Embedded Files
Week 6
Week 6
Hello Gallaudet and Clerc Center community!
We are 6 weeks since we launched Workday for HR and Finance – please note, we will be transitioning our cadence going forward. We will provide an update on the new cadence soon. We have several important updates for you this week:
1. Understanding walk-in support
Benefits: Open Season is coming soon! The HR team is here to support you as you complete benefits enrollment for the first time in Workday.
The benefits team will be in the basement of Peet Hall from 11/14 – 11/18/2022 to assist you!
Support will be available from 9:00 AM ET to 4:00 PM ET, except Wednesday 11/16/2022 when support will be available from 9:00 AM ET to 11:00 AM ET
Please note, the HR Operations/Payroll teams will not be available for walk-in support on 11/14/2022 and 11/16/2022.
After the Fall break, HR Operations/Payroll will be reducing walk-in hours in College Hall Room 106 from 8:00 AM – 12:00 PM ET Mondays, Wednesdays, and Fridays and 12:00 PM – 4:00 PM ET Tuesdays and Thursdays.
For more information about Benefits Open Season, please check out our page in the Transformation Hub
2. Reminder: Submitting time for hourly employees
You are responsible for submitting your time by 11:59 PM ET on the last Sunday of each pay period. It is your responsibility to ensure your time is submitted by the deadline for your manager to approve. If you do not submit your time, you will not receive your pay.
The next submission deadline is 11:59 PM ET on Sunday 11/6/2022. Please note, if you work overnight on 11/6/2022 into 11/7/2022, you need to submit your time immediately at the end of your shift.
Please note, submitting time is distinct from checking in / out. Submitting time is an additional step that must be completed
What if my time isn’t correct? Should I still submit it?
o Yes! You can submit the time with a comment for your manager to make any necessary corrections.
o Please note, you will have to resubmit your time after your manager or timekeeper makes edits. Your manager or timekeeper should communicate with you when the corrections have been made so that you can resubmit the time attesting to its accuracy.
What if the “Review” button is missing and I’m unable to submit my time?
o If you are unable to review and submit your time, you are likely missing a time clock event. Either you forgot to check in or check out one day. Work with your manager ASAP so they can manually enter this check in or out for you. Once they have made the correction you can submit your time.
Please view the instructions on recording time and submitting time if you need assistance.
3. Reminder: Understanding payroll impacting actions
To ensure that employees are paid appropriately at the end of each pay period, these payroll impacting transactions must be completed by the Friday before the end of the pay period at 5:00 PM ET:
o Benefits elections changes
o Payment election changes
o Withholding election changes
We have developed an infographic that provides detail on HR deadlines and payroll impacting transactions in the Transformation Hub.
We also want to remind you about the vast resources available to help you transition to Workday. We highly encourage you to check them out and “favorite” the applicable pages for you!
Workday General Resources
Page on the Transformation Hub with answers to a variety of common, general Workday HR and Finance questions and is updated frequently
Detailed, step-by-step instructional materials for a variety of Workday HR and Finance processes such as submit time, request absence, create expense report, and many more!
Glossaries of Workday process names with their definitions. This is a great resource if you know you need to complete an action in Workday but are not sure of its name
Workday HR Resources
Page on the Transformation Hub with a calendar graphic to explain time submission and other payroll impacting transaction deadlines are due
Workday Finance Resources
Department to Worktag Mapping Document
Resource for those completing finance transactions, such as purchase requisitions or expense reports. Use this document to identify what worktag ID the legacy PeopleSoft department maps to in Workday. This document is updated, so please always check the Transformation Hub for the most recent version
Resource for those booking work-related travel. Use this guide to further understand the process for booking travel for yourself and getting reimbursed!
Resource for those completing finance transactions that require approval. Use this guide to further understand what transactions you will need to approve in Workday based on your role, how to find you role in Workday, and the dollar amount threshold for routing of additional approvals for transactions.
Spend Category Worktag Document
Resource for those who need to understand Spend Categories, which are required on several tasks in Workday including supplier invoice requests (SIRs) and requisitions. Use this file to find descriptions for spend categories in Workday as well as the IDs and the hierarchies that each category belongs to.
Grant Start and End Dates Document
Resource for those who work with grants. Use this file to find the start and end dates for active grants currently in the system. Grants have a start and end date that are associated with the Award. You may be required to enter a start and end date in order to assign a costing allocation to a grant.
ServiceNow Resources
Use this guide to understand the functionality of ServiceNow and how to complete actions within ServiceNow.
