Workday Wednesday Meetings

​Agenda and presentation slides  

Release Updates

1298 – CBA .. Inclement Weather Increased to 56 hours

• Update: Accrue 56 hours of Inclement Weather instead of 40 hours
  
• Affected Employees: 10 SEIU Groups

Reminder:

• It is extremely important to check all time-off balances on hire or when transferring employees.
• Gaining agencies will need to conduct manual adjustments to correct balances, if needed.

1279 – Time Off | Results by Period for Workers .. Unpaid in Period Report

• Update: New Report in the Payroll Partner app under the Time Off | Request .. Audit Group

• This report is intended to assist agencies auditing individual employees in association with the current Time Off Request [greater than] Prior Month Ending Period Balance .. Vacation & Sick Leave audit.
• This report is intended to view a single employee for multiple time offs over many periods.

• Affected Employees: All security groups that have access to the Payroll Report app.
  
  

Release Item 219 – Challenge Questions Going Away

What is Changing:

• Workday Login Update for Extended Enterprise Learners
• Effective Dec. 1, 2025, challenge questions will be removed from the login process

What is New:

• Extended Enterprise Learners will authenticate their Workday Login using one of the following methods:

• Preferred: Approve the login using an authenticator app (e.g., Microsoft or Google Authenticator)
• Alternative: Click a one-time code sent to their registered email from Workday.com

• Security Reminders for Extended Enterprise Learners:

• Use an authenticator app for stronger protection
• Keep email account secure and enable MFA
• Never share a one-time code
• Always verify emails are from Workday.com

Payroll & Time Tracking 

Payroll Processing Day

November Run 2 (Off-Cycle) will be processed on Dec. 9, 2025.

• Reminder that Payroll should not be making any entries on payroll processing days 
• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:

• For example: Please DO NOT make Pay Input, Timesheet or Time Off Changes on payroll processing days

• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin
• Payroll Processing Date Reminder: 

• Dec. 4 – BT deadline at 5 p.m.
• Dec. 8 – 5 p.m. cutoff to submit and approve time 
• Dec. 9 – Run 2 payroll processing all day
• Dec. 9 and 10 - No daily check processing 
  
  ​2025 Timeline – Last Day to Do
  

• Nov. 20 (Run 1)

• Non-cash taxable reimbursements entered in November Pay Period

• Dec. 8 (Nov Run 2)

• Underpayments Deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November Pay Period

• Dec. 23 (Dec. Run 1)

• December terminations cutoff date for all final payment requests for tax year 2025
• All information must be entered on the daily check spreadsheet

• Dec. 26-31 (Blackout Dates)

• No off-cycle payments will be issued

• End of Dec. and Early Jan.

• Review Deceased Report

Paperless Pledge Campaign (Opt-out of Paper W-2)

• The Paperless Pledge Campaign is returning and will through Jan. 8, 2026.

• Elect to Receive Electronic Copy of W-2

• Workday Announcements posted by the end of Nov. 2025
• AUD | W-2 Printing Elections for All Employees – Report

• Agency Report of employees that have not opted out of paper W-2

Payroll Standup Dates – Year End

• Dec. 9 – Year End Reminders
• Dec. 23 - Canceled

Resource Updates

Resources updated with November Release:

• AUD | Agency Payroll Audit Exception – Report Update with new rule “EE PD PERS not 6% of PERS Wages"
• Pay Cycle Command Center Help Article (update in process)

New Time Off Help Articles:

• Time Off Results by Period – Includes an explanation of the report and step-by-step instructions
• Leave Accrual Adjustment – Includes step-by-step instructions
• Leave Accrual Override – Includes step-by-step instructions

Job Aids converted to Help Articles in Workday:

• Get Worker Feedback
• Feedback – Give
• Change Continuous Service Date
• Hepatitis B Vaccination
• Safety Incident History, View
• Processes Awaiting Me

General Information & Reminders

• We want to share an important organizational update with you. Effective December 1, 2025, the Workday Payroll Help Desk team will transition from the Oregon Statewide Payroll Services (OSPS) to the Workday Oregon Division.
• This move is being made in response to valuable input from team members with strong support from DAS Leadership team. Aligning the Help Desk within the Workday Oregon Division will help DAS better support employees and customers, and ensure the work is as effective and responsive as possible.
  

• Remember during the month of December to double-check the effective date you are using for compensation changes. It defaults with the “use next pay period" checked, which is now Jan. 1, 2026. So, if you are doing a December (or 2025) compensation change, make sure you are updating the date back to 2025.

• The next two Workday Wednesday Dates:  

• December 17, 2025 - Meeting link to join the third Wednesday of the month
• January 7, 2026 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on Dec. 6, 2025
• Workday Maintenance Friday Evenings

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

1298 – CBA .. Inclement Weather Increased to 56 hours

• Update: Accrue 56 hours of Inclement Weather instead of 40 hours
• Affected Employees: 10 SEIU Groups

Reminder:

• It is extremely important to check all time-off balances on hire or when transferring employees.
• Gaining agencies will need to conduct manual adjustments to correct balances, if needed.

1307 – CBA .. Day After Thanksgiving or Native American Heritage Day

• Update: Native American Heritage Day or the Day After Thanksgiving
• Affected Employees: 11 AFSCME Groups, 10 SEIU Groups
• No New Actions: Assign Job Classification Code, as appropriate

1279 – Time Off | Results by Period for Workers .. Unpaid in Period Report

• Update: New Report in the Payroll Partner app under the Time Off | Request .. Audit Group

• This report is intended to assist agencies auditing individual employees in association with the current Time Off Request [greater than] Prior Month Ending Period Balance .. Vacation & Sick Leave audit.
• This report is intended to view a single employee for multiple time offs over many periods.

• Affected Employees: All security groups that have access to the Payroll Report app.
  
  

Payroll – Collective Bargaining Updates

Collective Bargaining Agreements are updated in Production with Nov. CAB Release:

1278 – Update Earning: Essential Worker Rate Changes from $3 to $4 for the following groups:

• Effective 8/2025: AFSCME Building Codes, CCB, DEQ, LCD, Dentists, OAJA, LTCO, OEM, OSH, MDs, OLCC, OMD, OPDS, OSFM, OSP, OYA, OSH, and Real Estate
• Effective 9/2025: ONA
• Effective 10/2025: SEIU

1285 – Update Earning (Effective 10/2025): Differential – Portability for SACU rate is changing from $3.94 to $5.00

1286 – Update Earning (Effective 8/2025): Shift Differential – SDB changing from $5 to $10 for AFSCME RNs

1287 – Update Earning: OSH Critical Needs Incentive changes for the following groups:

• Effective 8/2025: AFSCME RNs from $15 to $20
• Effective 10/2025: SEIU LNP's from $13 to $15

1289 – Update Earning (Effective 8/2025): Differential-Clinical Oversight of Trainee for AFSCME Nurses 2.5% to 5%

Release Item 219 – Challenge Questions Going Away

What is Changing:

• Workday Login Update for Extended Enterprise Learners
• Effective Dec. 1, 2025, challenge questions will be removed from the login process

What is New:

• Extended Enterprise Learners will authenticate their Workday Login using one of the following methods:

• Preferred: Approve the login using an authenticator app (e.g., Microsoft or Google Authenticator)
• Alternative: Click a one-time code sent to their registered email from Workday.com

• Security Reminders for Extended Enterprise Learners:

• Use an authenticator app for stronger protection
• Keep email account secure and enable MFA
• Never share a one-time code
• Always verify emails are from Workday.com

Release Item 1153 – New Earning Code for Paid Leave Oregon Imputed Income

1153: Create New Earning Code for Imputed Income as a result of Employer Pick-up of Mandatory EE Contribution to Paid Leave Oregon Program

• If employer voluntarily pays part or all of the EE Mandatory Contribution for Paid Leave Oregon, this amount is considered Additional Compensation and should be included in EE Gross Income and reported as wages on W-2.

List of Agencies impacted:

• 19600 – District Attorneys and their Deputies
• 42500, 15500, 15600, 14200, 14300, 14500, 14400 – Legislature
• 16500 – Secretary of State
  
  

Release Item 1154 – New Payroll Audit Rule

1154: Create New Payroll Audit Rule for PERS EE Paid Greater or Less than 6% of PERS Wages

• This will mean that a new audit exception will show up on the Payroll Audit Report for any PERS employee deduction greater or less than 6%

• New Rule Name: “EE PD PERS not 6% of PERS Wages"

• This Payroll Report is used to monitor audit exceptions:

• AUD | Agency Payroll Audit Exception
• Payroll can run this report from the Pay Cycle Command Center to run Payroll Reports
  
  

1258 – New Overtime Tax Law Report

No Tax on Overtime Law:

The 2025 HR-1 contains a new Tax Deduction for qualified Overtime Income. The law creates a new tax deduction of up to $12,500 ($25,000 if married filing jointly) of qualified overtime pay, effective January 1, 2025.

• Qualified Overtime Pay is compensation that an employer is required to pay an employee under the Fair Labor Standards Act, Section 7, because the employee worked more than 40 hours during the same work week.
• The employee may take a tax deduction only for the extra half-time pay above their usual hourly rate they are paid for working more than 40 hours during the same work week, not all the pay they receive for working those hours.
• Overtime paid that is either paid voluntarily by an employer, is paid based on contractual agreements, or is only required by state or local laws is not eligible for the tax deduction.

(Subject to the income eligibility for the employee and deduction limits of the tax deduction calculated on the employees' Federal Income Tax Return)

Nov. Release Item 1258 – New Report Overtime Reporting for Federal Rule Change

• This release item provides a report that will prompt payment dates and will provide a sum of all amounts from Overtime – 1.5 FLSA earning by employee within the prompted date range.
• The report will also contain a calculated column that takes the total overtime amount and divides by 3 to derive the amount that the employee could use for the new tax deductions.
• Employees will be able to run this report for themselves.

Payroll & Time Tracking 

1241 Payment Elections Security Update

Updated Communication sent Nov. 14, 2025:

• Payroll Partner Security roles have been updated to full visibility and edit capabilities without the verification prompt.

• Help Article: Payment Election (Direct Deposit) on Behalf of Employee

• The process for updating on behalf of employees has not changed. This process to require the employee to complete the State of Oregon Employee Direct Deposit Form prior to the payroll partner editing banking information on behalf of the employee.

• Note: Refer to your agency's internal policy on Payment Election (Direct Deposit) on Behalf of Employee.

• If you receive a Workday Help Case from an employee who is locked out, you need to submit a Workday Help Case to Workday | General Help for the Payment Election task to be unlocked.
• When you receive form SFMS ACH-1 (State of Oregon Direct Deposit Authorization Form) you will be able to validate Section C (Financial Institution Information) using the employee's payment elections within Workday.
  
  

Payroll Processing Day

November Run 1 (On-Cycle) will be processed on Nov. 21, 2025.

• Reminder that Payroll should not be making any entries on payroll processing days 
• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:

• For example: Please DO NOT make Pay Input, Timesheet or Time Off Changes on payroll processing days

• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin
• Payroll Processing Date Reminder: 
• Nov. 18 – BT deadline at 5 p.m.
• Nov. 20 – 5 p.m. cutoff to submit and approve time 
• Nov. 21 – Run 1 payroll processing all day
• Nov. 21 and 24 - No daily check processing 
• Nov. 27 and 28 – State Holiday

Complete 2025 Timeline

• Nov. 20 (Run 1)

• Non-cash taxable reimbursements entered in November Pay Period

• Dec. 8 (Nov Run 2)

• Underpayments Deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November Pay Period

• Dec. 23 (Dec. Run 1)

• December terminations cutoff date for all final payment requests for tax year 2025
• All information must be entered on the daily check spreadsheet

• Dec. 26-31 (Blackout Dates)

• No off-cycle payments will be issued

• End of Dec. and Early Jan.

• Review Deceased Report

Paperless Pledge Campaign (Opt-out of Paper W-2)

• The Paperless Pledge Campaign is returning and will through Jan. 8, 2026.

• Elect to Receive Electronic Copy of W-2

• Workday Announcements posted by the end of Nov. 2025
• AUD | W-2 Printing Elections for All Employees – Report

• Agency Report of employees that have not opted out of paper W-2

Payroll Standup Dates – Year End

• Nov. 25 – Thanksgiving Week
• Dec. 9 – Year End Reminders
• Dec. 23 - Canceled

Resource Updates

Resources updated with November Release:

• AUD | Agency Payroll Audit Exception – Report Update with new rule “EE PD PERS not 6% of PERS Wages"
• Pay Cycle Command Center Help Article (update in process)

Time Off Help Article Updates:

• Holiday Codes – Updated to include Native American Heritage Day
• Time Off results by Period (update in progress)
• How to Adjust or Override Leave Accruals (update in progress)
• Leave Accrual Code, Override (update in progress)

Help Articles updated in November:

• Withholding Orders: Federal Tax Levy (IRS)  
• Withholding Orders: State Tax Levy

• Payroll Partners do not need to manage the “Monthly Limit" field on Federal or State Tax Levies

General Information & Reminders

• The Next two Workday Wednesday Dates:  

• December 3, 2025 - Meeting link to join the first Wednesday of the month
• December 17, 2025 - Meeting link to join the third Wednesday of the month

• Oregon1 was refreshed on Nov. 22, 2025
• Workday Maintenance Friday Evenings

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey
  

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team ​

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

Oct. Release Item 388 in Production

Release Item 388: INT049 Review/Update Service Date Integration for BSD

Communication sent out to CHRO and OSPS Contact Lists: Oct. 20, 2025

Key Points:

• Impact: Some employees may have incorrect BSDs due to the previous integration not recognizing promotions entered before their effective dates.
• Fixed Implemented: BSD integration now correctly processes promotions entered before their effective date.
• Effective Date: The fix applies to transactions processed on or after Aug. 22, 2025.
• Next Steps: Help Cases were sent to General HR Support with a list of potentially impacted employees.
• Agency Coordination: Agencies will review the list to determine if a manual BSD adjustment is needed.

• If the BSD is adjusted, the agency must determine whether a salary correction is needed (e.g., an earlier merit increase) and process it accordingly.

Note: Please resolve the help case once you have reviewed and/or corrected affected employees.

Oct. Release Item 1241 in Production

Release Item 1241 – Payment Elections Security Update

• Workday Announcement for all employees – Oct. 29, 2025.
• Implemented in Production – Oct. 30, 2025.

Help Articles Updated with Payment Elections Security Update Information:

• Payment Elections (Direct Deposit)
• Payment Elections on Behalf of Employee​
  
  

1241 Payment Elections Screen Security Update

To better protect employee personal financial information, in this release we enable enhanced security when viewing or updating Workday Payment Elections Bank Account Information.

What's Changing:

• An extra layer of security is added when employees edit bank information.

• Note: Bank account numbers are already masked (e.g., *6789) when displayed.

• In Payment Elections when employees click “Edit".

• They will be prompted to enter the full bank account number.

Important:

• Employees have six (6) attempts to enter their bank account number correctly.
• After six incorrect attempts, employees will be locked out of this feature and will need to submit a Help Case to their Agency Payroll Office to regain access. The Payroll Partner Security Role will still be able to edit bank account information on behalf of employees.

Why This Matters:

• This added verification step helps ensure employee-only access for updates or changes to bank accounts.
  
  

Nov. Release Item 219 – Challenge Questions - Grant

Workday Login Update for Extended Enterprise Learners

• Effective Dec. 1, 2025, challenge questions will be removed from the login process.

What's New:

• Extended Enterprise Learners will authenticate their Workday Login using one of the following methods:

• Preferred: Approve the login using an authenticator app (e.g., Microsoft or Google authenticator).
• Alternative: Click a one-time access code sent to their registered email from Workday.com.

Security Reminders for Extended Enterprise Learners:

• Use an authenticator app for stronger protection.
• Keep email account secure and enable MFA.
• Never share a one-time access code.
• Always verify emails are from Workday.com.
  
  

Payroll & Time Tracking 

Wage Withholding Orders – Update

Release Item 570 – Wage Withholding Orders to Calculate on Mid-Month

• Communication was sent to employees with percent-based withholding orders Friday, Oct. 3, 2025.
• Implementation was Nov. 3, 2025, for mid-month pay on Nov. 14, 2025.
• List of impacted employees is on WD Drive: Workday Drive > Payroll Resources > Communications > 2025 > Wage Withholding Orders

Wage Withholding Orders Help Article links below for Percent Based Withholding Orders:

• Withholding Orders: Garnishment and Creditor
• Withholding Orders: Federal Administrative Wage Garnishment (Federal AWG) 
• Withholding Orders: Student Loan
• Withholding Orders: Federal Tax Levy (IRS)
• Withholding Orders: State Tax Levy

Nov. Release Item 1154 – New Payroll Audit Rule

1154 Create New Payroll Audit Rule for PERS EE Paid Greater or Less than 6% of PERS Wages

• This will mean that a new audit exception will show up on the payroll Audit Report for any PERS employee deductions greater or less than 6%.
• This Payroll report is used to monitor audit exceptions: AUD | Agency Payroll Audit Exception.
  
  

Nov. Release Item 1153 – New Earning Code for Paid Leave Oregon Imputed Income

1153 Create New Earning Code for Imputed Income as a result of Employer Pick-up of Mandatory EE Contribution to Paid Leave Oregon Program

• If employer voluntarily pays out part or all of the EE mandatory contribution for Paid Leave Oregon, this amount is considered additional compensation, and should be included in EE gross income, and reported as wages on W-2.
• This release item will specifically impact agencies that are paying the employee portion of Paid Leave Oregon.
• Agencies impacted are listed below:

• 19600 – DOJ
• 42500, 15500, 15600, 14200, 14300, 14500, 14400 – Legislature
• 16500 – Secretary of State
  
  

Nov. Release Item 1258 – New Report Overtime Reporting for Federal Rule Change

The 2025 HR-1 contains a new Tax deduction for qualified overtime income. The law creates a new tax deduction of up to $12,500 ($25,000 if married filing jointly) of qualified overtime pay, effective Jan. 1, 2025.

• Qualified overtime is compensation that an employer is required to pay an employee under the Fair Labor Standards Act, Section 7 because the employee worked more than 40 hours during the same work week.
• The employee may take a tax deduction only for the extra half-time pay above their usual hourly rate they are paid for working more than 40 hours during the same work week, not all the pay they receive for working those hours.
• Overtime paid that is either paid voluntarily by an employer, is paid based on contractual agreements, or is only required by state or local laws is not eligible for the tax deduction.

(Subject to the income eligibility for the employee and deduction limits of the tax deduction calculated on the employees' Federal Income Tax Return)

• This release item provides a report that will prompt payment dates and will provide a sum of all amounts from Overtime – 1.5 FLSA earning by employee within the prompted date range.
• The report will also contain a calculated column that takes the total overtime amount and divides by 3 to derive the amount that the employee could use for the new tax deductions.
• Employees will be able to run this report for themselves.
  
  

Payroll Processing Day

October Run 2 (off-cycle) will be processed on Nov. 7, 2025.

• Reminder that Payroll should not be making any entries on payroll processing days 
• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:

• For example: Please do not make Pay Input, Timesheet or Time Off Changes on payroll processing days

• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin
• Payroll Processing Date Reminder: 

• Nov. 4 – BT deadline at 5 p.m.
• Nov. 6 – 5 p.m. cutoff to submit and approve time 
• Nov. 7 – Run 2 payroll processing all day
• Nov. 7 and 10 - No daily check processing 
• Nov. 11 – Veteran's Day Holiday
  
  
  Year End Payroll Forum Update
  
  The key components of Year End Forum:

• Timeline for agencies on the cut off dates for 2025 tax year corrections
• Gross up entries for overpayments
• Final checks for employees terminating in December 2025
• Review cut-off dates on the Processing Calendar 2025/2026

Payroll Standup

Dates – Year End:

• Nov. 12, 2025 – Rescheduled Wed. after Veteran's Day
• Nov. 25, 2025 – Thanksgiving Week
• Dec. 9, 2025 – Year End Reminders
• Dec. 23, 2025 – Canceled

Workday Tips & Tricks

What you need to know about Workday Security Roles for HR Actions and Reports

• If you cannot see something you feel you ought to, you may be missing a role, have a conflict, or are not assigned to work within that portion of the ORG structure.
• 1^st inquiry should go to your agency security partner, new abilities in Workday are best approved and assigned within your agency.
• 2^nd inquiry (if you think there may be a system issue) may go to Workday General Help, we can assign it to the right person from there.
• Keep in mind that you and the person working next to you may not have the same roles or abilities in the system.​
  
  

Alternate Schedules and Termination or Off Season

• It has come up again recently that when a worker who works an alternate schedule, for instance, 4 x 10-hour days, if they term or go off season on a day other than Friday it will only pay them for 32-hours (4 days at the average number of hours per day).
• Salary calculations are based on the average hours in the week Monday through Friday, and ending any day other than Friday will cause issues.
• Do we have a suggestion of how to work around this? Of course!
• We have some suggestions on how to work around this:

• You may pay your seasonal folks as hourly if appropriate.
• You may use a date at the end of the week to term or place off season.
• The best practice is to utilize a pay adjustment/input to correct the pay for the last week.
  
  

Resource Updates

Resources updated with October Release:

• Help Articles updated with Payment Elections Security Update Information:
• Payment Elections (Direct Deposit) - All Employees

• Personal Information, View and Update

• AUD | Agency Payroll Audit Exception – Report Update for PERS contributions greater or less than 6%
  
  

General Information & Reminders

• The Next two Workday Wednesday Dates:  

• November 19, 2025 - Meeting link to join the third Wednesday of the month
• December 3, 2025 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on Nov. 8, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey
  

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Payroll & Time Tracking 

Wage Withholding Orders – Update

Release Item 570 – Wage Withholding Orders to Calculate on Mid-Month

• Communication was sent to employees with percentage-based withholding orders Friday, Oct. 3, 2025.
• Implementation is Nov. 3, 2025, for mid-month pay on Nov. 14, 2025.
• List of impacted employees is on WD Drive: Workday Drive > Payroll Resources > Communications > 2025 > Wage Withholding Orders
  

Wage Withholding Order Help Article links below for Percent Based Withholding Orders:

• Withholding Orders: Garnishment and Creditor
• Withholding Orders: Federal Administrative Wage Garnishment (Federal AWG) 
• Withholding Orders: Student Loan
• Withholding Orders: Federal Tax Levy (IRS)
• Withholding Orders: State Tax Levy
  
  

1241 Payment Elections Security Update

To better protect employee personal financial information, in this release we enable enhanced security when viewing or updating Workday Payment Elections Bank Account Information.

What's Changing:

• An extra layer of security is added when employees view or edit bank information

• Note: Bank account numbers are already masked (e.g., *6789) when displayed

• In Payment Elections when employees click “View" or “Edit"

• They will be prompted to enter the full bank account number

Important:

• Employees will have six (6) attempts to enter their bank account number correctly.
• After six incorrect attempts, employees will be locked out of this feature and will need to submit a Help Case to their agency payroll office to regain access. (Reset instructions will be included in the Help Article update).
• Payroll Partner security role will still be able to view and edit bank account information on behalf of employees.

Why This Matters:

• This added verification step helps ensure employee-only access for updates or changes to bank accounts
  
  

1158 – New Report Overtime Reporting for Federal Rule Change

The 2025 HR-1 contains a new Tax Deduction for qualified overtime income. The law creates a new tax deduction of up to $12,500 ($25,000 if married filing jointly) of qualified overtime pay, effective January 1, 2025.

• Qualified overtime pay is compensation that an employer is required to pay an employee under the Fair Labor Standards Act, Section 7, because the employee worked more than 40 hours during the same workweek.
• The employee may take a tax deduction only for the extra half-time pay above their usual hourly rate they are paid for working more than 40 hours during the same workweek, not all the pay they receive for working those hours.
• Overtime paid that is either paid voluntarily by an employer, is paid based on contractual agreements, or is only required by state or local laws is not eligible for the tax deduction.

Note: Subject to the income eligibility for the employee and deductions limits of the tax deduction calculated on the employee's Federal Income Tax Return.

• This release item provides a report that will prompt payment dates and will provide a sum of all amounts from Overtime – 1.5 FLSA earning by employee within the prompted date range.
• The report will also contain a calculated column that takes the total overtime amount and divides by 3 to derive the amount that the employee could use for the new tax deductions.
• Employees will be able to run this report for themselves.
  
