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Explore all the ways we’re here to care for your career with CareerCare
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* Preboarding
* Day 1
* Virtual Tours
* Day 2
* The Welcome Continues
* New Hire Resources
* Transfers
* New Leader Orientation
* New Physicians & APPs
* Resources and FAQ

INTRODUCING WORKWELL

Transforming the Way We Do Business

Access UKG Here!Access Workday Here!Complete Your UKG TrainingComplete Your
Workday TrainingOne Time Payments - Bonus Requests Tip SheetWorkday Supply Chain
Requisition Access RequestAccess PCard & Expense Training Here

* WorkWell Workflow Webinars
* WorkWell Overview
* Resources
* Training
* FAQ
* UKG FAQ
* Go-Live Support Archive

LEADER WORKWELL WORKFLOW WEBINARS

Click the link(s) below for to see recordings of the recent WorkWell webinars.

* Bonus Requests
* Create a Job Requisition Recording
* No More TADS! – Job Changes
* Onboarding Journey Overview
* Supervisor Changes
* Delegating Tasks in Workday for Managers

LEADER WORKWELL WORKFLOW – JOB AIDS

* Create Job Requisition
* Change Job
* Request One-Time Payment
* Manage Delegations in Workday

WELCOME TO WORKWELL!

WorkWell is Wellstar’s system-wide business transformation that is improving the
team member experience through the replacement or enhancement of major business
technology platforms, like iCIMS, Lawson, SuccessFactors and more. Learn more
about what this means for you by engaging with the content below and in the tabs
above.

IMPROVING TEAM MEMBER EXPERIENCE

WorkWell brings the HR, finance, supply chain and other business platforms you
use often under one single umbrella. It’s accessible from your phone or your
desktop, and it will make it easier than ever to:

* Submit expense reports
* View your pay check
* Complete onboarding
* Apply for jobs or hire a new team members
* Update your personal information
* And so much more!

Learn more in the FAQ and Resources tabs and download the What is WorkWell?
one-pager.

DOWNLOAD THE
WORKWELL ONE-PAGER

HERE FOR YOU

Review the resources below to learn more about the WorkWell initiative and how
we’re enhancing key platforms for you.

GO-LIVE SUPPORT

How to Enter a ServiceNow Ticket for WorkdayGo-Live Support

YOUR LEARNING LIBRARY

Wellstar UPerformUPerform Learning Library Overview

CROSSWALKS

Workday Company CrosswalkWorkday Cost Center CrosswalkWorkday Ledger Account
Crosswalk

TIP SHEETS

UKG Delegation Tip SheetUKG Time Punch Source Tip SheetWorkday Change Your Home
Contact Information Tip SheetWorkday Access Request Form Tip Sheet

LEADER / FUNCTIONAL TEAM RESOURCES

Leader Toolkit

ADDITIONAL RESOURCES TO GET TO KNOW OUR NEW PLATFORM

WorkWell Accruals FAQTeam Member Know Share DoWhat is WorkWell One PagerUKG One
PagerWorkWell Training One PagerNew Apps Integration One Pager

GET TO KNOW OUR NEW PLATFORM

Tailored training is available for all leaders, team members and caregivers now.
Some individuals in functional roles that will need a more advanced
understanding of the platform — like colleagues in HR, Finance and Supply Chain
— will have additional training. Our top priority is making this transition as
seamless as possible for each of you.

YOUR QUICK START GUIDE

We’re here to make this change as easy as possible for every Wellstar leader,
team member and caregiver. Use the information below and to the right to start
your WorkWell journey strong.

WORKDAY

Training is available for everyone in Workday and SuccessFactors. Click here to
access training in Workday if beginning for the first time. Click here to access
training in SuccessFactors if you are continuing training.

UKG

UKG is a highly intuitive, advanced version of Kronos. Wellstar is using UKG as
our new time-keeping and payroll solution, allowing you to record, track and
complete time and payroll more efficiently.

Leaders and Timekeepers who would like to review the previously hosted
introductory webinars can click here to access that content.

Leaders with questions should reach out to the IT Service Desk at (470) 956-6000
or, for scheduling issues, email UKG_Scheduling@wellstar.org.

COMPLETE YOUR TRAINING TODAY!

Use the links below to view your tailored training track, access critical job
aides to make your first steps in the platform easier, understand how WorkWell
can positively impact your day-to-day, and so much more.

DIRECT LINK TO TRAINING

* Workday Training

YOUR WORKWELL LEARNING LIBRARY

* Wellstar UPerform
* UPerform Learning Library Overview

WEBINARS AND SLIDES

* UKG Topic Webinar Slides
* UKG Topic Webinar Recording
* UKG Leaders and Timekeepers Webinar Recording
* Supply Chain Webinar Slides
* Supply Chain Webinar for Requisitioners and Approvers Recording
* Supply Chain Webinar for Requisitioners Recording
* WorkWell Pre Go-Live Leader Webinar Recording
* WorkWell Pre Go-Live Leader Webinar Slides

WORKWELL ROLE-BASED TRAINING TRACK GUIDE

* Training Track Guide
* Learning Partner Training for Workday HCM

CONNECTING WORKWELL TO PURPOSE

* WorkWell – What’s in it for me?

