Medavie Health Services Messenger

Our belief is in a better life for the communities we serve.

Workday Frequently Asked Questions (FAQs)

General
Training and Information
Security and Confidential Information
Pay
Benefits
Access to Workday
Employee Self Service (ESS)
Time Off & Leaves of Absence (if not in a scheduling system)
Time Off & Leaves of Absence (if using a scheduling system)

General

What is Workday?
Workday is Medavie Health Services’ (MHS) new software system for human resources and payroll. It will replace the current ADP payroll system, as well as many paper processes currently in use. Workday brings human resources and payroll functions together into a single standardized and seamless cloud-based system. Workday’s design makes it easy for everyone to use since it looks and feels like consumer websites such as Amazon, Netflix and common on-line banking sites. It is also optimized for mobile devices, meaning it can be accessed from anywhere, anytime.

What are the benefits of Workday?
Workday provides many benefits to MHS employees. These include the ability to direct deposit pay in up to four separate bank accounts, simple online benefits enrolment, easy access to routine personnel items such as pay information and leave balances, and the ability to quickly update personal information such as address and direct deposit selections, and complete TD1 tax withholdings. For those employees not on a scheduling system, it offers easy online requests for time off.

Will Workday have an impact on me?
Yes, everyone will be using Workday. However based on your position, such as paramedic, administrator, supervisor or health care professional, you may use Workday differently. However, everyone will use Workday to manage your own personal information, including updating your address and phone number, emergency contacts, look up employees and payroll direct deposit information. You will also be able to view your pay slips, benefits and, for some employees, request time off or submit time.

People leaders will be able to see staffing, organizational and other information in Workday, and employees who currently use ADP will use Workday to perform tasks related to those functions.

How will I learn Workday?
Every employee will have access to training tools. These include Job Aids, User Guides and eLearning Videos for self-service training, and In-Class training sessions for anyone who will use Workday in their jobs.

What can I do in Workday?
Workday provides employees and managers the ability to self-serve. Some Employee Self-Service (ESS) highlights include:

  • Personalized Home Screen to view your personal information
  • Benefits to allow you to view your current enrollments and make open enrollment elections
  • Pay to view your pay slips and track your compensation history
  • Absence Management to monitor your time off balances
  • Request Time Off for those not on a scheduling system and, for employees on a scheduling system
  • Request Leaves for all employees, you can request many leaves of absence such as maternity leaves
  • Mobile capabilities to give you access to certain features within Workday when you’re on the go

When is Workday available?
Workday is being rolled out in phases across MHS over the coming months. Regular updates will be sent to all employees about the transition to Workday, including information on training, user guides, videos and other tools designed to transform your workday.

Why are we changing systems?
Workday adds efficiency to our Payroll, HR and leadership teams and delivers employees and managers self-service capabilities. Managers will have a level of transparency not previously available through current systems and with 24/7 access.

Will I be able to use Workday on my mobile?
Yes, a Workday app is available for iPhone and Android platform phones. You can also access the Workday site from any internet-connected device.

What steps will I have to take to ensure I can log on and use Workday when it goes live?
A Workday Go-Live Checklist will be available closer to the go-live date to ensure you know what steps you need to take to make the best possible transition to Workday.

Back to top

Training and Information on How to Use Workday

Will I get training on Workday?
Every employee will have access to training tools developed by the project team, based on Workday best practices. These include User Guides and Job Aids that offer step-by-step instructions for specific business processes and in-class training sessions for anyone who will use Workday in their jobs.

What are user guides?
User Guides are quick reference materials for frequently used processes that many employees will carry out in Workday. User Guides will be available online 24/7.

What are job aids?
Job Aids will guide operational users through specific processes they will perform as part of their jobs.

What if I need more help?
A support model is also being created that will ensure all employees will have easy access to additional Workday support when Workday goes live and on an on-going basis afterwards. So stay tuned!

Back to top

Security and Confidential Information

Is my personal information secure in Workday?
Workday has built its platform on stringent privacy and security policies and practices, and maintains a comprehensive security program. Its operations, policies and procedures are regularly audited to validate its safeguards.

Workday’s privacy program guides the building of its products and the operation of its services, and Workday’s Privacy, Ethics, and Compliance team manages the privacy program and monitors its effectiveness.

How is the ability to see information in Workday controlled?
Security roles are used to determine what users can see and do in Workday. Individuals are assigned security roles that impose responsibilities and provide access to data appropriate to their position. All employees, for example, are assigned the security role of Employee-As-Self, which allows employees to have access to their own personal information in Workday. Examples of other security roles in Workday include Payroll, who will have access to similar information they have now in ADP, Benefits, who have similar access to current systems with ADP and the benefit providers.

