Workday Wednesday Meetings

• 268: Seasonal employees who receive shift differential for ODOT SEIU coalition should receive 6% Removed
• 276: PEBB Employee Optional Life Pre / Post Tax Calculation Affected when Deduction is in Arrears
• 295: Update LRN | All Enrollments report to show Manager Email Address on All Records
• 372: SACU hours over 8 on a holiday need to count as time worked for OT purposes (time worked on a holiday)
• 441: Cost Allocation Overrides – Process updates
• 573: Remove AST eligibility from employees who are represented by AFSCME CCB CBA
• 593: I-9 Report: Reverification Employee’s with Non-US Form I-9 Documentation Expired or Expiring
• This is for a small population where they have a non-US form I-9 and their documentation is expired or expiring. When you do the re-verification, the system is pulling the original I-9 that is expired and was replaced. This will address that issue. Now, when you re-verify, the system will pull the Federal I-9 that is current.
• 603: Make disposition notification “Does not meet minimum Qualifications” available in Assessment and Interview stage
• 627: Help Cases | Require a Label on all HR Confidential Cases
• All investigations are required to be in a centralized case management system. This is very important for statewide reporting based on SB692. Unfortunately, many cases have not had the required labels attached to them that CHRO investigation requires. We are adding a To Do step (when HR Confidential cases are attempted to be closed without at least one label) that will include instructions, letting you know to add a label to HR confidential cases before the case can be closed. This will be demonstrated in the next Workday Wednesday meeting. 
  

• May off-cycle time entry cutoff is 5 p.m. on June 7, 2024
• 24/7 agencies will have until 5 p.m. on June 9, 2024
• No time entry in Workday from 5 p.m. on June 9, until 8 a.m. on June 11, 2024
• No daily check (off-cycle) processing on June 10 and June 11, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar  https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld
  

• Payslip Details are targeted for implementation with CAB June release and will be viewable on May Mid-Month payslips.
• June 12, 2024
• Enterprise Communication is in development.
• Target send date June 10, 2024
• All payslips will be converted to the new format once this is implemented.
• Payroll Offices may see an increase in questions regarding payslips when this goes into production.
  

• The Workday Change Advisory Board (CAB) approved item 196 – Update PERS codes to calculate when an employee is on an extended leave of absence.
• Termed employees need their PERS calculation verified.
• Part Time Employee with Part Time Benefits – Item 208
• Holidays to pay while on leave of absence – Item 408
  

• PAY | Employees on Leave with Pay (NEW)
• PAY | Terminated Workers with Pay
• Agencies can run this report every month to see terminated workers receiving pay
• This notice will also be sent out via E-News
• PAY | Worker Payslip Summary by Payment Date (NEW)
• PAY | Variance Report | Compensation to Payroll Results in Selected Period
• AUD | Time Variance Report
• AUD | Time Block Audit Report
  

• The issue we were experiencing with the salary plan amount not updating when a new step is selected should be resolved. If you continue to run into this issue, please create a Workday Help Case (including all the specifics for the impacted worker).
  

• If the position restrictions > default compensation does not have a salary plan, it will not default forward. It will need to be added in at some point in the process (requisition comp, offer, job change/hire, etc.).
• To add the salary plan, in the compensation action, select the add button in the “Salary” box.
• Enter the “monthly” salary plan in the compensation plan field, then the rest of the fields will open and you can add the salary amount (to match the step selected).
  

• A daily integration will be run to look at all positions with cost allocation by earning codes and for any terminations and job changes that are completed before 11 p.m. The cost allocations will be ended.
• The integration will run daily at 11 p.m. and will pick up actions completed on that day.
• Terminations: The effective date of the termination will be the date the cost allocation by earning codes is ended.
• Job Changes: The cost allocation by earning codes will be ended one day prior to new position start date.
• The integration will only pull in completed actions.
• The integration will pick up prior dates and end date the cost allocations as of the term or job change dates.
• Corrections to cost allocation earning codes for actions not completed timely, will be manually corrected in SFMA.
• There are no changes to how cost allocation by earning codes on a worker are assigned.
• This will only affect worker earning codes on job changes and terminations going forward. Agencies will need to manually manage prior terminations and job changes that had cost allocation on worker earnings still active.
• Exploring the best way to share this information for Finance/Budget roles so they are informed what workers had worker earning overrides ended.
• This item will be communicated to Human Resource, Payroll and Finance including Workday Costing distribution list and SFMA distribution list.
  

• Extended Leave and Daily Leave Without Pay
• When you’re placing workers on extended leave, especially retroactively in the past and they have daily leave without pay entered, we do need to remove the daily leave without pay during the extended leave periods. This would be just like a correction to their absence. The reason we ask that you do this is because the worker will end up with the negative leave accrual as it will take away the leave accrual twice. So please just take a quick look at the employee’s absence calendar and remove any daily leave without pay while on extended leave.
• Next Data Quality Series, formerly known as the Audit Series, is scheduled to begin 7/17.
• Reminder: In the Workday System News where we put our Workday Wednesday notes, and much more, is where we put links to existing series. We currently still have the audit series available, which goes over all the different data points from compensation to worker data, position data, etc. Additionally, when available, you will also find the Workday Foundation series that we just wrapped up in the last Workday Wednesday. We’ve been super busy, so it isn’t available yet, but we will let you know when it posted.
• Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for 6/19; we will hold that Workday Wednesday on 6/26.
• The Workday Wednesday presentation scheduled for 7/3 will be cancelled.
• Oregon1 is refreshing Saturday, 6/8.
• For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
  

• 208: Calculation for part-time employee benefits is not calculating correctly after initial calculation
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Benefits
• Agency Impact: Multiple
• Number of Employees Impacted: Unknown at this time.
• Description: PEBB Benefits are not calculating correctly for part-time employees who record additional hours worked after Run 1 is completed.
• Change: Adjust the calculation on the Off-Cycle run to account for the additional hours worked.
• Comms: Workday Wednesday | Various payroll comms
  

• 302: Add Closed Offering indication on the LRN | Instructor Offering Report
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Learning
• Agency Impact: Multiple
• Number of Employees Impacted: Uknown at this time.
• Description: Help Instructors easily search for and identify Offerings based on an open or closed status.
• Change: Add an additional field, Offering Status, to an existing report.
• Comms: Workday Wednesday
  

• 325: Employees with a partial leave of absence in a month need appropriate union dues withheld when there are gross earnings
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Payroll
• Agency Impact: Multiple
• Number of Employees Impacted: 501 - 2,500
• Description: Employees who start/end an extended leave of absence in a month or who come off a leave of absence for holidays should still have eligible deductions process.
• Comms: Workday Wednesday | Various payroll comms
  

• 408B: Holidays to populate and pay while on leave of absence
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Time Tracking
• Agency Impact: Multiple
• Number of Employees Impacted: 101 - 500
• Description: For employees on an unpaid leave of absence and when permitted by CBA language, Workday needs to populate holidays on timesheets and pay the holiday while on unpaid leave.
• Change: Ensure the holiday will pay out while on unpaid leave.
• Comms: Workday Wednesday | Various payroll comms
  

• 426: Regenerate Offer Task Update
  
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Recruitment
• Agency Impact: Multiple
• Number of Employees Impacted: Unknown at this time.
• Description: Send a notification to the candidate requesting them to review and sign the regenerated offer document. Workday displays the regenerated offer document on the Attachments tab of the candidate profile.
• Change: The BP will be changed to allow the regeneration of the offer letter to update the hire date after the candidate has already been moved to Ready for Hire.
• Comms: Workday Wednesday | Recruiter’s Statewide Meeting
  

• 538: Contingent Worker Unable to Request Roles through Security Roles Request App
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Security
• Agency Impact: Multiple
• Number of Employees Impacted: 11 - 100
• Description: Contingent Workers do not have the Security Roles Request tab under their menu item on their profile which keeps them from requesting security roles in Workday.
• Change: Update the security request process to allow CWs to access the Security Roles Request Tab.
• Comms: Workday Wednesday
  

• 575: Add a Condition Rule to Edit Requisition/Evergreen
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Recruitment
• Agency Impact: Multiple
• Number of Employees Impacted: Unknown at this time.
• Description: Update the edit requisition and edit evergreen requisition business process to add a condition rule that prevents the unpost/post tasks when the edit reason is Add Attachments or Attach Mandatory priority List Candidate. This will prevent unnecessary tasks going to the recruiter’s inbox.
• Comms: Workday Wednesday | Recruiter’s Statewide Meeting
  

• 577: Hepatitis B Vaccination data, add two more fields for decline
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: HR
• Agency Impact: All
• Number of Employees Impacted: 2,500 - 10,000
• Description: To meet OR-OSHA rules, two new data fields related to Hepatitis B Vaccination will be created.
• Change: Add a Date Field and an Acknowledgement (read and understand) check box.
• Comms: Workday Wednesday | Safety Managers Meeting

• 591: Agency Payroll Partner View only Access to FLSA Calendars – Reports
• Anticipated Implementation: 5/17 - 5/21
• Functional Area: Payroll
• Agency Impact: Multiple
• Number of Employees Impacted: Unknown at this time.
• Description: Agency Payroll Partners need access to a delivered report called View FLSA Work Period Calendar.
• Change: To allow agency Payroll Partners access to the reports, they will need view only access to an additional Security Group.
• Comms: Workday Wednesday | Various payroll comms

• May on-cycle time entry cutoff is 5 p.m. on May 23, 2024
• No time entry in Workday from 5 p.m. on May 23, until 8 a.m. on May 25, 2024
• No daily check (off-cycle) processing on May 24 through May 28, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calenday https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• Paid Holiday will populate based on FTE * 8 for CBAs that pay the full holiday for Workday TT users only.
• No longer need to take the employee off leave of absence to pay the holiday.
• For agencies that have CBAs that pay a prorated holiday:
• Can enter Holiday Adjustment with the number of hours to be paid while on a leave of absence.
• For external time tracking agencies:
• Can enter HO for the number of hours to pay.
• Time must be submitted and approved to pay in pay results.
  

• PAY | Variance Report | Compensation to Payroll Results in Selected Period
• (NEW) PAY | Worker Payslip Summary by Payment Date
• (NEW) PAY | Earning Amount and Hours by Period, Earning, and Worker
• (NEW) AUD | Monthly Time Variance Report
• (NEW) AUD | Time Block Audit Report
  

• Dates & registration information will be shared in the May 28th standup.
• ​Audience will include:
  
• Payroll Partners
• Learning Partners
• HR Partners
• Please work within your agency to identify who can support this training effort.
  

• May 28, 2024
• No Retro Date (NRPPT): What Payroll Partners Need to Know
  
• June 11, 2024
• Resources – Knowledge Article Updates; Workday Best Practices; Workday Drive Restructure
• Manager Resources and Workshop Information

• April 25 – April CAB Release Items and Payroll Partner Slides with details on April Release
• May 7 – Payroll Partner Office Hours Moving to 11 a.m.
• May 7 – Federal Tax Withholding Infographic
• May 9 – Reports and More
• E-News communications available on Workday Drive
• Drive>Payroll Information and Resources>E-New
  

• This can be:
  
• Initiated by a manager or HR Partner.
• Completed multiple times.
• Completed if offer was outside of Workday.
• Manager receives a Generate Document task and will add to the template.
• Original offer letter date
• Previous hire date
• Revised hire date
• Manager phone number
• After candidate accepts the offer, the HR Partner receives a Complete To Do task and can drill into the ellipsis to see the regenerate offer document that was sent by the manager.
• It’s important to remember that completing this To Do task does not automatically change the Start Date in Workday.
• If the hire/job change is already complete in Workday, you’ll need to create a help case to the Workday Central Team Workday | General Help to have the start date corrected.
• You will want to review and update other worker dates such as schedule change date, and other dates that might need adjusting if the hire job change process is not yet complete. You can use the revised date when completing the hire process.
• If the hire/job change process is not yet complete, use the revised hire date when completing the hir process.
• Documents will be available on candidate profile and worker profile.
  

