Payroll and Benefits Cutover
Data Audits
Audits of payroll related data will begin in March and run through June. The HR team will be working with departments to ensure all data within HRS and ancillary systems is correct in order to ensure a smooth transition to Workday.
In June, employees, time approvers, managers, and HR will experience a number of hard deadlines related to payroll. It is imperative that employees and department staff understand and adhere to these deadlines to ensure payroll processes accurately and on time.
Employee and Approver Timeline
|
Saturday June 14 |
Deadline for salary employees to enter their time and absences for July 1, 2024 - June 29, 2025 Deadline to complete new hire benefits elections, salary reduction agreements, and savings plans in HRS. Deadline to update information via MyUW. HRS will start to become view only:
Deadline to complete new hire benefit elections, salary reduction agreements, and savings plans in HRS. Employee Self service will freeze at 4:30 pm |
Employee Managers |
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Saturday June 14 4:30 PM |
Deadline to update information via MyUW. HRS will start to become view only:
|
Employees |
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June 15 - June 28 |
Employees may complete paper benefit election forms if they were set up in Job Data was entered in HRS.
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Employee |
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Monday June 16 |
Last day to submit addl pays to SMPH Compensation for the 6B (June 15-June 28) |
Departments, HRBP |
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Thursday June 26 4:30 PM |
Last day hourly employees can enter or modify time entry in HRS for O6B (June 15 - June 28). |
Employee |
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Friday June 27 |
Last day to submit paper forms to OHR for W4 or Direct Deposit for 06B and to move into Workday. |
Employee, Payroll |
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Friday June 27 12:00 PM |
Last day supervisors can enter or modify time entry in HRS for 06B (June 15 - June 28) |
Supervisor, Approvers |
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Saturday June 28 |
All Time off from 07/01/2024-06/28/2025 needs to be entered an approved. Time off entry with a date of 06/29/2025 and after will not convert to Workday. Standby, On Call, ACAHW will need to be entered into Workday. |
Employee, Supervisors, Approvers |
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Saturday June 28 - Tuesday July 1 |
Employee should wait to submit benefits elections/changes until after My Insurance Benefits launches in Workday. Paper application should only be used during this period in the event that urgent services are needed. |
Employee |
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June 29-July 5 11:59 PM |
|
Employee, Supervisor |
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Tuesday July 1 |
Payroll Confirms-No actions can be taken in HRS. Employees previously active in HRS begin submitting benefits elections/changes through My Insurance Benefits. |
Payroll |
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Tuesday July 1 - Monday July 7 |
New Hires (06/28 – beyond) submit benefits elections/changes through My Insurance Benefits.
|
Employee |
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Monday July 7 |
Workday opens for all employees and can enter time you did not track in HRS back to June 29 |
Employee, Supervisor |
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Tuesday July 8 |
My Insurance Benefits is open for all benefits elections. |
Employee |
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Monday July 14 |
Last day to enter and edit a timesheet for 07A (June 29 - July 12) in Workday |
Employee, Supervisor, Payroll |
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Thursday July 17 |
First payroll complete in Workday for 07A |
Workday |
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Thursday July 24 |
First pay date in Workday for 07A |
Workday |
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April 2026 |
Last day active employees can access their W2’s and Earning Statements in HRS |
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Workday Open House
Workday is going live July 7. Are you ready?
Workday impacts all employees of Universities of Wisconsin. Plan to join one of the multiple open houses to learn more about entering time worked and time off, updating your personal information, approving time for your staff, and much more. Participants can expect demonstrations, opportunities to walk through processes in the training tenant, and plenty of time to ask questions.
Please bring your laptop to access the Training Tenant. Don't have a laptop? Now worries, we will have a few available that you can use.
See you there!
|
DATE |
DAY |
LOCATION |
ROOM # |
TIME |
Please bring your laptop with you! |
|
6/5/2025 |
Thursday |
HSLC |
1325 |
7:30AM-4:30PM |
This will include a presentation at 11 AM on Finance and Payroll lead by ATP team member. The balance of the time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
6/16/2025 |
Monday |
WIMR |
1022 |
7:30AM-4:30PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
6/19/2025 |
Thursday |
HSLC |
1345 |
7:30AM-4:30PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
6/24/2025 |
Tuesday |
MFCB |
3156 |
7:30AM-4:30PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
6/26/2025 |
Thursday |
Henry Mall |
1148 |
08:30AM-3:30PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
7/8/2025 |
Tuesday |
CCZ |
CCZ |
10:00AM-3:00PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
7/9/2025 |
Wednesday |
CCZ |
CCZ |
10:00AM-3:00PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |
|
7/10/2025 |
Thursday |
Meriter 1st floor conference room |
2 Tower |
09:00AM-03:30PM |
Payroll Time and Time off/Manager Approvals. This time is for anyone that has questions/ wants to log into workday and ask questions. For All SMPH Employees/ Managers. |