- Upcoming Mass End Additional Job/Termination Process
- Encumbrances – Reminders and Resources
- New Costing Allocation Report and Guidance Now Available
- New askUS Entries Cover Duplicate Records and EID Merges
- October Workday Training Schedule
- Upcoming Open Labs
Upcoming Mass End Additional Job/Termination Process
On Tuesday, Oct. 8, 2019, the mass End Additional Job/Termination process will run for all fixed-term employee and non-employee positions with an End Employment Date (EED) on or earlier than Sept. 30, 2019. The effective date for each position included in the End Additional Job/Termination mass process will be the End Employment Date (EED) for that position. This determination will be made using data from Workday on Oct. 4. The deadline to submit all Change Job, Add Job, and Switch Primary Job business processes to Human Resources or Academic Professional Services (APS) for final processing is Noon on Friday, Oct. 4, 2019.
Use the report Mass End Employment Date Audit – RPT0741 to identify which positions will be impacted by this process. As indicated on the report, positions with in-progress staffing transactions (Switch Primary, Add Additional Job, End Additional Job, Change Job, Termination), positions where a Switch Primary would be required before ending the additional job, and positions that have an unsubmitted, submitted, in progress, or final approved time block after their end date will be excluded from this process.
Encumbrances – Reminders and Resources
For those who work with encumbrances and costing in Workday, here are a few reminders and resources to keep in mind.
- The encumbrance calculation is different from the payroll actuals calculation.
- For more information refer to the Encumbrances section of the Workday Financial Transaction Guidance webpage.
- Funds are not encumbered for hourly compensation plans.
- For fixed-term employees with compensation ending 1/15, Workday applies encumbrances for the full month.
- The job costing tool calculates amounts based on the payroll actuals calculations.
New Costing Allocation Report and Guidance Now Available
The Completed Costing Allocation Events within a Date Range – RPT0816 report provides a single view of the costing allocation changes for a worker’s position is based on approved Assign Costing Allocation events completed within a period entered by the user. The purpose of the report is to assist with identifying transactions in Workday that determine funding accounts for payroll and impact balances in the financial system. The report is available to users with the following Workday roles: Academic HR Executive, Academic HR Partner, Cost Center Financial Analyst, Cost Center Manager, Funded By Financial Analyst, Funded By Manager, HR Executive, and HR Partner. Please note that this report does not include compensation amounts.
A new guidance document is also available to help users run and interpret results returned by the report. Click to view the Completed Costing Allocation Events within a Date Range – RPT0816 Guide.
New askUS Entries Cover Duplicate Records and EID Merges
Duplicate Candidate Records Interfere with Hiring
Workday automatically identifies when a candidate may have multiple records in Workday or is an existing worker. Candidates that have been identified as a possible duplicate cannot move forward in the requisition/hiring process. Learn how to identify if your candidate has a duplicate record and what to do to address the issue and continue moving the hire process forward. Continue reading, Duplicate Candidate Records Interfere with Hiring on askUS.
Merging UT EIDs
University staff and students can accidentally be assigned multiple UT EIDs. For example, if someone attended the university, then are later hired under a different EID, they will end up with two EIDs linked to different information. This can cause errors during hiring or later job changes. To avoid any multiple-EID pitfalls, learn how to merge UT EIDs. Continue reading, Merging UT EIDs on askUS.
October Workday Training Schedule
Mark your calendars for these Workday training opportunities scheduled for the month of October.
Workday ILT Through UTLearn
If the ILT course you want to register for is full, please put yourself on the waiting list. We will notify those waiting if space becomes available and will add additional sections of a course if there is enough demand.
Workday Costing – Basics ILT (for NEW Cost Center Managers) – This class will provide foundational information including costing basics, business process initiation, and an overview of the approval process for those who are new the Cost Center Manager (CCM) role.
Workday Costing – Advanced ILT – This ILT class is designed as an advanced course for Cost Center Managers. It will build on the Workday Costing – Basics course and introduce the Job Costing Tool, beyond basic scenarios and concepts, as well as common troubleshooting solutions.
Workday Basics ILT – This Workday ILT is designed for those who are new to Workday or anyone who initiates Business Process in Workday that would like a refresher.
Workday Training Sessions
The following open enrollment sessions will be held in AVAYA Auditorium (POB 2.302) and viewable as a livestream for those unable to attend.
Change Job Demystified – Oct. 1, 10 a.m. – Noon
This lecture-style course will provide an overview of the Change Job business process in Workday. By contrasting Workday Business Processes with UT Business Processes, this course will help campus better understand which Workday Job Change reasons to select for a specific UT Business Process. More information
Workday ProTips – Dates Matter – Oct. 15, 10 – 11:30 a.m.
Learn how effective dates in one business process can impact other business processes and how to a completed payroll period can limit options for changes. Discuss best practices and tips to minimize negative impacts. Workday Pro Tips is an interactive course where participants will have the opportunity to join the discussion and share their own tips and tricks. More information
Costing Basics for HR Roles – Oct. 18, 10 a.m. – Noon
This lecture-style Workday ILT was developed expressly for those who hold HR security roles such as HR Partner, HR Executive, Academic HR Partner, or Academic HR Executive. Participants will learn Costing Basics to help them understand how costing works and how HR inputs impact costing. In addition, the importance of coordination between the HR roles and Cost Center Manager role will be discussed. More information
Recruiting Basics for Hiring Managers, Screeners & Interviewers – Oct. 29, 10 – 11:30 a.m.
This lecture-style course is designed to introduce hiring managers (along with individuals with Recruiting Screener and Recruiting Viewer roles) to the Workday recruiting process. This course is designed to teach hiring managers the system capabilities of how to view candidates and advance/decline candidates. This will also contrast what a hiring manager role can do and what steps can only be performed by a Recruiter. More information
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. There will be dedicated Workday experts available to assist and guide users through transactions.
General labs focus on staff, student, and other general topics. There will be dedicated Workday experts available to assist and guide users through transactions. Open labs are appropriate for anyone who attended instructor-led training and has an HR, finance, academic, or security role in Workday.
- Oct. 2 – Open Lab – General (Staff and Student)
- Oct. 9 – Open Lab – General (Staff and Student)
- Oct. 16 – Open Lab – General (Staff and Student)
- Oct. 23 – 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. Workday posts release notes on Wednesdays and Fridays.