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  • Benefits
  • Compensation
  • Onboarding
  • Payroll

 

 

More questions will be added as the R2R program's activities continue.


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Absence

How is the Time Off scope different in Workday compared to PurelyHR?


Workday’s Time Off scope differs from PurelyHR. For the most part, more employee groups will be expected to track their time off in Workday (including Research Assistants and Associates, Post-docs, Librarians, Academic Associates and a restricted scope for casual employees).

How will Summer Fridays be treated when we switch from PurelyHR to Workday?


Full-time employees will start with all Summer Fridays as holidays. If they work one, it will need to be banked in the Time Tracking Module, then when they want to take it off (for example, on the following Monday), they can request it off in the Absence Module. Part-time employees will have a bank of time off in the Absence Module called Summer Fridays from which they can request time off. A Job Aid on Summer Fridays will be made available.

How will vacation carry-over and adjustments/exceptions be handled in Workday?


Absence Partners will have a checklist every June 1 and will need to make adjustments for carry-over, negotiated extra days etc. at beginning of reference year, just as they are currently done by PHR Admins. Absence Partners will be required to include a comment when adjusting an employee’s balance or accrual.

What information will be converted from PurelyHR to Workday?


For units using PurelyHR, some information from the 20-21 reference year will be converted into Workday including select time-offs (vacation, illness, family, personal, floating holidays, etc). What will not be converted are vacation carry-over, exceptions and negotiated extra days and “non-deductible plans” that do not have annual maximums (conferences, training, bereavement, etc). Leaves in PurelyHR will not be converted as they are part of the Banner conversion.

What is the timeline for decommissioning PurelyHR?


June 1 – Start of the new reference period

  • PurelyHR Employees, Managers & Admins: continue to use PurelyHR as usual
  • Non-PurelyHR Employees and Managers: manually track time off requests for the period June 1 to August 3

June 15Start running PurelyHR reports

  • Purely HR Admin run reports for 2 previous reference years (2018-2019, 2019-2020)
  • One-pager job aid will be available for PurelyHR Admin

July 13 – last day for Employee self-service in PurelyHR

  • PurelyHR Employees & Admins: submit time off requests covering the period until July 20th, 2020
  • Refrain from entering time-off requests for the period after July 20th, since these will have to be manually re-submitted into Workday and re-approved.

July 20 – Last day for users to access PurelyHR (except Admins)

  • PurelyHR Admins: ensure managers have approved/rejected all pending requests (up to and including that day)

July 21 to Aug 3 – Tracking absences outside PurelyHR

  • PurelyHR Managers, Admins & Employees: start manual tracking of time off requests for the period of July 21 to August 3

Aug 4 to Sept 4 – Validation period in Workday

  • PurelyHR Employees: will verify the records in Workday, submit new requests, including time-off between July 21st and August 3rd.
  • Non-PurelyHR Employees: enter time-offs since June 1 and future-dated transactions
  • Managers: start responding to requests in Workday.
  • Absence Partners: ensure all adjustments/carry-over are entered
  • PurelyHR Admins: start running final reports for their instances for the reference period 2020-2021

Sept 30 – PurelyHR access revoked for Admins

  • PHR Admins: ensure they have run last reports for their instances

 

Will a new profile need to be created for employees who move between faculties and departments, as with PurelyHR?


Tracking time offs when employees change units becomes much simpler in Workday. There is no need to terminate an employee’s profile and create a new one in the new department. It travels with the Employee (except vacation on temporary assignments, which must be transferred manually by the Absence Partner). Only the Approver (the Manager) and the Absence Partner will change. A Job Aid for Temporary Assignments will be made available.

 

Will banked overtime be treated the same in Workday as PurelyHR?


No. In Workday, two different modules will be used to treat banked overtime. Employees will bank overtime in Time Tracking and when they want to take time off, they will request it in the Absence Module.

 

Will I be required to enter my time off in Workday?


Time offs are generally shorter in duration and have a known return date. They are tracked in hours in Workday and include: sick days, vacation, floating days, bereavement, etc. In Workday, time offs will be eligibility driven, meaning that not everybody will see and be able to request all types of time offs.