OTHER HELPFUL QUICK LINKS

* Download Google Chrome
* OneID and VIP Access Instructions

PCARD TRAINING

* Cardholder/User Training
* Approver Training
* Tip Sheet

SUPPLY CHAIN REQUISITIONER TRAINING & ACCESS FORM

* Supply Chain Requisitioner Training

Important: You must first complete the CBL in order to receive access to create
requisitions as you did in Lawson. Following completion of the CBL, you must
submit a ticket to receive access as a requisitioner. Follow the instructions in
the Export Workday Learning Transcript Tip Sheet to attach download and attach
your learning history to the form.

ANSWERS TO YOUR TOP QUESTIONS

We know this reflects an important change to many of your workflows. We are
committed to ensuring you have all the information you need to experience a
seamless training and transition process.

COMPENSATION

WHEN WILL I BE ABLE TO SEE MY PAY SLIP?

Pay slips are available in Workday once payroll is completed. While that might
be as early as Tuesday, we can only commit to them being available on pay day
Thursday.

PRIOR TO WORKDAY, I RECEIVED MY PAYCHECK AS EARLY AS TUESDAY. IS THAT STILL THE
CASE?

Wellstar payroll checks are processed for Thursday payments. Funds released
before the scheduled Thursday check date are at the discretion of the banking
institution.

WHERE WILL I GO TO ACCESS MY PAYCHECK?

Wellstar team members will receive their paycheck by direct deposit into the
bank accounts identified by each team member or a paper check will be mailed for
those who have not elected direct deposit. This question also relates to
paystubs which are called pay slips in Workday. These pay slips in Workday
explain the calculations for net pay for each team member, similar to Lawson.

WHERE WILL I BE ABLE TO SEE PAST W2S? HOW WILL I RECEIVE MY 2023 W2?

Team members will be able to access both their past and 2023 W2s via the link on
the WorkWell SharePoint, which will remain active when we transition to Workday.
Team members do NOT need to print past W2s.

WHERE WILL I BE ABLE TO SEE PAST PAYSTUBS?

Team members will have access in Lawson to paystubs 90 days after Workday
go-live. After that time, team members need to reach out to their payroll
representative.

WILL TEAM MEMBERS’ DIRECT DEPOSIT INFORMATION AUTOMATICALLY BE TRANSFERRED FROM
LAWSON TO WORKDAY?

Yes.

HOW DO WE DO SPOT BONUSES?

This is now a "one time payment" in Workday.

TRAINING

IS TRAINING MANDATORY?

All team members and leaders must complete WorkWell training.

HOW LONG IS TRAINING?

Training is 30-75 minutes for team members and leaders.

DO I HAVE TO COMPLETE THE TRAINING ALL AT ONCE?

Nope! You can save your progress and come back to the training at any time.

WHERE DO I ACCESS TRAINING?

Training is available in Workday.

CAN I COMPLETE THE TRAINING ON MY PHONE?

Yes! You can complete training either on your desktop or your phone.

UKG TRAINING FOR MANAGERS AND TIMEKEEPERS

WHO WILL TAKE ON THE ROLES OF TIME KEEPING AND APPROVING TIME CARDS IN UKG?

Managers (defined as anyone with one or more direct reports) can delegate their
timekeeping and/or timecard approval authority just as they always have. The
person who is performing your timekeeping and approval today may continue to do
so after go-live, once you (managers) have delegated that responsibility.

CAN A MANAGER DELEGATE TIME KEEPING AND/OR APPROVING TIME CARDS TO MORE THAN ONE
TEAM MEMBER?

Yes, managers can have more than one delegate.

WHEN UKG GOES LIVE, WILL I AUTOMATICALLY HAVE ACCESS TO UKG IF I HAVE NOT HAD
ACCESS BEFORE?

If you are new to timekeeping, you will need to take "Kronos Timekeeping
Training" - 2216467. This training is more than just how to navigate Kronos. It
teaches you the operational policies and procedures related to timekeeping in
addition to navigating Kronos.

WHERE CAN I FIND THE TIP SHEETS FOR THE UKG SITE?

UKG Tip Sheets

WILL THERE BE ADDITIONAL TRAINING FOR UKG?

Yes, a UKG CBL is available in SuccessFactors now, in addition to the uPerform
learning center with job aids and demonstrations. TeleTime users are required to
take this training; training is optional for all other team members.

IF I USE SMARTSQUARE FOR SCHEDULING, WILL I NEED TO CREATE NEW SCHEDULES IN UKG?

No, UKG will import schedules from SmartSquare. You will continue to use
SmartSquare for scheduling. UKG will only be used to view schedules and PTO
accruals.

WILL THE MAIN UKG LINK BE AVAILABLE ON ESOURCE?

Yes, the UKG link will be available on eSource and team members will be able to
log in via Single Sign On as they do with many applications currently.

WE CURRENTLY USE TELETIME. WILL WE STILL BE ABLE TO USE THIS?

No, teletime will be sunsetted and UKG will be the new system.

WHAT LEVELS OF LEADERSHIP REQUIRE PTO DOCUMENTATION IN UKG?

Leaders do not accrue PTO. You should record the time just as you did in Kronos.
However, all employees according to policy should attest their time.

