aegis therapies - workday (wd)employee toolkit · in the learning center. payroll q: ... need to...

Aegis Therapies - Workday (WD)Employee Toolkit

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Workday Employee Toolkit

Where Do I Go Now? Pre-September 24, and Post-September 24, 2017 Grid Workday Frequently Asked Questions (FAQs)

o General o Training o Payroll o Finance/ Expense Reports o Recruiting o Benefits o Paid Time Off (PTO) o Leave of Absences

Appendix

How to Access the Aegis Learning Center How to Log a Support Ticket Accessing Workday_iPad Accessing Workday_Laptop Accessing Workday_Smart Phone

Aegis Therapies - Workday (WD) Employee Toolkit 1 9/27/17

Where Do I Go Now? Pre-September 24, and Post-September 24, 2017

Function

Pre-Sept. 24 Post-Sept. 24

RECRUITING

Bucks for Buddies

All referrals keyed in by EMPLOYEE at www.myinternaljobs.com in HireTalent.

All referrals are keyed in by the employee on the Careers Worklet in Workday. Locate requisition and click “refer.”

Uploading documents

Employees can upload documents directly into PeopleSoft through Self Service. Document type is selected, document is uploaded, saved and submitted. Employees can also email the document to HR Admin for updating/uploading into PS at [email protected] or to fax the document to HR Admin at 479-431-4759.

Employees can upload documents through the “Personal Information” worklet in Workday. From there they will select “Worker Document” and add the document. The manager can upload documents through the “My Team” worklet in Workday. From there they will select the employee, select actions, worker history, maintain worker documents and add the document. Employees may still send documents to HR Admin for updating/uploading by emailing the document to [email protected] or by faxing the document to HR Admin at 479-431-4759.



Function


HUMAN RESOURCES

Requesting and Approving Time Off

Employees request time off to their manager and manager has a process for approving time.

Employees request time off in Workday and Manager approves/denies in Workday. Corporate employees who had PTO time after September 24 approved will need to enter (re-request) the time in WD for tracking purposes.

Employee Pay Information

Employees access their paystubs & W2s from Global Cash Card website.

January- September 2017 individual pay stubs will be in Global Cash Card. October and going forward will be in Workday. W2s will be in Workday (some exceptions apply)

Entering Time Field staff enter their hours and visits in SMART Corporate staff (Ft Smith & Plano) clock in/out of Kronos.

Field Staff will continue to enter their hours and any visits in SMART and that time will move into Workday nightly Corporate hourly staff (Ft. Smith & Plano) will clock in/out of Workday.



Function


LEAVE OF ABSENCES

LOA, jury duty and bereavement

Employees or their direct managers request LOA in PeopleSoft. Jury duty and bereavement is requested directly to managers. HR Admin enters LOAs, jury duty and bereavement.

To request a leave between Sept. 24 and Oct. 1 the employee should contact the HR call Center at 877-858-9013 or email [email protected]. Beginning October 1, Employees or their supervisors will either call The Hartford at 1-800-549-6514 or visit www.thehartfordatwork.com to request LOA, jury duty and bereavement. Once/if approved, HR Admin will enter LOA in Workday which will launch business processes for LOA related activities, such as payroll, benefits and notifications.

Return from leave

The employee provides the LOA team with a work release. If the employee is cleared for full-duty and they return, this is keyed in PeopleSoft. If the employee is not cleared for full-duty, the LOA team reviews the circumstances and a decision is made whether or not to return the employee or extend their LOA.

To return from leave, the employee or their supervisor will request the return within Workday. The Total Rewards team will review the request and communicate its return decision to the employee and their supervisor. Once the employee’s return is entered in Workday, their system access will be restored within an hour.



Function


BENEFITS

Benefits New hires and newly eligible employees enroll in benefits in PeopleSoft and can view elections in PeopleSoft. Qualifying Life Event benefit changes are completed in PeopleSoft.

New hires and newly eligible employees will enroll in benefits as well as view elections in the benefit worklet in Workday through EasyEnroll. Qualifying Life Event will be completed in Workday in the Benefits/Easy Enroll section

Educational Assistance

Currently, employees submit application, degree plan, and course description to Benefits for review. Employees submit final grades and receipts to Benefits for reimbursement.