Employee groups in scope for time off:

  • Administrative and Support Staff
  • Academic and Senior Academic Associates
  • AMURE Research Assistants, Associates and Postdoc Researchers
  • Librarians


Employee groups with a restricted scope for time off:

  • Teaching Assistants and MCLIU employees (eligible for unpaid time off)
  • Hourly paid employees, including Casuals (eligible for Incidental illness/ Family obligations)

 

View the absence one-pager

 

Will information be converted for units that do not use PurelyHR?


There will be no conversion of time-off data for the current reference year for units not using PurelyHR. As part of their “Welcome to Workday Checklist” employees will be required to enter time offs taken since June 1st. Their Manager will need to approve the time off in Workday.

 

Will switching from PurelyHR to Workday affect employees’ time-off entitlements?


The way we track absence is changing from PurelyHR to Workday, but nothing is changing about what people are entitled to.  Time-offs are eligibility driven in Workday and time-off policies have been built in the functionalities of the system based on Employee type/group and service award date.

 

Will the same people approve time off requests in Workday as PurelyHR?


Where there were sometimes two possible approvers in PurelyHR, there will be only one approver (i.e. Manager) per Employee in Workday (although they may appoint a delegate when away).

 

Will we still be able to see colleagues’ same time offs in Workday as in PurelyHR?


Workday has a higher degree of confidentiality in regards to looking at others’ time offs. Employees will be able to view whether their colleagues are away in View teams, but will not be able to see their Manager’s time offs. Absence partners will see detailed time off information for all employees they support.

 

Will Workday store work shifts the same way as PurelyHR?


Workday does store work shifts, in other words, what days of the week people work.

 

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Payroll

Can I print my Workday pay slip?


Yes, you will have the option to view your pay slip on the screen, export a PDF version, or print it.

 

Does my Workday pay slip contain any new information?


Yes. Firstly, you will no longer have to navigate through multiple menus and screens in order to view your pay information. In Workday, all of this information is consolidated into one, single pay slip containing all information at a glance: year-to-date totals, earnings, taxes, deductions, taxable amounts, withholding, and payment information.

In addition:

  • Your pay slip will now contain your paid time off in the earnings section.
  • The earnings and deductions sections will show retroactive adjustments, organized per pay period.
  • Your Benefits premium deductions amount now includes the Provincial Sales Tax.
  • Corrections to your previous pays will appear as a separate line in your pay slip, in the appropriate section.

 

How can I change my bank account information?


In Workday, this is called “Payment Elections”. Consult the quick reference guide for step-by-step instructions on how to update this information.

 

How can I update my personal tax exemption amounts?


In Workday, this is called “Withholding Elections”. Consult the quick reference guide for step-by-step instructions on how to update this information.

 

How do I view my pay slip in Workday?


In the pay application, you will be able to view or print your current and previous pay slips.

 

What does “(EE)” mean?


It means Employee.

 

What does “(ER)” mean?


It means Employer.

 

What does “(TB)” mean next to my Employer Paid Benefits?


It means Taxable Benefits.

 

When does each pay slip appear in Workday?


Although you will no longer receive an email notification, your pay slip will continue to be ready according to the same schedule as it was previously in Banner (on Fridays for bi-weekly salaried employees and on Thursdays for bi-weekly hourly and casual employees).

 

Where are my tax slips and pay slips from previous years?


Historical pay and tax slips are not transferred to Workday. They remain available in Minerva for a limited period of time (Tax slips through July 31 and Pay information through August 31). Please download any documents you would like to keep for future reference. After this, they may be obtained by hrhr [at] mcgill.ca (subject: Tax%20Slips%20and%20Pay%20Slips%20From%20Previous%20Years) (contacting HR), if needed.

 

Where can I find my pay slips for the period from January to July 2020?


Historical pay slips are not transferred to Workday. They remain available in Minerva until August 31, 2020. Please download any documents you would like to keep for future reference. After this, they may be obtained by hrhr [at] mcgill.ca (subject: Pay%20Slips%20From%20January%20to%20July%202020) (contacting HR), if needed

 

Where do I see my loan balance?


If you received a loan related to the change in pay frequency for unionized staff, you may view your balance in the pay application.

