Alright, hello everyone and thank you for joining us on today's webinars different by design. The workday parallon services experience. This is a first pair webinar as a part of the looking forward with work day webinars series which was designed to give you insight into how your organization can do more with work day. Certainly including ways we can support you in parallel also. My name is Jennifer Ann. I'm a product marketing manager for work day payroll. We have an exciting lineup of speakers today, including my colleague Wendy Rhymes and also Jim White from Jose along time work day, pero customer. But before we get started. Here are a few tips on how you can get the most out of today's webinar on the right of the web and R console, you will be able to see content related to the web and R as well as a link to a schedule, upcoming webinars, and now the bottom of your screen. There will be a Gray bar with multiple application widgets you can use. They're all resizeable an movable, so feel free to move them around to get the most out of your viewing space on your device. We also do have a number of people on the web and R so we have gone ahead and muted everyone, but we encourage you to submit your questions anytime. And we will do our best to answer as many of your questions as possible at the end of the weapon are the web and R will be recorded in an on-demand version will be made available in the next 24 to 48 hours and can be accessed using the same link that you use to join today's session. And I'm sure everyone's familiar with this slide already, but as we may also touch upon some upcoming functionalities and forward looking statements in this webinar to safe harbor statement does apply. And with that, here is the agenda for today. When did I will first start with walking you through our approach to payroll and postpaid services, followed by a fireside chat with Jenn to share his experience switching front of service Bureau to work day peril? And we also have time allotted at the end for Q&A. So without further ado, let's dive right in. So if you are in peril, you probably know better than anyone that Harold job is more challenging than ever. In fact, the workload on HR imperil has increased 20% just in the past year and here at work they we wanted to understand where that increase in workload was coming from. So we asked participants in a recent study be conducted with the American Payroll Association to identify the most time intensive task for paraprofessional and more than 77% of respondents agree that preparing payroll inputs. Processing payroll and correcting timesheets was where they spent the most time. And I'll drill down to not having the accurate data for peril, which is why at work day. We wanted to focus on how we can improve the process flow data into peril. Oftentimes companies do not realize that when they have these different systems for HR to benefits to time, it creates a huge pain for peril to be able to process and keep track of all these transactions. And that's where peril spends their time on manually reconciling, checking, correcting for parallam, plus taking time away for an auditing and reporting, and when the process flows, are disconnected and the information is wrong. The problems cascade down to the calculation engin and post processing. And This is why we made a conscious decision not work. They just focus on delivering a robust, gross enough calculation, engin and with work day you're able to resolve 90% of the transactional issues and peril because we deliver one single continuous higher copay process. So data from HR to benefit to absence to time all flow seamlessly and in real time into payroll, while the pulse rate side is very important, the majority of the pain like we have seen lies in the processing of Peyton puts. And in creating that accurate, timely information needed to get to the net pay. Which is why we partner with providers who focus solely on the host payroll services in our experts in this area to both pre built integrations and antonym partners really giving you the flexibility to choose the right mix of services for your company. And it's also this focus on technology that has a lot of free eliminate. Many of the reasons why it Sparrow traditionally has had to call in for support. Whether it is to request a custom report or a change to a calculation code rather than hearing me talk about this, let me show you how we're doing this in action. I have my partner in crime, Wendy Ryan's, on the line to share just some of the ways we're giving you back control of apparel process. So the 11th hour you do not have to be waiting on the line for a simple change. Wendy, if you could take it away. OK, I'm sharing my screen. Is everyone able to see my screen? Yeah already OK so I'm gonna dive in and just kind of show you a couple things. I've already logged into the system. One of the things I'm going to show you here is just easy ways that you can make this a more personalized experience. Also for your employees so you can see things like the timeliness of W Twos are available right now. Having those things available on desktop and mobile and then also if I take a look over here at my applications, being able to easily dive in and see those things that are sort of top of mind for me. As a payroll person, being able to look at dashboards, taking care of sort of those checklists that we normally sort of have up at our desk as payroll people. So I'm going to dive in and take a look at one of my examples that I'm going to show you is actually going through and doing something like, for example, a cost allocation of a person who has a salary split and work that makes it very easy for me to to navigate. I can do something like put this information into favourites, but I'm actually going to search for a particular employees name. Happens to be Aiden Mitzner, and you can actually see that his person ID actually comes up right next to his name. And again, one of the things I always like to talk about here is all roads lead to payroll and really in work day they truly do because the driver for everything for us is affective date annina true and truly in one system, right? You're talking about seamlessly having information move from core HCM to payroll just by the driver being effective date. So I'm going to go in and I'm going to make a cost allocation change for Aiden Minster. I'm going to start by just selecting my related action here. When I select my related action, but a Scroll down here and this is related to payroll, I'm going to go in and if I Scroll down a little bit further, I'm going to actually go in and assign accosting allocation. I could have also searched on this. I could have also gone into his worker profile, looked at that data so I can actually see, for example, I'm going to select OK here. I could actually allocate this by a position to a particular earning, but maybe he currently he actually has an 8020 split and you're going to see that in just a second here, but I'd like to maybe set him up in the future. With maybe a 5050 split so that we can kind of see that information and be able to kind of track that and then also be able to pull that into the payroll. So currently this is what he has. Right, he's got an 8020 split here. Part of this is going to his home