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Workday Wednesday

Workday Wednesday Notes

View Workday Wednesday meeting recaps. We encourage you to read the Workday Wednesday Notes and share this with your respective communities.

1/21/26 Workday Wednesday Meeting

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
Jan. 26 and 27 - No daily check processing 

 2025 W-2 Processing
  • 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

   

In partnership, 

The Workday Oregon Team 

​

1/7/26 Workday Wednesday Meeting

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 

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:

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

General Information & Reminders 

  • The next two Workday Wednesday Dates:  
  • 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 

​

12/17/25 Workday Wednesday Meeting

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
Payroll Processing Date Reminder: 
  • 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
Remaining 2025 Year End Timeline:
  • 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 Helpful Resources:
  • 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 

12/3/25 Workday Wednesday Meeting

​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.
  • 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:  
  • 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 

​

11/19/25 Workday Wednesday Meeting

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.
  • 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.
  • 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:

  • 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:  
  • 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 ​

​

11/05/25 Workday Wednesday Meeting

​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:

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:

 

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.
  • 1st inquiry should go to your agency security partner, new abilities in Workday are best approved and assigned within your agency.
  • 2nd 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:

Payment Elections on Behalf of Employee - Specialized Role (Payroll Partner)​

​Help Article Updates:
  • Personal Information, View and Update

Report 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:  
  • 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 

​

10/15/25 Workday Wednesday Meeting

​

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:

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 

​

10/1/25 Workday Wednesday Meeting

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:

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 

​

9/17/25 Workday Wednesday Meeting

​

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:

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:

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


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

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

In partnership, 

The Workday Oregon Team 

​

9/3/25 Workday Wednesday Meeting

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:

    • 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

Manager Resources – Time Entry/Time Off

My Team's Time and Time Off App Resources:

Delegate Time Entry and Time Off (Manager)

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:  
  • Oregon1 will be refreshed on Sep. 6, 2025
  • Please submit a help case in Workday if you have any questions about the information provided today. 
      

In partnership, 

The Workday Oregon Team 

​

8/20/25 Workday Wednesday Meeting

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:

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:

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:  
  • Oregon1 will be refreshed on August 23, 2025
  • Please submit a help case in Workday if you have any questions about the information provided today. 
      

In partnership, 

The Workday Oregon Team 

 

​

8/6/25 Workday Wednesday Meeting

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.
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 beginning with the Aug. 11, 2025, payroll processing and going forward for all payroll processing.
  • 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.
  • 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.
  • Managers must review and approve time charged to cost centers, projects, and grants to ensure accurate accounting of expenditures.
  • Reflects the agency's approval, which is necessary in response to audit requests.

Communication Distributed:

  • Talking Points for Leadership – Sent out July 14, 2025
  • Posted to Workday Announcements – July 17, 2025
    • Employee FAQ Stop Time Entry Auto Approve
    • Manager FAQ Stop Time Entry Auto Approve
  • Posted in WD Announcement – Aug. 1, 2025
    • Reminder for Employees to submit time for July mid-month payroll
  • Posted in WD Announcement – Aug. 4, 2025
    • Employee Time Entry Overview Help Article with Exempt and Non-Exempt employee video embedded
    • Manager Time Entry Review and Approval Overview Help Article with video embedded

 Wage Withholding Orders

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

  • Wage Withholding Orders that are typically flat dollar amounts listed below 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.

  • Wage withholding orders that are typically percentage based, 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.
  • Withholding Order Types listed below 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 of month payments (e.g. Jul R1 paid Aug 1 and Aug R1 paid Aug 31)


Tips & Tricks

Mandatory Priority List Refresher

For Policy Questions Please Contact:

Katie Matysak : Katie.Matysik@das.oregon.gov

Refer to Help Articles below for more detailed steps:

  • Add to Mandatory Priority List:
  • Filter and sort Mandatory Priority List:
  • Report to pull Mandatory Priority List:


Resource Updates

Help Articles Updated:

New Help Article in Progress:

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

Workday Announcement posted – Aug. 4, 2025

  • Overview of Time Entry for Exempt and Non-Exempt Employees with videos
  • Overview of Time Entry Review and Approval for Manager with video


General Information & Reminders

As stated in CHRO's email dated on July 29, 2025,

Second Phase

This round is currently in progress. The Central Workday team will review employee records where Original Hire Date and CSD do not match and have termination in the Workday record since January 1, 2019.

There are over 2,500 identified employees whose records will be reviewed by the Central Workday team to determine if corrections are needed due to the CSD not being adjusted correctly upon reemployment.

  • Agency Action: Help cases will be submitted to the agency HR departments with impacted employees on Monday, August 11, 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, August 14, 2025.
  • Central Workday Team Action: The Central Workday team will correct these employee records on Friday, August 15, 2025.

Please see the full email sent by CHRO for additional information.

Note: Please do not make any adjustments in the workers identified service dates as we will do that for you on August 15th.

  • If you are a Board Admin Partner and need some help with launching an onboarding task, please create a Help Case and we will be happy to work with you.
  • The Next Two Workday Wednesday Dates:  
  • Oregon1 will be refreshed on August 9, 2025
  • Please submit a help case in Workday if you have any questions about the information provided today. 
      

In partnership, 

The Workday Oregon Team ​​

7/16/25 Workday Wednesday Meeting

​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:  
  • Oregon1 will be refreshed on July 19, 2025
  • Please submit a help case in Workday if you have any questions about the information provided today. 
      

In partnership, 

The Workday Oregon Team 

​

7/2/25 Workday Wednesday Meeting


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:

 

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:
  • The Next Two Workday Wednesday Dates:  
  • 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.
  • Please submit a help case in Workday if you have any questions about the information provided today. 
      

In partnership, 

The Workday Oregon Team 

​

6/18/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides  ​

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

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

General Information & Reminders

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

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

In partnership, 

The Workday Oregon Team 

 

​

6/4/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides  

Payroll & Time Tracking 

Payroll Processing Day Reminder 

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

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

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

Payroll Processing Date Reminder: 

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

 

New Time Off App is Live

Go Live date: June 2, 2025

Help Articles:

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

Additional Resources

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

 

Communications:

June 2, 2025

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

 

June Release – Overtime Costing Worktag

When should the Mandated Overtime Worktag be used?

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

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

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

 

June Release – Pay Cycle Command Center

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

 

OSGP Contribution Issue Update

Update as of June 3, 2025

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

 

Service Date Integration

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

General Information & Reminders

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

In partnership, 

The Workday Oregon Team 

​

5/21/25 Workday Wednesday Meeting Recap

​

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

Agenda and presentation slides  
 

Release Updates

May Release Items

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

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

764 – Adopt New Absence Calendar

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

768 – Create Report for Off Season Employees Receiving Pay

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

849 – Leave Payout Requests Report

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

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

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

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

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

1003 – Add Costing Override Earning to Object Code 3130

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

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

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

1016 – Correct Time Off – Notification on Denied

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

1031 – Add Terminated Workers to Time Tracking Reports

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

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

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

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

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

1040 – Update Nebraska State Unemployment Insurance Rate

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

1043 – Update Colorado State Unemployment Insurance Rate

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

1055 – Update North Carolina State Unemployment Insurance Rate

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

 

Payroll & Time Tracking 

Payroll Processing Day Reminder 

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

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

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

Payroll Processing Date Reminder: 

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

Time Off App Overview of Change 

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

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

Time Off App Communication and Learning

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

 

Manager Delegations Review and Cleanup

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

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

 

OSGP Contribution Issue Update

Update as of May 15, 2025:

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

General Information & Reminders 

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

Workday Wednesday Feedback Survey

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

In partnership, 

The Workday Oregon Team 

​

5/7/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides  

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 1st and 15th for current month only
  • Excludes Temporary and Off-Season Seasonal Workers
  • PAY | Status Check Retirement Start Date in Selected Date Range
  • HCM | Contribution Start Date Audit
  • CMP | Compensation Changes Report

System Tips & Tricks

It's All in the Timing

Topics Included:

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

General Information & Reminders

The Next Two Workday Wednesday Dates: 

  • May 21, 2025
  • June 4, 2025
  • Oregon1 will be refreshed on May 10, 2025. 
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
  • You have the opportunity to provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you.
  • Workday Wednesday Feedback Survey
  • Please submit a help case in Workday if you have any questions about the information provided today.
      

In partnership,

The Workday Oregon Program

 

​

4/16/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides  
 

Release Updates

April Release Items

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

  • Functional Area(s): Absence & Leave

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

  • Functional Area(s): Absence & Leave

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

  • Functional Area(s): Benefits | Payroll

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

  • Functional Area(s): Time Tracking

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

  • Functional Area(s): Payroll | Reports

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

  • Functional Area(s): HR | System

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

  • Functional Area(s): HR

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

  • Functional Area(s): Time Tracking

943 – 2025-2027 PERS rates update

  • Functional Area(s): Payroll

971 – Update Out of State SUI Rates

  • Functional Area(s): Payroll

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

  • Functional Area(s): HR | Reports

1004 – Update to DOC AOCE Food Service Workers Shift Differential

  • Functional Area(s): Payroll | Time Tracking

1005 – Trial Service Removal Report

  • Functional Area(s): HR | Reports

1019 – Update Hours Worked Report to Include Terminated Workers

  • Functional Area(s): Absence & Leave

1021 – Remove Inclement Weather from AOCE represented staff

  • Functional Area(s): Absence & Leave

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

  • Functional Area(s): Learning

1035 – Vacation accrual update, correction use caused by R880

  • Functional Area(s): Absence & Leave

1037A – Create new parking deduction for LUBA

  • Functional Area(s): Payroll

 

Payroll & Time Tracking

Payroll Processing Day Reminder 

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

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

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

Payroll Processing Date Reminder: 

  • Apr. 22 – BT deadline at 5 p.m. 
  • Apr. 24 – 5 p.m. cutoff to submit and approve time 
  • Apr. 25 – Run 1 payroll processing all day 
  • Apr. 25 and Apr. 28 – No daily check processing 

 

New Time Off App 

A New Time Off App is coming! 

  • Anticipated go-live in June 2025 
  • Thank you to all the testers that volunteered 
  • End to End Testing happened Mar. 24 – Mar. 28
  • User Acceptance Testing is underway
  • UAT Testing Apr. 14 – Apr. 18
  • UAT will be open-ended testing this will be an opportunity to follow new Help Articles and provide feedback

 

New Time Off App Training and Comms

Timeline for Communication and Learning:

  • Mid-April
  • Teaser Announcement #1 in Workday – Third week of April
  • Talking Points document to leadership – Third week of April
  • May 1
  • Announcement #2 All Employees
  • Announcement #2 Elevated roles
  • Overview Video Managers
  • Elevated Roles – Communications and Learning Material Shared
  • Mid-May
  • Reminder with links to previous resources
  • Touch base with Payroll and HR Partners to ensure they have access to All Time Off Resources
  • Projected Go Live June 2, 2025

 

Delegations Review and Cleanup

Run the report: HCM | Current Delegations by Organization

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

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

 

Manager Delegations After Time Off goes live

Quick access to delegations

  • Managers can access their delegations by going to their “My Tasks" inbox
  • Then select “Manage Delegations"
  • Click the “X" to remove the following for Absence Delegations:
  • Correct My Absence
  • Enter Absence
  • Click on the “X" to remove the following for Time Off Delegations:
  • Correct My Time Off
  • Correct Time Off
  • Type in “Time Off" in the “Start on My Behalf" search bar for the list of options to display and select the following from the list:
  • Edit Time Off for Worker
  • Request Time Off for a Worker
  • You will receive the following yellow (soft error) and can proceed through this error.
  • Click “Submit" to save changes and route to your supervisor for approval
  • Once your supervisor has approved the delegation it will be active
  • The following are recommended action on delegations “Do My Tasks on My Behalf"
  • Review to ensure delegations are in sync with “Start on my behalf" delegations
  • End dates are no more than 365 days in the future

 

OSGP Contribution Issue Update

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

General Information & Reminders 

PPDB Reminders

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

Workday Wednesday May Dates: 

  • May 7, 2025
  • May 21, 2025
  • Oregon1 will be refreshed on April 25, 2025. 
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here. 
  • You will have the opportunity to provide feedback after each Workday Wednesday meeting going forward. Please provide feedback using the survey link below to help us continue to provide valuable meetings for all of you. Workday Wednesday Feedback Survey
  • Please submit a help case in Workday if you have any questions about the information provided today. 
     
     

In partnership, 

The Workday Oregon Team 

​ 

​

4/2/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides  
 

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
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

Manager Delegations Review and Cleanup

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

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

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

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

OSGP Contribution Issue Update

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

General Information & Reminders 

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

In partnership, 

The Workday Oregon Team 

​

3/19/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides​

Workday Release Updates

Workday Release 2025R1 Universal Navigation Menu Update

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

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

  • Personal
  • Organization
  • More

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

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

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

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

Benefits and Pay Hub Updates

Benefits and Pay Hub has been updated:

  • Hide and Show Values on Benefits and Pay Hub Overview Cards
  • Added OSGP and PEBB Wellness Program links to the Suggest Links section
  • Changed language under 'Most Recent Pay'
  • Original text “Your next pay day (date)"
  • Updated text “Your Most Recent Net Pay"
  • Change help text in 'About Compensation Summary' to “For questions about your compensation, please reach out to your Human Resources office".

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

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

Workday Release 2025R1 Learning and Extended Enterprise

Hide Inactive Learning Content from Global Search

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

Email Validation for External Learning Users

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

Media Security

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

Workday Release 2025R1 Human Capital Management

Enhanced Offboarding Resignation User Experience

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

View Additional Organization on Org Chart Side Panel

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

Hire Employee Task Redesign

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

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

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

March Release Items

936 – Case Management – Add Email Notification to Case Reply

  • In Progress
  • Functional Area: Help/People Experience
  • Agency Impact: All
  • # EE's Impacted: 25,000
  • Description: CHRO has requested an email be sent in addition to the internal notification, in Workday, for case replies to the case requestor.
  • The employee that submits a help case will receive an email notification when the Case Solver has responded, it does not include the reply in the body of the email.
  • Notifications for the Case Solver will remain the same.
  • This feature is on for everyone across the enterprise, there is not a way to opt out of having the email send to the requestor.
  • Communication: Multiple comms paths

Payroll & Time Tracking

Payroll Processing Day Reminder

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

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

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

Payroll Processing Date Reminder:

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

OSGP Contribution Issue Update

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

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

New Time Off App

A New Time Off App is coming!

  • Anticipated go-live in May 2025
  • Thank you to all the testers that volunteered
  • Kick-off Meeting on Mar. 21, 2025
  • Kick-off invites and details were sent to all testers on Mar. 14, 2025

Tips & Tricks for Business Processes

Need to see tasks you completed?

  • Have you checked your Inbox Archive?
  • Are they more than 90 days old?
  • You can use the global search – View More Processes report
  • Tips: Use a date parameter & filter the returned data in the report, if needed

Need to delete, cancel or reassign an inbox item?

Did you know: Reassignment of tasks

  • Available options – are not all the same for all tasks
  • You can request reassignment of task that is no longer actionable to you. For example, did you:
  • Move to a new position and this is still in your inbox?
  • Move to a new agency and this item did not get moved to your replacement before you left? You can use the action icon to request a reassignment.
  • Agency Security Partners can reassign several different tasks such as:
  • Assess Candidate, Complete Form I-9, Complete Form I-9 Section 3, Complete Manager Evaluation for Performance Review, Complete Manager Plan for Development Plan, Correct Time Off, Edit Position Restrictions, Edit Position Restrictions Additional Data, Interview, Public Profile Preferences, Reference Check, Request Time Off, Review Candidate, Screen, and Start Performance Review

General Information & Reminders

  • On Monday we experienced a 70-minute outage in Workday. We initiated our communications plans; however, it was back up before they had been fully executed. We want to thank you for your patience and understanding, as we worked through it. Workday has confirmed it is resolved.
  • Reminder for Seasonals Off Season, if they state they will not return, you will want to end them on their last day worked.
  • Reminder to be checking for duplicate candidates and SSN entry errors.
  • Workday Wednesday March Dates:
  • Oregon1 next refresh is planned for April 5, 2025.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
  • Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,

The Workday Oregon Team

​

3/5/25 Workday Wednesday Meeting Recap

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

Agenda and presentation slides​

Workday Release Updates

March Release Items

856 – Time to Fill Report Modification

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

936 – Case Management – Add Email Notification to Case Reply

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

Release Strategy

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

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

  • The initial focus is on items that are automatically being made and communicating anything that will impact user experience.
  • Several of the items we will look at today are related to accessibility updates.
  • The second stage is on changes that require some kind of setup and will meet a need or enhance the user experience.
  • The final stage is our evaluation remaining potential changes, these items may have a significant impact to user experience or might not be possible once fully evaluated.

Release Considerations

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

Cautious Optimism:

These updates look GREAT!

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

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

Release Outcomes:

Excitement

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

We'll take it/We must take it:

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

Not sure us, at least not yet:

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

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

Workday Release 2025R1

  • Initially 205 items were reviewed
  • Approximately 100 items getting another look
  • 30 items need some kind of setup before they are available
  • 70 items are automatically available
  • Not all automatic items will impact user experience
  • Approximate #'s by Functional Area
  • Absence & Leave – 4
  • Compensation – 3
  • Help (Help Cases/Knowledge Articles) - 1
  • HCM (Human Resources, Position Management, and Recruitment) - 25
  • Learning & Extended Enterprise – 4
  • Payroll & Time Tracking – 29
  • Reporting | Security | Business Process | System – 30

Workday Release 2025R1 Universal Navigation Menu Update

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

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

  • Personal
  • Organization
  • More

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

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

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

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

Benefits and Pay Hub Updates

Benefits and Pay Hub will see a few minor updates:

  • Add OSGP – Link to suggested links
  • Change language under Most Recent Payslips
  • Original text “Your next pay day (date)"
  • Updated text “Your Most Recent Net Pay"
  • Change help text in About Compensation Summary to “For questions about your compensation, please reach out to your Human Resources Office".
  • Change language under Current Benefit Costs to “Does not include PERS Costs" - Cannot update due to configuration

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

 

Workday Release 2025R1 Learning and Extended Enterprise

Hide Inactive Learning Content from Global Search

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

Email Validation for External Learning Users

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

Media Security

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

 

Workday Release 2025R1 Human Capital Management

Enhanced Offboarding Resignation User Experience

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

View Additional Organization on Org Chart Side Panel

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

Hire Employee Task Redesign

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

Effective Dated Service Dates

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

Payroll & Time Tracking

Payroll Processing Day Reminder

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

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please create a case for Workday Payroll Admin
  • Payroll Processing Date Reminder:
    • Mar. 5 – BT deadline at 5 p.m.
    • Mar. 7 – 5 p.m. cutoff to submit and approve time
    • Mar. 10 – Run 1 payroll processing all day
    • Mar. 10-Mar. 11 – No daily check processing

OSGP Contribution Issue Update

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

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

New Time Off App

A New Time Off App is coming!

  • Anticipated go-live in May 2025
  • We need your help!
  • Testers needed in the following role:
  • Managers – Managers should select employees that report directly to them
  • Employees
  • Payroll Partners
  • HR Partners
  • Absence Partners
  • Survey to sign up will close at end of day on Mar. 7, 2025

Agency Head Time Off Approver

What this role does?

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

Who should have this role?

  • The following positions have been determined to meet the intent of the OAM (in order of preference):
  • Deputy Director
  • CFO (or equivalent)
  • Board Chair
  • What if you want someone different?
  • What do you do now?
  • Work with your Security Partner to:
    • Verify that your Agency Head has the Agency Head role
    • Validate that you have an Agency Head Time Off Approver assigned
  • How do you request either role?
  • Create a case to Workday General Help
    • Reminder: if you need to deviate from the OAM recommendations, please include the CHRO Compliance approval

Workday Exit Surveys

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

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


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


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

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

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


Reports:

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

 

General Information & Reminders

  • If you experience unexpected behavior in Workday, such as an error on your screen when navigating, please create a case. If you are unable to create a case, please reach out to one of our Workday teams and we will create one for you. We watch cases to determine if we are experiencing issues systemwide and hearing from you is incredibly important, to monitor and identify trends.
  • Reminder to be checking for duplicate candidates and SSN entry errors
  • Workday Wednesday March Dates:
  • Oregon1 will be refreshed this Saturday, Mar. 15, 2025.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
  • Please submit a help case in Workday if you have any questions about the information provided today.

 

In partnership,

The Workday Oregon Team

​

2/19/25 Workday Meeting Recap

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

Agenda and presentation slides​

Workday Release Updates

February Release Items

774: Time Off Request Analytic

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

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

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

825: Create 3 New Exit Surveys

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

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

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

 

880: Vacation (Termination Adjustment) Update

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

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

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

895: Case Management Reports Enhancements

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

896: Adjust business process for ACA compliance Documentation

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

918: Create Time Off | Request – Final Results report

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

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

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

R825 – New Exit Surveys Teaser

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

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

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

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

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

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

Payroll & Time Tracking

Payroll Processing Day Reminder

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

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please create a case for Workday Payroll Admin
  • Payroll Processing Date Reminder:
    • Feb. 19 – BT deadline at 5 p.m.
    • Feb. 21 – 5 p.m. cutoff to submit and approve time
    • Feb. 24 – Run 1 payroll processing all day
    • Feb. 24-Feb. 25 – No daily check processing

Expiring Exempt Status

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

OSGP Contribution Issue

  • What is the issue?
    • OSGP (Deferred compensation and Roth) contributions changes listed in VOYA's recordkeeping system for some OSGP Participants does not match payroll deductions in Workday.
  • How long has this been going on?
    • DAS reached out in January 2025 and OSGP informed DAS that mismatches started occurring in October 2024.
  • Do we know how many employees are impacted?
    • DAS was given a list of 45 OSGP Participants to investigate. Once a data comparison between VOYA and Workday is done, a full list of OSGP Participants identified that were impacted to determine a solution.
  • When will this be fixed?
    • DAS is currently working with OSGP and YOYA to resolve this as soon as possible.
  • What should I do if an OSGP Participant reaches out with an issue?
    • Verify their benefits in Workday, then create a Help Case and provide proof of the OSGP Participant contributions in YOA's recordkeeping system.
  • Can these missed contributions be made retroactively?
    • No, OSGP does not have the capability to post retroactive contributions through their recordkeeper. However, an additional contribution could be made (see example below). OSGP and DAS recommend that you confirm the OSGP Participants contributions between VOYA recordkeeping system and Workday to ensure their contributions match moving forward. For any additional OSGP contribution changes, OSGP Participants can contact OSGP/VOYA Representative at 800-365-8494 for assistance.​

New Time Off App

A New Time Off App is coming!

  • Anticipated go-live in May 2025
    • We need your help! Testers needed in the following roles:
    • Managers – Managers should select employees that report directly to them
    • Employees
    • Payroll Partners
    • HR Partners
    • Absence Partners
  • Communication with more details will be sent out Feb. 19, 2025, to Payroll and HR Directors Contact lists
    • Includes Time Off app testing participation form

 

Pay and Payroll Apps Going Away

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

 

State Employee's Food Drive Donation

  • 2025 Employee's Food Drive will run from Mar. 1 – Mar. 31, 2025
    • Employees can access the Help Article below for detailed instructions on how to complete the form to make donation to the Governor's State Employees Food Drive
  • 12 Monthly recurring donations will be deducted as follows:
    • Start date will be April 1, 2025
    • End date will be March 31, 2026
    • For donations entered after April 1, the deductions will deduct going forward until end of March 2026
  • One-time donations will be deducted in month of April 2025
    • For one-time donations entered outside the month of April, use the current pay period

 

Cost Allocation by Earning Codes

  • Cost Allocations by Earning Codes are setup to assign cost splits for multiple cost centers and must be setup on all earning codes for the employee to ensure earnings for the employee match the percentage split setup on the worker cost allocations
  • Cost Allocation by Earning Code splits are assigned to the worker
    • There is an integration that runs nightly to look for cost allocations by earning codes on terminated or transferred employees and will systematically end cost allocations
    • Agencies are still recommended to follow Help Article listed above to end Cost Allocation by Earning Codes for Workers as they are aware of those that need to be ended
    • If you are seeing cost allocations not ended as expected, please create a case

 

Labor Cost Code Resources

 

Workday Tips & Knowledge Share

Workday Knowledge Articles

    • Employee
    • Manager
    • Specialized Role
  • Tips on searching:
    • Partial words
    • Use the lingo
    • Find a related article
    • What is the business process name?
    • Layers of business process: what is it related to?
  • You can utilize the Help Center or add the Help Dashboard App

 

Creating a Help Case for the Workday Team

Please make sure to include:

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

 

Reminders when creating a case:

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

 

Process or Policy?

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

 

ACA Updates

ACA Questionnaire

  • Edit Position – We have updated the business process so the questionnaire will only pop up if the Edit Position reason used is 'Employee Type Change Only' and the Employee Type is Temporary
  • Job Change for agency transfer
  • We were able to make it so 'Proposed HR Partner' only gets task
  • Still working on 'Proposed Agency Payroll Partner'. If you are Agency Payroll Partner for former agency, you can disregard the task, and once it is completed, it will be removed from your tasks

 

General Information & Reminders

  • If you experience unexpected behavior in Workday, such as an error on your screen when navigating, please create a case. If you are unable to create a case, please reach out to one of our Workday teams and we will create one for you. We watch cases to determine if we are experiencing issues systemwide and hearing from you is incredibly important, to monitor and identify trends.
  • Workday Wednesday March Dates:
  • Oregon1 will be refreshed this Saturday, Feb. 22, 2025.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
  • Please submit a help case in Workday if you have any questions about the information provided today.

