There are currently some issues with the Workday salary cap functionality relating to hourly employees and some employees with retro pay, and use of the salary cap fund.
Hourly Employees and/or Retro Pay
There is a Workday bug that is causing us to charge Salary over the Cap on certain hourly employees. This happens whenever hourly employees receive a pay type other than their regular hourly pay (such as sick leave, vacation leave, etc). The issue is causing Workday to undercharge impacted grants. A Payroll Accounting Adjustment (PAA) is required to fix these transactions. Below is a PowerPoint presentation, a recording of a Zoom meeting discussing how to fix these issues in Workday, and a link to an exception report in the BI Portal to help identify instances where this error is occurring.
Exception report: Salary over the cap - Hourly Employees
This report displays payroll that has been posted for hourly employees with a Salary Over The Cap (SOC) tag. Hourly employees usually shouldn’t have any SOC amounts so this payroll needs to be reviewed and a payroll accounting adjustment should be processed to correct the payroll.
Use of the Salary Cap Fund
There are a population of salary cap transactions that are incorrectly charging to Grant Fund FD200 or FD209. To correct these errors, the costing allocations must be updated to prevent the error for occurring in the future, and a Payroll Accounting Adjustment (PAA) must be completed to correct previous transactions. Below is a PowerPoint presentation, a recording of a Zoom meeting discussing how to fix these issues in Workday, and a link to exceptions reports in the BI Portal which help to identify instances where this error is occurring.
Exception report: Salary over the cap (FD200 & FD209)
This report displays payroll that has been posted to a sponsored grant in fund FD200 or FD209 with a salary over the cap (SOC) tag. This payroll needs to be reviewed to determine if it’s actual SOC or if the tag is incorrect. An appropriate payroll accounting adjustment needs to then be processed to correct the payroll.
Exception report: Sponsored Salary Fund Mismatch
This report displays payroll that has been posted to a sponsored grant not in fund FD200 or FD209 without a salary over the cap (SOC) tag. This payroll needs to be reviewed to determine if it’s missing a SOC tag or if the payroll should have been posted to a grant fund. An appropriate payroll accounting adjustment needs to then be processed to correct the payroll.
F&A Expense on Non-Grant funds
Facilities and Administration expense has been posting to non-Grant Funds since cutover. This F&A is not real and won't be billed to the grant sponsor so it needs to be reversed. It posted this way primarily from the Salary Over the Cap feature in Workday because the Grant's Revenue Allocation Profile was treating it like Cost Share. There was also an APR update in October 2023 that posted this non-Grant F&A to the Cost Share F&A statistical ledger but the recovery kept posting to the Revenue ledger. The Revenue Allocation Profiles have since been updated so the F&A should no longer be posting to non-Grant Funds.