Project Update

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Julie Shuttleworth – Director, Project Lead, Functional Team Lead

ABA Meeting – 5/21/19Project Update

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Topics• Workday Project Timeline• Workday Key Activities• Cutover• Training and Practice Labs• Payroll Reallocations• Object Codes• Legacy Clean Up• Parallel Payroll Cycle 1 Summary• Preparing for Go-Live• Resources

• Addendum• Cutover Details

Agenda

Deployment Activities – Preparing for Workday@Penn

Workday@Penn Project Timeline – Near Term

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DeployTestConfigure & PrototypeArchitect

2017 2018 2019

Q4 Jan-Jun Jul-Dec J F M A M J J A S O N D

• End-User Training began 4/29/2019 for high impact users

• Self-service online optional • Blended learning via instructor led

classroom, virtual learning and online webinars and tip sheets

• Time Tracking online course for Timekeepers posted to KL

• Cutover activities ensure a smooth transition from legacy systems to Workday

• Detailed Cut0ver Calendar information to date is posted on the Workday@Penn website with more Go-Live Checklists coming.

Workday@Penn Training Cutover

• Prepare for Go-Live via Workday website, newsletters and presentations

• Use Week 1 checklist• Practice Labs, Office Hours• Solution Center • Ongoing team support

Support Model

GO-LIVE July 1, 2019

Sustainment

July 2019

Sustainment

2019

Apr. May Jun Jul Aug Sept. Oct Nov. Dec

July 2019

DeployTest

Implementation

Production Readiness

Stabilization

Ongoing Orientation & Training

Key activities from now until calendar year end.

Rolling Adoption – New Release

Implement Deferred Functionality

Workday@Penn Project Key Activities

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Cutover and System Freezes for Self Service Activities

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June 18 Pennworks Areas of U@Penn

including: • Edit Profile• PennPeople• Additional Pay

(Monthly)

Post Go-Live Functionality

Areas of U@Penn will have historical view available:

The Penn Employee Solution Center will be your go-to resource for changes that

need to be made during the Freeze Period.

System Freeze Period Go-Live & Beyond

July 1 E-TimeSheets Online Time Reporting Weekly Additional Pay Payroll Reallocations

• My Pay• W2• Directory Listing

Detailed cutover information and freeze period guidance is posted on the workday.upenn.edu website and will be refreshed as needed.

June 12 U@Penn

• Direct Deposit

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Training Dates

Dates

April 29, 2019

June 28, 2019

July 1, 2019

August 15, 2019

Groups Groups

Required training for assigned Security Roles

Dates

Security Role changes, Special

Considerations, new employees

Office HoursPractice Labs

Instructor led and Computer Based Training begins April 29. Training for your assigned security role is required prior to go-live on July 1. Additional training will be provided for those whose security roles change, or those with special considerations, such as previously scheduled Leaves of Absence.

Wor

kday

GO

LIV

E –

JULY

1 August 15 to December

and forward

GroupsContinued training as

needed (new employees,

security role changes)

Dates

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Practice Labs Registration Open

Schedule• Wednesday, May 22• Wednesday, May 29• Friday, May 31• Tuesday, June 4• Friday, June 7• Tuesday, June 11• Friday, June 14• Wednesday, June 19• Friday, June 21• Wednesday, June 26• Friday, June 28

Each Lab from 10am to Noon

• Opportunities for security role holders to experience additional hands-on training assistance before Go-Live.

• Registration is required to ensure small-sized labs and personal attention

• Register for a 30-minute session.

https://www.workday.upenn.edu/home/training/practice-labs

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Go-Live Access (July 8th)• Security will be inherited from current systems

o PennWorks• Reallocations access

o Effort Reporting System (ERS) Roles• Department Coordinator• Pre-Reviewer• Post-Reviewer

Payroll Reallocations – Access

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Training Materials• Developed and delivered by Department of Financial Training

o Web-based• Two modules

• Knowledge Building• Application Training

o Training Schedule• June 3rd – July 3rd

Training Assignments • Knowledge Link assignments from the Department of Financial Training

Requirement• Must complete Payroll Reallocations training prior to July 3rd for July 8th

access

Payroll Reallocations – Training

Current vs. Future State

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The Org, Fund, Program and CREF segments of the accounting number will need to be entered:

• CNAC and BC will be derived from the Penn ORG and Penn FUND

• Object Codes will be derived by ledger account or object code rules in Workday

In Workday – Default and Assigned Costing Allocations will have 4 of the 7 segments of the 26 digit Ben Financials account number.

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Workday – Object Code Configuration Rules

All Object Codes (for both Expense and Liabilities) are set up in Workday as Ledger Accounts.

Rules for Object Codes can be set up using the following fields:

• Total Blended FTE% on Worker (benefits will be using this. FT benefits will be offered if FTE% > 87.5%)

• Position Worker Type (employee type - Academic, Staff, Postdoctoral, Student, Temporary)

• Job Profile or Job Category

• Pay Group (weekly, monthly, academic)

• Account Segments

• Penn Cost Center (Ben Financial Org)

• Penn Fund (Ben Financial Fund)

• Penn Program (Ben Financials Prog)

• Penn CREF (Ben Financials CREF) – entered as XX-YYYY where XX is School/Center

* PT benefits will be offered to those eligible with an FTE% between 43.5% and 87.5%. FT Benefits >= 87.5% FTEPostDocs, Students and Temporary Workers are NOT eligible for FT Benefits.

