Workday Wednesday – August 5, 2026

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

Agenda and presentation slides  

Human Resources

July Release Item 476

• Unions: Inactivate Repr AQ (moved to FOPPO May 12, 2021)

R1300 – Staffing Action Reasons

R1351 – Job Change Templates

To align with the Enhanced User Experience for Job Change, the current 'change job' template is being updated as required by Workday Feature Release 2026R2.

• This will affect the look and feel of the change job experience for HR Partners, Comp Partners and Managers.

Staffing action reasons will be added to assist with better accuracy and reporting of the intended staffing reason.

• The seasonal data change reasons will be removed.
• The appropriate change job reason should be used going forward.

Agency testing happened the week of July 13 (Big Thank you!)

• An issue was identified and will be fixed in September with the Workday Feature Release.
• These items were moved to September 2026

Compensation

July Release Item 1562

• CBA: Add Repr (OAO) to Utility and Energy Analyst 2, Utility and Energy Analyst 3

Recruitment

Help Article Updates

The following articles have been reviewed. Some were updated with minor revisions, while others required no changes.

• Questionnaire, copy  
• Questionnaires, create 
• Review and Award Veterans, Disabled Veterans, and Service Members Preference Percentage Points 
• Overall Hire Process 
• Hire Seasonal Worker  
• Job Offer 
• Duplicate Candidate, Correcting 
• Regenerate Offer Letter 
• Candidate Dispositions and Notifications 
• Move a Candidate Back a Step 
• Mandatory Priority Lists, Eligible Candidate Found
• Invite Candidate to Apply 
• Create Management Dashboard Filters 

Recruitment Trainings

Additionally, we have been working on three step-by-step recruitment training recordings covering the following topics:

• Merging Duplicate Candidate Records
• Creating Supplemental Questionnaires and Adding them to a Requisition
• Awarding Veteran Preference Points

Learning

July Release Items

• Item 1401 – Retire: LRN | Campaign Reminder Audit
• Item 1506 – Update Workday Payment App
• Item 1508 – Update Annual Required Learning Reports
• Item 1524 – Create LRN | Report for 2026 EIS Required Training

Payroll and Time Tracking

Reminders for Payroll Processing Day

July Off-Cycle (Run 2) processed August 10, 2026

• Reminder that Payroll, Human Resources and Managers 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.

• July Off-Cycle (Run 2) Payroll Dates:

• August 5: BT deadline at 5 p.m.
• August 5: Employee Time Entry Lock at 5 p.m.
• August 7: 5 p.m. cutoff to submit and approve time for off-cycle (run 2)
• August 10: Off-cycle payroll processing all day
• August 10 and 11 – No daily check processing

Multiple Job Position Worktag Update

Multi Job workers with entries that created “Admin Use for Salary" Time block

• Costing Overrides
• Paid Holiday
• Time entry codes

• Cost Center/Projects/Grants
• Flex Time
• Light Duty
• Safety Release Time
  
• Show Up Time Worked
• Competency Training
• Time Worked Career Development
• Travel Time

Agency Payroll Offices can run the 'TT | Calculated Time Tracking Hours and Allocation' report

• Run the report to identify 'Admin Use for Salary' worktag
• Download report
• Filter on column "T"
  

• Position for Worker's Time

Position for Worker's Time (if there is data in this column)

• Run time calculation to remove the position worktag
• Time will need to be resubmitted and/or approved as needed

Deferred Compensation Federal Legislation Effective Jan. 1, 2026

Federal legislation: Setting Every Community Up for Retirement Enhancement (SECURE) 2.0 Act

• Requires certain deferred compensation for age 50+ catch up contributions to be designated as post tax contributions

For 2026, the Oregon Savings Growth Plan (OSGP) annual contribution limit is $24,500 and increased annual limits for the following:

• Ages 50-59: additional $8,000 (total $32,500)
• Ages 60-63: additional $11,250 (total $35,750)
• Above 63 additional $8,000 (total $32,500)

Visit the Oregon Savings Growth Plan (OSGP) for detailed information on annual contribution limits:

• 2026 contribution limits
• OSGP Secure 2.0.pdf

System Update to Comply with Federal Legislation

• Workday Oregon implemented a system change in June 2026 to have the system align with Federal SECURE 2.0 Act
• System updated to track annual limits according to the age categories and apply the amounts over annual limits to be recorded as Roth (Post Tax) contributions
• Employees from 16 agencies had pre-tax and post-tax adjustments made to comply with the federal legislation
• The employee list is shared in Workday Drive to Payroll Partners

• Drive > Payroll Resources > Communications > OSGP Secure 2.0 Employee Adjustments

Payroll and Time Tracking – July Release Items

• Item 1538 – CBA Change: LOA to add SEIU Rate for Existing Differential MHRN Preceptor
• Item 1539 – CBA Change: LOA to add SEIU LPN Rate for Existing Differential MHRN Preceptor
• Item 1517 and Item 1141 – Add Manager Reports to Dashboard Stop Run 2 Time Entry Mass Approval
• Item 1549 – CBA Change: AFSCME DEQ Exempt can select cash instead of Straight Time Accrued

Time Entry Notices and Reports

Time Entry Pre-Payroll Processing

Week of August 3-7

Time entry reminders will be sent to employees and managers with unsubmitted and unapproved:

• August 3 – 5

• Notices will be sent to employees with unsubmitted time

• August 5

• Time entry locked for employees at 5 p.m.
• Managers will be able to enter, submit and approve time on behalf of employees
• Time Entry Message Updated

• August 6 and 7

• Managers will receive notices to approve time entry for employees with unsubmitted and unapproved time.

• Refer to Mid-Month Time Entry Notifications Summary for more information

Time Entry Post Payroll Processing

Week of August 10 – 14

• Monday, August 10 – Payroll Processing
• Tuesday, August 11 – Time Entry Alerts Report will be run by DAS Workday

• Follow up with agency payroll

• Wednesday, August 12 – Time Entry Alerts Report will be run by DAS Workday

• Follow up with agency payroll

• Thursday, August 13 – Final Day to Resolve Time Entry Approvals:

• Cutoff time is 2 p.m. for requesting payments out of Workday for an Aug. 14 payment

• Friday, August 14 – Final Day to Pay – Use of Expedited Payments Methods

• Cutoff at 10 a.m. for requesting paper checks out of Workday for an Aug. 14 payment.
• ACH is not available for same-day payments
• Cutoff time is noon for requesting expedited warrants out of SFMA
• Agencies can generate their own agency accounting checks

Time Entry Notifications Report

• Workers with Unsubmitted and Unapproved Time Review Events - ALERTS
• Recommended Filters:
• Supervisory Organization:
  

• Manager will select the supervisory organization that displays for them
• Payroll will have all supervisory organizations for the agency

• Worker Types: Select “Employee"
• Start Date: Pay period start date (Defaults to most recent pay period)
• End Date: Pay period end date (Defaults to most recent pay period)

Manager Dashboard Time Entry Reports

My Team's Time and Time Off

Time Entry Reports added:

• My Team's Unsubmitted Time Details
• My Team's Unsubmitted and Unapproved Time Details
• My Team's Calculated Time Tracking Hours and Allocation
• My Team's Calculated Hours by Cost Center Project or Grant

Payroll Time Entry Reports

Time must be approved prior to payroll processing for employees to be paid without manual intervention.

Managers will need to work with payroll once they approve time so payroll offices can request an off-cycle payment.

Payroll Partners can run reports to assist with time entry and approval leading up to payroll processing:

• PAY | Workers with Time Details Not Submitted
• PAY | Workers with Unapproved Time Review Events

Leading up to and after mid-month payroll processing agency payroll and managers can run time entry notifications report:

• Workers with Unsubmitted and Unapproved Time Review Events - ALERTS

Time Entry Resources

Time Entry Help Article Overview

• Employee Time Entry Overview
• Manager My Team's Time and Time Off Overview
• How to Review and Approve Time

Time Entry for Agency Trainers

Train the Trainer Materials for Time Entry (Updated)

• Employee Time Entry
• Manager Review and Approval

July 8: Material shared in Workday Drive for Payroll Partners:

Drive > Payroll Resources > Training and Learning Materials > Time Entry

Time Entry Resources for Payroll

Time Entry Monitoring Reports for Payroll:

• Audit – Workers with No Time Entry – Details

• Recommendation: Run in advance of payroll processing to ensure timecard completion. Notify employees and/or managers of employees who are missing time.

• PAY | Workers with Time Details Not Submitted

• Recommendation: Run in advance of payroll processing to ensure timecard submission. Notify employees and/or managers of employees who have not submitted their timecard.

• PAY | Workers with Unapproved Time Review Events

• Recommendation: Run in advance of payroll processing to ensure timecard approval. Notify managers of employees whose timecards are pending approval (Sent Back or Submitted status).

Payroll Resources:

• Payroll and Time Tracking Payroll Partner Resource Guide
• Pay Cycle Command Center Help Article 

Stop Mass Approval Communications

• Talking Points – Stopping Auto Approval of Time Entry on Mid-Month Payroll

• Leadership
• Agency Payroll
• HR Partners

• FAQs – Stopping Auto Approval of Time Entry on Mid-Month Payroll

• Employees
• Managers and Leadership 

• Workday Announcements used to target communication to specific groups

• Stopping time entry on mid-month payroll information posted for all employees

• Automated Email and Workday Notifications from Workday

• Email notices and Workday notifications to Employees and Managers for unsubmitted and unapproved time entry

Employee Time Entry Help Articles

• Employee Time Entry Overview 
• Time Entry Corrections

Holiday Time Entry:

• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview
• Reviewing and Approving Time
• How to Enter Time for A Worker
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)

Time Tracking Resources

Time Tracking Guides:

• Payroll and Time Tracking Employee Resource Guide
• Payroll and Time Tracking Manager Resource Guide

Time Off App Resources:

• Time Off App Resources for Employees
• Time Off App Resources for Managers

Payroll Transition

Payroll Transition Project – What's Happening

• Independent Quality Management Services vendor
• Unit testing
• Readiness Role Kickoff Meetings July 21-29

Payroll Transition Project – What's Next

• Agency sponsor kickoff meeting August 11
• Readiness Role meetings August 18-27
• Financial planning webinar Rise/Uplift Oregon
• Frequently Asked Questions
• End to End testing
• Agency testing

Payroll Transition Project – Test Scenarios Reminder

The Payroll Transition Testing Team has extended the test scenario submission deadline to August 7, 2026, to allow agencies additional time to enter scenarios.

General Information and Reminders

Upcoming Meetings and Meeting Links

Upcoming Workday Wednesdays:

• August 19, 2026
• September 2, 2026

For those who can't attend, please make sure your teams (HR, payroll, budget, etc.) know where to find the Workday Wednesday meeting notes

• 1st Wednesdays @ 10 am:
  Join the 1st Wednesday meeting
  +1 503-446-4951 United States, Portland (Toll)
  Conference ID: 423 940 500#
  Find a local number | Reset PIN | Learn More | Meeting options
• 3rd Wednesdays @ 10 am:
  Join the 2nd Wednesday meeting
  +1 503-446-4951 United States, Portland (Toll)
  Conference ID: 787 935 579#
  Find a local number | Reset PIN | Learn More | Meeting options

Workday System News

Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News

How to locate System News:

• From the Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"

Oregon 1 will be refreshed: August 8, 2026

Workday Maintenance Friday Evenings

We Want to Hear From You!

Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.

Workday Wednesday Feedback Survey

Thank you for attending!

Please submit a Workday Help Case if you have any questions about the information shared today.

In partnership, 

The Workday Oregon Team 

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

Agenda and presentation slides  

Workday Operations

Workday System Support for Payroll

What is Changing:

Starting Wednesday, July 15, 2026, please send your payroll cases for Workday system support to Workday | General Help.

• You will receive the same assistance from the same Workday team members in all the areas we currently serve you (such as late payment requests, check cancellations, PEBB updates, OSGP corrections, NRPPT date issues, etc.).
• The OSPS | Central Payroll Support case solving team will remain active for your OSPS support needs (such as taxes, initiate ACH reversals, stop pays, BT's, vendor checks, etc.).
• If you are not sure which case solving team to choose, you can select Workday | General Help and we will make sure it gets to the right ream for support.
• Please feel free to reach out with any questions.

Payroll Processing Day Reminders

July On-Cycle (Run 1) will process July 27, 2026

• Reminder that Payroll, Human Resources and Managers 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:

• July 22 – BT deadline at 5:00 p.m.
• July 24 – Cutoff to submit and approve time
• July 27 – On-cycle payroll processing all day
• July 27 & 28 – No daily check processing

July Release Items

476 – Unions: Inactive Repr AQ (which moved to FOPPO 5/12/2021)

• Functional Area: Compensation

1538 – CBA Change: LOA to add SEIU rate for existing Differential – MHRN Preceptor

• Functional Area: Payroll

1539 – CBA Change: LOA to add SEIU LPN rate for existing Differential – MHRN Preceptor

• Functional Area: Payroll

1517 – Add 'Manager Report' section to the Manager Dashboard

• Functional Area: Payroll, Time Tracking, System

1141 – Stop Run 2 Mass Submit/Advance to Approval process

• Functional Area: Time Tracking

1549 – CBA Change: AFSCME DEQ Exempt employees can select cash instead of straight time accrued

• Functional Area: Time Tracking

1562 – CBA: Add REPR (OAO) to Utility And Energy Analyst 2, Utility And Energy Analyst 2

• Functional Area: Compensation

1300 – Staffing Action Reasons Added

• Functional Area: Human Resources

1351 – Job Change Templates Updated

• Functional Area: Human Resources

1503 – Turn on additional Case Management External Emails

• Functional Area: Help/People Experience

1506 – Update Workday Payment App

• Functional Area: Learning/Extended Enterprise

1508 – Update Annual Required Learning Reports

• Functional Area: Learning/Extended Enterprise

1524 – Create LRN | Report for 2026 EIS Required Training

• Functional Area: Learning/Extended Enterprise

R1300 Staffing Action Reasons and R1351 Job Change Templates

To align with the Enhanced User Experience for Job Change, the current 'change job' template is being updated as required by Workday Feature Release 2026R2.

• This will affect the look and feel of the change job experience for HR Partners, Comp Partners and Managers.
• The new template will align with the existing look and feel of a request compensation change.

Additionally, with R1300 there will be additional staffing action reasons added to assist with better accuracy and reporting of the intended staffing reason.

The seasonal data change reasons will be removed. The appropriate job change reason should be used going forward.

More to come on the next Workday Wednesday!

Payroll Transition Project

Readiness Roles Update

• Readiness roles (RRs) are change networks established across agencies to support with readiness in preparation for the payroll transition.
• Payroll, HR, training, and communications contacts were provided by agencies to serve as the readiness role in their functional areas. Primary and backup contacts were identified.
• Those identified to serve in the primary or backup roles have been sent an email notifying them of their role.
• Everyone serving in a readiness role capacity has also been sent a calendar invite for a recurring monthly readiness role meeting.
• For payroll partners, you will not receive an additional calendar invite. Instead, we will be leveraging the 4^th Tuesday Payroll Partner standup meeting to support time to connect, without adding additional time to your calendar.
• Payroll 4^th Tuesday Standup agenda will be dedicated to Payroll Transition Readiness Role content. The link to the 4^th Tuesday Payroll Partner Standup meeting will remain the same.

Testing Update

Testing Strategy Overview

Guiding Principles of Testing:

• Early Planning
• Early Dependency Identification
• Clear Goals and Objectives
• Early Issue Detection and Resolution
• Risk Assessment and Monitoring
• Collaboration
• Proactive Outreach
• Consistent Communication

The Testing Team

• Two Testing Leads and Five Business Analysts
• Support, perform, and coordinate testing across the project
• Gather test scenarios from various inputs

• Design sessions
• Configuration changes
• Functional Leads
• Workday Oregon Team Members
• Key Partners
• Payroll Partners, Agency Partners, and HR Partners
• Unions

• Testing is a shared responsibility
• Ensure Testing is Structured, Comprehensive, and aligned to business processes

Note: The Testing Schedule from Q12026-Q42027 is available in the slide deck of this presentation.

Testing Cycles

Unit Testing (Project Team)

• Initial review and test of new configurations in the system
• Isolated tests within a functional area
• Testing a single or isolated functionality of the system independently

End-to-End Testing (Project Team and Partners)

• Comprehensive testing of end-to-end processes between multiple functional areas
• Includes integrations and downstream systems
• Test full workflow from point A to point Z

Agency Testing (Agency Payroll, HR, and Accounting Partners + Unions)

• Opportunity to perform real-world processes and provide feedback
• Validation of correct handling
• Both structured and unstructured testing

Payroll Compare (Project Team)

• Compare payroll outcomes of employees in monthly and bi-weekly instances
• Will carry out this comparison across three bi-weekly pay cycles to accurately reconcile employee pay outcomes

Our Goal

Ensure all system areas and integrations affected by the Payroll Transition Project function correctly before go-live.

This will be accomplished through comprehensive testing with the Workday Oregon team, Payroll Partners, Human Resources, and Labor Advisory committees.

Agency Test Scenario Input

Purpose – To provide agencies the opportunity to participate in providing real-world scenarios needed to validate the system meets the business need.

Why Agency Input?

• Agencies have knowledge and expertise on their specific operational payroll, human resources, and accounting processes and challenges.
• Your experience and expertise help us identify unique and complex situations that need to be tested.
• We want to capture both common and high-risk situations.

What We Need From You

Share potential testing scenarios that are important for your agency, including:

• Common or complex payroll situations
• Processes requiring manual workarounds
• Areas where timing and accuracy are critical
• Situations where errors are most likely to occur

Approach to Building Scenarios

Start with a Real Situation – What real-world situations occur frequently; or are uncommon but high-risk? Examples include:

• Late or corrected time entry
• Mid-period changes (pay, role, status)
• Leave of absence or partial pay periods
• Retroactive adjustments
• Employee work schedule adjustments

Factor in Different Types of Employees

How will the given situation from the prior slide impact each employee type? Examples include:

• Overtime eligible, exempt, non-exempt, etc.
• Part time, full time, seasonal
• Hourly vs. salary
• Represented vs. non-represented
• Employees with special pay rules

Consider Timing

• When does this situation occur in the pay cycle?
• What happens if something is late or corrected after the fact?

Building a Scenario Example

• Situation – An employee submits overtime hours after the payroll deadline has passed.
• Employee – The Employee is overtime-eligible and works in two positions with different pay rates.
• Timing – The corrected time is submitted after payroll processing has already started for the pay period.

Final Scenario

An overtime-eligible employee works two positions with two different pay rate types. The employee submits overtime hours after the payroll deadline has passed. The corrected time is submitted after payroll processing has already started for the pay period.

Other Helpful Scenario Submissions

• An employee submits time after payroll deadline has passed
• Employee who gets a new job mid-period
• Test lead differential

Guiding Questions

• What scenarios are most complex in your agency?
• Where is the highest risk with these changes?
• What situations are critical for everyday function?
• What is the most likely to break or where do issues occur today?
• Which processes are unique to your agency or particular teams within it?

Next Steps

Email will be sent to this group with the following:

• The slide deck for this presentation
• Link to the form to submit scenarios
• Excel template for mass uploading scenarios

Submit your scenarios using the Test Scenario Idea Submission form by July 28

Upcoming

7/14 presentation to Payroll Partners

7/15 presentation to Workday Wednesday

7/16 presentation to HR and Payroll contacts about Agency testers

Gathering volunteer testers from 7/16 to 7/31

Stop Time Entry Mass Approval Timeline and System Updates

Timeline for Stopping Mass Approval

• Payroll Advisors Support the Stopping of Mass Approval June 2024
• LRU Approves the Stopping of Mass Approvals March 2025
• Initial Stop Mass Approval Targeted for July 2025
• Updates made to OAM 45.07.00 to Policy Statement November 2025
• Compliance Reporting to Agency Directors December 2025 – June 2026
• Stop Mass Approval for July 2026 (Aug. 10, 2026, Payroll Processing)

System Changes to Support Time Entry and Approval

• Reports for Managers added to Dashboard
• Managers in management chain can approve time for employees
• Delegations are recommended
• Employee Notices 5 business days before payroll cutoff
• Employee time entry lock at 5:00 p.m., 3 business days before payroll cutoff
• Manager Notices 2 business days prior to payroll cutoff
• Final manager notices 1 day before payroll cutoff
• Post payroll process check request process instructions for managers (In Process)

Manager Time Approval Updates

Manager – My Team's Time and Time Off Dashboard

Time Entry Reports Added:

• My Team's Unsubmitted Time Details
• My Team's Unsubmitted and Unapproved Time Details
• My Team's Calculated Hours by Cost Center, Project or Grant

Update Time Approvals to include Management Chain

• Employee Profile > Overview > Management Chain
• Delegations are recommended

• Help Article: Time Entry and Time Off Delegations 

Additional Time Entry Information

• All represented staff should enter, submit and have time approved. This includes Holiday and Time Off Hours (include Exempt and Non-Exempt positions)
• Once time is approved, the following will require time to be resubmitted and reapproved:

• Adding, updating or adding a comment within time entry will put time back into an unsubmitted status.
• Time off requests submitted after time is approved.

Time Entry Notifications for Employees

Employee Notices: Employees are responsible for entering and submitting time for manager approval prior to payroll deadlines. Employees with unsubmitted time will receive time alert notices for mid-month payroll as follows:

Notice #1: Five business days before mid-month payroll deadline:

• Notice to all employees to submit their unsubmitted time.

Notice #2: Four business days before mid-month payroll deadline:

• Notice to all employees to submit their unsubmitted time.

Notice #3: Three business days before mid-month payroll deadline:

• Final notice to all employees to submit their unsubmitted time before 5 p.m.
• Notice to manager of employee with unsubmitted time.

Time Entry Notifications for Managers

Manager Notifications: Managers are responsible for submitting and approving time for their employees. Manager's manager, employee, and agency director will also receive notices of unapproved time leading up to the mid-month payroll deadline.

“Workers with Unsubmitted and Unapproved Time Review Events – ALERT"

• Report is available for Payroll Partners and Managers

Notice #1: Two business days prior to payroll processing:

• Notice to managers with employees that have unsubmitted and unapproved time.
• Notice to manager's manager of employees with unsubmitted and unapproved time.
• Employee is copied on notice to manager of unapproved time.

Notice #2: One business day before mid-month payroll deadline:

• Notice to managers with employees that have unsubmitted and unapproved time.
• Notice to manager's manager of employees with unsubmitted and unapproved time.
• Notice to agency director of employees with unsubmitted and unapproved time.
• Employee is copied on notice to manager of unapproved time.

Stop Mass Approval and Time Entry Notifications Update

• June Run 2 mass approvals were completed
• June Run 2 mass approval report will be available July 20 on Workday Drive
• July Run 2 will not have time mass approved
• Time unapproved by the processing deadline will still need to be approved before payment to the employee can be processed.

Note: August Timeframe and Time Entry Notices leading up to stopping Mass Approval can be viewed in the slide deck of this presentation.

Missed Time Approvals

Time must be approved prior to payroll processing for employees to be paid without manual intervention.

Managers will need to work with payroll once they approve time so payroll offices can request an off-cycle payment.

Payroll Partners can run reports to assist with time entry and approval leading up to payroll processing:

• PAY | Workers with Time Details Not Submitted
• PAY | Workers with Unapproved Time Review Events

Time Entry Resources

Stop Mass Approval Communications

• Talking Points – Stopping Auto Approval of Time Entry on Mid-Month Payroll

• Leadership
• Agency Payroll
• HR Partners

• FAQs – Stopping Auto Approval of Time Entry on Mid-Month Payroll

• Employees
• Managers and Leadership 

• Workday Announcements used to target communication to specific groups

• Stopping time entry on mid-month payroll information posted for all employees

• Automated Email and Workday Notifications from Workday

• Email notices and Workday notifications to Employees and Managers for unsubmitted and unapproved time entry

Time Entry Resources and Training

Time Entry Resources

Workday Help Articles

• Time Entry Overview
• Manager Time Approval Overview
• (In Process) Step-by-step guidance for managers on exception payroll process
• (In Process) Step-by-step process for payroll offices to request off-cycle check

Time Entry Videos embedded in Help Articles

• Exempt Employee
• Non-Exempt Employee
• Manager Time Approval

Training Materials

Train-the-Trainer Materials

• Employee Time Entry
• Manager Review and Approval

Workday Learning courses for time entry:

• DAS – PTT – OSPOA Time Entry in Workday
• DAS – PTT – Rundown – Eligible for Straight Time Employees
• DAS – PTT – Rundown – Not Eligible for Overtime or Straight Time Employees
• DAS – PTT – Rundown Overview and Demos
• DAS – PTT – Employee Eligibility Types and Why They Matter
• DAS – PTT – Manager Time Tracking Course

Time Entry for Agency Trainers

Train the Trainer Materials for Time Entry (Updated)

• Employee Time Entry
• Manager Review and Approval

July 8: Material shared in Workday Drive for Payroll Partners:

Drive > Payroll Resources > Training and Learning Materials > Time Entry

Time Entry Resources for Payroll

Time Entry Monitoring Reports for Payroll:

• Audit – Workers with No Time Entry – Details

• Recommendation: Run in advance of payroll processing to ensure timecard completion. Notify employees and/or managers of employees who are missing time.

• PAY | Workers with Time Details Not Submitted

• Recommendation: Run in advance of payroll processing to ensure timecard submission. Notify employees and/or managers of employees who have not submitted their timecard.

• PAY | Workers with Unapproved Time Review Events

• Recommendation: Run in advance of payroll processing to ensure timecard approval. Notify managers of employees whose timecards are pending approval (Sent Back or Submitted status).

Payroll Resources:

• Payroll and Time Tracking Payroll Partner Resource Guide
• Pay Cycle Command Center Help Article 

Employee Time Entry Help Articles

• Employee Time Entry Overview 
• Time Entry Corrections

Holiday Time Entry:

• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview
• Reviewing and Approving Time
• How to Enter Time for A Worker
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)

Time Tracking Resources

Time Tracking Guides

• Payroll and Time Tracking Employee Resource Guide
• Payroll and Time Tracking Manager Resource Guide

Time Off App Resources:

• Time Off App Resources for Employees
• Time Off App Resources for Managers

General Information and Reminders

Workday Wednesday Agenda by Functional Group – August 5, 2026

• Payroll Time Tracking and Leave, Payroll Transition: 10-15 min
• Human Resources – Compensation and Recruitment: 10-15 min
• Learning: 10-15 min
• Help Desk: 10-15 min
• Payroll Transition: 10-15 min

Workday System Support for Payroll

What is Changing:

Starting Wednesday, July 15, 2026, please send your payroll cases for Workday system support to Workday | General Help.

• You will receive the same assistance from the same Workday team members in all the areas we currently serve you (such as late payment requests, ACH Reversals, Check Cancels, PEBB updates, OSGP corrections, NRPPT date issues, etc.).
• The OSPS | Central Payroll Support case solving team will remain active for your OSPS support needs (such as taxes, ACH Reversals, BT's, Vendor checks, etc.).
• If you are not sure which case solving team to choose, you can select Workday | General Help and we will make sure it gets to the right team for support.
• Please feel free to reach out with any questions.