 

In partnership,

The Workday Oregon Team

​

2/5/25 Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

February Release Items

774: Time Off Request Analytic

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

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

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

825: Create 3 New Exit Surveys

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

874: Agency Heads Leave Payout Process

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

880: Vacation (Termination Adjustment) Update

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

895: Case Management Reports Enhancements

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

918: Create Time Off | Request – Final Results report

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

Payroll & Time Tracking

Payroll Processing Day Reminder

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

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Feb. 5 – BT deadline at 5 p.m.
    • Feb. 7 – 5 p.m. cutoff to submit and approve time
    • Feb. 10 – Run 1 payroll processing all day
    • Feb. 10-Feb. 11 – No daily check processing

Benefits and Pay Hub Timeline

Benefits and Pay Hub is now live:

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

Expiring Exempt Status

  • Employees filing Exempt must update Exempt status in Workday annually
  • Employees have until Feb. 17, 2025, to update Exempt status
  • Payroll Partners can run the following reports in Workday to identify employees that may need to update their Exempt status
  • Expiring Federal Tax Elections Report for Exempt Workers
  • Expiring State Tax Elections Report for Exempt Workers
  • Report instructions available in Workday Drive

State Employee's Food Drive Donation

  • 2025 Employee's Food Drive will run from Mar. 1 – Mar. 31, 2025
  • Employees can access the Help Article below for detailed instructions on how to complete the form to make donation to the Governor's State Employees Food Drive
  • 12 Monthly recurring donations will be deducted as follows:
  • Start date will be April 1, 2025
  • End date will be March 31, 2026
  • One-time donations will be deducted in month of April 2025

Workday Wednesday Feedback Survey Results

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

  • How satisfied are you with your overall Workday Wednesday meeting experience?
  • Average Rating: 4.34
  • Are key messages and objectives being communicated clearly?
  • Average Rating: 4.31
  • How relevant is the content to your role?
  • Average Rating: 4.34
  • Are the meeting dates and time convenient for you?
  • Average Rating: 4.72
  • Are the meeting materials (agenda, slides, handouts) helpful and well-prepared?
  • Average Rating: 4.59
  • Are you in favor of keeping the meeting frequency of twice a month OR would you be in favor of moving to once a month (with special meetings as needed)?
  • Continue twice a month meeting: 70%
  • Move to once-a-month meetings (with special meetings as needed): 30%

Workday Wednesday Feedback Results

Common Themes:

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

Items Respondents Would Like to See More of:

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

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

Learning, Tips, and Reminders

Business Process History

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

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

PERS Contribution Start Date

  • PERS Contribution Start Date always a 1st of the month effective date
  • Happens after completion of six full calendar months
  • Examples:
  • Hired 2/1, PERS Pickup 8/1
  • Hired 2/8, PERS Pickup 9/1
  • Start Date cheat sheet on CPERS website
  • If someone is eligible upon hire, that means they already had a PERS Pickup sometime in the past
  • Questions?
  • Do your PERS Status Check as early as possible
  • PERS info – contact CPERS
  • Processing – submit WD Help case

General Information & Reminders

  • Please join us in welcoming Grant Yoder, from DOC as our new Workday Recruitment Administrator
  • Next Workday Wednesday:
  • Feb. 19, 2025
  • Oregon1 will be refreshed this coming weekend, February 8, 2025
  • Case Management Reminders – We are seeing an increase in agency Case Solvers reassigning their end users to the Workday Team. Reminder, the Workday Team's Customers are HR/Payroll/Learning elevated role users. For cases that get misassigned to the Workday team, we will reassign them back to the agency and include an internal note with an explanation.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
  • Please submit a help case in Workday if you have any questions about the information provided today.​

In partnership,

The Workday Oregon Team

​​

1/15/25 - Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

January Release Items

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

820: Create new time entry/earning codes for OSH

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

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

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

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

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

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

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

Payroll & Time Tracking

Payroll Processing Day Reminder

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

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Jan. 22 – BT deadline at 5 p.m.
    • Jan. 24 – 5 p.m. cutoff to submit and approve time
    • Jan. 27 – Run 1 payroll processing all day
    • Jan. 27-Jan. 28 – No daily check processing

Payroll Processing Calendar

Year End No Retro Date Change

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

  • NRPPT date was moved to Dec. 1,2024, for all employees after Dec. Run 1 payroll processing completed on Dec. 26, 2024.
  • 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.

2024 W-2 Processing

  • Thank you to everyone that opted out of paper W-2
  • As of Jan. 6, 2025, we have 6178 employees that have elected electronic W-2
  • Employees can still opt out of paper W-2 at anytime
  • 2024 W-2's will be processed as follows:
  • W-2's will be available in Workday no later than Jan. 31, 2025
  • Electronic copies will be available for employees before paper copies are received
  • Paper copies must be post marked by Jan. 31, 2025
  • Addresses on file as of Jan. 9, 2025, will be used for mailing W-2's
  • Data generated and will be sent to DAS Print Plant this week
  • DAS Publishing and Distribution will print and mail as they did last year
  • Agencies will be billed for mailing costs for their agency W-2's

Opt Out of Paper W-2 in Production

Benefits and Pay Hub Implementation Timeline

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

Retro Corrections

  • Questions?

Compensation

Cost of Living Adjustment (COLA)

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

Job Profile Effective Dated Fields – Workday 2024R2

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

A Few Helpful Reports

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

General Information & Reminders

  • The Workday Recruitment Administrator recruitment is closed. We expect to share at our next Workday Wednesday who will be joining us.
  • Workday Wednesday February Dates:
    • Feb. 5, 2025
    • Feb. 19, 2025
  • Oregon1 refresh is on hold until the end of January
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx Your agencies primary contact, known as Agency Readiness Contact, can also be found here.
  • Workday Wednesday Experience Survey is now closed. Huge thank you for the responses! It validated a lot about what we are doing, what we should continue, and we will be looking at the recommendations to work toward making future meetings even better.
  • Please submit a help case in Workday if you have any questions about the information provided today.​

In partnership,

The Workday Oregon Team

​

12/18/24 - Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

December Release Items

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

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

377: Create new role for I-9 Processing Only

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

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

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

443: Review & Improve compliance for ACA Documentation

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

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

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

687: DOC Nurses Shift Differentials are not populating correctly

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

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

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

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

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

781: IAFF PANG Changing Schedules/FLSA Calendars

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

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

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

791: Yearly Update of OR-OSHA 300A Reports

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

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

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

794: Add two required reasons to Disaster Relief Leave

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

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

  • Functional Area: Payroll
  • Update Requirements: As part of the year end process, standardize the practice of moving the no retro NRPPT date to at minimum align with the start of the new tax year, which is December 1.

796: Update remaining FLSA Calendars that are incorrect

  • Functional Area: Payroll
  • Update Requirements: Need to update the FLSA Calendar rules to correct the several CBAs.

798: Update EXCLUDES... Temporary Employees... Period End Date eligibility rule to include if terminated look at Start Date

  • Functional Area: Absence & Leave
  • Update Requirements: When temporary employees are terminated, they should not be eligible for Vacation | Time Off (Termination Adjustment)

799: Replace two seasonal report with updated report

  • Functional Area: Absence & Leave
  • Update Requirements: Provide a report that uses Extended LWOP calculation to more accurately estimate Vacation and Sick Leave accruals if it is not possible for the agency to wait for the automatic update.

800: Update “VOID After" wording on Payroll and Misc. Payment Checks

  • Functional Area: Payroll
  • Update Requirements: Change wording on physical checks to “Void After 1 Year from Date of Issue".

801: Update eligibility for Vacation | Accrual (Additional) | November 1st | AFSCME & AOCE

  • Functional Area: Absence & Leave
  • Update Requirements: Prohibit ineligible employees from accruing leave associated with Vacation | Accrual (Additional) | November 1st | AFSCME & AOCE, while allowing eligible terminated employees to continue to post the appropriate accruals.

803: Modify INT001_Studio_W2_AnnualTaxOut to Update EFW2 file for Metro and Multnomah tax requirements

  • Functional Area: System
  • Update Requirements: The W2 template needs to be updated for METRO and MULT file upload to Portland Revenue portal.

804: Time Tracking | My Team's Scheduled vs. Reported Hours

  • Functional Area: Time Tracking
  • Update Requirements: New Report for Managers to review time for multiple employees at one time.

805: PAY | Earnings by Month/Year of Earning

  • Functional Area: Payroll, Time Tracking
  • Update Requirements: New Report for Agency Payroll Partners and Payroll Administration to view Earnings by the Month/Year Earned.

814: Add Follow-up Dates functionality to Help Case Types and Categories (Added to Production on 12/6/2024)

  • Functional Area: Help
  • Update Requirements: Turn On Case Follow-Up Date Functionality

822: Repair Competency Report

  • Functional Area: HR
  • Update Requirements: Competency Report is pulling blank columns. Update report to show correct columns.

823: Special Day of Leave granted to all policy eligible employees for 2025

  • Functional Area: Absence & Leave
  • Update Requirements: Allow policy eligible employee to request special day in 2025.

824: Update Domain Security Policy: Time Tracking Exempt from Lockout to add managers

  • Functional Area: Time Tracking
  • Update Requirements: Need to update security so managers are exempt from the lockout from R793.

828: RPT 2024 CHRO annual Training Status Report

  • Functional Area: Learning
  • Update Requirements: 2024 versions of Annual Required Training Status Report.

831: Correct Seasonal Integration Validation Error

  • Functional Area: HR
  • Update Requirements: Need INT307 Seasonal Movement On/Off Season Change, updated to recognize dates in 2025.

Payroll & Time Tracking

Payroll Processing Day Reminder

December Run 1 (on-cycle) will process Dec. 26, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Dec. 20 – BT deadline at 5 p.m.
    • Dec. 24 – 5 p.m. cutoff to submit and approve time
    • Dec. 26 – Run 2 payroll processing all day
    • Dec. 26-Dec. 31 – No daily check processing

Payroll Processing Calendar

Time Entry Lock for Employees

  • Time Entry Lock for employees only through year end will be as follows:
    • After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
    • After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025
  • Communication was shared in November and December with Payroll Partners regarding time entry lock
    • For questions on this topic, create a Help Case for OSPS | Central Payroll

Year End No Retro Date Change

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

  • No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing completes on Dec. 26, 2024.
  • 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.

Year End 2024 Timeline

  • Nov. 18, 2024
    • Federal & State tax adjustment help cases due
  • Nov. 20 (Run 1)
    • Non-cash taxable reimbursements entered in November pay period
    • Overpayment Gross-ups
  • Dec. 6 (Nov. Run 2)
    • Underpayments deadline
    • Separated Employees with Net Pay Positive Adjustment deadline
    • Cash taxable reimbursements entered in November pay period
  • Dec. 23 (Dec. Run 1)
    • December terminations cutoff date for all final payment requests for tax year 2024
    • All information must be entered on the spreadsheet
  • Dec. 26-31 (Blackout dates)
    • No off-cycle payments will be issued
  • End of December / Early January
    • Review Deceased Report

Opt Out of Paper W-2 in Production

  • Please distribute the message to your internal agency communications network
  • Below are items to keep in mind for employees:
    • Knowledge Article provides step for employees to Opt Out of Paper W-2
    • W-2's will be available in Workday no later than Jan. 31, 2025
    • Electronic copies will be available for employees before paper copies are received
    • Paper copies must be post marked by Jan. 31, 2025
  • Payroll Partners can run a report for employee printing elections:
    • AUD | W-2 Printing Elections for All Employees
  • DAS Publishing and Distribution will print and mail as they did last year
    • Agencies will be billed for mailing costs for their agency W-2's
  • Workday Announcement was updated Dec. 13 with agency standing of percentage of employees that have opted out of paper W-2

ACA Process Update

Compensation

Cost of Living Adjustment (COLA)

  • Effective January 1, 2025
  • Recommend completing any in-progress compensation related items (such as request compensation changes, job changes, hires, etc.) that are effective on or before Dec. 31, 2024.
  • Recommend waiting to initiate compensation related actions effective on or after Jan. 1, 2025, so they can be initiated within Workday with the updated COLA salary.
  • Several reports are available for use to find in progress and future dated events for employees.
  • Carefully review the compensation for candidates who are being hired or job changed.
  • Announcement posted in Workday with full details.

 

Other Compensation Reminders/Updates

Workday 2024R2 Job profile effective dated fields update:

  • Still working with Workday to correct the Job Profiles that are missing Grade Profiles (part of the September Workday Release). This does impact the report: CMP | Workers with Mismatched Job Profile/Grade Profile.

A few Compensation Related reports:

  • CMP | Workers Off-Step (within Range)
  • CMP | Workers Above Max or Below Min
  • CMP | Workers with Mismatched Job Profile/Grade Profile

General Information & Reminders

  • Workday Wednesday January dates are (updated from Dec. 18, 2024, meeting feedback):
    • Jan 1, 2025 – NO MEETING the first Wednesday of the month
    • Jan. 15, 2025 – same meeting link for the third Wednesday of the month
  • Oregon1 will be refreshed on Dec. 28, 2024.
  • Effective dates defaulting to 2025, please carefully review your effective dates when processing actions to ensure they are in the correct year.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
  • Workday Wednesday Experience Survey is now closed, thank you to everyone who responded!
  • Please submit a help case in Workday if you have any questions about the information provided today.

 

In partnership,

The Workday Oregon Team


12/04/24 - Workday Meeting Recap


12/04/24 - Workday Meeting Recap

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

Agenda and presentation slides​

Workday Release Updates

December Release Items

242: Agency Name Change Office of Public Defense Services (OPDS) to Oregon Public Defense Commission (OPDC)

  • Functional Area: HR

377: Create new role for I-9 Processing Only

  • Functional Area: HR

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

  • Functional Area: Time Tracking

443: Review & Improve compliance for ACA Documentation

  • Functional Area: HR

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

  • Functional Area: HR

687: DOC Nurses Shift Differentials are not populating correctly

  • Functional Area: Time Tracking

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

  • Functional Area: Time Tracking

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

  • Functional Area: Absence & Leave

781: IAFF PANG Changing Schedules/FLSA Calendars

  • Functional Area: Time Tracking

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

  • Functional Area: Time Tracking

791: Yearly Update of OR-OSHA 300A Reports

  • Functional Area: HR

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

  • Functional Area: Time Tracking

794: Add two required reasons to Disaster Relief Leave

  • Functional Area: Absence & Leave

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

  • Functional Area: Payroll

796: Update remaining FLSA Calendars that are incorrect

  • Functional Area: Payroll

798: Update EXCLUDES... Temporary Employees... Period End Date eligibility rule to include if terminated look at Start Date

  • Functional Area: Absence & Leave

799: Replace two seasonal report with updated report

  • Functional Area: Absence & Leave

800: Update “VOID After" wording on Payroll and Misc. Payment Checks

  • Functional Area: Payroll

801: Update eligibility for Vacation | Accrual (Additional) | November 1st | AFSCME & AOCE

  • Functional Area: Absence & Leave

803: Modify INT001_Studio_W2_AnnualTaxOut to Update EFW2 file for Metro and Multnomah tax requirements

  • Functional Area: System

804: Time Tracking | My Team's Scheduled vs. Reported Hours

  • Functional Area: Time Tracking

805: PAY | Earnings by Month/Year of Earning

  • Functional Area: Payroll, Time Tracking

814: Add Follow-up Dates functionality to Help Case Types and Categories (Added to Production on 12/6/2024)

  • Turn On Follow-Up Date Functionality
  • Edit Case Solving Team Name from “Workday | Central Payroll Support" to “OSPS | Central Payroll Support"
  • Create Case Type Category of OSPS Central Payroll Support
  • Create Case Type Category of Workday Support for Elevated Role Users
  • Move “OSPS | Central Payroll Support" Case Solving Team to the OSPS Central Payroll Support Category
  • Move all remaining “Workday | ..." Case Solving Teams to the Workday Support for Elevated Role Users
  • Inactivate the following Case Solving Teams:
    • Chief Human Resource Office
    • CHRO Policy
    • CHRO Workforce Development
    • CHRO Labor Relations

815: INT014: Put Cost Center Enhancement

  • Functional Area: Payroll, HR, Time Tracking

818: 2024 Payroll Year End Process

  • Functional Area: Payroll

Leave Payout Request App

  • The new leave payout app was launched on December 2, 2024.
  • The app is found on the worker profile, absence, leave payout tab. The process is essentially the same as it is in request framework, it is just housed in a different location.
  • The new process will only provide the options that an employee is eligible for under their union/representation. A few exceptions apply.
  • An announcement will be posted in Workday regarding the new Leave Payout Request App.
  • Help Articles below are now updated with steps for each role in the process which includes employee, manager, and payroll:
  • Create Leave Payout Request, Employee
  • Approve Leave Payout Request, Manager
  • Approve and Process Leave Payout Request, Payroll
  • If you identify a leave payout that is not available to an employee and should be, please submit a help case indicating which union and the authority that allows for payout (policy, statute, CBA).

 

Case Management Updates

  • Updated Case Types, and Case Type Categories
  • New case Follow-Up Date functional

 

Payroll & Time Tracking

Payroll Processing Day Reminder

November Run 2 (off-cycle) will process Dec. 09, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Dec. 04 – BT deadline at 5 p.m.
    • Dec. 06 – 5 p.m. cutoff to submit and approve time
    • Dec. 09 – Run 2 payroll processing all day
    • Dec. 09 and Dec. 10 – No daily check processing

Time Entry Lock for Employees

  • Time Entry Lock for employees only through year end will be as follows:
    • After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
    • After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025
  • Employees can work with their manager to make time entry adjustments for locked pay periods.
  • Employees and managers can reach out to payroll offices for guidance as needed.
  • Communication was sent out via e-News Nov. 15, 2024
    • Sample communication was provided for employees and managers
    • Payroll is encouraged to work with internal communications teams to ensure communication is distributed to employees and managers
    • Time Entry lock for employees will be added to the Payroll Calendar for 2025

Year End No Retro Date Change

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

  • No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
    • Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees
  • 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.

Year End 2024 Timeline

  • Nov. 18, 2024
    • Federal & State tax adjustment help cases due
  • Nov. 20 (Run 1)
    • Non-cash taxable reimbursements entered in November pay period
    • Overpayment Gross-ups
  • Dec. 6 (Nov. Run 2)
    • Underpayments deadline
    • Separated Employees with Net Pay Positive Adjustment deadline
    • Cash taxable reimbursements entered in November pay period
  • Dec. 23 (Dec. Run 1)
    • December terminations cutoff date for all final payment requests for tax year 2024
    • All information must be entered on the spreadsheet
  • Dec. 26-31 (Blackout dates)
    • No off-cycle payments will be issued
  • End of December / Early January
    • Review Deceased Report

 

Payroll Processing Calendar

 

Opt Out of Paper W-2 in Production

  • Below are items to keep in mind for employees:
  • Help Article provides steps for employee to opt-out of paper W-2
  • W-2's will be available in Workday no later than Jan. 31, 2025
  • Electronic copies will be available for employees before paper copies are received
  • Paper copies must be post marked by Jan. 31, 2025
  • Payroll Partners can run a report for employee printing elections:
  • AUD | W-2 Printing Elections for All Employees
  • DAS Publishing and Distribution will print and mail as they did last year
  • Agencies will be billed for mailing costs for their agency W-2's

 

ACA Process Update

  • Purpose
  • Converted paper eligibility worksheet to a Workday questionnaire
  • Added questionnaire to Hire, Job Change, and Edit Position BPs if Employee Type is temp
  • Updated offer of coverage form and process
  • New reports
  • Potential training(s)
  • Demo at next Workday Wednesday (Dec. 18)
  • Question?

 

Clarification of Roles Within Workday and CHRO

  • The full memo was shared on Nov. 21, 2024, at the HR Directors meeting and emailed to them that same week. Please take some time to read the memo when you can. We just wanted to help make sure everyone was informed on this.
  • As Workday is no longer under CHRO, this memo provides some clarifications for everyone.
  • Full memo: https://wd5.myworkday.com/oregon/d/inst/21037$34245/rel-task/2998$33471.htmld

Updated Process

Below is the language on the memo explaining some changes to processes:

2. Agencies contact CHRO through the existing and normal methods for -

  • HR/Labor-related questions using the already established methods
  • Requesting additional employee demographic information be captured in Workday
  • CHRO will submit a help case with approved system-related changes

3. Agencies contact Workday -

  • To complete employee actions in the system (pending review of processes that can be delegated back to agencies noted in #6 below)
  • Workday will complete the requested actions
  • To request assistance with processing employee actions in the system

Note: There is an FAQ published on the CHRO Policy page related to State Employee Demographic information, including what it is in the Workday system, who has access to that data, and who to contact if agencies would like to see additional data.

5. If Workday receives a help case related to HR policy or guidance, they respond to the help case using the standard response -

  • Thank for contacting Workday, we are here to help you with issues related to the Workday system. Please contact CHRO with HR-related questions at the appropriate email address for assistance.

General Information & Reminders

  • Oregon1 will be refreshed on Dec. 7, 2024
  • When creating cases, please include OR#, name, and important details including dates
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
  • Workday Wednesday Experience survey: 
  • Please submit a help case in Workday if you have any questions about the information provided today.

 

In partnership,

The Workday Oregon Team

​

11/20/24 - Workday Meeting Recap

​​

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

Agenda and presentation slides​

Workday Release Updates

November Release Items

112 – Create Retro earning codes that do not impact FLSA calculations

  • Functional Area(s): Payroll
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Need new earning codes for retro transactions that are only used on retro periods where the NRPPT date prevents the retro pay from picking up. The codes need to not impact the employees FLSA rate, and there will be one that is for PERS subject wages and one that is not.
  • Status: Completed – Live in Production now

318 – SEIU-AST must calculate when inclement weather is used in same week

  • Functional Area(s): Payroll
  • Agency Impact: Multiple
  • # of Employees Impacted: 2,501-10k
  • Description: Per the SEIU CBA Inclement Weather paid time off is not considered hours worked for OT purposes. This time calculation is not working and needs to be adjusted.
  • Status: Completed – Live in Production now

377 – Create new role for I-9 Processing Only

  • Functional Area(s): HR
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Currently agencies are assigning people the Workforce Liaison role for I-9 processing which is not always appropriate when the need is to ONLY process I-9's.
  • Status: Moved to December Release

401 – Immediate use of sick leave for retiree temps upon rehire

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 501-2,501
  • Description: Employees that have retired and are returning as a temporary are eligible to use their accrued sick leave on their first day of employment.
  • Status: Completed – Live in Production now

443 – Review & Improve compliance for ACA Documentation

  • Functional Area(s): HR
  • Agency Impact: All
  • # of Employees Impacted: 501-2,500
  • Description: Add ACA eligibility review as additional step to the Hire BP if Employee Type chosen is temporary. Also, need an offer of coverage date on the worker additional data to be able to report compliance.
  • Status: Testing Complete. Next step – CHRO Approval

590 – SEIU exempt employees eligible for Standby compensated at straight time rate

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 501-2,501
  • Description: Per the SEIU CBA collective bargaining agreement. SEIU exempt employees eligible for Standby compensated at 1 hour of straight time for 1 hour of standby.
  • Status: Completed – Live in Production now

645 – Job Application BP for Direct Appointments route to the HR Partner

  • Functional Area(s): Recruiting
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Description: All other Pre-Employment Check tasks initiated from other candidate stages, for Direct Appointment and other reasons, route to HR Partners. Routing to the Manager for Direct Appoints was most likely an oversight at the time of initial set-up for go-live.
  • Status: Completed – Live in Production now

700 – Give Absence Partners Access to view Timesheet Information

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: TBD
  • Description: To run reports like Protected Leave | FMLA Eligibility & Entitlement Hours, to see hours worked and FMLA entitlement hours.
  • Status: Completed – Live in Production now

711 – Personal Business upper limit, update to accrual calculation

  • Functional Area(s): Absence & Leave
  • Agency Impact: Multiple
  • # of Employees Impacted: TBD
  • Description: Update Personal Business upper limit to accrual calculation, this will only calculate the cap in relation to their FTE. Prohibit part-time employees from over accruing PB in certain situations.
  • Status: Completed – Live in Production now

716 – Require a comment when correcting a time off request

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: TBD
  • Description: It is difficult for Managers and Absence Partners to know why a correction is being initiated. This would require the employee to give some sort of comment.
  • Status: Completed – Live in Production now

743 – PERS: Update PERS calculation for seasonal employees

  • Functional Area(s): Payroll | Integration
  • Agency Impact: Multiple
  • # of Employees Impacted: 501-2,500
  • Description: Ensure seasonal employees show up correctly on the monthly PERS deduction file.
  • Status: Configuration in Production with effective date of 12/1/2024.

745 – PERS: Update PERS calculation for employee transfers

  • Functional Area(s): Payroll | Integration
  • Agency Impact: All
  • # of Employees Impacted: 2,501-10k
  • Description: Ensure employees that transfer between agencies show up correctly on the monthly PERS deduction file.
  • Status: Configuration in Production with effective date of 12/1/2024.

753 – Learning Paths: Update Spotlight Card and Enable Sharing Feature

  • Functional Area(s): Learning & Extended Enterprise
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: By enabling the sharing functionality, learners can create their own personalized curriculum (list) from the learning catalog to easily share with others in their learning journey. Learners have the option to manage privacy settings to enable others to view and share their paths.
  • Status: Completed – Live in Production now

769 – SEIU issues deductions not calculating correctly on seasonal employee pay results

  • Functional Area(s): Payroll
  • Agency Impact: Multiple
  • # of Employees Impacted: 11-100
  • Description: The current eligibility rules and calculation for the deduction Union Dues – SEIU Issues are not configured correctly; pro-rating when it shouldn't, not calculating when it should.
  • Status: Completed – Live in Production now

773 – PEBB Plan Year 2025 Updates

  • Functional Area(s): Learning & Extended Enterprise
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: Update PEBB rates for plan year 2025, effective 12/01/2024 and process the annual Open Enrollment transactions. Must be completed by 11/30/2024.
  • Status: In Progress

784 – Time Off | Requests | Military Leave In Days .. Employee report

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: Employees need to see how many days they have used of their Military Leave so they can adjust needed leave.
  • Status: Completed – Live in Production now

785 – Payroll Yearly activities for FLSA calendars and period schedule

  • Functional Area(s): Payroll
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: In order to generate payments for 2025 the FLSA calendars and the period schedules need to be built.
  • Status: Completed – Live in Production now

Leave Payout Request App

  • The new leave payout app will be available to employees by noon on December 2, 2024.
  • The app is found on the worker profile, absence, leave payout tab. The process is essentially the same as it is in request framework, it is just housed in a different location.
  • The new process will only provide options to employees that are eligible for a leave payout under their union/representation and will reduce the manual input required to process a request.
  • An announcement will be posted for employees no later than close of business, Nov. 25, 2024.
  • Help Articles will be updated on Dec. 2, 2024, with steps for each role in the process which includes employee, manager, and payroll:
    • Create Leave Payout Request, Employee
    • Approve Leave Payout Request, Manager
    • Approve and Process Leave Payout Request, Payroll

Payroll & Time Tracking

Payroll Processing Day Reminder

November Run 1 (on-cycle) will process Nov. 21, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Nov. 18 – BT deadline at 5 p.m.
    • Nov. 20 – 5 p.m. cutoff to submit and approve time
    • Nov. 21 – Run 1 payroll processing all day
    • Nov. 21 and Nov. 22 – No daily check processing

Time Entry Lock for Employees

  • Time Entry Lock for employees only through year end will be as follows:
    • After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
    • After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025
  • Employees can work with their manager to make time entry adjustments for locked pay periods.
  • Employees and managers can reach out to payroll offices for guidance as needed.
  • Communication was sent out via e-News Nov. 15, 2024
    • Sample communication was provided for employees and managers
    • Payroll is encouraged to work with internal communications teams to ensure communication is distributed to employees and managers
    • Time Entry lock for employees will be added to the Payroll Calendar for 2025

Year End No Retro Date Change

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

  • No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
    • Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees
  • 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.