AS A MANAGER, DO I ONLY SEE MY DIRECT REPORTS IN UKG OR WILL EVERYONE IN MY
DEPARTMENT BE VISIBLE?

A manager will see direct reports and anyone who reports to those team members
as well.

IF A JOB CODE HAS BEEN INCORRECTLY MAPPED INTO A FAMILY, WHAT IS THE PROCESS TO
CHANGE?

The IT Service Desk will be able to route your ticket accordingly.

DO WE NEED TO MAKE SURE SALARIED EMPLOYEES ALSO HAVE A SCHEDULE ENTERED?

Yes.

IF A TEAM MEMBER IS IMPROPERLY CHANGED TO MY COST CENTER, WHO WILL BE ABLE TO
CHANGE THE COST CENTER?

The manager and timekeeper the employee reports to.

HOW LONG DOES DELEGATION REMAIN IN EFFECT?

When delegation is assigned, the manager can either choose a specific range of
dates or indefinitely. In either case, delegation can be revoked at any time.

SUPPLY CHAIN WEBINAR FOR REQUISITIONERS AND APPROVERS

WILL THE MOBILE APP REQUIRE MULTIFACTOR AUTHENTICATION?

Yes.

HOW WILL WE BE ABLE TO LOOK FOR ITEMS IN WORKDAY?

There is a Workday Search Catalog function that has a Google-like search feature
and filters to help find items.

WHEN THE REQUISITION IS CLOSED DOES THAT MEAN IT HAS BEEN PAID?

Completed status indicates being fully received and fully paid. Closed would
indicate the req is not fully complete, but was closed from further actions.

IS THERE A SPECIAL ORDER OPTION?

Yes, in the Supplies Requisition Type, choosing "Request Non-Catalog Item" for
what was known as a Lawson special req.

WILL THE SYSTEM AUTOMATICALLY GENERATE A NEW REQUISITION WHEN A PO HAS NO
REMAINING FUNDS OR WHEN A PO NEEDS TO BE RESUBMITTED?

Workday reporting will show remaining funds available on PO's so you can
proactively add more funds. Workday will also send you change order
notifications if additional funds are needed for a PO. This eliminates
purchasing buyers emailing and asking if more funds can be granted to POs that
have been depleted.

ARE THERE DETAILED AUDITING TRAILS AND SEARCH FUNCTIONS?

Yes. Please refer to the Training for Requisitioner's CBL in SuccessFactors.

WILL OUR CURRENT SVC PO'S TRANSFER INTO WORKDAY?

Lawson SVC PO's will continue to be received, invoiced and paid through
December. The Lawson PO number will be closed once December invoices have
processed. New PO numbers must be issued from Workday and the vendor must be
notified. The Purchasing Department will be working on the transition of SVC
PO's and providing details to each cost center.

DO WE REQUEST A SUPPLIER FOR VENDOR CREDENTIALING?

Yes. A vendor request form in Workday is the first step in vendor setups.

WILL EXISTING CONTRACTOR / VENDORS TRANSITION FROM LAWSON?

Yes. Vendors with active transactions (requisitions, POs or payments) will be
migrated to Workday.

WHAT HAPPENS TO OPEN PO #S?

All Lawson PO numbers will finish activity in Lawson and be closed.

WHEN DOES THE ORDERING OF "NON-ESSENTIAL SUPPLIES" RESUME?

Jan. 1, 2024.

HOW DO WE GET HARD COPY POS?

Request them from the buyer that is assigned to your PO.

HOW WILL ORDERING FROM OFFICE DEPOT BE AFFECTED?

Ordering from Office Depot through their website will remain the same.

WHAT IS THE COURSE NUMBER FOR THE SUPPLY CHAIN CBL?

2219533 - Workday Training for Requisitioners.

CAN WE MAKE TEMPLATES/SHOPPING LISTS FOR OUR COST CENTER?

Yes.

IS IT POSSIBLE FOR PHARMACY TO SET UP ELECTRONIC FLOOR STOCK REQUESTS?

Yes. PARs/handhelds can be setup and configured after January. Reach out to
Abigail Fannin in February to discuss.

WILL CURRENT STANDING POS IN LAWSON TRANSFER TO WORKDAY?

No.

WILL WORKDAY SEND NOTIFICATIONS TO YOUR WELLSTAR OUTLOOK EMAIL INBOX RELATED TO
PENDING REQUISITION APPROVALS?

Yes.

WHAT ARE SVCA PO TYPES?

These purchase orders are specifically created by Purchasing and are linked to a
supply chain contract that was approved through OnBase eBTRW and meet some
general contracting criteria. They require no Workday requisition to be entered.
Rather, they are linked directly to the contract and the approvals of that
contract. They will be created at the discretion of the Supply Chain Department
of Contracts and Strategic Sourcing.

I FINISHED THE CBL TRAINING BUT STILL DO NOT HAVE ACCESS.

Make sure you complete the access request at www.tinyurl.com/wsworkdayaccess

ARE CSC STOCK LEVELS VISIBLE IN WORKDAY?

No, not yet.

WHAT IS THE ADDRESS FOR THE CSC?

2200 Thornton Rd.

WHERE CAN I FIND WORKDAY COST CENTER NUMBERS?

