Workday Newsletter – March 2015

In this March 2015 edition, you will find:

  • Update on Document Attachments
  • New Developments: I-9, SSN and IRPRA Forms
  • Preparing for the SIP Load
  • Quick Reminders

Update on Document Attachments

Document AttachmentsAdditional documents have been added to the approved document attachments list. Please see the recently updated Document Attachments job aid for complete details. As a highlight, the new documents by category are:

Hire w/out SSN
• Minor Working Papers and Job Descriptions for Minors (Hire w/out SSN folder)
• All Offer Letters, not just limited to Non-Taleo (Hire w/out SSN folder)

Hire w/SSN
• Applications moved from Hire w/out SSN (since they have the SSN field on the document)

Employment
• Resignation and Termination Letters
• Letters related to: Transfers, Extensions, etc.
• Letters related to Reclassification and Promotion, Compensation Changes

Please also be aware:

  • Supporting documents related to background checks SHOULD NOT be uploaded
  • You do not need to keep any hard-copy documents, including paper I-9/IRPRAs, once the document is uploaded to Workday.
  • Please continue to follow the recommended Naming Conventions as outlined in the job aid.

We’ll continue to monitor, learn as we go and gradually expand our allowed documents. However, if there is concern, question or confusion, please contact the Workday Helpdesk at hrpayrollsupport@cornell.edu for further support.


New Developments: I-9, SSN and IRPRA Forms

Fact or Fiction: Clarification on the repository for I-9 and IRPRA forms

  • Fact or FictionAll new hire’s electronic I-9s are routed to the Onboarding Partner for Review and Final Approval?

Fiction: The electronic I-9 for temporary employees routes to the Hire Initiator for Review and Final Approval.

  • If an electronic I-9 needs to be reassigned or canceled, I need to create a Helpdesk ticket.
    Fiction: Please contact the Onboarding Office directly; they can reassign or cancel your I-9s, as needed.
  • An electronic I-9 is generated for all new hires.
    Fiction: All paid new hires generate an electronic I-9; unpaid employees will not be prompted to complete an I-9.
  • If an unpaid employee receives pay (either one-time or ongoing), an I-9 is required.
    Fact: Once an employee receives pay they must complete an I-9.   An electronic I-9 can be started by an employee by clicking on the related actions off of their name and navigating to Personal Data >Complete I-9.
  • If a paper I-9 is completed, the Hire Initiator must complete the paper I-9 date field in Workday and then upload the document into Hire w/SSN folder. Once successfully uploaded, the paper I-9 should be shredded.
    Fact: It is critical to complete the paper I-9 date first. Once the paper I-9 has successfully uploaded, Workday becomes the official data of record and thus the hard-copy I-9 should be shredded.
  • At this time, we are not uploading, nor generating electronic I-9s for either graduate or undergraduate students.
    Fact: We are currently examining different options for the student population; in the interim, graduate student paper I-9s and IRPRA forms should be drop-boxed to Donna Lawton (DL16); paper I-9s for hourly student appointments should continue to be sent to the Student Employment Office (SEO) via fax at 607-254-1586.

Reports and Expectations
Campus HR users now have two new reports available to help monitor missing I-9 and SSNs:
Scorecard – Detail – Workers Missing I-9 Dates (Hire Initiators, HR Partner, and Management Partner): This report pulls all workers within the selected supervisory organization that are paid and missing both a paper I-9 and electronic I-9. Note: While Onboarding is proactively monitoring missing I-9, it is expected that college/unit HR staff would use this report to monitor missing I-9 locally.

Employees Missing SSN (to access this report, users will need to have both Hire Initiator and Interim Pay Rep roles): This report pulls all workers within the selected supervisory organization that are paid and missing a SSN. Note: While Payroll is proactively monitoring missing SSNs, it is expected that college/unit HR staff would use this report to monitor missing SSN locally.

– IRPRAs will continue to be audited by the Onboarding Office. Note: If a paper IRPRA is completed in lieu of the electronic document, please be certain to complete the paper IRPRA date in Workday first, then upload the signed document via Workday document attachments into the Hire w/o SSN folder. If the employee is not willing to complete the IRPRA form, please work with Onboarding to determine appropriate next steps.


Preparing for the SIP Load

Are you trying to determine how to best handle your future-dated events in preparation for the upcoming SIP load? Please examine the below chart to help you better understand the details.

If the Workday event has an:
SIP Matrix

May 22nd: Board of Trustee meeting; final SIP determined.
June 17th: SIP is loaded into Workday Production.
Post SIP load: (June 18th): Any SIP rows that did not load will be sent back to the college or unit for review and manual entry (reason code of SIP), as needed. College and unit HR will run the Compensation Changes – SIP report to validate loaded compensation values. If any adjustment is needed post load, enter the necessary change, using the reason code of SIP Override.
July 1st: SIP increases will take effect and be viewable by the employee. Note: Since employees do not see reason codes, they will not be aware that a SIP Override was performed.

Additional Note: If you have a sensitive or complex situation, in which you are unsure of how to best manage, you may feel free to contact Sid Cuff (255-0081 or shc226@cornell.edu) for further support. Otherwise, general questions should continue to be directed to the Workday Helpdesk at 255-8828 or hrpayrollsupport@cornell.edu.

 


Quick Notes & Reminders

AIS User Group Meeting: Shortly we will be inviting AIS user to attend a user group forum, to reconnect on key topics.  If you have any specific questions or items you would like included in the agenda, please send them to Laurie Conlon (lec1@cornell.edu). 

Cell Phone Allowances:  In accordance with the newly revised Division of Financial Affairs (DFA) cell phone policy, the Workday cell phone allowance option will be retiring in the near future. Please look for a more detailed communication from DFA/Payroll shortly.

New Information on Job Profiles: You may notice two new job classifications – Individual Contributor and Management – located on your job profiles.  These have been added as part of the  Career Track Choices effort.

New Hire Inbox Labels: In collaboration with Onboarding, we have updated the Inbox labels for new hire events to be more user friendly. They now read Complete Form I-9,  Sign-Inventions & Related Property Rights Assignment Form, etc.


 

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