Overview of support for re-entering future-dated transactions from HRMS into Workday

This message is shared on behalf of Samantha McLaughlin, Director of HCM Transformation, IRP, and Lani McGill, Business Lead, HR Foundations IRP, for members of the HR Network. 

Please find below the process for how departmental HR and the IRP team will be working together to re-enter high-volume future-dated transactions from HRMS into Workday.

Overview of HCM Support for Terminations, Hires / Rehires

Each week from now until mid-January, the IRP HCM team will be conducting one-on-one working meetings with impacted departmental HR to re-enter the following high-volume future-dated transactions into Workday:

• Terminations that were entered into HRMS and have an effective date between November 16 and January 14.
• Hires and rehires (including job changes) that were entered into HRMS and have an effective date between November 16 and January 14.

As they prioritize the work, the HCM team will reach out to a representative from the impacted department (most likely someone the HCM team has worked with in the past; it will be up to departments to organize amongst themselves, delegate, pull in others as required).

The HCM team will provide a list of in-scope future-dated transactions with effective dates in the next pay period, what’s required of departments and ask whether they would like to set up a working meeting to process the transactions together. These Future-Dated Transaction meetings will take place on Wednesday and Fridays.

For example, the HCM team has already reached out to HR contacts in impacted departments who have transactions with effective dates that affect the November 30 payday. The working meetings are being held last week and this week to ensure transactions are re-entered into Workday before the payroll processing cutoff on November 24. The team is in the midst of reaching out to impacted departments for the December 15 payday.

Terminations

Terminations that were entered into HRMS and have an effective date between November 16 and January 14.

Each pay period, the HCM team will work with impacted departments to perform mass uploads of terminations into Workday.

• The HCM team will run two reports in Workday: 1) Employees with Upcoming Term End Dates, and 2) Employees Who Have Passed the Term End Date, to identify employees who may need a termination action
• The HCM team will separate these lists of upcoming terminations by department / unit and provide to departmental HR via email
• Departments will validate the list of terminations and confirm to the IRP team that proper notice was given to terminated employees
• The HCM team will upload the validated terminations into Workday in a mass load, pay period by pay period.

Please note: If the employee’s term end date is to change, or the employee is to be extended, the department will need to initiate those changes themselves in Workday to ensure the appropriate approvals are obtained.

Hires / Rehires (including Job Changes e.g. transfers, FTE changes)

Hires and rehires that were entered into HRMS and have an effective date between November 16 and January 14.

Each pay period, the HCM team will work with impacted departments to re-enter these transactions into Workday using a special catch-up admin security role to bypass approvals and the employment agreement. If there is a benefits implication or onboarding required, these steps will still route to the employee to complete.

• The HCM team will run Query 069 in HRMS, which includes hires and job changes that have an effective date of November 16 or later in HRMS
• The HCM team will provide the list of future-dated transactions to departmental HR via email and a summary of their availability to meet to perform the re-entry tasks
• Departments will review the list and determine if they would like to: Re-enter the transactions into Workday themselves OR Work with the IRP team to re-enter these transactions into Workday, bypassing the second set of approvals and the employment agreement tasks
• If the department chooses to work with the HCM team to perform the re-entry, they should select a time from the options provided by the HCM team to meet and come prepared to that meeting with the required information to perform the re-entry of each hire / rehire or job change, including: Employee Name, Position Number (if the position is not already created in Workday, the HCM team will support the creation of the position during the session), Start / end date, FTE, Salary, Default cost centre, Cost allocations, Sup Org, and Security Role.
• The HCM team will reach out to schedule these meetings
• During the meeting, departments will work one-on-one with the HCM team to re-enter the transactions into Workday

Please note: The HCM team is only able to enter data that is already approved in HRMS. If there are any changes to start date, salary, FTE, etc, the department must enter these hires and job changes themselves in Workday to ensure the appropriate approvals are obtained.

Future-dated HRMS Position Changes and In-Flight Transactions

Although the HCM team is helping with future-dated hires and job changes previously entered into HRMS, future-dated position changes previously entered into HRMS are the responsibility of the departments.  Please run HRMS Queries 071 and 072 to get a list of these transactions. Departments are also responsible for re-entering HRMS in-flight transactions. Please run HRMS Query set 405 (includes 4 queries) for the list of in-flight transactions that were initiated but not fully approved as of October 28^th and need to be re-entered into Workday.

For support with specific transactions, departments can attend IRP HR Office Hours or submit a ticket via the UBC Self-Service portal.

More details only entering transactions “Two Pay Periods in Advance”

Please note, we recommend that you only enter transactions into Workday two pay periods (~one month) in advance of the transaction’s effective date.

Why only two pay periods in advance? This is because if you enter a transaction with an effective date far into the future and another transaction comes along with an earlier effective date, it will cause a change to the future-dated transaction, and the future-dated one will have to be rescinded. However, if the future-dated transaction is a hire, it is fine to enter these more than two pay periods in advance as nothing would be effective dated before the hire date. This is helpful for faculty hires where a faculty member is hired in February but the effective date of the hire is July. Departments want to get the faculty member on-boarded and using UBC services as early as possible, and not wait until June to enter the hire into Workday.

Note though, that if there is a risk that if there is a change to start date, isolation pay, salary, etc., the hire will need to be rescinded/ corrected and go back through the approval process again.

Questions

Contact the HCM team via email at irpsupport.hcm@ubc.ca