Separations Engineering Human Resource Contact Information Engineering Workday Help Email: eworkday-help@tamu.edu Engineering Phone: 979.458.7699 What Is Workday? Workday is a cloud-based system that The Texas A&M University System uses to manage the Human Resources, Benefits and Payroll functions for all employees. Workday is built on three basic fundamentals: Organizations: Organizations are used to group people, resources, workers and their institution or agency. They provide management, visibility and reporting structures for resource allocation Business Process: A business process is a set of tasks used to accomplish a specific goal such as posting a position. Workday will automatically route specific steps in a workflow to those responsible for them. Certain processes may require multiple approvals within Workday and may also have additional approvals outside of Workday Security Roles: Security roles determine what you can see and do. Initiation of a business process is determined by the employee s security role in the Workday system. The same business process may be initiated by multiple security roles o Security roles are not job titles. The roles provide Workday users access to appropriate data within the assigned organization structure. The roles also determine functional responsibilities, routing of actions in a business process and access to reports o Navigating Workday Accessing Workday Workday users will be assigned a security role based on the access they will need in the system. Some users may be assigned to multiple security roles depending on their duties and responsibilities All A&M System employees will access Workday through Single Sign On (SSO). Workday Home Page The Workday Home page provides an icon-rich user experience much like what exists on your smart phone or tablet. These icons, called worklets, enable you to quickly access tasks that you will perform on a daily basis as well as the links to pages that will provide additional resources for you. Page 1 of 7
Use the Gear Icon to view options and customize layout. Worklets A worklet is an icon found on the Home page that makes it easier to access information needed on a routine basis. Some examples of tasks that you can access through worklets include: View paystubs or benefits elections View reports Enter time or request time off Access your Inbox Use the Gear Icon to add/delete the worklets on your home page. Workday Inbox All approvals, reviews, to-dos and other action items are accessed through your Workday Inbox Action items remain in your Inbox until you (or someone with the same security role) takes the action Access your Inbox by clicking the Inbox worklet on your Home page Page 2 of 7
Worker Profile The Worker Profile provides you with basic information about workers in the A&M System who are in Workday. Your security role determines how much information you can see. The Worker Profile displays information such as the organizations employees belong to, who their managers are, and an overview of their education and work experience. Other potential information includes contact, career, personal, performance, feedback, and pay information; once again, the type and level of information displayed depends on your security role. Separations Initiate Approve Other Roles Required HR Contact Process may be initiated by Manager or Employee as Self. For routing purposes it is recommend process be initiated by HR Contact. Department Head HR Partner/Faculty Partner Timekeeper (hourly worker) Absence Partner Employee as Self This job aid describes the process to end employment of an employee's Primary Job Prerequisite: Identify whether the position should be closed and collect all termination details for the employee including the reason for termination, eligibility for rehire and termination dates (e.g., effective date of termination, last payment date, etc.) Page 3 of 7
Important Information: When the need to terminate an employee is identified and communicated to the employee according to the terms and conditions of separation, the employee s Manager, HR Partner or HR Contact initiates the Termination process in Workday. Engineering Tip Recommend process be initiated by HR Contact. If initiated by Manager part of the process will not route to the HR Contact. Employee as Self - The Termination process will automatically trigger when the employee uses the Submit \Resignation business process. Steps From the Workday Home Page: 1. Type the name of the employee to terminate in the Search bar and press Enter 2. Click the employee s related actions and hover over Job Change then click Terminate Employee 3. The Terminate Employee page displays, click the edit Icon to enter Primary Reason for Termination Use the drop-down to select reason. Click the save icon. Secondary Reason is not required. Involuntary termination require approval through Engineering Human Resources Primary and Secondary Reasons Reasons for a separation can be Voluntary or Involuntary Involuntary Reasons Death End or expiration of contract or grant Reduction in force Termination at will Voluntary Reasons End or expiration of contract or grant Resignation / Reasons know or unknown Retirement Transfer to non-a&m System agency or institution of higher education with no break in service Page 4 of 7
