Frequently Asked Questions

It is the Workday@OK approach to give employees the ability to view and control much of their HR information. With ESS, the need for many paper forms will disappear. Workday@OK gives you the freedom to view your personal information and benefits, set up direct deposit, and request time off or leave of absence all from your computer or mobile device. You can also change personal information like your emergency contacts, home address and preferred name.

Below are just a few of the tasks you can accomplish with Workday@OK Employee Self-service:

• View and print your pay slips.
  
• Change your tax withholdings.
  
• Access tax documents, like your W-2 form.
  
• View supervisory organization, which shows the relationship between employees and supervisors.
  
• Route processes to the right person for approval.

The tasks completed by employees in Workday@OK will vary by agency. In general, employees can enter time, request leave, update contact information, apply for jobs, view their pay history, sign up for benefits, view their performance reviews and access learning and transcripts.

You can view your profile and update most items yourself. Some personal information may require additional documentation to be uploaded for your agency HR team.

Yes, by using Employee Self-service to enroll in benefits, you have a streamlined, paperless experience. You will no longer need to keep track of papers if you don’t want to; all changes made are stored and tracked for ease of reference in the future. Open enrollment will begin in October, as always.

Yes, by using Employee Self-service to enroll in benefits, you have a streamlined, paperless experience. You will no longer need to keep track of papers if you don’t want to; all changes made are stored and tracked for ease of reference in the future. Open enrollment will begin in October, as always.

Yes. Your manager can update your performance progress over time. This makes the regular check-in and year-end review processes more streamlined. There are clear data points to reference and a centralized process across all agencies. All updates to your information are stored online so your manager can easily reference it during reviews.

If your agency previously used Peoplesoft for time entry, you will now use Workday@OK. Some agencies may continue using third-party systems to track time. Also, with the Workday@OK mobile app, you can enter your time from anywhere.

No, because there is no longer a termination from one agency and a rehire to another. Now it's a transfer within the system, and your benefits simply move with you to the new agency.

Yes. No employees lost any hours on their existing balance.

Beneficiaries for life insurance are now captured in Workday@OK, but not for retirement.

Managers do not have permission to view these classifications.

Only your manager has access to performance data. When you transfer managers or agencies, that data is then available to your new manager, but your previous manager no longer has access.

Yes, you upload documentation into Workday@OK and HR reviews it.

Retirement can be chosen as part of the termination process, and it kicks off the Add Retiree Status process. For more information about retirement, contact Employee Benefits.

Yes, employees can access and print their tax forms.

Terminated or retired employees use a slightly different login process. Instead of Single Sign On, an email and password are used. The password expires after a length of time, and the user is asked to change the password after they successfully log in with the expired password.

Generally speaking, the employee has viewing access to information they have submitted. It may be in a slightly different format (like a report instead of a form). For access to other information, they can contact their HR department.

Yes.

Yes, you can view leave balances in Workday@OK.

No, employees enter sick or annual leave, and then it goes to the manager for approval.

Time entry codes and time reporting codes are similar. A list of codes and descriptions can be provided.

Some TRC eligibility is controlled by Leave of Absence Eligibility.

Yes, if your agency is positive reporting. This depends on the settings for your agency.

Employees can monitor their balances through a report in Workday@OK. In this report, employees can view the amount of comp time that is forfeited in the period.

No, administrative leave for unsafe working conditions has to be manually entered.

If regular hours are entered on a holiday, comp time will accrue.

Yes, leave plan year changes occur automatically for the period the employee reaches their milestone. The date for their leave accruals is based on the time-off service date in Workday@OK.

Yes, time entry is important for accurate processing of information.

No, employees must enter comp time taken to use accrued comp time.

Annual and sick leave accrue at the end of the period (biweekly/monthly).

When leave is used, the balance automatically reduces to stay up-to-date. You will never be able to use more hours than available.

Employees can enter a time entry code for leave without pay. This code does not pay employees.

Yes, one year of job history and compensation history transferred. Current benefit elections transferred as well. Your Oracle Learn transcript history going back three years is also available.

Your major benefits changes still need to occur during annual open enrollment. Employees can make minor changes throughout the year, such as changing a beneficiary or initiating a life event, using the Workday@OK system.