• 223: Part-time Employees (Allowances) – Multiple Agencies Impacted
• 234: Qualified Employees on Unpaid Leave of Absence do not receive the HEM – Multiple Agencies Impacted
• 237: Reorder Time Calculations Related to Overtime – All Agencies Impacted
• 320: Wage Withholding orders do not deduct when an employee is out on an extended leave of absence – All Agencies Impacted
• 400: Verify My National ID (Employee as Self) – All Agencies Impacted
• 408A: Holidays to populate and pay while on leave of absence – All Agencies Impacted
• 556: Trial Service Performance Review Template Update – Multiple Agencies Impacted
• 558: Safety Partner access to Safety Incident BP Comments – Multiple Agencies Impacted
• 559: Grant Compensation Partners Access to Certifications Document Category – Multiple Agencies Impacted

• 196: CPERS: Update PERS codes to calculate when an employee is on an extended leave of absence
• 295: Research: LRN | All Enrollments report not showing Manager Email Address
• 302: Add closed Offering indication on the LRN | Instructor Offering Report
• 325: Employees with a partial leave of absence in a month need appropriate union dues withheld when there is gross earnings
• 385: INT211a SEIU Membership Inbound
• 408B: Holidays to populate and pay while on leave of absence.
• 426: Regenerate Offer to update hire date
• 538: Contingent Worker Unable to Request Roles through Security Roles Request App
• 591: Agency Payroll Partner View only Access to FLSA Calendars - Reports
  

• April off-cycle time entry cutoff is 5 p.m. on May 8, 2024
• No time entry in Workday from 5 p.m. on May 8, until 8 a.m. on May 10, 2024
• No daily check (off-cycle) processing on May 9 and May 10, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• No Retro Date (NRPPT) will be set to Dec. 1, 2023, on the April Run 1 payroll processing
• Central Payroll will change the date as part of payroll processing
• No Systemic changes prior to Dec. 1, 2023
• Pay Impacting entries prior to Dec. 1, 2023, will have to be manually calculated
  

• Central Payroll Helpdesk Phone Number
• 503-378-6777
• Online Office Hours Started April 24, 2024
• Every Tuesday, Wednesday, and Thursday from 2:00 p.m. to 3:00 p.m.
• Issues and cases will be reviewed as time allows.
• Analysis of the cases will be demonstrated along with resources and tips for error resolution.
• Issues will be tracked and passed along to the Tier 3 team as needed.
• The goal is to have answers for the next Office Hours meeting or provide a target response date.
• Online Office Hours TEAMS meeting link: Join the meeting
  

• PAY | Worker Payslip Summary by Payment Date (NEW)
• PAY | Variance Report | Compensation to Payroll Results in Selected Period (PROD)
  

• Dates will be announced in May.
• Audience will include:
• Payroll Partners
• Learning Partners
• HR Partners
• Some of the topics to be covered:
• Holidays
• Flex Time
• Work Tags
• Time Entry Review and Approvals
  

• Military Donated Leave process
• Agency Guest Presentation: Case Management Overview
  

• No Retro Date (NRPPT): What Payroll Partners need to know.
  

• New BP was put into place in January of this year to allow communication and documentation within WD business process.
• Please ensure that Payroll Partners know where to locate HR notes about Leave Transfer details when a worker is transferring agencies.
• Process steps and information can be found in Drive.
• Job Change Transfer Overview with Payroll Partner Steps
• Step 2 on page 7 – 8
  

• Step 1: Enter your search item.
• Step 2: Click on ‘Configure Search’ on the bottom left.
• Step 3: Locate “Drive” then click and drag “Drive” to the ‘Saved Categories’ section then select “Save”
• Step 4: On the left side bar, click on “Drive” to see files in Workday Drive with your search term.
  

• We are aware of the salary assignment details sometimes not updating to match new selected step.
• If the salary assignment details does not automatically update, please manually update to match the selected step (if on step).
• We have a case in with Workday, Inc. to figure out why this is happening intermittently.
  

• This report is being updated to remove the Costing Allocation fields: HCM Current Worker Detail report. The best report to review Costing Allocation fields is HCM | Cost Allocations by Earning Codes | Search by Company, Organization, or Worker. This change happened the morning of May 2, 2024.
• Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
• Oregon1 is refreshing this Saturday.
• For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
  

• Anticipated Implementation: 4/19-23/24
• Functional Area: Payroll
• Agency Impact: Multiple
• # of Employees Impacted: 11-100
• Description: Part-time Employees who work more than their FTE – Allowances not pro-rating or hours worked over their FTE are not being paid.
• Change: Adjust Allowances to recognize the correct hours worked for part-time employees to be paid appropriately.
• Comms: Workday Wed | Various payroll comms
  

• Anticipated Implementation: 4/19-23/24
• Functional Area: Benefits
• Agency Impact: Multiple
• # of Employees Impacted: UNK at this time
• Description: Employees who have a leave of absence in Workday and are eligible for HEM Payment of $17.50 are not receiving it.
• Change: Add earning code to process when an employee is on leave. This change is not effective dated.
• Comms: Workday Wed | Various payroll comms
  

• Anticipated Implementation: 4/19-23/24
• Functional Area: Payroll
• Agency Impact: All
• # of Employees Impacted: 10k+
• Description: Additional costs are going to the override that should stay with the default costing, causing errors in reporting.
• Change: Renumber the order in which he time calculations fire (maintain time calculations priorities).
• Comms: Workday Wed | Various payroll comms | Finance Partners about the impact to them.
  

• Anticipated Implementation: 4/19-23/24
• Functional Area: Payroll
• Agency Impact: All
• # of Employees Impacted: 2,500-10k
• Description: Employees should have wages garnished based on flat dollar amount/percentage based even if they are on a leave of absence.
• Change: Add wage withholding orders to pay group “deductions on leave” to process when an employee is on a leave of absence. This will correct on a going forward basis, not in retro.
• Comms: Workday Wed | Various payroll comms

• Anticipated Implementation: 4/19-23/24
• Functional Area: Core HR
• Agency Impact: All
• # of Employees Impacted: 10k
• Description: Need a way for employees to verify their SSN, currently unable to see it on their profile.
• Change: Turning on existing functionality provided by Workday. Employees will be able to verify their SSN in Workday.
• Comms: Workday Wed | Various payroll comms
  

• Anticipated Implementation: 4/19-23/24
• Functional Area: Time Tracking
• Agency Impact: All
• # of Employees Impacted: 101 to 500
• Description: For employees on an unpaid leave of absence and when permitted by CBA language, Workday needs to populate holidays on timesheets and pay the holiday while on unpaid leave.
• Change: Will create time calculation to populate the holiday for employees even when on a leave of absence per CBA. This change will start with Memorial Day 2024, it is not retroactive.
• Comms: Workday Wed | Various payroll comms
  

• Anticipated Implementation: 4/17-23/24
• Functional Area: Career Development Planning
• Agency Impact: All
• # of Employees Impacted: 2,501-10k
• Description: Per Statewide HR Directors, retire the current template, create new rating scale, and apply the new scale to a copy of the current template.
• Change: Retire current template and create new one.
• Comms: Official communication should come from CHRO regarding this update.
  

• Anticipated Implementation: 4/17-23/24
• Functional Area: Security
• Agency Impact: All
• # of Employees Impacted: 51-500
• Description: Request to allow those with the Safety Partner role the security to access report(s) that will provide Comments made on Safety Incidents.
• Change: Give Safety Partners view access to the domain: Business Process Reporting.
• Comms: Workday Wed
  

• Anticipated Implementation: 4/17-23/24
• Functional Area: Security
• Agency Impact: All
• # of Employees Impacted: 51-500
• Description: Compensation docs miscategorized as Certifications need to be accessible to Compensation Partners to be corrected.
• Change: Update Security Group Compensation Partner | Document View and Modify to allow access to Certifications.
• Comms: Workday Wed
  

• April on-cycle time entry cutoff is 5 p.m. on April 24, 2024
• No time entry in Workday from 5 p.m. on April 24, until 8 a.m. on April 26, 2024
• No daily check (off-cycle) processing on April 25 and April 26, 2024
  

• Workday Oregon Website: workday.oregon.gov
  
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• No Retro Date (NRPPT) will be set to Dec. 1, 2023, on the April Run 1 payroll processing.
• Central Payroll will change the date as part of payroll processing.
• Any actions completed with an effective date prior to Dec. 1, 2023, will not be picked up systematically.
• Pay Impacting actions completed with an effective date prior to Dec. 1, 2023, will have to be manually calculated.
• Communication sent out via e-News April 4, 2024.
  

• Best Practices for Time Entry_Agency Version
• Are these tools useful for your agencies?
• What other tools, tips or resources are you looking for at this time?
• Template is shared on WD Drive:
• Drive>Payroll Information and Resources>Best Practices for Time Entry_Agency Version

• E-News annual reminder was sent out April 15, 2024.
• For certain represented employees, there is a due date of June 30, 2024, for using Straight Time accrued from July 1, 2023, to June 30, 2024. It is important for your agency to develop and document a plan on how employees will use their Straight Time accrued hours.
• The following report will provide a list of employees with straight time hours accrued:
• Time Off | Leave Balances | April Straight Time Notification
• Please follow your Collective Bargaining Agreement for specific information on how employees in your agency are required to use Straight Time accrued.
  

• Work Schedules
• Alternative Work Schedules
• Importance of Work Schedules
• Holidays – Hours worked on a holiday.
• Flex Time
• Additional Topics to be covered include:
• Time Reporting expectations
• Tips to ensure your time worked is entered correctly.
• Timing of Time Off (Absence) requests
• Reviewing and attesting to the accuracy of your monthly timesheet
• Entering overtime – When to enter overtime as comp time.
• When to enter On Call hours
• Work tags for Shift Differentials

• How to review team time entries
• When to review time for your team
• When to approve Time
• How to approve Time
  

• 1st Step: Position Restrictions – Default Compensation
• 2nd Step: Requisition Compensation
• 3rd Step: Offer Compensation
• 4th Step: Propose Compensation – Hire/Job Change
  

• If offer step is skipped or left blank, it defaults back to the prior step.
• Example: If offer is skipped/left blank, hire/job change will default back to Requisition Compensation.
• Each offer supersedes the prior.
• Example: If a 2nd offer is completed, the 2nd offer is what defaults to hire/job change.
• If a field is not completed in the default compensation, or is removed in one of the future steps, it would need to be manually added back in.
• Example:  If the default compensation does not have a salary plan (monthly salary pro-rated if less than full time) – it would need to be either added in to the default compensation prior to creating a requisition (to default forward) or added in at a future compensation step.
• Example:  If default compensation has the salary plan, but it is removed/deleted at the requisition compensation step, it would need to be added in at a future compensation step.
  

• Job profiles and grade profiles are linked within Workday – this matches the appropriate grade profile to each specific job profile.  
• This link can be viewed in Workday from:
• The job profile (under the compensation tab). This screen can be easily accessed in several places, including:
• Worker Profile > job profile
• Position Restrictions (hiring restrictions tab) > job profile.
• The grade profile (referenced by job profile). This can be accessed during a request compensation change:
• In the grade profile field, use the menu prompt “From Job Profile”. This will give you the list of grade profiles that are tied to the job profile assigned to the worker based on the action effective date.
• From the grade profile filed – select the related actions of the grade profile, in the pop-up window, click on the grade profile name (a hyperlink at the top of the pop-up window), and that will take you to the main grade profile and you can review the referenced by job profile link.
• It is important to select the correct grade profile for the worker’s job profile to ensure that the workers are being compensated appropriately. Grade profiles may look similar but have different designators for different compensation ranges/rates (i.e. number of steps, rates, Min/Max, etc.).
• Example:  
• OAH-15-AP is tied to the Office Specialist 2, it currently has 8 steps in the range (steps 3-10).  Minimum: $3427 to Maximum: $4639.
• OAH-15T-AP is tied to the Dental Assistant 1, and in this example has similar rates as the OAH-15-AP, however, it only has 7 steps in the range (steps 4-10). Minimum: $3552 to Maximum: $4639.
• To view workers with mismatches between the assigned job profile and assigned grade profile, you can use the “CMP | Workers with Mismatched Job Profile/Grade Profile”. This will show you the information assigned to the worker. You can then review what is assigned, what assignment is correct (job profile or grade profile) and then correct the assignment.  Below are a couple examples of mismatches:
• Example 1: A Worker appears with a job profile of Business Operations Manager 3 - SR35 – Exempt, and grade profile MMS-35-AP. If it is determined that the job profile is correct. When I go review the grade profiles tied to the job profile of Business Operations Manager 3 - SR35 – Exempt, I see the correct grade profile appears to be MMS-35X-AP. The difference being 35 vs. 35X, and these ranges have different number of steps associated with them.
• Example 2:  A workers appears with job profile Learning & Development Specialist 1 - SR23 – Non Exempt and grade profile MMN-24-AA. If it is determined the grade profile is correct, the job profile needs to be updated. When I review the job profiles referenced by the grade profile MMN-24-AA, I can see that the job profile Learning & Development Specialist 1 - SR24 - Non Exempt is referenced.

