The Ufirst Project

Workday Essentials

[Video] Viewing Leave Balances – A Review

12/18/2018

Checking leave balances – it’s one of the tasks most frequently initiated by individuals across the University. How much time off do I have available? Will I have enough to take my vacation? How much use-or-lose time do I have left this year? The Absence application in Workday can easily answer all of these questions, and more.

Our new video shows you exactly where to look and how to use the application to find the information you need.

Reminder: Medical Center will continue to use Kronos for time entry.
 

Key points:

  • What you currently refer to as “leave balance” is known in Workday as “absence balance.” 
  • Today, Employee Self Service (ESS) shows your total allowable annual leave, and adjusts downward as requests are submitted and approved. 
  • Workday shows your available time off accrued as of today, but gives you access to see your balances based on a future date you can indicate.

Recapping what stays the same:

  • Accruals of available time off will proceed on the same schedule.
  • Calculations of used time off will apply to time periods in the same way.
  • Your rate of pay for time off will be unchanged.
  • Policies governing the use of time off will be unchanged.
  • If you currently use Kronos for time entry (Medical Center), you will continue to do so.

Watch the video now.


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Spotlight on Workday Notifications and Inbox Items

12/07/2018
Notifications and Inbox - Workday Homepage

Workday communicates with users through two primary channels: notifications and inbox items. While this may seem confusing, these channels are used for different purposes and, once you're familiar with the differences, finding important messages and knowing when to take action should become second nature.

Notifications:

  • You can access notifications by clicking on the bell-shaped icon on the Workday homepage. 
  • Notifications do not require you to take action within Workday, but may require you to take action outside of Workday (e.g., completing a task in another system). 
  • Notifications often serve to make you aware that a business process has been completed (e.g., the approval of a time-off request, the completion of a personal information update that you've made, etc.).

Inbox:

  • Your can access your inbox just under the welcome banner on the Workday homepage, as well as from the icon next to your notifications.
  • Items in the inbox are tasks requiring you to take action within Workday. 
  • Your inbox is divided into two tabs: "Actions" that require your attention, and an "Archive" that contains all completed actions.
  • Workday will send a message to your UVA email to let you know that an inbox item requires your attention; however, you will still need to log in to Workday to complete required tasks. This communication between Workday and your UVA email account can be turned off, if you prefer, but you will need to check your Workday inbox regularly to assure you don’t miss any tasks requiring your attention.

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Workday Words III – Pay

12/05/2018
Workday Words III

This is the third installment in our series to help you understand and work effectively in Workday.

New terminology can be confusing. There are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform. Here’s a quick list of terms you may encounter in the Workday Pay application.

Payment Elections

Formerly known as Direct Deposit.

Withholding Elections

Your federal (W-4) and state (VA-4) tax allowances. 

Period Activity Pay

Formerly known as Goal Pay. 

One-time Payment 

Formerly known as a Lump Sum Bonus.

Merit Statement History

A listing of past merit increases.

Reimbursable Allowance Plan Activity

This view lets you see a breakdown of any supplemental pay (e.g., cell phone allowance, acting pay allowance, etc.), based on your employee type.

Total Rewards

A view within the Pay application that shows an overview of your total compensation, including base pay, benefits, etc.


Missed our earlier “Workday Words” posts?


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UPG & Medical Center: Crosswalks from Today’s HR Processes to Workday

11/26/2018
UPG & Medical Center Workday Crosswalk

Workday can be quite intuitive to use, but sometimes you may not know where to begin. We've created a series of Job Aids that will provide you with directions on how to begin many common tasks. To make things as straight forward as possible, these "crosswalk" documents show each task alongside its legacy system equivalent.  

“How do I ... ?”

Click on the appropriate link below to download the Job Aid document you need:


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Spotlight on Payslips

11/19/2018

Following our launch on January 7th, all faculty, staff, and team members will begin viewing their payslips in Workday (some groups will even see their first payslip in Workday a few days prior to go-live – see below). From the Workday homepage, you'll simply go to the "Pay" app. Then, in the "View" column, you’ll click "Payslips." To help familiarize you with how things will appear on the new platform, take a look at this sample payslip and you'll see the key areas highlighted and annotated. 

Will my paycheck amount be different?

  • With every new year, changes to benefit plans, benefit elections, and tax withholdings result in a change to your paycheck amount. This year will be no different.
  • The Workday system will round some earnings, taxes, and benefits deductions differently from Oracle, PeopleSoft, and UltiPro. This will result in net pay differences for some individuals, ranging from a few pennies up to (but not more than) a few dollars.
  • If you are eligible for overtime pay, it's important to know that Workday is configured to follow the Fair Labor Standard Act (FLSA) blended rate, which might calculate overtime differently in some cases.