What if I forget my Workday password?
Select the Forgot Password option and answer the challenge questions. These will verify your identity and allow you to select a new password. If you do not remember the answers to your challenge questions, contact workday support at WorkdaySupport@medaviehs.com.

Why are my security questions not the ones I answered?
Verify that you entered the correct user name. If your username is correct or you have forgotten your username then contact workday support at WorkdaySupport@medaviehs.com.

What if I forget my Workday username?
Your user name is generally set to your first initial and last name. If your username is not being accepted, contact WorkdaySupport@medaviehs.com.

Back to top

Pay

How will we know payroll will run on go-live?
Every Workday process is being repeatedly tested by the project testing team using actual payroll data. This testing will include two payrolls that will be run in parallel with the current system, which will allow a direct comparison of the new system’s results to those of the current system. The system will only be deployed once the payroll parallel testing has passed the required threshold.

In addition, there will be a contingency plan in place to handle any exceptions in a timely manner.

Will my paystubs be in Workday and can I print them?
Yes, your pay stubs will be in Workday and you will be able to download, print or save them electronically. The pay stubs will be on a go forward basis from the go-live with Workday.

Will I be able to change my bank accounts or set up more than one bank account?
Yes. In Workday, you will be able to add up to four bank accounts for direct deposit. Workday will let you select what portion of your pay and your expense claims you want to be deposited into each account. Changes to your direct deposit information made in Workday take immediate effect.

Will my pay be calculated in the same way?
Yes. Workday has been configured to calculate your pay in much the same way as our legacy system – ADP. Workday is configured to use Canada Revenue Guidelines.

Do I need to send Payroll a void cheque so they have my bank account information?
No. You do not need to provide a void cheque in order to provide payroll with your banking information. The bank account information we currently have for you will be transferred into Workday. Once Workday is launched, you can change your banking information or enter new banking account information directly into Workday.

Will I be able to change my tax withholding in Workday?
Yes, you will be able to update your TD1 information in Workday.

What happens if my pay did not get deposited into my bank account?
It is possible that your direct deposit information is incorrect in Workday. Check your bank account information by going to the Pay Worklet from your Home page and update it if necessary. Sometimes, people mistakenly assume that, if the account is showing, it will be used for direct deposit. You will need to ensure your bank account is under Payment Elections, not just entered as an account. If the information is correct and you are not able to tell why the deposit was not made, use your current process for any pay inquiries.

Back to top

Benefits

Will I have to get in touch with Human Resources or Payroll to select or change my benefits?
No. Choosing benefits, called “Benefit Elections” in Workday, is an employee self-service function, so you will be able to choose or change your benefits yourself. If you just want to check what benefits you have, you can do that in Workday, too, anytime, anywhere.

What will I see in Workday in regards to my benefits?
You will be able to view your current benefit elections or choose a date in the past or future to see what your benefit elections were or will be. In the benefits Worklet, if possible with your plans, you will be able to make changes to your benefit elections, dependents or retirement savings. There are also external links to your provider sites and forms you may need. An exciting feature in the Benefits Worklet is that it shows your current group insurance employee cost (excluding pension) semi-monthly for the benefits you have elected.

What will I see in benefit elections with Workday?
When you view your benefit elections, you will see a benefit chart that lists your current benefit plan elections. In addition, the benefit chart lists the following information as it relates to each benefit, as applicable: the coverage begin date, the deduction begin date, the coverage the benefit gives you as a per cent of your salary, the coverage you would receive calculated as a dollar value, dependents related to the benefit, the cost of the benefit to the employee, and the employer contribution to the benefit’s cost. Your benefit elections can be converted to an Excel file, chart or filtered how you would like.

How do I update my benefits i.e. add a dependent in Workday?
This will now be self-serve! Choosing benefits, called “Benefit Elections” in Workday, is an employee self-service function so you will be able to choose or change your benefits yourself. If you just want to check what benefits you have, you can do that in Workday, too, anytime, anywhere.

If adding a dependent to my benefit plan, do I submit document(s) through Workday?
Yes. You can simply upload a picture or file of the document(s) where it is requested (i.e. marriage certificate, birth certificate). However, if you do not have this readily available, you can still submit your application to add your eligible dependent and your benefits administrator will follow-up with you for documentation. This does not delay the process for you to ensure that your dependents have coverage in a timely manner.

Will my benefit provider be notified from Workday on my benefit elections?
Yes, for members with Medavie Blue Cross plans, Manulife Disability and the Manulife DC and Group RRSP, this will be a direct integration. For all other plans, the benefit administrator will send through reports similar to the process undertaken today under the legacy system.

