In This Issue:
- Save the Date: Preparing for Fall HCM Processing Info Session
- End Jobs Reminder
- Prior Period Time Entry Lock Date Announced for November 2018
- New Job Application Questionnaire for Collecting Additional Materials
- New WIGs for Budgeted Positions in Position Management (PM) Supervisory Organizations
- New and Updated Entries in the askUS Knowledgebase
- Upcoming Open Labs
Save the Date: Preparing for Fall HCM Processing Info Session
Thursday, July 18, 10 AM-Noon
AVAYA Auditorium, POB 2.402 | Livestream Link
Hosted by Human Resources and Academic Personnel Services, this info session is designed to prepare those with core Workday roles for HCM processing for the fall. Employment processing for staff, students, academic employees, and faculty will be covered to include new guidance, changes to business processes, and improvements for the fall. Also included will be guidance and clarification on how to avoid common mistakes that were observed in the spring. See the agenda below for more details. Those with core Workday roles are welcome to attend all or part of the info session based on your unit’s needs.
End Jobs Reminder
An important reminder to process terminations and end jobs for workers with end employment dates before 5/31/2019. Failure to process terminations for these workers means that COBRA letters will not be issued and the workers may appear at over 100%. Please take some time to review and process terminations for these workers in your areas.
Prior Period Time Entry Lock Date Announced for November 2018
Based on feedback received at the HCM/Payroll Advisory meeting on June 4 and at the June 12 HR Spectrum meeting, November 2018 time entry lock has been moved to July 14, 2019. On June 14, Timekeepers received an email from Human Resources with detailed information on the Prior Period Time Entry Lock process for November 2018, available reports, and an updated Prior Period Lock Schedule. The process will begin on Monday, July 8 with a mass advance of all remaining, advanceable time. After July 14, only Timekeepers and Central HR will be able to enter or adjust November time for workers.
Upcoming Prior Period Lock Schedule
July 14, 2019 – November 2018
August 31, 2019 – December 2018 and January 2019
September 30, 2019 – February and March 2019
October 31, 2019 – April and May 2019
November 30, 2019 – June and July 2019
December 31, 2019 – August and September 2019
New Job Application Questionnaire for Collecting Additional Materials
In order to highlight the need to upload additional materials during the application process, a new questionnaire has been added to internal and external job applications. The new questionnaire prompts applicants to upload a letter of interest, references, and any other additional materials. Once uploaded, these documents will be pulled into the Candidate Grid on the Job Requisition in a new column called, “Letter of Interest, References, and Additional Materials.” ‘The documents can then be downloaded directly from the Candidate Grid. However, Recruiters and others involved in the recruitment process will be unable to use the “Bundle Resumes” task in this column. Please note that the new column will appear empty, as this new feature is not retroactive and applies to Job Requisitions and Job Postings created after the release of the new questionnaire.
New WIGs for Budgeted Positions in Position Management (PM) Supervisory Organizations
Two new Workday Instructional Guides (WIGs) are now available to assist those working with budgeted positions, only associated with Position Management (PM) Supervisory Organizations in Workday.
View and Update Budgeted Position FTE
The Budgeted Position FTE custom field is used to track the FTE% of a PM position and is one of several components used to estimate salary allocations in the Budget Update Document (BUD). This WIG provides instructions on how to view and update the Budgeted Position FTE for filled and unfilled positions as well as new hires with future start dates.
View and Update Costing Allocations for Position Restrictions
Position Restrictions Costing Allocations (PRCAs) are used to estimate salary allocations in the Budget Update Document (BUD) for budgeted positions. Valid PRCAs as of Sep 1 of the budget fiscal year will be included in Budget Update Document (BUD) salary allocation estimates. This WIG provides instructions on how to view and update PRCAs for filled and unfilled positions.
New and Updated Entries 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.
- I received a task in my Workday inbox to review a delegation. What action should I take? — New
- Does the “Deny” option return or “Send Back” a Workday delegation request to the initiator? — New
- I need to change an employee’s compensation to an effective date prior to November 1, 2018, but I am receiving an error. How can I make this change? — Updated
- How will a Communication Device Allowance (CDA) transfer be reflected on my account(s)? — Updated
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.
Open Lab – General (Staff and Student)
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 26 – Open Lab – General (Staff and Student)
- July 10 – Open Lab – General (Staff and Student)
- July 17 – Open Lab – General (Staff and Student)
- July 24 – Open Lab – General (Staff and Student)
- July 31 – Open Lab – General (Staff and Student)
Open Lab – Summer Jobs – Update
Thank you to everyone who participated in the Summer Jobs Open Labs. Going forward, the assigned Workday Surge resources for each CSU will be available for all Summer Jobs questions.
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.