Workday Weekly Updates

Workday Training Changes – Week of September 30, 2019

  • Updated Job Aids
    • Managing Supervisory Organizations – added information about future dating
    • Onboarding – eliminated the need for HR Contact to trigger Add Additional Data Event
    • Onboarding Processes by Security Role – eliminated the need for HR Contact to trigger Add Additional Data Event
    • Hire – eliminated the need for HR Contact to trigger Add Additional Data Event
  • Retired Job Aid
    • Maintain Payroll Limit Override – new report created for Workday Services to monitor the process and communicate with members
  • Video Help
    • Job Application Process for Managers (canceled) – interview process will likely change; video production has ceased
  • WebEx Decks / Recordings
    • Spotlight on Security Roles – deck now available
  • New eLearning
    • Guardian I-9 Administrator – on TrainTraq (for those who need an Admin role in Guardian)
    • Security Role Overview – in que
    • Staffing – in que
    • Recruiting – in que
    • Time and Absence – in que
    • Performance – in que
  • Updated eLearning
    • Working in Workday – in revision

Workday Training Changes, Week of September 9, 2019

  • New Job Aids
    • Managing Reassign Task – outlines the activities for Security Partners to proactively use the Reassign Task business process to reassign a task in another user’s inbox when the user is on vacation, unavailable or other reasons as deemed appropriate by the member. Information is also provided on managing tasks that have been requested by other security roles and require a review by the Security Partner
    • Certify Dependents – outlines the activities for Benefits and Retiree Partners to certify dependents, including grandchildren for the purpose of adding Benefits coverage
  • Updated Job Aids
    • Onboarding – tobacco usage question now asks about spouse; social security number required for certain employees
    • Change Benefits (Life Event) – tobacco usage question now asks about spouse
    • Complete Open Enrollment – tobacco usage question now asks about spouse
  • New Video Help
    • Job Application Process for Managers (in development) – takes the manager through the job application process all the way to ready for hire
  • WebEx Decks / Recordings
    • Ready to Retire – deck available
  • New eLearning
    • Security Role Overview – in que
    • Recruiting – in que
    • Performance – in que
    • Time and Absence – in que
  • Updated eLearning
    • Working in Workday – in revision

Workday Training Changes – Week of August 19, 2019

  • New Job Aids
    • Change Benefits (Tax Deferred Annuities) – outlines the activities for an Employee to add a Tax Deferred Annuity plan
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

Recent Workday Training Changes

  • New Job Aids
    • Death of Retiree – outlines the activities for a Benefit Partner to complete a Change Benefit Event business process for a retiree with the reason of death
  • Updated Job Aids
    • Manual Advance – updated the title to Manual / Mass Advance
    • Request One-Time Payment – updated to clarify how effective dates and scheduled dates work for one-time payment requests and multiple one-time payment requests
    • Dependent Event (Benefits Partner) – corrected errors in the stated process
    • Enter Time Off for Your Employee – made adjustments to account for two new time off plans given system regulation updates
    • Maintain Accrual – made adjustments to account for two new time off plans given system regulation updates
    • Managing Time Off Requests – made adjustments to account for two new time off plans given system regulation updates
    • Manage Your Certifications and Licenses – made adjustments to account for two new time off plans given system regulation updates
    • Manage Certifications and Licenses for Your Employee – made adjustments to account for two new time off plans given system regulation updates
    • Manage Your Personal Information – updated to add a note that nationality is required; it was not required before and if this business process is initiated the user will receive an error if left blank
  • Updated Quick Reference Guide
    • Custom IDs for Benefits – added a new custom ID: Ready to Retire, which will be added to a worker record when an employee meets with a retiree or Benefits Partner and confirms TAMUS retirement eligibility; this allow triggering of the retirement benefit event prior to the termination event, so billing can be set up sooner and the employee can make their elections while still at work
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

Workday Education Changes

  • New Job Aids
    • Complete Open Enrollment for Your Employee – created a job aid specifically for the Benefits and Retiree Partners who may be completing the task on behalf of someone else
    • Complete Alternate Open Enrollment for Your Retiree – focuses on how to support the Retiree that wants to make a change in medical plan during Open Enrollment
  • Updated Job Aids
    • Return to Retire – complete overhaul to make corrections
    • Complete Open Enrollment – updated to separate out to be solely for the Employee and added information for new surcharge for tobacco products
  • Quick Reference Guide
    • Job Classifications – coming soon
  • Updated Quick Reference Guide
    • Change Job Reasons – added new job classification Exposure Risk training
  • Webinars
    • Managing Merit in Workday – deck / recording / QA
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress
  • Updated eLearning
    • Working in Workday – ready and posted
    • Complete Open Enrollment (Employee and Retirees) – ready and posted
    • Complete Open Enrollment (Benefit and Retiree Partner) – ready and posted

Workday Release Notes for June 20, 2019

  • Staffing
    • Employee Position Description report can now return all Position Descriptions in an Organization, Job Profile, or still by list of Workers because the “Worker” prompt is no longer required; columns for Company and Primary Position flag were added
    • Updated instructions on finding the Government ID in the TO DO:  Employee Onboarding Process is Complete
    • Provided additional instruction on use cases in the Change My Business Title business process
  • Security
    • The Business Executive View Only security role allows visibility to employee information in Workday to support business activities of a division-level vice president or college-level dean; this allows organization management hierarchy, including data and events for position, recruiting, costing allocation, staffing, compensation, performance review, time off, absence and longevity status; the role is assigned to a Supervisory Organization without inheritance to assure only intended visibility is granted

Workday Education Changes – June 6, 2019

  • New Quick Reference Guide
    • Job Classifications – coming June 19
  • Webinars
    • Spotlight on Open Enrollment – deck and recording
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress
  • Updated eLearning
    • Working in Workday – under review for improvement
    • Complete Open Enrollment (Employee and Retirees) – preparing for this years’ open enrollment
    • Complete Open Enrollment (Benefit and Retiree Partner) – preparing for this years’ open enrollment

Workday Updates – June 6, 2019

  • Compensation – multiple One Time Payments can now be requested in the same business process

Workday Education Changes

  • New Job Aids
    • Managing Your Bank Accounts – describes how to distribute funds over multiple bank accounts
    • Additional Reviewer Evaluates Employee – provides step by step instructions on how the Additional Reviewer participates in the Annual Performance Review Process
    • Additional Manager Evaluates Employee – provides step by step instructions on how the Additional Manager participates in the Annual Performance Review Process
  • Updated Job Aids
    • Complete Performance Review (Staff with Self Eval) – removed steps for additional review and additional manager review to be separated into their own job aids
    • Edit Position Restrictions – employee receives a notification when these are updated
    • Add Awards and Activities – updated overview and changed name to Add Awards and Activities for Your Employee
    • Add Awards and Activities (ESS) – updated overview and changed name to Add Awards and Activities
    • Manage Goals – name changed to Manage Goals for Your Employee
    • Manage Goals (Employee) – name changed to Manage Your Goals
    • Change Benefits for Live Event ESS – name changed to Change Benefits (Life Event)
    • Change Photo (ESS) – name changed to Change Your Photo
    • Change Photo – name changed to Change Photo for Your Employee
    • Edit Worker Additional Data Event (Employee) – updated overview and changed name to Edit Worker Additional Data Event
    • Leave of Absence (Employee) – name changed to Leave of Absence
    • Manage Certifications and Licenses – name changed to Manage Certifications and Licenses for Your Employee
    • Manage Certifications and Licenses (Employee) – name changed to Manage Your Certifications and Licenses
    • Onboarding (Employee) – name changed to Onboarding
    • Request/Correct/Cancel Time Off – name changed to Managing Your Time Off
    • Complete Open Enrollment (ESS and Partners) – name changed to Complete Open Enrollment
    • Enter Adhoc Goals for Employee (Talent Analyst) – name changed to Enter Adhoc Goals for Your Employee
    • Get / Give Feedback on Employee – name changed to Get or Give Feedback on Employee
    • Manage Personal Information (ESS) – name changed to Manage Your Personal Information
    • Manage Work Experience (ESS) – name changed to Manage Your Work Experience
    • Managing Time Off Requests (Manager) – name changed to Managing Time Off Requests
    • Passports and Visa Change (ESS) – name changed to Update Your Passport or Visa
    • Upload My Experience (ESS) – name changed to Upload My Experience
  • Quick Reference Guide
    • Job Classifications – coming soon
  • Webinars
    • Navigate and Customize Your Workspace – deck and recording
  • eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

