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Important Updates

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Jan 12, 2017 - Personal Info Changes, Email Notifications, System Timeout Function, Leave Balances

Workday Updates

We have successfully completed our first day live on Workday! We only had a few questions from employees, but we wanted to address them right away.

HR Updates

Many employees eagerly submitted change requests for personal information in Workday today. Please recognize that many of these changes will require approvals by HR and/or Payroll. The change will not take effect and display in Workday until the approvals are completed. Some of these changes will also require paperwork to be submitted (e.g. Social Security cards for legal name changes).

Email Updates

Many processes in Workday will generate email notifications that will be sent to your Outlook account. Employees have the flexibility of maintaining these notifications in Workday. The Workday team has decided to disable these notifications until training is provided that will empower you to activate and manage these notifications based on your individual needs.

System Updates

Securing your personal information is a critical functionality of the District. Since Workday houses your private information, it is important that users sign out when they walk away from their computer. As with most systems, Workday has a time out function that is currently set at 60 minutes. IT and the Workday team will continue to evaluate this functionality to provide a secure environment for your information.

Leave Balances

Leave Balances are currently not loaded into Workday. They will be made available to employees through a phased rollout of Time Off and Time Tracking later this year. If you have any questions about your leave balances, please contact Payroll.

 

The Workday team greatly appreciates your patience as we continue to work through these anticipated situations.

 If you have any questions, please visit the District intranet site at https://intranet.gcccd.edu/workday. You may need to enter your GCCCD email and password. 

Jan 27, 2017 - Training, Payroll, Payment Elections, Purchasing

Workday Updates

We are continuing to roll out various training classes and adding new training materials to the intranet site. We would like to address some questions that have arisen as users continue to learn and start to input real transactions into Workday.


Training Updates

A new Workday Training Worklet has been added to the live system! This will provide you quick access to the Training site, Training Calendar, and Training Resources where you will be able to download training manuals, job aids, and sign up for upcoming training sessions.

We are also offering drop-in office hours. Contact Bryan Banville at bryan.banville@gcccd.edu to schedule a one-on-one appointment with a Workday trainer who will come to you!


Payroll Updates

Payroll has diligently worked to ensure that your paychecks will be accurately processed and on time. However, as with all new systems, there may be slight variances. Also, since this is the first pay period of a new year, your paycheck might be different depending on your withholdings. Please review your pay slip and if you encounter any unexpected variances or if you have any payroll questions, please contact Payroll at x7902.

If you were signed up for direct deposit for payroll prior to our move to Workday, don’t worry, your elections have been carried over. If you haven’t yet signed up for payroll direct deposit, you can do this easily by completing Activity 7.1 and 7.2 in the Workday 101 training manual.

 

Payment Elections

As we ramp up for Expense Report training and people begin to submit employee reimbursements into Workday, Accounting recommends that you set up a direct deposit for these reimbursements. You can do this by completing Activity 7.1 and 7.2 in the Workday 101 training manual to review and change your Expense Payment Elections.

 

Purchasing Updates

Now that transactions are being initiated electronically through Workday and no longer through IFAS or paper forms, a little catch-up work needs to happen.

Requisitions and Actions

Requisition Type

Actions

Service Requisitions (aka Contracts)

Purchasing – Input the Service Requisitions (with their remaining balances) that were turned into Purchase Orders for all departments before the Workday cut-over

 

Divisions/Departments – Input and submit all NEW Service Requisitions into Workday – see Activity 3 in the Purchase Requisition Training Manual.

 

Blanket (aka Open) Purchase Order Requisitions

Divisions/Departments – Input all Open/Blanket POs with their remaining balances from before the Workday cut-over. Enter them as a Blanket PO Requisition type in Workday, NOT a Change Order Request – See Activity 2 in the Purchase Requisition Training Manual.

  • Please remember to indicate the IFAS PO number in the Memo field of your requisitions.

 

TIPS & TRICKS – If you need to add funds to remaining balance, go ahead and add it when you enter the Blanket PO remaining balance in Workday. This will save you from having to do a Change Order Request at a later date.

 

All Requisition Types

Divisions/Department - Rekey and input all Requisitions that Purchasing canceled prior to the Workday cut-over:

 

Changes will occur with any new system, especially one as large and complex as Workday. We appreciate your patience as we continue to work through these changes to successfully transition smoothly between systems.

If you have any questions, please visit the District intranet site at https://intranet.gcccd.edu/workday. You may need to enter your GCCCD email and password. 

 

20170127

Feb 28, 2017 - Email Notifications

Activate Your Email Notifications

Many processes in Workday will generate email notifications that can be sent to your Outlook account. Employees have the flexibility of maintaining these notifications in Workday.