Year End 2024 Timeline

  • Nov. 18, 2024
    • Federal & State tax adjustment help cases due
  • Nov. 20 (Run 1)
    • Non-cash taxable reimbursements entered in November pay period
    • Overpayment Gross-ups
  • Dec. 6 (Nov. Run 2)
    • Underpayments deadline
    • Separated Employees with Net Pay Positive Adjustment deadline
    • Cash taxable reimbursements entered in November pay period
  • Dec. 23 (Dec. Run 1)
    • December terminations cutoff date for all final payment requests for tax year 2024
    • All information must be entered on the spreadsheet
  • Dec. 26-31 (Blackout dates)
    • No off-cycle payments will be issued
  • End of December / Early January
    • Review Deceased Report

Payroll Processing Calendar

Opt Out of Paper W-2

  • This feature is now available
  • Communication was sent via E-News:
    • Communication for agencies to share with staff sent via e-News Oct. 30, 2024, to payroll partners
    • Workday Announcement is now posted
    • Workday Help Article and video tutorial provide steps to opt out of paper W-2
    • Follow up was posted in Workday Announcements Nov. 22 update on status of agency opt out of paper W-2

Workaround for Partial Payments and PERS

Workaround Steps:

  • Look at “PERS EE Paid" deduction on the “Gross to Net" tab
  • Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
  • Calculate the correct percentage based on the PERS Class Plan
  • Use the New Hire/Re-Employment Checklist to validate employees pay (include all earnings and deductions)
  •  Use the New Hire/Re-Employment Checklist to validate leave balances
  • Make pay input entries to adjust the PERS Employee and Employer paid entries as needed

Data Quality Series: Compensation

  • On this week's Data Quality Series, Compensation is presented. Topics include Grade Profile, Step, Salary, Benefit Service Dates, and Allowance details.
  • In the next Data Quality Series, the following topic will be discussed:
    • Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies

General Information & Reminders

  • Oregon1 will be not refreshed until Dec. 7, 2024
  • When creating cases, please include OR#, name, and important details including dates
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes: https://www.oregon.gov/das/hr/pages/workday-wednesday.aspx
  • Please submit a help case in Workday if you have any questions about the information provided today.

 

In partnership,

The Workday Oregon Team

​

11/6/24 - Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

November Release Items

112 – Create Retro earning codes that do not impact FLSA calculations

  • Functional Area(s): Payroll
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Need new earning codes for retro transactions that are only used on retro periods where the NRPPT date prevents the retro pay from picking up. The codes need to not impact the employees FLSA rate, and there will be one that is for PERS subject wages and one that is not.
  • Scope of Change: Create new earning codes to allow agencies to make retro corrections that will not impact the FLSA hours or wages. They should still be taxable.

 

318 – SEIU-AST must calculate when inclement weather is used in same week

  • Functional Area(s): Payroll
  • Agency Impact: Multiple
  • # of Employees Impacted: 2,501-10k
  • Description: Per the SEIU CBA Inclement Weather paid time off is not considered hours worked for OT purposes. This time calculation is not working and needs to be adjusted.
  • Scope of Change: Create a new time calculation for SEIU around Additional Straight time (AST) when Inclement Weather (IW) is used in the same week as hours worked over 40.

 

377 – Create new role for I-9 Processing Only

  • Functional Area(s): HR
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Currently agencies are assigning people the Workforce Liaison role for I-9 processing which is not always appropriate when the need is to ONLY process I-9's.
  • Scope of Change: A new role will be created and added to the I-9 business process. The new role will be assigned to managers as needed.

 

401 – Immediate use of sick leave for retiree temps upon rehire

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 501-2,501
  • Description: Employees that have retired and are returning as a temporary are eligible to use their accrued sick leave on their first day of employment.
  • Scope of Change: Create new ELIGIBLE .. Retire Temporary rule and added that to the Sick Leave (3 Month Wait) OR (No Wait if Returning Retiree) | Time Off (Temporary Employees) accrual within the Worker Eligibility Override.

 

443 – Review & Improve compliance for ACA Documentation

  • Functional Area(s): HR
  • Agency Impact: All
  • # of Employees Impacted: 501-2,500
  • Description: Add ACA eligibility review as additional step to the Hire BP if Employee Type chosen is temporary. Also, need an offer of coverage date on the worker additional data to be able to report compliance.
  • Scope of Change: Create a questionnaire that will be added to the Hire BP to display when appropriate. Develop a report that can be used to capture the information provided for federal reporting purposes.

 

590 – SEIU exempt employees eligible for Standby compensated at straight time rate

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 501-2,501
  • Description: Per the SEIU CBA collective bargaining agreement. SEIU exempt employees eligible for Standby compensated at 1 hour of straight time for 1 hour of standby.
  • Scope of Change: Create new time entry code for Standby (Hours) for SEIU exempt employees. Need to create a time calc to generate straight time straight time calc tag.

 

645 – Job Application BP for Direct Appointments route to the HR Partner

  • Functional Area(s): Recruiting
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Description: All other Pre-Employment Check tasks initiated from other candidate stages, for Direct Appointment and other reasons, route to HR Partners. Routing to the Manager for Direct Appoints was most likely an oversight at the time of initial set-up for go-live.
  • Scope of Change: Update the BP to change the security group from Manager to HR Partner for Pre-Employment Checks.

 

700 – Give Absence Partners Access to view Timesheet Information

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: TBD
  • Description: To run reports like Protected Leave | FMLA Eligibility & Entitlement Hours, to see hours worked and FMLA entitlement hours.
  • Scope of Change: Give Absence Partners view only access to Worker Data: Time Calendar domain.

 

711 – Personal Business upper limit, update to accrual calculation

  • Functional Area(s): Absence & Leave
  • Agency Impact: Multiple
  • # of Employees Impacted: TBD
  • Description: Update Personal Business upper limit to accrual calculation, this will only calculate the cap in relation to their FTE. Prohibit part-time employees from over accruing PB in certain situations.
  • Scope of Change: Update all Personal Business (24 different iterations) upper limits to match the accrual calculation.

 

716 – Require a comment when correcting a time off request

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: TBD
  • Description: It is difficult for Managers and Absence Partners to know why a correction is being initiated. This would require the employee to give some sort of comment.
  • Scope of Change: Add new rule to BP: Correct Time Off.

 

743 – PERS: Need to incorporate the new seasonal employee updates into the file

  • Functional Area(s): Payroll | Integration
  • Agency Impact: Multiple
  • # of Employees Impacted: 501-2,500
  • Description: Ensure seasonal employees show up correctly on the monthly PERS deduction file.
  • Scope of Change: Update all Personal Business (24 different iterations) upper limits to match the accrual calculation.

 

745 – PERS: Need to incorporate employee transfers into the file

  • Functional Area(s): Payroll | Integration
  • Agency Impact: All
  • # of Employees Impacted: 2,501-10k
  • Description: Ensure employees that transfer between agencies show up correctly on the monthly PERS deduction file.
  • Scope of Change: Add new rule to BP: Correct Time Off.

 

753 – Learning Paths: Update Spotlight Card and Enable Sharing Feature

  • Functional Area(s): Learning & Extended Enterprise
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: By enabling the sharing functionality, learners can create their own personalized curriculum (list) from the learning catalog to easily share with others in their learning journey. Learners have the option to manage privacy settings to enable others to view and share their paths.
  • Scope of Change: Turn on sharing feature for Learning Paths within My Library on the Learning Homepage. This requires changing the security group and status from suspended to enabled.

 

769 – SEIU issues deductions not calculating correctly on seasonal employee pay results

  • Functional Area(s): Payroll
  • Agency Impact: Multiple
  • # of Employees Impacted: 11-100
  • Description: The current eligibility rules and calculation for the deduction Union Dues – SEIU Issues are not configured correctly; pro-rating when it shouldn't, not calculating when it should.
  • Scope of Change: Add a new effective date to the deduction, modify the eligibility rules and the calculation to meet requirements.

 

773 – PEBB Plan Year 2025 Updates

  • Functional Area(s): Learning & Extended Enterprise
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: Update PEBB rates for plan year 2025, effective 12/01/2024 and process the annual Open Enrollment transactions. Must be completed by 11/30/2024.
  • Scope of Change: Coordinate with the PEBB team to receive and process (via INT205) the annual Open Enrollment transactions. This will need to be completed prior to December 2024 R1 payroll. An EIB will be used to make the updates.

 

784 – Time Off | Requests | Military Leave In Days .. Employee report

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: Employees need to see how many days they have used of their Military Leave so they can adjust needed leave.
  • Scope of Change: CHRO Policy requested this change. Create a report called 'Time Off | Requests | Military Leave in Days Employee' that will show an employee how many days of Military Leave that they have taken in the federal fiscal year.

785 – Payroll Yearly activities for FLSA calendars and period schedule

  • Functional Area(s): Payroll
  • Agency Impact: All
  • # of Employees Impacted: 25k
  • Description: In order to generate payments for 2025 the FLSA calendars and the period schedules need to be built.
  • Scope of Change: Add start/end dates and payment date for each 2025 period in edit period schedule and generate FLSA work periods for all FLSA calendars.

Payroll & Time Tracking

October Run 2 (off-cycle) will process Nov. 8, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Nov. 5 – BT deadline at 5 p.m.
    • Nov. 7 – Cutoff to submit and approve time for Oct. Run 2 at 5 p.m.
    • Nov. 8 – Run 2 payroll processing all day
    • Nov. 8 and Nov. 12 – No daily check processing (Veteran's Day Holiday on Nov. 11, 2024)

Year End Time Entry Lock

  • Time Entry will be locked for employees only for time entry prior to July 1, 2024, and going forward Time Entry will be locked after every Run 2 (off-cycle) payroll processing for the prior month.
  • Time Entry locks for employees only through year end will be as follows:
    • After Oct. Run 2 (Nov. 8, 2024) Time entry locked prior to July 1, 2024
    • After Nov. Run 2 (Dec. 9, 2024) Time entry locked prior to Dec. 1, 2024
    • After Dec. Run 2 (Jan. 9, 2025) Time entry locked prior to Jan. 1, 2025
  • Employees can work with their manager to make time entry adjustments for locked pay periods.
    • Employees and managers can reach out to payroll offices for guidance as needed.
  • Communication coming soon

Year End 2024 Timeline

  • Nov. 18, 2024
    • Federal & State tax adjustment help cases due
  • Nov. 20 (Run 1)
    • Non-cash taxable reimbursements entered in November pay period
    • Overpayment Gross-ups
  • Dec. 6 (Nov. Run 2)
    • Underpayments deadline
    • Separated Employees with Net Pay Positive Adjustment deadline
    • Cash taxable reimbursements entered in November pay period
  • Dec. 23 (Dec. Run 1)
    • December terminations cutoff date for all final payment requests for tax year 2024
    • All information must be entered on the spreadsheet
  • Dec. 26-31 (Blackout dates)
    • No off-cycle payments will be issued
  • End of December / Early January
    • Review Deceased Report

Year End No Retro Date Change

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

  • No Retro date will be changed to Dec. 1 after Dec. Run 1 payroll processing
    • Dec. 26, 2024, No Retro Date will be changed to Dec. 1, 2024, for all employees
  • 2024 tax year adjustments will need to be coordinated with payroll and entered in the December pay period.

Payroll Processing Calendar

Opt Out of Paper W-2

  • This feature is now available
  • Communication was sent via E-News:
    • Communication for agencies to share with staff sent via e-News Oct. 30, 2024, to payroll partners
    • Workday Announcement is now posted
    • Workday Knowledge Article with steps to complete the opt out
    • Follow up messages will be shared with information on sustainability efforts
    • Report by agency on employees that have opted out

Workaround for Partial Payments and PERS

Workaround Steps:

  • Look at “PERS EE Paid" deduction on the “Gross to Net" tab
  • Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
  • Calculate the correct percentage based on the PERS Class Plan
  • Use the New Hire/Re-Employment Checklist to validate employees pay (include all earnings and deductions)
  •  Use the New Hire/Re-Employment Checklist to validate leave balances
  • Make pay input entries to adjust the PERS Employee and Employer paid entries as needed

Data Quality Series: Worker Data

  • On this week's Data Quality Series, Position Data is presented, along with a quick overview of Audits and Reporting.
  • Position and Benefit Data includes information about position data, representation codes, Union Segments, FLSA and OT, Employee Types
  • Future Data Quality Series will include the following topics:
    • Compensation Data – Grade Profile, Step, Salary, Benefit Service Dates, Allowances, Pay Basis, FTE, Pending Reclass, and Pay Input
    • Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies

General Information & Reminders

  • PERS Pickup comp change and a PERS contribution start date is the same date AND is always going to have a 1st of the month effective date. The status check date entered in Workday is the date used to run the automatic comp plan change. Agencies need to complete a status check with PERS. If the employee is already eligible or has served part of their wait time, PERS will provide the contribution start date. If the employee is new to PERS employment, the agency needs to manually calculate CSD using the guide on the CPERS site: https://www.oregon.gov/das/Financial/Payroll/Documents/CSDGuide2017.pdf
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
  • Nov. 20, 2024, Workday Wednesday will be extended to 90 minutes.

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

In partnership,

The Workday Oregon Team

​

10/16/24 - Workday Meeting Recap

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

Agenda and presentation slides​​

Workday Release Updates

October Release Items

393 – Workday Feature Request: CJIS and CRC Tracking

  • Functional Area(s): Human Resources
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Some agencies have positions where the worker must have a new CRC every 5 years. Requesting a way to be able to track when the last one was completed on the worker profile in Workday.
  • Scope of Change: Create a new date field on the Worker Profile Additional Data.

506 – Leave Payout Process Redesign

  • Functional Area(s): Human Resources
  • Agency Impact: All Executive Branch Agencies
  • # of Employees Impacted: 25k+
  • Scope of Change: Develop a new process using Workday Extend. This change is only for Executive Branch agencies, Judicial and Legislature still have capacity in their current process and do not currently desire to make a change. Planned deployment date of 12/1/2024 at the request of testing agencies.

712 – Seasonal Employees, shall not auto accrue Personal Business or Special Day

  • Functional Area(s): Absence & Leave
  • Agency Impact: Seasonal Agencies
  • # of Employees Impacted: 2501-10k
  • Description: Seasonal Employees have different contract language for Personal Business and Special Day between agencies, some include hours worked. With the new Seasonal update, a process is needed to stop automatic accrual.
  • Scope of Change: Create a new eligibility rule for seasonal employee accrual for Personal Business and Special Day that will make them ineligible for both leave types.

Note: Roles who have access to load Personal Business and Special Day include HR Partner, Payroll Partner, and Absence Partner. It is up to the agency as to what role completes the load of Personal Business or Special Day for Seasonal Employees coming back on season.

714 – Add Canopy Information to Bereavement Leave request approval notification and email message

  • Functional Area(s): Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 105-500
  • Description: To give employees more information about the grieving process through Canopy the contracted PEBB Employee Assistance Program (EAP) service.
  • Scope of Change: This will be a “Request Time Off (Default Definition)" business process change.

611 – Allow Employees to Opt-Out of Paper W-2 Printing

  • Functional Area(s): Payroll
  • Agency Impact: All
  • # of Employees Impacted: 25k+
  • Description: Allow employees to opt-out of W-2 printing. Validate the year end W-2 printing process will skip employee's who opt out. Create new report that displays W-2 Printing Elections for All Employees.
  • Scope of Change: Update the Company Payroll Printing Options for EACH company (95 total) and create a new report for the agency payroll partners to use at year end to identify employees who are opted out.

729 – Seasonal employees with the Seasonal Employee allowance is not paying in month the employee goes off season

  • Functional Area(s): Payroll
  • Agency Impact: Seasonal Agencies
  • # of Employees Impacted: 501-2500
  • Description: When a seasonal employee with the allowance assigned Seasonal Employee Differential is not paying in the employee's month when they go off season and it should.
  • Scope of Change: Update the eligibility for the earning code Allowance – Seasonal Employees Differential by removing the off-season eligibility.

650 – New Disposition Reason: Unauthorized to work in the U.S.

  • Functional Area(s): Recruitment | BP
  • Agency Impact: All
  • # of Employees Impacted: Unk
  • Description: Add new disposition reason & notification at all stages of the recruitment process for both internal and external candidates.
  • Scope of Change: Create a new disposition reason & notification that will be available at all stages in the recruitment process that will allow agencies to identify if a candidate is no longer able to move forward because they are unauthorized to work in the U.S.

707 – Automate Inactivation of Extended Enterprise Learner (EEL) Personas

  • Functional Area(s): Extended Enterprise
  • Agency Impact: Multiple
  • # of Employees Impacted: 101-500
  • Description: Automating the inactivation process for EEL accounts. If the Last Login Date, Account Activation Date, or Last Completion Date are more than 13 months ago, EEL accounts will be inactivated. Critical we keep the number of Extended Enterprise Learner accounts within the allotted amount of our contract with Workday.
  • Scope of Change: Automate the current manual process.

Payroll & Time Tracking

October Run 1 will process Oct. 28, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Oct. 23 – BT deadline at 5 p.m.
    • Oct. 25 – Cutoff to submit and approve time for Oct. Run 1 at 5 p.m.
    • Oct. 28 – Run 2 payroll processing all day
    • Oct. 28 and Oct. 29 – No daily check processing

Payroll Processing Calendar Update

  • Payroll Processing Calendar was updated with the corrected pay day for November Payroll.
  • Pay Day for November payroll is Nov. 29, 2024, and was previously stated on the calendar as Nov. 27, 2024.
  • Please update your internal agency communication that may have referenced this pay day.

Year End Forum Reminder

  • Year End Forum Save the date: Oct. 22, 2024
  • Year End Forum will be extended by one hour
    • Meeting time: 1:30 p.m. - 3:30 p.m.
    • Primary and backup Payroll contacts were sent the meeting invite
    • Please forward to others in your agency as needed
  • Recommendation by DAS Workday
    • Lock Timesheets and move No Retro Period Prior To (NRPPT) date to Dec. 1, 2024, for all employees after Dec. Run 2 processing.

October CAB Release

Opt-Out of Paper W-2

  • This feature will be presented to CAB as part of the October release. Agencies will not be able to do this until it is enabled and live in production.
  • This update will also remove the “you receive a paper copy of payslips" message on payslips for employees that do not receive a paper copy of their payslip.
  • Communication will include the following:
    • Enterprise Email
    • Workday Announcement
    • Workday Knowledge Article with steps to complete the opt out
    • Follow up messages with information on sustainability efforts and cost savings of opt out
    • Report by agency on employees that have opted out

Workaround for Partial Payments and PERS Calculations

Workaround steps:

  • Look at “PERS EE Paid" deduction on the “Gross to Net" tab
  • Look at the “PERS Pension" Employer deduction on the “Additional Pay Components" tab
  • Calculate the correct percentage based on the PERS Class Plan
  • Use the "New Hire/Re-Employment Checklist“ to validate employees pay (include all earnings and deductions)
  • Use the “New Hire/Re-Employment Checklist“ to validate leave balances
  • Make pay input entries to adjust the PERS Employee and Employer paid entries as needed.
    • It is recommended that Pay Input be entered as a one-time adjustment for the additional amount needed to correct the PERS Class Plan percentage amount.  

Data Quality Series: Worker Data

  • On this week's Data Quality Series, Worker Data is presented.
  • Worker Data includes information about Candidate Profiles, Personal Information, ID Changes Worker Documents.
  • Future Data Quality Series will include the following topics:
    • Position and Benefit Data – Position Data, Representation Codes, Union Segments, FLSA and OT, and Employee types
    • Compensation Data – Grade Profile, Step, Salary, Benefit Service Dates, Allowances, Pay Basis, FTE, Pending Reclass, and Pay Input
    • Retro, Future, Seasonal, and Corrective Changes – Past changes, Future dated changes, Seasonal workers, Service dates, NRPPT dates, Pay Input, and other data inaccuracies

General Information & Reminders

  • Oregon1 will be refreshed this weekend.
  • If you have an elevated role, other than a manager or workforce liaison role, you will see the Workday system news on the Workday homepage. Within the system news is a link to Oregon1, which is a copy of our production environment that we refresh on a regular basis.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

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

 

In partnership,

The Workday Oregon Team

​

10/2/24 Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

October Release Items

Absence & Leave:

  • 700 – Give Absence Partners Access to view Timesheet Information
    • This would give Absence Partners access to see another worker's time sheet information.
  • 714 – Add Canopy information to Bereavement Leave request approval notification and email message
    • This update will provide more information to employees about services that they can use when in a time of need.

HR:

  • 393 – Workday Feature Request: CJIS and CRC Tracking
  • 506 – Leave Payout Process Redesign
  • 633 – REPR Name Change – OR Dept. Of Emergency Management
  • 657 – Update AFSCME Position Representation Title for OSFM

Learning/Extended Enterprise:

  • 707 – Automate Inactivation of Extended Enterprise Learner (EEL) Personas
    • To keep within EEL allotment per subscription with Workday Inc., an automated process needs to identify and inactivate EEL personas based on predetermined criteria.

Payroll/Time Tracking:

  • 611 – Allow Employees to Opt-Out of Paper W-2 Printing
    • Allow employees to opt-out, via employee self service, of receiving a paper copy of their year end tax documents.
  • 729 – Seasonal employees with the Seasonal Employee allowances needs to pay in month the employee goes off season

Recruitment:

  • 650 – New Disposition Reason: Unauthorized to work in the U.S.

Payroll & Time Tracking

September Run 2 will process Oct. 9, 2024

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay input, Timesheet or Time Off changes should not be made on payroll processing days.
  • Centrally, we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process we may be able to assist
  • Payroll Processing Date Reminder:
    • Oct. 4 – BT deadline at 5 p.m.
    • Oct. 8 – Cutoff to submit and approve time for Sept. Run 2 at 5 p.m.
    • Oct. 9 – Run 2 payroll processing all day
    • Oct. 9 and Oct. 10 – No daily check processing

Payroll Year End Forum

  • Year End Forum Save the date: Oct. 22, 2024
  • Year End Forum will be extended by one hour
    • Meeting time: 1:30 p.m. - 3:30 p.m.
    • Primary and backup Payroll contacts were sent the meeting invite
    • Please forward to others in your agency as needed

Payroll Reminder

When employees enter time worked on a holiday

  • The time entry will default to a worktag that says:
    • “Hours Worked – Receive Cash/Comp Time: Receive Cash"
  • This worktag is needed to pay the employee for the time worked on a holiday at 1.5 rate.
  • If the worktag is removed either by the employee or timekeeper, it will not pay the employee for the hours worked on a holiday.
  • To correct, enter the worktag on the time entry.

Reports to Run in Workday

Payroll Reports App:

  • Select Payroll App from Menu
    • Add “Payroll Reports" App
    • Save Changes
  • To View Reports, Click on “Payroll Reports" App
    • Time Off Reports
    • Time Off | Compensatory Time above (Selected number of hours)
  • Recently Added Reports:
  • Time Off | Leave Balances | April Straight Time Notification
    • Run in April to pull balances to notify employees to use time by Fiscal Year End (June 30)
  • Absence | Vacation Balance and Forfeiture Report

Report Changes/Modifications

PAY | Terminated Workers with Pay report updates have been made

  • Added negative employee paid deductions to the report
    • This will allow agencies to identify deductions that are paying back to a termed worker.
    • The result status will allow agencies to filter the results to locate results that are not yet completed.
  • Added the agency number
    • Allow payroll offices who support more than one agency to sort by the agency number.
  • Added payment status
    • Allow agencies to filter for in progress results
  • Added total line to view total earnings/deductions being paid to employee

General Information & Reminders

From CPERS

  • CPERS is offering an introductory training on 10/28/24. The training is 90 minutes and will focus on the following:
    • Introducing the CPERS team
    • Outlining the CPERS Liaison role
    • Identifying the various requests generated by the CPERS team
    • Discussing how the CPERS team partners with PERS, agency Payroll & HR Partners, Workday & OSPS
    • Facilitating a Q&A

Note: The training will be conducted virtually via Teams. If you would like to be added to the appointment, please email Shauna Tobiasson.

Reminders:

  • Workday Outage on 10/1 approximately 10:15 a.m. to 3:00 p.m.
  • Workday 2024R2 Job profile effective dated fields update
    • Some grade profiles were disconnected from the job profile.
    • We have a ticket with Workday, Inc., that is being escalated.
    • In the meantime, you may see some people show up on the mismatches report because of the current disconnect that may not need to be on there.
    • If you need to know what grade profile is with those job profiles, please send in a Workday Help ticket and we will be happy to send over the comp plan from the first of September that you can filter for your representation and classification, or job profile to know which one to assign to a worker or position.
    • Not every grade profile or job profile was affected. The ones that were affected were completely random and we are working with Workday to get that corrected.
  • Data Quality Series to begin October 16, 2024.
  • We encourage you to attend the CHRO Statewide meetings offered that support you in your role.
  • Oregon1 will NOT be refreshed this weekend.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

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

In partnership,

The Workday Oregon Team

​

9/18/24 - Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

Workday 24R2 Update

Machine Learning (ML) & Accessibility

What is Machine Learning?

  • Throughout Workday configuration ML is available to setup in nearly all functional areas with the goal providing smart recommendations, predictive forecasting, and identifying anomalies.
  • It can take weeks to years of collecting data for some features to begin recommending/predicting.
  • ML does NOT:
    • Act independently, over time Workday takes into consideration past actions, frequently utilized tasks and next steps, other workers with work history/skills, and the global database of other Workday Customers.
    • Depend on or utilize Personal Identifiable Information (PII).

What does this mean for you?

  • Since is geared toward flagging anomalies and anticipating next steps/options, there won't be any changes in most user experiences.
  • The Central Workday team will monitor for and share any significant changes related to any ML updates.

 

Machine Learning (ML) & Accessibility

  • Accessibility updates have been made to buttons and some error pop ups.

Compensation

  • Will allow Effective Dating on Compensation Grade Profiles on Job Profiles.  This will help with Compensation Plan reporting moving forward (when the report is pulled with an effective date after the 2024R2 release (9/21/24)).
  • Inactivating Compensation Steps
    • This will be scheduled into a future release for the initial review and to learn any potential downstream impact.
    • Once the initial review is complete it will take several weeks inactive the appropriate steps.

Help Updates

  • Articles
    • Help Article Editor User Interface – This includes additional formatting options.
  • Help Cases
    • Case Notification Configuration Changes – If you would like any changes to the default settings, please create a Workday General Help Case, Attention Jeff, by Sept. 20, 2024 (end of day).
    • Case Validations – Will adopt in a future release in coordination with CHRO. Example, HR Confidential Cases must have a label to be closed.
  • Case Management Notifications – Case Owner – Sitewide Settings
  • Case Management Notifications – Case Solver – Configurable by Individual Service Team
    • New Notice: Case Creation – Notify Case Solver or Service Team
    • New Notice: Case Internal Note- Notify Case solver or Service Team
    • New Notice: Case Reply-Notify Case Solver or Service Team

 

Learning & Extended Enterprise Updates

  • Branding for Learning
    • This will allow learners to know when they are in OR1 and not Production.
  • Enforce Lesson Sequence in a Course
    • Easier to require learning to be completed in a specific order within a course and have create extra content.
  • Learning Assignments Visible on Learning Content
    • This update will allow those that manage training and learning assignments to quickly navigate between the different pieces of information needed to manage their training programs.
  • Program Completion Logic
    • Making the completions work in the logical way most people expect.

Payroll & Time Tracking

  • One item that will be automatically available is an Add Payroll Input button on the Payroll Results screen.
    • A new button on the payroll results screen provides access to a new, simplified task to add payroll input, saving you time, effort, and reduces the likelihood of errors.
  • Due to our high-volume configuration for Time Tracking, many new and updated features are not available for us to adopt.
  • Several items are geared toward increasing efficiency with running calculations and additional tools for the administration team.
  • The Payroll | Time Tracking team reviewed all the release items and decided that of the items that they would be interested in adopting, everything is a 'nice to have' but does not rise above the priority of existing state release items. When ready, the enhancements from this release will be scheduled into future releases.