Important Workday Updates and Reminders

  • The new Workday Services website is now available at tamus.edu/workdayservices or by clicking the “Workday Help” link on your SSO menu.
  • The summer insurance premiums for employees with a less than a 12 month appointment will be deducted this month. For biweekly paid employees, the extra premiums will be withheld on the 2nd biweekly in May. For monthly paid employees, the extra premiums we be withheld on the June 3 pay date. 
  • Employment of Adjuncts/Fixed-Term Faculty and Benefits Eligibility
    • State benefits entitlements are based on the employment agreement between the hiring organization and the person being employed.  If the expectation of employment is that a person will work enough hours and months to be benefits-eligible, then the staffing events and status of the employee must be set up to support benefits-eligibility allowed by state law and system regulations, as well as the configuration in Workday.
    • An employee working in the spring who will not work the next fall, is not entitled to the summer insurance coverage bridging allowed by state regulations.  In that case, the employment agreement must be ended May 31 via termination, particularly if there is not an intention for the employee to work the next spring.  If there is intent for the employee to actively work the next spring, the scheduled hours (FTE%) should be reduced to less than 50% effective June 1 using Change Job.  The Change Job event will then trigger automated benefits actions to stop benefits coverage and deliver the COBRA notification.  This will take advantage of Workday functionality to streamline your workload.
  • Social Security Numbers
    • SSNs are important for financial, tax, employment, payroll and insurance functionality as well as reporting to the state, vendors and federal government. Please help ensure the SSN is added into Workday when a new employee is hired.
  • Termination Reason
    • The Texas State Comptroller’s Office requires all state agencies to report all terminations and the reason. To assure the state-wide reporting is in compliance, please be sure to select the appropriate termination reason in the Termination business process, particularly for transferring employees to another state agency.  If the employee is transferring to another state agency, the reason code should be Voluntary > Transfer to a non-A&M System agency or institution of higher education with no break in service.
  • Costing Allocations during Change Job
    • The onscreen text in the Assign Costing Allocations step during Change Job has been updated to specify that if the employee is transferring to a different unfilled (vacant) position as a result of the staffing event, the Assign Costing Allocation must be done and not skipped. When employing an individual into a different position, the new costing allocation for the worker position must be specified, otherwise the costing will revert to the position restrictions costing level, or if none, the System Member’s default account.

 Workday Training Updates – Week of April 29, 2019

  • New Job Aids
    • Approve Time – provides steps for a manager on how to approve an employee's submitted time both from the Workday Inbox and from the email notification received
  • Updated Job Aids
    • Enter Time – changed title to Enter Time for Your Employee
    • Job Application Process (Manager) – updated to be consistent with changes in the partner job aid
    • Job Application Process – updated entire overview section and changed the Ready for Hire section based on the reorganization change that went into production regarding the questionnaires
    • Add Additional Job – added bullet about overtime pay
  • New Quick Reference Guide
    • Managing the Merit Process – guides Merit Partners on how to plan for merit prior to initiation and how tasks need to be completed during merit and after the merit process has finalized
    • Reading Your Workday Payslip – provides an overview of how to read a Workday payslip
    • Job Classifications – Coming Soon!
  • WebEx Decks / Recordings
    • Managing Organizations – deck
  • New eLearning
    • Security Role Overview – In Review
    • Recruiting – In Progress
    • Performance – In Progress
    • Time and Absence – In Progress

Workday Update – May 2, 2019

  • Compensation
    • In Progress Compensation Changes Report Updated – merged into the Compensation Changes report which has the ability to run for only In Progress workflow states; the In Progress Compensation Changes report will no longer be available to reduce the number of duplicate reports (HR Contact, Compensation Partner, Faculty Partner, Graduate Studies Partner, HR Partner, Merit Partner, Payroll Partner, Research Partner)
  • Benefits
    • Disability Status Field Updated – employees are no longer able to edit their disability status at any time; only System Benefits Administration (SBA) should be updating the Disability Status field; SBA will update that status once all the documentation is provided (Employee, Benefit Partner)
  • Payroll
    • Missing Costing Allocation Report updated – modified to correctly return costing fixes needed when a future effective date is entered; before, the report was giving more records than was necessary (Manager, HR Contact, Benefit Partner, Compensation Partner, Department Head, Executive Approver, Faculty Partner, Graduate Studies Partner, HR Partner, Payroll Partner, Research Partner, Sponsored Research Services)
  • Reporting
    • Cost Allocations for Position Restrictions Report updated – now available for those with the HR Contact and Payroll View Only roles (HR Contact, Payroll View Only)
  • Staffing
    • Change Job Business Process updated – the onscreen text for error messages on the initiation steps in the Change Job business process to provide more information about how to resolve the issue before the step can be submitted (Manager, HR Contact, Faculty Partner, HR Partner)
    • Legal Name Change Business Process updated – a notification will be sent to the HR Contact security role when a Legal Name Change is approved and initiated outside of the Onboarding business process (Employee, HR Contact)

Workday Update – April 25, 2019

  • Absence Management
    • Termination business process updated – sick time now automatically adjusts to zero, 30 days after termination (Absence Partner)
    • New report – Time Off Balance for Terminated Employees – is available to return time off balances for terminated employees (Absence Partner, HR Partner)
  • Compensation
    • When rolling out Merit, members can now include or exclude a worker’s Additional Job from getting Merit (Manager, HR Partner, Merit Partner)
    • Workday now has the ability to use Projects as a Worktag when adding One Time Payments for employees; prior to the release of Workday 32, only TAMU Cost Center was allowed as a Worktag when adding One Time Payments (Manager, HR Partner, Payroll Partner)
  • Staffing
    • Change Job business process updated – improved the onscreen text for error messages on the initiation step to provide more information about how to resolve the issue before the step can be submitted (Manager, HR Contact, HR Partner)

Workday Training Changes – Week of April 15, 2019

  • Updated Job Aids
    • Add Additional Job – switched the order of Change Organizations and Propose Compensation to match the order of the Hire business process
    • All Performance Review Templates – adding important information regarding adding goals during the performance review process
    • Leave of Absence (Place or Return Worker) – removed step for security administrator to review user-based security roles when an Employee goes on Leave or Returns from Leave
    • Request One-Time Payment – notes about not using projects for worktag removed
  • New Quick Reference Guides
    • Holiday Paid Time Off – describes eligibility and how these days are handled for the various employee types
    • Reading Your Workday Payslip – in review
    • Job Classification – coming soon
  • WebEx Decks / Recordings
    • Welcome to the Hub – deck and recording
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

