employee and security roles for completion.<\/p>\n<h4>Employee<\/h4>\n<h5>Group 5 Task<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Change Benefits Elections Life Event<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is benefits eligible<\/p>\n<h4>Benefits Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Review Documents<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Prompts to review ORP Eligibility Documents<\/p>\n<h4>Absence Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Confirm prior state service, update state service plans and time off service date. Update vacation and sick time offs for any balances being transferred in<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is transferring from a Texas state agency, college or university<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee is a rehire. Do they qualify for restoration of Sick time off?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is a rehire<\/p>\n<h4>Faculty Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Update Faculty Tenure Status<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>If the tenure status is unknown at the time of onboarding, the Tenure Status can be set to \u201cN\u201d or left blank. The security role can return to the task at a later date when tenure status is known. This will not hold up the business process<\/p>\n<h3>Stage 4<\/h3>\n<h4>HR Contact Receives Confirmation that Onboarding is Complete<\/h4>\n<p>When all tasks and To Dos for Stage 3 are complete, the HR Contact receives a final confirmation that the onboarding process is complete for the new Employee.<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee Onboarding Process is Complete<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Review information submitted by the Employee in Workday to ensure payroll, insurance and leave benefits eligibility are accurately setup<\/p>\n<h3>Employee Onboarding Tasks for Start Job Change and Add Additional Job<\/h3>\n<p>Employees who are the subject of a <strong>Start Job Change<\/strong>\u00a0or <strong>Add Additional Job <\/strong>business process will receive the following:<\/p>\n<h4>Notifications<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Enroll in Electronic W-2<\/li>\n<li>Change 1095-C Printing Election<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Tasks<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Change Home Contact Information<\/li>\n<li>Complete Federal Withholding Elections<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Benefits Eligible Now?<\/h4>\n<p>If the Employee is now benefits eligible as a result of <strong>Start Job Change<\/strong><strong>\u00a0<\/strong>or <strong>Add Additional Job<\/strong>, they will also receive the following Tasks \/ To Dos:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee Should Update Onboarding Benefits Questions<\/li>\n<li>Change Benefit Elections<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>This guide focuses in detail on onboarding for Hire. Information regarding onboarding for Start Job Change and Add Additional Job is provided in the last section of this reference guide.<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-15923","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15923","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":4,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15923\/revisions"}],"predecessor-version":[{"id":23625,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15923\/revisions\/23625"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=15923"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=15923"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=15923"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":22277,"date":"2026-03-14T06:30:27","date_gmt":"2026-03-14T11:30:27","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=22277"},"modified":"2026-03-14T06:30:43","modified_gmt":"2026-03-14T11:30:43","slug":"annual-work-period-extensions","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/annual-work-period-extensions\/","title":{"rendered":"Annual Work Period Extensions"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>This guide outlines common Annual Work Period extension scenarios and demonstrates how to process each one correctly in Workday to avoid pay and benefits errors.<\/p>\n<h2>Key Information<\/h2>\n<ul>\n<li>Annual Work Period extensions must be processed correctly to avoid pay reductions, benefits eligibility issues, and manual payroll corrections.<\/li>\n<li>For extensions with no compensation change, use Start Job Change with reason Hours or Work Period Reclassification and select the 9-month AWP (9\/1\u20135\/31), not the 4.5-month option.<\/li>\n<li>For extensions with new compensation, use Start Job Change with the reason Hours or Work Period Reclassification and select either the 4.5-month (1\/16\u20135\/31) or 9-month AWP depending on the appointment period.<\/li>\n<li>Graduate Assistants whose compensation changes for a new semester should use the 4.5-month (1\/16\u20135\/31) AWP with Hours or Work Period Reclassification.<\/li>\n<li>When extending to a 9-month appointment with new compensation, January pay will be prorated based on working days in each AWP period, which may require manual rate adjustments if done incorrectly.<\/li>\n<li>Graduate Assistants at 50% effort remain benefits-eligible whether extended with a 4.5-month or 9-month period.<\/li>\n<li>Employees who reach 4.5 months or more at 50% effort become benefits-eligible, and those on 9-month appointments have benefits bridged over the summer if returning the following year.<\/li>\n<\/ul>\n<h3>Background Information<\/h3>\n<p>Annual work period extensions are common for Graduate Assistants, Adjunct Faculty, and Faculty whose appointments are continued into a new semester. With an extended Annual Work Period, there may be a new compensation and\/or change in benefits.<\/p>\n<p>When extensions are not processed correctly in Workday, several issues can occur:<\/p>\n<ul>\n<li>Unintended <strong>pay reductions<\/strong> or incorrect proration<\/li>\n<li>Delayed or inaccurate <strong>benefits eligibility<\/strong> updates<\/li>\n<li>Manual corrections that slow down payroll and impact the worker experience<\/li>\n<\/ul>\n<p>This guide helps you quickly determine which type of extension scenario applies and how to process it correctly in Workday. By selecting the correct action, you ensure employees receive the correct compensation on time and maintain appropriate benefits coverage.<\/p>\n<h3>Flowchart<\/h3>\n<p>Use the flowchart below to help guide you in what action you should take for the Annual Work Period.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-23626 size-medium\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-300x109.png\" alt=\"Flowchart guiding the user through decisions on how to proceed with Annual work period extensions in workday\" width=\"300\" height=\"109\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-300x109.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-1024x374.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-768x280.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-1536x561.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-2048x747.png 2048w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/AWP-Extensions-4-800x292.png 800w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h3>Scenario 1: 9-month Extension, No Compensation Change<\/h3>\n<p>This scenario should be used if the employee will now be working a 9-month Annual Work Period going forward and there is no change to the compensation. This commonly happens when an Adjunct Faculty is changed to be a 9-month Faculty.<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><\/td>\n<td style=\"width: 33.3333%\"><strong>Current<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>New<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Annual Work Period<\/strong><\/td>\n<td style=\"width: 33.3333%\">4.5 months (9\/1 \u2013 1\/15)<\/td>\n<td style=\"width: 33.3333%\">9-month (9\/1 \u2013 5\/31)<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Monthly Compensation<\/strong><\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Action Needed<\/h4>\n<p>Submit Start Job Change with the reason <strong>Hours or Work Period Reclassification<\/strong> effective 1\/16 using the AWP 9 months (9\/1 \u2013 5\/31).<\/p>\n<h4>Pay Impacts<\/h4>\n<p>No changes to pay will occur.<\/p>\n<h3>Scenario 2: 4.5-month Extension, No Compensation Change<\/h3>\n<p><span class=\"important-field\"><strong>IMPORTANT: <\/strong>This scenario should be avoided. Use of this scenario can cause the employee to be underpaid and create a higher risk of processing errors.<\/span><\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><\/td>\n<td style=\"width: 33.3333%\"><strong>Current<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>New<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Annual Work Period<\/strong><\/td>\n<td style=\"width: 33.3333%\">4.5 months (9\/1 \u2013 1\/15)<\/td>\n<td style=\"width: 33.3333%\">4.5-month (1\/16 \u2013 5\/31)<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Monthly Compensation<\/strong><\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Action Needed<\/h4>\n<p>If the employee needs an Annual Work Period extension to work through the end of the school year and their compensation is not changing, do NOT use the 4.5-month (1\/16 \u2013 5\/31) AWP Extension. Instead, use the 9-month (9\/1 &#8211; 5\/31) Annual Work Period extension shown in Scenario 1.<\/p>\n<p><span class=\"note-field\"><strong>Note: <\/strong>To avoid using this scenario, sometimes a compensation change of $0.01 can be done to mimic a compensation change so the extension can be done with a 4.5-month appointment. Please contact Workday Services at <a href=\"mailto:support@tamus.edu\">support@tamus.edu<\/a> for more information.<\/span><\/p>\n<h4>Pay Impacts<\/h4>\n<p>If this scenario is used, the gross pay for January will only include earnings from the new Annual Work Period. In this example, the January gross pay would be $2,500.<\/p>\n<h3>Scenario 3: 4.5-month Extension, New Compensation<\/h3>\n<p>This scenario should be used if the employee will be working through the end of the school year and have a compensation change, but is not guaranteed a full 9-month annual work period for the following school year. This scenario is commonly used for Graduate Assistants when their compensation is changing for the new semester.<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><\/td>\n<td style=\"width: 33.3333%\"><strong>Current<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>New<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Annual Work Period<\/strong><\/td>\n<td style=\"width: 33.3333%\">4.5 months (9\/1 \u2013 1\/15)<\/td>\n<td style=\"width: 33.3333%\">4.5-month (1\/16 \u2013 5\/31)<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Monthly Compensation<\/strong><\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<td style=\"width: 33.3333%\">$7,000\/month<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Action Needed<\/h4>\n<p>Submit Start Job Change with the reason <strong>Hours or Work Period Reclassification<\/strong>\u00a0effective 1\/16 using the AWP 4.5 months (1\/16 \u2013 5\/31)<\/p>\n<h4>Pay Impact<\/h4>\n<p>Pay for the month of January will show a blended payslip using the previous compensation for the first half of the month and the new compensation for the second half of the month. This means that the amount of pay the employee from Example 1 would receive is $6000 in January since it is a blend of both compensations.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-22325\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example-300x125.png\" alt=\"Workday Payslip from the month of January showing the compensation change in the new work period\" width=\"300\" height=\"125\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example-300x125.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example-768x321.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example-800x334.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/12\/comp-change-payslip-jan-example.png 932w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If the Graduate Assistant is going to be transferred to another System Member with the Work Period Extension, additional review will be needed. Please complete the transfer in Workday Sandbox to verify such scenarios.<\/span><\/p>\n<h3>Scenario 4: 9-month Extension, New Compensation<\/h3>\n<p>This scenario should be used if the employee will now be working a 9-month period going forward and has a compensation change.<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><\/td>\n<td style=\"width: 33.3333%\"><strong>Current<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>New<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Annual Work Period<\/strong><\/td>\n<td style=\"width: 33.3333%\">4.5 months (9\/1 \u2013 1\/15)<\/td>\n<td style=\"width: 33.3333%\">9-month (9\/1 \u2013 5\/31)<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Monthly Compensation<\/strong><\/td>\n<td style=\"width: 33.3333%\">$5,000\/month<\/td>\n<td style=\"width: 33.3333%\">$7,000\/month<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Action Needed<\/h4>\n<p>Submit Start Job Change with the reason <strong>Hours or Work Period Reclassification<\/strong>\u00a0effective 1\/16 using the AWP 9 months (9\/1 \u2013 5\/31).<\/p>\n<p><strong>IMPORTANT:\u00a0<\/strong>If 1\/16 is not used as the effective date, compensation will not be accurate. A manual input might be needed to adjust the rates.<\/p>\n<h4>Pay Impact<\/h4>\n<p>When an employee\u2019s Annual Work Period is extended to a 9-month appointment the January paycheck must be prorated based on the number of working days under each AWP. Because the working days in the month are split between the previous and new AWP, the January payslip may have a different amount of pay than a person with the same compensation change whose AWP was extended 4.5 months (Scenario 3).<\/p>\n<p>We will use this scenario as if the AWP extension was happening in January of 2025.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/jan-2025-calendar.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-22454 size-medium\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/jan-2025-calendar-300x220.png\" alt=\"Calendar showing January 2025 with the working days in the first half of the month highlighted green and the working days from the second half of the month highlight blue\" width=\"300\" height=\"220\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/jan-2025-calendar-300x220.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2026\/01\/jan-2025-calendar.png 387w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<ul>\n<li>1\/1 \u2013 1\/15: 11 Working Days<\/li>\n<li>1\/16 \u2013 1\/31: 12 Working Days<\/li>\n<li>23 Total Working Days<\/li>\n<\/ul>\n<h5>Proration Calculation<\/h5>\n<p>January includes time in both the previous and new AWP, so we calculate each portion separately and then add them together:<\/p>\n<p>Total January Monthly Salary = Prorated Previous Compensation (1\/1\u20131\/15) + Prorated New Compensation (1\/16\u20131\/31)<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 20%\"><strong>January Dates<\/strong><\/td>\n<td style=\"width: 20%\"><strong>Working Days<\/strong><\/td>\n<td style=\"width: 20%\"><strong>Compensation<\/strong><\/td>\n<td style=\"width: 20%\"><strong>Formula<\/strong><\/td>\n<td style=\"width: 20%\"><strong>Prorated Amount<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 20%\">1\/1-1\/15<\/td>\n<td style=\"width: 20%\">11<\/td>\n<td style=\"width: 20%\">$5000\/month<\/td>\n<td style=\"width: 20%\">(5000\u00f7 23) \u00d7 11<\/td>\n<td style=\"width: 20%\">2391<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 20%\">1\/16-1\/31<\/td>\n<td style=\"width: 20%\">12<\/td>\n<td style=\"width: 20%\">$7000\/month<\/td>\n<td style=\"width: 20%\">(7000 \u00f7 23) \u00d7 12<\/td>\n<td style=\"width: 20%\">3652<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 20%\"><strong>Total<\/strong><\/td>\n<td style=\"width: 20%\">23<\/td>\n<td style=\"width: 20%\">&#8211;<\/td>\n<td style=\"width: 20%\">2391 + 3652<\/td>\n<td style=\"width: 20%\"><strong>$6043<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3>Benefit Impacts<\/h3>\n<p>If an employee\u2019s work period is extended to 4.5 months or more with at least 50% effort, they will meet the criteria for benefits eligibility. The staffing events associated with the extension should trigger all required benefit processes.<\/p>\n<p>For employees who move to a 9-month appointment, have become benefits eligible and are expected to return the following year, benefits will be bridged over the summer.<\/p>\n<h4>Graduate Assistants<\/h4>\n<p>Graduate Assistants who work 4.5 months at 50% effort are already benefits-eligible. Whether their Annual Work Period is extended using a 4.5-month or a 9-month period, their benefits eligibility will remain the same as long as they continue at 50% effort.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide outlines common Annual Work Period extension scenarios and demonstrates how to process each one correctly in Workday to avoid pay and benefits errors.<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[5,17],"tags":[],"class_list":{"0":"post-22277","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-compensation","7":"category-staffing","8":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/22277","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":4,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/22277\/revisions"}],"predecessor-version":[{"id":23629,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/22277\/revisions\/23629"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=22277"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=22277"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=22277"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":22572,"date":"2026-02-06T07:00:42","date_gmt":"2026-02-06T13:00:42","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=22572"},"modified":"2026-02-06T08:03:28","modified_gmt":"2026-02-06T14:03:28","slug":"job-change-reasons","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/job-change-reasons\/","title":{"rendered":"Job Change Reasons"},"content":{"rendered":"<h2>Overview<\/h2>\n<p><span data-contrast=\"auto\">The purpose of this reference guide is to explain the various reasons\u00a0used in\u00a0initiating the Start Job Change business process.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The\u00a0Start\u00a0Job Change business process is used to update attributes of an employee\u2019s position, such as work period, job classification, job profile, and more. When\u00a0initiating\u00a0a Job Change, the reason selected in the\u202f<\/span><b><span data-contrast=\"auto\">What do you want to do<\/span><\/b><span data-contrast=\"auto\">\u202ffield\u00a0determines\u00a0which fields are available to edit after selecting\u202f<\/span><b><span data-contrast=\"auto\">OK<\/span><\/b><span data-contrast=\"auto\">, as well as the overall workflow. The reasons are used in a variety of reports and can\u00a0impact\u00a0other areas such as Payroll and Benefits.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2>Important Information<\/h2>\n<ul>\n<li>Best practice is to complete the Edit Position Restrictions business process before making any changes to a position using Job Change, ensuring that the changes align between both processes.<\/li>\n<li>All Job Change reasons can be initiated by HR Partners or HR Contacts, except Transfer Reorganization and Job Profile Change (HR Partner only).<\/li>\n<li>Job Change is a supported retro event, meaning effective dates can be set in the past and payroll calculations will automatically recalculate for any affected prior payroll periods.<\/li>\n<\/ul>\n<h2>Reasons to Initiate a Job Change<\/h2>\n<p>There are two types of reasons to initiate a Job Change:<\/p>\n<ul>\n<li><strong>Data Change reasons<\/strong> &#8211; used for position updates that are not classified as promotions, demotions, or transfers<\/li>\n<li><strong>Position Change reasons<\/strong> &#8211; involve significant role changes including promotions, demotions, and transfers<\/li>\n<\/ul>\n<p>The list below is a description of reason options that is written to comply with <a href=\"https:\/\/policies.tamus.edu\/31-01-01.pdf\">The Texas A&amp;M System University Regulation 31.01.01 Compensation Administration<\/a>.<\/p>\n<h3>Data Change Reasons<\/h3>\n<p>Data changes are any changes made to the worker\u2019s position that would <em>not<\/em> be considered a promotion, demotion, or transfer.<\/p>\n\n<table id=\"tablepress-36\" class=\"tablepress tablepress-id-36\">\n<caption class=\"tablepress-table-caption tablepress-table-caption-id-36\">table for job change reasons<\/caption>\n<thead>\n<tr class=\"row-1\">\n\t<th class=\"column-1\" scope=\"col\">Reason Name<\/th><th class=\"column-2\" scope=\"col\">When to Use<\/th><th class=\"column-3\" scope=\"col\">Who Can Initiate<\/th><th class=\"column-4\" scope=\"col\">Available Sections<\/th><th class=\"column-5\" scope=\"col\">Important Notes<\/th>\n<\/tr>\n<\/thead>\n<tbody class=\"row-striping row-hover\">\n<tr class=\"row-2\">\n\t<td class=\"column-1\">Hours or Work Period Reclassification<\/td><td class=\"column-2\">To Change an employee's schedule hours (FTE%) and\/or Academic Pay Period<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Worker Time, Academic, Compensation<\/td><td class=\"column-5\"><br>If the Hours or Work Period Changes will impact benefit eligibility or are part of an overall change in expected job duties, title, or pay range, use the reason Position Reclassification.<br><\/td>\n<\/tr>\n<tr class=\"row-3\">\n\t<td class=\"column-1\">Job Classification Change<\/td><td class=\"column-2\">To align a position\u2019s job classifications when they must differ from the classification assigned to the job profile.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Job Details<\/td><td class=\"column-5\"><br>Job classifications that can be overridden at the position level include: Campus Security Designation, Exposure Risk Training, Hazard Duty Pay Eligible Flag, Longevity Eligible Flag, MSO Code, Overtime Flag, PD Biweekly Overtime, and Term Appointment.<\/td>\n<\/tr>\n<tr class=\"row-4\">\n\t<td class=\"column-1\">Location Change<\/td><td class=\"column-2\">To change the Location (geographic city) assigned to the position<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Work Location<\/td><td class=\"column-5\"><\/td>\n<\/tr>\n<tr class=\"row-5\">\n\t<td class=\"column-1\">Position Title &amp; Business Title Change<\/td><td class=\"column-2\">To update the position title and\/or business title within the same position without changing the job profile; ideal for clarifying the work of an employee in a generic job profile.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Job Details<\/td><td class=\"column-5\"><br>Position Title &amp; Business Title Change should not be used for reclassification, promotion or demotion of Faculty or Staff.<\/td>\n<\/tr>\n<tr class=\"row-6\">\n\t<td class=\"column-1\">Job Profile Change<\/td><td class=\"column-2\">To change only the job profile of the position following a reevaluation of job duties. This reason should only be used for changes that do not result in a change in the Employee's salary range and\/or title in a way that would be considered a promotion or demotion and no other position updates are needed.<\/td><td class=\"column-3\"><br>HR Partner<\/td><td class=\"column-4\"><br>Job Details<\/td><td class=\"column-5\"><br>Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.<\/td>\n<\/tr>\n<tr class=\"row-7\">\n\t<td class=\"column-1\">Position Reclassification<\/td><td class=\"column-2\">To change a position's job profile after reevaluating the Employee's duties or for updating any other combination of data changes.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Job\u00a0Details, Administrative Details, Work Location, Worker Time, Academic, Compensation<\/td><td class=\"column-5\"><br>Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.<\/td>\n<\/tr>\n<tr class=\"row-8\">\n\t<td class=\"column-1\">Student Position Reclassification<\/td><td class=\"column-2\">To change a student position's job profile after reevaluating the Employee's duties. This should only be used on positions with the Worker Type Student Worker who make less than $17 an hour<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Job\u00a0Details<\/td><td class=\"column-5\"><\/td>\n<\/tr>\n<tr class=\"row-9\">\n\t<td class=\"column-1\">Job Overlap Period<\/td><td class=\"column-2\">To move a terminating Employee to a newly created position for the temporary purpose of training the replacement employee.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation<\/td><td class=\"column-5\"><br>All position details, such as Job Profile, Annual Work Period and Scheduled Hours, must be identical to the terminating Employee\u2019s current position to maintain benefits eligibility during the job overlap period.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<!-- #tablepress-36 from cache -->\n<h3>Position Change Reasons<\/h3>\n<p>Position changes include promotions, demotions, and transfer that result in significant changes to an employee\u2019s role.<\/p>\n\n<table id=\"tablepress-37\" class=\"tablepress tablepress-id-37\">\n<caption class=\"tablepress-table-caption tablepress-table-caption-id-37\">table for job change reasons<\/caption>\n<thead>\n<tr class=\"row-1\">\n\t<th class=\"column-1\" scope=\"col\">Reason Name<\/th><th class=\"column-2\" scope=\"col\">When to Use<\/th><th class=\"column-3\" scope=\"col\">Who Can Initiate<\/th><th class=\"column-4\" scope=\"col\">Available Sections<\/th><th class=\"column-5\" scope=\"col\">Important Notes<\/th>\n<\/tr>\n<\/thead>\n<tbody class=\"row-striping row-hover\">\n<tr class=\"row-2\">\n\t<td class=\"column-1\">Promotion New Position<\/td><td class=\"column-2\">To move the Employee to a new position with a different job profile that requires higher qualifications, a higher rate of pay, and a title change. The position can be newly created or an existing position that would be new for the Employee.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Transfer Information,\u00a0Position,\u00a0Job\u00a0Details, Administrative Details, Work Location,\u00a0Worker Time,\u00a0Academic,\u00a0Compensation<\/td><td class=\"column-5\"><br>This reason should not be used if the Employee will remain in the same position.<\/td>\n<\/tr>\n<tr class=\"row-3\">\n\t<td class=\"column-1\">Promotion Reclassification<\/td><td class=\"column-2\">To reclassify the same position to a different job profile after the job duties or responsibilities of an Employee's current position are reevaluated, requiring higher qualifications, higher pay, and a title change.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Job\u00a0Details,\u00a0Administrative Details,\u00a0Work Location,\u00a0Worker Time,\u00a0Academic,\u00a0Compensation<\/td><td class=\"column-5\"><br>Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.<\/td>\n<\/tr>\n<tr class=\"row-4\">\n\t<td class=\"column-1\">Demotion New Position<\/td><td class=\"column-2\">To move the Employee to another position with a different job profile that has a lower pay range, a title of lower status, and perhaps requiring less education, experience, or responsibility requirements. The position may be newly created or an existing position that is new to the Employee.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<br><\/td><td class=\"column-4\"><br>Transfer Information,\u00a0Position,\u00a0Job\u00a0Details, Administrative Details, Work Location,\u00a0Worker Time,\u00a0Academic,\u00a0Compensation<\/td><td class=\"column-5\"><br>This reason should not be used if the Employee will remain in the same position.<\/td>\n<\/tr>\n<tr class=\"row-5\">\n\t<td class=\"column-1\">Demotion Reclassification<\/td><td class=\"column-2\">To reclassify a position to a different job profile after job duties or responsibilities of an Employee's current position are reevaluated, resulting in a lower pay range, a title of lower status, and potentially reduced education, experience, or responsibility requirements.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Job\u00a0Details,\u00a0Administrative Details,\u00a0Work Location,\u00a0Worker Time,\u00a0Academic,\u00a0Compensation<\/td><td class=\"column-5\"><br>Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.<\/td>\n<\/tr>\n<tr class=\"row-6\">\n\t<td class=\"column-1\">Employee Transfer<\/td><td class=\"column-2\">To transfer an Employee from one position to another position, both of which may or may not be assigned in the same salary range, title or organization level within the same or different system member part or company. The position may be newly created or an existing position that is new to the Employee.<\/td><td class=\"column-3\"><br>HR Partner, HR Contact<\/td><td class=\"column-4\"><br>Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic<\/td><td class=\"column-5\"><\/td>\n<\/tr>\n<tr class=\"row-7\">\n\t<td class=\"column-1\">Transfer Reorganization<\/td><td class=\"column-2\">To transfer an Employee from one position to another as part of a reorganization, which may have the same salary range, title, or organizational level.<\/td><td class=\"column-3\"><br>HR Partner<\/td><td class=\"column-4\"><br>Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic<\/td><td class=\"column-5\"><br>For reorganizations within the same System member where there is no change in position details, use\u00a0Move Worker (Supervisory).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<!-- #tablepress-37 from cache -->\n","protected":false},"excerpt":{"rendered":"<p>The purpose of this reference guide is to explain the various reasons\u00a0used in\u00a0initiating the Start Job Change business process.\u00a0<\/p>\n","protected":false},"author":37498,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-22572","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/22572","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/37498"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/22572\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=22572"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=22572"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=22572"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":15944,"date":"2025-11-20T08:00:06","date_gmt":"2025-11-20T14:00:06","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15944"},"modified":"2025-11-20T08:00:14","modified_gmt":"2025-11-20T14:00:14","slug":"performance-review-reports","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/performance-review-reports\/","title":{"rendered":"Performance Review Reports"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>During the Performance Review process a variety of reports are typically used to monitor the status and ratings of performance reviews, as well as whether Position Restrictions are needing to be updated for an employee. The purpose of this guide is to provide a comprehensive list of these reports and a brief explanation of how that report is used.<\/p>\n<h2>Key Point<\/h2>\n<p>The Performance Review Process varies at each member and not all reports listed here will be used.<\/p>\n<h2>Report List<\/h2>\n<p>The list is broken down by security role, however the Manager, Talent Partner and Talent Analyst can access the majority of these reports.<\/p>\n<h3>Manager Reports<\/h3>\n<p>The following reports may be useful for Managers during the Performance Review process. Reports marked with an * are not available from the Performance Dashboard and must be accessed using the Search feature in Workday<\/p>\n<h5>My Team&#8217;s Performance Reviews<\/h5>\n<p>Provides a list of performance reviews for the Manager\u2019s employees.<\/p>\n<h5>Performance Review Process (Incomplete)<\/h5>\n<p>Provides a list of incomplete Employee performance reviews. This report is also available to Talent Partners, Talent Analysts and Talent View only roles.<\/p>\n<h5>My Team\u2019s Goals<\/h5>\n<p>Provides a list of goals for the Manager\u2019s employees on their team.<\/p>\n<h5>Employee Reviews<\/h5>\n<p>Provides a list of \u201cIn Progress\u201d and \u201cCompleted\u201d performance reviews within the Manager\u2019s Supervisory Organization(s).<\/p>\n<h5>Review Ratings<\/h5>\n<p>Returns a matrix report of performance review ratings by Supervisory Organization. Further information on the distribution of ratings is available by drilling down using links provided in the matrix.<\/p>\n<h5>Performance Ratings Distribution<\/h5>\n<p>Lists the number of current performance ratings for employees grouped by Supervisory Organization. Managers can filter on workers he or she supervises. Talent Analysts and Talent Partners also have access to this report.<\/p>\n<h5>Worker Expiring Certifications (Within 3 Months of Today)*<\/h5>\n<p>Provides a list of the Manager\u2019s employees who have certifications that will be expiring. Talent Analysts and Talent Partners also have access to this report.<\/p>\n<h5>Worker Newly Added Certifications (Within Date Range)*<\/h5>\n<p>Provides a list of the Manager\u2019s Employees who have newly added certifications. Talent Analysts and Talent Partners also have access to this report.<\/p>\n<h5>Goal Setting Performance Review Process*<\/h5>\n<p>This report allows users to see Goal Setting Performance Review data and filter on Company, Status, and Performance Review Date range. Talent Analysts and Talent Partners also have access to this report.<\/p>\n<h3>Talent Analyst Reports<\/h3>\n<p>The following reports may be useful to Talent Analysts.<\/p>\n<h5>Performance Reviews<\/h5>\n<p>Performance Reviews is a report available to Talent roles for tracking and reporting on performance reviews.<\/p>\n<h5>Performance Ratings Distribution<\/h5>\n<p>Lists the number of current performance ratings for Employees grouped by Supervisory Organization. Talent Analysts can filter on Supervisory Organizations he or she supports.<\/p>\n<h5>Employees Who Need Position Description Updates<\/h5>\n<p>\u200bProvides a list of performance reviews for which the Manager has indicated the Position Description needs to be updated for the Employee.<\/p>\n<p><span class=\"note-field\"><strong>Note:<\/strong> HR Partners can use this report to view which positions need updates to the Position Description.<\/span><\/p>\n<h3>Talent Partners<\/h3>\n<p>The following reports may be useful to Talent Partners. Talent Analysts and Talent View Only security roles also have access to these reports.<\/p>\n<h5>Performance Reviews<\/h5>\n<p>Performance Reviews is a new report available to Talent roles for tracking and reporting on performance reviews.\u00a0 This new report that will eventually replace the following reports.\u00a0 Currently, they are still available.<\/p>\n<ul>\n<li>Performance Review Process (All)<\/li>\n<li>In Progress Performance Reviews<\/li>\n<li>Performance Review Process (All) &#8211; Most Recent Event<\/li>\n<li>Performance Review Process (Incomplete)<\/li>\n<li>Performance Review Rating Report (Overall Rating of 1 or 2)<\/li>\n<li>Performance Review Validation by Company\/Employee Type<\/li>\n<\/ul>\n<h5>New Hire \/ Promotion \/ Transfer Within 6 Months<\/h5>\n<p>Provides a list of employees who are New Hires, Transfers or recently received a promotion in the last six months. \u00a0with additional information based on their hire \/ promotion \/ transfer date. This report is used to determine whether an employee needs an annual review. HR Partners may find this report useful as well.<\/p>\n<h5>Performance Review Process (All) &#8211; Most Recent Event<\/h5>\n<p>This report will return the most recent performance review for each employee in the Supervisory Organizations the Talent Partner supports. The performance review can be in any status within the date range specified.<\/p>\n<h5>Performance Rating Review Report (Overall Rating of 1 or 2)<\/h5>\n<p>Provides a list of employees who received an overall rating of 1 or 2 from the Manager.<\/p>\n<h5>Performance Review Acknowledgement Audit Report<\/h5>\n<p>This report provides a list of all Manager and Employee acknowledgements from the performance review process. Talent Partners may want to use this report to audit when a position description may need to be updated or when the Employee did not agree with the review.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide provides a comprehensive list of Performance Review reports and a brief explanation of how those reports are used<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[10],"tags":[],"class_list":{"0":"post-15944","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-performance","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15944","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15944\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=15944"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=15944"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=15944"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":21035,"date":"2025-06-25T14:54:39","date_gmt":"2025-06-25T19:54:39","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=21035"},"modified":"2026-02-02T15:26:53","modified_gmt":"2026-02-02T21:26:53","slug":"overtime-and-comp-time","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/overtime-and-comp-time\/","title":{"rendered":"Overtime and Comp Time"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>This reference guide explains how overtime is earned, tracked, and paid for non-exempt employees in Workday. It covers the differences between Federal (FLSA) and State overtime, how overtime is classified and calculated, and how configuration settings like the Comp Time Banked ID and the Exclude from Overtime flag affect processing.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li>The difference between Federal (FLSA) and State Overtime<\/li>\n<li>How to identify which type of overtime applies using time sheet examples<\/li>\n<li>How to determine if overtime will be Banked or Paid<\/li>\n<li>How to update or remove Comp Time Banked IDs in an employee profile<\/li>\n<li>How the Exclude from Overtime Flag affects eligibility and calculation<\/li>\n<li>How overtime is calculated in Payroll, including the FLSA average base rate<\/li>\n<li>When and how to recalculate a timesheet after making changes<\/li>\n<\/ul>\n<h3>Federal Overtime (FLSA Comp Time)<\/h3>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-01-09.pdf\">Texas A&amp;M System Guidelines Overtime 31.01.09 Section 1.1<\/a><\/p>\n<blockquote><p><em>&#8220;Under the Fair Labor Standards Act (FLSA), a federal statute, a nonexempt employee must be compensated with either time or pay for working more than 40 hours in a workweek. (See Section 3, FLSA Overtime.)&#8230;&#8221;<\/em><\/p><\/blockquote>\n<p data-start=\"384\" data-end=\"516\">Non-exempt employees earn federal overtime, also known as <strong data-start=\"442\" data-end=\"460\">FLSA comp time<\/strong>, when they work <strong data-start=\"477\" data-end=\"513\">more than 40 hours in a workweek<\/strong>.<\/p>\n<p data-start=\"384\" data-end=\"516\"><span class=\"important-field\"><strong data-start=\"519\" data-end=\"532\">Important<\/strong>: Paid leave or scheduled holidays <em>do not<\/em> count toward the 40 hours required to trigger FLSA comp time.<\/span><\/p>\n<h4 data-start=\"642\" data-end=\"676\">Examples of Federal Overtime<\/h4>\n<ul>\n<li data-start=\"642\" data-end=\"676\">An employee works 42 hours and also took 8 hours of paid sick leave: Only the 42 worked hours count, so 2 hours qualify for federal overtime.<\/li>\n<li data-start=\"642\" data-end=\"676\">If an employee has an A<em>dditional<\/em> hourly job, Workday will tag the hours in the <strong>A<\/strong><strong>dditional Job<\/strong> as overtime once the combined hours exceed 40 in a week.<\/li>\n<\/ul>\n<h3>State Overtime (State Comp Time)<\/h3>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-01-09.pdf\">Texas A&amp;M System Guidelines Overtime 31.01.09 Section 4.1<\/a><\/p>\n<blockquote><p><em>&#8220;When an employee has not worked more than 40 hours in a workweek, but the total hours worked and hours of paid leave or paid holidays exceed 40 hours, the employee is allowed one hour of compensatory time off for every hour in excess of 40 in a workweek. Likewise, when the employee has worked more than 40 hours in a workweek and the total of hours worked and hours of paid leave or paid holiday exceed 40 hours after subtracting FLSA overtime hours worked (which must be compensated as described in Section 3), the employee is allowed equivalent compensatory time off for the excess hours.&#8221;<\/em><\/p><\/blockquote>\n<p>Non-exempt employees earn state comp time when their combined total of hours worked + paid leave + scheduled holidays exceeds 40 hours in a workweek, but actual hours worked are 40 or fewer.<\/p>\n<ul>\n<li>This is paid at straight time: one hour of comp time for each qualifying hour.<\/li>\n<\/ul>\n<h4>System Holidays<\/h4>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-04-01.pdf\">Texas A&amp;M System Guidelines System Holidays 31.04.01 Section 2 &amp; 3<\/a><\/p>\n<blockquote><p>Section 2: An eligible part-time employee receives holiday pay and holiday compensatory time on a proportionate basis.<\/p>\n<p>Section 3.2: <em>&#8220;&#8230;An employee required to work on a scheduled holiday is entitled to compensatory time, for the amount of time worked on an hour-for-hour basis&#8230;&#8221;<\/em><\/p><\/blockquote>\n<h4 data-start=\"1222\" data-end=\"1306\">Example of State Overtime<\/h4>\n<ul>\n<li>An employee works 36 hours and takes 8 hours of vacation: 44 total hours = 4 hours of state comp time<\/li>\n<li>An employee works 40 hours and has 8 hours of holiday leave: 48 total hours = 8 hours of state comp<\/li>\n<li>An employee works 42 hours and takes no leave: This qualifies for federal, not state, overtime.<\/li>\n<\/ul>\n<h3>Quick Comparison of State and Federal Overtime<\/h3>\n<div>\n<table class=\" aligncenter\" style=\"height: auto;width: 100.198%;border-collapse: collapse\">\n<tbody>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><\/td>\n<td style=\"width: 21.3402%;height: 24px\"><strong>Federal Overtime<\/strong><\/td>\n<td style=\"width: 22.045%;height: 24px\"><strong>State Overtime<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 25px\">\n<td style=\"width: 3.65976%;height: 25px\"><strong>Applies When&#8230;<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 25px\">Hours worked exceed 40<\/td>\n<td style=\"width: 22.045%;height: 25px\">Total time (work + leave) &gt; 40, but actual hours worked \u2264 40<\/td>\n<\/tr>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><strong>Leave\/Holiday Counted?<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 24px\">\u274c No<\/td>\n<td style=\"width: 22.045%;height: 24px\">\u2705 Yes<\/td>\n<\/tr>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><strong>Example<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 24px\">42 worked hours \u2192 2 hours FLSA comp<\/td>\n<td style=\"width: 22.045%;height: 24px\">36 worked + 8 leave \u2192 4 hours state comp<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3>Time Sheet Examples<\/h3>\n<h4>More than 40 Hours Worked (Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">Employee works 44 hours, no time off or holidays.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>4 Federal OT Hours<\/li>\n<li>Total: 44 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot.png\"><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-21038 aligncenter\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1024x255.png\" alt=\"time sheet of working more than 40 hours a week with federal ot\" width=\"1024\" height=\"255\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1024x255.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-300x75.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-768x191.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1536x383.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-800x199.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot.png 1626w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Work on a Holiday (State Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">Employee works 40 hours, including 8 on a holiday<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>8 State OT Hours (for holiday hours worked)<\/li>\n<li>Total: 48 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-21062 size-large\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1024x286.png\" alt=\"time sheet with working on a holiday\" width=\"1024\" height=\"286\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1024x286.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-300x84.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-768x215.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1536x430.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-800x224.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday.png 1616w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked \u2264 40, but Total Time &gt; 40 (State Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 36 hours and uses 8 hours of time off.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>32 Regular Hours<\/li>\n<li>4 State OT Hours<\/li>\n<li>8 Time off Hours<\/li>\n<li>Total: 44 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21063\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1024x290.png\" alt=\"time sheet when worked less than 40 but total time is greater than 40\" width=\"1024\" height=\"290\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1024x290.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-300x85.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-768x217.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1536x435.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-800x226.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot.png 1626w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked on a Holiday + Over 40 Hours (State + Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 44 hours, including 8 hours on a holiday.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>4 Federal OT Hours (for hours worked beyond 40)<\/li>\n<li>8 State OT Hours (for holiday hours worked)<\/li>\n<li>Total: 52 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21064\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1024x281.png\" alt=\"timesheet when worked on a holiday and over 40 hours\" width=\"1024\" height=\"281\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1024x281.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-300x82.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-768x210.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1536x421.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-800x219.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours.png 1602w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked Over 40 + Took Time Off (State + Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 44 hours and has an 8 hour holiday.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>8 Holiday (Time Off) + 32 Regular Hours<\/li>\n<li>8 State OT hours (Used to bring hours worked to 40)<\/li>\n<li>4 Federal OT Hours (for hours worked beyond 40)<\/li>\n<li>Total: 52 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21065\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1024x238.png\" alt=\"timesheet when worked over 40 hours and took time off\" width=\"1024\" height=\"238\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1024x238.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-300x70.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-768x179.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1536x357.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-800x186.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off.png 1608w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h3>\n<h3>Determining If Overtime will be Banked or Paid<\/h3>\n<p>HR Partners, Payroll Partners, and Timekeepers can use the <strong data-start=\"2538\" data-end=\"2563\">Time Tracking Details<\/strong> report in Workday to determine whether Federal or State Overtime will be <strong data-start=\"2637\" data-end=\"2647\">banked<\/strong> or <strong data-start=\"2651\" data-end=\"2659\">paid<\/strong>.<\/p>\n<ul>\n<li>Banked means the employee will receive compensatory time off (Comp Time) to use in a future pay period.<\/li>\n<li>Paid means the employee will receive payment for the overtime hours in the current pay period.<\/li>\n<\/ul>\n<h4>How to Check<\/h4>\n<ol>\n<li>Run the <strong>Time Tracking Details<\/strong> report in Workday<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21067\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-300x222.png\" alt=\"time tracking details pop up\" width=\"300\" height=\"222\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-300x222.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-768x568.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-800x592.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details.png 965w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li>Review the columns:\n<ul>\n<li>Federal Comp Time Banked ID<\/li>\n<li>State Comp Time Banked ID<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21070\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-300x98.png\" alt=\"time tracking report\" width=\"300\" height=\"98\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-300x98.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-1024x335.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-768x251.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-800x262.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns.png 1407w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 18.1733%\"><strong>Federal or State Comp Time Banked ID Value<\/strong><\/td>\n<td style=\"width: 31.3245%\"><strong>Meaning<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Result<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\">Y<\/td>\n<td style=\"width: 31.3245%\">Custom ID is in place<\/td>\n<td style=\"width: 33.3333%\">Overtime will be Banked<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\">N<\/td>\n<td style=\"width: 31.3245%\">Custom ID is in place<\/td>\n<td style=\"width: 33.3333%\">Overtime will be Paid<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\"><em>(Blank)<\/em><\/td>\n<td style=\"width: 31.3245%\">No Custom ID in place<\/td>\n<td style=\"width: 33.3333%\">Defaults to Overtime will be Banked<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3>What Happens after Submission<\/h3>\n<p>Once a time sheet is submitted, Payroll uses job pay rates, shift differential, and other compensable elements to calculate the Employee\u2019s FLSA average base rate and final overtime payout.<\/p>\n<h4>Paying Banked Comp Time<\/h4>\n<p>Paying out banked comp time is a manual process. It involves two steps:<\/p>\n<ol>\n<li>Adjusting the accruals manually<\/li>\n<li>Submitting a manual payroll entry,\n<ul>\n<li>Either through a payroll input or an off-cycle payment.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p>Refer to the following job aids for guidance:<\/p>\n<ul>\n<li><a href=\"https:\/\/it.tamus.edu\/workdayservices\/training\/job_aid\/maintain-accrual\/\">Maintain Accrual<\/a> (Using <em>Lump Sum &#8211; FLSA Comp<\/em> or <em>Lump Sum &#8211; State Comp<\/em> as the type of accrual adjustment)<\/li>\n<li><a href=\"https:\/\/it.tamus.edu\/workdayservices\/training\/job_aid\/add-payroll-input-by-worker\/\">Add Payroll Input by Worker<\/a><\/li>\n<li><a href=\"https:\/\/it.tamus.edu\/workdayservices\/training\/job_aid\/off-cycle-payments\/\">Managing Off-Cycle Payments<\/a>.<\/li>\n<\/ul>\n<h3>Calculation Overtime in Payroll<\/h3>\n<h4>Regular FLSA Overtime Calculation<\/h4>\n<p><span class=\"important-field\"><strong>Important:\u00a0<\/strong>Non-exempt employees covered by the Fair Labor Standards Act(FLSA) must be paid at least 1.5 times their regular rate of pay for all hours worked over 40 in a workweek.<\/span><\/p>\n<h5>Example:<\/h5>\n<p>The employee holds two jobs:<\/p>\n<ul>\n<li>A primary job at $22.50 per hour<\/li>\n<li>An additional job at $200 per hour<\/li>\n<\/ul>\n<p>The employee also receives a shift differential of $1 per hour for 2 hours worked during the FLSA period.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-21093 size-medium\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-300x119.png\" alt=\"FLSA overtime calculation in workday\" width=\"300\" height=\"119\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-300x119.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-1024x406.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-768x304.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-1536x609.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-800x317.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1.png 1832w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>FLSA Premium Calculation in Payroll<\/h4>\n<p>On the <strong>Gross to Net<\/strong> tab of the Pay Result, the Overtime \u2013 FLSA Earning is calculated using:<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Field<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Definition<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Example<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Original Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">The hourly rate of the position where overtime is earned<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\"><strong>$22.50<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">FLSA Base Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">The FLSA Average Base Rate (calculated from all earnings \u00f7 hours)<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">($2 + $56.25 + $400 + $900) \u00f7 (2 + 2.5 + 40) = <strong>$30.52\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Considered Amount<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">Annual longevity pay \u00f7 2080 hours<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">$960 \u00f7 2080 = <strong>$0.46\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Premium Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(Base Rate + Considered Amount) * 0.5<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(30.52 + 0.46) * 0.5 = <strong>$15.49\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Final Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">Original Rate + Premium Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(22.50 + 15.49) = <strong>$37.99\/hour<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>This rate is calculated for each job and is used to FLSA overtime hours, ensuring compliance with federal overtime laws across multiple positions and pay rates.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21095\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-300x139.png\" alt=\"FLSA premium calculation in in payroll in workday\" width=\"300\" height=\"139\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-300x139.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-1024x475.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-768x356.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-1536x713.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-800x371.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1.png 1806w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Calculating Straight\/State Overtime<\/h4>\n<p><span class=\"important-field\"><strong>Important: <\/strong>If a non-exempt employee earns State Overtime, these hours must be compensated at the employee\u2019s regular hourly rate (1x), either as paid overtime or as state compensatory time.<\/span><\/p>\n<h5>Example<\/h5>\n<p>This employee worked 39.5 hours and used 4 hours of Paid Time Off from Banked Overtime.<\/p>\n<p>Total Reported Hours = 39.5 + 4 = 42.5 hours<\/p>\n<p>Because actual hours worked are under 40, and total time exceed 40, this qualifies as State Overtime. As a result, the employee will be paid at straight time, or 1x the hourly rate for 3.5 overtime hours.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21097\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-300x47.png\" alt=\"Calculating State overtime\" width=\"300\" height=\"47\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-300x47.