How to Create a Project Code and Build Your Project Resource Plan in Workday

Request a Project Code in WD by Going to Projects.

Request a Project Code.

Once you have completed the questionnaire and the project code has been completed, the Project Manager then needs to go to the Project.  You can type the name of the project in the top search bar or go to Projects—Find Projects.

Once you are on the Project Home Page, Click on the Resources Tab. 

Under Resources, Add a Resource Plan. And Select Ok.

Build your Resource Plan (MAHEC Employee Plan).

  1. You must include a project role, you can select the ones listed or create a new project role (if you don’t have that access ask Emily DeSantis or Paige Blankenship).
  2. You must include a start and end date for the role.
  3. You must include the % Allocation needed on the project. No other information is necessary but can be added for the benefit of more information like the memo line, etc.

Click Add in the top left hand corner to add a new resource plan line, if needed.  Once Finished, Click Submit.

Now go back to the Projects Home Page. Select, Find Worker for Project. 

Search for the Workers you want to Add to your Project.  Check the Worker Box and Add to Project.

You can add them to an existing Resource Line you have already Created, or if you have not added the resource lines you can create a New Resource Line for Worker.

Click Submit.  This Starts the Request Worker Business Process, The Request then Goes to the Supervisory Manager, The Project Manager (if it was not initiated by them), The Project Billing Specialist (Finance).

Once Complete the Project Billing Specialist will get a “To-Do” to review the Resource Plan Report for the Project to update invoicing.  The worker will get a notification (Bell in Workday on the top right hand side) that it has been approved, and the Resource Project Manager (Kayla, Ana, or Ashley Steward) will receive a notification to get with the Project Manager to help complete necessary budgets for the Project/Grant.

A Report Called MAHEC Project Resource Plan Detail by Worker, can be run to show the current resource plan to help build the budget.

At any time the Project Manager can go back to the Project Home Page in WD and then EDIT the Resource Plan Lines as Workers need to change on Projects.

You can click the minus sign in the circle on the left hand side of the screen to delete plan lines or you can click Add at the top left hand side to add new lines.   All Project Managers need to be proactive about managing their resource plan lines BEFORE Invoicing for the Month needs to happen so that Finance can make the necessary Costing Allocation Payroll Adjustments. 

How to Run MAHEC Financial Budget Report in Workday

Search for MAHEC FIN Budget. Press Enter.

Pull up MAHEC FIN Income Statement – Budget to Actual.

Put in the Period you want to look at, the beginning FY 2020 will mean FY 2020 as in 2019-2020 Fiscal Year.  Put the Cost Center you want to review in the Budget Worktag and in the Actual Worktag.  Lastly, put in the Plan Name (only applicable for a couple of months as we switch years).  As of June 2020, the current year is FY 20, and the coming cycle will be FY 21. 

This will give you a report of the current period compared to budgeted period.  The prior period which would be April since I was looking at May.  Then the Year To Date which would be from July to May in this case but July to whatever period you selected, for the budget and the current actuals.

You can also click the little arrow beside any of the blue numbers.  And drill down on numbers further.

Workday Manager Overtime Report

Within Workday you have the option to review your worker’s overtime over any given period. 

Follow these steps to the report:

Go to Time and Absence on your home page under Applications. 

Click on Manager Overtime Report

Input your Cost Center and start and end date for the period you want to review and click OK.

It will show you the name of the individual and total overtime hours for that period.

You can also click on the blue hours and it will tell you what dates it occurred.

Workday Expenses and Spend Authorizations

The following documents and videos provide help on payment elections, expense reports, and spend authorizations in Workday.

Documents

Videos

Supplier Invoice Request Instructions

Create Supplier Invoice Request can only be used on purchases less than $3,000 or Utilities Invoices(Power, Gas, Cable, Credit Card Transactions).  It also can only be used if we have an invoice.  It cannot be used for quotes. It cannot be used for McKesson orders or Staples orders.  

Type Create Supplier Invoice Request

Input as many fields as you know to help complete the invoice process.  Note: Attachment of invoice is required.  The spend category is required. The supplier is required. The invoice number is required from the original invoice.  If there is not an invoice number please use the following format. 

DO NOT USE the Tax Amount Box in the Request.  Please put all NC Sales Tax on a separate line and use the Sales Tax Spend Category.  You can put sales tax in the extended amount even if its on the goods line.  It will automatically fill in the unit cost.

On the Memo line under Additional Information please put what the invoice is for. Put Cost Center, Project (if applicable).

You can input splits like requisitions or add new lines for different cost centers.

Insert the attachment of the invoice. This will carry over to when AP will pay the invoice. 

It will then route to the Project Manager (if applicable), the Cost Center Manager, and then the Accounting Manager for approval before it is delivered in AP’s inbox to be paid.  All these approvals must be in place before AP knows to pay the invoice.