  

Payroll Processing Day

October Run 1 (on-cycle) will be processed on Oct. 27, 2025.

• Reminder that Payroll should not be making any entries on payroll processing days 
• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:
• For example: Please do not make Pay Input, Timesheet or Time Off Changes on payroll processing days
• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin
• Payroll Processing Date Reminder: 
• Oct. 22 – BT deadline at 5 p.m.
• Oct. 24 – 5 p.m. cutoff to submit and approve time 
• Oct. 27 – Run 1 payroll processing all day
• Oct. 27 and 28 - No daily check processing 
  
  

Year End Payroll Forum – Oct. 28

Year End Payroll Forum will take place on Oct. 28, 2025, from 2:30 p.m. – 4:30 p.m.

The key components of year end include:

• Timeline for agencies on the cut off dates for 2025 tax year corrections
• Gross up entries for overpayments
• Final checks for employees terminating in December 2025
• Review cut-off dates on the Processing Calendar 2025-2026
  
  

Payroll Standup

Dates – Year End

• October 28, 2025: Year End Forum (2 hours)
• November 11, 2025: Falls on holiday (will be rescheduled)
• November 25, 2025: Thanksgiving Week
• December 9, 2025: Year End Reminders
• December 23, 2025: Canceled
  
  

Workday Help Case Tools

With the recent addition of the Help app to all user's Menu, we wanted to remind Case Solvers of some tools available to them.

• Help Case Templates: One click add of common responses.
• Notifications: Configurable by Case Solving Team
• Friendly reminder that when an employee creates a case to your case solving team, the notifications are configurable. Contact Jeff if you would like to look at those.
• Labels: For Case Management reporting.
• If you are a Case Solver, we recommend you download the optional Help Dashboard app, to your Workday Menu.
• Help Dashboard includes some snapshot graphs of your current caseload, historical caseload, some quick links, available reports, and more!
• If you need a review of your current case solving teams, team members, team notifications, or would like a Help Reply Template or Label added, please send in a case to Workday | General Help.
  
  

Resource Updates

Resources in Process for October Release:

• Payment Election Direct Deposit – Help Article will be updated by Oct. 23, 2025

Report Update (coming in November):

• AUD | Agency Payroll Audit Exception – Report Update for PERS contributions greater or less than 6%
  
  

General Information & Reminders

• The Next two Workday Wednesday Dates:  

• November 5, 2025
  
• November 19, 2025
  

• Oregon1 was refreshed on Oct. 18, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
  
• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Global Navigation Update

We have made 3 adjustments to bring the Help Center to the forefront for users, and to move the Help Case Workspace into the Top 4 apps for Case Solvers. The changes are as follows:

• Added the “Help" app as a mandatory app, in the first position of the Personal category.
• Moved the People Support Category to be the lead category.
• Moved the Personal Section to the second category.

Note: Please refer to the slides for visual differences.

Help Center View

• Browse Knowledge Articles
• View your current and past support cases
• Create Case, if help is still needed

Payroll & Time Tracking 

Oregon Accounting Manual (OAM) Update

45.07.00 Payroll: Time Record Approval and Leave Report Review

45.50.00 Payroll: Collection of Overpayment of Wages

45.55.00 Payroll: Collection of Employee Benefit Payment Amounts Paid by the Employer – NEW OAM

• The links above point directly to changing OAMs and a complete list of OAMs can be found at the OAM website.
• Please review the proposed OAMs in their entirety when providing feedback.
• The comment period for these three OAMs closes at the end of the day on Tuesday, October 7, 2025. Please email your feedback to robert.w.hamilton@das.oregon.gov
  

45.07.00 Payroll: Time Record Approval and Leave Report Review

• Paragraph 103: Adds a strong recommendation that supervisors review and approve time on a weekly basis, at the conclusion of their employees' work week.
• Paragraph 105: Emphasizes the need for agencies to ensure that there are alternate or delegate reviewers identified and authorized to approve employees' time records when direct supervisors are absent or unavailable.
• Paragraph 107a: Adds when FLSA exempt employees that are unrepresented, management service, or unclassified service are required to submit their time.
• Paragraph 108: Expands on supervisor responsibilities to enter time on behalf of an employee when necessary.
• Updates OAM format.
• Updates language to OSC and CHRO.
  

45.50.00 Payroll: Collection of Overpayment of Wages

• Incorporates the requirements of SB 968 (Oregon Laws 2025 Chapter 602), which was passed in the 2025 legislative session and signed by the governor. While that law is effective 1/1/2026, we felt it was appropriate to implement it as a policy choice now given other necessary changes to this policy.
• Incorporates the requirements of the Workday Settlement on the ability of state agencies to recoup overpayments from employees.
• We are actively engaging with DOJ on the tax treatment covered in paragraph 111, so while that paragraph is tentative at this point, we did not want to hold up this OAM for just this paragraph.
• Updates the OAM format.
• Updates language to OSC.
  

45.55.00 Payroll: Collection of Employee Benefit Payment Amounts Paid by the Employer – NEW OAM

• Applies the same approach as OAM 45.50.00 above when it comes to SB 968 but focuses on situations when agencies pay employee benefits on behalf of employees. This approach was pursued for consistency, from the perspective of the employee and agencies. 
• This limits collections to 5% of gross wages per pay period. We recognized that three current CHRO policies allows 10%. If this part of the OAM were to be approved, the CHRO policies would be updated to 5% to eliminate any the inconsistency.
• This OAM does not refer to the Workday Settlement as items covered in this policy are outside the scope of the Settlement.
• As with OAM 45.50.00, we are actively working the DOJ on the tax treatment covered in paragraph 111.
  

Payroll Processing Day

September Run 2 (on-cycle) will process on Oct. 9, 2025.

• Reminder that Payroll should not be making any entries on payroll processing days 
• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:
• For example: Please do not make Pay Input, Timesheet or Time Off Changes on payroll processing days
• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin
• Payroll Processing Date Reminder: 
• Oct. 6 – BT deadline at 5 p.m.
• Oct. 8 – 5 p.m. cutoff to submit and approve time 
• Oct. 9– Run 2 payroll processing all day
• Oct. 9 and 10 - No daily check processing 
  

Tips and Tricks

Your system is what you make it! Its only as good as what we enter, so let's check our work!

Worker Data

• Candidate Profiles, Personal Information, ID Changes, Worker Documents

Position and Benefits Data

• Position Data, Representation Codes, Union Segments, FLSA and OT, Employee Types

Compensation Data

• Grade Profile, Step, Salary, Benefit Service Dates, Allowances, Pay Basis, FTE

***Our Team is always happy to work with you on a monthly audit plan for your agency.

Our Favorite HR Reports

• HCM Current Worker Details
• Workers Missing An Email
• HCM | All Vacant Positions Report (Excludes Seasonal Positions)
• HCM | State Service Milestones Occurring Within Two Months
• HCM | Business Process Transactions of Type Awaiting Action (by Company or Supervisory Organization)
• CMP | Workers with Mismatched Job Profile/Grade Profile
• CMP | Compensation Changes for Workers with Amount Allowance Plan​
  

*Also please note, be sure to enter terms and job changes closer to when they are effective to not miss out on mass uploads such as COLAs. Example: Wait until after 12/1/25 to enter end of year retirements.

Resource Updates

Help Articles Updated for Time Off:

• How to Request Time Off – Employee
• Time Off App Resources for Employees
• How to Request Time Off for Worker – Manager
• Request/Update Time Off on Behalf of an Employee - Specialized Roles
• Time Off App Resources for Managers
• How to Update a Time Off Request
  

General Information & Reminders 

• Oregon1 was refreshed on Sep. 27, 2025
• Oregon1 will be refreshed on Oct. 18, 2025

• The Next two Workday Wednesday Dates:  

• October 15, 2025
• November 5, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes. Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey

• An announcement that E-Verify is currently down, is now posted on Workday News.
• Please submit a help case in Workday if you have any questions about the information provided today. 
  

In partnership, 

The Workday Oregon Team 

​

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

September Release Items 

1203 – Report Update... Protected Leave | Requested Paid Time Off & Leave Without Pay

• Functional Area(s): Absence & Leave

1204 – Create A Report: Disability Insurance… Paid Leave Oregon… Terminated Employees

• Absence & Leave

Release Calendar

• Specific information about changes is being shared in this WD Wednesday meeting.
• Saturday, Sep. 20, Workday releases their updates to Production.
• Monday, Sep. 22-26, validations and adjustments made in Production.
• OR1 Refresh Sep. 27.
  
  

Workday 2025R2 Feature Release

Enhanced User Experience for Forms

• This update modernizes the look and feel of Workday tasks, making them more intuitive, scannable, and efficient to use.
• These changes apply to specific sets of tasks across the following areas:
• Payroll Management
• Talent Management
• Workforce Management

Screen Reader for Profile Groups

• When the JAWS screen reader is used to navigate profile groups on a Workday profile, the screen reader now correctly focuses on the More button, instead of the main content of the page.
• This occurs when you tab to reveal hidden menu items as you scroll down the page.

Tokenization in Rich Text Editor

• Workday continues to provide Rich Text Editor throughout the system in areas that have not had this feature previously. As you navigate to different messaging features, you should have a consistent experience with creating messages and adding tags.

Compensation UI Changes

• With the 2025R2 Workday Release, they are making some user interface changes for Compensation Business Processes.
• While it does look slightly different, the actions completed remain the same.
• Knowledge Articles for processes that are impacted are being updated.
• This does not currently impact on Recruitment Compensation Processes (Requisition Compensation or Offer).

Some details on the Compensation UI changes:

• On Request Compensation Change, the selection of the reason is moved to the initiation page (pop-up).
• The reason can still be edited during the action by clicking “Effective Date" and “Reason" in the left panel and updating the reason selection.
• The current presentation of the compensation change action more vertical with separate sections for salary and allowance, and an add button by section. Icons used for actions: Pencil for edit, and X for remove.
• The new presentation is more horizontal with both salary and allowances being in the same section with a single add button. Actions (using words) are accessed through a menu by clicking the three vertical dots.
• Currently, when you select the Add button for a section (such as salary or allowance), the new selection opens under that section.
• Now when you select the Add Plan Assignment button, a panel will open on the right side to complete the plan addition.
• Currently, when changes are made, they are indicated with Blue Dots (added) and Red X's (removed).
• Changes will still show in blue and red, but with words like Added, Modified, and Removed.
• Currently, if you start an action and wish to cancel, you select the cancel icon at the bottom of the screen.
• Moving forward, if you start an action and wish to cancel instead of continuing, you will now click on the Effective Date & Reason in the left menu, and then click Close at the bottom of the screen.
• When you receive a compensation inbox item to review, you will now see a “Make Changes" button (if you have permissions to edit this action). If you need to make changes at this stage, click the Make Changes button and you will be able to edit the action.

Note: For visuals on these differences, please refer to the Presentation slides.

Absence Calendar Feature

New Absence Calendar Feature: Create Multiple Time Off Entries in One Request (Same Date)

• New functionality to allow employees to create multiple time off entries in one request
• This change applies to initial time off requests only.
• For example, a person can request 4 hours of sick leave and 4 hours of vacation on the same request.
• All employees can use this new functionality as self and on behalf of others (based on security role).
• Demo

Help Articles Updated no later than Sep. 23, 2025:

• How to Request Time Off – Employee
• New Time Off App Resources for Employees
• How to Request Time Off for Worker – Manager
• Request/Update Time Off on Behalf of an Employee – Specialized Role
  
  

Time Off Balance Storage and Change Detection:

• This changes the timing of how time off balances are systematically stored.

Workday Admin Team will set up and maintain the following settings:

• Dynamic Balance Calculation set at 390 days (13 months).
• Recalculate Stored Balance for Non-Absence Related Transactions (13 months).
• Recalculate Stored Balance for Absence Related Transactions set at 540 days (18 months).

Action Item for HR and Payroll Partners:

• For Time Off Balance Adjustments outside of 390 days systematic storing of time off balances
• Create a Workday Help Case and include the following:
• Employee(s) name
• OR number
  
• Time off plan that needs to be recalculated
• All recalculations will be run as of Dec. 1, 2022, forward.

Check In Version History

• In this release, Workday has added version history within each Check-In. It is retroactive, so you will see this new section on historical Check-Ins as well.

Workday Help Updates:

• In this release, Workday has added the ability for Case Solvers to change the Case Owner (case requestor).
• New Rich Text Editor, on Case Messages, and Internal Notes.
• Workday will be updating the language in the Help Case Workspace, from “HR Reply" to “Team Reply".

Learning Updates

• Enforce Content Order in Programs
• Enhanced Learning Assignments: Creating Assignments
• Learning Course Expiration Date
• Mass Assign Learning Content Task Profile Image Alignment
• All profile images are left aligned, including the icon for a user without a profile image.
  
  

Payroll & Time Tracking Updates

Payroll Processing Day

September Run 1 (on-cycle) will be processed Sep. 25, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
• This includes making any entries that may impact pay results: 
• For example: Please do not make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Sep. 22 – BT deadline at 5 p.m. 
• Sep. 24 – 5 p.m. cutoff to submit and approve time
• Sep. 25 – Run 1 payroll processing all day 
• Sep. 25 and Sep. 26 – No daily check processing
  
  

Wage Withholding Orders

Release Item 570 – Wage Withholding Orders to Calculate on Mid-Month

Update on the status of this release item:

• Communication will be sent out to impacted employees and agencies this week.
• Implementation will be with September Run 2.

New Help Articles in review:

• Withholding Orders: Garnishment and Creditor
• Withholding Orders: Child Support and Family Maintenance
• Withholding Orders: Bankruptcy
• Withholding Orders: Federal Administrative Wage Garnishment (Federal AWG)
• Withholding Orders: Student Loan
• Withholding Orders: Federal Tax Levy (IRS)
• Withholding Orders: State Tax Levy

Resource Updates

Help Articles Updated with User Interface changes:

• Compensation Change, Request: https://wd5.myworkday.com/oregon/email-universal/inst/25755$675/rel-task/2998$40834.htmld
• Default Compensation Change, Request:  https://wd5.myworkday.com/oregon/email-universal/inst/25755$241/rel-task/2998$40834.htmld
• Position, Create (Including Non-Budgeted):  https://wd5.myworkday.com/oregon/email-universal/inst/25755$12/rel-task/2998$40834.htmld
• Hire:  https://wd5.myworkday.com/oregon/email-universal/inst/25755$285/rel-task/2998$40834.htmld
• Hire Seasonal Worker:  https://wd5.myworkday.com/oregon/email-universal/inst/25755$323/rel-task/2998$40834.htmld
• Hire Intern, paid: https://wd5.myworkday.com/oregon/email-universal/inst/25755$284/rel-task/2998$40834.htmld
• Additional Job (Job Rotation with or without WOC), add: https://wd5.myworkday.com/oregon/email-universal/inst/25755$706/rel-task/2998$40834.html
• Board Member, Compensation Change: https://wd5.myworkday.com/oregon/email-universal/inst/25755$252/rel-task/2998$40834.htmld
• Hire, Board Member: https://wd5.myworkday.com/oregon/email-universal/inst/25755$253/rel-task/2998$40834.htmld

Help Articles updated by Sep. 23, 2025, for Time Off updates:

• How to Request Time Off – Employee
• New Time Off App Resources for Employees
• How to Request Time Off for Worker – Manager
• Request/Update Time Off on Behalf of an Employee – Specialized Roles

Help Articles updated for Wage Withholding Orders Percent-Based:

• Withholding Orders: Garnishment and Creditor 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$960/rel-task/2998$40834.htmld 
• Withholding Orders: Federal Administrative Wage Garnishment (Federal AWG) 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2091/rel-task/2998$40834.htmld 
• Withholding Orders: Student Loan 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2074/rel-task/2998$40834.htmld 
• Withholding Orders: Federal Tax Levy (IRS) 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$1018/rel-task/2998$40834.htmld 
• Withholding Orders: State Tax Levy 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2101/rel-task/2998$40834.htmld

Help Articles updated for Wage Withholding Orders Fixed Amount-Based:

• Withholding Orders: Child Support and Family Maintenance 
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2061/rel-task/2998$40834.htmld 
• Withholding Orders: Bankruptcy
  
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2072/rel-task/2998$40834.htmld 

General Information & Reminders 

DAS Border Firewall Migration

DAS will undergo scheduled maintenance on:

• Sunday Sept. 28, 2025, from 7:00 a.m. – 4:00 p.m. pacific time.
• Why is this change happening?
• This effort will move the firewall off the current F5 platform and onto Palo Alto's platform.
• While we do not anticipate a disruption, Workday may be temporarily unavailable during this time.

We appreciate your patience and understanding.WW-09-17-25-Agenda.pdf

• The Next two Workday Wednesday Dates:  
• October 1, 2025 - Meeting link to join the first Wednesday of the month
• October 15, 2025 - Meeting link to join the third Wednesday of the month
• Oregon1 will be refreshed on Sep. 27, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

General - How to Participate

For all questions or comments

• Use Chat
  
• Raise Hand
• Unmute

For all additional support or feedback

• Create a Case
• Feedback Form
• Review Notes
  
  

Release Updates

August Release Items

570 – Wage Withholding Orders Need to Calculate on the Mid-Month Payment

• Functional Area(s): Payroll

Note: This item went to CAB for a vote on 9/4

1059 – Automatically End OSGP Enrollments as Part of Termination

• Functional Area(s): Benefits

1091 – Integration is erroneously editing Continuous Service Dates when employee is rehired with less than 2-year break in service

• Functional Area(s): Human Resources | Integrations

1100 – Add SL to Daily/Weekly UST Calculation for Part-Time SEIU Employees

• Functional Area(s): Time Tracking

1144 – Job Application Update – Remove Education Dates

• Functional Area(s): Recruiting
  
  

Workday 2025R2 Feature Release

• The second of two bi-annual releases
• Central Workday Team is currently working to incorporate mandatory system updates
• Specific information about integrated changes will be shared at the WD Wednesday meeting on Sep. 17, 2025
• Saturday, Sep. 20, 2025, Workday releases their updates to Production
  
  

Payroll & Time Tracking

Payroll Processing Day

August Run 2 (off-cycle) will be processed Sep. 9, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
• This includes making any entries that may impact pay results: 
• For example: Please do not make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Sep. 4 – BT deadline at 5 p.m. 
• Sep. 8 – 5 p.m. cutoff to submit and approve time
• Sep. 9 – Run 2 payroll processing all day 
• Sep. 9 and Sep. 10 – No daily check processing​
  

Wage Withholding Orders

Release Item 570 – Wage Withholding Orders to Calculate on Mid-Month

• Update on the status of this release item:

• Communication is in process and is targeted for final approval this week
• Implementation will be with September Run 2

• New Help Articles in review:
• Withholding Orders: Garnishment and Creditor
• Withholding Orders: Child Support and Family Maintenance
• Withholding Orders: Bankruptcy
• Withholding Orders: Federal Administrative Wage Garnishment (Federal AWG)
• Withholding Orders: Student Loan
• Withholding Orders: Federal Tax Levy (IRS)
• Withholding Orders: State Tax Levy
  

Resource Updates

New Help Articles In Progress:

• Wage Withholding Orders – in review
• Overtime Costing and Mandated to Work

New Help Article Updates for Mobile App:

• Workday Mobile App Access Guide
  

• Instructions on how to download the Workday mobile app
• Instructions on how to login to the Workday mobile app
• Reference to multi-factor authentication (MFA) setup guide for personal devices

• Multi-Factor Authentication Setup for Personal Devices
  

Manager Resources – Time Entry/Time Off

• Manager Time Approval Overview - Workday
• Payroll and Time Tracking Manager Resource Guide  

My Team's Time and Time Off App Resources:

• Reviewing and Approving Time
• Time Off App Resources for Managers

Delegate Time Entry and Time Off (Manager)

• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2041/rel-task/2998$40834.htmld ​
  
  

General Information & Reminders

Executive Branch Only: Update to Continuous Service Dates (CSD):

• There were over 2,500 identified employees whose records were reviewed by the Central Workday team to determine if corrections are needed due to the CSD not being adjusted correctly upon reemployment.
• The Central Workday team completed their review on Aug. 15, 2025, of employee records were Original Hire Date, and CSD did not match and had termination in Workday since Jan. 1, 2019.
• Agency Action: Help cases were submitted to the agency HR departments with impacted employees on Monday, Aug. 18, 2025. This is the agency's opportunity to review the records prior to corrections being made. If there is a reason why the correction should not be made, please respond to the help case prior to Thursday, Aug. 21, 2025.
• Central Workday Team Action: The Central Workday team will correct these employee records on Friday, Aug. 22, 2025.
• Please see emails sent by CHRO for additional information:

• Original email sent July 29, 2025
• Update email sent Aug. 11, 2025

• The fix to the service date integration related to reemployment actions was put into production on Aug. 26, 2025.

• The Next two Workday Wednesday Dates:  

• September 17, 2025 - Meeting link to join the third Wednesday of the month
• October 1, 2025 - Meeting link to join the first Wednesday of the month

• Oregon1 will be refreshed on Sep. 6, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

August Release Items

570 – Wage Withholding Orders Need to Calculate on the Mid-Month Payment

• Functional Area(s): Payroll

1059 – Automatically End OSGP Enrollments as Part of Termination

• Functional Area(s): Benefits

1091 – Integration is erroneously editing Continuous Service Dates when employee is rehired with less than 2-year break in service

• Functional Area(s): Human Resources | Integrations

1100 – Add SL to Daily/Weekly UST Calculation for Part-Time SEIU Employees

• Functional Area(s): Time Tracking

1144 – Job Application Update – Remove Education Dates

• Functional Area(s): Recruiting

Note: On the next Workday Wednesday, we will confirm what has gone into Production.

Workday 2025R2 Feature Release

• The second of two bi-annual releases
• Central Workday Team is currently evaluating identified changes
• Feature Release specific information will be shared at the Workday Wednesday meetings on Sep. 3, 2025, and Sep. 17, 2025
• Saturday, Sep. 20, 2025, Workday releases their updates to Production
  
  

Release Item 1144: Remove Education Dates from Applications

Removing education dates from applications in compliance with HB3187

• Planned implementation on Sep. 1, 2025
• Legally required Sep. 28, 2025, (91 days after sine die)
• Additional information will be provided at the Statewide Recruiters Meeting, Tuesday, Aug. 26, 2025
  
  

Payroll & Time Tracking 

Payroll Processing Day

August Run 1 (on-cycle) will be processed Aug. 25, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
• This includes making any entries that may impact pay results: 
• For example: Please do not make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Aug. 20 – BT deadline at 5 p.m. 
• Aug. 22 – 5 p.m. cutoff to submit and approve time (Staff with 24/7 Time Entry will have until 5 p.m. on Aug 24, 2025)
• Aug. 25 – Run 1 payroll processing all day 
• Aug. 25 and Aug. 26 – No daily check processing
  
  

Time Entry Not Submitted and Unapproved

Continue to share with staff the importance of time entry submit, review, and approve prior to payroll deadlines

• Run Reports to review time entry and follow up with managers:
• PAY | Workers with Time Details Not Submitted
• PAY | Workers with Unapproved Time Review Events
• Who can run reports for time entry review?
• Agency Payroll Partners/Timekeepers
• Human Resources
• Managers
  
  

Manager Time Entry Approval Resource

New Help Articles:

• Delegate Time Entry and Time Off (Manager)
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2041/rel-task/2998$40834.htmld
  
  

Wage Withholding Orders

Release Item 570 – Wage Withholding Orders to Calculate on Mid-Month

• For wage withholding orders that are typically percentage based, these will be set up to deduct on both run 1/on-cycle payments and run 2/on-demand payments. The amount will be based on the percentage set up in the withholding order and available disposable wages
• The following are the Withholding Order Types that will deduct as percentage based on both payroll runs:

• Withholding Order (Creditor)
• Withholding Order (Garnishment)
• Withholding Order (Federal AWG)
• Withholding Order (Student Loan)
• Withholding Order (Federal Tax Levy)
• Withholding Order (State Tax Levy)

Note: Percent based orders that come over as flat dollar amount will need to be setup with monthly dollar limits. Monthly limits will need to be adjusted or removed in months that have (2) first month payments (e.g. Jul R1 paid Aug 1 and Aug R1 paid Aug 31)

• Wage Withholding Orders that are flat dollar amounts, these will not deduct on the run 2/on-demand payments

• Withholding Order (Bankruptcy)
• Withholding Order (Support)
• Withholding Order (Family Maintenance)

• For full and part-time salaried employees, the full monthly amount will be deducted on the run 1/on-cycle payments
• For hourly employees, employees should enter time through the run 1 cutoff for the full monthly amount to deduct on the run 1/on-cycle payments
  
  

Release Item 1059 – Auto End OSGP Enrollment with Termination

Automatically End OSGP Enrollment with Termination

• This update will add the OSGP enrollment to the business process to end all benefits including OSGP enrollments going forward to be consistent with how PEBB and PERS are handled with terminations
• We worked with our partners OSGP/VOYA and all parties agreed that this is the appropriate action for this item
• When the Term Business Process completes, coverage for OSGP enrollment types will be waived and future deductions ended
• If an employee is rehired, they would need to talk to OSGP to restart any deductions for enrollments
• This update will catch any OSGP enrollments that should have ended but may have been missed in the current process
• New Hires, terms are already sent over to VOYA and updated with the monthly file upload
  

Resource Updates

New Help Articles:

• Delegate Time Entry and Time Off (Manager)
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2041/rel-task/2998$40834.htmld

New Help Articles In Progress

• Wage Withholding Orders – Percent Based and Flat Dollar
• Overtime Costing and Mandated to Work

August Release Item Reports Updated:

• Release Item 1018 – Modify Seasonal Termination Report
• Add effective date of worker moving out of season
• Release Item 1166 – Requested Update to Awaiting Actions Report
• Add field to identify if the worker is terminated

General Information & Reminders 

Update to Continuous Service Dates (CSD):

• There were over 2,500 identified employees whose records were reviewed by the Central Workday team to determine if corrections are needed due to the CSD not being adjusted correctly upon reemployment.
• The Central Workday team completed their review on Aug. 15, 2025, of employee records were Original Hire Date, and CSD did not match and had termination in Workday since Jan. 1, 2019.
• Agency Action: Help cases were submitted to the agency HR departments with impacted employees on Monday, Aug. 18, 2025. This is the agency's opportunity to review the records prior to corrections being made. If there is a reason why the correction should not be made, please respond to the help case prior to Thursday, Aug. 21, 2025.
• Central Workday Team Action: The Central Workday team will correct these employee records on Friday, Aug. 22, 2025.
• Please see emails sent by CHRO for additional information:

• Original email sent July 29, 2025
• Update email sent Aug. 11, 2025

Note: Please do not make any adjustments in the workers identified service dates as we wil do that for you on Aug. 22, 2025.

• The Next two Workday Wednesday Dates:  

• September 3, 2025 - Meeting link to join the first Wednesday of the month
• ​September 17, 2025 - Meeting link to join the third Wednesday of the month

• Oregon1 will be refreshed on August 23, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

Complete July Release Items

760 – Remove “Limits" from Post-Tax Deductions for Optional EE Life Insurance

• Functional Area(s): Payroll

806 – INT083 Primary Home County Updater – Home Contact Address Line 2

• Functional Area(s): Human Resources | Integration

945 – Governor Appointed Boards & Commission – I-9 Task Process

• Functional Area(s): Human Resources | Business Process

1113 – Update Eligibility on Time Calculation Name Mandated Hours Worked – Add ST Time

• Functional Area(s): Time Tracking

Note: August release items will be shared at the next Workday Wednesday.

Payroll & Time Tracking 

Payroll Processing Day Reminder 

July Run 2 (off-cycle) will be processed Aug. 11, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 

• This includes making any entries that may impact pay results: 

• For example: Please do not make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days

• Centrally, we cannot run calculations or create or reverse payments

• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Aug. 6 – BT deadline at 5 p.m. 

• Aug. 8 – 5 p.m. cutoff to submit and approve time (Staff with 24/7 Time Entry will have until 5 p.m. on July 27, 2025)

• Aug. 11 – Run 2 payroll processing all day 

• Aug. 11 and Aug. 12 – No daily check processing
  

OSGP Contribution Issue Update

Update as of Aug. 6, 2025

• We have reviewed and validated with OSGP a test file of the July OSGP data and, that was loaded into Workday on July 17, 2025.
• We are seeing fewer errors in the data coming from OSGP, however, if employees report an OSGP deduction that is missing or in error on July pay, please continue to work with OSGP on details of the employee account information and any corrections needed.
• Please continue to create a case for updates needed to ongoing benefit changes.

• If refunds are needed, then please make those adjustments.
• If an off-cycle payment is needed, please note 'OSGP reimbursement' on the spreadsheet.

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides

Release Updates

July Release Items Update

760 – Remove “Limits" from Post-Tax Deductions for Optional EE Life Insurance

• Functional Area(s): Payroll

806 – INT083 Primary Home County Updater – Home Contact Address Line 2

• Functional Area(s): Human Resources | Integration

945 – Governor Appointed Boards & Commission – I-9 Task Process

• Functional Area(s): Human Resources | Business Process

1113 – Update Eligibility on Time Calculation Name Mandated Hours Worked – Add ST Time

• Functional Area(s): Time Tracking

Payroll & Time Tracking 

Payroll Processing Day Reminder 

July Run 1 (on-cycle) will be processed July 28, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 

• This includes making any entries that may impact pay results: 

• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days

• Centrally, we cannot run calculations or create or reverse payments

• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• July 23 – BT deadline at 5 p.m. 

• July 25 – 5 p.m. cutoff to submit and approve time (Staff with 24/7 Time Entry will have until 5 p.m. on July 27, 2025)

• July 28 – Run 1 payroll processing all day 

• July 28 and July 29 – No daily check processing

OSGP Contribution Issue Update

Update as of July 16, 2025

• We have received test files from OSGP/VOYA that we are in the process of validating and have plans to process the July file before July Run 1.
• We are seeing fewer errors, however, if employees report an OSGP deduction that is missing or in error on June paid July 1 or for July paid Aug. 1 pay, please continue to work with OSGP on details of the employees account information and any corrections needed.
• Please continue to create a case for updates needed to ongoing benefit changes.

• If refunds are needed, then please make those adjustments.
• If an off-cycle payment is needed, please note 'OSGP reimbursement' on the spreadsheet.

Stop Time Entry Auto Approval Mid-Month Payroll Run

Overview of Auto Approve on Mid-Month Payroll Processing:

• Mid-Month payroll is paid for employees who receive OT, differential and premium pay. This includes hourly and temp employees that enter time.
• When managers miss the payroll deadline for time approval, time entered must be approved for any time entered including overtime (OT), differential and premium pay to be paid timely.
• DAS Workday Payroll Admins auto-approve time entered as part of the mid-month payroll process that is either unsubmitted by employees or unapproved by managers.

Who is impacted?

• Employees who may receive mid-month pay, including the following:

• Salaried Overtime Eligible Employees
• Hourly Employees – Full-time, Part-time, Seasonals, and Temps
• Differentials
• Premium Pay
• Exceptions to Regular Salary

What is changing?

• DAS Workday Payroll Admins will stop auto submit and auto approval of time entry.

• This is effective July mid-month payroll processing on August 11, 2025, and this will continue for all mid-month pay periods going forward.

• Time entered by employees must be submitted by the employee and approved by their manager by the mid-month payroll deadline for that time entry to be paid out on mid-month pay day. The types of pay that must be approved prior to payroll deadline:

• OT, Differentials, Premium Pay
• Employees – Hourly, Part-time, Seasonal, and Temp
• Employees on rotations must have time approved by the base position manager

• Failure of a manager to approve time by the mid-month payroll deadline will result in the employee not receiving earned pay timely.

• Agencies can submit a request to DAS Central Payroll to issue an “On Demand" check. If the amount is less than 5 percent of an employee's regular salary, it will be paid on the next regular pay date.

Why is DAS Stopping Auto-Approval of Time Entry on Mid-Month Payroll?

• Managers are responsible for reviewing and approving all time worked by their employees.

• Chapter 45.07.00 of the Oregon Accounting Manual – Time Record Approval

• Auto approved time that does not get reviewed and approved by a manager will increase the chance of payroll errors.

• Payroll errors create an increased workload for agency payroll staff, employees, and managers.

• Ensure managers have reviewed and approved that time is charged accurately to cost centers, projects, and grants.

• Reflects the agency's approval, which is necessary in responses to audit requests.

Communication as follows:

• Talking Points for Leadership – Sent out July 14, 2025
• Employee FAQ – shared with Leadership, HR, and Payroll July 14, 2025, and posted to Workday Announcements July 17, 2025
• Manager FAQ – shared with Leadership, HR, and Payroll July 14, 2025, and posted to Workday Announcements July 17, 2025
• Employee Time Entry Overview

• Help Article with Exempt and Non-Exempt employee video embedded
• Shared with all employees by July 22, 2025

• Manager Time Entry Review and Approval Overview

• Help Article with video embedded shared on WD Announcement by July 22, 2025

Tips & Tricks

Quick Thoughts

• Manage Probation Period

• Correcting existing period of time (as opposed to entering a new one)
• Shared link to knowledge article

• Payroll Processing Day

• What should be put on pause? Any pay impacting items!
• Including but not limited to: Hire/term/job change, comp changes, edit position, leave changes, LWOP changes

• Compensation Change – Case Requests

• What to include: name, date(s), grade profile/step/salary
• When something is in process, we can't update compensation until cancel or complete
• Existing compensation changes: lists are great!

• Coming soon: Data Quality Revisit

Resource Updates

Updated Help Article

• Job Offer – Added reminder for time-to-fill reporting purposes

New Help Articles (In Progress)

• Overtime Costing and Mandated to Work
• Overview of Time Entry for Exempt and Non-Exempt Employees

• Exempt and Non-Exempt videos embedded

• Overview of Time Entry Review and Approval for Managers

• Manager Time Entry review and approval video embedded

Workday Announcement posted – July 16, 2025

• Employee and Manager FAQ on time entry best practices and stopping auto-approve

General Information & Reminders

• The Next Two Workday Wednesday Dates:  

• August 6, 2025 - Meeting link to join the first Wednesday of the month
• August 20, 2025 - Meeting link to join the third Wednesday of the month 

• Oregon1 will be refreshed on July 19, 2025

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

Completed June Release Items

227 – Create Worktag to Generate Overtime Mid-Day/Week When Used

• Functional Area(s): Payroll

790 – Implement a Pay Cycle Command Center for Agencies to Use

• Functional Area(s): Payroll | Time Tracking System

988 – State Withholding (W-4) Instructions

• Functional Area(s): Payroll

997 – Edit Pay | Earnings by Month/Year for Earning to Include Terminated Workers

• Functional Area(s): Payroll

1062 – Create Report .. Accrual | Forfeiture Report

• Functional Area(s): Absence & Leave

1064 – Remove Time Off | Results by Period Report and Replace It with Time Off | Results by Period for Workers Report on the HR and Payroll Dashboards

• Functional Area(s): Absence & Leave

July Release Items Update

388 – INT049 Review/Update Service Date Integration

• Functional Area(s): Human Resources

760 – Remove “Limits" from Post-Tax Deductions for Optional EE Life Insurance

• Functional Area(s): Payroll

806 – INT083 Primary Home County Updater – Home Contact Address Line 2

• Functional Area(s): Human Resources | Integration

945 – Governor Appointed Boards & Commission – I-9 Task Process

• Functional Area(s): Human Resources | Business Process

1113 – Update Eligibility on Time Calculation Name Mandated Hours Worked – Add ST Time

• Functional Area(s): Time Tracking

Payroll & Time Tracking 

Payroll Processing Day Reminder 

June Run 2 (off-cycle) will be processed July 9, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 

• This includes making any entries that may impact pay results: 

• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days

• Centrally, we cannot run calculations or create or reverse payments

• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• July 3 – BT deadline at 5 p.m. 

• July 8 – 5 p.m. cutoff to submit and approve time

• July 9 – Run 1 payroll processing all day 

• July 9 and July 10 – No daily check processing
  
  

Manager Delegations Review and Cleanup

Time Off App is now live, and managers will need to review and update Delegations:

• Run Report: HCM | Current Delegations by Organization
• Clean up can be done now by reviewing end dates to make sure they are still relevant

• Delegations do not end when someone changes jobs
• Delegations should be reviewed annually
• End dates should be no more than 365 dates in the future

• Communication was sent June 4, 2025, to HR and Payroll with Instructions to assist Managers with updates to delegations

Update Delegation Steps:

• In Workday, Navigate to “My Tasks"
  
• ​From the left side menu, scroll down to “Manage Delegations"

• Click on the “X" to remove the following:
  
• Correct My Absence
• Correct My Time Off
• Enter Absence
• Correct Time Off

• Type in “Time Off" in the “Start on My Behalf" search bar for the list of options to display and select the following from the list:
  
• Edit Time Off for Worker
• Request Time Off for a Worker

• Click “Submit" to save changes and route to your supervisor for approval
• Once approved the delegation will be active

OSGP Contribution Issue Update

Update as of July 2, 2025

• OSGP/VOYA identified 53 employees who had incorrect elections for the month of May
  
• Communications were sent out from OSGP to these employees
• DAS Workday Payroll Admin made negative entries to refund deductions for impacted employees
• Communication sent to Payroll and HR on June 16, 2025

• DAS Workday is testing files from OSGP
• If there are current OSGP deductions in error on July 1 Pay, please continue to create a case and work with OSGP on details of the employee account information and any corrections needed
  

Personal Business Accrual

• Eligible employees earn Personal Business on July 1, 2025, at their appropriate rate, typically 24 hours
• If an employee has not used their allotted hours of Personal Business within the 2024-2025 fiscal year, they can edit a prior time off and replace it with Personal Business
• Demo presented by Dan Jones
  
  

Tips & Tricks

Please send PPDB access requests through a Workday Help Case

• Make sure to include RACF ID
• Must include approval from appointing authority or agency security officer

Password Reset Requests need to be emailed to the RACF User Admin Group – DAS.RACFUserAdm@das.oregon.gov

• Make sure to include RACF ID
• Even if your PPDB use is very infrequent, try to log in at least once a month
  
• 6 months of no log in will revoke your ID
• ​12 months of no log in, your ID will be deleted

If you need a portal to the state mainframe on your workstation, work with your IT Department

• If your IT Department needs assistance, they should contact their Account Manager at the State Data Center

PPDB Refresher “training"?

• If there is interest, it would be separate from Workday Wednesday
• PPDB Refresher could include navigating worker history, showing what different screens are, and the different PA codes

Resource Updates

New Pay Cycle Command Center – Help Article:

• https://wd5.myworkday.com/oregon/email-universal/inst/25755$2011/rel-task/2998$40834.htmld

General Information & Reminders

• We are welcoming Shanon Jackson back to the Workday Help Desk Team. She has been with the OSPS Payroll Team since Workday Payroll went live. We are happy to have her back supporting General Help and assisting with Case Management. Welcome back!
• Workday System Administrator Changes – Thank you to Shamiel, our Workday Learning Administrator, who has returned to OHA (We appreciate all you have done!), and Grant, our Workday Recruitment Administrator, is helping cover until the position is filled long term.
• Workday Session Planning for CHRO Conference in September 2025:

• Please provide any topic areas you would like to see as a possible break out session for 45-minutes related to Workday by July 9, 2025: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhURTZQMkRDQzBaVTRNQ09LVURGVEMzQzRTSS4u&route=shorturl
• Workday Class List Forming: Data Integrity/Business Processes, Learning, Position Management, Reporting, Security

• The Next Two Workday Wednesday Dates:  

• July 16, 2025 - Meeting link to join the third Wednesday of the month 
• August 6, 2025 - Meeting link to join the first Wednesday of the month

• Oregon1 will be refreshed on July 5, 2025
• For Elevated Roles, your Workday System News Announcement section is on your top right of the Workday homepage. In that announcement, you can find some very important information such as the link to Oregon1, the link to the Workday Wednesday Notes, the link to the Agency Readiness Contact which is a list of all the agencies and who the primary contacts are.

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  ​

Release Updates

June Release Items

227 – Create Worktag to Generate Overtime Mid-Day/Week When Used

• Functional Area(s): Payroll

790 – Implement a Pay Cycle Command Center for Agencies to Use

• Functional Area(s): Payroll | Time Tracking System

988 – State Withholding (W-4) Instructions

• Functional Area(s): Payroll

997 – Edit Pay | Earnings by Month/Year for Earning to Include Terminated Workers

• Functional Area(s): Payroll

1062 – Create Report .. Accrual | Forfeiture Report

• Functional Area(s): Absence & Leave

1064 – Remove Time Off | Results by Period Report and Replace It with Time Off | Results by Period for Workers Report on the HR and Payroll Dashboards

• Functional Area(s): Absence & Leave

1075 – CBA: AEE Engineering Class Study

• Functional Area(s): Compensation

1089 – Report Update: Elevated Learning Roles by Company

• Functional Area(s): Learning

Payroll & Time Tracking 

Payroll Processing Day Reminder 

June Run 1 (on-cycle) will be processed June 25, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
  
• This includes making any entries that may impact pay results: 
  
• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
  
• Centrally, we cannot run calculations or create or reverse payments
  
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• June 20 – BT deadline at 5 p.m. 
  
• June 24 – 5 p.m. cutoff to submit and approve time
  
• June 25 – Run 1 payroll processing all day 
  
• June 25 and June 26 – No daily check processing

June Release – Overtime Costing Worktag

When should the Mandated Overtime Worktag be used?

• The Mandated Overtime Worktag is used when an employee is mandated by the employer to work overtime.
• Mandated Overtime is reported out to leadership or Legislatures.
• If Mandated Overtime is not used appropriately, the reported hours are inaccurate.

How will the new “Overtime Costing" Worktag be used?

• The “Overtime Costing" Worktag will allow agencies that cost overtime to Cost Centers, to capture overtime hours worked, with actual in/out times and costing overrides used for those overtime hours.
• Mandated Overtime Worktag should not be used as a work around to calculate overtime.
• Overtime should be paid after 40 hours in the work week per Federal and State laws, and some policy/CBA agreements, and daily when over 8 hours (or regular scheduled hours over 8) per CBA agreements.
• A New Help Article will provide instructions on the use of both the “Mandated to Work" and “Overtime Costing" Worktags.

June Release – Pay Cycle Command Center

• Pay Cycle Command Center is a dashboard that will provide Agency Payroll Partners with one location for all payroll reports that can be ran along with guidance on when and how to use these reports before and after payroll processes.
• Pay Cycle Command Center
  
• Daily/Weekly/Monthly Reports
• Reports Before R1
• Reports After R1
• Reports Before R2
• Reports After R2

OSGP Contribution Issue Update

Update as of June 16, 2025

• OSGP/VOYA identified 53 employees who had incorrect elections for the month of May.
• Most had duplicate elections for both percentage and fixed amounts for either pre or post tax plans.
• Communication was sent out from OSGP to these employees.
• DAS Workday Payroll Admin made negative entries to refund the deductions for impacted employees.
• Communication was sent to Payroll and HR contact lists June 16, 2025, with an update.
• Agencies can request an off-cycle payment or wait for it to pick up with July 1, 2025, payment.

Tips & Tricks

Reporting Demo presented by Cameron

Tips for Submitting Help Cases

• Name and their ID (OR, CW or CAND ID)
• If users with the Case Solvers role at their agency populate the 'About' field, it will automatically put their name on the case & it will help Workday Case Solvers be able to locate them faster.
• Ideally, format the ID as it is on their profile
  
• Example: No space between OR and the rest of the number (OR0123456) & no # character in the ID.
  
• Include the effective date of the action you need our help with.
• Specific business process involved and details in the case.
  
• Hire, Job Change, Edit Position, (especially for on or off season moves), Comp Changes are all different business process.  Please don't just say Start Date.
  
• Include a brief explanation of what you need accomplished, if you are not sure, you can say that, and we will reach out to work with you to collaborate on the solution.
  
• Include any additional specifics/references that may help the case solver, such as REQ#, Pay Date, Grade Profile, Amount, etc.
• Attach any helpful documentation, such as screenshots.
  
• Note: If you have multiple workers with the same action/correction needed, you can attach an Excel spreadsheet that includes the info above and submit one case.
• Our goal is to help you be able to do as much as possible within your agency roles. If you need a correction or rescind (if it's the only option) we are here to help.
• Are you new or need a refresher on how to use Workday Help? If so, let us know and we will set up a time to walk through it with you.

Resource Updates

• Time Off Launch Resources June 2025 – Help Article – Elevated Roles Only: 
  https://wd5.myworkday.com/oregon/d/inst/62b5236a13dc100167089412bd6f0000/rel-task/2998$44027.htmld
  
• New “Time Off" App Resources for Employees:
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$1960/rel-task/2998$40834.htmld
• New “Time Off" App Resources for Managers:
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$1970/rel-task/2998$40834.htmld
• Workday Payroll and Time Tracking Employee Resource Guide:
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$1612/rel-task/2998$40834.htmld
• Workday Payroll and Time Tracking Manager Resource Guide:
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$1613/rel-task/2998$40834.htmld
• Workday Payroll and Time Tracking Payroll Partner Resource Guide:
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$1632/rel-task/2998$40834.htmld
• Facilitator Time Off App Guide:

https://wd5.myworkday.com/oregon/email-universal/inst/21037$37690/rel-task/2998$33471.htmld
 

General Information & Reminders

• Tips for pulling Personnel Records out of Workday:
  
• When compiling Personnel File reports from Workday, you must append with the “HCM | Check-Ins Overall" Report for any of the Workers Check-In data. Check-Ins are NOT included in the standard Profile Export.
• To view the different Workday documents categories, visit:
  https://www.oregon.gov/das/HR/Documents/Workday-Worker-Document.pdf 
  
• Workday System Administrator Changes ~June 30, 2025, Shamiel, our Workday Learning Administrator, is going back to OHA, and Grant, our Workday Recruitment Administrator is going to be helping cover until the position is filled long term. Thank you Shamiel! We appreciate all you have done!
• Workday Session Planning for CHRO Conference in September 2025:
  
• Please Provide any topic areas you would like to see as a possible break out session for 45-minutes related to Workday!

https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhURTZQMkRDQzBaVTRNQ09LVURGVEMzQzRTSS4u&route=shorturl

• The Next Two Workday Wednesday Dates:  
  
• July 2, 2025 - Meeting link to join the first Wednesday of the month
• July 16, 2025 - Meeting link to join the third Wednesday of the month 
  
• Oregon1 will be refreshed on June 21, 2025. 
  
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey: https://forms.office.com/pages/responsepage.aspx?id=Mmk_qnz6tEegzqWYytFhz6HnW0my-vdCl1XQMDEJLqhUMVpPUVJDUVZTRlNPMlY3OFk2V1VaQjlIMC4u&route=shorturl
  
• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Payroll & Time Tracking 

Payroll Processing Day Reminder 

May Run 2 (off-cycle) will be processed June 9, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
  
• This includes making any entries that may impact pay results: 
  
• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
  
• Centrally, we cannot run calculations or create or reverse payments
  
• If you have an urgent need, please create a case for Workday Payroll Admin 
  

Payroll Processing Date Reminder: 

• June 4 – BT deadline at 5 p.m. 
  
• June 6 – 5 p.m. cutoff to submit and approve time (24/7 agencies will have until 5 p.m. on June 8)
  
• June 9 – Run 1 payroll processing all day 
  
• June 9 and June 10 – No daily check processing

New Time Off App is Live

Go Live date: June 2, 2025

Help Articles:

• Time Off Launch Resources
  
• New and Updated Time Off Help Articles
• Includes Additional Resources Below

Additional Resources

• Facilitator's Guide to Time Off Changes PowerPoint
• Updated Resource Guide for Employees, Managers, and Payroll Partners
• Talking Points for Leadership

Communications:

June 2, 2025

• Workday Announcement posted for All Employees
  
• New Time Off App Resources for Employees
  
• Workday Announcement posted for Managers
  
• New Time Off App Resources for Managers

June Release – Overtime Costing Worktag

When should the Mandated Overtime Worktag be used?

• The Mandated Overtime Worktag is used when an employee is mandated by the employer to work overtime.
• Mandated Overtime is reported out to leadership or Legislatures.
• If Mandated Overtime is not used appropriately, the reported hours are inaccurate.

How will the new “Overtime Costing" Worktag be used?

• The “Overtime Costing" Worktag will allow agencies that cost overtime to Cost Centers, to capture overtime hours worked, with actual in/out times and costing overrides used for those overtime hours.
• Mandated Overtime Worktag should not be used as a work around to calculate overtime.
• Overtime should be paid after 40 hours in the work week per Federal and State laws, and some policy/CBA agreements, and daily when over 8 hours (or regular scheduled hours over 8) per CBA agreements.

June Release – Pay Cycle Command Center

• Pay Cycle Command Center is a dashboard that will provide Agency Payroll Partners with one location for all payroll reports that can be ran along with guidance on when and how to use these reports before and after payroll processes.
• Pay Cycle Command Center
  
• Daily/Weekly/Monthly Reports
• Reports Before R1
• Reports After R1
• Reports Before R2
• Reports After R2

OSGP Contribution Issue Update

Update as of June 3, 2025

• OSGP/VOYA identified 53 employees who had incorrect elections for the month of May.
• Most had duplicate elections for both percentage and fixed amounts for either pre or post tax plans.
• Communication was sent out from OSGP to these employees already. DAS is awaiting direction from OSGP on who and how much to refund and to make updates to the employee elections in Workday.

Service Date Integration

• We are continuing to work on identifying fixes to the service date integration, it is very complex as you can imagine with all the different representations that have different rules.
• We believe we have identified one of the areas where the Benefits Service Date (BSD) is not updating on promotion and are working on a fix and testing.
• However, we unfortunately discovered a new issue on Continuous Service Dates (CSD).
  
• We are using a Workday Inc., delivered field in the integration that would populate the prior CSD on the hire task for reemployment.
• Workday made changes to the field, and it is no longer populating with the prior CSD, it is filling in the hire date, resulting in the system not seeing it needs to do a calculation.
• Our Integration Specialist is working on a fix, but as mentioned before, it is extremely complex and requires a lot of testing.
• We will continue to work on a fix and for the time being on reemployments, please manually update that date when processing.
   

General Information & Reminders

• The Next Two Workday Wednesday Dates:  
  
• June 18, 2025 (Targeting a Workday Reporting Tips & Tricks for this meeting)
  
• July 2, 2025
• Oregon1 will be refreshed on June 7, 2025. 
  
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You can provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey
• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  
 

Release Updates

May Release Items

297 – RPTS: Add Grade & Score Data to LRN | Video Interaction Report

• Status: Completed
• Functional Area(s): Learning/Extended Enterprise

764 – Adopt New Absence Calendar

• Status: May 31, 2025
• Functional Area(s): Absence & Leave

768 – Create Report for Off Season Employees Receiving Pay

• Status: Completed
• Functional Area(s): Payroll | TT

849 – Leave Payout Requests Report

• Status: Completed
• Functional Area(s): Human Resources

881 – Add AST to report AUD | Monthly Time Variance Report

• Status: Completed
• Functional Area(s): Time Tracking

976A – Add DOC Represented Employees to the Existing Safety Break (SB) Time Entry Code and Create a Time Entry Code for WD Users

• Status: Completed
• Functional Area(s): Payroll | TT

1003 – Add Costing Override Earning to Object Code 3130

• Status: Completed
• Functional Area(s): Payroll

1006 – Add in/out times to AUD | Time Block Audit Report

• Status: Completed
• Functional Area(s): Time Tracking

1016 – Correct Time Off – Notification on Denied

• Status: Completed
• Functional Area(s): Absence & Leave

1031 – Add Terminated Workers to Time Tracking Reports

• Status: Completed
• Functional Area(s): Payroll | TT

1036 – Remove Misc. Retro Payment Adjustment Earning Code from the Accumulator for the Union Dues Calculator

• Status: Completed
• Functional Area(s): Payroll

1039 – AFSCME Security Plus Health Services 12 a.m. – 6 a.m. Differential Not Calculating Correctly

• Status: Completed
• Functional Area(s): Time Tracking

1040 – Update Nebraska State Unemployment Insurance Rate

• Status: Completed
• Functional Area(s): Payroll

1043 – Update Colorado State Unemployment Insurance Rate

• Status: Completed
• Functional Area(s): Payroll

1055 – Update North Carolina State Unemployment Insurance Rate

• Status: Completed
• Functional Area(s): Payroll

Payroll & Time Tracking 

Payroll Processing Day Reminder 

May Run 1 (on-cycle) will be processed May 23, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
• This includes making any entries that may impact pay results: 
• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days
• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• May 20 – BT deadline at 5 p.m. 
• May 22 – 5 p.m. cutoff to submit and approve time 
• May 23 – Run 1 payroll processing all day 
• May 23 and May 27 – No daily check processing (Memorial Day Holiday May 26, 2025)

Time Off App Overview of Change 

High-level Overview of What Employees will Experience with the New Time Off App:

• Time Off (Absence) will become “Time Off"
• Time Off App has a new look
• Calendar pop-up window for time off requests
• This pop-up window cannot be expanded
• A single Time Off Request can include various elements
• Time Off Types will display in drop down categories
• Multiple days can be selected for one request
• Employees/Managers will be able to edit individual days including edits to:
• Type of Time Off
• Duration of Time Off

Time Off App Communication and Learning

• April - Initial Workday Announcement #1 in Workday – April 18
• May – Workday Announcement #2 – Resources for Agencies – May 8, 2025
• All Employees – Time Off Overview Video
• Manager – Time Off Overview Video
• Time Off Talking Points for Leadership
• May – Workday Announcement #3 – Target Date May 27, 2025
• Reminder with Links to Previous Resources
• June – Workday Announcement #4 – Go Live June 2, 2025
• Employee, Manager, and Payroll Resource Guides Updated
• Help Articles – New and Updated in Production
• Facilitators Guide – What is changing with Time Off PowerPoint for Agency Trainers to share, as needed

Manager Delegations Review and Cleanup

As part of the Time Off App change, manager will need to review and update Delegations:

• Run Report: HCM | Current Delegations by Organization
• Clean up can be done now by reviewing end dates to make sure they are still relevant
• Delegations do not end when someone changes jobs
• Delegations should be reviewed annually
• Best practice for end dates is no more than 365 dates in the future
• Time Off App Go Live – June 2, 2025:
• Update active delegations for legacy initiating actions, where necessary

OSGP Contribution Issue Update

Update as of May 15, 2025:

• 550 Employees had new contributions started in April 2025, we have determined that 328 participants SHOULD have received a contribution, and there should be no action.
• 192 participants SHOULD NOT have had a contribution, and these should be refunded.
• The following action will be taken:
• OSGP/Workday will review these entries to confirm the entries should be refunded.
• 30 Participants we were unable to decide based on their status, contribution history, and recent loan payments – OSGP/VOYA is reaching out to employees.
• The Workday Payroll Admin team is making these changes in a Test Region in Workday and will provide VOYA with an updated list to make another comparison.
• Once we have OSGP's approval we will be updating the benefits and adding negative pay inputs for the 192 (and possibly the 30 others) to reimburse employees as part of May Run 1.
• Communication was sent out to CHRO Policy and OSPS New lists May 15, 2025.

General Information & Reminders 

• The Next Two Workday Wednesday Dates: 
• June 4, 2025
• June 18, 2025
  
• Oregon1 will be refreshed on May 24, 2025. 
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• ​You have the opportunity to provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.

Workday Wednesday Feedback Survey

• Please submit a help case in Workday if you have any questions about the information provided today. 
    

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  

Release Updates

May Release Items

227 – Create Worktag to Generate Overtime mid-day/week When Used

• Functional Area(s): Payroll

Note: This is intended to be used along with costing override worktags but will calculate overtime without them.

297 – RPTS: Add Grade & Score Data – Official Transcript for Export Reports and LRN | Video Interaction Report

• Functional Area(s): Learning/Extended Enterprise

764 – Adopt New Time Off Calendar

• Functional Area(s): Absence & Leave

768 – Create Report for Off Season Employees Receiving Pay

• Functional Area(s): Payroll | TT

849 – Leave Payout Requests Report

• Functional Area(s): Human Resources

881 – Add AST to report AUD | Monthly Time Variance Report

• Functional Area(s): Time Tracking

976A – Add DOC Represented Employees to the Existing Safety Break (SB) Time Entry Code and Create a Time Entry Code for WD Users

• Functional Area(s): Payroll | TT

1003 – Add Costing Override Earning to Object Code 3130

• Functional Area(s): Payroll

1006 – Add in/out times to AUD | Time Block Audit Report

• Functional Area(s): Time Tracking

1016 – Correct Time Off – Notification on Denied

• Functional Area(s): Absence & Leave

1031 – Add Terminated Workers to Time Tracking Reports

• Functional Area(s): Payroll | TT

1036 – Remove Misc. Retro Payment Adjustment Earning Code from the Accumulator for the Union Dues Calculator

• Functional Area(s): Payroll

1039 – AFSCME Security Plus Health Services 12 a.m. – 6 a.m. Differential Not Calculating Correctly

• Functional Area(s): Time Tracking

1040 – Update Nebraska State Unemployment Insurance Rate

• Functional Area(s): Payroll

1043 – Update Colorado State Unemployment Insurance Rate

• Functional Area(s): Payroll

1055 – Update North Carolina State Unemployment Insurance Rate

• Functional Area(s): Payroll

1059 – Automatically End OSGP Enrollments as Part of Termination

• Functional Area(s): Benefits​
  
  

Payroll & Time Tracking 

Payroll Processing Day Reminder 

April Run 2 (off-cycle) will process May 9, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 

• This includes making any entries that may impact pay results: 

• For example: Please do NOT make Pay Input, Timesheet or Time Off Changes on Payroll Processing Days

• Centrally, we cannot run calculations or create or reverse payments

• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• May 6 – BT deadline at 5 p.m. 

• May 8 – 5 p.m. cutoff to submit and approve time 

• May 9 – Run 2 payroll processing all day 

• May 9 and May 12 – No daily check processing 
  
  

Time Off App Overview of Change 

High-level Overview of What Employees will Experience with the New Time Off App:

• Time Off (Absence) will become “Time Off"
• Time Off App has a new look

• Calendar pop-up window for time off requests
• This pop-up window cannot be expanded

• A single Time Off Request can include various elements

• Time Off Types will display in drop down categories
• Multiple days can be selected for one request

• Employees/Managers will be able to edit individual days including edits to:

• Type of Time Off
• Duration of Time Off

Note: Anticipated Go Live is still scheduled for June 2, 2025

Time Off App Comms Strategy

April

• Initial Workday Announcement #1 in Workday – April 18

May

• Workday Announcement #2 – Resources for Agencies

• All Employees – Time Off Overview Video
• Manager – Time Off Overview Video
• Time Off Talking Points for Leadership

Mid-May

• Reminder with links to previous resources

OSGP Contribution Issue Update

• DAS is working with OSGP to identify additional employees that may have had deductions on their April pay that should not have come over on the file Workday received from OSGP
• Please create a Help Case to have a correction made to the employee pay and include the following:

• Original enrollment date for the contributions that are in question
• Details that will help us get employees enrolled in the contributions as expected
• Details that show a prior Loan was paid off or contribution ended

• If you are unsure of the enrollment information for the employee, please contact OSGP customer service. OSGP Participants can contact OSGP/Voya Representative at 800-365-8494 for assistance.
  
  

Compensation

PERS Pickup

• Integration for PERS pickup runs twice a month on the 1^st and 15^th for current month only

• Excludes Temporary and Off-Season Seasonal Workers

• Help Article: PERS Status Check & PERS Benefit Enrollment Process
• Helpful Reports:

• PAY | Status Check Retirement Start Date in Selected Date Range
• HCM | Contribution Start Date Audit
• CMP | Compensation Changes Report
  
  

System Tips & Tricks

It's All in the Timing

Topics Included:

• Hire, Job Change, Term
• Primary Job Swap
• Pay Changes
• Schedules and FTE
• Benefits and ACA
• Retro
  

General Information & Reminders

The Next Two Workday Wednesday Dates: 

• May 21, 2025
• June 4, 2025

• Oregon1 will be refreshed on May 10, 2025. 

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You have the opportunity to provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
• Workday Wednesday Feedback Survey

• Please submit a help case in Workday if you have any questions about the information provided today.
    

In partnership,

The Workday Oregon Program

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  
 

Release Updates

April Release Items

775 – New Time Off Plan for Military Leave | Multiple Job Worker and Miscellaneous Paid Leave | Multiple Job Workers

• Functional Area(s): Absence & Leave

807 – Update Extended LWOP [greater than] 28 Days condition from Sick Leave and Vacation Calculations

• Functional Area(s): Absence & Leave

808 – Paid Leave Oregon contributions over annual cap when employee transfers agencies

• Functional Area(s): Benefits | Payroll

877 – OMD 5/4/9 schedules not calculating daily OT

• Functional Area(s): Time Tracking

889 – Need report that pulls inputs that are entered directly into on demand payments

• Functional Area(s): Payroll | Reports

892 – Adding additional security and field to the COOP Contact List report

• Functional Area(s): HR | System

940 – Hide Hire Date on worker profile job details from All Roles

• Functional Area(s): HR

942 – 9/80 and 5/4/9 Monday Holidays double correcting

• Functional Area(s): Time Tracking

943 – 2025-2027 PERS rates update

• Functional Area(s): Payroll

971 – Update Out of State SUI Rates

• Functional Area(s): Payroll

995 – Add CW# to HCM | All Contingent Workers Report

• Functional Area(s): HR | Reports

1004 – Update to DOC AOCE Food Service Workers Shift Differential

• Functional Area(s): Payroll | Time Tracking

1005 – Trial Service Removal Report

• Functional Area(s): HR | Reports

1019 – Update Hours Worked Report to Include Terminated Workers

• Functional Area(s): Absence & Leave

1021 – Remove Inclement Weather from AOCE represented staff

• Functional Area(s): Absence & Leave

1027 – Update “Enroll My Team" Business Process for Managers

• Functional Area(s): Learning

1035 – Vacation accrual update, correction use caused by R880

• Functional Area(s): Absence & Leave

1037A – Create new parking deduction for LUBA

• Functional Area(s): Payroll

Payroll & Time Tracking

Payroll Processing Day Reminder 

April Run 1 (on-cycle) will process Apr. 25, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 

• This includes making any entries that may impact pay results: 

• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days 

• Centrally, we cannot run calculations or create or reverse payments 

• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Apr. 22 – BT deadline at 5 p.m. 

• Apr. 24 – 5 p.m. cutoff to submit and approve time 

• Apr. 25 – Run 1 payroll processing all day 

• Apr. 25 and Apr. 28 – No daily check processing 

New Time Off App 

A New Time Off App is coming! 

• Anticipated go-live in June 2025 

• Thank you to all the testers that volunteered 

• End to End Testing happened Mar. 24 – Mar. 28

• User Acceptance Testing is underway

• UAT Testing Apr. 14 – Apr. 18
• UAT will be open-ended testing this will be an opportunity to follow new Help Articles and provide feedback

New Time Off App Training and Comms

Timeline for Communication and Learning:

• Mid-April

• Teaser Announcement #1 in Workday – Third week of April
• Talking Points document to leadership – Third week of April

• May 1

• Announcement #2 All Employees
• Announcement #2 Elevated roles
• Overview Video Managers
• Elevated Roles – Communications and Learning Material Shared

• Mid-May

• Reminder with links to previous resources
• Touch base with Payroll and HR Partners to ensure they have access to All Time Off Resources

• Projected Go Live June 2, 2025

Delegations Review and Cleanup

Run the report: HCM | Current Delegations by Organization

Cleanup can be done now by reviewing end dates to make sure they are still relevant

• Delegations do not end when someone changes jobs
• Delegations should be reviewed annually
• Best practice for end dates is no more than 365 dates in the future

Manager Delegations After Time Off goes live

Quick access to delegations

• Managers can access their delegations by going to their “My Tasks" inbox
• Then select “Manage Delegations"
• Click the “X" to remove the following for Absence Delegations:

• Correct My Absence
• Enter Absence

• Click on the “X" to remove the following for Time Off Delegations:

• Correct My Time Off
• Correct Time Off

• Type in “Time Off" in the “Start on My Behalf" search bar for the list of options to display and select the following from the list:

• Edit Time Off for Worker
• Request Time Off for a Worker

• You will receive the following yellow (soft error) and can proceed through this error.
• Click “Submit" to save changes and route to your supervisor for approval
• Once your supervisor has approved the delegation it will be active
• The following are recommended action on delegations “Do My Tasks on My Behalf"

• Review to ensure delegations are in sync with “Start on my behalf" delegations
• End dates are no more than 365 days in the future

OSGP Contribution Issue Update

• DAS will be processing a file to sync the data from VOYA through March 2025 and updating prior to April Run 1 (Apr. 25, 2025)
• OSGP/VOYA are working on a resolution and there is still an issue with some of the information coming to Workday in the monthly VOYA data file
• Please continue to create a help case if an employee reaches out regarding their OSGP contribution amount
• If you are unsure of the enrollment information for the employee, please contact OSGP customer service. OSGP Participants can contact OSGP/VOYA Representative at 800-365-8494 for assistance
   

General Information & Reminders 

PPDB Reminders

• If you need access to PPDB, please submit a Help Case
• Make sure to include your RACF ID
• Must include approval from appointing authority or agency security officer
• Password reset requests need to be submitted to the RACF User Admin Group – DAS.RACFUserAdm@das.oregon.gov
• Make sure to include your RACF ID
• If you need a portal to the state mainframe on your workstation, you need to work with your IT Dept.

Workday Wednesday May Dates: 

• May 7, 2025
  
• May 21, 2025

• Oregon1 will be refreshed on April 25, 2025. 

• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• You will have the opportunity to provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you. Workday Wednesday Feedback Survey

• Please submit a help case in Workday if you have any questions about the information provided today. 
   
   

In partnership, 

The Workday Oregon Team 

​ 

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

Agenda and presentation slides  
 

Payroll & Time Tracking

Payroll Processing Day Reminder 

March Run 2 (off-cycle) will process Apr. 9, 2025 

Reminder that Payroll should not be making any entries on payroll processing days 

• No entries on both Run 1 and Run 2 
• This includes making any entries that may impact pay results: 
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days 
• Centrally, we cannot run calculations or create or reverse payments 
• If you have an urgent need, please create a case for Workday Payroll Admin 

Payroll Processing Date Reminder: 

• Apr. 4 – BT deadline at 5 p.m. 
• Apr. 8 – 5 p.m. cutoff to submit and approve time 
• Apr. 9 – Run 2 payroll processing all day 
• Apr. 9 and Apr. 10 – No daily check processing 
  

New Time Off App 

A New Time Off App is coming! 

• Anticipated go-live in June 2025 
• Thank you to all the testers that volunteered 
• End to End Testing happened last week (Mar. 24 – Mar. 28)
• User Acceptance Testing will happen mid-April
• UAT Kickoff meeting will be held Apr. 11, 2025
• Meeting invites will be sent to test participants this week
  

New Time Off App Training and Comms

Timeline for Communication and Learning:

Mid-April

• Teaser Announcement #1 in Workday – Apr. 10
• Talking Points document to leadership
• Review Comms and Training Strategy with OSPS Team

​May 1

• Announcement #2 All Employees
• Announcement #2 Elevated roles
• Overview Video – Employees
• Overview Video – Managers
• Elevated Roles – Communications and Learning Material Reminder

• Reminder with links to previous resources
• Touch base with Payroll and HR Partners to ensure they have access to All Time Off Resources
• Projected Go Live June 2, 2025

Manager Delegations Review and Cleanup

As part of the Time Off App change, managers can take action now to review and update Delegations:

• Run Report: HCM | Current Delegations by Organization
• Clean up can be done now by reviewing end dates to make sure they are still relevant
• Delegations do not end when someone changes jobs
• Delegations should be reviewed annually
• Best practice for end dates is no more than 365 dates in the future

Prior to Time Off App Go Live – June 2, 2025:

• Update active delegations for legacy initiating actions, where necessary and replace as noted:
• Correct My Absence with Edit Time Off for Self
• Correct My Time Off with Edit Time Off for Self
• Enter Absence with Request Time Off for a Worker
• Enter Time Off with Request Time Off for a Worker
• Request Absence with Request Time Off for Self
• Request Time Off with Request Time Off for Self

OSGP Contribution Issue Update

• DAS completed a data comparison of VOYA to Workday and we are now waiting on their feedback and approval to make updates in Workday to impacted OSGP member contribution amounts.
• OSGP/VOYA are working on a resolution and there is still an issue with some of the information coming to Workday in the monthly VOYA data file.
• Please continue to create a help case if an employee reaches out regarding their OSGP contribution amount. DAS recommends that employees provide a snapshot of their profile within VOYA to expedite the process.
• If you are unsure of the enrollment information for the employee, please contact OSGP customer service. OSGP Participants can contact OSGP/VOYA Representative at 800-365-8494 for assistance.
  

General Information & Reminders 

• Reminder for Seasonals Off Season, if they state they will not return, you will want to end them on their last day worked. 
• Reminder to be checking for duplicate candidates and SSN entry errors.  *Follow Up – Only the Recruitment Administrator can see the SSN on a candidate if they have completed that task through the Offer Process (recommended).  The recruiter can see the name, DOB, ethnicity, etc under personal information, but not the SSN.  However, using the offer process significantly cuts down on potential duplicates as the system won't let you move forward on the hire if there is another matching SSN in Workday.  When you don't use the offer process with the SSN and DOB tasks, the HR partner must enter the SSN manually, which has higher risk of errors.  Recruiters, be sure you are checking your top candidates for duplicates before moving them to completion.
  
• Workday Wednesday March Dates: 
• April 16, 2025 - Meeting link to join the third Wednesday of the month 
• May 7, 2025 - Meeting link to join the first Wednesday of the month 
• Oregon1 will be refreshed on April 5, 2025. 
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
• Please submit a help case in Workday if you have any questions about the information provided today. 
  
  

In partnership, 

The Workday Oregon Team 

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​

Workday Release Updates

Workday Release 2025R1 Universal Navigation Menu Update

The menu navigation tab was updated as am automatic release. For employees, this update is a bit more straightforward with seeing information. This change will be most impactful for elevated users.

For employees, the menu drop-down list will be categorized as follows:

• Personal
• Organization
• More

For elevated users such as managers, the menu drop-down list could be categorized as follows:

• Configuration
• Learning Management
• People Support
• Recruiting
• Strategy
• Team
• Personal
• Organization
• More

There will not be a limit to all the different apps you can utilize on the Menu drop-down list. Workday will save your menu view (what is collapsed or expanded) each time you login.

Note: Help Articles are being updated to reflect these changes. Over 150 articles have already been identified as needing to be updated. This endeavor will take some time to update.

Benefits and Pay Hub Updates

Benefits and Pay Hub has been updated:

• Hide and Show Values on Benefits and Pay Hub Overview Cards
• Added OSGP and PEBB Wellness Program links to the Suggest Links section
• Changed language under 'Most Recent Pay'

• Original text “Your next pay day (date)"
• Updated text “Your Most Recent Net Pay"

• Change help text in 'About Compensation Summary' to “For questions about your compensation, please reach out to your Human Resources office".

Note: Pay and Payroll apps have been decommissioned as of Mar. 17, 2025.

Note: We are aware of a particular issue related to W4s displaying on the Benefits and Pay Hub. We are working with Workday Inc., to troubleshoot the display issue. W4s are fine in the employee's profile, the issue rests on the hub not displaying W4s correctly.

Workday Release 2025R1 Learning and Extended Enterprise

Hide Inactive Learning Content from Global Search

• Workday now excludes all inactive learning content from the global search results for users with the Learning Admin access that includes Learning Partners and Content Creators. Global search results will display only learning content that is active and available for your learners.

Email Validation for External Learning Users

• Workday improves data quality and system resiliency by ensuring Extended Enterprise Learners have valid email addresses. This update will enhance data accuracy and prevent errors associated with known invalid email domains.

Media Security

• Workday Media Cloud updates video tokenization to improve security of your tenanted video media. When you become inactive while watching videos in Workday, the page will now automatically refresh after 5 minutes of inactivity (decreased from 4 hours).
  
  

Workday Release 2025R1 Human Capital Management

Enhanced Offboarding Resignation User Experience

• We update the user interface of these tasks on the Submit Resignation business process in order to deliver a guided experience as you complete the resignation process. Additionally, Workday adds a new worker information side panel on resignation tasks to users as they review or approve a resignation.

View Additional Organization on Org Chart Side Panel

• This feature provides workers and managers with the visibility they need to visualize and understand their organizational structure. Workday now displays an icon on the worker in the organization chart if the worker manages more than 1 active supervisory org or the worker has multiple positions.

Hire Employee Task Redesign

• The Hire Employee task redesign helps to streamline the hiring process and increase efficiency by reducing manual effort. Workday now displays a more intuitive and modern layout on the Hire Employee task.

Effective Dated Service Dates – Currently on Hold by Workday, Inc.

• This enables you to accurately track service date changes for workers in Workday, reducing downstream impacts to calculations and improving reporting. Additionally, Workday now displays a Service Dates Change History table which enables you to see a report of all service date changes for the worker.
  
  

March Release Items

936 – Case Management – Add Email Notification to Case Reply

• In Progress
• Functional Area: Help/People Experience
• Agency Impact: All
• # EE's Impacted: 25,000
• Description: CHRO has requested an email be sent in addition to the internal notification, in Workday, for case replies to the case requestor.

• The employee that submits a help case will receive an email notification when the Case Solver has responded, it does not include the reply in the body of the email.
• Notifications for the Case Solver will remain the same.
• This feature is on for everyone across the enterprise, there is not a way to opt out of having the email send to the requestor.

• Communication: Multiple comms paths
  
  

Payroll & Time Tracking

Payroll Processing Day Reminder

March Run 1 (off-cycle) will process Mar. 26, 2025

Reminder that Payroll should not be making any entries on payroll processing days

• No entries on both Run 1 and Run 2
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin

Payroll Processing Date Reminder:

• Mar. 21 – BT deadline at 5 p.m.
• Mar. 25 – 5 p.m. cutoff to submit and approve time
• Mar. 26 – Run 1 payroll processing all day
• Mar. 26 and Mar. 27 – No daily check processing
  
  

OSGP Contribution Issue Update

Workday Team is in contact with OSGP to determine a timeline for resolution of the issue identified in February

• OSGP (VOYA) team is working with their IT to determine all impacted customers
• DAS will be doing a data comparison for all enrollments
• DAS will be working with OSGP on possible differences and how to make updates centrally
• Communication was sent out to Payroll and HR Partners, Feb. 14, 2025.
• Follow up communication went out last night via e-News and will go out to HR Community today
  
  

New Time Off App

A New Time Off App is coming!

• Anticipated go-live in May 2025
• Thank you to all the testers that volunteered
• Kick-off Meeting on Mar. 21, 2025

• Kick-off invites and details were sent to all testers on Mar. 14, 2025
  
  

Tips & Tricks for Business Processes

Need to see tasks you completed?

• Have you checked your Inbox Archive?
• Are they more than 90 days old?

• You can use the global search – View More Processes report
• Tips: Use a date parameter & filter the returned data in the report, if needed

Need to delete, cancel or reassign an inbox item?

• View Instructions sheet for tasks actions
  
  

Did you know: Reassignment of tasks

• Available options – are not all the same for all tasks
• You can request reassignment of task that is no longer actionable to you. For example, did you:

• Move to a new position and this is still in your inbox?
• Move to a new agency and this item did not get moved to your replacement before you left? You can use the action icon to request a reassignment.

• Agency Security Partners can reassign several different tasks such as:

• Assess Candidate, Complete Form I-9, Complete Form I-9 Section 3, Complete Manager Evaluation for Performance Review, Complete Manager Plan for Development Plan, Correct Time Off, Edit Position Restrictions, Edit Position Restrictions Additional Data, Interview, Public Profile Preferences, Reference Check, Request Time Off, Review Candidate, Screen, and Start Performance Review
  
  

General Information & Reminders

• On Monday we experienced a 70-minute outage in Workday. We initiated our communications plans; however, it was back up before they had been fully executed. We want to thank you for your patience and understanding, as we worked through it. Workday has confirmed it is resolved.
• Reminder for Seasonals Off Season, if they state they will not return, you will want to end them on their last day worked.
• Reminder to be checking for duplicate candidates and SSN entry errors.
• Workday Wednesday March Dates:

• April 2, 2025 - Meeting link to join the first Wednesday of the month
• April 16, 2025 - Meeting link to join the third Wednesday of the month

• Oregon1 next refresh is planned for April 5, 2025.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
• Please submit a help case in Workday if you have any questions about the information provided today.
  
  

In partnership,

The Workday Oregon Team

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​

Workday Release Updates

March Release Items

856 – Time to Fill Report Modification

• In Progress
• Functional Area: Recruiting | Reports
• Agency Impact: All
• # EE's Impacted: 501-2,500
• Description: Base the “Time to Fill" calculations on the date an Offer letter is sent, rather than the date the offer stage is completed. Agency time to fill averages will be more accurately reflected.
• Communication: Multiple comms paths
  
  

936 – Case Management – Add Email Notification to Case Reply

• In Progress
• Functional Area: Help/People Experience
• Agency Impact: All
• # EE's Impacted: 25,000
• Description: CHRO has requested an email be sent in addition to the internal notification, in Workday, for case replies to the case requestor. When you submit a Help Case, when the solver has responded, you will receive an email letting you know so you can go look at your case. It does not include the reply in the body of the email.
• Communication: Multiple comms paths
  
  

Release Strategy

When it comes to accepting changes in each of the Workday, Inc., bi-annual releases, there are several factors that need to be taken into consideration.

The Workday team takes a staged approach to rolling out adopted updates:

• The initial focus is on items that are automatically being made and communicating anything that will impact user experience.

• Several of the items we will look at today are related to accessibility updates.

• The second stage is on changes that require some kind of setup and will meet a need or enhance the user experience.
• The final stage is our evaluation remaining potential changes, these items may have a significant impact to user experience or might not be possible once fully evaluated.
  
  

Release Considerations

Each release cycle starts out with Cautious Optimism and ends in excitement, 'we'll take it', 'not for us, at least not yet...'.

Cautious Optimism:

These updates look GREAT!

I need to dig into each component to see if it:

• Is enabled
• Is truly doing what we think it should be based on the description
• Works with our configuration
  
  

Release Outcomes:

Excitement

• This is exactly what we need/want and will be a great update for user experience, aligns with the state's goals/objectives, helps employees, system/data best practices/management, etc.

We'll take it/We must take it:

• This isn't exactly what we needed/wanted but it's a step in the right direction, hopefully the next release will address our needs further.

Not sure us, at least not yet:

• We can't adopt this feature because of X... Such as, we don't have the subscriptions/module for this particular functionality, doesn't work for high volume transactions/employers of our size, public vs private sector, external vs internal access, CBA/Policy mandates, incompatible configuration, etc.

Note: We have a strong voice with Workday and the Public Sector employers who use Workday. We will continue to explore, advise and encourage that as many of these items possible align with the needs the state on all of your behalf. Please continue to share your ideas and recommendations through interactions with our Administrator teams in meetings, send in cases and we will continue to work towards making Workday work better for you as much as we can everyday.

Workday Release 2025R1

• Initially 205 items were reviewed
• Approximately 100 items getting another look

• 30 items need some kind of setup before they are available
• 70 items are automatically available
• Not all automatic items will impact user experience

• Approximate #'s by Functional Area

• Absence & Leave – 4
• Compensation – 3
• Help (Help Cases/Knowledge Articles) - 1
• HCM (Human Resources, Position Management, and Recruitment) - 25
• Learning & Extended Enterprise – 4
• Payroll & Time Tracking – 29
• Reporting | Security | Business Process | System – 30
  
  

Workday Release 2025R1 Universal Navigation Menu Update

On the Workday homepage, the menu navigation tab will be getting an update in May 2025 as am automatic release. For employees, this update will be a bit more straightforward with seeing information. This change will be most impactful for elevated users.

For employees, the menu drop-down list will be categorized as follows:

• Personal
• Organization
• More

For elevated users such as managers, the menu drop-down list could be categorized as follows:

• Configuration
• Learning Management
• People Support
• Recruiting
• Strategy
• Team
• Personal
• Organization
• More

There will not be a limit to all the different apps you can utilize on the Menu drop-down list. The configuration of the apps will not be customizable.

Note: Help Articles will need to be updated to reflect these changes. Over 150 articles have already been identified as needing to be updated. This endeavor will take some time to update.

Benefits and Pay Hub Updates

Benefits and Pay Hub will see a few minor updates:

• Add OSGP – Link to suggested links
• Change language under Most Recent Payslips

• Original text “Your next pay day (date)"
• Updated text “Your Most Recent Net Pay"

• Change help text in About Compensation Summary to “For questions about your compensation, please reach out to your Human Resources Office".
• Change language under Current Benefit Costs to “Does not include PERS Costs" - Cannot update due to configuration

Pay and Payroll Apps will be decommissioned as of Mar. 17, 2025, which is when the 2025 WD R1 will be in production.

Workday Release 2025R1 Learning and Extended Enterprise

Hide Inactive Learning Content from Global Search

• Workday now excludes all inactive learning content from the global search results for users with the Learning Admin access that includes Learning Partners and Content Creators. Global search results will display only learning content that is active and available for your learners.

Email Validation for External Learning Users

• Workday improves data quality and system resiliency by ensuring Extended Enterprise Learners have valid email addresses. This update will enhance data accuracy and prevent errors associated with known invalid email domains.

Media Security

• Workday Media Cloud updates video tokenization to improve security of your tenanted video media. When you become inactive while watching videos in Workday, the page will now automatically refresh after 5 minutes of inactivity (decreased from 4 hours).

Workday Release 2025R1 Human Capital Management

Enhanced Offboarding Resignation User Experience

• We update the user interface of these tasks on the Submit Resignation business process in order to deliver a guided experience as you complete the resignation process. Additionally, Workday adds a new worker information side panel on resignation tasks to users as they review or approve a resignation.

View Additional Organization on Org Chart Side Panel

• This feature provides workers and managers with the visibility they need to visualize and understand their organizational structure. Workday now displays an icon on the worker in the organization chart if the worker manages more than 1 active supervisory org or the worker has multiple positions.

Hire Employee Task Redesign

• The Hire Employee task redesign helps to streamline the hiring process and increase efficiency by reducing manual effort. Workday now displays a more intuitive and modern layout on the Hire Employee task.

Effective Dated Service Dates

This enables you to accurately track service date changes for workers in Workday, reducing downstream impacts to calculations and improving reporting. Additionally, Workday now displays a Service Dates Change History table which enables you to see a report of all service date changes for the worker.  (Currently on hold by Workday Inc)

Payroll & Time Tracking

Payroll Processing Day Reminder

February Run 2 (off-cycle) will process Mar. 10, 2025

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin

• Payroll Processing Date Reminder:
• Mar. 5 – BT deadline at 5 p.m.
• Mar. 7 – 5 p.m. cutoff to submit and approve time
• Mar. 10 – Run 1 payroll processing all day
• Mar. 10-Mar. 11 – No daily check processing
  
  

OSGP Contribution Issue Update

Workday Team is in contact with OSGP to determine a timeline for resolution of the issue identified in February

• OSGP (VOYA) team is working with their IT to determine all impacted customers
• DAS will be doing a data comparison for all enrollments
• DAS will be working with OSGP on possible differences and how to make updates centrally
• Communication was sent out to Payroll and HR Partners, Feb. 14, 2025.
• Follow up communication went out last night via e-News and will go out to HR Community today
  
  

New Time Off App

A New Time Off App is coming!

• Anticipated go-live in May 2025
• We need your help!

• Testers needed in the following role:
• Managers – Managers should select employees that report directly to them
• Employees
• Payroll Partners
• HR Partners
• Absence Partners

• New Time Off App Tester Sign-Up Form: https://forms.office.com/g/junfZ3TmXS

• Survey to sign up will close at end of day on Mar. 7, 2025
  
  

Agency Head Time Off Approver

What this role does?

• Approves time off requests to those assigned the Agency Head role
• Not a new role

Who should have this role?

• The following positions have been determined to meet the intent of the OAM (in order of preference):

• Deputy Director
• CFO (or equivalent)
• Board Chair

• What if you want someone different?

• Email chro.compliance@das.oregon.gov with your request & create a case with CHRO approval

• What do you do now?

• Work with your Security Partner to:
• Verify that your Agency Head has the Agency Head role
• Validate that you have an Agency Head Time Off Approver assigned

• How do you request either role?

• Create a case to Workday General Help
• Reminder: if you need to deviate from the OAM recommendations, please include the CHRO Compliance approval
  
  

Workday Exit Surveys

We welcome Patrick Moore and Krista Campbell, to talk about the HR Directors led Exit Survey Project!

• Patrick Moore - ODOT Human Resources Director
• Krista Campbell - CHRO Workforce Development Manager
• Jeff Vidal - Workday Team
  
  

Direct Links (these can also be sent ad hoc):

Exit Survey 2025 - Transferring Internally - https://wd5.myworkday.com/oregon/email-universal/inst/17219$199/rel-task/2997$10955.htmld   

Exit Survey 2025 - Transferring to another State Agency - https://wd5.myworkday.com/oregon/email-universal/inst/17219$209/rel-task/2997$10955.htmld

Exit Survey 2025 - Leaving State Service - https://wd5.myworkday.com/oregon/email-universal/inst/17219$189/rel-task/2997$10955.htmld

Reports:

• HCM | Exit Survey Detail by Question | 2025 Transferring Internally
• HCM | Exit Survey Detail by Question | 2025 Transfer to Another State Agency
• HCM | Exit Survey Detail by Question | 2025 Leaving State Service

General Information & Reminders

• If you experience unexpected behavior in Workday, such as an error on your screen when navigating, please create a case. If you are unable to create a case, please reach out to one of our Workday teams and we will create one for you. We watch cases to determine if we are experiencing issues systemwide and hearing from you is incredibly important, to monitor and identify trends.
• Reminder to be checking for duplicate candidates and SSN entry errors
• Workday Wednesday March Dates:

• Mar. 5, 2025 - Meeting link to join the first Wednesday of the month
• Mar. 19, 2025 - Meeting link to join the third Wednesday of the month

• Oregon1 will be refreshed this Saturday, Mar. 15, 2025.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
• Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​

Workday Release Updates

February Release Items

774: Time Off Request Analytic

• Functional Area: Absence Leave
• Agency Impact: All
• Employees Impacted: 2,500-10,000
  
  

792: Add Canopy information to Personal Protection Leave request approval notification and email message

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

825: Create 3 New Exit Surveys

• Functional Area: HR | System
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

854: Agency Head access to Domain: Worker Data: Time Off (Liability Reporting)

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: 101-500

880: Vacation (Termination Adjustment) Update

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

884: Straight time for holiday falling on Regular Days Off (RDO) populating for off season employees

• Functional Area: Time Tracking
• Agency Impact: Seasonal Agencies
• Employees Impacted: 101-500
  
  

895: Case Management Reports Enhancements

• Functional Area: Help
• Agency Impact: All
• Employees Impacted: 101-500
  
  

896: Adjust business process for ACA compliance Documentation

• Functional Area: Human Resources
• Agency Impact: Multiple
• Employees Impacted: 11-100
  
  

918: Create Time Off | Request – Final Results report

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: TBD
  
  

929: New Report: HCM | Average State and Company Service for Separations/Transfers (Temps Excluded)

• Functional Area: HR | Reports
• Agency Impact: All
• Employees Impacted: 2,501-10,000
  
  

R825 – New Exit Surveys Teaser

Dependent on the Workday Change Advisory Board (CAB) vote on Feb. 20, 2025, we will be adding three new Exit Surveys. They are:

• Termination – Leaving State Service (Updated)
• Change Job – Transferring Internally (New)
• Change Job – Transferring to Another State Agency (New)
  
  

Along with the three new Exit Surveys, we will have new Exit Survey Reports. They are called:

• HCM | Exit Survey Detail by Question | 2025 Leaving State Service
• HCM | Exit Survey Detail by Question | 2025 Transferring Internally
• HCM | Exit Survey Detail by Question | 2025 Transfer to Another State Agency

Note: CHRO will be at the next Workday Wednesday, Mar. 5, 2025, to discuss the project.

Note: Once the new surveys and reports are live, we will update the current report title with the end date of the previous data.

Payroll & Time Tracking

Payroll Processing Day Reminder

February Run 1 (on-cycle) will process Feb. 24, 2025

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please create a case for Workday Payroll Admin

• Payroll Processing Date Reminder:
• Feb. 19 – BT deadline at 5 p.m.
• Feb. 21 – 5 p.m. cutoff to submit and approve time
• Feb. 24 – Run 1 payroll processing all day
• Feb. 24-Feb. 25 – No daily check processing
  
  

Expiring Exempt Status

• Employees filing Exempt must update Exempt status in Workday annually
• Employees that have not updated Exempt Status as of Feb. 18, 2025, will default to Single on Feb. 19, 2025.
• We will send a follow up communication on Feb. 20, 2025, to Payroll Partners with instructions and access to the report that will detail employees defaulted to single
  
  

OSGP Contribution Issue

• What is the issue?

• OSGP (Deferred compensation and Roth) contributions changes listed in VOYA's recordkeeping system for some OSGP Participants does not match payroll deductions in Workday.

• How long has this been going on?

• DAS reached out in January 2025 and OSGP informed DAS that mismatches started occurring in October 2024.

• Do we know how many employees are impacted?

• DAS was given a list of 45 OSGP Participants to investigate. Once a data comparison between VOYA and Workday is done, a full list of OSGP Participants identified that were impacted to determine a solution.

• When will this be fixed?
  

• DAS is currently working with OSGP and YOYA to resolve this as soon as possible.

• What should I do if an OSGP Participant reaches out with an issue?

• Verify their benefits in Workday, then create a Help Case and provide proof of the OSGP Participant contributions in YOA's recordkeeping system.

• Can these missed contributions be made retroactively?

• No, OSGP does not have the capability to post retroactive contributions through their recordkeeper. However, an additional contribution could be made (see example below). OSGP and DAS recommend that you confirm the OSGP Participants contributions between VOYA recordkeeping system and Workday to ensure their contributions match moving forward. For any additional OSGP contribution changes, OSGP Participants can contact OSGP/VOYA Representative at 800-365-8494 for assistance.​
  

New Time Off App

A New Time Off App is coming!

• Anticipated go-live in May 2025
• We need your help! Testers needed in the following roles:

• Managers – Managers should select employees that report directly to them
• Employees
• Payroll Partners
• HR Partners
• Absence Partners

• Communication with more details will be sent out Feb. 19, 2025, to Payroll and HR Directors Contact lists

• Includes Time Off app testing participation form

Pay and Payroll Apps Going Away

• Reminder Notice: Benefits and Pay App rolled out in January and the Pay and Payroll Apps will be decommissioned as of Feb. 28, 2025.
• Workday Announcement reminding employees the Pay and Payroll apps are going away will be posted this week.

State Employee's Food Drive Donation

• 2025 Employee's Food Drive will run from Mar. 1 – Mar. 31, 2025
• Employees can access the Help Article below for detailed instructions on how to complete the form to make donation to the Governor's State Employees Food Drive

• Governor's State Employees Food Drive Deduction Help Article
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$1546/rel-task/2998$40834.htmld
• Once completed the Request will route to the Payroll Partner Workday Inbox
• Payroll Partner will create a “Pay Input" on the employee's profile for the amount requested on the form.

• 12 Monthly recurring donations will be deducted as follows:

• Start date will be April 1, 2025
• End date will be March 31, 2026
• For donations entered after April 1, the deductions will deduct going forward until end of March 2026

• One-time donations will be deducted in month of April 2025

• For one-time donations entered outside the month of April, use the current pay period

Cost Allocation by Earning Codes

• Cost Allocations by Earning Codes are setup to assign cost splits for multiple cost centers and must be setup on all earning codes for the employee to ensure earnings for the employee match the percentage split setup on the worker cost allocations

• Take into consideration the following earning codes that will need to be setup if you want these costs to split with the cost allocation. HEM, PEBB opt-out, Overtime, and all Time Off
• Help Article: Cost Allocation by Earning Codes on a Worker
  
  https://wd5.myworkday.com/oregon/email-universal/inst/25755$81/rel-task/2998$40834.htmld

• Cost Allocation by Earning Code splits are assigned to the worker

• There is an integration that runs nightly to look for cost allocations by earning codes on terminated or transferred employees and will systematically end cost allocations
• Agencies are still recommended to follow Help Article listed above to end Cost Allocation by Earning Codes for Workers as they are aware of those that need to be ended
• If you are seeing cost allocations not ended as expected, please create a case

Labor Cost Code Resources

• Workday Costing Overview Current State Report contains an overview of costing including Cost allocation splits and references to help articles
• Workday Costing Overview - https://wd5.myworkday.com/oregon/email-universal/inst/21037$33626/rel-task/2998$33471.htmld

Workday Tips & Knowledge Share

Workday Knowledge Articles

• Workday Lingo – Crosswalk/Terminology: https://www.oregon.gov/das/HR/Documents/Workday Terminology Glossary.pdf
• Depending on your role, you will only be able to view certain knowledge articles

• Employee
• Manager
• Specialized Role

• Tips on searching:

• Partial words
• Use the lingo
• Find a related article
• What is the business process name?
• Layers of business process: what is it related to?

• You can utilize the Help Center or add the Help Dashboard App

Creating a Help Case for the Workday Team

Please make sure to include:

• First and Last Name
• OR#
• Action/event that you need help processing/correcting
• Effective dates of any events you need assistance with

Reminders when creating a case:

• Be concise and only include pertinent details
• Extra helpful if you use the 'About' field
• When asking for assistance with a comp correction, please include Grade Profile, Step, and Salary Rate. Make sure to check for any subsequent comp segments that need corrected
• If you need help with a union/representation correction, please provide full union name
• Use exact business process name/title (example – Job Change is not a Hire)
• Try replying to existing case before submitting a follow up case on the same issue
• If you have a list of people who need the same update/correction putting them in an attached spreadsheet and submitting one case instead of multiple cases
• We only rescind an action as a last resort

Process or Policy?

• If you need help with Workday processing, submit a Help Case
• If you need direction on questions about CBA/policy, email CHRO
• If you are not sure which way it should go, submit a case to Workday | General Support and we will point you in the right direction

ACA Updates

ACA Questionnaire

• Edit Position – We have updated the business process so the questionnaire will only pop up if the Edit Position reason used is 'Employee Type Change Only' and the Employee Type is Temporary
• Job Change for agency transfer

• We were able to make it so 'Proposed HR Partner' only gets task
• Still working on 'Proposed Agency Payroll Partner'. If you are Agency Payroll Partner for former agency, you can disregard the task, and once it is completed, it will be removed from your tasks

General Information & Reminders

• If you experience unexpected behavior in Workday, such as an error on your screen when navigating, please create a case. If you are unable to create a case, please reach out to one of our Workday teams and we will create one for you. We watch cases to determine if we are experiencing issues systemwide and hearing from you is incredibly important, to monitor and identify trends.
• Workday Wednesday March Dates:
  

• Mar. 5, 2025 - Meeting link to join the first Wednesday of the month
• Mar. 19, 2025 - Meeting link to join the third Wednesday of the month

• Oregon1 will be refreshed this Saturday, Feb. 22, 2025.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
• Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

February Release Items

774: Time Off Request Analytic

• Functional Area: Absence Leave
• Agency Impact: All
• Employees Impacted: 2,500-10,000
  
  

792: Add Canopy information to Personal Protection Leave request approval notification and email message

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

825: Create 3 New Exit Surveys

• Functional Area: HR | System
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

874: Agency Heads Leave Payout Process

• Functional Area: HR
• Agency Impact: All
• Employees Impacted: 101-500
  
  

880: Vacation (Termination Adjustment) Update

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: 25,000+
  
  

895: Case Management Reports Enhancements

• Functional Area: Help
• Agency Impact: All
• Employees Impacted: 101-500
  
  

918: Create Time Off | Request – Final Results report

• Functional Area: Absence & Leave
• Agency Impact: All
• Employees Impacted: TBD
  
  

Payroll & Time Tracking

Payroll Processing Day Reminder

January Run 2 (off-cycle) will process Feb. 10, 2025

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Feb. 5 – BT deadline at 5 p.m.
• Feb. 7 – 5 p.m. cutoff to submit and approve time
• Feb. 10 – Run 1 payroll processing all day
• Feb. 10-Feb. 11 – No daily check processing
  

Benefits and Pay Hub Timeline

Benefits and Pay Hub is now live:

• CAB Approval – Jan. 23, 2025
• Pay and Benefits Hub – Move into production Jan. 27, 2025
• Pay and Payroll apps are still available until Feb. 28
• Workday Announcement posted for all employees Jan. 27, 2025
• Help Articles Updated Jan. 27, 2025
  
  

Expiring Exempt Status

• Employees filing Exempt must update Exempt status in Workday annually
• Employees have until Feb. 17, 2025, to update Exempt status
• Payroll Partners can run the following reports in Workday to identify employees that may need to update their Exempt status

• Expiring Federal Tax Elections Report for Exempt Workers
• Expiring State Tax Elections Report for Exempt Workers
• Report instructions available in Workday Drive
  
  

State Employee's Food Drive Donation

• 2025 Employee's Food Drive will run from Mar. 1 – Mar. 31, 2025
• Employees can access the Help Article below for detailed instructions on how to complete the form to make donation to the Governor's State Employees Food Drive

• Governor's State Employees Food Drive Deduction Help Article
• https://wd5.myworkday.com/oregon/email-universal/inst/25755$1546/rel-task/2998$40834.htmld
• Once completed the Request will route to the Payroll Partner Workday Inbox
• Payroll Partner will create a “Pay Input" on the employee's profile for the amount requested on the form.