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-1024x159.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-768x120.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-1536x239.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-800x124.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1.png 1838w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h3>Maintaining Comp Time Banked IDs<\/h3>\n<p>In most cases an assigned HR Partner, Payroll Partner, or Timekeeper will maintain the input to adjust the Banked OT custom ID for an employee.<\/p>\n<p>From the Employee&#8217;s Worker Profile navigate to <strong>Actions<\/strong> &gt; <strong>Personal Data<\/strong> &gt; <strong>Edit Other IDs<\/strong><\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21071\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data-188x300.png\" alt=\"how to get to edit custom ids through the worker profile\" width=\"188\" height=\"300\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data-188x300.png 188w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data.png 491w\" sizes=\"auto, (max-width: 188px) 100vw, 188px\" \/><\/a><\/p>\n<ol>\n<li>Select the <strong style=\"font-size: 1rem\">Plus Sign (+)<\/strong><span style=\"font-size: 1rem\"> icon to add a new Other ID. You can also remove an Other ID by selecting the <strong>Minus Sign (-)\u00a0<\/strong>for that row.<\/span><\/li>\n<li>Fill out the following fields:\n<ul>\n<li><strong>Other ID Type.\u00a0<\/strong><\/li>\n<li><strong>Description.<\/strong> Add a note with your name and the date of the change. This helps with future tracking.<\/li>\n<li><strong>Identification #.<\/strong> Y to Bank overtime, N to have overtime be Paid. Any other entry will cause an error.<\/li>\n<li>All other fields can be left blank, they do not affect whether OT is banked or paid.<\/li>\n<\/ul>\n<\/li>\n<li>Select\u00a0<strong>Submit\u00a0<\/strong>to finalize changes.<\/li>\n<\/ol>\n<p><span class=\"important-field\"><strong>Important:\u00a0 <\/strong>The <strong>Y\/N<\/strong>\u00a0value in the <strong>Comp Time Banked ID<\/strong> field determines whether Federal or State overtime is banked or paid. If an employee&#8217;s timesheet was already submitted before the ID was updated, the system will not recalculate automatically.\u00a0 \u00a0To fix this, go to the timesheet and select <strong>Actions<\/strong> &gt; <strong>Run Calculations<\/strong> to apply the new setting.\u00a0<\/span><\/p>\n<h3>How to Exclude Hours from Overtime (HR Partner)<\/h3>\n<p>We have configured Workday such that hourly employees are eligible for overtime. If you are not legally required to include hours worked in a particular position in the overtime calculation, the job classification<strong> Exclude from Overtime<\/strong> must be added to those positions.<\/p>\n<p>If an <strong>Exclude from Overtime Flag<\/strong> needs to be applied to a position, an HR Partner will need to initiate a <strong>Change Job<\/strong> business process to update the<strong> Job Classification<\/strong>.<\/p>\n<ol>\n<li>From the Employee&#8217;s Worker Profile select <strong>Actions<\/strong> &gt; <strong>Job Change<\/strong> &gt; <strong>Start Change Job<\/strong>.<\/li>\n<li>In the field <strong>What do you want to do?<\/strong> select <strong style=\"font-size: 1rem\">Job Classification Change <\/strong>then <strong style=\"font-size: 1rem\">OK<\/strong><span style=\"font-size: 1rem\">.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21076\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change-300x181.png\" alt=\"start job change\" width=\"300\" height=\"181\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change-300x181.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change.png 601w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/span><\/li>\n<li>Select when the effective date for this change to take place.<\/li>\n<li>For\u00a0<strong>Additional Job Classification(s)<\/strong>, search and choose <em>Exclude &#8211; Exclude from Overtime (Overtime Flag).<\/em><\/li>\n<li>Select\u00a0<strong>Submit.<\/strong><strong><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21077\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change-300x286.png\" alt=\"job classification change\" width=\"300\" height=\"286\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change-300x286.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change.png 541w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/strong><\/li>\n<\/ol>\n<p><span class=\"note-field\"><strong>Note: <\/strong><span style=\"font-size: 1rem\">Any worked Hours entered for this position following the effective date will no longer Calculate for Overtime.<\/span><\/span><\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21078\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-300x63.png\" alt=\"example time sheet after the change job has taken place\" width=\"300\" height=\"63\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-300x63.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-1024x215.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-768x161.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-1536x322.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-800x168.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated.png 1637w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Example of Exclude from Overtime Flag<\/h4>\n<p>The employee has worked 40 hours in the primary job and 2 hours in the additional job. Since the <strong>Exclude from Overtime Flag<\/strong> is set for the additional job the 2 hours are not being calculated as FLSA Overtime.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21096\" style=\"padding-top: 1.5em\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-300x72.png\" alt=\"Exclude from overtime flag in workday\" width=\"300\" height=\"72\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-300x72.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-1024x246.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-768x185.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-1536x370.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-800x193.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex.png 1778w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide explains how overtime is earned, classified, and calculated for non-exempt employees in Workday, including differences between Federal (FLSA) and State overtime and key configuration settings that impact processing.<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[5,9,19],"tags":[],"class_list":{"0":"post-21035","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-compensation","7":"category-payroll","8":"category-time-tracking","9":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/21035","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/21035\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=21035"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=21035"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=21035"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":15509,"date":"2025-06-06T07:30:08","date_gmt":"2025-06-06T12:30:08","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15509"},"modified":"2025-06-06T07:30:47","modified_gmt":"2025-06-06T12:30:47","slug":"costing-allocations","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/costing-allocations\/","title":{"rendered":"Costing Allocations"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Costing allocations are essential within staffing and compensation business processes. These business processes include <strong>Create Position<\/strong>, <strong>Hire<\/strong>, <strong>Change Job<\/strong>, <strong>Termination, Add \/ End Additional Job<\/strong>, <strong>Edit Position<\/strong> <strong>Restrictions<\/strong> and <strong>Request Compensation Change<\/strong>. Assign Costing Allocations can also be initiated as a stand-alone business process.<\/p>\n<p>The purpose of this reference guide is to provide a brief overview of the <strong>Assign Costing Allocation<\/strong> business process. The primary focus of this guide is Assign Costing Allocation as a sub process of Hire, Change Job and other business processes and impacts to other systems when the incorrect action occurs. All information is applicable to the stand-alone business process and thus is not discussed as a separate topic in this guide.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li>Costing allocations assigned in Workday feed into the A&amp;M System financial system, FAMIS, on a nightly basis for establishing annual budget <!--StartFragment --><span class=\"cf0\">after payroll processing is completed for each pay period. <!--StartFragment -->Encumbrances get auto adjusted at the beginning of each month and members can verified that any costing allocation changes that have occurred in the past month are reflected.<!--EndFragment --><\/span><!--EndFragment --><\/li>\n<li><!--StartFragment --><span class=\"cf0\">New accounts need to be created in FAMIS and assigned the Cost Center Approver role and this information is fed to Workday on a nightly basis.<\/span><!--EndFragment --><\/li>\n<li>Blank costing allocations or costing allocations incorrectly set up in Workday as of the payroll deadline will result in salary, wages and fringe benefits posting to a member\u2019s FAMIS default account. If this occurs, a Payroll Cost Transfer must be completed outside of Workday to move the expenses to the correct account(s).<\/li>\n<li>Retroactive changes to costing allocations in Workday will not correct previously posted salary, wages or benefits.<\/li>\n<li>Costing allocations require a <strong>Start Date<\/strong> but do not require an <strong>End Date<\/strong>. If there is a reasonable expectation that the accounts and percentages are applicable for the foreseeable future the <strong>End Date<\/strong> can be left blank. Some members may require an end date for costing allocations on contract and grant accounts. If the last interval of costing allocations does not have an end date, FAMIS will encumber the estimated salary and fringe through the end of the fiscal year (August 31) on these accounts.<\/li>\n<li>Costing allocations <strong>do not<\/strong> drive payroll. Employees will be paid if they are employed within a current academic pay period or if a timesheet is approved, even if costing allocations are not set up correctly.<\/li>\n<li>Costing allocations <strong>do not<\/strong> follow the worker. This means that if a worker transfers from one position to another position, worker position costing allocations will need to be assigned for that Employee in their new position.<\/li>\n<\/ul>\n<h2>Costing Allocations Defined<\/h2>\n<p>Costing allocations refer to the accounts from which the organization plans to withdraw funds to make a financial transaction. In the case of human capital management, this means the account from where we want salary, wages or fringe benefits paid to an Employee or budgeted for an unfilled position.<\/p>\n<h3>Cost Center<\/h3>\n<p>Accounts are referred to as <strong>cost centers<\/strong> in Workday. The field where the cost center is entered is called <strong>Worktag<\/strong>. It is important that this information be correct because this is the account from which funds will be used to pay the Employee. If the Employee is paid out of an incorrect account or a change needs to be made after payment was made, this can be corrected. This correction is called a <strong>Payroll Cost Transfer<\/strong> (PCT). Payroll Cost Transfers are done in Canopy, not Workday.<\/p>\n<h3>Cost Set<\/h3>\n<p>A <strong>cost set<\/strong> is one or more cost centers that will be used to pay employees during a specific time frame. This can be only one account or as many as is needed. For example, we may pay the Employee from Account 1 and Account 2 from January until June for the year. This would represent a cost set. Figure 1 shows an example of one cost set with multiple cost centers. The sum of Distribution Percent for all cost centers in a cost set must equal 100%.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19665\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-300x159.png\" alt=\"Example of one cost set using multiple cost centers\" width=\"400\" height=\"212\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-300x159.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-1024x542.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-768x406.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-800x423.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 1. Example of one cost set using multiple cost centers<\/em><\/p>\n<h3>Costing Allocation Levels<\/h3>\n<p>Costing allocations can be assigned on three levels: <em>Position Restrictions<\/em>, <em>Worker Position,<\/em> and <em>Worker, Position, Earning<\/em>. Assigning costing allocations to the Position Restrictions tells Workday only the intended account(s) for paying any Employee that would fill the position. Assigning costing allocations to the <em>Worker Position<\/em>, <em>establishes<\/em> the designated account(s) from which an Employee who currently fills a position <em>will be paid<\/em>. Finally, costing allocations assigned <em>to Worker, Position, Earning<\/em> will only specify which account(s) to use for paying an Employee for an allowance (e.g. cell phone).<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Worker, Position, Earning should never be used to assign costing allocations for base pay.<\/span><\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19667\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-300x159.png\" alt=\"Example of multiple cost sets\" width=\"400\" height=\"212\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-300x159.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-1024x542.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-768x406.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-800x423.