[{"id":21035,"date":"2025-06-25T14:54:39","date_gmt":"2025-06-25T19:54:39","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=21035"},"modified":"2025-07-10T10:05:20","modified_gmt":"2025-07-10T15:05:20","slug":"overtime-and-comp-time","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/overtime-and-comp-time\/","title":{"rendered":"Overtime and Comp Time"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>This reference guide explains how overtime is earned, tracked, and paid for non-exempt employees in Workday. It covers the differences between Federal (FLSA) and State overtime, how overtime is classified and calculated, and how configuration settings like the Comp Time Banked ID and the Exclude from Overtime flag affect processing.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li>The difference between Federal (FLSA) and State Overtime<\/li>\n<li>How to identify which type of overtime applies using time sheet examples<\/li>\n<li>How to determine if overtime will be Banked or Paid<\/li>\n<li>How to update or remove Comp Time Banked IDs in an employee profile<\/li>\n<li>How the Exclude from Overtime Flag affects eligibility and calculation<\/li>\n<li>How overtime is calculated in Payroll, including the FLSA average base rate<\/li>\n<li>When and how to recalculate a timesheet after making changes<\/li>\n<\/ul>\n<h3>Federal Overtime (FLSA Comp Time)<\/h3>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-01-09.pdf\">Texas A&amp;M System Guidelines Overtime 31.01.09 Section 1.1<\/a><\/p>\n<blockquote><p><em>&#8220;Under the Fair Labor Standards Act (FLSA), a federal statute, a nonexempt employee must be compensated with either time or pay for working more than 40 hours in a workweek. (See Section 3, FLSA Overtime.)&#8230;&#8221;<\/em><\/p><\/blockquote>\n<p data-start=\"384\" data-end=\"516\">Non-exempt employees earn federal overtime, also known as <strong data-start=\"442\" data-end=\"460\">FLSA comp time<\/strong>, when they work <strong data-start=\"477\" data-end=\"513\">more than 40 hours in a workweek<\/strong>.<\/p>\n<p data-start=\"384\" data-end=\"516\"><span class=\"important-field\"><strong data-start=\"519\" data-end=\"532\">Important<\/strong>: Paid leave or scheduled holidays <em>do not<\/em> count toward the 40 hours required to trigger FLSA comp time.<\/span><\/p>\n<h4 data-start=\"642\" data-end=\"676\">Examples of Federal Overtime<\/h4>\n<ul>\n<li data-start=\"642\" data-end=\"676\">An employee works 42 hours and also took 8 hours of paid sick leave: Only the 42 worked hours count, so 2 hours qualify for federal overtime.<\/li>\n<li data-start=\"642\" data-end=\"676\">If an employee has an A<em>dditional<\/em> hourly job, Workday will tag the hours in the <strong>A<\/strong><strong>dditional Job<\/strong> as overtime once the combined hours exceed 40 in a week.<\/li>\n<\/ul>\n<h3>State Overtime (State Comp Time)<\/h3>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-01-09.pdf\">Texas A&amp;M System Guidelines Overtime 31.01.09 Section 4.1<\/a><\/p>\n<blockquote><p><em>&#8220;When an employee has not worked more than 40 hours in a workweek, but the total hours worked and hours of paid leave or paid holidays exceed 40 hours, the employee is allowed one hour of compensatory time off for every hour in excess of 40 in a workweek. Likewise, when the employee has worked more than 40 hours in a workweek and the total of hours worked and hours of paid leave or paid holiday exceed 40 hours after subtracting FLSA overtime hours worked (which must be compensated as described in Section 3), the employee is allowed equivalent compensatory time off for the excess hours.&#8221;<\/em><\/p><\/blockquote>\n<p>Non-exempt employees earn state comp time when their combined total of hours worked + paid leave + scheduled holidays exceeds 40 hours in a workweek, but actual hours worked are 40 or fewer.<\/p>\n<ul>\n<li>This is paid at straight time: one hour of comp time for each qualifying hour.<\/li>\n<\/ul>\n<h4>System Holidays<\/h4>\n<p>From <a href=\"https:\/\/policies.tamus.edu\/31-04-01.pdf\">Texas A&amp;M System Guidelines System Holidays 31.04.01 Section 2 &amp; 3<\/a><\/p>\n<blockquote><p>Section 2: An eligible part-time employee receives holiday pay and holiday compensatory time on a proportionate basis.<\/p>\n<p>Section 3.2: <em>&#8220;&#8230;An employee required to work on a scheduled holiday is entitled to compensatory time, for the amount of time worked on an hour-for-hour basis&#8230;&#8221;<\/em><\/p><\/blockquote>\n<h4 data-start=\"1222\" data-end=\"1306\">Example of State Overtime<\/h4>\n<ul>\n<li>An employee works 36 hours and takes 8 hours of vacation: 44 total hours = 4 hours of state comp time<\/li>\n<li>An employee works 40 hours and has 8 hours of holiday leave: 48 total hours = 8 hours of state comp<\/li>\n<li>An employee works 42 hours and takes no leave: This qualifies for federal, not state, overtime.<\/li>\n<\/ul>\n<h3>Quick Comparison of State and Federal Overtime<\/h3>\n<div>\n<table class=\" aligncenter\" style=\"height: auto;width: 100.198%;border-collapse: collapse\">\n<tbody>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><\/td>\n<td style=\"width: 21.3402%;height: 24px\"><strong>Federal Overtime<\/strong><\/td>\n<td style=\"width: 22.045%;height: 24px\"><strong>State Overtime<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 25px\">\n<td style=\"width: 3.65976%;height: 25px\"><strong>Applies When&#8230;<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 25px\">Hours worked exceed 40<\/td>\n<td style=\"width: 22.045%;height: 25px\">Total time (work + leave) &gt; 40, but actual hours worked \u2264 40<\/td>\n<\/tr>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><strong>Leave\/Holiday Counted?<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 24px\">\u274c No<\/td>\n<td style=\"width: 22.045%;height: 24px\">\u2705 Yes<\/td>\n<\/tr>\n<tr style=\"height: 24px\">\n<td style=\"width: 3.65976%;height: 24px\"><strong>Example<\/strong><\/td>\n<td style=\"width: 21.3402%;height: 24px\">42 worked hours \u2192 2 hours FLSA comp<\/td>\n<td style=\"width: 22.045%;height: 24px\">36 worked + 8 leave \u2192 4 hours state comp<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3>Time Sheet Examples<\/h3>\n<h4>More than 40 Hours Worked (Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">Employee works 44 hours, no time off or holidays.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>4 Federal OT Hours<\/li>\n<li>Total: 44 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot.png\"><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-21038 aligncenter\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1024x255.png\" alt=\"time sheet of working more than 40 hours a week with federal ot\" width=\"1024\" height=\"255\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1024x255.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-300x75.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-768x191.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-1536x383.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot-800x199.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/More-than-40-hours-worked-fed-ot.png 1626w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Work on a Holiday (State Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">Employee works 40 hours, including 8 on a holiday<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>8 State OT Hours (for holiday hours worked)<\/li>\n<li>Total: 48 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-21062 size-large\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1024x286.png\" alt=\"time sheet with working on a holiday\" width=\"1024\" height=\"286\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1024x286.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-300x84.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-768x215.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-1536x430.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday-800x224.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/work-on-a-holiday.png 1616w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked \u2264 40, but Total Time &gt; 40 (State Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 36 hours and uses 8 hours of time off.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>32 Regular Hours<\/li>\n<li>4 State OT Hours<\/li>\n<li>8 Time off Hours<\/li>\n<li>Total: 44 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21063\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1024x290.png\" alt=\"time sheet when worked less than 40 but total time is greater than 40\" width=\"1024\" height=\"290\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1024x290.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-300x85.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-768x217.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-1536x435.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot-800x226.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/Worked-less-than-40-but-Total-Time-greater-than-40-s-ot.png 1626w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked on a Holiday + Over 40 Hours (State + Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 44 hours, including 8 hours on a holiday.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>40 Regular Hours<\/li>\n<li>4 Federal OT Hours (for hours worked beyond 40)<\/li>\n<li>8 State OT Hours (for holiday hours worked)<\/li>\n<li>Total: 52 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21064\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1024x281.png\" alt=\"timesheet when worked on a holiday and over 40 hours\" width=\"1024\" height=\"281\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1024x281.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-300x82.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-768x210.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-1536x421.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours-800x219.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-on-a-holiday-and-over-40-hours.png 1602w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h4>\n<h4>Worked Over 40 + Took Time Off (State + Federal Overtime)<\/h4>\n<table style=\"height: 0px;width: 100%;border-color: #a1a1a1\">\n<tbody>\n<tr>\n<td style=\"width: 50%\"><strong>Scenario<\/strong><\/td>\n<td style=\"width: 50%\"><strong>What happens<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 50%\">An employee works 44 hours and has an 8 hour holiday.<\/td>\n<td style=\"width: 50%\">\n<ul>\n<li>8 Holiday (Time Off) + 32 Regular Hours<\/li>\n<li>8 State OT hours (Used to bring hours worked to 40)<\/li>\n<li>4 Federal OT Hours (for hours worked beyond 40)<\/li>\n<li>Total: 52 Hours<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large wp-image-21065\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1024x238.png\" alt=\"timesheet when worked over 40 hours and took time off\" width=\"1024\" height=\"238\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1024x238.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-300x70.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-768x179.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-1536x357.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off-800x186.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/worked-over-40-and-took-time-off.png 1608w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/h3>\n<h3>Determining If Overtime will be Banked or Paid<\/h3>\n<p>HR Partners, Payroll Partners, and Timekeepers can use the <strong data-start=\"2538\" data-end=\"2563\">Time Tracking Details<\/strong> report in Workday to determine whether Federal or State Overtime will be <strong data-start=\"2637\" data-end=\"2647\">banked<\/strong> or <strong data-start=\"2651\" data-end=\"2659\">paid<\/strong>.<\/p>\n<ul>\n<li>Banked means the employee will receive compensatory time off (Comp Time) to use in a future pay period.<\/li>\n<li>Paid means the employee will receive payment for the overtime hours in the current pay period.<\/li>\n<\/ul>\n<h4>How to Check<\/h4>\n<ol>\n<li>Run the <strong>Time Tracking Details<\/strong> report in Workday<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21067\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-300x222.png\" alt=\"time tracking details pop up\" width=\"300\" height=\"222\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-300x222.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-768x568.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details-800x592.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/time-tracking-details.png 965w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li>Review the columns:\n<ul>\n<li>Federal Comp Time Banked ID<\/li>\n<li>State Comp Time Banked ID<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21070\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-300x98.png\" alt=\"time tracking report\" width=\"300\" height=\"98\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-300x98.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-1024x335.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-768x251.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns-800x262.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/fed-and-state-comp-time-columns.png 1407w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 18.1733%\"><strong>Federal or State Comp Time Banked ID Value<\/strong><\/td>\n<td style=\"width: 31.3245%\"><strong>Meaning<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Result<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\">Y<\/td>\n<td style=\"width: 31.3245%\">Custom ID is in place<\/td>\n<td style=\"width: 33.3333%\">Overtime will be Banked<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\">N<\/td>\n<td style=\"width: 31.3245%\">Custom ID is in place<\/td>\n<td style=\"width: 33.3333%\">Overtime will be Paid<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 18.1733%\"><em>(Blank)<\/em><\/td>\n<td style=\"width: 31.3245%\">No Custom ID in place<\/td>\n<td style=\"width: 33.3333%\">Defaults to Overtime will be Banked<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3>What Happens after Submission<\/h3>\n<p>Once a time sheet is submitted, Payroll uses job pay rates, shift differential, and other compensable elements to calculate the Employee\u2019s FLSA average base rate and final overtime payout.<\/p>\n<h4>Paying Banked Comp Time<\/h4>\n<p>Paying out banked comp time is a manual process. It involves two steps:<\/p>\n<ol>\n<li>Adjusting the accruals manually<\/li>\n<li>Submitting a manual payroll entry,\n<ul>\n<li>Either through a payroll input or an off-cycle payment.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<p>Refer to the following job aids for guidance:<\/p>\n<ul>\n<li><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/job_aid\/maintain-accrual\/\">Maintain Accrual<\/a> (Using <em>Lump Sum &#8211; FLSA Comp<\/em> or <em>Lump Sum &#8211; State Comp<\/em> as the type of accrual adjustment)<\/li>\n<li><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/job_aid\/add-payroll-input-by-worker\/\">Add Payroll Input by Worker<\/a><\/li>\n<li><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/job_aid\/off-cycle-payments\/\">Managing Off-Cycle Payments<\/a>.<\/li>\n<\/ul>\n<h3>Calculation Overtime in Payroll<\/h3>\n<h4>Regular FLSA Overtime Calculation<\/h4>\n<p><span class=\"important-field\"><strong>Important:\u00a0<\/strong>Non-exempt employees covered by the Fair Labor Standards Act(FLSA) must be paid at least 1.5 times their regular rate of pay for all hours worked over 40 in a workweek.<\/span><\/p>\n<h5>Example:<\/h5>\n<p>The employee holds two jobs:<\/p>\n<ul>\n<li>A primary job at $22.50 per hour<\/li>\n<li>An additional job at $200 per hour<\/li>\n<\/ul>\n<p>The employee also receives a shift differential of $1 per hour for 2 hours worked during the FLSA period.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-21093 size-medium\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-300x119.png\" alt=\"FLSA overtime calculation in workday\" width=\"300\" height=\"119\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-300x119.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-1024x406.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-768x304.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-1536x609.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1-800x317.