• 12 Monthly recurring donations will be deducted as follows:

• Start date will be April 1, 2025
• End date will be March 31, 2026

• One-time donations will be deducted in month of April 2025
  
  

Workday Wednesday Feedback Survey Results

Huge thank you to everyone who responded to the survey.  We received over 70 responses.  Really appreciate it! Here are the results...

• How satisfied are you with your overall Workday Wednesday meeting experience?

• Average Rating: 4.34

• Are key messages and objectives being communicated clearly?

• Average Rating: 4.31

• How relevant is the content to your role?

• Average Rating: 4.34

• Are the meeting dates and time convenient for you?

• Average Rating: 4.72

• Are the meeting materials (agenda, slides, handouts) helpful and well-prepared?

• Average Rating: 4.59

• Are you in favor of keeping the meeting frequency of twice a month OR would you be in favor of moving to once a month (with special meetings as needed)?

• Continue twice a month meeting: 70%
• Move to once-a-month meetings (with special meetings as needed): 30%
  
  

Workday Wednesday Feedback Results

Common Themes:

• Start the meetings on time. Giving extra time for late arrivals, punishes those that arrive on time
• More Demos!
  
  

Items Respondents Would Like to See More of:

• Business Process History Interpretation
• Employee Lifecycle in Workday
• Case Management Overview
• Reporting Tips and Tricks
• How and where to find Knowledge Articles

We will continue to work as much of these as possible into future Workday Wednesdays, including some today!

Learning, Tips, and Reminders

Business Process History

References to Business Process History can be found in the following Knowledge Articles:

• Cancel a Business Process Worker History by Category Manage Business Process for Terminated Worker Extended Leave, Correct or Rescind Edit Position, Correct or Rescind
  
  

PERS Contribution Start Date

• PERS Contribution Start Date always a 1^st of the month effective date
• Happens after completion of six full calendar months
• Examples:

• Hired 2/1, PERS Pickup 8/1
• Hired 2/8, PERS Pickup 9/1
• Start Date cheat sheet on CPERS website

• If someone is eligible upon hire, that means they already had a PERS Pickup sometime in the past
• Questions?

• Do your PERS Status Check as early as possible
• PERS info – contact CPERS
• Processing – submit WD Help case
  
  

General Information & Reminders

• Please join us in welcoming Grant Yoder, from DOC as our new Workday Recruitment Administrator
• Next Workday Wednesday:

• Feb. 19, 2025

• Oregon1 will be refreshed this coming weekend, February 8, 2025
• Case Management Reminders – We are seeing an increase in agency Case Solvers reassigning their end users to the Workday Team. Reminder, the Workday Team's Customers are HR/Payroll/Learning elevated role users. For cases that get misassigned to the Workday team, we will reassign them back to the agency and include an internal note with an explanation.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
• Please submit a help case in Workday if you have any questions about the information provided today.​
  
  

In partnership,

The Workday Oregon Team

​​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

January Release Items

326: Union dues should only deduct from the position represented by that union not all positions

• Functional Area: Payroll
• Agency Impact: Multiple
• Employees Impacted: <10
  

394: Employees with the Judicial Branch should not receive AST as all time counts for OT

• Functional Area: Time Tracking
• Agency Impact: Judicial Branch
• Employees Impacted: 501-2500
  

567: Unscheduled straight time not calculating correctly on part-time employees when paid time off is used in the same day

• Functional Area: Time Tracking
• Agency Impact: Multiple
• Employees Impacted: 101-500
  

633: OR Department of Emergency Management – REPR Name Change & Acronym Update

• Functional Area: HR | Absence & Leave | Comp
• Agency Impact: OEM
• Employees Impacted: 101-500
  

667: AFSCME Security plus who exempt but OT eligible should get comp time not straight time

• Functional Area: Time Tracking
• Agency Impact: ODOC
• Employees Impacted: 101-500
  

786: Update Earning Code Premium – Exempt Fire and Emergency 1.5 to include allowances

• Functional Area: Payroll
• Agency Impact: Multiple
• Employees Impacted: 101-500
  

789: Adopt Employee Self-Service (ESS) Benefits and Pay Hub

• Functional Area: Benefits | Payroll | Time Tracking
• Agency Impact: All
• Employees Impacted: 25k+
  

812: My Information Questionnaire on the job application – Identify Prior Workers

• Functional Area: Recruiting
• Agency Impact: All
• Employees Impacted: N/A
  

820: Create new time entry/earning codes for OSH

• Functional Area: Payroll | Time Tracking
• Agency Impact: OHA – OSH
• Employees Impacted: <10
  

833: Update Request Framework Language – Manager Role Assignment and Removal

• Functional Area: HR | Business Process
• Agency Impact: All
• Employees Impacted: 501-2500
  

846: Update aggregate calculation for Hourly Employee's Hours for Allowances

• Functional Area: Payroll
• Agency Impact: All
• Employees Impacted: 11-100
  

855: Update security and add prompt to HCM | Current Delegations by Organization report

• Functional Area: HR | Payroll | Recruiting
• Agency Impact: All
• Employees Impacted: 501-2500
  
  

Payroll & Time Tracking

Payroll Processing Day Reminder

January Run 1 (on-cycle) will process Jan. 27, 2025

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Jan. 22 – BT deadline at 5 p.m.
• Jan. 24 – 5 p.m. cutoff to submit and approve time
• Jan. 27 – Run 1 payroll processing all day
• Jan. 27-Jan. 28 – No daily check processing
  

Payroll Processing Calendar

• 2025 Payroll Processing Calendar is available in Workday:
• https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld
  

Year End No Retro Date Change

No Retro Prior Period To (NRPPT) dates was changed as follows:

• NRPPT date was moved to Dec. 1,2024, for all employees after Dec. Run 1 payroll processing completed on Dec. 26, 2024.

• 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.
  

2024 W-2 Processing

• Thank you to everyone that opted out of paper W-2

• As of Jan. 6, 2025, we have 6178 employees that have elected electronic W-2
• Employees can still opt out of paper W-2 at anytime

• 2024 W-2's will be processed as follows:

• W-2's will be available in Workday no later than Jan. 31, 2025
• Electronic copies will be available for employees before paper copies are received
• Paper copies must be post marked by Jan. 31, 2025
• Addresses on file as of Jan. 9, 2025, will be used for mailing W-2's
• Data generated and will be sent to DAS Print Plant this week

• DAS Publishing and Distribution will print and mail as they did last year

• Agencies will be billed for mailing costs for their agency W-2's
  

Opt Out of Paper W-2 in Production

• Workday Announcement was updated Jan. 6, 2025, with agency standing of percentage of employees that have opted out of paper W-2
• Opt Out W-2 Infographic: https://wd5.myworkday.com/oregon/d/inst/21037$34078/rel-task/2998$33471.htmld
  

Benefits and Pay Hub Implementation Timeline

• Jan. 9-Jan. 15: Focus Group Review
• Jan. 13: Focus Group FAQ
• Jan. 15: Focus Group Review Completed
• Jan. 16: Updates from feedback in OR1
• Jan. 20: Focus Group Review of Changes (TBD)
• Jan. 23: Update Help Articles Related to Benefits and Pay – Includes video
• Jan. 23: CAB Approval
• Jan. 27: Move Benefits and Pay Hub into Production
• Jan. 27: Publish Help Article Updates
• Jan. 27: WD Announcement with Help Article Containing Video
• Jan. 27: Email Payroll Partner and HR Partners
  

Retro Corrections

• Questions?

• Policy – chro.compliance@das.oregon.gov
• Workday Process – Submit a Workday | General Help Case
  

Compensation

Cost of Living Adjustment (COLA)

• Effective January 1, 2025
• All phases were complete as of 1/2/25, and the Workday announcement was updated.
• Please complete validation of workers compensation as well as review and update variable dollar allowances (such as work out of class), as appropriate.
• Agencies will want to complete their validation/updates by Jan. 24, 2025.
• Note: The Workday team usually gets an influx of compensation and payroll related cases as the payroll run nears – so to avoid delays, please submit issues as soon as possible.
• Carefully review the compensation for candidates who are being hired or job changed.
• The full COLA announcement is posted in Workday.
  

Job Profile Effective Dated Fields – Workday 2024R2

• As of 1/14/25, active job profiles should be updated/corrected, as well as impacted inactive job profiles (for historic data).
• The issue did not impact the CMP | Workers with Mismatched Job Profile/Grade Profile report.
• Recommend running the mismatched report above and re-reviewing workers that appear on this report. If you have questions about a worker or group of workers on the report, you can submit a help case.
  

A Few Helpful Reports

• CMP | Workers Off-Step (within Range)
• CMP | Workers Above Max or Below Min
• CMP | Workers with Mismatched Job Profile/Grade Profile
• CMP | Compensation Changes for Workers with Amount Allowance Plan
• CMP | In Progress Compensation Changes
• HCM | Employee Events by Selection Report
• HCM | Current Worker Detail Report
• Additional reports available in the Human Resources Reports App
  
  

General Information & Reminders

• The Workday Recruitment Administrator recruitment is closed. We expect to share at our next Workday Wednesday who will be joining us.
• Workday Wednesday February Dates:

• Feb. 5, 2025
• Feb. 19, 2025

• Oregon1 refresh is on hold until the end of January
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
• Workday Wednesday Experience Survey is now closed. Huge thank you for the responses! It validated a lot about what we are doing, what we should continue, and we will be looking at the recommendations to work toward making future meetings even better.
• Please submit a help case in Workday if you have any questions about the information provided today.​
  
  

In partnership,

The Workday Oregon Team

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

December Release Items

242: Agency Name Change Office of Public Defense Services (OPDS) to Oregon Public Defense Commission (OPDC) & move under Exec. Branch

• Functional Area: HR
• Update Requirements: Name change effective Jan. 1, 2024. Move from Judicial to Executive Branch effective Jan. 1, 2025.
  

377: Create new role for I-9 Processing Only

• Functional Area: HR
• Update Requirements: Need a role that is specific to processing I-9's that is not the Workforce Liaison role.
  

405: AEE Exempt should be allowed to earn comp time at 1.5 in lieu of OT

• Functional Area: Time Tracking
• Update Requirements: When an exempt AEE employee enters time and receives OT, the receive comp time work tag should be available to allow them to earn comp time and not just cash.
  

443: Review & Improve compliance for ACA Documentation

• Functional Area: HR
• Update Requirements: ACA eligibility review added to Hire and Job Change Business Processes (BP) when the employee type chosen is Temporary, and Edit Position for Employee Type Temporary BP.
  

475: New Supervisory union needed for Semi-Independent – Appraiser Certification and Licensure Board

• Functional Area: HR
• Update Requirements: ACLB (semi indep/non240) needs a management/supervisory union (WAS).
  

687: DOC Nurses Shift Differentials are not populating correctly

• Functional Area: Time Tracking
• Update Requirements: Employees who are health services need to earn shift differential according to their CBA.
  

719: IBEW union at Leg needs time calculations for daily/weekly Overtime, all Leg employees need time calc fixed

• Functional Area: Time Tracking
• Update Requirements: When the new union was created, no time calculation rules were created for them. In addition, all non-exempt LEG employees should have the same time calculation, which is only Holiday counts as time worked, no other paid leave.
  

746: All Time Off Plan eligibility for Multiple Job Workers must have start and end date eligibility

• Functional Area: Absence & Leave
• Update Requirements: Employees that go in and out of Multiple Job Worker positions need to have their prior time off requests reduce from their balances.
  

781: IAFF PANG Changing Schedules/FLSA Calendars

• Functional Area: Time Tracking
• Update Requirements: The PANG firefighters will have 3 new schedules. Will need to create new schedules (cannot effective date the change in the current schedules) and update the FLSA period for each.
  

783: AFSCME Physicians at DOC on-call needs comp time option

• Functional Area: Time Tracking
• Update Requirements: Per their CBA, AFSCME physicians at DOC should have an option for comp time when on call in lieu of cash.
  

791: Yearly Update of OR-OSHA 300A Reports

• Functional Area: HR
• Update Requirements: Update OR-OSHA 300A logs to 2024 reporting year.
  

793: Do not unlock time entry dates after Run 2 for the prior month

• Functional Area: Time Tracking
• Update Requirements: After any mid-month payroll run, lock time entry prior to next run 1 for employees only. Managers and Payroll Partners will have the ability to update and submit/approve time entry for employees after time entry is locked for the employees.
  

794: Add two required reasons to Disaster Relief Leave

• Functional Area: Absence & Leave
• Update Requirements: When requesting Disaster Relief Leave the employee will be required to select one of two reasons – Disaster Relief and Recovery or Search and Rescue.
  

795: Move the no retro NRPPT date for end of year 2024

• Functional Area: Payroll
• Update Requirements: As part of the year end process, standardize the practice of moving the no retro NRPPT date to at minimum align with the start of the new tax year, which is December 1.
  

796: Update remaining FLSA Calendars that are incorrect

• Functional Area: Payroll
• Update Requirements: Need to update the FLSA Calendar rules to correct the several CBAs.
  

798: Update EXCLUDES... Temporary Employees... Period End Date eligibility rule to include if terminated look at Start Date

• Functional Area: Absence & Leave
• Update Requirements: When temporary employees are terminated, they should not be eligible for Vacation | Time Off (Termination Adjustment)
  

799: Replace two seasonal report with updated report

• Functional Area: Absence & Leave
• Update Requirements: Provide a report that uses Extended LWOP calculation to more accurately estimate Vacation and Sick Leave accruals if it is not possible for the agency to wait for the automatic update.
  

800: Update “VOID After" wording on Payroll and Misc. Payment Checks

• Functional Area: Payroll
• Update Requirements: Change wording on physical checks to “Void After 1 Year from Date of Issue".
  

801: Update eligibility for Vacation | Accrual (Additional) | November 1^st | AFSCME & AOCE

• Functional Area: Absence & Leave
• Update Requirements: Prohibit ineligible employees from accruing leave associated with Vacation | Accrual (Additional) | November 1^st | AFSCME & AOCE, while allowing eligible terminated employees to continue to post the appropriate accruals.
  

803: Modify INT001_Studio_W2_AnnualTaxOut to Update EFW2 file for Metro and Multnomah tax requirements

• Functional Area: System
• Update Requirements: The W2 template needs to be updated for METRO and MULT file upload to Portland Revenue portal.
  

804: Time Tracking | My Team's Scheduled vs. Reported Hours

• Functional Area: Time Tracking
• Update Requirements: New Report for Managers to review time for multiple employees at one time.
  

805: PAY | Earnings by Month/Year of Earning

• Functional Area: Payroll, Time Tracking
• Update Requirements: New Report for Agency Payroll Partners and Payroll Administration to view Earnings by the Month/Year Earned.
  

814: Add Follow-up Dates functionality to Help Case Types and Categories (Added to Production on 12/6/2024)

• Functional Area: Help
• Update Requirements: Turn On Case Follow-Up Date Functionality
  

822: Repair Competency Report

• Functional Area: HR
• Update Requirements: Competency Report is pulling blank columns. Update report to show correct columns.
  

823: Special Day of Leave granted to all policy eligible employees for 2025

• Functional Area: Absence & Leave
• Update Requirements: Allow policy eligible employee to request special day in 2025.
  

824: Update Domain Security Policy: Time Tracking Exempt from Lockout to add managers

• Functional Area: Time Tracking
• Update Requirements: Need to update security so managers are exempt from the lockout from R793.
  

828: RPT 2024 CHRO annual Training Status Report

• Functional Area: Learning
• Update Requirements: 2024 versions of Annual Required Training Status Report.
  

831: Correct Seasonal Integration Validation Error

• Functional Area: HR
• Update Requirements: Need INT307 Seasonal Movement On/Off Season Change, updated to recognize dates in 2025.
  
  

Payroll & Time Tracking

Payroll Processing Day Reminder

December Run 1 (on-cycle) will process Dec. 26, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Dec. 20 – BT deadline at 5 p.m.
• Dec. 24 – 5 p.m. cutoff to submit and approve time
• Dec. 26 – Run 2 payroll processing all day
• Dec. 26-Dec. 31 – No daily check processing
  

Payroll Processing Calendar

• 2025 Payroll Processing Calendar is available in Workday:
• https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld
  

Time Entry Lock for Employees

• Time Entry Lock for employees only through year end will be as follows:
• After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
• After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025

• Communication was shared in November and December with Payroll Partners regarding time entry lock
• For questions on this topic, create a Help Case for OSPS | Central Payroll
  

Year End No Retro Date Change

No Retro Prior Period To (NRPPT) dates will change as follows:

• No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing completes on Dec. 26, 2024.
  
• 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.
  

Year End 2024 Timeline

• Nov. 18, 2024
• Federal & State tax adjustment help cases due

• Nov. 20 (Run 1)
• Non-cash taxable reimbursements entered in November pay period
• Overpayment Gross-ups

• Dec. 6 (Nov. Run 2)
• Underpayments deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November pay period

• Dec. 23 (Dec. Run 1)
• December terminations cutoff date for all final payment requests for tax year 2024
• All information must be entered on the spreadsheet

• Dec. 26-31 (Blackout dates)
• No off-cycle payments will be issued

• End of December / Early January
• Review Deceased Report
  

Opt Out of Paper W-2 in Production

• Please distribute the message to your internal agency communications network
• Below are items to keep in mind for employees:

• Knowledge Article provides step for employees to Opt Out of Paper W-2
• W-2's will be available in Workday no later than Jan. 31, 2025
• Electronic copies will be available for employees before paper copies are received
• Paper copies must be post marked by Jan. 31, 2025

• Payroll Partners can run a report for employee printing elections:

• AUD | W-2 Printing Elections for All Employees

• DAS Publishing and Distribution will print and mail as they did last year

• Agencies will be billed for mailing costs for their agency W-2's

• Workday Announcement was updated Dec. 13 with agency standing of percentage of employees that have opted out of paper W-2

• Opt Out W-2 Infographic - https://wd5.myworkday.com/oregon/d/inst/21037$34078/rel-task/2998$33471.htmld​
  
  

ACA Process Update

• Questions?
  
• Policy – chro.compliance@das.oregon.gov
• Process – Submit WD Help case
  
  

Compensation

Cost of Living Adjustment (COLA)

• Effective January 1, 2025
• Recommend completing any in-progress compensation related items (such as request compensation changes, job changes, hires, etc.) that are effective on or before Dec. 31, 2024.
• Recommend waiting to initiate compensation related actions effective on or after Jan. 1, 2025, so they can be initiated within Workday with the updated COLA salary.
• Several reports are available for use to find in progress and future dated events for employees.
• Carefully review the compensation for candidates who are being hired or job changed.
• Announcement posted in Workday with full details.

Other Compensation Reminders/Updates

Workday 2024R2 Job profile effective dated fields update:

• Still working with Workday to correct the Job Profiles that are missing Grade Profiles (part of the September Workday Release). This does impact the report: CMP | Workers with Mismatched Job Profile/Grade Profile.

A few Compensation Related reports:

• CMP | Workers Off-Step (within Range)
• CMP | Workers Above Max or Below Min
• CMP | Workers with Mismatched Job Profile/Grade Profile
  
  

General Information & Reminders

• Workday Wednesday January dates are (updated from Dec. 18, 2024, meeting feedback):
  
• Jan 1, 2025 – NO MEETING the first Wednesday of the month
• Jan. 15, 2025 – same meeting link for the third Wednesday of the month

• Oregon1 will be refreshed on Dec. 28, 2024.
• Effective dates defaulting to 2025, please carefully review your effective dates when processing actions to ensure they are in the correct year.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
• Workday Wednesday Experience Survey is now closed, thank you to everyone who responded!
• Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

12/04/24 - Workday Meeting Recap

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​

Workday Release Updates

December Release Items

242: Agency Name Change Office of Public Defense Services (OPDS) to Oregon Public Defense Commission (OPDC)

• Functional Area: HR
  
  

377: Create new role for I-9 Processing Only

• Functional Area: HR
  
  

405: AEE Exempt should be allowed to earn comp time at 1.5 in lieu of OT

• Functional Area: Time Tracking
  
  

443: Review & Improve compliance for ACA Documentation

• Functional Area: HR
  
  

475: New Supervisory union needed for Semi-Independent – Appraiser Certification and Licensure Board

• Functional Area: HR
  
  

687: DOC Nurses Shift Differentials are not populating correctly

• Functional Area: Time Tracking
  
  

719: IBEW union at Leg needs time calculations for daily/weekly Overtime, all Leg employees need time calc fixed

• Functional Area: Time Tracking
  
  

746: All Time Off Plan eligibility for Multiple Job Workers must have start and end date eligibility

• Functional Area: Absence & Leave
  
  

781: IAFF PANG Changing Schedules/FLSA Calendars

• Functional Area: Time Tracking
  
  

783: AFSCME Physicians at DOC on-call needs comp time option

• Functional Area: Time Tracking
  
  

791: Yearly Update of OR-OSHA 300A Reports

• Functional Area: HR
  
  

793: Do not unlock time entry dates after Run 2 for the prior month

• Functional Area: Time Tracking
  
  

794: Add two required reasons to Disaster Relief Leave

• Functional Area: Absence & Leave
  
  

795: Move the no retro NRPPT date for end of year 2024

• Functional Area: Payroll
  
  

796: Update remaining FLSA Calendars that are incorrect

• Functional Area: Payroll
  
  

798: Update EXCLUDES... Temporary Employees... Period End Date eligibility rule to include if terminated look at Start Date

• Functional Area: Absence & Leave
  
  

799: Replace two seasonal report with updated report

• Functional Area: Absence & Leave
  
  

800: Update “VOID After" wording on Payroll and Misc. Payment Checks

• Functional Area: Payroll
  
  

801: Update eligibility for Vacation | Accrual (Additional) | November 1^st | AFSCME & AOCE

• Functional Area: Absence & Leave
  
  

803: Modify INT001_Studio_W2_AnnualTaxOut to Update EFW2 file for Metro and Multnomah tax requirements

• Functional Area: System
  
  

804: Time Tracking | My Team's Scheduled vs. Reported Hours

• Functional Area: Time Tracking
  
  

805: PAY | Earnings by Month/Year of Earning

• Functional Area: Payroll, Time Tracking
  
  

814: Add Follow-up Dates functionality to Help Case Types and Categories (Added to Production on 12/6/2024)

• Turn On Follow-Up Date Functionality
• Edit Case Solving Team Name from “Workday | Central Payroll Support" to “OSPS | Central Payroll Support"
• Create Case Type Category of OSPS Central Payroll Support
• Create Case Type Category of Workday Support for Elevated Role Users
• Move “OSPS | Central Payroll Support" Case Solving Team to the OSPS Central Payroll Support Category
• Move all remaining “Workday | ..." Case Solving Teams to the Workday Support for Elevated Role Users
• Inactivate the following Case Solving Teams:
• Chief Human Resource Office
• CHRO Policy
• CHRO Workforce Development
• CHRO Labor Relations
  

815: INT014: Put Cost Center Enhancement

• Functional Area: Payroll, HR, Time Tracking
  
  

818: 2024 Payroll Year End Process

• Functional Area: Payroll
  
  

Leave Payout Request App

• The new leave payout app was launched on December 2, 2024.
• The app is found on the worker profile, absence, leave payout tab. The process is essentially the same as it is in request framework, it is just housed in a different location.
• The new process will only provide the options that an employee is eligible for under their union/representation. A few exceptions apply.
• An announcement will be posted in Workday regarding the new Leave Payout Request App.
• Help Articles below are now updated with steps for each role in the process which includes employee, manager, and payroll:

• Create Leave Payout Request, Employee
• Approve Leave Payout Request, Manager
• Approve and Process Leave Payout Request, Payroll

• If you identify a leave payout that is not available to an employee and should be, please submit a help case indicating which union and the authority that allows for payout (policy, statute, CBA).

