July 2022 Workday Financials Calendar

To ensure that payroll posts correctly moving forward to any workers who converted to DN999999 Conversion Placeholder:

• Use the Worker Costing Allocation Information – Payroll report to identify workers costed to DN999999
• Update their costing allocation for future pay and create a Payroll Accounting Adjustment for payroll that has already completed.
• Find Payroll Costing Allocation QRGs and videos on the Workday Finance Training page

To identify Period Activity Pays that converted without a costing override:

• Use the Allowances and Period Activity Pay by Organizations with Additional Details report to identify Period Activity Pays that converted without a costing override. 
• Assign a Worker Position Earning costing allocation, if desired, to have the earnings costed differently than other earnings the worker receives.
• Find Payroll Costing Allocation QRGs and videos on the Workday Finance Training page

To identify LD Schedules that did not convert:

• Use the UBI LD Schedules and Salaries module to discover Assignment-level LD Schedule lines that would not have been included in the conversion. Only the first 100% to the earliest end date would have been converted. 
  • Assign future Worker Position costing allocations so that obligations can allocate accordingly if desired.​
• Find element-level LD schedules for any “non-recurring” elements that you would like to add as Worker Position Earning costing allocations.  ​
  • This will be most important for any one-time payments (OTPs) that have been entered but not yet paid out.  Any new OTPs will have costing overrides entered by the Payroll Costing Manager and will not require a Worker Position Earning costing allocation.
• Find Payroll Costing Allocation QRGs and videos on the Workday Finance Training page

To verify costing allocations set up against Cost Share Grants:

• Use the Worker Costing Allocation Information – Payroll report to review all costing allocations set up against Cost Share Grants.  Costing Allocations were converted/updated to use non-sponsored worktags provided to OSP, but in cases where many were applied, costing may need to be updated to the desired FDM values.
• Find Payroll Costing Allocation QRGs and videos on the Workday Finance Training page

To ensure that costing allocations are set up properly for Salary Over the Cap:

• Assign costing allocations for Workers whose IBS is over the salary cap using the new methodology explained in the assign costing QRG.
• Find Payroll Costing Allocation QRGs and videos on the Workday Finance Training page

Consider the following information for Payroll Accounting Adjustments:

• The first pay periods you will be able to use Workday’s Create Payroll Accounting Adjustment task are:
  • ACD Bi-weekly:  6/20/2022 – 7/3/2022
  • ACD Monthly:  6/25/2022 – 7/24/2022
• Payroll Journal Line reports to assist in auditing completed payroll results:
  • Payroll Journal Line Details
  • Payroll Journal Summary Report
• Historical Payroll Accounting Adjustments: Payroll Accounting Adjustments for any pay periods process in Oracle LD will have to be adjusted using an accounting journal with the “Payroll Accounting Adjustment – Historical” journal source.  
  • For Historical Payroll Accounting Adjustments impacting Grants: Waiting to process any Historical Payroll Accounting Adjustments for pay periods between Jan-22 to Jun-22 is recommended by OSP until after Effort Reports have been generated in August.  If journals for these time frames are submitted, OSP may not approve them. 

• Transfers: Will need to add the "Transfer To/From Cost Center" after July 28th. Should also ensure that all transfers in/out are budgeted if known.​
• Faculty and Wages spend categories: Will need to update your budget to reflect the new, more granular codes after July 28th​ 
• Function Worktag: Might need to update Function (for a variety of reasons) after July 28th.  Please note that Function is REQUIRED on Compensation, Non-Compensation, and IN/OUT for Transfers.  Function is optional on Revenue.​ 
• 1:Many Relationships: If a 1:Many relationship in the current state does not allow you to map to FDM prior to Freeze, you will need to make the update after July 28th​ 
• Budget changes after original submission: Units should maintain a list of known changes since the submission of the original budget (for example: hires, departures, new commitments, budget requests granted, items missed in original submission, etc.). After stabilization, Adaptive will remain open with snapshots taken throughout the year.  There will be an original snapshot that will load July 28th.  Changes made after the original snapshot will NOT be included in that snapshot.  Please note that individual schools and units might need to have some periods of time that are limited to the Dean or VP office.  In these cases, your school or unit will communicate internal limitations.​ 
• Position and Employee Worktags: Will need to review initial conversion of Employee to Position and update your budget as necessary to reflect the correct Workday Position by Employee.​ 

OSP will process these actions from the Oracle PTAO freeze:

• New sponsor awards & projects or modifications on existing PTAOs
• At-Risk or sponsor-approved extensions
• New subawards & modifications to existing subawards
• Budget amendments
• Clinical Trial payments, funding and budget bumps, including RG transfers
• Federal Cost Exception Requests

New Subawards will be able to start once issued from Workday.

Effort Reporting

• All after-the-fact labor adjustments impacting payroll periods posted in Oracle will need to be processed as accounting journals in Workday, using unique journal source “Payroll Accounting Adjustment – Historical”
  • The following supporting documentation will be required to be uploaded with all Payroll Accounting Adjustment – Historical accounting journal entries affecting grants:
    • Retro Cost Transfer Justification Form (PDF version) – For ALL manual payroll journals over and under 90 days.
    • Copy of the effort reports, showing manually calculated distribution corrections providing %s for payroll and effort, accounting for salary over the cap and cost-sharing effort, signed and dated by the Principal Investigator or Designee or Alternate Approver
    • Expenditure Detail Report (GA Actuals) of salary & associated fringe benefit expenses posted against Oracle PTAO and requested to be transferred
    • Workday Grant Budget Vs Actuals Report providing receiving grant budget balance
• Uncertified salaries charged to grants for the effort reporting periods may need to be moved to non-sponsored funding source/s