March 7, 2025

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• Save the date
• Release management
• Announcements and updates
• Benefits
• Absence
• Payroll
• Human Capital Management
• Training and helpful tips

Save the date

Release management

Announcements and updates

Benefits

1095-C forms available for employees

1095-C forms are now available in Workday@OK. There are instructions for employees to access their 1095-C in an announcement on their homepage. They can also be accessed through the Benefits and Pay hub.

Absence

Update: Verify sick leave balance for terminated employees

If an employee termed in the last month, their sick leave balance may need to be zeroed out. It was determined in the February release that an automated service item that zeroed out sick leave balances for terminated employees was incorrectly removed. This has been added back as of March 3. The sick leave balance on all terminations that were initiated between 02/12/2025-03/03/2025 require verification to ensure sick leave has been zeroed out.

To audit terminated employee accrual balances, we recommend running the Terminations report with the date range of 02/12/2025-03/03/2025. (You may need to continue running this report if there were terminations initiated before March 3 with a later termination date.) Review their sick leave balances by following Step 1 below. If a positive number exists, follow Step 2 to zero out the balance and then Step 3 to verify the balance is zero.

1. Actions > Time and Absence > View Time Off Results by Period. Enter Time Off Plans (Sick) and Periods (the last pay period employee was active). The balance at the End of Period hours needs to be zeroed out.
2. Actions > Time and Absence > Maintain Accrual and Time Off Adjustments/Overrides. Add a row and select Sick Leave Reduction - Adjustment Not Paid for (either Biweekly or Monthly depending on the pay group). Enter the hours from Step 1 in the Units column, then select the pay period for when employee was last active in the Period column. Enter the termination date in the Reference Date column, then enter comments if needed.
3. Once entered, repeat Step 1 to ensure the sick leave balance reflects zero hours.

Payroll

INT035a Financials Budget Data Load – Time Restriction Added

To ensure the INT035c_Pay_Groups_Inbound scheduled processes successfully complete, the INT035a has had time restrictions applied. This will prevent the INT035c process from failing when both the INT035a and INT035c are running at the same time.

INT035a has been restricted between the hours of 6:30 p.m. to 8:30 a.m. If run during the lockout time, the processes will show as successfully completed but no data will have processed. In addition, the INT035a Financials Budget Data Load MAIN (3) process will display a message saying, “Integration aborted for time restriction,” and the process will complete within 15-30 seconds of the launch. Users will be able to run the INT035a, if needed, after the lockout time has ended (8:30 a.m.).

INT035c_Pay_Groups_Inbound

INT035c is scheduled to run daily, by pay groups, to pull in the PeopleSoft Financials (PSFS) data for all agencies. The integration is for both project and nonproject agencies.

Once INT035c successfully runs, all agencies with employees in the pay group will have their budget information updated in Workday@OK. This relieves agencies from having to run INT035a unless a change is made in PSFS to their budget data, or if processing with prior-year funding. If budget changes are made in PSFS, the agency will still have the ability to launch the INT035a integration for the updated budget information to be correctly reflected on the Workday@OK budget report. If the payroll includes prior fiscal year funding, the INT035a process must be run for that specific fiscal year.

Agency finance personnel should continue comparing the budget report to the PSFS Allotment Budget and Available Cash (ABC) report. If you find the Amount Available on the budget report does not match the ABC report, this could indicate that the INT035c process did not successfully complete or a change was made in PSFS after the process completed. Agencies should then run the INT035a process to pull in the budget data to Workday@OK.

Human Capital Management

Retirement of Telework Status field

Effective March 31, the Telework Status field (located on the Personal tab under Additional Data) will be retired. This field will be replaced with the functionality of the Flexible Work Arrangement business process. Please review the Flex Work Arrangement User Guide for more information about how to utilize this function.   If you need to retain the data from the Telework Status field, please export this prior to March 31. This can be pulled on multiple reports including RPT00035 - Active Employee Details. All new telework/remote/flexible work arrangements should be recorded using the Request Flexible Work Arrangement or Add Flexible Work Arrangement task.

Training and helpful tips

For more updates and information:
Visit the Workday@OK webpage.