Please use this document to find the new cost center numbers:
https://wellstarhealthsystem.sharepoint.com/:x:/t/finance/Ed1tcnFarzhCsuwZ5vnpEBEBLkwW8VO1MrZksyBinqAb3A?e=ThN3CE

This document is also located under the “Leader & Team Member Support” tab of
the WorkWell website.

HOW DO YOU PRINT A REQUISITION ONCE IT'S ORDERED?

Go to the "view requisition" page. In the purple line, you will see an option to
export as PDF or Excel. You can print from there.

IS ODP STILL OUR OFFICE SUPPLY VENDOR? HOW DO WE GO ABOUT ORDERING EVERYDAY
OFFICE SUPPLIES?

Yes. Those would be entered as non-catalog items.

HOW DO I SEE THE STATUS OF REQUISITIONS?

Go to the My Requisitions app. This would either be in your menu, or if not, you
may need to add it by clicking "Add Apps" at the bottom of your menu. It'll
automatically show your requisitions and their status.

WORKDAY

ARE WORKWELL AND WORKDAY THE SAME THING?

No. WorkWell is Wellstar’s system-wide business transformation that is improving
the team member experience through the replacement or enhancement of major
business technology platforms. Workday is a cloud-based software package that
includes solutions for finance, HR, planning and spend management and will
replace iCIMS, SuccessFactors and Lawson.

WHAT WILL I USE WORKDAY FOR?

Most team members will use Workday for any day-to-day HR needs. You’ll be able
to review benefits via a link to MyBenefits, update personal information, manage
your absences, view your org charts, submit business expense reimbursement
requests, submit Pcard expense reports, view your pay, access learnings, manage
your career and performance reviews and much more. HR, Finance and Supply Chain
team members will also use Workday to streamline key processes and make work
easier.

WHAT IS WORKDAY REPLACING?

Workday has replaced iCIMS, SuccessFactors and Lawson.

HOW DO I ACCESS WORKDAY?

Workday can be accessed via an app on your mobile phone or a link on your
desktop or mobile phone.

WHAT WILL WORKDAY LINK TO?

Workday single-sign on (SSO) will link to MyBenefits, AbsenceSoft ESS and UKG.

DOES THE WORKDAY INBOX CONNECT TO OUR MS OUTLOOK EMAIL?

No, not at this time.

HOW DO I ADD A COST CENTER ON MY SECURITY PROFILE?

Complete the Workday Access Request form.

PERFORMANCE, DEVELOPMENT & LEARNING

WHEN IS SUCCESSFACTORS GOING AWAY?

Access to SuccessFactors is restricted for most team members as of December 31,
2023. Those who have required pending courses will have access until January 31,
2024. Goals, IDP and Performance modules will be read-only as of November 30,
2023. Data has been migrated to Workday for you.

TIME OFF BENEFITS

WHERE WILL I GO TO SUBMIT A TIME OFF REQUEST?

Team members (non-Smart Square users) will have the ability to request PTO, DOS
and EIB within UKG.

WHERE DO I GO TO FIND TIME OFF BALANCES?

Time off balances will be available in UKG. Balances will be represented in
hours and minutes and will reflect accruals for hours worked throughout the
previous day. Time off accrual service levels begin at the start of each
milestone anniversary year. New team members will not see their EIB hours until
they have completed 6 months of employment.

HOW WILL DECADES OF SERVICE (DOS) WORK IN THE NEW SYSTEM?

DOS days will be gifted in UKG as of January 1, 2024, based on the program
rules. DOS will now be shown and taken in whole day increments; you may no
longer use DOS in partial days or by the hour. Team members will see 1, 2, 3, 4
or 5 for each DOS years. For example, a team member that’s scheduled to work a
12-hour shift and has worked for 10 years will see 1 DOS.

WHERE DO I GO TO SUBMIT A LEAVE OF ABSENCE (LOA) REQUEST?

Team members submit their new LOA requests through AbsenceSoft ESS. Workday will
link to AbsenceSoft ESS.

HOW WILL PTO DONATIONS WORK IN WORKWELL?

Team members may donate PTO hours through UKG. The Benefits team will review and
either approve or deny these requests. Approved PTO donation hours will be
entered into UKG by the team member’s manager and/or a designated timekeeper.

HOW WILL PTO CASH IN WORK?

PTO Cash In is available to full-time and benefits eligible part-time team
members who have been employed at Wellstar for at least 6 months. At the time of
making an election, the team member must meet the following criteria: at least
40 hours of PTO for full-time or 20 hours for part-time and no more than 360
hours of PTO. There are two options for PTO Cash In: 100% and 80%. PTO Cash In
payments are considered taxable income; Roth and pre-tax 403(b) contributions
will be withheld from PTO Cash In payments.

HOW DOES PTO CASH IN 100% WORK?

Elections for 2024 PTO Cash In 100% must entered in Lawson by December 15, 2023.
Elections are irrevocable, and you cannot defer more hours than you will accrue
for 2024. PTO hours that are elected for PTO Cash In 100% will not be available
to use during 2024.

HOW DOES PTO CASH IN 80% WORK?

Election for 2024 PTO Cash In 80% will be entered in UKG. Elections may be
cancelled up until the payroll cutoff for the pay period in which it is
scheduled to be processed. There are two opportunities to make an election for
PTO Cash In 80%: Round 1 from January 1, 2024 to May 18, 2024, for payout in
June; Round 2 from January 1, 2024 to October 18, 2024, for payout in November.

