In This Issue:
- Workday@UT Newsletter Subscription Changes
- Reminder: Holiday Time
- Follow These Tips to Start the Summer Off Right
- New Academic Summer Rate Report Available in Workday
- How Can I Launch Onboarding Tasks for a Worker?
- Cost Center Managers Can Now Update Costing Allocations for Past Positions
- Workday Cost Center Manager ILT Course
- Upcoming Open Labs
Workday@UT Newsletter Subscription Changes
In response to feedback from readers outside the Human Resources and Financial communities, we are adjusting how the Workday@UT Newsletter is delivered. Starting with the next issue, on June 19th, this newsletter will be sent to a more targeted group of recipients for whom the content is most relevant. For those who will no longer receive the emailed version of the newsletter, the content will continue to be available online in the newsletter archive. Those who miss having the newsletter delivered to their inboxes will be able to re-subscribe. Information on how to do this will be made available on the Workday@UT Blog.
Reminder: Holiday Time
When a week contains a holiday, such as Memorial Day or the upcoming July 4th holiday, your holiday time block will auto-populate with the hours per day you qualify for based on your leave eligible job’s scheduled weekly hours. Successfully entering a time block on a day other than the day of the holiday will trigger the holiday time block to appear. For example, if the holiday occurs on a Monday, entering a successful time block on Tuesday will trigger the holiday time block. Remember, you must account for all your scheduled weekly hours, including hours worked, holiday time off, and any time off taken, before you can submit your time. For more information, please refer to askUS.
Follow These Tips to Start the Summer Off Right
With the summer session beginning, here are a few things you can do to help get off to a smooth start.
- Review your summer jobs for faculty and students to ensure all intended jobs were entered and approved. You can use the Business Process Transactions By Status, Time & Initiator – Tracking In Progress – RPT0685report to identify the transactions run for your unit.
- Review undergraduate student and graduate student jobs with an End Employment Date of 5/31/2019. If necessary, take action by either ending their job or extending their end employment date. You can use the report Staffing End Dates Audit – RPT0276to identify upcoming end dates.
- Faculty Summer Jobs:If you need to make adjustments to assign costing allocations, scheduled weekly hours, or end dates, you can follow the guidance outlined in the Faculty Summer Jobs Workday Process Overview(WPO), starting on page 6, to help ensure success.
- Graduate Student Summer Employment: Making adjustments to assign costing allocations, scheduled weekly hours, or end dates, you can follow the guidance outlined in the Student Summer Employment Workday Process Overview(WPO), starting on page 7, to help ensure success.
New Academic Summer Rate Report Available in Workday
Academic Summer Rate (Monthly) – RPT0806displays the monthly salary amount to be used for jobs in the Summer Assignment – Academic job family. This report can be run for a Supervisory Organization by the HCM Fiscal Analyst, Surge resources, and other college, school, and unit (CSU) roles to view summer rate for all eligible workers in the specified Organization.
Looking for a specific report? 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.
askUS: How Can I Launch Onboarding Tasks for a Worker?
Onboarding tasks are launched automatically when a Hire business process is initiated and the Onboarding Setup subprocess is completed. HR Records will need to launch onboarding for those not using the Hire business process and onboarding tasks. To have HR Records launch onboarding for an employee, email firstname.lastname@example.org.
Find answers to questions like this and more in askUS.
Cost Center Managers Can Now Update Costing Allocations for Past Positions
As previously communicated by Accounting and Financial Management (AFM), Cost Center Managers (CCMs) now have the ability to update costing allocations in Workday for past positions as needed without the need to coordinate with other departments to provide access. For more information, continue reading on AFM News.
Workday Cost Center Manager ILT Course
Tuesday, June 11, 8:30 a.m. to Noon
Location: FAC 227
Learn how to use the Job Costing Tool and update Cost Centers and Costing Allocations in Workday. This instructor-led training is a three-and-a-half (3.5) hour course that affords the participant with hands-on experience using the Job Costing Tool and entering Costing Allocations. Attendees must hold the Cost Center Manager role to register.
Upcoming Open Labs:
Open, walk-in sessions are being offered to allow users to bring transactions with them to initiate in Workday and receive hands-on assistance. Labs are broken out by academic transactions and Staff/Student transactions. There will be dedicated Workday experts 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.
- June 13 – Open Lab – Faculty & Student Summer Jobs
- June 25 – Open Lab – Faculty & Student Summer Jobs
General labs focus on staff, student, and other general topics. Academic, costing, and security have topic-specific labs. There will be dedicated Workday experts 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 has an HR, finance, academic, or security role in Workday.
- 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.