Upcoming Meetings and Meeting Links:  

• August 5, 2026 - Meeting link to join the first Wednesday of the month
• August 19, 2026 - Meeting link to join the third Wednesday of the month

For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes

Workday System News

Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News

• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Oregon1 was refreshed on August 8, 2026
• Workday Maintenance Friday Evenings

• 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  

Time Entry and Remove Mass Approval Strategy

Time Entry Mass Approval Overview

History of Mass Approval

• The State currently pays over 42,000 employees monthly
• 70% of the entire employee population are FLSA non-exempt, eligible for overtime and salaried.
• Non-exempt employees are required to enter in and out time and any additional time worked that is not part of their regular schedule, such as overtime or shift differential.
• First of month run will pay employee full salary even if time is not entered and approved.
• Mid-month payroll is mass approved by Workday Admin.
• This practice of mass approval at mid-month payroll was put in place when Workday went live and is now contributing to errors and employee overpayments in some cases.

Why Stop Mass Approvals?

• Employees are regularly submitting time that is worked outside of their regular hours for payment in the mid-month payroll run.
• Managers responsible for review and approval of those submitted hours prior to them getting paid out to the employee.
• The practice of mass approval of time removes managers from the approval process and funds are sometimes paid out in error.

Timeline for Stopping Mass Approval

• Payroll Advisors Support the Stopping of Mass Approval June 2024
• LRU Approves the Stopping of Mass Approvals March 2025
• Initial Stop Mass Approval Targeted for July 2025
• Update made to OAM 45.07.00 to Policy Statement November 2025
• Compliance Reporting to Agency Directors December 2025 – June 2026
• Revised Stop Mass Approval Targeted for July 2026 (August 10, 2026, Payroll Processing)

Transition Period Compliance Reporting

The DAS Director sends a monthly compliance report to agency directors with unapproved timesheets for mid-month payroll for employees with pay that is $10.00 or more.

Status of monthly compliance reports:

• Status: Completed – November 2025 Compliance Report
• Status: Not Completed – December 2025 Compliance Report
• Status: Completed – January 2026 Compliance Report
• Status: Completed – February 2026 Compliance Report
• Status: Completed – March 2026 Compliance Report
• Status: Not Completed – April 2026 Compliance Report
• Status: Not Started – May 2026 Compliance Report

These monthly compliance reports will end with the June 2026 report.

Updated Oregon Accounting Manual Policy

• Revise OAM to update the Time Record Approval section of OAM 45.07.00 to include Workday-specific requirements and recommended best practices, such as weekly timesheet review and approval.

• Status: Completed – Published Nov. 12, 2025.

• Oregon State Controller is responsible for OAM updates, documentation and communication.

Clear Guidance and Resources

Talking Points – Time Entry Review and Approval

• Leadership
• Agency Payroll
• HR Partners

FAQs – Time Entry and Approval for each payroll period

• Managers and Leadership

Automated Email Alert from Workday (Proposed)

• Email alerts to Employees and Managers for unsubmitted and unapproved time entry

Workday Announcements used to target communication to specific groups

• Channel used to share time entry resources for time entry and approvals and payroll cutoff reminders
• Messaging targeted to specific groups

• Managers
• Employees
• Elevated roles

Time Entry Resources and Training

Time Entry Resources

Workday Help Articles

• Time Entry Overview
• Manager Time Approval Overview
• (In Process) Step-by-step guidance for managers on exception payroll process
• Step-by-step process for payroll offices to request off-cycle check

Time Entry Videos embedded in Help Articles

• Exempt Employee
• Non-Exempt Employee
• Manager Time Approval

Stop Auto Approval Videos

• Exempt Employee
• Non-Exempt Employee
• Manager Time Approval

Training Materials

Train-the-Trainer Materials

• Employee Time Entry
• Manager Review and Approval
• Workday Learning Courses

Workday Learning Courses for Time Entry:

• DAS – PTT – OSPOA Time Entry in Workday
• DAS – PTT – Rundown – Eligible for Straight Time Employees
• DAS – PTT – Rundown – Not Eligible for Overtime or Straight Time Employees
• DAS – PTT – Rundown Overview and Demos
• DAS – PTT – Employee Eligibility Types and Why They Matter
• DAS PTT – Manager Time Tracking Course

Time Entry and Approval Support for Employees and Managers

• Kick Off Message: Talking Points to Agency Directors, Leadership: June 22, 2026
• Monthly Message: Agency Directors Mass Approval Report with Time Entry Resources: June 23, 2026, and July 20, 2026
• All Employee Weekly Message: Time Entry Resources: June 2025 – August 27
• Train the Trainer Time Entry Materials Distributed to Agency Trainers: June 25 – August 10
• Workday Announcement to All Employees Time Entry Resources July 1 – August 10
• (Proposed): Enterprise Email with Time Entry Resources and Payroll Period Cutoff Dates: Sent July 15 and August 10, 2026

Workday System Changes and Reports

Payroll – Maintain a clear audit trail for all payroll actions

• New Report – Audit Time Block Report
• Available on demand to research and provide information about time entry.

(Proposed) Automated Workday Time Entry Alerts to Employees and Managers

• Employee email alert 5 days prior to payroll processing to submit time.
• Manager email alert 2 business days prior to payroll processing to approve time.
• Time Entry locked for employees 2 business days prior to payroll processing to allow time for managers to approve time and no changes once time is approved.

• Daily system mail to supervisors that there is time to approve.

Manager Reports for Easier Time Entry Approvals

Manager Reports – (Proposed system changes in process)

• Add Time Entry Reports to Manager Dashboard (My Team's Time and Time Off)

• Create a new “Unsubmitted Time" Report for Managers
• My Team's Calculated Hours by Cost Center, Project or Grant
• Time Entry Reports

Proposed System Changes to Support Time Entry and Approval

• Reports for Managers added to Dashboard
• (Proposed) Automated Email to employees 5 business days before payroll cutoff
• (Proposed) Automated Email to managers 2 business days prior to payroll cutoff
• (Proposed) Employee time lock 2 business days before payroll cutoff
• Managers can submit and approve time entry on behalf of employees
• Employee time entry must be approved for a payment to be made
• Manager delegations will be setup for approval backup
• Exception process for unapproved time after payroll processed

Note: July and August timeframe included in the slides.

Ongoing Monitoring Plan

To align with OAM 45.07.00 and reinforce good time entry habits, DAS will generate and review time entry and approval status reports to monitor compliance and identify issues.

Quality Assurance Process

The following quality assurance process is required to ensure employees are paid timely after mass approvals are stopped.

Note: Please see the slides for this chart.

Post Mass Approval Exception Process

Time Entry Changes in Process

• Managers are recommended to have delegation's setup to ensure time entry is approved if manager is out of the office.
• Automated Workday system alerts will go to employee for unsubmitted time.
• Automated Workday system alerts to managers to approve time.

• Manager's Manager will be copied on the unapproved time alert.
• Agency Director will be copied on the final unapproved time alert.

• Business Process is being reviewed to allow Manager's Manager to submit and approve employee time not approved by manager.

Payroll Exception Process

Time must be approved prior to payroll processing for employees to be paid without manual intervention.

Payroll Partners can Run Reports to assist with Time Entry and Approval leading up to Payroll Processing:

• PAY | Workers with Time Details Not Submitted
• PAY | Workers with Unapproved Time Review Events
• Payroll Partner must follow up with Manager to get time approved.
• Payroll Partner can request DAS Workday to approve time, if needed.

Workday Release

June Release Items

1131: Review of Oregon Savings and Growth Plan (OSGP) Deductions for Possible Proration/LWOP Issues

• Functional Area: Payroll

1492: Secure 2.0 Section 603 Requirements for OSGP

• Functional Area: Payroll Benefits

1311: CBA: Change the title of Pre-Retirement Counseling to Pre-Retirement Planning

• Functional Area: Absence

1531: Rate change for Planned Time Off | Lookup Table KFFA

• Functional Area: Absence

1403: Report Update: PAF and Foundational Manager Training

• Functional Area: Learning Extended Enterprise Reports

1416: Correct Verify My Information report for remote work and updates to notes text

• Functional Area: Reports

1519: CBA: Add AFSCME grade profiles to Public Affairs Specialist 2 – SR29

• Functional Area: Compensation

1527: Modify CPERS Integration to Add Taxable Clothing Allowance to Regular Subject Wage

• Functional Area: Benefits Integration

1540: CBA: Add AFSCME (AV) Grade Profiles to Fiscal Analyst 1 – SR23

• Functional Area: Compensation

Release Item 1492: New Limits for Oregon Savings Growth Plan (OSGP)

• The IRS limits for retirement savings have increased for 2026. The new limits are effective Jan. 1, 2026.
• For 2026, the OSGP annual contribution limit is $24,500

• Ages 50-59: additional $8,000 (total $32,500)
• Ages 60-63: additional $11,250 (total $35,750)
• Ages 64+: additional $8,000 (total $32,500)

• Effective Jan. 1, 2026, the SECURE 2.0 Act requires certain age 50+ catch-up contributions to be designated as Roth after-tax contributions. This requirement applies to participants whose IRC Section 3121(a) FICA wages (if applicable) are more than $150,000 in the previous year.
• For more detailed information go to OSGP | Welcome

Workday Operations

Payroll and Time Tracking Reminders

May On cycle (Run 1) will process June 25, 2026

• 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 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 you are in the process we may be able to assist

• Payroll processing date reminders:

• June 22 – BT deadline at 5 p.m.
• June 24 – cutoff to submit and approve time
• June 25 – On-cycle payroll processing all day
• June 25 and 26 – No daily check processing
• June 19 – Juneteenth Holiday

Time Off and Time Entry Resources

Time Entry Alerts for Managers and Employees on Mid-Month Payroll

Proposed Timing for Employee Alerts

• 5 business days prior to payroll cutoff

• Notice to employees that they have unsubmitted time.

• 4 business days prior to payroll cutoff

• Notice to employees they have unsubmitted time.

• 3 business days prior to payroll cutoff

• Notice to employees they have until 5 p.m. on that day to submit time for manager approval.
• Time will be locked for employee time entry at 5 p.m.
• Managers will need to make time entry and approval for any time not entered by 5 p.m.

Proposed Timing for Manager Alerts

• 2 business days prior to payroll cutoff

• Manager Notices that they have employees with unsubmitted and unapproved time.
• Manager's Manager and employee is copied on this notice.

• 1 business day prior to payroll

• Manager notice of employees with unsubmitted and unapproved time that must be approved by 5 p.m.
• ​Manager's Manager, employee and Agency Director copied on notice.

Time Entry Resources for Employees

• Employee Time Entry Overview 
• Time Entry Corrections

Holiday Time Entry:

• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees 

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview Reviewing and Approving Time
• How to Enter Time for A Worker
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)

Time Entry Resources for Employees

• Time Off App Resources for Employees
• Time Off App Resources for Managers

Resource Guides

• Payroll and Time Tracking Employee Resource Guide
• Payroll and Time Tracking Manager Resource Guide
• Payroll and Time Tracking Payroll Partner Resource Guide

General Information and Reminders 

• The Next two Workday Wednesday Dates:  

• July 1, 2026 - Meeting link to join the first Wednesday of the month
• July 15, 2026 - Meeting link to join the third Wednesday of the month

• 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 
• Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Oregon1 was refreshed on June 20, 2026
• Workday Maintenance Friday Evenings

• 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  

Workday Release

June Release Items

1131: Review of Oregon Savings and Growth Plan (OSGP) Deductions for Possible Proration/LWOP Issues

• Functional Area: Payroll

1492: Secure 2.0 Section 603 Requirements for OSGP

• Functional Area: Payroll Benefits

1311: CBA: Change the title of Pre-Retirement Counseling to Pre-Retirement Planning

• Functional Area: Absence

1531: Rate change for Planned Time Off | Lookup Table KFFA

• Functional Area: Absence

1403: Report Update: PAF and Foundational Manager Training

• Functional Area: Learning Extended Enterprise Reports

Note: It was asked if the Foundational Manager Training includes information about timekeeping and payroll for managers? It does not. The time entry eLearnings are assigned with the new employee campaign. CHRO will incorporate appropriate payroll trainings into the manager training program after the payroll transformation project is complete.

1416: Correct Verify My Information report for remote work and updates to notes text

• Functional Area: Reports

1519: CBA: Add AFSCME (AG) grade profiles to Public Affairs Specialist 2 – SR29

• Functional Area: Compensation

1527: Modify CPERS Integration to Add Taxable Clothing Allowance to Regular Subject Wage

• Functional Area: Benefits Integration

Workday Operations

Payroll and Time Tracking Reminders

May Off cycle (Run 2) will process June 8, 2026

• 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 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 you are in the process we may be able to assist

• Payroll processing date reminders:

• June 3 – BT deadline at 5 p.m.
• June 5 – cutoff to submit and approve time for off-cycle (run 2)
• June 8 – Off-cycle payroll processing all day
• June 8 and 9 – No daily check processing

Time Off and Time Entry Resources

• Time Off App Resources for Employees
• Time Off App Resources for Managers

Time Entry Resources for Employees

• Employee Time Entry Overview 
• Time Entry Corrections

Holiday Time Entry:

• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees 

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview Reviewing and Approving Time
• How to Enter Time for A Worker
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)

Resource Guides

• Payroll and Time Tracking Employee Resource Guide
• Payroll and Time Tracking Manager Resource Guide
• Payroll and Time Tracking Payroll Partner Resource Guide

PERS Contributions

New PERS Help Articles

The Workday Team recently created nine new PERS Help Articles that will guide you through various PERS contribution scenarios including:

• Current Year
  
• Prior Year
• Individual Account Program (IAP) scenarios
• PERS Overview
• PERS Plan or PERS Job Class Correction – Current Year
• PERS Enrollment Correction – Prior Year
• PERS Enrollment Elements in Workday
• PERS Voluntary Contribution Corrections
• PERS Plan or PERS Job Class Correction – Prior Year
• PERS Enrollment Correction – Current Year
• PERS Maximum Salary Exceeded – Current Year
• PERS Maximum Salary Exceeded – Prior Year

PERS Help Article to be Removed

• PERS Corrections, Payroll Partners

Reminders about PERS Deductions

From DAS Central Public Employees Retirement System (CPERS):

• PERS EE paid will only calculate and deduct if there is enough net pay to cover the whole amount.
• Domestic Partner Imputed Value is PERS subject for OPSRP employees.
• When an employee is on LWOP or does not have enough net pay to deduct the PERS contributions, the Imputed Value will report to PERS and PERS contributions are due in full.
• Partial amounts will not be deducted from employee pay.