Will I submit my claims through Workday?
No. This process will not change and you will continue to submit claims through your benefits provider directly.

How will I know if the changes I requested went through?
You will receive an inbox notification in Workday once the business process has been completed and your benefits and pension partners have approved the request(s).

Who can I contact with questions regarding benefits which are not within Workday?
Use the same process you used prior to the implementation of Workday.

Will I have to get in touch with Human Resources or Payroll to change my beneficiaries?
Yes, as beneficiary forms differ by plan provider and the providers all require a signature, please contact HR or your benefit administrator to obtain the appropriate forms.

Back to top

Access to Workday

Will I have access to Workday while I am on leave?
Yes, you will have access to your personal data in Workday while you are on leave.

Back to top

Employee Self-Serve (ESS) Questions

What is Employee Self Service (ESS)?
Employee self-service allows employees to manage their personal data through an easy to use interface (cloud-based portal), with access to:

  • Personalized Home Screen to view and manage personal information
  • Benefits to view current enrollments, make open enrollment elections, and manage beneficiary designations
  • Pay to view pay slips, track compensation history, and manage payment elections and direct deposit accounts
  • Absence Management to monitor time off balances and request time off

How do I sign in to Workday?
Workday is accessible from any device that has an internet connection, including your smartphone, tablet and other mobile devices. A direct link to the Workday site will be provided to you.

Can I change my Workday password myself?
Yes, on the Workday sign in page below the User Name and Password fields, you will see the option selection to “Change Password”. Complete the steps in the prompts to complete your password change.

What if I need to make changes to my personal information?
To make changes to your personal information (e.g. address change, dependents, emergency contact), go to the Personal Information Worklet on your Home page and select the appropriate item in the Action column.

What personal information am I expected to maintain in Workday?
Your personal information was transferred to Workday from ADP. However, it is always a good idea to verify your information is accurate and complete. You are responsible to ensure your personal data (e.g. address change, dependents and emergency contact) is up to date and that direct deposit bank account information is correct.

Can I update my address and other personal information in Workday?
After logging in to Workday, you can view or update your contact information from the Personal Information Worklet on your Home screen.

What is the number I see by my name in Workday?
This is your employee number assigned to you from the Workday system.  The number is used internally with the system and is unique to you.  You are not required to use this number for any transactions in Workday.

Back to top

Time Offs and Leaves of Absence

Employees not in a scheduling system (i.e. TeleStaff, EMS Manager etc.)

What is the difference between Time-Off and Leave?
Time off refers to any short absences. This includes vacation, personal days, bereavement and sick days – as examples. Leave refers to leaves of absence such as disability leaves, education leaves and maternity leave.

Will I be able to request time off in Workday?
Yes, from your Home screen you will request time off from the Absence Worklet. Here you can specify the dates being requested, hours and the type of time off being requested. Please request time off by days or hours not by date range.

Can I make corrections to time off requests?
Yes, you may review submitted time off requests and adjust them as necessary. Time off requests that have been approved but not yet taken can be adjusted.

How do I know if my time off request has been approved?
You will receive a message in your Workday Notifications when your manager has approved your time off. If your time off has been sent back (denied) for adjustment, you will receive a message in your Workday Inbox.

Can I request a leave of absence in Workday?
Yes, you may place a request some leaves through Workday, such as Personal Leave of Absence or Parental Leave. Other leaves may be requested by your Manager or Human Resources, such as STD and WCB. There may be impacts of your leave on such areas as benefits and absence accruals.

Will I be able to view my time off balances in Workday?
Yes, from your Home screen via the Absence Worklet, you can view your current and projected time off balances for sick and vacation time, and year-to-date accruals. This screen shows you the balances as of the current date.

Back to top

Time Offs and Leaves of Absence

Employees using a scheduling system (i.e. TeleStaff, EMS Manager etc.)

Will I be able to request time off in Workday?
No, you will continue to use your same system for requesting time offs – vacation, bereavement etc.

Can I request a leave of absence in Workday?
Yes, you may place a request for some leaves through Workday, such as ACP Leave or Personal Leave of Absence. Other leaves may be requested by your Manager or Human Resources, such as STD and WCB. There may be impacts of your leave on such areas as benefits and absence accruals.

Will I be able to view my time off balances in Workday?
Yes, from your Home screen via the Absences Worklet, you can view your current and projected time off balances for sick and vacation time, and year-to-date accruals. This screen shows you the balances. Based on your scheduling system, the balances maybe lagged behind current date. More information will be provided to those on a scheduling system.

Where can I get more information or offer feedback about Workday?
If you have a question about Workday, email us at WorkdaySupport@medaviehs.com.

Back to top

%d bloggers like this: