Workday System & Payroll

Workday System & Payroll

Oregon Statewide Payroll Services

Learning Objectives

1. Workday Introduction
2. Workday Navigation
3. Terminology
4. Worker Profile
5. Payroll Processing Calendar

Workday Introduction

How has your experience with Workday been this far?

Workday Introduction

Workday Introduction

Workday is an integrated system that works across several different business processes to create one enterprise-wide solution to oversee all aspects of business management. The State of Oregon utilizes 3 separate functionalities of Workday: Human Capital Management (HCM); Workday Learning - our learning management system, and Workday Payroll and Time Tracking. These three pillars of Workday have their own business processes are supported by different teams within DAS Workday Support.

HCM

Learning

Payroll

Production vs. Training Environment

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Workday navigation

Home Page and Menus

When you log into Workday, the first page you will see is the Home Page. From here you can access Workday Applications or apps, search for employees, tasks, or learning material, see agency-specific annountments, and much more.

Apps

Shortcuts

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Terminology

Most used terms

1. Salary (exempt) - Workers who are paid a monthly salary and are not eligible for overtime pay. Some worker's may be eligible for Straight time based on their Collective Bargaining Agreement
2. Salary (nonexempt) - Workers who are paid a monthly salary and are eligible for overtime
3. Hourly - Nonexempt workers who are paid according to the time submitted and approved within the Workday system and are eligible for overtime pay
4. Job Profile - Defines the features and characteristics of a position that uses that profile
5. Leave of Absence - An approved period during which an employee may be absent from work for an extended period or for special circumstances which require payroll forecasting to be paused

To access the complete list of Workday terminology follow this link

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Worker Profile

Each worker has a unique profile that includes sensitive and confidential information about them. Depending on the role they play, their access to information may be limited. Each profile contains all information and tasks that pertains to that specific worker. In the actions section, there are tasks that can be completed within the worker's profile. Which tasks depends on the roles of the viewer in Worday. There are also many tabs within different categories of a worker's information.

Workday Roles

All Workday Users - basic position and contact information if visible to all Workday users. This includes their employee ID number, agency number, position information and work contact information Specialized Roles - access to information associated to that security role. HR Partners have access to information to manage personal and professional file. Payroll Partners have access to information used to calculate pay

Payroll Processing Calendar

FLSA salary/hourly status impacts how/when an employee gets paid

Deadlines for processing start 3 business days prior

Dates change every month

Each calendar month plots out the payroll processing dates and deadlines leading up to each date. When and what an employee will be paid will depend on the FLSA status of their position

Role and Responsibilities

1. Employee - responsible for entering, saving, and submiting time tracking information.
2. Manager - responsible for reviewing and approving time entries
3. Agency Payroll Partner - responsible for conducting audits and reviewing information prior to and after payroll processing. Also responsible for submitting payroll related items by calender deadlines.
4. Central Payroll Administrators - responsible for processing payroll for the entire enterprise

Open/Current Period and Run 1 Current month that will close with payroll processing during Run 1 Current pay period will process data within the date range 1st to last day in the month. It has all new data and pays on the 1st of the month

Closed/Prior Period and Run 2 Prior months up to the NRPPT date that can be processed via the retro process Retro clean up cycle picks up any new or update data between Run 1 and last day of the month. Pays mid-month.

Payroll Processing Workflow & Timeline

Each month lays out the payroll processing dates and deadlines leading up to each date including Agency tasks deadlines, 1. Balance Transfers, 2. Interface File, and 3. When time is submited and approved. Once those deadline pass, it's time for Central Workday Payroll to completely process payroll and get things sorted for pay day: 4. Process payroll Run 1, 5. Manage ACH, 6. Post information to SFMA, 7. Datamart is available, 8. Payday which falls on the 1st or the 15th

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