SWITCHOVER DEADLINES

Switchover Deadlines are the latest dates for which a request or data entry should be entered or completed in our current system before the switch to Workday. Please review the topics below and ensure that those tasks are processed by the dates listed.

Procurement & Travel Services

REQUISITIONS

• Enter all foreseeable requisitions needed through 3/31/22 by 3/18/22.

• All open Purchase Orders will be closed 3/31/22 and new requisitions will need to be created in Workday in order to fulfill an order or receive or pay an invoice.

SUPPLIERS

• Enter all foreseeable suppliers needed through 3/31/22 by 3/18/22.

PCARD TRANSACTIONS

• Transactions between 3/4/22 and 4/3/22 will remain in Concur.

• Reconcile all PCard/CTA transactions in Concur prior to 4/15/2022.

TRAVEL

• Enter all foreseeable travel needed through 3/31/22 by 3/25/22.

• Travel Expense Vouchers submitted between 3/4/22 and 4/3/22 will remain in Concur.

Taking Time Off and Time Tracking

The following important dates impact our processes for taking time off and tracking our time as we transition to Workday. Please review these dates and plan accordingly. Employees will still have access to the legacy Leave Request System after we go live with Workday, starting 4/1/22, in order to view past requests and timesheets.

For questions about this information please reach out to your HR Shared Services team by phone at 254-867-4810 or 1HR4U or by email at hrservicecenter@tstc.edu.

LEAVE REQUESTS

All employees will make sure they have entered ALL Leave Requests for any time off they will request for the month of March before 5 PM on 3/25/22.

• Managers must approve all leave requests in the Leave Request System by 5 PM on 3/28/22.

• All requests in the Leave Request System must be approved (or denied) in order for the balances to move forward to Workday.

• During the week between 3/28/22 and 4/1/22, you will not be able to enter leave requests into the system directly. If you must be out during this time, managers will be able to enter a request for you using a Google Form (link to be provided) that will be entered by your Human Resources team.

• Employees will enter leave requests for time off beginning 4/1/22 directly into Workday when access is open, including all of the requests they previously entered into the Leave Request System.

• SPECIAL NOTE: Employees who previously entered a leave request in the Leave Request System that spanned from March into April will ONLY need to enter the April portion of the request into Workday. The March portion of your request has been accounted for in your leave balance transfer. For example, if you took the last week of March off (3/28 - 4/1), you will only need to enter a time off request in Workday for 4/1/22. When you get access to Workday, please verify all of your leave balances.

TIME TRACKING

Current biweekly employees who enter time into WebAdvisor:

• • Employees who use WebAdvisor to input their hours worked, will have until noon on 3/14/22 to ensure all their hours for the pay period of 2/28/22 - 3/13/22 have been submitted.

  • Managers will have until 3PM on 3/14/22 to ensure all hours for the pay period of 2/28/22 - 3/13/22 have been approved.

  • Managers and employees should no longer access WebAdvisor Time Tracking after 3/13/22

  • All time worked beginning 3/14 should be entered into Workday

All non-exempt employees who have used the timesheet reconciliation process in the Leave Request System:

• • Employees will have until 3/25/22 to submit any leave requests in the Leave Request System.

  • Managers will have until 3/28/22 to approve any leave requests in the Leave Request System.

  • Any leave requests that must be entered after 3/25/22 will be entered by the Human Resources team (a web form will be available for employees to make requests).

  • Timesheets may be reconciled in the Leave Request System for all unreconciled months prior to March now. Beginning April 4, 2022, March timesheets may be reconciled in the Leave Request System and approved by managers.

  • Starting 4/1/22 the Legacy Leave Request System will be available for viewing past leave requests and timesheets.

Biweekly employees begin to enter time worked in Workday on 3/14/22.

Monthly employees will begin entering time worked in Workday starting 4/1/22 for the purpose of maintaining timesheets.

• • First timesheet in Workday for biweekly – week of 3/15/22

  • First timesheet in Workday for monthly - month of 4/1/22.

Timesheet Amendments:

• • Employees or managers must submit an email to the HR Service Center for any amendments to time prior to 3/14/22 for biweekly employees and prior to 4/1/22 for monthly employees.

TIME TRACKING SPECIFIC EMPLOYEE GROUPS

Current bi-weekly employees who enter time into WebAdvisor

• Upward Bound teachers

• Certified Flight Instructors

• Part time Workforce Development instructors

• Employees being paid using grant funds who report grant hours worked

All non-exempt employees will enter time worked into Workday for the purpose of maintaining their timesheet

Employees who are paid based on the time entered into Workday and approved by their manager.

Any bi-weekly employee (to include):

• Student Workers

• Upward Bound teachers

• Certified Flight Instructors

• Part time Workforce Development Instructors

• Any employee who works on a holiday

• Any employee who works overtime

Employees who enter time for time tracking purposes (timesheet) only and will not have an effect on payroll:

• • Monthly Salaried Non-Exempt

Employee Recruiting

USING SUCCESS FACTORS

• Begin reducing transactions in Success Factors 2/28/22.

• Last day to input new requisitions in Success Factors 3/21/22.

• Complete hiring process in Success Factors by 3/21/22.

• Searches in progress in Success Factors on 3/21/22 will continue in Success Factors but must be completed in Success Factors by 5/21/22.

• Positions open in Success Factors will have a closing date no later than 4/30/22.

• Positions not fulfilled by 5/21/22 will be moved to Workday.

• Postings requested between 3/21/22 and and 4/1/22 will be handled on a case by case basis and will likely be held to be input into Workday on 4/1/22.

Financial Chart of Accounts

REQUESTING NEW ELEMENTS

• All foreseeable requests for new elements or adjustments to current elements (cost centers, budget sources, etc.) of the Foundation Data Model (Chart of Accounts) should be submitted by 3/21/22.