UKG

WHAT IS UKG?

UKG (stands for Ultimate Kronos Group) is an intuitive timekeeping and
scheduling system will allow team members and managers to manage schedules for
non-SmartSquare users and timecards for all team members. It will also be the
system of record for time-off accruals and time-off requests. This is an upgrade
to the current Workforce Central Kronos application used today for basic
scheduling, time and attendance.

IF I USE SMARTSQUARE FOR MY SCHEDULE AND TIME OFF REQUESTS IS ANYTHING CHANGING?

No. Continue to use SmartSquare for all scheduling and time off requests.

WHAT IS UKG REPLACING?

UKG is an enhanced version of Kronos.

HOW DO I ACCESS UKG?

UKG can be accessed via a link on your desktop or mobile device. Workday will
also have a link to UKG.

IF A JOB CODE HAS BEEN INCORRECTLY MAPPED INTO A FAMILY, WHAT IS THE PROCESS TO
CHANGE?

The IT Service Desk will be able to route your ticket accordingly.

DO WE NEED TO MAKE SURE SALARIED EMPLOYEES ALSO HAVE A SCHEDULE ENTERED?

Yes.

IF A TEAM MEMBER IS IMPROPERLY CHANGED TO MY COST CENTER, WHO WILL BE ABLE TO
CHANGE THE COST CENTER?

The manager and timekeeper the employee reports to.

HOW DO I ADD AN ADDITIONAL COST CENTER TO MY SECURITY PROFILE?

Please complete the Workday Access Request form.

HOW LONG DOES DELEGATION REMAIN IN EFFECT?

When delegation is assigned, the manager can either choose a specific range of
dates or indefinitely. In either case, delegation can be revoked at any time.

HOW DO I ENTER COMPLEXITY DIFFERENTIAL IN UKG?

Complexity differential is entered with a work rule transfer, just as it was in
Kronos. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

HOW DO I ADD A SPECIALTY DIFF?

No action is required, this is automatically populated based on job and will
display in total area of timecard.

HOW DO I ENTER PRECEPTOR PAY IN UKG?

This is now a work rule transfer. Managers and timekeepers have access. The
following work rules are available:

NONEX-4-BASIC-PRECPT
NONEX-4-CHARGE PAY-PRECPT
NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-4-LATE CASE-PRECPT
NONEX-4-SUPPORT TEAM DIFF-PRECPT
NONEX-W-BASIC-PRECPT
NONEX-W-CHARGE PAY-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT
NONEX-W-SUPPORT TEAM DIFF-PRECPT

HOW DO I ENTER CHARGE PAY IN UKG?

This is now a work rule transfer. Managers and timekeepers have access. The
following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

HOW DO I ADD COMPLEXITY AND SPECIALTY DIFF AT THE SAME TIME?

No action is required to add specialty diff. This is automatically populated
based on job and will calculate on all Regular, display in total area of
timecard.

Complexity diff is added with a work rule transfer to one of the following work
rules:

NONEX-4-COMPLEXITY DIFF
NONEX-W-COMPLEXITY DIFF

HOW DO I ADD COMPLEXITY DIFFERENTIAL AND PRECEPTOR DIFFERENTIAL AT THE SAME
TIME?

Complexity Diff and Preceptor are Work Rule Transfers. Managers and timekeepers
have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

HOW DO I ADD COMPLEXITY DIFFERENTIAL AND PRECEPTOR PAY AND SPECIALTY DIFF AT THE
SAME TIME?

Complexity Differential and Preceptor are Work Rule Transfers. Managers and
timekeepers have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

No action is required to add specialty diff. This is automatically populated
based on job and will calculate on all regular, display in total area of
timecard.

HOW DO I ADD CHARGE PAY AND SPECIALTY DIFF AT THE SAME TIME?

Charge Pay is now a work rule transfer. Team members, managers and timekeepers
have access. The following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

No action is required to add specialty diff. This is automatically populated
based on job and will calculate on all regular, display in total area of
timecard.

HOW DO I ADD CHARGE PAY AND PRECEPTOR PAY AT THE SAME TIME?

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have
access. The following work rules are available:

NONEX-4-CHARGE PAY-PRECPT
NONEX-W-CHARGE PAY-PRECPT

HOW DO I ADD CHARGE PAY, AND PRECEPTOR PAY, AND SPECIALTY DIFF AT THE SAME TIME?

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have
access. The following work rules are available:

NONEX-4-CHARGE PAY-PRCPT
NONEX-W-CHARGE PAY-PRCPT

No action is required to add specialty diff. This is automatically populated
based on job and will calculate on all regular, display in total area of
timecard.

HOW CAN I FIND PAYROLL INFORMATION PRIOR TO 12/24?

Payroll information prior to 12/24 available in Lawson. Please work with a
manager or timekeeper to retrieve.

TIMEKEEPING

WHERE IS THE BUTTON FOR SPECIALTY DIFFERENTIALS ON TIME CLOCKS?

Specialty differentials now happen automatically; the work rule is no longer
needed. The calculated specialty differential will be reflected on the Totals
tab on the timecards.