• Salary Selectives:
• Please continue to make the update of retro salary selectives a priority. Please be sure to update both Workers and Positions – including vacant and non-budgeted positions.
• Truncations
• Please continue with validations for truncations, to avoid any pay errors, agencies will want to complete their validations and updates by April 24 prior to payroll running on 4/25/24.
• Review/update variable dollar allowances (such as WOC)
• No Retro Prior to Date
• As a reminder, the No Retro Prior to Date will be updating to December 1, 2023, on April 25, 2024. We recommend having retroactive actions effective dated prior to 12/1/23 completed prior to payroll run (4/25/24). This will reduce the manual calculations needed after the No Retro date is implemented.

• Please note on Friday, April 12, there was an email disruption. This impacted agencies that we provide the agency continuity feed to. There was something related to the network that was preventing Workday delivery of emails. We worked diligently with our partners that run the network and everything was resolved. An announcement was posted within Workday.
• Friendly reminder to remove hourly LWOP while on extended leave. It will negatively affect the leave accrual. 
• Presenting retro compensation corrections in a case – Do’s and Do not’s. Please provide the name, OR and effective date(s) affected. Please provide the grade profile step and salary for the initial comp change, and if there’s any following comp changes, those as well. When possible, please provide any case with multiple changes in an attached excel spreadsheet.
• Onboarding – Agency specific policies: any changes, updates, or addition (new to onboarding policy review) need to be submitted via Help Case by May 3, 2024, COB to be in production July 1, 2024.
• Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
• Oregon1 is refreshing this Saturday.
• For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
  

• Description
• A policy update has been made to include Temporary Employees in the Personal Protection Leave Time Off Plan.
• What’s Changing:
• Temporary Employees will no longer be excluded from accessing the Personal Protection Leave Time Off Plan.
• Impact of Change:
• All Temps will be able to request Personal Protection Leave.
• Comms: Workday Wednesday
  

• 146: Seasonal worker on/off season – Analysis
• 208: Calculation for part-time employee benefits is not calculating correctly after initial calc. – Testing
• 214: Labor Cost Coding: OPE (other payroll expenses) Workaround Solution – Testing
• 222: Leave Without Pay (LWOP): The current configuration provided by IBM needs review by Workday, Inc. – Analysis
• 223: Part-time Employees who work more than their FTE – Allowances not prorating or hours worked over their FTE are not being paid – Testing
• 234: Qualified employees on an unpaid leave of absence are not receiving the HEM – Testing
• 237: Reorder Time Calculations Related to OT – Analysis
• 282: AFSCME SACU Shift Trade – Configuration Change – Analysis
• 320: Wage Withholding orders (including Child Support) do not deduct when an employee is out on an extended leave of absence – Testing
• 391: Update Security Roles Request App to make attachments visible – In Progress
• 397: CPERS: Retro Corrections more than 12 months old – In Progress
• 400: Verify My National ID (Employee as Self) – Testing
• 408A: Holidays to populate and pay while on leave of absence – In Progress
• 412: OMD Firefighter Unions – IAFF (non 40-hour employees) use a different calculation to get to their hourly rate – Completed
• 473: Policy: OPDS Salary Range Truncations – Completed
• 479: Truncations – April 1, 2024 (multiple REPRS) – Completed
• 532: Requirements Updated – OST Trial Service Review and Ost Performance Review Workday template request – Analysis
• 533: Hide Instant Messenger and Web Address fields for Emergency Contacts – Testing
• 538: Contingent Worker Unable to Request Roles through Security Roles Request App – In Progress
• 546: OSPOA: Safety Release time – Testing
• 556: Trial Service Performance Review Template Update – In Progress
• 558: Safety Partner access to Safety Incident BP Comments – In Progress
• 559: Grant Compensation Partners Access to Certifications Document Category – In Progress

• March off-cycle time entry cutoff is 5 p.m. on April 8, 2024
• No time entry in Workday from 5 p.m. on April 8 until 8 a.m. on April 10, 2024
• No daily check (off-cycle) processing on April 9 and April 10, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld ​
  

• Dec. 1, 2023 - start of new tax year.
• No Retro Date will be set to Dec. 1, 2023, on April 25, 2024.
• DAS Central Payroll will change the date as part of the payroll processing.
• No systematic changes will process prior to Dec. 1, 2023.
• Pay Impacting entries prior to Dec. 1, 2023, will have to be manually calculated.
• Communication to Payroll Partners and HR is in process via E-News.

• Teams Meeting Link

• March 19: Main Workshop session
• •nformation on Overpayments, guidance on how to troubleshoot with a demonstration.
• Attendance: 120
• Materials in Drive by 3/22 (email notification will be sent when loaded).
• PowerPoint
• Workbook
• Worksheet
• Recording
  

• Small groups walking through troubleshooting together with insight and feedback from SME’s.
• April 2-4: Practice & Application sessions
• April 16-18: Practice & Application sessions
  

• Employee – Employee Time Tracking
• Alternative Work Schedules
• Holidays
• Flex Time
• Manager – Manager Topics
• How to review team time entries
• When to review time for your team
• When to approve time
• How to approve time
  

• Truncation mass changes were completed for workers on April 1, 2024.
• Agencies can move forward with validations and adjust any variable dollar allowances.
• Validation considerations:
• Future dated hired/job changes (effective after 4/1/24) that were in progress or completed prior to 4/1/24.
• Workers with in-progress compensation related actions (between 3/29 and 4/1).
• Additional jobs were not included in the mass load, agencies will need to review/update as appropriate.
• Workers with job profile/grade profile mismatches or salary selectives that have not been completed will need to be manually updated.
• In flight recruitments, job changes and hires – carefully review and update if impacted by truncations.
• Workday team loaded updates to default compensation for Job profiles that had a grade profile change on 4/5/24.
• For impacted job profiles by representation – see your CBA or the “Compensation Changes Summary” document sent to the HR email lists on February 16, 2024.
• To avoid any pay errors, agencies will want to complete their validations and updates by April 24 prior to payroll running on April 25.
• If assistance is needed, please submit a Workday Help case as soon as possible.
  

• Integration is for Member Paid Pre-Tax (MPPT).
• Integration runs on the 1st and 15th of each month (for that month).
• Excludes Temporary, Off-Season and Agencies/Representations that are employer Paid Pre-Tax (EPPT).
• Utilizes the PERS Contribution Start date in the PERS Status Check section of the additional data.
• Helpful Reports for PERS Contribution Start Dates:
• PAY | Status Check Retirement Start Date in Selected Date Range
• HCM | Contribution Start Date Audit

• Majority of retroactive (effective 3/2024 or prior) structural changes have been completed and notification sent to impacted agencies.
• Agencies review/update workers and positions impacted by salary selectives and/or class studies (job profiles/grade profiles) – per CBA/Policy.
  
• Updates may impact downstream efforts such as truncations, the Equal Pay Project and budget projections.
• Clean up of items no longer being utilized as they are vacated (all workers/positions).
  

• CMP | Workers with Mismatched Job Profile/Grade Profile
• CMP | Compensation Changes Report
• HCM | Current Worker Detail Report
• CMP | Compensation Changes for Workers with Amount Allowance Plan
• BGT | Position Management Detail Report
• HCM | Employee Events by Selection Report
• CMP | Workers Off Step (within Range)
• CMP | Workers Above Max or Below Min
• More reports available: Human Resources Reports worklet.
  

• If someone is transferring into your agency, before you do anything in Workday, please contact an HR partner at the other agency.
• Once you start the transfer process, the other agency can no longer make any needed updates.
• Make sure the other agency has taken care of any pending position, comp, and other updates.
• As a suggestion, it might help to designate an HR partner or two to be point of contact for agency transfers.
  

• Attention: Oregon state government is one employer. ONLY submit a resignation if you are leaving state employment. Moving from one state agency to another state agency is a transfer. Your new agency will complete the necessary actions to start your transfer process. If you are leaving state government employment, or retiring, please continue submitting your resignation. 
  

• Oregon state government is one employer. ONLY submit this termination if your employee is leaving state employment. Do not initiate a termination if your employee is moving to a position in another state agency, or another branch of state government. Your employee’s new agency will complete the necessary actions to start your employee’s transfer. If your employee is leaving state government employment, or retiring, please continue submitting this termination.
  

• Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
• Workday Learning Administrator recruitment closes tomorrow April 4, 2024.
• Oregon1 is NOT refreshing this Saturday. 
• Oregon1 will refresh on April 20, 2024.
• For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) knows where to find the Workday Wednesday meeting notes.
  

• Finalizing the Steady State Roadmap
• Plan to share the finalized version at the next Workday Wednesday
• Preparing the April Release
• Reviewing process improvements
• Planning for the transition out of Steady State into Operations
  

• March on-cycle time entry cutoff is 5 p.m. on Mar. 25, 2024
• No time entry in Workday from 5 p.m. on Mar. 25 until 8 a.m. on Mar. 27, 2024
• No daily check (off-cycle) processing on Mar. 26 and Mar. 27, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 

• March 19: Main Workshop session
• Information on Overpayments, guidance on how to troubleshoot with a demonstration.
• Attendance: 120
• Materials will be in the Payroll Partner Workshop Series 2024 folder in Workday Drive by 3/22.
  

• April 2-4: Practice & Application sessions for learners who attended Part 1.
• Small groups walking through troubleshooting together with insight and feedback from SMEs.
• Logistics and number of sessions needed will be determined based on the attendance numbers from Part 1.
• Email with information and registration will be sent to all registered learners by 3/25.
  

• ​Implementation pushed to March Mid-Month Payroll:
• March Mid-Month will be the first payroll run that the update will deduct from employee’s mid-month pay with percentage-based deductions for OSGP VOYA deferred comp elections.
• April 15 – Pay date, employees will see the percentage-based OSGP VOYA deferred comp deduction on their payslip.
• Communication sent Feb. 6 to Payroll Partners with a sample email for employees.
• Report shared with Payroll Partners included percent-based employees and multiple payments over the past 6 months.
• Workday Drive>Payroll Partner Resources>VOYA percent-based deductions
• Announcement will be shared on Workday Announcements to provide notice to all employees of this change.

• We do not currently use the progression dates; we use the benefits service dates for Merit actions (step progression).
• This field can be seen by managers and elevated roles, but not by an employee without roles.
• Currently, we are unable to hide the field from view.
  

• Majority of retroactive (effective 3/2024 or prior) structural changes have been completed and notification sent to impacted agencies.
• Agencies review/update workers and positions impacted by salary selectives and/or class studies (job profiles/grade profiles) – per CBA/Policy.
• Updates may impact downstream efforts such as truncations, the Equal Pay Project and budget projections.
• Clean up of items no longer being utilized.
  

• BGT | Position Management Detail Report
• HCM | Employee Events by Selection Report
• • CMP | Workers with Mismatched Job Profile/Grade Profile
• CMP | Workers Off Step (within Range)
• CMP | Workers Above Max or Below Min
• And more in the Human Resources Reports Application (compensation reports tab)
  

• Testing has started on truncation efforts, including updates to structure and workers.
• Will include all worker types but excludes additional jobs. Any impacted additional jobs will need the compensation assignment reviewed/updated, if needed.
• Please complete in progress items, where possible.
• In flight actions such as recruitments, job change, hires, etc. – Please carefully review and update compensation as needed.
• Future dated actions will need to be reviewed/updated.
• Detailed announcement has been posted in Workday for elevated HR/Payroll roles.
  

• Workday load on Mar. 29, 2024.
• Agency validation to begin Apr. 4, 2024.
  

• Begin loading Apr. 4, 2024 (or before). We will notify the impacted groups as we complete the changes.

• To view the full summary of release items, click here.
  

• Evaluating the WD System Release takes a strategy.
• First priority is to identify changes that are automatically made AND will impact user experience.
• Second is to identify the changes that require setup but meet an existing need or enhances the user experience.
• Finally identifying items that need further evaluation to know if they are compatible with our configuration and if it will enhance the user experience and/or system efficiency.
  