When will I see my first payslip in Workday?

  • January 4, 2019 – Medical Center and UPG bi-weekly
  • January 11, 2019 – Academic Division bi-weekly
  • February 1, 2019 – Academic Division and UPG monthly

Have more questions? 

What's changing with Payroll? What's not changing? Explore the Workday FAQ here: workday.hr.virginia.edu/faq/ – You'll find additional answers in the “Workday Essentials” section.

After Workday go-live, if you have any questions about your paycheck, payroll specialists will be available to help you. To reach them, contact the HR Solution Center at 434-243-3344 or AskHR@virginia.edu


Be sure to visit and browse the training website

A variety of resources are available on the training website to help you transition to Workday with confidence. New courses and training materials will be added frequently.

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Workday Words II – Time & Absence

11/12/2018
Workday Words II

This is the second installment in our series to help you understand and work effectively in Workday.

As mentioned previously, there are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform.

Let’s learn some of the lingo, and make sure to check back for more!

Reminder: Medical Center will continue to use Kronos for time entry.
 

Auto-fill 

A time entry option that copies time blocks from a worker's schedule, or from a previous week, when entering time.

Request Time Off

Using the absence application, enter time off from work.

Cancel Time Off Request

Before a time off request is approved, the worker can cancel the request and no further action is needed.

Correct Time Off Request 

After a time off request is approved, the worker can cancel or adjust the request, but it will be routed to the manager for approval. 

Retroactive Time 

Entering time worked for time in the past. Would be entered through the time application. Note: Paper timesheets will no longer be necessary.

Worker 

Formerly known as an Employee.

Benefitted Employee

Formerly known as a Salaried Employee.

Contingent Worker 

Formerly known as a Non-paid Employee.


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Spotlight on Timekeeping

11/06/2018
Workday apps with time-related items highlighted
For Timekeeping, where you look in Workday depends on your role and what you need to do.

Yesterday, we told you about essential information regarding leave balances and requesting time off in Workday. Today, we’ll look at the closely related area of timekeeping.

Reminder: Medical Center will continue to use Kronos for time entry.
 

Where to look in Workday?

  • Manager’s view: Use the Time and Absence app
  • Non-exempt individuals entering time worked: Use the Time app
  • Exempt and non-exempt individuals requesting time off: Use the Absence app

Time-related notifications for non-exempt individuals 

Because entering time is required for non-exempt individuals, special notifications will be sent from Workday:

  • Weekly – All non-exempt individuals (regular, student, wage, temp) will receive a generic reminder to enter time every Friday at noon.
  • Once per pay period – Regular non-exempt individuals who are short on time entry (based on scheduled hours) will receive a customized notification on any affected payroll Monday at 9:00 a.m.

Special roles and permissions in Workday

Time Reporting Support Role – This role has been created in Workday to facilitate workflow by providing certain non-managers with access to time-tracking reporting.

  • Time Reporting Support role holders will be able to run the same time reports as managers:
    • No Time Entered
    • Time Entered But Not Submitted
    • Time Submitted But Not Approved
    • My Team’s Upcoming Time Off
    • UVA Hours Short 
    • UVA Critical Timesheet Errors
    • UVA Time and Time Off by Supervisory Orgs with Date Range
    • Time Off Results Detail (to view employees’ "Use or Lose" time)
  • They will not be able to enter, submit, or approve time on behalf of another employee.

Manager Delegation – Workday allows Managers to delegate time-related actions and approvals to an appropriate individual.

  • Delegates will have the ability to enter, submit, and approve time on behalf of another employee if the Manager includes those responsibilities during the delegation process.
  • Reports cannot be delegated.

What’s changing?

  • New calendar view for time entry
  • University holidays are pre-populated in calendars
  • Absence (time off/leave) requests will be entered in Workday
  • No paper timecards; retro time entered directly into Workday
  • Mobile accessibility for time entry, approval, and time-off requests

What’s staying the same?

  • Payroll calendars and pay dates
  • Pay period cutoffs (assignments, hires, LD, time entry/approval)
  • Leave accrual calculations
  • Exempt employees will continue to enter only their absences
  • If you currently use Kronos for time entry (Medical Center), you will continue to do so

Check back for more Spotlight features in the coming days and weeks, covering more essential aspects of Workday.


