OSPS E-News ~ FW: Workday transition update - it is here!
Announcements from OSPS to the users of the Oregon State Payroll Application
osps-news at listsmart.osl.state.or.us
Fri Feb 22 09:04:04 PST 2019
Friday UPDATE: this is a reminder that even though Workday is the HR system of record that all payroll offices still need to conduct business as usual in OSPA and ePayroll.
Specifically speaking - exception reports still need to be managed and worked. If your agency has fatal errors related to the PERS pickup then research the employee and determine if OSPA (P010) or Workday needs to be fixed.
Also we have seen an issue when running the W-4 report out of Workday regarding additional withholding amounts either not being on the report or the Federal amount overriding the state amount. We have sent a request to the Workday Help Desk to fix the report along with granting view access to both Federal and State W-4s and the ability to print them.
I would highly recommend if you are seeing add'l amounts on the report to reach out to the employee and confirm the amounts.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Wednesday, February 20, 2019 9:13 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us) <osps-news at listsmart.osl.state.or.us>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
Wednesday UPDATE: the Workday team sent me an update regarding reports last night. Each payroll partner should now see the following worklet icon on their home page, see the right hand side under 'Applications'. As most of you have been adding the various reports to your favorites this icon should have all of them and a few more. Also the attached is a general guide for adding or removing reports/tasks to your favorites so if you have not been using it this is a helpful tool to start.
[cid:image003.jpg at 01D4C8FC.6E929140]
The next screen shot is what I have setup in my favorites so far. The top one 'View Selected Additional Data' is a quick way to pull up an employee's RDC/PDC and what their position number was in PPDB.
[cid:image007.jpg at 01D4C8FC.6E929140]
Also if you select the 'Pay' worklet icon and select 'Withholding Elections' is where an employee (or you) would choose to fill out a federal and/or state W-4. It currently defaults to 'No Tax Elections' for everyone until an employee updates it. None of the current data in OSPA on the P010 was sent to Workday. A current employee is not required to fill this out in Workday if you already have something on file for them. I'm sure most of you are already seeing a wave of updates on your W-4 Workday report.
REMINDERS: W-4 and direct deposit information does NOT feed into OSPA. Workday is the system of record for protected leave (FMLA/OFLA) and entitlements. OSPA is the system of record for leave balances. Workday updates on the 15th of every month with leave balances from OSPA. For example February 15 Workday updated based on January's leave accrual update (LARS) done in OSPA.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Tuesday, February 19, 2019 12:28 PM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
Tuesday UPDATE: The interface between Workday and OSPA has been on its regular schedule since Friday. OSPA does not update on Sunday but any files received on Sunday will process Monday morning starting at 6am when the mainframe comes up.
Here are the common topics we are hearing about on the OSPS Help Desk today:
I'm not seeing a change in OSPA for an employee.
* Please start with note #5 from last Friday's email below. Right now OSPS can tell you if the employee rejected on the interface from Workday. If you have one of those employees then work with your HR office and Workday to correct and resend the information to OSPA.
Direct deposit information in Workday
* Workday received the P070 information from OSPA as of December 20, 2018. If the P070 shows an update to an employee's direct deposit information after that date then the employee would need to update in Workday too.
* There is NOT an interface between Workday and OSPA for direct deposit information.
* Payroll offices will need to run a report in Workday and update the P070 for any new changes made in Workday.
W-4 information in Workday
* Federal and State W-4 forms are available in Workday.
* There is NOT an interface between Workday and OSPA for W-4 information.
* Payroll offices will need to run a report in Workday and update the P010 for any new changes made in Workday.
Reports
* Attached is a list of payroll related reports the Workday team provided to OSPS.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Friday, February 15, 2019 3:44 PM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
Friday afternoon UPDATE: We have received all transactions from Workday through 10am this morning (2/15/19). Tonight, we will receive transactions from 10am - 3pm today. After that, we will be on a regular schedule of processing any transactions completed from a window of 3pm the prior day up to 3pm that same day.
A few things to note:
1) Workday will not send separations that are effective the last day of the current month until the 1st of the following month. To help assist agencies, Workday will send all separations effective the last day of the current month on every prelim run 1. Any terminations that are entered into Workday after prelim run 1 will feed to OSPA on the 1st of the following month.
2) We have noticed that Workday is not sending any future dated transactions in the current month until the date they are effective. For example, if you have a termination that is effective 2/19, Workday will not send this until that date. This issue has been reported to Workday.
3) OSPS suggests the following to help with the above notes 1) & 2), this is only going to apply for Hires and Terminations:
o PAY_RPT_New Hires for Payroll
o PAY_RPT_Terminations for Payroll
o Run these reports in Workday for the entire month within the current pay period. This will help with future dated terms & hires and late terms. For example: 2/1/2019 through 2/28/2019.
4) There are employees who are not feeding from Workday to ePayroll. If you pull up the employee in ePayroll you will see their profile is blank. Please email the OR number and agency number to the OSPS Help Desk. We are tracking these and will send that on to Workday to resolve.
5) If your payroll office has confirmed that a transaction was done in Workday and you are not able to see that in OSPA. Please email the OSPS Help Desk and include the following...
o Agency, EE name and OR#
o Action that was completed in Workday but not in OSPA. For example...(Joe Smith, OR1234567, Agy 12345. Workday shows this person was hired on February 4. The P030 does not bring this employee up.)
? For active employees you can also check out the P030 on the bottom left hand side the 'TRAN DT' will tell you when this employee's record was last updated.
? [cid:image001.png at 01D4C544.ABE4BED0]
We are continuing to partner with the Workday team on guidance for which payroll reports in Workday will best provide information on what payroll offices need to take action on.
Also if your agency is having success with Workday reports please email the OSPS Help Desk too.