The ServiceNow Knowledge Base has articles on policies and how-to documents that can support you in understanding and completing a wide variety of actions in Workday
If you cannot find the answer you are looking for within the Knowledge Base and other resources, please open a case in ServiceNow.
Thank you for your time, attention, and patience as we continue our transition to Workday for HR and Finance! The entire Operational Transformation team is here to help.
Week 5
Week 5
Hello Gallaudet and Clerc Center community!
We are over a month out since we launched Workday for HR and Finance! We want to remind you about the vast resources available to you to help the transition to Workday, located within the ServiceNow Knowledge Base and Transformation Hub. These sites are your go-to spots for guidance on how to use Workday, with detailed instructions for you to reference. Check it out!
Please note that this is the second to last weekly Workday update communication. At the end of next week, we will be transitioning to a new cadence.
General
1. Reminder: Workday in-person support
· In-person help with Workday will no longer be provided. We encourage everyone to share their learnings with their peers, and visit the support resources we have provided on the ServiceNow Knowledge Base and Transformation Hub.
o If you still need additional support, please submit a ticket in ServiceNow for further assistance
HR
2. Viewing your next payslip
· Your next payslip in Workday, for the period 10/10/2022 – 10/23/2022, will be available to view on Sunday 10/30/2022 and paid out on Tuesday 11/1/2022
3. Reminder: Submitting time for hourly employees
· You are responsible for submitting your time by 11:59 PM ET on the last Sunday of each pay period. It is your responsibility to ensure your time is submitted by the deadline for your manager to approve. If you do not submit your time, you will not receive your pay.
· The next submission deadline is 11:59 PM ET on Sunday 11/6/2022. Please note, if you work overnight on 11/6/2022 into 11/7/2022, you need to submit your time immediately at the end of your shift.
· Please note, submitting time is distinct from checking in / out. Submitting time is an additional step that must be completed.
· What if my time isn’t correct? Should I still submit it?
o Yes! You can submit the time with a comment for your manager to make any necessary corrections. Your manager should communicate with you when the corrections have been made so that you can resubmit the time attesting to its accuracy.
· What if the “Review” button is missing and I’m unable to submit my time?
o If you are unable to review and submit your time, you are likely missing a time clock event. Either you forgot to check in or check out one day. Work with your manager ASAP so they can manually enter this check in or out for you. Once they have made the correction you can submit your time.
· Please view the instructions on recording time and submitting time if you need assistance.
o We have developed an infographic that provides detail on HR deadlines in the Transformation Hub.
FIN
4. Understanding new processes and terms in Workday
· Please refer to a new page in the Transformation Hub for a list of legacy processes/terms for finance in use prior to the launch of Workday and the corresponding task in Workday that replaces the legacy terminology
· This page is a valuable resource in understanding how to complete finance tasks in Workday that you used to complete in PeopleSoft or with paper forms
5. Reminder: Completing finance transactions
· For those completing finance transactions, such as purchase requisitions or expense reports, please note that there is an updated Department to Worktag Mapping Document
· Please use the Department to Worktag Mapping Document to identify what worktag ID the legacy PeopleSoft department maps to in Workday
· The document has been updated as of "10/27/2022". If you are using a previous version, please be aware that this document is regularly updated and should be accessed through the direct link to ensure that you are up to date.
Thank you for your time and attention and please continue to stay up to date on your emails, as there will continue to be important Workday updates!
Week 4
Week 4
Hello Gallaudet and Clerc Center community!
We are four weeks out since we launched Workday for HR and Finance and are proud of how our community has been adjusting to new ways of working. We want to remind you about the vast resources available to you to help the transition to Workday, located within the ServiceNow Knowledge Base and Transformation Hub. These sites are your go-to spots for guidance on how to use Workday, with detailed instructions for you to reference. Check it out!
This email contains updates on:
General
1. Workday maintenance outage tonight / tomorrow
2. Workday in-person support
HR
3. Submitting time for hourly employees
4. Reminder: Understanding payroll impacting actions
Finance
5. Finding suppliers in Workday
6. Understanding PO invoices
7. Reminder: Validating purchase requisitions
8. Reminder: Completing finance transactions
General
1. Workday maintenance outage tonight / tomorrow
· There will be a planned Workday maintenance outage from 2:00 AM – 2:00 PM ET tomorrow 10/22/2022.