Be sure to visit and browse the training website

A variety of resources are available on the training website to help you transition to Workday with confidence. New courses and training materials will be added frequently.

Stay informed

Spotlight on Leave Balances

11/05/2018
Absence app highlighted on Workday homepage
The Absence application is where you will go in Workday to view your balances and request time off.

We want to assure that all future Workday users are well-informed, and have a clear expectation of how things will be done, minimizing surprises once we launch in early January. How will you know what’s changing and what’s staying the same? Training is a big part of that, but some topics – like leave balances – are important to call out separately. To see a list of the various leave types, click here.

Reminder: Medical Center will continue to use Kronos for time entry.
 

What’s changing?

  • To begin, it’s essential to get our terminology correct – What you currently refer to as “leave balance” will now be called your “absence balance.” To access your balance and request time off, you’ll click on the Absence app from your Workday homepage.
  • When you log in to the current system to check your balances, you can see, for example, your total allowable annual leave, and that number adjusts downward as requests are submitted and approved. The available leave is always a positive number, but it doesn’t reflect what you’ve accrued to-date.
  • In Workday, when you access the Absence application, you will see your available time off accrued as of today. In order to see what will be available in the future – i.e., for a planned vacation – you simply enter the appropriate date. For example, to see your full year’s allotment for 2019, you would change the “as of” date to the last day of the final pay period in 2019 (12/22/19). If you request more than is accrued by the current date, your balance will show as a negative number. However, the system will never allow you to submit for more than your annual maximum.
  • It’s important to know that, in Workday, it is perfectly fine for employees to request – and for managers to approve – requests that result in a negative balance. UVA policy allows for requesting time off in advance of its accrual, and Workday will prevent total requested time off from ever exceding your total allotted amount for the year.

What’s staying the same? 

  • Accruals of available time off will proceed on the same schedule.
  • Calculations of used time off will apply to time periods in the same way.
  • Your rate of pay for time off will be unchanged.
  • Policies governing the use of time off will be unchanged.
  • If you currently use Kronos for time entry (Medical Center), you will continue to do so.

See for yourself:

For a quick walkthrough of how to view your time off balances in Workday – including how to view your balance as of a future date – please watch this brief video: Part II of the Time & Absence overview in Workday.

Check back for more Spotlight features in the coming days and weeks, covering more essential aspects of Workday.


Be sure to visit and browse the training website

A variety of resources are available on the training website to help you transition to Workday with confidence. New courses and training materials will be added frequently.

Stay informed

[Video] "Sue Says!" – Retroactive Time Sheets

09/14/2018
Sue Says!

 

Another reason to love Workday

Have you ever forgotten to submit your time before the deadline, or perhaps were absent when it was due? Workday makes the process for submitting a retroactive time sheet easy (Academic Division and UPG). Watch this video to learn more:

Check back each Friday this month. We’ll publish a new video every week of Sue Simpkins sharing her insights regarding one of her favorite Workday features. And be on the lookout for your chance to win weekly prizes in our Virtual Scavenger Hunt!

Wondering “Hoo's Sue?” You can learn more about our resident HR guru here


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Top 5 FAQs – Time and Absence

09/13/2018
Top 5 FAQs – Time and Absence

Here are five of the most frequently asked questions about managing time and absence in Workday. Want to see more? Browse the complete FAQ. You’ll find more Time and Absence FAQs under “Workday Essentials.”

You can also check out videos on how to use the time and absence applications within Workday in our recent blog post.

1Q: What is the difference between the "Time and Absence" and "Absence" apps in Workday?

A: The "Time and Absence" app is used for non-exempt staff who track their hours worked, as well as PTO. The "Absence" app is used by exempt staff who only need to track PTO. Medical Center and UPG team members will continue to use Kronos for time tracking.

2Q: Will the absence calendar show paid holidays?

A: Yes.

3Q: Can managers see a calendar with time off requests for all direct reports, or some sort of overlap report?

A: Yes, managers can review team time off by week in the Team Time application.

4Q: Why is the Medical Center retaining the Kronos system?

A: Kronos provides advanced scheduling and reporting capabilities that Workday does not yet offer. Because these capabilities are essential to Medical Center operations, Kronos will be maintained, but it is linked to Workday so that data can be shared.

5Q: Can an employee see their leave balance when requesting time off?

A: Yes. Workday also has an "as of" date feature that allows you to view a future-dated leave balance. This is very handy when trying to plan a vacation and you need to know if enough leave will be available.


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