OSPS E-News ~ CAB Release – Seasonals Worker On/Off Season

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Good morning,

This message is intended for Human Resources and Payroll contacts and any positions that work with seasonal employees. This communication will provide an overview of the Change Advisory Board (CAB) Seasonal Worker On/Off Season release item that was approved by CAB on Aug. 29, 2024.
The business process for placing employees on and off season will change as of Sept. 1, 2024, and changes to the process are summarized below:

Human Resources – Business Process Change

  *   As of Sept.1, 2024, Workers moved off-season will be placed into an agency pay group and placed on seasonal extended leave. On-season workers will be paid as expected from the pay group they are assigned.

  *   Workers who are already off-season as of Sept 1, 2024, will be systematically placed in an agency pay group and placed on seasonal extended leave.

  *   The process to move employees to off-season remains the same (edit position).

  *   When HR moves the employee to off-season, an integration will systematically move employees going off-season to a new leave status, “Extended Leave – Off Season”.

  *   This new leave status will suppress pay when an employee is in “off-season” status.

  *   The Leave status of “Extended Leave - Off Season” will calculate prior pay changes and keep the employee in a pay group which will not impact the NRPPT date.

  *   As seasonal workers move on and off-season, Workday will calculate partial month accruals.

  *   HR Partners now have the ability to correct or rescind existing ‘Edit Position’ actions on an active worker.

  *   Links to Knowledge Articles are updated with this new business process:

  *   Extended Leave, correct or rescind

  *   Edit Position, correct or rescind

  *   Seasonal Employee, In & Out of Season

  *   Leave Payout Seasonal Worker Moving Out of Season

Payroll Partner – Business Process Change
Previously when HR took action to edit a position and move employees to off-season, an integration also moved the employee to a no pay group to suppress pay. Now, when HR processes an edit position to move workers on or off-season, the pay group remains the same. When that happens, an integration will move the employee to “Seasonal Extended Leave" which will suppress pay and allow prior pay changes to calculate. In addition, by keeping the employee in the same pay group this will not impact the NRPPT date. Because of these changes, Department of Administrative Services recommends agency Payroll Partners review their current practices for seasonal workers for possible updates to internal processes.

There is a new knowledge article (KA) that Payroll Partners will want to reference for seasonal employees moving off-season. See below:

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  *   Follow new KA: Leave Payout Seasonal Worker Moving Out of Season<http://leave%20payout%20seasonal%20worker%20moving%20out%20of%20season/>

  *   Leave accruals are automatically adjusted as employees are put on and off-season.

  *   Accrual Balance upon off-season: As workers are moved to an off-season status, the extended seasonal leave will pro-rate sick leave and vacation accruals. For balance updates on the day a worker is placed off- season, payroll will want to recalculate the timesheet to show up to date accrual amounts. When managed this way, it will limit the need for most accrual overrides, only the following month should need to be cleared after the leave payout is finished during the last month of on-season activity. Similar to other extended leave, it is recommended to put an employee off-season at the end of their FLSA work week when possible, making sure to work closely with the manager and HR partner.

The Workday Oregon Team has created a Seasonal Employee On | Off Season FAQ & Resources<http://seasonal%20employee%20on%20%7C%20off%20season%20faq%20&%20resources/> document that may help answer questions for agencies with seasonal employees. If you have any questions about the new seasonal worker on/off season process, please create a Workday Help Case.




Thank you,

DAS Workday Oregon Team
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