- Time Entry Guidance for 10/29-11/4
- Training Refresher: I-9s and the “Edit Government ID” Step
- Virtual Lab Friday: Time-Related Issues
- Guidance on How to Handle the Secondary Questionnaire on Job Requisitions
- Background Check To Do Step in the Offer, Hire, Change Job and Add Job Business Processes
- Request to Reassign a Task Not Available
- DEFINE Codes Can Only Be Added When the BP Has Reached Approval
- Release Notes
- “Workday Mobile” by Moody College of Communication
Time Entry Guidance 10/29-11/4
Whether an employee over-estimated time, under-estimated time, or forgot to enter time 10/29-10/31, the employee should use time entry in Workday 11/1-11/4 to enter time to ensure total hours worked for the week are correct. Employees should add comments on this week to explain the distribution of hours. Please note, for this week only, entering more or less time on a later day within the week is an acceptable way to make adjustments if previous estimations need correction.
For example, if the employee estimated 8 hours worked on 10/31 but only actually worked 6 hours, the employee would enter 2 less hours worked on 11/1.
More guidance can be found at https://workday.utexas.edu/timesheets
More examples can be found in the askUS knowledge article on this subject.
Training Refresher: I-9s and the “Edit Government ID” Step
Many I-9 Partners are incorrectly submitting the step titled “Edit Government IDs” without entering a Social Security Number (SSN). This step occurs during the Hire process and is our method for collecting an SSN for the new hire’s record.
To enter an SSN, click the plus sign (+) on this screen to generate an additional row to enter the SSN. See slide 5 of the I-9 Partner training presentation for a screen shot of the Edit Government IDs step.
When the I-9 Partner clicks “done” without generating this line and entering the SSN, it generates a request to Payroll Services for a temporary SSN. This should only happen in the case of an employee who does not yet have an SSN.
Additionally, it is important for I-9 Partners to complete the “Edit Government ID” step promptly when it appears in their Inbox or in the business process within Workday.
Additional training materials can be located on the Recruiting and Onboarding Training page.
For help with Workday, visit https://workday.utexas.edu/help
Virtual Lab Friday: Time-Related Issues
This week’s Virtual Lab will focus on timekeeping and the most common time-related questions coming into the Workday Help Desk. Users are also welcome to ask their own time-related questions.
Visit the event page for event details and Zoom link.
Guidance on How to Handle the Secondary Questionnaire on Job Requisitions
Currently when initiators of a job requisition attach a Secondary Questionnaire, the questionnaire does not attach properly as expected. This issue is known and the Workday program is working to correct this. In the meantime, upon review of the job requisition’s Summary section, initiators should click the pencil icon and reattach the missing Secondary Questionnaire.
Background Check To Do Step in the Offer, Hire, Change Job and Add Job Business Processes
The purpose of the background check To Do step is to notify the initiator of these business processes that a background check is required for the position. This step is a reminder to go to the Background Check Administration (BCA) system to initiate the background check. If you think that this To Do was triggered in error, you can contact HR Records at hrsc-records@austin.utexas.edu to determine if a background check is needed.
Request to Reassign Task Not Available
In Workday, users appear to have the ability to Request to Reassign tasks. Even though this functionality appears to be available, UT Austin is not leveraging it. Requests to reassign tasks will route to the Operational Support team but will not be approved. The Workday Program is working with Workday, Inc. to be able to configure this functionality appropriately in the future.
DEFINE Codes Can Only Be Added When the BP Has Reached Approval
For departments who rely on DEFINE Codes, you can add DEFINE Codes to your transactions after the business process has been approved. You cannot add DEFINE Codes to a transaction that is in process.
Workday Release Notes
Now that Workday is live, the program will be issuing daily release notes for the first few weeks of production. Release notes include brief descriptions of fixes, improvements, and new guidance released with links to role-based email communications.
Visit the release notes page for details.
“Workday Mobile” by Moody College of Communication
This is how Moody College of Communication celebrates Workday go live.
Let us know about the creative ways your College, School or Unit has prepared for Workday at workday@austin.utexas.edu.