cost center. That's where this is happening by default, and the rest is going to this. Allocating to the second cost center. So I'm going to go in. I'm going to actually end date this. As of the current pay pay period that I'm running right now, but you're going to see in a few minutes and then I'm going to go in and I'm gonna actually Adeline here. Very much like a spreadsheet. You can see that sort of ease of use here, and I'm going to say starting on the 2nd. Instead of that 100% split, maybe going to his home cost center, I'm actually going to add a line here and I'm going to do a 5050 split. And with that 5050 split, he's going to be working on a development project, and I'm going to actually have him split his time with the cost center of product development, right? And you can see just within a few minutes here I've set up my cost allocation that was there before 8020. I've end dated that an affective dates important. So that means that this should should flow through to the current payroll based on those dates. And if I Scroll down here a little bit further, you can see the line that I just added. And so I've got this starting on 3 two, which is actually the beginning of the paper that I'm currently going to be running here, and the other part that you can see is that 5050 split between his home cost center. We can of course capture information like this in time tracking, so if this is something where a person was just in putting his time day by day, we could capture that and say eight hours in a particular cost center and then eight hours in another alternative, cost center, etc. We could also capture this at the earnings level and then that allocation would be happening for anyone with those earnings. Those wages would be allocated accordingly. And I'm going to select submit here. And this is going to seem mostly flow through to the payroll. OK, and if I take a look back at Aiden, I'm going to actually just pop in and look at his work or profile with are always on auditing. Work day was created in a post socks environment, and So what we're actually seeing here is if I take a look at his pay information and just look at his costing allocations there, all that information is right there for me. And if I view all costing allocations, you can even see where I've got my break out and then my new starting date. That 5050 split and the 8020 that I'm currently looking at right now. OK. When I'm doing something like this, you're going to see this seamlessly photo flow through to the payroll, but I always want to. I also want to add here that when you're looking at something like this, think about owning this right? We give you sort of the flexibility that control to be able to do something like this without coding everything that you've seen me do here within the last couple of minutes is also something that I'm doing in natural language, right? There's no code block here. Screens are fairly intuitive and I'm easily able to go in and get insight into whatever it is I want to actually handle on my own. In my next example here, this is something that was always sort of a pain point, and that is going in and actually creating. A new earning or a deduction code, and when you're going in and creating a new earning or a deduction code, think about oftentimes. We actually have to have IP involved in that process, but work. They puts that control back in the hands of the folks in the payroll Department, and so being able to own that. And so when you're going in and doing something like this again, I can go in and set this information up, and this is natural language. This isn't coding. I could actually have this added to my favorites, but I can simply search on the task. I've selected that task to create an earning and maybe when Aidan, the employee that you just saw when he works on special projects, we actually have our folks when they work on special projects they get in the allotted, maybe $25 for a meal and we want to be able to kind of set that up so that we can pick that up in the payroll. So I'm going to go in and I'm gonna set up. Project meals. Maybe I'm going to give that a code of project meals. All right, you can see that I can also add a default payslip name. Here I can say that maybe I only want to use this in a particular country. I also when I'm doing this of course I've worked on both sides of the payroll fence and so often if you're actually running perils opposed to implementing, you want comments in here. So when people see this in the future, they have a perspective on what this particular earning is doing and then again we were talking about the importance of affective dating. And so I'm going to go ahead and put in affected Dayton for this. And as things change about this, earning if maybe for example, it went from taxable to non taxable. Or it went from FSA eligible to not FSA eligible things that might change in your organization or other different employees actually that were eligible for it or no longer eligible for it. You have the ability to track that and edit that as of a particular affective date. The other interesting thing here is I was like to kind of talk about again the ease of use here, the flexibility right and being able to kind of kind of control this, and the fact that we're doing this without coding, so I don't have to worry about missing a space, missing a comma, having something processed incorrectly, right? Because we understand the importance of accuracy and what that means to payroll folks. And so as I go in and look at something here, one of the things I want to point out is think about the supermarket right and think about when you're in the supermarket and you're in those lanes. You're 15 items or less lanes, and those 15 items or less lanes are sort of your fast lanes, right? So think of this as those areas in the supermarket, and so using precise criteria associated with an earning or a deduction also can reduce the time to calculate payroll. And once again from a payroll perspective, give us the opportunity to leverage efficiencies in our jobs so I can go in and say that I don't want this to get picked up in all payrolls. I'd like to just get picked up in regular payrolls as opposed to bonus payrolls. I can also say that only gets picked up in particular pay groups, maybe my weekly. Versus my biweekly. I can also be very specific. You can be very specific about worker eligibility, so I can say for example, I don't want everyone to get this. Maybe it's hourly people salaried. Maybe it's a particular CBA. Maybe it's a particular union, right? I can go in and say. In fact I only want people to get this if the pay input actually exists for this. Right and I can put that into my criteria and you can see I have several choices I can actually put multiple worker eligibility in here and I even can add lines and that could be an or criteria. You can say how do you want this to happen from a scheduling perspective? There isn't really a calculation associated with this, so I just want to say that whenever I use this it's going to be through pay input. You could bulk load these if you're thinking you know this might be nice if you're going to just give this to an employee in the payroll, but what if I want to mass load these? Well work? They also deliver the smart spreadsheet functionality so that if you wanted to mass upload these for group of employee. You absolutely could. So if you're looking at things like maybe doing gross up's and being able to load those, being able to do quarterly adjustments and being able to load those and bring those in work, they can accommodate those very easily as well. And here I'm getting into when you create an earning reduction. What about pro ratione? How do you want it to be affected if you're not setting it up in the beginning of a pay period? And what would you like to happen? Is this a gross up? We're going to be backing into a particular net. How do we handle this when there's retroactivity? Is this FSA eligible and this is where you can do things like for example FLSA, look back periods and being able to capture those and then being able to recalculate those overtime. Rates may be associated with things also being able to look at things like when I go in and I wanna actually have a more of a detailed calculation. Maybe this is a union dues deduction and maybe it's, uh, let me it's $0.10 for every hour and there happens to be a minimum or maximum on that. And is there a limit? Is this related to time tracking? Is there an element of compensation? That this is connected to. And then one of the most important things. Of course, that's payroll. People that we like to think about is when we set up in earning or a deduction. How's it going to be taxed? And work day delivers something called pay component groups. And when you think of pay component Group A component groups are used for calculations. There used for reporting for things such as taxes, withholding orders, other groups of earnings, etc. Because we are a software as a service, we actually delivered pay component component groups as an aspect of compliance, and so as things change, as there's a new tax for example. No, that work day delivers these to you. So if I wanted to do something like I'd like to have this ad to gross, I could simply search on that and type that in if I wanted to determine how this is going to be handled for purposes of Fed taxation, I can say this. I want this to be federal taxable Ann. I want us to withhold taxes. And what about state? And you'll notice again, I'm just doing this in natural language very just easily typing in what it is that I want to look for. So this is state withholding taxes and I want the taxes withheld. And what about the locals? Same thing. And then maybe I also want to go in and I want to look at my bike. And yes, this is FICA taxable. And the other thing is state unemployment, right? Being able to go in and add those items in and I'm simply checking a box, and so I very easily right. And if your timing me here very quickly, gone in and said, here's how I'd like this to be handled when it processes. So this earning or this deduction when this gets picked up in the payroll. Here's how this is going to be calculated. And remember, I just did a cost allocation on Aiden and Aiden as well, and I said the other alternative is also you could. Actually, select a costing allocation and link it directly to an earning and here's a way that I can do that as well, and notice it's the same sort of an icon, right? Going in and selecting ad and then attaching that cost allocation too and earning then that happens anytime anyone has that particular earning, but if you're tracking here just within a few minutes, I did a cost allocation on an employee I went in. I set up an earning. I said This is going to be called project meals. It's gonna get picked up for anybody in this country. Here's my affective date. I only want it picked up in regular payrolls and I'm going to be doing this for pay input worker eligibility. Again, I said those are like your fast lanes in the supermarket, right? And so when I'm going in and setting up this information, you have the flexibility you have the visibility and you have the control to leverage these efficiencies that downstream when I process the payroll, you're going to get an opportunity to see those effects, and one of the things you're going to see when I process the payroll is I'll actually be using this in my payroll as well as showing you the cost allocation that I just set up. And I'm going to select OK. Workdays, validating all of that information that I just put in. And I'm going to stop sharing my screen and push back to Jennifer. Thank you, Wendy. Like when you just showed because we were able to give back control most importantly visibility into payroll for you. We are able to fundamentally shift the level support required to process payroll so you do not have to spend hours appan hours on the phone waiting for a change and this allows you to manage payroll truly on your terms so you can focus on simplifying the processes that are unique to your business rather than trying to fit your unique challenges to hard code a mainframe. And in the end, since you do need to contact support, we do provide 24 by 7, three, 6, five support through our online case management system. In fact, in the actual we have an actual SOA so that in the instance of a high severity level, one case, you're guaranteed a response within 30 minutes with an average response time of nine minutes. And likewise on the post pay processing sites, we give you the flexibility to choose the right services provider for. You can pick and choose the right flavor of services. For example, if you if you are already using ATP for tax filing, you can continue to do so as we partner with software providers on the post processing side through pre built integrations and when you press that complete in work day, we're still preparing and generating the tax files. The SCH files for you. What we use our partners for is to handle the disbursement of funds and the Pentium checks. Or if you want more of a managed service to provide payroll specialist expertise and admin services like configurations, you can go with one of our service partners who have access to work day tennis and are able to directly do transactions. Internet with them, work date and really to help you visualize that hand off from work, say peril to a service provider for post processing. Let me bring back Wendy again to show you what that looks like and work day. So we need we can take it away. OK, great. Already I'm sharing my screen. OK, now I'm looking at my payroll dashboard. So for my payroll people and by the way any day that I get an opportunity to talk about payroll is a great day for me. 'cause payroll happens to be one of the things that I love. So what you're taking a look at here? This is my payroll dashboard, so thank Gov. The cockpit of the airplane, right? The dashboard of your car having all of those controls right there in front of you. If you're a Star Trek fan, right? Thinking basically having all those things right there in front of your John Lupa card? And you're just really just running the universe here. So here's what I'm seeing instead of my paper checklist. You have the ability to make this your own, and So what you're able to see out here to the right are configurable steps. So think about and getting rid of that paper, checklist, or even that flow chart, or even post it notes and you're able to make this your own. We delivered this out of the box and you have the ability to go in and say, for example, my first step in processing the payroll for my company is I do a preparation and review, and I want to be able to take a look at some audit reports before I even get into processing the payroll because I like to be proactive about that process. Work that gives you that flexibility actually out of the box. Pretty astoundingly, we deliver over 150 payroll related reports, so payroll and work day and from a reporting and auditing perspective is hardly a desert. And this by the fact that we deliver these reports out of the box. That also means that their configurable you can make them your own, but that means you're starting right with a faster time to value because we're delivering those audit reports out of the box. And so some of those I've actually placed on my dashboard as well, and you can kind of decide what reports you like, what reports, maybe reports that you don't like. And you can decide to put those right at your fingertips, so my audit reports here. I've got a day to change report that I run. I maybe want to look at a list of terminations before I run the pier. I wanna see workers on leave out here to the right. Also my step my second step and my three step process here to make it really easy as I first prepare and review. I run the payroll an audit because remember this is a continuous process. This is an iterative process. If you think about it right, there are multiple iterations of this payroll that I'm going to run until the payroll is accurate and complete, and my third step here from a work day perspective is completing that payroll and settling it. When you complete the payroll and settle it, think about posting to your downstream financial systems. If if we're fortunate enough to have you use work day finance, then that means you're talking about this information being posted to finance real-time directly and work day. If you're using a third party for finances, then that means that there's an integration that is pushing this to your GL in that third party system, right? And so some of my steps here, or have the ability to automate that process when you create the settlement, run one of the things that's doing for you is we're creating actually, three things are creating an AC H file positive pay file and checks for those who actually opt for checks, and so if I Scroll down here a little bit, I have all cycle activities which can happen at anytime and then again I talked about reports. Very often I want to see some things like maybe someone just reached out to me and said, you know what Wendy? I'd like to have an idea about what we paid out in auto allowances this year and notice how quickly I've just drilled into that and with one or two clicks, there's my car allowance. I can drill directly on that blue hyperlink, right? Much like the consumer Internet and I could see Logan McNeil. By the way, there's that $500 year to date so that you today totals report, and that's a delivered report right on my pay cycle. And the other thing that I'm also seeing here is. Being able to view retro so when you have a retroactive change, being able to quickly go in and view the details of that retro and these details are precise so I can actually see on a pay period by pay period basis. The data was data is, so if I go in and make a retroactive rate change to someone, I had the ability to see what we originally paid, and then what the new amounts should have been. And having that get picked up in the payroll based on affective date, because again, that's the power of a single system, so I'm going to scroll up here. Here's another report being able to compare periods or watch earnings trend or sort of compare your totals to different periods and being able to audit the compete complete payroll cycle over here on the left. I've got my different pay groups. Right, and I've got a payroll that I'm running my weekly payroll here. I'm going to go ahead and actually select that dot dot dot related action. And from here I can actually go in much like you saw me do when I did, the cost allocation, unemployment actually run a pay calculation. You'll notice out here to the right one of the things that you see is running accounting. I'm going to talk about that in a second. For right now I'm going to open this up in a new session, 'cause I'd like to come back to my dashboard and talk more about that as we process this payroll. When I go through and I run the payroll calculation, one of the things that you'll also see here is smart cow. Remember, I just talked about leveraging efficiencies. I'm going to go ahead and run that payroll. What Smart cow does for you payrolls, an iterative process, correct? And so I may have several different runs of that payroll. Until I get that payroll that is accurate, right? Until I get that payroll, which is basically within the confines of what we deem accurate in our organization, right? Because that, again, that's based on on your decisions, and so I may actually go in. And maybe someone's gotta time tracking change or. I've got someone that maybe we're supposed to have these overtime hours in, or I've got a correction and someone supposed to have this bonus. What Smart Calc does is it let's you leverage efficiencies rather than running that payroll for the entire pay group. Again, smart Calc says I can look at any place that you had a change and only pick up those and recalculate them. That's why even though I might have hundreds of people in this particular pay group, in fact, I only had one processed result. And so when you're looking at things like that, you have the ability to go in and say I only want to process payroll for a certain group of folks and have work day leverage those efficiencies for you. This is an actual report, by the way. The entire payroll process can be automated. You might say I you know I've got maybe 10,000 people in this paper. When I'm not going to look at each individual well, I'm a firm believer that data should come to you. You shouldn't have to look for it, and So what we're doing here is this is actually user actually delivered audits. You set up your own audit alerts, so maybe one of the things that our CFO said we wanted to keep an eye on was overtime. I've got an audit alert here that's bubbling up a yellow flag letting me know. That these people actually have overtime. I might also go in and have red flags come up when it's something critical. For example, I've got a gross over a particular amount for organization that might be odd, or someone who has a zero net, which is absolutely something critical that I want to act upon. Right now I'm going to drill in and we're going to take a look at aid Minster. You remember our friend Aiden Minster that had the cost allocation? So let's take a look at what he looks like on this payroll. Remember, I said I was gonna come back to the part about running accounting well every single time they run the payroll. In work day, in real time workdays, generating a real time GL. That means as soon as that payroll processes for your accounting manager, your finance manager, your CFO, you're able to go in and let them see exactly what the GL looks like, giving you real time insight into your cash flow. Not having to wait until the payroll is completed, not having to wait until that. Is finished. Being