September 30, 2016
The Period Activity Pay job aid has been updated. Updates made include not checking the box “Use as Payment Periods” and making sure the Payment End Date is the end of the pay period. If the Payment End Date is not entered in correctly, it can negatively impact the department’s accounting ledger. Also, it is important that the comments for overload teaching are entered specifically as noted on the job aid. If comments are entered incorrectly, it will not show up correctly on the reporting for Institutional Research.
September 27, 2016
A new Create Position or Requisition Template is now available.
A Quick Reference Guide of commonly seen mistakes in Workday and solutions for each can be found here. This is an excellent resource for HR Analyst and Student Employment Partners.
September 9, 2016
We’ve recently updated the Quickstart job aid. Users now have the capability to search in Quickstart by PAWS ID and/or LSU ID. Please see the recently updated Quickstart job aid for more informatio
August 31, 2016
Effective immediately, you may add an additional job to a classified employee if they are performing a non-classified titled job in another supervisory organization.
Before loading the additional job for the employee, the employee must receive approval from their current supervisor to perform the work. Coordination among the two organizations is essential to getting all the information for the employee.
A new job profile titled “Hourly Additional Job” has been created to accommodate paying a Classified employees only for the additional job.
A Classified employee cannot be appointed to an “Hourly Additional Job” for more than 1 year, but they maybe continued as needed.
You will need to put an identifier on the add job so that the employee or timekeeper knows what position they need to enter time on. This title must be consistent the “posting title”, “business title” and “job title”. Ex. Hourly Additional Job – Parking Attendant.
If a classified employee works in excess of 40 hours in their primary job, when time is entered for the additional job they will be paid their overtime rate.
When performing the additional job for the employee, please be aware of the following:
Please refer to the job aid that will be posted on the Workday Training site for more detailed instructions.
Student Worker Lump Sum Payments:
Effective 10/01/2016, lump sums cannot be paid to student workers. This will allow us to track hours for ACA and total hours that can be worked per Student Aid. Anything currently in progress you may finish paying via the lump sum.
Graduate Assistant Lump Sum Payments:
GA’s will be allowed to be paid via lump sums (One-Time Payments) in certain circumstances. Each case will be reviewed separately and arrangements must be made between HRM and Payroll before the GA begins working an additional job.
When loading a One-Time Payment for the GA, once on the One-Time Payment page, select “One-Time Payment Plan” > “Graduate Student One-Time Payment”.
Disclaimer: This plan type will be created in the coming days. For the time being, please select a plan type of “Lump Sum Wages (Retirement) with a reason code of “Ad Hoc Payments > Event Pay” or “One-Time Service”, whichever is most appropriate. Please check the next time you load a new OTP for a GA for the new plan type “Graduate Student One-Time Payment” and select a reason code of either “Ad Hoc Payments > Event Pay” or “One-Time Service.”
Given that time is not tracked within Workday for GA’s, it is important that the detailed comments are entered in the Additional Information section to describe the work that is being performed and when it was performed. Ex. “Mike worked as a ticket taker for the middle school boys’ basketball game on Monday, 8/25 for 3 hours (5pm-8pm) at a rate of $8/hr”.
August 24, 2016
Assigning President’s Aid Costing Allocation
The Cost Allocations for student workers with President’s Student Aid (PSA) funding must be populated with two types of costing allocations in order for the student’s earnings to charge the special funding accounts. However, please note that a user cannot perform multiple level updates in a single transaction. You cannot enter the President’s Student Aid Program Account Number and the Department Account Number in the same transaction. Costing Allocations can be seen from the student’s personal profile in the Compensation Tab. Changes to any type of Costing Allocation can be made through Maintain Costing Allocation BP. See below for a quick table outlining the two required types of costing allocations and guidelines over who and when they can be added and what the costing allocation is used for.
|Costing Allocation||Costing Allocation Level||Role||When to Add||Function|
|Department Account Number||Worker – Position Level||Cost Center Manager||
||To pay for any overages after the PSA funding has depleted|
|PSA Program Account Number||Worker – Position – Earning||Student Employment Partner/Cost Center Manager||As a stand-alone step through Maintain Costing Allocation BP||To charge the student’s PSA fund|
QuickStart is To-Do step within the Hire Worker business process that CANNOT be skipped, even if you know that the new hire already has a LSUID and PAWS ID. This applies when hiring any type of employee including student workers and graduate assistants. You must enter the new hire’s social security number and create or verify the LSU ID (89#) and PAWS ID. By verifying or creating this information in QuickStart, the new or existing LSU ID is fed into Workday and this information is required for the onboarding process to work correctly.
