V4Business Processes

August 2012 U17 The Fundamentals of Workday 1

Participant Guide V3

Business Processes

Introduction

Introduction There are several key business processes that are critical to the tasks you

complete in the Workday system. This section provides a detailed overview

of each of those business processes.

Business

Processes

Definition

A business process is a sequence of one or more tasks that accomplishes a

desired business objective. Examples of business processes include:

Create Job Requisition

Request Compensation Change

Hire Employee

Business processes are frequently initiated at the department level; your

security role dictates whether you may initiate a business process.

Business

Process

Types

The key business processes covered in this training are:

Phase 1

Create Requisition with Create Position embedded

Hire Employee

Request One-Time Payment


Edit Position

Continued on next page



Introduction, Continued

Business

Process

Types

(continued)

Phase 2

Add Job

End Job

Terminate Employee

Phase 3

Change Organization Assignments

Assign Costing Allocation

Infrequently

Used Business

Processes

You will also receive step-by-step directions for the following infrequently

used business processes:

Assign Matrix Members/Organization

Remove Matrix Members/Organization

Freeze Position or Headcount Group

Close Position or Headcount Group

More as they become available

Note: You will seldom use these business processes above. Please review

documentation and consult with HR before initiating any of these processes.



Create Job Requisition with Create Position Embedded

Overview Create Job Requisition opens a requisition to fill or refill a position. There

are two stages: Initiation and Final Approval. All data for this process

defaults in from an existing position for review and editing at the initiation

stage and is routed for final approval. The following provides information on

creating a NEW requisition. A second business process, Create Position, is

also completed within this process when you are adding to staff.

Steps to

Complete Step Action

1 From the landing page, click on Your Name

2 Click on your Organization




Create Job Requisition with Create Position Embedded, Continued

Steps to

Complete

(continued)

Step Action

3 Click on Organization to which the position will report

4 Select Job Change and then Create Job Requisition

5 Once you begin the process of creating a job requisition, the

system will require you to choose between:

Create New Position

For Existing Position

IMPORTANT NOTE

When Create New Position is chosen, Workday will automatically prompt

you to enter data for the new position as indicated in next step. Create

New Position routes through three additional stages after you initiate the

process. They are:

Review

Approval

Final Approval





Steps to

Complete

(continued)

Step Action

6 From the Create Job Requisition screen, click on

Create New Position and select Worker Type





Steps to

Complete

(continued)

Step Action

7 Fill in Position Details by following steps below:

Item Action

Reason

Options:

Create Job

Requisition>Administrative

(Waiver)>Non-competitive fill; no

recruiting required

Create Job Requisition>Recruiting

(Post) >Post for competitive fill

Create Job Requisition>Recruiting

(Post)>Post internally only

Create Job Requisition>Contingent

Position

Create Job Requisition>Student

Position

Requestor Your name

Recruiting

instructions

Choose:

Faculty hire

Postdoc hire

Staff hire

Student hire

Job posting

title

Paste title from job description

Description From job description, paste the job

summary and qualifications

Justification From job description – paste justification

Attach Job

Description REQUIRED

Comment Brief for reviewer/ approver





Steps to

Complete

(continued)

Step Action

8 Scroll down to fill in Job Details; see table below for action

steps:

Item Action

Job Profile

Choose:

Job Profiles

Job Profiles by Job Family

Job Profile-specifically defines the

work (Administrative Assistant, Regular

faculty tenured)

Job Family-group of Job Profiles

specific to employment type-(Facilities,

Library, Admin support)

Job Family Group-Staff, Faculty,

Student, etc.

Worker Sub-Type Choose from:

Fixed Term

Regular

Seasonal/Intermittent

Student

Time Type Full or Part Time

Location Where position receives mail

Scheduled Weekly

Hours

Defaults to 37.5-change if appropriate

Shift Select if applicable





Steps to

Complete

(continued)

Step Action

9 Scroll down to fill in Job Details; see table below for action

steps:

Item Action

Recruiting Start

Date

Choose date you would like to make

open to recruit for hire.

Note: Position will be unavailable for

hire until this date occurs.

Target Hire Date Choose date you would like to make

available for hire.

Note: Position will be unavailable for

hire until this date occurs.