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Logic Example – Workday Accounts for Faculty

Earnings EmployeeType

PayGroup

Fund/Program Job Family

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All Academic earnings (except otherwise noted for example One-time Allowance):

e.g. Regular Monthly Academic

Academic Academic 020200/7472

5030 Scholarly Leave NoEB

Academic Academic Tenure & Clinician-Educator

5010 Standing Faculty FT

Academic Academic Practice, Visiting,Research (Academic)

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct, Academic Clinician,Academic Support Staff,CPUP

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct,Academic Clinician,Academic Support Staff,Administrative,Academic Management,CPUP, Practice, Visiting, Research (Academic)

< 87.5 5020 Faculty-Subject to part time EB

PT

Academic Academic Emeritus 5020 Faculty-Subject to part time EB

PT

Academic Academic Administrative,Academic Management

>= 87.5 5056 Administrative Stipend FT

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Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

Workday – Accounts for Non-Exempt Weekly, Monthly Exempt Staff & Temps

Earnings EmployeeType

PayGroup Fund Job

Category

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All weekly regular and extra services earnings.

For Example:• Regular Weekly Pay & all Weekly Non-

Exempt Leave Pay (e.g. Holiday, Jury Duty)

•• Non-Exempt Overtime (e.g. Overtime

Straight)

• On-call pay and Shift/Diff (e.g. Shift @ 10%)

• Weekly One-time payments/Allowances (e.g. One-Time Allowance)

TemporaryStudent

Weekly 5134 Hourly Administrative Part-time PT

Staff Weekly Union 5120 Regular Pay: Administrative Support Staff FT

Staff Weekly NE Union < 87.5% 5134 Hourly Administrative Part-time PT

Staff Weekly NE Union >= 87.5% 5114 Regular Pay: hourly paid Support Staff FT

Allowances: One-time payments and Allowances

Monthly 5104 Allowances: Professional Staff PT

All Monthly earnings, (e.g. Regular Monthly Staff, Vacation Payout, Award)

Temporary,PostdocStudent

Monthly 5130 Temp/PT Salaried (monthly paid) PT

Staff Monthly < 87.5% 5130 Temp/PT Salaried (monthly paid) PT

Staff Monthly >= 87.5% 5100 Salaries Professional Staff FT

Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

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Data Challenges in Existing Legacy Systems

During the conversion of data from the legacy systems to Workday,a number of data inconsistencies ,and in some cases, inaccuracies were discovered.

The go-live goal is accuracy for pay and benefits. Manual fixes post go-live will address data conversion issues that cannot be fixed

before implementation.

Examples of Data Conversion Challenges:• Inconsistent and contradictory job hire dates and position start dates• Annual salary does not always match distributions in PennWorks• Employee type and role hours do not match, with direct impact on benefits eligibility • Roles in PennWorks may not have distribution lines • Inconsistent job titles and other job details challenge data conversion rules

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Preparing for Go-Live Data Conversion rules and what matters

• Annual Salary and/or Hourly Rate• Terms – 9 over 9, 10 over 10, 9 over 12 or 12 over 12

• Academics, PostDocs and Graduate Student jobs all terms will be available • Staff, temps and student workers (weekly) only 12 over 12 is available for jobs.

• Distribution lines• Active distribution lines post July 1, 2019 dates will be used to assign compensation plan

dates in Workday. • For exempt employees, this will automatically process their pay for time frames post

July 1, 2019• For non-exempt employees, this will allow for payments to be processed during those

dates• Role End dates

• Roles will be converted as active which have future end dates

Role Rapid Entry (RRE) • Update the annual salary and/or hourly rate as needed.• Update distribution lines if the individuals will be returning in the future• Can be used for eligible and ineligible workers and positions

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Data Legacy Cleanup Priorities

Help To Improve Data Quality

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Weekly Pay: Hourly Non-exempts in Legacy can be paid from time entry with no open distributions or rate. Compensation will not be converted for weekly employees without distributions and pay will not generate in Workday without compensation. In addition, temporary and student weekly compensation will be end-dated based on distribution dates.

Conversion of Retirement from Flat Dollar to Percentage (required by TIAA) resulting in large discrepancies in both monthly (e.g. CPUP doctor variable pay) and hourly employees (e.g. incorrect standard weekly hours used in calculation).

Monthly Pay: Legacy data issues including No annual salary and discrepancies between Annual Salary and Distributions

If weekly paid distributions end

6/30, extend during role rapid entry so they will convert

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Payroll Parallel Testing Cycle 1 SummaryOverall, Cycle 1 of payroll parallel test achieved its goal of verifying payroll calculations, and identifying major trends causing payroll discrepancies.

Only a handful of Payroll, time, and benefit configuration changes were needed, and a number of differences were identified as items that calculate differently/more compliant (e.g. Federal taxing, 2nd state taxing, excess life).

However, a large number of discrepancies between Legacy Payroll Results exist due to Data Issues:• Risk: Monthly Pay: Legacy data issues including No annual salary and discrepancies between Annual

Salary and Distributions• Risk: Weekly Pay: Hourly Non-exempts in Legacy can be paid from time entry with no open distributions

or rate. Compensation will not be converted for weekly employees without distributions and pay will not generate in Workday without compensation. In addition, temporary and student weekly compensation will be end-dated based on distribution dates.

• Risk: Conversion of Retirement from Flat Dollar to Percentage (required by TIAA) resulting in large discrepancies in both monthly (e.g. CPUP doctor variable pay) and hourly employees (e.g. incorrect standard weekly hours used in calculation).

• Risk: Some Non-exempt Legacy Pay is not following current time/CBA rules and cannot be duplicated in Workday.

• Risk: Parking/Business Services is non-responsive to multiple requests about discrepancies

In many cases, “Catch-up” payroll transactions were entered into Workday to equalize gross pay so taxes/deductions could be researched; however it is Important to note: “catchup” data cleanup in Workday has no affect on improving data quality for go-live. Data cleanup must be done in legacy to remediate for go-live.

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Preparing for Go-Live Data Conversion rules and what matters

• Annual Salary and/or Hourly Rate• Terms – 9 over 9, 10 over 10, 9 over 12 or 12 over 12

• Academics, PostDocs and Graduate Student jobs all terms will be available (the term determines the

• Staff, temps and student workers (weekly) only 12 over 12 is available for jobs.• Distribution lines

• Active distribution lines post July 1, 2019 dates will be used to assign compensation plan dates in Workday.

• For exempt employees, this will automatically process their pay for time frames post July 1, 2019

• For non-exempt employees, this will allow for payments to be processed during those dates

• Role End dates• Roles will be converted as active which have future end dates

Role Rapid Entry (RRE) • Update the annual salary and/or hourly rate as needed.• Update distribution lines if the individuals will be returning in the future• Can be used for eligible and ineligible workers and positions

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Resources – Where to Find Information

One-stop Onboarding for New Hires –Launch April 2019• Increased compliance of federal requirements• Manager readiness to engage new hires• Earlier productivity• Efficient, user-friendly online presence• Prepared for Workday go-live

3425 Walnut Street

Tel: 215-898-7372Email: hcmsolutioncenter@upenn.eduWebsite: www.solutioncenter.upenn.edu

Hours: 9:00 am - 5:00 pm ET, Mon–Wed, Friday9:00 am - 4:30 pm ET, Thursday

www.workday.upenn.eduTraining Information:• Welcome to Workday pre-work video• Workday Self-Service and Time Entry

videos (available end of May)• Course Catalog and Class Schedule• Tip Sheets (added on a rolling basis)• Practice Lab Calendar

Additional Information:• FAQs (added on a rolling basis)• Glossary• Tool Box• Legacy Data Cleanup

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Thank you!

Q & A

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Addendum

• 2019 Cutover Consolidated Calendar

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University of Pennsylvania Workday Implementation: 2019 Cutover Instructions

Staff Requisitions and Job Postings (HR Manager and Staff PeopleAdmin)

Mon June 3 at 5pm Last Day to Create a PIQ/Requisition

Mon June 10 at 5pm

Last Day for PIQ/Requisition to be approved by Schools/ Centers

Any PIQ/Requisition that is not approved in HR Manager will need to be re-entered into Workday on July 1, 2019 (if still needed).

FriJune 14 at 5pm

Last Day for Staff Job Posting

Faculty (PeopleAdmin)

TuesApril 30 at 5pm

Ability to create postings in PeopleAdmin will be removed for all users

If you have questions or comments - or would like to be added to the Faculty Affairs Companion Project listserv to receive email updates - contact the Faculty Affairs Project Team at: FA-Project-Help@pobox.upenn.edu.

MonJune 10 at 5pm

Last day for new applications for any open posting in PeopleAdmin for Faculty

Sat Aug 31 at 5pmDeadline for completing review and hire processes in PeopleAdmin for any searches that remain active after May 31.

Hire (PennWorks)

WedJune 12 at 5pm

Last Day to Start New Hires in PennWorksStarting a New Hire in PennWorks by this date provides you with two business days to submit all required paperwork to Onboard@Penn.

FriJune 14 at 5pm

Last Day to Submit New Hire PaperworkPaperwork must be received by Onboard@Penn by this date to ensure that there is enough time to process and flip the minimum record.

TueJune 18 at 5pm

Minimum Record Complete If a minimum record is not complete by this date, the record will not be converted to Workday.

Termination (PennWorks)

TueJune 18 at 5pm

Last Day to Complete a Termination

All exempt terminations effective June 30 need to be completed by this date. For all regular, non-exempt terminations that need to occur between June 19 and June 30, please contact the Penn Employee Solution Center at (215) 898-7372 or HCMSolutionCenter@upenn.edu for additional assistance. If the termination for a monthly worker needs to occur after June 18, 2019 at 5pm, complete the action in Workday after July 1, 2019.

Last Updated: May 10, 2019

Page 1 of 4

Cutover planning to support the Workday@Penn Go-live is well underway. The information included in these detailed cutover instructions provides highly impacted business owners with an overview of deadlines and additional information needed to successfully prepare their areas. Review the information carefully. Changes to deadlines and cutover procedures may be necessary to support the successful implementation of Workday. Please contact the Penn Employee Solution Center at (215) 898-7372 or HCMSolutionCenter@upenn.edu with any questions.

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University of Pennsylvania Workday Implementation: 2019 Cutover Instructions

Additional Pay (PennWorks)

MonJune 17 at 5pm

Last Day to Submit Additional Pay Monthly Request

TueJune 18 at 5pm

Last Day to Approve Additional Pay Monthly RequestAny additional pays that are NOT approved by June 18, 2019 at 5pm will need to be re-entered in Workday as a One-Time Payment. Additional Pay transactions that are in flight in PennWorks will not be converted to Workday.

