Resources

Payroll Timecard Form

Use this form to submit time entries or corrections greater than 30 days old (retroactive time) or to submit hours for a dual position that cannot be clocked in Workday. 

For Retroactive Time Corrections

Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Payroll Payment Date
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Payroll Payment Date
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline (always due at 12:00pm)

Payroll Accounting Adjustment Request Form Example.  See actual form here: https://uvafinance.virginia.edu/resources/paa-request-form 

Payroll Accounting Adjustment Request Form.  See example here: https://uvafinance.virginia.edu/resources/paa-request-form-example 

Workday reports that have a summarized Obligations column often have a lot of “noise”.  Workday shows all journals (full transparency) related to the account.  For obligations, that includes the journal that moves it into the obligation ledger as well as any journal that liquates that obligation (or zeros out that obligation) when it moves from an obligation to an actual in the actuals ledger. 

Here is an example of what that can look like:

Labor Level Codes are essentially the passthrough 8x/9x MC-Cost Centers that the Medical Center uses in Kronos. You can use the FDM for Medical Center Passthrough Cost Centers report to search for the Grant number provided and see what the Cost Center code is. If a Passthrough Cost Center does not yet exist for a particular driver (Designated, Project, Gift, or Grant), a request to have one created can be made through the Medical Center Passthrough Cost Center Template Form.

This error may occur when the Costing Allocation start date is before the Position start date. To resolve this, make sure that the Costing Allocation start date is on or after the Position start date.  

Another solution may be to leave the Costing Company blank if you aren’t charging payroll outside the Rector and Visitors company. When left blank, Workday will default to charge the Company that the Worker’s Position is assigned to (in HCM). 

Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Payroll Payment Date
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Payroll Payment Date
Pay Group Period Number Period Start Date Period End Date Data Entry and Approval Deadline Time Entry Deadline (always due at 12:00pm)

Question: An employee has two hourly positions, one in one cost center and one in another. Her Worker Position costing allocation is set up with a 70%-30% split between the two cost centers, each with the appropriate FDM string. It has been agreed that any overtime pay will be charged to the secondary department worktags. How should this be set up? 

Spend Categories = Federal Tax Withholding (SC0722) 

State & Local Tax Withholding (SC0723) 

Employee FICA Tax Withholding (SC0724) 

Employer FICA Tax Withholding (SC0725) 

 

Most likely these are related to a taxable gift.  To verify, you can run the Details for Account Certification report for the impacted worktags and find transactions that originally posted to Spend Category: Employee Recognition Awards Cash & Non-Cash taxable (SC0564). These amounts are often related to gift cards that are taxable to employees and therefore, the expenses are assessed the wage fringe rate.  This does not occur until month-end close, which is why you’re seeing it now on your Account Certification.

If the start date that was selected in the Add Job business process is not a Monday (Academic Division/Wise) or Sunday (MC or UPG), the costing allocation may hit default account for days prior to the position start date and need to be adjusted.

To verify the Start Date for a position, look up the employee in Workday, then select Job from the blue menu on the left. Clicking on the Jobs tab will display each Position and the Start Date: