Workday Tips

Workday Tips

Number 4| August 12, 2015

Workday Tips

Workday Tips provide quick solutions to common questions about Workday business processes. Please review and share broadly with your colleagues. Please share these tips each week with anyone in your department who initiates business process transactions in Workday.

All Workday Training Guides are updated regularly. Please make sure to reference the latest guides, available on the Workday website at .

FTE AND WORK LOCATION

FTE in Workday

An incorrect FTE % can result in incorrect pay and benefits. FTE % is calculated as Scheduled Weekly Hours divided by Default Weekly Hours. Please note the following:

Hours for all work locations in Workday default to 40 hours. o For C&T and M&P, the weekly hours is 37.5 hrs. for 100% FTE o For S&M and faculty, the weekly hours is 40 hrs. for 100% FTE

Changing a work location through the Change Job or Change Location business processes may require adjusting scheduled weekly hours and/or default weekly hours.

Changes made through STARS will automatically update both of those fields.

Correcting Hours and FTE %

Contact the Employee Service Center to make corrections to hours and FTE% when:

A completed business process contains incorrect scheduled weekly hours or default weekly hours

These fields were incorrect when the information moved from Oracle to Workday

If the Hours fields (and FTE %) are correct but are changing, initiate the change through the Change Job business process.

Changing Hours and FTE %

Changes during merit process Do not wait until the merit process is concluded to remedy an incorrect FTE % for employees eligible for merit; the delay impacts pay and benefits. Contact the Employee Service Center to remove the employee from the merit process in order to process a change After the hours change is completed, contact the Employee Service Center again to have the employee added back into the merit process.

CHANGING SUPERVISOR

Changing Supervisor or Timecard Approver in Workday & Kronos

ACADEMIC APPOINTEES

Appointments and Positions: Which Should You Change First?

Workday Tips

Number 4| August 12, 2015

Once a supervisor (manager) change is completed in Workday, Kronos will update this information overnight.

If the "new" manager approves the employee's timecard, there should not be a timecard approver on the employee's record (Personal tab > IDs sub-tab > Other IDs).

If the manager is not the timecard approver, send any request to change the timecard approver to Employee Services.

When processing a change to an academic appointee that involves both the appointment and the position, choosing the correct first step will enable Workday to automatically prompt you to do the second step:

For new and departing employees and job changes to a different track, start with the Position business process o Hire employee o Change job o Terminate employee

For changes within the same track: start with the Appointment business process o Update academic appointment

Postdocs who change positions through a STARS requisition will have both their job and appointment updated automatically.

CREATING REQUSITIONS IN WORKDAY

Recruiting Start Date

Choose a recruiting start date that is today's date or a date in the past. Do not select a future date.

Selecting a Supervisory

Select the supervisory organization that includes the faculty

Organization for Postdocs mentor/supervisor's name and academic unit.

Job Description Summary

Do not delete or replace the job description summary in the requisition. If it is blank, contact the Employee Service Center (2-5552) for additional assistance.

STARS REQUISITIONS Checking Postdoc Requisition Status PTAEOs Required in STARS Requisitions ACCESS

Expired IDs

Workday Tips

Number 4| August 12, 2015

To check the status of your STARS postdoc requisition, log into STARS and view the postdoc requisition status and postdoc notes. These are located both within a given requisition and in the columns on your STARS home screen. PTAEOs are required in STARS requisitions for both paid and unpaid appointments. If a given appointee is to be unpaid, please include a PTAEO but enter "0" in the "%" field. Please use the complete, valid PTAEO (including expenditure codes).

If an academic worker in your department has a recently expired ID Card, check to see if their academic appointment is still active. If not, please update their appointment. If it is still active, please contact Employee Services for further assistance.

If a temporary/casual worker has a recently expired ID Card, check to see if their end employment date has passed. o Go to: employee profile > Job tab > Job Details sub-tab > Position > Additional Information. o If so, use Change Job to update this date. If not, please contact Employee Services for further assistance.

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