FriJune 28 at 5pm

Last Day to Submit Additional Pay Weekly Request

Mon July 1 at 3pm Last Day to Approve Additional Pay Weekly RequestAny additional pays that are NOT approved in by July 1, 2019 will need to be re-entered in Workday as a One-Time Payment. Additional Pay transactions that are in flight in PennWorks will not be converted to Workday.

Preparing PennWorks for Workday

Fri June 7 at 11:59pm

Rapid Role Entry/Salary Increase Closes (except Unions 115, 54, and 590) Please look for upcoming special instructions for conversion for Rapid Role Entry/Salary Increase on the workday.upenn.edu

website. Mon June 17 at

11:59pmRapid Role Entry/Salary Increase Closes for Unions 115, 54, and 590

Tue June 18 at 5pm

Term Change and Annual Salary

Non-Penn Employees (Courtesy Appointments)

Summer Undergraduate Research Fellows

Other PennWorks Actions

Tue June 18 at 5pm

Last date to make other updates in PennWorks (i.e. compensation changes, role updates, distribution lines, etc.)

On June 19, 2019 Schools/Centers access to PennWorks will become Read Only.

U@Penn

Wed June 12 at 5pm

Last day to make changes to direct deposit (pay elections) information

If you have an unexpected occurrence between June 13 and June 30 and you are required to make a change, please contact the Penn Employee Solution Center at (215) 898-7372 or HCMSolutionCenter@upenn.edu.

Tue June 18 at 5pm

Last date to make other updates in U@Penn (i.e. My Profile, PennPeople, etc.)

Last Updated: May 10, 2019

Page 2 of 4

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University of Pennsylvania Workday Implementation: 2019 Cutover Instructions Last Updated: May 10, 2019

Page 3 of 4

Time Reporting (including eTimesheets and UMIS)

SunJune 30 at 9pm

Last Day to Submit Timesheets in eTimesheet System

Timing of submission and approvals follows usual and customary submission and approval schedule. Information included. These dates and times also reflect the deadline to enter and approve updates to a previous week’s timesheets.

Mon July 1 at 10am Last Day to Approve Timesheets in eTimesheet System for Managers

Mon July 1 at 1pmLast Day to Approve Timesheets in eTimesheet System for Org Administrators

Mon July 1 at 3pm Online Time Reporting (OTR) Freeze

Academic Appointments (Faculty Information System (FIS))

Fri May 17 at 5pm Last PSC/S Meetings for Academic Year (Last Schoolactions for Academic Year)

If you have questions or comments - or would like to be added to the Faculty Affairs Companion Project listserv to receive email updates - contact the Faculty Affairs Project Team at: FA-Project-Help@pobox.upenn.edu.

Thu May 30 at 5pm Last PSC Meetings for Academic Year (Last Schoolactions for Academic Year)

Fri May 31 at 5pmLast date for updates to FIS, including approvals for final PSC and PSCS meetings, EOC report approval, and approval of extramural consultants

Reallocations

Mon July 1 at 3pm Current Reallocations System will close at the same time that OTR and UMIS Closes

Mon July 8 at 9am New Payroll Reallocations System Opens

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University of Pennsylvania Workday Implementation: 2019 Cutover Instructions Last Updated: May 10, 2019

Page 4 of 4

Declare Benefit Life Event

FriJune 21 at 5pm

Last day to make an online change through ADP to 2018-2019 accounts due to a qualifying life event

If you have a change that affects your 2018-2019 health, life, and flexible spending accounts/health savings accounts benefits between June 22 and June 30, contact the Penn Benefits Center (1-888-736-6236).

Enter/Update PTO Requests

FriJune 28 at 5pm

Last day for exempt staff using PSOM time off system to request and record time off Please note that the requests and approvals for time off in legacy systems occurring July 1 and after July 1 will not convert

to Workday. After July 1, 2019, initiate a time off request in Workday to track future PTO. For additional information, visit workday.upenn.edu.

SunJune 30 at 5pm

Last day for exempt staff using Penn time off system to request and record time off

Access to I-9

FriJune 14 at 5pm

Last day for current Equifax users to complete I9s for new hires.

New hires will process through Onboard@Penn. Visit www.onboard.upenn.edu.

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University of Pennsylvania Workday 2019Payroll and Payroll Tax Fact Sheet (effective July 1, 2019)

Last Updated: April 26, 2019

Pay Advices (Pay Slip)

W-4 and Other Tax Forms

Credit Union Account

Direct Deposit (Pay Elections)

• You can now direct your pay to up to three (3) different bank accounts.

• Pay Election (Direct Deposit) account information is no longer validated by the bank prior to payment, eliminating delays in availability of direct deposit.

IMPORTANT!! You should review your banking information carefully before submitting. An error in banking information could result in a delay in receiving your pay.

• Credit Union accounts will show as a Pay Election (Direct Deposit) account to which payments are directed.

• Credit Union accounts will count as one (1) of the three (3) bank accounts allowed for direct deposit.

• Pay Slips (Pay Advices) will no longer be printed, but will be available to view and print in Workday.

• Federal and State W-4 forms as well as Local Residency Forms can be completed securely on-line at any time day or night.

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Federal Tax Withholding – Supplemental Wages

Address Changes

State Tax Withholding

W-2 Forms

• W-2 Forms beginning with the 2019 Tax Year will be available in Workday. • Tax Years 2018 and 2017 will be available via the “My Tax Info” link on the U@Penn Portal.

• W-2 Forms for years prior to 2017 can be obtained by contacting the Payroll Office.

• You are encouraged to select electronic delivery of your W-2.

• Individuals who are subject to state withholding in both their states of work and of residence will have tax withheld for both states.

• This does not apply to states with reciprocal agreements with Pennsylvania (e.g., New Jersey).

• Supplemental wages such as bonuses, allowances, or vacation pay-outs at separation will be subject to federal tax withholding using the appropriate federal tax table based on your W-4 tax elections.

• You are responsible for promptly updating any changes to your home address to ensure proper taxation. You should also verify that your supervisor has made any necessary changes to your work address.

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By Fran Seidita – Director Budget Planning

Costing Allocations and Object Code Rules

271

Current vs. Future State

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The Org, Fund, Program and CREF segments of the accounting number will need to be entered:

• CNAC and BC will be derived from the Penn ORG and Penn FUND

• Object Codes will be derived by ledger account or object code rules in Workday

In Workday – Default and Assigned Costing Allocations will have 4 of the 7 segments of the 26 digit Ben Financials account number.

2

Current vs. Future State: Highlight on CNAC and ORG

CNAC ORG

830 8322Penn Cost Center Hierarchy (CNAC)

Penn Cost Center

Penn Cost Center

Hierarchy (CNAC)

Penn Cost Center

• Derived through Penn Cost Center assignment

• Custom organization type• Assigned to position,

requisition, worker• Updated in cost allocations

PennWorksCNAC ORG BC FUND OBJ PROG CREF

830 8322 1 000000 5XXX 5001 8358Penn Cost Center Hierarchy

Penn Cost Center

Penn Fund Budget Check

Penn Fund Delivered Earnings and Deductions

Penn Program Penn CREF

3

Current vs. Future State: Highlight on BC and FUND

BC FUND

1 000000Penn Fund Budget Check

Penn Fund

PennWorksCNAC ORG BC FUND OBJ PROG CREF

830 8322 1 000000 5XXX 5001 8358Penn Cost Center Hierarchy

Penn Cost Center

Penn Fund Budget Check

Penn Fund Delivered Earnings and Deductions

Penn Program Penn CREF

Penn Fund Budget Check

Penn Fund

• Derived from the Penn Fund assignment

• Custom organization type• Assigned to position,

requisition, worker• Updated in cost allocations

4

Costing Allocation Key Terminology

Workday Term Legacy Term Definition

Costing Allocation Distribution Accounting

• Costing Allocations are used to distribute payroll costs to the appropriate account segments.

Costing Allocation Hierarchy N/A

• Costing for payroll can exist at several levels of the hierarchy. The level of the hierarchy work in order, with Payroll input overriding all levels below it, etc. A workers costing allocation can be inherited from the Position’s Supervisory Organization (zero-fund).

Payroll Input Account from OTR • Payroll input entered in payroll unit (e.g. overrides of time entry).

Worker + Position Distribution Line Accounting

• Cost allocations for the worker’s position. Applies to all earnings in position, unless specifically allocated at the worker/position/earnings level.

Worker + Position + Earnings

Distribution Line Accounting

• Costing allocation for a specific pay component (Earnings) paid to the worker for the selected position (e.g. Allowance payment).

DefaultOrganizational Assignment

N/A • Inherited from the Supervisory Organization at time of hire or change organizational assignment.

Some Terminology may change as a result of the Workday implementation.

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Workday – Object Code Configuration Rules

All Object Codes (for both Expense and Liabilities) are set up in Workday as Ledger Accounts.

Rules for Object Codes can be set up using the following fields:

• Total Blended FTE% on Worker (benefits will be using this. FT benefits will be offered if FTE% > 87.5%)

• Position Worker Type (employee type - Academic, Staff, Postdoctoral, Student, Temporary)

• Job Profile or Job Category

• Pay Group (weekly, monthly, academic)

• Account Segments

• Penn Cost Center (Ben Financial Org)

• Penn Fund (Ben Financial Fund)

• Penn Program (Ben Financials Prog)

• Penn CREF (Ben Financials CREF) – entered as XX-YYYY where XX is School/Center

* PT benefits will be offered to those eligible with an FTE% between 43.5% and 87.5%. FT Benefits >= 87.5% FTEPostDocs, Students and Temporary Workers are NOT eligible for FT Benefits.

6

Workday – Object Code Configuration Rules

Object Code Rules can NOT be based on:• FICA/SSN Limit

• Benefits acceptance including ACA Benefits Acceptance

Two New Program Numbers to Assist with Object Code Logic:

• New Program 3020 for CPUP earnings.

• To determine how to assign 1511/1258 (CPUP EB) vs. 1522/1252 (FT EB)

• Details included on “Workday - CPUP/CHOP Pay and CPUP Clinical Rate” slide in Object

Code Logic Section

• New Program 5406 for Nursing interfund.