ARE TIME CLOCKS OR THE PROCESS OF USING A TIME CLOCK CHANGING?

Time clocks should continue to be used and are now integrated into UKG.

IS REMOTE TIME STAMP, THE WEB-BASED METHOD TO CLOCK IN AND CLOCK OUT, STILL
GOING TO BE AVAILABLE FOR USE?

Yes, Remote Time Stamp will still be available for team members who do not have
access to a time clock.

IS TELETIME STILL AVAILABLE TO USE TO CLOCK IN AND CLOCK OUT?

No, TeleTime is no longer available. TeleTime users will transition to use
Remote Time Stamp, the web-based method to clock in and clock out.

IF I WAS A TIMEKEEPER IN KRONOS, WILL I STILL BE A TIMEKEEPER IN UKG?

Beginning December 24, leaders delegate (assign) the Timekeeper roles in UKG.
Timekeeping will not be able to be performed below the leader level until a
leader delegates the authority from within UKG.

CAN THE HELP DESK ASSIGN ME ACCESS TO BE A TIMEKEEPER?

No. Leaders are required to delegate/assign Timekeeper roles from within the UKG
app.

WHAT IF AS A MANAGER I DON’T DELEGATE OR ASSIGN THE TIMEKEEPER ROLE?

If a Timekeeper is not assigned by a leader, then the leader may have to
complete the timekeeping for team members in their reporting hierarchy.

WHAT IS THE DIFFERENCE IN ACCESS BETWEEN A TIMEKEEPER AND MANAGER?

Timekeepers can make edits and ensure that the correct time is on a team members
timecard. Managers may be a Timekeeper or they may delegate their authority to
keep time to any team member within or outside their hierarchy. Managers approve
timecards of team members within their hierarchy. Managers may delegate their
authority to approve time cards to any team members within or outside their
hierarchy reporting structure.

CAN TIMEKEEPERS APPROVE TIME EDITS THEY MAKE ON A TIMECARD?

Yes, timekeepers can perform the same functions they do today.

CAN MANAGERS APPROVE TIME, CHANGE SCHEDULES AND MAKE EDITS IN UKG?

Yes, Managers will be able to edit and approve time and schedules in UKG.

WILL TEAM MEMBERS HAVE TO CLOCK OUT FOR BREAKS, OR WILL THE SYSTEM AUTOMATICALLY
DEDUCT THE 30-MINUTE MEAL BREAK UNLESS THEY CHOOSE NOT TO WHEN CLOCKING OUT?

Currently, there is no change to the meal break policy. If a team member takes
longer than a 30-minute meal break, they should clock out and back in.

DO EXEMPT TEAM MEMBERS NEED TO CLOCK-IN?

No. There is no change to this process. Exempt team members do not clock in or
out.

WILL TEAM MEMBERS BE ABLE TO REQUEST TIME TO BE ADDED THROUGH UKG IF THEY FORGET
THEIR BADGE OR ARE DOING A VIRTUAL MEETING?

Yes.

NEW HIRES, REQUISITIONS & ONBOARDING

HOW WILL REQUIRED LEARNING BE TRACKED IN WORKDAY?

As of January 2, 2024, a new team member’s progress with Workday required
learning completion can be viewed in Workday, through a learning report or by
the individual team member.

WILL ONBOARDING SURVEYS BE AVAILABLE IN WORKDAY?

As of January 2, 2024, 30-60-90-day onboarding surveys will be accessible to new
team members via their Workday Onboarding Journey.

SUPPLY CHAIN

HOW WILL PURCHASE ORDERS BE AFFECTED?

The last day/time to submit purchase orders to vendors in Lawson is December 29,
2023, at 5:00pm ET.

HOW WILL REQUISITIONS BE AFFECTED?

The last day to submit requisitions in Lawson is December 28, 2023, while
December 29, 2023, is the last day to approve open requisitions. At that point,
requesting supplies will be restricted in Lawson. Starting January 1, 2024, you
can begin creating requisitions in Workday.

HOW WILL CONSOLIDATED SERVICE CENTER (CSC) ITEMS BE AFFECTED?

For CSC items, December 27, 2023, is the last day to submit par/department order
and inventory orders.

WILL SUPPLY CHAIN DELIVERY BE IMPACTED?

No. Your supply chain delivery will remain the same.

IS THIS REPLACING VENDORMATE OR GREEN SECURITY?

No. In the Supplier Setup process, any vendor credentialing, OIG, and onsite
management done by a third party service like Vendormate and Green Security is a
step in the process.

DOES THIS AFFECT THE VENDOR EXPERIENCE?

No.

WILL THERE BE TRAINING FOR SUPPLY CHAIN?

Yes. There will be a required CBL training for all requistioners and approvers
in SuccessFactors.

IS THERE ANY CHANGE TO SERVICE NOW TICKETS?

No.

IF THE COST CENTER IS AUTOMATICALLY DETERMINED ON A REQUISITION, WHAT HAPPENS IF
YOU ARE OVER MULTIPLE COST CENTERS?

Each requisitioner’s profile will indicate which cost centers they currently
requisition for, so when you place an order, the cost center drop down will have
all cost centers you can select from. If one is missing, you can submit an IS
request to have a cost center added to your profile.

WILL CAPITOL PURCHASE ORDERS (P.O.) STILL BE DONE IN STRATA?