Last revised December 6, 2017 4. The Details section displays, click the edit Icon to enter Termination details Termination Date = Last Date Employee Worked Note: after selecting a Termination Date the last Day of Work and Pay Through Dates auto populate. Edit as needed. Resignation Date is Optional 5. Eligibility Not Eligible for Rehire (Check) Select Yes if the employee would NOT be considered for rehire. Leave the default selection of No if the employee would be considered for rehire. 6. Close Position (Checkbox) Keep default of No if position will be filled at a later time. Select the Close Position checkbox to remove the position from the current Supervisory Organization. The position cannot be reopened. Comments are optional Attachments Not Required 7. Click Submit when done. The request will be routed to other individuals for additional steps. Workday will show Up Next for further routing. Note that if the position is left open after the employee leaves the position, an action item to update the position costing allocations is routed to the HR Partner or HR Contact. To view the next steps, open the Details and Process section and click the Process tab. This completes the Separations Business Process. Click Done 8. Division Out-processing Refer to the Employee Out-process checklist for actions required outside of Workday such as removal of IT access, retrieval of keys, deactivation of access to building and other as appropriate. TO DO Actions Outside of Workday After the Department Head approves the termination a series of To Do items are triggered. Timekeeper - Remove future dated time entries. HR Contact - Assign Roles termed worker held to someone else, Offboarding Procedures, Update Position Restrictions Costing Allocation Absence Partner Determine Time Off Payout, Sick Leave Pool Donation Employee as Self Update contact information and electronic communication election. Page 5 of 7
Last revised December 6, 2017 Benefits Favorites Inbox Appendix 1: Overview of Common Workday Worklets Name Worklet Description benefits, including change benefits, beneficiaries and dependents. You can use the worklet to view your benefit elections and current benefits cost A worklet containing favorite reports and tasks for easy access A worklet showing your action items, To Dos, and approvals; required for all users and is required on the Home page My Team My Team Management Pay Personal Information Safety Time Time Off your team, including viewing your direct reports and their employment information (transfer, promotion or change of job). This worklet is being retired in 2018 your team, including viewing your direct reports and their recent activity. For example you can Promote, or Change Job, Add Job, Terminate and Place Worker on Leave here. Finally, you can view important information such as a team comparison, the Organization Directory, Headcount, Management Chain and Timeline your pay, including accessing withholding elections and payment elections and viewing payslips, total compensation, bonus and one-time payment history, tax documents and allowance plans your personal information, including changing your contact and personal information (such as your addresses, e-mail and phone number), emergency contacts, photo, legal name, preferred name and government IDs; required for all users and cannot be removed from the Home page A worklet enabling employees, managers and safety partners to report safety incidents your time, including entering your time and viewing your timeoff balance time off, including viewing your time-off correction, leave of absence, time off & time-off balance Page 6 of 7
Last revised December 6, 2017 Term Benefit event Business object Business process Drill-down Event Field Filter Full Time Equivalent (FTE) % Functional Area Headcount I-9 Life Event Open Enrollment Event Org Chart Performance Review Process Pre-Hire Roles Staffing Event Supervisory Organization Task To-Dos W-4 Worker Worker Profile Worklet Appendix 1: Workday Common Terminology Description An event that gives you the opportunity to change your benefit elections. A set of related fields. Instances of a business object include rows in a table or a spreadsheet, with each instance representing a unique occurrence of that type of object. A business object can have no instances, one instance or many instances. Workday automatically links related business objects together. For example, supervisory organization details are linked to a supervisory organization; the supervisory organization is linked to positions; positions are linked to employees; etc. A task that you can initiate, act upon and complete to accomplish a desired business objective. Business processes are created using a combination of actions, approvals, approval chains, To Dos and/or checklists. An action can be a single task or sub-process. Examples of business processes include Hire, Change Job, Request Compensation Change, Terminate Employee etc. A feature to view more data in a matrix report. When you click a drillable element (such as a drillable field in the table view), a context menu appears that enables you to select a new View By field. If the Enable Drilldown to Detail Data check box is selected on the Advanced tab of the report definition, you can also select details associated with the selected report element A transaction that occurs within your organization, such as hiring or terminating a worker An area that contains data related to a particular primary or related business object A clickable icon used to narrow down data. Clicking this icon will create a row on your report where you filter data to display from one or more columns The ratio of a worker's scheduled weekly hours to the weekly hours for the business site. If a worker works 20 hours a week and the business site weekly hours are 40, then the worker's FTE% is 50% A group of tasks, reports and objects. For example, the HCM solution includes functional areas such as Benefits, Talent & Performance, Absence and Manager/Employee self-service. Each of Workday's solutions is grouped into distinct functional areas The number of workers in an organization An employment eligibility verification. A document all workers must complete to verify their identity and employment authorization A benefit event that occurs in your personal life, such as getting married or having a child A type of enrollment event that typically occurs once per year system wide. Unlike benefit event enrollment, which is triggered by a life event or job change, an open enrollment event applies to an entire employee and retiree population A visual depiction of how an organization is structured. It outlines the roles and responsibilities of and relationships among individuals within an organization The formal process to establish annual worker goals and conduct the performance evaluation process, which includes review and rating of goals, competencies and position responsibilities A term used in Staffing to identify individuals (candidates) before employment and used in Recruiting to identify candidates who are in the Offer or Background Check stage A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization Any event that changes your position or job, such as a hire, a transfer or a promotion Workers grouped into a management hierarchy. Supervisory organizations are the primary organization type in Workday. All approvals and checklists are established for the supervisory organization hierarchy, with possible variations for particular organizations within that hierarchy An action you must take in a business process, unless you reassign or delegate the task. For example, notifications or inbox alerts are triggered by steps in a business process Reminders to do something. They can be part of business processes and must be marked complete before the workflow will go to the next step A withholding allowance certificate. This will inform an employer of how much income tax to withhold from your paycheck A person who is either an employee hired by a company or a contingent (contracted) worker A continuously updated page that provides a view of an employee s experience, skills, education, etc. A compact report displayed as an app on your Home page, providing easy access to tasks and information you use on a regular basis, including: Pay, Time Off, Personal Information, and Benefits Page 7 of 7
Name Employee Out-Processing Checklist INSTRUCTIONS: Use this checklist to document termination controls, obtaining certification of action by responsible party. If action not required indicate NA (not applicable). Maintain original in the employee s inactive personnel file. Immediate Supervisor Last Day In Office On Payroll UIN Voluntary Termination? Yes No* * Was action reviewed by Engineering Human Resources? Yes No Employee is: Retiring Terminating Employment Transferring with No Break in Service to: State Agency (not A&M System) Agency: Another A&M System Member Division: 1. Benefit Eligible Employees Yes No Check with HR Benefits regarding deduct amount. 979-458-7693 2. Computer, Phone, & ID Deactivate computer access including access to division-shared files. Deactivate email account. Deactivate Centrex accounts (home internet) Deactivate voice mail and reassign number via Telecommunications work request. Retrieve Aggie ID card and destroy. Delete from division publication information (website). 3. Building and Office Access Retrieve Office/Building Keys Retrieve Office/Building Access Cards Deactivate Facility Access Codes Retrieve Desk Keys 4. Deactivate Electronic Access List each system access held by the employee and confirm the date and how it was deactivated. 5. Leave *(Note: Sick and Vacation leave balances are transferable to another A&M System member or State entity, if no break in service occurs.) Ensure all leave documents are in completed status Remove all accruals posted after termination date. Reassign employees who are supervised by departing employee. VACATION BALANCE If employee is receiving Lump Sum payment for unused vacation, prepare appropriate form and submit to Payroll: http://coe-intranet.tamu.edu/business_and_finance/tees/payroll/forms.php Workday will prompt the Absence Partner to perform actions as part of the Workday Off-boarding process. Out-processing Checklist 11/2017 Engineering Human Resources (979) 458-7699 / http://engineering.tamu.edu
6. Equipment and Inventory (coordinate with division property officer) Retrieve all equipment used off-campus. Retrieve equipment on loan from other divisions. Return equipment loaned from other divisions. Reassign inventory items. 7. TEES Fiscal Office Close CITI Bank Travel Account 979-458-7456 Close CITI Bank Purchase Account 979-458-7456 8. Security Clearance Deactivation Does departing employee have federal security clearance to classified/restricted information? Yes No If yes, advise employee to transfer or deactivation PRIOR to departure date. Facility Security Office, Phone: 979-862-1965 or krgamache@tamu.edu 9. Foreign National Employees (excludes student positions) Yes No If yes, submit the Departure Notification Form to Immigration Services for Faculty & Scholars (ISFS) PRIOR to employee s departure. Form is located at http://ifss.tamu.edu/main/employers/end-of- Employment 10. Personnel File Include resignation letter or approval to terminate in personnel file and move file to inactive. Retain according to retention schedule. Out-processing Checklist 11/2017 Engineering Human Resources (979) 458-7699 / http://engineering.tamu.edu
Actions to Be Taken By Employee Provide this page to employee, or review with them, prior to termination date. 1. Are you retiring? If you are retiring and your position is benefit eligible, make an appointment with Engineering Human Resources regarding benefits during retirement. Phone: 979-458-7693 Email: engineeringhr@tamu.edu 2. Security Clearance Deactivation If you have federal security clearance to classified/restricted information contact the Facility Security Officer PRIOR to departure. Phone: 979-862-1965 Email: krgamache@tamu.edu 3. Are you currently in a benefit eligible position? If YES refer to the Leaving Employment document, on the Benefit Change section of the EHR website, to learn how this status change may impact your benefits http://tees.tamu.edu/personnel 4. Parking Permit Cancel and return permit to TAMU Transportation Services 979-862-7275. (Room 108 Koldus) Information about auto payment cancellation deadlines available from Transportation Services http://transport.tamu.edu/parking/faqpermit/cancel.aspx 5. Exit Survey As a departing employee you may participate in an exit survey. Participation is optional and may be completed by one of these methods: Access survey from Employee Forms section of website: http://tees.tamu.edu/personnel OR contact Engineering HR 979-458-7698. Out-processing Checklist 11/2017 Engineering Human Resources (979) 458-7699 / http://engineering.tamu.edu