Tag Archives: Workday Changes

primary articles with new Workday information

July 2017 SAGE HR/P Release Fixes

Release date: 7/11/2017

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

We’ve re-enabled the following

  • Personnel Chooser: Re-enabled the ability to search for group NetIDs
  • Approvals Tab: Re-enabled the Advanced Search
  • Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

Fixes

  • eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
  • SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary  “Line Setup” button.
  • Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
    1. You have access to the budget
    2. The Last Period End Date is in the future
    3. The line was added via “Add Personnel” rather than “Add TBD”

    For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.

July 2017 SAGE HR/P Release

SAGE General Updates

Updates throughout SAGE Suite.

Data Source Updates

SAGE Suite will now use Workday data rather than HEPPS data.

Infrastructure Updates

Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.

SAGE Personnel Chooser (throughout SAGE Suite)

Search Options

Now search by EmployeeID, in addition to Name and UW NetID 

Academic Appointments and Positions

When a Position and Academic Appointment are linked, they will be combined and displayed in one line

Displayed Fields

  • Employee Name will display legal name
  • Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
  • Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment.  Academic Appointment Types can be Primary, Joint, Dual, or Admin.  Academic Appointment Types are not applicable to Positions.
  • Associated Organizational Units will display:
    • Organization Name and Code display for Positions and Academic Appointments associated with a Position
    • Supervisory Organization Name and Code display for Academic Appointments not related to a Position
    • An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.

SAGE eGC1 PI, Personnel, & Organizations Page Updates

Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page

The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph.  While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.

View Approval Graph link added to PI, Personnel & Organizations Page

The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page.  While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.

Primary Position Organization Code Added to Personnel Summary List

Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person.  This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.

SAGE Compliance Page Update

The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).

SAGE Approvals Updates

Approval Graph Generation

  • Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
  • Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
    • If the selected line is for a Position, then SAGE will use the Position’s Organization Code
    • If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
    • If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment

SAGE Budget Updates

Restructured to accommodate Workday data integration.

Object Codes

Object Codes

Are less granular in Workday with only one digit of sub-object code.  They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.

  • All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
  • ’07-06’ → ’07-00’
  • ’08-02’ → ’08-00’

Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.

Multiple Object Code Types

The extra modal for Multiple Object Code types has been eliminated.  The system defaults the object code to the one associated with the person’s Primary Position.

Benefit Rate & Costs

Default Benefit Exemptions

SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM3 fringe-benefit-load-rate.  This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions).  For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.

Earning Codes

In Workday, Earning Codes replaces the concept of Earn Types.  Earning Codes are less granular and do not map exactly to historical Earn Types.  Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.

Institutional Base Salary (UW Monthly Salary)

Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.

RRD

Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.

Non-Salary Distributions

Object Code ‘07’

SAGE does not receive any retiree Supplement data from Workday.  Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.

Object Code ‘08’

Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code).  Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.

Salary Amounts

There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields.  If current planned compensation and period pays, we will include those.  If no current planned compensation or period pays are available, SAGE will utilize future dated data.

Update or Convert Salary

The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.

If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday.  Prior to the removal, the system keeps a snapshot of the HEPPS earning data.  The instant of the snapshot can be viewed using the History tab of a budget.

For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display.  The Line Setup modal will allow you to “Update” the salary (no conversion is needed).

Budget Periods

The Update Periods modal has all periods displayed on the same page for the selected line item.

With the right access, the user can update salary and benefit for each period (and thereafter).  However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible.  The Update Salary link only works for Workday data.

The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods.  # of Hour info for each period can be entered on the same page.

Worksheet Line Setup (Non-Personnel)

The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.

The Line Setup page includes all periods on the same page.  Other than the calculated fields such as % and totals, cells for all periods can be edited together.  However, the totals are not recalculated upon entry, but upon leaving.  User will only be able to view the new totals after Return to Worksheet.

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The Approval Graph for an application is based on:

  1. The division (if applicable), department and dean’s levels of the Organization Code Receiving Funding
  2. The selected org code and/or primary position unit and dean organizational code for all of the research personnel
  3. Some compliance questions (for example, Animal Care)

Use the Additional Organizational Unit Reviewers section if this application requires the approval of any additional organizations (not identified by the above three categories) for

  • Joint Appointment Units
  • TBA Personnel Units
  • Space and/or Resources
  • Other

Note: Only add those units not already represented on the approval graph.

You must add at least the Organization Code Receiving Funding, on the Details page, and the PI before SAGE can generate a draft approval graph. When that is done, you will see a “View draft approval graph” link below and to the right of this section. The graph will update as you add additional reviewers.

Select Look Up Organization Code (or Add another Organization Code) at the bottom left of this section to add the Organizational Code Number and Name. You must then select the appropriate Approval Rule Type from the drop-down menu and add Comments.

The following image shows an example of an added organization for a joint appointment.

added organizational unit for a joint appointment

Use the Delete link to the right of the added organization to remove it from the list. The system will prompt you for a confirmation of the delete.

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This page is where you indicate

  • The Principal Investigator (PI)
  • Any additional research personnel involved with the proposed project and their roles
  • Any additional organizational or common interdisciplinary units that need to review the application

SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and PHS training status for all personnel who are investigators.

