time tracking and absence, pto and merit · •carol is in the level 3 pto and will earn 6.6346...
TRANSCRIPT
Time Tracking and Absence, PTO and Merit
Road Show
November 2018
Agenda
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3 Changes - What’s Changing?
• Automation of time tracking and time-off using Workday
− 4,000+ associates
− January 2019 implementation
− Business Sponsors: Deb Pazdernik, Heidi Manson
• Alignment of annual Merit pay increase from January to first payroll in April
− 2,000+ associates
− March 2019 implementation
− Business Sponsors: Tracy Rhomberg, Lisa Fleming
• Enterprise-wide PTO program
− 1,700+ associates
− January 2019 implementation
− Business Sponsor: Tracy Rhomberg, Heidi Manson
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PTO
Time Tracking& Absence
Merit
Time Tracking & Absence
UPDATE
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NEW
Time Entry Workday Time Entry(Non-Exempt)
Time Off Requests Workday
Absence(All Full-time, Exempt and Non-Exempt)
Leave of Absence Request
Workday Absence(All Full-time, Exempt and Non-Exempt)
OLD
Time Entry Kronos, mainframe,
excel timesheets
Time Off Requests Kronos,
Manual Process
Leave of Absence Request
Manual Paperwork
What exactly is changing?
Reporting Capabilities Limited Reporting Capabilities Workday
Manager Dashboard
Time Entry is Easy, Quick & Accurate
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TIME
ENTRY
BENEFITS
01 02
0304
Easy as “Check In / Check
Out”
Check In/Out reduces the risk of
incorrect reporting time and is the
easiest and most accurate method
for associates!
An enterprise-wide
solution!
The time entry process will now be
consistent across all businesses!
We trust our Associates to
edit time entries as needed!
Capability to edit or adjust entries
will be available to help with the
new learning curve!
Mobile App makes it even
easier!
Enabling the mobile app provides
increased flexibility and
convenience when access to a PC
is limited or not available!
Rounding that works for you!
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• There needs to be flexibility when checking in/out. Folks don’t want to
stand around the time clock or computer waiting for a specific “time” to
occur.
• The Workday Rounding Option will help!
• Rounding is to the nearest quarter hour
Bob checks in at 8:07
System rounds down
to 8:00
Sarah checks in at 8:08
System rounds up to
8:15
Laura checks out at 5:08
System rounds up to 5:15
Tom checks out at 5:07
System rounds down to
5:00
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NEWDelegation Policy
• Consistent process across
all businesses
• A Manager can
delegate to “peers” or
higher in your reporting
structure
• Mobile App can be used
to review/approve
submitted time and time
off requests
OLDDelegation Policy
Guidelines vary by company
Don’t worry if you’re out of the office!
Approving submitted time is easy!
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Multiple Ways to Approve Time Entry
• Flexibility to approve submitted time via Mobile App
• Use Workday Inbox for individual approvals
• Use Review Time Report to approve multiple associates
Best Practice
• Managers should approve submitted time at a minimum on a weekly
basis
• Workday will provide automatic email notifications when your
attention is required!
Time Tracking & Absence Demonstration
Associates:
• Review/Modify a Schedule
• Check In / Check Out time entry
• Edit time entry
• Submitting Time
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Managers:
• Approve time entry
How will time off requests work?What if I already submitted a request?
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Time Off Request Policy
• Time Off requests can be submitted using the Absence feature in Workday or the
Mobile App to make it even easier!
• You can request time off 12 Months in advance unless otherwise directed by Manager
Managing Time Off During Transition
• If you’ve already submitted a time off request for the first pay period (12/30-01/12)
and/or further into 2019, you will need to enter this time off request into Workday.
• Communication with instructions will be sent out to assist you!
Managing time off requests is just as easy!
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IMPORTANT THINGS TO REMEMBER
• Managers are responsible for enforcing policies
− Exempt requests to be submitted in whole or ½ day increments
− Non-Exempt requests to be submitted in 15 minute increments
− Floating holidays to be submitted as whole day requests
MANAGING REQUESTS MADE EASY FOR YOU THE CHOICE IS YOURS!
• Do you want to review and approve (or potentially decline) each request? You can do that! You’ll be notified when requests require your attention!
• Don’t have time to approve? That’s OK too! All pending requests will automatically be approved prior to the close of each pay period! A notice will be sent so you’re aware!
• Managers can also initiate the time off request on behalf of their associates which will be automatically approved!
• You can also approve time off requests using the Mobile App providing even more flexibility!
Time Tracking & Absence Demonstration
Associates:
• Request Time Off
• Review PTO Balance
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Managers:
• Review time off request
• Dashboard Review – Team View
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NEW
Leave of Absence Process
• Associates will have “self-
service” access to all
Leave of Absence forms in
Workday!
• Workday provides
automated notifications
throughout the process!
• Just in time training to be
provided when needed!
OLD
Leave of Absence Process
• Manual paperwork
process
• HR enters on behalf of
Associate
Workday workflow now availablefor Leave of Absence
Action Items
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Manager TrainingWeb-Based Courses
Workday Time
Tracking &
Absence for
Associates
Workday Time
Tracking &
Absence for
Managers
11/19-11/21
NovemberManager Training
Web-Based Courses
Workday Time
Tracking & Absence
for Associates
Workday Time
Tracking & Absence
for Managers
.
11/26-11/27
NovemberAssociate Training
Web-Based Courses
Workday Time
Tracking & Absence
for Associates
11/28-11/30
November
Associate TrainingWeb-Based Courses
Workday Time
Tracking & Absence
for Associates
12/3-12/7
December
Timeline
Associates
Review / Modify
Work Schedules in
Workday
Action Items
Associates
Review / Modify
Work Schedules
in Workday
12/10-12/14
DecemberGO LIVE!!
12/30
DecemberTime Approval
Deadline
All submitted time
to be approved by
Noon Central Time
for pay period
12/30-01/12
01/14
January All previously
submitted time off
requests for period
12/30-01/12 to be
entered and
approved in
Workday Absence
01/14
January
Timeline
All previously
submitted 2019
time off requests
to be entered in
Workday Absence
Existing Time Off Requests
PTO
Update
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NEW
All Earned Time Off managed in one bucket!
Earned as you go based on hours worked
PTO Level Determination 4 Levels!
Seniority/years of service AND Job/Role
factored in!
Accrual Cap = 1X annual accrual Ex: 20
Days = 150 Hr Cap (based on 75 Hr Pay Period)
Negative Accrual Exempt 40 hours; Non-
Exempt 16 hours
OLDSeparate Vacation/Sick Time Earned all
up front at beginning of year
Vacation Time Level Determination
Primarily seniority/years in service
Exactly how will PTO work?
PTO in Action!!How does the negative accrual really work?
• Carol is a non-exempt associate that has worked for Trustmark the past 7 years. She works a 37.5 hour work week (75 hrs / pay period)
• Carol is in the Level 3 PTO and will earn 6.6346 hours of PTO for every pay period she is paid 75 hours!
• Carol begins the year with no carryover time so her PTO balance starts at 0
• After the 3/15/19 payroll, Carol has accumulated a total of 33.173 hours in PTO! (5 pay periods x 6.6346 = 33.173 Hours!)
• Carol requests a week off from 3/18/19-3/22/19 (a total of 37.5 hours) which results in a negative PTO balance (33.173 – 37.5 = -4.327 PTO balance)
• This is OKAY because Carol is allowed to go negative up to 16 hours and her Manager has approved it!
• Carol is happy that she’s been able to earn almost all the time she needed before the first quarter even ended!
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PTO in Action!!How does the PTO cap and carryover work?
• Chris is a non-exempt associate that has worked for Health Benefits for just over a year! He works a 37.5 hour work week so his cap is 112.5 hours!
• Chris is in the Level 1 PTO and will earn 4.3269 hours of PTO for every pay period he is paid
75 hours!
• Chris begins the year with 18.75 hours of 2018 carryover time so his PTO balance starts at 18.75!
• Chris has been so busy at his new job that he hasn’t taken any vacation! It’s November
and now he’s reached his PTO cap of 112.50! Not good!
• Chris is not happy because now he’s not earning any more time off! His PTO is capped at 112.50. Poor Chris!
• Chris’ Manager encourages him again to take some much deserved time off! We’re
confident that taking a vacation will make him happy!
• Chris plans a vacation around Thanksgiving so he can get some rest and start accruing his hours again!
• Chris will end the year with a balance in PTO that will automatically carryover into 2020!
Chris is happy again! 20
What happens to my sick time?
• December 2018 is the last year Non-Exempt Associates will be paid out. Pay out will occur according to our current policy.
• Balances remaining at year-end 2018 will be saved and carried forward as Grandfathered Sick Leave Time.
• Grandfathered Sick Leave time will be maintained and tracked in a separate bucket from PTO. The balance will be visible in Workday.
• Examples, or qualified absences, where the Grandfathered Sick Leave time could be used are:
− FMLA approved time off
− Short-term disability waiting period (one week)
− Supplement to short-term disability
− Personal leaves that would otherwise qualify for FMLA had you been eligible or if FMLA has been exhausted
− Illness/injury/treatment that lasts at least 3 consecutive days (Dr’s note required to return to work)
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HR to
determine
beginning PTO
balances that
will be carried
over from 2018
into 2019
2018
December
Beginning PTO
balances visible
in Workday
Begin accruing
PTO hours with
12/30-01/12 pay
period
2019
January
PTO balance as of
12/31/19 carries
forward
automatically into
2020
2019
December
Timeline
Key Milestone Dates
Next Steps & Questions
Workday Headquarters
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Project Infographic
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Available on Workday Headquarter Site!
Feel free to download and share!!
Training Reminder
• Manager Training – Web Based Nov 19-21; Nov 26-27
Workday Time Tracking & Absence for Associates
Workday Time Tracking & Absence for Managers
• Associate Training – Web Based Nov 28-Dec 7
Workday Time Tracking & Absence for Associates
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Questions
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Still have questions?
What to do if you have questions now
between go live??
Check Workday Headquarter Site
Contact Manager/HR Business Partner
Email [email protected]
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