Learning Resources Updates

Help Article Update:

• Extended Enterprise Learner Account and Log In Support

Fixing Email Error

External Enterprise Learners may receive an error when they attempt to log in which reads, “You don't have an email address in Workday. Please contact your security administrator."

This occurs when an External Enterprise Learner uses an email authentication for an older account where the email has not been changed since the account creation.

How to Fix an Email Error

From anywhere in Workday, enter EEL: [First Name Last Name] in the search bar, press Enter and select the EEL.

• Step 1: Click on the two arrows underneath the Extended Enterprise Learner's name, select the “External Learning User".
• Step 2: From the External Learning User Profile, select the Actions menu. Navigate to the External Learning User option and select “Edit".
• Step 3: Edit the email address in any way, for instance, adding a “1" to the beginning of the email address. Click “Submit".
• Step 4: Repeat Step 2, this time correcting to the Learners' actual email address. This will update the email address in the system and resolve the error.

Note: Please see the slide deck for visual aids on this process.

General Information and Reminders 

• The Next two Workday Wednesday Dates:  

• June 17, 2026 - Meeting link to join the third Wednesday of the month
• July 1, 2026 - Meeting link to join the first Wednesday of the month

• 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 
• Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Oregon1 was refreshed on June 6, 2026
• Workday Maintenance Friday Evenings

• 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  

Workday Release

May Release Approved

1465: Distinguishing OR National Guard Service Members from Veteran Candidates

• Functional Area: Recruitment

1467: Update Questionnaire: “Previously Awarded Veteran's Percentage Points"

• Functional Area: Recruitment

1481: Voluntary Disclosure Page Update

• Functional Area: Recruitment

1447: Update Time Entry Template for State Teachers Education Association (STEA) Employees

• Functional Area: Time Tracking

1462: Update Eligibility Rule for Time Off for Temporary Employees

• Functional Area: Absence

1482: Update: Dept. of Corrections (DOC) Emergency Recall Report and Scheduled Reports

• Functional Area: Absence
  
  

April Release Item 1479 Actions Completed in May

Premium Pay Retro Time Calculations

Premium Pay Time Calculations Added in April 2026:

• On April 22, 2026, additional premium pay time calculation codes were added to the 'FLSA premium' worktag eligibility.
  

Additional Work in May 2026 for Premium Pay Time Calculations:

• May 17, we ran a time calculation to capture premium pay time calculation tags entered during the pay periods December 2025 – April 2026.
  

• Time Calculation ran for Non-Exempt Overtime Eligible employees for each month, (December 2025 and January, February, March, and April 2026).
• Time was mass submitted for each month.
• Time was mass approved for each month.
• The screen shot on slide 9 of the presentation shows the FLSA premium worktag that can be found on the time block within the time entry screen.
• A report was shared with Payroll Partners in Workday Drive with a list of employees with time calculations added to their time entry for December 2025 – April 2026.
• Drive>Payroll Resources>Reports>R1479 Time Calcs Added for Premium Pays on W2

Time Entry Time Calculations Added for Premium Pay on W-2

• Time Worked (Regular Hours)

• FLSA Weekly Overtime – WD TT Users

• Daily Overtime (1.5x)

• FLSA Weekly Overtime – WD TT Users

• Overtime (1.5x) – Holiday Worked – Non FLSA

• FLSA Weekly Overtime – WD TT Users

• Reporting Time

• FLSA Weekly Overtime – WD TT Users

• Scheduled Hours Over 8 on a Holiday

• FLSA Weekly Overtime – WD TT Users

• Time Worked on Holiday (Non-Exempts)

• FLSA Weekly Overtime – WD TT Users

• AST – Additional Straight Time

• FLSA Weekly Overtime – External TT Users​
  
  

Premium Pay Calculations Added – Payslip Example

• See the Workday Wednesday slides for visual aid.
• In the visual aid, the employee had time worked on a holiday (8 hours in December 2025 and 8 hours in January 2026).
• After the time calc ran on May 17, 2026, Payslip entries will display as a positive 8 hours and wages for those hours, and then a negative 8 hours and negative wages for those hours.
• The result is a net zero-dollar impact on pay and will ensure that this overtime is reported on the employees W-2 for 2026.
  
  

Workday Operations

Payroll and Time Tracking Reminders

May On cycle (Run 1) will process May 26, 2026

• 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 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 you are in the process we may be able to assist

• Payroll processing date reminders:

• May 20 – BT deadline at 5 p.m.
• May 22 – cutoff to submit and approve time
• May 26 – On-cycle payroll processing all day
• May 26 and 27 – No daily check processing
• May 25 – Memorial Day Holiday
  
  

Time Entry Resources for Employees

• Employee Time Entry Overview Help Article with video
• Time Entry Corrections
• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees 
  
  

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview Help Article with video
• Reviewing and Approving Time
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)
  
  

Time Entry Reports for Payroll

Pay Cycle Command Center Help Article:

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

Reports to run prior to payroll processing payroll time entry:

• Audit – Workers with No Time Entry – Details
• Recommendation: Run in advance of payroll processing to ensure timecard completion. Notify employees and/or managers of employees who are missing time.

PAY | Workers with Time Details Not Submitted

• Recommendation: Run in advance of payroll processing to ensure timecard submission. Notify employees and/or managers of employees who have not submitted their timecard.

PAY | Workers with Unapproved Time Review Events

• Recommendation: Run in advance of payroll processing to ensure timecard approval. Notify managers of employees whose timecards are pending approval (Sent Back or Submitted status).
  
  

Duplicate Worker Management

Duplicate Candidates/Workers

How do they happen?

• External candidate profile applies when they are an internal worker.
• A prior worker applies with external account.
• Prior worker applies with an external account with an incorrect SSN.
• Prior worker applies with an external account with a new name or details.

How do we find them?

• Possible Duplicate box says 'yes'
• Prior OR# present on candidate record (if yes, does it say prior worker?)
• Error when entering SSN indicating it is already in use

• When using the offer process the worker would enter their SSN
  
  

Resources

Help Articles:

• Duplicate Candidate, Correcting
  
• Merge Candidate Records

Reports:

• REC | Duplicate Candidate Profiles
• AUD Duplicate SSNs Connected to Multiple Employee IDs
• Find Duplicates for Candidate
  
  

Merging Reminders:

• Merge Prior to Offer or At Offer
• Be sure the Date of Birth, and SSN match

• We have had same names (but different people)

• Do not merge [c] Contingent Workers with Employees
  
  

If you still cannot find your answer, submit a case

• Please tag the worker if applicable or provide the Requisition or Candidate number.
• Please include all details in the body of the case including (but not limited to):

• Name
• OR#
• Date(s)
• What business process or data element you need help with
• Specific details unique to your request such as compensation change: grade profile, step, salary, or full union name for union or leave questions.

• If you are new to Workday or would like to walk through together, you can also reach out to us for a 1:1 meeting time and we can go more in-depth and help you through any scenarios you would like more guidance with.
  
  

Recruitment

Supplemental Questionnaire Scores

• The “Total Score Percentage" does not calculate correctly when the total possible points exceed 100.
• Calculation works correctly when the total possible points are 100 or less.
  
  

Help Articles Updated:

• Questionnaire, Copy
• Questionnaires, Create

Note: We have identified old requisitions that are filled or closed but still have active posting links.

General Information and Reminders 

• The Next two Workday Wednesday Dates:  

• June 3, 2026 - Meeting link to join the first Wednesday of the month
• June 17, 2026 - Meeting link to join the third Wednesday of the month

• 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-auth.oregon.gov/das/hr/pages/workday-wednesday.aspx 
• Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Oregon1 was refreshed on May 23, 2026
• Workday Maintenance Friday Evenings

• 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  

Workday Release

May Release

1465: Distinguishing Oregon National Guard Service Members from Veteran Candidates

• Functional Area: Recruitment

1467: Update Questionnaire: “Previously Awarded Veteran's Percentage Points"

• Functional Area: Recruitment

1481: Voluntary Disclosure Page Update

• Functional Area: Recruitment

1447: Update Time Entry Template for State Teachers Education Association (STEA) Employees

• Functional Area: Time Tracking

1462: Update Eligibility Rule for Time Off for Temporary Employees

• Functional Area: Absence

1482: Update: Department of Corrections (DOC) Emergency Recall Report and Scheduled Reports

• Functional Area: Absence

1416: Correct “Verify My Information" Report for Remote Work and Update to Notes Section Text

• Functional Area: Reports

1131: Review OSGP Deductions for Possible Proration for Leave Without Pay

• Functional Area: Payroll

1492: Move Pre-Tax Catch-Up Contributions to the Post-Tax, or Roth Deductions for Impacted Employees. When Completed, Catch-Up Contributions to Roth Accounts will be Deducted as Expected.

• Functional Area: Payroll and Benefits

1403: Report Update: Performance Accountability and Feedback (PAF) and Foundational Manager Training

• Functional Area: Learning and Extended Enterprise Reports​
  
  

Workday Operations

Payroll and Time Tracking Reminders

April Off-Cycle (Run 2) will process May 11, 2026

• 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: 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 reach out to us

• Depending on where you are in the process we may be able to assist

• Payroll processing date reminders:

• May 6 – BT deadline at 5 p.m.
• May 8 – 5 p.m. cutoff to submit and approve time for off-cycle (run 2)
• May 11 – Off-cycle payroll processing all day
• May 11 and 12 – No daily check processing

Time Entry Resources for Employees

• Employee Time Entry Overview Help Article with video
• Time Entry Corrections
• How to Enter Holiday Time Using In and Out Times
• How to Enter Holiday Time for Straight Time Employees
• How to Enter Holiday Adjustments for Straight Time Employees
• How to Enter Holiday Time for Exceptions Only Employees

Time Entry Review and Approval Resources for Managers

• Manager Time Approval Overview Help Article with video
• Reviewing and Approving Time
• How to Submit Time for a Worker
• Delegate Time Entry and Time Off (Manager)

Human Resources Reminders

Effective Date for Retirement Termination

Retirement Terminations

• The effective date of a retirement termination in Workday will almost never be a first of the month effective date
• Public Employees Retirement System (PERS) does not consider someone retired until the first of the month following their termination in Workday
• If you have any questions about PERS details, please contact your Centralized Public Employees Retirement (CPERS) analyst
• If you have any questions about PERS updates in Workday, please send in a Help Case
  
  

Public Employees Retirement System (PERS) Grade Profile Comp Corrections

• The change from AA to AP, AP to AA, etc., can only be made by agencies if the action has a first of the month effective date
• If the change is anything other than the first of the month, do not start the process, just send in a case. If you do start it and get an error, please cancel it before submitting a case
• If someone is PERS eligible upon hire and needs to be corrected to AP, the comp change reason is NOT going to be 'PERS Pickup', it should be 'Correction'
• Make sure to enter PERS Status Check details in Workday as soon as possible after a hire
• If you have any questions about PERS details, please contact your CPERS analyst
• If you have any questions about PERS updates in Workday, please send in a Help Case
  
  

Workday Reports

Search Prompt: Reports I Can Run

• RPT | Reports I Can Run
• AUD | Audit Reports I Can Run
• CMP | Compensation Reports I Can Run
• DEI | DEI Reports I Can Run
• LRN | Learning Reports I Can Run
• PAY | Payroll Reports I Can Run
• REC | Recruitment Reports I Can Run
• CM | Case Management Reports I Can Run
• HCM | Worker Document Reports I Can Run
• HCM | Working Remotely Reports I Can Run

Note: You will only see data in reports that your security role allows.

Compensation Reports

CMP | Compensation Reports I Can Run

• CMP | Step Increase Report
• CMP | Workers Above Max or Below Min
• CMP | Workers Off Step (within Range)
• CMP | Workers with Compensation Freeze Reason
• CMP | Workers with Mismatched Job Profile/Grade Profile

Additional Helpful Reports:

• CMP | Compensation Plan (Rates Delimited) Table – Active Job Profiles Only
• CMP | Compensation Changes Report
• CMP | Compensation Changes for Workers with Amount Allowance Plan
• HCM | Current Worker Detail Report
• BGT | Position Management Detail Report
• HCM | Employee Events by Selection Report
• PAY | Status Check Retirement Start Date in Selected Date Range
• HCM | Contribution Start Date Audit

Note: More reports are available: Human Resources Reports worklet.

Human Resources Reports

Processing Reports

• HCM | Business Process Transactions of Type (by Company or Supervisory Organization)
• HCM | Business Process Transactions of Type Awaiting Action (by Company or Supervisory Organization)
• HCM | Employee Events in Progress by Selected Initiated and Effective Dates
• HCM | Business Process Transaction Details by Initiator
  
  

Learning Reports

• LRN | All Learning and Training Completion Report
• LRN | Official Transcript for Export
• LRN | Learning Campaign Audience Details
• LRN | Campaign Status Report
• LRN | All Learning Assignments by Organization

Recruitment Reports

• HCM | Employee Job Changes | Incoming from Other Agency
• REC | Candidate Flow for Managers
• REC | Candidate Flow Summary for Managers
• REC | Mandatory Priority List
• REC | Mandatory Priority List – Drive Report – Do Not Modify
  
  

Pay Cycle Command Center

Tasks and Reports

• Pay Cycle Command Center
• Reports After R1 for Pay Cycle Command Center
• Reports After R2 for Pay Cycle Command Center
• Reports Before R1 for Pay Cycle Command
• Reports Before R2 for Pay Cycle Command Center

Daily/Weekly/Monthly Reports

• PAY | Payroll Reports I Can Run – Helpful for Payroll Partners
• PAY | YTD Overtime Report – Helpful for Payroll Partners
• Payroll Audit Exceptions – Run Report Daily or Weekly
• PAY | Pay Input for Terminated Workers – Run Report on the 1^st of each Month
• AUD | Time Block Audit – Run Report as needed to review changes made by the employee
• PAY | Terminated Workers with Pay Run Report 2 Days Prior to Payroll Processing Day to research and facilitate or make corrections as needed
  
  

Pay Cycle Command Center

Reports to prioritize for discontinuation of Run 2 (R2) mass approval:

• Audit – Workers with No Time Entry – Details

• Recommendation: Run in advance of R2 to ensure timecard completion. Notify employees and/or managers of employees who are missing time.

• PAY | Workers with Time Details Not Submitted

• Recommendation: Run in advance of R2 to ensure timecard submission. Notify employees and/or managers of employees who have not submitted their timecard.

• PAY | Workers with Unapproved Time Review Events

• Recommendation: Run in advance of R2 to ensure timecard approval. Notify managers of employees whose timecards are pending approval (Sent Back or Submitted status).

General Information and Reminders

• The Next two Workday Wednesday Dates:  

• May 20, 2026 - Meeting link to join the third Wednesday of the month
• June 3, 2026 - Meeting link to join the first Wednesday of the month

• 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-auth.oregon.gov/das/hr/pages/workday-wednesday.aspx 
• Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Oregon1 was refreshed on May 9, 2026
• Workday Maintenance Friday Evenings

• 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 Transition

Upcoming changes to Workday Payroll:

Moving to a biweekly pay schedule for all employees

• All employees – represented, unclassified, and managers will move to a biweekly pay schedule.
• This transition is not a reduction in compensation. You will continue to earn the same annual amount.
• A biweekly paycheck is 1/26^th of your annual compensation. This results in two months during the year having three paychecks.

Transition to hourly pay for overtime eligible employees

• Employees eligible for overtime under federal law, who receive a monthly salary will transition to hourly pay.
• Your overtime will be reflected accurately in each pay period based on the hours you have already worked.
• Employees who are not eligible for overtime will remain salaried.

Eliminate forecasting time

• Pay based on actual hours worked in the previous biweekly period, not projected hours.
• Use a lag period rather than forecasting hours.
• More reliable pay because overtime and shift differentials will be paid in the same period as the regular hours worked.

Note: These changes are expected to go live on July 1, 2027.

Note: Please watch the Workday Wednesday presentation for a full breakdown of all the information shared thus far pertaining to the Workday payroll transition.

Workday Release

April Release

837: Correct Time Off Business Process Condition Rule Change

• Functional Area: Absence and Leave

969: Update and Standardize Time Calculation Tags with Sick Leave and Vacation Accruals

• Functional Area: Absence and Leave

1142: Equivalency Chart Added to Edit Time Off

• Functional Area: Absence and Leave

1472: Equivalency Chart added to Edit Time Off

• Functional Area: Payroll

1477: Add PDC and Sup Org to PAY | Terminated Workers with Pay Report

• Functional Area: Payroll

1485: SEIU Dues Adjustment Summary Report

• Functional Area: Payroll

1352: New Report for Straight Time Above Zero Hours

• Time Off | Straight Time | Above 0 Hours
• This is a new report to provide employees carrying Straight Time balance that is above zero.
• Functional Area: Payroll
  
  

Release Item 1388 – Update to Help Link

Under the Profile Icon Menu, the Help link will now direct to the Workday Help Center, rather than the Workday Oregon Division webpage.

This update will allow employees to access the Help Center directly within Workday.

As a reminder, from the Help Center you can do the following:

• View Help Articles organized by categories
  
• Help Articles are organized by categories
• Each category will display Help Articles related to that category
• Categories and Help Articles in  the Help Center will display based on a user's security role
• View active help cases
  
• Create a help case
  
  

Release Item 1411 – New HCM Report

A new report called HCM | Supervisory Organization Name History Search will be created to provide the following information:

• Name change history of a supervisory organization
• Date of the change
• Who made the change
  
  

Release 1450 – Add Fields to HCM Report

HCM | Terms and Job Changes Due to Trial Service Removal Report will be updated with the following fields:

• Position Representation
• Position Start Date
• Date of Termination or Job Change
• Days in Trial Service
  
  

Release 1464 – Add Sunlife to Pay Component Group “Deductions on Leave"

• Sunlife will be added to the “Deductions on Leave" pay component group.
• When implemented this change will be deducted from pay as expected.
• Workday Payroll Admins will be changing pay inputs from “Override" to “Adjustment" for any employee that had a pay input for this deduction, and it was setup as override.

• General rule for pay input is to enter those adjustments.

Release 1479 – Add Time Calculation Tags for Reporting Overtime on W-2

• A Federal law went into effect on January 1, 2025, that allows employees to deduct qualified overtime compensation from their federal income tax returns.
• To find out more information about the tax deduction and what overtime compensation qualifies for the deduction, please review the Internal Revenue Services (IRS) “Questions and answers about the new deduction for qualified overtime compensation" fact sheet.[JR1] 

• There are a few additional Time Calculation Tags that need to be added to accurately report overtime on 2026 W-2 to comply with the Federal Legislation.

Release 1479 – Add Time Calculation Tags for Reporting Overtime on W-2

• This is an extension of the release done in December for the new Federal Requirements on Overtime Reporting.
• The Time Calculation Tags listed below were not included in the December 2025 release and are being added as follows:

• April Release Time Calculation Tags will be added to the Workday configuration for the processing of April run 1.
• In May, a retro calculation will run to capture any of the Time Calculation Tags entered during the time period of January 2026 – March 2026.
• Any time worked under the identified time calculations will be added as a time block tag on the time sheet and will get added to the total overtime that will be reported on W-2s for 2026.

Workday Operations

Payroll Processing Reminders

April On-Cycle (Run 1) will be processed April 27, 2026

• 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: 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 reach out to us
  
• Depending on where we are in the process, we may be able to assist
• Payroll Processing Date Reminder: 
  
• April 22 – BT deadline at 5 p.m.
• April 24 – 5 p.m. Cutoff to submit and approve time
• April 27 – On-cycle payroll processing all day
• April 27 and 28 – No daily check processing 

• As of April 13, 2026, daily check settlement processing changes from 10:30 a.m. to 10:00 a.m.
• The settlement time was moved up by 30 minutes to allow time for the Workday Admin team to incorporate increased internal controls into the business process.
• Please continue to add daily off cycle requests to the check log by midnight Pacific Time for next day processing. If you have check requests that require immediate attention on the day of, please submit a Workday Help Case.
  
  

Time Entry Mass Approved Report

• We are working towards aligning time entry and approval practices with the guidance in the Oregon Accounting Manual (OAM 45.07.00).
• Our continued focus is on removing automated approvals of timesheets for the mid-month pay period as was communicated to payroll partners in a Time Entry Review and Approval Follow up message on August 13, 2025.
• Our shared goal is that all required timesheets are submitted and approved on time each month for the mid-month payroll processing as even a small percentage of unapproved timesheets can delay pay and erode employee trust.

Time Entry Mass Approved Report March 2026 Mid-Month

Based on compliance data, DAS implemented a six-month transition period (December 2025 – May 2026) during which DAS will continue mid-month automated approvals to ensure employees are not impacted by missed approvals.

March 2026 Mid-Month Report will be available in Workday Drive on April 20, 2026:

• Drive>Payroll Resources>Reports>R2 Mass Approved Reports

DAS saw significant agency progress on compliance in this last report. Thank you all for your efforts on ensuring approved mid-month timesheets.

General Information and Reminders 

• The Next two Workday Wednesday Dates:  

• May 6, 2026 - Meeting link to join the first Wednesday of the month
• May 20, 2026 - Meeting link to join the third Wednesday of the month

• Oregon1 was refreshed on April 18, 2026
• 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-auth.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
  
• Agency Readiness Contacts, Workday Wednesday Notes, and Monthly Release Items are shared for all elevated roles in Workday Announcements – System News
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"

• 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

Workday Release

April Release

Functional Area: Absence and Leave

837: Correct Time Off Business Process Condition Rule Change

969: Update and Standardize Time Calculation Tags with Sick Leave and Vacation Accruals

1142: Equivalency Chart Added to Edit Time Off

1352: Create Straight Time | Balance Over Specified Amount Report for All Agencies

Functional Area: Help and People Experience

406: Allowance Plan Seasonal Employees Differential is Not Paying When Paid Leave is Used for Hourly Employees

Functional Area: Payroll

1464: Add Sunlife to Pay Component Group 'Deductions on Leave'

1472: AFSCME Oregon Military Department (OMD) | Fair Labor Standards Act (FLSA) Period Update

1477: Add Pay Distribution Code (PDC) and Supervisory Organization (Sup Org) to PAY | Terminated Workers with Pay Report

Workday Profile Menu – Update to Help Link

Under the Profile Icon Menu, the Help link will now direct to the Workday Help Center, rather than the Workday Oregon Division webpage.

This update will allow employees to access the Help Center directly within Workday.

As a reminder, from the Help Center you can do the following:

• View Help Articles organized by categories
  
• Help Articles are organized by categories
• Each category will display Help Articles related to that category
• Categories and Help Articles in Help Center will display based on a user's security role
• View Active Help Cases
• Create a Help Case

Workday Operations

Payroll Processing Reminders

March Off-Cycle (Run 2) will be processed April 9, 2026

• 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: 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 reach out to us.
  
• ​Depending on where we are in the process, we may be able to assist

• Payroll Processing Date Reminder: 
  
• April 6 – Balance Transfer (BT) deadline at 5 p.m.
• April 8 – 5 p.m. Cutoff to submit and approve time for Off-Cycle (Run 2)
• April 9 – Off-cycle payroll processing all day
• April 9 and 10 – No daily check processing 

State Employee's Food Drive Donations

Food Drive donation pay input instructions are in Workday Drive

• Payroll Resources > Communications > Food Drive
• 12 monthly recurring pay input donations will be entered:
  
• Start date will be April 1, 2026
• End date will be March 31, 2027

• One-time donations will be deducted in the month of April 2026
• Donations requests are entered by employees and route to all position Agency Payroll Partners
  
• ​Only the Base position Agency Payroll Partner should take actions on these requests within their inbox

Please create a Workday Help Case if you have questions about these deductions

Time Entry Mass Approved Report

We are working towards aligning time entry and approval practices with the guidance in the Oregon Accounting Manual (OAM 45.07.00).

Our continued focus is on removing automated approvals of timesheets for the mid-month pay period as was communicated to payroll partners in a Time Entry Review and Approval Follow up message on August 13, 2025.

Our shared goal is that all required timesheets are submitted and approved on time each month for the mid-month payroll processing as even a small percentage of unapproved timesheets can delay pay and erode employee trust.

Time Entry Mass Approved Report February 2026 Mid-Month

Based on compliance data, DAS implemented a six-month transition period (December 2025 – May 2026) during which DAS will continue mid-month automated approvals to ensure employees are not impacted by missed approvals.

February 2026 Mid-Month Report is available in Workday Drive:

• Drive > Payroll Resources > Reports > R2 Mass Approved Reports
  

DAS saw significant agency progress on compliance in this last report. Thank you all for your efforts on ensuring approved mid-month timesheets.

Tips and Tricks

Cancel or Delete Unsubmitted Tasks

Use this only for tasks you initiate, not those assigned to you. The gear icon does not display a delete or cancel option for assigned tasks.

To cancel or delete an unsubmitted task you have initiated, open it from your Workday Inbox. Click the gear icon in the upper right corner. Select 'Cancel' or 'Delete', and then click 'Submit' to finalize the action.

Use Search Shortcuts

Type a question (?) mark in the search box and then press 'Enter' on your keyboard.

You will see a list of search shortcuts you can use to narrow down your search results.

Efficient Search Criteria

Type the first two to three letters of each word of the field selection (e.g., “giv fee" for Give Feedback) and press 'Enter' instead of scrolling or typing the full name.

You will either get a much shorter list, or it will populate the field with your selection.

Use the “Related Actions" Menu

The “Related Actions" menu in Workday can save you time by providing quick access to related tasks:

• Hover over a worker's name, task, or object to reveal the “Related Actions" icon (three dots).
• Click the icon to see a list of related actions you can take without navigating away from your current page.

This feature helps streamline your workflow by allowing you to perform additional actions quickly and efficiently.

Learning and Recruitment 

Recruitment Reminders

• Due to Workday system maintenance on Fridays, employees may not be able to submit applications on a Friday deadline.
• Please ensure requisitions are closed on Sundays instead of Fridays to avoid any interruption in being able to submit applications.
• To ensure Workday reflects accurate application numbers, make sure to disposition employees that are no longer being considered.
• There is a Workday maintenance status reminder located on the bottom right of the Workday login page.

Future Meeting Agenda Format  

Workday Wednesday Agenda by Functional Group

We will be transitioning the agendas to be by Workday functional group by devoting specific timeslots to each of these areas to help us provide more consistent content for you all.

• Payroll Time Tracking and Leave, Payroll Transition: 15-20 min.
• Human Resources: 10-15 min.
• Compensation: 10-15 min.
• Help Desk: 10-15 min.
• Learning and Recruitment: 10-15 min

The listed times are estimates and are subject to change.

General Information & Reminders 

• The Next two Workday Wednesday Dates:  

• April 15, 2026 - Meeting link to join the third Wednesday of the month
• May 6, 2026 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on April 3, 2026
• Workday Maintenance Friday Evenings from 11 p.m. to 2 a.m.

• 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. 

• Workday Wednesday Notes are shared in Workday Announcements under System News for all elevated roles.
• How to Locate System News:
  
• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Link to Workday Wednesday Notes is at the top

• 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

March Release Items

Functional Area: System:

• 1363 – Native Authentication Login and Password Updates – related to Login Screen Change as part of Workday 2026 R1. Functional Area: System
• 1443 – SEIU Equity Demographic Reports – setup as integration and delivered directly to SEIU
• 1384 – SOS originally elected to pay employee share of Paid Leave Oregon and now will be making the change to charge employee for this tax. They elected to have this be in March paid April 1.
• 1445 – New layout for both employee and vendor checks for payroll

Functional Area: HR Business Process:

• 1434 – CBA: AFSCME Security, Security Plus and AFSCME Bd of Parole and Post Prison Sup. Essential Worker Rate.

Functional Area: Payroll and Time Tracking:

• 1435 – CBA: Create Food Service Coordinator Differential for AFSCME Security Plus and AFSCME Board of Parole and Post Prison Supervision
• 1437 – CBA: AFSCME Security plus new time entry or earning code for Medical Chaperone Duty
• 1451 – CBA: AFSCME DOC Security Plus and Parole Board exempt eligible for On-Call

Functional Area: Compensation and Payroll:

• 1440 – CBA: New allowance – Pharmacist in charge

Workday 2026 Feature Release

All Workday Feature Release items that are automatic were implemented March 14, 2026.

A list of feature release items included on the March 14, 2026, update will be posted in System News for elevated roles.

• Most feature release items were backend system updates
• We are highlighting a few items today that directly impact end users

Please create a Workday Help Case if you have any questions regarding the Workday Feature Release.

Workday Feature Release – Login Screen Updates

New look for Workday Login Screen was updated as of March 14, 2026:

• A Workday Announcement was posted on March 13, 2026, to inform employees of this change to the Workday Login Screen

Workday Feature Release – Bank Verification Screen Update

Bank Verification Screen in “Edit" Payment Elections was updated:

• Bank account name and account type will be added to display along with the last four digits of the account number that is displayed.
• Workday Announcement was posted on March 13, 2026, to inform employees of this change.

Workday Feature Release – Case List Customization

Case List Customization

• This item enables case solvers to tailor their workspace by selecting, reordering, and filtering the columns displayed in the case list.
• If you were used to relying on seeing the Case ID or the Follow-Up Date in your main Help Case Workspace view, you must manually add those back.
• Click on the gear icon to have Configure List display and select column view that you would like to see.

Workday Feature Release – Safety Dashboard Update

Update to Safety Dashboard for Safety Officers:

• If you have a safety incident that needs to be deleted or rescinded, please create a Workday Help Case to request that action.

Workday Operations

Payroll Processing Day Reminders

March On-Cycle (Run 1) will be processed March 26, 2026

• 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: 
• March 23 – Balance Transfer deadline at 5 p.m.
• March 25 – Cutoff to submit and approve time
• March 26 – On-cycle payroll processing all day
• March 26 and 27 - No daily check processing 

Employee Transfers Mid-Month with Voluntary Individual Account Program (IAP) Contributions

• When an employee transfers mid-month and they make a voluntary IAP Contribution, Workday is not deducting the prorated IAP amount for the losing agency.
• The gaining agency is seeing the deduction prorated and deducted accurately.
• To resolve this issue, Agency Payroll for the losing agency will create a pay input and leave the “Value" blank.
• With this pay input, Workday will accurately prorate and deduct the IAP amount for the losing agency.

Pay Input Entry for Employee Transferring Out and Voluntary IAP Contribution:

• Select “One-Time"
• Select “Adjustment"
• Select “Regular Run Category"
• Batch ID: Leave Blank
• Employee Position: Employee Position for the losing agency
• Value: Leave Blank (“Type and Value" will display as “No")

State Employee's Food Drive Donation

2026 State Employee's Food Drive will run from March 1 – March 31, 2026.

Employees can access the Help Article below for detailed instructions on how to complete the form to donate to the Governor's State Employees Food Drive

• Governor's State Employees Food Drive Deduction 
• Once completed the Request will route to the Payroll Partner Workday Inbox
• Payroll Partners 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, 2026
• End Date will be March 31, 2027

One-time donations will be deducted in the month of April 2026.

• E-News was sent out on March 12, 2026, with detailed instructions for Food Drive Donation pay input and is in Workday Drive:

• Payroll Resources>Communications>Food Drive

• Please create a case if you have questions about the pay input process for these deductions.

Time Entry Mass Approved Report

• We are working towards aligning entry and approval practices with the guidance in the Oregon Account Manual (OAM 45.07.00).
• Our continued focus is on removing automated approvals of timesheets for the mid-month pay period as was communicated to payroll partners in a Time Entry Review and Approval Follow up message on August 13, 2025.
• Our shared goal is that all required timesheets are submitted and approved on time each month for the mid-month payroll processing as even a small percentage of unapproved timesheets can delay pay and erode employee trust.

Time Entry Mass Approved Report February 2026 Mid-Month

Based on compliance data, DAS implemented a six-month transition period (December 2025 – May 2026) during which DAS will continue mid-month automated approvals to ensure employees are not impacted by missed approvals.

February 2026 Mid-Month Report is available in Workday Drive for Payroll Partners:

• Drive>Payroll Resources>Reports>R2 Mass Approved Reports

DAS saw significant agency progress on compliance in this last report. Thank you all for your efforts on ensuring approved mid-month timesheets.

Resource Updates

• Payment Elections (Direct Deposit)
• Safety Incident, Report
• Safety Incident History, View
• Safety Incident, Manager View

General Information & Reminders 

Workday Help Desk has a job rotation or limited duration position open:

• https://wd5.myworkday.com/oregon/d/inst/15$392530/9925$225373.htmld
• Recruitment closes Friday at 11:59 p.m. on March 20, 2026

The Next two Workday Wednesday Dates:  

• April 1, 2026 - Meeting link to join the first Wednesday of the month
• April 15, 2026 - Meeting link to join the third Wednesday of the month

Oregon1 was refreshed on March 21, 2026

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. 

Workday Wednesday Notes and Feedback:

• Workday Wednesday Notes are shared in Workday Announcements under System News for all elevated roles.
  
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Link to Workday Wednesday Notes is at the top

• 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

Release Management Process

New Case Type created in Workday Help: Workday | System Change Request

• Implemented Feb. 27, 2026 – will be used moving forward for new cases
• Who is impacted?

Case Solvers:

• You will see this new Case Type in the drop-down options when managing your cases between different Case Types.
• This is exclusively for Workday Oregon Program team use, please do not assign any cases to this Case Type.
• Any Help Case assigned to this Case Type by an agency will be routed back to the agency, with an internal note of next steps, if appropriate.

Help Case Requestor/Customer:

• If your Help Case turns into a Release Item, it will be assigned to this new Case Type and will remain open until the change is made in Production.
• This is different from the current process of the Help Case being closed as soon as the Release Item is created.
• Instructions for what to expect throughout the process will be provided in the case.
  
  

Workday 2026 Feature Release

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:

1. The initial focus is on items that are automatically implemented and communicating anything that will impact user experience.
2. The second stage is changes that require some kind of setup and will meet a need or enhance the user experience.
3. The final state is our evaluation of the remaining potential changes; these items may have significant impact to user experience or might not be possible once fully evaluated.
    

• All Workday Feature Release items that are automatic will be implemented on Mar. 14, 2026.
• A list of feature release items included in the Mar. 14, 2026, update will be posted in System News for elevated roles.

• Most feature release items were backend system updates.
• We are highlighting a few items today that directly impact end users.

• Please create a Workday Help Case if you have any questions regarding the Workday Feature Release.

Workday Feature Release - Login Screen Updates

• New look for Workday Login Screen as of Mar. 14, 2026.
• A Workday Announcement will be posted for all employees to announce the update on the Workday Login Screen.
  
  

Workday Feature Release - Bank Verification Screen Update

• Bank Verification Screen in Payment Elections will be updated.
• Bank Account Name will be added to display along with the last 4 digits of the account number that is displayed.
  
  

Workday Feature Release - Case List Customization

• This item enables case solvers to tailor their workspace by selecting, reordering, and filtering the columns displayed in the case list.
• Click on the gear to have Configure List display and select column view that you would like to see.
• Visual aids are presented in the PowerPoint slides on this update.
  
  

Workday Feature Release - Safety Dashboard Update

• Update to Safety Dashboard for Safety Officers:

• If you have a safety incident that needs to be deleted or rescinded, please create a Workday Help Case to request that action.​
  

Payroll Updates

Payroll Processing Day Reminders

February Off-Cycle (Run 2) will be processed Mar. 9, 2026

• 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: 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 reach out to us

• Depending on where we are in the process, we may be able to assist

• Payroll Processing Date Reminder: 

• Mar. 4 – BT deadline at 5 p.m.
• Mar. 6 – Cutoff to submit and approve time
• Mar. 9 – Off-cycle payroll processing all day
• Mar. 9 and 10 - No daily check processing 

• As a reminder, Daylight Savings Time will happen Sunday, Mar. 8, 2026.
• If, because of the time change, the employee ends up one hour short of their normal shift, the employee has the option of using one hour of Comp Time, Vacation, or Personal Business leave to make up the difference.
• If approved by the agency, they may have been allowed to stay over and work an additional hour to complete their normal shift.

​ 

State Employee's Food Drive Donation

2026 State Employee's Food Drive will run from Mar. 1 – Mar. 31, 2026.

Employees can access the Help Article below for detailed instructions on how to complete the form to donate to the Governor's State Employees Food Drive

• Governor's State Employees Food Drive Deduction 
• Once completed the Request will route to the Payroll Partner Workday Inbox
• Payroll Partners 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, 2026
• End Date will be March 31, 2027

One-time donations will be deducted in the month of April 2026.

Tips and Tricks

Best Practice for Sharing Help Articles

• Search for the Help Article you want to share
• Open the Help Article and click on the “ellipsis" button
• Click on “Copy Article Link"

This is a recommended practice over downloading the PDF and uploading it to your website or intranet site to share Help Articles

This ensures the Help Articles being shared contain the most up-to-date information

Note: Visual demonstration available in the PowerPoint Slides

Resource Updates

Mar. 2026 Help Articles Updated

• Request Organization or Pay Group Roles (HR, Payroll)
• What You Need to Know for Security Partners
• Overtime Compensation for In and Out Times
• Payment Elections Direct Deposit updated with 2026 Prenote Dates
  
• Part Time Employee Calculator updated with New PEBB Rates for 2026
• Workday Learning – DAS – Reading Your Payslip – minor updates to audio

Note: Under the Help section, you can find a list of Help Articles

General Information & Reminders

• The Next two Workday Wednesday Dates:  

• March 18, 2026 - Meeting link to join the third Wednesday of the month
• April 1, 2026 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on Mar. 7, 2026
• 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. 

• Workday Wednesday Notes are shared in Workday Announcements under System News for all elevated roles.
• How to Locate System News:

• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Link to Workday Wednesday Notes is at the top

• 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

Feb. Release Updates

502: Changes to PEBB Medical Opt-Out Codes. This new earning code will allow agencies to make adjustments to the opt-out earning for prior periods without needing to use a generic retro code that does not cost to the correct ledger for opt-out. The change to the ER deduction will charge agencies correctly for PT employees.

• Functional Area: Payroll

973: Effective Dating for Service Dates: Time Off (Absence). This should be transparent to Employees' time off.

• Functional Area: Absence and Leave

974: Effective Dating for Service Dates: Integration Update to Recognize Parent Action Date – WD25R2

• Functional Area: Human Resources, System

1199: A report is created for the Workday Team to monitor PEBB Exceptions. Workday Team will be creating cases as exceptions are identified and will reach out to agencies as needed.

• Functional Area: Human Resources

1239: Exception Report for PEBB Rescind and Corrections. Workday Team will monitor this report.

• Functional Area: System

1379: CBA Change: AFSCME RNs and SEIU Human Services Coalition Establish new time entry and earning for Patient Intensive Care Unit

• Functional Area: Payroll, Time Tracking

1380: CBA Change; AFSCME RNs and SEIU at OSH Create new time entry code and earning for 12-hour night shift pilot.

• Functional Area: Time Tracking, Payroll

1381: CBA Change-IAFF: Update rate for Differential – Military Firefighters Move Up

• Functional Area: Payroll

1385: CBA Changes; Essential worker rate change for several CBAs

• Functional Area: Payroll

1394: CBA Change: AEE Change rate for 2 earnings effective Jan. 6, 2026

• Functional Area: Payroll

1407: CBA Change: AFSCME RNs at OSH have a new hourly differential called MHRN Preceptor

• Functional Area: Payroll, Time Tracking

1409: Secretary of State remote work process

• Functional Area: Human Resources

1415: Create new Solving Team in WD Help for the Central WD team

• Functional Area: Help/System
  

Release Item 502 – PEBB Opt-Out Codes

New Earning Code: “PEBB MED OPT Out Adjustments"

• Payroll Partners can use the “PEBB MED OPT Out Adjustments" earning code to give more dollars in a period than the opt-out limit allows ($231.48).
• This new earning code will mean that the PEBB opt-out adjustments will post to the correct ledger account.

Modification to Deduction Code: “PEBB Medical Opt ER"

• If more opt-out dollars are needed in the month that are over the limit, the “PEBB Medical Opt ER" code will allow a pay input for that period and have it calculated to the correct ledger account.
• A workaround is no longer needed.

Release Item 973 and 974 Effective Service Dates

• With this release, Service Date Changes for workers will be effective dated, which also will make historical changes visible for HR Partners & HR Assistants.
• This will be similar to how Compensation Changes are entered with an effective date.
• Help Articles will be updated with additional steps and screenshots to assist HR Partners with this change.

• Service Date Document
• Benefit Service Date, Locate
• Change Benefit Service Date (Salary Eligibility Date)
• Change Continuous Service Date

• We anticipate this will go live in early March and more information will be shared as we finalize the implementation date.
  
  

Payroll Updates

Payroll Processing Day Reminders

February On-Cycle (Run 1) will be processed Feb. 23, 2026

• 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: 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 reach out to us

• Depending on where we are in the process, we may be able to assist

• Payroll Processing Date Reminder: 

• Feb. 18 – BT deadline at 5 p.m.
• Feb. 20 – Cutoff to submit and approve time for On-Cycle (Run 1) at 5 p.m.
• Feb. 23 – On-cycle payroll processing all day
• Feb. 23 and 24 - No daily check processing 

• DAS Workday Payroll updated employees with a 2025 filing status of Exempt to a 2026 filing status of Single or Single and zero as of Feb. 17, 2026.
• As stated in IRS Publication 15, Federal and the State of Oregon have a due date of Feb. 17, 2026, to file a new W-4.
• There are four lists uploaded to Workday Drive: Payroll Partner Resources>Communications>W-4 Exempt Status
  

• 2026 Federal W-4 Exempt Status change
• 2026 State W-4 Exempt Status change

• Communication will go out this week and will include a sample email to communicate this filing status change with employees
  
• Employees can update tax elections anytime

• Tax election updates made by Friday, Feb. 20, 2026, are effective for the February 27, 2026, payslip.
  

State Employee's Food Drive Donations

2026 State Employee's Food Drive will run from Mar. 1, 2026 – Mar. 31, 2026

Employees can access the Help Article below for detailed instructions on how to complete the form to donate to the Governor's State Employees Food Drive

• Governor's State Employees Food Drive Deduction 
• 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, 2026
• End Date will be March 31, 2027

One-time donations will be deducted in the month of April 2026

Tips and Tricks

How to find a Shared Case

• Use the “View Shared Case" Report to access any cases that were previously shared to you.
• Quick Demonstration provided by Jeff
  
  

Resource Updates

Updated Workday Oregon Website

Workday Oregon Website

Feb. 2026 Help Articles Updated

• Extended Enterprise Learner Account and Log In Support
• Board and Commissions Overview
• Password Reset, Board Administrator Partners
• What You Need to Know for Security Partners

Feb. 2026 Communications

• Workday Oregon Website Updates
  
• Communication sent Feb. 4, 2026
• Expiring Tax Elections report for Exempt Workers
  
• Communication sent Feb. 5, 2026
  
• Workday Announcement for Security Partners
  
• What You Need to Know for Security Partners
• Posted Feb. 18, 2026​
  
  

General Information & Reminders 

• The Next two Workday Wednesday Dates:  
  
• March 4, 2026 - Meeting link to join the first Wednesday of the month
• March 18, 2026 - Meeting link to join the third Wednesday of the month

• Oregon1 will be refreshed on Feb. 21, 2026
• 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. 
  
• Workday Wednesday Notes are shared in Workday Announcements under System News for all elevated roles.
• How to Locate System News:
  
• From Home Page, click on the “Announcements" section
• System News will always be the last announcement
• Click through your announcements until you come to “System News"
• Link to Workday Wednesday Notes is at the top
• 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

January Release Updates Effective Feb. 1, 2026

• 1267 – Judicial: 2.5% COLA effective Feb. 1, 2026
• 1290 – CBA/Policy: 2.5% COLA effective Feb. 1, 2026
• 1329 – Legislative: 2.5% COLA effective Feb. 1, 2026
• 1366 – Semi and Non-240: 2.5% COLA effective Feb. 1, 2026

Release Item 1273 - Share HCM | Employees with Home Addresses Outside of Oregon – Central Payroll report with agency payroll partner role

• Update current report to include additional payroll related columns
  
• The following eight (8) fields will be added to the report: Location, Employee ID, Employee Type, Time Type, FTE%, Working Remotely Type, Working Remotely Start Date, and Working Remotely End Date.
• Data to be used to review employees with home address outside of Oregon and Remote Agreement on file
• Report will be added to Pay Cycle Command Center for Payroll Partners
  
  

Release Item 1342 - Password Rule Configuration for Workday Logon Attempts and Lockouts Effective Feb. 9, 2026:

As of Feb. 9, 2026, the following changes will apply for users signing on to Workday via the “Sign in using a Personal Device" option:

• Unsuccessful Login Attempts: The maximum number of unsuccessful login attempts allowed will be reduced from five (5) to three (3).
• Account Lockout Duration: The lockout period after reaching the maximum attempts will increase from 15 minutes to 30 minutes.
• Important Details: These changes apply only to users signing in via the “Sign in using a Personal Device" option (Workday native login). Users who log in through “Sign in using a State of Oregon Device" (Single Sign-On/SSO) will not be affected.

Password reset functionality remains unchanged and will continue to work as it does today.

Release Item 1408 - Veterans Preference Business Process Fix

• This release item is an update to the change implemented in the Dec. Release where the wording was updated on the “Veteran's Preference" task. The December update caused the calculating field on the business process condition rule to not trigger as it should.
• As of January 26, 2026, the business process for Veteran's Preference was updated to properly prompt recruiters to assign preference points when a candidate indicates they qualify.
  
• Recruiters were prompted to review previously awarded points, assign points, and move the review along as appropriate.
  

Payroll Updates

Payroll Processing Day Reminders

January Off-Cycle (Run 2) will process Feb. 9, 2026

• 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: 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
  
• Depending on where we are in the process, we may be able to assist
  
• Payroll Processing Date Reminder: 
  
• Feb. 4 – BT deadline at 5 p.m.
• Feb. 6 – Cutoff to submit and approve time for Off-Cycle (Run 2) at 5 p.m.
• Feb. 9 – Off-cycle payroll processing all day
• Feb. 9 and 10 - No daily check processing 

• 2025 W-2s will be processed as follows:

• Electronic W-2s are now available in Workday
• Workday Announcement was updated with W-2 resources
• Paper copies were mailed out to employees Jan. 31, 2026
• Agencies will be billed for mailing costs for their agency W-2s

• 2025 Corrected W-2 Process
  
• Create a Workday Central Payroll Support Help Case to request corrected W-2 with OSPS Central Support
  

W-4 Exempt Status

• Agency Payroll will need to run the “Pay | Expiring Exempt Tax Elections" reports leading up to Feb. 17, 2026, cutoff.
  
• Steps: Payroll Resources > Processes and Checklists > “Expiring Federal and State Tax Elections Report for Exempt Workers"
• Agency Payroll will need to notify those employees of action to take:
  
• Employees will need to submit a new W-4 form if they want to have an Exempt status for 2026
• All employees with Exempt status as of Dec. 31, 2025, will still need to submit a new W-4 to maintain Exempt status for 2026.
• Employees that do not re-certify by February 17, 2026, will have tax elections default to Single.
  

2026 Benefits

• 2026 Benefits are loaded in Workday
  
• Employees can validate the information is correct
• Please create a Help Case to report any discrepancy with benefits
  

Holiday Time Entry Reminder

Refer to Help Articles below for Entering Holiday Time:

• How to Enter Holiday Time Using In and Out Times  
• How to Enter Holiday Time for Straight Time Employees

• Select a Time Entry Time Type
• 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 the timekeeper, it will not pay the employee for the hours worked on a holiday
• To correct, enter the worktag on the time entry
  
  

Compensation

Feb. 1, 2026, Cost of Living Adjustment Implementation

Central COLA efforts are now complete, and the Workday Announcement was updated.

• Phase 1: Starts Jan. 30, 2026 – this includes most representations. Completed Feb. 2, 2026
• Phase 2: Starts Feb. 3, 2026 – Judicial Branch Judges (JE REPR), Psychiatric Security Review Board, and Legislature Elected Officials (LE REPR). Completed Feb. 3, 2026

February's PERS pickup and merit increase files ran Feb. 1, 2026, using the updated COLA rates.

Agency Action:

• Validate worker's compensation and update variable dollar allowances (like Work Out of Class), as appropriate
• Complete any compensation actions that errored during the COLA adjustments (“In Progress" compensation actions not completed prior to the COLA update).
• Complete validations and manual updates prior to Feb. 23, 2026.

Note: The Workday Help Desk receives an increased number of compensation and payroll related cases near the payroll time entry deadline. To avoid delays, please submit cases as soon as possible.

Tips and Tricks

Demonstration presented by Libbie and Ryan, going over where to find resources for correcting a business process.

What Can I Do?

Resources: Help Articles, Workday Wednesday Notes, Presentations (found in Learning/WW Notes)

• Workday Help Center – Help Articles
• Payroll Integration Matrix Help Article
  
• Since creation we have added the ability to correct and rescind extended leave and edit position actions

Things you can correct (see slides)

• Probation Period
• Edit Position
• Union Correction
• If a hire date is the 1^st of the month and they need to be made PERS eligible upon hire, agency HR can do a corrective comp change. Make sure to use the comp change reason “Correct" as someone who is eligible upon hire already had a PERS Pickup sometime in the past. If the effective date is anything other than a 1^st of the month date, just send in a case so we can help you with the update.
• Extended Leave – Correct or Rescind

If you still need assistance

If you still can't find your answer, submit a Help Case

• Please tag worker if applicable
• Include Name, OR#, and Date(s)
• What business process or data element you need help with
• Specific details unique to your request such as compensation change: grade profile, step, or full union name for union or leave questions

Resource Updates

The Workday Oregon website has been updated!

Here are some features that we want to share with you:

• Enhanced look and feel: A streamlined view for easier interaction and improved usability.
• Consolidated Pages: Simplified structure to help get to where you need to be, quicker.
• Enhanced and New Navigation: New left navigation in pages for quick access to key content. Now users can search, sort, and filter for the content they are looking for.
• Accessibility Updates: Optimized for all users, ensuring compliance with accessibility standards. Converted job aids (PDF) to Help Articles in Workday and converted specific job aids to plain text.
• Redirects: If you type in an old link, the site will 'redirect' you to the new page, so you end up in the right place.
• Workday Help Center: Legacy resource pages will link directly to the Workday Help Center that has a categorized list of Help Articles by topic area such as General Navigation, Learning & Development, Payroll, Recruitment, Time Off, etc. If you want to learn more about the Workday Help Center, please view the Tools and Navigation Help Article.

We invite you to explore the new site and experience these improvements firsthand. If you have any questions, experience any broken links, issues with redirects, or have feedback, please submit a Workday help case.

Jan. 2026 Help Articles Updated:

• OR-OSHA 300A Log, Create
• Extended Enterprise Learner Account and Log In Support
• Board Member, Compensation Change

Jan. 2026 Communications

• W-2 Processing and Resources
• Workday Announcement all employees – Jan. 21, 2026
• Electronic W-2's available Jan. 21, 2026
• 2025 W-2 Resources sent Jan. 15, 2026

• Kaiser Dental Rate and Imputed Value

• Communication sent Jan. 15, 2026
  

• Cost of Living Adjustment Implementation

• Communication sent to Payroll and HR Partners Jan. 27, 2026

General Information & Reminders 

• The Next two Workday Wednesday Dates:  

• February 18, 2026 - Meeting link to join the third Wednesday of the month
• March 4, 2026 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on Feb. 7, 2026
• 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/workday/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

January Release Item 1273: Share HCM | Employees with Home Address Outside of Oregon – Central Payroll report with agency payroll partner role

• Update current report to include additional payroll related columns
• The following eight (8) fields will be added to the report: Location, Employee ID, Employee Type, Time Type, FTE%, Working Remotely Type, Working Remotely Start Date, and Working Remotely End Date.
• Data to be used to review employees with home address outside of Oregon and Remote Agreement on file
• Report will be added to Pay Cycle Command Center for Payroll Partners
  
  

January Release CBA Updates

• 1267 – Judicial: 2.5% COLA effective Feb. 1, 2026
• 1290 – CBA/Policy: 2.5% COLA effective Feb. 1, 2026
• 1293 – CBA: 2/1/26 Salary Selective for Fingerprint Technician (3786)
• 1315 – CBA: Salary Selective for District Veterinarian (6440) from SR29 to SR32
• 1329 – Leg: 2.5% COLA effective Feb. 1, 2026
• 1340 – Fire Fighter Rest Leave Update
• 1358 – IAFF Local 1660 Dues Rate Change
• 1362 – CBA: Salary Selective for Lab Tech 1 (6810)
• 1366 – Semi and Non-240: 205% COLA effective Feb. 1, 2026
• 1369 – CBA Change: IAFF KFFA; Employees assigned to the Administrative Division will move from a 40 to 56-hour, 7-day FLSA Cycle
• 1371 – Increase TRCI Fitness rate from $5 to $10
• 1372 – CBA Change: AFSCME OSFM Exempt eligible for straight time accrued
• 1375 – Judicial: Create Non-Exempt Manager 1
• 1376 – CBA Change: SEIU Rate Change Temporary Lodging Differential from $1 to $1.50
• 1377 – Policy: Add UA Pay option E grade profiles to Job profiles
• 1378 – CBA Change: IAFF Essential Worker rate change from $3 to $4
• 1387 – Donating Straight Time eligibility
• 1391 – PANG KFFA PTO Max Updated
• 1389 – Inactivate time entry code SSW and the earning for Differential Self Scheduled Weekend
  
  

January Release Item 1342: Password Rule Configuration for Workday Logon Attempts and Lockouts

The following changes will apply for users signing on to Workday via the “Sign in using a Personal Device" option:

• Unsuccessful Login Attempts: The maximum number of allowed unsuccessful login attempts will be reduced from five (5) to three (3).
• Account Lockout Duration: The lockout period after reaching the maximum attempts will increase from 15 minutes to 30 minutes.
• Important Details:

These changes apply only to users signing in via the “Sign in using a Personal Device" option (Workday native login). Users who log in through “Sign in using a State of Oregon Device" (Single Sign-On/SSO) will not be affected.