The Workday team originally disabled these notifications until most employees were trained.

 

Over 1200 employees have been trained to date, so it is time to activate these notifications! It is imperative that Inbox items and approvals be addressed in a timely manner.

Instead of having to remember to check your Workday inbox daily, Workday will email your Outlook email account when you have something waiting for your attention.

 

Please follow the steps in the simple Job Aid to activate and manage these notifications based on your individual needs. You can view the job aid by following the hyperlink or by clicking on the attachment to this email.

Mar 10, 2017 - Expense Reports, Payslips, Requisitions

Workday 28 Updates

Business Office Updates

Purchasing

  • There are three additional fields (Ship‐To Address, Ship‐To Contact and Deliver‐To) that have been added to the “line items” within the requisition screen.
  • The Ship‐To Address is required and will pre‐populate from your login. The Ship‐To Contact and Deliver‐To fields are not required and can be hidden.

Please see the attached one‐pager “WD 28 Updates to Requisition Screenfor how to hide these fields if you desire!

 

Expense Reports – Accounting Department

  • To edit an Expense Report you can continue to do one of the following:
  • In the Search Bar type in “Edit Expense Report” and select the Task. Using the drop‐ down menu select the Expense Report you want to edit.
  • Click on the Related Action Tab (Twinkie) , hover over “Expense Report” and select Edit
  • When you View “My Expense Reports” you can use the Edit Expense Report button

Budgets & Reports

  • The District Business Office has been working VERY diligently to load all budgets into the Workday system dealing with several updates to Workday28 and integration challenges causing some of the delays.

Please look for a communication from the District Business Office regarding access to Report functionality and Budgets Next Week (March 13 – March 17)

 

Payroll Updates

  • Employees will now be able to print multiple Payslips at a time. The Payslips will print as a PDF having one pay stub per page all in a single document.

Please see the attached one‐pager “WD 28 Updates to Payslipsfor how to print if you desire!

 

WORKDAY GENERAL UPDATES
  • “Death to the Twinkie” – The infamous Related Action Tab will look slightly different in certain areas of Workday.
  • Screen Headers (the blue bars at the top of the screen) the icon will now be the word, “Actions” in an oval button.
  • Any other items on that screen that have a related action will still have the “Twinkie”

Additional Updates to the System that do not involve the Workday 28 update will be communicated in the coming months as we phase in time tracking/time‐off requests, reports, and benefits (retirement savings plan management)! Look for those communications in your Inbox each week (as needed)

Apr 28, 2017 - Delegation Dashboard, Crosswalk Definitions, Budgets & Reports, Purchasing, Off Campus Login Update

WORKDAY GENERAL UPDATES

  • Off-Campus Login Access – This has been delayed until September 2017.
  • Training Site/Training Updates – Updates have been made to the Workday Training Site. We encourage you check out the link below on how to request Small Group or One-On-One Training Sessions today: https://intranet.gcccd.edu/workday/training/default.html
  • Workday 101 Manual – An updated Workday 101 Manual has been added to the Workday Training Site with updates to Payroll Items such as Payslips & Payment Elections (including Expense Report direct deposit elections)!
  • Delegation Dashboard – If you have been delegated to complete Workday items on someone else’s behalf, we have updated the Delegation Dashboard to help end users better access Delegated Tasks. Please download the Delegation Dashboard one-pager for more information!

Questions? Contact the Workday Training Department at x7710


BUSINESS OFFICE UPDATES

General

  • Business Office “Crosswalk” – Download the Crosswalk document that was created with some quick tips for transitioning from IFAS to Workday. Use this as a reference for Workday terminology, creating reimbursements and information on PRs (“goods” vs “service” PRs).

Budgets & Reports

  • Reports – Managers currently have access to Workday reports and we will be expanding access to additional employees VERY soon. After reviewing your available balances, if you need any budget amendments, please contact your Business Office.
  • Training – The District Business Office is offering the following Business Office/Reports Trainings:
    • Wednesday, May 10th 9:00am -  10:30am at Cuyamaca College in E-210
    • Friday, May 12th 9:00am – 10:30am in the District Office Training Room (Building 86)

Learn to navigate in Workday, run budget reports and create expense reports. If you would like to attend, please contact Sara Downs via email: sara.downs@gcccd.edu

Questions? Contact the District Business Office at x7689

Purchasing

  • “Ship to Address” on Line Items – This is a new section added in the Workday 28 Update and will default to your location. NOTE: If you accidentally remove/delete this information and need to re-populate it, please double check that ALL line items in the requisition have the exact same address. NOTE FOR GROSSMONT: Currently, there are two different addresses for Grossmont College (one with “Dr” and one with “Drive” in the street address) and combining these locations in the same Req causes multiple purchase orders. THIS WILL RESULT IN THESE REQS BEING CANCELED AND RESUBMITTED. 
  • Freight/Shipping – this is only used on Regular Requisitions with Goods lines and is entered as a separate line item showing the total cost for shipping ALL items.  Originally you were trained to enter quantity as “1” and unit cost as the total dollar amount of the shipping.  This is causing problems when we pay only part of the shipping for a partial receipt and liquidates the balance of the encumbrance requiring you to enter another requisition for the balance of the freight/shipping. 

You will now enter freight/shipping as its own line item, but your quantity will be the total dollar amount of the shipping and the unit cost will be $1.00 (similar to the way you enter blanket requisition line items)The other line items remain as quantity of “1” and unit cost of the item.

  • Locations for Service Requisitions – there are no items being delivered or assets created from “Service” requisitions, so the location for these types of requisitions should be the location of the person entering the requisition (searchable by room number). 
  • All requisitions for the following spend categories need to be “Service” requisition type with “service” lines:  5110 Consultants, 5120 Contract & Miscellaneous Services, 5350 Software, 5610 Maintenance Contracts, 5620 Rental or Lease of Facilities, Vehicles or Equipment.

Questions? Contact the Purchasing Department at x7585

Accounting Department

  • Hard Copies of Invoices MUST BE Signed and Submitted to Accounting for Purchase Reqs* Invoices that are attached to Purchase Reqs DO NOT route to Accounting for payment in Workday.  The approvals that occur for Purchase Req routing are for the actual Purchase Reqs and do not approve the invoiceOnce you have created your Purchase Req please sign and date the invoice for approval and send to Accounting via campus mail.  The signature for approval on the invoice acknowledges that the service or event occurred and is correct.

Questions? Contact the Purchasing Department at x7589

 

May 5, 2017 - Purchasing Manual, Questions, Training

WORKDAY GENERAL UPDATES

Questions?

The Workday Team is working diligently to ensure your questions/issues are addressed in a timely manner! As a part of this, we want to inform ALL GCCCD Employees that the Workday Training Department will be closed/unreachable from May 10, 2017 – May 16, 2017. If you need your questions about Workday answered during this time please contact the following Departments directly:

  • Human Resources data/information, call x7572
  • Payroll data/information, call x7902
  • Purchasing, call x7585
  • Accounting, call x7589
  • Budgets & Reports, call x7689
  • Other issues or questions, call the IS Help Desk x7547

 

BUSINESS OFFICE UPDATES

Budgets & Reports

  • Training – The District Business Office is offering the following Business Office/Reports Trainings:
    • Wednesday, May 10th 9:00am -  10:30am at Cuyamaca College in E-210
    • Friday, May 12th 9:00am – 10:30am in the District Office Training Room (Building 86)

Learn to navigate in Workday, run budget reports and create expense reports. If you would like to attend, please contact Sara Downs via email: sara.downs@gcccd.edu

Questions? Contact the District Business Office at x7689

May 19, 2017 - Printing Multiple Payslips, Reports, Purchase Request Dates, Accounting

WORKDAY GENERAL UPDATES

  • Direct Deposit – Sign up to have your payroll and expense reimbursements deposited directly into your accounts.
    If you have not already done so, you can quickly and securely sign up for Direct Deposit through the “Pay” Worklet on the homepage of Workday.
  • The Workday Training Team has returned from being out of the office and are now available to answer your questions and respond to your training needs.
  • Hourly Workers who have not had prior access to Workday will be able to access Workday starting – Friday, May 26th!
    Managers/Supervisors of Hourly Workers will be contacted on how to support their workers in logging into the system to gain access to their Payslips and more!

Questions? Contact the Workday Training Office at x7710

 

BUSINESS OFFICE UPDATES

Budgets & Reports

  • Reports – A new report, Report – Available Balance By 4 Digit, is now available. This report allows you to view your Smartkey budget on one report.

    (We have determined that the Available Balance by 2 Digit report is currently not properly showing budget amendments.)
  • Report Availability – Access to review budget reports on Workday has now been added to all Full Time employees.

    If you need help running reports or need access, please contact Sara Downs via email: sara.downs@gcccd.edu.
  • Training – The next Business Office/Reports Trainings will take place on the following days:
    • Tuesday, May 23rd 3-4:30 am at Cuyamaca College in E-210
    • Thursday, May 25th 9-10:30 am in the District Office Training Room

 Learn to navigate in Workday, run budget reports, create expense reports, and setup direct deposit. If you would like to attend, please contact Sara Downs via e-mail: sara.downs@gcccd.edu

Questions? Contact the District Business Office at x7689


Purchasing

  • REMINDER: Per the District Business Services Communication sent out on May 12th:
    • Final Date to enter 2016/2017 Purchase Requisitions: June 22nd
      *We recommend you enter your purchasing requisitions as early as possible to allow for processing time on June invoices to be paid in the following fiscal year.
    • The First Day to enter 2017/2018 Purchase Requisitions: July 3rd
      * Workday does not have multi-year requisitioning functionality, so requisitions cannot be entered before the new fiscal year has been opened on the above date
    • Open POs with remaining balances will roll for processing payments on invoices received for items or services incurred through June 30th.
      2016/2017 Blanket POs may be used through 6/30/17.
    • New 2017/2018 Blanket PO requisitions can be submitted starting on 7/3/17.

Questions? Contact the Purchasing Department at x7585


Accounting Department

REMINDER

  • Hard Copies of Invoices MUST BE Signed and Submitted to Accounting for Purchase Reqs* Invoices that are attached to Purchase Reqs DO NOT route to Accounting for payment in Workday.
    The approvals that occur for Purchase Req routing are for the actual Purchase Reqs and do not approve the invoice.
    Once you have created your Purchase Req please sign and date the invoice for approval and send to Accounting via campus mail.  The signature for approval on the invoice acknowledges that the service or event occurred and is correct.

Questions? Contact the Accounting Department at x7589


Payroll

  • Printing Multiple Payslips - Employees will now be able to print multiple Payslips at a time. The Payslips will print as a PDF having one pay stub per page all in a single document.
    Please see the one-pager “WD 28 Updates to Payslips - May 19 for how to print if you desire!

Questions? Contact the Payroll Department at x7902

Jun 22, 2017 - Purchasing End of Fiscal Year

Anyone who enters Purchase Requisitions into Workday NEEDS to read below for information/reminders regarding the end of the fiscal year.

As we quickly approach the end of the fiscal year the Purchasing Department has a few reminders/announcements to share with the District:

REMINDER: Per the District Business Services Communication sent out on May 12th:

  • The First Day to enter 2017/2018 Purchase Requisitions: July 3rd
    • Workday does not have multi-year requisitioning functionality, so requisitions cannot be entered before the new fiscal year has been opened on the above date.
  • Open POs with remaining balances will roll for processing payments on invoices received for items or services incurred through June 30th. 2016/2017 Blanket POs may be used through 6/30/17.
  • New 2017/2018 Blanket PO requisitions can be submitted starting on 7/3/17.
  • The Final Date to enter 2016/2017 Purchase Requisitions was June 22nd

*Entering a Purchase Requisition today DOES NOT guarantee it will be processed in time for the 2016/2017 fiscal year. We recommended you enter your purchasing requisitions earlier this month to allow for processing time.

In addition, after a discussion with each of the three sites’ Business Offices the following decisions have been made:

  1. ALL Purchase Requisitions for the 2016/2017 fiscal year that are NOT MOVED to a Purchase Order by June 29, 2017 (end of business day) will be CANCELED and will need to be reentered for the 2017/2018 fiscal year starting on July 3, 2017.

Please understand that this may be a result of late entry of a Purchase Requisition or delay in the approval process. The Purchasing Department will complete as many as they can in the next five days!

  1. Beginning on June 28, 2017 at 2:00 PM the task in Workday to create a purchase requisition WILL NOT BE AVAILABLE.

This is in order to support the rollover to the next fiscal year. The task will become available again on July 3, 2017 to enter Purchase Requisitions for the 2017/2018 fiscal year.

 

Questions? Contact the Purchasing Department at x7585

Jun 22, 2017 - General, Business Office

WORKDAY GENERAL UPDATES

  • Direct Deposit – Sign up to have your payroll and expense reimbursements deposited directly into your accounts.
    If you have not already done so, you can quickly and securely sign up for Direct Deposit through the “Pay” Worklet on the homepage of Workday.
  • Hourly Workers who have not had prior access to Workday will be able to access Workday starting – Thursday, June 29th! THIS IS A CHANGE from an earlier communication due to an unforeseen delay.
    Managers/Supervisors of Hourly Workers will be contacted on how to support their workers in logging into the system to gain access to their Payslips and more!

Questions? Contact the Workday Training Office at x7710


BUSINESS OFFICE UPDATES

Budgets & Reports

  • Reports – A new report, Report – Available Balance By 4 Digit, is now available. This report allows you to view your Smartkey budget on one report.
    (We have determined that the Available Balance by 2 Digit report is currently not properly showing budget amendments.)
  • Report Availability – Access to review budget reports on Workday has now been added to all Full Time employees.
    If you need help running reports or need access, please contact Sara Downs via email: sara.downs@gcccd.edu.