Target End Date For term appointments if applicable





Steps to

Complete

(continued)

Step Action

10 Change Organization Assignment: This process is used to

assign and change organizational information on a

position/employee such as Company, Cost Center, Business Unit

and Campus Box. The following fields should be populated:

Company-Always select Brown University-does not

default in

Cost Center-Reference Cost Center to Business Unit

Mapping Document* for code

Business Unit- Reference Cost Center to Business Unit


Campus Box -Type in or select from list

Ledger Code-Reference Brown Sub code to Workday

Ledger Account*

FRS Legacy Account Number

Note: Brown Sub code to Workday Ledger Account and Cost

Center to Business Unit Mapping Document are subject to

change as the new financial system is being developed

Do Not Select: Any of the following options as they are being

used for HR/Administrative purposes:

Legacy 403B (Designated HR Use Only)

Class (Designated HR Use Only)

Capped/Uncapped (Designated HR Use Only)

457(b) (Designated HR Use Only)

Kronos ID

NRA

11 Click Submit





Steps to

Complete

(continued)

Step Action

12 Request Default Compensation: Compensation Plans are

assigned to all paid positions and will default in based on the job

profile selected. Additionally, benefits eligibility, taxation, and

time tracking requirements are all tied to compensation plans.

Therefore, it is critical that the correct job profile be chosen so

that the correct compensation plan is chosen.

To Request Default Compensation, you must enter either a

salaried or hourly rate depending on whether the position is

exempt (salary) or nonexempt (hourly). Click on the plus sign or

pencil icon as shown below.

Next, click on the Icon that looks like a notebook as shown (See

arrow 1 below). Doing so will launch a small pop-up screen into

which you will enter either the annualized (12) month salary or

hourly rate for the position.

Note: Clicking on Details (See arrow) brings you to a screen into

which you can enter a compensation end date. A compensation

end date is seldom used. To end compensation, end the job or

terminate the employee in Workday.





Steps to

Complete

(continued)

Step Action

13 Assign Pay Group

Proposed Pay Group –choose Monthly, Biweekly or Weekly

14 Assign Costing Allocation

Choose Applicable Costing Components

Cost Center > Reference Cost Center to Business Unit

Mapping Document for code

Fund>Select 1 of 10 e.g., General Operating, Sponsored

Grants & Contracts

Grants> Skip-will be used when Workday Financial

goes live-July 2013

Business Units> Reference Cost Center to Business Unit


Ledger Code>Reference Brown Sub code to Workday

Ledger Account for code

FRS Legacy Account>6-digit FRS Account; type in LC

with 6 digit code-no hyphens

See Assign Costing Allocation Stand Alone Directions.





Steps to

Complete

(continued)

Step Action

15 Once all data is entered at the Initiation Stage of Create Job

Requisition, Workday routes it to the HR Business Partner or

Faculty or Postdoc Partner, depending on position type, for

review and Approval and then to the HR Generalist for Final

Approval

16 The reviewer/approver selects a choice from list of options

below:

Action Result

Approve

Create Requisition and Position

successfully completed

Send Back Comment is required

Conversation with initiator is

recommended

Deny DO NOT CHOOSE

Note: Selecting “DENY” wipes out all

data entered. Choose rarely and not

without prior conversation with

initiator.

17 COMPLETED



Hire Employee

Overview Hire Employee finalizes the hiring of an employee. There are four stages:

Initiation, Approval, Review, and Final Approval.

Steps to


1 From the landing page click on Your Name>Your

Organization


3 Select Staffing>Position Available to fill




Hire Employee, Continued

Steps to

Complete

(continued)

Step Action

4 Click Related Action icon > Hire>Hire Employee

5 Select Applicant Type

Options:

Existing Applicant-HR to add applicants to system; system

routes to Job Details

Create a New Applicant- System routes to Create Applicant

then Job Details





Steps to

Complete

(continued)

Step Action

6 Create Applicant is where you will establish a Workday record

for the new hire by adding the person’s legal name and contact

information. The following information is required:

Item Action

Source N/A

Referred by Provide name of Brown employee if

applicable

Allow Duplicate

Name Check mark required

Legal Name

Information

Required:

Country

First name

Last name

Must be legal name- Ensure that the

name entered matches the legal name of

the applicant

Click on Contact

Information tab

Required: Home address and at least 1

additional i.e. phone number or email

address

7 Job Details will default in. You will need to select the

following:

Item Action

Hire Date Select employee’s first day of work

Reason Options:

New Hire Employee>New Hire

Employee>New Hire

Rehire>Rehire> Reactivate Seasonal

Employee

Rehire>Rehire>Reactivate Student

Worker

Rehire>Rehire>Rehire





Steps to

Complete

(continued)

Step Action

7

cont’d

Item Action

Additional

Information

Additional Information will default in.

Select Job Classification as follows:

By Job Classification

Group>Actual>Select actual total months

position is scheduled to work


Group>Standard>Reflects normal

months of operation for position

o 10-10 months

o 12-12 months

o 9-9 months

Note: Benefits for employee are calculated

based on Job Classification. This Fieldshould

be populated for student worker positions

too.

Select two dates:

Probationary Start Date

Probationary End Date

Note: Probationary period is 3 months for

non-exempt staff and is 6 months for exempt

staff





Steps to

Complete

(continued)

Step Action

8 Change Organization Assignment: Information will default in

from the organizations assigned on the position. You may update

these assignments when additing an additional position.

Organizations you may choose are:


default in





Campus Box Number-Type in or select from list


Ledger Account*











Kronos ID

NRA





Steps to

Complete

(continued)

Step Action

9 Propose Compensation: Information will default in from

position. You may update annualized salary or hourly rate during

Hire process if applicable.

10 Assign Pay Group

Proposed Pay Group –choose Biweekly, Monthly or Weekly

11 Once all data is entered at the Initiation Stage of Hire,

Workday routes through three other stages: Review,

Approval and Final Approval.

12

Position Reviewer/Approver

Manager First Approver

Staff (non-union) HR Business Partner for Review

and Approval then to HR

Generalist for Review and Final

Approval

Faculty and Postdoc Faculty or Postdoc Partner for

Review and Final Approval

13 A To Do is triggered and sent to the HR Coordinator to Assign

Costing Allocation in order to adjust allocations when position

was created.





Steps to

Complete

(continued)

Step Action

14 A series of notification are triggered within the system, giving a

number of system roles To Dos. These include:

Role Action

Security Assign Workday access

New Employee Make or waive benefit elections

Benefits Partner Reviews and approves employee’s

benefit elections

HR Coordinator Initiate onboarding process for employee


below:

Action Result

Approve

Hire successfully completed


Conversation with initiator is

recommended

Deny DO NOT CHOOSE




initiator

16 COMPLETED

Important Note See the Compensation Glossary for definitions of compensation-related

terms.



One-Time Payment

Overview Request One-Time Payment is used to request a one instance payment for a

lump sum pay supplement, performance bonus, or sign on bonus. There are

three stages: Initiate, Approval, and Final Approval.

Steps to



Organization


3 Select Members Tab>Employee Name (related actions

icon)>Compensation> Request One-Time Payment




One-Time Payment, Continued

Steps to

Complete

(continued)

Step Action

4 Select effective date:

Choose first day of upcoming pay period for monthly,

biweekly and weekly

5 One-Time Payment Plan

Options:

Option Description

Faculty Award National Resident Alien (NRA)

Undergraduate Fellowship Award

NRA

Undergraduate

Fellowship

Pay for non-resident alien

undergraduate fellows.

Pay Supplement Payment for a temporary assignment

of higher-level work or a negotiated

pay supplement

Performance Bonus Pay for extraordinary achievement or

superior performance

Sign on Bonus Recruitment bonus negotiated upon

hire

Uniform Allowance

(Public Safety only)

In accordance with terms of bargaining

unit contract

Important Note: Do not initiate Excellence Awards or centrally-funded

bonus payments. One- time payments should not be requested for students

without prior approval.




One-Time Payment, Continued

Steps to

Complete

(continued)

Step Action

6 Enter Amount

7 Currency-Defaults in

8 Additional Information

9 Comments on Plan-Include Justification

Important Note: Brown will no longer provide hand-drawn checks

effective July 1, 2012. A best practice recommendation for a manager is to

write a letter to the employee acknowledging the one-time payment.

10 Once all data is entered at the Initiation Stage of One-Time

Payment, Workday routes to the HR Business Partner,

Compensation Partner or Faculty or Postdoc Partner,

depending on position type, for review and approval.

Position Action

Staff (non-union) HR Business Partner for Review and

Approval then to Compensation Partner

for Review and Final Approval

Student Worker HR Business Partner for Final Approval

11 A Notification is triggered and sent to:

HR Coordinator to assign costing allocations; HR Coordinator

should do this if applicable


below:

Choice Result

Approve One-Time Payment is successfully

completed.