 

Who should I contact if there seems to be a discrepancy in my pay?


Please contact Human Resources at hrhr [at] mcgill.ca (subject: Pay%20Discrepancies) or 514-398-4747.

 

Who will be able to see my pay and compensation information in Workday?


Workday enables McGill to configure what each user can see and do in the system in order to ensure that only authorized employees who require it for their work can have access to sensitive information. Employees with authorized access to HR data will see different information in your Worker Profile (containing your personal and employee information) depending on the level of security assigned to their role.

The following Workday security roles will have access to:

  • Compensation information: Academic Affairs and HR Partner roles (including Compensation Partners), Managers and Central security roles such as Payroll Partner.
  • Pay information: Central security roles such as Payroll Partner.


To view who holds these roles in your unit and can support you regarding your pay information, go to your Worker Profile, navigate to the Job tab, then click on Support Roles.

 

Why do I see several lines for the same earning/deduction code on my pay slip?


Your Workday pay slip may include different lines for the same earning/deduction with different dates.

This may be the result of:

  • Retroactive transactions (past dates corrections) - each pay period affected will appear as a separate line;
  • Sub-period within the current pay period with different compensation rates;
  • Year-to-date amounts converted from Banner may appear as individual lines with year-to-date amount only.

 

Why is there a bank withdrawal on my pay to cover the cost of certain deductions when I have gross/net earnings?


If you have authorized Payroll to use a bank withdrawal to cover certain deductions (i.e. health, dental, pension, etc.), Workday will continue to use this method to cover those costs even if periodically, you receive earnings from the University. Note that this approach is different from that in our Legacy system where a bank withdrawal would not necessarily trigger if the earnings in a given pay period were sufficient enough to cover the costs of those deductions.

 

Why is there a difference in my net pay between Banner and Workday?


As no two payroll systems are exactly alike, there is a degree of variance that is inevitable whenever there is a switch between systems. This may result in slight differences in the calculations of the deductions or taxes on your pay slips in Workday. Examples are differences that may result from improved granularity in tax calculations compared to our legacy system, or minor differences in rounding rules.

In such implementations, it is standard practice to set a reasonable tolerance threshold, which in this case was established at plus or minus $0.10 per line item.

 

Why is the tax calculation on my one-time payment different in Workday?


In Banner, for miscellaneous payments (non-regular payments), the “regular taxation” method was used, while in Workday, the “year-to-date bonus taxation” method is being used for one-time payments (non-regular payments). This results in a more accurate taxation of these earnings.

 

Will I be able to make changes to my voluntary deductions directly in Workday?


For changes to loan payments and Centraide, hrhr [at] mcgill.ca (subject: Voluntary%20Deductions%20Change) (contact HR).


For changes to parking, the McGill Annual Fund, and rent, contact the originating department. They will then send the necessary information to HR to make the change on your pay.

 

Will I get two sets of tax slips for 2020, since Workday is going live in the middle of the year?


No. Year-to-date history from January to July was converted into Workday and the tax slips will be issued from Workday for 2020.

 

Will Payroll continue to deduct rent payments from staff members living on MacDonald campus?


Yes. These deductions will follow the same process that is currently in place.

 

Will we still be able to deduct meal and rent deductions for the floor fellows?


Yes. These deductions will follow the same process that is currently in place. Departments will send payroll a file with the necessary information and we will load it into Workday so that deductions can be made automatically for those employees.

 

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Time Tracking

Will I be required to enter my time in Workday?


There will no longer be paper timesheets with the arrival of Workday. Moving forward, the time tracking process will be formalized, and eligibility-driven.

Employee groups in scope for positive* time tracking:

  • All Casual Employees, including AMUSE Non-Academic Casuals, AMURE Casual Research Assistants, Academic Casuals, MPEX Casuals, and SEU Casuals
  • Invigilators
  • MCLIU Practical Instructors (Conservatory)
  • MCLIU Additional Assignments


*Positive time tracking: All hours worked must be entered and approval is required for all hours worked.