Questions? Contact the District Business Office at x7689

Purchasing

  • When entering a “SPLIT” for a blanket or service type requisition, the split must be entered by either an “amount” or a “percent”.
    It cannot be by “quantity” as Accounting will not be able to make payments if the money is split by quantity.  The only time a split should be done by quantity is for specific line items that have a specific quantity.
    This would only be used on goods lines for regular type requisitions.
  • When entering a “Service” type requisition, the line type will default to “Request Goods” and it must be changed to “Request Service”.
  • A helpful reminder regarding type of requisition and appropriate line type is as follows
  • Regular Requisition type = Request Goods, Blanket Purchase Order Requisition type = Request Goods, Service Requisition = Request Service, Change Order Request Requisitions = Can be either Request Goods or Request Service and needs to match the original PO line items that were entered.
  • Use a Service Requisition for the following spend categories:  
    • 5110 Consultants
    • 5111 Subcontract to Auxiliary
    • 5120 Contract & Miscellaneous Services
    • 5125 Program Management
    • 5127 Project Management
    • 5350 Software
    • 5610 Maintenance Contracts
    • 5620 Leases & Rentals
    • 5640 Repairs by Outside Vendors. 

There are others that fall into this category but these are the most frequently used.

Questions? Contact the Purchasing Department at x7585


Accounting Department

  • The Accounting Department has created a new fillable form that is available on “Forms Depot”.  It was previously a 3 part NCR form. Below are the instructions on how to use this form:
    1. Originator fills out the form, makes a copy (or saves as a PDF) for their records, then sends the form with funds to Accounting
    2. Accounting receives the form, verifies the information and processes the deposit/cash receipt, signs “received by”, records “date” and “Posting Reference”
    3. Accounting will scan the completed form and attach to the Workday transaction
    4. Accounting will then send an email to the originator stating that the deposit it complete, referencing the “Smart Key(s)”, “amount” and “posting reference

Questions? Contact the Accounting Department at x7589

Jul 5, 2017 - Login/Access VIA Bookmarks & Shortcuts

Update your bookmark, favorite, or shortcut with the Workday URL site - https://www.myworkday.com/gcccd

Over the weekend, the IS Department had been working on some configuration changes in preparation for getting Workday ready for offsite access starting in September! One of the recent changes may have affected some users' ability to use previously setup bookmarks or shortcuts to access the Workday site in their web browsers.

If you are experiencing problems, this login troubleshooting document may help. If you are still experiencing login issues, please contact the IS Department Help Desk at x7547.

Jul 17, 2017 - Retirement Savings Roadmap

The Benefits Department is pleased to announce that Workday is now open for employee self-service to update their 403(b) and 457(b) Retirement Savings Plans Elections and manage multiple vendors (if applicable) in Workday. 

Please see the Retirement Savings Roadmap document to assist you in navigating your current enrollment status.

For those employees currently enrolled, if you would like to change your contributions to reflect on your July paycheck, please make changes in Workday no later than Thursday, July 20th. Changes made after the 20th are subject to the payroll schedule and may or may not reflect on your July paycheck. Please contact the Benefits Department to verify your contribution changes. 

The Benefits Course Manual will help you update your retirement savings plans elections in Workday. 

If you have any questions, contact Jenny Aquino, Benefits Technician.

Aug 14, 2017 - Login Info, Reports, SmartKey Purchase split, Invoices

WORKDAY GENERAL UPDATES

  • OFF CAMPUS LOGIN – Great News! Employees can now securely log into Workday while off-campus! This Workday security feature for off-campus access is STRICTLY intended for Employee Self-Service ONLY
    (please see Workday Employee Self-Service Document for what falls under this category). Accessing Workday to accomplish work-related tasks should always be done at work and during your scheduled work hours.
    Questions or concerns, please discuss with your direct manager.  
  • NEW Hourly Workers who need login information for Workday must have their HIRE PAPERWORK COMPLETED AND SUBMITTED TO Human Resources.
    If hourly workers are having issues logging into the system they must contact the IS Help Desk to be directed on how to complete the login process.

 

BUSINESS OFFICE UPDATES

Budgets & Reports

  • Reports – A reminder to use, Report – Available Balance By 4 Digit, to view your Smartkey budget on one report. (We have determined that the Available Balance by 2 Digit report is currently not properly showing budget amendments.)
  • Report Availability – Access to review budget reports on Workday has now been added to all Full Time employees. If you need help running reports or need access, please contact Sara Downs via email: sara.downs@gcccd.edu.

