Nexus Updates: Finish Remaining Cornerstone Education by Oct. 31. Plus: A New Contest!

Updates for the Week of Oct. 20

Complete any Remaining Cornerstone Education by Friday, Oct. 31

Cornerstone will remain available until Friday, Oct. 31 for the completion of previously assigned required education and orientation e-learnings.

Any training that meets these criteria and has not been completed by Friday, Oct. 31 will be reassigned in Workday. Progress will not transfer to the new assignment, so if you have completed part of the education but not all of it, you will have to re-do the part you already completed. Please review your active transcript for to see if you have any required or orientation training. If you do, complete it by Friday, Oct. 31 to avoid repeating learning efforts.

Enter the Newest Nexus Contest!

How much do you know about Employee Center? Test your knowledge of using the articles in Employee Center to get the help you need. If you score 80% or higher on the 6-question quiz, you will be automatically entered to win a $300 prize. Three prizes will be awarded.  All prizes may be subject to taxation.  

The deadline to enter the Employee Center contest is 11:59 p.m. on Friday, Oct. 31.

Congratulations to the winners of the Employee Center Scavenger Hunt! They each will receive $500.

• Beth Altice, Patient Representative, Patient Representatives
• Sabrina Borneff, Project Specialist, Enterprise Project Management Office
• Joy Shaunessey, RN, CRMH Emergency Department

Don't forget to complete your first Workday Journey by Sunday, Nov. 9 to be entered into our final go-live contest to win one of five $200 prizes.

Updates for the Week of Oct. 13

Editing Punches in UKG Pro

On Thursday, Oct. 16, we will resume allowing employees to edit their timecards through the UKG Pro mobile or desktop application. This feature was available at go-live; however, differences in language between the desktop and mobile versions created concerns that all employees could use it to clock in on mobile devices. This feature was turned off, researched, and we are ready to resume its use.

Once the feature is turned on, it can be used to correct punches from any date in the October 5 – 18 pay period or current pay period and going forward.

Employees have multiple ways to manage their timecard: 

Employees can submit edits to their timecards through mobile or computer applications. 

• To use the desktop app, employees should do the following:
  • Open the timecard in the current pay period. (Changes to the previous pay period cannot be completed through this process)
  • (They cannot make changes to past pay periods).
  • Right click on the time or date that needs to be edited.
  • Type the time into the cell using am/pm or military time.
  • Before saving your changes, right click on the entered time, select comment and add a note.   Like the exception sheets.
  • Select the update button.
  • Select apply.
  • The manager/editor will see a punch submission from the employee on the timecard for approval. The View Pending notification in the employee timecard becomes visible.
• To use the mobile app, employees should do the following:
  • Open the My Timecard tile in the current pay period. (Changes to the previous pay period cannot be completed through this process)
  • The employee will see the My Timecard tile on the screen.
  • Select the arrow at the top right.
  • Select the day.
  • Select Add Punch.
  • Select Apply.
  • Select Save.
  • The manager/editor will see a punch submission from the employee on the timecard for approval. The View Pending notification in the employee timecard becomes visible.

Managers will receive a notification if they have direct reports on the notification tile or notification bell.  The editor can view information for missed punches on the UKG Links tile under Exception Summary.  The editor will then need to open the employee timecard to see if they have made submission to approve. 

Employees who have approved mobile punch access will continue to use the Punch Tile on their device to record punches. Managers will not receive approval notifications as this is an accepted workflow for employees with mobile punch access. Employees with mobile punch access can follow the above instructions for editing a punch which would go to the manager for approval. 

Tips to Avoid Mistakes When Ordering

We’ve noticed several common errors that can delay your order, cause challenges with inventory at the warehouse and increase Carilion’s costs. Here are some tips to help:

• When choosing an item from the catalog, select one that says Stocked: WHSE unless you can’t find one that meets your needs. Choosing items from the warehouse benefits you by avoiding delays in shipping and receiving and can reduce excess costs to Carilion.
• Confirm the quantity when ordering. Pay attention to the quantity to confirm whether the one that you are requesting is one each, one package or one case. When you click on the item to see additional details, some items display helpful ordering information. For example, the pricing is per sleeve, and one sleeve is shipped in a case of 10 sleeves, so if you want a case, you would enter 10 to get a case of 10 sleeves.
• Click the Edit Details button to confirm all the information—including delivery location—is correct.
• Type My Requisitions in the Search bar to view requisitions you’ve drafted or submitted.

