Workday Newsletter – May/June 2014

SummerSalary

In the May/June edition, you will find:

  • Important -I-9 Compliance Requiremetns
  • Holiday Pay Guidelines (Memorial Day)
  • Summer Salary Reminders
  • Key Dates – SIP 2014
  • All About Taxes

Important: I-9 Compliance Requirements

On the rare occasion when a paper I-9 is used, you are required to record the I-9 Completion Date in Workday and dropbox the form to the Workday Helpdesk.

To enter the date in Workday: By the Empl ID or name, click the Orange Prompt, select Additional Data > Edit Additional Data, within Custom Object field, select “Paper I-9 Completion Date” and enter the appropriate date in the Paper I-9 Completion Date field. If you have missed this critical step, please contact the Workday Helpdesk at hrpayrollsupport@cornell.edu or 255-8828, immediately to determine next steps.

Holiday Pay (Memorial Day)

Working During a University Holiday: Memorial Day is here! As a reminder, the University Policy 6.9 Time Away from Work allows employees who work on a holiday to choose from 3 different Holiday Pay Options. For additional information and procedures please see Recording Time Worked on a Holiday manual and the Kronos How-to-Guides, or if you have questions, please email Kronos@cornell.edu.

Supplementing on Parental Leave AND Holiday Pay:

Per policy, if an employee is supplementing any time during the pay period for which a University holiday occurs, then the employee is entitled to receive full holiday pay.

If the employee was on the four week half-pay Parental Leave funded by the university benefits pool, then an additional step is necessary to distribute the costing between the G98 account and the department account for the holiday. Note: Remember costing is currently charged by pay period.

Otherwise, either the number of days taken for time off or allowance $$ may need to be adjusted based on the situation.

If you have questions about a situation, please contact the Workday Helpdesk at hrpayrollsupport@cornell.edu or 255-8828.

Summer Salary Reminders

Here are a few important reminders to consider when entering summer salaries:

  • Summer Salary is a salary plan, not an allowance.
  • Compensation should be entered as semi-monthly (not annual) amounts.
  • Please use the Workday Salary Converter Tool (located under Quick Links) to help you calculate the semi-monthly amounts.
  • Don’t forget to enter Compensation End Dates.
  • If a worker position earnings costing override is needed, please use the earning code of summer salary retirement eligible. The other option, summer salary annualized, is ONLY for the limited 9/18 faculty.

IMPORTANT: Remember, if you are entering multiple summer salary payments for an individual that occur over different time periods, you must wait until the first payment is achieved (Compensation End Date process is run), before entering the second amount. After the first Compensation End Date process has run, you will see a DELETE row in Worker History for the employee. If you don’t wait for the first payment to finalize and you enter the second payment with a new Compensation End Date, the employee will be overpaid. If you have any questions about a specific summer salary situation, please contact the Workday Helpdesk at hrpayrollsupport@cornell.edu or 255-8828 prior to intiating the event in Workday.

Key Dates – 2014 SPPO

As a whole, this year’s Staff Performance Pay Opportunities (SPPO) process will be very similar to last year’s. Below please find an outline of the key dates and their impact:

  • Early June: As soon as we are able, HRIS will begin reviewing the SPPO load, removing any employee that contains any disqualifying factors or variances (decreases in pay, employees on leave, etc.). Anything that seems to be an anomaly will be pulled from the automatic load and sent to you for your review, and if necessary your manual input (see post SIP load below).
  • Monday, June 16th: Test of the SPPO load into Workday.
  • End of day Tuesday, June 17th: Please finalize all ‘In progress’ HR events, as you are able. We are unable to load SPPO for any employee who has an event that is not successfully completed.
  • Wednesday, June 18th: : SPPO is loaded into Workday Production
  • Post SIP load: (June 19th)
    • Generate the Compensation Changes – SIP report to validate loaded compensation values.
    • Manually enter SPPO for any employees who kicked-out of the load via the Request Compensation Change, with a reason code of Salary Improvement Program (SIP).
    • If any adjustment is needed post load, enter the necessary change, using the reason code of SIP Override.
    • Tuesday, July 1st: SPPO increases take effect and are viewable by the employee. Note: Employee will not see if a SIP Override was performed.

Note: As in the past, bargaining unit employees and other exceptions will have different SIP effective dates.

All About Taxes

Telecommuters and Addresses: If you have employees who are working remotely via another state, it is critical that their home (their actual location) and work address (likely to remain as Ithaca) are accurately reflected in Workday. Theses addresses impact their tax location and in turn ensure they are appropriately taxed. If you have any questions, please feel free to submit a ticket via the Workday Helpdesk at hrpayrollsupport@cornell.edu or 255-8828.

Transfer Cross Company and Needed W-4’s: When an employee transfers cross company (Endowed to State or vice-versa), it may be necessary to have Federal W-4 and State withholdings updated in Workday. In some instances, it can also affect their FICA and SUTA exemptions (i.e Student Employment). The following options are available:

If there are no changes to the employee tax card(s), then you or your employee should submit a ticket via the Workday Help Desk requesting that Payroll copy their withholding tax elections from their prior company.

If there are changes to their witholding elections, employee can use self-service to set up a new Federal W-4, but will need to submit the NY State Form IT-2104 to re-start their NY withholding. (http://www.dfa.cornell.edu/payrollservices/services/w-4-self-service.cfm)

As a reminder, federal witholdings can be processed via self-service, please read here for further information. State tax witholdings have to be filled out hard copy and sent to Payroll, and state withholding forms can be found here. Remember:

  • If the employee submits no tax elections, then federal and state will both default to a marital status of single and 0 allowances.
  • If the employee only submits a federal election, then federal and state will be calculated based on the marital status and the number of allowances claimed on the federal W-4.
  • If the employee submits a federal and state witholding form, then tax elections will be unique based on what was identified on each form.

A Few Friendly Reminders:

Confidential and Sensitive Data: We have had several instances lately in which sensitive data (SSN’s and I-9 forms) have been submitted to the Help Desk via the hrpayrollsupport@cornell.edu email address. This type of information should always be submitted to the appropriate individuals at the Help Desk via dropbox.cornell.edu.

Cell Phone Allowances: As the new fiscal year begins, please remember to use Cell Phone Allowances (either bi-weekly or semi-monthly), not the previously used value of Job Related Allowances (JRA), when granting cell phone awards.

Managing Leaves: It is critical to remember to always return employees from leave – for all situations, including if they are a student or a staff member transitioning to another leave type. If the return is not completed, it causes numerous issues, particularly related to Kronos.

Phased Retirees and Managing Vacation Buyout (VBO): Per University policy, employees on Phased Retirement are entitled to accrue vacation at the full-time rate. However, Workday sees the phased retiree as another part time employee and grants pro-rated accrual amounts. Therefore in order to payout the VBO accurately, prior to processing the VBO for a phased retiree upon retirement, it is necessary to override the accrual balance with the full time accrual amount (double the balance). Please also add a note in the comments section, for audit purposes, stating “as per the phased retirement agreement.”

Workday 23 Dates: Please mark your calendar for the next Workday release, July 24 – August 8 (estimated testing period) and August 18 (go-live).

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