August 22, 2016
Avoiding Duplicate Employee Records:
Entering duplicate employee records in Workday has a major payroll impact. This happens when someone hires an new employee or student who already has, or had, a job on campus. It is imperative to use available Workday reports and search features before attempting to hire a new employee.
These resources will help you determine if your new hire already has a job.
August 8, 2016
Job Requisition after Termination
When terminating an employee, Workday will prompt you in your inbox to create a job requisition for the vacancy. It is important to act on the to-do item. By creating the job requisition through the to-do step, you are ensuring you are not creating a new position, but rather filling the existing vacancy. It also will enable you to more efficiently start the recruiting process for your vacancy. This is why the Termination BP ends with a Create Job Requisition To-Do Item in the HR Specialist’s inbox.
However, if you are not planning for fill the vacancy or have already created a job position and requisition outside of this to-do step, you must clear it from your inbox. To clear it from your inbox, reference the requisition number in the comments box and press Submit.
July 29, 2016
Report: Reported Time Blocks for a Worker
A timekeeper can run this report and see all of the time entry for a worker for the selected date range, the reported quantity for the time block, and the calculation tags (such as hours worked and weekend shift premium).
The same information is available if you click on the individual time block on the time entry calendar, select View Details, and select Calculated tab. Using the Reported Time blocks is easier than clicking on each individual block. Important notes – this report will show all time entries regardless of status (entered, not submitted and approved) and will not show time off entries.
July 20, 2016
Over the next few weeks, fiscal year end balances, award budgets, banking transactions and grant invoices will be loaded into Workday. While the team is working to minimize the impact of these loads on the LSU Community, they will require that the system be taken offline. A detailed schedule of the planned maintenance can be found at www.lsu.edu/workday.
July 14, 2016
Type in Worker – All Jobs in the search bar. Click on Workers – All Jobs Report from the search options.
In the Worker Search Field type in the student/employee’s name. Click Ok.
In the Supervisory Organization for Primary Job field, you will be able to see the supervisory organization that the employee is currently part of. The supervisory organization tells you which supervisor is currently associated with the employee. Click the Supervisory Organization to view members and the supporting roles assigned. Click on Roles Tab and search for HR Analyst.
Under the All Positions/Jobs field, you will be able to see all the positions/jobs the employee holds. Click on each Position to see Job Details for each position.
If you are searching for a student worker/graduate assistant that you have responsibility for and they appear as a pre-hire, use the Worker- All Jobs Report, to see if they are incorrectly showing under the wrong supervisor before attempting to add an additional job or re-hire the student worker/graduate assistant into your supervisory organization. Use the Worker – All Jobs Report to view all employees that are not in your supervisory organization.
For students in the incorrect supervisory organization, it will be necessary for the HR Analyst for the student’s current SO to initiate a Move Workers task within Workday. A job aid for this task is available here: https://uiswcmsweb.prod.lsu.edu/training/specialist/move_worker.pdf
Type in the student worker/graduate assistant’s name in the search bar.
If they appear as a pre-hire, type in Worker – All Jobs in the search bar. Click on Workers – All Jobs Report from the search options.
In the Worker Search Field type in the student worker/graduate assistant’s name. Click Ok.
Look at the Supervisory Organization for Primary Job field, you will be able to see the supervisory organization that the student is currently part of. The supervisory organization tells you which supervisor is currently associated with the student worker/graduate assistant. *Click the Supervisory Organization to view the supporting roles assigned. Click on Roles Tab and search for HR Analyst.
Under the All Positions/Jobs field, you will be able to see all the positions/jobs the student holds. *Click on each Position to see Job Details for each position.
Determine which position needs to be moved to your supervisory organization.