FAQs & Surveys

Payroll and Workday Transition – Frequently Asked Questions

1. Q: Will an agency be able to have multiple contracts for one employee? 

A: Yes. Multiple contracts will be grouped under the employee’s Workday worker profile. 

2. Q: How will payroll and POSC be accessed via Workday? 

A: POSC will be retired. Workday will handle all payroll self-service moving forward. 

3. Q: Does the interface upload process of payroll data into FMIS, R*STARS’ general ledger, change at all? 

A: No. The process remains the same and continues to work with the legacy system. 

4. Q: Will Workday be used for payroll self-service for all state employees, including non-SPMS employees? 

A: Yes. This includes MDOT and all state institutions. 

5. Q: Will there be a payroll tile in Workday for access? 

A: Yes. The payroll tile will be available starting next quarter. 

6. Q: What was the decision point behind RG/CT/UM payrolls going live on different dates? 

A: A phased go-live approach was chosen due to the size, scope, and complexity of the university systems. 

7. Q: What is the plan for communication and training for employees using Workday self-service? 

A: The Change Management team will provide job aids, short videos, and self-paced learning materials. 

8. Q: When POSC is retired, will historical data be uploaded into Workday? 

A: No. POSC will retain three years of historical data. Workday will contain records from go-live onward. 

9. Q: Will there be changes to the demographic files or more direct file exchanges with CPB? 

A: Not initially. Potential enhancements may be explored after implementation but are not in the current scope. 

10. Q: Is the system and supporting materials being evaluated for accessibility, including non-visual access? 

A: Yes. Workday and job aids will comply with accessibility and usability standards. 

11. Q: Does employee self-service include initial tax forms at the time of hire? Will wet-signed paper forms still be required? 

A: No more wet signatures!  No paper forms will be used. All tax forms (e.g., W-4s, MW-507s) will be submitted electronically. 

12. Q: Will any of these changes affect how agencies currently process payroll with DBM? 

A: No. Agencies will continue time entry with DBM as currently practiced. 

13. Q: If employees can update demographic details through self-service, how will accuracy be ensured? 

A: This is under review, particularly for institutions using Banner. Additional guidance will be provided. 

14. Q: Will the current payroll cost file received by agencies be enhanced with column headings or a new format? 

A: No changes at go-live. Format enhancements may be considered post-implementation. 

15. Q: Should agencies expect the format of the payroll file to change? 

A: No. The format for outbound and inbound files will remain the same at go-live. Post-go-live changes may be considered. 

16. Q: Is this happening in the same Workday tenant as health benefits? 

A: Yes. Employees will use the same login credentials for payroll self-service as they do for health benefits. 

17. Q: How will the changes be communicated to State employees and employees within USM institutions? How can we help support? 

A: Change initiatives will include USM institutions. USM contacts will assist in disseminating information. 

18. Q: Is there future planning for enhanced payroll cost allocation capabilities? 

A: Future improvements are being considered. Current focus is on replacing the legacy system with minimal disruption. 

19. Q: Will the implementation process/timeline be different for universities that do not have Workday vs. universities with Workday? 

A: No. The implementation timeline will be the same. 

20. Q: Will there be a seamless WD-to-WD integration between SOM and USM post go-live? 

A: This will be explored post go-live. Priority is ensuring consistent payroll operations during transition. 

21. Q: Will non-SPMS employees be able to change address/demographic information in Workday? 

A: No. Non-SPMS employees must update demographic data through their benefits system; CPB will receive updates via File Maintenance. 

22. Q: Will Team Comptroller create a space for best practice discussions? 

A: Yes. This is being considered as part of ongoing support and collaboration. 

23. Q: Will CPB’s check register file be enhanced for financial analysis and reporting? 

A: No changes at go-live. Enhancements may be introduced post-implementation