Tuesday, December 15, 2020

Here are some important HR reminders for now through the end of the year, including a new employee requirement to enter holiday time taken. You'll also need to take your personal day off before the end of the year if you have not already done so. If you have any questions about the information below, please contact your HR or payroll team member, or send an email to SSWHR@uw.edu.

For Faculty and Staff

Sign Up to 'go paperless' for your tax documents: It's efficient, secure, good for the environment—and saves the UW money when employees opt to 'go paperless'. If you haven't already made the leap, follow these simple steps:

  1. From the Pay worklet in Workday, under View, select My Tax Documents.
  2. At the far right of the page, in the Printing Election column, select the Edit button.
  3. Select the Receive electronic copy of my Year End Tax Documents button, select OK at the bottom of the screen, then select Done.

Make sure your contact information is correct in Workday: Please take a moment to double-check your contact information is correct in Workday. If you are working out of state, due to COVID or otherwise, this is especially important so that you are compliant with state taxes. The process for making these changes in Workday can be found here.

NEW​—Status of the FFCRA COVID-19 Leaves: if you have been using or are considering taking advantage of the COVID-19 related Emergency Paid Sick Leave (EPSL) or the Emergency Family and Medical Leave Act (EFMLA) that were scheduled to end on Dec. 31, we have been advised by UW HR that there is no news about an extension of the leaves and, at this time, they remain scheduled to end on Dec. 31, 2020. These leaves are on the table along with extended unemployment insurance and other COVID-relief measures that the U.S. House and Senate, and current Administration have been negotiating without resolution.

Payroll deadlines: The last day of the current pay period is Tuesday, Dec. 15 with a Dec. 24 payday.

For Salaried Professional and Classified Staff 

NEW—Entering paid holidays in Workday for 2021: Holidays need to be entered into Workday by entering Holiday Taken Time Off. Holidays can only be entered for a year at a time, and the 2021 holidays are now available. Salaried professional and classified staff and their supervisors are responsible for making sure holidays are entered correctly as Holiday Taken Time Off so that holiday credits are not accrued incorrectly. Here's how: 

  • Click the Absence worklet on your Workday homepage; 
  • click Request Absence, scroll through the months and click on each holiday (they are listed in the calendar) so that the date is highlighted in blue—this allows the holidays for the whole year to be entered at one time;
  • when you get to December, click on the blue Request Absence button on the bottom left side of the screen;
  • select Holiday Taken Time Off—Hours from the scroll down menu;
  • click the Next prompts until you get to the last page, click Submit and you're done.

Please note that we have also already started entering the 2021 holidays, so if yours are already listed as Holiday Taken Time Off; then, you don't need to do anything. We are also now in the process of correcting Holiday Credit that Workday calculated incorrectly in the last year because Holiday Taken Time Off was not marked. If this happened to your record, you will likely get a Workday message that says the leave was changed.

Use your Personal Holiday before Dec. 31: All salaried staff who have met their initial probation period receive one Personal Holiday per year. The holiday is use-it-or-lose-it, so if you haven't used yours yet make a plan to do that before the end of the year and enter the Personal Holiday Time Off in Workday.

For Hourly, Classified and Professional Staff, and their Supervisors

Payroll deadline: Please make sure hours are submitted and approved by end of day Tuesday, Dec. 15. This deadline is especially important for hourly staff who will not be paid on the next payday if hours are not entered, submitted and approved by the payroll cut-off. If you supervise hourly employees, most of whom do not receive these reminder emails, please work with them to make sure the payroll deadline is met.