OSPS E-News ~ FW: Time Entry Lock and 2024 No Retro Date Change

[FLORES Fabiola * DAS]

On behalf of Workday Admin-

_________________________________________________________________________________________________________________________________________________________________________________
Good afternoon,

As communicated in the OSPS e-News, Employee Prior Pay Period Time Entry Lock that went out Nov. 8, 2024, Department of Administrative Services (DAS) Workday Program in collaboration with Payroll Advisors and DAS Labor Relations, made the determination to lock time entry in prior pay periods for employees after each mid-month payroll processing (Run 2).

This action will limit the risk of potential over and under payments to employees due to incorrect time entry. Below are details regarding the Time Entry Lock and No Retro Prior Period To (NRPPT) date change.

Time Entry will be locked for employees as follows:

  *   After October Run 2 (Nov. 8, 2024) employee time entry locked for all pay periods prior to July 1, 2024

  *   After November Run 2 (Dec. 9, 2024) employee time entry locked for all pay periods prior to Dec. 1, 2024

  *   After December Run 2 (Jan. 9, 2025) employee time entry locked for all pay periods prior to Jan. 1, 2024

  *   After January Run 2 (Feb. 10, 2025) employee time entry locked for all pay periods prior to Feb. 1, 2025

Please note: Time Entry Lock for employees will happen after each mid-month payroll (Run 2) going forward. Time Entry lock dates will be updated on the OSPS Payroll Processing calendar for 2025<https://wd5.myworkday.com/oregon/email-universal/inst/21037$33607/rel-task/2998$33471.htmld>.

2024 No Retro Pay Prior To (NRPPT) Date Change:
At a minimum, annually, the No Retro Pay Prior To (NRPPT) date is advanced in Workday to close out the current tax year for time entry. For 2024 tax year, DAS Workday will change the NRPPT date to Dec. 1, 2024, for all employees after December Run 1.

Action to be taken: DAS Workday will change the NRPPT date to Dec. 1, 2024, after December Run 1 payroll processing is completed on Dec. 26, 2024.

Impact to employees:
Time Entry (including time off) for pay periods prior to Dec. 1, 2024, will require employees and managers to work closely with payroll partners to make any correcting entries needed for tax year 2024. Below are some examples of the types of entries that may require additional research and manual entries:

  *   Pay Equity entered by Human Resources after December Run 1 is processed

  *   Time entry corrections for pay periods prior to Dec. 1, 2024

  *   Leave without pay entries for pay periods prior to Dec. 1, 2024, not entered prior to Dec. 24, 2024

The following reports can be run to help in the review process for employees that may have over or underpayments that need to be manually corrected for pay periods prior to Dec. 1, 2024:

  *   PAY | Variance Report | Compensation to Payroll Results in Selected Period<https://wd5.myworkday.com/oregon/d/task/1422$11838.htmld> (pulled on Run 2)

  *   PAY | Employee Vendor Deductions<https://wd5.myworkday.com/oregon/d/task/1422$7794.htmld> (pulled after Run 1 for centrally cleared negatives)

  *   If you have questions about this communication, please create a Help Case in Workday.

A sample communication is attached for payroll partners to distribute to employees and managers asking them to coordinate on any prior pay period time entry corrections. Please have managers review the help article on How to Enter Time for a Worker<https://wd5.myworkday.com/oregon/email-universal/inst/25755$494/rel-task/2998$40834.htmld>.

As a reminder, there are train-the-trainer materials provided to payroll partners to train managers on time entry for employees in Workday Drive (see file path below).

  *   Payroll Resources>Training and Learning Materials>Payroll Partner Workshop Series 2024>Manager Time Tracking Tasks

If you have questions about this communication, please create a Help Case in Workday.

Sincerely,

Department of Administrative Services Workday Team

[cid:image001.png at 01DB373C.91595D80]

Attachments:

  1.  Time Entry Lock (Employee Sample Communication)

  1.  Time Entry Lock (Manager Sample Communication)

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