Grants in Workday

Session 3

Position Restrictions

Payroll Costing Allocations

Payroll Accounting Adjustments

Grants Impact on Payroll Costing

April 20, 2017

• Overview

• Key Changes from Current to Future State & Demo

• Position Restrictions

• Payroll Costing Allocations

• Payroll Accounting Adjustments

• Grants Impact on Payroll Costing

• Q&A

• Reference Tools and Material

Agenda

Knowledge Sessions Objectives

• Early opportunity to collectively study a specific Workday topic

• Come to a deeper understanding of the topic through interactive questioning and dialogue

• Exposure to the Workday system via demos, when possible

• Become fluent in the concepts and information covered in the session

• Concepts and information presented today may change as Yale continues to improve the configuration of Workday

Success depends on participation!

If you have a question, please ask!

Test the System

Learn their assigned areas

of the systemProvide User Support

Participate in this

Community of Practice

Serve as a Liaison

Before Go-Live

“Focus on Readiness”

After Go-Live

“Support Users”

Local Workday Guruscommunity of users who can provide

business process support as a part of

their current role

Early Adapter Coach

Change Partnersfeedback and communications

channel between their business unit

and the Change Management team

Ambassador of Change

Learn about the Changes

Serve as a Liaison

Direct Users to Help Resources

Supporter Listener

Lead User Training

Change Network Roles

4

Online Videos

Financials Overview

Chart of Accounts (COA) Overview

Introduction to Worktags

Reporting

Overview of Workday

Core Concepts

Software as a Service

Configuration vs. Customization

Tenant

Supervisory Organizations

Roles

Business Process

Employee Self Service

Delegation

Inbox

Prerequisite Foundational Core Concepts

Additional resources are available at workday.yale.edu5

Simplify and standardize processes

Make it easier to get work

doneand harder

to make mistakes

Minimize administrative

work for faculty,

studentsand staff

Lower operating costs and improve

effectiveness

Provide accurate, trusted,

and timely reporting

Workday@Yale Objectives

Jan-Mar Apr-Jun Jul-Sept Oct-Dec

Training

Financials Go-Live

Prepare for Go-Live

HR/Payroll/Academic Optimization

Weekly Updates, Supervisor Updates, Information Sessions

Post Go-Live Support (including YSS, ESC, ITS Help

Desk)

2017 2018

User Testing

Financials Optimization

Timeline

COACurrent State

to Future State

Workday@Yale

Workday Sponsored Award Management Recap

• Award is the “Master” Record• The Award contains important information: Sponsor, Sponsor ID, Begin and End Dates,

Funding Amounts, etc.• Each Award has at least one Award Line

• Award Line has one Grant• The Award Line contains important information pertinent to that line: Begin and end

dates, funding amounts, etc.• Each Award Line has related Worktags that could be different within the same Award

• Cost Center• Program • Project• Assignee• Fund

• Grant is what is required as a charging instruction. When doing so, Workday populates the related Worktags (CC, Program, Project, Assignee, Fund)

Workday@YaleWorkday@YaleWorkday@Yale

Workday@Yale

Payroll Costing

Position Restrictions

Payroll Costing Allocation

Assigning Payroll Costing Role

Preparer onlyCost Center Payroll Costing Specialist

No Approval Required

Preparer OnlyYULD_Phase 2 Dept

Specialist

Preparer andApprover Roles

YULD_Phase 2 Dept LD Accountant

YULD_Phase 2 DeptManager

11

Key Changes

• In Oracle, we use Labor Schedules to assign Payroll Costing or charging instructions.

• In Workday, we will use Assign Payroll Allocation.

12

Key Changes

The Payroll Costing Business Process allows Payroll Costingat multiple levels:

• Workday offers a new feature, Position Restriction. Departmentswill be required to input default charging on all positions created through Position Management.

• Payroll Costing can also be done at:

• The Worker Position Level—Oracle Assignment level charging

• The Worker Position Earning Level—Oracle Earnings Element level

13

Assigning Payroll Costing: Future State Detailed Process Flow

Inbox task received

Create or update Position

Restriction (Position level

default charging)

Cost Center Payroll Costing Specialist

Workday Activity

New Position Created

Determine need for or change in

Payroll Costing

Create or Update Payroll

Costing

14

• In Oracle, Labor Schedule line of charging each had their own Start and EndDate. In Workday, the Startand End Date applies to the entire Labor Schedule.

• Oracle did not require labor schedules to equal 100%. However, in Workday, all Payroll Costing and Position Restrictions must equal 100%.

Key Changes

15

Like Oracle, Workday will only allow you to enter active COA Worktags in Position Restriction and Payroll Costing schedules:

• If a previously entered charging instruction becomes invalid, Workday will still allocate payroll to that charging instruction.

• Grants cannot be used as worktags in a Position Restriction.

• Workday does not redirect payroll charges to suspense if a project or grant closes.

Key Changes

16

Labor Suspense does not function the same way in Workday:

The Labor Suspense “Program” will only be used when there is no charging available on the Position Restriction and Worker Position Levels.

• Timing of Position creation and Position Restriction charging being entered will be rare.

• The Labor Suspense Program must be cleared at minimum on a quarterly bases and must have a zero balance at fiscal year-end.

Key Changes

17

As of July 2017, when requesting a One-Time payment in Workday, you will be able to enter one line of charging instructions for that payment.

