Transition period actions for time off

Preparing for shortened 06B payroll processing 

June 15-28, 2025

If an employee has a planned absence/time off within this time frame, they must enter their absence/time off by June 28. This will allow supervisors to approve time off in a timely manner. 

Create a communication plan for your supervisors and employees about the shortened payroll. 

• Monday June 30 is the last business day for the last payroll in HRS.
• Tuesday July 1 6B payroll will be confirmed.
• Any time off updates needed after we move over to Workday that include dates up to June 28 will require an adjustment and documentation. 

Employees to enter time off in HRS deadline: June 28, 2025 

Communication plan deadline: Before June 15, 2025

Tracking time off during payroll week

June 29-July 6, 2025 

Employees will not be able to enter time off in HRS or Workday during this time frame. SCDs will need to be determine:

• How they will be tracking and recording absence/time off.
• Who is responsible for maintaining documentation. 
• May use provided tracking sheet to record time off manually

Additional information about time off entries in HRS

• Beginning March 16, 2025 HRS will become locked and will not permit future dated time off entries as of June 29 and beyond. 
• Any absence entries for June 29, 2025 and beyond will be deleted in HRS and will not convert to Workday.
• All absence entries dated June 29 and beyond must be entered directly into Workday.

Enter and approve time off in Workday beginning July 7, 2025

End of year processes

No Leave Taken reminder 

SCDs should ensure employees are up to date on No Leave Taken including June 2025. 

• ATP will convert No Leave Taken for exempt, time off eligible employees for every month of fiscal year 2025 (July 2024 through June 2025). 
• Once in Workday employees will be able to enter any No Leave Taken back for any months in fiscal year 2025. 
• Sick leave reduction will be done in Workday based on the converted data and anything updated before the September 30 deadline. 

Reports to run for clean up time off 

Run reports now from July 1, 2024 to the current date.

HRS Employee Missing Leave Report 

• This report is to identify active FAASLI employees that have any missing leave reports or did not enter any time off. 

HRS Absence Audit Report 

• Identifies employees that have transferred from one absence eligibility group to another and to review absence data to ensure leave balances have been transferred. 

Absence Not Approved Query (UW_AM_ABS_NOT_APPRVD) 

• Identifies absences that are not in an approved status.

Oracle BI Interactive Dashboards - Leave Taken 

• Identify employees with future absences entered in HRS. 
• Run this report with a begin date of June 29, 2025 and end date in the future such as July 1, 2026 to identify absences entered in HRS that will need to be entered into Workday.

Reports to run for clean up for employee balances 

After all absences/time off are entered and processed, these reports can be run using the end date of June 28, 2025, to validate balances moved into Workday. 

HRS Comp Time Leave Balances 

• Identifies University Staff employees with comp time or comp time carryover balances. 

HRS Leave Balance Report 

• Identifies eligible employee's leave balances such as vacation, sick leave, personal holiday, and adjusted continuous service date (ACSD). 

HRS Leave Activity Summary Report - recommend using the dates June 15, 2025 - June 28, 2025 

• Summary of all employees leave balances for a particular pay period.