Case Management Updates

• Updated Case Types, and Case Type Categories
• New case Follow-Up Date functional

Payroll & Time Tracking

Payroll Processing Day Reminder

November Run 2 (off-cycle) will process Dec. 09, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Dec. 04 – BT deadline at 5 p.m.
• Dec. 06 – 5 p.m. cutoff to submit and approve time
• Dec. 09 – Run 2 payroll processing all day
• Dec. 09 and Dec. 10 – No daily check processing
  
  

Time Entry Lock for Employees

• Time Entry Lock for employees only through year end will be as follows:
• After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
• After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025

• Employees can work with their manager to make time entry adjustments for locked pay periods.
• Employees and managers can reach out to payroll offices for guidance as needed.

• Communication was sent out via e-News Nov. 15, 2024
• Sample communication was provided for employees and managers
• Payroll is encouraged to work with internal communications teams to ensure communication is distributed to employees and managers
• Time Entry lock for employees will be added to the Payroll Calendar for 2025
  
  

Year End No Retro Date Change

No Retro Prior Period To (NRPPT) dates will change as follows:

• No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
• Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees

• 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.
  
  

Year End 2024 Timeline

• Nov. 18, 2024
• Federal & State tax adjustment help cases due

• Nov. 20 (Run 1)
• Non-cash taxable reimbursements entered in November pay period
• Overpayment Gross-ups

• Dec. 6 (Nov. Run 2)
• Underpayments deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November pay period

• Dec. 23 (Dec. Run 1)
• December terminations cutoff date for all final payment requests for tax year 2024
• All information must be entered on the spreadsheet

• Dec. 26-31 (Blackout dates)
• No off-cycle payments will be issued

• End of December / Early January
• Review Deceased Report

Payroll Processing Calendar

• 2025 Payroll Processing Calendar is available in Workday:
• https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld

Opt Out of Paper W-2 in Production

• Below are items to keep in mind for employees:

• Help Article provides steps for employee to opt-out of paper W-2
• W-2's will be available in Workday no later than Jan. 31, 2025
• Electronic copies will be available for employees before paper copies are received
• Paper copies must be post marked by Jan. 31, 2025

• Payroll Partners can run a report for employee printing elections:

• AUD | W-2 Printing Elections for All Employees

• DAS Publishing and Distribution will print and mail as they did last year

• Agencies will be billed for mailing costs for their agency W-2's

• Workday Announcement was updated Nov. 19 with Agency standing of percentage of employees opted out of paper and message sent via e-News
• Next infographic updated scheduled for Dec. 13, 2024
• Opt-Out W-2 Infographic: https://wd5.myworkday.com/oregon/d/inst/21037$34078/rel-task/2998$33471.htmld

ACA Process Update

• Purpose
• Converted paper eligibility worksheet to a Workday questionnaire
• Added questionnaire to Hire, Job Change, and Edit Position BPs if Employee Type is temp
• Updated offer of coverage form and process
• New reports
• Potential training(s)
• Demo at next Workday Wednesday (Dec. 18)
• Question?

• Policy – chro.compliance@das.oregon.gov
• Process – Submit WD Help case

Clarification of Roles Within Workday and CHRO

• The full memo was shared on Nov. 21, 2024, at the HR Directors meeting and emailed to them that same week. Please take some time to read the memo when you can. We just wanted to help make sure everyone was informed on this.
• As Workday is no longer under CHRO, this memo provides some clarifications for everyone.
• Full memo: https://wd5.myworkday.com/oregon/d/inst/21037$34245/rel-task/2998$33471.htmld
  

Updated Process

Below is the language on the memo explaining some changes to processes:

2. Agencies contact CHRO through the existing and normal methods for -

• HR/Labor-related questions using the already established methods
• Requesting additional employee demographic information be captured in Workday
• CHRO will submit a help case with approved system-related changes

3. Agencies contact Workday -

• To complete employee actions in the system (pending review of processes that can be delegated back to agencies noted in #6 below)

• Workday will complete the requested actions

• To request assistance with processing employee actions in the system

Note: There is an FAQ published on the CHRO Policy page related to State Employee Demographic information, including what it is in the Workday system, who has access to that data, and who to contact if agencies would like to see additional data.

5. If Workday receives a help case related to HR policy or guidance, they respond to the help case using the standard response -

• Thank for contacting Workday, we are here to help you with issues related to the Workday system. Please contact CHRO with HR-related questions at the appropriate email address for assistance.

• Chro.investigations@das.oregon.gov
• LRU@das.oregon.gov
• Chro.policy@das.oregon.gov
• Chro.training@das.oregon.gov
  
• Chro.hr@das.oregon.gov
• Chro.recruiting@das.oregon.gov
  

General Information & Reminders

• Oregon1 will be refreshed on Dec. 7, 2024
• When creating cases, please include OR#, name, and important details including dates
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
• Workday Wednesday Experience survey: 
  
• Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

​​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​

Workday Release Updates

November Release Items

112 – Create Retro earning codes that do not impact FLSA calculations

• Functional Area(s): Payroll
• Agency Impact: All
• # of Employees Impacted: 25k+
• Description: Need new earning codes for retro transactions that are only used on retro periods where the NRPPT date prevents the retro pay from picking up. The codes need to not impact the employees FLSA rate, and there will be one that is for PERS subject wages and one that is not.
• Status: Completed – Live in Production now
  
  

318 – SEIU-AST must calculate when inclement weather is used in same week

• Functional Area(s): Payroll
• Agency Impact: Multiple
• # of Employees Impacted: 2,501-10k
• Description: Per the SEIU CBA Inclement Weather paid time off is not considered hours worked for OT purposes. This time calculation is not working and needs to be adjusted.
• Status: Completed – Live in Production now
  
  

377 – Create new role for I-9 Processing Only

• Functional Area(s): HR
• Agency Impact: All
• # of Employees Impacted: 25k+
• Description: Currently agencies are assigning people the Workforce Liaison role for I-9 processing which is not always appropriate when the need is to ONLY process I-9's.
• Status: Moved to December Release
  
  

401 – Immediate use of sick leave for retiree temps upon rehire

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 501-2,501
• Description: Employees that have retired and are returning as a temporary are eligible to use their accrued sick leave on their first day of employment.
• Status: Completed – Live in Production now
  
  

443 – Review & Improve compliance for ACA Documentation

• Functional Area(s): HR
• Agency Impact: All
• # of Employees Impacted: 501-2,500
• Description: Add ACA eligibility review as additional step to the Hire BP if Employee Type chosen is temporary. Also, need an offer of coverage date on the worker additional data to be able to report compliance.
• Status: Testing Complete. Next step – CHRO Approval
  
  

590 – SEIU exempt employees eligible for Standby compensated at straight time rate

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 501-2,501
• Description: Per the SEIU CBA collective bargaining agreement. SEIU exempt employees eligible for Standby compensated at 1 hour of straight time for 1 hour of standby.
• Status: Completed – Live in Production now
  
  

645 – Job Application BP for Direct Appointments route to the HR Partner

• Functional Area(s): Recruiting
• Agency Impact: All
• # of Employees Impacted: UNK
• Description: All other Pre-Employment Check tasks initiated from other candidate stages, for Direct Appointment and other reasons, route to HR Partners. Routing to the Manager for Direct Appoints was most likely an oversight at the time of initial set-up for go-live.
• Status: Completed – Live in Production now
  
  

700 – Give Absence Partners Access to view Timesheet Information

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: TBD
• Description: To run reports like Protected Leave | FMLA Eligibility & Entitlement Hours, to see hours worked and FMLA entitlement hours.
• Status: Completed – Live in Production now
  
  

711 – Personal Business upper limit, update to accrual calculation

• Functional Area(s): Absence & Leave
• Agency Impact: Multiple
• # of Employees Impacted: TBD
• Description: Update Personal Business upper limit to accrual calculation, this will only calculate the cap in relation to their FTE. Prohibit part-time employees from over accruing PB in certain situations.
• Status: Completed – Live in Production now
  
  

716 – Require a comment when correcting a time off request

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: TBD
• Description: It is difficult for Managers and Absence Partners to know why a correction is being initiated. This would require the employee to give some sort of comment.
• Status: Completed – Live in Production now
  
  

743 – PERS: Update PERS calculation for seasonal employees

• Functional Area(s): Payroll | Integration
• Agency Impact: Multiple
• # of Employees Impacted: 501-2,500
• Description: Ensure seasonal employees show up correctly on the monthly PERS deduction file.
• Status: Configuration in Production with effective date of 12/1/2024.
  
  

745 – PERS: Update PERS calculation for employee transfers

• Functional Area(s): Payroll | Integration
• Agency Impact: All
• # of Employees Impacted: 2,501-10k
• Description: Ensure employees that transfer between agencies show up correctly on the monthly PERS deduction file.
• Status: Configuration in Production with effective date of 12/1/2024.
  
  

753 – Learning Paths: Update Spotlight Card and Enable Sharing Feature

• Functional Area(s): Learning & Extended Enterprise
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: By enabling the sharing functionality, learners can create their own personalized curriculum (list) from the learning catalog to easily share with others in their learning journey. Learners have the option to manage privacy settings to enable others to view and share their paths.
• Status: Completed – Live in Production now
  
  

769 – SEIU issues deductions not calculating correctly on seasonal employee pay results

• Functional Area(s): Payroll
• Agency Impact: Multiple
• # of Employees Impacted: 11-100
• Description: The current eligibility rules and calculation for the deduction Union Dues – SEIU Issues are not configured correctly; pro-rating when it shouldn't, not calculating when it should.
• Status: Completed – Live in Production now
  
  

773 – PEBB Plan Year 2025 Updates

• Functional Area(s): Learning & Extended Enterprise
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: Update PEBB rates for plan year 2025, effective 12/01/2024 and process the annual Open Enrollment transactions. Must be completed by 11/30/2024.
• Status: In Progress
  
  

784 – Time Off | Requests | Military Leave In Days .. Employee report

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: Employees need to see how many days they have used of their Military Leave so they can adjust needed leave.
• Status: Completed – Live in Production now
  
  

785 – Payroll Yearly activities for FLSA calendars and period schedule

• Functional Area(s): Payroll
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: In order to generate payments for 2025 the FLSA calendars and the period schedules need to be built.
• Status: Completed – Live in Production now
  

Leave Payout Request App

• The new leave payout app will be available to employees by noon on December 2, 2024.
• The app is found on the worker profile, absence, leave payout tab. The process is essentially the same as it is in request framework, it is just housed in a different location.
• The new process will only provide options to employees that are eligible for a leave payout under their union/representation and will reduce the manual input required to process a request.
• An announcement will be posted for employees no later than close of business, Nov. 25, 2024.
• Help Articles will be updated on Dec. 2, 2024, with steps for each role in the process which includes employee, manager, and payroll:
• Create Leave Payout Request, Employee
• Approve Leave Payout Request, Manager
• Approve and Process Leave Payout Request, Payroll
  

Payroll & Time Tracking

Payroll Processing Day Reminder

November Run 1 (on-cycle) will process Nov. 21, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Nov. 18 – BT deadline at 5 p.m.
• Nov. 20 – 5 p.m. cutoff to submit and approve time
• Nov. 21 – Run 1 payroll processing all day
• Nov. 21 and Nov. 22 – No daily check processing
  

Time Entry Lock for Employees

• Time Entry Lock for employees only through year end will be as follows:
• After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
• After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025

• Employees can work with their manager to make time entry adjustments for locked pay periods.
• Employees and managers can reach out to payroll offices for guidance as needed.

• Communication was sent out via e-News Nov. 15, 2024
• Sample communication was provided for employees and managers
• Payroll is encouraged to work with internal communications teams to ensure communication is distributed to employees and managers
• Time Entry lock for employees will be added to the Payroll Calendar for 2025
  

Year End No Retro Date Change

No Retro Prior Period To (NRPPT) dates will change as follows:

• No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
• Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees

• 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.
  

Year End 2024 Timeline

• Nov. 18, 2024
• Federal & State tax adjustment help cases due

• Nov. 20 (Run 1)
• Non-cash taxable reimbursements entered in November pay period
• Overpayment Gross-ups

• Dec. 6 (Nov. Run 2)
• Underpayments deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November pay period

• Dec. 23 (Dec. Run 1)
• December terminations cutoff date for all final payment requests for tax year 2024
• All information must be entered on the spreadsheet

• Dec. 26-31 (Blackout dates)
• No off-cycle payments will be issued

• End of December / Early January
• Review Deceased Report
  

Payroll Processing Calendar

• Pay day for November payroll is Nov. 29, 2024
• 2025 Payroll Processing Calendar is now available in Workday:
• https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld
  

Opt Out of Paper W-2

• This feature is now available
• Communication was sent via E-News:
• Communication for agencies to share with staff sent via e-News Oct. 30, 2024, to payroll partners
• Workday Announcement is now posted
• Workday Help Article and video tutorial provide steps to opt out of paper W-2
• Follow up was posted in Workday Announcements Nov. 22 update on status of agency opt out of paper W-2
  

Workaround for Partial Payments and PERS

Workaround Steps:

• Look at “PERS EE Paid" deduction on the “Gross to Net" tab
• Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
• Calculate the correct percentage based on the PERS Class Plan
• Use the New Hire/Re-Employment Checklist to validate employees pay (include all earnings and deductions)
•  Use the New Hire/Re-Employment Checklist to validate leave balances
• Make pay input entries to adjust the PERS Employee and Employer paid entries as needed
  

Data Quality Series: Compensation

• On this week's Data Quality Series, Compensation is presented. Topics include Grade Profile, Step, Salary, Benefit Service Dates, and Allowance details.
• In the next Data Quality Series, the following topic will be discussed:
• Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies
  

General Information & Reminders

• Oregon1 will be not refreshed until Dec. 7, 2024
• When creating cases, please include OR#, name, and important details including dates
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
• Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

November Release Items

112 – Create Retro earning codes that do not impact FLSA calculations

• Functional Area(s): Payroll
• Agency Impact: All
• # of Employees Impacted: 25k+
• Description: Need new earning codes for retro transactions that are only used on retro periods where the NRPPT date prevents the retro pay from picking up. The codes need to not impact the employees FLSA rate, and there will be one that is for PERS subject wages and one that is not.
• Scope of Change: Create new earning codes to allow agencies to make retro corrections that will not impact the FLSA hours or wages. They should still be taxable.

318 – SEIU-AST must calculate when inclement weather is used in same week

• Functional Area(s): Payroll
• Agency Impact: Multiple
• # of Employees Impacted: 2,501-10k
• Description: Per the SEIU CBA Inclement Weather paid time off is not considered hours worked for OT purposes. This time calculation is not working and needs to be adjusted.
• Scope of Change: Create a new time calculation for SEIU around Additional Straight time (AST) when Inclement Weather (IW) is used in the same week as hours worked over 40.

377 – Create new role for I-9 Processing Only

• Functional Area(s): HR
• Agency Impact: All
• # of Employees Impacted: 25k+
• Description: Currently agencies are assigning people the Workforce Liaison role for I-9 processing which is not always appropriate when the need is to ONLY process I-9's.
• Scope of Change: A new role will be created and added to the I-9 business process. The new role will be assigned to managers as needed.

401 – Immediate use of sick leave for retiree temps upon rehire

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 501-2,501
• Description: Employees that have retired and are returning as a temporary are eligible to use their accrued sick leave on their first day of employment.
• Scope of Change: Create new ELIGIBLE .. Retire Temporary rule and added that to the Sick Leave (3 Month Wait) OR (No Wait if Returning Retiree) | Time Off (Temporary Employees) accrual within the Worker Eligibility Override.

443 – Review & Improve compliance for ACA Documentation

• Functional Area(s): HR
• Agency Impact: All
• # of Employees Impacted: 501-2,500
• Description: Add ACA eligibility review as additional step to the Hire BP if Employee Type chosen is temporary. Also, need an offer of coverage date on the worker additional data to be able to report compliance.
• Scope of Change: Create a questionnaire that will be added to the Hire BP to display when appropriate. Develop a report that can be used to capture the information provided for federal reporting purposes.

590 – SEIU exempt employees eligible for Standby compensated at straight time rate

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 501-2,501
• Description: Per the SEIU CBA collective bargaining agreement. SEIU exempt employees eligible for Standby compensated at 1 hour of straight time for 1 hour of standby.
• Scope of Change: Create new time entry code for Standby (Hours) for SEIU exempt employees. Need to create a time calc to generate straight time straight time calc tag.

645 – Job Application BP for Direct Appointments route to the HR Partner

• Functional Area(s): Recruiting
• Agency Impact: All
• # of Employees Impacted: UNK
• Description: All other Pre-Employment Check tasks initiated from other candidate stages, for Direct Appointment and other reasons, route to HR Partners. Routing to the Manager for Direct Appoints was most likely an oversight at the time of initial set-up for go-live.
• Scope of Change: Update the BP to change the security group from Manager to HR Partner for Pre-Employment Checks.

700 – Give Absence Partners Access to view Timesheet Information

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: TBD
• Description: To run reports like Protected Leave | FMLA Eligibility & Entitlement Hours, to see hours worked and FMLA entitlement hours.
• Scope of Change: Give Absence Partners view only access to Worker Data: Time Calendar domain.

711 – Personal Business upper limit, update to accrual calculation

• Functional Area(s): Absence & Leave
• Agency Impact: Multiple
• # of Employees Impacted: TBD
• Description: Update Personal Business upper limit to accrual calculation, this will only calculate the cap in relation to their FTE. Prohibit part-time employees from over accruing PB in certain situations.
• Scope of Change: Update all Personal Business (24 different iterations) upper limits to match the accrual calculation.

716 – Require a comment when correcting a time off request

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: TBD
• Description: It is difficult for Managers and Absence Partners to know why a correction is being initiated. This would require the employee to give some sort of comment.
• Scope of Change: Add new rule to BP: Correct Time Off.

743 – PERS: Need to incorporate the new seasonal employee updates into the file

• Functional Area(s): Payroll | Integration
• Agency Impact: Multiple
• # of Employees Impacted: 501-2,500
• Description: Ensure seasonal employees show up correctly on the monthly PERS deduction file.
• Scope of Change: Update all Personal Business (24 different iterations) upper limits to match the accrual calculation.

745 – PERS: Need to incorporate employee transfers into the file

• Functional Area(s): Payroll | Integration
• Agency Impact: All
• # of Employees Impacted: 2,501-10k
• Description: Ensure employees that transfer between agencies show up correctly on the monthly PERS deduction file.
• Scope of Change: Add new rule to BP: Correct Time Off.

753 – Learning Paths: Update Spotlight Card and Enable Sharing Feature

• Functional Area(s): Learning & Extended Enterprise
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: By enabling the sharing functionality, learners can create their own personalized curriculum (list) from the learning catalog to easily share with others in their learning journey. Learners have the option to manage privacy settings to enable others to view and share their paths.
• Scope of Change: Turn on sharing feature for Learning Paths within My Library on the Learning Homepage. This requires changing the security group and status from suspended to enabled.

769 – SEIU issues deductions not calculating correctly on seasonal employee pay results

• Functional Area(s): Payroll
• Agency Impact: Multiple
• # of Employees Impacted: 11-100
• Description: The current eligibility rules and calculation for the deduction Union Dues – SEIU Issues are not configured correctly; pro-rating when it shouldn't, not calculating when it should.
• Scope of Change: Add a new effective date to the deduction, modify the eligibility rules and the calculation to meet requirements.

773 – PEBB Plan Year 2025 Updates

• Functional Area(s): Learning & Extended Enterprise
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: Update PEBB rates for plan year 2025, effective 12/01/2024 and process the annual Open Enrollment transactions. Must be completed by 11/30/2024.
• Scope of Change: Coordinate with the PEBB team to receive and process (via INT205) the annual Open Enrollment transactions. This will need to be completed prior to December 2024 R1 payroll. An EIB will be used to make the updates.

784 – Time Off | Requests | Military Leave In Days .. Employee report

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: Employees need to see how many days they have used of their Military Leave so they can adjust needed leave.
• Scope of Change: CHRO Policy requested this change. Create a report called 'Time Off | Requests | Military Leave in Days Employee' that will show an employee how many days of Military Leave that they have taken in the federal fiscal year.
  
  

785 – Payroll Yearly activities for FLSA calendars and period schedule

• Functional Area(s): Payroll
• Agency Impact: All
• # of Employees Impacted: 25k
• Description: In order to generate payments for 2025 the FLSA calendars and the period schedules need to be built.
• Scope of Change: Add start/end dates and payment date for each 2025 period in edit period schedule and generate FLSA work periods for all FLSA calendars.
  
  

Payroll & Time Tracking

October Run 2 (off-cycle) will process Nov. 8, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Nov. 5 – BT deadline at 5 p.m.
• Nov. 7 – Cutoff to submit and approve time for Oct. Run 2 at 5 p.m.
• Nov. 8 – Run 2 payroll processing all day
• Nov. 8 and Nov. 12 – No daily check processing (Veteran's Day Holiday on Nov. 11, 2024)
  
  

Year End Time Entry Lock

• Time Entry will be locked for employees only for time entry prior to July 1, 2024, and going forward Time Entry will be locked after every Run 2 (off-cycle) payroll processing for the prior month.
• Time Entry locks for employees only through year end will be as follows:
• After Oct. Run 2 (Nov. 8, 2024) Time entry locked prior to July 1, 2024
• After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
• After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025

• Employees can work with their manager to make time entry adjustments for locked pay periods.
• Employees and managers can reach out to payroll offices for guidance as needed.

• Communication coming soon
  
  

Year End 2024 Timeline

• Nov. 18, 2024
• Federal & State tax adjustment help cases due

• Nov. 20 (Run 1)
• Non-cash taxable reimbursements entered in November pay period
• Overpayment Gross-ups

• Dec. 6 (Nov. Run 2)
• Underpayments deadline
• Separated Employees with Net Pay Positive Adjustment deadline
• Cash taxable reimbursements entered in November pay period

• Dec. 23 (Dec. Run 1)
• December terminations cutoff date for all final payment requests for tax year 2024
• All information must be entered on the spreadsheet

• Dec. 26-31 (Blackout dates)
• No off-cycle payments will be issued

• End of December / Early January
• Review Deceased Report
  
  

Year End No Retro Date Change

No Retro Prior Period To (NRPPT) dates will change as follows:

• No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
• Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees

• 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.
  