You can also Find your Supplier Invoice Requests that you have put in.

You can go to old supplier invoice requests and cancel them or COPY them to create a new Supplier Invoice Request.

Workday Frequently Asked Questions Time Tracking

How do I correct a missed or incorrect time punch?

Click on the Time application and click ‘Request Time Punch Correction’. Select or type ‘Correct Time Punch’ and click ‘OK’. Enter the description of the correction and select an effective date. Click ‘Submit’ and ‘Done’ to complete. Your manager will receive an inbox alert to correct your time.

How does a manager enter special absences on employee timehseets?

How do I handle time allocated to different funding sources?

Exempt employees who have a costing application, salaries will be allocated based on the budget. Time entered on the timesheet related to grants is required for reporting and supporting documentation for the grantor. See finance for specific questions.

How do I request time off in the future if I don’t have enough PTO?

You first must request off an amount equal to your available PTO, and have that approved by your manager or timesheet reviewer. After approved, you can then go in and request an absence and select ‘Leave Without Pay’ and submit the request for the balance of your time.

How does rounding work with time entry?

Time punches will round to 6 minutes or one-tenth of an hour. For example, an employee who clocks in at 8:02 and clocks out at 11:57 will have their time rounded to 8:00 and 12:00 respectively.

How to change/edit scheduled/default time for exempt employees, i.e. I am a .8 FTE and do not work Fridays. How can I change this?

All exempt employees have preloaded hours/days that are Monday through Friday 8 am to 5 pm. If you work an alternative schedule that has previously been approved by your supervisor, you can alter your default time by the following steps:

  1. In the BP search field, type in “My Schedule” and enter.
  2. Click on any future weekday that you intend the change to become effective and a pop-up box called “Edit My Schedule” will appear.
  3. Select the button at the bottom “Edit Days Individually”. Note at the top of the box, you will see the effective date of this change. You can then enter the end date for this change. If there is no specific end date, leave this blank and it will remain in effect indefinitely.
  4. Proceed with entering all other time changes for each day and select “OK”. It will take you back to the calendar showing your new default time.

If an employee submits a time correction request, how do they see whether the request has been completed?

The employee will be able to view the corrected time change on their calendar. They will not be alerted at this time when the correction is completed.

What happens if I don’t submit my time to my supervisor/timesheet approver by the submission deadline?

See MAHEC Policy 3.HR.1024 Payroll and Timesheet Procedures. For non-exempt employees, time not submitted by the payroll deadline will not be paid within the current payroll cycle.

What do I do as a manager if my staff hours are less than or more than 40?

Hours will be paid as entered. If staff are below 40 and wish to be paid for 40, they should supplement with PTO. If staff are less than or equal to 1 hour over (41 hours) then there is no adjustment needed. If over 41 hours, and there is approved PTO, the manager may ask the staff member to reduce some PTO to bring them down to 40.

What is the procedure for recording call pay in Workday?

Eligible exempt staff will enter call in Workday. You will see a time entry type as “call” and enter 1 unit during the week you were on call. Non-Exempt staff will have their call entered by their manager at this time.

When an employee submits a correction to their timesheet, does that actually correct the time, or does the manager have to make the change?

The manager has to make the change.

When do I enter Telecommuting time? How long do I have to be telecommuting to count as time entered in Workday?

MAHEC Policy 3.HR.1027 defines telecommuting guidelines. Typically enter telecommuting time only in 4 or 8-hour increments.

Workday Frequently Asked Questions Procurement

Does it matter if I select Goods or Services when entering a requisition?

Goods or services should not affect the accounting or business process routing. However, it’s good practice to define goods or services when entering a requisition.

I am completing a requisition and receive an error that “Location is required for trackable spend categories”. What do I do?

The location error is due to your requisition hitting a fixed asset spend category. All fixed assets will require a location to be tracked in Workday. Scroll over to the Additional Worktags option and select a location.

What is Supplier Item Identifier?

Supplier SKU, but not required.

Workday Frequently Asked Questions Information Technology

Do we need to use Citrix when offsite?

Citrix would only be needed for staff that work from home or a non-MAHEC white listed location. Staff will also have the option to access Workday using Multi-Factor authentication through a Duo push to a mobile device.

How do I get the mobile application?

Once you download the app on your device, you can select the Cloud > My Account > and Organization ID. This will present a QR Code you can scan to connect the app to MAHEC. See IT if you would like to manually configure.

What is Duo?

Duo is a system we are implementing that allows MAHEC to move to a single sign-on environment for Workday. It also provides a security feature called Multi-Factor authentication, which will provide a “push” to your registered mobile device for accessing Workday through some offsite locations. Workday strongly encourages these capabilities, so we’ve chosen to implement our first application with Workday.