Workday Update Corner

Workday Updates for Users with HR and Payroll Roles

Use the CTRL+F shortcut to keyword search this running list of Workday related updates. This shortcut should work in any browser.                

August 22, 2016  
Dictionary of Student Job Profiles Published by HR HR and Student Employment have published a list of newly available student job profiles for increased accuracy in reporting. You can access the dictionary on HR Connect or here.
July 21, 2016  
New Guidelines for Student Employment in Workday HR and Student Employment have come out with new guidelines for entering students into Workday. For any HR Partners who were not able to attend the information sessions, a copy of the presentation is available here.

September 29 , 2015

Ensuring Actual Compensation End Dates for Salary Plan, Fixed Term Employees Match Job End Dates

Ensuring Actual Compensation End Dates for Salary Plan, Fixed Term Employees Match Job End Dates.  Fixed-term employees with a monthly Salary Compensation Plan in Workday will continue to receive monthly pay up until the Actual End Date of the Salary Compensation Plan. Therefore, it is imperative that HR Partners perform an ongoing audit of their fixed-term employees to ensure the Actual End Date of the Salary Plan mirrors the job end date.

A report exists in Workday to aid HR Partners in this audit. RPT Unequal Job and Comp End Dates can be run by all HR Partners and Academic HR Partners. The report has a prompt for Supervisory Organization and subordinates checkbox, as well as a prompt for employee type. To audit the fixed-term employees, select the following employee types:

  •         Postdoctoral
  •         Seasonal
  •         Student
  •         Temporary Academic
  •         Temporary Staff

 
To ensure the job end date is extended in accordance with the compensation Actual End Date, the HR Partner should initiate the Job Change >> Transfer, promote or change job process, selecting a reason of “Data Change: Change End Employment Date.” To end the Salary Compensation Plan in accordance with the Job End Date, the HR Partner should initiate the Request Compensation Change Process, scroll down to the Salary section, click on the pencil to edit, click the arrow next to Additional Details, and update the Actual End Date field to mirror the job end date.
 
If assistance is needed or to correct a previous transaction, please contact the Workday Knowledge Center at workdaysupport@uchicago.edu or call 773-702-4433.
 
To ensure no overpayments occur due to end date mismatches on the next monthly pay cycle, please run this report no later than October 10, 2015 and proceed to take necessary actions.

New Veteran Status Identification Step During Onboarding

A new Veteran Status Identification step will be added to the Onboarding processes starting this week.   Employees whose onboarding event is kicked off on or after Monday, September 28th, will now receive the Veteran Status Identification task in their Inbox.  For the employee’s reference, the help text provides definitions of the veteran classifications. After reviewing the definitions, the employee will need to select from the provided statuses listed which include:

  • I am not a veteran
  • Identify as a veteran, just not a protected veteran
  • Identify as one or more the classifications of protected veterans
  • I do not wish to self-identify

As part of this change, the Military Status section on the Personal Information Change business process will no longer be a require field.

NOTE: if the employee’s onboarding was initiated but not completed prior to Monday, September 28th, the Veteran Status Identification task will not be a part of the Onboarding business process.

The Onboarding Quick Reference Guide has been updated with the new step.

Employee Attributes that Drive Compensation Plan

REMINDER: Attributes such as Employee Type and Job Family determine the correct compensation plan to assign on the Propose Compensation step in order for the employee to be paid accurately.  To assist in selecting the appropriate compensation plan a new quick reference guide, Compensation Plan Table by Employee Typehas been created.

Default Weekly Hours and Scheduled Weekly Hours Should NOT be Equal for Part-Time Employees

REMINDER: The Default Weekly Hours and Scheduled Weekly Hours fields for a Part-Time employee should never have the same value entered.  These fields are used to determine the Full Time Equivalent (FTE%) by dividing the Default Weekly Hours by the Scheduled Weekly Hours.  If the two fields are identical, the employee’s FTE% will always equal 100% which is not accurate for a Part-Time employee.  

TIP! Always enter the Default Weekly Hours prior to Scheduled Weekly Hours. If this is not done, the Scheduled Weekly Hours will be overwritten by the value entered in the Default Weekly Hoursfield.


September 3, 2015


Ending Expired Jobs

HR strongly encourages HR Partners to end jobs for employees that have end dates in the past.  It is best practice to perform the End Additional Job process for employees whose jobs have ended in the past to ensure the hours of the outdated position are not tabulated in totals for determining  the 19.5 hours threshold or hours worked for ACA tracking. Please contact HR Operations if you have concerns about ending your expired jobs for students. TIP! The report  RPT Student Employee End Dates Prior to Today (Expired Jobs) is available to assist in identifying expired jobs.

19.5 Hour Per Week Limit for All Students

Students may only work up to 19.5 hours per week during the regular school year. Please reference the All Jobs tab on the worker profile to determine the total hours the student is currently working (expired jobs should not count towards this total).  If an exception to the hour limit from the Dean of Students (Undergraduate) or Academic Advisor (Graduate) has been granted, this exception must be uploaded to the worker documents in Workday when hiring, adding a job or changing the student’s job.  Note: international students should never work over 19.5 hours per week. 

Best Practice: Returning Student Employees with Break in Employment

Best Practices for Returning Student Employees:  In cases where a student employee will be returning to work in the same or similar capacity after having a gap in employment, it is best practice to follow the steps listed below:

  • Initiate the Add Additional Job process for the new job. 
  • Once complete, the HR Partner for the new job should initiate the Switch Primary Job process as necessary to ensure that the former, expired job becomes an additional job.  
  • The HR Partner for the expired job should then complete the End Additional Job process effective the same day as the end employment date to end the completed assignment. 

If the student employee has had no break in employment and is extending their assignment with the same job, the HR Partner should initiate the Change Job process and select the reason of Data Change: Change End Employment Date to extend the End Employment Date and any compensation or costing allocation details. 

FLSA Exemption Status for Students with Multiple Jobs

How to Determine if a Student Employee is Exempt or Non-Exempt from Fair Labor Standards Act:  A student employee’s FLSA status (exempt or non-exempt) depends on the student employee’s primary function (i.e. primary job) with the University.  The FLSA exemption status of the primary job will apply to all other additional jobs student employees hold in Workday.  When submitting an additional job for a student, it is important to take note of the FLSA exemption status for the existing job(s), which is found on the Job Profile.
 
As you determine the nature of the student job and the appropriate job profile, the FLSA information found on the Job Profile will inform you whether the position will be set up as biweekly or monthly (barring other factors regarding existing jobs and/or the intent to pay an exempt employee via period activity pay or one-time payment). 
 
TIP! To find the FLSA information, click on the Job Profile hyperlink and go to the Pay tab of the Job Profile.  The Pay Rate Type and Job Exempt tabs will provide exemption and pay details for the profile selected.

How Exemption Status Drives Payments to Employees

How Exemption Status Drives Payment to Employees:

If the student’s primary job is non-exempt:

  • All wages paid to the student for any additional jobs must be based on an hourly pay rate (the student CANNOT receive lump sum payments in lieu of wages).
  • UChicago Time should be used to record hours by non-exempt employees via the web clock, or prior to the close of the pay period, by the UChicago Time Approver or UChicago Time Super User. Time Cards are also available from the Payroll Department.

If a student’s primary job is exempt:

  • The student can be paid via a salary plan with a monthly pay rate, one-time payments, or period activity pay.
  • Any incoming jobs must also pay through a salary plan, one-time payments or period activity pay.
  • If HR Operations concurs that the additional, exempt job constitutes the student employee’s primary job with the University, and the pay schedule on the existing job will be affected, HR Operations will work with the HRP to revise the existing compensation plan.

Period Activity Pay: can be disbursed on the biweekly or monthly pay schedule; however, period activity pay or one-time payments (i.e. lump sum payments) can only be used in lieu of hourly pay if the student employee’s primary function with the University is exempt. If the HRP intends to compensate a student employee for an additional, exempt job using period activity pay, please indicate this in the comment section of the Add Job (along with uploading the primary job justification letter and initiating a primary job switch). 

How Pay Groups are Assigned to Student Jobs

How Pay Groups are Assigned to Student Jobs: Generally speaking, the primary job in Workday establishes the worker’s pay group.  When an additional job is added, an effort will be made to allow the student to continue receiving payment on the same schedule unless the department for the existing job agrees that the pay schedule can be switched, deferring to the additional job as the primary function.
 
If a department believes the additional job submitted should constitute the student’s primary job with the University:

  • The HRP should upload a dated letter to the Company Policy Related document category on the worker’s profile in Workday, indicating the job title and supervisory organization, and rationalizing why the additional job should be primary.
  • The HRP must also submit a primary job switch to make the additional position primary.

HR will evaluate the additional job and notify the department if its designation of the primary job is problematic or if more information is needed.
Please be patient as we approach the high volume period for student employment, and keep in mind the student’s employment with the University as a whole must be evaluated. Many factors must be considered prior to determining the pay group for any additional jobs.

Future-dated Change Job or Add Job Period Activity Pay

Future-dated Period Activity Pay during Add Additional JobIf adding a future-dated job for an employee who is not currently a member of a supervisory organization you support, the period activity pay step cannot be submitted until the effective date of the job has been reached.  

For example, an error message will appear during the Add Period Activity Pay step when adding an additional job for a student effective October 1, 2015, whose job(s) currently reside in another organization.  Although the HR Partner can complete the Period Activity Pay fields, the step itself cannot be submitted until October 1, 2015.  The ‘Save for Later’ button at the bottom of the screen can be used to save the Period Activity Pay details in the HR Partner’s inbox until the step can be submitted on October 1, 2015. 

New Employees Starting Multiple Jobs

If a student who has not previously worked for the university accepts positions in two different areas of campus (totaling 19.5 hours or less) with the same or similar start date, the HR Partner initiating the Hire in Workday will need to complete the process through to the last Review I-9 step before the second HR Partner can initiate the Add Additional Job process for the student.  Additional jobs cannot be added until Onboarding is complete. 

If you receive an error that reads: No Government ID for Employee, this is an indicator that the employee has not completed onboarding.  The employee will need to be reminded to finish the onboarding process in order to be hired into the additional job. 

Effective Date Defaults to Next Pay Period

Remember, the effective date that defaults in on many Workday business processes is the start date of the next pay period.  Ensure that this date is updated to reflect the correct effective date.   When extending student workers end date, the date following the current end date should be used at the effective date for the Change Job process. 


August 28, 2015


Academic Salary Plan Renamed to Academic 9 over 12 Salary Plan

The name of the Academic Salary Plan has been changed to Academic 9 over 12 Salary Plan to more closely align the name with the intended use of the plan.  The new name will assist in preventing the accidental selection of the Academic Salary Plan for workers whom it was NOT intended for (i.e. BSD Faculty, BSD Academics, Regular 12/12 Academics, Regular 12/12 Faculty, Post Doctoral Scholars, Emeritus, Staff).

 

Termination Reasons That Generate Notifications to Employees and Labor Relations

 When any of the following termination reasons are selected during the Termination Business process, a notification will be sent to the Employee and Labor Relations Administrator

  • All Involuntary reasons excluding ‘Deceased’ and ‘Work Study Ineligible
  • Voluntary  > Resigned in Lieu of Termination
  • Voluntary > Insufficient Notice
  • Voluntary > Severance
If a severance payment is due to the employee, it is the department’s responsibility to ensure the One-Time Payment process is initiated for the employee.

New Document Category Quick Reference Guide

 A new quick reference guide is available that lists all of the available Document Categories in Workday.   This list includes a summary of the document category and which roles have the ability to view and/or edit that document type.

2FA Reminder: Register Two Devices

2FA Reminder - Due to the sensitive nature of the data those with roles have access to in Workday, IT Services requires enrollment in our two-factor authentication program, 2FA.  For best practice, please be sure to register at least two devices so you have an alternate option in the event you lose one. 
 
If you have any problems registering or any questions about 2FA, you are welcome to contact IT Services at itservices@uchicago.edu or 773.702.5800.

Propose Compensation Step Should Always Be Opened and Reviewed

 Reminder: The Propose Compensation step of the Hire, Change Job and Add Additional Job business processes should always be opened and reviewed if the employee will be receiving a compensation plan (i.e. Hourly, Salary, Academic plan or an allowance plan).  If the Propose Compensation step is skipped for any reason, please enter a comment in the Comments section as to why (i.e. Submitting Period Activity Pay for Academic/Student or Requesting One Time Payment Only) to avoid the approver sending back the transaction.    

Additionally, if a business process is ‘Sent Back’ to the initiator, any previously entered compensation will be removed; therefore the HR Partner or Academic HR Partner must open the Propose Compensation step to ensure compensation has been entered correctly. 

Default Country Field for Employee Name

Reminder: When entering the employee’s name, please leave United States of America as the default in the Country field and only use English characters.  Letters with accents or non- English characters are not accepted in other systems that receive data from Workday. As a result, the employee name must always be in English format to prevent integration and reporting issues. 

Workday 25 is Coming Sept. 12th

Workday 25 is coming. WD 25 is scheduled to be released on Saturday, September 12, 2015.  Some new features to look forward to include:

  • Styling update to the look and feel of screens
  • Update to the Change Job and Compensation screens
  • Additional filtering options by clicking on columns 

Stay tuned for additional details on the upcoming changes!

Note: To prepare for the Workday 25 Update, Workday will be unavailable to all campus users beginning Friday, September 11th, at 9:00pm and lasting until Sunday, September 13th, at 12:00pm. Please plan accordingly.

August 13, 2015


Requisition Number Field in GIS Now Required

Please be advised that effective this month, the requisition number field in GIS (background check system) is now a required field. For all benefits-eligible staff positions, this is the field in which you should record the UChicago Jobs requisition number. If your background check is for a non-benefits eligible staff, seasonal, student or temporary employee, please indicate “N/A” in the GIS requisition number field, unless you have elected to create a UChicago Jobs requisition in order to recruit candidates.

Please contact Tayra Hilton, thilton@uchicago.edu, if you have questions or comments.

New Termination Reason: Voluntary -> Insufficient Notice

A new termination reason, Voluntary>Insufficient Notice, has been added in Workday.  This is a reason that will flag the employee as ineligible for rehire.  Please contact your ELR consultant or elrelations@uchicago.edu if there is an employee in your department who has resigned without giving sufficient notice (2 weeks of notice for biweekly-paid employees and 1 month of notice for monthly-paid employees) or if you have questions about using this reason when terminating an employee.

Academic One Time Payments Initiated by Non-Primary Org

Academic HR Partners and HR Partners can now submit One-Time Payments for Academic employees whose primary position belongs to an organization outside of their own.  The new process will continue to follow the appropriate approvals within the home department once it is initiated.  Additionally, Academic HR Partners and HR Partners will have the ability to track the status of their submitted payments by reviewing the “Archive” tab in their Workday inboxes. 

With an automated solution now in Workday, we have eliminated the Academic One-Time Payment request form.  Instructions on the updated process can be found in the new Academic One-Time Payments Initiated by Non-Primary Org Quick Reference Guide.

Please note that this process only applies to Academic employees (those with Employee Type = Temporary Academic, Academic, and Faculty) who are considered benefits eligible. 

If you have any additional questions, please contact nmcchristian@uchicago.edu

Selecting Correct Position Number When Editing UC Time Cards

REMINDER: Selecting correct position when editing UC Time cards.  Time approvers have the ability to select Job Assignments that are not associated with the worker. If a position is accidently selected that does not belong to the worker, he or she will not be paid for hours worked without manual intervention. 

To assist in selecting the correct position that is associated with the worker, please use the Job Assignment field to select the position instead of the Description. The Job Assignment field is unique and is based off of the Position ID, while there are many selection options that have the same Description which is based off of the job profile.

Please utilize the All Jobs tab in Workday to reference the corresponding Position ID before making time card edits.

Workday 25 is Coming Sept. 12th

Workday 25 is coming. WD 25 is scheduled to be released on Saturday, September 12, 2015.  Typically the impact these updates have on Workday’s look and feel are organic and intuitive.  Stay tuned for more announcements regarding the user interface enhancements included with this update. 
Note: To prepare for the Workday 25 Update, Workday will be unavailable to all campus users beginning Friday, September 11th, at 9:00pm and lasting until Sunday, September 13th, at 12:00pm. Please plan accordingly.


July 31, 2015


Assigning the Correct Job as the Primary Job

When an employee has multiple jobs, ensuring that the correct primary job is assigned is of great importance.  Within Workday, the primary job is often used in determining how business processes, notifications and reports operate.  Some examples of the functionality that is impacted by the primary job are:

  • Benefits Eligibility – Benefits eligibility rules are based on the status and attributes of the primary job.  The correct primary job has to be selected in order to ensure benefits eligibility is applied appropriately for the employee.
  • Work Study Allocations – The work study job must be the primary job for the proper allocations to be distributed between the department and the work study account.
  • Payroll Registers/Paper Checks – Paper checks are routed to the location on the primary job and the payment will only be indicated on the primary job register.
  • Pay Group – If an employee has multiple pay groups, payment disbursement of Bi-Weekly or Monthly is defaulted based on the pay group assignment for the primary job.
  • Institutional Reporting – Various reports are collecting data based on the primary job only.  If the incorrect position is assigned as primary, the inaccuracy of the data will impact institutional and/or compliance reporting and business decisions.

 
When processing transactions for employees with multiple positions, please keep the following in mind:

  • When moving an employee from a benefits in-eligible to a benefits eligible job, use the Change Job business process instead of Add Additional Job to ensure benefit elections will be kicked off in Workday.
  • If the employee holds multiple jobs at the time of the transfer/promotion, be sure to select the primary job (the job WITHOUT the plus sign) when initiating the Change Job business process to ensure the appropriate benefit eligibility rules apply.
  • If the primary job needs to be switched, please refer to the Switch Primary Job Quick Reference Guide found on workday.uchicago.edu.

Importance of Correct Scheduled Weekly Hours for PTO Accruals

The hours listed in the Scheduled Weekly Hours field on additional jobs needs to reflect actual effort for time off accruals.  For benefits eligible workers who have additional jobs, the scheduled weekly hours on all additional positions (including temp, student, etc.) will be considered to determine the total scheduled weekly hours for PTO accruals UNLESS an NA is indicated in the Flex Time indicator on the additional positions. NA will prevent additional hours from being included in their PTO calculation so employees will not accrue PTO for more than 1 FTE.  If you have employees with additional jobs where the NA must be applied, please contact the Workday Knowledge Center. 

In addition to time off accruals, having the correct scheduled weekly hours listed for all jobs is needed for ACA compliance purposes!  