• Release Considerations & Outcomes
  
• Each item must be evaluated to make sure it: Is enabled. Is truly doing what we think it should do based on the description. Works with our configuration.
• Once accepted as an update we would like to adopt or evaluate further, it will be: Scheduled for immediate release. Scheduled into a future monthly state release. Scheduled for further evaluation in a future monthly state release.

• Pop-Up Header Update & Right Aligned Footer Buttons
• Pop-ups will now have a page header with an ‘X’ to close the window.
• The footer in pop-ups is now right justified and the ‘OK’ and ‘Cancel’ buttons are inverted.
  

• Recruiting History Timeline – Confirmed Opt-In for Email Communications
  
• Recruiter will be able to more easily identify and track opt-in emails and communications with applicants through the Recruiting History Timeline.
  

• Skills Cloud for Candidate Pools
  
• ​Enhance candidate pools by enabling you to select Skill Cloud skills for dynamic candidate pool membership.

• Talent & Performance Changes
  
• Check-Ins Update - Employees will see a slight difference, as Topics expand on the same page, instead of opening a new page.
• Goals Update - Employees who take advantage of the Goals functionality in Workday will see a few changes to the following: Clickable Fields in Goal Cards, Goal Cards Side Panel, Archive or Unarchive Goals Button, Category Field Displayed on Goal Cards, Updated Goal Cards Icons.
  

• Learning Mass Enroll, New Reporting Fields, and Extended Enterprise Learners
  
• These learning updates will be shared directly with Learning Partners via email by the end of today, Mar. 6, 2024.
  

• Attachments Settings in BP Toolbar for Change Job
• Users can now drag and drop attachments to the Change Job Event, instead of having to click the ‘Add’ button.

• Direct Case Assignment
  
• The preferred method of creating Help Cases by someone who is a Case Solver is to use the Standard ‘Create Case’ task, but there is also a ‘Create Case Advanced’ task.
• If you decide to use the Advanced task for creating cases, you will have the option to assign the case directly to a Case Solver in that Solving Team. Do not directly assign a case to someone unless you have talked to them, and they are expecting it.

• This item was requested through a Help case by a Learning Partner.
• The update will bring learning related notifications in line with all other notifications in Workday that use the Preferred instead of the Legal Name.
• Comms: Email communication will be sent out to all agency LP’s.
• Tentative Production Date: Week of 3/11.

• Two report calculators designed to assist agencies with mid-month proration of Vacation and Sick Leave for seasonal employees.
• Accrual Calculator | Mid Month Proration | On Season
• Accrual Calculator | Mid Month Proration | Off Season

• February off-cycle time entry cutoff is 5 p.m. on Mar. 8, 2024
• No time entry in Workday from 5 p.m. on Mar. 8 until 8 a.m. on Mar. 12, 2024
• 24/7 agencies will have until 5 p.m. on Sunday Mar. 10 to enter time.
• No daily check (off-cycle) processing on Mar. 11 and Mar. 12, 2024

• ​Workday Oregon Website: workday.oregon.gov
  
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar: https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• Detailed instructions were sent via e-News yesterday, Mar. 5, 2024.
• Employees request the donation in Workday. Knowledge article here.
  
• Request goes to the Payroll Partner Workday inbox.
  
• Payroll Partner will create a pay input on the employee’s profile for the requested amount.
• Select the appropriate Food Bank from the drop down.
• Select the start and end dates.
• Start date is 3/1/2024.
• End Date for One Time is 3/31/2024.
• End Date for Ongoing is 2/28/2025.
• ​Select “Ongoing” or “One Time” and then click ‘OK’.

• E-News was sent to Payroll Partners – Feb. 27, 2024.
• An updated communication was sent via E-News, Mar. 5, 2024, and includes sample language for communicating with impacted employees.
• A list of impacted employees is on Workday Drive Drive>Payroll Partner Resources>2024>OSGP March Impacted Employees
  

• A major effort was made to resolve as many open cases for the Workday Central Payroll team as possible.
• As of Feb. 2, 2024 – 420 Open Cases
• As of Mar. 4, 2024 – 204 Open Cases
• Many cases still open are either waiting for agencies to respond or waiting for our timeline to pass.
  

• Information on Overpayments, guidance on how to troubleshoot with a demonstration.

• Small groups walking through troubleshooting together with insight and feedback from SME’s.
  

• If you see a supervisory organization that has (Official Board) after the name, please do not make any changes to the positions, or the members.
• Example – Oregon Medical Board (Official Board)
• If there are questions about a position or a member, create a case in Workday.
  

• We are working closely with DAS/CHRO on guidance related to the Agency Specific Boards and Commissions.
• The QRG was submitted last Thursday for approval.
• Documents need to be finalized and put into production in Workday.
• More information and direction will be coming soon.
  

• The initial focus is on items that are automatically being made and communicating anything that will impact user experience.
• ​Several of the items we will look at today are related to accessibility updates.
• The second stage is on changes that require some kind of setup and will meet a need or enhance the user experience.
• The final stage is our evaluation remaining potential changes, these items may have a significant impact to user experience or might not be possible once fully evaluated.
  

• Is enabled
• Is truly doing what we think it should be based on the description
• Works with our configuration

• Added a page header with an ‘X’ to close the page.
• In the footer moved and inverted the ‘OK’ and ‘Cancel’ buttons.

• When external candidates sign up for job alerts or sent a message through Workday outside the context of a job application, they receive a confirm opt-in message from Workday and the candidate must first opt-in to receive the message.
• This prevents our recruiting marketing messages from being marked as spam and being blocked.
• To help recruiters identify where candidates are in the process, and if a message was received, Workday is making a change to the recruiting history timeline to add that information.​
  

• Associated message will show as pending in Recruitment History Timeline
• Candidate confirms opt-in.
• Once confirmed, the message will show sent along with date and time.
• Status can be viewed from the requisition grid, contact tab.
• View status and resend opt-in message can be done from the candidate profile > candidate actions.
  

• This update enables you to select Skill Cloud skills for dynamic candidate pools. Unlike other search criteria, skills search works on an “OR” premise.
• The skill search does not search the full application, it only compares the selected skills section on the application. Whereas, the keyword search, searches the full application job history and work experience.
• Candidates may have listed their skills in their education or job history rather than in the skills section, so you want to continue to use the keywords search.
• Keywords search works on an “and” function.
  

• Managers get notified when there are development items overdue, or an upcoming check-in is scheduled. 
• The check-in shows two weeks before each check-in date and disappears after the check-in date. 
• Allows easy navigation to the check-in right from the Manager’s home page.
  

• Announcements will be moving to the top of the Workday homepage.
• Announcements will be a single tile now featuring left and right scroll arrows to look through the different announcements.
  

• Workday has converted the “Inbox” to be called “My Tasks”.
• Career App is retired and will be removed from Workday entirely.
  

• Workday is making the user experience more friendly when creating check-ins.
• The attachments box will be smaller, moved up, and now the managed topics box will be circled to try and draw the user’s eyes to completing the manage topics section instead of creating a check-in and missing it.
  

• Workday has completed modifications to the user interface regarding Goals.
• Before the Goals section would be in the left navigation under Individual Goals.
• Goals will be a tile and then all the different goals are going to be displayed as separate tiles all on the same page.
• Users will have the ability to archive. There will be tabs to differentiate individual goals from archived goals and organization goals.
  

• Various new Time Entry Codes, Costing Override adjustments, updated Calculations Tags
• Change the deduction DAS – SunLife to not track arrears
• Correct Daily Overtime and Shift III issues
• Various CPERS Reporting updates
• Correct Worker Benefit Fund (WBF)
• Overpayment and Underpayment Summary Reporting
• Workforce Liaison and I-9 Reports
• Address issues with Bereavement Leave and Jury Duty time offs for Multiple Job Workers
• Reports for Military Leave
• Add “Workers Compensation” reason code to appropriate time off request
• Update Internal and External Candidate Notification with Company Name
• Update the earning codes according to the AFSMCE Security Plus 2023-205 CBA Changes
• End Remote Work Notifications

• Various new Time Entry Codes, Costing Override adjustments, updated Calculations Tags
• Change the deduction DAS – SunLife to not track arrears
• Correct Daily Overtime and Shift III issues
• Various CPERS Reporting updates
• Correct Worker Benefit Fund (WBF)
• Overpayment and Underpayment Summary Reporting
• Workforce Liaison and I-9 Reports
• Address issues with Bereavement Leave and Jury Duty time offs for Multiple Job Workers
• Reports for Military Leave
• Add “Workers Compensation” reason code to appropriate time off request
• Update Internal and External Candidate Notification with Company Name
• Update the earning codes according to the AFSMCE Security Plus 2023-205 CBA Changes
• End Remote Work Notifications
  

• January off-cycle time entry cutoff is 5 p.m. on Feb. 8, 2024
• No time entry in Workday from 5 p.m. on Feb. 8 until 8 a.m. on Feb. 12, 2024
• ​No daily check (off-cycle) processing on Feb. 9 and Feb. 12, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar

• Jan. 29, 2024, DAS PnD mailed 2023 Form W-2 to all employees
• Workday Announcement is up regarding how to get to online W-2 in Workday
• W-2 Resources are available in Workday Drive
• Talking Points
• FAQ
• Communication sent to enterprise and E-News
• Work addresses should only have a usage of Business.
• We had approximately 300 workers who had their W-2 mailed to their work address.
• This happened due to the work address being labeled as usage “mailing” in the employee profile contact information.
• When creating W-2s, Workday looks to the usage fields and uses the "mailing" designation first. If there is no usage, the Home (Primary) address is used.
• MAY 2022 – Workday turned off the ability for an employee to update their work contact information.
• Most of these mailing designations on work location occurred prior to May 2022 and there is an effort underway to clean-up the work mailing designation to prevent future issues.
  

• Implementation date for the VOYA Deferred comp update is being postponed to March Payroll to allow time for employee to complete the Oregon State Savings Growth process for adjusting percentage-based deductions.
• Employees who have a percentage-based deduction will have this update on the first of the month pay and the mid-month pay with the first deduction happening on April 15, 2024, pay.
• This change is a system update to correct the percentage-based deduction of VOYA deferred comp and/or Roth IRA for employees who elected a percentage-based deduction from their pay and have multiple payments in a pay period.
• A list of impacted employees will be provided to payroll partners.
  

• If agencies are doing PERS corrections and there are no wages to deduct from or the employee has termed, the agency will need to send a BT over to Central Payroll as there has to be something to deduct from for PERS deductions.
  

• When an employee has multiple active jobs, leave payout requests go to payroll partners for all positions.
• If the leave payout request is not for the position at your agency, please do not send the leave request back.
• Sending the request back will delay the leave payout request for the employee.
  

• The OPE Reallocation Resolution process will reallocate OPE costs outside of Workday every payroll run and will interface to SFMA and the State Datamart (Workday Payroll and SFMA Tables).
• For audit purposes, detailed reports from the reallocation process will be provided to agencies in Workday Drive.
• We have completed a manual data cleanup for OPE expenses that were not allocated correctly during the payroll periods of December 2022, Run 1 through November 2023, Run 2.
• We are now preparing to initiate Phase 2 Testing; testing of the automated OPE Reallocation Resolution process.
• To begin the Phase 2 effort agencies have been asked to complete one survey per agency with their agency test team contacts.
• Testing cadence will follow a timeline set by the Workday OPE Project Team.
• A kick-off meeting scheduled for Feb. 7, 2024, from 8:30-9:30 a.m. will review all test requirements.
• Agency Finance Managers may be reaching out to Payroll and Human Resources to gather participants for this testing.

• Payslip Updates – using a BIRT Custom Report
• Correct downloaded print (PDF) version of Position Descriptions – BIRT Report
• VOYA deferred comp want % to deduct every payment but not flat amounts
• Agency Time Review, View Access to Worker Schedule
• 3 updates to streamline processes for the central Workday team
• 2024 Governor’s State Employees Food Drive
• Job Change – Help Text for HR Partner
• CPERS Integration related update
• 2 HCM Hours Worked reports
• Additional option for drop down in building PD’s on position restrictions for Work Contacts
• Approximately 14 CBA related updates
• Multiple Compensation updates related to CBA/Policy

• January on-cycle time entry cutoff is 5 p.m. on Jan. 25, 2024
• No time entry in Workday from 5 p.m. on Jan. 25 until 8 a.m. on Jan. 29, 2024
• No daily check (off cycle) processing on Jan. 26 and Jan. 29, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023.
• Billing Change: Agencies will be invoiced based on the total FTE count.
• W-2 Related Communication: 
• Enterprise email is targeted for distribution to employees Jan. 18, 2024.
• W-2 Talking Points and Resources will go out to Payroll Partners today.

• From the Workday homepage click on your profile icon/picture and select “View Profile”
• From the menu on the left select “Benefits”
• You will see PEBB and PERS enrollment information
• If there are discrepancies, please visit the PEBB website to verify your benefit elections.
• If a change is needed, or if you have additional questions, please contact your agency payroll office for assistance. Note: PEBB is the system of record for this information and if there are discrepancies, please reach out to PEBB to correct it in PEBB or create a case to correct it in Workday.

• For any discrepancies in PEBB 2023 Open Enrollment benefits, create a case.
• If needed, the Payroll Partner can also make the entries via pay input.
  

• Added company name, address, phone number to upper left.
• In the upper right corner, added: “If you have questions contact your agency payroll office.”
• Time Off Balances Box removed from Print Payslip Image version of payslip.
• “How to Read Your Payslip” Guide and Knowledge Article have been updated as additional resources for this change.
• Communication will go out via E-News by the end of the week.
  

• This change is a system update to correct the percentage-based deduction of VOYA deferred comp and/or Roth IRA for employees who elected a percentage-based deduction and have multiple payments in a pay period.
• A list of impacted employees will be provided to payroll partners.
• Impacted employees will see the percentage-based deduction in both the first of the month pay and the mid-month pay with the first deduction happening on Feb. 15, 2024, pay.
  

• Receiving/Gaining agency HR Partner will be required to add a comment that indicates how many hours of leave the agency will accept based on negotiated offer letter and the employee’s new position/representation.
• Sending Payroll Partner can view these comments and adjust and/or payout leave accordingly.
• Receiving HR Partner initiates job change. 
• Sending Manager reviews and confirms effective date. 
• Receiving Manager reviews and confirms all position/offer position information. 
• Receiving HR Partner reviews and confirms all position/offer position information. Adds note for Payroll Partner with amount of leave that agency will accept for this transfer.
• Sending Payroll Partner reviews notes left by Receiving HR Partner. Adjusts / pays out leave balances.
• Receiving Payroll Partner reviews all leave and pay related information. Assign Work schedule.

• ​​Starting mid-February, we anticipate a large testing effort will happen in OR1 related to the Labor Cost Coding effort that multiple agencies will be involved in. Testing is anticipated to take several weeks. During this time, OR1 refreshes will happen according to testing needs. We will communicate an anticipated refresh schedule and any ongoing updates as soon as we know they will be happening.
  

• Payslip Updates – using a BIRT Custom Report
• ​​​Correct downloaded print (PDF) version of Position Descriptions - BIRT report
  
• Correct downloaded print (PDF) version of Position Descriptions – BIRT Report
• VOYA deferred comp want % to deduct every payment but not flat amounts
• Analyzing multiple Leave Payout Requests – Approx. 5
• Agency Time Review, View Access to Worker Schedule
• 3 updates to streamline processes for the central Workday team
• 2024 Governor’s State Employees Food Drive
• Job Change – Help Text for HR Partner
• 3 CPERS Integration related updates
• 2 HCM Hours Worked reports
• Additional option for drop down in building PD’s on position restrictions for Work Contacts
• Approximately 14 CBA related updates
• Multiple Compensation updates related to CBA/Policy

• December off-cycle time entry cutoff is 5 p.m. on Jan. 5, 2024
• Cutoff for 24/7 agencies is Jan. 7 at 5 p.m.
• No time entry in Workday from 5 p.m. on Jan. 5 until 8 a.m. on Jan. 9, 2024
• No daily check (off-cycle) processing on Jan. 8 and Jan. 9, 2024

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 

• The daily PEBB integration file has been on hold since Nov. 17, 2023, to allow time for processing the 2024 Open Enrollment PEBB files.
• Open Enrollment & the Daily files were loaded by Dec. 15, 2023.
• For December terminations (if the employee is eligible) please validate their benefits in PEBB’s system and then compare it to Workday.
• If there are differences, then create a case so DAS’ Workday support team can make those benefit changes. If needed, the Payroll Partner can also make the entries via pay input.
• Communication was sent out Dec. 19 via E-News regarding the “Verify My Information” app in Workday. Payroll/HR Partners can share this information now for employees to verify their Workday Profile information including PEBB Benefits.
  

• Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023.
• Billing Change: Agencies will be invoiced based on the total FTE count.
• Action Item: Please remind employees to update any address changes by Jan. 10, 2024, so the W2’s will reflect the correct address.
• W-2 Related Communication: 
• Initial W-2 communication for Payroll Partners and HR is targeted to go out via E-News Dec. 8, 2023. 
• Communication around access to copies of online W-2 and general W-2 related information will be shared with employees by mid-January. 
• Payroll, Human Resources, and Agency Leadership will have access to W-2 Resources in advance of communication going out to employees.

• For printed W-2s all employees will have the same employer displayed – State of Oregon.
• W-2s will use the address in Workday as of Jan. 10, 2024.

• Employees filing as exempt must fill out a new W-4 each year.
• Feb. 15, 2024, is the deadline for completing new W-4 for exempt status.
• If agency does not receive a new W-4 employee is reset to Single and 0.
  

• The need to wait until Run 2 completes went away with OSPA.
• Please keep in mind - as soon as you know a retiree will be coming back as a temp, notify your payroll partners.
• Please DO NOT process the temp hire until payroll has given you the green light that they have completed all retirement related tasks on their end. Once you have their OK, you can process the temp hire at any time.
  

• PEBB Open Enrollment – Process 2024 Elections File
• 9 agency/union specific changes due to CBA or Policy updates
• Review and build FLSA Work period calendars for 2024 (yearly task) and New Monthly period schedule
• Remote Work - Update to BP for Paid Leave Oregon
• 4 end of year related reports/activities
• Assign Work Schedule – disallow auto approval by agency payroll partner 
• Military Leave hour update from 15 days (120 hours) to 21 days effective January 1st, 2024
• 3 CPERS Integration related updates
• Creation of Longevity Leave Time Off Plan, Accrual and Time Off
  
• Update the Emergency Contact Cards to display on a custom schedule
• Protected Leave (Previously referred to as Family & Medical Leave) Update for 1/1/2024
  

• ​December on-cycle time entry cutoff is 5 p.m. on Dec. 22, 2023
• ​Cutoff for 24/7 agencies is Dec. 25 at 5 p.m.
• No time entry in Workday from 5 p.m. on Dec. 25 until 8 a.m. on Dec. 27, 2023
• No daily check (off-cycle) processing on Dec. 26 through and Dec. 29, 2023
  

• Workday Oregon Website: workday.oregon.gov
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar
• ​https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld 
  

• Dec. 21, 2023 (Dec. Run 1) December terminations cutoff date for all final payments requests for tax year 2023. All information must be entered on the spreadsheet.
• Dec. 26 to 29, 2023 (Blackout dates) No off-cycle payments will be issued.
• End of December/Early January Review Deceases report.

• The daily PEBB integration file has been on hold since Nov. 17, 2023, to allow time for processing the 2024 Open Enrollment PEBB files
• ​Open Enrollment & the Daily files were loaded by Dec. 15, 2023
• For December terminations (if the employee is eligible) please validate their benefits in PEBB’s system and then compare it to Workday
• If there are differences, then create a case so DAS’ Workday support team can make those benefit changes
• If needed, the Payroll Partner can also make the entries via pay input
• Communication was sent out Dec. 19 via E-News regarding the "Verify My Information" app in Workday
• ​Payroll/HR Partners can share this information now for employees to verify their Workday Profile information including PEBB Benefits
  

• For printed W-2s all employees will have the same employer displayed
  
• State of Oregon
• ​Clear all net pay negatives before year end to ensure accurate W-2s
  
• W-2s will use the address in Workday as of Jan. 10, 2024
  

• Employee filing as exempt must fill out a new W-4 each year
• If agency does not receive a new W-4, employee is reset to Single and 0 
  

Year End Payroll Reminders

• For anyone who is leaving state service in December, you MUST request an off-cycle payment by December 21, 2023. You cannot let those run with December run 1. 
  

• COLA – validations and review of variable dollar amount allowances
  
• Job Profile and Compensation Changes/updates – these are things that have been bargained through the bargaining process. We appreciate your patience as we work though the long list of changes and plan their implementation as quickly as possible.
• New/Updated Allowances - notification sent to impacted agencies

Please carefully review effective dates, as some effective dates are already populating with 2024. 

Oregon1 is refreshing this Saturday. 

For those who can't attend, please make sure your teams (HR, payroll, budget, etc.) know where to find the Workday Wednesday meeting notes.

• 2 CPERS Integration Updates. 
  
• PEBB Open Enrollment – 2024 Rates. 
  
• December COLA preparation/testing. 
  
• Various Differential, Time Entry code, and other CBA updates. 
  
• Allowances updated to pay temporary hourly employees correctly in pay results. 
  
• Establish a PTO Leave Bank for IAFF and KFFA. 
  
• Added a validation to all time off plans that will only allow the use of up to 2 digits after the decimal. 
  

• The required data for 5 EOY reports is available in Production. 
  
• As part of the December release the data has been verified to meet the requirements. 
  
• Completed Reports include Preliminary Deceased Report, Annual filings – Not state of Oregon, Form WR – Annual Withholding Reconciliation Report, Form 045 Annual Return for Backup Withholding, File 1099 with Social Security Administration.  
  

• Labor Relations requested this update happen prior to the holidays in November. 
  
• Make time entry code Premium – Pay at Half Time (0.5) to all employees who are eligible for holidays. 
  
• Change – adding eligibility for the appropriate employees to an existing time entry code. 
  
• Communications: Labor Relations notified when the eligibility for that code was updated as requested.  

• ​PEBB Open Enrollment – Process 2024 Elections File. 
  
• RPT: Custom BIRT Report for Payslip. 
  
• Remote Work – Update to BP for Paid Leave Oregon. 
  
• 4 end of year related reports/activities. 
  
• Assign Work Scheduled – auto approval by agency payroll partner. 
  
• Military Leave hour update from 15 days (120 hours) to 21 days effective Jan. 1, 2024. 
  
• CPERS: OT/AST Net Negative adjustments & Return of Overpayment. 
  
• Creation of Longevity Leave Time Off Plan, Accrual and Time Off. 
  
• Protected Leave (Previously referred to as Family & Medical Leave) Update for Jan. 1, 2024. 
  
• SB128 Clergy Allowance. 
  
• AFSCME Physicians need to be eligible for comp time accrual rate .3334. 
  
• Change PERS Additional Contribution Rate for the PANG IAP back to 2%. 
  
• Review and build FLSA Work period calendars for 2024 (yearly task) and New Monthly period schedule. 
  
• Inactivate DEQ Time calculation that does not calculate shift differential on overtime hours. 
  
• Nurses represented by ONA should earn compensatory time (CT) and not straight time (ST). 
  
• Update the Emergency Contact Cards (Timely Suggestion) to display on a custom schedule. 
  
• CPERS: Create new reasons to be able to determine monthly eligibility. 
  
• CBA: Education Differential for Doctorate in Nursing – 12% (ONA). 
  
• CBA: Establish 2% Financial Investigator Differential (CIA). 
  
• CBA: Compensation Allowances – SART Differential (AAOS/AOCE).  

• Launched the 2023 Equal Pay Talent Review for Executive Branch, excluding the Secretary of State. 
  
• Updated language for a current process in Career and Development Planning functional area. 
  
• Comms: CHRO Class Comp provided communication regarding this item. 
  

• Replaced the PAY | NRPPT report to be the HCM | Employee NRPPT Dates report. 
  
• We added the Supervisory Organization and the PDC field. 
  
• Comms: Communication happened directly with agencies that made the request & Workday Wednesday.  

• 2 CPERS Integration Updates 
  
• PEBB Open Enrollment Updates (processing, validating and updating rates) 
  
• December COLA preparation/testing 
  
• Various Differentials, Time Entry code, and other CBA updates 
  

• October off-cycle pay date is Wednesday, Nov. 15, 2023  
  

• November on-cycle time entry cutoff is 5 p.m. on Nov. 22, 2023 
  
• Cutoff for 24/7 agencies is Nov. 26, 2023, at 5 p.m. 
  