  

Payroll Processing Calendar

• Pay day for November payroll is Nov. 29, 2024
• 2025 Payroll Processing Calendar is now available in Workday:
• https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld
  
  

Opt Out of Paper W-2

• This feature is now available
• Communication was sent via E-News:
• Communication for agencies to share with staff sent via e-News Oct. 30, 2024, to payroll partners
• Workday Announcement is now posted
• Workday Knowledge Article with steps to complete the opt out
• Follow up messages will be shared with information on sustainability efforts
• Report by agency on employees that have opted out
  
  

Workaround for Partial Payments and PERS

Workaround Steps:

• Look at “PERS EE Paid" deduction on the “Gross to Net" tab
• Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
• Calculate the correct percentage based on the PERS Class Plan
• Use the New Hire/Re-Employment Checklist to validate employees pay (include all earnings and deductions)
•  Use the New Hire/Re-Employment Checklist to validate leave balances
• Make pay input entries to adjust the PERS Employee and Employer paid entries as needed
  
  

Data Quality Series: Worker Data

• On this week's Data Quality Series, Position Data is presented, along with a quick overview of Audits and Reporting.
• Position and Benefit Data includes information about position data, representation codes, Union Segments, FLSA and OT, Employee Types
• Future Data Quality Series will include the following topics:
• Compensation Data – Grade Profile, Step, Salary, Benefit Service Dates, Allowances, Pay Basis, FTE, Pending Reclass, and Pay Input
• Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies
  
  

General Information & Reminders

• PERS Pickup comp change and a PERS contribution start date is the same date AND is always going to have a 1^st of the month effective date. The status check date entered in Workday is the date used to run the automatic comp plan change. Agencies need to complete a status check with PERS. If the employee is already eligible or has served part of their wait time, PERS will provide the contribution start date. If the employee is new to PERS employment, the agency needs to manually calculate CSD using the guide on the CPERS site: https://www.oregon.gov/das/Financial/Payroll/Documents/CSDGuide2017.pdf
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
• Nov. 20, 2024, Workday Wednesday will be extended to 90 minutes.

Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides​​

Workday Release Updates

October Release Items

393 – Workday Feature Request: CJIS and CRC Tracking

• Functional Area(s): Human Resources
• Agency Impact: All
• # of Employees Impacted: 25k+
  
• Description: Some agencies have positions where the worker must have a new CRC every 5 years. Requesting a way to be able to track when the last one was completed on the worker profile in Workday.
• Scope of Change: Create a new date field on the Worker Profile Additional Data.
  

506 – Leave Payout Process Redesign

• Functional Area(s): Human Resources
• Agency Impact: All Executive Branch Agencies
• # of Employees Impacted: 25k+
• Scope of Change: Develop a new process using Workday Extend. This change is only for Executive Branch agencies, Judicial and Legislature still have capacity in their current process and do not currently desire to make a change. Planned deployment date of 12/1/2024 at the request of testing agencies.
  

712 – Seasonal Employees, shall not auto accrue Personal Business or Special Day

• Functional Area(s): Absence & Leave
• Agency Impact: Seasonal Agencies
• # of Employees Impacted: 2501-10k
• Description: Seasonal Employees have different contract language for Personal Business and Special Day between agencies, some include hours worked. With the new Seasonal update, a process is needed to stop automatic accrual.
• Scope of Change: Create a new eligibility rule for seasonal employee accrual for Personal Business and Special Day that will make them ineligible for both leave types.

Note: Roles who have access to load Personal Business and Special Day include HR Partner, Payroll Partner, and Absence Partner. It is up to the agency as to what role completes the load of Personal Business or Special Day for Seasonal Employees coming back on season.

714 – Add Canopy Information to Bereavement Leave request approval notification and email message

• Functional Area(s): Absence & Leave
• Agency Impact: All
• # of Employees Impacted: 105-500
• Description: To give employees more information about the grieving process through Canopy the contracted PEBB Employee Assistance Program (EAP) service.
• Scope of Change: This will be a “Request Time Off (Default Definition)" business process change.
  

611 – Allow Employees to Opt-Out of Paper W-2 Printing

• Functional Area(s): Payroll
• Agency Impact: All
• # of Employees Impacted: 25k+
• Description: Allow employees to opt-out of W-2 printing. Validate the year end W-2 printing process will skip employee's who opt out. Create new report that displays W-2 Printing Elections for All Employees.
• Scope of Change: Update the Company Payroll Printing Options for EACH company (95 total) and create a new report for the agency payroll partners to use at year end to identify employees who are opted out.
  

729 – Seasonal employees with the Seasonal Employee allowance is not paying in month the employee goes off season

• Functional Area(s): Payroll
• Agency Impact: Seasonal Agencies
• # of Employees Impacted: 501-2500
• Description: When a seasonal employee with the allowance assigned Seasonal Employee Differential is not paying in the employee's month when they go off season and it should.
• Scope of Change: Update the eligibility for the earning code Allowance – Seasonal Employees Differential by removing the off-season eligibility.
  

650 – New Disposition Reason: Unauthorized to work in the U.S.

• Functional Area(s): Recruitment | BP
• Agency Impact: All
• # of Employees Impacted: Unk
• Description: Add new disposition reason & notification at all stages of the recruitment process for both internal and external candidates.
• Scope of Change: Create a new disposition reason & notification that will be available at all stages in the recruitment process that will allow agencies to identify if a candidate is no longer able to move forward because they are unauthorized to work in the U.S.
  

707 – Automate Inactivation of Extended Enterprise Learner (EEL) Personas

• Functional Area(s): Extended Enterprise
• Agency Impact: Multiple
• # of Employees Impacted: 101-500
• Description: Automating the inactivation process for EEL accounts. If the Last Login Date, Account Activation Date, or Last Completion Date are more than 13 months ago, EEL accounts will be inactivated. Critical we keep the number of Extended Enterprise Learner accounts within the allotted amount of our contract with Workday.
• Scope of Change: Automate the current manual process.
  
  

Payroll & Time Tracking

October Run 1 will process Oct. 28, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Oct. 23 – BT deadline at 5 p.m.
• Oct. 25 – Cutoff to submit and approve time for Oct. Run 1 at 5 p.m.
• Oct. 28 – Run 2 payroll processing all day
• Oct. 28 and Oct. 29 – No daily check processing
  

Payroll Processing Calendar Update

• Payroll Processing Calendar was updated with the corrected pay day for November Payroll.
• Pay Day for November payroll is Nov. 29, 2024, and was previously stated on the calendar as Nov. 27, 2024.
• Please update your internal agency communication that may have referenced this pay day.
  

Year End Forum Reminder

• Year End Forum Save the date: Oct. 22, 2024
• Year End Forum will be extended by one hour
• Meeting time: 1:30 p.m. - 3:30 p.m.
• Primary and backup Payroll contacts were sent the meeting invite
• Please forward to others in your agency as needed

• Recommendation by DAS Workday
• Lock Timesheets and move No Retro Period Prior To (NRPPT) date to Dec. 1, 2024, for all employees after Dec. Run 2 processing.
  

October CAB Release

Opt-Out of Paper W-2

• This feature will be presented to CAB as part of the October release. Agencies will not be able to do this until it is enabled and live in production.
• This update will also remove the “you receive a paper copy of payslips" message on payslips for employees that do not receive a paper copy of their payslip.
• Communication will include the following:
• Enterprise Email
• Workday Announcement
• Workday Knowledge Article with steps to complete the opt out
• Follow up messages with information on sustainability efforts and cost savings of opt out
• Report by agency on employees that have opted out
  
  

Workaround for Partial Payments and PERS Calculations

Workaround steps:

• Look at “PERS EE Paid" deduction on the “Gross to Net" tab
• Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
• Calculate the correct percentage based on the PERS Class Plan
• Use the "New Hire/Re-Employment Checklist“ to validate employees pay (include all earnings and deductions)
• Use the “New Hire/Re-Employment Checklist“ to validate leave balances
• Make pay input entries to adjust the PERS Employee and Employer paid entries as needed.
• It is recommended that Pay Input be entered as a one-time adjustment for the additional amount needed to correct the PERS Class Plan percentage amount.  
  
  

Data Quality Series: Worker Data

• On this week's Data Quality Series, Worker Data is presented.
• Worker Data includes information about Candidate Profiles, Personal Information, ID Changes Worker Documents.
• Future Data Quality Series will include the following topics:
• Position and Benefit Data – Position Data, Representation Codes, Union Segments, FLSA and OT, and Employee types
• Compensation Data – Grade Profile, Step, Salary, Benefit Service Dates, Allowances, Pay Basis, FTE, Pending Reclass, and Pay Input
• Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies
  
  

General Information & Reminders

• Oregon1 will be refreshed this weekend.
• If you have an elevated role, other than a manager or workforce liaison role, you will see the Workday system news on the Workday homepage. Within the system news is a link to Oregon1, which is a copy of our production environment that we refresh on a regular basis.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

October Release Items

Absence & Leave:

• 700 – Give Absence Partners Access to view Timesheet Information
• This would give Absence Partners access to see another worker's time sheet information.

• 714 – Add Canopy information to Bereavement Leave request approval notification and email message
• This update will provide more information to employees about services that they can use when in a time of need.
  

HR:

• 393 – Workday Feature Request: CJIS and CRC Tracking
• 506 – Leave Payout Process Redesign
• 633 – REPR Name Change – OR Dept. Of Emergency Management
• 657 – Update AFSCME Position Representation Title for OSFM
  

Learning/Extended Enterprise:

• 707 – Automate Inactivation of Extended Enterprise Learner (EEL) Personas
• To keep within EEL allotment per subscription with Workday Inc., an automated process needs to identify and inactivate EEL personas based on predetermined criteria.
  

Payroll/Time Tracking:

• 611 – Allow Employees to Opt-Out of Paper W-2 Printing
• Allow employees to opt-out, via employee self service, of receiving a paper copy of their year end tax documents.

• 729 – Seasonal employees with the Seasonal Employee allowances needs to pay in month the employee goes off season
  
  

Recruitment:

• 650 – New Disposition Reason: Unauthorized to work in the U.S.
  
  

Payroll & Time Tracking

September Run 2 will process Oct. 9, 2024

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
• For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.

• Centrally, we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
• Depending on where we are in the process we may be able to assist

• Payroll Processing Date Reminder:
• Oct. 4 – BT deadline at 5 p.m.
• Oct. 8 – Cutoff to submit and approve time for Sept. Run 2 at 5 p.m.
• Oct. 9 – Run 2 payroll processing all day
• Oct. 9 and Oct. 10 – No daily check processing
  

Payroll Year End Forum

• Year End Forum Save the date: Oct. 22, 2024
• Year End Forum will be extended by one hour
• Meeting time: 1:30 p.m. - 3:30 p.m.
• Primary and backup Payroll contacts were sent the meeting invite
• Please forward to others in your agency as needed
  
  

Payroll Reminder

When employees enter time worked on a holiday

• The time entry will default to a worktag that says:
• “Hours Worked – Receive Cash/Comp Time: Receive Cash"

• This worktag is needed to pay the employee for the time worked on a holiday at 1.5 rate.
• If the worktag is removed either by the employee or timekeeper, it will not pay the employee for the hours worked on a holiday.
• To correct, enter the worktag on the time entry.
  

Reports to Run in Workday

Payroll Reports App:

• Select Payroll App from Menu
• Add “Payroll Reports" App
• Save Changes

• To View Reports, Click on “Payroll Reports" App
• Time Off Reports
• Time Off | Compensatory Time above (Selected number of hours)

• Recently Added Reports:
• Time Off | Leave Balances | April Straight Time Notification
• Run in April to pull balances to notify employees to use time by Fiscal Year End (June 30)

• Absence | Vacation Balance and Forfeiture Report
  
  

Report Changes/Modifications

PAY | Terminated Workers with Pay report updates have been made

• Added negative employee paid deductions to the report
• This will allow agencies to identify deductions that are paying back to a termed worker.
• The result status will allow agencies to filter the results to locate results that are not yet completed.

• Added the agency number
• Allow payroll offices who support more than one agency to sort by the agency number.

• Added payment status
• Allow agencies to filter for in progress results

• Added total line to view total earnings/deductions being paid to employee
  

General Information & Reminders

From CPERS

• CPERS is offering an introductory training on 10/28/24. The training is 90 minutes and will focus on the following:
• Introducing the CPERS team
• Outlining the CPERS Liaison role
• Identifying the various requests generated by the CPERS team
• Discussing how the CPERS team partners with PERS, agency Payroll & HR Partners, Workday & OSPS
• Facilitating a Q&A

Note: The training will be conducted virtually via Teams. If you would like to be added to the appointment, please email Shauna Tobiasson.

Reminders:

• Workday Outage on 10/1 approximately 10:15 a.m. to 3:00 p.m.
• Workday 2024R2 Job profile effective dated fields update
• Some grade profiles were disconnected from the job profile.
• We have a ticket with Workday, Inc., that is being escalated.
• In the meantime, you may see some people show up on the mismatches report because of the current disconnect that may not need to be on there.
• If you need to know what grade profile is with those job profiles, please send in a Workday Help ticket and we will be happy to send over the comp plan from the first of September that you can filter for your representation and classification, or job profile to know which one to assign to a worker or position.
• Not every grade profile or job profile was affected. The ones that were affected were completely random and we are working with Workday to get that corrected.
• Data Quality Series to begin October 16, 2024.
• We encourage you to attend the CHRO Statewide meetings offered that support you in your role.
• Oregon1 will NOT be refreshed this weekend.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

Workday 24R2 Update

Machine Learning (ML) & Accessibility

What is Machine Learning?

• Throughout Workday configuration ML is available to setup in nearly all functional areas with the goal providing smart recommendations, predictive forecasting, and identifying anomalies.
• It can take weeks to years of collecting data for some features to begin recommending/predicting.
• ML does NOT:
  • Act independently, over time Workday takes into consideration past actions, frequently utilized tasks and next steps, other workers with work history/skills, and the global database of other Workday Customers.
  • Depend on or utilize Personal Identifiable Information (PII).

What does this mean for you?

• Since is geared toward flagging anomalies and anticipating next steps/options, there won't be any changes in most user experiences.
• The Central Workday team will monitor for and share any significant changes related to any ML updates.

Machine Learning (ML) & Accessibility

• Accessibility updates have been made to buttons and some error pop ups.
  
  

Compensation

• Will allow Effective Dating on Compensation Grade Profiles on Job Profiles.  This will help with Compensation Plan reporting moving forward (when the report is pulled with an effective date after the 2024R2 release (9/21/24)).
• Inactivating Compensation Steps
  • This will be scheduled into a future release for the initial review and to learn any potential downstream impact.
  • Once the initial review is complete it will take several weeks inactive the appropriate steps.
    
    

Help Updates

• Articles
  • Help Article Editor User Interface – This includes additional formatting options.

• Help Cases
  • Case Notification Configuration Changes – If you would like any changes to the default settings, please create a Workday General Help Case, Attention Jeff, by Sept. 20, 2024 (end of day).
  • Case Validations – Will adopt in a future release in coordination with CHRO. Example, HR Confidential Cases must have a label to be closed.

• Case Management Notifications – Case Owner – Sitewide Settings
• Case Management Notifications – Case Solver – Configurable by Individual Service Team
  • New Notice: Case Creation – Notify Case Solver or Service Team
  • New Notice: Case Internal Note- Notify Case solver or Service Team
  • New Notice: Case Reply-Notify Case Solver or Service Team

Learning & Extended Enterprise Updates

• Branding for Learning
  • This will allow learners to know when they are in OR1 and not Production.

• Enforce Lesson Sequence in a Course
  • Easier to require learning to be completed in a specific order within a course and have create extra content.

• Learning Assignments Visible on Learning Content
  • This update will allow those that manage training and learning assignments to quickly navigate between the different pieces of information needed to manage their training programs.

• Program Completion Logic
  • Making the completions work in the logical way most people expect.
    
    

Payroll & Time Tracking

• One item that will be automatically available is an Add Payroll Input button on the Payroll Results screen.
  • A new button on the payroll results screen provides access to a new, simplified task to add payroll input, saving you time, effort, and reduces the likelihood of errors.

• Due to our high-volume configuration for Time Tracking, many new and updated features are not available for us to adopt.
• Several items are geared toward increasing efficiency with running calculations and additional tools for the administration team.
• The Payroll | Time Tracking team reviewed all the release items and decided that of the items that they would be interested in adopting, everything is a 'nice to have' but does not rise above the priority of existing state release items. When ready, the enhancements from this release will be scheduled into future releases.

Payroll Updates

Payroll Processing Day Reminder

• Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
• This includes making any entries that may impact pay results:
  • For example: Pay Input, Timesheet or Time Off Changes should not be made on payroll processing days

• Centrally we cannot run calculations or create or reverse payments
• If you have an urgent need, please reach out to us
  • Depending on where we are in the process, we may be able to assist

• Payroll Processing Date Reminder:
  • Sep. 20, 2024 – 5 p.m. Deadline for entering BT to prevent PEBB accruals for Sep from going into arrears
  • Sep. 24, 2024 – 5 p.m. Cutoff to submit and approve for Sep. Run 1
  • Sep. 25, 2024 – Run 1 payroll processing all day
  • Sep. 25 and Sep. 26, 2024 – No daily Check processing
    

Payroll Reminder

When Employees enter time worked on a holiday

• The time entry will default to a worktag that says:
  • “Hours Worked – Receive Cash/Comp Time: Receive Cash"

• This worktag is needed to pay the employee for the time worked on a holiday at 1.5 rate.
• If the worktag is removed either by the employee or timekeeper, it will not pay the employee for the hours worked on a holiday.
• To correct, enter the worktag on the time entry.
  

Changing Employee Payment Elections

• Employee payment elections should not be changed before they receive their final check. Changing an employee's payment election will notify the employee that their payment election has been changed.
  

Leave of Absence Changes

• All Employee leave of absence changes need go to agency HR staff.
  • Absence Partners can perform this task in Workday

• OSPS cannot make entries or changes to any leave of absences.
  

Please include the following in cases where a system change is being requested:

• What the issue or change is
• The detailed name of the Collective Bargaining Unit
• Attach a copy of the CBA Contract language if possible
• This information will help us to make the best use of our time in researching the issue and getting an answer back to you timely

Please open a case for all new deduction recipients (for wage withholding orders):

• If a new recipient is needed for a garnishment, please include a copy of the writ in the case.
• Agencies should not create a new deduction recipient even though the option is available.

Please remember for all cases to include the employee's name, OR number and details on what is needed with the help case.

Leave Payout Process Testing

Asking HR Partners to help coordinate agency testers

• Need 10-15 agencies to participate in testing.
• Roles needed for each agency participating:
  • Employee(s)
  • Participating Employee(s) Supervisor
  • Payroll Partner

• Testing Kick-off meeting, 12 p.m. on Sep. 24, 2024 (This has been postponed to 10/1/24 to gather additional test agencies.)
  • The Agency HR Partner helping to coordinate will need to attend.
  • Not all testers need to participate but are encouraged to attend.

• Testing the week of Sep. 30, 2024 – Oct. 4, 2024 (this has been postponed to the week of Oct 7^th to Oct 11^th)
  • Testing should be 1-3 hours per participant for the week.

• To participate in testing, HR Partners send in a help case with names and OR#'s of employees that will be involved in testing by the end of day Sep. 20, 2024.

General Information & Reminders

• Next Data Quality Series coming in October.
• Oregon1 is being refreshed this weekend.
• Oregon1 may need to be held and not refreshed on Oct. 5 (more info to come).
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
• Reminder – Onboarding agency policy review – updates & changes or new agencies to be added to process: Will be effective Jan. 1, 2025. Submit help case.
  
  

Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team​

​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.

Agenda and presentation slides

Workday Release Updates

August Release Items

146: Seasonal worker on/off season – Completed

• Functional Area: Cross-Functional
• Agency Impact: Multiple
• # of EE's Impacted: 501-2,500
• Description: Review Seasonal process for potential redesign/improvement. Need to identify a process to ensure seasonal employees are paid accurately as they transition on and off season. This includes providing accurate reporting information.
• Change: Need to show on and off season, have accessibility to recruitments, access to benefits, and service date advancement. Seasonal workers also need to have the ability to change jobs and receive payment while off season.
• Testing: Require impacted agency involvement in testing.
• Communication: Multiple comms paths starting 9/4/24.
  
  

Seasonal Worker on/off season

New Processes

• As the edit position is entered to move a worker off season an integration will systematically move employees going off-season to a new leave status, “Extended Leave – Off Season" the new leave entry will suppress pay while the worker is off season.
• Upon return to season the leave will be removed making the worker active again with the completion of the on season move via edit position.
• The workers leave accruals will adjust systematically as they move on or off season with the only manual adjustment being special leaves.

679 – AEE repr. EE's must serve a 6-month waiting period for the additional 12 hour of Vacation accrual in Feb and July – Completed

• Functional Area: Absence & Leave
• Agency Impact: Multiple
• # of EE's Impacted: 11-100
• Description: Part of an older bargaining agreement that was being managed manually. It was recently brought forward asking if there was any thing that can be implemented to systematically stop the accrual.
• Additional Info: Employees from AEE that have less than 6 months of service will not receive this accrual.
• Communication: Multiple comms paths

703 – Create and share a report to assist Payroll in auditing employee that have overused paid time off – Completed

• Functional Area: Absence & Leave
• Agency Impact: All
• # of EE's Impacted: 10,000+
• Description: Audit report helping Agency Payroll Partners find employees that have overused time off requests within a month. This happens when an employee requests and is approved for time off in the current month, then a retro action happens, most commonly, adding multiple days of LWOP.
• Communication: Multiple comms paths.

709 – Report: ACA Measurement Period | 2023 Forward – Completed

• Functional Area: Human Resources
• Agency Impact: All
• # of EE's Impacted: 10,000+
• Description: New report created because we no longer use OSPA for hours worked documentation. Human Resources and Payroll will have access to a report that will help them determine ACA eligibility.
• Communication: Multiple comms paths.

Workday Release 2024R2

• Initially 340 items were reviewed
• Approximately 160 items getting a 2^nd look
• ~45 items need some kind of setup before they are available
• ~115 items are automatically available (not all automatic items will impact user experience).

• Approximate #'s by Functional Area
• Absence & Leave – 3
• AI | Machine Learning | Accessibility – 8
• Compensation – 5
• Help (Help Cases/Knowledge Articles) - 10
• HCM (Human Resources/Position Management) - 15
• Learning & Extended Enterprise – 6
• Payroll & Time Tracking – 15
• Recruitment – 15
• Reporting | Security | Business Process | System – 21
  
  

Payroll & Time Tracking

August Run 2 will be processed on Sept. 9, 2024.

• Reminder that payroll related entries should not be made on payroll processing days.
• This includes making any entries that may impact pay results:
• For example: Pay Input, Timesheet or Time Off Changes should not be made on payroll processing days.
• Compensation changes

• Centrally, we cannot run calculations or create or reverse payments on payroll processing days.
• If you have an urgent need, please reach out to us.
• Depending on where we are in the process, we may be able to assist.

Prenote Deadlines and Processing Calendar

• It can take up to 5 business days to receive an account rejection from the bank.
• All ACH information must be in Workday by the end of the day on the processing calendar.
• The 2025 Payroll Processing Calendar is in development.
• Will provide an announcement once it is ready and published.
• Current Payroll Processing Calendar KA link:

https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld

ACA Measurement Period | 2023 Forward

Questions about policy:

DAS – CHRO Workforce Partners

• Carol Williams – Administrator
• Mike Garcellano – HR Compliance Analyst
• chro.compliance@das.oregon.gov
  
  

Questions about Workday process:

DAS – Workday General Help

• Libbie Saunders
• Ryan Englund
• Submit a WD Help case or reach out in Teams
• KA – Union Membership, Manage
  
  

Hours of Service (as defined in HR policy 50.070.01)

• Each hour for which an employee is paid or entitled to payment for duties performed for the state.
• Hours of service also include each hour for which an employee is paid or entitled to payment for a period of time during which no duties are performed due to:
• Vacation
• Holiday
• Illness
• Incapacity (including disability and workers' compensation leave),
• Being on-call, or
• Military duty
  
   

• Note that three types of Special Unpaid Leave also count as hours of service:
• OSFLA/FMLA leave
• USERRA leave
• Jury Duty leave

• DAS Statewide Policy (oregon.gov)
  
  

Copying Requisitions 

• Reminder: When you use the “copy details from existing requisition" feature when creating a requisition, it uses the details/attributes of the requisition you are selecting to copy from. This may include job profiles, cost centers, etc., which may not be or are no longer accurate for the position you are creating the requisition for.​
  
  

General Information & Reminders

• Next Workday Wednesday (9/18/24) we will go over the 2024R2 adopted release items.
• Next Data Quality Series coming in October.
• Oregon1 is being refreshed this weekend Sept. 7, 2024.
• For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below. 

​

• Functional Area: Benefits
• Agency Impact: All
• # of Employees Impacted: UNK
• Description: Seeing issues with optional benefits when an employee does not have enough pay to deduct the premiums.
• Update/Change: Update arrears calc to match what an employee would pay if it was deducted from their payslip.
• Communication: Workday Wed | Various Payroll Comms