Employee groups in scope for negative* time tracking:

  • MUNACA
  • Teaching Assistants
  • Floor Fellows
  • Postdoctoral Fellows & Researchers
  • MCLIU – All other profiles
  • Non-Casual MPEX
  • Non-Casual SEU
  • Non-Casual Research Assistants & Associates


*Negative time tracking: Only exceptions to scheduled hours, such as overtime and premiums, will be entered in other to be paid or banked. Approval for exceptions to scheduled hours is required.

 

Watch the time entry & approval video | View the time entry & approval one-pager

 

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R2R General

What is the R2R Program?


The Recruitment to Retirement (R2R) program is a game-changer for the McGill community. Currently, the University uses multiple aging tools to manage its personnel. To best serve the needs of the University, our processes must be standardized and streamlined. Our systems must also be more unified, efficient, flexible, cost-effective and easy to use.

The R2R vision is:

 

Which Faculties and Units are involved in the R2R program?


The Core Team is comprised of Functional Business Analysts, Experts, and Subject Matter Experts and they are appointed representatives from the Office of the Provost & Vice-Principal Academic (OPVPA), Central HR, IT Services and most Faculties and Units. With the guidance of our implementation partner, they will support the solution design and will help to configure Workday.

A Change Network have also been identified to support Change Management activities across all Faculties and Units.

When Workday goes live, it will contain and administer all McGill employee's file. 

⇒ Visit the Our Team page to learn more about the R2R team.

 

When is the go-live date?


The Workday Go-live date is confirmed for 4 August 2020.

 

Which current McGill systems will be replaced by Workday?


Workday will replace the Banner Human Resources Information System (HRIS), the Payroll One-Time Payment System (POPS), and some local applications used within the Faculties and Units.

 

What will Workday do?


The R2R program is implementing eight Workday modules, covering:

  • Human Capital Management (HCM) – includes employee information, organization structure, academic tenure & promotion and onboarding
  • Recruiting
  • Benefits
  • Compensation
  • Absence management
  • Time tracking
  • Payroll

 

What will Workday’s impact be?


Workday will be the one source of information for HR data and will impact every employee at McGill.

Employees will use Workday to manage their personal information, request vacation time, adjust benefits and beneficiaries, view pay slips, and much more.

Academic staff members will have access as an employee (similar to above) with the addition of academic appointment information, such as reappointment, tenure and promotion.

Academic administrators will be able to view within their own organization all academic appointments and administrative appointments, including joint appointments. Through the academic hierarchy organizational view, academic administrators will have access to view information on appointments, start/end dates, reappointments, tenure and promotions.

Managers will have easy access to their team members’ information as appropriate, with improved analytics and reporting functionality all within a single system.

HR and Academic Affairs professionals will use Workday to support HR and academic personnel management processes.

Student and casual employees will use Workday to submit timesheets, report absences and request vacation time.

Note that training on Workday will be provided prior to the go-live date.

 

Where can I provide feedback or get more information?


Visit the Contact us section of this website for email, a feedback form and a list of R2R Champions across all Faculties and Units.

 

How do I access the Workday Knowledge Base?


The Workday Knowledge Base is available on myCourses. It contains quick reference guides with step-by-step instructions on how to complete tasks.

  1. Log in to myCourses: https://mycourses2.mcgill.ca/d2l/loginh/

 

  1. Select your respective Workday course:
    • Workday Training for Central Heavy Users
    • Workday Employee Self-Service
    • WT1: Workday Training – Finance Partner
    • WT2: Workday Training – Local HR
    • WT3: Workday Training – Local Academic Affairs
    • WT4: Workday Training – Local HR & Academic Affairs
    • WT5: Workday Training – Local HR & Academic Affairs
    • WT6: Workday Training – Absence, Time Tracking & Recruiting Coordinator
    • WT7: Workday Training – Recruiting Coordinator
    • WT8: Workday Training – Manager
    • WT9: Workday Training

 

  1. Click on Knowledge Base

Knowledge Base

 

  1. Select the Knowledge Base you wish to view:
    • Personnel Management (for Managers/Supervisors and Heavy Users – HR/AA transactions)
    • Employee Self-Service (for Employees – Managing your personal information)

Knowledge Base

 

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workday basics

What is Workday?


Workday is a cloud-based human resources management system (HRMS) – software that integrates a broad range of processes including hiring, personal information management, payroll management and much more. It provides state-of-the-art technology capable of supporting McGill's needs, well into the future.

 

Why Workday?


Workday is recognized as the premier personnel management software in higher education. It will:

  • Help simplify, standardize and automate the employee management processes;
  • Give McGill's decision-makers timely access to real-time data on the University's workforce; and
  • Integrate with McGill’s central IT systems, external systems and local unit-based applications.

 

What are the benefits of Workday?


The move from our current HR systems to Workday will:

  • A state-of-the-art platform that allows the University to evolve with HR leading practices
  • Simplify HR work
  • Free-up staff to focus on higher order work
  • Timely access to information and data-driven decision-making
  • A single system ensuring data integrity and accurate reporting
  • Decreased risk of errors by reducing manual processing
  • Mobile and user-friendly access for all staff

 

⇒ Related blog article: 10 Reasons to be Excited About Workday at McGill!

 

Why was a cloud solution chosen?


Workday is a cloud solution, also called "Software as a service" (SaaS). McGill identified this option as the best solution in terms of software quality and infrastructure sustainability:

  • A cloud solution is owned, delivered and managed by the provider. McGill pays for the service, not for the license or the servers that run the software.
  • To ensure evolving best practices, the features are the same for all customers. There can be some configuration exceptions as per McGill's needs.
  • Updates are frequent and easier to manage than with our in-house systems.
  • Data can be accessed from anywhere via the internet using tablets, laptops, or desktops.
  • Satisfies all local security & regulatory compliance requirements.

 

Are there any other Higher Education institutions who have implemented Workday?


McGill is one of the first Canadian Higher Education institutions to implement Workday, but many universities in the United States are already using Workday: Brown University, Carnegie-Mellon University, University of Chicago, Cornell University, Georgetown University, Louisiana State University, New York University, Pennsylvania State University, the University of Miami, the University of Texas at Austin and Yale University among others. Canadian Institutions include Algonquin College, Brock University and most recently University of Waterloo.

At the beginning of the R2R program, McGill worked with several of these universities to assess their lessons learned and benchmark their results – that learning has helped shape our own implementation here and we maintain contact with them to benefit from their experience.

 

How secure is the data in Workday?


Workday maintains industry-leading security across all aspects of their application and infrastructure, all of which are compliant with McGill's own internal information security standards. Moreover, Workday's operations, policies and procedures are regularly audited to validate its safeguards.


In the context of selecting and implementing Workday, McGill ensured that :

  1. For the duration of the contract with Workday, personal information will be hosted in its data centers located in the European Economic Area. It is generally recognized that countries in the European Economic Area offer protection equivalent to that afforded under Quebec privacy laws;
  2. The cloud vendor and hosting services implemented were independently verified to ensure conformity to leading cyber security best practices;
  3. The configuration of the Workday solution leveraged new security measures that improved the cyber-security posture of employees’ data compared to our previous system.


⇒ Related blog article: How Workday Keeps Your Data Safe

 

How do I access the Workday Knowledge Base?

The Workday Knowledge Base is available on myCourses. It contains quick reference guides with step-by-step instructions on how to complete tasks.

  1. Log in to myCourses: https://mycourses2.mcgill.ca/d2l/loginh/

 

  1. Select your respective Workday course:
    • Workday Training for Central Heavy Users
    • Workday Employee Self-Service
    • WT1: Workday Training – Finance Partner
    • WT2: Workday Training – Local HR
    • WT3: Workday Training – Local Academic Affairs
    • WT4: Workday Training – Local HR & Academic Affairs
    • WT5: Workday Training – Local HR & Academic Affairs
    • WT6: Workday Training – Absence, Time Tracking & Recruiting Coordinator
    • WT7: Workday Training – Recruiting Coordinator
    • WT8: Workday Training – Manager
    • WT9: Workday Training

 

  1. Click on Knowledge Base

Knowledge Base

 

  1. Select the Knowledge Base you wish to view:
    • Personnel Management (for Managers/Supervisors and Heavy Users – HR/AA transactions)
    • Employee Self-Service (for Employees – Managing your personal information)

Knowledge Base

 

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