Donating to the Carilion Cares, I Care Campaign in Workday

This year, you will use Workday if you want to make a payroll deduction gift to the employee giving campaign. Here are directions to do that:

• Log in to Workday.
• Go to Menu in upper left corner.
• Under the Personal category, select Benefits and Pay.
• Expand the left menu, select Pay and then Voluntary Deductions in the dropdown menu.
• On the Voluntary Deductions page, click on the Add button.
• A pop-up box will appear and list your name as the employee.
• Clicking in the Deduction box will give you two choices; select Carilion Cares and click ok.

Then, you will make the following selections:

• The Purpose box allows you to select which fund you would like to support.
• Frequency allows you to make a one-time gift or a gift each pay period.
  • If you select One-time, you will enter the date of the deduction in the box below.
  • If you select Ongoing, you will enter the start date and end date of your deductions.
• The Date box allows you to select the date you want to start your deduction
  • Select 1/16/26 to begin having your donation taken out of your paycheck.
  • If you wish to enter an end date for the end of the year, enter 12/13/26 for the last pay period of 2026.
  • If you do not enter an end date, your deductions will continue until you manually end them.
• The Type selection will automatically set to Amount.
• In the Value box type in the dollar amount you would like to donate each pay period.
• When you have finished filling out the deduction, click on the OK button.

That’s it! You have successfully completed your payroll deduction for the Employee Giving Campaign! Thank you for your support!

NOTE: If your gift or pledge is at least $52, we will contact you to obtain your shirt size!

Policies Will Remain in PageCenterX.

PageCenterX remains our repository for non-clinical policies. There are no current plans to move them to Employee Center or elsewhere. There are also clinical policies in PageCenterX; however, many of these policies have been retired since Elsevier Clinical Skills met the need as a resource for clinical skills.

New Hires for Oct. 20 are in Workday

The new hires with a Monday, Oct. 20 start date have been processed in Workday. AD accounts have been created, and they are flowing to Employee Center drop-down lists so that you can submit access requests. 

Response Times for Employee Center Tickets

Our HR, Payroll, Finance and Supply Chain teams continue to work through tickets, prioritizing those that impact the largest number of people or have a significant impact on operations. We are also entering catch-up transactions from the data freezes that were in place before go-live. We appreciate your continued patience when response times are longer than you expected. Be assured that we are working through requests in the queue and have not forgotten about you. 

To help you find answers more quickly, check out the UKG Pro job aids and topic-based FAQs on the Nexus Hub. You may be able to resolve your questions right away by checking there first. 

Support Resources

We have a number of resources available to help you.

Job aids: Workday job aids are located in Employee Center. To access them, log in to Employee Center. Then, use the search or look for information under the Learn to Use Your Technology header in the top menu bar. UKG Pro job aids are in the process of moving to Employee Center; they are still available on the Nexus hub for now. You can also use the search bar to search for Workday or UKG.

Employee Center and the Nexus Hub: Use the search function in Employee Center to find answers to your questions. You can also find answers to many frequently asked questions on the Nexus hub. We are retiring the Ask a Question About Nexus form on the Nexus hub now that the expanded Employee Center is live.

Additional UKG Pro Guidance: We have created some guidance for UKG Pro based on the topics that were most frequently addressed during virtual office hours. Read the updates on the Nexus hub or download and print a PDF version.

A Note About Comments in Employee Center Articles: We appreciate the positive and constructive feedback about the articles in Employee Center. When leaving a comment in Employee Center, please focus on the knowledge article, job aid or FAQ. If you have questions or need assistance, please use the resources listed above. We are not able to monitor and provide timely feedback through the comments field in articles.

Key Updates for Leaders 

Accounts Payable Issue: Info for Cost Center Managers

Cost center managers: We have identified an issue that may occur when you are reviewing invoices. In some cases when you don't believe you should approve an invoice, the Send Back option is not visible.

A fix is underway. In the meantime, submit a ticket through Employee Center.

1. Click Workday on the top menu bar.
2. Select Finance.
3. Click FIN – Accounts Payable Requests.
4. Under What Would You Like to Request? choose AP Questions.
5. Include the reason that you don’t believe you should approve the invoice in the comments.

Workday Tip for Managers: End Job vs Separate Employee

If you employ someone in a secondary job, or any job that is not their primary, and they are ending employment with you, use End Job in Workday. Do not use Separate Employee for people who have a secondary job.  You can see on their profile when they have multiple jobs. See the End Additional Job for Managers job aid in Employee Center for more information.

Paycheck Information

The Friday, Oct. 10 paycheck is the first one processed using UKG Pro and Workday. We know you have questions! We have included some answers here and will continue to update this page as new questions arise. 

If there are discrepancies in your check that aren't addressed here, please submit a ticket with the HR Service Center. 

If you did not receive a paycheck at all, call the Technology Service Center at 540-224-1599 (71599). Our help desk teams are staffed up and prepared to help you.

How do I view my payslip?

Your payslip will be available in Workday. Simply click the My Payslips button at the top of the Workday homepage to view your details.

How do I view my previous paychecks?

If you need to view prior paychecks, you can still access them via Inside Carilion by choosing My Total Access (View Only) from the Tools menu. You will need to be on the Carilion network or go through Carilion Apps and log in with your AD username and password.

Who do I contact if something is wrong with my paycheck?

If there are discrepancies with your paycheck that aren't addressed on this page, submit a ticket in Employee Center using the Inquire About a Payroll Discrepancy form. If you don’t receive a paycheck, contact the help desk at 540-224-1599. We have extra staff working and are prepared to help you.

My paycheck is a few dollars different than previous checks. Is my check correct?

Yes. Rest assured, your check is correct. The difference is due to rounding: Lawson calculated dollars out to four decimals, while Workday carries dollars to two decimal places. Rounding may also cause slight differences in your benefits deductions.

My paycheck is more than a few dollars different than previous checks. Why?

If you updated your W-4 form in Workday as part of the Nexus Go-live Journey, the amount taken out for taxes could have changed. The W-4 form tells your employer how much federal income tax to take out of your paycheck. The IRS redesigned the form in 2020. It no longer uses allowances and instead asks for more specific income and deduction info. 

If you hadn’t updated your W-4 since 2020, making a change now may match your current tax situation more closely. That can mean more tax taken out of each paycheck, which means less take-home pay—but it also helps you avoid a surprise tax bill later. If you have questions about your withholding, consult your tax preparation professional or CPA.

You can request to go back to your previous W-4 withholding by selecting Inquire About a Payroll Discrepancy in Employee Center.

My voluntary contributions to my retirement savings plan aren’t showing in my account. Do I need to do something?

No, the integration between Principal and Workday doesn’t run on the same schedule as it did with Lawson. Your contributions will now be visible in your Principal account on the Wednesday following a payday. For the Oct. 10 paycheck, your contribution will be visible on Thursday, Oct. 17 because of the bank holiday on Monday, Oct. 13. We are investigating whether we can move this closer to payday in the future.

My Dependent Care FSA account balance doesn’t look right. Do I need to alert someone?

No, we are aware of the situation. Your employee contribution was made to your FSA account. The $10 Carilion contribution may be delayed but should be reflected in your account in the next few business days.

Accessing Your Previous Paychecks and W-2s In Workday

After logging in to Workday:

• From the top left main menu, select Benefits and Pay (located under the Personal header).
• Then, select the arrow at the top left to expand the Benefits and Pay menu.
• Under Suggested Links, select W-2 History to see W-2s from 2024 and earlier.
• Or, select Lawson Infor MTA to log in to the old My Total Access site to view your old paychecks. You need to be on the Carilion network or Apps portal to view My Total Access. After logging in to My Total Access, select Bookmarks at the top left, then Employee Self-Service, then View My Check.