Send Back comment is required

conversation is recommended with

initiator

Deny DO NOT CHOOSE

Note: Selecting DENY wipes out all



initiator.

13 COMPLETED





Overview Request Compensation Change modifies a salary on a filled position in the

current grade on an ongoing basis. There are three stages: Initiate Approval

and Final Approval.

Steps to



Organization


3 Select Members Tab>Employee Name (related actions icon)>

Compensation>Request Compensation Change




Request Compensation Change, Continued

Steps to

Complete

(continued)

Step Action

4 Select effective date:

Use first day of next pay period or other future effective date

5 Select Reason

Request Compensation Change>Adjustment

• Activate Compensation

• Allowance

• Correction

• Equity

• Pay Supplement

• Performance

• Remove Salary spread (exempt only)

• Remove Compensation (HR Use Only)

• Remove Spread Salary (exempt only)

• Summer Pay

Request Compensation Change>Conversion

Request Compensation Change>Union

• Annual Rate Increase

• Correction

• Step Progression





Steps to

Complete

(continued)

Step Action

6 Click on the Icon that looks like a notebook as shown below to

launch a small pop-up screen into which you will enter the

proposed annualized (12 month) amount or hourly rate for

the compensation change request under proposed column.

Note: Example illustrates request compensation change for

hourly rate. A request for annualized salary rate change would be

achieved in a similar manner via Salary Plans.

7 Once all data is entered at the Initiation Stage of

Compensation Change, Workday routes to the HR Business

Partner, Compensation Partner or Faculty or Postdoc

Partner, depending on position type, for review and approval.

Position Action

Staff (non-union) HR Business Partner for Review and

Approval then to Compensation Partner

for Review and Final Approval

Faculty and

Postdoc

Faculty or Postdoc Partner for Review

and Final Approval

Faculty Partner for Final Approval

Student Worker Student Employment Partner for Review

and Final Approval





Steps to

Complete

(continued)

Step Action

8 A Notification is triggered and sent to:

HR Coordinator to assign costing allocations if applicable


below:

Choice Result

Approve Compensation Change is successfully

completed.

Send Back comment is required

conversation is recommended with

initiator

Deny DO NOT CHOOSE

Note: Selecting DENY wipes out all



initiator.

10 COMPLETED

Important Note See the Compensation Glossary for definitions of compensation-relate

terms.



Edit Position

Overview Edit Position edits a position that may be filled or unfilled in the Workday

system. The following are all initiated with the edit position business process:

Full-time Equivalent (FTE), job profile, location, request for a job audit or job

description review, shift changes, change business title, update position end

date, update job classifications.

Steps to



Organization


3 Select Members Tab>Position>Edit Position




Edit Position, Continued

Steps to

Complete

(continued)

Step Action

4 Choose Effective Date-cannot retro date an action in Edit

Position

5 Select reason:

Business Title Change

Update Job Classification

Update Job End Date

Job Profile Change Request>

Job Description Review

Request Job Audit

Request Job Profile

Change

Location Change>

Office/Department Move

Worker Move

Percent Time Change>

Decrease Percent Time

Increase Percent Time

6 Job Details (pre-filled with default information)

Select Change if applicable to any of the following:

Employee Type

Job Profile

Job Title

Business Title

Time Type

Location

Pay Rate Type

Scheduled Weekly Hours





Steps to

Complete

(continued)

Step Action

7 Additional Information: Select Change if applicable to any of

the following:

Item Information/Action

Location Weekly

Hours

Defaults in

Default Weekly Hours Defaults in

FTE Defaults in

Job Exempt select if position is transitioning

from nonexempt to exempt status

Job Classification Select Job Classification as follows:


Group>Actual>Select actual

total months position is

scheduled to work


Group>Standard>Reflects the

normal months of operation for

the position

o 10-10 months

o 12-12 months

o 9-9 months

Note: Benefits for employee are

calculated based on Job

Classification

Company Insider Type

(inherent to Workday)

Skip

Workers

Compensation Code

From Job Profile

Work Shift Comp If applicable

End Employment Date If applicable

Difficulty to Fill If applicable choose one of the

following:

Critical Job

Available for Hire

Hiring Freeze

Exclude from Headcount





Steps to

Complete

(continued)

Step Action

8 To Request Default Compensation, you must enter either a

salaried or hourly rate depending on whether the position is

exempt (salary) or nonexempt (hourly). Click on the plus sign or

pencil icon as shown below.