able to go in and get an idea about that and get an idea about those limits and get an idea about what you're working with. In terms of finances right now. So if I Scroll down work, they give you all of the information in a person's payroll results all on one screen. So think about as you do your detective work as you're researching an individual right from a self service perspective as a a payroll manager apparel administrator. I don't need to go to multiple screens to see what happened to Aiden Midstar on the payroll. I can see his gross. I can see his net. I could even scroll through and look at previous results here. If I Scroll down here a little bit further. I can see his earnings is wage types this salary basis. This particular salary based pay work. They called these pay components and again this is a blue hyperlink. Remember I set up an earning a few minutes ago. Will guess what if I wanted to actually look at that earning I can drill directly on that or I can do something like this with that related action. And lo and behold, I'm looking at that same eligibility type information where we were actually setting up the earning. I'm going to scroll a little bit further down here. You're seeing my quarter to date and year to date figures. You're seeing the employee portion of the benefits he happens to have a 401K deduction here as I Scroll down here a little bit further, you're seeing my taxes. Work day is very specific about what we show you an we show you the things that are pertinent to that particular role. So what you see here are the things that are important to payroll people. I'm seeing my gross subject taxable wages. Who tracks those work day does again because we are a software as a service. Those aspects of compliance, those aspects of balances from year to year, 401K. Social Security Medicare work day tracks those and updates those things automatically and pushes those to your tenant without you having to do those things manually. Also, Aiden happens to be an employee that lives in Connecticut and works in New York, and so workday automatically is an aspect of compliance. Has the ability to recognize reciprocity. That's what you're seeing right here. OK, if I Scroll down a little bit further, he also happens to have garnishments so work day again because we are tracking this information as aspects of compliance has the ability to manage things like the employer fees in the limits also determined this disposable pay? So if he had several different garnishments or withholding orders being able to say for example, that a support order is going to be the priority versus a federal levy, unless the federal Levy wasn't placed first, work day delivers those rules. So that you don't have to manage those. OK, remember I can calculate a result, right? I can also recalculate a result on the fly, so I showed you a smart calc, but you also have the ability to go in and determine that I want to recalculate an employee on the fly and work that has the ability to leverage efficiencies and do that right from here. So if I scroll up a little bit. I'm going to go across here additional pay components. Think about accumulate yrs, right every payroll persons often interested in think tracking, accumulator, xfor reports, etc. The great thing about work day is when you're setting things up, your not pouring cement around your feet. So even if you neglect to set up accumulator xfor, maybe tracking different things when you set those up, work day will actually dynamically backfill those accumulate yrs with any of those balances you may have missed. Right here I'm looking at the employer paid benefits so there's the actual match of the 401K. And then here you're actually looking at the employer paid portion of the taxes. The same grows subject taxable. Alright, I'm going to scroll back up. We're talking about accumulations, imbalances, unlimited, anything that you think you'd like to track. You can keep track of those, and of course, actuals. Remember, I was talking about that pay allocation that I set up. Well, here's my cost allocation. In the flesh there's my 5050 right? No doubt about that. OK, and you can also see that there is my GL account. There's my Ledger account, salary and wages. And then remember I had 50% going to product development. At 50% going to the office of the CFO right, and I put that in based on that effective date of 3 two. And if you were keeping track, here's my payroll right here. Look at my dates right payroll? Effectively pick that up and I'm seeing that cost allocation real time in the payroll. All of that information on one screen. OK, I'm going to go back over to. My dashboard and so let's say that I've gone through my payroll right? And in the interest of time, I've looked at my reports. I've looked at my audit reports, maybe even I've decided to kind of go in and take a look at some of my different reports related to things like maybe looking at a payroll register, and these can be automated. One of the things that work day does, it gives you the ability to also pull all of the things that you've just seen me do here into an automated process called the business process workflow, and so one of the reports is you might be an old school sort of lover of the register will guess Watt. We deliver it's matter fact. We've got five or six different flavors of the Register, and you can make it your own. I've gotta payroll. Register here that I configured to show different items and happens to be subtotalling by cost center. And this is an example of a report that can be pushed out directly to the pertinent users. So as a part of our workflow, I'm running these steps manually one at a time, but this could very easily just simply be pushed to the inbox of maybe your payroll assistant manager? Uh, the GL could easily be pushed right to the inbox of the CFO or the accounting manager to get eyes on those things as a part of the. Business process workflow. OK. In processing my payroll remember, Jennifer said I was going to go through the entire process, so I'm going to sort of consolidate a lot of the steps here. When you're completing your payroll, there's a step called run, pay complete. What pay complete does is pay complete actually posts. So remember we were talking about every single time that you run the payroll. You had the ability real time to get real time insight into your cash flow and actually let me pop out here for just a second because I want to make sure that I didn't miss this. I want to Scroll down here and just show you this at the bottom. There we go and that's what I wanted to show you all my dashboard. I also have my accounting summary so even though I looked at that on my individual and I looked at that information on aid and I can also make this a part of my dashboard as well as pushing these reports out to the individual users and I can drill on this and Dyson slices. So if I wanted to see different dimensions of this for example and my salary based pay, and I want to drill on this and I want to actually see this broken down by cost center. Now I've got real time insight into my cash flow and as I said, payrolls and editor iterative process so. Every single time that I re run the payroll guess Wat? I get an updated register. I get an updated GL, I get updated audit reports real time. OK, back to going in and let's say completing my payroll process. So if I'm going in and I want to complete my payroll, remember what complete does? That's my process that actually post to finance and I'm going to do that right from my dashboard. So if I decide to complete the payroll I can select that particular. That I want to complete. I can select it by my pay grew, there's my weekly payroll. There we go. On cycle is supposed to all cycles off. Cycles can be run at anytime and by completing the payroll. Essentially. What I'm saying here is I want this payroll to post right and so if I'm using workday financials right, which we'd love this information goes right to finance. If this is going to a downstream third party financial system, then you're actually launching or scheduling and integration. That's going to push that information to that particular system. So much like what you saw just here, I'm going to actually go back out to my. My dashboard and I want to show you this when I go in an I process my payroll. Remember those things that Jennifer is talking about today, right? All of those things that you sort of do as your subsequent activities when you're going in and handling your tax filing, or you're pushing out an integration, for example to an ADP ATP master, tax oridion, etc. You may have noticed one of the steps that I actually have here is this launch schedule integration, and this is where that can happen, right? And then one of the things that we have the ability to do is Automate this. I'm running this step by step, right? But you have the ability to Automate this. We actually deliver a workflow for this, so to send your sort of. Got it quarterly and annual tax information from work day payroll. Tuco sourcing partners, right? I could simply go in. And launch schedule my integration and you can see here. And I can also say that I'm going to be sending this and I want to be able to send this for a particular company code and I can select my company and I can select OK and essentially what this is going to kick off. And again this can be automated through a business process. Is all of that information related to my liability? So what you saw, for example, in my taxable wages and what was withheld, etc. And so when launched, the integration sends the peril results to your service provider of choice. Arco sourcing partners. Those payroll results are going to include the tax amounts, the wages subject to withholding for withholding for each tax authority, and the integration creates a data file in their prescribed formats, because again, the operative word here is. These are code sourcing partners. And so that integration delivers the file where it's ready for import into their tax filing service. And so when you send this tax filing data, you can also send it from multiple companies in a single run. And In addition, work day gets the updates. So because we own this process as there any updates from ADP Ceridian ATP master tax, those updates work. They automatically builds those in. So when we received specifications to update anything within this integration, this tax filing integration to arco sourcing partners were going to make those updates for you, modify those exact existing templates for you to comply with the specification updates and push those things out to you and essentially what? Gets picked up in this report is going to just show you is my tax filing, liability information and so I can go in and just sort of search on that. I've got a tax filing periodic report that I run. I'm going to select my particular company. This is what would be picked up in that integration that I was just talking about. I'm just running a payroll and I've only run my payroll for my weekly pay group. I can select that information, I just ran it for a particular pay period. I just completed my paper so you can see I can't even inadvertently send this for a particular group that's open. You'll notice it only let me pick a completed. I'm gonna leave this wide open for the tax authorities 'cause I'd like to pick up everything. And essentially what you're seeing is this is the tax filing integration that's going to be set when we run that process, and so you're seeing my IN numbers. You're seeing the breakout by the jurisdiction and then over here to the right. You're seeing the liabilities. OK. Back to Jennifer. Jennifer, you may be muted. Oh, apologies for that. Thank you Wendy again for taking the time to show us the demo of the pay complete process and now for what everyone has probably been waiting for the most. I like to introduce Jim White from mosaic to share his perspective as I worked a peril customer of nearly Seven years and if time allows will also be taking a few questions from the audience, so feel free to continue to add your questions to the chat and we will do our best to answer as many of them at the end as possible. Thank you again for taking the time to join me again. I'm just started. You could introduce yourself and maybe tell the audience a bit about your role. An mosaic as a company. Short, Jennifer, thanks very much. My name is Sean White and I work for the Mosaic Company. My current role is I am the manager or payroll North America so I support all of our employees in the United States and Canada from a payroll perspective. Mosaic company is a crop nutrition company. We currently employ approximately 15,000 employees worldwide. The bulk of our employees are in South America and North America. All of our employees share work day as our HC M solution, but in North America, US in Canada. That is where we utilized work day for payroll. So that is the audience that I am supporting currently in North America we have 7000 employees. The current breakdown is across three different employee types. We have hourly employees salary, non exempt employees and of course salaried employees. About 70% of our North America workforce is in the non exempts space so that would include the hourly and salary nonexempt population and the remaining 30% would be salaried. Thank you done for that, and no fireside chat is complete without a fireplace. A cozy fireplace to have this engaging conversation. So here's the image of a fireplace and I hope everyone is staying safe and healthy during these times. I'm back, but back to Jem. When you were making the decision to go with work day peril thinking back, do you know Seven years ago? Did you have any concerns as you were making the transition to work date, peril, and if so, how were you able to? Overcome those concerns as apparel team. Yes, we did, Jennifer. We certainly did have some concerns. So little real quick background. The Mosaic Company was actually formed by splitting from a parent company called carved ill and that happens approximately the 2000 five 2006 time frame and through legal reasons we were allowed to continue using Cargill as our parent company to provide us with HR and payroll services. But we had a legal obligation. To split and to become fully independent, so that's what started or venture to have ahr, Anna payroll solution that we would be non inching on our own independently. And when we were doing all of our evaluation as to watch solution, we were going to use, we were really, really looking at work day and one of the concerns we had going in is if we're going to bring in a payroll solution in house, what is that going to mean to us from an. I key infrastructure are we going to have to build a data center? Are we going to have to get hundreds of servers to deal with this? Are we going to have to hire A programming staff to support all of these HR and payroll platforms? And what we very quickly realized with workdays remarkable in the cloud solution? What we needed was Internet connectivity and that is it. And so for us. A big concern. Relative to cost, an ongoing support was very rapidly modified. Absolutely. I'm really glad to hear that you were able to really get get running from the start with work day peril. I realize you're also using ADP on the post pay processing side. If you could maybe give give the audience an explanation of what services you decided to choose to outsource with ADP and the reasoning behind that that be great. I absolutely in fact when I was watching when you sexually presentation, I almost thought she was presenting mosaic. Mosaic mosaic utilizes ATP and the services that we utilized are four tax deposits and tax withholding. We use ADP for wage payments and we use ADP for garnishment payments. Now the reason we went down that direction as I just indicated in a moment ago we were no. We literally were forming an HR Department and the payroll Department from scratch and we wanted to keep a most of our functionality and our concentration if you will. On mosaic score business needs. We realized that there are companies out there such as ADP that are experts in cash compliance and they deal with hundreds and thousands and millions of those type of transactions. So working with our work day implementation partner, we really did receive some excellent recommendations of utilizing a service providers such as ADP. If we did not want those back end responsibilities on our own. So that was a selling point for a Shiner for. But as Wendy pointed out in her demonstration, OK, that's all well and good that we're going to use ADP for those services. But what type of headaches are we going to have getting our mosaic data from our work day solution to ADP? And as Wendy demonstrated work, they delivered for us a a linkage, an automatic integration system to ADP that operates for all clients. So once we did finally. The Iron Cross. The chi with ADP to become our service provider. It was not a major effort for us to work with ADP to grab our our work day output and to take care of our tax compliance or wage payments and or garnishment payments, and that relationship has worked just fine for us. Absolutely, and then switching. If I remember correctly, mosaic switched from Sarid Ian to work today parallel. So as you were coming off of a service Bureau and utilizing a cloud soft para software program like workday peril, what were some of the lessons learned that may be best practices that you can share with the audience from your experience and expertise? Sure, so you know, looking at us eridian, which was are short lived payroll solution an RH our solution. Our employee workforce made it crystal clear to us that they were not happy with that and the reason for that is although they did an excellent job of providing the output that we needed, that is calculating payroll. They weren't Moshe and our employees want a personal relationship with our HR Department and our payroll Department. So if somebody is calling on the phone and they have a question they wanted to talk to somebody that was mosaic, not somebody that was representing mosaic, so that was part and Parcel Jennifer of why we really didn't want to continue with that particular relationship. So when we decided that we were going to. Break that relationship thing and go to work day and have this be an in-house solution. We wanted to make sure that we were going to be able to on our own independently solve all of those concerns we got from our workforce. So we found with working with work day we could accomplish that very easily. Number one the employee self service functions that work day provides to our employees. Gives that a great deal of control. On their own they do not have to call if they don't want our payroll team to ask them to change their direct deposit information. They do not have to call to make a tax election change to their W4 if they want to view their payslips from six months ago from five years ago, they don't have to ask us for that information, so there's a lot of Self Service functionality within work day that really is putting our employee workforce at at ease. The second thing that they were very happy about and that we were happy about for work day, is some of the areas that Wendy walked us through and that is how do we know that our work day solution is in fact compliant and I could give you a rather recent example of that, Jennifer, as many of you on this call may know, on January 1st at this calendar year, the IRS and the SSA work together to put out a significant change. To the W4 tax election form, I've been a longtime member of the American payroll Association over 30 years. Many of us Revolution sleep for weeks after weeks. Why is this going to do to our workforce? Why is this going to do to lost? And with that concern we were going to hope fingers crossed that work day would come to the rescue. And as always, is the case, absolutely. By going to my dashboard I had self assurance that the tables were going to be updated on January 1st. I was able to go to work day community. And I was going to see how the W 4 which is going to be implemented. It allowed me to put together a half a page memo to my employee workforce, directing them to what they need to do if they wanted to make a change. So that type of assistance that we were able to do with very little effort would have been significantly different if we were working with a third party. Outsource are. Right, absolutely agree. It's really all about giving that control and flexibility back to the team to be really be able to run payroll on their terms and their way right? But when there is a question you know that may arise from the payroll team, how do you handle it with work day when there is need to call work they support? How's that experience them for you? Yep, so generally speaking China for want of a better description. I would say that me my payroll team. We have a three tiered approach on how we might SOB. The question that we don't readily have it or fingertips. As I previously mentioned, worked. A community is an incredible resource to get those type of answers. Not only is there excellent documentation how to step by step guides that walk you through very much what Wendy just demonstrated for us. We can shoot all those steps excellently documented for us, but better than that. As the name suggests, worked. A community is just that, it's a community of users, just like may. Just like my team that have to shame questions. And the same worries perhaps. And we could answer or ask questions in community and we could get responses not only from other clients, but from the work day development team their own. So that becomes a second source for us. To try to answer that question, but Jennifer Kennedy, where you're coming from. If those two things don't work, then we have the ability to open a case with work day. So the first thing I'll say about that is we are just a couple of weeks away from entering or 8 year into work day. We do not open a lot of cases however. Aunt Asians when we do, the response is incredible within hours of us opening a case. We will not only here that the taste has been received, we will know the person that's going to work on it and we will be told when we might get a contact about that particular question that we're asking. They always come through on their promises. We never have long delays. We never have to call and say what's going on with my case. Very, very responsive. If we have to supply additional information. For example, screenshots of what we were trying to accomplish. Perhaps retesting in a testing environment that communication back and forth is to seamlessly handled between US and the work day analysts that's assigned to her case. So I think the case management system in work day is top tier, and if that's where we have to go, and I can't emphasize this enough, we don't have to go down that route very often. But when we do, we know we're getting the support and the answers that we seek. That's fantastic to hear. And what about on the update side when there is work, they update what has the impact then for your peril team. Yep, so I can bridge those two topics together. I gave one example about the W4 and how we knew that that was all updated and waited for us. I also mentioned in that vein Jennifer, that me and my team as many workday payroll clients are we are active members of the work day payroll user group. So once a month or so we know that there was going to be a meeting and they'll be topics of what we can learn. For example, were just a week outside of. Of a work day release being installed so several weeks in front of that had the opportunity to learn. Why are the changes that work day is putting into their particular release related to compliance? I'm a big user at that same dashboard that Wendy demonstrated to us, so we will frequently go out there and research for a particular attached or stiction. We operate in several states in the US and we can find out if a particular tax change has been implemented. When it was implemented, what we ship water azatian from that did that come from the state from the IRS? Was that effects of a bug? Whatever the case may be, so in terms of getting that tax compliance assurance, we can pretty much rely on the documentation we find within our payroll dashboard to answer those particular questions. Another example. Yeah, I'll give you 1 example where I compliance issue and a case happen for us. We have a small workforce in Canada who are really native North Americans and there is a legislation law in Canada that if you were performing work on a deemed reservation that becomes tax exempt. The functionality to have that tax exemption did not exist in work day until the release before last, so myself and several other work day clients we had been putting brainstorm ideas out in community. It would really be helpful for us if there was some functionality to support that special tax exemption and sure enough, enough of us asked for that and work they came through and they installed a solution that would allow us to use that particular tax exemption regulation. When it was installed in a release, we were having a particular problem with our particular solution. It wasn't working right. We weren't sure if we were doing something wrong that we make us mistake with our configuration. We try to get the answer or cells going through a community, but we still are struggling. So open the case inside 24 hours, maybe 36 hours. Jennifer, I had a screenshot delivered to me telling me exactly what we were doing wrong. What we need to do to correct or error and not only did it solve the problem, but I get to sleep at night 'cause I know I'm in compliance. A fantastic for sure, and I think you've already mentioned a lot of different ways that worked. A pair has been able to simplify an really change the way your your team and yourself approach peril, but maybe we can talk about you know the day today day changes. How's your life change now that you're using workday payroll? And how are you able to maybe free up time for you and your team to maybe work on more strategic initiative with the HR team or the finance team? Sure, I'm sure the mosaic company is not alone in that two of our primary corporate drivers all the time. Or cost savings through either efficiencies or cost reduction. In the case of mosaic, because we are a crop nutrition manufacturing company, we incur a tremendous amount of cost in overtime. Show reducing overtime is very important for us. But in order to reduce overtime, you have to recognize when overtimes occuring, where it's occuring, and more importantly, why it might be occuring well with all of the data that is presented to us through our work day. Payroll results as as Wendy demonstrated to us and using reports that are delivered by work day, creating custom reports on our own which we can do simply or using prism. As a unique analytic reporting tool, we are able to deliver to our general managers dashboards that will give them a daily on the our view of overtime as it's occuring. It gives them the opportunity to react real time to something that might be happening, gives them the opportunity to perhaps mitigate that or to compare what their particular manufacturing site might be doing. In comparison to another mosaic site, why is my overtime run $1,000,000 higher than my colleague in another location? Maybe I could learn from that person and reduce my cost. Well, I don't even know that that opportunity exists and less I have data that's telling me that story. An work day is allowing our managers to make the best business decisions date can based on actual results. Better at their fingertips each and every day. Thank you Jenn. I would like now have to open it up to a few questions, maybe from the audience. I see there's one question here for you jenn? Does ADP take care both? USN Canadian taxes for mosaic. Yes they do, but we actually do have two separate service agreements. In the US it's a separate service for tax, and it's a separate service for wage in Canada, the ADP service it's called a fun direct. It's a combination of wage and tax, so if I could just quickly elaborate on that on the US side, I send a separate integration that just has my wage payments and I sent another separate integration. That has my tax deposits in Canada that's combined. I send my wage in my tax to them at once so they do handle both. But it is a little bit different based on Canada and the US. Absolutely thank you for that. I'm I. I don't see any more questions from the audience, but I think I wanted to say thank you everyone in the audience for joining us and especially thank you too when the engine for taking the time to join us and for providing your insight and valuable insight into work day peril. We hope you found today's session insightful and we look forward to having you join us on future pair webinars in the future. But thank you everyone for taking the time to join us on this webinar again. And best wishes and best health to everyone. Alright, thank you. Thank you, Jennifer. Thank you.
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