Data Security and Role Assignment Reminders

Reminders on data security and role assignments:

  • When initiating a Change Job transaction (i.e. promotion, transfer, data change, etc.) for an employee who holds an organizational role (i.e. Manager, HR Partner, Budget Partner), please specify in the comments section which roles should remain assigned to the employee and which roles should be removed and /or added.
  • Remember to sign out of Workday and close your browser completely before allowing someone else to use your computer. Otherwise, they may be able to access Workday with your credentials. To sign out of Workday, click on your name then click on the Sign Out button. 

Ensuring Onboarding is Complete for New Hires

When you have a new hire, please ensure the employee has completed all of their Onboarding steps, such as completing their I-9.  To review the status of the Onboarding process:

  • Click on Worker History (found on the Job tab of the employee profile)
  • Under the Business Process column, click on the Hire process.
  • Click on the Process tab to view the status of Onboarding steps and alert the employee of any items awaiting for them to take action.

TIP! Direct your new hires to the Onboarding Quick Reference Guide or video for assistance on completing their onboarding tasks in Workday.

New Payroll Audit Report

New Payroll Audit Report: The Workers Active in PPE mm/dd without Compensation Report will audit biweekly employees in your department to ensure they have active compensation plans and are properly paid for hours clocked in UC Time.  This report will be available in the Payroll is Coming Worklet. 

When running the report, select the highest level Supervisory Org for which you are responsible.  Any employee listed on this report will not be paid unless action is taken to install or update hourly compensation.  For guidance on requesting a compensation change in Workday, please reference the Request Compensation Change QRG.

Alert: Workday 25 Update in Mid-September

Workday Update: Workday has two system updates per year.  The next update, Workday 25, is scheduled for mid-September and we will begin testing early August to analyze any potential impacts to our existing processes.  Stay tuned for further details in the upcoming newsletters!
 

Workday Training

Workday Training: Over the next two weeks we will be hosting HR Partner training for those who are new to the role and Academic HR Partner training for those who would like a refresher or have just attended HR Partner training.  You can register here for training.  

HR Partner training will consist of two 3.5 hour sessions held at the Crerar Library Computer Classroom on the following dates:

  • Thursday, August 6th from 9:00AM – 12:30PM
  • Friday, August 7th from 9:00AM – 12:30PM

Academic HR Partner Training will consist of one 4 hour session also held at the Crerar Library Computer Classroom on:

  • Wednesday, August 19th from 12:30PM – 4:30PM

July 16, 2015


Assign Pay Group Notification

If hiring or adding an additional job with the intent of administering a One-Time Payment or Period Activity Pay, remember that the pay group must first be assigned to the job before the HR Partner can submit the One-Time Payment or Period Activity Pay process. The initiator of the Hire or Add Additional Job process will receive a Workday notification when the pay group has been assigned.  The Add Period Activity Pay step will immediately follow the Assign Pay Group step in both the Hire and Add Additional Job business processes.  An error message will appear if either payment process is initiated prior to the pay group being assigned.

New Termination Reason for Temporary Staff

When terminating a Temporary Staff (Fixed Term) employee because they have reached their 1,000 hour limit or because the assignment has otherwise reached its conclusion, the termination category of Involuntary>End of Temporary Assignment should be used.

Actual End Dates for Hourly Employees

The Actual End Date field should no longer be used for hourly workers.  Since hourly workers are paid only when time is submitted for them, the Actual End Date should be left blank on hourly plans.  The employee’s job will continue to feed in to UChicago Time until either the job is ended (if an additional job), or the employee is terminated. All Actual End Dates on hourly plans  have been removed by the Workday Support Group.

Submitting the Propose Compensation Step

Reminder: Entering the default compensation on a newly created position does not automatically apply compensation to an employee’s record. The Propose Compensation step must be submitted during the Hire business process in order to associate the default rate with the employee. If the Propose Compensation step is skipped and no other form of payment is processed, the newly hired employee will not be paid.  REMEMBER! Unless the employee is receiving an alternate form of compensation, it is a best practice to open the Propose Compensation step and verify that the compensation plan and amount are complete and accurate.

Inactive FAS Accounts on Costing Allocation

If an inactive FAS Account or Sub Account is assigned to an employee’s Costing Allocation, an error stating “The entered information does not meet the restrictions defined for this field. (Costing Override)” is received when updating the allocation.  If this occurs, remove all historical costing allocation lines associated with the entry containing the inactive account. Do this by clicking the minus sign above 'Copy Costing Allocation' for that section. This will remove the error and allow you to proceed with the process.  TIP! In order to view historical costing information, you can review the Worker History found under the Job tab on the employee’s profile. Click on the View Worker History by Category button and go to the Payroll tab to see Costing Allocation history.

Reminder: Entering Employee Name

Reminder: When entering an employee name, only use English characters.  Letters with accents or non- English characters are not accepted in other systems that receive data from Workday. As a result, the employee name must always be in English format to prevent integration issues.  When entering the employee’s name, please leave United State of America as the default in the Country field.


July 1, 2015


Annual Compensation Process Wrap-up

Thank you for yoru partnership throughout the Annual Compensation Process.  As we wrap up this year's process, please remember:

  • Employees who appear on worksheets that are not submitted will be removed from the Staff University Merit Process.  For any employee whose name was not submitted prior to the June 25th Staff University deadline, HR Partners can initiate base pay adjustments through the Request Compensation Change Business Process.
  • Base pay adjustments for bi-weekly employees will be effective June 21st.  These will be reflected on the upcoming July 10th pay date.  The base pay adjustments for monthly employees will be effective July 1st.  These will be reflected on the upcoming July 31st pay date.

Explanation for Skipping the Propose Compensation Step

If you elect to skip the Propose Compensation step during the Hire, Change Job, or Add Job Business Processes, please enter in the Comments section a brief explanation for why the step is being skipped (e.g. the employee will be paid through Period Activity Pay or one-time payments). The explanation will assist HR Operations in their review and approval of subsequent steps in the process. REMEMBER! Unless the employee is receiving an alternate form of compensation, it is a best practice to open the Propose Compensation step and verify that the compensation plan and amount are complete and accurate.

Reminders for Processing Student Transactions

Reminder:  Please keep in mind the following when processing Student Transactions:

  • When ending a student’s job, please use the last day of the pay period as the end date. The calendar of 2015 pay periods can be viewed here.
  • If a student has a Work Study job, that job MUST be the primary position. If it is not, please start a Switch Primary Job process, which will require approval from HR Operations.
  • HR Partners can view a student’s registration status in Workday under Additional Data.  To see the status, click on the Related Actions next to the employee’s name, and select Additional Data to view.

Three Way Match for End Dates

When changing or extending end dates, always make sure the end dates for compensation and costing allocations match the end date of the position. The Change Job process automatically triggers the Propose Compensation Change and Assign Costing Allocation steps. As the steps appear, please open them and verify that end dates for all steps match. REMEMBER! If the compensation extends beyond the position end date, the employee may be overpaid.

New Hires Whose Name Matches an Existing Employee

 If you are hiring an employee whose first and last names are identical to an existing employee, please compare at least one additional identifier (birthdate, contact information, Chicago ID, CNet ID, Student ID, etc.) to confirm they are indeed two different people. TIP! To assist in differentiating between employees with the same name, include the employee’s middle name or initial in the First Name field when entering the pre-hire.  The middle name or initial will then be displayed as the default name.  Anything entered in the Middle Name field is not included in the default display name or search results for employees as that field is used primarily for reporting purposes.

Minimum Wage Increase for the City of Chicago

On December 2, 2014, the Chicago City Council passed a Minimum Wage Ordinance to increase the minimum wage for Chicago workers to $13 per hour by 2019. To achieve this, the Minimum Wage Ordinance provides a phased approach:
 
Effective Date   Non-Tipped Employee Hourly Rate
 
Current                          $8.25
July 1, 2015                  $10.00
July 1, 2016                  $10.50
July 1, 2017                  $11.00
July 1, 2018                  $12.00
July 1, 2019                  $13.00
July 1, 2020                  Increases with Consumer Price Index
 
At the University of Chicago, the base pay for Chicago workers will be increased automatically to align with the $10 minimum wage, per the below schedule for biweekly employees:

  • Effective date is June 21
  • Pay date is July 10, 2015
 
HR Partners can identify impacted employees within their units by running the Employee Details for SO Report V2, available in Workday.  This report can be filtered by pay rate to identify employees with pay rates less than $10 per hour.
 
For more information, please visit City of Chicago Minimum Wage.

June 22, 2015


Merit Process Submission Error

Workday is returning an error when the “Additional Adjustment” field is populated with a value.  The Workday Solutions Group is aware of this malfunction and is currently working with Workday’s customer service to resolve this issue as quickly as possible.  An update will be made here once a solution has been reached.


June 18, 2015


Minimum Wage Increase for the City of Chicago

On December 2, 2014, the Chicago City Council passed a Minimum Wage Ordinance to increase the minimum wage for Chicago workers to $13 per hour by 2019. To achieve this, the Minimum Wage Ordinance provides a phased approach:
 
Effective Date   Non-Tipped Employee Hourly Rate
 
Current                          $8.25
July 1, 2015                  $10.00
July 1, 2016                  $10.50
July 1, 2017                  $11.00
July 1, 2018                  $12.00
July 1, 2019                  $13.00
July 1, 2020                  Increases with Consumer Price Index
 
At the University of Chicago, the base pay for Chicago workers will be increased automatically to align with the $10 minimum wage, per the below schedule for biweekly employees:

  • Effective date is June 21
  • Pay date is July 10, 2015
 
HR Partners can identify impacted employees within their units by running the Employee Details for SO Report V2, available in Workday.  This report can be filtered by pay rate to identify employees with pay rates less than $10 per hour.
 
For more information, please visit City of Chicago Minimum Wage.
 

Organizational Assignments Review

Organizational Assignments reside on each position that is created in Workday (this includes both employee and contingent worker positions).  The business process/sub-process of Change Organizational Assignments will be presented to HR Partners in the following instances.  If the values that already exist in these fields are correct, the Change Organizational Assignments step can be submitted without any edits.

  • When first creating a position
  • When Editing Position Restrictions
  • When hiring an employee
  • When performing the Change Job business process for an employee
  • When adding an additional job to an employee
  • When Move Worker (Supervisory) is initiated

 Change Organizational Assignments can be accessed on an ad-hoc basis for any worker (see the quick reference guide linked above).
The following attributes are considered organizational assignments:

  • Company: This should always indicate “University of Chicago”
  • UChicago HRMS Department: This field should indicate the HRMS Department number that will be used for the integration to GEMS.
  • Affiliated Organization: This field must be maintained for any position that has an affiliation with an outside organization (i.e., Argonne, Fermi Lab,  Northshore, etc.)
  • *FAS Account: The default FAS account that will be assigned to the position.
  • *FAS Sub Account: The default FAS sub account that will be assigned to the position.
  • Executive:  This field should not be populated by HR Partners.
*Note that only one FAS Account and Sub Account number can be listed on the organizational assignments as this is intended to be a default or “backup” account number.  It is important to ensure that updated Costing Allocations are set up for all employees receiving compensation in Workday.

Summer Salaries

When entering Summer Salaries in Workday through Period Activity Pay, please use the reason of Period Activity > Summer Salary. Keep in mind that the reasons 1/9 Summer Salary and 2/9 Summer Salary do not require Provost’s Office approval; however, 3/9th Summer Salary will be reviewed by the Provost’s Office.  Please do not send paper copies the Summer Salary memos to the Provost’s office. Instead, upload a copy into the “Summer Salary Certification Agreement” document category on the worker profile.  If you need to make an adjustment to the Summer Salary costing allocations or dates, please use the Summer Salary reason category and the same reason (1/9, 2/9, or 3/9) you previously used in order to reduce delay in Workday approvals.

Reminder: Role Assignments

Two reminders about role assignments:

  • When assigning or reassigning Manager roles, please remember that managers cannot have their primary position in the same supervisory org that they are going to manage.
  • When requesting HR Partner access for new employees or employees who have not previously had HR Partner access, they must enroll in 2FA. This applies to the roles of HR Partner, Academic HR Partner, Lead HR Partner, and Lead Academic HR Partner. These roles cannot be given to anyone who is not enrolled in 2FA. For more information on the 2FA program or to enroll in 2FA, see here.

Key Merit Process Dates

 


When the merit process starts in Workday on June 19th, 8:00 a.m., you will be restricted from doing compensation-related business processes and job changes on employees who are affected by the merit process. You will be able to resume these processes when the merit process completes on June 25th.


June 3, 2015



Hires with invalid Chicago IDs will be rescinded


The Chicago ID enables new employees to log in to Workday and complete their onboarding. If it is not entered, or is entered incorrectly, the new employee cannot log in and the Hire process stalls. Furthermore, incorrect Chicago IDs in Workday can cause problems with other systems, including UChicago Time and the financial data maintained by the Data Warehouse. To prevent the Hire process from being rescinded:

  • Be sure a Chicago ID has been entered or the Hire process will have to be re-initiated with the previous pre-hire.
  • Be sure the employee’s Chicago ID is entered correctly on the Edit Other IDs step.
  • Be sure the Chicago ID has not been entered with a missing or extra character or the Hire process will have to be re-initiated with the previous pre-hire.
  • Be sure a CNet ID, student ID, ISO ID, or any other information has not been entered as a Chicago ID.
  • Be sure the valid Chicago ID does not belong to another employee is entered. This will cause the process to be rescinded and the pre-hire deleted. The process will have to be re-initiated and a new pre-hire entered with appropriate information included.


Legal Names
 


All employees must be entered into Workday with their legal name as it appears on their Social Security card or other I9 documentation. Do not use the individual’s preferred name (i.e. James R. Smith should not be entered Jim Smith, Jimmy Smith, or JR Smith). Using legal names for all employees will make it easier to verify employees’ identities and identify duplicate hires.

If you do not have legal documentation of the legal name at the time you are creating the pre-hire in Workday, please refer to the Change Legal Name quick reference guide to update the legal name once documentation is provided if it differs from the name you entered when creating the pre-hire.


Annual Compensation Process


 Annual Compensation Process planning is underway!

1. What tools are available for planning?
In Workday, a report called "RPT Staff Merit Employee Details by Organization and Pay Rate Type" captures all employees eligible for staff merit.
 
2. What are the next steps?

  • Using your employee report, calibrate with unit leaders to finalize performance ratings (optional) and merit adjustments.
  • Ensure all data is compiled and ready for the Annual Compensation Process Data Submission Phase that begins on June 19th.

 


Deadline: Data Submission


Annual Compensation Process Data Submission Phase (June 19-25)

As a reminder, base pay actions for staff are on pause during the data submission phase (June 19-25).  Remember to complete all pending base pay actions for staff employees by June 18.

The Annual Compensation Process Toolkit is available on HR Connect. This toolkit is the go-to guide for the Annual Compensation Process. Key resources include:

  • Making Effective Base Pay Decisions, 3-Part Informational Series
  • ACP Resource Guide and Workday: Navigation at a Glance

HR Partners, please visit HR Connect for additional details.


Deadlines: Academic Transaction


 The Provost’s Office has changed the Academic Transaction deadlines for July and October. The July deadline is now Friday, July 10, instead of Friday, July 17. The October deadline is now Monday, October 12, instead of Friday, October 16. You can access the updated payroll calendar here.


How to select a military status


 All employees must select a Military Status during onboarding. VEVRAA mandates that we record the military status of ALL employees. To this end, we have made Military Status a required field in the Personal Information step of onboarding. Employees can add their military status by clicking the “Add” button in the Military Status field and then selecting “I am a protected veteran,” “I am not a protected veteran,” or “I do not wish to answer.” They must select one of these options in order to complete onboarding! The employee QRG for onboarding can be found here; please make your new employees aware of this.


Costing Allocation Sub-Account Entry


When updating costing allocations for an employee on the earning-level, please ensure that the correct FAS sub-accounts are entered for the earning


May 21, 2015


Reminder: Initiate Change Job when an employee becomes benefits eligible.

When moving an employee from a benefits in-eligible to a benefits eligible job, HR Partners must use the Change Job business process and NOT Add Additional Job in order to transfer/promote the employee – if the employee is currently in another organization, select the Change Job>Transfer reason. Benefit eligibility is determined based on the status of the primary job in Workday.  Benefit elections will not be kicked off in Workday if an additional job is added.

If there is more than one current job (for example, a student with multiple student jobs who becomes a permanent staff employee), ensure that when you initiate the Change Job business process, the primary job is selected (this is the job without the plus sign next to it). All additional jobs for the student must then be ended via the End Additional Job process.


Reminder: Ending Inactive Jobs in Workday

 


For employees with multiple jobs, please ensure jobs, please ensure jobs that have past their end date are ended in Workday. Use the End  Additional Job business process for any jobs that are no longer active. If you are unable to end a job because it is the primary job, initiate the Switch Primary Job business process first and end the job once it has been designated as ‘additional.’ To determine which of the employee’s jobs is primary navigate to the ‘All Jobs’ tab and identify the job without a plus sign (+) next to the position name; this job is the primary job.

FISCAL YEAR
END REMINDER: HRMS Department Numbers

Please ensure the followingkey fields for IRF reporting are entered and correct in Workday:

  • HRMS Headcount - this applies to all departments
  • HRMS Admin Department – BSD and departments using field in IRF reporting only.

Both of these department numbers are located under the ‘Job | Additional Data’ tab on the worker's record in workday and are critical to accurately group pay transactions for IRF Payroll reporting.

The HRMS Headcount Department number identifies where an employee is counted when looking at FTE and headcount. The HRMS Admin Department identifies where the employee is financially administered, as opposed to where the employee is administered for HR/Payroll.

The Assign and Edit Additional HRMS Department Numbers quick reference guide is available for your reference.

Role Inheritance – what does this mean?

Role Assignments (i.e. HR Partner, Budget Partner) in Workday are configured to automatically inherit down to all subordinate organizations. If role assignments other than what is configured at the top level of the organization are needed for a subordinate organization, the role assignment can be manually applied at that level to prevent inheritance from occurring. To view the role assignments for a supervisoryorganization, visit the Roles tab of the supervisory organization profile. From this page, users can identify whether the role is assigned or inherited from a superior organization.

To request role assignment changes, complete the Workday Security Request Form and send to  workdaysupport@uchicago.edu.

May 21 graphic .png

A Guide to
Selecting
Employee

Types (Worker Sub-Types)
in Workday

When creating a position, it is important to select the correct Worker Sub-Type/Employee Type in order to classify workers appropriately. A new quick reference guide is also available.

New Report: RPT Similarly Situated Staff Employees

The report RPT Similarly Situated Staff Employees has been developed to display all staff employees that are similarly situated in a particular supervisory organization and its subordinate organizations.  The report is available for HR Partners and Lead HR Partners to run when determining whether a UChicago Jobs posting is required.