Next, click on the Icon that looks like a notebook as shown (See

arrow 1 below). Doing so will launch a small pop-up screen into

which you will enter either the annualized (12) month salary

or hourly rate for the position.

Note: Clicking on Details (See arrow 2) brings you to a screen

into which you can enter a compensation end date. A

compensation end date is seldom used. To end compensation end

the job or terminate the employee in Workday.





Steps to

Complete

(continued)

Step Action

9

Once all data is entered at the Initiation Stage of Edit Position,

Workday routes through two other stages: Approval and Final

Approval.

Staff positions route to the HR Business Partner for review and

approval. Faculty and postdoc positions route to the Faculty or

Postdoc Partner for review and final approval. Student worker

positions route to the Student Employment Partner for review

and final approval.

Position Action

Faculty & Postdoc

positions

Faculty or Postdoc Partner for


Student Worker Student Employment Partner for


Staff (non-union)

Increase percent time

change

Decrease percent time

change

Position location

changes

HR Generalist for Final Review

and Approval

Staff (non-union)

Job Profile Change

Request for Job Audit

Request for Job

Description Review

Compensation Partner- Final

Review and Approval

Staff (union)

Shift Change

HR Business Partner for Review

and Approval





Steps to

Complete

(continued)

Step Action

10 A To Do is triggered and sent to:

Compensation Partner to update pay group if applicable.


below:

Choice Result

Approve Edit Position is successfully completed


Conversation is recommended with

initiator

Deny DO NOT CHOOSE




initiator

12 COMPLETED

Important Note See the Compensation Glossary for definitions of compensation-related

terms.



Add Job

Overview Add Job is used to add an additional, secondary job to an employee for a

fixed length of time or an ongoing assignment. This process is used when an

employee already has a primary position. This process is also used to hire

student workers. In Workday, all student workers’ first jobs (primary

positions) reside in the Student Employment supervisory organization. There

are three stages: Initiation, Approval, and Final Approval.

Steps to


1 From the landing page, use the search bar to search by name for

the employee to whom the job will be added.

Note: If a Student Worker’s name does not appear in Workday,

instruct the student to go to HR to complete the I-9 process.

Once this is done, the student’s information will be entered into

Workday and you will be able to complete the Add Job process.

2 Click on related-action icon next to Employee Name> Job

Change>Add Job

3 Select Supervisory Organization of Additional Job and

employee name Note: Your supervisory organization will default in; select the

supervisory organization where the additional job will live




Add Job, Continued

Steps to

Complete

(continued)

Step Action

4 Job Details- Once position is selected, other details default in

Item Action

Effective Date Select employee’s first day of work for

additional job

Reason Options:

Add Additional Employee Job>Add

Additional Job>

Fixed Term Current and Contingent

Appointment

Fixed Term Assignment

Ongoing Assignment

Add Additional Employee Job>Student

Additional Job>Student Job

Position Choose appropriate position from selection

Note: Position must be

requisitioned/created in order to add an

additional job to a worker




Add Job, Continued

Steps to

Complete

(continued)

Step Action

4

cont’d Additional

Information

Additional Information will default in

Note: Be sure to click on Additional

Details tab

Select Job Classification as follows:

By Job Classification Group>Actual> Select actual total months position is

scheduled to work


Group>Standard>Reflects normal months

of operation for position

o 10-10 months

o 12-12 months

o 9-9 months

Note: Benefits for employee are calculated

based on Job Classification. This field

should be populated for student worker

positions too.

Select two dates:

Probationary Start Date

Probationary End Date

Note: Probationary period is 3 months for

non-exempt positions and is 6 months for

exempt positions.

Select Exclude Position from headcount-

Best Practice is to exclude student worker

position




Add Job, Continued

Steps to

Complete

(continued)

Step Action

5 Change Organization Assignment: Information will default in

from the organizations assigned on the position. You may update

these assignments when additing an additional position.

Organizations you may choose are:


default in







Ledger Account*





Do Not Select: Options Designated as HR Use Only (used for

benefits)




Add Job, Continued

Steps to

Complete

(continued)

Step Action

6 Propose Compensation: Information will default in from

position. You may update annualized salary or hourly rate during

Add Job process if applicable.

7 Assign Pay Group

IMPORTANT: Choose pay group of primary position held by

employee e.g., Stacey Smith is paid via the biweekly payroll for

her primary position and has an additional position that is paid

via the weekly payroll. Select biweekly for additional job.