PeopleSoft is in a read-only format and, eventually, PeopleSoft will be fully retired. All data will be captured and brought over to the Workday Prism tool after go-live and before the PS system is fully retired.

Employees can use the absence calendar to choose a date(s) and enter a leave request. This routes to their manager for approval.

Not at this time; however, integration with Outlook is part of the Workday@OK future releases.

Yes, your years of service are available on your profile.

Yes, Workday@OK showcases both internal and external job opportunities.

Yes, there is functionality surrounding discipline, complaints and performance.

Yes, your previous years of service move with you to a new agency.

Agencies can still mail W-2s if they choose; however, employees have access to their W-2s through the Workday@OK system, and mailing them isn't required.

Yes, both employees and their managers can modify an existing request.

Yes, you can donate shared leave.

In most cases, you'll only need manager approval for leave. There may be some exceptions, like for FMLA.

Payroll must be run on time, no exceptions. If an employee does not get their time entered by the set deadlines, they will not be paid. They will have to be paid on the next cycle or on a supplemental payroll.

Employees can add their own certifications. The supervisor gets an approval step when an employee enters a new certification.

Goals are used in the development plan and both employee and supervisor can add goals in every instance. The supervisor can remove any goals that default into the performance review or add new ones.

No, employees contact HealthScope Benefits directly through the online portal, app or via phone.

No. Employees can use the IRS Tax Withholding Estimator for federal withholding elections: https://www.irs.gov/individuals/tax-withholding-estimator.

No. Agency payroll processors can use the IRS Income Tax Withholding Assistant: https://www.irs.gov/businesses/small-businesses-self-employed/income-tax-withholding-assistant-for-employers.

No. These are not available in Workday@OK.

Yes. The Supplemental Monthly pay group is available and can be assigned to employees based on agency policy.

No. Payroll continues with paying the employee for the time entered and approved in the system. Agencies should have a policy to ensure employees' time has been entered and approved to ensure they are paid correctly.

Manager tasks will vary by agency. In general, managers can approve time and requests, manage the team's time-off via a calendar, initiate new job postings, run reports and approve or assign learning

Anyone who has employees reporting to them has the Workday@OK role of Manager, which enables an appropriate level of access.

Manager Self-service provides supervisors with job, position and compensation information for their direct reports, including access to numerous built-in reports to support HR-related analytics and decisions. Managers cannot view particular employee data such as direct deposit information and benefits enrollment/retirement information.

Yes. Assigning training is easy in Workday@OK. You can mass enroll your team in courses or they can enroll individually. Additionally, managers can create learning lessons for their teams. This allows managers to push team-specific training to their direct reports.

Yes. By tracking employee performance in Workday@OK, you save time managing documentation. Any changes you make to the progress in Workday@OK is tracked, saved and easily accessible as long as the employee is at your agency.

The new supervisor has access to all prior documents and the previous supervisor loses access. The new supervisor can complete the current evaluation or the agency can close it out and start a new one.

All members of a management chain in Workday@OK are enabled to access the reviews. As long as the worker is within the management chain, a manager several levels up has access to this data.

Yes. When the need arises, an attachment can be uploaded to the worker profile via the Worker Documents field.

Yes. By submitting compensation update requests in Workday@OK, you eliminate the need for written requests to central HR and agency directors for changes.

Yes; however, we are not dictating the timing of agency PMP cycles. If your agency normally starts PMP cycles in January, you can wait until then to begin the cycle in Workday@OK.

Yes, manager approval is important. Only approved time flow over to payroll.

Yes, managers can enter time for their employees.

When an employee submits time or leave in Workday@OK, the manager receives an inbox notification in Workday@OK.

Direct line of supervisors can approve employees' time, and timekeepers can approve time.

Yes, there is a comments section when employees enter their time.

Yes, through the time and absence worklet.

No, PMPs are completed within Workday@OK.

Yes, there is functionality surrounding discipline, complaints and performance.

This depends on your agency's policies and configuration within Workday@OK. Some agencies may use the timekeeper role to centralize some time entry.

Yes, you can see all your manager's employees in Workday@OK.

Yes, performance reviews route to a reviewing manager after routing to the manager.

Yes, Workday@OK allows for the management of documentation, and managers and employees can work together to set goals.

No, you can approve weekly or monthly depending on whether your agency is a biweekly or monthly agency.