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 2. Example of multiple cost sets<\/em><\/p>\n<h2>Guidelines for Assigning Costing Allocations<\/h2>\n<h3>Position Restrictions<\/h3>\n<p>When assigning costing allocations on the Position Restrictions, we are designating from which account we <em>plan<\/em> to pay the Employee. Select the appropriate <strong>Start Date<\/strong> and leave the <strong>End Date<\/strong> blank if the accounts and percentage will not change over time. Enter the cost center(s) that should be associated with the position into the <strong>Worktag<\/strong> field(s). Enter the appropriate distribution percentage for the cost centers if more than one is used. If edits are needed later, the user can initiate the <strong>Assign Costing Allocations<\/strong> business process as a stand-alone process and make those changes.<\/p>\n<p><span class=\"note-field\"><strong>Note:<\/strong> Costing allocations assigned to Position Restrictions would not typically be a contract and grant account. This is because contract and grant accounts may have end dates and are eventually deleted from FAMIS.<\/span><\/p>\n<h3>Worker Position<\/h3>\n<p>When assigning costing allocations to the Worker Position, we are designating from which account(s) the Employee will <em>actually be paid<\/em>. Many employees are paid from one cost center for the duration of employment. However, there are instances where multiple cost centers and\/or cost sets (See Figure 2) are required for portions of the year. As shown in the figure, we might have different time frames from different funding sources. In these cases, <strong>Start Date<\/strong> and <strong>End Date<\/strong> become important and are required to designate the period to use specific cost centers.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> When prompted to assign costing allocations during a business process for an Employee, <strong>NEVER<\/strong> remove the cost center(s) in the <strong>Worktag<\/strong> field from an \u2018active\u2019 cost set. An active cost set is one where payroll has already occurred using the information. Instead, close out the existing cost set by entering \/ editing the <strong>End Date<\/strong> to be the last day the cost set is used. Then create a new cost set using a <strong>Start Date<\/strong> of one day after the previous <strong>End Date<\/strong> just entered for the prior cost set. See Figure 3 for how to close out costing allocations for a Worker.<\/span><\/p>\n<h3>Making Changes to Worker Position costing allocation<\/h3>\n<p>Below is a typical <em>Worker Position<\/em> costing allocation: one cost center with a <strong>Start Date<\/strong> and no <strong>End Date<\/strong>. When we need to change these costing allocations, and they have already been used to pay the Employee in the past, be sure to follow the recommendations in Figure 3 below.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19668\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-300x159.png\" alt=\"Figure 3. Closing out a cost set in order to make changes to costing allocations\" width=\"400\" height=\"212\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-300x159.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-1024x542.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-768x406.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-800x423.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 3. Costing allocations task during Create Position business process<\/em><\/p>\n<p data-start=\"676\" data-end=\"1016\"><span class=\"important-field\"><strong>IMPORTANT:<\/strong> When a new cost set is added, Start and End Date should cover the entire pay period. To see if the employee is salaried or hourly, click on the graph icon on the top right corner to see this information specific to the position. End Date is not always required, but when adding it, it is recommended to end date on the pay period end date.<\/span><\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-20920\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-300x127.png\" alt=\"where to find the employee pay rate type\" width=\"300\" height=\"127\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-300x127.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-1024x433.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-768x325.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-800x338.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1.png 1157w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p>For more information on pay period dates, visit the <a class=\"\" href=\"https:\/\/it.tamus.edu\/workdayservices\/news-and-updates\/schedules\/payroll-schedules\/\" target=\"_new\" rel=\"noopener\" data-start=\"1082\" data-end=\"1185\">Payroll Schedules<\/a> page.<\/p>\n<h2>Related Business Processes<\/h2>\n<h3>Create Position<\/h3>\n<p>During the <strong>Create Position<\/strong> business process, there is a sub process to assign costing allocations for the <em>Position Restriction<\/em>. This represents the intended account from which the Employee who fills the position would be paid. These costing allocations will remain on the <em>Position Restriction<\/em> even if there are different costing allocations assigned to the <em>Worker Position <\/em>when you fill the position.<\/p>\n<h4>Costing Allocation for Create Position<\/h4>\n<p>The Budget Contact receives an inbox task called <strong>Costing Allocation for Create Position<\/strong>. Because this is a new position, there are no existing costing allocations to view and or edit. Therefore, this is when the Budget Contact will use the button to add a cost set for the position based on the intended account that will be used.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19425\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-300x256.png\" alt=\"Assign costing allocation for Create position action item in the inbox and with the button add highlighted\" width=\"400\" height=\"342\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-300x256.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-1024x875.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-768x656.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-800x683.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2.png 1103w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 4. Costing allocations task during Create Position business process<\/em><\/p>\n<p><span class=\"note-field\"><strong>Remember:<\/strong> This costing allocation is for the <em>Position Restriction<\/em>, not the <em>Worker Position<\/em>. Remember, this position is not filled at this time.<\/span><\/p>\n<p>The Budget Contact is required to complete this step for budgeted positions. This allows for encumbrance in FAMIS.<\/p>\n<h4><strong>Encumbrances<\/strong><\/h4>\n<p>An encumbrance in FAMIS will not be established on a new position (Position Restriction) until the position is filled, the position later is vacated, or the unfilled position is still vacant at the beginning of the very next fiscal year. A member can designate to not encumber unfilled positions through FAMIS Screen 842. FAMIS Screen 842 is a member decision for all unfilled faculty, staff and graduate assistant positions. Student worker and temporary\/casual positions are not encumbered.<\/p>\n<p>When the position is filled, encumbrances will be determined by <em>Worker Position<\/em> costing allocations, not <em>Position Restriction<\/em> costing allocations. When the position is later vacated, if left open, encumbrances will revert to the costing allocations assigned to the <em>Position Restriction<\/em>.<\/p>\n<hr \/>\n<h3>Hire<\/h3>\n<p>During the <strong>Hire<\/strong> business process, the Budget Contact receives the inbox task <strong>Costing Allocation for Hire<\/strong> to assign costing allocations to Worker, Position now that the position is filled. By completing this step, they are identifying from which account the Employee will be paid.<\/p>\n<h4>Costing Allocation for Hire<\/h4>\n<p>When completing this task, it is important that only <em>Worker and Position<\/em> be selected as the <strong>Costing Allocation Level<\/strong>. During the<strong> Hire<\/strong> business process, an optional check box is provided to allow the user a starting point by which they can copy the existing costing allocations from Position Restriction and apply those same costing allocations to the Worker Position.<\/p>\n<p>Displayed in Figure 5 is the most efficient method for completing the task when costing allocations for the Employee do not need to differ from those assigned to the Position Restrictions.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19457\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-300x170.png\" alt=\"costing allocations page with copy position restriction costing allocation box highlighted\" width=\"400\" height=\"227\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-300x170.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-1024x581.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-768x435.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-800x454.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4.png 1120w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 5. Copying position restriction costing allocations to worker and position costing allocations<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If <em>Worker, Position, Earning<\/em> is selected, the cost center will ONLY be used for allowances assigned to the Employee and NOT the salary, wages or fringe benefits. This means payroll will be posted to the member\u2019s default account in FAMIS instead of the intended cost center(s).<\/span><\/p>\n<hr \/>\n<h3>Change Job<\/h3>\n<p>When the <strong>Change Job<\/strong> business process is initiated, the Budget Contact receives an inbox task to <strong>Assign Costing Allocation for Change Job<\/strong>. Not all Change Job reasons require a change to the costing allocations for the Employee, but the user should consider if the change does impact the accounts, budget or encumbrance. For example, the Employee\u2019s position may be reclassified, but the Employee will be paid from the same accounts and\/or cost sets.<\/p>\n<h4>Assign Costing Allocation for Change Job<\/h4>\n<p>The inbox task will allow the user to evaluate whether the Employee\u2019s costing allocations (i.e. Worker, Position) need to be updated and take one of two actions shown in Figure 6. Option 1 is to make changes and submit the task. Option 2 is to determine no changes are needed and skip the task.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19670\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-800x541.png\" alt=\"Figure 6. Options for determining costing allocations during the Change Job business process\" width=\"400\" height=\"270\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-800x541.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-300x203.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-1024x692.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-768x519.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6.png 1120w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 6. Options for determining costing allocations during the Change Job business process<\/em><\/p>\n<p><strong>Option 1:<\/strong> If costing allocations <strong>DO<\/strong> need to be changed, the user can select Add, view the Employee\u2019s existing costing allocations and add a new cost set that reflects changes needed.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> <em>Active <\/em>costing allocations (those that have already been processed through payroll) should not be changed. Instead, the user should close out the existing cost set with the appropriate <strong>End Date<\/strong> and open a new cost set with the appropriate <strong>Start Date<\/strong> leaving no gap of time in between.<\/span><\/p>\n<p>OR<\/p>\n<p><strong>Option 2:<\/strong> If costing allocations <em>DO NOT<\/em> need to change, the user should <strong>SKIP<\/strong> the task.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If the user selects <strong>Submit<\/strong> when no changes are made, Workday will assume that costing allocations have been updated and the business process will initiate and incorrectly route to the Workday Services Business Process Administrator role to handle, causing a delay in the business process.<\/span><\/p>\n<hr \/>\n<h3>Add Additional Job<\/h3>\n<p>When the <strong>Add Additional Job<\/strong> business process is initiated, the Budget Contact will receive the inbox task: <strong>Assign Costing Allocation for Start Additional Job<\/strong>.<\/p>\n<h4>Assign Costing Allocation for Start Additional Job<\/h4>\n<p>The user will need to select the costing level for <em>Worker and Position and<\/em> create a cost set for the Employee\u2019s additional position. There is no option to copy the existing costing allocations from the Position Restrictions during Add Additional Job. The user must select <strong>Add <\/strong>to create a cost set specific to the Employee and this additional position as displayed in Figure 7.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19683\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-800x945.png\" alt=\"Figure 7. Assigning costing allocations for worker and position during the Add Additional Job business process\" width=\"400\" height=\"472\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-800x945.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-254x300.png 254w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-867x1024.png 867w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-768x907.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7.png 1293w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p class=\"BulletedParagraph\" style=\"text-align: center\"><em>Figure 7. Assigning costing allocations for worker and position during the Add Additional Job business process<\/em><\/p>\n<hr \/>\n<h3>Termination<\/h3>\n<p>When an Employee is terminated and the position is not closed, the Budget Contact receives the To Do: <strong>Update Position Restrictions Costing Allocation<\/strong> for the vacant position. The purpose of this step is to evaluate whether an update is needed to cost centers assigned to the Position Restrictions for the unfilled position. This is important, because these accounts will be used for updating the budget and\/or encumbrance in FAMIS once the position is unfilled and left open. To complete this To Do, there are three things to do.