The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.

The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.

Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.

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This is the setup page for personnel, including To Be Determined (TBD) persons. (See Salary and Wages Introduction.)

It consists of four sections

Primary Position Type & Fringe Benefit Rate

This section contains the default values for the person being added, as described in the following table. This image shows the fields with example data.

example primary position information

Field Description
Name The person selected in the Personnel Chooser.

For a TBD person, this field has a default value of “TBD” and is editable; the value saves as the PI First Name, which is one of the advanced search fields.

Title The selected person’s title.

For a TBD person, this field is editable.

UW Sub Object Code The UW Sub Object Code for the person selected. This code has a direct relationship with the one in the (08) Benefits section. If this code changes, the Benefits code will change to match.

For a TBD person, the default value is “(00) MISC”. Be sure you choose the appropriate UW Sub Object Code for the role to ensure the correct benefit rates.

The default Sub Object Codes for graduate students are:

  • (30) for Graduate School Student Appointments – Teaching
  • (40) for Graduate School Student Appointments – Non-Teaching

For information on graduate student compensation levels for NIH grants, see the Graduate Assistantship Compensation section on the Salary and Benefits web page.

View the complete list of UW Sub-Object Codes.

Include APL Benefits Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab.

Checking the box changes the Benefit Type for this person.

Benefits Exemptions Provides current HR benefit exemption information on the individual and enables you to change the benefit exemption classification for the person.
Current Campus Benefit Rate 

or Current APL Benefit Rate, and Current APL Leave Rate

Displays the appropriate benefit information for this person or the sub-object code selected for a TBD person.

If you checked Include APL Benefits, the two APL Rates will display in place of the Current Campus Benefit Rate.

Project Role and Effort

Use this section to indicate whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.

project role and effort section

Field Description
Worker Position Type Defaults to Calendar, which is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period.
Project Role The default value is “Other.” Select the appropriate role for each person. Choices are:

  • Principal Investigator
  • Mentor
  • Co-Investigator
  • Key Personnel
  • Fellow
  • Multiple PI
  • Other (default)

As you add personnel, they will display in the order of the roles in the drop-down list. Therefore, the Principal Investigator displays as the first person listed in the 01 section, then Mentors, and so on. Only one person can have the role of Principal Investigator.

% Effort

Academic % Effort

Calendar % Effort

Used to calculate the Person Months, Period and Project Totals for the person’s (01) Salaries and Wages line items. It is dependent on appointment type.

  • For a “Calendar” appointment, the percentage of effort is calculated on a 12-month period.
  • For an “Academic” appointment, the effort periods are broken into two terms, Academic (9 months) and Summer (3 months).
  • A correct value for effort is important because the person’s total salary for the period is equal to: % Effort times Starting Monthly Salary times the number of months in the period.
  • The value you enter in the Setup will be used by all of the budget periods, by default. You can change the value for any specific period as needed on its period entry page.

Note: the two academic terms are independent of each other, so a person can have up to 100% effort for each term (academic and summer).

Academic Hours Per Month

Summer Hours Per Month

Displayed only for Academic Appointment types, once for Academic and once for Summer. The value is equal to the % Effort times 173.3 (the number of hours in a standard month).

Salary, Wages, and Stipends

This section displays information about the selected person’s earnings.

salary, wages, and stipends section

SAGE Budget does not enforce any salary caps. Therefore, if your sponsor imposes a salary cap, divide that value by 12 to get the monthly equivalent. Enter that value in the Starting Monthly Salary field.

Field Description
Date Retrieved  System-generated date (mm/dd/yyyy) indicating when the salary information was retrieved from the source system.
UW Monthly Salary The salary of the person based on a 100% FTE.
Clinical Monthly Salary The clinical salary information where applicable.

The earnings table lists all of the earnings for the selected person.

Column Description
Checkbox This is checked by default to include this row in the Starting Monthly Salary total
PositionID  Unique identifier for the Workday position
Obj-SubObject  This value is 01 for Salary and Wages, followed by the sub-object code for the selected person
Cost Center  Cost center name and code
Organization  Organizational unit name and 10-digit code
Position Title  Selected person’s title for this position
Pay Type  Possible pay types are:

  • Allowance
  • Stipend
  • Basepay
Unallocated Rate Monthly or Hourly Rate
Distribution %  Proportion of total for this earning type
FTE Rate  Total of Unallocated Rate value times the Distribution percent

Below this table is the Update Salary link. It updates this person’s salary for all periods with the latest information from Workday. Any new earnings that are not currently displayed will not be included in updated figure. It also updates the “date retrieved” value.

Note: if you want to update a person’s salary for other than the whole worksheet, you can use the Update Salary links in the Update Periods modal.

The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows. If needed, it can be edited to include other earnings.

Notes

Select the V-shaped chevron at the right of the bar to expand the notes section. Enter your notations in the Note field.

When you are done, select Save & Return to Worksheet to close this modal and display the worksheet or Update Periods to open that modal.

When is job information from Workday available to SAGE?

New or changed Workday job information is generally available within a few hours via the Personnel Chooser.

Note: Newly-hired investigators should also update the Investigator Details section on their FIDS profile.