Workday Update – April 18, 2019

  • Absence Management
    • Absence Partner View All Worker Time Off report now has a prompt for “Status” (Absence Partner, HR Partner)
  • Compensation
    • The merit template has been updated to include Merit %, Additional Adjustment %, One Time Lump Sum and Promotion Information Salary will be limited to two decimal places; redesigned administrative steps configure and distribute merit pools; Merit Partner constrained security group is now used to get inbox items for Merit (Manager, HR Partner, Merit Partner)
  • Benefits
    • VALIC has changed to AIG Retirement Services (Employee, Benefit Partner)
  • Payroll
    • Improved security to protect employee payroll and bank account information in the View Check Register and View Direct Deposit reports so it is only available to the Payroll Partner and Payroll View Only role; limiting access to only these roles is based on the functional need to perform job duties; the Check Register by Supervisory Organization report is no longer available, use the View Check Register report instead (HR Contact, Payroll Partner, Payroll View Only)
  • Staffing
    • The following Change Job business process changes, implemented on April 4, 2019, have been removed
      • Added a rule to the Change Job business process when Position Title Change is submitted for Student Workers to route for approval by Manager and does not require review by HR Partner; the rule will prohibit other changes to the job except for the position job title (Manager, HR Contact, HR Partner)
    • Re-ordered the sub-processes Change Organization Assignments and Propose Compensation Hire in the Add Additional Job business process so the steps are now in the same order as the Hire business process; this improves the user experience and eliminates unnecessary differences between similar business processes (Manager, HR Contact, HR Partner)
  • Time Tracking
    • Timekeepers are now able to run the View Workers Time Eligibility report (Timekeeper)

Workday Training Changes – Week of April 1, 2019

  • New Job Aids
    • Dependent Event (Benefit Partner) – guides the Benefit Partner through the process of verifying a newly added dependent
    • Manage Your SSN (and Other Government IDs) – replaced by Change Government IDs; provides information on how to verify the national ID and how to change government IDs
    • Add Coverage to New Dependent – guides the employee through setting up a new dependent and adding coverage to the dependent
  • Updated Job Aids
    • Edit Position Restrictions – updated the security roles that can initiate this business process; Department Head was removed
    • Manage Licenses and Certifications – added information that only the Absence Partners could run the All Time Off Plans report
    • Enter Time Off – updated based on the recent change that any time off request that was FMLA, Parental or Emergency time off would also require the approval of the Absence Partner
    • Request, Cancel, Correct Time Off – updated based on the recent change that any time off request that was FMLA, Parental or Emergency time off would also require the approval of the Absence Partner
    • Managing Time Off Requests – updated based on the recent change that any time off request that was FMLA, Parental or Emergency time off would also require the approval of the Absence Partner
  • Retired Job Aids
    • Change Government IDs – replaced by Manage Your SSN (and Other Government IDs)
    • Dependent Event (ESS) – replaced by Add Coverage to New Dependent; Dependent Event (Benefit Partner)
  • New Quick Reference Guides
    • Performance Review Reports – lists the reports that are useful during the performance review process and provides a brief explanation for each
    • Holiday Paid Time Off – in development
    • Reading Your Workday Payslip – in development
    • Job Classification – coming soon
  • WebEx Decks / Recordings
    • Verify National ID – deck only
    • Spotlight on Summer Premiums – deck, recording and Q&A
  • New eLearning
    • Security Role Overview – in review
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

 Workday Update – April 4, 2019

  • Absence Management
    • Absence Partner security role will now receive an approval step after the Manager approves time off requests or corrections to FMLA, Parental, or Emergency time offs (Absence Partner)
  • Compensation
    • Merit Partners now have access to the Compensation Changes report; this report helps identify compensation changes made after the Position Budgeting takes a snapshot of compensation data from Workday; after the Merit process is finalized, this report may be used to validate the merit awards entered in Workday (HR Contact, Compensation Partner, HR Partner, Merit Partner)
    • A new report, In Progress Merit Review Process-Search Employees, is available to return employee merit adjustment data for In Progress compensation reviews; this report will allow for Excel export of all records and not be limited to the 500 records limit experienced during Merit processing in 2018 (Manager, Merit Partner)
  • Payroll
    • The Workers Costing Allocations report now includes columns for ADLOC and Supervisory Organization (Manager, HR Contact, HR Partner, Payroll Partner, Research Partner, Sponsored Research Services View Only, Department Head)
  • Recruiting
    • The Recruiting Coordinator security role is now able to request a one-time payment during the Offer stage of the Recruiting process (Recruiting Coordinator)
  • Staffing
    • Workers with Other IDs report now includes a column for the Custom Identifier Ref ID that is used for batch purposes only (Absence Partner, HR Contact, Timekeeper, I-9 Processor, Benefits Partner, Faculty Partner, HR Partner, I-9 Partner, Payroll Partner)
    • Added a rule to the Change Job business process when Position Title Change is submitted for Student Worker to route for approval by Manager and does not require review by HR Partner; the rule will prohibit other changes to the job except for the position job title (Manager, HR Contact, HR Partner)

 Workday Update – March 28, 2019

  • Reporting
    • Workers Costing Allocations report now includes columns for ADLOC and Supervisory Organization (HR Contact, HR Partner, Payroll Partner)
  • Staffing
    • A new report, Job Classifications on Job Profile and Position, is now available; it lists employees in specific Job Classification and Company; it also shows if the job classification is an override on the position versus inherited from the job profile (HR Contact, HR Partner, Compensation Partner, Payroll Partner, Recruiting Partner)
    • Updated calculation field that was causing a hard-stop in payroll steps for Change Job and Add Additional Job business processes related to a calculation for termination date (HR Contact, Manager, HR Partner, Payroll Partner)
    • Removed the Department Head security role as an initiator for Create Position and Edit Position Restrictions business processes; HR Contact, HR Partner, Manager and Management Chain security roles continue to have initiation permissions (HR Contact, Manager, HR Partner)
    • Updated I-9 Processor security role to view business processes they have a step related to employing transactions for I-9 purposes (Hire, Change Job, Add Additional Job, Edit Other IDs); updated I-9 Processor and I-9 Partner security roles to view student worker and graduate assistant worker types protected by FERPA (I-9 Processor, I-9 Partner)
    • A new job classification, Graduate Assistant Type, was added to job profiles for graduate assistant jobs (HR Contact, HR Partner, Graduate Studies Partner)
      • N for Graduate Assistant Non-Teaching
      • R for Graduate Assistant Research
      • G for Graduate Assistant Teaching
    • In the passport type values for Regular, Diplomatic and Official, removed the text regarding the colors maroon, blue or black in parenthesis; the color of the passport is not always consistent or easy to determine and sometimes contributed to users selecting the wrong passport type (HR Contact, I-9 Processor, HR Partner, Benefits Partner, I-9 Partner, Payroll Partner, Retiree Partner)
    • Updated the job classification name ‘Longevity Eligible’ to ‘Longevity Pay Eligible’ to more accurately describe the purpose of the job classification and to be similar to the name Hazard Duty Pay Eligible (HR Contact, Payroll Partner)