· If you are an hourly employee, you will need to hold your time submission until Workday is back up
§ More information on standard time submission requirements can be found in the following section
· If you have a shift that overlaps with the maintenance outage, you will not be able to check in or out during this time. You will need to contact your manager or timekeeper to edit your time
2. Workday in-person support
· In-person help with Workday will no longer be provided. We encourage everyone to share their learnings with their peers, and visit the support resources we have provided on the ServiceNow Knowledge Base and Transformation Hub.
o If you still need additional support, please submit a ticket in ServiceNow for further assistance
HR
3. Submitting time for hourly employees
· You are responsible for submitting your time by 11:59 PM ET on the last Sunday of each pay period. It is your responsibility to ensure your time is submitted by the deadline for your manager to approve. If you do not submit your time, you will not receive your pay.
· The next submission deadline is 11:59 PM ET on Sunday 10/23/2022. Please note, if you work overnight on 10/23/2022 into 10/24/2022, you need to submit your time immediately at the end of your shift.
· What if my time isn’t correct? Should I still submit it?
o Yes! You can submit the time with a comment for your manager to make any necessary corrections. Your manager should communicate with you when the corrections have been made so that you can resubmit the time attesting to its accuracy.
· What if the “Review” button is missing and I’m unable to submit my time?
o If you are unable to review and submit your time, you are likely missing a time clock event. Either you forgot to check in or check out one day. Work with your manager ASAP so they can manually enter this check in or out for you. Once they have made the correction you can submit your time.
· Please view the instructions on recording time and submitting time if you need assistance.
4. Reminder: Understanding payroll impacting actions
· To ensure that employees are paid appropriately at the end of each pay period, these payroll impacting transactions must be completed by the Friday before the end of the pay period at 5:00 PM:
o Benefits elections changes
o Payment election changes
o Withholding election changes
· We have developed an infographic that provides detail on HR deadlines and payroll impacting transactions in the Transformation Hub.
FIN
5. Finding suppliers in Workday
· To check to see if your supplier currently exists in the system, open the “Create Supplier Invoice Request” task. Select the Supplier field and use the drop-down menu to review the list of suppliers.
· If your supplier does not currently exist in the system, then you may direct your supplier to the supplier registration website.
o Please ask your supplier to select the link, create a new account, fill out all details in the online form, and submit. After this your supplier creation request goes to the Strategic Sourcing team, they will determine if the request is approved. If approved, your supplier will appear in Workday, and you can begin to use this supplier for financial transactions.
6. Understanding PO invoices
· If you have a PO-based invoice that has not yet been paid, a Supplier Invoice Request (SIR) is not required. Please send your invoice (in a PDF file) via email to accountspayable@gallaudet.edu, making sure the invoice PDF has a PO / contract number mentioned
7. Reminder: Validating purchase requisitions
· Please ensure that the “Ship To” is accurate on all purchase requisitions. The system defaults to the Gallaudet University address and you will need to add the building room and number.
o This can be done by typing your building name in the Ship-To box. A list of rooms numbers associated with that building will then pop up, choose the best one for your order
§ When ordering from Staples, you will receive an error and be unable to complete your request if the Ship To address is not changed.
· Please see the instructions on requisition events from supplier website or for requisition event to request services as applicable
8. Reminder: Completing finance transactions
· For those completing finance transactions, such as purchase requisitions or expense reports, please note that there is an updated Department to Worktag Mapping Document
· Please use the Department to Worktag Mapping Document to identify what worktag ID the legacy PeopleSoft department maps to in Workday
· The document has been updated as of "10/10/2022". If you are using a previous version, please be aware that this document is regularly updated and should be accessed through the direct link to ensure that you are up to date.
We want to remind you about the vast resources available to you to help the transition to Workday, located within the ServiceNow Knowledge Base and Transformation Hub. Thank you for your time and attention and please continue to stay up to date on your emails, as there will continue to be important Workday updates!
Week 3
Week 3
Hello Gallaudet and Clerc Center community!
We are at the end of our third week with Workday for HR and Finance! We want to acknowledge the time and effort each member of our community has committed to creating a smooth transition.
We want to remind you about the vast resources available to you to help the transition to Workday, located within the ServiceNow Knowledge Base and Transformation Hub. Check it out!
