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Important Changes with Workday



Read below for important changes that impact most employees at RHA.  Not good, not bad, just different.

Be sure to check out the Workday for Employees resource page, which shows you how to do many things in Workday.


About Workday Timekeeping

Hourly Employees
  • Please discontinue using TimeClockPlus or Eclipse for the purposes of collecting time worked to get paid. 
  • Hourly employees should ONLY enter time worked into Workday in order to be paid their paycheck. 
  • Please submit time to your manager via the ‘Time’ worklet by Noon eastern each week (starting Mon, Oct. 2nd). 
Salaried Employees
  • Salaried employees DO NOT have to enter time into Workday in order to be paid. 
All Employees
  • Please continue using your normal processes for collecting time related to serving the people we support 
  • Examples include Progress notes, Tracking hours for billing, to meet regulatory requirements, etc. 
  • If you have any questions specific to our situation, program or billing - please contact your unit leadership.

Deadline to submit Time-sheets is Weekly
Our time-sheets in Workday are completed on a weekly basis, company-wide.
  • Employees - Employees need to submit their time to their manager EVERY WEEK BY NOON ON MONDAY (EASTERN) 
  • Managers – Managers need to approve team’s time EVERY WEEK BY NOON ON TUESDAY (EASTERN).


Employee Schedules in Workday
  • We have changed the deadline for managers to have employee schedules in Workday to November 3rd, for the workweek starting November 5, 2017
  • Until then, expect your work schedules from your manager the same way you've received it in the past.


PTO Requests from before 9/24/2017
  • Sometimes PTO requests come in after-the-fact
  • Employees submitting PTO from before 9/24/17 should request in Workday with the date


Workday looks at our pay periods literally – Sun 12:00am – Sat 11:59pm. 
In the past, our systems like Eclipse and Timeclock captured hours worked across pay periods, and put all hours worked in the earlier pay period.

Workday is different. Workday see’s a pay period literally as Sun 12:00am – Sat 11:59pm

Example
  • An employee works a 3rd shift across pay periods, 11pm Sat – 7am Sun (no meal break). 
  • In TimeClock/Eclipse - All 8 hours are paid to employee based on WHEN they started their shift. 
  • In Workday – 1 hour is paid in 1st pay period, 7 hours will be paid in the second pay period.


The Literal Workweek/Pay Period
  • With Workday, the week starts at 12:00am on Sunday, and ends at 11:59pm on Saturday.  This is different than before.
  • An employee that works 11pm Saturday - 7am on Sunday will have 1 hour worked in the first week, and 7 hours worked on the second week.
  • For employees working Saturday nights between pay periods, that means 1 hour would be paid on the 1st pay period, and the other 7 hours would be paid on the 2nd pay period.


Literal Time Worked
  • Workday see time as literal.
  • For example, if an employee clocks in from 7:03am - 3:18pm, then Workday captures 8 hours, 15 minutes worked.  It will display in decimal, which for this example is 8.25 hours worked.

PTO Accrual
  • Once change with Workday is that PTO accrual is credited to employees at the BEGINNING of each pay period. 
  • Our old way was at the END of each pay period.


Workday Photos 

There seems to be an issue with photos loading sideways. This is a known issue with Workday, and may not have a resolution soon.

If you photo loads sideways, ask your HR Partner to deny.

Workaround Options:
  • Have employee add the picture in the Workday App (if available) 
  • When taking the picture, we found that works is to take a picture landscape from the front camera with the home button in the left hand. 
  • Take picture, open in Microsoft Paint, reduce size and send back to employees.


Applying for Jobs

Employees apply via a different path than outside applicants.

  1. Employees - MyRHA.org’s ‘Careers’ tab now points to the Workday Login page.  The Workday ‘Careers’ worklet is our Workday INTERNAL job board.
  2. External candidates - Our public websites (i.e. www.rhahealthservices.org) are pointing to www.rhajobs.com, which leads to our Workday EXTERNAL recruiting website.


Expenses
  • Workday does allow for staff to request mileage reimbursement.
  • Our credit cards allow for reconciling expenses on company cards.
  • Full expense reporting will be part of our Workday Financials, coming later in 2018.
  • In the meantime, if an employee needs to be reimbursed for a NON- MILEAGE expense, please complete the 1003 – Travel & Expense report and send to Payroll in Atlanta.
  • This document can be found on the Forms Drive, in the 1000 – Accounting folder.


Allowances (Formerly Known as Stipends)
  • We verified that allowances in Workday will NOT be taxed. It will remain as it always has.
  • Allowances will continue to be paid on the first paycheck of each month.
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