This issue was resolved on August 10th. If you're still experiencing trouble, please contact the ISC.
Table of Contents
- UW/HCA Integration - Resolved
- Some Payroll Encumbrance Records in FAS Currently Out of Balance - In Progress
- Workday/UWHIRES Integration - Resolved
- FTE Changes Overwriting Merit Changes for Some Employees - In Progress
- 1 to 2 Month Delay Before Reversals Appear in MyFD – Resolved
- Retro Period Data Reporting Issues - In Progress
- 240 Hour Alerts for Vacation Time Off – Resolved
- Payroll to FAS Integration Failure - Resolved
Due to a recent configuration change in Workday, some encumbrance records in FAS are currently out of balance. Approximately 400 records, mostly in the School of Medicine, are impacted by this known issue.
In January, minor account posting rule changes were made to correct incorrectly mapped object coding. For instance, certain pro-staff Temporary Pay Supplement (TPS) earnings were changed to post to the correct object code (01-10) from an incorrect object code (01-70) in Workday. But because the original commitments (encumbrances) continue to be related to the “old” 01-70 rule, and liquidations (or any adjustments) now map to the “new” 01-10 rule, the two amounts are out of sync. Due to this account posting rule change, FAS encumbrance balances for TPS earnings are out of sync and do not reflect the liquidations or any adjustments since January.
A few relatively uncommon earning types (ICA, ICP and LPP), as well as employees with employee type “Practice Plan,” have also been impacted by the incorrect mapping of object coding, and their associated encumbrance balances are therefore also out of sync in FAS.
At this time, payroll amounts for these specific earning types have not been liquidated since January 31, and amounts are therefore overstated by that accumulated amount. To assist units in tracking these encumbrance imbalances, an email including the list of affected workers/cost centers/organizations was sent to the appropriate Unit Change Leaders.
Financial Accounting and the ISC are actively researching a solution for this integration error, and we will update this post as we learn more.
If you have any questions about encumbrance balances in FAS, please contact Erick Winger at email@example.com.
This issue was resolved on August 9th. If you're still experiencing trouble, please contact the ISC.
We are seeing situations in which FTE changes were made by departments using the Change Job-Data Change business process BEFORE merit was loaded on September 12, but were scheduled to become effective AFTER merit was loaded. Even if compensation wasn’t altered by the department during this FTE change, Workday runs an automatic compensation event to prorate the salary. This means that, if somebody effective-dated a FTE change for AFTER the merit load, the merit increase will actually be overwritten on the effective date, and in the process, merit increases are being replaced with pre-merit amounts.
The ISC has identified the impacted employees, some of which were paid incorrectly in this last payroll. The majority of impacted employees are Academic Personnel, with some Professional Staff impacted as well.
The ISC is working on correcting all of these records, and this should be completed by next week. We will let departments know if they have anyone on the list.
This issue will be fixed by the next pay period.
We will share more information as it becomes available.
Resolved on: February 12, 2018
A new integration has been developed to process reversals so they automatically flow to downstream systems. The new integration will run the day after payroll runs and will be visible in the Employee Data Warehouse (EDW) and My Financial Desktop (MyFD) one day after they are posted in Workday.
Update posted on: January 29, 2018
As of January 24, 2018, all reversals have been updated and posted through the December 31 pay period.
Original Issue posted on: January 2, 2018
Occasionally, when a unit identifies an employee overpayment, Payroll is able to reverse the deposit before the money reaches the employee’s account. In those instances, the reversal should result in a refund to a budget, and therefore would be reflected in My Financial Desktop (MyFD) and in the EDW. Unfortunately, due to an integration issue, reversals are not flowing to these systems automatically and require manual entry. Each reversal currently requires a significant amount of time-consuming research to update, and it’s taking approximately one to two months before Departments will see the credit in MyFD.
At this point, all reversals up to the November 15 paycheck have now been posted, with the exception of any stipend payments (of which there are very few). Reversals up to the December 31 paycheck are expected to be posted in time for the release of faculty effort certification reporting.
Though this integration problem only affects a small population (since July there have been fewer than 200 reversals), rest assured we are actively working on a fix for this issue. In the meantime we have developed a new report called “Payroll Reversal Audit” which we encourage you use to determine if a reversal has occurred.
If you have any questions about the reversal delay, please contact firstname.lastname@example.org.
We are aware that current security restrictions in Workday surrounding retro period data reporting are impacting operations of campus units. The ISC and EDW are actively working on resolving this issue. Read More.
Resolved on: February 1, 2018
Email alerts have been updated to correctly identify and notify employees (and their Time & Absence Approver) with Greater than 240 Vacation and Vacation Balance Approaching 240 Hours each month. The most recent alerts were sent on February 1. The next set of alerts will be sent on March 1.
New Issue posted on: December 18, 2017
We have discovered a new set of issues relating to these Workday-generated email alerts. Some employees and their Time & Absence Approvers have incorrectly received the alert for “Vacation Balance Exceeds 240 Hours” and “Vacation Balance Approaching 240 Hours.” Early analysis indicates the issue relates to the reporting logic used to identify the recipients of these alerts. The ISC continues to troubleshoot the issue. In the meantime, employees can check their Vacation Time Off Balances on their Absence Calendars or contact their Time & Absence Initiates with balance questions. There are no known issues relating to the actual Vacation Balances that are calculated and displayed for employees in Workday.
Resolved on: December 5, 2017
Email alerts are now being sent to employees and their Time & Absence Approvers for employees with Greater than 240 Vacation Hours on December 1st. Email alerts were sent to employees with 240 Vacation Hour Limit Approaching and 240 Vacation Hours Forfeiture Approaching on December 5.
Original Issue posted on: November 2, 2017
The ISC has developed a series of Workday-generated email alerts to help classified staff manage their Vacation Time Offs and stay in compliance with UW policy related to vacation accrual limits. The three emails are called “240 Hour Limit Approaching,” “Greater than 240 Hours,” and “240 Hours Forfeited.”
These emails are intended to be delivered to employees and their Time & Absence Approvers on the first of each month; unfortunately, Workday has been unable to send out these email reminders since August. Our Applications Team is actively working to resolve the issue. In the meantime, we encourage employees work with their Time & Absence Approvers to monitor Vacation Time Off balances using the Balance As Of date function in the Absence Calendar and the Time Off Results By Period report.
Yesterday, on October 5, Workday payroll processing was completed as scheduled. However, the integration to the financial accounting system (FAS) failed, due to errors caused by foreign characters present in Workday legal names.
Because of the failed integration between Workday and FAS, the September 30 payroll was not posted in the financial system as scheduled, thereby stalling the end of month close for September.
The technical teams are working to fix the issue and intend to post the September 30 payroll tonight, on October 6.
Units can still check their payroll in Workday by using the Earnings and Actuals – Prompt for Worker Report (R0430) or the Earnings and Actuals – Prompt for Organizations Report (R0431).
We will share more information as it becomes available.