• To determine how to assign 1252

• Details included on “Accounts for Interfund – Outside of CPUP earnings” slide in Object

Code Logic Section

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Object Code Logic

8

Logic Example – Workday Accounts for Faculty

Earnings EmployeeType

PayGroup

Fund/Program Job Family

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All Academic earnings (except otherwise noted for example One-time Allowance):

e.g. Regular Monthly Academic

Academic Academic 020200/7472

5030 Scholarly Leave NoEB

Academic Academic Tenure & Clinician-Educator

5010 Standing Faculty FT

Academic Academic Practice, Visiting,Research (Academic)

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct, Academic Clinician,Academic Support Staff,CPUP

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct,Academic Clinician,Academic Support Staff,Administrative,Academic Management,CPUP, Practice, Visiting, Research (Academic)

< 87.5 5020 Faculty-Subject to part time EB

PT

Academic Academic Emeritus 5020 Faculty-Subject to part time EB

PT

Academic Academic Administrative,Academic Management

>= 87.5 5056 Administrative Stipend FT

9

Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

Workday – Accounts for Faculty

Earnings EmployeeType

PayGroup

Fund/Program Job Family

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All Academic earnings (except otherwise noted for example One-time Allowance):

e.g. Regular Monthly Academic

Academic Academic 020200/7472

5030 Scholarly Leave NoEB

Academic Academic Tenure & Clinician-Educator

5010 Standing Faculty FT

Academic Academic Practice, Visiting,Research (Academic)

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct, Academic Clinician,Academic Support Staff,CPUP

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct,Academic Clinician,Academic Support Staff,Administrative,Academic Management,CPUP, Practice, Visiting, Research (Academic)

< 87.5 5020 Faculty-Subject to part time EB

PT

Academic Academic Emeritus 5020 Faculty-Subject to part time EB

PT

Academic Academic Administrative,Academic Management

>= 87.5 5056 Administrative Stipend FT

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Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

Workday – Accounts for Faculty/Teaching

Earnings EmployeeType

PayGroup Job Family

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

Allowances: One-time payments and Allowances

Academic 5057 Allowances (special payments to faculty)

PT

Summer Instruction 5052 Summer Instruction FT

Summer Research 5053 Summer Research FT

Non-Summer Additional Academic Instruction,Staff Instruction

5054 Other Teaching FT

Wharton Exec One-time payments

5020 Faculty – Subject to part time PT

Regular Administrative Allowance Pay

Academic 5056 Administrative Stipend FT

Regular FIAP Pay 5010 Standing Faculty FT

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Workday – Accounts for Non-Exempt Weekly, Monthly Exempt Staff & Temps

Earnings EmployeeType

PayGroup Fund Job

Category

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All weekly regular and extra services earnings.

For Example:• Regular Weekly Pay & all Weekly Non-

Exempt Leave Pay (e.g. Holiday, Jury Duty)

•• Non-Exempt Overtime (e.g. Overtime

Straight)

• On-call pay and Shift/Diff (e.g. Shift @ 10%)

• Weekly One-time payments/Allowances (e.g. One-Time Allowance)

TemporaryStudent

Weekly 5134 Hourly Administrative Part-time PT

Staff Weekly Union 5120 Regular Pay: Administrative Support Staff FT

Staff Weekly NE Union < 87.5% 5134 Hourly Administrative Part-time PT

Staff Weekly NE Union >= 87.5% 5114 Regular Pay: hourly paid Support Staff FT

Allowances: One-time payments and Allowances

Monthly 5104 Allowances: Professional Staff PT

All Monthly earnings, (e.g. Regular Monthly Staff, Vacation Payout, Award)

Temporary,PostdocStudent

Monthly 5130 Temp/PT Salaried (monthly paid) PT

Staff Monthly < 87.5% 5130 Temp/PT Salaried (monthly paid) PT

Staff Monthly >= 87.5% 5100 Salaries Professional Staff FT

Benefits are assigned by blended FTE: 43.5% PT Benefits, or 87.5% FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

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Workday – Accounts for CPUP/CHOP Pay and CPUP Clinical Rate

Earnings Fund

(PSOM) /Org(Dental)

Program CHOP ObjCode**

CHOP Object Code Description

CPUP Obj.Code Object Code Description EB Rate

CPUP Pension Adjustment 014003/5194 1258 AR H/A CHOPPA Payroll 1514 CPUP Fringe Benefits CPUP

CPUP SERP Gross 014003/5194 1258 AR H/A CHOPPA Payroll 1514 CPUP Fringe Benefits CPUP

CPUP Guaranteed Variable Pay 014003/5194 1258 AR H/A CHOPPA Payroll 1513 CPUP Variable Pay CPUP

CPUP Bonus 014003/5194 1258 AR H/A CHOPPA Payroll 1512 CPUP Bonus CPUP

CPUP Allowance 014003/5194 1258 AR H/A CHOPPA Payroll 1514 CPUP Fringe Benefits CPUP

CPUP Variable Pay 014003/5194 3020 1258 AR H/A CHOPPA Payroll 1513 CPUP Variable Pay CPUP

3407 /3410

1252 AR H/A Full-time Faculty 1522 Salaries Fulltime Faculty FT

CPUP Administrative Pay 014003/5194 3020 1258 AR H/A CHOPPA Payroll 1511 CPUP Comp: Base Pay CPUP

3407/3410 1252 AR H/A Full-time Faculty 1522 Salaries Fulltime Faculty FT

CPUP Regular Academic 014003/5194 3020 1258 AR H/A CHOPPA Payroll 1511 CPUP Comp: Base Pay CPUP

3407/3410 1252 AR H/A Full-time Faculty 1522 Salaries Fulltime Faculty FT

CPUP Regular Monthly 014003/5194 3020 1258 AR H/A CHOPPA Payroll 1511 CPUP Comp: Base Pay CPUP

3407/3410 1252 AR H/A Full-time Faculty 1522 Salaries Fulltime Faculty FT

• CPUP Earnings only allowed on CPUP Academic Jobs (315071) or Penn Medicine Clinician Jobs (110193)

• PSOM must use interfund (014003). Dental must use ORG 5194• Lines outside of Dental (5194), or PSOM (014003) will follow regular Monthly/Academic

rules (e.g. 5110 for FT Penn med clinicians)

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New Program Code 3020 to determine how to assign 1511/1258 (CPUP EB) vs. 1522/1252 (FT EB) ** CHOP org codes: 4465,4530,4203,4505,4432,4392

REFERENCE: http://www.finance.upenn.edu/ftd/documentation/QRG_CPUP_CHOPPA.pdf, https://www.med.upenn.edu/policy/user_documents/PennWorks-SOMspecificinstruction-May2015.pdf

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Workday – Accounts for Interfund – Outside of CPUP EarningsEarnings Fund Empl Type Job Family Penn Cost Center Total Bld

FTEObjCode

Object Code Description EBRate

All Earnings except the Ones on CPUP special earnings/program combinations)

014003

WS Job family group –exc. 599072; 217703,217004, 206060, 217003, 217303

*CHOP org codes: 4465,4530,4203,4505,4432,4392

1254 H/A Salaries – No EB charged No EB

Stud, Temp, Pdoc

*CHOP org codes: 4465,4530,4203,4505,4432,4392

1253 H/A Salaries – Part time PT

Academic 4465,4530,4203,4505,4432,4392

>= 87.5 1252 H/A Salaries – Full time Faculty FT

Staff *CHOP org codes: 4465,4530,4203,4505,4432,4392

>= 87.5 1251 H/A Salaries – Full Time Admin & Staff

FT

4465,4530,4203,4505,4432,4392

< 87.5 1253 H/A Salaries – Part time PT

WS Job family group –exc. 599072; 217703,217004, 206060, 217003, 217303

All other cost centers 1524 Interfund Salaries – No EB charged No EB

Stud, Temp, Pdoc

All other cost centers 1523 Interfund: Salaries Part time PT

Academic All other cost centers >= 87.5 1522 Interfund: Salaries Fulltime Faculty FT

Staff All other cost centers >= 87.5 1521 Interfund: Sal Full Time Admin & Staff FT

All other cost centers < 87.5 1523 Interfund: Salaries Part time PT

000000

Stud, Temp, Pdoc

(ORG 5194 or 2100) 1523 Interfund: Salaries Part time PT

Academic (ORG 5194 or 2100) >= 87.5 1522 Interfund: Salaries Fulltime Faculty FT

Staff (ORG 5194 or 2100) >= 87.5 1521 Interfund: Sal Full Time Admin & Staff FT

(ORG 5194 or 2100) < 87.5 1523 Interfund: Salaries Part time PT

ORG 0602, 0603 andProg 5406

1252 H/A Salaries – Full time Faculty FT

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Workday – Accounts for Graduate Student/Postdocs

Earnings ObjectCode Object Code Description EB Rate Job Profile Job Profile Description

Post Doc Non_NRSA 5063 Non-NRSA Postdoctoral Fellow PT 217603 Postdoctoral Fellow

Post Doc Non_NRSA 5062 Postdoctoral Researcher PT 217500 Postdoctoral Researcher

Post Doc NRSA 5043 Postdoctoral NRSA Fellow No EB 217703 Postdoctoral Fellow, NRSA

Grad Fellow-In Class (GF5) 5040 Teaching Assistant No EB 217004 Teaching Assistant

Grad Fellow-No Class (GF1) 5049 Teaching Assistant – Summer Appointment

PT 217002 Teaching Assistant – No Class

Grad Fellow-In Class (GF5) 5041 Research Assistant No EB 206060 Research Assistant A

Grad Fellow-No Class (GF1) 5070 Research Assistant – Summer Appointment

PT 206061 Research Assistant – No Class

Grad Fellow – Degree Requirement (GF6)

5048 Teaching Fellow No EB 217003 Teaching Fellow

Grad Fellow – Degree Requirement (GF6)

5044 Research Fellow No EB 217303 Research Fellow

Grad Fellow-No Tax Withheld, Education Fellow/Pre Doc Stipend

5046 Education/Predoctoral Fellowship No EB * For all Educ fellowship job/Pre-doc Jobs and Education Fellow / Pre-doc One Time Payment Compensation plan

Grad Student One Time Payment

5134 Hourly Administrative Part-time PT * One-time payment for grad students doing hourly work on side

Postdoctoral Workers & Graduate Students follow: https://www.finance.upenn.edu/disbursements-payroll/resources-bas

Workday – Accounts for Undergraduate Students & Affiliated Students

EarningsCode Fund Object

Code Cost Center Object Code Description EB Rate Job Profile/Job

Family Group Job Profile Description

Student Worker Regular Pay

5134 Hourly Administrative Part-time

PT Job family group student worker (includes 599070)

Student Worker

Series of WS Earnings

5134 Hourly Administrative Part-time

PT 599072 SFS International Work Study

Series of WS Earnings

5139 Part-Time College Work Study

No EB All other WS Job Classes – Job family group –except 599072

All WS except SFS International WS, including • Work Study – On Campus• Work Study – Off-Line• Work Study – Community Service,

etc.