Yes; it will be interfaced into Workday and will create a Workday capitol P.O.

ARE THE LAWSON ITEM MASTER ID NUMBERS STAYING THE SAME?

Yes.

HOW WILL LABS DO STANDING ORDERS?

The Purchasing Department will be available during go-live to support
specialized requisition types.

FINANCE

HOW WILL EXPENSE REPORTS BE AFFECTED?

The last day to create business expense reimbursement requests in Lawson is
December 19, 2023. The last day expense requests can be approved in Lawson is
December 20, 2023. Starting December 21, 2023, any unapproved expense reports
will be denied and be required to be re-entered in Workday by the team member
starting January 2, 2024.

HOW WILL PCARD EXPENSE REPORTS BE IMPACTED?

Team members will complete all December 2023 Pcard expense reports using the
Works system. All Pcard transactions occurring on or after January 1, 2024 will
be entered, coded and approved using Workday Pcard expense reporting.

HOW WILL CAPITAL EXPENSES AND INVOICES BE AFFECTED?

Beginning end-of-day December 29th, 2023, and through January 9th, 2024, there
will be a Blackout Period for creation of any New Projects, FRRs, and
Requisitions in Strata.

WHAT IF I HAVE AN EMERGENCY CAPITAL REQUEST DURING THE STRATA BLACKOUT PERIOD?

Emergency capital is where patient or team member safety or quality is at risk.
The Administrator On Call should be notified of the patient or team member
safety or quality issue and purchases through Lawson Requisition should be
obtained. Reconciliation of Capital will be done in arrears.

ANSWERS TO YOUR TOP QUESTIONS

We know this reflects an important change to many of your workflows. We are
committed to ensuring you have all the information you need to experience a
seamless training and transition process.

PTO

WHERE WILL I GO TO SUBMIT A TIME OFF REQUEST?

Team members (non-Smart Square users) will have the ability to request PTO, DOS
and EIB within UKG.

WHERE DO I GO TO FIND TIME OFF BALANCES?

PTO and EIB time off balances will be available in UKG. Time off accrual service
levels begin at the start of each milestone anniversary year. New team members
will not see their EIB hours until they have completed 6 months of employment.
To check your accruals: 1. Go to UKG. 2. Go to your timecard. 3. Click on
accruals at the bottom of the timecard. (Note: you must click on the actual day
to see the accrual.) 4. Look at the "Balance this Period" column, which
providers your accurate accruals.

WHY DO MY ACCRUAL BALANCES IN WORKDAY AND UKG DIFFER?

Accruals in Workday and on your payslip are the balances as of the prior pay
period end date. Whereas UKG accrues daily and will update at the end of the
current shift. Additionally, the accruals in workday are in decimal format;
while the accruals in UKG are in hour and minute (HH:MM).

HOW DO I CONVERT DECIMALS TO HH:MM?

Based on the length of service you will need to look at the Hourly Accrual rate
in the Paid Time Off policy (#4010) available on eSource. Take the Hourly
Accrual x the hours worked = Decimal daily rate. Then take the decimal daily
rate and convert into HH:MM. See chart here.

DO UKG BALANCES INCLUDE PTO ACCRUALS FROM DECEMBER 24-31, 2023?

No. You still accrued those hours, they are not listed in this section.

IF I USE SMARTSQUARE FOR MY SCHEDULE AND TIME OFF REQUESTS, IS ANYTHING
CHANGING?

No. Continue to use SmartSquare for all scheduling and time off requests.

HOW WILL PTO DONATIONS WORK IN WORKWELL?

HOW DOES PTO CASH IN 80% WORK?

WHERE CAN I SEE IF PTO CASH-IN FOR 2024 WAS ELECTED?

In UKG, click on the My Timecard tile. On the calendar, select range and enter
June 1, 2024 for the start and end date for the June PTO payout. Repeat using
November 1, 2024. If elected, the timecard will show PTO Cash In under the "Pay
Code."

HOW WILL DECADES OF SERVICE (DOS) WORK IN THE NEW SYSTEM?

TIMECARDS ARE SHOWING UNEXCUSED ABSENCES FOR CHRISTMAS AND NEW YEARS DAYS AFTER
PUTTING A PTO CODE. HOW DO I FIX?

Remove the schedule for the day.

WHAT DOES THE "PLANNED TAKINGS" COLUMN MEAN?

This includes all future-dated requests, including PTO Cash-In.

WHAT DOES THE "BALANCE THIS PERIOD" COLUMN MEAN?

This is the current balance as of today.

WHAT DOES THE "FUTURE GRANTS" COLUMN MEAN?

This column is an estimate of how much you will accrue for the year. For this to
work, you will need a schedule in UKG.

WHAT DOES THE "AVAILABLE BALANCE" COLUMN IN UKG MEAN?

It is the balance available after PTO Cash-In / approved requests.

WHAT DOES "PTO EARNED IN CALENDAR YEAR" MEAN?

These are the hours accrued since January 1, 2024. It does not include the
accrual from 12/24-23-12/31/23.

WHAT LEVELS OF LEADERSHIP REQUIRE PTO DOCUMENTATION IN UKG?

Leaders do not accrue PTO. You should record the time just as you did in Kronos.
However, all employees according to policy should attest their time.

