Suspended operations How-To’s
Table of Contents
Designating a Position as “Essential”
Identifying “Essential” Employees
Identifying and Tracking Employees Who Can Make Up Time Due to Suspended Operations
Administrators can use the following resources to prepare their units for Suspended Operations, as well as identify and track which employees can or need to make up time due to Suspended Operations.
Designating a Position as “Essential”
For the steps in Workday needed to designate a position as Essential, see the Create Position – Staff Campus or Create Position – Medical Centers User Guides.
Note that, if an employee’s position is considered Essential in certain circumstances, the position should NOT be designated as an Essential Position in Workday as the process for tracking Suspended Operations Make-Up time has been configured for workers in non-essential positions only.
For more information on essential position designation, visit the Prepare your department section of UWHR’s Suspended Operations page.
Identifying “Essential” Employees
Run the R0598 Essential Position Audit report in Workday to easily identify employees in your Sup Org(s) who are deemed “Essential” and therefore must report to work during Suspended Operations.
Use the filter functionality to sort the following columns:
- The “Overtime Eligible?” column should be Yes.
- The “Essential Position” column should be No.
While reviewing this report, you may find that the some employees are incorrectly designated as Essential or Non-Essential, or are missing their designation altogether. To update an employee’s Essential Position designation in Workday, follow the steps found in the Edit Position Restrictions – Staff Campus and Edit Position Restrictions – Medical Centers User Guides. You may need to follow up with your HCM Service Partner to complete the update.
Identifying and Tracking Employees Who Can Make Up Time Due to Suspended Operations
Units can use the R0241 Suspended Operations Time Tracking Audit to identify which of their employees are eligible to make up time due to suspended operations, as well as see how those employees accounted for their time for each date of suspended operations. This report includes the email address for managers to make follow-up easier.
- Reminder: This report only tracks Time Off taken. However, non-essential, exempt contract classified employees may have chosen to telework during Suspended Operations, and therefore won’t enter time off or makeup time. Use the filter functionality to quickly identify any non-essential, exempt employees (the “Is Overtime Eligible?” column would be “No”).
- Caution: If an employee is not accurately designated as Non-Essential in Workday, they may not appear on this report. You can run the R0598 Essential Position Audit to confirm your employees’ designations.
Tracking Suspended Operations Time Off Entries
Units can use the R0044 View Time Off Balances by Organization report to track employees who have entered Suspended Operations Time Off in Workday, and monitor their progress on making up those hours. When running the report, in the Time Off Plan prompt, select the “008 Suspended Operations Time Off Plan (hours)” option. The number of hours the employee still needs to makeup will appear as a negative number in the Time Off Balance column.
When following up with employees who need to enter Suspended Operations Time Off and Suspended Operations Makeup Time in Workday, please direct them to the Suspended Operations – Enter Make-Up Time User Guide for how-to instructions.
Repayment for Suspended Operations Make Up Time
If the employee has not made up their suspended operations hours before the deadline (90 days from the last day of Suspended Operations for most employees’ 60 days for SEIU 925 employees), because they were already paid for those hours, this represents an overpayment. As a result, employees (unless a collective bargaining agreement states otherwise), must submit a Suspended Operations Overpayment Form to the Payroll Office indicating which Time Off type(s) they wish to use to repay the hours.
For more information, including a link to the required form, visit the Repayment for Suspended Operations Make Up Time section of the Overpayment Process page.