Undergraduate Summer Pay

5134 Hourly Administrative Part-time

PT No longer using 217305 – will be paid off comp plan

Comp plans: Summer UG Research, Summer UG Non-research

RegularMonthly Administrative

5130 Salaried (monthly paid) PT 900005 Non-Penn Student

AmericorePay

5130 Salaried (monthly paid) PT 900018 Americore

16

Workday – Accounts for Undergraduate Students and Affiliated Students

Earnings Code Fund Object Code Cost Center Object Code Description EB Rate Job Profile/Job Family

Group Job Profile Description

Student Worker Regular Pay

5134 Hourly Administrative Part-time

PT Job family group student worker (includes 599070)

Student Worker

Series of WS Earnings

5134 Hourly Administrative Part-time

PT 599072 SFS International Work Study

Series of WS Earnings

5139 Part-Time College Work Study

No EB All other WS Job Classes – Job family group –except 599072

All WS except SFS International WS, including • Work Study – On Campus• Work Study – Off-Line• Work Study – Community Service, etc.

UndergraduateSummer Pay

5134 Hourly Administrative Part-time

PT No longer using 217305 –will be paid off comp plan

Comp plans: Summer UG Research, Summer UG Non-research

RegularMonthly Administrative

5130 Salaried (monthly paid) PT 900005 Non-Penn Student

Americore Pay 5130 Salaried (monthly paid) PT 900018 Americore

17

Current vs. Future State

18

Obsolete Object Codes

Obsolete/Modified Expense Object Codes

19

ObsoleteObject Code Obsolete Object Description EB

RateObject Code to be Used Draft Modified Description EB Rate

5101 Salaries: Instruction/Research Professional Staff FT 5100 Salaries: Professional Staff FT

5115 Regular Pay: Instruction/Research Part Time hourly paid Support Staff FT 5114 Regular Pay: Hourly Paid Support

Staff FT

5121 Regular Pay: Instruction/Research Support Staff (Unionized staff) FT

5120 Regular Pay: Support Staff (Unionized Staff) FT

5131 Salaried (monthly paid): Instruction/Research (temp/part time staff) PT 5130 Salaried (monthly paid) Administrative

(temp/part time staff) PT

5135 Hourly: Instruction/Research (temp/part time) PT 5134 Hourly: Administrative (temp/part time) PT

Obsolete Object Code Obsolete Object Description EB Rate Object Code to be

Used Draft Modified Description EB Rate

5045 Pre-Doctorial Fellowship No EB 5046 Educational/Pre-doctoral Fellowship No EB

The following object codes will no longer be used because we cannot determine assignment between Financial/General and Instruction/Research:

Educational Fellowship and Pre-Doctoral Fellowship will be merged to accommodate new combined compensation plan.

Obsolete Expense Object Codes

ObsoleteObject Code Obsolete Object Description EB

Object Code to be Used

Draft Modified Description EB Rate

5110 Salaries: Financial/General Administrative Support Staff (non-exempt salaries weekly paid)

FT

5114 Regular Pay - Administrative Support Staff (Non-exempt, weekly paid, support staff) FT

5111 Salaries: Instruction/Research Support Staff (weekly) FT

5112 Extra Services/Overtime: Financial/GeneralAdministrative Salaried Support Staff (weekly)

FT

5113 Extra Services/Overtime: Instruction/Research Administrative Salaried Support Staff (weekly)

FT

5124 Salaries: Financial/General weekly paid UnionizedStaff

FT

5120 Regular Pay: Unionized Support Staff (FT EB rate) FT

5125 Salaries: Instruction/Research weekly paid Unionized staff

FT

5126 Extra Services/Overtime: Financial/General weekly paid Unionized Staff

FT

5127 Extra Services/Overtime: Instruction/Research weekly paid Unionized staff

FT

5132 Salaried (weekly paid): Financial/General Administrative

PT5134 Temporary/Part Time Supplemental Staff PT

5133 Salaried (weekly paid): Instruction/Research PT

The following object codes related to salaried weekly employees will no longer be used:

20

Obsolete Expense Object Codes

The following object codes related to removing Extra Services Separation for weekly and monthly staff employees will no longer be used:Obsolete

Object Code Obsolete Object Description EB Object Code to be Used Draft Description EB Rate

5122 Extra Services/Overtime: Financial/General Hourly Support Staff (Unionized staff) FT

5120 Regular Pay: Administrative Support Staff FT5123 Extra Services/Overtime Instruction/Research Hourly

Support Staff (Unionized staff) FT

5116 Extra Services: Financial/General Part Time hourly paid Support Staff (FT EBs) FT 5114

5134

Regular Pay: hourly paid Support Staff (for non exempt non union staff >= 87.5 FTE)

Hourly: Financial/General Administrative (PT EB rate) (for non exempt non union staff < 87.5 FTE)

FT

PT5117 Extra Services: Instruction/Research Part Time hourly

paid Support Staff (FT EBs) FT

5102 Extra Services: Financial/General Administrative Professional Staff (FT EBs) FT 5100

5130

Salaries Professional Staff (for exempt staff >= 87.5 FTE)

Salaried (monthly paid): Temp/PT Salaried(monthly paid) (for exempt staff < 87.5 FTE)

FT

PT5103 Extra Services: Instruction/Research Professional Staff (FT EBs) FT

Obsolete Object Code Object Code Description

5050 Intra-University Honoraria (subject to full-time EBs)

5055 Extra Non-Teaching Services – Full time employees subject to full time EB

5051 Intra-University Consulting (subject to full-time EBs)

The following object codes will no longer be used:

*Note: Honoraria should not normally be paid.

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