• No time entry in Workday from 5 p.m. on Nov. 26 until 8 a.m. on Nov. 28, 2023 
  
• No daily check (off cycle) processing on Nov. 27 and Nov. 28, 2023 
  

• Workday Oregon Website: workday.oregon.gov 
  
• Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar: https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld  ​
  

• Nov. 20, 2023, Federal & State tax adjustment help cases due. 
  
• Nov. 22, 2023 (Run 1) Non-cash taxable reimbursements entered in November pay period. Overpayment Gross-ups. 
  
• Dec. 8, 2023 (Nov. Run 2) Underpayments deadline. Separated Employees with Net Pay Positive Adjustment deadline. Cash taxable reimbursements entered in November pay period. 
  
• Dec. 21, 2023 (Dec. Run 1) December terminations cutoff date for all final payment requests for tax year 2023. All information must be entered on the spreadsheet. 
  
• Dec. 26 to 29, 2023 (Blackout dates) No off-cycle payments will be issued. 
  
• End of December/Early January Review Deceased Report. 
  
• Jan. 10, 2024 - Ensure all employees update their addresses in Workday. After Jan. 10, 2024, the W2 file will be created, sent off to a print plant. Distribution is required by Jan 31. 2024. 
  

• 1 End-of-year report 
  
• 1 Recruitment update (Suggested Skills for internal candidate application) 
  
• State Tax withholding update 
  
• 7 CBA/Policy related updates 
  
• New earning code implemented Nov.1 to use for Gross Up wages at year end. The purpose of this earning code is to increase taxable wages but does not increase the PERS subject wages and for the employee to not receive additional cash. Training and information for this change is scheduled to happen on Nov. 2 during the End of Year Forum. 
  

• Work regarding temporary hourly employees 
  
• 2 Integrations 
  
• PEBB Open Enrollment Updates 
  
• December COLA preparation/testing 
  
• Approximately 12 CBA/Policy updates 
  

• October off-cycle (run 2) payroll will process on Nov. 8, 2023. 
  
• October off-cycle pay date is Wednesday, Nov. 15, 2023 
  
• October off-cycle time entry cutoff is 5 p.m. on Nov. 7, 2023 
  
• No time entry in Workday from 5 p.m. on Nov. 7 until 8 a.m. on Nov. 9, 2023 
  
• No daily check processing on Nov. 8 and Nov. 9, 2023 
  
• Workday Payroll Year End Forum happened on Nov 2 from 2- 4pm – Access Year End Forum information in Workday Drive:  Drive>Payroll Information and Resources>2023 Year End Forum 
  
• Workday Payroll Year End Resources 
• Year End Forum 2023 – Meeting Recording 
• Year End Forum Power Point Presentation 
  

• All 2023 tax year pay related entries or adjustments must be in the November pay period by Dec. 8, 2023. 
  
• Non-cash taxable reimbursements 
  
• Overpayment gross ups (a new earning code is in the works for this process). 
  
• Taxable reimbursements must be completed by November run 1. 
  

• If the off-cycle (run 2) payment date is in December 2023 it will be included in the current year’s W-2 (2023). 
  
• All final payment requests for tax year 2023 must be completed by December Run 1 > changing from Dec. 22, 2023. 
  
• Similar to OSPA, no off-cycle payments will be issued from Dec. 26 – 29, 2023. 
  
• Any late separations will end up with a 2024 W-2. 
  

• No special action needed. 
  

• W2 Configuration 
  
• 1 Recruitment update 
  
• State Tax withholding update 
  
• 7 CBA/Policy related updates 
  

• Target implementation date – Oct. 20, 2023 
  
• Testing is complete 
  
• Employees with mid-month payroll will have state tax calculated at flat rate of 8% for the mid-month earnings 
  
• The difference between the 8% amount and what was deducted on the mid-month tax will be added to the following on-cycle payment 
  
• If applicable, employees will see an increased state tax starting with the Nov.1 payroll 
  
• Initial communication to employees sent on Oct. 23, 2023
  

• October on-cycle pay date is Wednesday, Nov. 1, 2023 
  
• October on-cycle time entry cutoff is 5 p.m. on Oct. 25, 2023 
  
• No time entry in Workday from 5 p.m. on Oct. 25 until 8 a.m. on Oct. 27, 2023 
  
• No daily check processing on Oct. 26 and Oct. 27, 2023 
  
• No off-cycle checks will be processed on Oct. 26 and Oct. 27, 2023 
  

• Various CBA & Policy updates 
  
• Title correction 
  
• Updates to eligibility 
  
• Preparing for end-of-year reporting
  

• Currently 5 items are being tested to enhance reporting related to integrations. 
  
• Result will be fewer manual monitoring/adjustments related to the integration increasing efficiency for all involved. 
  
• Updates made in Production 10/9/23 
  
• Communication is evaluated for each item and handled appropriately. 
  

• Rate changes 
  
• Eligibility updates 
  
• Paid Leave Oregon 
  
• Cap removals 
  

• A handful of agencies have made requests to have Help Case Message Templates created for frequent responses to their cases. 
  
• The Central Support Team is actively using templates, can be a great time-saver when a standard response is appropriate. 
  
• There is not a deadline, requests will be prioritized with other tasks moving forward. 
  
• Tentative Production date: Ongoing 
  

• Will not be available for External Candidates. 
  
• Skills are ‘suggested’ and must be selected by the employee to populate. 
  
• Applicable resources will be updated prior to the change happening in Production. 
  
• Tentative Production date is 10/20. 
  

• AOCE one-time COLA will run for payment to that group of employees on Oct. 13, 2023, payroll. 
  
• For all SEIU, sick leave now counts as time worked for determining overtime in the week. 
  
• E-News was sent out this morning on Workday standard operation updates. 
  

• September off-cycle payroll time entry cutoff is 5 p.m. on Oct. 6, 2023. 
  
• September off-cycle pay date is Friday, Oct. 13, 2023. 
  
• No off-cycle checks will be processed Oct. 9 and Oct. 10, 2023. 
  

• State Tax update is in process with a target implementation Oct. 20, 2023. 
  
• Oregon State Tax will be calculated using a flat rate for off-cycle pay. 
  
• The flat rate tax will be included in the following On-Cycle payroll state tax deduction. 
  

• This will include instructions on how to determine combined taxable wages. 
  
• Total federal withholdings in a pay period. 
  
• Definition of what makes up a pay period. 
  
• How taxes are calculated for Federal and State Taxes. 
  

• Class Studies – Anything that came out of a class study will be updated within Workday and DAS Class/Comp who will be reaching out regarding allocations and how to move employees within those areas and make the appropriate changes to workers/positions. 
  
• Salary Selectives – Once updated in Workday, the Workday Team will reach out to agencies with next steps on updating workers/positions.
  
• New/Updated Allowances – This is included in the announcement on the Workday homepage and are available for use and update for those workers who are eligible. 
  
• Abolishments – there are some abolishments scheduled to take place. For example, the PEM series is slated to be abolished from the compensation plan. DAS Class/Comp will be working with agencies to allocate workers/position who may still be on job profiles that are being abolished. 
  

• Images cannot exceed 10 MB in storage size. 
• Each photo should be an appropriate, professional head shot (shoulders and above). 
  
• The photo should be clear, of good quality, and of a view that is close enough for you to be easily identified. 
  
• Examples of photos that do not meet the guidelines include, caricatures, group photos, vacation photos, sports/hobby photos, photos of pets, etc. 
  

• Review accruals to pay out. 
  
• Complete pay before placing off season. 
  
• If an adjustment needs to be made you may also change pay group to make adjustment/pay input. You can then remove the pay group. 
  
• Please communicate with everyone in the process before seasonals are ready to go before doing the edit position. 
  

• Name, OR#, Dates, brief overview, and a direct request for what exactly should be changed/removed/updated. 
  
• Attachments are nice but be sure the body of the case has vital information. 
  

• Went into production since the 9/6/23 Workday Wednesday meeting: 
  
• R28 - Time Entry Approval by Management Chain 
  
• R29 - OFLA and FMLA Eligibility year is changing to a 52-week rolling forward calendar year – Step 1 Stopping 2024 Entitlement Hours 
  
• R30 - AFSCME DOC – Security Plus employees who are exempt chaplains are not receiving shift differential when they should be per the CBA 
  
• R31 - Per DEQ AFSCME CBA, all employees including exempt need to be eligible for the time entry code On Call 
  
• R32 - Employees covered by the Oregon Nurses Association CBA (ONA) should not have shift differential rounding 
  
• R33 - Employees who are exempt and represented by the AFSCME Dentist CBA should be eligible for straight time for hours worked over 40 
  
• R34 - Equipment Operator Differential 
  
• R35 - Need to add allowances to the calculation of the earning code Premium-halftime rate 
  
• R36 - OSPOA: Field Investigation/Crime Scene Rotation and Response comp time accrued at 2.5 rate 
  
• R37 - Return of overpayment deduction is not set to recalculate during retro 
  
• R38 - Secretary of State’s work week and FLSA period should be Mon-Sun 
  
• R39 - Transportation Differential (TD) is not tied to an earnings code 
  
• R40 - Tie the existing time entry code SSD for ODOT to the existing earning code for Differential – Sand and Snow 
  
• R41 - Time entry code CTY is not accruing to comp time balances 
  
• R45 - Secretary of State – SL now counts as time worked for the purposes of determining OT 
  
• R46 - Agency Payroll Partner Role Enhancement (occurred 9/16/23) 
  

• Jobs alert reporting 
  
• Populate suggested skills for internal candidates 
• Help Case message templates 
  
• Integration items 
  
• End-of-year Reports 
  
• More CBA clean-up 
  
• Applying new CBA updates
  

• September On-Cycle pay date is Friday Sept. 29, 2023 
  
• September On-Cycle payroll time entry cutoff is 5 p.m. Sept. 24, 2023 
  
• Note: Sept. 24 is Sunday so for most employee’s, cutoff is 5 p.m. Friday Sept. 22, 2023 
  
• No Time entry in Workday from 5 p.m. Sept. 24 until 8 AM Sept. 26 
  
• No Daily check processing Sept. 25 and 26 
  

• New Hire six month wait for vacation use removed for ratified agreements & policy 
  
• Time Entry Approval by Management Chain 
• Agency Payroll Partner Role Enhancement 
  
• All other September CAB items were communicated to agencies with specific cases open related to the items updated 
  
• Complete list of Sept. 14 CAB approvals can be found on WD Drive: 
• WD Drive > Payroll Partner Information and Resources > E-News 
  

• Testing to begin this week 
• Communication is in development and will go to target audience the week of Oct. 20, 2023 
  
• Employees with multiple payments in a pay period are the target audience 
  
• Tutorial “How to Read Your Payslip Guide” is being updated with information on the Federal and State Tax Withholding updates in Workday
  

• American Board of Professional Psychology Certification – Percent (SEIU – Effective upon ratification: 8/22/23) 
• Sexual Offending Treatment Program – Percent (SEIU – Effective upon ratification: 8/22/23) 
  
• Open/Close Differential – Percent (AFSCME OLCC – Effective upon ratification: 8/21/23) 
  
• Drug Recognition Expert – Percent (OSPOA – Effective upon ratification: 8/18/23) 
  
• K-9 Handlers – Percent (OSPOA – Effective upon ratification 8/18/23) 
  

• Critical need differential (AFSCME OSH Physicians – Effective upon ratification: 8/1/23) 
  
• Float pool (AFSCME SACU – Effective upon ratification: 8/11/23) 
  
• Digital Forensics (OSPOA – Effective upon ratification: 8/18/23) 
  
• Certified Alcohol and Drug Counselor SEIU (SEIU – Effective upon ratification: 8/22/23)  
  

• Aggregated Federal Tax Withholding
• Replace all calculated fields within time off plans with native logic calculations
• Created one-time payment earning code for CBA’s that agree to the payment
• Inactivated the non-cash – housing taxable value (used only for Jan & Feb 2023)
• Various overtime and differential updates for specific bargaining units
• ‘Holiday Adjustment’ and ‘Straight Time Adjustment’ codes are available for employee use
• Deceased Payout – employee estate earnings
• Assign Work Schedule – approval by agency Payroll Partner regardless of initiator
• Payroll & HR Partners can adjust Comp Time accruals
• Updated Short- & Long-term Disability Insurance additional data section on the employee to comply with Paid Leave Oregon law
• Role Request App
• OFLA Update | Change the name of one OFLA Time Offs to "Other" and add additional reasons with that time off - Paid Leave Oregon law
  