Thanks,
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Friday, February 15, 2019 9:00 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
Friday UPDATE: We are working on bringing in some of the Wednesday transactions from Workday into OSPA now. We will be coordinating with Workday on the remaining transactions from Wednesday and discuss the plan for Thursday & Friday.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Thursday, February 14, 2019 11:47 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
UPDATE: We processed over 1,800 transactions a few minutes ago. There were about 30 employees who rejected and we are sending that back to the Workday team to correct. We were told by the Workday team those transactions we just processed would have been any business processes that were completed from Monday and Tuesday this week.
The Workday team is working on processing Wednesday transactions now. I would anticipate those transactions to be processed tomorrow morning.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Thursday, February 14, 2019 8:55 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
UPDATE: OSPA has received several files from Workday this morning. We are in the process of reviewing them. This would be new data after the PPDB freeze. I will send out another update once we begin processing files.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Wednesday, February 13, 2019 8:57 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
UPDATE: ePayroll was updated last night with new data from Workday. OSPA has not been updated by Workday, yet. They (ePayroll and OSPA) are two separate integrations with Workday. OSPS is working with the Workday team on getting new information sent to us.
As a result of the above, some of you may have noticed a new employee having a profile in ePayroll but not being able to update time or see them on the P030. Once data comes over to OSPA then that will correct this.
This also means that if your HR office is letting you know they made certain entries in Workday why you would not be able to see that in OSPA.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Tuesday, February 12, 2019 10:59 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
UPDATE: HR offices have been given the green light to start entering transactions in Workday (WD). DAS OSPS has recommended to the WD team that any January related transactions be prioritized, especially new hires. Please coordinate with your HR offices on those priorities.
REMINDER: the business process needs to be completed in WD before 3pm today in order for Workday to send it over to OSPA tonight.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Monday, February 11, 2019 3:20 PM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!
UPDATE: No new information will be coming from Workday to payroll today prior to final. I'll be getting an update tomorrow morning of when we should expect to receive data from Workday. That means if you have pay related changes from January (ie new hires) that you would like to get paid by Friday here are some options.
1) Wait for the information to come over. If you want the information the same day you need to ask your HR office to request an ad-hoc process be run.
2) If the employee's data is in OSPA but the pay changes have not come over you can make a P050 entry. Then you would need to delete it and set a corrective once the data did come over from Workday.
3) Work with your finance department to generate an estimated payment to them. Typically this would only be needed for new hires.
If you have questions about these options please feel free to reach out to the OSPS Help Desk.
Seth Lewis
503-373-0198
From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Monday, February 11, 2019 10:07 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ Workday transition update - it is here!
Payroll professionals,
As of today OSPA is officially setup to receive information from Workday. If you are wanting OSPA to process any January related transactions (not already in OSPA) for January run 2 today is the last day to get those entries completed in Workday. After today January entries can still be done in Workday/OSPA and you would go through the normal process of setting a corrective, requesting a manual check or letting the correction run with February run 1. REMEMBER: OSPA and ePayroll are not changing.
On Saturday position numbers in OSPA and ePayroll were changed to what Workday has as that number will be unique in Workday. We also migrated a few other changes in OSPA. See the attached slides from a forum presentation which speaks to these changes.
If your agency gets data extracts from OSPA then they will show the new WD positon number and no longer include those data elements from slide 1 of the attachment.
Workday is setup to send data to OSPA nightly instead of real time as PPDB did. Entries must be completed by 3pm each day for that information to be sent to OSPA in the nightly file. Agencies can request an ad-hoc run to send data over sooner than each night; agency HR shops will need to work with the Workday Help Desk to initiate those ad-hoc runs.
This is the message in Workday currently directed towards HR roles.
________________________________
IMPORTANT for HR Roles: The Workday Oregon team strongly recommends you to limit daily payroll-related entries (such as new hires, terminations and job changes)
- Focus on January actions first, followed by any with current or past effective dates. Remember these types of actions will not allow an effective date prior to 1/1/2019.
- Partner with Workday Oregon and your agency's Payroll on all retroactive actions effective 2/1/2019 or earlier. Actions keyed effective before 2/1/2019 will be double-checked by system experts before being released to the Payroll system. (View a QRG for more information).
- We want to gradually increase the number of actions going to OSPA during the first week of production.
________________________________
What that means is anything prior to 1/1/2019 will need to be treated like a prior year adjustment in OSPA. Payroll offices will have to do a manual calculation for any money owed to an employee and we recommend making those entries in the current pay period.
Also most payroll offices are used to receiving PA/turnaround information from HR offices as notification of new data coming into OSPA. Workday has payroll reports that will tell you that information. DAS OSPS is diving into those reports and will share what we learn about them this week.
We will be sending updates as we are able during this week for any Workday related impacts to payroll offices. If you have any questions please contact the OSPS Help Desk.
Also see attached guide for some general guidance for accessing Workday.
Thanks,
Seth Lewis
Manager
DAS/EGS/FBS/Oregon Statewide Payroll Services
503-373-0198, direct
503-378-3518, fax
503-378-6777, OSPS Help Desk
seth.lewis at oregon.gov<mailto:seth.lewis at oregon.gov>
Visit Our Online Resource Center: State of Oregon: Oregon Statewide Payroll Services<http://www.oregon.gov/das/Financial/Payroll/Pages/Index.aspx>
Seth Lewis
Manager
DAS/EGS/FBS/Oregon Statewide Payroll Services
503-373-0198, direct
503-378-3518, fax
503-378-6777, OSPS Help Desk
seth.lewis at oregon.gov<mailto:seth.lewis at oregon.gov>
Visit Our Online Resource Center: State of Oregon: Oregon Statewide Payroll Services<http://www.oregon.gov/das/Financial/Payroll/Pages/Index.aspx>
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