In This Issue:
- Contingent Workers v. Employees
- Trouble Finding Training Documents?
- Which Report has the Information I Need?
- New and Updated Questions and Answers in the askUS Knowledgebase
- New WIG – “View, Cancel, and Rescind a Business Process Event”
- Upcoming Open Labs
Contingent Workers v. Employees
There are two worker types in Workday: Employee and Contingent Worker. Contingent Workers are not employees. A person cannot be an active contingent worker and an active employee at the same time. Contingent Workers can never be paid in Workday, can never be benefits eligible, and cannot hold more than one job in Workday. As a result of these limitations, CSUs can and sometimes must hire non-employees using the worker type of Employee. For this purpose, we have a Job Family Group Nonemployee and a worker subtype (employee type) of Nonemployee. For contingent workers who are hired as employees or contingent workers who need multiple non-employee jobs, use the Convert to Employee business process.
See the askUS question “What if a contingent worker needs another job?” for more information.
Trouble Finding Training Documents?
Download the All Workday Training Materials – Searchable Spreadsheet and use the built-in filters to narrow your search by:
- Lifecycle – Hire, Employment, Separation
- Role – HR Partner, I-9 Partner, Cost Center Manager, etc.
- Material Type – WIG, WPO, Business Process Flow, etc.
- Area – Time and Absence, I-9, Financials, etc.
Which Report has the Information I Need?
The Searchable Campus Reports List (Excel) provides an easy way to find the report you need. You can select by the type of report, ERP or Workday, workstream, security roles, and keywords.
New and Updated Questions and Answers in the askUS Knowledgebase
askUS is a repository of answers to frequently asked questions about university-wide systems and processes—including Workday—and a great place for users to start when they need assistance.
- What is a Workday Security Role?– Updated
- What level of access do security roles have in Workday?– Updated
- How do I process a one-time payment in Workday?– New
- How do I add a Temporary Additional Duties allowance in Workday?– New
- Do candidates receive notifications when declined or dispositioned out of a job they applied for?– Updated
- How do I use DUO to access my University of Texas at Austin secure information, such as employment records, banking information, and W-2 forms?– Updated
- I used to pay individuals through an OV7 document, how should I pay them now?– Updated
New WIG – “View, Cancel, and Rescind a Business Process Event”
The new Workday Instructional Guide(WIG) “View, Cancel, and Rescind a Business Process Event” will help users find business process events to check their status. It includes advanced guidance in using Worker History. It includes instructions on how to cancel business process events and when to request a rescind for a business process event. It replaces the following Workday Instructional Guides “Check the Status of a Business Process” and “Cancel a Business Process”.
Upcoming Open Labs:
Open, walk-in sessions in which users can bring their transactions with them to initiate in Workday. Labs are broken out by academic transactions and Staff/Student transactions. There will be dedicated Workday resources available to assist and guide users through transactions.
Faculty Summer Jobs open lab will provide guidance on assignment entry, mechanics, and best practice for costing changes, Job Costing Tool usage, salary cap monitoring, retro changes, and how to handle niche cases (i.e., 0% faculty; faculty that don’t work in the spring and/or fall but work in the summer).
Student Summer Jobs will provide in-depth guidance on various options, mechanics, and best practices as it relates to summer employment and summer insurance eligibility for graduate academic student employees.
- May 23 – Open Lab – Faculty & Student Summer Jobs
- June 4 – Open Lab – Faculty & Student Summer Jobs
- June 13 – Open Lab – Faculty & Student Summer Jobs
- June 25 – Open Lab – Faculty & Student Summer Jobs
Open labs are walk-in sessions in which users can bring their transactions with them to initiate in Workday. General labs focus on staff, student, and other general topics. Academic, costing, and security have topic-specific labs. There will be dedicated Workday resources available to assist and guide users through transactions. Depending on the time of year, the lab may focus on specific business processes. Open labs are appropriate for anyone who attended instructor-led training and have an HR, finance, academic, or security role in Workday.
- May 29 – Open Lab – General (Staff and Student)
- June 5 – Open Lab – General (Staff and Student)
- June 12 – Open Lab – General (Staff and Student)
- June 19 – Open Lab – General (Staff and Student)
- June 26 – Open Lab – General (Staff and Student)
Release Notes Available Online/Via Email
Release Notes, which include known issues, fixes, improvements, and links to new guidance are posted twice-per-week on the Workday Release Notes page. You can also subscribe to receive release notes via email. Release notes are posted on Wednesdays and Fridays.