We also have a few important updates for you:
1. Viewing your next payslip
· Your second payslip in Workday, for the period 9/26/2022 – 10/9/2022, will be available to view on Sunday 10/16/2022 and paid out on Tuesday 10/18/2022
2. Submitting time for hourly employees
· If you are an hourly employee, it is essential that you submit your time
· If you do not submit your time, you will not receive your pay
3. Understanding payroll impacting actions
· To ensure that employees are paid appropriately at the end of each pay period, these payroll impacting transactions must be completed:
o Compensation change requests
o One-time payment requests
o Benefits elections changes
o Period activity pay
o Hires
o Add additional jobs
o End additional jobs
o Change jobs
o Termination
o Resignation
o Payroll costing allocation changes
o Payment election changes
o Withholding election changes
4. Understanding spend authorizations and expense reports for travel expenses
· The action in Workday “Create Spend Authorization” replaces the pre-travel authorization form and must be submitted prior to booking travel
· After travel, users must create expense reports from the approved Spend Authorization in Workday to be reimbursed
· Please reference additional support materials to understand the process for travel booking and reimbursement
5. Validating purchase requisitions
· Please ensure that the “Ship To” is accurate on all purchase requisitions, especially for desktop delivery from Staples. The system defaults to the Gallaudet University address and you will need to add the building room and number.
o This can be done by typing your building name in the Ship-To box. A list of rooms numbers associated with that building will then pop up, choose the best one for your order
· Please see the instructions on requisition events from supplier website or for requisition event to request services as applicable
6. Understanding process for Purchase Order (PO) and non-PO invoices
· All PO invoices need to be emailed to accountspayable@gallaudet.edu
· Please note, only non-PO invoices require a Supplier Invoice Request (SIR)
7. Understanding the finance approval process
· In Workday, certain finance business processes route for approvals based on your security role in Workday and may have additional approvals depending on the dollar amount of the transaction
· Please reference the finance approvals guidance to further understand what transactions you will need to approve in Workday based on your role, how you find your role in Workday, and the dollar amount threshold for routing of additional approvals for transactions
8. Reminder: Completing finance transactions
· For those completing finance transactions, such as purchase requisitions or expense reports, please note that there is an updated Department to Worktag Mapping Document
· Please use the Department to Worktag Mapping Document to identify what worktag ID the legacy PeopleSoft department maps to in Workday
· The document has been updated as of "10/10/2022". If you are using a previous version, please be aware that this document is regularly updated and should be accessed through the direct link to ensure that you are up to date.
9. Reminder: Updating payment elections for expense reimbursement
· The default expense reimbursement method in Workday is by check. If you wish to be reimbursed via direct deposit, update your payment elections in Workday by clicking “Add” under the “Payment Elections Requiring Setup” section of your Payment Elections page in Workday
Thank you for your time and attention! Please continue to stay up to date on your emails, as there will continue to be important information about Workday for everyone to know!
Week 2
Week 2
Hello Gallaudet and Clerc Center community!
As you know, Workday for HR and Finance is live! We are proud to report that we have 1881 employees actively using Workday, and the number continues to climb! If you have not begun using Workday yet, please do so immediately – all employees will need to use Workday.
We want to remind you about the vast resources available to you to help the transition to Workday, located within the ServiceNow Knowledge Base and Transformation Hub. Check it out!
We also have a few important updates for you:
1. Submitting time
· If you are an hourly employee, please submit your time to your manager for approval by 5:00 PM EDT on 10/9/2022
· More information about how to submit time in Workday
2. Updating payment elections for expense reimbursement
· The default expense reimbursement method in Workday is by check. If you wish to be reimbursed via direct deposit, update your payment elections in Workday by clicking “Add” under the “Payment Elections Requiring Setup” section of your Payment Elections page in Workday
3. Completing finance transactions
· For those completing finance transactions, such as purchase requisitions or expense reports, please note that there is an updated Department to Worktag Mapping Document
· Please use the Department to Worktag Mapping Document to identify what worktag ID their old PeopleSoft department maps to
· The document has been updated as of "9/30/2022". If you are using a previous version, please be aware that this document is regularly updated and should be accessed through the direct link to ensure that you are up to date.
4. Purchasing from Amazon
· When accessing the Amazon supplier website, employees who are using a Gallaudet email address will need to change to a personal email address or deregister the account to gain access
o After that, if you are experiencing issues connecting to the Amazon supplier website, please log out of your previous account and clear your browser history
· For returns, orders, transactions, and general inquiries, call 888-281-3847, email or live chat with Amazon Business Customer Support
· We will continue to provide additional information as soon as we have it!
5. Reminder: Viewing pay statements in Workday
· The payslip for the period 9/12/2022 – 9/25/2022 are available in Workday now
6. Reminder: Changing your photo within Workday
· We have received questions about changing photos in Workday. We have built out a robust article on ServiceNow and the Transformation Hub that provides detailed instructions.
Thank you for your time and attention! Please continue to stay up to date on your emails, as there will continue to be important information about Workday for everyone to know!
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