In addition, when initiating the Change Job business process for an employee for which similarly situated employees (employees in the same job profile) exist, the report will appear in the top right corner based on the job profile to which the employee is currently assigned and the employee’s current supervisory   organization and subordinates. If similarly situated employees exist, the position must have been posted in UChicago Jobs for at least 7 days, prior to proceeding with the promotion transaction in Workday.

Compensation Reference
Data in Workday

Refreshed job profile internal peer and external market data is now available in Workday. For guidance on how to view this data in Workday, visit HR Connect “Compensation in Workday” for details. Please note the internal peer data and external market data in CareerPlanner is not being refreshed; the effective date of this data remains May 2014. Visit Workday to find the most current data to inform the base pay decision process.


May 7, 2015


Hourly employee compensation for  for previous hours worked

 

Annual Compensation Process Activities

 

 

 

 

 

Termination business process

To facilitate accurate recording of non-exempt employee’s hours, non-exempt employees who cannot yet clock in to UChicago Time should have time cards submitted to payroll.  Using a one-time payment to compensate hourly workers is not advisable since one-time payments are taxed at the supplemental federal tax rate of 25%.   To obtain timecards, contact payroll@uchicago.edu.

Unit-HR Partner Tutorials: The compensation team will provide a Unit Tutorial dedicated to HR Partners. The tutorial will include an overview of the process, timeline details, and navigation in Workday (from pulling your employee roster to the data submission phase). Please schedule today by emailing the compensagtion team at compensation@uchicago.edu.

The Annual Compensation Process Toolkit is now available through HR Connect: This toolkit is the go-to guide for the Annual Compensation Process.  Key resources include: Making Effective Base Pay Decisions, comprising of the 3-Part Informational Series, ACP Resource Guide and Workday: Navigation at a Glance.  HR-Partners, please visit HR Connect  for additional details.

The Termination business process has been updated!  The following steps have been removed from the process and the Termination quick reference guide has been updated.

 

Step of Termination Process

 

Description of Update

Request One-Time Payment

Removed - To submit a one-time payment for an employee you are terminating, initiate the Request OneTime Payment process separately.

 

TO DO: Reminder to Post Vacancy

Removed - This reminder will no longer be sent to HR Partners or Academic HR Partners.

 

TO DO: Exit Interview

Removed - Although this step is being removed, HR Partners and Academic Partners interested in completing the Workday Exit Interview can still access the form by searching for Create Exit Interview in Workday.

 

TO DO: Update Forwarding Address

Removed - This step will no longer be sent to HR Partners, Academic Partners or to the employee being terminated. Instead, the employee will receive a notification instructing them to update the home address on file through Workday.

 

Updates and reminders regarding the termination process.

 

 

‘NT’ indicator entry for multiple bi-weekly exempt student positions.

If a benefits eligible employee is no longer working and is not otherwise on an approved leave; they should be terminated in Workday effective their last day of work.

If the Hire business process is initiated for a new staff, temporary staff or student employee but the new hire does not show up to work or declines the offer, do not initiate the Termination process for the employee. Instead, contact workdaysupport@uchicago.edu to have the Hire process rescinded.

Departments that create multiple positions requiring the NT Time Indicator to be entered into the Flex Time field can request assistance with this entry from the Workday team in batches of five positions or more. Contact Jennifer Johnson (jmjohnson27@uchicago.edu) to request this service.

RPT
Comprehensive Compensation                                

This new report will return all Compensation Plans (i.e. salary plan, hourly plan) and all Period Activity Pay assignments for an employee. In addition, Organizational Assignments (default FAS Account and Sub Account) and Costing Allocations (at all levels) wil be included.

 

Viewing Workday in multiple tabs
                         

Viewing Workday in multiple tabs can be very useful when users need to collect information from multiple locations in the system. If you are already logged in to Workday and would like to view an object (i.e. an employee or position) without navigating away from the current page, right click on the link to the object you would like to view and select ‘See in New Tab:

May 15 update graphic 1_0.png

Reminder:
UChicago Jobs requisitions and Workday positions
                           

As a reminder, for all staff positions that require a posting, once the requisition is submitted in UChicago Jobs, a position must either be created or edited in Workday and must include the UChicago Jobs requisition number in the Job Description Summary field of the position.


April 23, 2015


Guidance on
HRMS
headcount and Admin department numbers

Please ensure that the following key fields for IRF reporting are entered and correct in Workday:

  • HRMS Headcount - this applies to all departments
  • HRMS Admin Department – BSD and departments using field in IRF reporting only

Both of these department numbers are located under the ‘Job | Additional Data’ tab on the worker's record in workday and are critical to accurately group pay transactions for IRF Payroll reporting.

The HRMS Headcount Department number identifies where an employee is counted when looking at FTE and headcount. The HRMS Admin Department identifies where the employee is financially administered, as opposed to where the employee is administered for HR/Payroll.

Department identifies where the employee is financially administered, as opposed to where the employee is administered for HR/Payroll. The Assign and Edit Additional HRMS Department Numbers quick reference guide is available for your reference.


New Workday
and UChicago Jobs quick reference guides!

We listened to your feedback! Please review the following newly created quick reference guides (QRGs) which provide additional details surrounding the posting process in UChicago Jobs and Workday, including:

  • Posting Requirements for Staff Positions
  • Process for Posting Staff Positions (UChicago Jobs & Workday)

Introducing
Annual Compensation Process (ACP) resources

We are excited to share that the annual compensation process (ACP) began with last week’s webinar on April 16th. Need more details about the Workday process? Let us know!

 To provide support, we are introducing new offerings, including:

•       Unit-HR Partner Tutorials, available by request beginning now: Providing an overview of the Annual Compensation Process and timeline, beginning with the Workday employee roster report to the Workday submission

•       Unit Planning Reports, available in May by request: Reports offered to display your employee’s base pay competitiveness in comparison to both the internal and external market

•       Open Laboratory Sessions, June 1-4 (Register via HR Connect Compensation Corner): Demonstrating and offering hands-on practice of the Annual Compensation Process in Workday

Similar to last year, we will continue:

•       Employee Rosters, currently available for HR Partners to run directly from Workday
•ACP Toolkit, available on HR Connect during the first week in May

We invite you to visit Compensation Corner on HR Connect for more details.

Please reach out to the Compensation Team, compensation@uchicago.edu, to schedule your Unit-HR Partner Tutorial.


April 17, 2015


Disbursement Plan Period
for 9 over 12 Academic employees

When hiring, changing jobs or adding an additional job for employees whose proposed job family is 9 over 12: Academic or 9 over 12: Visiting Academic, the Disbursement Plan Period must indicate a 12 month period. Workday will no longer allow the selection of a Disbursement Plan Period that is not 12 months. During the out-of-residence period of the academic employee’s appointment, only the accrual account should be charged for salary. Academic employees assigned to a 9 over 12 job family will have all of their accruals paid by the last month of the Disbursement Plan Period that is assigned to them. Remember that the costing allocations for these employees need to be assigned at the Worker, Position and Earning level as outlined in page 5 of the Assign Costing Allocations quick reference guide.

Preview to
Staff Annual Compensation Process

The Staff University Annual Compensation Process (ACP) is coming soon. The business process is role-based, with merit worksheets delivered via Workday to HR Partners. Similar to last year, the base pay toolkit will be available on HR Connect in May. HR Partners can visit Compensation Corner on HR Connect for additional details.

Moving student workers in to the Terminated & Inactive supervisory organization

or students with only one job on campus whose assignment has ended, HR Partners have the option to move the student and the position they hold in to the Inactive & Terminated supervisory organization. Taking this action allows for the student’s record to remain in Workday in a manner that will allow HR Partners to transfer the student into their organization if future employment occurs.

In order to move the student in to the Inactive & Terminated organization, initiate the Move Workers (Supervisory) business process. The quick reference guide for this business process is available here.

Workday can be accessed on your mobile device!

The latest Workday update has provided an enhanced user interface that allows users to log in with a browser and view Workday in a user-friendly, mobile format.

April 17 graphic.png


April 2, 2015


Canceling business processes in Workday

Did you know? HR Partners, Academic HR Partners, Lead HR Partners and Lead Academic HR Partners have the ability to cancel business processes that are still in process. Canceling a business process can be helpful if the process was initiated in error.  See the Canceling Business Processes Quick Reference Guide for more details.

Adding jobs to Stipend Alien Students and Postdoctoral Fellows

There has been an update to the process for adding an additional job for Stipend Alien Student or Postdoctoral Fellows who hold one job.

Background of process: Employees in Workday who only have one job as either an Alien Student Stipend or a Postdoctoral Fellow generally will not have an I-9 on file with the university. When adding an additional job for these individuals, the Complete Form I-9 task will be sent to the employee’s Workday inbox as a To Do step.  They will need to initiate the Complete Form I-9 process as the To Do will instruct in order for the additional job to be approved.

Guidance: When initiating the Add Additional Job process with a future start date for a worker whose only current position falls in to either of these categories and is not already in a supervisory organization you support, please follow the steps below to ensure that the business process steps route appropriately to you as the ‘proposed’ HR Partner:

  1. Always use today’s date as the effective date for the job.
  2. Utilize the comments section to indicate the actual effective date of the additional job.
  3. When completing Section 2 of Form I-9, populate the First Day of Employment field with the actual effective date of the job.

The effective date on the transaction will be corrected by payroll when the business process reaches the Assign Pay Group step.

If you have any questions, please direct them to Angie Gleghorn or Christine Theilacker.