• Goals Redesign
• Email Attachments in Candidate Communication
• Skills will have its own section in Job and Evergreen Requisition Task
• Ability to create an internal candidate application without posting the requisition
• Most recent candidate messages will resend when candidate confirms opt-in
• Update Talent Profile information from internal candidate application 
• Multi Select for Pronouns & Gender Identity
• Unlimited Enrollment Capacity for Blended Course Offerings
  

• Time Entry Approval by Management Chain
• OFLA and FMLA eligibility year is changing to a 52-week rolling forward calendar year
• AFSCME DOC – Security Plus employees who are exempt chaplains are not receiving shift differential when they should be per the CBA
• CBA: Per DEQ AFSCME CBA, all employees including exempt need to be eligible for the time entry code On Call
• Employees covered by the Oregon Nurses Association CBA (ONA) should not have shift differential rounding
• Employees covered by the Oregon Nurses Association CBA (ONA) should not have shift differential rounding
• Equipment Operator Differential
• Need to add allowances to the calculation of the earning code Premium-halftime rate
• OSPOA: Field Investigation/Crime Scene Rotation and Response comp time accrued at 2.5 rate
• Return of overpayment deduction is not set to recalculate during retro
• Secretary of State's work week and FLSA period should be Mon-Sun
• Transportation Differential (TD) is not tied to an earnings code
• Tie the existing time entry code SSD for ODOT to the existing earning code for Differential - Sand and Snow
• Time entry code CTY is not accruing to comp time balances
• OFLA Update | Change the name of one OFLA Time Offs to "Other" and add additional reasons with that time off
  

• Candidates: candidates who are sent an offer in Workday receive a Gender Identity question in the Personal Information Questionnaire. This is not a required field and can be blank. If the candidate chooses to complete it, they will be able to select multiple items from the list rather than just one like they currently can. The question and the list remain the same.
• Employees: Employees will have the ability to multi-select for both Gender Identity and Pronouns when updating their personal information. Again, these are not required fields. 
• Note: There is no change to GENDER for either candidates or employees as this is specifically for federal reporting compliance.
• Please see the slide deck for detailed information.
  

• Update to Short - & Long-Term Disability
  

• Federal Tax Withholding Updates
• Replace all calculated fields within time off plans with Native Logic Calculations
• Create one-time payment earning code for CBA's that agree to the payment
• Inactivate the Non-Cash-Housing Taxable Value
• KFFA employees all time counts as overtime
• All AEE employees receive overtime including exempt
• New OYA Overtime Time Entry Code for alternate locations
• Allow “Holiday Adjustment" and “Straight Time Adjustment" to be used by employees
• Deceased Payout – employee estate earning
• INT251 Vendor Payments-Create the detail files for integration event
• IBM: INT228 GL Integration
• Assign Work Schedule (making sure a schedule change routes to Payroll)
• OSFM Article36 AOC and Drive Team Differential
• Absence Administrator, Payroll & HR Partners need to be able to adjust Comp Time accruals
• OSPOA's FLSA period should be a 28-day calendar
• Update Short- & Long-Term Disability Insurance on Additional Data tab (name change to Disability Insurance) 
• Time Entry Approval by Management Chain * This enhancement did not go into Production on the August release. It is planned for the September release – more information to come
• Remove Challenge Question Authentication for EEL's (waiting on approval to implement)
• Candidate Pool, update Grid List and add Recruiter to view and modify report
• Security role Request App – Target Implementation 08/31
  

• Security Partner meeting on 08/17
  
• Announcement in Workday
  
• Articles
  
• Archive
  
• Security Roles, Request and Remove
  
• Security Partner Role, Request and Remove
  
• Appointing Authority Role, request and remove
  
• Assigning Roles
  
• Publish
  
• Request Security Roles (Manager, HR, Learning, etc.)
  
• Manager Approval of Security Role Request
  
• Security Partner Approval & Assignment of Security Roles
  
• Security Partner Assignment of Manager Role
  
• Removal of Security Roles​
  

• Anticipated approval by the Workday Change Advisory Board (CAB) – Aug. 18, 2023
• Initial Communication target send to employees – Aug. 18, 2023
• Notices sent via Gov Delivery – employees need to have email setup in Workday
• Notice of this communication sent via E-News and will go out to labor unions and HR Directors Aug. 17, 2023
• Follow up communication will go out to employees next week prior to payroll cutoff on Aug. 25, 2023
• Reminder for employees to review Withholding Elections in Workday

• This most commonly occurs when the employee completes either task outside of Onboarding (as a standalone process).  
• If you are advising employees to complete these tasks outside of onboarding and/or are launching Onboarding on a NEW HIRE - please discontinue this practice. 
• Completing these tasks outside of onboarding unfortunately results in having to terminate the employee in the system and complete the hire process again with the new hire date. 
• If the employee does these tasks as part of the onboarding process that is through the hire process it again, may prevent a hire date correction. We are looking into this further to understand the process and will provide updated information later date.   ​

• Remove leave balance cap for Compensatory Time Leave  
  
• Edit Position (change in FTE assign work schedule task goes to Payroll Partner)  
  
• Compensated Absences for SARS  
  
• Make Comments required on Edit Position BP  
  
• Remove Security View to average OT code Position Restrictions 
  

• Federal Tax Withholding Updates  
  
• Replace calculated fields within time off plans with Native Logic Calculations 
  
• Create one-time payment earning code for CBA’s that agree to the payment  
  
• Inactive The Non-Cash-Housing Taxable Value 
  
• KFFA employees all time counts as overtime 
  
• All AEE employees receive overtime including exempt 
  
• New OYA Worktag  
  
• Allow time entry codes “Holiday Adjustment” and “Straight Time Adjustment” to be used by employees 
  
• Deceased Payout – Employee Estate Earning  
  
• INT251a Vender Payments – Create the detail files for integration event  
  
• IBM: INT228 GL Integration  
  
• Assign Work Schedule – approval by Agency Payroll Partner regardless of initiator 
  
• OSFM Article 36 AOC and Drive Team Differential  
  
• Absence Administrator, Payroll & HR Partners need to be able to adjust Comp Time accruals  
  
• Remove Challenge Question Authentication for EEL’s 
  
• Security Role Request Extend App 
  
• Candidate Pool, update Grid List and add Recruiter to view and modify report 
  
• Jobs Hub application to give employees a central location to manage internal mobility efforts  
  

• Use the case type: “Workday | Central Payroll Support” 
• Please include the OR# and name of the employee 
  
• Please DO NOT submit cases to “Workday | Payroll Admin” 
  

• Overview - A place to view recently posted jobs that may be of interest to you and view your application activity. 
  
• Find Jobs – Job posting search.  
  
• My Job Alerts - Set up job alert notifications for positions you’re interested in.  
  
• Suggested Links – Helpful links to assist with career goals.  
  

• No cost method of sourcing 
• Warm Leads: applicants (internal and external) who have shown interest in the State of Oregon in the past 
  
• Ease of applying: profile already created 
  
• Candidate Pools differ from Applicant Lists because they include applicants and current employees who have applied to any agency 
  

1. Injusted Worker List
2. Agency Layoff List
3. Statewide Layoff LIst
4. Transfer List - if applicable
   

• While there is no longer the requirement that you must wait until the month in which the retiring employee terminated has closed in payroll to process a retiree temp/LD appointment, you still need to coordinate very closely with your payroll.  Notify your payroll immediately when you know an upcoming retiree will be coming back as a temp or LD and don’t even start the process of the temp/LD hire until you get the OK from payroll that they have completed everything they need to do for the retirement termination.  
• Unless someone has officially unretired with PERS, employees can only retire once in Workday.  When a retiree is completing a temp or LD assignment, you’ll want to use the termination reason ‘Temporary Appointment End’ or ‘Limited Duration End’. 
  

• Employee Overview > Pay 
  

• Hourly Employee Holiday Time Entry does not auto populate on time sheets 
  
• Benefits Tab in Workday will only show benefits when coverage begins 
  
• Actions>Benefits>View Current Benefit Elections to see current benefits 
  
• New Hire Process - Add Work Schedule needs to be completed by Payroll Partners immediately or it holds up the hire process 
  
• Please include OR# and employee name on all new cases 
  

• LWOP (timesheet absence entry) vs Extended Leave (set and forget) 
  
• LWOP can be for protected and non protected leave less than 15 days 
  
• Extended leave should be used when a worker has been absent 15 consecutive days or longer, or a worker may be placed on leave when the duration is known to be at least 2 weeks or longer.  
  
• When a worker is placed on extended leave there is no business need to code LWOP.  
  
• If LWOP is present on the timesheet during extended leave it will create a negative accrual balance and/or reduce leave balances available to the worker.  
  
• If LWOP is used in excess of 15 days it will not calculate pay correctly and may cause overpayment. 
  
• If a worker is discovered to have both LWOP entered on the timesheet as well as extended leave you will need to make the necessary corrections to remove it. 
  

• Enhancements that went into Production 7/21/23 (non payroll impacting): 
  
• Remove leave balance cap for Compensatory Time and Spill Leave.  
  
• Edit position – change in FTE assign work schedule task goes to payroll partner 
  
• Assign Work Schedule – Agency Payroll Partner approve regardless of initiator  
  
• Remove Challenge Question Authentication for Extended Enterprise Learners 
  
• Changes to Instructor role security 
  
• Make Comments required on Edit Position BP 
  
• Remove Security View to average OT code Position Restrictions 
  
• Security Role: add to correct time off 
  

• Effective July 1, 2023, all agencies across state government will be required to utilize Workday Case Management, exclusively for their HR workplace investigations. 
  
• Workplace investigations that are already open and in progress prior to July 1, 2023, do not need to be entered into Case Management. Please continue to manage those investigations in your current system. 
  
• All agency investigators will need to be added as Case Solvers to the agency’s HR Confidential Solving Team to access Workday Case Management, and agencies will need to complete this change by July 1, 2023.   
  

• Vacation Leave cap notice: Notifies employees on the 1st of the month, when they are within 40 hours of their vacation cap. (started 7/1/2023) 
  

• New role for Agency Head Time Off Approver - This role is assigned on the Company and was rolled out on July 7. Any new time off requests that were initiated from July 7 forward, will route to an approver. 
  
• Additional agency policies for Onboarding - Opening for more agencies in June to implement July 1, then will be planned for new agencies every December, with implementation in January.  
  

• Security App – A new way for employees to request security roles. We have received some great feedback and are still in the process of testing in Oregon1.  Feedback has been very positive, making some additional refinements to enhance the feature and doing further testing.  
  

• Remove leave balance cap for Compensatory Time and Spill Leave  
  
• Edit position – change in FTE assign work schedule task goes to payroll partner 
  
• Assign Work Schedule – Agency Payroll Partner approve regardless of initiator  
  
• Remove Challenge Question Authentication for Extended Enterprise Learners 
  
• Make Comments required on Edit Position BP 
  
• Remove Security View to average OT code Position Restrictions 
  
• Security Role: add to correct time off  
  

• June 22 - Employees with a mid-month pay received a notice for professional tax service reimbursement of up to $100. 
  
• June 27 - Employees with "Work Out of Class" on their position received a notice of a change in their contribution for Paid Leave Oregon because of an update made to correct the earning codes on the Paid Leave Oregon Contribution calculation.  
  

• DOC Turn Around Pay 
  
• Emergency overtime earning codes for SACU 
  
• Hazardous Materials Differential – OSPOA union members only 
  
• Paid Leave Oregon: "Work Out of Class" earning code has been added to the subject wages for this calculation (employees with work out of class will see more withheld) 
  
• Union Dues for SEIU and AFSCME integration updated – Dues paying status   
  

• Updated to include "PERS Retro Guide"  
• Send questions to Central.PERSServicesTeam@das.oregon.gov  

• Extended Enterprise Learner and Affiliation Structure Project 
• Adding New Termination Reason* – No hours worked, for HR role use only. This is for the case where a hire was completed, pay results have finalized for that period, and the agency finds out the worker did not actually start.  There are no edits possible that will allow the record to be fixed and the only option is to process a termination.  Please be sure to enter detailed comments.  

• Pronouns in M365 and Workday - Workday will not be set up with an integration at this time to feed this data to M365.   

• Security App – A new way for employees to see their own security roles and request new ones. We have received some great feedback and are still in the process of testing in Oregon1. Feedback has been very positive, we are making some additional refinements to enhance the feature and doing further testing. If you haven’t tested and you want to, submit a case.  
• New role for Agency Head Time Off Approver - Role now exists with no extra rights, just the names collected from agencies assigned for agency Security Partner validation. Final Testing is in progress with volunteers through the end of the month. Implementation is planned after Workday Wednesday beginning of July. If you would like to volunteer to test, please submit a help case.  
• •Additional agency policies for Onboarding - Opening for more agencies in June to implement July 1, then will be planned for new agencies every December, with implementation in January.  

• Add Document at Generate Offer Document Step - Feedback was minimal and interest was not overall positive. Not moving forward with this new feature at this time. 

• Remove leave balance cap for Compensatory Time and Spill Leave.  
• Vacation Leave cap notice/email efforts – hoping to implement July 1. 
• Notify employees when they are within 40 hours of their vacation cap. 
• Edit position – change in FTE assign work schedule task goes to payroll partner. 
• Assign Work Schedule – Agency Payroll Partner to approve regardless of initiator.  

• Please make sure you are selecting the No Pay Group (not the agency pay group) for job rotations.  
  
• Additional PAID jobs (multi job worker), positions should be in the agency pay group (example, 2 paid part time jobs).  
  
• Regular employees with an additional job as a board member, should have the board position in the no pay group. 
  
• If a board member has an additional job in another board, (example, two board appointments) and they are not a regular employee, then likely they both need to be in the agency pay groups. 

• Cases we have been attempting to get a response to for over 2 business days may be closed. If you have a case closed for that reason, and you determine you still need support, you can create a new case with reference to the original case number. 
  
• Workday HR is currently waiting on agency responses on 65 cases 
  
• Workday Payroll is currently waiting on agency responses on 118 cases 
  

• Anything less than 100% is considered Part time 
  
• Using 0% FTE will result in a pay error and will affect the worker’s pay. Worker will need to have an FTE entered 
  
• Be sure to select the correct work week (WW) state date based on CBA/policy as it can impact the calculations 
  
• Before creating a custom schedule for a mealtime, see if there is a schedule that closely matches in hours and days, mealtimes can be adjusted 

• CM | Case Management Reports I can Run 
  
• CMP | Compensation Reports I Can Run 
  
• DEI | DEI Reports I Can Run 
  
• LRN | Learning Reports I Can Run 
  
• Pay | Payroll Reports I Can Run 
  
• REC | Recruitment Reports I Can Run 
  

• Case Types for Workday Help/Case Management  
• Create Case for Central Workday Support by Elevated Role 
• Create a Case for Documentation 
• Create Case for Agency Support 

• The pre-launch survey is open now through 11:59 pm on November 18. 
  
• Payroll Project Champions (PPCs) were sent an email reminder template that can be used to encourage participation in the survey with your agency staff. 
  

• Is the employee leaving state service? HR completes action ASAP, then sends in a case request to push to OSPA. All terms must be in OSPA by December 23rd. (do not wait until the 11th hour) Payroll processes out of OSPA. 
  
• All other actions: HR completes action and payroll processes out of Workday on December close (in January) 
  

• When must the payment go out? If December, complete work for term by December 22 to feed to OSPA by December 23 
  
• If segment needs to be opened in OSPA, a case must be sent in to request it 
  
• Complete time entry 
  
• Complete termination process in Workday (Employee must be in the “Salaried pay group”) 
  
• Create a case to push term data to OSPA, ****if you already have a case to ‘open’ a segment, please use original case and respond with a request to push term, do not open a duplicate request. **** 
  

• Every employee setup at the sup org with 1 cost center 
  
• Allocate up to 4 cost centers by position restriction 
  

• Moving any allocated cost centers to earning codes (regular, vacation, sick, etc.) 
  
• These allocations are on the person 
• Each earning type would need to be assigned the earning code(s) 
  

• Go live checklist will be covered 
  
• Training links and Required training completion stats 
  
• Common questions coming into the PTTRP 
  

• Employee receives a questionnaire 
  
• Pay Oregon taxes or the state’s that they reside in 
  
• Choose state, if not Oregon 
  
• If working in Oregon, is routine or non-routine 
  

• Tax election report – Contains information chosen in Hybrid Questionnaire 
  
• Add/Change Employee’s alternate work location to home address and mark as primary and private (primary / private should occur automatically when selecting the employees home address as the alternate work location) 
  
• Submit Help Case to notify Payroll Admin of need to pay other state’s taxes and if Paid Leave Oregon should not be paid.  
  
• If no action is needed, simply add a note, and submit.  
  

• Only one active working remotely agreement will be allowed. Employees will get an error if a second request is submitted. 
  
• Three “To-Do’s” will be sent to the HR partner when a request is ended.  
  
• HR partner will need to remove alternate work location and notify payroll admin of tax/Paid Leave Oregon changes.  
  

• Agency Payroll Partners​ 
  

• All HR Org Staff, Including HR Director​ 
  

• All HRA 3 Staff, Including HR Director​ 
  

• All Learning Partners​ 
  

• These teams are optional, if unique teams are not needed, they will be routed to "General HR Support" 
  

• Calendar year 2022, there was 1,079,685 hours of Family & Medical Leave used.​ 
  
• Calendar year 2023, is starting soon.  Some employees can already see that they are already eligible for F&ML; others will have to wait until the final load of December hours worked.  December hours will be loaded sometime in January. Eligibility and entitlement hours will be continuously adjusting. ​ 
  
• We are currently working with IBM to ensure that eligibility and entitlement hours will be consistent with OSPA hours worked from December forward.       

• October 15th load went well.  ​ 
  

• Loading 0 balances on employees who had a previous position in OSPA.  Because of this we did have to revert to loading only on matching positions.  We suggest trying to have as few position changes in December as possible.  ​ 
• Eligibility upgrades for multiple time off plans. ​ 
  

• ​November 14th load went even better.​ ​​​

• Temp Sick (TS) did not load into the Sick Leave (SL).  They were loaded separately.​ 
  
• Eligibility upgrades for: Pre-Retirement, Officer of the Day and maybe some others.​ 
  

• December, we expect that it will be even better yet.​ 
  

• December 31 and January 1, depending on the time off plan, will be the first time that Workday independently calculates accruals.    
  

• Job aids for setting up an authenticator for Workday, on a personal device, are available on the Employee Instructions page, under General Navigation (mobile and desktop, with more to come). ​ 
  
• IMPORTANT: Make sure you verify the identity of your worker before you create a case to have us reset their MFA. We will be asking you this question before we reset anyone's MFA. ​ 

1. Verify the employee’s AD attributes.​ 
   
2. If the employee’s AD attributes look correct, then Agency IT should create a support ticket with Data Center Services (DCS), using the “Enterprise Identity Issue Template". 
   

• CANCELLED - November 11 through November 18 - time configuration  
  
• November 28 through December 9 - payroll configuration​ 
  

• Step Increases:  This file runs one time per month on the first for all BSD’s in the current month. If the BSD is updated to the current month after the files runs for the current month, you will need to manually process the merit action for that month (as applicable).   
  
• PERS Pickup: This file runs twice per month on the first and the 15th.  If a CSD is updated in the current month prior to the mid month cutoff, it would run on the file on the 15th.  If it was updated after the midmonth cutoff, you will need to manually process the PERS pickup action for that month (as applicable).  
  

• must not have any items in progress;​ 
  
• all employees must be moved off of it;​ 
  
• all positions must be moved off of it; and​ 
  
• all requisitions must be closed. ​ 
  

• ​Future Dated Items & Service-Related Data with a Recap​  
  

• Session 1
  
• Session 2
  
• Session 3
  

• PERS Plan (Tier 1, Tier 2 or OPSRP)- This is used to determine the PERS Class Plan (Plan, Tier, Service Type)  
  
• Eligible upon hire with CSD" or “needs to serve a new wait time"- this tells us when contributions should start. Currently payroll needs this info.  
  
• Retired and if retirement was “Normal" or “Early" (This impacts the retiree hour limit) This is for retirees and helps HR determine the correct retiree PERS Class Plan.  
  
• If the employee is already enrolled in Voluntary Contributions with another PERS employer. CRITICAL for payroll - this information is critical to share with payroll because it is the only way payroll knows to set up this deduction.  

• 9/14/2022 - Data Integrity Group's Special Workday Wednesday - Session: 1 - Auditing for Accuracy  
  
• ​9/8/2022 - Workday Wednesday Case Management Overview Video has been posted here 
  

• Please see 9/7/22 notes for additional information. Slides​​ 
• Please do not process those inbox tasks from 2019-2021 (unless it is necessary for a current business process to complete), unless they are the red ones. The red ones are the ones we identified as the ones the agencies need to look at. 
• Please be aware as we move through managing those tasks there is potential for individuals to receive tasks in their inbox - disregard those as they will be handled as we move through mass actions. This mostly relates to Onboarding - this will be one of the last business processes to be handled since there are multiple different mass actions to take depending on the current step of the process. ​ 
• Exit Interview from the business process Submit Resignation for 2019-2021 - these cannot be removed. Either filter out that business process or disregard it if you are pull the in progress tasks report prior to 2022.​ 
• Please make sure those in your agency know this clean-up is occurring and there is the potential to see fluctuations in the inbox count. We want to avoid any unnecessary Help requests related to these actions occurring. ​ 
• Any concerns please submit a Help Ticket with specific details/concerns/questions/etc. by no later than 9/26/22. ​ 
• Actions that can be addressed by the Workday Support Team will be removed by 10/1/22.​ 

• October 1st there will be no noticeable changes.​ 
  
• October 15th (Saturday) OSPA balances will run for all the Old Time Off Plans as of October 1st. This is the last time this old OSPA integration will run.​ 
  
• October 15th (Saturday) I will inactive all Old Time Off Plans and activate all Updated Time Off Plans.​ 
  
• October 16th (Sunday) OSPA balances will run for all of the Updated Time Off Plans as of October 1st. This OSPA integration replaces the old one. I will be checking errors.​ 
  
• Week of October 18th, the Integrations Team (Nora) will remove request from old plans and enter them into the new plans.​ 
  
• November 15th OSPA balances will run for only the new time off plans as of November 1st. 
  

• When completing a case request please be sure to include as many details as possible in the body of the request including but not limited to worker name, OR#, effective date, current entry/expected entry, and a brief description of what you would like us to do.  
  
• Also, a friendly reminder to use the comments section of all business processes when possible so that others may have a better understanding of the change submitted.   

• The path for elevation of a security concern should always include the agency Security Partner, and in most, if not all cases, go through them to bring it to the Workday Team.​ 
• Do not self-assign any roles. Very important!  If you don’t have someone else, contact us.​ 
• ​Security Partners, use your Security Reports Worklet, especially make sure to work your AUD | Find Self Management Employees report​. Managers should not be reporting to themselves. We want to make sure our reporting structure and role assignments are accurate, especially with Payroll going live in December. 

• W-4s (withholding elections)  
  
• Direct Deposits (new and updates)
  
• Time Off Request 
  

• Except for Multi-Job Workers, they will remain on a position-based plan. 
  
• This will remedy the inability of employees who have changed positions, to request retro time off.  
  

• Currently OSPA sends Workday negative balances for multiple time offs, such as Special Day (GL), Inclement Weather, Pre-Retirement Counseling and others.  
  
• There are other plans that need balances within Workday but do not, such as Discretion Leave, Person Protection Leave and others. 
  
• Most time off plans will hold positive balance and will be reduced by approved time off.  
  

• All future dated time off request will be moved from the current time off plans to the new time off plans by our team. 
  
• Once implemented, all time offs will be requested in the new plans. 
  

• September will be the second test of the new integration in payroll tenant. 
  
• Potentially, October will be the implementation of the new time off plans. 
  

• Agencies will need to determine which Recruiter to assign to each of their Official Boards and have their Security Partners assign a recruiter (or two), along with SeeEun Kim & Shawneen Obrien-Lee.   
  
• If the Recruiter is also the Security Partner, please have another Security Partner assign the role, or submit a Workday Ticket and we can assign the role to the appropriate official Board & Commission.  Please do not assign the Recruiter role to your own position.