Dear MICA Faculty and Staff,

Reminder! Workday goes LIVE on JUNE 10! The Workday Human Capital Management and Payroll systems will both be rolled out on June 10.

Employees will begin clocking in/out of Workday on June 13. Resources for Employees and Managers are available on the Workday website. In order to log into Workday, myMICA, PeopleSoft and additional campus systems, you will need to be enrolled in Duo Two-Factor Authentication. Please participate in the current voluntary enrollment period, prior to the required enrollment date of Tuesday, May 28. See the Workday flyer for instructions on how to enroll and upcoming important dates.

We would once again like to thank everyone who has championed Workday and helped us to successfully build the new system. For more information on Workday, visit www.mica.edu/workday.

Thank you, Colleen Cashill, Associate Vice President of Human Resources and Melissa Buckingham, Director of Payroll.

Workday HCM/Payroll will go live on June 10!

• Employees will continue to use TimeForce through June 12.
• Clocking in and out of Workday for non-exempt (hourly) and student employees will begin on June 13.

Training:

All Employees: Employee Self-Service information will be made available to everyone through the Workday web site, FAQs, job aids and videos. Support will be available for all transactions, including: View and Update Personal Information, View Pay Advice, Clock In/Out for non-exempt (hourly) employees, and more.

Managers of staff and student employees: The Workday Core Team will be providing training to all managers who will further ensure their teams will receive all the necessary information and resources. Managers will select one training session between April 15 and May 3 for all HCM and Payroll activities. Managers will be empowered with all of the resources to distribute this information to their departments. Managers of student employees are responsible for communicating with and training their student employees to clock in/out.

Your Personal Information

If Employees Have Changes to the Following Items:

• Employee Address Changes
• Tax Withholding Changes
• Direct Deposit Changes
• Emergency Contacts
• Employee Personal Email Changes

How: These changes must be entered through our current Employee Self-Service by April 30 in order for the updated information to be available in Workday on June 10.

Changes to your Information:

If you make changes to this information between May 1 - May 29 in our current Employee Self- Service, you will also have to make the change in Workday on June 10.

*Data Freeze: Between May 30 - June 10 no changes to this information will be made.

*This is especially important if you change your direct deposit information.

*It is your responsibility to make these updates to your personal information!

Leave Requests:

• All pending leave requests in TimeForce for both exempt and non-exempt (hourly) employees must be approved or denied in
• TimeForce no later than June 12. If there are any pending requests as of June 13, Payroll will approve all pending requests and all of that approved leave data will be transferred to Workday and in the system.

Two-Factor Authentication:

MICA is implementing two-factor authentication to further protect the personal information of all MICA community members.

Two-factor authentication adds an important, extra layer of security to your MICA account. When it comes to account security, it is best to protect it with both something you know (your password) and something you have (a phone or mobile app). This prevents unauthorized access to your account (even if your password is compromised) because you will get prompted if there is a suspicious login attempt. More information will be coming soon!

Workday Finance Will Go Live December 2019

Workday Finance

• We are in the configuration and prototype stage of the project; this means we will soon get our  first look at MICA’s system build, and begin our  first round of testing in April.
• Workday Finance Champions have been engaged in focus groups for the following functional areas: Customers, Endowments, Expenses, FDM/Budget, Grants, Visiting Artist Payment Process, Procurement, and Suppliers.

Workday Finance Will Include:

• Accounts Payable: Vendor Payments (Suppliers, Visiting Artists, etc.), Purchase Orders, Expense Reports.
• Budgets: Budget Management and Reporting will occur in Workday, full remapping of the chart of accounts in budgets, and entry point for budget information (replacing current portal for budget usage).
• And more: Grants Management, Endowment Reporting, Business Assets, Invoicing, Student Refund Processing, Banking and Settlement.