FAQs

Universities

How will student workers be hired or implemented into the new Workday system?

Students will be hired in the FM I/FM II file process. They will be accounted for as an exception to the shell file. No change is required on USM’s part.

How will we receive the Workday ID / SPS ID number for students?

USM currently receives the Workday ID in the Workday Number File. However, this file does not contain SSNs; it only includes each employee’s institutional ID. Institutions need this information to help student workers gain access to the new payroll system. USM proposes adding the SSN to the outbound Workday Number File layout.

How will the new weekly Tuesday file processing calendar affect USM?

Although USM currently sends the SPS file biweekly on Thursdays, this schedule can delay employee benefit access. It is recommended that USM align with the new Tuesday processing schedule for improved efficiency.

How does the timing between FM1/FM2 and SPS Shell files correlate?

All files (FM1, FM2, and Shell) must be sent by 2:00 PM every Tuesday. Both files are required in full since information is split between them.

Agency

Will an agency be able to have multiple contracts for one employee?

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

Is there future planning for enhanced payroll cost allocation capabilities?

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

Employee

How will payroll and POSC be accessed via Workday?

POSC will be retired. Workday will handle all payroll self-service moving forward. POSC will retain three years of historical data. Workday will contain records from go-live onward.

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

Yes. This includes MDOT and all state institutions.

Will there be a payroll tile in Workday for access?

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

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

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

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

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

Is this happening in the same Workday tenant as health benefits?

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

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

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

Executives

How are holidays handled?

The entire schedule shifts by 1–2 days (e.g., Thanksgiving, Christmas) just like today.

Are we testing live periods?

No. Parallels use historical periods to allow constant iteration and fixes.

Any change to segmented pay?

No functional change to normal segments. However, “segment as final payout” will be treated as a true final payout to remain IRS-compliant (you shouldn’t be doing “final” as a segment). 

Are SPS (benefits) interfaces changing?

No changes to layout or access. Scheduling improves: SPS benefit files can be sent weekly (instead of biweekly). You’ll receive corresponding error/master weekly.

Where do employees see pay stubs in 2026?

In Workday (same tenant employees use for benefits today). POSC remains view-only for historical data.

Do we still hold transactions (e.g., terms) to avoid pay issues?

No. Workday is effective-dated; send future/back-dated transactions as needed.

Can we pay after termination?

Yes. Workday honors final payments up to 60 days after payroll period end, even if the worker is already terminated.

Do we change where we send gross pay files in January 2027?

No. Keep sending them to the same CPB mainframe location and to the same operations contacts. Migration to SFTP for gross pay may be revisited agency-by-agency later (no earlier than after July 2027).

What happens to POSC data?

POSC stays available as view-only for ~3 years for historical and corrections in 2025. 2026+ payroll lives in Workday.

Any changes to state tax withholdings/multi-state?

Workday will support additional states beginning 2026 (timing impacts first paycheck due to state file requirements). Accounting/ADP are coordinating; details will be communicated via executive briefings. 

Will there be guidance for employees (e.g., where to view pay)?

Yes. Comptroller communications will publish materials, a public website, training links, and POSC banners pointing users to Workday for 2026 checks.