Add Job, Continued

Steps to

Complete

(continued)

Step Action

8 Once all data is entered in the Initiation Stage of Add

Additional Job, Workday routes through two other stages:

Approval and Final Approval.

Position Action

Staff HR Business Partner for Approval and

HR Generalist for Final Approval

Faculty and

Postdoc

Faculty/Postdoc Partner for Final

Approval

Faculty Partner for Final Approval

Student Worker Student Employment Partner for Final

Approval


below:

Choice Result

Approve Add Additional Job is successfully

completed



initiator

Deny DO NOT CHOOSE




initiator

10 (3) To Dos are triggered:

HR Coordinator to begin onboarding

HR Business Partner to Review union membership for

union staff

Employee as Self (Staff, Faculty, or Postdoc) to make or

waive benefit elections depending on eligibility

11 COMPLETE



End Job

Overview End Job is used to end an additional job that is not a primary position. There

are three stages: Initiate, Approval, and Final Approval.

Steps to


1 From the landing page, use the search bar to search End Job and

click on End Job Task under search results

2 Select Employee Name, Job, End Date, Reason and Close

Position – if applicable

Reason

Options:

Voluntary> End Additional Employee Job >Voluntary>

Career Opportunity

Resignation of Position

Personal

Involuntary> End Additional Employee Job > Involuntary >

Unsatisfactory Job Performance

Death

End of Position

Mutual Agreement

Close Position-If applicable




End Job, Continued

Steps to

Complete

(continued)

Step Action

3 Additional Information

Last Day of Work

Pay Through Date

Notify Employee By -System fired notification to

employee. Should not replace conversation

Attachments-e.g., letter of resignation; Do Not include

Performance Documentation here

4 Once all data is entered in the Initiation Stage of End

Additional Job, Workday routes through two other stages:

Approval and Final Approval

Position Action

Staff HR Business Partner for Approval and

HR Generalist for Final Approval

Faculty and

Postdoc

Faculty/Postdoc Partner for Final

Approval

Student Worker Student Employment Partner for Final

Approval


below:

Choice Result

Approve End Additional Job is successfully

completed



initiator

Deny DO NOT CHOOSE




initiator

6 A To Do is triggered and sent out for Security to review and

update workday access

7 COMPLETE



Terminate Employee

Overview Terminate Employee is used to dismiss an employee from their primary

position. There are three stages to this business process, Initiate, Approval,

and Final Approval.

Steps to


1 Access the Terminate Employee task by selecting the employee

who will be terminated.

2 From the landing page type the employee’s name in the search

field.

3 Click related-action icon next to icon Job Change>Terminate

Employee




Terminate Employee, Continued

Steps to

Complete

(continued)

Step Action

4 Job Details will default in. You will need to select the

following:

Item Action

Effective Date

Select last day of work for employee.

Reason Select Reason-(2) Options:

Voluntary> e.g. Retirement, Career

Opportunity

Involuntary>e.g. End of Position,

Graduated Student

Secondary

Reason

Omit

Date of

Resignation

Voluntary

Regrettable Check when loss to organization

5 Submit





Steps to

Complete

(continued)

Step Action

6 Once all data is entered at the Initiation Stage of Terminate,

Workday routes to the Staff or Faculty/Postdoc Partner,

depending on position type, for review and approval.

Position Action

Staff HR Business Generalist for Review and

Final Approval.

Faculty and

Postdoc

Faculty/Postdoc Partner Final Approval Faculty Partner for Final Approval

Student Worker Student Employment Partner for Review

and Final Approval


below:

Choice Result

Approve Terminate is successfully completed



initiator

Deny DO NOT CHOOSE




initiator





Steps to

Complete

(continued)

Step Action

8 A series of notification are triggered within the system, giving a

number of system roles To Dos. These include:

Department Action

Benefits Create off-boarding package, change

benefits, provide COBRA eligibility

information

Data & Integrity Edit service dates

Security End Workday access

Manager Delegate assignments, collect keys, etc.

HR Coordinator Initiate terminal vacation payout-more to

come

Absence Partner Maintain accruals and time off

adjustments

9 COMPLETED



Change Organizational Assignment

Overview Change Organizational Assignment is used to assign and change

organizational information on a position. There are 6 required fields on this

screen and they include Company, Cost Center, Business Unit, Campus Box,

FRS Legacy Account and Ledger Code. These fields feed the Assign Costing

Allocation business process on a filled position. There are two stages: Initiate

and Approval.

Use the related-action icon off of employee’s name or off of the position, if

unfilled, to inititate this process.

Steps to


1 Related Action>Organization>Change Organization

Assignments




Change Organizational Assignment, Continued

Steps to

Complete

(continued)

Step Action

2 Select date on which organizational assignment(s) will change

and organization assignments to be changed as follows:


default in







Ledger Account*











Kronos ID

NRA




Change Organizational Assignment, Continued

Steps to

Complete

(continued)

Step Action

3 System routes to the Cost Center Manager for approval. HR

Coordinator receives notification if not the initiator


below:

Choice Result




initiator

Deny DO NOT CHOOSE




initiator

5 COMPLETED



Assign Costing Allocation

Overview Assign Costing Allocation adds or updates costing information, including

Cost Center, Business Unit, Fund, FRS Legacy Account, and Ledger Code for

an employee’s salary distribution. There are three stages: Initiate, Approval,

and Final Approval.

Steps to


1 Assign Costing Allocating for filled position

Related Action off of employee>Payroll>Assign Costing

Allocation




Assign Costing Allocation, Continued

Steps to

Complete

(continued)

Step Action

2 Populate Worker Costing for a filled position-Worker,

Effective Date, and Position

Worker-Defaults in

Effective Date-Select future, first day of employee’s next pay

cycle-monthly, biweekly, weekly

Position-Select appropriate position for costing allocation;

select position that applies to your organization/Cost Center

IMPORTANT-No payroll impact will occur on current costing

unless position is selected

Earning- Do not select earning unless allocating for summer

faculty pay





Steps to

Complete

(continued)

Step Action

3 Assign Costing Allocation for Unfilled Position

View Organization>Staffing Tab>Related Action off of Position

Restrictions>Payroll>Assign Costing Allocation

Populate Other Costing for an unfilled position- Effective Date

and Position Restrictions





Steps to

Complete

(continued)

Step Action

3

cont’d

Effective Date: Select future, first day of next pay cycle for

position-monthly, biweekly, weekly

Position Restrictions: Defaults in when this business process is

initiated off of Position Restrictions under Staffing Tab as

illustrated in steps 1-3 above

4 Assign Costing Allocation process is the same for filled and

unfilled positions at this screen

1. Start Date: Must coincide with future, first day of next

pay cycle-monthly, biweekly and weekly; See pay period

document for specific dates

End Date: Should coincide with last day of payperiod

and is necessary when adding a new costing allocation

for a new time period. See pay period document for

specific dates; End date may be left open.

Note: Workday will not change retro allocations-Use

Salary Reallocation Form for post-payroll run allocation

2. Default Organizational Assignments: Current

organization information will default in based on what is

entered in Change Organization Assignment on

selected filled position

3. Choose additional costing override components via

pick list including Fund, FRS Legacy Account, and

Ledger Account





Steps to

Complete

(continued)

Step Action

5 Choose Applicable Costing Override Components -all are

necessary on unfilled positions

Cost Center > Reference Cost Center to Business Unit


Fund>Select 1 of 10 e.g., General Operating, Sponsored

Grants & Contracts

Grants> Skip-will be used when Workday Financial

goes live-July 2013

Business Units> Reference Cost Center to Business Unit


Ledger Code>Reference Brown Sub Code to Workday

Ledger Account for code

FRS Legacy Account>6-digit FRS Account

Note:

It is not necessary to override the default organization

information such as Cost Center and Business Unit. You may add an additional Cost Center as part of a

costing element

If you would like to change the default assignments on

an ongoing basis you must do this via Change

Organization Assignment business process

o If the position is unfilled you must include all of

the costing fields





Steps to

Complete

(continued)

Step Action

6 Enter Distribution Percentage: Each costing element (costing

with a new effective date) must total 100%. See Example below.

Example: The salary is being pulled from two different FRS

Legacy Accounts for the given time period. The Distribution

Percentage adds to 100%-If working with sponsored funds,

refer to Assign Costing Allocation for Summer Pay Spreadsheet

to determine percentages





Steps to

Complete

(continued)

Step Action

7 System routes to cost Center Manager and Cost Center Financial

Analyst for approval


below:

Choice Result




initiator

Deny DO NOT CHOOSE




initiator

9 COMPLETED

Date post:	16-Jan-2016
Category:	Documents
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