Password reset functionality remains unchanged and will continue to work as it does today.

Payroll Updates

Payroll Processing Day Reminders

January On-Cycle (Run 1) will process on Jan. 26, 2026

• 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: 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
• Depending on where we are in the process, we may be able to assist
• Payroll Processing Date Reminder: 
  
• Jan. 21 – BT deadline at 5 p.m.
• Jan. 23 – Cutoff to submit and approve time for Jan. on-cycle (Run 1) at 5 p.m.
• Jan. 26 – On-cycle payroll processing all day

• 2025 W-2s will be processed as follows:
• Electronic W-2s are now available in Workday
• Workday Announcement is updated notifying employees that electronic W-2s are available
• Paper copies must be post marked by Jan. 31, 2026
• Address on file in Workday as of Jan. 9, 2026, will be used for paper W-2 mailing
• DAS Publishing and Distribution will print and mail as they did last year
• Agencies will be billed for mailing costs for their agency W-2s
• 2025 Corrected W-2 Process
• Create a Workday Central Payroll Support Help Case to request corrected W-2 with OSPS Central Support
  
  

No Retro Date Change

No Retro Prior Period To (NRPPT) dates will change as follows:

No Retro Date was changed to Dec. 1, 2025, after December Run 1 payroll processing

• Dec. 26, 2025, No Retro Date was changed to Dec. 1, 2025, for all employees
• 2025 tax year adjustments will need to be coordinated with payroll and entered in the December pay period

Overpayments

• Any overpayments not repaid by Jan. 1, 2026 (December pay period) will need to be grossed up using the new paid code: Misc – Year End Gross Up
  
  

NRPPT Date and Retro Processing for Payroll Partners

Release item 1262 was implemented on Jan. 5, 2026, which gives Payroll Partners new functionality to update no retro (NRPPT) dates, recalculate and cancel retro payroll results.

Two Help Articles are available to assist you with the new functionality:

Resource Updates

A new Workday Oregon website is coming!

Key Features:

• Move out of CHRO website to Workday Oregon's own website
• Quicker Navigation – Consolidation of current Workday pages
• New website URL
• workday.oregon.gov will link to new website URL
• Current URL will also link to the new website
• Current links will redirect to the new website pages
• Job Aids converted to Help Articles and will be searchable in Workday​
  
  

General Information & Reminders

• The Next two Workday Wednesday Dates:  
• February 4, 2026 - Meeting link to join the first Wednesday of the month
• February 18, 2025 - Meeting link to join the third Wednesday of the month
• Oregon1 was refreshed on Jan. 24, 2026
• 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: ​/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 Transformation Planning

As we prepare to launch the Statewide Payroll Transformation Project in January 2026, we want to ensure we are planning our operations with the project in mind.

The project will modernize outdated pay practices, improve payroll-related business processes, and enhance services delivered through the Workday payroll system for the state of Oregon.

Payroll Transformation Project updates include:

• Transitioning to pay based on actual hours worked (i.e., in arrears) by implementing a standard lag period to process payroll, eliminating forecasted hours.
• Paying overtime eligible employees on an hourly basis rather than a monthly salary.
• Moving from monthly to biweekly pay periods.
  

• Starting in April, every change we make to system configuration will need to be made in both the production and project environments.
• Our goal is to minimize these changes as much as possible to reduce risk to the Statewide Payroll Transformation Project.
• We are sharing this information ahead of launching the project to set expectations for how we will support the system during the project.
  

Release Update

First Quarter Release Schedule

DAS Workday Oregon Division will freeze release item scheduling beginning Quarter 1 (Q1) 2026 (January – March)

Operations work will continue for the following:

• Workday Feature Release (next scheduled release is February – March 2026)
• Workday Weekly Releases (scheduled for every Friday)
• Help Desk Operations
• Training and Documentation
• Mandatory Release Items, including:

• Statutorily required changes
• Collective Bargaining Agreement (CBA) required changes
• Tax Reporting
• Public Records Requests
• Secretary of State (SOS) Audit requirements
• Fixes for critical bugs that prevent or disrupt work
  
  

First Quarter Release Schedule

Release Item Scheduling

• No new release items will be scheduled during Q1 2026 unless they are mandatory.
• Release items will be evaluated for future quarters to minimize changes within the Workday Production System during the Statewide Payroll Transformation Project.
• The release management process will continue during all phases of the Payroll Transformation Project.
• Please continue to submit help cases as needed. If you have questions about the planning of release items for Q1 2026 or need support, please submit a Workday General Support case.
  
  

YTD Overtime Report Update

Year To Date (YTD) Overtime Report was moved into production on Dec. 24, 2025

Instructions were sent to Payroll Partners on Dec. 24, 2025

Resources are available in Workday Drive:

• Workday Drive > Payroll Resources > Reports > PAY YTD Overtime Report

Employee version of this report will be available in Benefits and Pay hub on Jan. 8, 2026

• There will be a Workday Announcement posted for all employees on Jan. 8, 2026, to inform them on the new overtime report available in Benefits and Pay hub.

YTD Overtime Report Timeline

• Jan. 8, 2026:

• YTD Overtime Report Help Article available to all employees
• Workday Announcement posted for all employees
• “Employees YTD Overtime" Report available in Benefits and Pay hubs for all employees

• Jan. 30, 2026

• W-2 Mailed with Insert Message about Overtime Report
  
  

Payroll Updates

Payroll Processing Day Reminders

December Off-Cycle (Run 2) will be processed on Jan. 9, 2026

• 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: 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

• Depending on where we are in the process, we may be able to assist

• Payroll Processing Date Reminder: 

• Jan. 6 – BT deadline at 5 p.m.
• Jan. 8 – Cutoff to submit and approve time for Dec. off-cycle (Run 2) at 5 p.m.
• Jan. 9 – Off-cycle payroll processing all day
• Jan. 9 and 12 - No daily check processing 
  
  

• Dec. 26, 2025, No Retro Date was changed to Dec. 1, 2025, for all employees
• 2025 tax year adjustments will need to be coordinated with payroll and entered in the December pay period

Overpayments

• Any overpayments not repaid by Jan. 1, 2026 (December pay period) will need to be grossed up using the new paid code: Misc – Year End Gross Up​

NRPPT Date and Retro Processing for Payroll Partners

Release item 1262 was implemented on Jan. 5, 2026, which gives Payroll Partners new functionality to update no retro (NRPPT) dates, recalculate and cancel retro payroll results.

Two Help Articles are available to assist you with the new functionality:

• New – Recalculate and Cancel Retro Payroll Results

• Steps on how to recalculate retro pay results, cancel in progress retro payroll results, and how to cancel an in-progress calculation.

• Updated – Updating the NRPPT Date 

• Additional information on calculating retro and added steps for processing in progress calculations.​
  
  

2025 W-2 Processing

• 2025 W-2's will be processed as follows:

• W-2's will be available in Workday no later than Jan. 31, 2026
• Electronic copies will be available for employees before paper copies are received.
• Paper copies must be post marked by Jan. 31, 2026
• Week of Jan. 19, 2026, data will be generated and sent to DAS Print Plant
• Address on file in Workday as of Jan. 9, 2026, will be used for paper W-2 mailing.

• 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

• 2025 Corrected W-2 Process

• Create a Workday Central Payroll Support Help Case to request corrected W-2 with OSPS Central Support
  
  

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

• The Paperless Pledge Campaign will run through Jan. 16, 2026:

• Elect to Receive Electronic Copy of W-2

• We are currently at 10,019 employees that have opted out of paper W-2's
• AUD | W-2 Printing Elections for All Employees – Report

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

Resource Updates

December CAB Release Help Articles

• Updating the NRPPT Date
• Recalculate and Cancel Retro Pay Results

December Help Article Updates

• *NEW* Itemized Pay Statement (Payslip) Earning and Deductions
• Board Member, Compensation Change - published
• Check-In (One-on-One Tool) 
• How to Read Your Payslip
• Leave Accrual Override
• New Hire/Re-Employment Checklist 
• Payroll Processing Calendar 2026
• Processes Awaiting Me
• Time Off Results by Period
  
  

General Information & Reminders 

• The next two Workday Wednesday Dates:  

• January 21, 2025 - Meeting link to join the third Wednesday of the month
• February 4, 2026 - Meeting link to join the first Wednesday of the month

• Oregon1 was refreshed on Jan. 10, 2026
• 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

Release Item 1258 – New Overtime Tax Law Report

• 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 divided by 3 to derive the amount that the employee could use for the new tax deductions.
• Payroll Partners will have access to the report in December.
• Employees will be able to run this report for themselves in January.
  

PAY | YTD Overtime Report

• Email to Payroll Partners with information about the overtime report
• Payroll Partner Overtime Report Instructions
• Employee Help Article
• Employee Workday Announcement
• Employee W-2 Insert for paper W2 mailing
  

PAY | YTD Overtime Report Comms Timeline

• Dec. 24, 2025 – Email to Payroll Partners with YTD Overtime Report Instructions
• Dec. 24, 2025 – YTD Overtime Report implemented in Workday Production
• Dec. 24, 2025 – EE Help Article Published for Payroll and HR Security Only
• Jan. 8, 2026 – Workday Announcement posted for All Employees. EE Help Article Available to All Employees
• Jan. 8, 2026 – “Employee YTD Overtime" Report available in Benefits and Pay Hub for all employees
• Jan. 30, 2026 – W-2 Mailed with Insert Message about Overtime Report
  

December Release Items in Process

• Release Item 866: This release item is fixing the optional life pre-post tax split issue, it is only affecting employees who are moving into the next age range, and only for the first period.
• Release Item 1070: Update Calculation for PEBB – Short Term Disability for Part-Time Employees.
• Release Item 1262: DAS, DOJ, LEG ODHS OHA ODOC, ODOT are agencies participating in the pilot that changes security permissions for agency payroll to be able to change NRPPT dates. Target rollout is Jan. 5, 2026.
• Release Item 1321 CBA Change: IAFF-PANG Change FLSA work week and create new OT time entry code.
• Release Item 1325: Add all allowances to the earning Premium – Holiday On-Call. Add all allowances to earning Premium On-Call Holiday. This update will ensure employees are paid the correct rate for on-call when they work on a holiday.
• Release Item 1328: Oregon Senate Bill (SB) 968 – Create new MARA deduction code to allow percentage-based deductions. Overpayments can be collected based on 5% of the gross wages per pay period.
  
  

Payroll Updates

Payroll Processing Day Reminders

December On-Cycle (Run 1) will be processed on Dec. 26, 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: 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
  
• Depending on where we are in the process, we may be able to assist
  

• Dec. 22 – BT deadline at 5 p.m.
• Dec. 24 – Cutoff to submit and approve time for Dec. on-cycle (Run 1) at 5 p.m.
• Dec. 26 – On-cycle payroll processing all day
• Dec. 26 - 31 - No daily check processing

• Dec. 23, 2025 (Before Dec. Run 1) – December terminations cutoff date for all final payment requests for tax year 2025
  
• All information must be entered on the spreadsheet
• Cutoff for processing mass pay input requests
• DAS will issue checks on Dec. 24, 2025
  
• Dec. 26-31 (Blackout dates)
  
• No off-cycle payments will be made.
  
• End of Dec. and Early Jan.
  
• Review Deceased Report
  

Separations in December:

• If the off-cycle payment date is in December 2025, the payment will be included in the 2025 W-2
• All final payment requests for tax year 2025 must be requested by Dec. 23, 2025. (Checks issued on Dec. 24)
• No off-cycle payments will be issued from December 26-31 (blackout dates)
• Any late separations will receive a 2026 W-2
  

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, 2025, after December Run 1 payroll processing

• Dec. 26, 2025, No Retro Date will be changed to Dec. 1, 2025, for all employees
• 2025 tax year adjustments will need to be coordinated with payroll and entered in the December pay period
  
• Overpayments
  
• Any overpayments that will not be repaid by Jan 1, 2026 (December Pay Period) will need to be grossed up using the new pay code: Misc – Year End Gross Up
• If the overpayment will be cleared on the January pay slip, this does not apply.
  

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

• The Paperless Pledge Campaign will run through Jan. 8, 2026:
  
• Elect to Receive Electronic Copy of W-2
  
• AUD | W-2 Printing Elections for All Employees – Report
  
• Agency Report of employees that have not opted out of paper W-2
  
  

Resource Updates

Workday Drive > Payroll Resources > Calculations:

• 2026 PT PEBB Insurance Calculator Tool Template.xlsx
• PEBB 2026 Rates for Payroll Partners.xlsx

Job Aids converted to Workday Help Articles:

• Position Restrictions (Position Description; Unfilled), Edit
• Employment End Date for Limited Duration or Temp Worker
• Case Types for Workday Help/Case Management
  
  

• Year End Resources and Materials can be found in Workday Drive:
• Workday Drive>Payroll Resources>Forum and Standups>2025>Year End Forum 2025

Materials:

• Recording of Year End Forum Meeting
• Recording of Gross Up Presentation
• 2025 Year End PowerPoint
• 2025 Gross Up PowerPoint
• 2025 Year End Workbook
• 2025 Nov. Run 2 Centrally Cleared Negatives Instructions
• 2025 Nov. Run 2 Centrally Cleared Negatives FAQ
  
  

General Information & Reminders

• 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.
• 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:  
  
• January 7, 2026 - Meeting link to join the first Wednesday of the month
• January 21, 2025 - Meeting link to join the third Wednesday of the month
  
• Oregon1 was refreshed on Dec. 20, 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. 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 

​​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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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://stage.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