Workday Update – March 21, 2019

  • Absence Management
    • Request Time Off, Correct Time Off, Request Leave of Absence and Request Return from Leave of Absence business processes have been updated for steps to route to the Manager and other roles based on the employee’s primary position only (Absence Partner, Manager, Benefit Partner, HR Partner)
  • Payroll
    • TRS Annual Statement report is now available in the Pay worklet for TRS participants to track their annual contributions (Employee, HR Partner, Payroll Partner)
  • Safety Incident Tracking
    • Removed the Treatment Disposition section under the Involved Party Nature of Injury / Illness in Report Safety Incident (Manager, Safety Partner)
  • Staffing
    • The step titled “TO DO: Complete W-4 in GLACIER and Submit to Payroll” in the Onboarding business process has been renamed to “TO DO: Complete GLACIER Registration and Submit GLACIER Paperwork to Payroll” to clarify the purpose of the TO DO (HR Contact, HR Partner, Payroll Partner)
    • Moved the ‘Congratulations on your employment within The Texas A&M University System’ notification, sent to new hires, from the TO DO: Get UIN and edit the Employee ID step to the Assign Pay Group step in the Hire business process; this change delivers Onboarding preparation information to the new hire closer to the time Onboarding starts (HR Contact, HR Partner)
    • Changed the job application to allow candidates to enter middle name and suffix in Legal Name (Manager, HR Contact, Recruiting Coordinator, HR Partner, Recruiting Partner)
    • Updated condition rules on the “TO DO: Employee is a rehire; do they qualify for restoration of Sick Time Off?” in the Onboarding business process to trigger only if the employee is a rehire within a year as specified by System Policy (Manager, Absence Partner, HR Contact, HR Partner)
    • Created a new job classification group to differentiate and categorize the graduate assistant job profiles (HR Contact, Faculty Partner, Graduate Studies Partner, HR Partner, Recruiting Partner)
      • N for Graduate Assistant Non-Teaching
      • R for Graduate Assistant Research
      • G for Graduate Assistant Teaching
    • Added validation to Hire, Add Additional Job and Change Job business processes so scheduled hours must be 40 hours if time type is Full Time and less than 40 hours if time type is Part Time to eliminate user errors (Manager, HR Contact, Faculty Partner, Graduate Studies Partner, HR Partner, Payroll Partner)
  • Time Tracking
    • Time Entry template will now display an employee’s Business Title instead of the Position; this will help employees with multiple positions with the same title (i.e. student assistant) distinguish between them when entering time (HR Contact, Timekeeper, Payroll Partner)

Workday Update – March 7, 2019

  • Payroll
    • Pay Calculation Results for a Period Report now has the following columns available (HR Contact, HR Partner, Payroll Partner)
      • Hours for Calculation (for Regular Hours)
      • Rate for Calculation (for Regular Hours)
      • Pay Rate Changed during Pay Period? as a flag indicator noting a compensation change during the period
    • Staffing
      • Hire business process updated - removed the Notification Details that included a link back to Workday in the ‘Congratulations on your employment within The Texas A&M University System’ notification that goes to the employee during the Hire business process (HR Contact, HR Partner)
      • Change Job business process updated – the Change Benefit Elections step was updated removing the time type (Full Time or Part Time) condition as time type does not determine benefit eligibility (HR Contact, Benefits Partner, HR Partner)

Workday Training Changes - March 21

  • New Job Aids
    • Managing Your Inbox Filters – provides detailed instructions on how to create a filter in the Workday inbox as well as how to set a default filter in your account settings
    • Set Up Benefits to Begin Prior to SGIP – overviews the new process for setting up benefits for those employees who would like to begin benefits prior to their SGIP date
    • IN REVIEW:  Dependent  Event (Benefit Partner) – guides the Benefit Partner through the process of verifying a newly added dependent
    • IN REVIEW:  Add Coverage to New Dependent – guides the employee through setting up a new dependent and adding coverage to the dependent
  • Updated Job Aids
    • Hire Employee – added information about when the New Employee receives information on accessing SSO
    • Manage Licenses and Certifications – added information that only the Absence Partners could run the All Time Off Plans report
  • New Quick Reference Guides
    • IN DEVELOPMENT:  Holiday Paid Time Off
    • COMING SOON:  Job Classifications
  • Updated Quick Reference Guides
    • Onboarding Processes by Security Role – added information about when the New Employees receives information on accessing SSO
  • WebEx Decks / Recordings
    • Workday 32 Preview – deck and recording
    • Workday 32:  Spotlight on Recruiting – deck only
    • Spotlight on Performance – deck only
    • Managing Reassign Task – deck only
  • New eLearning
    • IN REVIEW:  Security Role Overview
    • IN PROGRESS:  Recruiting
    • IN PROGRESS:  Performance
    • IN PROGRESS:  Time and Absence

Workday Training Changes – February 15, 2019

  • New Job Aids
    • Set Up Benefits to Begin Prior to SGIP (under review)
  • Updated Job Aids
    • Contract Contingent Worker – added information about the contingent worker becoming an Employee and how it works
    • Convert to Employee – added information about the contingent worker becoming an Employee and how it works
  • New Quick Reference Guide
    • Summer Appointments – provides guidance for making additional appointments for faculty and graduate assistants during the summer months to avoid a disruption to benefits for the Employee
    • Holiday Paid Time Off (in development)
  • New eLearning
    • Security Role Overview (in review)
    • Recruiting (in progress)
    • Performance (in progress)
    • Time and Absence (in progress)

 Workday Update – February 28, 2019

  • Absence Management
    • Time Off Results Summary-TAMUS is a new report available which is similar to the Workday delivered Time Off Results Summary report but contains organization information and splits the first and last name into separate columns (Absence Partner, Manager, Department Head)
  • Compensation
    • Business Process Transactions Awaiting Action Report Updated (HR Contact, Benefits Partner, Compensation Partner, Graduate Studies Partner, HR Partner, I-9 Partner, Merit Partner, Payroll Partner, Recruiting Partner, Research Partner, Retiree Partner, Workers’ Compensation Partner)
      • New prompts include In Progress Merit BPs Only and Employee Type
      • New columns available on this report include Transaction Status, Employee Type, Job Profile, Worker has Additional Jobs
    • Staffing
      • Change Job business process updated to add routing to the Executive Approver security role for approval for the reason of Data Change: Position Reclassification of Staff worker type (HR Contact, Manager, HR Partner, Executive Approver)

Workday Training Changes – February 18, 2019

  • New Job Aids
    • SGIP for New Hires – coming soon
  • New Quick Reference Guide
    • Summer Appointments – in revision; provides guidance for making additional appointments for faculty and graduate assistants during the summer months to avoid a disruption to benefits for the Employee
    • Holiday Paid Time Off – in development
  • WebEx Decks / Recordings (available on Workday Help)
    • SGIP for New Hires – deck only

Workday Update – February 21, 2019

  • Absence Management
    • Absence Partner View All Worker Time Off Report updated to include Primary Position and Primary Position FTE (%) (Absence Partner)
  • Compensation
    • Compensation Changes Report updated to include Employee Type and Job Profile (HR Contact, HR Partner, Compensation Partner, Payroll Partner)
  • Reporting
    • Employees with Annual Work Period Ending May 31 through August 31 Report updated to include an “Effective as of Date” prompt to allow future hires to show on the report if a future date is entered (HR Contact, HR Partner, Compensation Partner, Payroll Partner)
  • Staffing
    • Contact and Personal Information Change Business Process events that are in progress can be canceled by the Employee as Self and Contingent Worker as Self security roles; this gives workers the opportunity to manage their own data and minimizes conflicts with the events in Onboarding (HR Contact, Manager, HR Partner)
    • Hire Business Process updated to move the ‘Congratulations on your employment within The Texas A&M University System’ notification sent to new hires from the initiation of Onboarding step to the TO DO: Get the UIN and edit the Employee ID step in the Hire business process; text was updated to clarify when new hires should start their Onboarding; these changes will get Onboarding preparation information to the new hire earlier (HR Contact, Manager, HR Partner)
    • Onboarding Business Process modified help text in the TO DO: Employee Onboarding Process is Complete to include further instruction on how to verify Government ID was entered by the employee (HR Contact)
    • HR Contact security role updated to edit the custom Other ID “Faculty Appointment Months” using the Edit Other ID business process (HR Contact, HR Partner)
    • Position ID Numbers updated to a “P-“ and six digit format for newly created positions in Workday to avoid conflicts with the numbering system used for PINs prior to Workday (all security roles)
    • Job Classification value of Staff was added to the existing Job Classification Group Faculty Rank to assign to Job Profiles rather than having a null value (HR Contact, HR Partner, Graduate Studies Partner, Faculty Partner, Compensation Partner, Payroll Partner)

Workday Training Changes – February 11, 2019

  • Updated Job Aids
    • Maintain Accrual – updated the important information section to point out that certain time off plans require that a certification be set up for the employee in Workday
    • Manage Certifications and Licenses (Employee) – minor instructional edits to be consistent with changes made to security role version
    • Mange Certifications and Licenses – updated overview to call out why the Absence Partner is included; updated the important information section to specify that the business process does not route to the Manager when initiated by the Absence Partner
  • New Quick Reference Guide
    • Report No Show – describes various guidelines for the Report No Show process, impacts on recruiting and reports available
    • Summer Appointments (coming soon) – provides guidance for making additional appointments for faculty and graduate assistants during the summer months to avoid a disruption to benefits for the Employee
    • Holiday Paid Time Off (coming soon)
  • WebEx Decks / Recordings (available on Workday Help)
    • Summer Appointments for Faculty and Graduate Students, Part 2 – deck and recording and Q&A
  • New eLearning
    • Security Role Overview (in progress)
    • Recruiting (in progress)
    • Performance (in progress)
    • Time and Absence (in progress)

Workday Training Changes – January 28, 2019

  • New Job Aids
    • Report No Show – describes the process for the initiator and HR Partner to complete the business process and things to consider; includes information on Recruiting actions given the individual goes back to being a candidate on the requisition if they were hired via recruiting
  • New Quick Reference Guide
    • Report No Show – in progress; describes situations for when this business process is most appropriate and gives more information on how it impacts recruiting
    • Holiday Paid Time Off – coming soon
  • WebEx Decks / Recordings (available on Workday Help)
    • Summer Appointments for Faculty and Graduate Students, Part 1 – deck and recording p
    • Report No Show – deck only
  • New eLearning
    • Security Role Overview – in progress
    • Recruiting – in progress
    • Performance – in progress
    • Time and Absence – in progress

Workday Update – January 31, 2019

  • Absence Management
    • Vacation accrual updated so that retiree service months are only referenced for periods after retirement date; if the vacation payout was not completed prior to an employee returning as a working retiree, the vacation accrual was recalculating vacation accruals based on the new retiree service months (Absence Partner)
  • Benefits
    • My ACA Forms” button was added to the Benefits worklet to give employees access to their 1095-C Form for tax reporting (Employee, Benefits Partner)
  • Recruiting
    • The Recruiting candidate grid has been updated to show the eligible for rehire status and no show status of previous employees and candidate (Manager, Recruiting Coordinator, Recruiting Partner)
    • The reason “Hired – No Show” has been added to the Recruiting disposition list (Manager, Recruiting Coordinator, Recruiting Partner)
  • Reporting
    • The Employees Missing Costing Allocation report has been renamed to Missing Costing Allocation; the report now includes all positions that have no active costing (previously if the position had expired costing, it was excluded); additionally, visual flags were added to indicate when FAMIS default accounts or Encumbrance is impacted by the position costing (Manager, Department Head, Executive Approver, HR Contact, Benefits Partner, Compensation Partner, Faculty Partner, Graduate Studies Partner, HR Partner, Payroll Partner, Research Partner, Sponsored Research Services)
  • Staffing
    • A new version of Onboarding Status Summary – TAMUS report is available with the additional columns such as Is Terminated, Employee Type, Employee ID; prompts added include Active Workers Only, Terminated Workers Only, Organization Types, Subordinates (HR Contact, Benefits Partner, HR Partner, I-9 Partner)
    • Added the Report No Show business process so the Hire business process can be rescinded when a newly hired employee does not attend their first day of work (Manager, HR Contact, Benefits Partner, HR Partner, Payroll Partner)
    • Updated the Change Job business process routing to Executive Approver
      • Added approval by Executive Approver if reason is Demotion
      • Removed approval by Executive Approver if reason is Promotion for Student Worker or Temporary/Casual worker (Manager, HR Contact, HR Partner)

Workday Training Changes – January 21, 2019

  • Updated Job Aids
    • Job Application Process – two self-identification TO DOs sent to the candidate removed from the Ready for Hire business process
  • New Quick Reference Guide
    • Reasons for Change Job – describes the types of Data Changes and Position Changes that required a Change Job

Workday Update – January 24, 2019

  • Recruiting
    • Internal and External Candidates now have the ability to withdraw their own applications (Employee, Manager, Recruiting Coordinator, Recruiting Partner)
  • Staffing
    • Updated the Instructional Text in the TO DO – Update GLACIER step during the Passports and Visa Change and Personal Information Change business processes. Additionally, the TO DO – Complete W-4 in GLACIER during the Onboarding business process has been updated to indicate that if the necessary paperwork was already submitted, add a note and submit the step, to clarify that no action is needed if it was already done (HR Contact, HR Partner, Payroll Partner)

Workday Update – January 17, 2019

  • Absence Management
    • FMLA and Parental Leaves of Absence have been updated to only reference actual hours worked for the prior 12 months; now that 12 months of payroll exists in Workday, we no longer need to estimate the number of hours worked in the prior 12 months to determine whether the employee qualifies for FMLA (Absence Partner)
  • Recruiting
    • Recruiting Sources are now in alphabetical order on the job application (Recruiting Coordinator, Recruiting Partner)
  • Staffing
    • The new hire notification email, triggered by the Hire Business Process, has been edited to instruct the employee to wait on the Onboarding Inbox tasks before taking action in Workday to update their information (HR Contact, HR Partner)
    • The Personal Information worklet has been removed from the Home page for Pre-Employee and Pre-Contingent Worker groups (new hires with a start date in the future), which will prevent these groups from being able to initiate personal or contact information changes prior to receiving the Onboarding Inbox task (HR Contact, HR Partner)

Updated Report:  Reported Time

Reported Time has been updated to include the position and pay rate information for terminated employees.

Workday Update – January 10, 2019

  • Security
    • The HR Contact and UIN Partner security roles are now able to view public directory information tenant-wide on converted terminated workers to improve visibility into pre-hire records (HR Contact, UIN Partner)
  • Staffing
    • Inactivated Complete Form I-9 and E-Verify process; Employee as Self, I-9 Processor and I-0 Partner can continue to view completed Form I-9 in Workday and access reports based on completed Form I-9; Complete Form I-9 Section 3 continues to be an active business process since E-Verify is not part of the event (I-9 Processor, HR Partner, I-9 Partner, Payroll Partner)

Workday Training Changes – December 17, 2018

  • New Job Aids
    • Job Application Process – original job aid with steps for manager removed
    • Job Application Process (Manager) – original job aid with a complete rewrite from the perspective of a manager that completes tasks a manager has the security to complete
  • Updated Job Aids
    • Manage Delegations – information added regarding how to delete a delegation
  • Retired Job Aids
    • Job Application – replaced by Job Application Process and Job Application Process (Manager)

Workday Update – December 20, 2018

  • Compensation
    • The Total Rewards statement is now available to all active employees at any time through the Payroll Worklet, as well as the Compensation tab on the employee profile; the Total Rewards report is available for the HR Partner security role to view an employee’s statement to assist with questions; the Total Rewards statement is an estimate based on the compensation, insurance, retirement and other benefits plans assigned to the employee on the date the statement is viewed or printed  (Employees, HR Partner)
    • Updated the Request Compensation Change business process so an Allowance Plan must be submitted using monthly frequency as allowances are paid on a monthly basis  (HR Contact, HR Partner, Payroll Partner)
  • Time Tracking
    • Enter Time business process has been updated to prevent a delegate or alternate delegate to approve their own timesheet  (Timekeeper, Payroll Partner)
    • The timesheet warning that triggers when an employee enters more than 10 hours of work or time off on a single day has been updated so that it disregards FMLA time off entered concurrently with paid time off; it will not trigger for instances where 8 hours of FMLA and 8 hours of paid or unpaid time off have been entered on the same date  (Timekeeper)