<\/p>\n<p>First, determine if changes are needed based on what is currently in Workday by reviewing the position&#8217;s existing costing allocations. If changes are <strong>not<\/strong> needed, make comments as necessary and submit this To Do to move the business process forward. If changes <strong>are<\/strong> needed, navigate to the existing costing allocations using the Position Restrictions option shown in Figure 8.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19697\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-300x225.png\" alt=\"Figure 8. Completing the To Do for Assign Costing Allocations during the Termination business process\" width=\"400\" height=\"298\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-300x225.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-768x575.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-1536x1150.png 1536w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 8. Completing the To Do for Assign Costing Allocations during the Termination business process<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Selecting the Assign Costing Allocation button initiates the <strong>Assign Costing Allocation<\/strong> business process.<\/span><\/p>\n<p>Second, when changes to costing allocations are needed, it is best practice to close out the current cost set by adding the appropriate <strong>End<\/strong> <strong>Date<\/strong>. Add a <em>new<\/em> cost set using a <strong>Start Date<\/strong> that does not allow for gaps in between the old and new cost set (e.g. day immediately following End Date). See Figure 9. Then Submit.<\/p>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19712\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-300x181.png\" alt=\"Figure 9. Assign costing allocations page used to close out existing costing allocations and start a new set\" width=\"400\" height=\"242\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-300x181.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-1024x618.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-768x464.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-1536x928.png 1536w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-2048x1237.png 2048w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-800x483.png 800w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 9. Assign costing allocations page used to close out existing costing allocations and start a new set<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Do NOT select <strong>Submit <\/strong>on this page unless changes are made to the account, dates or percentages. Instead, select <strong>Cancel<\/strong> to cancel the business process that was initiated. If you select <strong>Submit <\/strong>on this page, and no changes were made, the business process will route to the Workday Services Business Process Administrator role instead of your member and delay the process.<\/span><\/p>\n<p>Finally, return to your inbox and submit the original To Do to move the business process forward. The To Do inbox item must always be submitted to move the process forward, but the Assign Costing Allocations should only be submitted if changes were made to the accounts, dates or percentages.<a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19713\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-300x209.png\" alt=\"Figure 10. To Do that needs to be submitted during Termination to move the business process forward\" width=\"400\" height=\"279\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-300x209.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-1024x713.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-768x535.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-800x557.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10.png 1124w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 10. To Do that needs to be submitted during Termination to move the business process forward<\/em><\/p>\n<hr \/>\n<h3>Edit Position Restrictions<\/h3>\n<p>When the <strong>Edit Position Restrictions<\/strong> business process is initiated, the Budget Contact will receive a To Do for <strong>Assign Costing Allocations on the Position Restrictions<\/strong> just as was the case when leaving the position open during Termination. Therefore, the process for completing this step is the same as that for Termination. <a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19715\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-300x187.png\" alt=\"Figure 11. To Do that needs to be submitted to move the business process forward\" width=\"400\" height=\"250\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-300x187.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-1024x639.png 1024w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-768x479.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-800x499.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11.png 1106w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 11. To Do that needs to be submitted to move the Edit Position Restrictions business process forward<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Selecting the Assign Costing Allocation button on this To Do initiates the <strong>Assign Costing Allocation<\/strong> business process.<\/span><\/p>\n<p>If you know that <strong><em>no <\/em><\/strong>changes are needed to the accounts, dates or percentages, you can <strong>submit<\/strong> the To Do inbox item without taking further action. If you need to determine if changes are needed or make changes, follow the same process outlined in the previous section on Termination of this guide to view the existing costing allocations.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide provides a brief overview of the Assign Costing Allocations business process<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-15509","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15509","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15509\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=15509"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=15509"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=15509"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":20065,"date":"2025-04-10T08:17:33","date_gmt":"2025-04-10T13:17:33","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=20065"},"modified":"2026-02-02T15:20:16","modified_gmt":"2026-02-02T21:20:16","slug":"i-9-error-log-member-instructions","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/i-9-error-log-member-instructions\/","title":{"rendered":"I-9 Error Log Member Instructions"},"content":{"rendered":"<h2>Overview<\/h2>\n<p><span data-contrast=\"auto\">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.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The I-9 Working Group Members receive error logs from two integrations:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ol>\n<li data-leveltext=\"%1.\" data-font=\"\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Guardian Termination Error Log (Integration 186)<\/span><\/b><span data-contrast=\"auto\"> \u2013 Integrates termination dates from Workday to Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li data-leveltext=\"%1.\" data-font=\"\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">I-9 Error Log (Integration 184)<\/span><\/b><span data-contrast=\"auto\"> \u2013 Integrates I-9 data from Guardian to Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ol>\n<h2><span class=\"TextRun SCXW64290418 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW64290418 BCX0\" data-ccp-parastyle=\"heading 1\">Guardian Termination Error Log (Integration 186)<\/span><\/span><\/h2>\n<h3><span data-contrast=\"none\">About<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Integration 186 sends termination dates from Workday to Guardian.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Runs once a week (Thursday).\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members will receive an error log each time the integration runs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members must review logs and manually update records if needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Errors typically occur when<\/span><\/h3>\n<ul>\n<li><span data-contrast=\"auto\">The employee already has a termination date entered in Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The Workday Employee ID (UIN) does not match the Guardian Employee ID (UIN).<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Error Resolution Process<\/span><\/h3>\n<ol>\n<li><span data-contrast=\"auto\">Review the error log spreadsheet.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Identify records belonging to your member.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Determine if manual action is required.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ol>\n<h3><span class=\"TextRun SCXW89839432 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW89839432 BCX0\" data-ccp-parastyle=\"heading 2\">Common Errors &amp; Resolutions<\/span><\/span><\/h3>\n<table class=\"alignleft\" style=\"height: 0px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\">\n<tbody>\n<tr style=\"height: 23px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Error Message<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Description<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Resolution<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 135px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Invalid employee ID Value, employee not found<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">The Employee ID (UIN) could not be found in Guardian.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">This may be due to a typographical error in the Guardian Employee ID, or it could occur if the employee had an I-9 completed outside of Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Check for typos in Guardian Employee ID. If incorrect, update the Employee ID and manually add the Termination Date.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 104px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Employee already terminated<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">The Termination Date field located in the employee details section of Guardian is not blank. A termination date already exists for the employee.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">If incorrect, update the termination date manually. If correct, no action is needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span data-contrast=\"none\">I-9 Error Log (Integration 184)<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:360,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<h3><span data-contrast=\"none\">About<\/span><\/h3>\n<p><span data-contrast=\"auto\">Integration 184 transfers I-9 data from Guardian to Workday.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Runs twice a week (Monday and Thursday).\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members will receive an error log each time the integration runs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Updates the I-9 and Alien Work Authorization Expiration Date (if applicable) Other IDs located on the Worker Profile.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The system attempts to reprocess errors for up to 3 weeks before requiring manual correction.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Errors occur primarily when<\/span><\/h3>\n<ul>\n<li><span data-contrast=\"auto\">The Employee ID (UIN) in Guardian is not found in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The I-9 was completed in Guardian before the Hire event in Workday was completed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Error Resolution Process<\/span><\/h3>\n<ol>\n<li><span data-contrast=\"auto\">Review the error log spreadsheet sent to members.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">To search by company\/member filter Column C.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Errors are automatically reprocessed for three weeks before requiring manual correction.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">If unresolved after three weeks, the records will be listed in the email sent to members. Members must manually add the I-9 Other IDs (I-9 ID and AWA ID, if applicable) to the Worker Profile in Workday.<\/span><\/li>\n<\/ol>\n<h3>Common Errors &amp; Resolutions<\/h3>\n<table class=\"alignleft\" style=\"height: 671px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\">\n<tbody>\n<tr style=\"height: 28px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Error Message<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Description<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Resolution<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 423px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Find Existing Other Ids &#8211; The following error occurred while calling the retrieve ID web service for <\/span><i><span data-contrast=\"auto\">John Doe(Texas AM AgriLife Extension Service): Validation error occurred. Invalid ID value.\u00a0 &#8217;43XXX858&#8242; is not a valid ID value for type = &#8216;Employee_ID&#8217;<\/span><\/i><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error indicates that the Employee ID (UIN) entered in Guardian does not exist in Workday.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">This may be the result of a typographical error in either the Guardian or Workday Employee ID field, or it may occur because the Hire event for the employee has not yet been completed in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">If there is a mistake in the Workday Employee ID field, correct it. Once it is fixed, the system will try to process the record again during the next scheduled update.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">If the mistake is in the Guardian Employee ID field, correct it and then manually update the I-9 Other IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">If the Hire event has not been completed in Workday yet, the system will continue trying to process the record for up to three weeks or until the Hire is finished and the data goes through.