What is changing
General Payroll Changes
- University Exempt Staff no longer need to report time worked and only need to report time off. There is an exception to some School, Colleges, and Divisions with projects.
- Employees with multiple jobs will have one timesheet where overtime is cumulative and FTE is combined.
- There will be no duplicate time entry available in Workday.
- The responsibility for funding reports will shift to the Finance department.
- OBIEE reporting will be retiring. Any OBIEE reports will be accessible through November 2025. Starting July 2025 and onward OBIEE will only display HRS data.
Schedules in Workday
- No employee will be paid based on their schedule or have time automatically populate from their work schedules into their timesheets in Workday.
Tax Differences in Workday
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General Changes
- 1042 taxes are reduced by pre tax deductions.
- W-4 extra withholding is applied even if there are zero earnings and have sufficient benefit refund.
- Supplemental tax rate will be calculated on lump sums.
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Non-Wisconsin State Resident
- Employees with a primary address in IL or MI and without an IL or MI W-4 will begin to be assessed resident tax for that state.
- All Minnesota state withholding is rounded to the nearest dollar.
- Mismatch address: If an employee has a Non-Wisconsin W-4, but no supporting address for that state in HRS, the withholding for the W-4 state would not transfer into Workday.
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Federal Withholding
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For federal withholding Workday calculates annualized subject wages separately for positions across universities resulting in a lesser tax rate being applied in some cases.
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Additional federal withholding is applied before base state withholding.
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If an employee has insufficient earnings to cover their full federal additional withholding, then no state withholding is deducted.
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Changes to Deduction Priorities
- Parking deductions have now been configured to have a higher priority than the supplemental retirement deductions, so parking will be taken first.
- Model my Pay in Workday now allows employees to view an estimate of their pay after applying hypothetical changes in earnings, benefits, or tax elections before making any actual changes.
Payroll Processing Validation Dashboard
- There is a dashboard within Workday that will act as a one stop shop for payroll coordinators.
Workday Paycheck Rounding
- Workday splits the paycheck rounding at the 7-minute mark.
- If the minute is less than 7 then round backwards.
- If the minute is greater than or equal to 7 then round forward.
What stays the same
- A unit's procedure for employees to request, enter time, and require approval from their manager/supervisors.
- Legal holidays will load for employees who are eligible for them.
- Policies for hours worked.
- Process for focus pay cards.
- Full-Time Non-exempt, Part-Time and Nonexempt employees will still report in quarter hour increments.
- Compensation time payouts are still on the current schedule for spring pay outs. The limit of 80 hours still applies.
- Physical timeclock users will still use timeclocks. Workday does have a webclock as an option.
- Multiple appointments within a single campus will still receive one check. Employees with multiple appointments at more than one campus will still receive multiple checks.
How to prepare
- Review HR Business Process
- Employees will be notified when Payroll specific training is developed and scheduled.
- Check out the Transition Period Actions for Payroll HR Professionals.
Who to contact for help.
Questions? Contact OHR Payroll payroll@ohr.wisc.edu