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Dec. 12, 2025
For any questions regarding Workday@OK, please submit an inquiry through ServiceNow.
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In response to agency feedback, state agency personnel have had their access to the PeopleSoft HCM system extended from Jan. 2, 2026, until March 31, 2026. We have gathered information on data requests and are looking to pull additional information into Workday@OK. Agencies are encouraged to submit a ServiceNow ticket if they need any information from the PeopleSoft HCM system.
OMES personnel will continue to have access to the system due to the statute of limitations remaining in effect. If anything is needed after agency access has been removed, please submit a ServiceNow ticket. Within Workday@OK, Prism stores employee information similarly to the Legacy Data Warehouse in PeopleSoft HCM. In the Workday@OK search bar, enter Prism to see available reports. An update will be provided when additional information is added to Prism.
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When employees have any type of leave being paid out (annual or comp plans), those hours are to be entered in the employee's timesheet.
Leave payouts should be entered on the employee's last working day with the agency. This is best practice and will eliminate the need for manual adjustments to leave balances. If a leave payout is entered via a pay input, on either a main or on-demand payroll, the leave balance will not be reduced and will need to be adjusted using the Maintain Accrual and Time Off Adjustments/Overrides task.
Failure to ensure that leave balances are reduced for payouts will create inaccurate accrual balances upon transfer, which may result in overpayments; for terminated employees, inaccurate historical data will show a remaining leave balance.
For assistance, please submit a Payroll Support request in ServiceNow.
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Agencies should be using RPT00099 – Longevity Payment Eligibility to review employees eligible for longevity and to calculate the longevity amount for part-time employees.
Part-time employees regularly scheduled for less than 1,800 hours each year should not have the longevity compensation plan added to their record in Workday@OK. This is not best practice and could lead to employees being overpaid if not overridden on payroll to reflect the correct amount.
Part-time employees regularly scheduled to work more than 1,800 hours each year should have their eligibility reviewed each longevity eligibility period.
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As a reminder, agency personnel should not be creating deduction recipients in Workday@OK.
This process involves the delicate steps of first obtaining a payee (vendor) ID from Supplier Registration and then ensuring that the correctly formatted information is entered in Workday@OK. Agency personnel who continue to create deduction recipients in Workday@OK are at risk of losing payroll partner access, as this creates downstream issues with the Payroll to AP process when completing payrolls.
Payroll and finance partners can refresh their knowledge by watching the recorded Oct. 2 payroll partner webinar: Workday@OK Deduction Recipients.
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RPT00386 has several new fields to assist with position budgeting reporting for HCM. Some of the new fields include Business Title, FTE (Position and Worker), Time Type, and Annualized Base Pay (Position and Worker). |
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Form I-9 process and Form I-9 for existing employees
An employee transfer from one agency to another does not trigger a task to complete the Form I-9. In such cases, the receiving agency HR should confirm if an electronic Form I-9 already exists within Workday@OK, or if a stand-alone Form I-9 needs to be initiated.
Change Job business process
Having debuted in the October Workday@OK User Group meeting, the Change Job process has been standardized and streamlined. If you missed it, check out the recording.
Offers and Offer Letters
Last month, Workday@OK Recruiting got an update with the release of a standardized offer letter process, giving agency recruiters more flexible text blocks and a dynamic questionnaire to tailor the offer letter to agency requirements. View last month’s release recording and slide deck.
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Need Workday@OK support?
Submit an inquiry through ServiceNow.
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