Entering Costing Allocations for employees assigned to a ‘9 over 12’ job family

 

Background of process: Salaries posted to the REGULAR – 912 (912) and MINISTERIAL HOUSING 912 (MH9) earn codes should generate an accrual entry to account for the 9 months of effort paid to individuals over 12 months. The accrual entry essentially charges an account(s) for the individual’s effort and credits another account for the same amount.  The net effect on all accounts and subaccounts is that the employee receives 1/12 of their salary each month of the individual’s appointment.

In Workday, a costing allocation needs to be created for the REGULAR 9/12 ADJUSTMENT (ADJ) earning, which is the accrual entry, to direct the credit entry to a unit’s appropriate operating account. Note that every individual who has a costing allocation for a position in a ‘9 over 12’ job family, a corresponding costing allocation needs to also be created for the accrual entry credit, ADJ.

Guidance: When updating costing allocations for employees in a 9 over 12 job family, please ensure that there is a separate costing allocation entered on the REGULAR 9/12 ADJUSTMENT earning level. The costing allocation for this earning should always have a subaccount of 1099 (faculty) or 1199 (other academic). The start date of the costing allocation should always align with the costing allocation start date on the position level.

Please reference the Assign Costing Allocation quick reference guide for additional information on how to update a costing allocation at the worker, position and earning level.

New Hire Email Notification

We have received requests for the HR Partner or Academic HR Partner to be copied on the notification new employees receive when they    enter the onboarding step of the Hire process.  Effective with Hire events initiated after 4pm, April 1, the Academic HR Partner or HR Partner will receive the same notification as the employee when the onboarding process is kicked off.

Newly Developed Quick Reference Guides (QRGs)

The following Quick Reference Guides (QRGs) have recently been developed to guide HR Partners and Academic HR Partners through Workday transactions involving foreign national employees and work study students.

  • Hiring Employees with Visa Status / Maintaining Visa Status in Workday
  • Federal Work Study and Workday

March 18, 2015


Workday 24 is here!

Workday 24 is here! The Workday 24 Update arrived this past weekend and has delivered new user interface enhancements to our system.

Click here to watch an overview of the User Interface changes.

Email address required for all new hires

During the first step of the hire process, HR Partners and Academic HR Partners are prompted to enter Pre-Hire information. It is important to remember that an email address must be entered at this point in the process. This is to ensure that when on-boarding occurs for the new hire, the individual is sent an email in a timely manner that instructs them how to access Workday.

New process
for requesting
on demand one-time payments

 

There is a new process for one-time payments that need to be distributed outside of the regular payroll cycle. When a one-time payment needs to be processed as an on-demand payment, please indicate the following in Workday:

  • The One-Time Payment Reason (note, this is not the Payment Plan) should be selected from the “One-Time Payment > On Demand Payment” category.
  • The “Send to Payroll” box should be unchecked.

March 12, 2015


Workday 24 is coming!

Workday 24 is coming! The Workday 24 Update will be released the morning of Monday, March 16, 2015. The update will deliver new user interface changes to our system. Click here to watch an overview of the changes you can expect to see.

Workday users that hold a role and are interested in attending an in-person demonstration can register for the Workday 24 Information Session being held this Friday afternoon.

Note: To prepare for the Workday 24 Update, Workday will be unavailable to all campus users beginning Friday, March 13, at 9:00pm and lasting until Sunday, March 15, at 12:00pm. Please plan accordingly.

Users will see a message similar to below when attempting to access Workday during these times:

March 12 graphic_0.png
 

Hiring Someone?

 

Remember…..

  • Always search Workday for the individual before initiating the hire process. Use a unique ID (SSN, Chicago ID or Student ID) to search Workday to ensure the employee is not already in Workday. You can do this by typing in “id: ID number.” Reference the Avoiding Duplicate Hires QRG for more tips on searching for employees in Workday.
  • Ensure that the Chicago ID is being entered in to the Edit Other IDs step of the hire process with an ID Type of Chicago ID. If the employee’s Chicago ID is not entered into this section of Workday during the Hire process, they will not be able to log in to Workday with their CNET credentials when it is time for them to complete onboarding.
  • Enter new hires in a timely manner, preferably before the start date. Initiating the hire process as soon as is possible prior to a new hire’s start date will help to ensure timely payment of their first check and ensure that the employee is given the full 31-day window to enroll in their benefits.

Staff Promotions

When initiating the Change Job process for staff promotions, please include all supporting documentation in the attachments section of the job change. Supporting documentation includes external market data, internal peer data and any additional considerations. Transactions submitted without the appropriate attachments will be sent back to the initiator with a request to include the documents.

Updated
Academic One-time Payment
Process

An updated academic one-time payment process was emailed to Workday users earlier this week. Refer to the announcement and the new   Academic One-Time Payment Request for more details.

Limitations to Retro Payments in Workday

There are limitations to Retro Payments in Workday. Retro payments are inhibited by the initial payroll calculation process for the employee per pay group. Workday Payroll will not automatically pick up and pay the retro dated payments if the effective date of the retro pay is prior to the first standard pay calculation result for the pay group. Notify payroll@uchicago.edu when initiating any transactions that fit one of the following scenarios. This applies to the following groups:

  • Retroactive new hires

Example: If a monthly employee is hired with an effective date of February 23, 2015, however the onboarding process is not finalized until after the February monthly payroll closes, the March pay run will not automatically consider the portion of February for which the employee is due compensation.

  • Any retro activity for converted employees who have not been activated (extended past their “previous to January 2015” end date) in Workday.

Example: If extending an employee with only one job in Workday with an end date of 12/31/2014, any retro compensation (including Period Activity Pay and One-Time Payments) that is administered for the employee, will not be automatically considered for the next payroll.

  • Any employee entering a new pay group for the first time (switching between the monthly and biweekly pay groups)*

Example: The employee is being promoted from hourly staff to exempt staff.

  • Mid-Pay Period increases for biweekly employees will result in an overpayment. Workday does not pull in hours from UChicago Time on a daily basis; hours are pulled in batch by pay period. Use the first day of the pay period for bi-weekly employee increases.

Example: Given that a biweekly pay period spans from 02/01/2015-02/14/2015, an increase entered with an effective date of 02/07/2015 will have all hours worked over the entire pay period paid at the increased rate.

*For this reason, this action is highly scrutinized unless this is a staff promotion/demotion event that truly takes them into a different exemption status.

Period Activity Pay for a Future-Dated Job

If adding a future-dated job for an employee who is not currently a member of a supervisory organization you support, the period activity pay step cannot be submitted until the effective date of the job has been reached. For example, adding an additional job for a student or transferring a student effective April 1, 2015, whose job or jobs currently reside in another organization will generate an error message on the Add Period Activity Pay step. The HR Partner will need to wait until April 1, 2015, to submit the Period Activity Pay step of the add additional job process.

Federal Work Study Students in Workday

When hiring or adding a job for a federal work study student in Workday, please ensure the following:

  • The position the student holds in Workday must be assigned to the Work Study Job Family and to the appropriate work study Job Profile.
  • The Workday position must also have the posting requisition number entered in the Job Description Summary field in Workday.
  • When adding a job for a work study student, ensure that any other jobs that will not be continuing are ended by using the End Additional Job process. End Additional Job can be accessed from the related action of the worker under the “Job Change” menu and can be initiated only if the job is in a supervisory organization that you support. Jobs that are primary cannot be ended using this process.
  • When maintaining multiple jobs for students, remember the work study position must be primary. A regular (non-work study) job cannot be the primary job. Use the Switch Primary Job process to designate the work study job as primary.
  • One-time payments cannot be paid using work study funds. A department account number must be provided to pay one-time payments.

Report for
Compensation
and Costing Allocations
for Employees

Looking for a report that will return compensation and costing allocations for employees?

  • For regular compensation, run RPT Comp Spreadsheet with Costing Allocations (formerly named RPT Comp Spreadsheet [Column Format])
  • For period activity pay transactions, run the RPT Period Activity Pay Audit

March 10, 2015


Updated Academic One-Time Payment Process

When an Academic HR Partner or HR Partner wishes to request an additional payment for a faculty member or other academic appointee in another unit, s/he must complete an Academic One-Time Payment Request form as detailed below.   

  1. Go to the Workday@UChicago website.
  2. Click on the menu option for “Training and Resources."
  3. Select the “HR/Payroll Team Resources” option.
  4. Log in when you are prompted to enter the secure area of the site using your CNET ID and password.
  5. Find the link for the “Academic One-Time Payment Request.” 
  6. Complete all the required fields on the form. (Please note that it is important that you accurately complete the “Requestor’s UChicago email address” field with your current work email address or you will not be notified on the progress of the request.)
  7. Scroll to the bottom of the page and click “Submit.”

Your information will be automatically sent to Workday’s ticketing system. In the Provost’s Office, a process will be initiated in Workday and routed through the home department before returning to the Provost’s Office for final approval.  You will be notified through the ticketing system once the payment has been initiated in Workday, however, you will not have access to view the payment details within Workday.

This process should only be used for full-time, benefits-eligible faculty members and OAA.  For part-time academics, please follow the current process of adding an additional job in order to initiate the payment.

We have been working to find a solution within Workday that provides the home department’s approval without placing the burden on the home department to enter the transactions. At this time, we are unable to configure a process in which the Academic HR/HR Partner from the secondary supervisory organization submits the payment, as this would compromise our security design. The process outlined above is an interim process that utilizes a form and has initial steps outside of the Workday system.  We are continuing to partner with Workday on a more sustainable long-term solution and will keep you posted on our progress.


