Grants in Workday Session 3

Transcription

1 Grants in Workday Session 3 Position Restrictions Payroll Costing Allocations Payroll Accounting Adjustments Grants Impact on Payroll Costing April 20, 2017

2 Agenda 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

3 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!

4 Change Network Roles Change Partners feedback and communications channel between their business unit and the Change Management team Before Go-Live Focus on Readiness Supporter Ambassador of Change Learn about the Changes After Go-Live Support Users Listener Serve as a Liaison Direct Users to Help Resources Local Workday Gurus community of users who can provide business process support as a part of their current role Early Adapter Learn their assigned areas of the system Test the System Coach Provide User Support Participate in this Community of Practice Serve as a Liaison Lead User Training 4

5 Prerequisite Foundational Core Concepts 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 Additional resources are available at workday.yale.edu 5

6 Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

7 Timeline Jan-Mar Apr-Jun Jul-Sept Oct-Dec User Testing Weekly Updates, Supervisor Updates, Information Sessions Training Prepare for Go-Live Financials Go-Live Post Go-Live Support (including YSS, ESC, ITS Help Desk) HR/Payroll/Academic Optimization Financials Optimization

8 COA Current State to Future State

9 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)

10 Payroll Costing Position Restrictions Payroll Costing Allocation

11 Assigning Payroll Costing Role Preparer Only YULD_Phase 2 Dept Specialist Preparer and Approver Roles YULD_Phase 2 Dept LD Accountant YULD_Phase 2 Dept Manager Preparer only Cost Center Payroll Costing Specialist No Approval Required 11

12 Key Changes In Oracle, we use Labor Schedules to assign Payroll Costing or charging instructions. In Workday, we will use Assign Payroll Allocation. 12

13 Key Changes The Payroll Costing Business Process allows Payroll Costing at multiple levels: Workday offers a new feature, Position Restriction. Departments will 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

14 Assigning Payroll Costing: Future State Detailed Process Flow New Position Created Inbox task received Create or update Position Restriction (Position level default charging) Determine need for or change in Payroll Costing Create or Update Payroll Costing Cost Center Payroll Costing Specialist Workday Activity 14

15 Key Changes In Oracle, Labor Schedule line of charging each had their own Start and End Date. In Workday, the Start and 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%. 15

16 Key Changes 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. 16

17 Key Changes 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. 17

18 Key Changes 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. 18

19 Key Changes 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 One-Time Payment Charging Instruction Provided? Is there a Schedule at the Worker Position Earnings Level? Is there a Schedule at Worker Position Level? Is there a Position Restriction? Allocated as instructed Allocated to System Generated Labor Suspense Program 19

20 Key Changes Labor Schedules can be maintained directly in Workday or in YBT Salary Workbooks utilizing the Make-it-so functionality. NOTE - YBT will not be available for use in FY2018 until September, 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. 20

21 Key Changes 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.) 21

22 Position Restriction and Payroll Costing Allocation Setup DEMO 22

23 Position Restriction

24 Position Restriction 24

25 Payroll Costing Allocation Enter Position Allocation by Worker or by Workers PayCode/Earnings 25

26 Payroll Costing Allocation 26

27 Payroll Accounting Adjustments

28 Payroll Accounting Adjustment Preparer Only YULD_Phase 2 Dept Specialist Preparer and Approver Roles YULD_Phase 2 Dept LD Accountant YULD_Phase 2 Dept Manager Preparer only Cost Center Payroll Accounting Adjustment Specialist Approval done by Cost Center Manager 28

29 Key Changes 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. 29

30 Key Changes 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 display separately, 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. 30

31 Key Changes 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. 31

32 Key Changes 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 32

33 Payroll Accounting Adjustment (PAA) by % 33

34 Payroll Accounting Adjustment (PAA) by % 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 %. 34

35 Payroll Accounting Adjustment (PAA) by % Enter new charging instructions for selected Payroll and click OK. 35

36 Payroll Accounting Adjustment (PAA) by % 36

37 Payroll Accounting Adjustment (PAA) by % Current Journal Lines Proposed Journal Lines 37

38 Payroll Accounting Adjustment by $ 38

39 Payroll Accounting Adjustment by $ Enter the Position(s) and Pay Component(s) Click the Refresh Journal Lines box to show Current Journal Lines 39

40 Payroll Accounting Adjustment by $ Review Payroll Charging for the period. Remove any lines you do not want to change. Click + Sign to add Proposed Adjustments. 40

41 Payroll Accounting Adjustment by $ Enter Proposed Charging Click Submit Review and click Submit again 41

42 Grants Impact on Payroll Costing

43 How Payroll Costing is Impacted by Grants 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. 43

44 How Payroll Costing is Impacted by Grants Payroll Accounting Adjustments (PAAs): 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 44

45 How Payroll Costing Is Impacted by Grants 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. 45

46 Questions & Discussion

47 Session Feedback Tell us what you think!! Please complete the short anonymous survey that will be ed within the next 24 hours. To download a copy of today s presentation please visit the Workday@Yale website.