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How do payments get into WorkDay? There are three places that data lands in WD that generates a payment. 1. Payroll Input (manually or EIB's). Examples: one time earns or T&A file 2. Absence management – Paid time off payments. This depletes balances first, and then gets paid. 3. Compensation (one time payments (OTP's) – sign on bonus, etc. They can either be loaded or requested through a business process.
What am I learning today? In this presentation, we will focus on the first way pay data gets in to Workday: 1. Payroll Input (manually or EIB's). Examples: one time earns or Time & Attendance files. More specifically - how to load your T& A file. EIB’s will be covered in another training session.
When and Why The time and attendance files will need to be pulled and loaded on “Payroll Monday”. Time to be announced at a later date. Once the load is complete, the errors must be corrected and the totals must be balanced. We do this to ensure that what we expected to load, in fact loaded, and the time will be correct on all of our employee’s pay checks. The calculation will take place over night so it is critical that these steps are complete on Monday by the end of the business day.
Naming Convention for T&A files YYYYMMDD_TK_RHM.txt (or .dat). No spaces or periods will be accepted. Make sure the file is saved on the shared drive under your RHM’s folder.
Upload the T&A File to the EDI Server The T&A file will be triggered in Kronos. Review, rename and place the file on your local drive as needed. Your file must be named using this convention: YYYYMMDD_TK_RHM.txt (or .dat). No spaces or periods will be accepted. To upload the file: 1.
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Access EDI from this URL: https://editransfer.trinityhealth.org/cehttp/html/main.htm
Upload the T&A File to the EDI Server (Cont.) You will log in as the integration. 3.
Enter User Id This would be the numeric account that corresponds to your timekeeping integration (i.e., 5000a Each RHM will have its own timekeeping integration name)
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Enter Password Workdaytest (this is a generic password being used for testing purposes only)
Upload the T&A File to the EDI Server (Cont.) 8. • •
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Complete the following fields: Data Format: Select ASCII Mailbox ID: Enter the integration ID you used for User ID. (This is the timekeeping integration number specific to each RHM). Batch ID: Leave blank File Name: Click Browse and locate the file saved on your local drive. Click Send Note: Your file must be named using this convention: YYYYMMDD_TK_RHM.txt (or .dat). No spaces or periods will be accepted.
EDI will automatically move the file into the directory where Workday will look to retrieve it.
4. Search for your RHM’s interface. This will be different depending on your T&A system. 5. Leave Organization BLANK 6. Leave Run as Current User BLANK 7. Click OK