March 5, 2015


Workday 24 Updates System

The Workday 24 Update will arrive on Monday, March 16, 2015. New User Interface changes will be available on this day. There is a demonstration video on the Workday@UChicago homepage that will walk you through the user interface updates you can expect to see with the update.

Please forward this information on to employees in your area or direct them to the demonstration video. Workday users that hold a role and are interested in attending a Workday 24 Information session the week of March 9th, can register at the University’s Training Administration Website.

Note: To prepare for the Workday 24 Update, Workday will be unavailable to all campus users beginning on Friday, March 13, at 9:00pm until Sunday, March 15, at 12:00pm. Please plan accordingly.

Default Compensation/
Propose Compensation

When adding default compensation to a position in Workday, please be aware that the compensation will not automatically be added to the worker when hiring or transferring them in to the position. The Propose Compensation task must be opened (and not skipped) in order to ensure what was entered as default compensation will be attached to the worker’s profile.

Please also keep in mind that when rehiring an employee, the previous compensation plan attached to their record will default until replaced or deleted during the Propose Compensation step. Please do not skip the Propose Compensation step when rehiring an employee. Always open the step to verify the intended compensation plan(s) have been added or that no plans are assigned if the intent was for no compensation to be added.

Differences Between
Change Job and
Request
Compensation Change

 If a staff employee’s compensation will be increasing or decreasing without a corresponding job profile change or change in scheduled weekly hours, do not use the Change Job business process. Instead, use Request Compensation Change to process the compensation increase or decrease.

New Payroll Report Worklet

Payroll is Coming!! HR Partners, Academic HR Partners and Leads may have noticed a new Worklet on the homepage earlier this week.

Two to three days before each payroll, you can expect to see this worklet on your homepage. Please take the time to review the reports located in this worklet prior to each payroll deadline. The worklet will display a small selection (2-4) of pay/compensation audit reports that should be reviewed and acted on accordingly if anything looks remiss.

Some reports (i.e., Salary and Hourly Plan) are intended to return problematic compensation set-ups that, if not corrected, would require an overpayment recovery. Other reports (Period Activity Pay Audit) are intended to summarize compensation or payments established for your employees in Workday. The reports may require you to select your Supervisory Organization or other criteria, which can be done by clicking the grey wheel in the top right corner and choosing “Edit Settings.” If the report runs upon opening the worklet, you will need to click on “View More” from the grey wheel to see all data returned in the report.

In addition to this worklet, there is a list of custom exception and audit reports that includes descriptions of each report. If you find issues from the data returned in these reports that you cannot resolve, please call or email the Workday Knowledge Center at 773-702-4433 or  workdaysupport@uchicago.edu to resolve the issues prior to payroll closing.

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Temporary Staff Positions/
UChicago Jobs

Temporary staff positions are not required to be posted on UChicago Jobs. If you have identified a candidate, please proceed with the hire in Workday. You are welcome to post the position on UChicago Jobs if you would like to recruit a candidate.

Please include the following when hiring a temporary staff employee in Workday or posting for a temporary position in UChicago Jobs:

  • Include the word “Temporary” in the job title
  • Include the correct temporary job code based on the job duties

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Workday HR/Payroll FAQs

The Workday HR/Payroll FAQs on the Workday website are a good source for quick answers to common questions fielded by the Workday Knowledge Center. Use the CTRL+ F functionality within each FAQ document to search for keywords.

 


February 27, 2015


Moving Expense Reimbursements

Moving expense reimbursements should continue to be sent to Payroll Services for review. You must submit the Moving Expense Reimbursement Form along with original receipts directly to Payroll Services. Payroll will determine based on IRS regulations, if the expenses are considered to be qualified non-taxable expenses. Any expenses that are not considered qualified non-taxable expenses will be subject to tax withholding and reported as income on the employee’s W2 form.
 
A list of all forms and documents that are still used along with their submission instructions (uploaded to Workday vs. sent outside of Workday) is available on the Workday website.

Students and End Additional Job

To end a student worker’s job initiate the End Additional Job business process, or if transferring to another position on campus, initiate the Change Job > Transfer process.  Both of these tasks can be found in the Job Change menu off of the worker’s related action.  Using these tasks will ensure that the All Jobs tab includes only active jobs for the worker.  Note that all inactive jobs can still be viewed in the Job History tab after they have been ended or the worker has been transferred to a new position. 

If the student worker or other temporary worker who may return to campus in a future assignment (i.e. in a future quarter) only has one job, and does not have any future employment on campus in the immediate future, HR Partners can initiate the Change Job > Transfer process for the employee in to the supervisory organization named Inactive & Terminated Employees Organization.  Alternatively, HR Partners can log a ticket with workdaysupport@uchicago.edu or call 2-4433 to ask the Workday Knowledge Center to move the worker in to this organization on their behalf.  This should only be done after the End Employment Date has passed.

Employee Self Service

The University uses the pre-note process for verifying routing and account numbers when setting up direct deposit. Once you have entered your direct deposit information, it can take up to two (2) pay cycles for the direct deposit to take effect.  During the pre-note process, employees will receive a paper check on payday that will be available for pick up within the employee’s department. After adding or changing direct deposit accounts it is important to reallocate your payment distribution under the Payment Elections section if split over multiple accounts.

 


February 18, 2015


Compensation

Compensation should be entered in either a monthly or an hourly amount, never an annual amount. When on the compensation screen, ensure that the Frequency lists either monthly, if a salaried employee, or hourly, if an hourly employee. Selecting a frequency outside of monthly or hourly will cause adverse impacts to benefits calculations.

All Jobs' Tab

 The All Jobs tab on the worker record in Workday is available to HR Partners and Academic HR Partners so that job details for all jobs an employee holds on campus are viewable.  The Position column of the All Jobs tab will reflect the Job Title from when the position was filled (either via the Hire, Change Job or Add Job process).  To differentiate between jobs that may have the same job profile, you can assign a job a unique title in the Job Title field during the Hire, Change Job or Add Job process.

Compensation

 If a staff employee’s compensation will be increasing or decreasing without a corresponding job profile change or change in scheduled weekly hours, do not use the Change Job business process. Instead, use Request Compensation Change to process the compensation increase or decrease.


February 12, 2015


Benefits

 When moving an employee from a benefits in-eligible to a benefits eligible job, HR Partners must use the Change Job business process and not Add Additional Job in order to promote the employee. Also, a move from benefits ineligible to benefits eligible will require the job to be posted. To communicate the requisition attached to the posting, a new position should be created, or the existing position should be updated to reflect the new requisition number using the “Edit Position Restrictions” business process. If there is more than one current job (for example, a student with multiple student jobs who becomes a permanent staff employee), ensure that when you initiate the Change Job business process, the primary job is selected (this is the job without the plus sign next to it). All additional jobs for the student must then be ended via the End Additional Job process. 

Hire, Add Additional Job and Change Job

The Scheduled Weekly Hours field should be accurately reflected in Workday.  The value entered in this field drives FTE, benefits eligibility, reporting and UChicago Time accruals.  It is important to ensure the scheduled weekly hours are reflected accurately so that time is accrued appropriately in UChicago Time.  In addition, remember that staff, faculty and academic employees whose scheduled weekly hours are 20 or greater are eligible for University of Chicago benefits.  Workday depends on the scheduled weekly hours and the employee type to make this determination.

Hire

Employees without a record in Workday must always go through the Hire process in Workday. The Hire process includes an electronic I-9 step for the employee to complete, as well as a two-part verification step by the HR Partner. These steps are unavoidable. However, there is also a To-Do step directed to the HR Partner suggesting that the I-9 documentation must be scanned and uploaded to the worker documentation section of Workday before proceeding.

For U.S. Citizens and Permanent Residents, if the employee has previously worked for the University and was never terminated in HRMS, the documents do not need to be scanned and uploaded. Instead, the HR Partner can email workdaysupport@uchicago.edu to request that the I-9 documentation already on file in the HR Records system (OnBase) be uploaded to the Worker’s profile. This documentation can be referenced to complete Part 2 of the I-9 for Citizens and Permanent Residents. Additionally, to verify that the employee was not terminated in HRMS, please email workdaysupport@uchicago.edu or call 773/702-4433.


February 4, 2015


Hire and UCAT Prefeed

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UChicago Time

In order to ensure that student and staff records feed correctly in to UChicago Time from Workday, it is critical that all staff and student jobs have either Time Approvers or a Flex Time Indicator assigned to their position.  Any jobs not requiring the employee to clock time (for example, student jobs with Period Activity Pay or staff jobs that have been created only to issue a One Time Payment), should be assigned the NT Indicator in the Flex Time field of the position.  The NT Indicator will prevent the job record from feeding in to UChicago Time.   All other positions should be assigned Time Approvers.

If either the NT Indicator or Time Approvers are not entered for staff, temporary staff, seasonal or student positions, that position will be kicked out of UChicago Time.

For more detailed instructions on how to update these fields, see the Enter and Update Time Approvers and the Adding/Updating the Flex Time Indicator quick reference guides.

Period Activity Pay

Please use extreme caution when using Period Activity Pay as the means for compensating an employee. If a salary plan with monthly pay or a one-time payment could be used to compensate the employee, please be advised that these methods are preferable due to the flexibility in altering the terms of the compensation at a later date. If Period Activity Pay must be used, please ensure that the “start payment date” indicates the current date or a future date.