All agencies have someone in a timekeeper role who can manage time entry and approvals for the agency or department.

This depends on your agency's performance schedule. There is no reason agencies have to restart PMPs. You can wait until your cycle ends, and then begin using the Workday@OK performance features.

No. If the worker transfers to another agency, PMP visibility moves to the new management chain and HR.

HR initiates the review cycle each year. They also initiate the midyear review, which is an overall rating only.

Yes, the ad-hoc and year-end templates are identical.

Employees can add their own certifications. The supervisor gets an approval step when an employee enters a new certification.

Yes. Accessing training is as simple as pressing a button. You can organize and track your training progress in one system with no storage limit, thus eliminating the need to access via a separate system. Providing feedback about trainings is also a quick process, and you can do so directly in Workday@OK.

Workday@OK tracks credits assigned to learning within the system. It also tracks CEUs added to the system.

Yes, history stays with the worker as they move through their career. Only those in the agency with the appropriate permissions can access employee information such as learning transcripts.

Yes, new hire training can also be displayed on the new hire dashboard.

Yes, security can be used to limit visibility to courses.

The training resources depend on your role in Workday@OK but could include instructor-led content, job aids/user guides, videos, in-system support via guided tours, instructional text and more.

Your Oracle Learn transcript for the last three years is loaded into Workday@OK. Additional external training can be added manually by the employee.

Some trainings require enrollment approvals and some don't. It depends on the agency or source of the learning. For Statewide Learning Services, which is available to all employees, managers are required to approve enrollments.

Yes, employees still have to activate their licenses via the LinkedIn Learning site prior to accessing content in Workday.

At this time contract employees are considered out-of-scope for Workday, however, this will be an upcoming feature. Anyone not in Workday will need to be added as an external user.

When creating a course, you can add mandatory supervisory training credits to the content yourself. No verification needed.

Yes, all historical data is in Workday@OK Learning.

That is considered external training. When an employee adds external training, they can list any relevant credits. It then goes to the manager or the agency learning administrator for approval.

This process is automatic. Also, external users can easily become employees and vice versa. That process doesn't cause them to end up with two accounts.

Yes, LinkedIn Learning can be added to campaigns, programs, learning paths and much more. They exist in the system like a regular course that we would've added ourselves.

Yes, courses marked as qualifying for supervisory credit are tracked via reports and transcripts.

Because we do not have a financial component within Workday@OK, fee-based classes are notated in the course information. Some agencies may require additional approvals on fee-based courses; however, actual invoicing and payment occurs outside the Workday@OK environment.

No, LinkedIn Learning courses don't require supervisor approval.

If an agency does not use Workday@OK Learning for their own training, they do not need to have an admin role assigned. Employees can still enroll in statewide classes, and managers can still approve those enrollments without an admin's intervention.

Yes, employees can view their required courses in multiple locations, including the homepage.

No, certificates of completion are a concept that most modern learning platforms do not support. This can be done outside the Workday@OK environment.

Yes, managers can create learning programs, and even learning content, and assign it to their teams.

Administrators can access the employee's transcript and multiple reports to obtain that data.

Workday@OK supports responsive learning that can be viewed on any device; however, the learning content creator must design the course to be responsive.

All state employees have access to hundreds of thousands of LinkedIn Learning courses, which are accessible within Workday@OK.

This needs to be a request submitted for OMES to explore.

Yes, the learning administrator role can initiate the process of adding a certification to a worker.

Yes.

New hires have access to onboarding materials according to your agency's policies in Workday@OK. Storing all onboarding materials in one place alleviates work for onboarders to maintain templates and checklists and make it easier to track onboarding progress.

Managers and employees can complete tasks that were previously handled by HR, like updating their employee profile (employees) and creating job requisitions (managers). HR roles have transitioned to being approval-based, as HR representatives approve profile changes and monitor business processes for accurate information.

Yes. HR and benefits roles can write comments, and the worker receives a notification of what needs to be corrected.

Yes. The recuriting process is simplified and organized in Workday@OK. Recruitment management – from creating a position, to recording employee referrals and generating offer letters – are managed in Workday@OK.

Yes, there is a Send Back button available to them. The manager receives a task in Workday@OK with the ability to review HR's comment and make the appropriate changes.

No. Locations are available for all agencies. Generally, for job postings, use the "__ County" option so candidates understand where the job is located.

