OSPS E-News ~ Removal of Compensatory Time and Spill Time Max Accrual Cap

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Important note: Please do not forward this message directly to employees. It is best practice to work with your agency’s communications staff to develop messages that can be shared with employees. 



Good afternoon,



As you may be aware, there is currently a cap on Compensatory (Comp) Time accruals in the Workday Payroll configuration that is in line with the contracted requirements. The cap does not allow for employees to go over the specific Comp Time hours in their contract. This has put employees in a situation where Comp Time was moved into a status of “Forfeiture” and essentially causing them to use Comp Time or lose it. To solve for the issue of employees having Comp Time moved into forfeiture, a payroll configuration change has been implemented to remove the maximum accrual cap for Comp Time and Spill Time effective dated on June 1, 2023.



On August 1, 2023 agencies will need to run the reports listed below to determine if there are any balances employees have above the cap. Those balances will then need to be paid out.



Compensatory Time reports:

  *   Time Off | Compensatory Time | Forfeiture .. 12/01/2022 to 06/30/2023

  *   Time Off | Compensatory Time | Above 0 Hours
  *   Time Off | Compensatory Time | Above 80 Hours
  *   Time Off | Compensatory Time | Above 100 Hours
  *   Time Off | Compensatory Time | Above 120 Hours
  *   Time Off | Compensatory Time | Above 160 Hours
  *   Time Off | Compensatory Time | Above 192 Hours
  *   Time Off | Compensatory Time | Above 200 Hours
  *   Time Off | Compensatory Time | Above 240 Hours
  *   Time Off | Compensatory Time | Above 300 Hours
  *   Time Off | Compensatory Time | Above 480 Hours

Reports will need to be run at the beginning of each month to see if any employees exceed the cap for your agency (if you would like these reports to be scheduled and need assistance, please submit a case in Workday). If there are any employees over the cap, the hours will need be paid out using the “Compensatory Time | Time Off ( Cash-Out )” task in Workday that when entered, automatically reduces the Comp Time balance. Please note: You should only run the listed reports when the data is populated on August 1, 2023.

Page Break

Compensatory Time | Time Off ( Cash-Out ) steps:

  *   Go to Actions > Time and Leave> Maintain Accrual and Time Off Adjustments/Overrides:
  *   Stay on the “Adjustments” tab
  *   Click on the “+” to add a line
  *   Type "comp time cash" and select “Compensatory Time | Time Off ( Cash-Out )” within the drop down
  *   Add the appropriate hours in the “Units” column
  *   Add the appropriate “Period”
  *   Add a “Comment”

Thank you,



DAS Workday Payroll and Time Tracking Team



DAS Workday Payroll & Time Tracking Team
Workday Payroll Website: https://www.oregon.gov/das/hr/pages/workday.aspx

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