Also, if Period Activity Pay must be used to compensate a student who already has an existing, non-exempt (biweekly) job, please be advised that Workday will display the “end payment date” as a final payment date – although the actual last payment for the Period Activity Pay on the biweekly cycle will be the following biweekly pay date. For example, if an end payment date indicates 06/30/2015, but the employee is in the biweekly pay group, the actual payment date would be 07/10/2015.

If this information surfaces a need for correction to a period activity pay, please email workdaysupport@uchicago.edu.

Costing Allocation Partner
Role

Upon go-live the Costing Allocation Role was set up to not automatically inherit down to subordinate organizations.   This has now been modified so the role automatically inherits down to subordinate organizations when the role has not been manually assigned to the subordinate organization.

General

There are multiple end dates in Workday that should be maintained:

  • Fixed term employees (i.e. students, temporary faculty and staff, and postdoctoral) will have an End Employment Date.  This date is a part of the job details.   Non-fixed term employees will not have an End Employment Date. The End Employment Date does not impact the payment of compensation.  For example, if the End Employment Date for a worker is 03/31/2015 and the Actual End Date of the compensation plan is 06/30/2015, the compensation will continue to pay until 06/30/2015.
  • The Actual End Date on the Compensation screen is assigned to any employee whose compensation plan (whether it’s their base salary/hourly rate or an allowance plan) should have an end date.  Typically, this date is not assigned to base salary plans for Staff or tenured faculty.  Workday will delete the compensation plan the day following the Actual End Date.
  • The Costing Allocation End Date is part of the worker’s costing allocations.   For fixed term employees and for employees paid from grant funds, the Costing Allocation End Date should be maintained.  Remember, it is important to end the current costing allocation and start a new costing allocation section when changing the FAS Accounts for a worker.   Always add a new row when costing allocations are being updated using the effective date of the new costing allocations. Never override historical costing allocations.

Compensation

When entering compensation information in Workday, remember that a worker should typically only have one compensation plan in either the Salary or Hourly section.   Duplicate plans should not be added.   When entering the compensation details, click on the Edit Icon and NOT the plus sign to edit the current pay rate (see graphic below).  For new jobs, the plan type (i.e. hourly/salary/academic) will default in to the compensation screen based on the proposed job profile selected.

The following are typical Compensation Plans in Workday that should be used for base salary.


  • If entering compensation for a worker in the Salary Plan, enter a monthly amount.
  • If entering compensation for a worker in the Hourly Plan, enter an hourly amount.

General

Although Workday does accommodate the use of special characters, downstream systems on campus will not able to process these characters.   Diacritical marks such as tildes (ñ), umlauts (ü) or acute accents (á) should not be used when entering a new worker’s name.   Using special characters will cause adverse downstream impacts and will prevent records from being processed in payroll.  A hyphen being included as part of a name is an acceptable character in Workday.


January 28, 2015


Payroll

Payslips are available to all employees two days prior to the pay date.


January 21, 2015


Benefits Enrollment

Please advise your new benefits eligible hires that they must wait for the Change Benefits step of the Hire process to appear in their inbox in Workday before they can enroll in benefits.

Although employees can view the benefits worklet while completing onboarding, the Change Benefits task will not appear until the employee has been assigned a pay group. The pay group is not assigned until onboarding has completed (i.e. the I-9 is verified by the HR or Academic HR Partner). New hires will receive a notification email when Workday is ready for them to enroll in their benefits.

General

Employees without a record in Workday must always go through the Hire process in Workday.

The Hire process includes an electronic I-9 step for the employee to complete, as well as a two-part verification step by the HR Partner. These steps are unavoidable. However, there is also a To-Do step directed to the HR Partner suggesting that the I-9 documentation must be scanned and uploaded to the worker documentation section of Workday before proceeding. If the employee has previously worked for the University and was never terminated in HRMS, the documents do not need to be scanned and uploaded. Instead, the HR Partner can indicate in the comments section of the To-Do that the documentation is on file in the HR Records system (OnBase) and can submit the To-Do without taking further action. If you need to verify that the employee was not terminated in HRMS, please email workdaysupport@uchicago.edu or call 773/702-4433.

Navigation

Not sure where the business process went?  Check out Worker History.

Every worker in Workday has a Worker History section as part of a worker profile. Search for the worker and navigate to the Job tab of the worker’s profile; select Worker History. Use the View Worker History by Category button to organize all of the events that are listed in this section.

Each business process that has been carried out on a worker will reside in this section of the worker profile. You can click on each individual business process and navigate to the Process tab to view the business process history.

View the overall status of the business process at the top of the screen. Even if the process is “successfully completed,” there still may be additional steps that need to be completed. Scroll down through the business process history to view which step is awaiting action.

Hire

Creating a duplicate record for a worker can cause significant adverse issues, that will be further compounded if a worker is paid on both records.  Remember to check that you are not hiring someone who already has a record in Workday.

Use the search bar at the top of the page to search for the name of the employee (ensure you are selecting the All of Workday category at the right of the screen when searching). If the employee is returned as a search result, you will need to either add a job or change their job versus hiring them. If you are unsure whether the employee already has a record in Workday, please contact the Workday Knowledge Center: workdaysupport@uchicago.edu or 773/702-4433.

Navigation

We heard your feedback! Job End Dates are now visible to all HR Partners and Academic HR Partners via the All Jobs tab on the worker profile!

In order to determine whether a worker’s additional jobs in other departments are active, navigate to the Job tab of the worker profile and select All Jobs. You can now see both start date and end date for all jobs belonging to that worker.

Change Job and Add Additional Job

How can I tell whether to initiate the Change Job process versus the Add Additional Job process for an existing worker?

When a department has an employee who will conclude the existing assignment and start a new job in the department, the Change Job process should generally be initiated. Examples include promoting a temporary employee to a staff employee type/job profile, or moving a student from a student job into a staff job profile/staff employee type. One exception is that Change Job cannot be used to end a non-work study job and start a work-study job for a student. To start a work-study job, Hire or Add Additional Job must always be initiated.

If an employee is already in Workday, and will be ending a job in one department and starting a new job in a different department, the Change Job process should be initiated by the receiving department’s HR Partner.  The Request Transfer action should be taken first (there must be a position available in the new supervisory organization before requesting a transfer). If the move will include a salary increase, a reason of Promotion should be indicated; if the move includes a salary decrease (not due to a decrease in hours), a Demotion reason should be used; and if the pay will remain unchanged, a reason of Transfer should be indicated. Note:” Transfer” will default as the reason when transferring an employee from a different organization. The reason should be changed when appropriate.

Navigation

Take advantage of opening more than one tab when using Workday to see different screens at the same time.

Open another tab within a browser by navigating to the top of the browser screen – above the tool bar of your browser. Most browsers will have a plus sign (+) that you can select to open a new tab. Type in “Workday.uchicago.edu” in the newly opened tab to log in to Workday.

If you are already using Google Chrome, you can accomplish the same thing by opening an Incognito Window. This allows you to open Workday in two windows without opening a different browser. When in Chrome, click on the controls button at the top right of the window (the icon with the three horizontal lines) and select, New incognito window. Navigate to Workday.uchicago.edu, to log in to Workday within this new window.

Navigation

Using favorites: If you have a frequently visited supervisory organization, report, task, or employee,  you can add these to you Favorites worklet for quick access.

Open your Favorites worklet on your homepage, click on the settings wheel in the upper right hand corner of the screen and select Manage Favorites.  You can add business objects (supervisory organizations and workers) to your favorites or you can add reports and tasks.

General

Remember, each Workday process (i.e. Hire, Add Job, Change Job) is made up of sub-processes.

When a step is submitted or approved in a process, the next sub process will appear in your inbox labeled with the name of the sub process.   It is important to take action on the items in your inbox as soon as possible.  If you do not need to complete the step, you can skip the step (i.e. if you will not be assigning Period Activity Pay to the worker during the Hire or Add Job process).
Note: To skip a task, you can click “Skip” when the tasks appears on the screen or, you can open the task in your inbox, select the grey gear wheel in the upper right hand corner of the inbox task and in the actions from the dropdown, select “Skip This Task.”

If the next step in the process is meant for another role to complete, such as your Budget Partner of Associate Dean, you will not be able to continue with the business process until those individuals have taken action on the process.   See the Worker History section of the worker profile to determine where the business process is currently standing (see tip #4).


January 12, 2015


Employee Self Service

When adding or updating state tax withholdings, ensure that the employee completes and uploads the accompanying State W-4 Withholding form. If no action is taken with the State W-4, the person will be defaulted to single marital status and zero allowances.

I-9 Reverification

When an employee needs to reverify his/her I-9 documents, instruct them to select the Complete Form I-9 Document Reverification task in Workday.

If an I-9 form re-verification is required, the employee must initiate this process in Workday. The process is exactly the same as the Onboarding I-9 process, except when the HR Partner indicates the hire date, the actual hire date can be used without an "overdue reason." Workday does require that employees and HR Partner complete the I-9 in its entirety. Previously, only completing Section 3 was required.

Note: HR Partners are required to see the original documents again and if using an Employment Authorization Card, the A# is located on the back of the card.

Navigation

When using the search bar in Workday, you can set your preference to search All of Workday to ensure you are retrieving the most results. This can come in useful when searching for a terminated employee or a pre-hire.  

To set your search preferences, click on the circle next to your name at the top right hand corner of the screen and select 'My Account' from the drop down menu.  From here, select 'Change Preferences'.  About half way down the page, you will see the Search Preferences section.  You can select All of Workday or another search category.