Workday Training Changes – December 10, 2018

  • New Job Aid
    • Convert to Employee – outlines the process to convert a Contingent Worker to an Employee in a paid position
  • Updated Job Aids
    • Complete Performance Review Attachment Only No Self Eval – updates made to reflect the new attachment feature at the beginning of the review; the confirmation question at the end for the manager that a meeting has taken place prior to submission and visibility over overall rating by the employee
    • Complete Performance Review Attachment Only with Self Eval – updates made to reflect the new attachment feature at the beginning of the review; the confirmation question at the end for the manager that a meeting has taken place prior to submission and visibility over overall rating by the employee
    • Complete Performance Review Faculty – updates made to reflect the new attachment feature at the beginning of the review; the confirmation question at the end for the manager that a meeting has taken place prior to submission and visibility over overall rating by the employee
    • Complete Performance Review Student – updates made to reflect the new attachment feature at the beginning of the review; the confirmation question at the end for the manager that a meeting has taken place prior to submission and visibility over overall rating by the employee
    • Edit Position Restrictions – updated information on routing for Research Partner; improved various aspects to include more information where needed

Workday Update – December 13, 2018

  • Payroll
  • Complete State and Local Withholding Elections Business Process Updated – the Cancel security policy has been added to allow the Benefits Partner, HR Contact, HR Partner and Payroll Partner security roles to cancel in-progress events that are not completed by the employee; this allows an “in pending” status tasks to be canceled for employees that have terminated with the “Complete State and Local Withholding Elections” business process not in a completed status (HR Contact, Benefits Partner, HR Partner, Payroll Partner)
  • Staffing
    • Corrected certain student worker positions to be included in the protected FERPA Non-Disclosure organization (HR Contact, Manager, Graduate Studies Partner, HR Partner)
    • Mass cancel of TO DO steps from previous Onboarding business process; will be completed monthly until the inactive TO DO steps are no longer being triggered through the former Onboarding process (Employee, HR Contact, HR Partner, Payroll Partner)
      • Canceled pending TO DO steps no longer in use due to the redesigned Onboarding business process
      • Canceled pending inbox tasks through November 30, 2018 for the following four TO DO steps:
        • Enroll in Electronic W-2
        • Change 1095-C Printing Election
        • Change My Photo
        • Update Your Education
      • Legal Name Change business process updated to allow the Employee as Self and Pre-Employee as Self security roles to be able to cancel in-progress Legal Name Change business process if it was initiated in error, as noted in the on-screen instructions (Employee, HR Contact, Benefits Partner, HR Partner, Retiree Partner)
      • New ID – Faculty Appointment Letter Months setup to use in Edit Other ID and Edit ID Information business processes to track when an employee position is a 12 month Academic Pay Period but whose Faculty Appointment Letter is initially less than 12 months; the ID can be edited by HR Partner and has three allowed values 9, 10 and 11 and requires an Issue Date (HR Contact, Benefits Partner, HR Partner, Payroll Partner)
    • Time Tracking
      • Enforce Percent Effort validation updated for full-time staff; it will no longer trigger if the scheduled weekly hours are less than 40 at the beginning or end of the pay period or if the employee was changed from hourly to salaried or vice versa during the pay period (Timerkeeper)
      • Payroll Partner Time Summary Review Report updated and renamed to Time Summary Review; employee type was added to the report as a prompt and a column (Timekeeper, Payroll Partner)

Workday Update – December 6, 2018

  • Absence Management (Employee, Absence Partner)
  • State Service plans have been updated
    • Eligibility rules on the Longevity plan were updated so service amounts could be viewed after retirement
    • Accruals for all plans were updated to ensure no more than 30 days are accrued in the month of termination; 1 month defined as 30 days
    • Changes were also made to ensure active retirees properly accrue in the retirement plan
  • New Report – Time Off Balance-TAMUS – developed to display time off accruals, usages and balances in a manner similar to our previous system; the report is available from the Employee Profile; click on Time Off in the left menu and then the “Time Off Balance” tab
  • Benefits (HR Contact, Benefits Partner, HR Partner, Retiree Partner)
    • The TO DO-Change Benefits for Life Event has been removed from the Onboarding business process and added within the Change Benefits for Life Event business process
  • Performance and Goals (Manager, Talent Analyst, Talent Partner)
    • Warning notification added to Performance Review business process reminding Managers to meet with the employee before submitting a performance review in case edits are needed
  • Staffing (HR Contact, Benefits Partner, HR Partner, Retiree Partner)
    • The TO DO-Change 1095-C Printing Option step removed in Add Additional Job, Change Job and Onboarding business processes used for Non-Employee Benefits Only employee type as the 1095-C task has been added to the Change Benefits business processes

Workday Training Changes – December 3, 2018

  • Updated Job Aids
    • Complete Performance Review Staff with Self Eval – updates made to reflect the new attachment feature at the beginning of the review as well as the confirmation question at the end for the manager that a meeting has taken place prior to submission
    • Complete Performance Review Staff with No Self Eval – updated made to reflect the new attachment feature at the beginning of the review as well as the confirmation question at the end for the manager that a meeting has taken place prior to submission
  • New Quick Reference Guide
    • Using Academic Pay Periods – Discusses basic components of Academic Pay Periods, how they should be used and what happens when they are used incorrectly (such as negative impacts to benefits)

Workday Update – November 29, 2018

  • Absence Management (Absence Partner)
    • Length of State Service report and the Overview  State Service tab in the Worker Profile now include Baylor College of Dentistry Service for the employees who have qualified service
    • The name Jury Service/Court Subpoena/Summons time off has been changed to Jury Service/Testimony in Official Capacity
  • Compensation (Employee, Manager, HR Contact, HR Partner, Payroll Partner
    • Updated Teaching in Excess of 100% compensation plan to allow it to be paid as an Allowance in addition to the ability to pay as one-time payment
  • Payroll (Manager, HR Contact, HR Partner, Payroll Partner)
    • Updated Manage Payment Election validations to allow Pre-Employee as Self to select direct deposit of funds after answering Direct Deposit Declaration; moved Manage Payment Election step to be earlier in the Onboarding process alongside the Federal and State withholding election steps
  • Staffing (Manager, HR Contact, Absence Partner, Benefits Partner, HR Partner, I-9 Partner, Payroll Partner, Retiree Partner)
    • Updated the Direct Deposit Declaration text to the following:
      • Will not transfer funds outside the United States: No, I do not have or will not have instructions with my U.S. bank to immediately wire the full amount of my direct deposit to a financial institution outside the U.S.
      • Will transfer funds outside the United States:  Yes, I have or will have instructions with my U.S. bank to immediately wire the full amount of my direct deposit to a financial institution outside the U.S.
    • Removed the Switch Primary Job subprocess from the Add Additional Job business process to reduce errors when the Switch Primary Job subprocess is not used appropriately; Switch Primary Job can be used as a standalone process when necessary; edited the on-screen Help text about primary job and the use of the Switch Primary Job subprocess
    • The following revisions were made to the Onboarding business process:
      • Reordered and grouped steps for better performance
      • Replaced non-mandatory tasks with notifications or documents
      • Added start and stop steps
      • Streamlined security role usage
      • Improved Help text
      • Reduced overall number of steps
    • Added validation rules in Create Position, Edit Position Restriction, Hire, Change Job and Add Additional Job business processes so worker type and job family of the job profile are in sync for Student Worker worker type and Graduate Assistant worker type; this corrects errors in Workday and in downstream systems related to positions that require student-status as a condition of employment, and support compliance with FERPA regulations and protections, System policies on insurance and benefits eligibility, federal tax exemption and other calculations or configurations that rely on accurate worker type and job profile designation; users should assure that jobs requiring student status as a condition of employment are employed in the appropriate student worker or graduate assistant worker type and job profile
  • Time Tracking (Timekeeper)
    • The columns for “Time Off Entry” and “Status” were removed from the following reports:
      • Workers with No Time Entered
      • Workers with Time Entered but Not Submitted
      • Workers with Time Submitted but Not Approved Primary Position
      • Workers with Time Submitted but Not Approved Additional Jobs

