The Workday issue with payroll encumbrance adjustments has been resolved and the Controller's Office ran the process successfully on February 18. Payroll encumbrance balances now represent approved activity through that date.
Original post:
The Controller's Office is currently unable to run payroll encumbrance adjustments due to an issue within Workday. Workday plans to deliver a fix the weekend of February 10, and it will require testing before going into production . All payroll encumbrance balances represent approved activity through January 3 . Any changes to hires, terminations, funding, FTE, or pay rates after January 3 will not be reflected in the General Ledger or in the "Positions for Plan" reporting until the issue is resolved. We apologize for any inconvenience. The payroll encumbrances will be updated as soon as possible.
For the month of August, departments are charged for one half of the nine-month rate for their nine-month faculty. To properly expense August salary, best practice is to use the costing dates of 08/15/2022 to 08/31/2022. This will ensure that costing prorates properly for the half month of pay. Please refer to the Advanced Costing Allocations for 9/12 Faculty job aid in the Administrative Resource Center (ARC) for additional details.
Encumbrance updates for 9-month faculty (the adjustment to convert encumbrances from 12 months to 9 months) are still being calculated. Updates are anticipated to be finalized by mid-July.
As mentioned in the previous post from November 12 , Workday recently delivered a fix which will correctly exclude the earnings from salary over the cap in most scenarios for actuals and encumbrances.
Recently, earnings paid via any method other than period activity pay, that are excluded from salary over the cap and funded by a grant, were inappropriately treated as salary over the cap.
This issue required a payroll accounting adjustment to move the expense from the department to the grant.
Workday has delivered a fix which will correctly exclude the earnings from salary over the cap in most scenarios for actuals and encumbrances. More information is forthcoming and will be discussed during the portion of the November Finance Office Hours session, regarding how to identify affected payments from prior pay periods.
