- Summary of Fiscal Year Changes (Multiple Job Benefits Eligilibility, Student Lean)
- Workday 23 Update
- Student Employment Training Dates
- Reporting Update
- Quick Reminders
New Fiscal Year Changes:
Beginning with the new fiscal year the following are changes in two key areas: Multiple Job Benefit Eligibility and Student Lean. Please read below for more details.
Multiple Job Benefit Eligibility:
The University has been working toward delivering a “whole employment” approach to hiring and employing faculty and staff, including regular and temporary and casual appointments. Our goal is to treat employees holding multiple jobs consistently and fairly. Taking the “whole employment” approach is necessary to bring us into compliance with the Affordable Care Act for the health plans and ERISA pension regulations. This new process will be effective for new appointments after July 1, 2014. All appointments, including existing appointments, must be brought into compliance no later than January 1, 2015 to avoid federal sanctions.
Under this “whole employment” approach, depending upon the specific hiring scenario and whether the individual to be hired has an existing Cornell appointment, hiring units may see an increased cost due to the application of the required benefits. As a result, it is very important that hiring managers partner with their local HR colleagues when filling positions, including temporary and casual positions, to fully understand the individual’s appointment status.
For example, if John Smith holds a part-time, casual position in Arts and Sciences for 10 hours a week and is offered a job with Alumni Affairs and Development for 15 hours, under the “whole employment” approach, both positions may become benefits eligible if specific criteria are met. In becoming benefits eligible, both Arts and Sciences and Alumni Affairs and Development will see an increased expense as the individual is now eligible for benefits.
More complicated examples will surely occur. Your local human resources representative is available to explain the details. You may also view the Multiple Jobs Benefits Eligibility Guidelines and How-To-Charts for additional information. If you have further questions, please free to contact the Workday Help Desk at 255-8828 or hrpayrollsupport@cornell.edu.
Student Lean:
There have been a number of exciting changes made over the past 6 months to enhance the efficiency of the student hiring process. Additional changes are being put in place as of July 1 and again on 7/17. To learn how these changes will help you, please access the following materials for further information.
Summary of Student Lean Changes -7/17
Summary of Student Lean Changes – 7/1:
Credited Service:
The decision was made to delay the change in how credited service is calculated until October 2014. At that time, we will standardize the way credited service is calculated. More communication will follow as we get closer to the timeline of these changes. Until then, current service calculation rules will be applied.
Workday 23 Update:Preparations are underway for the upgrade to Workday 23! We will be live in production on August 18th.
We are still looking for testers – dates are scheduled for July 24th – August 1st. For more details please review the recent email that was sent on 7/2/14 requesting testers to sign-up in pairs with both an initiator and an approver. Or if you have questions, please e-mail Harland Harris, (hdh58) .
At this time, we believe the features of Workday 23 will include:
- Copy Job Requisitions,
- I-9 Enhancements,
- Some slight User Interface Enhancements,
- Org Chart/Directory Swirl
Student Employment Training:
To prepare for the upcoming student employment surge, we are offering Workday training for those who are new to the student employment process or for those looking for a quick review. All are welcome. Details are as follows:
Workday Training for Student Employment (Hourly)
- Where: Stimson G25 Training Lab
- When:
- For Those New to Workday: Monday, July 28th, 10:00 AM-3:30 PM (with 12-1 break for lunch)
- For Those Looking for a Refresher: Tuesday, July 29th 9:30 AM-12:30 PM
To Register: ADVANCED REGISTRATION IS REQUIRED. Please contact the Workday Team (workday-team@cornell.edu) to register for the sessions.
Workday Training for Student Employment (Graduate Appointments)
- Where: East Hill Plaza, DFA Training Room
- When:
- For Those New to Workday: Thursday, July 31st , 9:30 am – 3:30 pm (with 12-1 break for lunch)
- For Those Looking for a Refresher: Friday, August 1st, 1:00 -3:00 PM
To Register: ADVANCED REGISTRATION IS REQUIRED. Please CLICK HERE TO SIGN UP
If you are not able to make these dates/times but still need to be trained or you have additional questions, please contact either Amy Parmley (ap363) or Laurie Conlon (lec1) for further assistance.
Reporting Update
We have made some slight changes to a few reports:
- The ‘Fixed Term Appointments’ report Citizenship field has been changed to include the citizenship status as it relates to the U.S. This should allow users to easier identify visas that may have truly expired rather than those where the worker received permanent resident status and a visa is no longer needed.
- Due to the recent changes in Workday related to Multiple Jobs Benefit Eligibility and Student LEAN, changes were made to 2 costing reports:
- All Worker Costing Allocations – Current
- All Worker Costing Allocations
Each of these reports now includes a Supervisory Organization and Include Subordinates prompts similar to other Workday reports. In addition to this, the ‘All Worker Costing Allocations’ report now displays the same fields as the ‘Current’ version of the report, including Employee ID.
If you have any questions about these reports or others, please feel free to contact Seth Brahler at spb32@cornell.edu.
Important Reminders
Change Job:
When initiating a Change Job event, please remember to restore the allowance plans on the Propose Compensation Change step within the Change Job business process. The 
allowance plans are removed and must be restored for pay to continue as appropriate. Similarly, campus users should not be deleting ANY allowance plans that are marked as Central Use Only plan and do not approve centrally initiated transactions. It is critical that if campus makes any kind of a change to the employee’s compensation that they review the data to make sure that the information is accurate and the allowance plans are restored if applicable.
Understanding the Payroll Process:
Now in the midst of the busy Summer 2014, it’s important to understand critical key dates in the overall picture of how payroll is processed each pay period. Please take time to read Understanding the Payroll Process for more details which review key dates, a detailed example, consequences when entering HR events while payroll is processing and how to better manage retroactive HR events.
Important – Best Practice Guideline: During payroll processing time, we ask that you do not approve any current or retroactive HR events in Workday for the impacted pay group. If you discover a situation after the campus deadline but before payroll has been confirmed where an employee could be paid incorrectly (ex. delay may create an overpayment), please contact Payroll at 255-5194 for assistance.
I-9’s – Electronic and Paper:
Please be mindful that on the rare occasion when a paper I-9 is used, you are required to record the I-9 Completion Date in Workday. In addition, you must dropbox the I-9 form to the appropriate office below and email onboarding@cornell.edu to request the electronic I-9 form be cancelled. If you have questions related to I-9’s, please contact the Onboarding Center at 255-2899.