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculating-ot-1.png 1832w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>FLSA Premium Calculation in Payroll<\/h4>\n<p>On the <strong>Gross to Net<\/strong> tab of the Pay Result, the Overtime \u2013 FLSA Earning is calculated using:<\/p>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><strong>Field<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Definition<\/strong><\/td>\n<td style=\"width: 33.3333%\"><strong>Example<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Original Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">The hourly rate of the position where overtime is earned<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\"><strong>$22.50<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">FLSA Base Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">The FLSA Average Base Rate (calculated from all earnings \u00f7 hours)<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">($2 + $56.25 + $400 + $900) \u00f7 (2 + 2.5 + 40) = <strong>$30.52\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Considered Amount<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">Annual longevity pay \u00f7 2080 hours<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">$960 \u00f7 2080 = <strong>$0.46\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Premium Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(Base Rate + Considered Amount) * 0.5<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(30.52 + 0.46) * 0.5 = <strong>$15.49\/hour<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\" width=\"32%\">Final Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">Original Rate + Premium Rate<\/td>\n<td style=\"width: 33.3333%\" width=\"33%\">(22.50 + 15.49) = <strong>$37.99\/hour<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>This rate is calculated for each job and is used to FLSA overtime hours, ensuring compliance with federal overtime laws across multiple positions and pay rates.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21095\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-300x139.png\" alt=\"FLSA premium calculation in in payroll in workday\" width=\"300\" height=\"139\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-300x139.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-1024x475.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-768x356.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-1536x713.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1-800x371.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/flsa-premium-calc-1.png 1806w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Calculating Straight\/State Overtime<\/h4>\n<p><span class=\"important-field\"><strong>Important: <\/strong>If a non-exempt employee earns State Overtime, these hours must be compensated at the employee\u2019s regular hourly rate (1x), either as paid overtime or as state compensatory time.<\/span><\/p>\n<h5>Example<\/h5>\n<p>This employee worked 39.5 hours and used 4 hours of Paid Time Off from Banked Overtime.<\/p>\n<p>Total Reported Hours = 39.5 + 4 = 42.5 hours<\/p>\n<p>Because actual hours worked are under 40, and total time exceed 40, this qualifies as State Overtime. As a result, the employee will be paid at straight time, or 1x the hourly rate for 3.5 overtime hours.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21097\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-300x47.png\" alt=\"Calculating State overtime\" width=\"300\" height=\"47\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-300x47.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-1024x159.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-768x120.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-1536x239.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1-800x124.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/calculation-state-ot-1-1.png 1838w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h3>Maintaining Comp Time Banked IDs<\/h3>\n<p>In most cases an assigned HR Partner, Payroll Partner, or Timekeeper will maintain the input to adjust the Banked OT custom ID for an employee.<\/p>\n<p>From the Employee&#8217;s Worker Profile navigate to <strong>Actions<\/strong> &gt; <strong>Personal Data<\/strong> &gt; <strong>Edit Other IDs<\/strong><\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21071\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data-188x300.png\" alt=\"how to get to edit custom ids through the worker profile\" width=\"188\" height=\"300\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data-188x300.png 188w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/actions-personal-data.png 491w\" sizes=\"auto, (max-width: 188px) 100vw, 188px\" \/><\/a><\/p>\n<ol>\n<li>Select the <strong style=\"font-size: 1rem\">Plus Sign (+)<\/strong><span style=\"font-size: 1rem\"> icon to add a new Other ID. You can also remove an Other ID by selecting the <strong>Minus Sign (-)\u00a0<\/strong>for that row.<\/span><\/li>\n<li>Fill out the following fields:\n<ul>\n<li><strong>Other ID Type.\u00a0<\/strong><\/li>\n<li><strong>Description.<\/strong> Add a note with your name and the date of the change. This helps with future tracking.<\/li>\n<li><strong>Identification #.<\/strong> Y to Bank overtime, N to have overtime be Paid. Any other entry will cause an error.<\/li>\n<li>All other fields can be left blank, they do not affect whether OT is banked or paid.<\/li>\n<\/ul>\n<\/li>\n<li>Select\u00a0<strong>Submit\u00a0<\/strong>to finalize changes.<\/li>\n<\/ol>\n<p><span class=\"important-field\"><strong>Important:\u00a0 <\/strong>The <strong>Y\/N<\/strong>\u00a0value in the <strong>Comp Time Banked ID<\/strong> field determines whether Federal or State overtime is banked or paid. If an employee&#8217;s timesheet was already submitted before the ID was updated, the system will not recalculate automatically.\u00a0 \u00a0To fix this, go to the timesheet and select <strong>Actions<\/strong> &gt; <strong>Run Calculations<\/strong> to apply the new setting.\u00a0<\/span><\/p>\n<h3>How to Exclude Hours from Overtime (HR Partner)<\/h3>\n<p>We have configured Workday such that hourly employees are eligible for overtime. If you are not legally required to include hours worked in a particular position in the overtime calculation, the job classification<strong> Exclude from Overtime<\/strong> must be added to those positions.<\/p>\n<p>If an <strong>Exclude from Overtime Flag<\/strong> needs to be applied to a position, an HR Partner will need to initiate a <strong>Change Job<\/strong> business process to update the<strong> Job Classification<\/strong>.<\/p>\n<ol>\n<li>From the Employee&#8217;s Worker Profile select <strong>Actions<\/strong> &gt; <strong>Job Change<\/strong> &gt; <strong>Start Change Job<\/strong>.<\/li>\n<li>In the field <strong>What do you want to do?<\/strong> select <strong style=\"font-size: 1rem\">Job Classification Change <\/strong>then <strong style=\"font-size: 1rem\">OK<\/strong><span style=\"font-size: 1rem\">.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21076\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change-300x181.png\" alt=\"start job change\" width=\"300\" height=\"181\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change-300x181.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/start-job-change.png 601w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/span><\/li>\n<li>Select when the effective date for this change to take place.<\/li>\n<li>For\u00a0<strong>Additional Job Classification(s)<\/strong>, search and choose <em>Exclude &#8211; Exclude from Overtime (Overtime Flag).<\/em><\/li>\n<li>Select\u00a0<strong>Submit.<\/strong><strong><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21077\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change-300x286.png\" alt=\"job classification change\" width=\"300\" height=\"286\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change-300x286.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/job-classification-change.png 541w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/strong><\/li>\n<\/ol>\n<p><span class=\"note-field\"><strong>Note: <\/strong><span style=\"font-size: 1rem\">Any worked Hours entered for this position following the effective date will no longer Calculate for Overtime.<\/span><\/span><\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21078\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-300x63.png\" alt=\"example time sheet after the change job has taken place\" width=\"300\" height=\"63\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-300x63.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-1024x215.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-768x161.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-1536x322.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated-800x168.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/new-hours-no-longer-calculated.png 1637w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Example of Exclude from Overtime Flag<\/h4>\n<p>The employee has worked 40 hours in the primary job and 2 hours in the additional job. Since the <strong>Exclude from Overtime Flag<\/strong> is set for the additional job the 2 hours are not being calculated as FLSA Overtime.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-21096\" style=\"padding-top: 1.5em\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-300x72.png\" alt=\"Exclude from overtime flag in workday\" width=\"300\" height=\"72\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-300x72.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-1024x246.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-768x185.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-1536x370.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex-800x193.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/06\/ot-flag-ex.png 1778w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Overview This reference guide explains how overtime is earned, tracked, and paid for non-exempt employees in Workday. It covers the differences between Federal (FLSA) and State overtime, how overtime is classified and calculated, and how configuration settings like the Comp Time Banked ID and the Exclude from Overtime flag affect processing. Key Points: The difference [&hellip;]<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[5,9,19],"tags":[],"class_list":{"0":"post-21035","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-compensation","7":"category-payroll","8":"category-time-tracking","9":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/21035","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/21035\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=21035"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=21035"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=21035"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":15509,"date":"2025-06-06T07:30:08","date_gmt":"2025-06-06T12:30:08","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15509"},"modified":"2025-06-06T07:30:47","modified_gmt":"2025-06-06T12:30:47","slug":"costing-allocations","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/costing-allocations\/","title":{"rendered":"Costing Allocations"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Costing allocations are essential within staffing and compensation business processes. These business processes include <strong>Create Position<\/strong>, <strong>Hire<\/strong>, <strong>Change Job<\/strong>, <strong>Termination, Add \/ End Additional Job<\/strong>, <strong>Edit Position<\/strong> <strong>Restrictions<\/strong> and <strong>Request Compensation Change<\/strong>. Assign Costing Allocations can also be initiated as a stand-alone business process.<\/p>\n<p>The purpose of this reference guide is to provide a brief overview of the <strong>Assign Costing Allocation<\/strong> business process. The primary focus of this guide is Assign Costing Allocation as a sub process of Hire, Change Job and other business processes and impacts to other systems when the incorrect action occurs. All information is applicable to the stand-alone business process and thus is not discussed as a separate topic in this guide.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li>Costing allocations assigned in Workday feed into the A&amp;M System financial system, FAMIS, on a nightly basis for establishing annual budget <!--StartFragment --><span class=\"cf0\">after payroll processing is completed for each pay period. <!--StartFragment -->Encumbrances get auto adjusted at the beginning of each month and members can verified that any costing allocation changes that have occurred in the past month are reflected.<!--EndFragment --><\/span><!--EndFragment --><\/li>\n<li><!--StartFragment --><span class=\"cf0\">New accounts need to be created in FAMIS and assigned the Cost Center Approver role and this information is fed to Workday on a nightly basis.<\/span><!--EndFragment --><\/li>\n<li>Blank costing allocations or costing allocations incorrectly set up in Workday as of the payroll deadline will result in salary, wages and fringe benefits posting to a member\u2019s FAMIS default account. If this occurs, a Payroll Cost Transfer must be completed outside of Workday to move the expenses to the correct account(s).<\/li>\n<li>Retroactive changes to costing allocations in Workday will not correct previously posted salary, wages or benefits.<\/li>\n<li>Costing allocations require a <strong>Start Date<\/strong> but do not require an <strong>End Date<\/strong>. If there is a reasonable expectation that the accounts and percentages are applicable for the foreseeable future the <strong>End Date<\/strong> can be left blank. Some members may require an end date for costing allocations on contract and grant accounts. If the last interval of costing allocations does not have an end date, FAMIS will encumber the estimated salary and fringe through the end of the fiscal year (August 31) on these accounts.<\/li>\n<li>Costing allocations <strong>do not<\/strong> drive payroll. Employees will be paid if they are employed within a current academic pay period or if a timesheet is approved, even if costing allocations are not set up correctly.<\/li>\n<li>Costing allocations <strong>do not<\/strong> follow the worker. This means that if a worker transfers from one position to another position, worker position costing allocations will need to be assigned for that Employee in their new position.<\/li>\n<\/ul>\n<h2>Costing Allocations Defined<\/h2>\n<p>Costing allocations refer to the accounts from which the organization plans to withdraw funds to make a financial transaction. In the case of human capital management, this means the account from where we want salary, wages or fringe benefits paid to an Employee or budgeted for an unfilled position.<\/p>\n<h3>Cost Center<\/h3>\n<p>Accounts are referred to as <strong>cost centers<\/strong> in Workday. The field where the cost center is entered is called <strong>Worktag<\/strong>. It is important that this information be correct because this is the account from which funds will be used to pay the Employee. If the Employee is paid out of an incorrect account or a change needs to be made after payment was made, this can be corrected. This correction is called a <strong>Payroll Cost Transfer<\/strong> (PCT). Payroll Cost Transfers are done in Canopy, not Workday.<\/p>\n<h3>Cost Set<\/h3>\n<p>A <strong>cost set<\/strong> is one or more cost centers that will be used to pay employees during a specific time frame. This can be only one account or as many as is needed. For example, we may pay the Employee from Account 1 and Account 2 from January until June for the year. This would represent a cost set. Figure 1 shows an example of one cost set with multiple cost centers. The sum of Distribution Percent for all cost centers in a cost set must equal 100%.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19665\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-300x159.png\" alt=\"Example of one cost set using multiple cost centers\" width=\"400\" height=\"212\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-300x159.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-1024x542.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-768x406.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1-800x423.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-1.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 1. Example of one cost set using multiple cost centers<\/em><\/p>\n<h3>Costing Allocation Levels<\/h3>\n<p>Costing allocations can be assigned on three levels: <em>Position Restrictions<\/em>, <em>Worker Position,<\/em> and <em>Worker, Position, Earning<\/em>. Assigning costing allocations to the Position Restrictions tells Workday only the intended account(s) for paying any Employee that would fill the position. Assigning costing allocations to the <em>Worker Position<\/em>, <em>establishes<\/em> the designated account(s) from which an Employee who currently fills a position <em>will be paid<\/em>. Finally, costing allocations assigned <em>to Worker, Position, Earning<\/em> will only specify which account(s) to use for paying an Employee for an allowance (e.g. cell phone).<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Worker, Position, Earning should never be used to assign costing allocations for base pay.<\/span><\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19667\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-300x159.png\" alt=\"Example of multiple cost sets\" width=\"400\" height=\"212\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-300x159.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-1024x542.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-768x406.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2-800x423.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-2.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 2. Example of multiple cost sets<\/em><\/p>\n<h2>Guidelines for Assigning Costing Allocations<\/h2>\n<h3>Position Restrictions<\/h3>\n<p>When assigning costing allocations on the Position Restrictions, we are designating from which account we <em>plan<\/em> to pay the Employee. Select the appropriate <strong>Start Date<\/strong> and leave the <strong>End Date<\/strong> blank if the accounts and percentage will not change over time. Enter the cost center(s) that should be associated with the position into the <strong>Worktag<\/strong> field(s). Enter the appropriate distribution percentage for the cost centers if more than one is used. If edits are needed later, the user can initiate the <strong>Assign Costing Allocations<\/strong> business process as a stand-alone process and make those changes.<\/p>\n<p><span class=\"note-field\"><strong>Note:<\/strong> Costing allocations assigned to Position Restrictions would not typically be a contract and grant account. This is because contract and grant accounts may have end dates and are eventually deleted from FAMIS.<\/span><\/p>\n<h3>Worker Position<\/h3>\n<p>When assigning costing allocations to the Worker Position, we are designating from which account(s) the Employee will <em>actually be paid<\/em>. Many employees are paid from one cost center for the duration of employment. However, there are instances where multiple cost centers and\/or cost sets (See Figure 2) are required for portions of the year. As shown in the figure, we might have different time frames from different funding sources. In these cases, <strong>Start Date<\/strong> and <strong>End Date<\/strong> become important and are required to designate the period to use specific cost centers.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> When prompted to assign costing allocations during a business process for an Employee, <strong>NEVER<\/strong> remove the cost center(s) in the <strong>Worktag<\/strong> field from an \u2018active\u2019 cost set. An active cost set is one where payroll has already occurred using the information. Instead, close out the existing cost set by entering \/ editing the <strong>End Date<\/strong> to be the last day the cost set is used. Then create a new cost set using a <strong>Start Date<\/strong> of one day after the previous <strong>End Date<\/strong> just entered for the prior cost set. See Figure 3 for how to close out costing allocations for a Worker.<\/span><\/p>\n<h3>Making Changes to Worker Position costing allocation<\/h3>\n<p>Below is a typical <em>Worker Position<\/em> costing allocation: one cost center with a <strong>Start Date<\/strong> and no <strong>End Date<\/strong>. When we need to change these costing allocations, and they have already been used to pay the Employee in the past, be sure to follow the recommendations in Figure 3 below.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19668\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-300x159.png\" alt=\"Figure 3. Closing out a cost set in order to make changes to costing allocations\" width=\"400\" height=\"212\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-300x159.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-1024x542.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-768x406.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3-800x423.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-3.png 1297w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 3. Costing allocations task during Create Position business process<\/em><\/p>\n<p data-start=\"676\" data-end=\"1016\"><span class=\"important-field\"><strong>IMPORTANT:<\/strong> When a new cost set is added, Start and End Date should cover the entire pay period. To see if the employee is salaried or hourly, click on the graph icon on the top right corner to see this information specific to the position. End Date is not always required, but when adding it, it is recommended to end date on the pay period end date.<\/span><\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-20920\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-300x127.png\" alt=\"where to find the employee pay rate type\" width=\"300\" height=\"127\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-300x127.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-1024x433.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-768x325.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1-800x338.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/03\/assign-costing-allocation-worklet-1.png 1157w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p>For more information on pay period dates, visit the <a class=\"\" href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/news-and-updates\/schedules\/payroll-schedules\/\" target=\"_new\" rel=\"noopener\" data-start=\"1082\" data-end=\"1185\">Payroll Schedules<\/a> page.<\/p>\n<h2>Related Business Processes<\/h2>\n<h3>Create Position<\/h3>\n<p>During the <strong>Create Position<\/strong> business process, there is a sub process to assign costing allocations for the <em>Position Restriction<\/em>. This represents the intended account from which the Employee who fills the position would be paid. These costing allocations will remain on the <em>Position Restriction<\/em> even if there are different costing allocations assigned to the <em>Worker Position <\/em>when you fill the position.<\/p>\n<h4>Costing Allocation for Create Position<\/h4>\n<p>The Budget Contact receives an inbox task called <strong>Costing Allocation for Create Position<\/strong>. Because this is a new position, there are no existing costing allocations to view and or edit. Therefore, this is when the Budget Contact will use the button to add a cost set for the position based on the intended account that will be used.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19425\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-300x256.png\" alt=\"Assign costing allocation for Create position action item in the inbox and with the button add highlighted\" width=\"400\" height=\"342\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-300x256.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-1024x875.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-768x656.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2-800x683.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/05\/Create-Position-UpNext-Step-2.png 1103w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 4. Costing allocations task during Create Position business process<\/em><\/p>\n<p><span class=\"note-field\"><strong>Remember:<\/strong> This costing allocation is for the <em>Position Restriction<\/em>, not the <em>Worker Position<\/em>. Remember, this position is not filled at this time.<\/span><\/p>\n<p>The Budget Contact is required to complete this step for budgeted positions. This allows for encumbrance in FAMIS.<\/p>\n<h4><strong>Encumbrances<\/strong><\/h4>\n<p>An encumbrance in FAMIS will not be established on a new position (Position Restriction) until the position is filled, the position later is vacated, or the unfilled position is still vacant at the beginning of the very next fiscal year. A member can designate to not encumber unfilled positions through FAMIS Screen 842. FAMIS Screen 842 is a member decision for all unfilled faculty, staff and graduate assistant positions. Student worker and temporary\/casual positions are not encumbered.<\/p>\n<p>When the position is filled, encumbrances will be determined by <em>Worker Position<\/em> costing allocations, not <em>Position Restriction<\/em> costing allocations. When the position is later vacated, if left open, encumbrances will revert to the costing allocations assigned to the <em>Position Restriction<\/em>.<\/p>\n<hr \/>\n<h3>Hire<\/h3>\n<p>During the <strong>Hire<\/strong> business process, the Budget Contact receives the inbox task <strong>Costing Allocation for Hire<\/strong> to assign costing allocations to Worker, Position now that the position is filled. By completing this step, they are identifying from which account the Employee will be paid.<\/p>\n<h4>Costing Allocation for Hire<\/h4>\n<p>When completing this task, it is important that only <em>Worker and Position<\/em> be selected as the <strong>Costing Allocation Level<\/strong>. During the<strong> Hire<\/strong> business process, an optional check box is provided to allow the user a starting point by which they can copy the existing costing allocations from Position Restriction and apply those same costing allocations to the Worker Position.<\/p>\n<p>Displayed in Figure 5 is the most efficient method for completing the task when costing allocations for the Employee do not need to differ from those assigned to the Position Restrictions.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19457\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-300x170.png\" alt=\"costing allocations page with copy position restriction costing allocation box highlighted\" width=\"400\" height=\"227\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-300x170.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-1024x581.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-768x435.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4-800x454.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Hire-UpNext-Step-4.png 1120w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 5. Copying position restriction costing allocations to worker and position costing allocations<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If <em>Worker, Position, Earning<\/em> is selected, the cost center will ONLY be used for allowances assigned to the Employee and NOT the salary, wages or fringe benefits. This means payroll will be posted to the member\u2019s default account in FAMIS instead of the intended cost center(s).<\/span><\/p>\n<hr \/>\n<h3>Change Job<\/h3>\n<p>When the <strong>Change Job<\/strong> business process is initiated, the Budget Contact receives an inbox task to <strong>Assign Costing Allocation for Change Job<\/strong>. Not all Change Job reasons require a change to the costing allocations for the Employee, but the user should consider if the change does impact the accounts, budget or encumbrance. For example, the Employee\u2019s position may be reclassified, but the Employee will be paid from the same accounts and\/or cost sets.<\/p>\n<h4>Assign Costing Allocation for Change Job<\/h4>\n<p>The inbox task will allow the user to evaluate whether the Employee\u2019s costing allocations (i.e. Worker, Position) need to be updated and take one of two actions shown in Figure 6. Option 1 is to make changes and submit the task. Option 2 is to determine no changes are needed and skip the task.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19670\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-800x541.png\" alt=\"Figure 6. Options for determining costing allocations during the Change Job business process\" width=\"400\" height=\"270\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-800x541.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-300x203.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-1024x692.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6-768x519.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-6.png 1120w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 6. Options for determining costing allocations during the Change Job business process<\/em><\/p>\n<p><strong>Option 1:<\/strong> If costing allocations <strong>DO<\/strong> need to be changed, the user can select Add, view the Employee\u2019s existing costing allocations and add a new cost set that reflects changes needed.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> <em>Active <\/em>costing allocations (those that have already been processed through payroll) should not be changed. Instead, the user should close out the existing cost set with the appropriate <strong>End Date<\/strong> and open a new cost set with the appropriate <strong>Start Date<\/strong> leaving no gap of time in between.<\/span><\/p>\n<p>OR<\/p>\n<p><strong>Option 2:<\/strong> If costing allocations <em>DO NOT<\/em> need to change, the user should <strong>SKIP<\/strong> the task.<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If the user selects <strong>Submit<\/strong> when no changes are made, Workday will assume that costing allocations have been updated and the business process will initiate and incorrectly route to the Workday Services Business Process Administrator role to handle, causing a delay in the business process.<\/span><\/p>\n<hr \/>\n<h3>Add Additional Job<\/h3>\n<p>When the <strong>Add Additional Job<\/strong> business process is initiated, the Budget Contact will receive the inbox task: <strong>Assign Costing Allocation for Start Additional Job<\/strong>.<\/p>\n<h4>Assign Costing Allocation for Start Additional Job<\/h4>\n<p>The user will need to select the costing level for <em>Worker and Position and<\/em> create a cost set for the Employee\u2019s additional position. There is no option to copy the existing costing allocations from the Position Restrictions during Add Additional Job. The user must select <strong>Add <\/strong>to create a cost set specific to the Employee and this additional position as displayed in Figure 7.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19683\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-800x945.png\" alt=\"Figure 7. Assigning costing allocations for worker and position during the Add Additional Job business process\" width=\"400\" height=\"472\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-800x945.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-254x300.png 254w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-867x1024.png 867w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7-768x907.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-7.png 1293w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p class=\"BulletedParagraph\" style=\"text-align: center\"><em>Figure 7. Assigning costing allocations for worker and position during the Add Additional Job business process<\/em><\/p>\n<hr \/>\n<h3>Termination<\/h3>\n<p>When an Employee is terminated and the position is not closed, the Budget Contact receives the To Do: <strong>Update Position Restrictions Costing Allocation<\/strong> for the vacant position. The purpose of this step is to evaluate whether an update is needed to cost centers assigned to the Position Restrictions for the unfilled position. This is important, because these accounts will be used for updating the budget and\/or encumbrance in FAMIS once the position is unfilled and left open. To complete this To Do, there are three things to do.<\/p>\n<p>First, determine if changes are needed based on what is currently in Workday by reviewing the position&#8217;s existing costing allocations. If changes are <strong>not<\/strong> needed, make comments as necessary and submit this To Do to move the business process forward. If changes <strong>are<\/strong> needed, navigate to the existing costing allocations using the Position Restrictions option shown in Figure 8.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19697\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-300x225.png\" alt=\"Figure 8. Completing the To Do for Assign Costing Allocations during the Termination business process\" width=\"400\" height=\"298\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-300x225.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-768x575.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/03\/RG-Fig-8-1536x1150.png 1536w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 8. Completing the To Do for Assign Costing Allocations during the Termination business process<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Selecting the Assign Costing Allocation button initiates the <strong>Assign Costing Allocation<\/strong> business process.