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Workday 4 U

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Workday Key Dates

Date

Activity
5/10/2024 Workday Cutoff
5/10/2024 Salaried Employee Reimbursements through Works
5/10/2024 - 6/30/2024 All Reimbursements for Salaried and Hourly Employees Will be Processed Using a Signed Payment Request Form
5/10/2024 - 6/30/2024 Faculty and Staff Can Use Their Personal Credit Card for Domestic Travel and Other Expenses
6/1/2024 Last Day to Post Jobs in PageUp
6/1/2024 - 6/16/2024 Union Corporate Card Purchases Should Not Occur (exceptions listed below under "Procurement Key Dates")
6/10/24 - 7/5/24 Catchup Window (proposed)
6/15/2024 Last Day to Make Benefit Changes in BenefitFocus
6/15/2024 Last Day to Start a New Hire
6/17/2024 - 6/30/2024 There Should be No Use of the Union Corporate Card (exceptions listed below under "Procurement Key Dates")
6/21/2024 Last Day to Enter Time in Kronos
6/21/2024 Last Day to Receive New Compensation Data
6/22/2024 Hourly Staff and Their Supervisors Gain Access to Workday
6/22/2024 First-Time Entry in Workday
6/22/2024 Preferred Next Start Date for Hourly New Hires
6/24/2024 Managers must approve timecards entered on the 21st using Kronos by 10 AM on Monday, the 24th.
6/28/2024 Last Payroll Paid in Legacy
6/28/2024 First Hourly Pay Date
6/30/2024 Last Day for Applicants to Apply Through PageUp
7/01/2024 Workday Go-Live
7/01/2024 Preferred Next Start Date for Salaried New Hires
7/01/2024 First Salaried Pay Date
7/01/2024 All Reimbursement Requests Will be Processed Through Workday as Expense Reports
7/10/2024 Budget Values Will be Available in Workday

Human Resources Key Dates

  • Recruiting
    • The final day to post a position in PageUp will be June 1, 2024, assuming all applications can be collected by June 30, 2024.
    • Francesca Callahan will collaborate with managers to assess whether they can proceed with posting in PageUp or if they should wait, considering the duration for which they may need to collect applications.
    • The next opportunity to start a new posting online will be on July 1, 2024, through Workday. Requisitions can be completed in Workday starting June 22, 2024, and held for posting until July 1, 2024.
    • The jobs.union.edu website will be redirected to the Workday site on July 1, 2024.
  • Hiring (Start Date)
    • The last regular start date is scheduled for June 15, 2024.
    • For hourly positions, there will be limited start dates scheduled between June 16, 2024, and June 21, 2024, which needs to be arranged with HR.
    • Hourly hiring will resume on June 22, 2024, within Workday.
    • For salaried positions, there will be no scheduled start dates between June 16, 2024, and June 30, 2024.
  • Benefits
    • The final day to make benefit changes in BenefitFocus will be June 15, 2024.
    • Reach out to benefits@union.edu for any changes between June 16, 2024, and June 30, 2024.

Procurement Key Dates

  • Union Credit Cardholders

    Workday will go live on July 1, 2024, and as a result, the spend activity on the Union Corporate card needs to be adjusted to accommodate closing out finances in Finance Enterprise (FE). To assist with the transition, a few TEMPORARY adjustments in spend with Union credit cards are required.

  • Reimbursements
    • Starting Friday, May 10, 2024, through June 30, 2024, all reimbursements for salaried and hourly employees will be processed using a signed Payment Request form. Please attach all receipts and submit this form to accountspayable@union.edu. Reimbursements will be issued in the form of a paper check to the employee and can be either picked up in McKean House or mailed to the address on file.
    • Works will be disabled for reimbursements at the close of business Friday, May 10, 2024.
    • Beginning July 1, 2024, all reimbursement requests will be processed through Workday as expense reports.
    • Starting Friday, May 10, 2024, through June 30, 2024, faculty and staff can use their personal credit card for domestic travel and other expenses. Please save all receipts and submit them for reimbursement prior to June 20, 2024, as per the above payment request process.
    • For those expenses that straddle the end of the fiscal year (from June 20, 2024 – June 30, 2024), please hold receipts and submit them after July 1, 2024, in Workday.
  • Other Union Card Purchasing
    • Saturday, June 1, 2024, through Sunday, June 16, 2024: Union Corporate card purchases should not occur, except in the following cases:
      • Emergencies and or direct graduation Facilities expenses that cannot be paid on PO
      • Direct Commencement and/or Graduation expenses which cannot be paid on PO
      • Direct Athletics travel expense
      • Travel expenses while abroad
    • Effective Monday, June 17, 2024, through Sunday, June 30, 2024, there should be no use of the Union Corporate card except:
      • Facilities emergencies
      • Pre-approved travel expense while abroad (must have been reviewed by Procurement or Accounts Payable in advance)
      • Pre-approved direct Athletics travel expense (must have been reviewed by Procurement or Accounts Payable in advance)
  • Notes
    • If there is an upcoming expense that does NOT fit into one of the above categories, please contact Procurement for assistance.
    • Purchase orders need to be used wherever possible.
    • For those transactions permitted under the above, cardholders have 3 business days to reconcile and add receipts to the transaction. Failure to reconcile will result in the card being inactivated until after July 1.
    • No new cards are to be issued starting June 1. If a card is lost or stolen, please contact Procurement and we will assist with the purchase if it meets the above criteria.

Summer Research Students

  • Summer Research students starting on 6/17
    • The hours they work between 6/17 and 6/21 will need to be emailed to payroll@union.edu, by their supervisor, by 6/28 so that those hours can be manually processed into Workday via payroll input to be paid on 7/12.
    • Starting on 6/22 all hourly staff (including students) will log into Workday to record their time
    • All hours must be recorded and accurate by the last day of the pay period (Friday) - they no longer have until the following Wednesday at Noon.
    • This is because supervisors need to approve the time card by 10 AM on Monday following the end of the pay period.