I AM SEEING UNEXCUSED ABSENCES FOR THE HOLIDAYS.

As long as there is PTO on it, then you can ignore.

I CANNOT FIND MY TEAM’S CURRENT PTO BALANCE.

All PTO balances have been transferred to Workday. If yours or a team member’s
is not correct, then you will need to submit a Service Now ticket to inquire.

TIMEKEEPING DELEGATION & APPROVAL

WHAT IS THE DIFFERENCE IN ACCESS BETWEEN A TIMEKEEPER AND MANAGER? WHO WILL TAKE
ON THE ROLES OF TIMEKEEPING AND APPROVING TIMECARDS?

Timekeepers can make edits and ensure that the correct time is on a team members
timecard. Managers may be a Timekeeper, or they may delegate their authority to
keep time to any team member within or outside their hierarchy. Managers approve
timecards of team members within their hierarchy. A manager is defined as
someone with one or more direct reports. Managers may delegate their authority
to approve timecards to any team members within or outside their hierarchy
reporting structure.

HOW LONG DOES DELEGATION REMAIN IN EFFECT?

When delegation is assigned, the manager can either choose a specific range of
dates or indefinitely. In either case, delegation can be revoked at any time.

I CANNOT DELEGATE TIMEKEEPING OR TIME APPROVER AUTHORITY TO A TEAM MEMBER. HOW
DO I DO THAT?

In order to be delegated as a timekeeper, a team member must have previously
been a timekeeper in Kronos OR must have completed the Timekeeping Training.
Once training is complete, that team member will appear as an option to delegate
to. If a team member has completed training and you still cannot delegate to
them, please reach out to the Human Resources Service Center at 470-267-1234.

I HAVE BEEN DELEGATED TO BUT CANNOT EDIT OR APPROVE TIME.

In order to edit or approve time, you must accept the delegation and change your
view to the delegated profile to edit or approve time. Please see page 3 of the
delegation tip sheet.

CAN TIMEKEEPERS APPROVE TIME EDITS THEY MAKE ON A TIMECARD?

Yes, timekeepers can perform the same functions they do today.

CAN MANAGERS APPROVE TIME, CHANGE SCHEDULES AND MAKE EDITS IN UKG?

Yes, Managers will be able to edit and approve time and schedules in UKG.

CAN THE HELP DESK ASSIGN ME ACCESS TO BE A TIMEKEEPER?

No. Leaders are required to delegate/assign Timekeeper roles from within UKG.

WHAT IF, AS A MANAGER, I DON’T DELEGATE OR ASSIGN THE TIMEKEEPER ROLE?

If a Timekeeper is not assigned by a leader, then the leader may have to
complete the timekeeping for team members in their reporting hierarchy.

A LEADER WENT OUT ON LEAVE BEFORE DELEGATION WAS MADE. HOW CAN WE FIX?

The next up leader can delegate to someone else on behalf of a manager who
reports to them.

ARE NEW MANAGERS REQUIRED TO COMPLETE TIMEKEEPER TRAINING TO SEE THE TEAM
MEMBERS ASSIGNED TO THEM?

Yes.

WHERE DO YOU FIND THE TIMEKEEPER TRAINING?

A new UKG timekeeper training is being created in Workday. For now, the Kronos
timekeeping training will fulfill the requirement.

HOW DO WE ADD A JOB 2 JOB CODE TO TRANSFER HOURS TO PAY AT THE CORRECT RATE?

Use the labor category when you transfer the hours. See the tip sheet in the UKG
timekeeper folder in the UPerform learning library.

CLOCKING IN & CLOCKING OUT

HOW DO TEAM MEMBERS CLOCK IN AND CLOCK OUT?

Team members should continue to use the same method for clocking in or out in
UKG as they did in Kronos: time clock or remote time stamp. A reminder that
TeleTime is no longer available; those using TeleTime will now use remote time
stamp.

IS TELETIME STILL AVAILABLE TO USE TO CLOCK IN AND CLOCK OUT?

No, TeleTime is no longer available. TeleTime users will transition to use
Remote Time Stamp, the web-based method to clock in and clock out.

HOW DO YOU DELETE A DOUBLE PUNCH?

Right click on punches and select the edit feature to make adjustments.

SHOULD EXEMPT TEAM MEMBERS CLOCK IN OR OUT?

No. There is no change to this process for exempt team members. Exempt team
members do not clock in or out.

SCHEDULES

IS THERE A WAY FOR A TEAM MEMBER TO ENTER THEIR OWN WORK SCHEDULES?

No.

IS THERE A TIP SHEET FOR BUILDING A CUSTOM SCHEDULE IN UKG?

Yes. See here.

DO I NEED TO ADD A SCHEDULE FOR EXEMPT TEAM MEMBERS?

No. Exempt team members should have schedules automatically.

HOW DO YOU EDIT AN EXEMPT TEAM MEMBER'S SCHEDULE?

Right click on punches and select the edit feature to make adjustments.

I HAVE A TEAM MEMBER THAT SHOULD BE REMOVED FROM UKG? HOW CAN WE REMOVE THAT
MEMBER?

This should be done in Workday. If the team member is still in Workday and
should not be, please reach out to the HRSC.

WORK RULES