Payroll Monday Information

Payroll Monday Job Aids

As you review timecards, note that the “Sign Off” button is now “Approve.”

There are two new job adds to assist you.

• How to Approve Time Off Via Dataview
• How to Approve Timecards

If you have a question about processing payroll, visit UKG Pro Office Hours: Preparing for Payroll Sign-off from 8 a.m. – 2 p.m.

Other resources are available at UKG Pro Updates | Inside Carilion.

PTO Sign-off Information

As a reminder for the payroll sign off on Monday, please refer to the Paid Time Off / Extended Illness Bank Policy in PageCenterX. This is to ensure that employees’ normally scheduled hours per work week in UKG are accurate, as represented by the FTE documented in Workday. The policy outlines the parameters for the usage of PTO/EIB and Low Work Volume, if applicable. 

General Pay and Timekeeping Tips

Expense Report FAQ Added

We know you have questions! We have an FAQ for you. 

Clocking In and Out with UKG Pro

• You will need your badge to use a time clock. You can’t enter a badge number. Press the button on the screen first, then swipe your badge.
• The desktop icon will remain the same, but it will open UKG Pro on Sept. 21 and afterward.
• You may begin using the UKG Pro mobile app after go-live. Your clock-in options for mobile will not change. If you could not clock-in using mobile prior to Sept. 21, you won’t be able to use it after go-live.

How to Get Started in the New Systems

Getting Started in Workday

Use the desktop icon to log on to Workday with single sign-on. If the desktop icon isn’t showing up yet on your computer, you can also access Workday from the Inside Carilion homepage Tools menu or from within Employee Center.

By noon today, your first Workday Journey should be available within Workday: Workday and Employee Center Go-Live Journey. Complete this journey, which will help you learn how to use Workday. During the journey you will verify that your W-4 and direct deposit information are correct. Also, please confirm electronic delivery of your W-2 unless you prefer to receive your W-2 in the mail.

Workday Info for Physicians and APPs

We have created a 1-page (front and back) summary of the changes for clinicians coming as a result of Workday.

Resolution for Workday Mobile/Imprivata Issue

If you are unable to complete the installation of the Workday (or Now Mobile or UKG) app on a mobile device due to an Imprivata issue, try the following.

1. The app requests Imprivata notification. Once you approve it on Imprivata, do not close the Imprivata app. Instead swipe up and go back to the Workday app.
2. Try restarting the phone and following the above step.
3. If steps 1 and 2 don’t work, Reinstall the app through app catalog and try again.

If you are still having difficulty, charge your phone and try again.

Getting Started in Employee Center

Use the desktop icon to log on to Employee Center with single sign-on. Employee Center now includes information about Human Resources, Finance and Supply Chain topics in addition to TSG. After signing in, you can use the search bar at the top of the page to ask a question or find more information about a topic.

Policy Updates

Be sure to review all of the policies that have changed. These include:

• Attendance effective Sunday, Sept. 21
• Timekeeping effective Sunday, Sept. 21
• Separation of Employment effective Wednesday, Oct. 1
• Approval Authority effective Wednesday, Oct. 1
• Business Expense effective Wednesday, Oct. 1
• Miscellaneous Payment effective Wednesday, Oct. 1
• Procurement effective Wednesday, Oct. 1

Flu Shot Documentation

Documenting Flu Shots in Workday

If you receive a vaccine outside of Employee Health or a Carilion retail pharmacy, upload your individual off-site documentation in Workday. Do not send your flu documents to the HR Service Center or Employee Health this year.

• Workday is the only place your documentation will be accepted. Documents must be uploaded individually—you cannot submit documentation for anyone other than yourself.
• The flu survey in our annual required in-services is not considered documentation for getting the flu shot. 

How to Enter Flu Documentation in Workday

• After logging in to Workday, click the person icon at the top right corner, then select View Profile.
• On your profile page, select Personal from the left menu.
• Select Vaccinations in the top menu bar.
• Select Add.
• Fill in the form.
• Attach your documentation.
• Submit the form.

General information about the flu vaccine is available on Inside Carilion.

Questions?

The Nexus hub is the single source of truth for all things Nexus.