On July 1st, we will transition to Workday, our new payroll, HR and budgeting system. It's a big change in how we handle a range of administrative tasks — and something for which we all need to prepare. Here's Tom's take on it. 

You’ve likely seen a lot of communications building up to the go-live date of July 1 and we will continue to reinforce the basics via email to inform your transition.

First, a quick explanation of two key terms:

• NON-EXEMPT EMPLOYEES: Anyone who previously completed a timesheet (USPS and OPS staff)
• EXEMPT EMPLOYEES: Anyone who only completed a LAPER (A&P and Faculty)

On July 1:

• All non-exempt employees (those who turn in a timesheet) will use Workday to report every “in” and “out” time, including the meal period, each day to ensure a complete and accurate record of all hours worked, as required by federal law.
• In the new system, it is important for non-exempt employees to record their actual work time/hours, as they will no longer be automatically paid based upon their “standard hours.” This means that if a non-exempt employee does not report their work time/hours in Workday, they will not receive payment for those hours on the next scheduled payday.
• Faculty and exempt A&P employees (those who use a LAPER) will only use Workday to report leave time.  

Other Key Dates to Plan For:

• June 24-30 
  • Non-Exempt Employees: Complete this paper timesheet and hold on to it.
  • Exempt Employees: There is nothing to do at this time except take note of leave you have taken during this period. (No LAPERS or other paperwork to complete)

• July 1 
  • Non-Exempt Employees: Use the paper timesheet and enter the time you worked as recorded on the sheet. From this point on, clock in/out (including lunch breaks) each day.
  • Exempt Employees: Enter any leave requests that started June 24 and continue through July 7.
• July 8, Noon
  • Deadline for ALL EMPLOYEES to ensure their time/leave have been logged into Workday.
• July 8, 2 p.m.
  • Deadline for ALL MANAGERS/TEAM LEADS to approve their team’s leave/time.

Other important dates to note:

• Hiring / ePAF Pause: June 24–July 7
  • Hiring and HR actions are paused during this period due to Workday implementation. All hire ePAFs should have been submitted by June 9, with effective dates of June 10-23. We will begin processing new hires and other HR actions through Workday on July 8.
    

Training:

• Managers/team leads are required to complete the following actions before/after July 1:
  • Checklist for Managers of Non-Exempt Employees
  • Checklist for Managers of Non-Exempt OPS Employees
  • Week 1 Instructions for Managers of Non-Exempt OPS Employees
    
  • Checklist for Managers of Exempt Employees
  • How to Navigate Workday Essentials – Self Service
  • Workday for Managers
  • Workday Pay & Absence
  • Workday Time Tracking for Non-Exempt Employees
• Complete Workday Training Catalog

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