<\/span><\/p>\n<p>Second, when changes to costing allocations are needed, it is best practice to close out the current cost set by adding the appropriate <strong>End<\/strong> <strong>Date<\/strong>. Add a <em>new<\/em> cost set using a <strong>Start Date<\/strong> that does not allow for gaps in between the old and new cost set (e.g. day immediately following End Date). See Figure 9. Then Submit.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19712\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-300x181.png\" alt=\"Figure 9. Assign costing allocations page used to close out existing costing allocations and start a new set\" width=\"400\" height=\"242\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-300x181.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-1024x618.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-768x464.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-1536x928.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-2048x1237.png 2048w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-9-800x483.png 800w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 9. Assign costing allocations page used to close out existing costing allocations and start a new set<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Do NOT select <strong>Submit <\/strong>on this page unless changes are made to the account, dates or percentages. Instead, select <strong>Cancel<\/strong> to cancel the business process that was initiated. If you select <strong>Submit <\/strong>on this page, and no changes were made, the business process will route to the Workday Services Business Process Administrator role instead of your member and delay the process.<\/span><\/p>\n<p>Finally, return to your inbox and submit the original To Do to move the business process forward. The To Do inbox item must always be submitted to move the process forward, but the Assign Costing Allocations should only be submitted if changes were made to the accounts, dates or percentages.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19713\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-300x209.png\" alt=\"Figure 10. To Do that needs to be submitted during Termination to move the business process forward\" width=\"400\" height=\"279\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-300x209.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-1024x713.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-768x535.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10-800x557.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-10.png 1124w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 10. To Do that needs to be submitted during Termination to move the business process forward<\/em><\/p>\n<hr \/>\n<h3>Edit Position Restrictions<\/h3>\n<p>When the <strong>Edit Position Restrictions<\/strong> business process is initiated, the Budget Contact will receive a To Do for <strong>Assign Costing Allocations on the Position Restrictions<\/strong> just as was the case when leaving the position open during Termination. Therefore, the process for completing this step is the same as that for Termination. <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19715\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-300x187.png\" alt=\"Figure 11. To Do that needs to be submitted to move the business process forward\" width=\"400\" height=\"250\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-300x187.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-1024x639.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-768x479.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11-800x499.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/11\/RG-Fig-11.png 1106w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<p style=\"text-align: center\"><em>Figure 11. To Do that needs to be submitted to move the Edit Position Restrictions business process forward<\/em><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Selecting the Assign Costing Allocation button on this To Do initiates the <strong>Assign Costing Allocation<\/strong> business process.<\/span><\/p>\n<p>If you know that <strong><em>no <\/em><\/strong>changes are needed to the accounts, dates or percentages, you can <strong>submit<\/strong> the To Do inbox item without taking further action. If you need to determine if changes are needed or make changes, follow the same process outlined in the previous section on Termination of this guide to view the existing costing allocations.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This guide provides a brief overview of the Assign Costing Allocations business process<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-15509","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15509","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15509\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=15509"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=15509"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=15509"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":15923,"date":"2025-05-02T07:30:30","date_gmt":"2025-05-02T12:30:30","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=15923"},"modified":"2025-09-29T14:58:39","modified_gmt":"2025-09-29T19:58:39","slug":"onboarding-processes-by-security-role","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/onboarding-processes-by-security-role\/","title":{"rendered":"Onboarding Processes by Security Role"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Onboarding is a dynamic process that varies depending on the worker hired, the position, and the business process that has triggered onboarding. This guide focuses in detail on onboarding for <strong>Hire<\/strong>. Information regarding onboarding for <strong>Change Job<\/strong> and <strong>Add Additional Job<\/strong> is provided in the last section of this reference guide.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Onboarding triggers when all of the steps of the <strong>Hire, Change Job <\/strong>or<strong> Add Additional job<\/strong> business processes are complete<\/li>\n<li>There are four stages within onboarding for Hire. Each stage is dependent on completion of all tasks and To Dos in the previous stage by both security roles (HR Contact, Benefits Partner, etc.) and the Employee<\/li>\n<li>There are four possible groups of onboarding tasks to complete by the Employee. All but one group of onboarding tasks trigger during Stage 1 of Onboarding. The benefits eligible Employee will enroll in benefits as a final group task during Stage 3<\/li>\n<li>Many tasks and To Dos are conditional on characteristics of the new Employee and the position for which they are hired<\/li>\n<li>For a look at what the Employee experiences in a typical onboarding process for a new hire, refer to the job aid <em>Onboarding: The Employee Perspective<\/em> available on Workday Help<\/li>\n<li>An email containing login credentials to SSO will be sent to New Hires after the Hire process completes and a successful record is received by SSO from Workday. Rehires will not receive an email. An SSO Central Administrator can reset an SSO password for Rehires if needed<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>STAGE 1<\/h3>\n<h4>First UP! Employee Submits To Do: Begin Your Onboarding Tasks and Completes Tasks<\/h4>\n<p>During Stage 1 of onboarding, the Employee receives a To Do to launch the onboarding process. Completion of this To Do in turn initiates four possible groups of tasks for the Employee to complete.<\/p>\n<h4>To Do: Begin Your Onboarding Tasks (Employee)<\/h4>\n<p>This To Do consists of a brief welcome to the Employee and explains what is going to happen when the Employee submits the To Do.<\/p>\n<h4>Complete Onboarding Tasks Groups 1 &#8211; 4 (Employee)<\/h4>\n<h5>Group 1 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Additional Data Event<\/strong>: Direct Deposit Declaration<\/li>\n<li><strong>Additional Data Event<\/strong>: TRS ISD Onboarding Question<\/li>\n<li><strong>Additional Data Event<\/strong>: Onboarding Benefits Questions*<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 2 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Personal Information<\/li>\n<li>Contact Information<\/li>\n<li>Change Emergency Contacts<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 3 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Enter Social Security Number<\/li>\n<li>Complete Federal Withholding Elections<\/li>\n<li>Manage Payment Elections<\/li>\n<li>Complete State and Local Withholding Elections*<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5>Group 4 Tasks<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Review Required New Employee Notices<\/li>\n<li>Edit Passports and Visas*<\/li>\n<li><strong>To Do:<\/strong> Complete W-4 in GLACIER and Submit to Payroll*<\/li>\n<li>Enroll in Electronic W-2<\/li>\n<li>Change Self-Identification of Disability<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>*Only when applicable<\/p>\n<p style=\"text-align: center\"><em>&#8212;&#8211;Integration Runs for Benefits Values&#8212;-<\/em><\/p>\n<h3>STAGE 2<\/h3>\n<h4>Additional Support Role Activities<\/h4>\n<p>The following tasks \/ To Dos trigger to the respective security role after all tasks \/ To Dos for Stage 1 are completed. All of the following trigger at the same time and are not dependent on each other. Remember, not all items listed here will trigger depending on whether the new Employee meets criteria relevant to the To Do or task.<\/p>\n<h4>Benefits Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Rescind TRS event<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Prompts to rescind the TRS enrollment for employees who already retired from ORP or are enrolled in ORP<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Review Insurance and Retirement Benefits Eligibility Questions, SGIP Driver, TRS9 Date and BARs<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Review Insurance and Retirement Benefits Eligibility Questions and TRS ISD Question<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is not benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Update Original ORP Start Date<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee was previously enrolled at another state agency<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Add Medicare Information<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is 65 years or older and is benefits eligible<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Add a Medical Only Change benefit event for retiree<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is a retiree actively employed<\/p>\n<h4>Payroll Partner \/ Tax Compliance Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Obtain TRS Temporary ID<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee does not have a social security number<\/p>\n<p style=\"text-align: center\"><em>&#8212;&#8211;Integration Runs for Time Off Date&#8212;-<\/em><\/p>\n<h3>STAGE 3<\/h3>\n<h4>Final Activities for Employee and Security Role personnel<\/h4>\n<p>When all tasks \/ To Dos for Stage 2 are completed, the following will trigger (as applicable) to the Employee and security roles for completion.<\/p>\n<h4>Employee<\/h4>\n<h5>Group 5 Task<\/h5>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Change Benefits Elections Life Event<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is benefits eligible<\/p>\n<h4>Benefits Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Review Documents<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Prompts to review ORP Eligibility Documents<\/p>\n<h4>Absence Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Confirm prior state service, update state service plans and time off service date. Update vacation and sick time offs for any balances being transferred in<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is transferring from a Texas state agency, college or university<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee is a rehire. Do they qualify for restoration of Sick time off?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Employee is a rehire<\/p>\n<h4>Faculty Partner<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Update Faculty Tenure Status<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>If the tenure status is unknown at the time of onboarding, the Tenure Status can be set to \u201cN\u201d or left blank. The security role can return to the task at a later date when tenure status is known. This will not hold up the business process<\/p>\n<h3>Stage 4<\/h3>\n<h4>HR Contact Receives Confirmation that Onboarding is Complete<\/h4>\n<p>When all tasks and To Dos for Stage 3 are complete, the HR Contact receives a final confirmation that the onboarding process is complete for the new Employee.<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee Onboarding Process is Complete<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\">Review information submitted by the Employee in Workday to ensure payroll, insurance and leave benefits eligibility are accurately setup<\/p>\n<h3>Employee Onboarding Tasks for Change Job and Add Additional Job<\/h3>\n<p>Employees who are the subject of a <strong>Change Job<\/strong> or <strong>Add Additional Job <\/strong>business process will receive the following:<\/p>\n<h4>Notifications<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Enroll in Electronic W-2<\/li>\n<li>Change 1095-C Printing Election<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Tasks<\/h4>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Change Contact Information<\/li>\n<li>Complete Federal Withholding Elections<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4>Benefits Eligible Now?<\/h4>\n<p>If the Employee is now benefits eligible as a result of <strong>Change Job <\/strong>or <strong>Add Additional Job<\/strong>, they will also receive the following Tasks \/ To Dos:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>To Do:<\/strong> Employee Should Update Onboarding Benefits Questions<\/li>\n<li>Change Benefit Elections<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>This guide focuses in detail on onboarding for Hire. Information regarding onboarding for Change Job and Add Additional Job is provided in the last section of this reference guide.<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-15923","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15923","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/15923\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=15923"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=15923"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=15923"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":20065,"date":"2025-04-10T08:17:33","date_gmt":"2025-04-10T13:17:33","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=20065"},"modified":"2025-04-10T08:17:33","modified_gmt":"2025-04-10T13:17:33","slug":"i-9-error-log-member-instructions","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/i-9-error-log-member-instructions\/","title":{"rendered":"I-9 Error Log Member Instructions"},"content":{"rendered":"<h2>Overview<\/h2>\n<p><span data-contrast=\"auto\">Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The I-9 Working Group Members receive error logs from two integrations:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ol>\n<li data-leveltext=\"%1.\" data-font=\"\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">Guardian Termination Error Log (Integration 186)<\/span><\/b><span data-contrast=\"auto\"> \u2013 Integrates termination dates from Workday to Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li data-leveltext=\"%1.\" data-font=\"\" data-listid=\"1\" data-list-defn-props=\"{&quot;335552541&quot;:0,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769242&quot;:[65533,0],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;%1.&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><b><span data-contrast=\"auto\">I-9 Error Log (Integration 184)<\/span><\/b><span data-contrast=\"auto\"> \u2013 Integrates I-9 data from Guardian to Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ol>\n<h2><span class=\"TextRun SCXW64290418 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW64290418 BCX0\" data-ccp-parastyle=\"heading 1\">Guardian Termination Error Log (Integration 186)<\/span><\/span><\/h2>\n<h3><span data-contrast=\"none\">About<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Integration 186 sends termination dates from Workday to Guardian.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Runs once a week (Thursday).\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members will receive an error log each time the integration runs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members must review logs and manually update records if needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Errors typically occur when<\/span><\/h3>\n<ul>\n<li><span data-contrast=\"auto\">The employee already has a termination date entered in Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The Workday Employee ID (UIN) does not match the Guardian Employee ID (UIN).