Welcome to the Workday @ CMSD newsletter. The newsletter is intended to keep you informed of all things Workday. Workday Usage presents a snapshot of how we’re accessing the system, What’s New keeps you informed of our latest accomplishments using Workday and What’s Coming offers insight into upcoming operational improvement using Workday. Lastly, the Workday Tips & Tricks section highlights a quick tip from our CMSD Workday website. As the newsletter evolves, new special interest segments will be added including Workday training updates and a Spotlight segment that recognizes individuals making a difference with Workday.
In This Edition
2019 Payroll Calendars are Available
Employee Pay Frequency is Changing
Workday Tips & Tricks
Why An Invoice Was Not Paid
CMSD Workday Production and CMSD Workday Webpage
2019 Payroll Calendars Are Now Available
The 2019 Payroll calendars are now available via the Payroll Calendars 2019 link in the Announcements section of the Workday homepage. The link will take you to a secure internal website where the calendars are housed (see below). Click the appropriate folder to access the calendar you’d like to see. Only timekeepers and managers need to select the Timekeeper/Manager folder; all other employees should select the Employee folder.
The folders contain the calendars shown in the table below. To make it easier for all, we now have separate calendars for CTU and non-CTU employees and separate calendars for timekeepers and managers.
2019 Employee Payroll Calendars
2019 Timekeepers & Manager Payroll Calendars
2019 Payroll Calendar_Employee_CTU
2019 Payroll Calendar_Timekeeper Manager CTU
2019 Payroll Calendar_Employee_Non-CTU
2019 Payroll Calendar_Timekeeper Manager_Non CTU
The calendars can be accessed via the Payroll Calendars 2019 link in the Announcements section of the Workday homepage.
Employee Pay Frequency is Changing
In the 2019/2020 school year many CMSD employees will experience a change in pay frequency. Salaried employees currently receive 26 paychecks paid every other Friday. However, every 11-12 years, our biweekly pay cycle results in a 27th payroll Friday. To ensure employees do not experience gaps in pay or over-payment, the District is implementing some pay cycle changes that will affect all CTU members and non-CTU salaried employees.
During the 2019/2020 school year, employees will experience the following changes:
CTU Members will transition from biweekly pay to semimonthly pay (24 paychecks at 1/24th of annual salary) effective the first pay of the 2019/2020 school (August 20th for members on standard schedules; 8/5/19 for members on extended and year-round schedules). This is a permanent change negotiated in the last Collective Bargaining Agreement.
Non-CTU Salaried Employees will receive 27 paychecks at 1/27th of their annual salary. (In the 2020/2021 school year all non-CTU salaried employees will return to 26 paychecks at 1/26th of their annual salary.)
Non-CTU Hourly and Daily Employees will not experience any change in pay frequency.
More information is available in the Fact Sheet and Frequent Asked Questions available via the Employee Pay Cycle Change link in the Announcements section of the Workday homepage.
Be sure to click the Employee Pay Cycle Change link in the Announcements section of the Workday homepage for future updates.
Workday Tips & Tricks
Why an Invoice Was Not Paid
The CMSD Supplier Invoice Status report has been updated to include a column at the end of the report that explains why your invoice was not paid. In most cases, an invoice is not paid due to a match exception. A match exception occurs when there is an error or omission of information needed to accurately process the invoice for payment.
Below are some examples and the steps you can take to provide the information needed to process payment for your invoice(s).
Reasons an Invoice May Not be Paid
What This Means
What You Need To Do
Supplier Invoice Line does not have PO Line
Line on PO does not match quantity of line on INV
Check that the quantity ordered matches the quantity invoiced. If it does not, create a change order for your PO or create a return to update the quantity accordingly.
You have not created a receipt in Workday
Find your PO using the Search feature. Once your PO populates, go to related actions, select receipt and then create a receipt.
Fail (No Budget)
There are no budget funds available for this purchase
OPTIONS: 1-Check your worktag to ensure you're choosing the right one, 2- create a budget amendment to move funds to cover your purchase, or 3- decrease the order quantity. (Work with your Financial Partner if you require assistance.)
Fail (Insufficient Budget)
Your budget does not have enough funds to cover this purchase.
You can create a budget amendment to move funds, or you can decrease the quantity you are ordering. (Work with your financial partner to determine available funds)
Total Invoiced Quantity Exceeds Total Purchase Order Quantity
The supplier is billing for more line items than purchased on the PO.
If keeping the excess; create a change order to account for the additional items. If not keeping the excess, contact supplier to arrange a return of the excess.
Total Invoice exceeds Total Purchase Order Amount by more that $500 up to $10,000
The supplier invoice is greater than the purchase order.
If keeping the excess; create a change order to account for the additional items. If not keeping the excess, contact supplier to arrange a return of the excess and request a corrected invoice.