Central HCM review is not required. You simply select the Agency Review option and it won't route to HCM.

Yes.

Yes, there is a free-text box where the candidate can enter their work location preferences.

Yes, anyone in the supervisory organization, agency HR roles and HCM Applicant Services can screen applications.

There is a custom object to track teleworkers and configured locations specifically for remote workers. The remote locations display as state (two letter abbreviation) – Home Office. Example: TX – Home Office

If a worker is part-time teleworking, they have a state office listed as their work location.

You can look at the business process event and see which steps have been executed, which steps are awaiting action and what the remaining steps are. If you are part of the process, you can go to your Inbox Archives to find the event.

Human Capital Management provides recommended ranges which are loaded in Workday@OK and found on the OMES website at https://oklahoma.gov/omes/services/employee-benefits/salary-schedule.html. Agencies determine compensation rates based on agency budgets and market data.

These type of reimbursments usually go through purchasing/finance.

Yes, with the exception of IT-related positions, which still require cabinet and OMES Information Services approval.

You still need to submit a Service Desk ticket to handle the IT provisioning side of onboarding. There may be a connection between the systems developed in the future.

Not all agencies require the loyalty oath, so this will still be delivered outside of the system. However, the document can be uploaded and stored within Workday@OK.

Positions can be marked as available for overlap, which allows two people to be in a single position when one will be leaving soon.

The receiving agency's HR team enters the transfer action. Typically, transfers are initiated through recruitment (when an employee has applied for and received a job offer by another agency).

The departed agency has access to the record through the effective date of the hire when the record switches to the receiving agency. Workday@OK can make the necessary payments as needed. For further detail on how those payments are handled, contact Absence and Payroll.

Personnel files still need to be maintained at the agency level. Workday@OK holds a lot of the information that could be in a personnel file, but not all paperwork or information about the employee is processed in Workday@OK.

If the employee had a profile in Workday@OK, then left and came back, that profile would be reactivated. If they did not have a profile in Workday@OK but previously worked for the state, a new profile is created in Workday@OK with the old employee ID.

Yes, I-9s can be printed.

Workday@OK has an integration with the federal system and directly communicates with e-verify.

Background check documents can be uploaded to Workday@OK.

Yes, you can identify the external applicants from the internal applicants all on the same page, and internal applicants are clearly marked.

You can choose Central or Agency review on each position you post; you can choose by each position if you want HCM or your HR recuriter to review.

Yes.

The Workday@OK processes are the same for all agencies.

Agencies designate who they want to fill the requisite roles in Workday@OK.

Recruitment documentation can be maintained in Workday@OK.

Yes, agency HR can make changes to job announcements.

No, the job code is not included on the job posting.

No, HCM doesn't need to approve requisitions.

Yes, minimum qualifications are vetted either at the agency or by HCM.

There are notifications generated for applicants who are not selected throughout the recruitment process.

No, there is one template that can be edited as needed.

If utilizing time in/out entry, timekeepers can view the employee's start and end times.

Exception reporting is a time entry method in Workday@OK.

This depends on the settings for your agency.

For rolling year leave accruals, the maximum is calculated per period accrual. For regular leave plans, the carryover limit is done at the end of the year.

Leave payouts are entered on the timesheet for processing.

9/80 work schedules are still available within Workday@OK.

We do not anticipate any changes to HR staffing levels due to Workday@OK.

For the monthy payroll, the day may differ month to month, depending on what the day pay date is. Agencies are provided a schedule of when the payrolls start for each pay group and pay period.

Yes. A processing checklist is provided for payroll processing.

Vendor/Supplier Maintenance continues working with the voluntary payroll deduction vendors to process payments as they need. When EFT becomes an option for the VPD vendors, they can transition.

The process for paying out comp time is the same, with agencies entering the comp payout.

Yes.

SoonerSave changes are primarily updated via a file input from Empower on a monthly basis. Agency personnel can update/correct an employee's SoonerSave election.

Workers are funded using the Costing Allocation functionality. Workers are either funded at the Position Restrictions level for most agencies or at the Job Management worker level. Workers in Job Managed agencies include 199, 219 and 677. Agencies that have both Position Restrictions and Job Managed workers include agencies 025, 131, 566 and 835 because these agencies have either National Guard or seasonal workers.