<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Error Resolution Process<\/span><\/h3>\n<ol>\n<li><span data-contrast=\"auto\">Review the error log spreadsheet.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Identify records belonging to your member.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Determine if manual action is required.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ol>\n<h3><span class=\"TextRun SCXW89839432 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW89839432 BCX0\" data-ccp-parastyle=\"heading 2\">Common Errors &amp; Resolutions<\/span><\/span><\/h3>\n<table class=\"alignleft\" style=\"height: 0px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\">\n<tbody>\n<tr style=\"height: 23px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Error Message<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Description<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Resolution<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 135px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Invalid employee ID Value, employee not found<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">The Employee ID (UIN) could not be found in Guardian.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">This may be due to a typographical error in the Guardian Employee ID, or it could occur if the employee had an I-9 completed outside of Guardian.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Check for typos in Guardian Employee ID. If incorrect, update the Employee ID and manually add the Termination Date.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 104px\">\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">Employee already terminated<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">The Termination Date field located in the employee details section of Guardian is not blank. A termination date already exists for the employee.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"border-color: #000000;border-style: solid;width: 475.95px;height: 0px;vertical-align: top\" data-celllook=\"4369\"><span data-contrast=\"auto\">If incorrect, update the termination date manually. If correct, no action is needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span data-contrast=\"none\">I-9 Error Log (Integration 184)<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:360,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<h3><span data-contrast=\"none\">About<\/span><\/h3>\n<p><span data-contrast=\"auto\">Integration 184 transfers I-9 data from Guardian to Workday.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Runs twice a week (Monday and Thursday).\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Members will receive an error log each time the integration runs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Updates the I-9 and Alien Work Authorization Expiration Date (if applicable) Other IDs located on the Worker Profile.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The system attempts to reprocess errors for up to 3 weeks before requiring manual correction.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Errors occur primarily when<\/span><\/h3>\n<ul>\n<li><span data-contrast=\"auto\">The Employee ID (UIN) in Guardian is not found in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">The I-9 was completed in Guardian before the Hire event in Workday was completed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3><span data-contrast=\"none\">Error Resolution Process<\/span><\/h3>\n<ol>\n<li><span data-contrast=\"auto\">Review the error log spreadsheet sent to members.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">To search by company\/member filter Column C.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Errors are automatically reprocessed for three weeks before requiring manual correction.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">If unresolved after three weeks, the records will be listed in the email sent to members. Members must manually add the I-9 Other IDs (I-9 ID and AWA ID, if applicable) to the Worker Profile in Workday.<\/span><\/li>\n<\/ol>\n<h3>Common Errors &amp; Resolutions<\/h3>\n<table class=\"alignleft\" style=\"height: 671px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\">\n<tbody>\n<tr style=\"height: 28px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Error Message<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Description<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 28px;border-style: solid\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Resolution<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 423px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Find Existing Other Ids &#8211; The following error occurred while calling the retrieve ID web service for <\/span><i><span data-contrast=\"auto\">John Doe(Texas AM AgriLife Extension Service): Validation error occurred. Invalid ID value.\u00a0 &#8217;43XXX858&#8242; is not a valid ID value for type = &#8216;Employee_ID&#8217;<\/span><\/i><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error indicates that the Employee ID (UIN) entered in Guardian does not exist in Workday.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">This may be the result of a typographical error in either the Guardian or Workday Employee ID field, or it may occur because the Hire event for the employee has not yet been completed in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 273px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">If there is a mistake in the Workday Employee ID field, correct it. Once it is fixed, the system will try to process the record again during the next scheduled update.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">If the mistake is in the Guardian Employee ID field, correct it and then manually update the I-9 Other IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">If the Hire event has not been completed in Workday yet, the system will continue trying to process the record for up to three weeks or until the Hire is finished and the data goes through.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 207px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">The following error occurred while calling the Update ID Web Service for <\/span><i><span data-contrast=\"auto\">Jane Doe(Prairie View AM University): Validation error occurred. Enter an Issue date that is on or before the expiration date: MM\/DD\/YYYY.<\/span><\/i><span data-contrast=\"auto\">\u00a0\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error indicates that the dates associated with the employee\u2019s I-9 are not in the correct chronological order based on the I-9 expiration date.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">For example, if the I-9 expired on August 31, 2024, but the reverification was completed on January 5, 2025, the system will flag this as invalid.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Members may wait until the record has reached the maximum number of reprocessing attempts. However, it is likely that manual updates will be needed to the employee\u2019s I-9 IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Members should review the record and make manual updates if needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr style=\"height: 207px\">\n<td style=\"width: 33.5119%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Cannot write Alien Authorization because Expiration Date on trigger file is not set<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">This error typically occurs when the Alien Work Authorization date is either missing or not applicable to the employee.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">In many cases, this is expected\u2014for instance, U.S. Citizens do not have an Alien Work Authorization date and therefore do not require this information.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.2058%;border-color: #000000;height: 185px;border-style: solid\" data-celllook=\"4369\"><span data-contrast=\"auto\">Members should check to see if they need to manually add the AWA Other ID to the Worker Profile. If the Alien Work Authorization Date does not apply, no action is needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n","protected":false},"excerpt":{"rendered":"<p>Overview Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday.\u00a0 The I-9 Working Group Members receive error logs from two integrations:\u00a0 Guardian Termination Error Log (Integration 186) \u2013 Integrates termination dates from Workday to Guardian.\u00a0 I-9 [&hellip;]<\/p>\n","protected":false},"author":38526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-20065","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/20065","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/38526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/20065\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=20065"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=20065"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=20065"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":19130,"date":"2025-01-29T17:02:53","date_gmt":"2025-01-29T23:02:53","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=19130"},"modified":"2025-01-29T17:03:09","modified_gmt":"2025-01-29T23:03:09","slug":"pay-calculation-results","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/pay-calculation-results\/","title":{"rendered":"Pay Calculation Results for a Period"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>It is imperative that <!--StartFragment --><span class=\"cf0\">Payroll Partners at each member<\/span><!--EndFragment --> generate and review their Pay Calculation Results for a Period report every biweekly and month payroll. This Workday report should be reviewed every day to ensure that all employees are receiving their expected salary or hours and\/or one-time or recurring payments and allowances. This is also an opportunity to look for potential errors such as zero gross or net pay, missing or invalid costing allocations\/worktags and to make sure new hires added since the last paydate are receiving pay.<\/p>\n<p>This is an Earnings Report; it does not contain a list or breakdown of deductions, nor does it show Emoluments.<\/p>\n<h2>Key Points<\/h2>\n<ul>\n<li>Along with the report, <strong>Pay Calculation Results for a Period<\/strong>, it is recommended to monitor any in progress changes so they can be completed before the payroll calculation date.\n<ul>\n<li>Recommended reports to determine <em>in progress changes<\/em> are <strong>Compensation Changes<\/strong> and <strong>Business Process Transactions of Type Awaiting Action<\/strong>.<\/li>\n<li>Payroll recalculates at midnight on the calculation date. Any incomplete change at that time will result in retro calculations for the next pay period.<\/li>\n<\/ul>\n<\/li>\n<li>Refer to the <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/news-and-updates\/schedules\/payroll-schedules\/\">Payroll Schedules<\/a> on the Workday Help for important dates and deadlines. Use this information to plan and prioritize payroll-related tasks effectively.<\/li>\n<li>Effective coordination and communication with Payroll Partners and Payroll Contacts at your member are essential to ensure tasks are distributed appropriately and responsibilities are clearly defined.<\/li>\n<\/ul>\n<h3>Generating the Pay Calculation Results for a Period Report<\/h3>\n<ul>\n<li>Search for the\u00a0<em>Pay Calculation Results for a Period <\/em>report in the Search Bar and select it.<\/li>\n<li>Complete the following fields:\n<ul>\n<li><strong>Periods<\/strong>. Select the biweekly or monthly period to review.<\/li>\n<li><strong>Organization<\/strong>. Select a top level, like Director or Dean. You can only select one Supervisory Organization at a time.<\/li>\n<li><strong>Include Subordinate Organizations<\/strong>. Select the checkbox (this is the default).<\/li>\n<li><strong>Employee Type<\/strong>. (optional) Select the Employee type.<\/li>\n<li><strong>Terminated Workers From Date<\/strong>. (optional) Enter the latest day worked to include terminated employees.<\/li>\n<li>Select the items to be included in the report.\n<ul>\n<li><strong>Only Return Positive Results<\/strong>. Selected by default<\/li>\n<li><strong>Only Return Net is Equal to Zero<\/strong>.<\/li>\n<li><strong>Only Return Gross is Equal to Zero<\/strong>.<\/li>\n<li><strong>Only Return Employees with Temporary or Missing SSN&#8217;s<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Select <strong>OK<\/strong> to generate the report\n<ul>\n<li>The report results can be downloaded as an Excel file for review.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> Generating your report with the default setting will give you a reviewable document, however, potential errors such as zero gross and zero net are not included.<\/span><\/p>\n<p><!--StartFragment --><span class=\"cf0\"><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-19159\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-300x232.png\" alt=\"Pay Calculations Results by Period report request screen\" width=\"300\" height=\"232\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-300x232.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-768x595.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period-800x619.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/Pay-Calc-Results-for-Period.png 913w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/span><\/p>\n<ul>\n<li><span class=\"cf0\">It is recommended to\u00a0<\/span><!--EndFragment -->run the default report first to review current results, then re-run the report by unchecking the &#8220;only return positive results&#8221; box and checking both of the &#8221; &#8230; equal to zero&#8221; and the Missing SSN&#8217;s boxes. If you leave all boxes unchecked, you get a very large report with all pay calculation results lines for specified pay periods. We suggest running the larger report (all boxes unchecked) and compare it against the default report to see which one better suits your department&#8217;s needs.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-19160 \" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-800x206.png\" alt=\"Result options for first and second run of the report. First run uses &quot;Only Return Positive Earnings&quot; option. Second run uses the remaining 3 options only. \" width=\"783\" height=\"202\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-800x206.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-300x77.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run-768x198.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2025\/01\/First-run-Second-Run.png 900w\" sizes=\"auto, (max-width: 783px) 100vw, 783px\" \/><\/a><\/p>\n<h3>Report Columns<\/h3>\n<ul>\n<li><strong style=\"text-align: center\">Worker. <\/strong>Are all biweekly or monthly staff listed as compared to internal employee roster? Are your new hires listed?<\/li>\n<li><strong style=\"text-align: center\">Job Profile.\u00a0<\/strong>Staff versus student &amp; temp casual; staff should most always have pay results &#8211; investigate *<\/li>\n<li><strong style=\"text-align: center\">Gross Pay.\u00a0 <\/strong>If Gross is zero &#8211; investigate * If Gross is less than usual &#8211; investigate * (example: gross is usually $1,750.00 but gross on report is $500.00)<\/li>\n<li><strong style=\"text-align: center\">Net Pay. <\/strong>If Net is zero &#8211; investigate *<\/li>\n<li><strong style=\"text-align: center;font-size: 1rem\">Total Hours Being Paid <\/strong><strong style=\"text-align: center;font-size: 1rem\">(Biweekly). <\/strong>Do hours match position (i.e., full time staff showing 40 hours not 80 hours) Are there no hours showing? Run Time Summary Review report in conjunction to look for unsubmitted, submitted and waiting on manager or no hours entered<\/li>\n<li><strong style=\"text-align: center\">FTE as of Period End Date &amp; Annual Work Period as of Period End Date.\u00a0<\/strong>May need to review these items during investigation, for example a faculty job profile is listed with zero gross pay but when you slide over to these fields it may reveals the current pay period is outside their Annual Work Period for the position. Thus, no gross pay is correct.<\/li>\n<li><strong style=\"text-align: center\">Costing Allocations\/Worktags.\u00a0<\/strong>Is the correct account listed? Is the account active?\u00a0Does the account contain enough funds to cover the expense?\u00a0Is the field empty? Initiate business process in Workday\u00a0to correct; monitor it is fully completed before payroll deadline.<\/li>\n<li><strong style=\"text-align: center\">Pay Component.\u00a0<\/strong>What is the employee being paid for? Do you see longevity line item? Do you see the Allowance item? Do you see the One-Time Payment Plan (extra pay) item? If expected compensation pay component is missing, then investigate*. You may need to Initiate business process in Workday to correct; monitor it is fully completed before payroll deadline.<\/li>\n<\/ul>\n<p><strong>* Investigate by reviewing worker history and individual pay results<\/strong><\/p>\n<h3>Other Suggestions to assist with getting expected pay results<\/h3>\n<ul>\n<li>Missed Salary or Hours = Financial Hardship; the goal is to avoid as much as possible.<\/li>\n<li>Run <strong>One-Time Payment<\/strong> report in Workday in conjunction with <strong>Pay Calculation Results for a Period<\/strong> generations. The One-Time Payment report is the only place to see both payments and emoluments (taxation on non-salary compensation) in one report.<\/li>\n<li>If you have active staff who are being promoted, transferred, or reclassified to either a new company or from biweekly to monthly, monitor their individual pay results, as benefit deduction errors can occur with these data changes.<\/li>\n<li>Maintain open communications with supervisory organizations you support; be familiar with their active roster of employees.<\/li>\n<li>Proactive <!--StartFragment --><span class=\"cf0\">review of active staff roster before end of each semester is recommended,<\/span><!--EndFragment --> especially for those departments having many graduate &amp; student positions. Will these staff return next semester, or do they need to be terminated? Conversely, do they anticipate a large volume of new hires for the coming semester?<\/li>\n<li>Proactive communications with supervisory organizations concerning timeliness of notification of monthly employee termination to avoid potential overpayments.<\/li>\n<li>Continual deadline education to managers and employees; help them understand the difference between retro &amp; current payroll deadlines.<\/li>\n<li>Monitor business processes you initiate in Workday to ensure they reach fully completed stage before payroll deadline. Just because a business process was started doesn&#8217;t mean it has dropped to pay results.<\/li>\n<li>Run and refresh suggested Payroll &amp; Timekeeper reports daily during calculation periods; follow-up with managers and\/or employees and submit timesheets on their behalf as needed.<\/li>\n<li>Monitor &amp; log manager unapproved payroll tasks and have your Director address with their supervisor.<\/li>\n<li>If others outside the HR Contact and\/or Budget Contact roles are allowed to initiate any business processes, develop an internal system whereby you are immediately informed (short form or email, weekly summary, shared excel log, etc.). For example, you won&#8217;t know extra pay is missing from a pay result if you were not informed it was requested.<\/li>\n<li>The more you know of a supervisory organizations&#8217; inner workings, personnel plans, and related action timelines, the more you will be aware of what may be a potential payroll error or omission.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Overview It is imperative that Payroll Partners at each member generate and review their Pay Calculation Results for a Period report every biweekly and month payroll. This Workday report should be reviewed every day to ensure that all employees are receiving their expected salary or hours and\/or one-time or recurring payments and allowances. This is [&hellip;]<\/p>\n","protected":false},"author":38489,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-19130","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/19130","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/38489"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/19130\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=19130"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=19130"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=19130"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":18827,"date":"2024-12-02T10:41:40","date_gmt":"2024-12-02T16:41:40","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=18827"},"modified":"2024-12-03T15:40:52","modified_gmt":"2024-12-03T21:40:52","slug":"termination-reasons","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/termination-reasons\/","title":{"rendered":"Termination Reasons"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>When Terminating an Employee in Workday, you are required to select a Termination Reason. Termination Reasons fall into two categories: Voluntary and Involuntary. Within each category, there are multiple Termination Reasons to choose from.<\/p>\n<h3>Key Points<\/h3>\n<ul>\n<li>Some Termination Reasons drive additional functionality, therefore selecting the correct reason is essential. For example: Retirement<\/li>\n<li>You can reference the Termination job aids on the Workday Help website for more information about each type of Termination: Termination (Voluntary) and Termination (Involuntary)<\/li>\n<li>The Not Eligible for Rehire (NEFR) flag may be assigned to employees that are dismissed as a result of serious misconduct<\/li>\n<\/ul>\n<h3>Voluntary Termination Reason<\/h3>\n<p>Typically, Voluntary Termination reasons are used when separation is initiated by the employee. For more information about the Termination Business Process for Voluntary terminations, review the <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/job_aid\/termination-voluntary\/\">Termination (Voluntary)<\/a> job aid located on the Workday Help website.<\/p>\n<table class=\"alignleft\" style=\"height: 0px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\">\n<tbody>\n<tr style=\"height: 34px\">\n<td style=\"width: 475.95px;height: 0px;text-align: left;vertical-align: top\"><strong>Reason<\/strong><\/td>\n<td style=\"width: 803.015px;height: 34px\"><strong>Notes<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 34px\">\n<td style=\"width: 475.95px;height: 32px\">Voluntary &gt; End or Expiration of Contract or Grant<\/td>\n<td style=\"width: 803.015px;height: 32px\">Use when the employee\u2019s offer letter, (re)appointment letter, or position description include appropriate contingency language. The employee\u2019s acceptance of the position, (re)appoint indicates acceptance of the contingency language.<\/td>\n<\/tr>\n<tr style=\"height: 23px\">\n<td style=\"width: 475.95px;height: 10px\">Voluntary &gt; Resignation \/ Reasons known or unknown<\/td>\n<td style=\"width: 803.015px;height: 10px\">Use when an employee resigns for reasons known or unknown, and a different reason is not applicable.<\/td>\n<\/tr>\n<tr style=\"height: 47px\">\n<td style=\"width: 475.95px;height: 10px\">Voluntary &gt; Resignation in Lieu of Involuntary Separation<\/td>\n<td style=\"width: 803.015px;height: 10px\">Use when an employee is given the option to resign based on unsatisfactory performance, and they accept the voluntary separation.<\/p>\n<p>If necessary, assign the NEFR flag to the employee who, due to severe misconduct reasons, voluntarily resigned before they could be terminated.<\/td>\n<\/tr>\n<tr style=\"height: 27px\">\n<td style=\"width: 475.95px;height: 10px\">Voluntary &gt; Retirement<\/td>\n<td style=\"width: 803.015px;height: 10px\">Use when the employee will be retiring from the Texas A&amp;M University System and has met retirement eligibility requirements for TRS or ORP.<\/td>\n<\/tr>\n<tr style=\"height: 47px\">\n<td style=\"width: 475.95px;height: 18px\">Voluntary &gt; Retirement in Lieu of Involuntary Separation<\/td>\n<td style=\"width: 803.015px;height: 18px\">Use when employee is given the option to retire based on unsatisfactory performance and they accept the voluntary separation.<\/p>\n<p>If necessary, assign the NEFR flag to the employee who, due to severe misconduct reasons, voluntarily retired before they could be terminated.<\/td>\n<\/tr>\n<tr style=\"height: 54px\">\n<td style=\"width: 475.95px;height: 99px\">Voluntary &gt; Transfer to a non-A&amp;M System agency or institution of higher education with no break in service<\/td>\n<td style=\"width: 803.015px;height: 99px\">Use when any Texas A&amp;M System employee transfers from one State of Texas agency\/institution to another without a break in service (to prevent the employees\u2019 benefits from being impacted).<\/p>\n<p><em>For faculty who would be leaving TAMUS to work for a non-State of Texas employer, this termination code would not be appropriate to use. Instead, the most appropriate reason is likely \u201cResignation\/Reasons known or unknown.&#8221;<\/em><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3><\/h3>\n<h3>Involuntary Termination Reason<\/h3>\n<p>Typically, Involuntary Termination reasons are used when separation is not initiated by the employee. For more information about the Termination Business Process for Involuntary terminations, review the <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/job_aid\/termination-involuntary\/\">Termination (Involuntary)<\/a> job aid located on the Workday Help website.<\/p>\n<table class=\"alignleft\" style=\"height: 62px;width: 100%;border-style: solid;border-color: #a1a1a1\" border=\"3\" cellspacing=\"5\" cellpadding=\"0\">\n<tbody>\n<tr style=\"height: 34px\">\n<td style=\"width: 475.95px;height: 0px;text-align: left;vertical-align: top\"><strong>Reason<\/strong><\/td>\n<td style=\"width: 803.015px;height: 0px\"><strong>Notes<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 34px\">\n<td style=\"width: 475.95px;height: 32px\">Involuntary &gt; End or Expiration of Contract or Grant<\/td>\n<td style=\"width: 803.015px;height: 32px\">Use when circumstances arise from non-renewal of a contract or grant, or an offer letter does not include appropriate contingency language. Requires System Office of General Counsel Review and approval in advance of any dismissal.<\/td>\n<\/tr>\n<tr style=\"height: 23px\">\n<td style=\"width: 475.95px;height: 10px\">Involuntary &gt; Reduction in Force<\/td>\n<td style=\"width: 803.015px;height: 10px\">Departments should review <a href=\"https:\/\/policies.tamus.edu\/33-99-15.pdf\">System Regulation 33.99.15 Reduction in Force for Nonfaculty Employees<\/a>\u00a0 before taking action. OGC approval is required.<\/td>\n<\/tr>\n<tr style=\"height: 27px\">\n<td style=\"width: 475.95px;height: 10px\">Involuntary &gt; Termination at Will<\/td>\n<td style=\"width: 803.015px;height: 10px\">Departments should review <a href=\"https:\/\/policies.tamus.edu\/32-02.pdf\">System Policy 32.02 Discipline and Dismissal of Employees<\/a> before taking action. Any dismissal must be in compliance with federal and state law, and system policies.<\/td>\n<\/tr>\n<tr style=\"height: 47px\">\n<td style=\"width: 475.95px;height: 10px\">Involuntary &gt; Death<\/td>\n<td style=\"width: 803.015px;height: 10px\">Use when an employee passes away. HR Partners or HR Contacts will receive an additional To Do step when this reason is selected.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><\/h3>\n<h3><\/h3>\n<h3>Not Eligible for Rehire Designation (NEFR)<\/h3>\n<p>An employee who is dismissed or resigns in lieu of dismissal as a result of serious misconduct will be designated as Not Eligible for Rehire in Workday for a specified term of no less than five years. The member who designates a former employee as Not Eligible for Rehire is responsible for removing the designation in Workday at the end of the specified term. A designation of Not Eligible for Rehire will disqualify a former employee from being employed or retained by a member as an independent contractor, consultant, or volunteer. For more details on the NEFR designation, review system policy <a href=\"https:\/\/policies.tamus.edu\/32-02.pdf\">32.02 &#8211; Discipline and Dismissal of Employees.<\/a><\/p>\n<h3>Related Reports<\/h3>\n<ul>\n<li>Workers Not Eligible for Rehire at Termination<\/li>\n<li>Termination Details<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Overview When Terminating an Employee in Workday, you are required to select a Termination Reason. Termination Reasons fall into two categories: Voluntary and Involuntary. Within each category, there are multiple Termination Reasons to choose from. Key Points Some Termination Reasons drive additional functionality, therefore selecting the correct reason is essential. For example: Retirement You can [&hellip;]<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[17],"tags":[],"class_list":{"0":"post-18827","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-staffing","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18827","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18827\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=18827"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=18827"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=18827"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":18513,"date":"2024-10-08T08:57:58","date_gmt":"2024-10-08T13:57:58","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=18513"},"modified":"2025-01-23T15:07:24","modified_gmt":"2025-01-23T21:07:24","slug":"job-application-process-disposition-reason-by-stages","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/job-application-process-disposition-reason-by-stages\/","title":{"rendered":"Disposition Reasons by Stages"},"content":{"rendered":"<h2>Overview<\/h2>\n<p><span data-olk-copy-source=\"MessageBody\">During the Job Application Process, a Candidate is dispositioned when they are no longer considered for a position. Candidates can be dispositioned at any stage during the business process. The purpose of the disposition reason is to record for the Human Resources office why decisions were made. When a Candidate is dispositioned, they will receive a notification but will not see the reason for the disposition. The notifications are general in nature and do not contain text related to the specific disposition reason selected.\u00a0<\/span><\/p>\n<h3>Initial Review<\/h3>\n<ul>\n<li>Accepted another position<\/li>\n<li>Duplicate Application<\/li>\n<li>Does not meet required minimum job qualifications<\/li>\n<li>Incomplete application<\/li>\n<li>Unable to contact candidate<\/li>\n<li>Candidate withdrew<\/li>\n<li>Position not being filled<\/li>\n<li>Internal Candidate did not accept application terms and conditions<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n<h3>Screen<\/h3>\n<ul>\n<li>Accepted another position<\/li>\n<li>Does not meet required minimum job qualifications<\/li>\n<li>Less relevant experience\/skills than other candidates<\/li>\n<li>Less relevant education than other candidates<\/li>\n<li>Unable to meet work schedule of position<\/li>\n<li>Unable to contact candidate<\/li>\n<li>Candidate withdrew<\/li>\n<li>Pool contains sufficient candidates not requiring immigration-related employment sponsorship<\/li>\n<li>Position not being filled<\/li>\n<li>Incomplete application<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n<h3>Interview<\/h3>\n<ul>\n<li>Candidate Withdrew &#8211; Compensation is insufficient<\/li>\n<li>Candidate Withdrew &#8211; Unwilling to relocate<\/li>\n<li>Candidate Withdrew &#8211; Job duties unappealing<\/li>\n<li>Candidate Withdrew &#8211; Lack of career development opportunity<\/li>\n<li>Accepted another position<\/li>\n<li>Less effective interview<\/li>\n<li>Less Effective Interview (No Candidate Notification)<\/li>\n<li>Less relevant experience\/skills than other candidates<\/li>\n<li>Less relevant education than other candidates<\/li>\n<li>Unable to meet work schedule of position<\/li>\n<li>Does not meet required minimum job qualifications<\/li>\n<li>Less preferred qualifications<\/li>\n<li>No show for interview<\/li>\n<li>Candidate withdrew<\/li>\n<li>Pool contains sufficient candidates not requiring immigration-related employment sponsorship<\/li>\n<li>Position not being filled<\/li>\n<li>Unable to contact candidate<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n<h3>Reference Check<\/h3>\n<ul>\n<li>Accepted another position<\/li>\n<li>Reference is not favorable<\/li>\n<li>No response from references<\/li>\n<li>Candidate withdrew<\/li>\n<li>Pool contains sufficient candidates not requiring immigration-related employment sponsorship<\/li>\n<li>Position not being filled<\/li>\n<li>Hire not approved by HR<\/li>\n<li>Less relevant experience\/skills than other candidates<\/li>\n<li>Less relevant education than other candidates<\/li>\n<li>Less preferred qualifications<\/li>\n<li>Hired as Contingent Worker (Qatar)<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n<h3>Offer<\/h3>\n<ul>\n<li>Declined Offer &#8211; Job duties unappealing<\/li>\n<li>Declined Offer &#8211; Lack of career development opportunity<\/li>\n<li>Accepted another position<\/li>\n<li>Declined Offer &#8211; Compensation is insufficient<\/li>\n<li>Declined Offer &#8211; Unwilling to relocate<\/li>\n<li>Declined Offer &#8211; Unable to meet work schedule of position<\/li>\n<li>Declined Offer &#8211; Other reason or no reason provided<\/li>\n<li>Candidate withdrew<\/li>\n<li>Pool contains sufficient candidates not requiring immigration-related employment sponsorship<\/li>\n<li>Position not being filled<\/li>\n<li>Hire not approved by HR<\/li>\n<li>Hired &#8211; No Show<\/li>\n<li>Hired as Contingent Worker (Qatar)<\/li>\n<li>Unable to contact candidate<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n<h3>Background Check<\/h3>\n<ul>\n<li>Declined Offer &#8211; Compensation is insufficient<\/li>\n<li>Accepted another position<\/li>\n<li>Unacceptable criminal background check<\/li>\n<li>Unacceptable credentials check<\/li>\n<li>Candidate withdrew<\/li>\n<li>Pool contains sufficient candidates not requiring immigration-related employment sponsorship<\/li>\n<li>Position not being filled<\/li>\n<li>Hire not approved by HR<\/li>\n<li>Hired &#8211; No Show<\/li>\n<li>Hired as Contingent Worker (Qatar)<\/li>\n<li>Unable to contact candidate<\/li>\n<li>Internal Candidate &#8211; Needs to Reapply through Workday<\/li>\n<li>External Candidate &#8211; Needs to Reapply through Career Site<\/li>\n<li>Candidate notified outside of Workday (available only to Recruiting Partners)<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Overview During the Job Application Process, a Candidate is dispositioned when they are no longer considered for a position. Candidates can be dispositioned at any stage during the business process. The purpose of the disposition reason is to record for the Human Resources office why decisions were made. When a Candidate is dispositioned, they will [&hellip;]<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[11,20],"tags":[],"class_list":{"0":"post-18513","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-recruiting","7":"category-workday-fundamentals","8":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18513","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18513\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=18513"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=18513"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=18513"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":18129,"date":"2024-09-12T08:18:22","date_gmt":"2024-09-12T13:18:22","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=18129"},"modified":"2024-10-24T09:29:07","modified_gmt":"2024-10-24T14:29:07","slug":"understanding-worker-pay-results","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/understanding-worker-pay-results\/","title":{"rendered":"Understanding a Worker&#8217;s Pay Results"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>The reference guide Understanding Your Worker&#8217;s Pay Results walks <strong>Payroll Partners<\/strong> through the process of accessing and reviewing an Employee&#8217;s pay results in Workday. The reference guide provides detailed descriptions of the key tabs on the <em>Payment Details <\/em>page and along with other additional pages.<\/p>\n<h2>Key Points<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul style=\"list-style-type: circle\">\n<li>For more information on how to navigate the Payment Details page, locate the online course <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/online_course\/workday-payroll-for-payroll-partners\/\">Workday Payroll for Payroll Partners<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Accessing a Worker&#8217;s Pay Results<\/h3>\n<ol>\n<li>From the <em>Homepage<\/em>, navigate to the <em>Search Bar<\/em> to and enter the name of the Employee whose Pay Results you would like to review.<\/li>\n<li>Select the <strong>Employee&#8217;s Name<\/strong>.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18256\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1-300x153.png\" alt=\"Search for Employee \" width=\"300\" height=\"153\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1-300x153.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1-1024x522.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1-768x392.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1-800x408.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/AIPR-1.png 1445w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li>From the Employee&#8217;s worker profile, select <strong>Pay<\/strong> application. <a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-18262 size-medium\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1-300x134.jpg\" alt=\"Select Pay Application\" width=\"300\" height=\"134\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1-300x134.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1-768x342.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1-800x356.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Select-Pay-1.jpg 954w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li>After selecting Pay, you will be defaulted to the <em>Results <\/em>tab.<\/li>\n<li>Select the <strong>Magnifying Glass<\/strong> icon in the <em>Payroll Result<\/em> column for the the payment date you wish to review.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18263\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab-300x135.jpg\" alt=\"\" width=\"300\" height=\"135\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab-300x135.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab-768x345.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab-800x359.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Results-Tab.jpg 966w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li>After you land on the <em>Payment Details<\/em> page, you will discover multiple tabs. You will be defaulted to the <em>Gross to Net<\/em> tab.\u00a0 Below you will find an explanation of what you will find within each of the individual tabs.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18278\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3-300x147.jpg\" alt=\"\" width=\"300\" height=\"147\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3-300x147.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3-768x376.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3-800x391.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PD-Page-3.jpg 953w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<\/ol>\n<h3>Payment Details Page Tabs Overview<\/h3>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong style=\"font-size: 1rem\">Gross to Net (Default Tab).<\/strong><span style=\"font-size: 1rem\"> Lists all sources of gross income for the Employee (i.e., regular salary, regular hours, longevity, extra pay, communication allowances.\u00a0 Shows all Employee (EE) Benefits, TRS or ORP Contributions, Taxes or Other deductions from their paycheck such as Parking, Rec Sports fees, Withholding Orders\/ Garnishments, Charitable Contributions, etc.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18269\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net-300x142.jpg\" alt=\"\" width=\"300\" height=\"142\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net-300x142.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net-768x363.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net-800x378.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Gross-to-Net.jpg 966w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"list-style-type: none\"><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Additional Pay Components. <\/strong>Reflects a partial list of all Employer-Related (ER) expenses associated with the pay period. Emolument entries show on this page. Complete Employer-related expenses are available in FAMIS.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18271\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC-300x145.jpg\" alt=\"Additional Pay Components \" width=\"300\" height=\"145\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC-300x145.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC-768x372.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC-800x387.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/APC.jpg 953w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong><strong>Payroll Input (only visible if applicable).<\/strong><\/strong> Shows any inputs set-up to drop into a pay result; may also include any manual entries made by Payroll.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18272\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab-300x143.jpg\" alt=\"Payroll Input Tab \" width=\"300\" height=\"143\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab-300x143.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab-768x367.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab-800x382.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payroll-Input-Tab.jpg 966w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li><strong>Pay Accumulations\/ Balances. <\/strong>Provides numbers that may be used for departmental review of FYTD &amp; YTD Totals; Benefits Arrears may show here.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18273\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB-300x146.jpg\" alt=\"Pay Accumulations \/ Balances\" width=\"300\" height=\"146\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB-300x146.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB-768x373.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB-800x389.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/PAB.jpg 949w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/li>\n<li><strong>Tax Elections. <\/strong>Displays the tax elections chosen by Employee during onboarding or updated at a later date are shown here.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18275\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections-300x147.jpg\" alt=\"Tax Elections Tab \" width=\"300\" height=\"147\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections-300x147.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections-768x376.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections-800x392.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Tax-Elections.jpg 949w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Payment. <\/strong>Informs whether the Employee is being paid via direct deposit(s) or check; check number will be listed. Payment elections are an Employee self-service function in Workday.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18276\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab-300x146.jpg\" alt=\"Payments Tab\" width=\"300\" height=\"146\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab-300x146.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab-768x373.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab-800x389.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Payments-Tab.jpg 949w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Actuals. <\/strong>Contains details that are part of the Pay Calculation results for a Period Report including costing allocations that indicate the accounts being used to pay the Employee.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18277\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab-300x145.jpg\" alt=\"Actuals Tab\" width=\"300\" height=\"145\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab-300x145.jpg 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab-768x371.jpg 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab-800x387.jpg 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Actuals-Tab.jpg 952w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h3>Additional Page Examples:<\/h3>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>Time Entry Tab.\u00a0<\/strong>Shows approved hours entered on a timesheet that drop to the current pay results.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18322\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-300x100.png\" alt=\"Time Entry Tab\" width=\"300\" height=\"100\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-300x100.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-1024x340.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-768x255.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-1536x510.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab-800x265.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/Time-Entry-Tab.png 1926w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p><span class=\"note-field\"><strong>Note<\/strong>: <span style=\"font-size: 1rem\">\u00a0Approved Paid Time Off (accrued vacation, sick, etc.) will drop separately to pay results, even if timesheet is not submitted.<\/span><\/span><\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><strong>FLSA Tab.\u00a0<\/strong>Details for the bi-weekly pay period; each week is separate.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium wp-image-18323\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-300x134.png\" alt=\"FSLA Tab\" width=\"300\" height=\"134\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-300x134.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-1024x456.png 1024w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-768x342.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-1536x684.png 1536w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab-800x356.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2024\/09\/FSLA-Tab.png 1926w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Provides guidance on how a Payroll Partner accesses and navigates a Worker&#8217;s Pay Results <\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-18129","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18129","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/18129\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=18129"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=18129"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=18129"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":16057,"date":"2023-12-06T13:50:13","date_gmt":"2023-12-06T19:50:13","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=16057"},"modified":"2023-12-12T15:24:36","modified_gmt":"2023-12-12T21:24:36","slug":"utilizing-merit-partner-role-2","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/utilizing-merit-partner-role-2\/","title":{"rendered":"Utilizing Merit Partner Role"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>Merit is the annual process by which the Texas A&amp;M University System enters financial awards such as promotions, merit increases and lump sum payments. The Merit Partner is the primary security role that supports, monitors and enters these awards in the Workday application. Merit Partners only have access to employees for Supervisory Organizations to which they are assigned in Workday. Each member will be able to decide the most appropriate method for using the Merit Partner security role that best meets its needs.<\/p>\n<p>The purpose of this guide is to provide a comprehensive overview of the Merit Partner security role and the details needed to use it effectively to support the merit process.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Each system member participating in the merit process designates a unique merit partner used by Workday Services as the <em>primary point of contact<\/em><\/li>\n<li>The Merit Partner primary point of contact for each system member submits a list of Merit Partners for each Supervisory Organization in the Merit Configuration Worksheet<\/li>\n<li>The primary point of contact is responsible for confirming the final go-ahead to Workday Services for Merit Finalization<\/li>\n<li>All Merit Partners have access to a Merit Dashboard on their Workday Home page<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Merit Partner Responsibilities<\/h3>\n<p>Merit Partners are the primary person responsible for the Merit process. Therefore, there are several responsibilities that these individuals will carry out during the merit process for their member. These responsibilities include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Confirm Sandbox testing dates and schedules<\/li>\n<li>Coordinate internal testing in Sandbox<\/li>\n<li>Coordinate internal training for Merit Partners and Managers (if applicable)<\/li>\n<li>Participate in Monthly Merit Process Update meetings<\/li>\n<li>Run reports and verify information on a frequent basis<\/li>\n<li>Give the final go-ahead for Merit Finalization and releasing of Merit statements<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Merit Partner Primary Point of Contact<\/h3>\n<p>Each system member will need to designate one individual who will be the <strong>Primary Point of Contact<\/strong> <strong>(PPC)<\/strong> for all merit partners in the Company. This Merit Partner is responsible for communication on behalf of the member for decisions made to facilitate member specific merit processes. Workday Services will use this individual to communicate and confirm dates, testing, and other major details for the member during the merit process. The PPC Merit Partner will do the following:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Facilitate signatures for Statements of Responsibility (SOR) and submit these documents to Workday Services<\/li>\n<li>Submit the Merit Configuration Worksheet at least 3 weeks prior to merit launch in production to allow time for sandbox testing<\/li>\n<li>Tests the role assignments in Sandbox and submit changes needed to Workday Services before merit is launched in production<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span class=\"note-field\"><strong>Note<\/strong>: SORs and the Merit Configuration worksheet are available on Workday Help by navigating to the Merit Learning Hub and selecting the current Merit Process under the News tab.<\/span><\/p>\n<h3>Merit Partner Role Assignments<\/h3>\n<p>The Merit Partner security role is assigned to a Supervisory Organization. This Supervisory Organization can be at a Vice President, college or departmental level within the Supervisory Organization hierarchy. The PPC Merit Partner will typically be assigned at the top Supervisory Organization for their member. This individual then submits the list of Merit Partners that are to be assigned for each additional Supervisory Organization within their hierarchy. This information is provided in the Merit Configuration Worksheet and includes the Supervisory Organization Name, Merit Partner UIN, and Merit Partner Name.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16062 size-medium\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12-300x58.png\" alt=\"Supervisory Organization \" width=\"300\" height=\"58\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12-300x58.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12-768x148.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12-800x154.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-12.png 856w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Merit Partner Inbox Items<\/h4>\n<p>When a Merit Partner is assigned to a college or a department level Supervisory Organization, they receive merit related inbox items only for employees within that particular college or a department.<\/p>\n<p><span class=\"important-field\"><strong>Be Advised<\/strong>: Merit Partners will not have access to employees within a Supervisory Organization for which they do not support. Each Merit Partner can only run reports and complete other merit related tasks for employees within Supervisory Organizations they have been assigned to as a Merit Partner.<\/span><\/p>\n<p>The PPC Merit Partner would typically have the ability to review all awards entered within the hierarchy given they are typically assigned at the top level. Once all merit partners submit their inbox tasks for the Supervisory Organizations they support, the PPC can run the <em>In Progress Merit Review Process &#8211; Most Recent report to<\/em> review the awards and edit if needed. After the review is complete, the PPC Merit Partner gives the final go-ahead to Workday Services for Merit Finalization.<\/p>\n<h5>Example<\/h5>\n<p>In this example, Jane only has access to employees in the College of Architecture and Andy has access only to the College of Liberal Arts and so on. Jessika would be the Primary Point of Contact Merit Partner as she is assigned at the top level Supervisory Organization. This means she can review the awards entered by Jane, Andy and Eric and edit them if needed.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/2-11.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16063 size-medium\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/2-11-300x206.png\" alt=\"Merit Partner Roles\" width=\"300\" height=\"206\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/2-11-300x206.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/2-11.png 512w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<p><span class=\"important-field\"><strong>IMPORTANT:<\/strong> If the system member chooses to assign Merit Partners at a department level, this would require an increased workload and therefore, an EIB (mass upload) would be used to assign the Merit Partner roles by Workday Services.<\/span><\/p>\n<h4>EIB for Merit Partner role assignments<\/h4>\n<p>Workday Services provides a template for the primary point of contact to obtain EIB date data for role assignments. The EIB for Merit Partner role assignments requires the following information be submitted:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Supervisory Organization ID<\/li>\n<li>Merit Partner Position ID<\/li>\n<li>Merit Partner Employee ID<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Workday Services recommends the primary point of contact use the Workday report<em> <strong>Employee All Jobs and Direct Report Manager <\/strong><\/em>to obtain the data needed for the EIB mass upload.<a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16064 size-medium\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7-300x95.png\" alt=\"Supervisory Organization ID\" width=\"300\" height=\"95\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7-300x95.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7-768x243.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7-800x253.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/3-7.png 853w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h3>Merit Dashboard<\/h3>\n<p>The Merit Partners have access to a Merit Dashboard in their Workday homepage as a one-stop-shop for Merit related tasks, Merit Reports and links to training materials on Workday help site. The Merit Task allows the Merit Partner to add or remove employees while also being able to run reports to check various areas of the merit process. Furthermore, the dashboard provides a direct link to Merit training materials and related documentation. A full view of the Merit Dashboard can be view in the Merit Partners applications on their Workday homepage.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-800px-wide wp-image-16065\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3-800x662.png\" alt=\"Merit Dashboard\" width=\"800\" height=\"662\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3-800x662.png 800w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3-300x248.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3-768x636.png 768w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/4-3.png 818w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/a><\/p>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<p>&nbsp;<\/p>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<h4><\/h4>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The purpose of this guide is to provide a comprehensive overview of the Merit Partner security role and the details needed to use it effectively to support the merit process.<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[6],"tags":[],"class_list":{"0":"post-16057","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-merit","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16057","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16057\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=16057"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=16057"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=16057"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":16051,"date":"2023-12-06T13:44:00","date_gmt":"2023-12-06T19:44:00","guid":{"rendered":"https:\/\/it.tamus.edu\/workdayservices\/?post_type=reference_guide&#038;p=16051"},"modified":"2023-12-06T13:49:26","modified_gmt":"2023-12-06T19:49:26","slug":"understanding-your-wage-and-tax-statement-w-2","status":"publish","type":"reference_guide","link":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/training\/reference_guide\/understanding-your-wage-and-tax-statement-w-2\/","title":{"rendered":"Understanding Your Wage and Tax Statement (W-2)"},"content":{"rendered":"<h2>Overview<\/h2>\n<p>A Wage and Tax Statement or W-2 is a report that displays your annual wages and the amount of taxes withheld from your paycheck. Employers are required to send employees the W-2 by January 31<sup>st<\/sup> each year so that employees can file their income tax return by the April 15<sup>th<\/sup> deadline. The purpose of this reference guide is to provide a basic overview of the W-2 and the various calculations used to provide the data Employees see in each box.<\/p>\n<h2>Key Points:<\/h2>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Your W-2 reflects your income from the previous year<\/li>\n<li>Employers use this form to report FICA taxes to the IRS that have been deducted from employees paychecks<\/li>\n<li>The IRS uses the W-2 form to determine an employee\u2019s tax liability for the year<\/li>\n<li>W-2s are available in January within Workday using the Pay worklet<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>W-2 Overview<\/h3>\n<p>Employers are required to send a W-2 to employees and the Internal Revenue Service (IRS) at the end of the year. The W-2 shows your annual wages and the taxes deducted taxable wages earned.<\/p>\n<p><a href=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-11.png\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-16054 size-medium\" src=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-11-300x181.png\" alt=\"W2 Overview\" width=\"300\" height=\"181\" srcset=\"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-11-300x181.png 300w, https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-content\/uploads\/sites\/35\/2023\/12\/1-11.png 397w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h4>Top Portion<\/h4>\n<p>The top portion of your W-2 provides information regarding your wages and taxes withheld from these wages<\/p>\n<h5>Box 1<\/h5>\n<p><strong>Taxable Wage<\/strong> \u2013 is calculated by taking the Total Gross Wages (Annualized Compensation + Annualized Longevity Pay) less the annualized amount for Group Medical, Dental, Vision, and ADD Insurance, Teacher Retirement System, Optional Retirement Program, Tax Sheltered Annuities (403(b)), Deferred Compensation Plan (457 Plan), Tax Saver Plan Spending Accounts (including administrative fee) and any Pre-Tax Parking Deductions. Annualized Compensation includes salary, allowances, and emoluments that are taxable according to IRS guidelines.<\/p>\n<h5>Box 2<\/h5>\n<p><strong>Federal Income Tax Withheld<\/strong> \u2013 the amount of Federal Income Tax withheld from wages<\/p>\n<h5>Box 3<\/h5>\n<p><strong>OASDI Taxable Wage<\/strong> \u2013 is calculated by taking the Gross Wage (Annualized Compensation + Annualized Longevity Pay) less the annualized amount for Group Medical, Dental, Vision, and ADD insurance, health care and dependent care spending, and pre-tax parking<\/p>\n<h5>Box 4<\/h5>\n<p><strong>OASDI Social Security Tax Withheld<\/strong> &#8211; the employee pays 6.2% to a maximum earnings of $132,900.00 for calendar year 2019.This amount changes yearly. The information provided here is specific to 2019<\/p>\n<h5>Box 5<\/h5>\n<p><strong>Medicare Taxable Wage<\/strong> &#8211; is calculated by taking the Gross Wage (Annualized Compensation + Annualized Longevity Pay) less the annualized amount for Group Medical, Dental, Vision, and ADD insurance, health care and dependent care spending, and pre-tax parking<\/p>\n<h5>Box 6<\/h5>\n<p><strong>Medicare Tax Withheld<\/strong> \u2013 the employee pays 1.45% on all earnings up to $200,000.00 and 2.35% on all earnings in excess of $200,000.00 (no maximum) for calendar year 2019. The information provided here is specific to 2019<\/p>\n<h4>Bottom Portion<\/h4>\n<p>The bottom portion will call out various deductions that depend on the individual\u2019s specific situation and tax elections.<\/p>\n<h5>Box 10<\/h5>\n<p><strong>Dependent Care Benefits<\/strong> \u2013 is the amount deducted for Dependent Care Spending Account \u2013Navia<\/p>\n<h5>Box 12<\/h5>\n<p>The IRS uses Box 12 to report various types of deductions with a code. Specific code information and corresponding deductions are provided below.<\/p>\n<p><strong>Code E: 403 (B) Deferrals<\/strong> \u2013 This is the amount of pre-tax contributions made to a Tax Deferred Account.<\/p>\n<h6><strong>The Tax Deferred Account deductions are:<\/strong><\/h6>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>TDA \u2013AIG RETIREMENT SERVICES<\/li>\n<li>TDA \u2013 FIDELITY INVESTMENTS<\/li>\n<li>TDA \u2013 ISC GROUP, INC.<\/li>\n<li>TDA \u2013 LINCOLN FINANCIAL GROUP<\/li>\n<li>TDA \u2013 METLIFE RESOURCES<\/li>\n<li>TDA \u2013 METROPOLITAN LIFE INS CO.<\/li>\n<li>TDA \u2013 PENTEGRA RETIREMENT SERVICES<\/li>\n<li>TDA \u2013 SECURITY BENEFIT LIFE<\/li>\n<li>TDA \u2013 TIAA-CREF<\/li>\n<li>TDA \u2013 USAA LIFE INS\/INV MGMT<\/li>\n<li>TDA \u2013 VOYA<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>Code G: Elective 457(B) Plan<\/strong> \u2013 is the amount contributed to the Texa$aver Deferred Compensation Plan \u2013 457 Plan. This is a pre-tax deduction.<\/p>\n<p><strong>Code BB: Designated Roth Contributions under the 403(B) Plan<\/strong> \u2013 the amount contributed to the Roth 403(b) plan. Roth contributions are after tax contributions.<\/p>\n<h6><strong>The Roth 403(B) deduction codes are:<\/strong><\/h6>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>TDA \u2013AIG RETIREMENT SERVICES &#8211; Roth<\/li>\n<li>TDA \u2013 FIDELITY INVESTMENTS &#8211; Roth<\/li>\n<li>TDA \u2013 ISC GROUP, INC. &#8211; Roth<\/li>\n<li>TDA \u2013 LINCOLN FINANCIAL GROUP &#8211; Roth<\/li>\n<li>TDA \u2013 METLIFE RESOURCES &#8211; Roth<\/li>\n<li>TDA \u2013 METROPOLITAN LIFE INS CO. &#8211; Roth<\/li>\n<li>TDA \u2013 PENTEGRA RETIREMENT SERVICES &#8211; Roth<\/li>\n<li>TDA \u2013 SECURITY BENEFIT LIFE<\/li>\n<li>TDA \u2013 TIAA-CREF<\/li>\n<li>TDA \u2013 USAA LIFE INS\/INV MGMT<\/li>\n<li>TDA \u2013 VOYA<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>Code DD: Cost of Employer Sponsored Health Coverage<\/strong> \u2013 this is the total cost (employer + employee) for the Medical A&amp;M Care, Medical Grad Plan, Medical J Plan, and the Wellness Credit.<\/p>\n<p><strong>Code EE: Designated Roth contributions under 457 Plan<\/strong> \u2013 this is the amount contributed to the Texa$aver Deferred Compensation Plan \u2013 Roth.\u00a0 Roth contributions are after-tax contributions.<\/p>\n<h5>Box 14<\/h5>\n<p>Other \u2013 Amounts paid for qualified sick leave wages or qualified family leave wages under the Families First Coronavirus Response Act taken during the time period of April 1 and September 30 for the year 2021 are reportable if the company claimed a credit for the leave on their Form 941. Specifically, up to three types of paid qualified sick leave wages or qualified family leave wages are reported in Box 14. The three types include:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>EPSL$200 \u2013 sick leave wages subject to the $200 per day limit and $2,000 in aggregate because of care you provide to another<\/li>\n<li>EPSL$511 \u2013 sick leave wages subject to $511 per day limit and $5,110 in aggregate because of the care you required<\/li>\n<li>EFMLEA \u2013 Emergency Family Leave Wages up to $200 per day or $12,000 in aggregate<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Additional information can be located in IRS Notice 2021-53<\/p>\n<h5>Retirement Plan Check Box<\/h5>\n<p>All employees participating in a retirement plan will have this box checked.<\/p>\n<p>For questions please call your local payroll office. TAMU employees please email tax@tamu.edu<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The purpose of this guide is to provide a basic overview of the W-2 and the various calculations used to provide the data Employees see in each box<\/p>\n","protected":false},"author":37526,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[9],"tags":[],"class_list":{"0":"post-16051","1":"reference_guide","2":"type-reference_guide","3":"status-publish","4":"format-standard","6":"category-payroll","7":"entry"},"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16051","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/types\/reference_guide"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/users\/37526"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/reference_guide\/16051\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/media?parent=16051"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/categories?post=16051"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/workdayservices\/wp-json\/wp\/v2\/tags?post=16051"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}]