 

Payroll Updates

Payroll Processing Day Reminder

  • Reminder that Payroll should not be making any entries on payroll processing days (both run 1 and run 2).
  • This includes making any entries that may impact pay results:
    • For example: Pay Input, Timesheet or Time Off Changes should not be made on payroll processing days
  • Centrally we cannot run calculations or create or reverse payments
  • If you have an urgent need, please reach out to us
    • Depending on where we are in the process, we may be able to assist
  • Payroll Processing Date Reminder:
    • Sep. 20, 2024 – 5 p.m. Deadline for entering BT to prevent PEBB accruals for Sep from going into arrears
    • Sep. 24, 2024 – 5 p.m. Cutoff to submit and approve for Sep. Run 1
    • Sep. 25, 2024 – Run 1 payroll processing all day
    • Sep. 25 and Sep. 26, 2024 – No daily Check processing

Payroll Reminder

When Employees enter time worked on a holiday

  • The time entry will default to a worktag that says:
    • “Hours Worked – Receive Cash/Comp Time: Receive Cash"
  • This worktag is needed to pay the employee for the time worked on a holiday at 1.5 rate.
  • If the worktag is removed either by the employee or timekeeper, it will not pay the employee for the hours worked on a holiday.
  • To correct, enter the worktag on the time entry.

Changing Employee Payment Elections

  • Employee payment elections should not be changed before they receive their final check. Changing an employee's payment election will notify the employee that their payment election has been changed.

Leave of Absence Changes

  • All Employee leave of absence changes need go to agency HR staff.
    • Absence Partners can perform this task in Workday
  • OSPS cannot make entries or changes to any leave of absences.

Please include the following in cases where a system change is being requested:

  • What the issue or change is
  • The detailed name of the Collective Bargaining Unit
  • Attach a copy of the CBA Contract language if possible
  • This information will help us to make the best use of our time in researching the issue and getting an answer back to you timely

Please open a case for all new deduction recipients (for wage withholding orders):

  • If a new recipient is needed for a garnishment, please include a copy of the writ in the case.
  • Agencies should not create a new deduction recipient even though the option is available.

Please remember for all cases to include the employee's name, OR number and details on what is needed with the help case.

Leave Payout Process Testing

Asking HR Partners to help coordinate agency testers

  • Need 10-15 agencies to participate in testing.
  • Roles needed for each agency participating:
    • Employee(s)
    • Participating Employee(s) Supervisor
    • Payroll Partner
  • Testing Kick-off meeting, 12 p.m. on Sep. 24, 2024 (This has been postponed to 10/1/24 to gather additional test agencies.)
    • The Agency HR Partner helping to coordinate will need to attend.
    • Not all testers need to participate but are encouraged to attend.
  • Testing the week of Sep. 30, 2024 – Oct. 4, 2024 (this has been postponed to the week of Oct 7th to Oct 11th)
    • Testing should be 1-3 hours per participant for the week.
  • To participate in testing, HR Partners send in a help case with names and OR#'s of employees that will be involved in testing by the end of day Sep. 20, 2024.

General Information & Reminders

  • Next Data Quality Series coming in October.
  • Oregon1 is being refreshed this weekend.
  • Oregon1 may need to be held and not refreshed on Oct. 5 (more info to come).
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
  • Reminder – Onboarding agency policy review – updates & changes or new agencies to be added to process: Will be effective Jan. 1, 2025. Submit help case.

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

In partnership,

The Workday Oregon Team​



9/4/24 - Workday Meeting Recap

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

Agenda and presentation slides

Workday Release Updates

August Release Items

146: Seasonal worker on/off season – Completed

  • Functional Area: Cross-Functional
  • Agency Impact: Multiple
  • # of EE's Impacted: 501-2,500
  • Description: Review Seasonal process for potential redesign/improvement. Need to identify a process to ensure seasonal employees are paid accurately as they transition on and off season. This includes providing accurate reporting information.
  • Change: Need to show on and off season, have accessibility to recruitments, access to benefits, and service date advancement. Seasonal workers also need to have the ability to change jobs and receive payment while off season.
  • Testing: Require impacted agency involvement in testing.
  • Communication: Multiple comms paths starting 9/4/24.

Seasonal Worker on/off season

New Processes

  • As the edit position is entered to move a worker off season an integration will systematically move employees going off-season to a new leave status, “Extended Leave – Off Season" the new leave entry will suppress pay while the worker is off season.
  • Upon return to season the leave will be removed making the worker active again with the completion of the on season move via edit position.
  • The workers leave accruals will adjust systematically as they move on or off season with the only manual adjustment being special leaves.

 

679 – AEE repr. EE's must serve a 6-month waiting period for the additional 12 hour of Vacation accrual in Feb and July – Completed

  • Functional Area: Absence & Leave
  • Agency Impact: Multiple
  • # of EE's Impacted: 11-100
  • Description: Part of an older bargaining agreement that was being managed manually. It was recently brought forward asking if there was any thing that can be implemented to systematically stop the accrual.
  • Additional Info: Employees from AEE that have less than 6 months of service will not receive this accrual.
  • Communication: Multiple comms paths

 

703 – Create and share a report to assist Payroll in auditing employee that have overused paid time off – Completed

  • Functional Area: Absence & Leave
  • Agency Impact: All
  • # of EE's Impacted: 10,000+
  • Description: Audit report helping Agency Payroll Partners find employees that have overused time off requests within a month. This happens when an employee requests and is approved for time off in the current month, then a retro action happens, most commonly, adding multiple days of LWOP.
  • Communication: Multiple comms paths.

 

709 – Report: ACA Measurement Period | 2023 Forward – Completed

  • Functional Area: Human Resources
  • Agency Impact: All
  • # of EE's Impacted: 10,000+
  • Description: New report created because we no longer use OSPA for hours worked documentation. Human Resources and Payroll will have access to a report that will help them determine ACA eligibility.
  • Communication: Multiple comms paths.

 

Workday Release 2024R2

  • Initially 340 items were reviewed
  • Approximately 160 items getting a 2nd look
    • ~45 items need some kind of setup before they are available
    • ~115 items are automatically available (not all automatic items will impact user experience).
  • Approximate #'s by Functional Area
    • Absence & Leave – 3
    • AI | Machine Learning | Accessibility – 8
    • Compensation – 5
    • Help (Help Cases/Knowledge Articles) - 10
    • HCM (Human Resources/Position Management) - 15
    • Learning & Extended Enterprise – 6
    • Payroll & Time Tracking – 15
    • Recruitment – 15
    • Reporting | Security | Business Process | System – 21

Payroll & Time Tracking

August Run 2 will be processed on Sept. 9, 2024.

  • Reminder that payroll related entries should not be made on payroll processing days.
  • This includes making any entries that may impact pay results:
    • For example: Pay Input, Timesheet or Time Off Changes should not be made on payroll processing days.
    • Compensation changes
  • Centrally, we cannot run calculations or create or reverse payments on payroll processing days.
  • If you have an urgent need, please reach out to us.
    • Depending on where we are in the process, we may be able to assist.

 

Prenote Deadlines and Processing Calendar

  • It can take up to 5 business days to receive an account rejection from the bank.
  • All ACH information must be in Workday by the end of the day on the processing calendar.
  • The 2025 Payroll Processing Calendar is in development.
    • Will provide an announcement once it is ready and published.
    • Current Payroll Processing Calendar KA link:

https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld

ACA Measurement Period | 2023 Forward

Questions about policy:

DAS – CHRO Workforce Partners

Questions about Workday process:

DAS – Workday General Help

  • Libbie Saunders
  • Ryan Englund
  • Submit a WD Help case or reach out in Teams
  • KA – Union Membership, Manage

Hours of Service (as defined in HR policy 50.070.01)

  • Each hour for which an employee is paid or entitled to payment for duties performed for the state.
  • Hours of service also include each hour for which an employee is paid or entitled to payment for a period of time during which no duties are performed due to:
    • Vacation
    • Holiday
    • Illness
    • Incapacity (including disability and workers' compensation leave),
    • Being on-call, or
    • Military duty

       
  • Note that three types of Special Unpaid Leave also count as hours of service:
    • OSFLA/FMLA leave
    • USERRA leave
    • Jury Duty leave

Copying Requisitions 

  • Reminder: When you use the “copy details from existing requisition" feature when creating a requisition, it uses the details/attributes of the requisition you are selecting to copy from. This may include job profiles, cost centers, etc., which may not be or are no longer accurate for the position you are creating the requisition for.​

General Information & Reminders

  • Next Workday Wednesday (9/18/24) we will go over the 2024R2 adopted release items.
  • Next Data Quality Series coming in October.
  • Oregon1 is being refreshed this weekend Sept. 7, 2024.
  • For those who can't attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.

 

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

 

In partnership,

The Workday Oregon Team

​

8/21/24 - Workday Meeting Recap

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


 Workday Release Updates 
August Release Items 
146: Seasonal worker on/off season – In Progress 

  • Functional Area: Cross-Functional 
  • Agency Impact: Multiple 
  • # of EE’s Impacted: 501-2,500 
  • Update/Change: Review Seasonal process for potential redesign/improvement. Need to identify a process to ensure seasonal employees are paid accurately as they transition on and off season. This includes providing accurate reporting information. 
  • Testing: Require impacted agency involvement in testing. 
  • Communication: Multiple comms paths. 


 506 – Leave Payout Process Redesign – Moved to Future Release 
  • Functional Area: Absence & Leave 
  • Agency Impact: All 
  • # of EE’s Impacted: 10,000+ 
  • Description: The current Leave Payout Process is no longer able to accommodate additional requests, a new solution needs to be identified. Develop a new process using Workday Extend. 
  • Testing: Require impacted agency involvement in testing. 
  • Communication: Multiple comms paths 


251 – CPERS: Update PERS Subjectivity for two earning codes – Completed 

  • Functional Area: Cross-Functional 
  • Agency Impact: Multiple 
  • # of EE’s Impacted: 501-2,500 
  • Description: Add PERS wages to the non-cash employee recognition earning and remove it from the non-cash meal reimbursement in state. 
  • Additional Info: This change will impact anyone who has used these earning codes. 
  • Communication: Multiple comms paths 


 338 – Update Notification Trigger on Disposition – Completed 

  • Functional Area: Recruitment 
  • Agency Impact: All 
  • # of EE’s Impacted: 10,000 
  • Description: Configure the custom workflow notifications to trigger on disposition reasons for the job Application business process. 
  • Additional Info: This makes it easier to provide transparent communication to candidates more efficiently while reducing administrative configuration time. 
  • Communication: Multiple comms paths 


551 – DOC – Mgmt. Service FLSA exempt OT eligible EE’s eligible for shift differential for time worked on a holiday – Completed 

  • Functional Area: Time Tracking 
  • Agency Impact: DOC 
  • # of EE’s Impacted: 101-500 
  • Description: Per an exception to policy a group of DOC management service employees are eligible for shift diff. Employees who are at DOC, exempt/OT eligible and get shift differential should get shift diff on a holiday when work tag is selected. 
  • Additional Info: Only impacts a handful of employees at DOC. 
  • Communication: Multiple comms paths 


 626 – Create Personal Protection Leave Document Category – Completed 

  • Functional Area: Human Resources 
  • Agency Impact: All 
  • # of EE’s Impacted: 10,000+ 
  • Description: Create a new document category for documents related to Personal Protection Leave. Once complete a separate and secured space for storing Personal Protection Leave documents will be available to all agencies. 
  • Additional Info: Personal Protection Leave documents are different from medical leave documents and may include sensitive documents. 
  • Communication: Multiple comms paths 


 651 – Prohibition of Artificial Intelligence (A)I Statement and New Notification in Recruitment Process – Completed 

  • Functional Area: Recruitment 
  • Agency Impact: All 
  • # of EE’s Impacted: Unknown 
  • Description: With the accessibility of Artificial Intelligence (AI) and other resources now, we need to make sure that candidates know that it is inappropriate to use outside resources. 
  • Additional Info: This will affect all candidates who submit a job application. 
  • Communication: Multiple comms paths 


656 – LTCO: Straight Time Accrued (STA) should accrue when paid leave (except SL) is used in the week and hours are over 40 – Completed 

  • Functional Area: Time Tracking 
  • Agency Impact: LTCO – AFSCME 
  • # of EE’s Impacted: 11-100 
  • Description: Per the AFSCME LTCO CBA, all time off except sick leave counts as time worked for exempt employees earning straight time for hours over 40. 
  • Additional Info: This change will only impact exempt employees who are represented by AFSCME LTCO and only if they have paid leave and work additional hours. 
  • Communication: Multiple comms paths 


 669 – AFSCME OSFM should be Sun-Sat FLSA not Mon-Sun as set up at go live – Completed 

  • Functional Area: Payroll 
  • Agency Impact: OSFM 
  • # of EE’s Impacted: 11-100 
  • Update/Change: Per the AFSCME CBA for OSFM their work week is Sun-Sat. 
  • Additional Info: This will only impact non-exempt employees at OSFM with the AFSCME CBA. 
  • Communication: Multiple comms paths 


 671 – Update Vacation and Sick Leave Accruals to no longer produce negatives – Completed 

  • Functional Area: Absence & Leave 
  • Agency Impact: All 
  • # of EE’s Impacted: UNK 
  • Description: Negative accruals are currently created within the accrual calculation. Negative accruals are not allowed and must be stopped. 
  • Additional Info: The process of identifying and addressing negative accruals has been on going by the central Workday team, with this change, negative accruals will not happen. 
  • Communication: Multiple comms paths 


 674 – Add a new field to Position Restriction indicating the position is an HR Workplace Investigator – Completed 

  • Functional Area: Human Resources 
  • Agency Impact: All 
  • # of EE’s Impacted: 10,000+ 
  • Update/Change: Allow the CHRO team to identify and report on the positions who are required to complete training prior to conducting state investigations. 
  • Additional Info: This would be available to all agencies for all positions, not just CHRO. 
  • Communication: Multiple comms paths 


 679 – AEE repr. EE’s must serve a 6-month waiting period for the additional 12 hour of Vacation accrual in Feb and July – Completed 

  • Functional Area: Absence & Leave 
  • Agency Impact: Multiple 
  • # of EE’s Impacted: 11-100 
  • Description: Part of an older bargaining agreement that was being managed manually. It was recently brought forward asking if there was any thing that can be implemented to systematically stop the accrual. 
  • Additional Info: Employees from AEE that have less than 6 months of service will not receive this accrual. 
  • Communication: Multiple comms paths 


 684 – Create New Report: Time Off | Requests | Individual Employee | Future Time Off Requests – Completed 

  • Functional Area: Absence & Leave 
  • Agency Impact: All 
  • # of EE’s Impacted: 101-500 
  • Update/Change: Creating a very fast report for Payroll, HR, and Manager to access via the search bar to see if an employee has any future time off requests. 
  • Additional Info: Assist HR Partners and Payroll Partners find time off requests that may need to be removed if employee is transferring or going off season. 
  • Communication: Multiple comms paths 


 685 – Update requested to Union Business Leave Time-off Plan – Completed 

  • Functional Area: Absence & Leave 
  • Agency Impact: Multiple 
  • # of EE’s Impacted: 10,000+ 
  • Description: Inactive Union Business Long Term Assignment Time-off Plan. When employees need to use this leave type, they will select the reason of Long-Term Assignment in the Union Business Leave Time-off Plan, they can no longer select Union Business Long-Term Assignment Time-off Plan. 
  • Communication: Multiple comms paths 



Payroll & Time Tracking 

August on-cycle (run 1) payroll will process, Aug. 26, 2024 

  • August on-cycle time entry cutoff is 5 p.m. on Aug. 23, 2024 
  • No time entry in Workday from 5 p.m. on Aug. 23, until 8 a.m. on Aug. 27, 2024 
    • 24/7 Agencies will have until 5 p.m. on Aug. 25, 2024, for Time Entry 
  • No daily check (off-cycle) processing on Aug. 26 and Aug. 27, 2024 

Note: Payroll Processing calendar 2024 is located as follows: 


Other Payroll Expense 
(OPE) Reallocation Resolution Update 
OPE Reallocation Resolution Testing Update: 

  • All Agencies completed 3 successful payroll runs with OPE Test Transactions and signed off as required by SFMS 
  • SFMA QA Team completed review of the OPE Reallocation process granted final approval to move forward with implementation of this integration 
    • First set of reports generated with production data will be for the July Run 2 data and reports will be generated on Aug. 22, 2024 
    • August Run 1 OPE Reallocation reports will be generated with payroll processing on Aug. 26, 2024 
    • There are three reports that will be available for review each pay period in Workday Drive:  
    • WDOPERT-1 – WORKDAY OPE REALLOCATION 
    • WDOPERT02 – OPE NOT ZERO BALANCE 
    • WDOPERPT03 – OPE EXCEPTIONS 


Reports to Run in Workday 
Payroll Reports App: 

  • Select Payroll App from Menu 
    • Add “Payroll Reports” App 
    • Save Changes 
  • To view Reports: Click on “Payroll Reports” App 
    • Time Off Reports 
    • Time Off | Compensatory Time above (Selected number of hours) 
  • Recently added Reports: 
  • Time Off | Leave Balances | April Straight Time Notification 
    • Run in April to pull balances to notify employees to use time by Fiscal Year End (June 30) 
  • Absence | Vacation Balance and Forfeiture Report 


Payroll Reports I Can Run 
PAY | Payroll Reports I Can Run 
  • Absence Reports 
  • Pay Reports – Including new reports 
    • PAY | Variance Report | Compensation to Payroll Results in Selected Period 
    • PAY | Worker Payslip Summary by Payment Date 
    • PAY | Earning Amount and Hours by Period, Earning and Worker 
  • HCM Reports 
  • Audit Reports 
    • AUD | Monthly Time Variance Report 
    • AUD | Time Block Audit Report 

Report Changes/Modifications
PAY | Terminated Workers with Pay report updates have been made 

  • Added negative employee paid deductions to the report 
    • This will allow agencies to identify deductions that are paying back to a termed worker 
    • The result status will allow agencies to filter the results to locate results that are not yet completed 
  • Added the agency number 
    • Allow payroll offices who support more than one agency to sort by the agency number 
  • Added payment status 
    • Allow agencies to filter for in progress results 
  • Added total line to view total earnings/deductions being paid to employee 


 

Learning Updates 
LMSM & Learning Partner Onboarding Program 
Now Available DAS – WDL – LMSM Workday Learning Partner Onboarding Training Program 

  • This blended learning training program is designed for a new Learning Management System Manager and Workday Learning Partner. 
  • Learning Objectives cover tasks and responsibilities, Workday technical training, state policies, tools, resources, virtual-support sessions and more. 
  • Your agency may require additional training to this program, please consult with your manager. 
  • Learning Partner Virtual Consultations with WDLA. 


 Learning Partner MS Teams Channel 

DAS – WDL | Learning Partners 

Channels include: 
  • General 
  • Knowledge Articles – Updates 
  • Known Issues 
  • News and Updates 
  • Peer-to-Peer QA 
  • Shared Courses 
  • WDL Releases 
  • WDL Wishlist 

Note: More channels will be added as we go along. 

General Information & Reminders 
  • LWOP Extended (full calendar week – 7 days) vs. Daily. If someone is on intermittent extended leave, it should only be entered for the days they are out. If a person is on extended leave, it should be entered for the full calendar week. 
  • The September Workday Release 204R2 (WD2024R2) is underway, more information to come at the next WD Wednesday Sept. 4, 2024. 
  • Next Data Quality Series coming in October. 
  • Oregon1 is being refreshed this weekend, Aug. 24, 2024. 
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes. 

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

 In partnership, 

The Workday Oregon Team 


7/17/24 - Workday Meeting Recap
Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates 
July Release Items
146: Seasonal worker on/off season – In Progress
  • Functional Area: Cross-Functional
  • Agency Impact: Multiple
  • # of EE’s Impacted: 501 – 2,500
  • Update/Change: Review Seasonal process for potential redesign/improvement. Need to identify a process to ensure seasonal employees are paid accurately as they transition on and off season. This includes providing accurate reporting information.
  • Testing: Require impacted agency involvement in testing.
  • Communication: Multiple comms paths.
506 – Leave Payout Process Redesign – Moved to August Release
  • Functional Area: Absence & Leave
  • Agency Impact: All
  • # of EE’s Impacted: 10,000+
  • Description: The current Leave Payout Process is no longer able to accommodate additional requests, a new solution needs to be identified. Develop a new process using Workday Extend.
  • Testing: Require impacted agency involvement in testing.
  • Communication: Multiple comms paths
477 – Pay Equity – Load results of PE study
  • Agency Impact: All
  • Employees Impacted: 10,000+
  • Communication: WD Wednesday & Class Comp Team
604 – Load Pay Equity Documents to Worker profile using INT305
  • Agency Impact: All
  • Employee’s Impacted: 10,000+
  • Communication: WD Wednesday & Class Comp Team
621 – New Time Calc for EE’s represented by policy so only SL counts as time worked, other paid leave does not
  • Agency Impact: Multiple
  • Employee’s Impacted: 501 – 2,500
  • Communication: Multiple comms paths
641 – Update Employees Approved for Donated Leave report so employees drop off at 31 days
  • Agency Impact: All
  • Employee’s Impacted: 10,000+
  • Communication: WD Wednesday
Payroll & Time Tracking 
July on-cycle (run 1) payroll will process, July 26, 2024
  • July on-cycle time entry cutoff is 5 p.m. on July 25, 2024
  • No time entry in Workday from 5 p.m. on July 25, until 8 a.m. on July 27, 2024
  • No daily check (off-cycle) processing on July 26 and July 27, 2024
Note: Payroll Processing calendar 2024 is located as follows:
Reports to Run in Workday
Payroll Reports App:
  • Select Payroll App from Menu
    • Add “Payroll Reports” App
    • Save Changes
  • To view Reports: Click on “Payroll Reports” App
    • Time Off Reports
    • Time Off | Compensatory Time above (Selected number of hours)
The following reports can be searched for in Workday and will be added to Payroll Reports App:
  • Time Off | Leave Balances | April Straight Time Notification
    • Run in April to pull balances to notify employees to use time by Fiscal Year End (June 30)
    • Edits will be made on this report to include FLSA status
  • Absence | Vacation Balance and Forfeiture Report
PAY | Payroll Reports | Can Run
  • Example of Reports are:
  • Absence Reports
  • Pay Reports – Including new reports:
    • PAY | Variance Report | Compensation to Payroll Results in Selected Period
    • PAY | Worker Payslip Summary by Payment Date
    • PAY | Earning Amount and Hours by Period, Earning and Worker
  • HCM Reports
  • Audit Reports
    • AUD | Monthly Time Variance Report
    • AUD | Time Block Audit Report
Payroll Update L&D Workshop
Train-the-Trainer: Manager Time Tracking Tasks
This workshop will follow a similar format to the previously offered Employee Time Tracking train-the-trainer workshop offered in June.
  • Date & Times
    • Tuesday, July 30, 2024, 1 p.m. – 4 p.m.
    • Wednesday, July 31, 2024, 9 a.m. – 12 p.m.
  • Audience will include:
    • Payroll Partners
    • Learning Partners
    • HR Partners
    • Additional agency partners as identified by Payroll Partners
  • Details
    • This workshop will be recorded.
    • Materials will be added to Drive with access for all registered learners.
    • If you cannot attend, work with your Payroll Partner for access to learning materials.
Enroll in Workday Learning – We need the link
Note: Courses are not searchable in Learning to prevent incorrect audience enrollment. Please share Link directly with the roles above who wish to attend.

Compensation
Equal Pay Analysis Updates/Reminders:
  • Email update provided on Monday, sent out to the HR list serves
  • Equal Pay Website: https://www.oregon.gov/das/HR/pages/equity.aspx 
  • Send all Equal Pay emails to chro.payequity@das.oregon.gov 
  • Retro is calculated only one time per pay cycle; therefore, if an employee received a mid-month check in the month of July (July 15th), they will see the retro pay for the month of June on their mid-month check in August (August 15th). If no mid-month check (July 15th) was received, the employee will receive the retro for June on their August 1 paycheck.
Absence
The Donated Leave Report, which can be accessed through the Time Off or Absence app, has been updated. Previously, the date of removal was inconsistent for workers. We made the change to have a static date, meaning if you see an end date populated, it will be removed from the report 31 days after the end date.

Additionally, we have added the Remove Date in the report so workers will know exactly when they’re going to be removed from that report.

This is just a refinement to the report. From now on, 31 days from the end date, workers will be removed from the report. Furthermore, if there’s no end date populated then there is no Removal Date.

General Information & Reminders 
  • Next Data Quality Series is coming soon. This is a rebuild and enhancement to the Audit Series where we will cover all your information such as worker information, position compensation, and absence and leave. We’re going to walk through each section in Workday Wednesday, including reports and best practices for different things in the audit or data quality process. The first Data Quality series will begin the first Workday Wednesday in August.
  • Use correct reasons for actions and notes – This is reminder about reason codes and notes for actions when processing within Workday. We have noticed reasons are not specific to the actions that are happening, and notes do not necessarily correlate with the reason that was given for the action happening. It is important that the correct reason be elected some reasons initiate other actions.  Additionally, it is also important for reporting and being able to look back and see what happened
  • Worker Documents – Please verify when uploading documents for a worker, either as part of a business process or a standalone document, that correct document is being loaded to the correct worker.
  • Report Applications – There are several Report Applications (Payroll, HR, security, and position budget) out there that provide a lot of reports that are available to those who have the role(s). It is a great place if you are looking for a report.
  • PPDB reminder – Requests to gain access to PPDB needs to come through a Help Case. Requests need to include approval by either an appointing authority or an agency security officer. Additionally, all requests need to include the RACFID of the person who needs the view access. Please do not send emails requesting access.
  • ACA update – We are working with the CHRO Workforce Partners Group on updating guidance and tools. We are planning to develop some agency training sessions. No timeline on when that will happen at this time. Please review the ACA state policy below if you have not recently. https://www.oregon.gov/das/Policies/50-070-01.pdf ​
  • Oregon1 is being held for Seasonal and Leave Payout Process testing, the next refresh is scheduled for August 3, 2024.
  • For those who can’t attend, please make sure your teams (HR, payroll, budget, etc.) know where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team

​

6/26/24 - Workday Meeting Recap
​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
Items Updated in Production
276: PEBB Employee Optional Life Pre / Post Tax Calculation Affected when Deduction is in Arrears
  • Functional Area: Benefits
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Description: Seeing issues with optional benefits when an employee does not have enough pay to deduct the premiums.
  • Update/Change: Update arrears calc to match what an employee would pay if it was deducted from their payslip.
  • Communication: Workday Wed | Various Payroll Comms
295: Update LRN | All Enrollments report to show Manager Email Address on All Records
  • Functional Area: Learning/Extended Enterprise
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Description: When sorting the delivered Excel file if there are multiple lines for a single person the manager only displays once, causing difficulty.
  • Update/Change: Remove the filter that was limiting the manager’s email to their first instance.
  • Communication: Workday Wed | Directly to Learning Partners
372: SACU hours over 8 on a holiday need to count as time worked for OT purposes
  • Functional Area: Time Tracking
  • Agency Impact: ODHS SACU
  • # of Employees Impacted: 101-500
  • Description: They are being paid for the holiday, so the compensation is correct but since the RG is not being recorded, the hours are not counting as time worked for the purpose of Weekly OT.
  • Update/Change: Create a time calculation just for SACU employees.
  • Communication: Workday Wed | Directly with agency
441: Cost Allocation Overrides
  • Functional Area: HR
  • Agency Impact: All
  • # of Employees Impacted: 2,500-10k
  • Description: Current configuration is causing issues for budgeting when not caught in time and is a significant manual workload to manage.
  • Update/Change: Nightly integration will look for completed job changes or terminations and wipe the costing allocations off the worker earning overrides.
  • Communication: Workday Wed | Announcement in Workday
573: Remove AST eligibility from employees who are represented by AFSCME CCB CBA
  • Functional Area: Time Tracking
  • Agency Impact: CCB
  • # of Employees Impacted: 11-100
  • Description: Need to remove employees represented by AFSCME CCB from the AST time calculation eligibility. These employees earn overtime after 40 hours in a week including all paid time off.
  • Update/Change: Remove CCB union from the AST time calculation.
  • Communication: Workday Wed | Directly with agency
593: I-9 Report: Reverification Employee’s with Non-US Form I-9 Documentation Expired or Expiring
  • Functional Area: HR
  • Agency Impact: Multiple
  • # of Employees Impacted: 11-100
  • Description: The report used in this process delivers a scheduled alert based on the expiration date of the worker’s document. Due to a new version of the I-9 form USICS if the I-9 is amended after the reverification it is using the I-9 document dates from the original I-9 but should not.
  • Communication: Workday Wed
595: Update the instructions for the in-progress Transaction Report
  • Functional Area: HR
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Update/Change: Add a statement to the HCM | Business Process Transactions of Type Awaiting Action report advising the HR Partner to filter out the Exit Interview Survey tasks will assist in agencies understanding these cannot be moved.
  • Communication: Workday Wed
603: Expand availability of disposition notification “Does not meet minimum Qualifications.”
  • Functional Area: Recruitment
  • Agency Impact: All
  • # of Employees Impacted: UNK
  • Description: This reason is only available in the Review and Screen stage. It has been requested to be made available during the Assessment and Interview stages also.
  • Update/Change: The disposition reason is already available, just need to add it to two additional candidate stages.
  • Communication: Workday Wed | Statewide Recruiters Meeting
627: Help Cases | Require a Label on all HR Confidential Cases
  • Functional Area: Workday Help
  • Agency Impact: All
  • # of Employees Impacted: 280
  • Description: CHRO Investigations is required to provide enterprise-wide reporting on agency workplace investigations.
  • Update/Change: Add a To Do step when an HR Confidential Help Case is closed without a Label indicating that action still needs to be done.
  • Language in the To Do step: “You have received this To Do task as you are attempting to Resolve a confidential case without selecting at least one case label, which is required for all HR Confidential cases. ​Please navigate back to this case, in your Help Case Workspace, and add the appropriate label(s). Then you can submit this To Do tasks, to Resolve the case.”
Please remember, if this is an HR Workplace Investigation case, make sure to have selected both a conduct label that corresponds with the matter you are investigating AND the Final Outcome label that corresponds with your investigation findings.”
Communication: Workday Wed

July Release Items
146: Seasonal Worker on/off season
  • Functional Area: Cross-Functional
  • Agency Impact: Multiple
  • # of Employees Impacted: 501-2,500
  • Update/Change: Review Seasonal process for potential redesign/improvement. Need to identify a process to ensure seasonal employees are paid accurately as they transition on and off season. This includes providing accurate reporting information.
  • Testing: Require impacted agency involvement in testing.
  • Communication: Multiple comms paths.
506: Leave Payout Process Redesign
  • Functional Area: Absence & Leave
  • Agency Impact: All
  • # of Employees Impacted: 10k+
  • Description: The current Leave Payout Process is no longer able to accommodate additional requests, a new solution needs to be identified. Develop a new process using Workday Extend.
  • Testing: Require impacted agency involvement in testing.
  • Communication: Multiple comms paths
  • Note: There are several more July release items, but the main focus for July are the two items listed here.
Payroll & Time Tracking
June off-cycle (run 2) payroll will process, July 9, 2024
  • June off-cycle time entry cutoff is 5 p.m. on July 8, 2024
  • No time entry in Workday from 5 p.m. on July 8, until 8 a.m. on July 10, 2024
  • No daily check (off-cycle) processing on July 9 and July 10, 2024
Note: Payroll Processing calendar 2024 is located as follows:
Lock in Letters
  • Communications went to agency payroll partners with employees that have lock in letters on file:
    • Agencies were asked to update this information by June 13, 2024
    • 126 updates were made based on feedback from agency payroll.
  • Go forward business process for distribution of lock in letters:
    • Central Payroll will create a case.
    • Central Payroll will scan in the Lock in Letter.
    • This will be attached to the case and assigned to the agency payroll contact.
  • Currently, there are 373 employees with Lock in Letters on file.
Time Tracking Reports
E-News sent out on Thursday, May 9, 2024, with the following reports:
  • PAY | Variance Report | Compensation to Payroll Results in Selected Period
  • (NEW) PAY | Worker Payslip Summary by Payment Date
  • (NEW) PAY | Earning Amount and Hours by Period, Earning, and Worker
  • (NEW) AUD | Monthly Time Variance Report
  • (NEW) AUD | Time Block Audit Report
Resources
Tips for the new AUD Reports are available in Workday Drive
  • (NEW) AUD | Monthly Time Variance Report
  • (NEW) AUD | Time Block Audit Report
WD Payroll Partner Learning & Development Events
Train-the-Trainer: Employee Time Tracking Tasks
  • Attendance: approx. 90
  • Materials in Drive (available to all Payroll Partners):
    • 4 PowerPoint Presentations
    • 3 Holiday Decision Trees
    • 1 Support Document
    • Session recordings
  • Access based on session rosters.
Coming Up Next
Train-the-Trainer: Manager Time Tracking Tasks
Date & Times
  • July 30, 2024, 1 p.m. - 4p.m.
  • July 31, 2024, 9 a.m. - noon
Registration link and more information coming soon.
Audience will include:
  • Payroll Partners
  • Learning Partners
  • HR Partners
  • Additional agency partners as identified by Payroll Partners
Compensation 
Reminders:
Equal Pay
  • An email was sent to the HR list servers yesterday with an update on the Equal Pay Analysis project.
Salary Selectives:
  • Please continue to update any remaining salary selectives. Please be sure both Workers and Positions have been updated – including vacant and non-budgeted positions.
​No Retro Prior to Date:
  • As a reminder, the No Retro Prior to Date has been set to December 1, 2023. Please work closely with your payroll department on retro change, particularly those prior to December 1, 2023, as a manual calculation will be needed.
A few helpful reports:
  • CMP | Workers with Mismatched Job Profile/Grade Profile
  • CMP | Compensation Changes Report
  • HCM | Current Worker Detail Report
  • CMP | Compensation Changes for Workers with Amount Allowance Plan
  • BGT | Position Management Detail Report
  • HCM | Employee Events by Selection Report
  • CMP | Workers Off-Step (within Range)
  • CMP | Workers Above Max or Below Min
  • PAY | Status Check Retirement Start Date in Selected Date Range
  • CMP | Compensation Plan (Rates Delimited) Table – Active Job Profiles Only
  • More reports available: Human Resources Reports application
HCM
Seasonal Workers Update
Enhancement: Moving from use of No Pay Group to Off Season Extended Leave Type
Summary Details:
  • No change for Off Season or On Season process for existing roles (will continue to be an Edit Position), however, the business process will have a boomerang integration that will put the worker on a new Off Season Extended Leave Type or return them.  
​​Note: This new Extended Leave type will not display (On Leave).
  • Return to all agency HR Partner & HR Assistant the ability to Correct Edit Position actions (this was removed in 2019 due to OSPA).
  • Continues to suppress pay but will no longer cause a No Retro Prior To (NRPT) Date blocking payroll systematically calculating pay when moved off season or corrected before payroll needs completed.
  • Can still Job Change during Off Season.
  • Improved ability to report on Seasonal worker history duties, etc.
  • Integrations, time off accruals and reports will be updated.
  • Agency engagement during testing and validation efforts in Oregon1 will be key to ensure success of this important effort.
Note: As part of the transition plan all Off Season Employees in a No Pay Group will be moved systematically to a new Extended Leave Type created for Seasonals.

146: Seasonal Update Item – July Release
Timeline Update
  • Test with agencies, including reports through July 12, 2024.
  • Review testing results with agencies through July 18, 2024.
  • Hoping to implement at the end of July after payroll processing is complete.
  • Testing the seasonal changes are set to July 8, 2024 – July 12, 2024, for initial testing. July 15, 2024 – July 19, 2024, for results review. These dates are subject to change.
Note: There is a possibility that some of this can be pushed back.

General Information & Reminders
  • Next Data Quality Series scheduled to begin in August.
  • The next Workday Wednesday scheduled on July 3, 2024, will be canceled. 
  • Workday Wednesday will return on July 17, 2024.
  • Oregon1 is being held for Seasonal and Leave Payout Process testing, the next refresh is scheduled for August 3, 2024.
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team
​

6/5/24 - Workday Meeting Recap
​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates 
June Release Items – 9 of approximately 50
  • 268: Seasonal employees who receive shift differential for ODOT SEIU coalition should receive 6% Removed
  • 276: PEBB Employee Optional Life Pre / Post Tax Calculation Affected when Deduction is in Arrears
  • 295: Update LRN | All Enrollments report to show Manager Email Address on All Records
  • 372: SACU hours over 8 on a holiday need to count as time worked for OT purposes (time worked on a holiday)
  • 441: Cost Allocation Overrides – Process updates
  • 573: Remove AST eligibility from employees who are represented by AFSCME CCB CBA
  • 593: I-9 Report: Reverification Employee’s with Non-US Form I-9 Documentation Expired or Expiring
    • This is for a small population where they have a non-US form I-9 and their documentation is expired or expiring. When you do the re-verification, the system is pulling the original I-9 that is expired and was replaced. This will address that issue. Now, when you re-verify, the system will pull the Federal I-9 that is current.
  • 603: Make disposition notification “Does not meet minimum Qualifications” available in Assessment and Interview stage
  • 627: Help Cases | Require a Label on all HR Confidential Cases
    • All investigations are required to be in a centralized case management system. This is very important for statewide reporting based on SB692. Unfortunately, many cases have not had the required labels attached to them that CHRO investigation requires. We are adding a To Do step (when HR Confidential cases are attempted to be closed without at least one label) that will include instructions, letting you know to add a label to HR confidential cases before the case can be closed. This will be demonstrated in the next Workday Wednesday meeting. 
Payroll & Time Tracking 
May off-cycle (run 2) payroll will process, June 10, 2024
  • May off-cycle time entry cutoff is 5 p.m. on June 7, 2024
    • 24/7 agencies will have until 5 p.m. on June 9, 2024
  • No time entry in Workday from 5 p.m. on June 9, until 8 a.m. on June 11, 2024
  • No daily check (off-cycle) processing on June 10 and June 11, 2024
Note: Payroll Processing calendar 2024 is located as follows:
Payslip Details – June Release
Enterprise Communication
  • Payslip Details are targeted for implementation with CAB June release and will be viewable on May Mid-Month payslips.
    • June 12, 2024
  • Enterprise Communication is in development.
    • Target send date June 10, 2024
  • All payslips will be converted to the new format once this is implemented.
  • Payroll Offices may see an increase in questions regarding payslips when this goes into production.
May Release – Reminders
  • The Workday Change Advisory Board (CAB) approved item 196 – Update PERS codes to calculate when an employee is on an extended leave of absence.
  • Termed employees need their PERS calculation verified.
  • Part Time Employee with Part Time Benefits – Item 208
  • Holidays to pay while on leave of absence – Item 408
Reports Update
  • PAY | Employees on Leave with Pay (NEW)
  • PAY | Terminated Workers with Pay
    • Agencies can run this report every month to see terminated workers receiving pay
    • This notice will also be sent out via E-News
  • PAY | Worker Payslip Summary by Payment Date (NEW)
  • PAY | Variance Report | Compensation to Payroll Results in Selected Period
  • AUD | Time Variance Report
  • AUD | Time Block Audit Report
Compensation
Grade Profile Salary Plan
  • The issue we were experiencing with the salary plan amount not updating when a new step is selected should be resolved. If you continue to run into this issue, please create a Workday Help Case (including all the specifics for the impacted worker).
Compensation Defaulting
  • If the position restrictions > default compensation does not have a salary plan, it will not default forward. It will need to be added in at some point in the process (requisition comp, offer, job change/hire, etc.).
    • To add the salary plan, in the compensation action, select the add button in the “Salary” box.
    • Enter the “monthly” salary plan in the compensation plan field, then the rest of the fields will open and you can add the salary amount (to match the step selected).
Ending Cost Allocation by Earning Code on a Worker
The June Release Item 441 – Cost Allocation by Earning Code on a Worker Integration fixes the issue with cost allocation by earning codes on a worker not getting ended timely:
  • A daily integration will be run to look at all positions with cost allocation by earning codes and for any terminations and job changes that are completed before 11 p.m. The cost allocations will be ended.
    • The integration will run daily at 11 p.m. and will pick up actions completed on that day.
    • Terminations: The effective date of the termination will be the date the cost allocation by earning codes is ended.
    • Job Changes: The cost allocation by earning codes will be ended one day prior to new position start date.
    • The integration will only pull in completed actions.
    • The integration will pick up prior dates and end date the cost allocations as of the term or job change dates.
    • Corrections to cost allocation earning codes for actions not completed timely, will be manually corrected in SFMA.
  • There are no changes to how cost allocation by earning codes on a worker are assigned.
  • This will only affect worker earning codes on job changes and terminations going forward. Agencies will need to manually manage prior terminations and job changes that had cost allocation on worker earnings still active.
  • Exploring the best way to share this information for Finance/Budget roles so they are informed what workers had worker earning overrides ended.
  • This item will be communicated to Human Resource, Payroll and Finance including Workday Costing distribution list and SFMA distribution list.
General Information & Reminders 
  • Extended Leave and Daily Leave Without Pay
    • When you’re placing workers on extended leave, especially retroactively in the past and they have daily leave without pay entered, we do need to remove the daily leave without pay during the extended leave periods. This would be just like a correction to their absence. The reason we ask that you do this is because the worker will end up with the negative leave accrual as it will take away the leave accrual twice. So please just take a quick look at the employee’s absence calendar and remove any daily leave without pay while on extended leave.
  • Next Data Quality Series, formerly known as the Audit Series, is scheduled to begin 7/17.
  • Reminder: In the Workday System News where we put our Workday Wednesday notes, and much more, is where we put links to existing series. We currently still have the audit series available, which goes over all the different data points from compensation to worker data, position data, etc. Additionally, when available, you will also find the Workday Foundation series that we just wrapped up in the last Workday Wednesday. We’ve been super busy, so it isn’t available yet, but we will let you know when it posted.
  • Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for 6/19; we will hold that Workday Wednesday on 6/26.
  • The Workday Wednesday presentation scheduled for 7/3 will be cancelled.
  • Oregon1 is refreshing Saturday, 6/8.
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team

​

5/15/24 - Workday Meeting Recap
​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
May Release Items
  • 208: Calculation for part-time employee benefits is not calculating correctly after initial calculation
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Benefits
    • Agency Impact: Multiple
    • Number of Employees Impacted: Unknown at this time.
    • Description: PEBB Benefits are not calculating correctly for part-time employees who record additional hours worked after Run 1 is completed.
    • Change: Adjust the calculation on the Off-Cycle run to account for the additional hours worked.
    • Comms: Workday Wednesday | Various payroll comms
  • 302: Add Closed Offering indication on the LRN | Instructor Offering Report
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Learning
    • Agency Impact: Multiple
    • Number of Employees Impacted: Uknown at this time.
    • Description: Help Instructors easily search for and identify Offerings based on an open or closed status.
    • Change: Add an additional field, Offering Status, to an existing report.
    • Comms: Workday Wednesday
  • 325: Employees with a partial leave of absence in a month need appropriate union dues withheld when there are gross earnings
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Payroll
    • Agency Impact: Multiple
    • Number of Employees Impacted: 501 - 2,500
    • Description: Employees who start/end an extended leave of absence in a month or who come off a leave of absence for holidays should still have eligible deductions process.
    • Comms: Workday Wednesday | Various payroll comms
  • 408B: Holidays to populate and pay while on leave of absence
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Time Tracking
    • Agency Impact: Multiple
    • Number of Employees Impacted: 101 - 500
    • Description: For employees on an unpaid leave of absence and when permitted by CBA language, Workday needs to populate holidays on timesheets and pay the holiday while on unpaid leave.
    • Change: Ensure the holiday will pay out while on unpaid leave.
    • Comms: Workday Wednesday | Various payroll comms
  • 426: Regenerate Offer Task Update
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Recruitment
    • Agency Impact: Multiple
    • Number of Employees Impacted: Unknown at this time.
    • Description: Send a notification to the candidate requesting them to review and sign the regenerated offer document. Workday displays the regenerated offer document on the Attachments tab of the candidate profile.
    • Change: The BP will be changed to allow the regeneration of the offer letter to update the hire date after the candidate has already been moved to Ready for Hire.
    • Comms: Workday Wednesday | Recruiter’s Statewide Meeting
  • 538: Contingent Worker Unable to Request Roles through Security Roles Request App
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Security
    • Agency Impact: Multiple
    • Number of Employees Impacted: 11 - 100
    • Description: Contingent Workers do not have the Security Roles Request tab under their menu item on their profile which keeps them from requesting security roles in Workday.
    • Change: Update the security request process to allow CWs to access the Security Roles Request Tab.
    • Comms: Workday Wednesday
  • 575: Add a Condition Rule to Edit Requisition/Evergreen
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Recruitment
    • Agency Impact: Multiple
    • Number of Employees Impacted: Unknown at this time.
    • Description: Update the edit requisition and edit evergreen requisition business process to add a condition rule that prevents the unpost/post tasks when the edit reason is Add Attachments or Attach Mandatory priority List Candidate. This will prevent unnecessary tasks going to the recruiter’s inbox.
    • Comms: Workday Wednesday | Recruiter’s Statewide Meeting
  • 577: Hepatitis B Vaccination data, add two more fields for decline
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: HR
    • Agency Impact: All
    • Number of Employees Impacted: 2,500 - 10,000
    • Description: To meet OR-OSHA rules, two new data fields related to Hepatitis B Vaccination will be created.
    • Change: Add a Date Field and an Acknowledgement (read and understand) check box.
    • Comms: Workday Wednesday | Safety Managers Meeting
Note: If your agency does have a need to capture Hepatitis B Vaccination data and is doing it another way besides utilizing Workday, please feel free to create a case and ask to set up a time to talk with Dan about how to utilize Workday.
  • 591: Agency Payroll Partner View only Access to FLSA Calendars – Reports
    • Anticipated Implementation: 5/17 - 5/21
    • Functional Area: Payroll
    • Agency Impact: Multiple
    • Number of Employees Impacted: Unknown at this time.
    • Description: Agency Payroll Partners need access to a delivered report called View FLSA Work Period Calendar.
    • Change: To allow agency Payroll Partners access to the reports, they will need view only access to an additional Security Group.
    • Comms: Workday Wednesday | Various payroll comms
Payroll & Time Tracking
May on-cycle (run 1) payroll will process, May 24, 2024
  • May on-cycle time entry cutoff is 5 p.m. on May 23, 2024
  • No time entry in Workday from 5 p.m. on May 23, until 8 a.m. on May 25, 2024
  • No daily check (off-cycle) processing on May 24 through May 28, 2024
Note: Payroll Processing calendar 2024 is located as follows:
May Release Item 408B: Holidays to Populate while on Leave of Absence
  • Paid Holiday will populate based on FTE * 8 for CBAs that pay the full holiday for Workday TT users only.
  • No longer need to take the employee off leave of absence to pay the holiday.
  • For agencies that have CBAs that pay a prorated holiday:
    • Can enter Holiday Adjustment with the number of hours to be paid while on a leave of absence.
  • For external time tracking agencies:
    • Can enter HO for the number of hours to pay.
  • Time must be submitted and approved to pay in pay results.
Payroll Reports – Update
E-News sent out on Thursday, May 9, 2024, with the following reports:
  • PAY | Variance Report | Compensation to Payroll Results in Selected Period
  • (NEW) PAY | Worker Payslip Summary by Payment Date
  • (NEW) PAY | Earning Amount and Hours by Period, Earning, and Worker
  • (NEW) AUD | Monthly Time Variance Report
  • (NEW) AUD | Time Block Audit Report
WD Payroll Partner Learning & Development Events
Workshops – June/July
Employee and Manager “Train the Trainer”
  • Dates & registration information will be shared in the May 28th standup.
  • ​Audience will include:
    • Payroll Partners
    • Learning Partners
    • HR Partners
  • Please work within your agency to identify who can support this training effort.
Standups
  • May 28, 2024
    • No Retro Date (NRPPT): What Payroll Partners Need to Know
  • June 11, 2024
    • Resources – Knowledge Article Updates; Workday Best Practices; Workday Drive Restructure
    • Manager Resources and Workshop Information
Note: Please use the L&D Feedback Form to submit any suggestions of feedback.

Communications
E-News in April/May
  • April 25 – April CAB Release Items and Payroll Partner Slides with details on April Release
  • May 7 – Payroll Partner Office Hours Moving to 11 a.m.
  • May 7 – Federal Tax Withholding Infographic
  • May 9 – Reports and More
  • E-News communications available on Workday Drive
    • Drive>Payroll Information and Resources>E-New
Recruitment /HCM
Regenerate Offer
Used to document the change of start date for a hire or job change, after the candidate has been moved to Ready for Hire
  • This can be:
    • Initiated by a manager or HR Partner.
    • Completed multiple times.
    • Completed if offer was outside of Workday.
  • Manager receives a Generate Document task and will add to the template.
    • Original offer letter date
    • Previous hire date
    • Revised hire date
    • Manager phone number
  • After candidate accepts the offer, the HR Partner receives a Complete To Do task and can drill into the ellipsis to see the regenerate offer document that was sent by the manager.
  • It’s important to remember that completing this To Do task does not automatically change the Start Date in Workday.
  • If the hire/job change is already complete in Workday, you’ll need to create a help case to the Workday Central Team Workday | General Help to have the start date corrected.
  • You will want to review and update other worker dates such as schedule change date, and other dates that might need adjusting if the hire job change process is not yet complete. You can use the revised date when completing the hire process.
  • If the hire/job change process is not yet complete, use the revised hire date when completing the hir process.
  • Documents will be available on candidate profile and worker profile.
Workday Foundations 
Workday Foundations Series: Terminations
In this week’s final Workday Foundations Series, we cover Terminations, actions surrounding Terminations, audits, and reporting.

The Workday foundations slides can be found here.
The Workday Foundation series will be available for future use and will be posted in the learning community. Please be on the lookout it.

Look for the Audit series to be presented again this summer!
A couple of years ago, we provided a series on auditing your data for accuracy. This audit series will be repeated this summer. Be sure to watch for it!

General Information & Reminders 
Service Date Integration – We are asking for examples of promotions or reemployments where the service date integration did not run for your worker, where you did not change the service dates when you got the task. Please submit a case so we can look at the details.

Extended leave without pay audit – We are finding people who are on extended leave without pay and have paid time off during the same time (sick leave, vacation, personal business). In addition, there are some cases of overlapping extended leave without pay. We will be reaching out to some agencies and helping through this process. There is not a ton of them, but these are very important to clean up.

Workday Onboarding Tasks for Employees job aid is now published here.

Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.

Oregon1 is refreshing this Saturday.

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

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

In partnership,
The Workday Oregon Team

​

5/1/24 - Workday Meeting Recap
​​​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
Updates to Production Since Last Meeting
  • 223: Part-time Employees (Allowances) – Multiple Agencies Impacted
  • 234: Qualified Employees on Unpaid Leave of Absence do not receive the HEM – Multiple Agencies Impacted
  • 237: Reorder Time Calculations Related to Overtime – All Agencies Impacted
  • 320: Wage Withholding orders do not deduct when an employee is out on an extended leave of absence – All Agencies Impacted
  • 400: Verify My National ID (Employee as Self) – All Agencies Impacted
  • 408A: Holidays to populate and pay while on leave of absence – All Agencies Impacted
  • 556: Trial Service Performance Review Template Update – Multiple Agencies Impacted
  • 558: Safety Partner access to Safety Incident BP Comments – Multiple Agencies Impacted
  • 559: Grant Compensation Partners Access to Certifications Document Category – Multiple Agencies Impacted
Note: All items are now in production. For more detailed information on these release items, please refer to the previous Workday Wednesday notes.

May Release Items
  • 196: CPERS: Update PERS codes to calculate when an employee is on an extended leave of absence
  • 295: Research: LRN | All Enrollments report not showing Manager Email Address
  • 302: Add closed Offering indication on the LRN | Instructor Offering Report
  • 325: Employees with a partial leave of absence in a month need appropriate union dues withheld when there is gross earnings
  • 385: INT211a SEIU Membership Inbound
  • 408B: Holidays to populate and pay while on leave of absence.
  • 426: Regenerate Offer to update hire date
  • 538: Contingent Worker Unable to Request Roles through Security Roles Request App
  • 591: Agency Payroll Partner View only Access to FLSA Calendars - Reports
Payroll & Time Tracking 
April off-cycle (run 2) payroll processing, May 9, 2024
  • April off-cycle time entry cutoff is 5 p.m. on May 8, 2024
  • No time entry in Workday from 5 p.m. on May 8, until 8 a.m. on May 10, 2024
  • No daily check (off-cycle) processing on May 9 and May 10, 2024
Note: Payroll Processing calendar 2024 is located as follows:
No Retro Date: Completed
Payroll Advisors voted March 19 Payroll Advisor Meeting to move the No Retro Date to Dec. 1, 2023
  • No Retro Date (NRPPT) will be set to Dec. 1, 2023, on the April Run 1 payroll processing
  • Central Payroll will change the date as part of payroll processing
  • No Systemic changes prior to Dec. 1, 2023
  • Pay Impacting entries prior to Dec. 1, 2023, will have to be manually calculated
Central Payroll Office Hours
  • Central Payroll Helpdesk Phone Number
    • 503-378-6777
  • Online Office Hours Started April 24, 2024
    • Every Tuesday, Wednesday, and Thursday from 2:00 p.m. to 3:00 p.m.
    • Issues and cases will be reviewed as time allows.
    • Analysis of the cases will be demonstrated along with resources and tips for error resolution.
    • Issues will be tracked and passed along to the Tier 3 team as needed.
    • The goal is to have answers for the next Office Hours meeting or provide a target response date.
    • Online Office Hours TEAMS meeting link: Join the meeting
Payroll Reports – Update
  • PAY | Worker Payslip Summary by Payment Date (NEW)
  • PAY | Variance Report | Compensation to Payroll Results in Selected Period (PROD)
Workday Payroll Partner Learning & Development Events
Workshops – June/July
  • Dates will be announced in May.
  • Audience will include:
    • Payroll Partners
    • Learning Partners
    • HR Partners
  • Some of the topics to be covered:
    • Holidays
    • Flex Time
    • Work Tags
    • Time Entry Review and Approvals
Standups
May 14, 2024
  • Military Donated Leave process
  • Agency Guest Presentation: Case Management Overview
May 28, 2024
  • No Retro Date (NRPPT): What Payroll Partners need to know.
Note: Please use the L&D Feedback Form​ to submit any suggestions of feedback.

Job Change/Transfer BP
Where to find HR Leave Comments
  • New BP was put into place in January of this year to allow communication and documentation within WD business process.
  • Please ensure that Payroll Partners know where to locate HR notes about Leave Transfer details when a worker is transferring agencies.
  • Process steps and information can be found in Drive.
    • Job Change Transfer Overview with Payroll Partner Steps
    • Step 2 on page 7 – 8
Workday Tips and Tricks 
How to use the Workday global search to search for Workday Drive files.
  • Step 1: Enter your search item.
  • Step 2: Click on ‘Configure Search’ on the bottom left.
  • Step 3: Locate “Drive” then click and drag “Drive” to the ‘Saved Categories’ section then select “Save”
  • Step 4: On the left side bar, click on “Drive” to see files in Workday Drive with your search term.
Compensation 
Compensation Changes
  • We are aware of the salary assignment details sometimes not updating to match new selected step.
  • If the salary assignment details does not automatically update, please manually update to match the selected step (if on step).
  • We have a case in with Workday, Inc. to figure out why this is happening intermittently.
Workday Foundations
Workday Foundations Series: Compensation Changes 
In this week’s Workday Foundations Series, we cover Compensation Changes. Compensation changes are guided by Collective bargaining agreements, state policy, rules, and laws for the employee and position. In this presentation we cover both current and retroactive changes and the implications associated with each. The roles that can initiate these actions are Manager, HR Partner and Compensation Partner.

The Workday Foundations slides can be found here.

General Information & Reminders 
  • This report is being updated to remove the Costing Allocation fields: HCM Current Worker Detail report. The best report to review Costing Allocation fields is HCM | Cost Allocations by Earning Codes | Search by Company, Organization, or Worker. This change happened the morning of May 2, 2024.
  • Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
  • Oregon1 is refreshing this Saturday.
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team

​

4/17/24 - Workday Meeting Recap
​​Please see the slide deck for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
April Release Items
223 – Part-time Employees (Allowances)
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Payroll
  • Agency Impact: Multiple
  • # of Employees Impacted: 11-100
  • Description: Part-time Employees who work more than their FTE – Allowances not pro-rating or hours worked over their FTE are not being paid.
  • Change: Adjust Allowances to recognize the correct hours worked for part-time employees to be paid appropriately.
  • Comms: Workday Wed | Various payroll comms
234 – Qualified Employees on unpaid leave of absence do not receive the HEM
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Benefits
  • Agency Impact: Multiple
  • # of Employees Impacted: UNK at this time
  • Description: Employees who have a leave of absence in Workday and are eligible for HEM Payment of $17.50 are not receiving it.
  • Change: Add earning code to process when an employee is on leave. This change is not effective dated.
  • Comms: Workday Wed | Various payroll comms
237 – Reorder Time Calculations Related to Overtime
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Payroll
  • Agency Impact: All
  • # of Employees Impacted: 10k+
  • Description: Additional costs are going to the override that should stay with the default costing, causing errors in reporting.
  • Change: Renumber the order in which he time calculations fire (maintain time calculations priorities).
  • Comms: Workday Wed | Various payroll comms | Finance Partners about the impact to them.
320 – Wage Withholding orders do not deduct when an employee is out on an extended leave of absence
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Payroll
  • Agency Impact: All
  • # of Employees Impacted: 2,500-10k
  • Description: Employees should have wages garnished based on flat dollar amount/percentage based even if they are on a leave of absence.
  • Change: Add wage withholding orders to pay group “deductions on leave” to process when an employee is on a leave of absence. This will correct on a going forward basis, not in retro.
  • Comms: Workday Wed | Various payroll comms
400 – Verify My National ID (Employee as Self)
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Core HR
  • Agency Impact: All
  • # of Employees Impacted: 10k
  • Description: Need a way for employees to verify their SSN, currently unable to see it on their profile.
  • Change: Turning on existing functionality provided by Workday. Employees will be able to verify their SSN in Workday.
  • Comms: Workday Wed | Various payroll comms
408A – Holidays to populate and pay while on leave of absence
  • Anticipated Implementation: 4/19-23/24
  • Functional Area: Time Tracking
  • Agency Impact: All
  • # of Employees Impacted: 101 to 500
  • Description: For employees on an unpaid leave of absence and when permitted by CBA language, Workday needs to populate holidays on timesheets and pay the holiday while on unpaid leave.
  • Change: Will create time calculation to populate the holiday for employees even when on a leave of absence per CBA. This change will start with Memorial Day 2024, it is not retroactive.
  • Comms: Workday Wed | Various payroll comms
556 – Trial Service Performance Review Template Update
  • Anticipated Implementation: 4/17-23/24
  • Functional Area: Career Development Planning
  • Agency Impact: All
  • # of Employees Impacted: 2,501-10k
  • Description: Per Statewide HR Directors, retire the current template, create new rating scale, and apply the new scale to a copy of the current template.
  • Change: Retire current template and create new one.
  • Comms: Official communication should come from CHRO regarding this update.
558 – Safety Partner access to Safety Incident BP Comments
  • Anticipated Implementation: 4/17-23/24
  • Functional Area: Security
  • Agency Impact: All
  • # of Employees Impacted: 51-500
  • Description: Request to allow those with the Safety Partner role the security to access report(s) that will provide Comments made on Safety Incidents.
  • Change: Give Safety Partners view access to the domain: Business Process Reporting.
  • Comms: Workday Wed
559 – Grant Compensation Partners Access to Certifications Document Category
  • Anticipated Implementation: 4/17-23/24
  • Functional Area: Security
  • Agency Impact: All
  • # of Employees Impacted: 51-500
  • Description: Compensation docs miscategorized as Certifications need to be accessible to Compensation Partners to be corrected.
  • Change: Update Security Group Compensation Partner | Document View and Modify to allow access to Certifications.
  • Comms: Workday Wed
Payroll & Time Tracking
March on-cycle (run 1) payroll processing, April 25, 2024
  • April on-cycle time entry cutoff is 5 p.m. on April 24, 2024
  • No time entry in Workday from 5 p.m. on April 24, until 8 a.m. on April 26, 2024
  • No daily check (off-cycle) processing on April 25 and April 26, 2024
Note: Payroll Processing calendar 2024 is located as follows:
No Retro Date
Payroll Advisors voted March 19 Payroll Advisor Meeting to move the No Retro Date to Dec. 1, 2023
  • No Retro Date (NRPPT) will be set to Dec. 1, 2023, on the April Run 1 payroll processing.
  • Central Payroll will change the date as part of payroll processing.
  • Any actions completed with an effective date prior to Dec. 1, 2023, will not be picked up systematically.
  • Pay Impacting actions completed with an effective date prior to Dec. 1, 2023, will have to be manually calculated.
  • Communication sent out via e-News April 4, 2024.
Payroll Tips, Resources, and Tools
DAS Workday and Shared Payroll Services worked together to create a Time Entry Best Practices document for DAS employees and have created a template for agency use:
  • Best Practices for Time Entry_Agency Version
  • Are these tools useful for your agencies?
  • What other tools, tips or resources are you looking for at this time?
  • Template is shared on WD Drive:
    • Drive>Payroll Information and Resources>Best Practices for Time Entry_Agency Version
Straight Time Accrued Notice
  • E-News annual reminder was sent out April 15, 2024.
  • For certain represented employees, there is a due date of June 30, 2024, for using Straight Time accrued from July 1, 2023, to June 30, 2024. It is important for your agency to develop and document a plan on how employees will use their Straight Time accrued hours.
  • The following report will provide a list of employees with straight time hours accrued:
  • Time Off | Leave Balances | April Straight Time Notification
  • Please follow your Collective Bargaining Agreement for specific information on how employees in your agency are required to use Straight Time accrued.
June/July Workshop – Employee/Manager Training Materials
June/July Workshop will be a “Train the Trainer” approach with supplemental materials that can be used directly by employees and managers.
Audience for this workshop: HR and Payroll Partners, Learning Partners
Employee Time Tracking Topics:
  • Work Schedules
    • Alternative Work Schedules
    • Importance of Work Schedules
  • Holidays – Hours worked on a holiday.
  • Flex Time
  • Additional Topics to be covered include:
    • Time Reporting expectations
    • Tips to ensure your time worked is entered correctly.
    • Timing of Time Off (Absence) requests
    • Reviewing and attesting to the accuracy of your monthly timesheet
    • Entering overtime – When to enter overtime as comp time.
    • When to enter On Call hours
    • Work tags for Shift Differentials
Manager Topics:
  • How to review team time entries
  • When to review time for your team
  • When to approve Time
  • How to approve Time
Compensation
Compensation Defaulting
Compensation Defaulting from Position Restrictions to Hire/Job Change
  • 1st Step: Position Restrictions – Default Compensation
  • 2nd Step: Requisition Compensation
  • 3rd Step: Offer Compensation
  • 4th Step: Propose Compensation – Hire/Job Change
  • If offer step is skipped or left blank, it defaults back to the prior step.
    • Example: If offer is skipped/left blank, hire/job change will default back to Requisition Compensation.
  • Each offer supersedes the prior.
    • Example: If a 2nd offer is completed, the 2nd offer is what defaults to hire/job change.
  • If a field is not completed in the default compensation, or is removed in one of the future steps, it would need to be manually added back in.
    • Example:  If the default compensation does not have a salary plan (monthly salary pro-rated if less than full time) – it would need to be either added in to the default compensation prior to creating a requisition (to default forward) or added in at a future compensation step.
    • Example:  If default compensation has the salary plan, but it is removed/deleted at the requisition compensation step, it would need to be added in at a future compensation step.
Job Profile/Grade Profile:
  • Job profiles and grade profiles are linked within Workday – this matches the appropriate grade profile to each specific job profile.  
  • This link can be viewed in Workday from:
    • The job profile (under the compensation tab). This screen can be easily accessed in several places, including:
      • Worker Profile > job profile
      • Position Restrictions (hiring restrictions tab) > job profile.
    • The grade profile (referenced by job profile). This can be accessed during a request compensation change:
      • In the grade profile field, use the menu prompt “From Job Profile”. This will give you the list of grade profiles that are tied to the job profile assigned to the worker based on the action effective date.
      • From the grade profile filed – select the related actions of the grade profile, in the pop-up window, click on the grade profile name (a hyperlink at the top of the pop-up window), and that will take you to the main grade profile and you can review the referenced by job profile link.
  • It is important to select the correct grade profile for the worker’s job profile to ensure that the workers are being compensated appropriately. Grade profiles may look similar but have different designators for different compensation ranges/rates (i.e. number of steps, rates, Min/Max, etc.).
    • Example:  
      • OAH-15-AP is tied to the Office Specialist 2, it currently has 8 steps in the range (steps 3-10).  Minimum: $3427 to Maximum: $4639.
      • OAH-15T-AP is tied to the Dental Assistant 1, and in this example has similar rates as the OAH-15-AP, however, it only has 7 steps in the range (steps 4-10). Minimum: $3552 to Maximum: $4639.
  • To view workers with mismatches between the assigned job profile and assigned grade profile, you can use the “CMP | Workers with Mismatched Job Profile/Grade Profile”. This will show you the information assigned to the worker. You can then review what is assigned, what assignment is correct (job profile or grade profile) and then correct the assignment.  Below are a couple examples of mismatches:
    • Example 1: A Worker appears with a job profile of Business Operations Manager 3 - SR35 – Exempt, and grade profile MMS-35-AP. If it is determined that the job profile is correct. When I go review the grade profiles tied to the job profile of Business Operations Manager 3 - SR35 – Exempt, I see the correct grade profile appears to be MMS-35X-AP. The difference being 35 vs. 35X, and these ranges have different number of steps associated with them.
    • Example 2:  A workers appears with job profile Learning & Development Specialist 1 - SR23 – Non Exempt and grade profile MMN-24-AA. If it is determined the grade profile is correct, the job profile needs to be updated. When I review the job profiles referenced by the grade profile MMN-24-AA, I can see that the job profile Learning & Development Specialist 1 - SR24 - Non Exempt is referenced.
Compensation Reminders
  • Salary Selectives:
    • Please continue to make the update of retro salary selectives a priority. Please be sure to update both Workers and Positions – including vacant and non-budgeted positions.
  • Truncations
    • Please continue with validations for truncations, to avoid any pay errors, agencies will want to complete their validations and updates by April 24 prior to payroll running on 4/25/24.
    • Review/update variable dollar allowances (such as WOC)
  • No Retro Prior to Date
    • As a reminder, the No Retro Prior to Date will be updating to December 1, 2023, on April 25, 2024. We recommend having retroactive actions effective dated prior to 12/1/23 completed prior to payroll run (4/25/24). This will reduce the manual calculations needed after the No Retro date is implemented.
Workday Foundations Series: Compensation Changes 
We will be moving the Workday Foundation Series: Compensation Changes to the next Workday Wednesday scheduled for May 1, 2024.

General Information & Reminders 
  • Please note on Friday, April 12, there was an email disruption. This impacted agencies that we provide the agency continuity feed to. There was something related to the network that was preventing Workday delivery of emails. We worked diligently with our partners that run the network and everything was resolved. An announcement was posted within Workday.
  • Friendly reminder to remove hourly LWOP while on extended leave. It will negatively affect the leave accrual. 
  • Presenting retro compensation corrections in a case – Do’s and Do not’s. Please provide the name, OR and effective date(s) affected. Please provide the grade profile step and salary for the initial comp change, and if there’s any following comp changes, those as well. When possible, please provide any case with multiple changes in an attached excel spreadsheet.
  • Onboarding – Agency specific policies: any changes, updates, or addition (new to onboarding policy review) need to be submitted via Help Case by May 3, 2024, COB to be in production July 1, 2024.
  • Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
  • Oregon1 is refreshing this Saturday.
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) know where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team
​

4/3/24 - Workday Meeting Recap
​​Please see the slide deck for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates 
Updates Since Last Meeting
545 – Update Personal Protection Leave Time Off Plan to include Temporary Employees
  • Description
    • A policy update has been made to include Temporary Employees in the Personal Protection Leave Time Off Plan.
  • What’s Changing:
    • Temporary Employees will no longer be excluded from accessing the Personal Protection Leave Time Off Plan.
  • Impact of Change:
    • All Temps will be able to request Personal Protection Leave.
  • Comms: Workday Wednesday
April Release Activities
  • 146: Seasonal worker on/off season – Analysis
  • 208: Calculation for part-time employee benefits is not calculating correctly after initial calc. – Testing
  • 214: Labor Cost Coding: OPE (other payroll expenses) Workaround Solution – Testing
  • 222: Leave Without Pay (LWOP): The current configuration provided by IBM needs review by Workday, Inc. – Analysis
  • 223: Part-time Employees who work more than their FTE – Allowances not prorating or hours worked over their FTE are not being paid – Testing
  • 234: Qualified employees on an unpaid leave of absence are not receiving the HEM – Testing
  • 237: Reorder Time Calculations Related to OT – Analysis
  • 282: AFSCME SACU Shift Trade – Configuration Change – Analysis
  • 320: Wage Withholding orders (including Child Support) do not deduct when an employee is out on an extended leave of absence – Testing
  • 391: Update Security Roles Request App to make attachments visible – In Progress
  • 397: CPERS: Retro Corrections more than 12 months old – In Progress
  • 400: Verify My National ID (Employee as Self) – Testing
  • 408A: Holidays to populate and pay while on leave of absence – In Progress
  • 412: OMD Firefighter Unions – IAFF (non 40-hour employees) use a different calculation to get to their hourly rate – Completed
  • 473: Policy: OPDS Salary Range Truncations – Completed
  • 479: Truncations – April 1, 2024 (multiple REPRS) – Completed
  • 532: Requirements Updated – OST Trial Service Review and Ost Performance Review Workday template request – Analysis
  • 533: Hide Instant Messenger and Web Address fields for Emergency Contacts – Testing
  • 538: Contingent Worker Unable to Request Roles through Security Roles Request App – In Progress
  • 546: OSPOA: Safety Release time – Testing
  • 556: Trial Service Performance Review Template Update – In Progress
  • 558: Safety Partner access to Safety Incident BP Comments – In Progress
  • 559: Grant Compensation Partners Access to Certifications Document Category – In Progress
Note: Analysis and In Progress is referring to items that we are working on right now but may not necessarily get released in April.

Payroll & Time Tracking
March off-cycle (run 2) payroll will process on April 9, 2024
  • March off-cycle time entry cutoff is 5 p.m. on April 8, 2024
  • No time entry in Workday from 5 p.m. on April 8 until 8 a.m. on April 10, 2024
  • No daily check (off-cycle) processing on April 9 and April 10, 2024
Note: Payroll Processing calendar 2024 is located as follows:
No Retro Date (NRPPT)
Payroll Advisors voted March 19 to move the No Retro Date to Dec. 1, 2023
  • Dec. 1, 2023 - start of new tax year.
  • No Retro Date will be set to Dec. 1, 2023, on April 25, 2024.
  • DAS Central Payroll will change the date as part of the payroll processing.
  • No systematic changes will process prior to Dec. 1, 2023.
  • Pay Impacting entries prior to Dec. 1, 2023, will have to be manually calculated.
  • Communication to Payroll Partners and HR is in process via E-News.
Note: We will be working with payroll advisors on creating a calculator to be able to help with some of the calculations.

Payroll Office Hours
Central Services Team started office hours on April 1, 2024.
Office Hours: Monday – Friday 3 p.m. to 4 p.m.
Central Payroll can also now be reached daily by phone: 503-378-6777

New Report
Formerly: Pay | Over and Under Payment
Now: Pay | Variance Report | Compensation to Payroll Results in Selected Period

March/April Workshops
Overpayments Part 1
  • March 19: Main Workshop session
  • •nformation on Overpayments, guidance on how to troubleshoot with a demonstration.
  • Attendance: 120
  • Materials in Drive by 3/22 (email notification will be sent when loaded).
    • PowerPoint
    • Workbook
    • Worksheet
    • Recording
Overpayments Part 2
  • Small groups walking through troubleshooting together with insight and feedback from SME’s.
  • April 2-4: Practice & Application sessions
  • April 16-18: Practice & Application sessions
June Workshop – Employee/Manager Training Materials
June Workshop will be a Train the Trainer approach with supplement materials that can be used directly by employees and managers.
Audience for this workshop: HR, Payroll Partners, and Learning Partners.
  • Employee – Employee Time Tracking
    • Alternative Work Schedules
    • Holidays
    • Flex Time
  • Manager – Manager Topics
    • How to review team time entries
    • When to review time for your team
    • When to approve time
    • How to approve time
Compensation
Truncations
  • Truncation mass changes were completed for workers on April 1, 2024.
  • Agencies can move forward with validations and adjust any variable dollar allowances.
  • Validation considerations:
    • Future dated hired/job changes (effective after 4/1/24) that were in progress or completed prior to 4/1/24.
    • Workers with in-progress compensation related actions (between 3/29 and 4/1).
    • Additional jobs were not included in the mass load, agencies will need to review/update as appropriate.
    • Workers with job profile/grade profile mismatches or salary selectives that have not been completed will need to be manually updated.
  • In flight recruitments, job changes and hires – carefully review and update if impacted by truncations.
  • Workday team loaded updates to default compensation for Job profiles that had a grade profile change on 4/5/24.
  • For impacted job profiles by representation – see your CBA or the “Compensation Changes Summary” document sent to the HR email lists on February 16, 2024.
  • To avoid any pay errors, agencies will want to complete their validations and updates by April 24 prior to payroll running on April 25.
  • If assistance is needed, please submit a Workday Help case as soon as possible.
PERS Pickup Integration
  • Integration is for Member Paid Pre-Tax (MPPT).
  • Integration runs on the 1st and 15th of each month (for that month).
  • Excludes Temporary, Off-Season and Agencies/Representations that are employer Paid Pre-Tax (EPPT).
  • Utilizes the PERS Contribution Start date in the PERS Status Check section of the additional data.
  • Helpful Reports for PERS Contribution Start Dates:
    • PAY | Status Check Retirement Start Date in Selected Date Range
    • HCM | Contribution Start Date Audit
Compensation Reminders
Salary Selectives
  • Majority of retroactive (effective 3/2024 or prior) structural changes have been completed and notification sent to impacted agencies.
  • Agencies review/update workers and positions impacted by salary selectives and/or class studies (job profiles/grade profiles) – per CBA/Policy.
  • Updates may impact downstream efforts such as truncations, the Equal Pay Project and budget projections.
  • Clean up of items no longer being utilized as they are vacated (all workers/positions).
A few helpful Reports:
  • CMP | Workers with Mismatched Job Profile/Grade Profile
  • CMP | Compensation Changes Report
  • HCM | Current Worker Detail Report
  • CMP | Compensation Changes for Workers with Amount Allowance Plan
  • BGT | Position Management Detail Report
  • HCM | Employee Events by Selection Report
  • CMP | Workers Off Step (within Range)
  • CMP | Workers Above Max or Below Min
  • More reports available: Human Resources Reports worklet.
Worker Data Changes 
Agency Transfers
  • If someone is transferring into your agency, before you do anything in Workday, please contact an HR partner at the other agency.
  • Once you start the transfer process, the other agency can no longer make any needed updates.
  • Make sure the other agency has taken care of any pending position, comp, and other updates.
  • As a suggestion, it might help to designate an HR partner or two to be point of contact for agency transfers.
Resignation
  • Attention: Oregon state government is one employer. ONLY submit a resignation if you are leaving state employment. Moving from one state agency to another state agency is a transfer. Your new agency will complete the necessary actions to start your transfer process. If you are leaving state government employment, or retiring, please continue submitting your resignation. 
Termination
  • Oregon state government is one employer. ONLY submit this termination if your employee is leaving state employment. Do not initiate a termination if your employee is moving to a position in another state agency, or another branch of state government. Your employee’s new agency will complete the necessary actions to start your employee’s transfer. If your employee is leaving state government employment, or retiring, please continue submitting this termination.
General Information & Reminders 
  • Heads up: The Juneteenth Holiday falls on the Workday Wednesday scheduled for June 19, 2024. We will hold that Workday Wednesday on June 26, 2024.
  • Workday Learning Administrator recruitment closes tomorrow April 4, 2024.
  • Oregon1 is NOT refreshing this Saturday. 
  • Oregon1 will refresh on April 20, 2024.
  • For those who can’t attend, please make sure your teams (HR, Payroll, Budget, etc.) knows where to find the Workday Wednesday meeting notes.
Please submit a help case in Workday if you have any questions about the information provided today.

In partnership,
The Workday Oregon Team

​

3/20/24 - Workday Meeting Recap
​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
Release Bye Week
This week is a preparation week, we are:
  • Finalizing the Steady State Roadmap
    • Plan to share the finalized version at the next Workday Wednesday
  • Preparing the April Release
  • Reviewing process improvements
  • Planning for the transition out of Steady State into Operations
Payroll & Time Tracking 
March on-cycle (run 1) payroll will process on Mar. 26, 2024
  • March on-cycle time entry cutoff is 5 p.m. on Mar. 25, 2024
  • No time entry in Workday from 5 p.m. on Mar. 25 until 8 a.m. on Mar. 27, 2024
  • No daily check (off-cycle) processing on Mar. 26 and Mar. 27, 2024
Note: Payroll Processing calendar 2024 is located as follows:
March/April Workshops
Overpayments Part 1
  • March 19: Main Workshop session
  • Information on Overpayments, guidance on how to troubleshoot with a demonstration.
  • Attendance: 120
  • Materials will be in the Payroll Partner Workshop Series 2024 folder in Workday Drive by 3/22.
Overpayments Part 2
  • April 2-4: Practice & Application sessions for learners who attended Part 1.
  • Small groups walking through troubleshooting together with insight and feedback from SMEs.
  • Logistics and number of sessions needed will be determined based on the attendance numbers from Part 1.
  • Email with information and registration will be sent to all registered learners by 3/25.
Oregon Savings Growth Plan (OSGP – VOYA) Deferred Comp – Percent Based Deduction
As part of the January Change Advisory Board (CAB) release, the DAS Workday Team has implemented a system update to correct the percentage-based deduction of OSGP VOYA deferred comp and/or Roth IRA for employees who elected a percentage-based deduction and not a flat dollar amount.
  • ​Implementation pushed to March Mid-Month Payroll:
    • March Mid-Month will be the first payroll run that the update will deduct from employee’s mid-month pay with percentage-based deductions for OSGP VOYA deferred comp elections.
    • April 15 – Pay date, employees will see the percentage-based OSGP VOYA deferred comp deduction on their payslip.
    • Communication sent Feb. 6 to Payroll Partners with a sample email for employees.
    • Report shared with Payroll Partners included percent-based employees and multiple payments over the past 6 months.
      • Workday Drive>Payroll Partner Resources>VOYA percent-based deductions
    • Announcement will be shared on Workday Announcements to provide notice to all employees of this change.
​Note: Employees who have elected flat dollar amount for OSGP VOYA deferred comp and/or Roth IRA will only have that deducted on their first of the month pay date and this will not be impacted by this change.

Compensation 
Next Step Progression Target Date
  • We do not currently use the progression dates; we use the benefits service dates for Merit actions (step progression).
  • This field can be seen by managers and elevated roles, but not by an employee without roles.
  • Currently, we are unable to hide the field from view.
Salary Selectives and Class Studies
  • Majority of retroactive (effective 3/2024 or prior) structural changes have been completed and notification sent to impacted agencies.
  • Agencies review/update workers and positions impacted by salary selectives and/or class studies (job profiles/grade profiles) – per CBA/Policy.
  • Updates may impact downstream efforts such as truncations, the Equal Pay Project and budget projections.
  • Clean up of items no longer being utilized.
A few helpful Reports for Salary Selectives and/or Class Studies:
  • BGT | Position Management Detail Report
  • HCM | Employee Events by Selection Report
  • • CMP | Workers with Mismatched Job Profile/Grade Profile
  • CMP | Workers Off Step (within Range)
  • CMP | Workers Above Max or Below Min
  • And more in the Human Resources Reports Application (compensation reports tab)
Truncations
  • Testing has started on truncation efforts, including updates to structure and workers.
  • Will include all worker types but excludes additional jobs. Any impacted additional jobs will need the compensation assignment reviewed/updated, if needed.
  • Please complete in progress items, where possible.
  • In flight actions such as recruitments, job change, hires, etc. – Please carefully review and update compensation as needed.
  • Future dated actions will need to be reviewed/updated.
  • Detailed announcement has been posted in Workday for elevated HR/Payroll roles.
Current Timeline
Phase 1: Includes most representations.
  • Workday load on Mar. 29, 2024.
  • Agency validation to begin Apr. 4, 2024.
Phase 2: Legislature Elected Officials (LE REPR) and Office of Public Defense Services (OPDS).
  • Begin loading Apr. 4, 2024 (or before). We will notify the impacted groups as we complete the changes.
Note: To avoid any pay errors, complete validation and updates prior to payroll running on Apr. 25, 2024.

Workday Foundations 
The Workday Foundation Series is used to help capture a lot of the basic processes that are done on a regular basis within Workday. In previous weeks, we have gone over worker data, the hire process, and job changes. This week we go over additional jobs, and some audit and reporting information.

The Workday Foundations slides and recording can be found here.

We will cover compensation changes during the next Workday Foundations Series.

General Information & Reminders 
PICS Freeze – Apr. 18, 2024
When Workday first went live, the budget was in the Workday position restrictions. We did a redesign about a year and a half later, now the budget is what is in ORPICS.  If budget is loaded on an incorrect Workday position ID, you can partner with budget to get the budget moved to the correct Workday position ID vs. moving the worker to another position solely for budget reasons. Doing so adds an NRPPTD (No Retro Processing Prior to Date) on the worker and makes payroll calculation challenging and potentially stops automatic calculation of retro payroll changes. This makes it more difficult to pay the employee correctly and timely. 

We recommend working with your budget people to move the Workday ID in the position budgeting system, ORPICS, rather than moving the employee for budgetary reasons. The Workday position ID is the key between the two systems. We strongly encourage agencies and their budget team to work together. 

We would also like to encourage everyone to try and get their salary selectives and truncations done, because having everything as accurate as possible going into the PICS freeze will help to create a fantastic next budget. 

Oregon1 is refreshing this Saturday.

Onboarding – Agency specific policies: any changes, updates, or addition (new to onboarding policy review) need to be submitted via Help Case by May 3, 2024, COB to be in production July 1, 2024.

Added Item (post our meeting) - 3/26/2024
As you all know, the security of the system is our top priority. We are continually reviewing and testing to make Workday better every day. As part of security maintenance, we have removed the view of the "Staffing" and "Unavailable to Fill" tabs from all organizations (i.e., Company, Pay Group, Locations).

Added Item (post our meeting) - 3/27/2024
The Workday Oregon Team is curently recruiting for a Workday Learning Administrator.  Please share the links with anyone you think will be interested.​ This posting is now closed.
 
If an employee reports that they previously accessed information through these tabs, and are inquiring as to why they are no longer available, please share this update with them. If they have a business need to access information they previously viewed using these tabs, please assist them in locating an alternate path. If not available, please open a Workday | General Help support case. We will share more information with you as updates become available.

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

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

In partnership,
The Workday Oregon Team​

​

3/6/24 - Workday Meeting Recap
​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
WD2024R1 Release Summary
  • To view the full summary of release items, click here.
Recap of the Bonus Workday Wednesday on 2/28/2024
  • Evaluating the WD System Release takes a strategy.
    • First priority is to identify changes that are automatically made AND will impact user experience.
    • Second is to identify the changes that require setup but meet an existing need or enhances the user experience.
    • Finally identifying items that need further evaluation to know if they are compatible with our configuration and if it will enhance the user experience and/or system efficiency.
  • Release Considerations & Outcomes
    • Each item must be evaluated to make sure it: Is enabled. Is truly doing what we think it should do based on the description. Works with our configuration.
    • Once accepted as an update we would like to adopt or evaluate further, it will be: Scheduled for immediate release. Scheduled into a future monthly state release. Scheduled for further evaluation in a future monthly state release.
  • Pop-Up Header Update & Right Aligned Footer Buttons
    • Pop-ups will now have a page header with an ‘X’ to close the window.
    • The footer in pop-ups is now right justified and the ‘OK’ and ‘Cancel’ buttons are inverted.
  • Recruiting History Timeline – Confirmed Opt-In for Email Communications
    • Recruiter will be able to more easily identify and track opt-in emails and communications with applicants through the Recruiting History Timeline.
  • Skills Cloud for Candidate Pools
    • ​Enhance candidate pools by enabling you to select Skill Cloud skills for dynamic candidate pool membership.
  • Talent & Performance Changes
    • Check-Ins Update - Employees will see a slight difference, as Topics expand on the same page, instead of opening a new page.
    • Goals Update - Employees who take advantage of the Goals functionality in Workday will see a few changes to the following: Clickable Fields in Goal Cards, Goal Cards Side Panel, Archive or Unarchive Goals Button, Category Field Displayed on Goal Cards, Updated Goal Cards Icons.
Note: More detailed information about these items can be found in the Workday Wednesday Notes from the bonus meeting.

Additional Update Items
  • Learning Mass Enroll, New Reporting Fields, and Extended Enterprise Learners
    • These learning updates will be shared directly with Learning Partners via email by the end of today, Mar. 6, 2024.
  • Attachments Settings in BP Toolbar for Change Job
    • Users can now drag and drop attachments to the Change Job Event, instead of having to click the ‘Add’ button.
  • Direct Case Assignment
    • The preferred method of creating Help Cases by someone who is a Case Solver is to use the Standard ‘Create Case’ task, but there is also a ‘Create Case Advanced’ task.
    • If you decide to use the Advanced task for creating cases, you will have the option to assign the case directly to a Case Solver in that Solving Team. Do not directly assign a case to someone unless you have talked to them, and they are expecting it.
March State Release
Change Learning Notifications from Legal to Preferred Name
  • This item was requested through a Help case by a Learning Partner.
  • The update will bring learning related notifications in line with all other notifications in Workday that use the Preferred instead of the Legal Name.
  • Comms: Email communication will be sent out to all agency LP’s.
  • Tentative Production Date: Week of 3/11.
New Seasonal Employee Reports
  • Two report calculators designed to assist agencies with mid-month proration of Vacation and Sick Leave for seasonal employees.
  • Accrual Calculator | Mid Month Proration | On Season
  • Accrual Calculator | Mid Month Proration | Off Season
Payroll & Time Tracking 
February off-cycle (run 2) payroll will process on Mar. 11, 2024
  • February off-cycle time entry cutoff is 5 p.m. on Mar. 8, 2024
  • No time entry in Workday from 5 p.m. on Mar. 8 until 8 a.m. on Mar. 12, 2024
    • 24/7 agencies will have until 5 p.m. on Sunday Mar. 10 to enter time.
  • No daily check (off-cycle) processing on Mar. 11 and Mar. 12, 2024
Note: Payroll Processing calendar 2024 is located as follows:
State Employee Food Drive Pay Input
  • Detailed instructions were sent via e-News yesterday, Mar. 5, 2024.
  • Employees request the donation in Workday. Knowledge article here.
  • Request goes to the Payroll Partner Workday inbox.
  • Payroll Partner will create a pay input on the employee’s profile for the requested amount.
    • Select the appropriate Food Bank from the drop down.
    • Select the start and end dates.
      • Start date is 3/1/2024.
      • End Date for One Time is 3/31/2024.
      • End Date for Ongoing is 2/28/2025.
    • ​Select “Ongoing” or “One Time” and then click ‘OK’.
Payroll Updates
Oregon Savings Growth Plan (OSGP) Integration Error
  • E-News was sent to Payroll Partners – Feb. 27, 2024.
  • An updated communication was sent via E-News, Mar. 5, 2024, and includes sample language for communicating with impacted employees.
    • A list of impacted employees is on Workday Drive Drive>Payroll Partner Resources>2024>OSGP March Impacted Employees
Case Management
  • A major effort was made to resolve as many open cases for the Workday Central Payroll team as possible.
  • As of Feb. 2, 2024 – 420 Open Cases
  • As of Mar. 4, 2024 – 204 Open Cases
  • Many cases still open are either waiting for agencies to respond or waiting for our timeline to pass.
Upcoming Workshops
Identifying & Troubleshooting Overpayments Part 1
March 19: Main Workshop Session
  • Information on Overpayments, guidance on how to troubleshoot with a demonstration.
Note: Registration information will be shared with Payroll Partners in next week’s stand up.

Identifying & Troubleshooting Overpayments Part 2
April 2-4: Practice & Application Sessions
  • Small groups walking through troubleshooting together with insight and feedback from SME’s.
HCM 
Official Boards and Commissions Reminder
  • If you see a supervisory organization that has (Official Board) after the name, please do not make any changes to the positions, or the members.
    • Example – Oregon Medical Board (Official Board)
  • If there are questions about a position or a member, create a case in Workday.
Agency Specific Boards and Commissions Update
  • We are working closely with DAS/CHRO on guidance related to the Agency Specific Boards and Commissions.
  • The QRG was submitted last Thursday for approval.
  • Documents need to be finalized and put into production in Workday.
  • More information and direction will be coming soon.
General Information & Reminders
Compensation – Salary Selectives/Class Studies - Just a reminder, many updates have been made to the compensation structures due to salary selectives/class studies. Please continue to prioritize making appropriate updates to affected employees/positions.  As a reminder, delays in processing may affect the employee’s compensation (possible under or overpayments). Additionally, it may impact future efforts such as truncations, the Equal Pay Project, and Budget Projections. If you can, please continue to make those a priority. If you have questions or need assistance, please don’t hesitate to submit a Workday Help Case.

Job Changes - HR Partners, please remind your management teams to work with you on job changes when the worker has worker earning overrides on cost allocations. These should be ended by the sending agency prior to the job change.

Onboarding – Please encourage employees to complete onboarding tasks instead of suggesting they complete one-off tasks. During onboarding, employees need to first complete other tasks such as the I-9 (federally required within 3 days of hire), before they get the direct deposit and tax withholding tasks. Some employees are still at the I-9 step and skipping straight to the direct deposit step, this is creating problems for the employee. If the employee completes the tasks from the onboarding process, Workday automatically serves up the next task in their inbox eliminating the need to search for specific tasks.

Workday Central Team - Reminder, elevated role users are our customers. Please do not create cases on behalf of your agency employees to the Central Workday Team. Our focus is to support you so you can support them.

Oregon1 and Production is refreshing this Sunday.

For those with elevated roles, your Workday System News announcement will be moved to the top right of your screen as of Saturday, Mar. 9, 2024. Systems News contains a link to Oregon1, the link to the Workday Wednesday Notes, a link to the Agency Readiness Contacts list, and other information as it needs to be shared.

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

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

In partnership,
The Workday Oregon Team

​

2/28/24 - Workday Meeting Recap
​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


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

For the current release, 2024R1, the central Workday team will be taking a staged approach to rolling out adopted updates:
  • The initial focus is on items that are automatically being made and communicating anything that will impact user experience.
    • ​Several of the items we will look at today are related to accessibility updates.
  • The second stage is on changes that require some kind of setup and will meet a need or enhance the user experience.
  • The final stage is our evaluation remaining potential changes, these items may have a significant impact to user experience or might not be possible once fully evaluated.
Release Considerations
Each release cycle starts out with Cautious Optimism and ends in ‘excitement’, ‘we’ll take it’, or ‘not for us, at least not yet...’.

Cautious Optimism:
These updates look great!
I need to dig into each component to see if it:
  • Is enabled
  • Is truly doing what we think it should be based on the description
  • Works with our configuration
Note: We have a strong voice with Workday and the Public Sector employers who use Workday. We will continue to explore, advise and encourage that as many of these items as possible align with the needs the state on all of your behalf.  Please continue to share your ideas and recommendations through interactions with our Administrator teams in meetings, send in cases, and we will continue to work towards making Workday work better for you as much as we can every day.

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

We’ll Take It – This isn’t exactly what we needed/wanted but it’s a step in the right direction, hopefully the next release will address our needs further.

Not for us, at least not yet – We can’t adopt this feature for all kinds of reasons. Such as, we don’t have the subscription/module for this particular functionality, doesn’t work for high volume transactions/employers of our size, public vs. private sector, external vs. internal access, CBA/Policy mandates, incompatible configuration, etc.

User Experience Changes
General Updates
Pop-Up Header Update & Right Aligned Footer Buttons
  • Added a page header with an ‘X’ to close the page.
  • In the footer moved and inverted the ‘OK’ and ‘Cancel’ buttons.
Note: This will impact job aids and knowledge articles. This is a specific change to pop-ups such as when you are doing a task.

Recruiting Updates 
Recruitment History Timeline
Update to the Recruiting History Timeline on a Candidate Profile and Confirmed Opt-In.

Opt-in Emails and How They are Generated:
  • When external candidates sign up for job alerts or sent a message through Workday outside the context of a job application, they receive a confirm opt-in message from Workday and the candidate must first opt-in to receive the message.
  • This prevents our recruiting marketing messages from being marked as spam and being blocked.
  • To help recruiters identify where candidates are in the process, and if a message was received, Workday is making a change to the recruiting history timeline to add that information.​
Update to Display Opt-In Message Sent:
  • Associated message will show as pending in Recruitment History Timeline
  • Candidate confirms opt-in.
  • Once confirmed, the message will show sent along with date and time.
  • Status can be viewed from the requisition grid, contact tab.
  • View status and resend opt-in message can be done from the candidate profile > candidate actions.
Candidate Pool Search Criteria
  • This update enables you to select Skill Cloud skills for dynamic candidate pools. Unlike other search criteria, skills search works on an “OR” premise.
  • The skill search does not search the full application, it only compares the selected skills section on the application. Whereas, the keyword search, searches the full application job history and work experience.
  • Candidates may have listed their skills in their education or job history rather than in the skills section, so you want to continue to use the keywords search.
  • Keywords search works on an “and” function.
General HR Updates
Team Highlights for Managers on Workday Home
  • Managers get notified when there are development items overdue, or an upcoming check-in is scheduled. 
  • The check-in shows two weeks before each check-in date and disappears after the check-in date. 
  • Allows easy navigation to the check-in right from the Manager’s home page.
General Updates
Announcement Location Change
  • Announcements will be moving to the top of the Workday homepage.
  • Announcements will be a single tile now featuring left and right scroll arrows to look through the different announcements.
Additional Homepage Changes
  • Workday has converted the “Inbox” to be called “My Tasks”.
  • Career App is retired and will be removed from Workday entirely.
Talent & Performance
Check-Ins Update
  • Workday is making the user experience more friendly when creating check-ins.
  • The attachments box will be smaller, moved up, and now the managed topics box will be circled to try and draw the user’s eyes to completing the manage topics section instead of creating a check-in and missing it.
Goals Update
  • Workday has completed modifications to the user interface regarding Goals.
  • Before the Goals section would be in the left navigation under Individual Goals.
  • Goals will be a tile and then all the different goals are going to be displayed as separate tiles all on the same page.
  • Users will have the ability to archive. There will be tabs to differentiate individual goals from archived goals and organization goals.
General Information & Reminders 
Reminder – This is a special Workday Wednesday. We will have our regularly scheduled Workday Wednesday on March 6, 2024.

Many of the changes discussed today will be implemented into the system the evening of Friday March 8, 2024, to the morning of March 9, 2024.

Oregon1 is NOT refreshing this Saturday.

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

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

In partnership,
The Workday Oregon Team

​

2/21/24 - Workday Meeting Recap
​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
Release Items
Approved February Release Items
  • Various new Time Entry Codes, Costing Override adjustments, updated Calculations Tags
  • Change the deduction DAS – SunLife to not track arrears
  • Correct Daily Overtime and Shift III issues
  • Various CPERS Reporting updates
  • Correct Worker Benefit Fund (WBF)
  • Overpayment and Underpayment Summary Reporting
  • Workforce Liaison and I-9 Reports
  • Address issues with Bereavement Leave and Jury Duty time offs for Multiple Job Workers
  • Reports for Military Leave
  • Add “Workers Compensation” reason code to appropriate time off request
  • Update Internal and External Candidate Notification with Company Name
  • Update the earning codes according to the AFSMCE Security Plus 2023-205 CBA Changes
  • End Remote Work Notifications
Note: All of these release items are in production with the exception of the Overpayments and Underpayments Summary Reporting. The report is still getting finished and will be available in production shortly.

Note: There will be a special Workday Wednesday presentation next week on Feb. 28, 2024, where we will be focusing on what we will be adopting out of the Workday Inc. release items.

Payroll & Time Tracking 
February on-cycle (run 1) payroll processed on Feb. 26, 2024
  • February off-cycle time entry cutoff was 5 p.m. on Feb. 23, 2024
  • No time entry in Workday from 5 p.m. on Feb. 23 until 8 a.m. on Feb. 27, 2024
    • 24/7 agencies will have until 5 p.m. on Sunday Feb. 25 to enter time.
  • No daily check (off-cycle) processing on Feb. 26 and Feb. 27, 2024
Note: Payroll Processing calendar 2024 is located as follows:
Central Payroll Case Management Status Update
  • Workday Team is closing out as many cases as possible in the month of February as part of the February Burst.
  • Moving from Stabilization period to “Steady State” (normal operations).
  • Key Factors:
    • When Case Mgmt. responds to case it will remain open for 2 business days.
    • If the case is requesting an action only Workday Central Payroll Support can do (i.e. run retro) Case will be closed as part of our response back to the agency. Agencies still have one week to respond to re-open a case, if needed.
  • Please continue to work your cases daily to help us close out cases.
Central Payroll Case Management Stats
Case Overview:
  • 420 Open Cases
Note: Report Date: Feb. 2, 2024

Central Payroll Case Overview:
  • ​213 Open Cases
Note: Report Date: Feb. 20, 2024

W4 Exempt Status Update
W-4 Exempt Status updated in Workday for 2024:
  • DAS Workday Payroll updated employees with a 2023 filing status of Exempt to a 2024 filing status of Single or Single and zero as of last Friday, Feb. 16, 2024.
  • This was done since Federal, and the State of Oregon have a due date of Feb. 15, 2024, to file a new W-4.
  • There are four lists uploaded to Workday Drive: Payroll Partner Resources>2024>Taxes.
    • 2024 Federal W-4 Exempt Status change.
    • 2024 State W-4 Exempt Status change.
    • 2024 Other States W-4 Exempt Status Change
    • Out of State W-4 Exemption Filing Requirements
  • E-News on W-4 Exempt Status went out to Payroll Partners Feb. 20 and included a sample email to communicate this filing status change with employees in your agency.
  • Employees would need to update their W-4 by Friday, Feb. 23, 2024, to be effective for the March 1, 2023, payslip.
W-2 Correction Updated Instructions:
  • E-News went out Feb. 17, 2024
    • Corrected W-2 Handout
    • Corrected W-2 Form
  • W-2 Corrections with the incorrect SSN will have the full SSN printed the corrected W-2 all others will be masked with last four digits displayed.
Upcoming Payroll Workshops
Seasonal
  • Mar. 5, 2024
  • Offer best practices and guidance until the new business process in Workday has been tested, approved, and released later this year.
  • Structured as more as a workgroup as this is a temporary guidance.
Overpayments
  • March 19: Main Workshop session
  • Information on Overpayments, guidance on how to troubleshoot with a demonstration.
  • April 2-4: Practice & Application sessions
  • Small groups walking through troubleshooting together with insight and feedback from SME’s.
Please send all questions regarding upcoming Workshops to: anne.clark@das.oregon.gov​

Compensation 
Compensation Info/Reminders
Salary Selectives/Class Studies:
  • Majority of retroactive (effective 2/2024 or prior) structural changes have been completed and notification sent to impacted agencies.
  • Agencies review/update workers and positions impacted by salary selectives and/or class studies (job profiles/grade profiles) – per CBA/Policy.
  • Ensure the workers/positions are up to date and accurate.
  • Updates may impact downstream efforts.
  • Cleanup of items no longer being utilized.
Retroactive Actions Reminder:
  • When completing retroactive actions, you will need to correct any additional actions that are effective dated after the retroactive action. Workday does not automatically “roll forward” a retroactive change.
  • Ex. If you make a comp change effective 7/1/23, you will need to also correct actions effective after 7/1/23 (such as 12/1/23 COLA, Merit action, PERS Pickup, etc.).
  • Tip: With retro actions, we recommend using the compensation history to review past compensation vs. the Pay Change History screen.
Note: As a reminder, if you have retro comp change that needs to be done and there has been a job change since, you will need to reach out to our team via a Workday case as you will not be able to change compensation on a prior position. In your case, please be clear and precise with what you need changed on what date, reason, grade profile, salary and step.

Reports:
  • CMP | Workers with Mismatched Job Profile/Grade Profile
  • BGT | Position Management Detail Report
  • HCM | Employee Events by Selection Report
  • CMP | Workers Off Step (within Range)
  • CMP | Workers Above Max or Below Min
  • PAY | Status Check Retirement Start Date in Selected Date Range
  • And more in the Human Resources Reports Application (compensation reports tab).
Truncations:
  • Planning work has started on truncation efforts, currently reviewing structure changes/updates that will be necessary.
  • Working with DAS C&C to implement in mass (on behalf of the agencies).
  • More information/communications to come.
Workday Foundations
In this Workday Foundations, we primarily cover Job Changes.

The Workday Foundations slides and recording can be found here.

Upcoming Workday Foundations training will cover additional jobs, reclass and primary job swap. We decided to break out these specific areas because there is a lot of information to share with regard to additional jobs.

General Information & Reminders
Oregon1 refresh was completed Saturday, Feb. 24.

Workday Release Information – Special Workday Wednesday next week, Feb.28. Workday announcements will be moving to the top right of the Workday homepage.

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

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

In partnership,
The Workday Oregon Team

​

2/7/24 - Workday Meeting Recap
​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
Release Items
February Release Items
  • Various new Time Entry Codes, Costing Override adjustments, updated Calculations Tags
  • Change the deduction DAS – SunLife to not track arrears
  • Correct Daily Overtime and Shift III issues
  • Various CPERS Reporting updates
  • Correct Worker Benefit Fund (WBF)
  • Overpayment and Underpayment Summary Reporting
  • Workforce Liaison and I-9 Reports
  • Address issues with Bereavement Leave and Jury Duty time offs for Multiple Job Workers
  • Reports for Military Leave
  • Add “Workers Compensation” reason code to appropriate time off request
  • Update Internal and External Candidate Notification with Company Name
  • Update the earning codes according to the AFSMCE Security Plus 2023-205 CBA Changes
  • End Remote Work Notifications
​Payroll & Time Tracking 
January off-cycle (run 2) payroll will process on Feb. 9, 2024
  • January off-cycle time entry cutoff is 5 p.m. on Feb. 8, 2024
  • No time entry in Workday from 5 p.m. on Feb. 8 until 8 a.m. on Feb. 12, 2024
  • ​No daily check (off-cycle) processing on Feb. 9 and Feb. 12, 2024
Note: Payroll Processing calendar 2024 is located as follows:
  • Workday Oregon Website: workday.oregon.gov
  • Workday Drive: Drive>Payroll Information and Resources>Workday Processing Calendar
https://wd5.myworkday.com/oregon/email-universal/inst/21037$23407/rel-task/2998$33471.htmld ​

W-2 Update
  • Jan. 29, 2024, DAS PnD mailed 2023 Form W-2 to all employees
  • Workday Announcement is up regarding how to get to online W-2 in Workday
  • W-2 Resources are available in Workday Drive
    • Talking Points
    • FAQ
    • Communication sent to enterprise and E-News
  • Work addresses should only have a usage of Business.
  • We had approximately 300 workers who had their W-2 mailed to their work address.
    • This happened due to the work address being labeled as usage “mailing” in the employee profile contact information.
  • When creating W-2s, Workday looks to the usage fields and uses the "mailing" designation first. If there is no usage, the Home (Primary) address is used.
  • MAY 2022 – Workday turned off the ability for an employee to update their work contact information.
  • Most of these mailing designations on work location occurred prior to May 2022 and there is an effort underway to clean-up the work mailing designation to prevent future issues.
VOYA Deferred Comp and/or Roth IRA Percentage-Based Deduction Update
  • Implementation date for the VOYA Deferred comp update is being postponed to March Payroll to allow time for employee to complete the Oregon State Savings Growth process for adjusting percentage-based deductions.
    • Employees who have a percentage-based deduction will have this update on the first of the month pay and the mid-month pay with the first deduction happening on April 15, 2024, pay.
  • This change is a system update to correct the percentage-based deduction of VOYA deferred comp and/or Roth IRA for employees who elected a percentage-based deduction from their pay and have multiple payments in a pay period.
  • A list of impacted employees will be provided to payroll partners.
PERS Corrections:
  • If agencies are doing PERS corrections and there are no wages to deduct from or the employee has termed, the agency will need to send a BT over to Central Payroll as there has to be something to deduct from for PERS deductions.
Multi Job Worker Leave Payout:
  • When an employee has multiple active jobs, leave payout requests go to payroll partners for all positions.
  • If the leave payout request is not for the position at your agency, please do not send the leave request back.
  • Sending the request back will delay the leave payout request for the employee.
Other Payroll Expense Test Teams
  • The OPE Reallocation Resolution process will reallocate OPE costs outside of Workday every payroll run and will interface to SFMA and the State Datamart (Workday Payroll and SFMA Tables).
    • For audit purposes, detailed reports from the reallocation process will be provided to agencies in Workday Drive.
    • We have completed a manual data cleanup for OPE expenses that were not allocated correctly during the payroll periods of December 2022, Run 1 through November 2023, Run 2.
  • We are now preparing to initiate Phase 2 Testing; testing of the automated OPE Reallocation Resolution process.
  • To begin the Phase 2 effort agencies have been asked to complete one survey per agency with their agency test team contacts.
    • Testing cadence will follow a timeline set by the Workday OPE Project Team.
    • A kick-off meeting scheduled for Feb. 7, 2024, from 8:30-9:30 a.m. will review all test requirements.
    • Agency Finance Managers may be reaching out to Payroll and Human Resources to gather participants for this testing.
Workday Foundations 
We are beginning a new educational series called Workday Foundations, where we will go through the life cycle of an employee in Workday. We kicked off the series covering Worker Data and the Hire Process. Requisition and candidate profile tips were shared, along with important information on how to process the hire so you don’t end up with errors preventing you from completing actions, and to ensure accuracy. Future Workday Foundations series topics will include Job Change, Additional Jobs, Compensation Change, and Terminations. The Workday Foundations slides can be found here:

General Information & Reminders 
Onboarding – It is important for workers to complete new hire tasks through the onboarding process, such as payment elections, which come after the Federally required I-9. We have been seeing cases where someone notices that a worker doesn’t have a payment election, and then is manually initiating the payment election task when it is already in the onboarding process. Once the I-9 is done, the task will come up in the employee’s inbox. You just need to get the I-9 process completed as soon as possible.

Terming Employees – Manage Business Process for Workers. This is the Manager’s opportunity to cancel or reassign tasks assigned to, or about the separating employee. It’s important that these tasks are addressed because if the employee returns, they still have them in their inbox from when they were originally hired, and it causes challenges and confusion for HR folks. Please share the importance of completing this task with your managers.

Workday Announcements will soon move to the top of the Workday homepage.

Oregon1 is refreshing this Saturday. OR1 will not be held from refreshing this month as previously communicated.

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

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

In partnership,
The Workday Oregon Team

​

1/17/24 - Workday Meeting Recap
​​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates
January Release Items
  • Payslip Updates – using a BIRT Custom Report
  • Correct downloaded print (PDF) version of Position Descriptions – BIRT Report
  • VOYA deferred comp want % to deduct every payment but not flat amounts
  • Agency Time Review, View Access to Worker Schedule
  • 3 updates to streamline processes for the central Workday team
  • 2024 Governor’s State Employees Food Drive
  • Job Change – Help Text for HR Partner
  • CPERS Integration related update
  • 2 HCM Hours Worked reports
  • Additional option for drop down in building PD’s on position restrictions for Work Contacts
  • Approximately 14 CBA related updates
  • Multiple Compensation updates related to CBA/Policy
Note: Communication for these items will be going out based on the impacted audience.

Payroll & Time Tracking
January on-cycle (run 1) payroll will process on Jan. 26, 2024
  • January on-cycle time entry cutoff is 5 p.m. on Jan. 25, 2024
  • No time entry in Workday from 5 p.m. on Jan. 25 until 8 a.m. on Jan. 29, 2024
  • No daily check (off cycle) processing on Jan. 26 and Jan. 29, 2024
Note: Payroll Processing calendar 2024 is located as follows:
W-2 Printing and Distribution
DAS Workday Payroll is working with DAS Printing and Distribution (PnD) on the 2023 W-2 file this year, which will require a change in distribution and billing.
  • Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023.
  • Billing Change: Agencies will be invoiced based on the total FTE count.
  • W-2 Related Communication: 
    • Enterprise email is targeted for distribution to employees Jan. 18, 2024.
    • W-2 Talking Points and Resources will go out to Payroll Partners today.
Note: We do not have a timeline other than the fact W2’s will be printed and mailed out prior to Jan. 31, 2024. W2’s that cannot be sent due to incorrect or incomplete addresses will be returned to DAS. We will work with agencies directly on how to get those W2’s sent out to those employees.

Note: We will be sharing via E-News regarding W2’s being available within Workday and the steps to find them.

Verifying PEBB Open Enrollment
Verify My Information App updated with the message below to direct employees to the benefits section of their profile, to verify 2023 Open Enrollment benefits:
To view your PEBB Benefits follow the steps below or access the knowledge article: Overview of Benefits
To navigate directly to Benefits in Workday:
  • From the Workday homepage click on your profile icon/picture and select “View Profile”
  • From the menu on the left select “Benefits”
  • You will see PEBB and PERS enrollment information
  • If there are discrepancies, please visit the PEBB website to verify your benefit elections.
    • If a change is needed, or if you have additional questions, please contact your agency payroll office for assistance. Note: PEBB is the system of record for this information and if there are discrepancies, please reach out to PEBB to correct it in PEBB or create a case to correct it in Workday.
  • For any discrepancies in PEBB 2023 Open Enrollment benefits, create a case.
    • If needed, the Payroll Partner can also make the entries via pay input.
January Release Communication
Payslip Update: The update is on the PDF version of the Print Payslip Image, which will be effective for the Feb. 1, 2024, payslip:
  • Added company name, address, phone number to upper left.
  • In the upper right corner, added: “If you have questions contact your agency payroll office.”
  • Time Off Balances Box removed from Print Payslip Image version of payslip.
  • “How to Read Your Payslip” Guide and Knowledge Article have been updated as additional resources for this change.
  • Communication will go out via E-News by the end of the week.
VOYA Deferred Comp and/or Roth IRA percentage-based deduction update
  • This change is a system update to correct the percentage-based deduction of VOYA deferred comp and/or Roth IRA for employees who elected a percentage-based deduction and have multiple payments in a pay period.
  • A list of impacted employees will be provided to payroll partners.
  • Impacted employees will see the percentage-based deduction in both the first of the month pay and the mid-month pay with the first deduction happening on Feb. 15, 2024, pay.
Job Change – Help Text
The purpose for this change is to aid in timely and accurate leave adjustments during a job change to another agency.
  • Receiving/Gaining agency HR Partner will be required to add a comment that indicates how many hours of leave the agency will accept based on negotiated offer letter and the employee’s new position/representation.
  • Sending Payroll Partner can view these comments and adjust and/or payout leave accordingly.
    • Receiving HR Partner initiates job change. 
    • Sending Manager reviews and confirms effective date. 
    • Receiving Manager reviews and confirms all position/offer position information. 
    • Receiving HR Partner reviews and confirms all position/offer position information. Adds note for Payroll Partner with amount of leave that agency will accept for this transfer.
    • Sending Payroll Partner reviews notes left by Receiving HR Partner. Adjusts / pays out leave balances.
    • Receiving Payroll Partner reviews all leave and pay related information. Assign Work schedule.
Note: For Payroll Partners, the Workday Drive document has been updated. Once this is approved and released, the updated version will include where to find the notes that the HR Partner wrote and will contain a lot of additional information about the steps to take to view the notes and how to do the adjustments and payouts. Then we will work on creating a knowledge article on that information. This will be shared via E-News.

Note: There will be an announcement in Workday regarding payslip changes. We are providing the payslip changes to Payroll Partners via E-News. We encourage agencies to send out communications to their employees too.

Data Integrity Group 
Workday Foundation Series
We will be starting our Workday Foundation series at the first Workday Wednesday in February 2024. We will be going over the details of the different business processes and things to remember. Once we are finished with the series, they will be available with the rest of our learning tools.

We will go over worker data, especially in relation to pre-hire candidate events. Then we will walk through the hire process as well as talk about all the data points such as why they are important, where they go, and what to do if something goes haywire.

In the future, we will cover job change, additional jobs including rotations and additional paid jobs, compensation changes of all types and sizes, terminations, and primary job swaps. Please stay tuned and invite anybody who does not normally come to a Workday Wednesday that might benefit from this series.

General Information & Reminders 
Our team annually reports our Workday counts to Workday for our licensing costs. For our Learning Community – This is a reminder to please inactivate extended learner accounts when appropriate. For example, if an extended learner has completed their learning and is not expected to log in again in the six months. Reactivation is simple, if needed. If you need assistance with inactivating or reactivating, open a help case and we will be happy to help you. We need to remain under 50K users to keep our costs down. To aid in this effort, this week we will be inactivating accounts with 0 enrollments and have had no logins since Sep. 1, 2023.

Oregon1 is refreshing this Saturday.
  • ​​Starting mid-February, we anticipate a large testing effort will happen in OR1 related to the Labor Cost Coding effort that multiple agencies will be involved in. Testing is anticipated to take several weeks. During this time, OR1 refreshes will happen according to testing needs. We will communicate an anticipated refresh schedule and any ongoing updates as soon as we know they will be happening.
For those who can’t attend, please make sure your teams (HR, payroll, budget, etc.) know where to find the Workday Wednesday meeting notes.

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

In partnership,
The Workday Oregon Team

​

1/3/24 - Workday Meeting Recap
​​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.


Workday Release Updates 
Release Items
Workday eligibility has been updated for Special Day. It was granted to unrepresented employees per the Governor’s Office for calendar year 2024.

January Release Items
  • Payslip Updates – using a BIRT Custom Report
  • ​​​Correct downloaded print (PDF) version of Position Descriptions - BIRT report
  • Correct downloaded print (PDF) version of Position Descriptions – BIRT Report
  • VOYA deferred comp want % to deduct every payment but not flat amounts
  • Analyzing multiple Leave Payout Requests – Approx. 5
  • Agency Time Review, View Access to Worker Schedule
  • 3 updates to streamline processes for the central Workday team
  • 2024 Governor’s State Employees Food Drive
  • Job Change – Help Text for HR Partner
  • 3 CPERS Integration related updates
  • 2 HCM Hours Worked reports
  • Additional option for drop down in building PD’s on position restrictions for Work Contacts
  • Approximately 14 CBA related updates
  • Multiple Compensation updates related to CBA/Policy
Note: The report “TT | Reported Time Tracking Hours and Allocation” can be ran by the agency timekeeper, agency payroll partner, as well as the payroll analyst roles. In running the report, put the dates being requested in the reported From and To fields, and the employee’s name. Once the report comes up, there is a column called Worktags where it can be filtered for the worktag “Time Worked: Telework in State”. Provided the employee tagged time with this worktag, you will see it on this report.

Note: FMLA, OFLA, and Paid Leave Oregon are now all encompassed in Protected Leave. Family Medical Leave balances and the leave type selections in the drop down are no longer available in Workday. Starting in 2024, Protected Leave will encompass FMLA, OFLA and Paid Leave Oregon. A message from CHRO to all HR offices was sent recommending agencies send updated information to their employees. Please visit the CHRO Paid Leave Oregon website for more employee resources:

Payroll & Time Tracking 
December off-cycle (run 2) payroll was processed on Jan. 8, 2024
  • December off-cycle time entry cutoff is 5 p.m. on Jan. 5, 2024
    • Cutoff for 24/7 agencies is Jan. 7 at 5 p.m.
  • No time entry in Workday from 5 p.m. on Jan. 5 until 8 a.m. on Jan. 9, 2024
  • No daily check (off-cycle) processing on Jan. 8 and Jan. 9, 2024
Note: Payroll Processing calendar 2024 is located as follows:
PEBB Open Enrollment Files were loaded to Workday Dec. 15, 2023
  • The daily PEBB integration file has been on hold since Nov. 17, 2023, to allow time for processing the 2024 Open Enrollment PEBB files.
  • Open Enrollment & the Daily files were loaded by Dec. 15, 2023.
  • For December terminations (if the employee is eligible) please validate their benefits in PEBB’s system and then compare it to Workday.
  • If there are differences, then create a case so DAS’ Workday support team can make those benefit changes. If needed, the Payroll Partner can also make the entries via pay input.
  • Communication was sent out Dec. 19 via E-News regarding the “Verify My Information” app in Workday. Payroll/HR Partners can share this information now for employees to verify their Workday Profile information including PEBB Benefits.
W-2 Printing and Distribution
DAS Workday Payroll is working with DAS Printing and Distribution (PnD) on the 2023 W-2 file this year, which will require a change in distribution and billing.
  • Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023.
  • Billing Change: Agencies will be invoiced based on the total FTE count.
  • Action Item: Please remind employees to update any address changes by Jan. 10, 2024, so the W2’s will reflect the correct address.
  • W-2 Related Communication: 
    • Initial W-2 communication for Payroll Partners and HR is targeted to go out via E-News Dec. 8, 2023. 
    • Communication around access to copies of online W-2 and general W-2 related information will be shared with employees by mid-January. 
    • Payroll, Human Resources, and Agency Leadership will have access to W-2 Resources in advance of communication going out to employees.
Note: If you have a website or would like to do a notification to employees, we highly encourage for employees to make sure they update their address by Jan. 10, 2024, because the address that is listed in Workday is the address that will be used for W-2’s.

Year End W-2 & W-4 Reminders
W-2s
  • For printed W-2s all employees will have the same employer displayed – State of Oregon.
  • W-2s will use the address in Workday as of Jan. 10, 2024.
Note: Once W2’s are complete, payroll partners will have access to employee W2s. Pull up the employee’s profile and go to the Pay tab. Select Tax Documents from across the top. This will be available after the file is sent to the DAS Print Plant.

W-4s
  • Employees filing as exempt must fill out a new W-4 each year.
    • Feb. 15, 2024, is the deadline for completing new W-4 for exempt status.
    • If agency does not receive a new W-4 employee is reset to Single and 0.
Retiree Temps and Processing 
  • The need to wait until Run 2 completes went away with OSPA.
  • Please keep in mind - as soon as you know a retiree will be coming back as a temp, notify your payroll partners.
  • Please DO NOT process the temp hire until payroll has given you the green light that they have completed all retirement related tasks on their end. Once you have their OK, you can process the temp hire at any time.
General Information & Reminders 
Service Dates – Please audit your service dates and merit increases monthly, we know there are some refinements needed to the integration and we are hoping to focus on this work after stability is complete.

Oregon1 is refreshing this Saturday. 

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

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

In partnership,
The Workday Oregon Team

​​

12/20/23 - Workday Meeting Recap
​Please see the slide deck for the agenda and meeting content. Content not covered in the slide deck is noted below.  
​

Workday Release Updates
The following updates were approved by the Workday Change Advisory Board and are now in Production:
  • PEBB Open Enrollment – Process 2024 Elections File
  • 9 agency/union specific changes due to CBA or Policy updates
  • Review and build FLSA Work period calendars for 2024 (yearly task) and New Monthly period schedule
  • Remote Work - Update to BP for Paid Leave Oregon
  • 4 end of year related reports/activities
  • Assign Work Schedule – disallow auto approval by agency payroll partner 
  • Military Leave hour update from 15 days (120 hours) to 21 days effective January 1st, 2024
  • 3 CPERS Integration related updates
  • Creation of Longevity Leave Time Off Plan, Accrual and Time Off
  • Update the Emergency Contact Cards to display on a custom schedule
  • Protected Leave (Previously referred to as Family & Medical Leave) Update for 1/1/2024
Payroll and Time Tracking 
December on-cycle (run 1) payroll will process on Dec. 26, 2023
  • ​December on-cycle time entry cutoff is 5 p.m. on Dec. 22, 2023
    • ​Cutoff for 24/7 agencies is Dec. 25 at 5 p.m.
  • No time entry in Workday from 5 p.m. on Dec. 25 until 8 a.m. on Dec. 27, 2023
  • No daily check (off-cycle) processing on Dec. 26 through and Dec. 29, 2023
Note: Payroll Processing calendar for 2023 and 2024 are located as follows
Complete 2023 Timeline
  • Dec. 21, 2023 (Dec. Run 1) December terminations cutoff date for all final payments requests for tax year 2023. All information must be entered on the spreadsheet.
  • Dec. 26 to 29, 2023 (Blackout dates) No off-cycle payments will be issued.
  • End of December/Early January Review Deceases report.
PEBB Open Enrollment files were loaded to Workday Dec. 15, 2023
  • The daily PEBB integration file has been on hold since Nov. 17, 2023, to allow time for processing the 2024 Open Enrollment PEBB files
    • ​Open Enrollment & the Daily files were loaded by Dec. 15, 2023
  • For December terminations (if the employee is eligible) please validate their benefits in PEBB’s system and then compare it to Workday
  • If there are differences, then create a case so DAS’ Workday support team can make those benefit changes
    • If needed, the Payroll Partner can also make the entries via pay input
  • Communication was sent out Dec. 19 via E-News regarding the "Verify My Information" app in Workday
    • ​Payroll/HR Partners can share this information now for employees to verify their Workday Profile information including PEBB Benefits
DAS Workday Payroll is working with DAS Printing and Distribution (PnD) on the 2023 W-2 file this year, which will require a change in distribution and billing.
  • Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023
  • Billing Change: Agencies will be invoiced based on the total FTE count
  • Action Item: Please remind employees to update any address changes by January 10, 2024, so the W2s will reflect the correct address.  
  • W-2 Related Communication: 
    • W-2 communication for Payroll Partners went out via E-News Dec. 8, 2023
    • Communication around access to copies of online W-2 and general W-2 related information will be shared with employees in January
    • Payroll, Human Resources and Agency Leadership will have access to W-2 Resources in advance of communication going out to employees
Year End W-2 & W4 Reminders
W-2s
  • For printed W-2s all employees will have the same employer displayed
    • State of Oregon
  • ​Clear all net pay negatives before year end to ensure accurate W-2s
  • W-2s will use the address in Workday as of Jan. 10, 2024
W-4s
  • Employee filing as exempt must fill out a new W-4 each year
  • If agency does not receive a new W-4, employee is reset to Single and 0 

Year End Payroll Reminders

  • For anyone who is leaving state service in December, you MUST request an off-cycle payment by December 21, 2023. You cannot let those run with December run 1. 
General Information & Reminders
Compensation Reminders
  • COLA – validations and review of variable dollar amount allowances
  • Job Profile and Compensation Changes/updates – these are things that have been bargained through the bargaining process. We appreciate your patience as we work though the long list of changes and plan their implementation as quickly as possible.
  • New/Updated Allowances - notification sent to impacted agencies

Please carefully review effective dates, as some effective dates are already populating with 2024. 

Oregon1 is refreshing this Saturday. 

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

In partnership, 
The Workday Oregon Team

12/6/23 - Workday Meeting Recap
​Please see the slide decks for the agenda and meeting content. Content not covered in the slide deck is noted below.  


Workday Release Updates
November Release Items 
All November Release items presented to CAB were approved and have been added to Production: 
  • 2 CPERS Integration Updates. 
  • PEBB Open Enrollment – 2024 Rates. 
  • December COLA preparation/testing. 
  • Various Differential, Time Entry code, and other CBA updates. 
  • Allowances updated to pay temporary hourly employees correctly in pay results. 
  • Establish a PTO Leave Bank for IAFF and KFFA. 
  • Added a validation to all time off plans that will only allow the use of up to 2 digits after the decimal. 
Note: No issues have been reported due to the items being updated in Production.  

December Release Updates to Production since last meeting 
End of Year Reports: 
  • The required data for 5 EOY reports is available in Production. 
  • As part of the December release the data has been verified to meet the requirements. 
  • Completed Reports include Preliminary Deceased Report, Annual filings – Not state of Oregon, Form WR – Annual Withholding Reconciliation Report, Form 045 Annual Return for Backup Withholding, File 1099 with Social Security Administration.  
Premium – Pay at Half Time: 
  • Labor Relations requested this update happen prior to the holidays in November. 
  • Make time entry code Premium – Pay at Half Time (0.5) to all employees who are eligible for holidays. 
  • Change – adding eligibility for the appropriate employees to an existing time entry code. 
  • Communications: Labor Relations notified when the eligibility for that code was updated as requested.  
December Release Items - 31 items are included in the December Release, in addition to the 6 already discussed other items include: 
  • ​PEBB Open Enrollment – Process 2024 Elections File. 
  • RPT: Custom BIRT Report for Payslip. 
  • Remote Work – Update to BP for Paid Leave Oregon. 
  • 4 end of year related reports/activities. 
  • Assign Work Scheduled – auto approval by agency payroll partner. 
  • Military Leave hour update from 15 days (120 hours) to 21 days effective Jan. 1, 2024. 
  • CPERS: OT/AST Net Negative adjustments & Return of Overpayment. 
  • Creation of Longevity Leave Time Off Plan, Accrual and Time Off. 
  • Protected Leave (Previously referred to as Family & Medical Leave) Update for Jan. 1, 2024. 
  • SB128 Clergy Allowance. 
  • AFSCME Physicians need to be eligible for comp time accrual rate .3334. 
  • Change PERS Additional Contribution Rate for the PANG IAP back to 2%. 
  • Review and build FLSA Work period calendars for 2024 (yearly task) and New Monthly period schedule. 
  • Inactivate DEQ Time calculation that does not calculate shift differential on overtime hours. 
  • Nurses represented by ONA should earn compensatory time (CT) and not straight time (ST). 
  • Update the Emergency Contact Cards (Timely Suggestion) to display on a custom schedule. 
  • CPERS: Create new reasons to be able to determine monthly eligibility. 
  • CBA: Education Differential for Doctorate in Nursing – 12% (ONA). 
  • CBA: Establish 2% Financial Investigator Differential (CIA). 
  • CBA: Compensation Allowances – SART Differential (AAOS/AOCE).  
Payroll & Time Tracking  
November on-cycle (run 1) payroll was processed on Nov. 27, 2023 
  • Pay day was Dec. 1, 2023 
November off-cycle (run 2) payroll will process on Dec. 11, 2023 
  • November off-cycle time entry cutoff is 5 p.m. on Dec. 8, 2023 
  • Cutoff for 24/7 agencies is 5 p.m. on Dec. 10, 2023 
  • No time entry in Workday from 5 p.m. on Dec. 10 until 8 a.m. on Dec. 12, 2023 
  • No daily check (off-cycle) processing on Dec. 11 and Dec. 12, 2023 
Payroll Processing Calendar for 2023 and 2024 are located as follows: 
Complete 2023 Timeline 
  • Dec. 8, 2023 (Nov. Run 2) Underpayments deadline. Separated Employees with Net Pay Positive Adjustment deadline. Cash taxable reimbursements entered in November pay period. 
  • Dec. 21, 2023 (Dec. Run 1) December terminations cutoff date for all final payment requests for tax year 2023. All information must be entered on the spreadsheet. 
  • Dec. 26 to 29, 2023 (Blackout dates) No off-cycle payments will be issued. 
  • End of December/Early January Review Deceased Report. 
Clearing November Negatives 
  • To find negatives for November, follow the steps below: 
  • Run the “PAY | Retro Summary Report by Pay Group” report. 
  • Sort the “Total Difference Column” to “Ascending”. 
  • If the employee wants to let the negative deduct from the December pay period, paid Jan. 1, no action is needed. 
  • If the employee repays it (outside of Workday) by the end of the year, a BT must be submitted to Central Payroll by Dec. 6, 2023. 
  • If the employee is unable to repay by the end of year: gross up the wages in the November pay period. This must be completed by Dec. 8, 2023. If it nets to zero in retro, the DAS Workday Payroll team will complete the retro to include in the 2023 tax year. 
  • If you did a gross up and MARA and need to reverse it – make the reversing entry for the MARA and the gross up in the November pay input and if it nets to zero in retro, centrally the Workday team will complete the retro to have a 2023 date. 
  • For November run 2, we will be completing retro for $0.00 results and above (not negatives) to ensure they are part of the 2023 tax year. This is different than that other run 2 when we completed payroll for $10 or more.  
PEBB Open Enrollment Files 
  • PEBB Open Enrollment files are targeted for load to Workday after November off-cycle (run 2) Payroll Processing. 
  • The daily PEBB integration files have been on hold since Nov. 17, 2023, to allow time for processing the 2024 Open Enrollment PEBB files. 
  • Open Enrollment PEBB files are targeted for load Dec. 15, 2023. 
  • Ally daily files from Nov. 17 through Dec. 15 will be loaded by Dec. 16, 2023. 
  • As a result of PEBB daily integrations being held, any December terminations (if the employee is eligible) will need to have PEBB benefits entered in Pay Input for premiums owed by the employee. 
  • PEBB Open Enrollment communication is targeted to go out via E-News Dec. 8, 2023. 
W-2 Printing and Distribution 
DAS Workday Payroll is working with DAS Printing and Distribution (PnD) on the 2023 W-2 file this year, which will require a change in distribution and billing. 
  • Distribution Change: DAS PnD will print and distribute all employee W-2s for 2023. 
  • Billing Change: Agencies will be invoiced based on the total FTE count. 
  • Action Item: Please remind employees to update any address changes by Jan. 10, 2024, so the W2’s will reflect the correct address. 
  • W-2 Related Communication: Initial W-2 communication for Payroll Partners and HR is targeted to go out via E-News Dec. 8, 2023. Communication around access to copies of online W-2 and general W-2 related information will be shared with employees in January. Payroll, Human Resources, and Agency Leadership will have access to W-2 Resources in advance of communication going out to employees. 
Note: If you have a website or would like to do a notification to employees, we highly encourage for employees to make sure they update their address by Jan. 10, 2024 because the address that is listed in Workday is address that will be used for W-2’s.  

Year End W-2 & W-4 Reminders 
W-2s 
  • For printed W-2s all employees will have the same employer displayed – State of Oregon. 
  • Clear all net pay negatives before year end to ensure accurate W-2s. 
  • W-2s will use the address in Workday as of Jan. 10, 2024.  
W-4s 
  • Employees filing as exempt must fill out a new W-4 each year. 
  • If agency does not receive a new W-4, employee will default to Single and 0. ​ 
Year End Payroll Reminders 
General guidance on what can be done between now and December on-cycle (run 1). 
  • If the entry will pay cash to the employee of if the employee will receive a November run 2 payment, corrections can still be made in November pay input provided the NRPPT date is not set for Dec. 1, 2023. 
  • If the entry will generate a negative amount, it will not pick up with a December payment date and will process with December run 1 in 2024. 
  • DAS will be processing ZERO dollar payroll results as part of the November run 2. 
  • For anyone who is leaving state service in December, you MUST request an off-cycle payment by Dec. 21, 2023. You cannot let those run with December run 1.  
Year End Resources 
  • All Year End Forum Resources are in Workday Drive: 
  • Drive>Payroll and Information Resources>Year End Forum 
  • Workday Year End Resources Document 
  • Recording of the Year End Forum from Nov. 2, 2023 
  • Year End Forum Power Point Presentation 
Year End Forum Resources Document: 
  • Important Reminders 
  • Checklists & Timelines 
  • Report Overview & Instructions 
  • Over Payments Process Overview & Gross Up Instructions 
Year End Forum Slides: 
  • Year End Reminders Slides 7-13 includes PEBB Arrears 
  • Overpayments Slides 15-21 
  • Important Dates Slides 24-31 includes Separations and Transfers in December 
Note: If you have any questions about anything related to year end, please submit a case and ensure the case title includes the words “Year End”. We are labeling year end cases and marking those as critical above other cases.  

Class/Compensation  
December 2023 COLA 
Phase 1: includes the majority of representations that were getting the COLA (Executive Branch, Judicial Branch, Legislative Branch (except those outlined in phase 2). 
  • This phase has been completed as of Dec. 1, 2023. Agencies can proceed with validations, and allowance updates.  
Phase 1 numbers: 
  • 3804 grade profiles 
  • 36466 grade profile steps 
  • 42587 worker records 
  • ~105 errors 
  • ~45 manual updates  
Phase 2: will include Judicial Branch Judges (JE REPR), Psychiatric Security Review Board, Legislature Elected Officials (LE REPR). 
  • This phase has been completed as of Dec. 5, 2023. Agencies can proceed with validations, and allowance updates.  
COLA Reminders: 
COLA is effective Dec. 1, 2023, which is paid January. 
  • Validation – please complete the validation for the impacted employees in your agency. 
  • Hires/Job Changes – make sure to look at any hires, job changes and in flight actions, that have effective dates that were on or after Dec. 1, 2023, or changes completed after the COLA mass file ran to make sure that COLA has been properly applied. 
  • Variable Dollar Allowances – review and update these allowances as appropriate. 
  • Freeze Codes/Above Max – If a worker has a freeze code that includes a freeze for the COLA or is above max salary with the COLA included, they are not processed on the mass files. We do not process anything that is above max and remains above max. If you have something in your contract or =agreement that says they’ll get it, you will have to manually adjust those folks.
General Information & Reminders 
Oregon1 is refreshing this Saturday. For those who can’t attend, please make sure your teams (HR, payroll, budget, etc.) know where to find the Workday Wednesday meeting notes​.  

Please carefully review effective dates, as some effective dates are already populating with 2024.  

If you need help with staffing actions related to Agency Head, please work with Amber Daniels in DAS Employee Relations. Agency Heads sit above the Agency level in the Supervisory Structure and must be supported by DAS HR Roles.  

Please do not assign agency employees (or create cases on the employee’s behalf) to the Workday Team. Our role is to support you, as HR & Payroll professionals, so you can support them as your employees. If you are still new at case management or struggling, and would like some coaching, please send us a case and we will be happy to help answer your questions. We want you to feel comfortable in Case Management. It is a very important tool to help you, and your employees. 

Workday System News is located on the bottom right of the Workday homepage, in the Announcements section.  

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

In partnership, 
The Workday Oregon Team