Employees will use Workday Spend Authorization and Expense Reports to submit documents and request reimbursement for Educational Assistance.

FINANCE

Expense Reports

Employees either complete expense reports in Coupa or submit via spreadsheet.

Expense reports will be handled through Workday for all non-Travel Card users effective 10/1. Non-Travel Card users will need to have their expense reports entered and closed out in Coupa by 9/25/17. Current Travel Card users will continue using Coupa until further notice.



Function


PROCUREMENT / ORDERING THROUGH BEACH

BEACH/DSSI Access for ordering equipment/ supplies

Employees access BEACH/DSSI from the Golden Living Home Screen/Citrix

Link is available in myCare under Workspace / manage When the DSSI login screen comes up, you will type in the following information:

Corp Code: bch Username:

facility#.theirfirstname.theirlastname

Password: (no change – use current password)


Aegis Therapies - Workday (WD) Frequently Asked Questions (FAQs)

General

Q: How do I download the Workday app and access my account on a mobile device?

A: The Workday app will be pushed to your work iPads once we go live. Additionally, we will send instructions on how to download the app.

Q: How do I get my Workday login credentials?

A: You will use the same login credentials you use when logging into Office 365.

Q: Where do I go for questions after go-live?

A: If you are working through a process and have a question, there are Quick Reference Guides located throughout Workday to assist navigating through the various processes. For a complete list of Quick Reference Guides, open the menu by clicking your profile picture in the upper right corner then choosing “Help” at the bottom of the list. If you are unable to locate the answer to your questions, please reach out to your manager for assistance. You may also send an email to [email protected].

Q: How do I log in to Workday?

A: If you are using a mobile device, you will use the Workday app. If you are using a laptop/desktop, you may navigate myCare and click on the Workday workspace located on the home page.

Q: Will logging into Workday impact my Office 365 login?

A: No, you will use the same login credentials for Workday as you do your Office 365.

Q: Will all Aegis employees have the ability to access Workday on their phones?

A: Yes, Workday is mobile. You may download the app from your phone’s app store. In the settings, use aegistherapies as the company id.

Q: Will Workday replace the Learning Center?

A: Not at this time. Aegis will continue to use The Learning Center.



Training

Q: Where are the Just-In-Time and instructor-led trainings located?

A: The Just-In-Time trainings and recorded instructor-led trainings will be located in the Learning Center.

Payroll

Q: Where do employees enter their time worked and/or visits completed?

A: Field employees, anyone providing services directly to patients, will continue to enter all their time and/or visits in SMART – just as they do today. SMART will feed into Workday each night after daily reports are run at midnight. It is imperative that all time be accurately recorded prior to leaving for the day as corrections will not be automatically updated in Workday.

Corporate employees will check in and check out in Workday. It is recommended that these employees use the mobile app for checking in and out for greatest accuracy.

Q: Will Workday replace Global Cash Card?

A: Effective the first pay period in October, employees will be able to view their pay stub in Workday. For pay stubs and payroll information prior to October 2017, employees will still have access to the Global Cash Card website to view this information. For those employees that utilize the Global Cash Card to load their pay on the card, this will remain in place.

Q: Will employees have two W-2’s at the end of 2017 – one in Global Cash Card and one in Workday?

A: Employees who were employed with Golden Living any time in 2017 and transitioned to Aegis Therapies will receive two W2s. One in Workday (Aegis) and one in Global Cash Card (Golden Living).

Employees who were employed with Aegis Therapies for all of 2017 will receive one W2, it will be available in Workday.



Q: If SMART and Workday are only going to “talk” 1 time a day, what happens if a therapist forgets to enter time and/or visits until the day or days later? For example, it is Monday of payroll and the therapist realizes they forgot to enter some time and/or visits.

A: SMART time and/or visits visit information will feed to Workday only once for the prior day. In this case, the employee would correct in SMART and would need to communicate this correction to their manager. The manager would then need to key the correction into Workday so that payroll would process as expected. If one or both actions are not completed, then a Payroll Request Form will need to be submitted to Payroll by the deadline.

Q: If an individual forgets to SYNC their iPad on a Friday night and payroll is due Monday, can the employee go into SMART Monday a.m. and enter time and/or visits or will the DOR have to do a paper process for payroll?

A: If an employee does not enter time and/or visits for the Friday prior to payroll, the employee can go into SMART Monday morning and enter their time and/or visits – AND the employee MUST notify the manager so they can enter the time and/or visits into Workday prior to submitting payroll approval.

If one or both actions are not completed, then a Payroll Request Form will need to be submitted to Payroll by 11a.m. CST Monday.

Q: What happens if a manager approves payroll Sunday night however Monday morning an employee tells the manager they forgot to log an hour of work that they completed the prior week?

A: Since the payroll has already been submitted as approved, the manager would need to complete the Payroll Request Form and send to payroll so the employee can be paid accurately. If the Payroll Request Form is sent to Payroll, then Payroll will make the correction in both SMART and WD.



Q: What if an employee tells a manager they need to correct the time and/or visits they entered for a previous day within the same pay period, however it is not the end of the pay period?

A: The employee would go into SMART and correct the time and/or visits they entered. Additionally, the employee would need to communicate the changes to their manager. The manager would need to go into Workday and enter the correct time and/or visits for the employee. Managers can do this at any time within a pay period and do not need to wait until they are approving time and/or visits at the end of the pay period.

Q: I have some therapists that work in Home Health and get paid by the visit. How will their pay be handled?

A: All employees performing Home Health will be assigned a Home Health specific job code. This may display as an “additional job” if the employee works primarily doing non-visit work. Visit rates for each type of visit performed can be viewed in the “Compensation” section for the employee. There is no change to how pay will be processed. All time and visits will feed from SMART to Workday nightly for the previous day.

Q: When an employee forgets to clock and the manager then is required to complete the payroll entry in Workday, should the employee still put it in SMART so that there is an accurate distribution between the billable and non-billable time for management reports?

A: Yes. SMART is still the system of record for billing and business intelligence so all updates should be made there before the correction is made in Workday. However, it is equally critical that the manager then completes the time entry in Workday as well to ensure pay is accurate.

Q: A therapist records their time/treatments in Smart. The following day, they realize they need to fix a treatment time/activity for a patient from the previous day. The therapist goes into SMART to make the correction. This change does not affect the therapist's clocked time in or out of this facility. Is there anything the DOR needs to do in Workday?

A: The time in Workday records only the time in and time out for a specific facility. The specific work done at that facility does not impact the Workday time, so in this case, because the in/out times are still correct in Workday, and the facility is also correct, no correction would be needed in Workday.



Finance/ Expense Reports

Q: How will we be completing expense reports?

A: Non-Travel Card users will start entering their expenses in Workday effective 10/1/17. All expenses incurred through 9/25/17 need to be entered and closed out in Coupa by 9/25/17. All expenses incurred for 9/26/17-9/30/17 will be entered to Workday on or after 10/1/17.

All travel card users will continue submitting their CREDIT CARD purchases in Coupa until further notice.

There is a just in time training on how to process expense reports housed in the learning center.

Q: Can employees submit their expense reports from the mobile app?

A: Yes. Q: Can employees submit their expense reports with attachments from the mobile app?

A: Yes, employees can take a picture of their receipt/document with their smartphone or tablet and attach the picture in the app.

Employees will be able to attach documents using the computer as well. Receipts and backup will be required when submitting expense reports

that are over $25.00.

Q: What do employees submit as proof for mileage reimbursements?

A: No paper proof required. Origination and destination cities will be required, either through pull down menu or keyed to the memo field.



Recruiting

Q: Do I still go to myinternaljobs.com to apply for a transfer or submit an employee referral (bucks for buddies)?

A: No, you will now use Workday and both can be done on the Career Worklet. A quick reference guide will be available in Workday to walk you through the process.

Benefits

Q: When is Benefits Open Enrollment?

A: Open Enrollment for benefits is Nov. 6 – Nov. 17. You will need to log in to Workday and select the Benefits EasyEnroll worklet. There will be an e-learning training for Open Enrollment Oct. 15 – Nov. 6. Elections made during Open Enrollment will be effective Jan. 1, 2018.

Q: How will employees enroll in benefits?

A: Employees will enroll in benefits through EasyEnroll, which can be accessed from Workday via the benefits worklet.

Q: Since EasyEnroll will be available on 10/1, will there be a blackout period for benefit plan enrollments?

A: Yes. There will be an enrollment blackout period from 9/24 – 9/30.

Q: I’m a new hire/newly benefit eligible employee, and my 31-day enrollment window will expire during the blackout period of 9/24 – 9/30. What do I need to do?

A: Enrollments should have taken place prior to the blackout period if your 31-day enrollment window expires between 9/24 – 9/30.



Q: I’m a new hire/newly benefit eligible employee, and my 31-day enrollment window won’t expire until after 10/1. Which system should I use to make my benefit plan elections?

A: You will need to make your elections in EasyEnroll after it becomes available on 10/1, but before your enrollment window expires.

Q: What if I have a Qualifying Life Event during the enrollment blackout period?

A: If your Qualifying Life Event enrollment window will expire between 9/24 – 9/30, then you would have needed to make elections prior to the blackout period.

Q: What if I have a Qualifying Life Event and the blackout period is during my enrollment window?

A: You will need to make your elections in EasyEnroll after it becomes available on 10/1, but before your enrollment window expires.

Q: Will my enrollment window be extended if the blackout period falls within my enrollment window?

A: No. Your enrollment window will not be extended. You will need to ensure that you make your elections within your enrollment window based on your event date.

Q: Where do I need to submit my dependent verification documentation for benefits enrollment?

A: Beginning 10/1, new hires/newly benefit eligible employees will be able to enroll their dependents in EasyEnroll prior to providing documentation. After enrollment, Mercer will send communications to newly enrolled employees advising them on how to provide the required dependent verification documentation.

Q: Who do I need to contact with questions related to my new hire/newly benefit eligible enrollment event or my Qualifying Life Event?

A: Call the HR Service Center at 877-858-9013. Their hours of operation are from 7:30 a.m. to 5:30 p.m. CT, Monday through Friday.



Q: Who do I need to contact if I’m having issues enrolling or navigating in EasyEnroll after 10/1?

A: Call the HR Service Center at 877-858-9013. Their hours of operation are from 7:30 a.m. to 5:30 p.m. CT, Monday through Friday.

Q: Do I have to log in to EasyEnroll during Open Enrollment even if I don’t want to make any changes to my current benefit plan elections?

A: YES! This Open Enrollment is an ACTIVE enrollment, meaning that you MUST make your benefit plan elections during Open Enrollment if you want coverage for the 2018 plan year. Your current benefit plan elections will NOT carry over to 2018.

Q: Will I need to verify my dependents again for 2018 since we have to make new elections through EasyEnroll during Open Enrollment?

A: No. If your dependents have already been verified, and are currently enrolled in your benefit plans, you will not need to provide dependent verification documentation again.

Q: Will my current beneficiary designations and information be populated in the EasyEnroll system, or will I have to designate my beneficiaries?

A: Every effort will be made to populate your current beneficiary designations in EasyEnroll, however you will need to log in and confirm that the beneficiaries and their contact information are still accurate.

Paid Time Off (PTO)

Q: How does an employee request PTO?

A: All PTO requests are made in Workday. Managers also approve/deny PTO requests in Workday

Q: Which worklet do you use to enter time or time off

A: Time is entered through the Time Worklet for corporate hourly employees. Therapists will continue to enter hours worked in SMART. All employees will use the Absence Worklet to enter time off requests.



Q: When an employee unexpectedly takes a PTO day for illness, how is that handled in Workday?

A: In these instances, the manager should enter the PTO time on behalf of the employee.

Q: How will an employee or manager know if the employee requesting time off has available PTO time?

A: Employees and Managers will be able to see available employee PTO in Workday. Managers will need to approve requested PTO in Workday.

Q: Will Workday allow an employee to request more time off than they have available?

A: To allow our “forward looking” accrual, there is the ability to request more time off than the employee has available on that date. The manager may send the request back or the employee & manager will receive notification the week prior to the time requested with a reminder that the employee does not have enough time available.

Q: If a manager has already previously approved PTO for time on/after 9/25 - will it carry over as approved time in Workday?

A: Corporate employees will need to make all PTO requests for any time on/after 9/25 on - through Workday - even if it was previously requested and approved in another manner. Managers will then need to approve/deny in Workday.

Field employees - If PTO requests were made in SMART for time on/after 9/25, managers will receive an inbox item to approve/deny the PTO in Workday - even if it was previously approved in SMART.

Leave of Absences

Q: One of my employees told me they need to go on a Leave of Absence. What do I need to do?

A: Have your employee call The Hartford at 1-800-549-6514 or visit www.thehartfordatwork.com to open leave request.



Q: What does an employee do if they need to request jury duty or bereavement?

A: Employees will call The Hartford at 1-800-549-6514 or visit www.thehartfordatwork.com.

Q: What do we need to do to return an employee from a Leave of Absence?

A: The employee or their supervisor will request the return to work within Workday. The Total Rewards team will review the request and communicate its return decision to the employee and their supervisor. Once the employee’s return is entered in Workday, their system access will be restored within an hour.


Accessing the Learning Center via MyCare

Page 1 of 2

Please follow the instructions below after you have logged on to MyCare.

1. Click on the tiles in the upper right hand corner and select Workspaces.

2. Click Learn. 3. Click the tile called Learning Center. 4. Type your Username that you use for logging on to O365 and Smart.

Eg. [email protected]

5. Type in the password default password Golden1 (exactly as shown) if it is the first time you are logging on. You will be prompted to change your password.

6. Following the password rules, type your default password (Golden1) in the Current Password field, and then new password in the New Password field.

7. Type the new password again for confirmation.

If you forget your password, follow the steps below to obtain a new one. 1. At the login screen for the Learning Center, click the Forgot Password link.

2. Enter your Username in the username field.

3. A screen will appear informing you to check your email to initiate the password reset process. 4. Click OK. 5. Log into your email and search for an email from [email protected]. 6. Click the email to open it. 7. Click the link that is contained within the email to reset your password.


mailto:[email protected]

Accessing the Learning Center via MyCare

Page 2 of 2

8. The Change Password screen will display. 9. Type your new password, using the rules that are displayed.

10. Type your password again to confirm it. 11. Click Submit.

Note: Your password will expire every 90 days. The system will automatically prompt you to change your password when your password has expired.


AEGIS THERAPIES | Support Ticket

To contact the Aegis Support Center, you can log a ticket online from myCare or call

1.855.855.8996.

1. To log a ticket online, log into myCare.com.

3. Select ‘Support Ticket’.

4. Log into the Support Ticket system.

5. Choose the area the appropriate area.

2. Select the waffle, then select

Help Center.


AEGIS THERAPIES | Accessing Workday _iPad

Step 2: Select ‘Let’s Get Started’.

Enter ‘aegistherapies’ as the

Company ID.

Accessing Workday on an iPad

Step 4: You will have an option to set

a Pin. Enter a Pin, and select the check

mark. Then re-enter your Pin to confirm.

*If you do not wish to set a Pin, select ‘Skip’ in

the top right hand corner.

Step 3: Log into Workday with

your Aegis credentials.

Step 5: Select the icon you need to access in

Workday:

Step 1: If you previously used

the Workday app for training,

you must delete and re-install

the app.

Search for ‘Workday’ in the App

store. Select Get, then Install.

(recommended to do this outside of

company Wifi)


AEGIS THERAPIES | Accessing Workday_Laptop

Step 1: Log into https://myCare.com with

your Aegis credentials.

Step 2: Select ‘Workday’ from the Favorites

menu.

Accessing Workday on a Laptop

Step 3: Log into Workday with your Aegis

credentials.

Step 4: Select the icon you need to access in

Workday.

Please Note: Older bricks and 6360 laptops are not compatible

with Workday.

**Please use a mobile device, or a newer laptop**


https://mycare.com/

AEGIS THERAPIES | Accessing Workday_Smart Phone

Accessing Workday on a Smart Phone

Step 1: Search for ‘Workday’

in the App store. Select Get,

then Install

Note: If you previously installed

Workday for training, you must

delete and re-install the app.

Step 2: Select ‘Let’s Get

Started’ and enter

‘aegistherapies’ as the Company

ID.

Step 3: Log into Workday

with your Aegis credentials.

Step 4: You will have an option to set a

Pin. Enter a Pin, and select the check mark.

Then re-enter your Pin to confirm.

You will also have an option to enable Touch

ID for a faster login.

*If you do not wish to set a Pin, select ‘Skip’ in the

top right hand corner.

Step 5: Select the icon you need to

access in Workday.


aegis therapies - workday (wd)employee toolkit · in the learning center. payroll q: ... need to...

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