Workday Training Changes – November 26, 2018

  • New Job Aid
    • Onboarding (Employee) – guides the new employee on completing the onboarding tasks; it is in the form of a PPT; was previously only circulated via email and not considered a job aid because of the format
  • Retired Job Aid
    • Onboarding Processes by Security Role – replaced by the Onboarding Quick Reference Guide
  • Updated Quick Reference Guide
    • Onboarding – previously named Onboarding (Hire); changes reflect the new streamlined process of onboarding and addition of Change Job and Add Additional Job processes

November 12, 2018 - Workday Training Changes

  • New Job Aids
    • Manage Search Committees – outlines the process for a Recruiting Partner to create a search committee and create or modify a membership of a committee member
    • Mark Pre-Hires for Deletion – outlines the activities for an HR Partner to mark a duplicate Pre-Hire record for deletion; marking a Pre-Hire record for deletion will prevent the record from possible selection during the Hire business process
  • Updated Job Aids
    • Change Job – change of routing from HR Partner to HR Contact for several tasks when the Manager initiates the business process
    • Add Additional Job – Switch Primary Job action item removed from the Add Additional Job business process
    • Switch Primary Job – removed notations that mentioned Switch Primary Job as a subprocess of Add Additional Job

Workday Update – November 15, 2018

  • Compensation (Manager, HR Contact, HR Partner, Compensation Partner)
    • Edited the Request Default Compensation step in the Edit Position Restrictions business process to be required, rather than optional, so that the Default Compensation Change cannot be inadvertently used to make the compensation grade or grade profile different on Position Restrictions than what is on the Job Profile; the change will reduce compensation errors during subsequent staffing events
  • Performance and Goals (Talent Analyst, Talent Partner)
    • Overall Rate will now show on performance reviews; this will allow it to be displayed when printing, prior to Employee Acknowledgment, as well as have it visible to the Employee prior to acknowledging the review
    • Performance Review templates have been updated to allow attachments on all reviews
    • Attachment Only performance review templates have been updated to require a comment verifying an attachment has been uploaded
  • Staffing (Manager, HR Contact, HR Partner, Payroll Partner)
    • Updated permissions to the task – Mark Pre-Hires for Deletion so an HR Partner security role can mark a duplicate pre-hire record for deletion; this will enable members to handle in-house both the cancellation of an in-progress Hire event and marking a duplicate pre-hire for deletion
    • Edited the Change Job business process to trigger the Offboarding Procedure step, Assign Roles – Change Assignments step, Other Onboarding Procedures step, Update Position Restrictions Costing Allocation step and Update Position Restriction Default Compensation step to the HR Contact security Role when a Manager initiates the process instead of the HR Partner security role; the steps will continue to route to the HR Partner when the HR Partner initiates Change Job

November 8, 2018 - Workday Update

  • Payslips have been updated to include all earnings and deductions; employees can view directly on the payslip without having to go to another screen
  • Recruiting (Recruiting Coordinator, Recruiting Partner)
    • Minor Employment Release Form removed from the Ready for Hire business process as a TO DO task; if needed, the form will be done outside of Workday
  • Staffing (Manager, HR Contact, Absence Partner, HR Partner)
    • Edited the Termination business process to trigger the Offboarding Procedures TO DO step and Assign Roles Action step to the HR Contact security role when a Manager initiates the process instead of the HR Partner security role
    • Condition rule added to two TO DO steps in Onboarding; will only trigger to Absence Partner for Faculty or Staff worker type       
      • “Employee is a rehire. Do they qualify for restoration of Sick Time Off?”
      • “Confirm prior state service; update state service plans and time off service date. Update vacation and sick time offs for any balances being transferred in.”

November 5, 2018 - Workday Training Changes

  • Updated Job Aids
    • Termination (Voluntary) – routing changes from HR Partner to HR Contact based on working group feedback; added note about updating default compensation and costing allocations after termination to match those assigned to the Worker who recently filled the position
    • Termination (Involuntary) – routing changes from HR Partner to HR Contact based on working group feedback; added note about updating default compensation and costing allocations after termination to match those assigned to the Worker who recently filled the position; added section on Death

Workday Update – November 1, 2018

  • Absence Management (Absence Partner)
    • The September 2019 period schedule is set up in Workday so carryover balance calculations for the end of the fiscal year can calculate
    • Intermittent FMLA and Intermittent FMLA – Military Caregiver time offs were updated to automatically include holidays in the requested hours; previously, the “Include All Selected Days” box had to be checked to include holidays in the selected time off
  • Compensation (HR Contact, HR Partner, Payroll Partner)
    • Updated payroll calculations for half-month Academic Pay Periods to correctly prorate working days based on the half-month compensation amount for the following Academic Pay Periods

1.5 Month starting July (July 1 – August 15)
1.5 Month starting July 16 (July 16 – August 31)
1.5 Month starting June (June 1 - July 15)
2.5 Month starting June (June 1 - August 15)
2.5 Month starting June 16 (June 16 - August 31)
3.5 Month (September 1 - December 15)
4.5 Month (September 1 - January 15)
4.5 Month starting January (January 1 - May 15)
4.5 Month starting January 16 (January 16 - May 31)
8.5 Month (September 1 - May 15)
9.5 Month (September 1 - June 15)
10.5 Month (September 1 – July 15)
11.5 Month (September 1 - August 15)

  • Staffing (Manager, Absence Partner, I-9 Processor, Timekeeper, HR Contact, Timekeeper, HR Partner, Benefits Partner, Retiree Partner, Faculty Partner, I-9 Partner, Payroll Partner)
    • Fixed condition rule in Change Job business process for new benefits-eligible employees to trigger for benefits eligibility of a student worker transferring to a benefits-eligible worker type and  made other improvements so it does not trigger when there’s no impact to benefits eligibility
    • The Workers with Other IDs and Workers with No Other ID for Specified ID reports were updated to include a column and prompt for the employee type (staff, graduate assistant, etc.)
    • Edited the Hire business process to trigger the Record Background Check and Selective Service steps to the HR Contact security role when a Manager initiates the process instead of the HR Partner security role
    • Edited the Change Organization Assignments steps to trigger the Manager security role when a Manager initiates the business process instead of triggering to the HR Partner security role
    • Edited the End Additional Job business process to trigger the TO DO – Offboarding Procedures and Assign Roles steps to the HR Contact security role when a Manager initiates the process instead of the HR Partner security role
    • The Amend Form I-9 business process was removed due to re-implementing Guardian I-9; any Amend Form I-9 process must be done as a manual edit to the Form I-9 document in Workday and uploaded to maintain in Workday (or other document system), or done through Guardian I-9 as a new Form I-9

October 29, 2018 - Workday Training Changes

  • Updated Job Aids
    • End Additional Job – routing changes for HR Partner and HR Contact
    • Hire – Information added about the use of UIN Manager / UIN Search
    • Complete Form I-9 Section 3 – Amend Form I-9 information removed
    • Termination Involuntary – updated prerequisites section
    • Edit System ID – information added about the use of UIN Manager / UIN Search
    • Termination Voluntary – updated prerequisites section
  • Retired Job Aid
    • Amend Form I-9
  • Updated Quick Reference Guide
    • Form I-9 Processing – removal of information regarding Amend Form I-9

October 25, 2018 - Workday Update

  • Absence Management (Absence Partner)
    • Longevity State Service plan and accrual were updated to account for TAMUS retirees answering the Onboarding benefits question “have you retired…” incorrectly or failing to update it when returning as a working retiree; when this question does not correctly reflect “Yes” as an answer, employees’ vacation accruals are incorrectly calculated based on state service from prior to retirement
  • Compensation (Manager, HR Contact, Compensation Partner, HR Partner)
    • Edited the validation rule in the Request Compensation Change business process so that when proposing a merit increase at least 6 months after a previous merit increase will not trigger an error message
  • Staffing (Manager, HR Contact, HR Partner, Organization Partner)
    • Added Step Help Test for the Change Organization Assignment step in the Hire, Create Position, Add Additional Job, and Change Job business processes
    • Edit functionality to assure that the organization “TAMUS System Member Part” is required for positions as a single assignment as done for Company organization; this is to correct errors in reporting and functionality when users were inadvertently deleting the TAMUS System Member Part or selecting more than one during business processes
    • Edited the Contingent Worker Contract business process to trigger the TO DO – Offboarding Procedure and Assign Roles steps to the HR Contact security role when a Manager initiates the process instead of the HR Partner security role
    • Added validation rule to the Personal Information Change business process to require Date of Birth be a valid date (prior to today’s date and fewer than 100 years ago)

October 22, 2018 - Workday Training Changes

  • Updated Job Aids
    • End Contingent Worker Contract – updated routing for Assign Roles and Onboarding tasks not initiated by HR Partners to go to HR Contact
    • Contract Contingent Worker – updated and added a view more tasks to align with End Contingent Worker Contract
  • New Quick Reference Guide
  • Costing Allocations – discusses the various tasks and TO DOs associated with the Assign Costing Allocation business process that is a sub process of Hire, Change Job, and Termination and more. Also included information on considerations for encumbrances. However, the primary focus of this guide is to give a basic overview of the terminology and comprehensive look at the similarities and differences in the actions that should be taken and implications of incorrect actions
  • Workday Help (SSO) > Use Workday > All Job Aids

October 15, 2018

  • Quick Reference Guide
    • Coming to Workday Help via the SSO menu in the next week: Costing Allocations  – provides information on the tasks and TO DOs received with regards to assign costing allocations as a sub process of other business processes; an overview is provided of definitions of various terminology and impacts to systems when incorrect actions are taken

October 8, 2018

  • Updated Job Aids
    • Add Additional Job – made an update to routing of the Switch Primary Job Task to the HR Contact when the business process is initiated by the Manager
    • Onboarding Processes by Security Role – removed tasks from HR Partner and added them to the HR Contact for mail stop and departmental tasks; also grouped employee Tasks and TO DOs according to how they arrive in the inbox
  • Updated Quick Reference Guides
    • Onboarding (Hire) – removed tasks from HR Partner and added them to HR Contact for mail stop and departmental tasks
  • Updated eLearning
    • Workday in Workday – fixed technical issues provided by user feedback and added the progress bar
  • Future Updates
    • Onboarding and several Staffing business processes
    • No Show business process
    • Quick Reference Guide on Costing Allocations

October 4, 2018

  • Absence Management (Absence Partner, HR Contact, HR Partner, Payroll Partner)
    • Length of State Service report was updated to include columns for job profile and supervisory organization; a prompt for Employee Type was also added
  • Staffing (Benefits Partner, HR Contact, HR Partner, Payroll Partner)
    • Condition rule updated for new benefits eligibility in the Change Job business process to pick up employees who become eligible if only the scheduled hours or Academic Pay Period changes, or when changing from Temporary/Casual or Student Worker to a benefits-eligible worker type or Faculty, Staff or Graduate Assistant; now the Benefits Onboarding Questions are available for the employee to answer and other benefits-related steps trigger as expected
    • Added feature to validate the postal zip code for State selected, if the United States of America is selected in contact information; this is for all records with home address, work address and emergency contact address to reduce postal code errors submitted by users
    • Invalid Phone Number Report – TAMUS is a new report that can be used to identify invalid phone numbers for workers in prompted organizations
    • Updated the condition rule for the TO DO – Rescind TRS in the Onboarding business process to only trigger to the Benefits Partner security role if the employee answered the Benefits Onboarding Questions that they already retired from TRS, ORP or a state-sponsored retirement program such as ERP

September 27, 2018

  • Absence Management (Manager, Absence Partner)
    • The condition rule on the notification triggered during the Request Time Off business process was updated to eliminate a repetitive notification to the Manager  
    • Consulting – Time Off Plan has been changed so that time can be granted to employees and balances can be tracked
  • Compensation (Manager, HR Contact, Compensation Partner, HR Partner, Payroll Partner)
    • Updated Compensation Plan descriptions to include if a plan is configured to be prorated during calculation
  • Recruiting (Recruiting Coordinator, Recruiting Partner)
    • Offer Letter language has been updated with the following:
      • Removed reference to University and replaced with member name
      • Removed the statement “You will be provided with a copy of your position description, which will contain detailed information about the duties of this position, at onboarding.”
      • Removed the statement “Please sign below indicating your acceptance of the terms and conditions of this offer and return.” Replaced with “Please submit this task indicating your acceptance of the terms and conditions of this offer in the comment box provided.”
    • Reporting (HR Contact, HR Partner, Payroll Partner)
      • The Pay Calculation Results for a Period report has been updated to include prompts for showing individuals who have either a Net Pay or Gross Pay of zero. Also, new columns were included to give the Job Profile and Annual Work Period of the position
    • Staffing (Manager, HR Contact, HR Partner)
      • Updated the website link to the Texas Whistleblower Act poster in the documents reviewed in the Onboarding business process
      • The name of the last TO DO step in the Termination business process has been changed to “Edit Workday Account if Future Rehire” to clarify this is a future step. If a terminated employee is rehired 3 years (or more) after their termination date, this step will notify the Workday Security Team to restore the Workday Account of the rehire.

September 13, 2018

  • Absence Management (Absence Partner)
    • The Leave of Absence type “Disability” has been inactivated
  • Compensation (Faculty Partner, Graduate Studies Partner, HR Contact, Merit Partner, Research Partner, Sponsored Research Services View Only, Compensation Partner, HR Partner)
    • The Employee Compensation Details by Job Profile report now includes a column for Company to allow for filtering on the report
  • Security (all security roles)
    • Home page updated – the inbox worklet is no longer on the Home page; users can access their inbox items from the Home page Inbox card or the Inbox icon located at top right of Home page
  • Staffing (HR Contact, HR Partner, Recruiting Coordinator, Recruiting Partner)
    • Termination business process updated to require a response in the revised Eligible for Rehire field

September 10, 2018 - Workday Training Changes

  • Hire job aid updated
    • added note regarding multiple compensation plans for the worker; when hiring a rehire the previous assigned compensation needs to be removed
  • In the works
    • Quick Reference Guides for Costing Allocations and Academic Pay Period
    • eLearning for Security Roles
    • Introductory video for new Employees prior to completing Working in Workday training