A new reason code has been added to the Update Academic Appointment business process: “Revision/Correction.” This reason code should only be used when one of the existing reason codes does not adequately account for the updated appointment. For example, units may wish to use this new reason code to revise end dates, revise start dates, remove or change PN numbers, or revise appointment identifiers.
When an employee’s position ends, their compensation history will still be available in Workday. If you hold a support role for an employee, you can select the Actions button under their name on the Worker Profile page, and from the Compensation tab, choose the “View Compensation History – All Past and Present Positions” option. From here you will be able to review the compensation changes for that employee, including one-time payments.
Departments may wish to run R0449.1 Service Dates and OTED to quickly see the Time Off Service Date (also called the Anniversary Date) and/or their Original Temporary Employment Date (OTED) for employees in their organization.
The ISC has recently updated the approval steps for the Change Job – Data Change process in Workday. Now, rather than only single approvals for the Change Job details, administrators will receive consolidated approvals, allowing visibility into any compensation details when a compensation step was completed.
All salaried, leave-bearing Classified Staff, Pro Staff and Student Hourly employees must have a Work Schedule (the days and hours an employee is scheduled to work) in Workday in order to be accurately paid. A properly assigned Work Schedule is especially critical for overtime-eligible SEIU and WFSE employees, as well as employees working across the midnight divide, as their payroll results are directly tied to their work schedules. In order to confirm whether Work Schedules are properly assigned in Workday, we recommend that Time and Absence Initiates run R0328 Workers Without a Work Schedule on a monthly basis.
In ongoing efforts to improve the user experience, the ISC has recently reconfigured both the Add Academic Appointment business process and the Update Academic Appointment business process to help prevent users from incorrectly assigning a second primary academic appointment. Now, when you go to select the Identifier for the Appointment Information, an error message will appear if the employee already has a current Primary appointment, or a Primary appointment already in use for the selected start date.
As a reminder, only certain academic ranks – most of which are courtesy appointments – can be moved in or out of the Unpaid Academic job profile. See below for a table identifying which Academic Affiliates or Academic Personnel (Preceptor, Visiting, Emeritus or Clinical) are currently allowed to be moved in or out of Unpaid Academic status.
The ISC has recently reconfigured the Change Job business process to help prevent users from incorrectly assigning any faculty member outside those specific positons as Unpaid Academic. Now, when you go to move an employee who does not have the correct academic rank to Unpaid Academic, an error message will appear.
After months and months of partnering closely with administrators and units across campus, and working diligently with Workday to implement some significant changes, we are very excited to unveil major improvements to the Earnings and Actuals reports which units use to validate payroll results.
Now, instead of two reports (R0430 and R0431), units will have six highly customized Earnings and Actuals reports at their disposal. These new, more nuanced reports are designed to allow admins to hone in on and quickly identify the data they need to review (and possibly correct) in order to ensure employees are paid correctly and costing is accurate.
Per campus requests, Academic Dean/Dean’s Delegates can now run R0555 Appointments Eligible for Reappointment. This report is used by departments for the reappointment process to indicate a) which Academic Personnel should be renewed (or not), and b) when recommending renewal for multiple-year appointments, for how many recommended years (eg, three years) the appointment should be renewed. The reappointment process for Academic Personnel is completed bi-annually in January and March. This report can be useful for Dean’s Delegates, as Deans and Chancellors are the final decision-makers regarding reappointments.
Period Activity Pay periods have recently been updated: specifically, 2016 academic periods have been retired, and academic periods for the 2018-2019 school year have been added to the drop down choices and are now ready for use.