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 207px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">The following error occurred while calling the Update ID Web Service for <\/span><i><span data-contrast=\"auto\">Jane Doe(Prairie View AM University): Validation error occurred. Enter an Issue date that is on or before the expiration date: MM\/DD\/YYYY.<\/span><\/i><span data-contrast=\"auto\">\u00a0\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error indicates that the dates associated with the employee\u2019s I-9 are not in the correct chronological order based on the I-9 expiration date.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">For example, if the I-9 expired on August 31, 2024, but the reverification was completed on January 5, 2025, the system will flag this as invalid.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Members may wait until the record has reached the maximum number of reprocessing attempts. However, it is likely that manual updates will be needed to the employee\u2019s I-9 IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Members should review the record and make manual updates if needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 207px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Cannot write Alien Authorization because Expiration Date on trigger file is not set<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error typically occurs when the Alien Work Authorization date is either missing or not applicable to the employee.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">In many cases, this is expected\u2014for instance, U.S. Citizens do not have an Alien Work Authorization date and therefore do not require this information.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Members should check to see if they need to manually add the AWA Other ID to the Worker Profile. If the Alien Work Authorization Date does not apply, no action is needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n","protected":false},"excerpt":{"rendered":"<p>This guide outlines the integration between Guardian I-9 and Workday for managing employment authorization data for foreign nationals. <\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-20065","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/20065","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/20065\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=20065"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=20065"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=20065"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":19130,"date":"2025-01-29T17:02:53","date_gmt":"2025-01-29T23:02:53","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=19130"},"modified":"2026-02-02T15:27:40","modified_gmt":"2026-02-02T21:27:40","slug":"pay-calculation-results","status":"publish","type":"reference_guide","link":"https:\/\/it.tamus.edu\/workdayservices\/training\/reference_guide\/pay-calculation-results\/","title":{"rendered":"Pay Calculation Results for a Period"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>It is imperative that <!--StartFragment --><span class=\"cf0\">Payroll Partners at each member<\/span><!--EndFragment --> 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 also an opportunity to look for potential errors such as zero gross or net pay, missing or invalid costing allocations\/worktags and to make sure new hires added since the last paydate are receiving pay.<\/p>\n<p>This is an Earnings Report; it does not contain a list or breakdown of deductions, nor does it show Emoluments.<\/p>\n<h2>Key Points<\/h2>\n<ul>\n<li>Along with the report, <strong>Pay Calculation Results for a Period<\/strong>, it is recommended to monitor any in progress changes so they can be completed before the payroll calculation date.\n<ul>\n<li>Recommended reports to determine <em>in progress changes<\/em> are <strong>Compensation Changes<\/strong> and <strong>Business Process Transactions of Type Awaiting Action<\/strong>.<\/li>\n<li>Payroll recalculates at midnight on the calculation date. Any incomplete change at that time will result in retro calculations for the next pay period.<\/li>\n<\/ul>\n<\/li>\n<li>Refer to the <a href=\"https:\/\/it.tamus.edu\/workdayservices\/news-and-updates\/schedules\/payroll-schedules\/\">Payroll Schedules<\/a> on the Workday Help for important dates and deadlines. Use this information to plan and prioritize payroll-related tasks effectively.<\/li>\n<li>Effective coordination and communication with Payroll Partners and Payroll Contacts at your member are essential to ensure tasks are distributed appropriately and responsibilities are clearly defined.<\/li>\n<\/ul>\n<h3>Generating the Pay Calculation Results for a Period Report<\/h3>\n<ul>\n<li>Search for the\u00a0<em>Pay Calculation Results for a Period <\/em>report in the Search Bar and select it.<\/li>\n<li>Complete the following fields:\n<ul>\n<li><strong>Periods<\/strong>. Select the biweekly or monthly period to review.<\/li>\n<li><strong>Organization<\/strong>. Select a top level, like Director or Dean. You can only select one Supervisory Organization at a time.<\/li>\n<li><strong>Include Subordinate Organizations<\/strong>. Select the checkbox (this is the default).<\/li>\n<li><strong>Employee Type<\/strong>. (optional) Select the Employee type.<\/li>\n<li><strong>Terminated Workers From Date<\/strong>. (optional) Enter the latest day worked to include terminated employees.<\/li>\n<li>Select the items to be included in the report.\n<ul>\n<li><strong>Only Return Positive Results<\/strong>. Selected by default<\/li>\n<li><strong>Only Return Net is Equal to Zero<\/strong>.<\/li>\n<li><strong>Only Return Gross is Equal to Zero<\/strong>.<\/li>\n<li><strong>Only Return Employees with Temporary or Missing SSN&#8217;s<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Select <strong>OK<\/strong> to generate the report\n<ul>\n<li>The report results can be downloaded as an Excel file for review.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Generating your report with the default setting will give you a reviewable document, however, potential errors such as zero gross and zero net are not included.<\/span><\/p>\n<p><!--StartFragment --><span class=\"cf0\"><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-19159\" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-300x232.png\" alt=\"Pay Calculations Results by Period report request screen\" width=\"300\" height=\"232\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-300x232.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-768x595.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-800x619.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period.png 913w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/span><\/p>\n<ul>\n<li><span class=\"cf0\">It is recommended to\u00a0<\/span><!--EndFragment -->run the default report first to review current results, then re-run the report by unchecking the &#8220;only return positive results&#8221; box and checking both of the &#8221; &#8230; equal to zero&#8221; and the Missing SSN&#8217;s boxes. If you leave all boxes unchecked, you get a very large report with all pay calculation results lines for specified pay periods. We suggest running the larger report (all boxes unchecked) and compare it against the default report to see which one better suits your department&#8217;s needs.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19160 \" src=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-800x206.png\" alt=\"Result options for first and second run of the report. First run uses &quot;Only Return Positive Earnings&quot; option. Second run uses the remaining 3 options only. \" width=\"783\" height=\"202\" srcset=\"https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-800x206.png 800w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-300x77.png 300w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-768x198.png 768w, https:\/\/it.tamus.edu\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run.png 900w\" sizes=\"auto, (max-width: 783px) 100vw, 783px\" \/><\/a><\/p>\n<h3>Report Columns<\/h3>\n<ul>\n<li><strong style=\"text-align: center\">Worker. <\/strong>Are all biweekly or monthly staff listed as compared to internal employee roster? Are your new hires listed?<\/li>\n<li><strong style=\"text-align: center\">Job Profile.\u00a0<\/strong>Staff versus student &amp; temp casual; staff should most always have pay results &#8211; investigate *<\/li>\n<li><strong style=\"text-align: center\">Gross Pay.\u00a0 <\/strong>If Gross is zero &#8211; investigate * If Gross is less than usual &#8211; investigate * (example: gross is usually $1,750.00 but gross on report is $500.00)<\/li>\n<li><strong style=\"text-align: center\">Net Pay. <\/strong>If Net is zero &#8211; investigate *<\/li>\n<li><strong style=\"text-align: center;font-size: 1rem\">Total Hours Being Paid <\/strong><strong style=\"text-align: center;font-size: 1rem\">(Biweekly). <\/strong>Do hours match position (i.e., full time staff showing 40 hours not 80 hours) Are there no hours showing? Run Time Summary Review report in conjunction to look for unsubmitted, submitted and waiting on manager or no hours entered<\/li>\n<li><strong style=\"text-align: center\">FTE as of Period End Date &amp; Annual Work Period as of Period End Date.\u00a0<\/strong>May need to review these items during investigation, for example a faculty job profile is listed with zero gross pay but when you slide over to these fields it may reveals the current pay period is outside their Annual Work Period for the position. Thus, no gross pay is correct.<\/li>\n<li><strong style=\"text-align: center\">Costing Allocations\/Worktags.\u00a0<\/strong>Is the correct account listed? Is the account active?\u00a0Does the account contain enough funds to cover the expense?\u00a0Is the field empty? Initiate business process in Workday\u00a0to correct; monitor it is fully completed before payroll deadline.<\/li>\n<li><strong style=\"text-align: center\">Pay Component.\u00a0<\/strong>What is the employee being paid for? Do you see longevity line item? Do you see the Allowance item? Do you see the One-Time Payment Plan (extra pay) item? If expected compensation pay component is missing, then investigate*. You may need to Initiate business process in Workday to correct; monitor it is fully completed before payroll deadline.<\/li>\n<\/ul>\n<p><strong>* Investigate by reviewing worker history and individual pay results<\/strong><\/p>\n<h3>Other Suggestions to assist with getting expected pay results<\/h3>\n<ul>\n<li>Missed Salary or Hours = Financial Hardship; the goal is to avoid as much as possible.<\/li>\n<li>Run <strong>One-Time Payment<\/strong> report in Workday in conjunction with <strong>Pay Calculation Results for a Period<\/strong> generations. The One-Time Payment report is the only place to see both payments and emoluments (taxation on non-salary compensation) in one report.<\/li>\n<li>If you have active staff who are being promoted, transferred, or reclassified to either a new company or from biweekly to monthly, monitor their individual pay results, as benefit deduction errors can occur with these data changes.<\/li>\n<li>Maintain open communications with supervisory organizations you support; be familiar with their active roster of employees.<\/li>\n<li>Proactive <!--StartFragment --><span class=\"cf0\">review of active staff roster before end of each semester is recommended,<\/span><!--EndFragment --> especially for those departments having many graduate &amp; student positions. Will these staff return next semester, or do they need to be terminated? Conversely, do they anticipate a large volume of new hires for the coming semester?<\/li>\n<li>Proactive communications with supervisory organizations concerning timeliness of notification of monthly employee termination to avoid potential overpayments.<\/li>\n<li>Continual deadline education to managers and employees; help them understand the difference between retro &amp; current payroll deadlines.<\/li>\n<li>Monitor business processes you initiate in Workday to ensure they reach fully completed stage before payroll deadline. Just because a business process was started doesn&#8217;t mean it has dropped to pay results.<\/li>\n<li>Run and refresh suggested Payroll &amp; Timekeeper reports daily during calculation periods; follow-up with managers and\/or employees and submit timesheets on their behalf as needed.<\/li>\n<li>Monitor &amp; log manager unapproved payroll tasks and have your Director address with their supervisor.<\/li>\n<li>If others outside the HR Contact and\/or Budget Contact roles are allowed to initiate any business processes, develop an internal system whereby you are immediately informed (short form or email, weekly summary, shared excel log, etc.). For example, you won&#8217;t know extra pay is missing from a pay result if you were not informed it was requested.<\/li>\n<li>The more you know of a supervisory organizations&#8217; inner workings, personnel plans, and related action timelines, the more you will be aware of what may be a potential payroll error or omission.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>This guide explains how and when Payroll Partners should generate and review the Pay Calculation Results for a Period report in Workday to ensure accurate and timely payroll processing and identify potential pay or costing errors.<\/p>\n","protected":false},"author":38489,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-19130","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/19130","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/users\/38489"}],"version-history":[{"count":0,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/19130\/revisions"}],"wp:attachment":[{"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/media?parent=19130"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/categories?post=19130"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/it.tamus.edu\/workdayservices\/wp-json\/wp\/v2\/tags?post=19130"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}]