 Questions? Contact the District Business Office at x7689

Purchasing

  • BIG CHANGE: Previously, users were able to create a budget split on line items for requisitions. THIS IS NO LONGER ALLOWED on Purchase Requisition line items. Users will need to manually split them on separate lines within the requisition. Please see the sample below.
  • You want to split a single good OR service between two different Smartkeys within a requisition. To complete this, you need to enter the item as separate lines in the requisition. So, each Smartkey to be used should be on its own line item. For example:

screenshot showing two purchasing lines with different SmartKeys

Questions? Contact the Purchasing Department at x7585

Accounting Department

  • Departments MUST write the PO#s on ALL invoices that they sent to Accounting, so that the Accounting Department will know which POs to pay the invoices against.
  • If the Department is doing a budget split for a purchased item, you must indicate the AMOUNT of payment and WHICH budget (Smartkey) you would like the invoice paid from.
  • REMINDER – If you are using an invoice as documentation backup for a purchase requisition you MUST ALSO forward ALL invoices to accounting for payment.
    If Accounting does not receive an invoice, NO PAYMENT will be made. It is best to NOT ASSUME Accounting has received an invoice for payment of your goods or services unless you have sent it to them directly!

Questions? Contact the Accounting Department at x7589

Sep 8, 2017 - Payroll Tips & Tricks

WORKDAY PAYROLL

Use the PAY Worklet to:

  • View your Payslips
  • Update/Change Withholding Elections
  • Update/Change Payment Elections

Sign-Up for Direct Deposit

View & Print Payslips

Sep 11, 2017 - Workday 29 Updates

WORKDAY GENERAL UPDATES

  • Worker Profile (Employee File) – The largest change for our end users is the new look of your Worker Profile! You will notice that when you click on View Profile the main header has been moved to the left-hand side of your screen and now has a BLUE background. All of the tabs in your worker profile (including but not limited to Compensation, Pay, Time Off, etc.) have also moved to the right hand side. This has made viewing information far easier. (Worker Profile screenshot).

  • Compensation Tab – The Compensation Tab in your Worker Profile has renamed “Total Compensation” to Total Rewards. This is simply a name change. All functionality of this information tab (mainly for full time contracted employees) will remain the same and continue to show total compensation including annual salary and benefits contributions by the Employer.

  • Error Messaging – You will notice that the location of Error messages in Workday (i.e. when completing a finance transaction or time entry) has changed. The Error message bar will still show up on the screen, AND the system will now highlight the exact fields that hold the error (with a labeled description of how to fix the error). This will assist users understanding the error and how to correct it much faster. 

    total amount error

BUSINESS OFFICE UPDATES

Purchasing

  • Workday 29 has the capability for us to add sales tax at the line level of requisitions, but it needs to be configured, so we will send a subsequent communication when that feature is available to you.

General Finance Updates

  • File Preview – Users can now preview attachments to finance transactions (i.e. invoices, quotes, receipts, etc.) in the browser window rather than having to download the document to view. This will especially be helpful when viewing Purchase Orders with submitted invoices to Accounting once they are uploaded into the system.

Additional Updates to the System that do not involve the Workday 29 update will be communicated in the coming months. Look for those communications in your Inbox each week (as needed). If you have questions please do not hesitate to contact the District Offices for more information.

Oct 9, 2017 – For Hourly Workers, Adjunct Librarians, and Counselors Only - Time Tracking for Hourly Workers, Adjunct Counselors, and Librarians

We are excited to share with you that hourly workers, adjunct counselors and librarians will be transitioning to reporting and submitting their time electronically through Workday! Payroll will no longer be accepting paper timesheets from hourly workers after the 10/11 – 11/10 pay period. You will soon receive your last paper timesheet that can be used as reference to help submit your time electronically. These workers are expected to report and submit their time in Workday for the 10/11 – 11/10 pay period.

How We Will Help:

  • Training materials and FAQs will be provided to all classifications of hourly workers in late October
  • Training sessions will be held for managers and timekeeper reviewers the week of October 23rd. Registration emails will be sent out shortly
  • In person communication will be provided during various councils and standing meetings to answer questions in October
  • Support Labs will be setup at both campuses the week of 11/06 for hands on help and assistance for everyone. A schedule of hours will be sent out closer to this week.

 Why Are We Doing This:

  • Paperless – paper timesheets will no longer be accepted by Payroll after the 10/11 – 11/10 pay period
  • Convenience – Workers will not have to return to the office to turn in their timesheets. They can submit their time from any computer
  • No signatures – this will now automatically route for electronic review and approval
  • Visibility – workers will be able to see the status of their worked time in real time
  • No late paychecks – requires new hire paperwork to be submitted in a timely manner so that workers can enter worked time. This will save HR and Payroll hours of overtime with last minute entries and off-cycle payroll runs and will ensure that workers are paid on time.

Please review future Workday emails to be informed of the training classes and materials as they roll out this month.

If you have any questions about this rollout, please attend the councils and standing meetings in the month of October to ask.

Thanks,

Workday Executive Committee
Sahar Abushaban, Vice President, Administrative Services
Lorenze Legaspi, Vice President, Administrative Services
Sue Rearic, Vice Chancellor, Business Services
John Valencia, Vice Chancellor, Workforce and Organizational Development
Chris Tarman, Associate Vice Chancellor, Research, Planning, and Technology
Jennifer Fujimoto, Senior Director, Fiscal Services
Brian Nath, Senior Director, Information Systems
Janet Snelling, Director, Human Resources
Katlin Barnhill, Workday Project Manager

 

Nov 17, 2017 - Worklets and Reports

Required Worklets

Some of the icons on Workday’s home page will go away. The District is changing what they will require on the home page of all workers. If you want to keep these icons, then you can add them and others to your home page.

worklets with Directory, Expenses, and Workday Training crossed out 

 

and compensation worklet crossed out

 

Reports

Many users have asked about the appropriate budget and finance reports to run. We have assembled the helpful reports in one new worklet called Quick Reports (QIK). You can add the QIK worklet to your home page. For descriptions of these reports, simply type QIK in the search bar and click Enter. Report names will now have “GCCCD – “ before the name of the report.

green checkmark with 'qik' below it

 

Nov 20, 2017 – For Faculty Only - Faculty Leave Balances Now in Workday!

Good Afternoon GCCCD Faculty! 

We are excited to share with you that as of November 11, 2017, your leave balances are now available to view and track in Workday! How will this affect your current processes?

WHAT WILL I CONTINUE TO DO?

  • All teaching full time and part time faculty will continue to report absences the same way
  • Departments will continue to report absences to District Payroll

WHAT IS CHANGING?

  • Faculty members can now log in to Workday to view and track their leave balances, these will no longer be distributed via email.
  • For non-classroom faculty, leaves including Jury Duty & Bereavement will be reported in Workday

Please feel free to access Training Resources on the District Intranet site for support in how to view balances. Also, check out the Training Resource Manual! 

If you have any questions, please contact Payroll Services at ext. 7902.

Nov 20, 2017 – For Managers and Timekeepers Only – No More Paper Timesheets

ON BEHALF OF PAYROLL

Thank you to everyone who assisted employees in getting their hours into Workday for the last Pay Period. Moving forward: ALL Time worked MUST be entered in WORKDAY. Payroll will NO LONGER provide or accept paper timesheets.

Employees should be submitting their time on a weekly basis. To continue supporting you during this transition:

  • Training Resources can be accessed under the Time Off/Time Tracking tab. (Includes: video tutorials, one-pagers, etc.)
  • Support Labs will be setup at both campuses the week of 11/27 – 11/30 for hands-on help and assistance. Locations and times will be sent in a separate email announcement.
Nov 28, 2017 – For Full Time Librarians & Counselors Only - Full Time Librarians & Counselors Live with Time Off Reporting (replacing Leave Taken form) In Workday

Good Afternoon Full Time Counselors and Librarians,

We are excited to share with you that your leave balances are now available to view and track in Workday! Additionally, you will now report your Time Off in the Workday system and NO LONGER fill out a Leave Taken Form.

Pay Period Reporting Requirement

REMINDER: You will NO LONGER receive a paper Leave Taken Form. All Leave Taken Forms (Time Off) must be entered into the Workday system starting with the current pay period that began November 11, 2017. Please DO NOT SUBMIT a paper form to Payroll anymore.

If you take Time Off, you must enter it in Workday by the end of the Pay Period. You will be locked out of a Pay Period 3 Days After the Period Closes. If you miss the deadline, you will need to send a request to your manager who can then contact Payroll to make the adjustment.

Support Training Materials

We have two resources to assist you in learning how to enter your time in Workday.
1. Training Manual – This will support you in reporting time off, correcting time off, and other time entry related questions
2. Time Off Entry One-Pager – This is a simplified version of the manual and will show you how to enter your Time Off.
3. Support Labs will be held for drop-in appointments the days of November 29th – November 30th if you have questions or need assistance in entering your time. Dates, times, and locations are listed below!

Cuyamaca College:
Wednesday, November 29, 2017, 1:00pm – 3:00pm, E-210
Thursday, November 30, 2017, 8:00am – 10:00am, E-210

Grossmont College:
Wednesday, November 29, 2017, 8:00am – 10:00am, Building 70, Room 267
Thursday, November 30, 2017, 1:00pm – 3:00pm, Building 70, Room 267

Nov 30, 2017 – For Managers and Timekeepers Only - Review & Approve ALL Time By December 1st for November 11th – December 1st

Good Afternoon GCCCD Managers & Timekeeper Reviewers!

