In March 2014 edition, you will find:
- Important: Workday Production Changes Scheduled for 3/5/14
- What’s new with AIS?
- Workday 22 is Coming
- When Requesting Compensation
- Gender and Ethnicity Reporting
- Creating Default Values – Working Smarter Not Harder
- A Few Important Reminders (Change Organization and Leaves)
Two Production Changes to Workday scheduled for Wednesday (3/5/14) evening:
- Your Workday 2.0 will look different. Now only one default worklet, Important Links- HR, will display. This will give you more flexibility to customize the Workday 2.0 homepage as you wish. As a reminder, to add worklets back to the page just click gear in the upper right hand corner (under your Inbox). Then under Optional Worklet select up to 4 additional worklets of your choice.
- Good news, a change will be made to Workday so a termination of an academic employee on the HCM side will trigger an End Academic Appointment event in the Academic Initiator’s Inbox. This will help us ensure we are accurately maintaining this critical academic data for the University.
WHAT’S NEW WITH ACADEMIC INFORMATION SYSTEM (AIS)?
Good news, on 3/5/14, a change will be made to Workday so that when an academic employee terminates on the HCM side, it will trigger an End Academic Appointment event in the Academic Initiator’s Inbox. This will help us ensure we are accurately maintaining our academic data which is critical for the University.
As a reminder, on 2/13/14, a new reason of “Update Academic Position> Update Related Position” was added to AIS. This reason should be used when there is a position change for data integrity purposes. For example a necessary position change in preparation for the budget cycle (academic moved from HC Org into a PM Org). This new reason code will help distinguish these types of position changes from a true “Update Academic Appointment”. Important: AIS data is used in the Budget Model pulls. AIS data will be matched up against course data after the 6th week of each semester. So it is critical that AIS is accurate.
If you have used the AIS reason of “Update Academic Appointment” in past for these types of position changes, the reason code must be corrected to now reflect “Update Related Position”. More details will be forthcoming on this clean-up effort within the next couple of weeks.
WORKDAY 22 IS COMING
Spring is around the corner (yes, believe or not, it will look like the picture above soon), and Workday 22 is on its way! Mark your calendar, Workday Inc. will transition Cornell to this new update on April 21st. In the coming weeks, look for a message “What’s New in WD22” with specific details regarding the features in this update. We will also shortly begin reaching out about testing, which is anticipated as March 26th – April 4th. More to come!
WHEN REQUESTING COMPENSATION…
Paying Employees Outside Your Organization:
Based on feedback from several colleges and units, we are now asking that when you need to pay an employee whose primary job is outside of your organization, even if short-termed (one time) in nature, an additional job is always created in Workday. One reason for this decision is the need to reflect an accurate picture of the employee’s true efforts and total compensation related to each position.
Should I Use Regular Ancillary Pay or Work Related Earnings?
There is a planned effort to analyze our existing plans to see if they clearly define all of the reasons we pay our employees. Use of Regular Ancillary Pay (RAP) versus Work Related Earning (WRE) will be included in this analysis. In the meantime, however, until otherwise directed, you should continue to use these allowances as previously directed. An important distinction between the two related to the corresponding object code:
- RAP will charge back the same fringe rate that is associated with the position’s regular earnings.
- WRE will always be charged back to 5420, which is a full fringe rate.
Don’t Forget About Auto Assign Pay Group
As previously announced, Workday now automatically assigns the pay group on the business processes for: Hire, Add Additional Job, Change Job and Edit Position. Please note that in most cases the pay rate type default value should not be changed and therefore will then default the pay group accordingly. However, there are times when an academic job defaults as salary and should be changed to non-paid.For further information, reference Auto Assign Pay Group job aid.
GENDER AND ETHNICITY REPORTING
As a reminder, it is critical to run the Gender Audit and Ethnicity Audit reports which shows any employee who either has a blank or ‘unknown’ value. In the near future, Institutional Research and Planning will be submitting the university IPEDS data to meet federal compliance obligations, and a large portion of that data is based on ethnicity. Currently, there are approximately 300 rows of blank/unknown ethnicities and it is essential that this value is updated in a timely manner to ensure accurate data is reported.
CREATING DEFAULT VALUES – WORKING SMARTER NOT HARDER
At the Supervisory Organization level (updated only by your local organization owners via Edit Supervisory Organization):
- Company: Set Cornell University as the default if all of your positions are Endowed and Cornell Univ (NYC Colleges & Exper Sta) if they are within a Contract College. If your supervisory organization holds a mix of both, it is recommended NOT to define a default.
- Cost Center: Identify a default account, as applicable. Remember this can be changed based on the individual needs.
- Budgeted: Select Budgeted as the default for organizations that have budgeted positions.
- Not Students/Grads: Select Non Student as the default for all non-student positions.
- KFS Organization: As applicable.
At the Position Level (initiated by either the Management Partner or Student Employment Management Partner via Edit Position Restrictions or Edit Headcount Restrictions):
- Job Profile: Job Family should be left blank, this way the specific Job Profiles that you most often use can be selected. This will eliminate trying to decide which profile to pick from the long list of profiles available.
- Location: As applicable to the position. When working with headcounts, you may select the primary location as your default (ex. Ithaca Main Campus) and if needed, this can be updated to the specific individual.
- Time Type: For many positions this is Full-Time; for students this should always be Part-Time
- Worker Type: This should always be Employee.
- Worker Sub-Type: As applicable to the position.
Remember, if any of these values are defined as ‘defaults’, they can be overridden as needed.
LAST BUT NOT LEAST – A FEW IMPORTANT REMINDERS
Change Organization Assignments: Recently, we have added additional help text to this business process and the sub processes which are also impacted with this step. It is important to remember the following points when Changing Organization Assignment:
- When populating Company, select Cornell University for Endowed positions and Cornell Univ (NYC Colleges & Exper Sta) for Contract College positions. It is critical that the appropriate Company is indicated as it can impact benefits, benefit deductions, payroll, and taxes of the employee.
- The Change Organization Assignments task should not be used to transfer an employee cross company as it can impact benefits, benefit deductions, payroll and taxes of the employee. If employee is transferring between companies (State to Endowed/Endowed to State), please use the Change Job business process.
- Please do not remove any Organization type of 9/18 or Benefits as they are for Central Use Only.
- The Organization type of Multipayroll Indicator (noting Multi Paygroup/Company) should no longer be used.
Leave Updates: When processing leave requests, it is critical to return an employee from leave prior to placing on another leave. When this does not occur, it can have a potential negative impact on the employee’s benefits and/or paycheck. By doing so, it allows the benefits and payroll to be reflected accurately as part of the overall steps of each business process.