This eliminates having to enter Payroll Costing at the Worker Position Earning Level.

Key Changes

18

If your One-Time payment should be allocated to more than one charging instruction, you will be required to enter a Payroll Allocation at the Worker Position Earnings Level (if the current Worker Position Level Costing is not reflective of where it should be charged).

Payroll Runs

Is there a Schedule at the Worker Position Earnings Level?

One-Time Payment Charging

Instruction Provided?

Is there a Position

Restriction?

Is there a Schedule at

Worker Position Level?

Allocated to System Generated

Labor Suspense Program

Allocated as instructed

Key Changes

19

Labor Schedules can be maintained directly in Workday or inYBT Salary Workbooks utilizing the Make-it-so functionality.

• NOTE - YBT will not be available for use in FY2018 until September, 2017.

All reporting will be in Workday.

There will be a Payroll Preview report and reports that allow you to manage your Payroll Costing Allocations and Position Restrictions.

Key Changes

20

Conversion Plans

In preparation for Workday, we will be reaching out to departments to provide default charging at the Cost Center level that will be used to populate all existing Position Restrictions.

Current Labor Schedules as well as historical schedules dating back to 7/1/2016 will be converted and uploaded into Workday. (Additional details forthcoming.)

Key Changes

21

Position Restriction and Payroll Costing Allocation Setup

DEMO

22

Position Restriction

Position Restriction

24

Payroll Costing Allocation

Enter Position Allocation by Worker or by Workers PayCode/Earnings

25

Payroll Costing Allocation

26

Payroll

Accounting

Adjustments

Workday@Yale

Payroll Accounting Adjustment

Preparer onlyCost Center Payroll

Accounting Adjustment Specialist

Approval done by Cost Center Manager

Preparer OnlyYULD_Phase 2 Dept

Specialist

Preparer andApprover Roles

YULD_Phase 2 Dept LD Accountant

YULD_Phase 2 DeptManager

28

Payroll Accounting Adjustment (PAA) replaces Oracle Labor Distribution Adjustment (LDA).

• In Oracle, the Reason field is a free-text field. In Workday, you will chose a reason from a drop-down list and then further explain the entry in the Comments field (text field).

• In Workday you can allocate payroll by $ or %, however functionality is slightly different.

Key Changes

29

In Oracle you can:

• Choose the exact dates for the salary you wish to adjust.In Workday, you must choose the entire payroll period.

• Choose multiple payroll periods which totals the adjustment.

In Workday you may:

• Choose multiple payroll periods. However, they will displayseparately, requiring you to apply charging to each.

If there is a Payroll Accounting Adjustment in process,Workday will not allow you to create a new one.

Key Changes

30

In Workday:

• Documentation can be attached directly to Payroll Accounting Adjustments.

• PAAs will now be approved by one Cost Center Manager from each cost center that is impacted by the transaction.

Key Changes

31

Currently, balances do not reflect approved transactions made on the same day.

In Workday:

• All approved PAA transactions will be reflected immediately

• These will include associated fringe and F&A assessments

Key Changes

32

Payroll Accounting Adjustment (PAA) by %

33

• Allocations by % are entered by clicking on the “+” sign

• You will not see the salary $ at this time.

• You will enter the Workers Position, Pay Component, COA, and Distribution %.

Payroll Accounting Adjustment (PAA) by %

34

Enter new charging instructions for selected Payroll and click OK.

Payroll Accounting Adjustment (PAA) by %

35

Payroll Accounting Adjustment (PAA) by %

36

Current Journal Lines

Proposed Journal Lines

Payroll Accounting Adjustment (PAA) by %

37

Payroll Accounting Adjustment by $

38

• Enter the Position(s) and Pay Component(s)

• Click the Refresh Journal Lines box to show Current Journal Lines

Payroll Accounting Adjustment by $

39

• Review Payroll Charging for the period.

• Remove any lines you do not want to change.

• Click “+” Sign to add Proposed Adjustments.

Payroll Accounting Adjustment by $

40

• EnterProposed Charging

• Click Submit

• Reviewand click Submitagain

Payroll Accounting Adjustment by $

41

Grants Impact on

Payroll

Costing

Workday@Yale

How Payroll Costing is Impacted by Grants

43

To Assign Costing Allocations:

• Very little difference between charging to a Grant versus charging to other funding sources such as Yale Designated or Gift

• When entering the charging instructions, simply enter the Grant number which will default the related worktags

• Cannot use a Grant as a charging instruction for position restriction allocations.

How Payroll Costing is Impacted by Grants

44

• Access is no longer restricted for Grants specifically (previously you needed cost transfer training)

• Three different types of Grant adjustments

• Grant Manager approves all PAAs that affect Grants to which they are assigned

Payroll Accounting Adjustments (PAAs):

How Payroll Costing Is Impacted by Grants

45

Payroll Accounting Adjustment-Cost Transfer

• PAA is greater than 90 days

• PAA affects Previously Certified Effort (PCE)

• Central Grant Cost Transfer Approver is added as an approver and documentation must be attached to justify the PAA.

This is a change from Oracle because Workday does not prompt you for justification.

Workday is unable to validate on the $2,500 threshold for cost transfers. Therefore, the threshold is no longer a criteria for defining a cost transfer for PAAs.

Questions

& Discussion

Workday@Yale

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