Thank you all for your effort in getting your Employees onto Workday for this Pay Period! All time in Workday must be entered, reviewed, and approved by Friday, December 1, 2017 for the November 11th – December 1th Pay Period.

Please read below for some reminders and helpful hints to ensure your employees’ time is approved correctly and promptly.

TIME ENTRY SUBMISSION REMINDERS

  • REMINDER: This Pay Period ends on December 1st.
  • All Employees must submit time WEEKLY during their last working shift of a work week. The following three (3) weeks (time periods) should be submitted by Friday, December 1, 2017
    • November 12th – November 18th
    • November 19th – November 25th
    • November 26th – December 1st
  • When reviewing time, use the Team Time – Review Time function!
  • For employees with multiple managers, managers should approve their time through the Workday Inbox.
  • The manual is attached to this email to support you in the review and approval steps.
  • Reminder: Payday will be December 15th, 2017

For questions please call your site business office or contact Payroll at x7902.

Feb 1, 2018 - PR Enhancement - Sales Tax on PR Lines

Sales tax will now be added at the line level for each item entered on a requisition. This will now calculate the correct cost on requisitions. Effective Monday, February 5, 2018, you will need to add sales tax applicability for each line item. 

First, you will indicate whether each line item is “Taxable” or “Nontaxable”. If you select “Taxable”, you will also enter the sales tax rate. Sales tax for both campuses is the same rate, which is 8.25%. 

You will find a step-by-step guide, including screenshots, to assist you in learning how to enter sales tax on your requisitions.

Requested Delivery Date

Reminder: The “Requested Delivery Date” field from the requisition checkout process should rarely be used. It is reserved for critical items that have a time sensitive nature such as live specimens for the Science departments that must arrive during a certain window to meet coordination of curriculum.

Please leave this date blank unless ordering live specimens.

If you have any questions regarding either of these processes, please feel free to contact the Purchasing & Contracts department at extension 7585.

Feb 8, 2018 - Purchasing Requests Change in Routing Process

As we continue to look for effective ways to streamline the requisitioning process, we have slightly revised the approval process to minimize the return of requisitions for revisions. This will be helpful to many users.

The business process for approval of requisitions will change effective Monday, February 12, 2018.  After the initiator enters the requisition, it will route immediately to Purchasing for review. If needed, the requisition will be returned to the initiator with comments for any changes before beginning the routing for approvals.

This will decrease requisitions being returned for various reasons at the end of the approval process and improve efficiency and turnaround time.

If you have any questions, please contact the Purchasing & Contracts Department at extension 7585.

Feb 20, 2018 - 4310 Spend Categories, 2018 Mileage Rates

4310 Spend Categories

In the past, the spend category of 4310 had multiple selections which included General Supplies, Furniture, and Gas Cards. Starting Monday, February 26 next week, each of these selections will have different numbers – 4310 for General Supplies, 4311 for Furniture, and 4312 for Gift/Gas Cards for Non-Students.

Tip: Remember, that you can always type the word instead of the number to find the right selection.

New Mileage Rates

The IRS announced the 2018 standard business mileage rate is 54.5 cents per mile, effective January 1, 2018. This is a 1 cent increase from the 2017 rate. The Accounting Department will reimburse at the rate of 54.5 cents per mile for any District-related business mileage incurred on or after January 1, 2018. This has been updated in Workday for all mileage related expense items. If you select a Prior Year Mileage expense item, then it will reflect the 2017 rate.

If you have any questions, please contact Accounting at extension 7589.

 

Mar 12, 2018 - New Features for Purchasing and Review Time

It’s that time of year again when Workday will undergo the first of two semi-annual system updates. The update adds functionality requested by various Workday customers, fixes bugs, retires outdated functionality, and keeps functional offerings current with the latest laws and regulations. You may have already noticed as these changes went into effect on Monday, March 12!

Purchasing

Negative amounts will now be allowed on Service lines in addition to Goods lines. This is a great way to reflect Education discounts on Purchase Requisitions.

Purchasing Service Line displaying -150.00 in the Extended Amount column

 

Review Time

Managers will now be able to review and approve time for workers with multiple positions within the Review Time task of the Team Time worklet. Before, managers had to navigate to their inbox in order to approve.

 

Review Time window displaying a worker listed with two positions

 

For more detail about the job, the manager or timekeeper, reviewer should right click on the job title, open in new tab to get position number details. Managers and Timekeeper Reviewers will need to be aware of which job position they are reviewing since the detail about those jobs will display in separate browser tabs.

If you have any questions, about:

-        the Purchasing item, please contact the Purchasing & Contracts Department at extension 7585.

-        the Review Time item, please contact the Payroll Department at extension 7902.

Last Updated: 03/14/2019

A Member of the Grossmont-Cuyamaca Community College District