Workday Wednesday (June 28, 2023)

June 28, 2023

The Countdown Is On!

We are 3 days away from Workday go-live!! Here are our top 5 tip sheets that may be helpful to you on day 1.

The Workday Site is Now Live on CookNet!

All of these tips sheets and much more can be found on our Workday site on the new CookNet. Please visit one-stop shop for any Workday information! The site has common hyperlinks and contact information, as well as important info on freeze dates related to the go live, and it has a library of tip sheets and videos that walk you step-by-step through various common tasks performed in Workday! Please check out the Workday FAQ document compiled from the Employee (ESS) and Manager (MSS) sessions attended over the last few months!

Key Supply Chain Dates Coming Soon that Will Impact All Departments

Non-stock Lawson Supply/Equipment requisitions not fully approved by June 28, 2023, at noon will be canceled and not processed. Those requisitions will need to be re-entered by the requestor in Workday once the new system is live.

The two key Supply Chain dates coming soon that will impact all departments:

June 28, 2023 at 10 a.m.: Stock (STOR) Lawson requisitions not entered by this time will not be processed, those requisitions will need to be re-entered by the requestor in Workday once the new system is live

June 28, 2023 at noon: Non-stock Lawson requisitions not fully approved by this time will not be processed, those requisitions like above, will need to be re-entered by the requestor in Workday

June 28, 2023 at 3 p.m.: Last check run in Lawson. No AP checks can be cut from this time until the first check run in Workday, with a goal of July 5.

NOTE: If Supply Chain manages your supply rooms, we will continue to do so manually during these down-time events.

Internal Job Board Launches July 1

Currently, the internal career site is not available to employees until Workday access is rolled out to everyone on July 1. If you are an internal candidate, please do not try to apply through the external Workday interface or the Careers page on cookchildrens.org until then. We will provide more information after July 1. Thank you!

Verify Information in Workday Prior to First Paychecks … and Carefully Look Over The First Paychecks

Before the first paychecks are processed next month in Workday, it’s important for every employee to review the accuracy of their name, pay rate and other key information on the new platform.

Starting July 1, the staff at Cook Children’s will be able to access Workday from a computer or a mobile device using the Workday app. As soon as possible – prior to July 7, the first check date in Workday -- it’s critical to review your:

Data to Review	What to do if incorrect
Name	Submit name change request in Workday
Title, Supervisor, Full-time equivalent (FTE), rate of pay	Contact hris@cookchildrens.org
Benefit Elections	Contact Alight – 833-938-4154
W4 Tax Elections	Update Tax Elections in Workday
Direct deposit information	Update direct deposition information in Workday

The first payroll will be processed in Workday on July 3-4, (the deadlines will not change due to the July 4^th holiday) which covers the pay period 6-18-2023 through 7-1-2023. Pay slips will be available to view/print as soon as payroll closes on July 4.

Employees should review their first check to validate hours, rate of pay, tax elections and benefit elections. You’ll be able to access your pay slip under “Quick Tasks/ My Payslips” on the Workday employee home page. The formatting in Workday is a little different from Lawson, but the information on the pay slip will be the same.

For specific questions related to hours paid, tax elections or direct deposits, employees can contact the Payroll team by sending an email to the CPayroll mailbox.

Pay discrepancies related to Kronos will continue to be updated by submitting a Pay Check Adjustment Form to be added to the following pay period. All other questions or concerns will be addressed as quickly as possible.

Please know that Payroll, Compensation, HRIS and Operational Leadership will continue to work together to ensure we’re fulfilling our promise to all employees. It is our ultimate goal to ensure all employees are paid accurately and timely.

With audits in place, we will continue to review all new configurations, pay codes and processes as we strive to improve all process and outcomes going forward in Workday.

To make this transition successful, it is important to communicate our deadlines. In Workday we have both incoming and outgoing integrations that impact payroll processing, therefore meeting all deadlines is crucial.

Noon Payroll Monday – all adjustments must be submitted to Payroll
2 p.m. Payroll Monday – all tax election and direct deposit changes should be completed. Changes made after this deadline will update on the following pay check.
3 p.m. Payroll Monday – all Kronos timecards must be approved.

Helpful hints: Non-exempt employees should review their timecard daily to check for missed punches, incorrect transfers or any other changes that can be addressed at the end of each day. Managers should approve PTO requests as they come through and review timecards and submit needed adjustments weekly. Waiting to review and submit changes on Payroll Monday may cause delays in employees being paid timely. Any adjustments not submitted by the noon deadline will be processed with the following pay period.

For more information:

What to Know About Workday

We've sent out quite a lot about Workday in recent months. In case you missed an article or you want to read something again, please click any of the following resource links: