HRIS Data Integrity

 
 
HRIS Data Integrity
 
Tools agencies can use to audit
and ensure accuracy in
Worker Data and Pay Impacting
 Business Processes
 
The Data Integrity Team
 
Libbie Saunders
 
Ryan Englund
What do we do?
 
Workday
Payroll
Enter business
processes and
information
Accurate worker pay
+
Feed to additional systems
& integrations
 
Data Points
Worker Data
 
Name
Address
Email
DOB
SSN
PERS Status Check
ACA Eligibility for Temps
I9 Process, corrections if needed
Working Remotely
 
Worker Data Entry –
Offer process
 
Using the offer process ensure the
data comes from the worker
directly giving a much less chance
for errors.
1
st
 round for SSN entry by the
worker is during the offer process,
the I9 is the 2
nd
 defense against
inaccuracy.
 
Adding Worker
Data - Manually
 
Worker Data
 
Name
Address
Email
DOB
SSN
PERS Status Check
ACA Eligibility for Temps
I9 Process, corrections if needed
Working Remotely
 
PERS Status
Checks
I9 Process and
SSN Entry + Changes
 
Worker I9 – Onboarding
Worker completes section 1 on 1
st
 day of
employment, but no later than the 3
rd
 day of
employment.
HR completes section 2 by 
physically or
virtually reviewing documents as acceptable
Verify SSN match with I9 and SSN provided
by worker
 
SSN Correction @ I9  (or anywhere when
discovered)
Update SSN at correct payroll cycle junction
(not between run 1 and run 2)
Final approval by system admins
If SSN is found to be incorrect, PERS status
check needs to be completed again.
 
Worker
Reports
Human
Resources
Reports
 
Worker Reports > Home Contact
Worker Reports > Work Address
Worker Reports > Workers without email
addresses
HCM | Date of Birth Change Report
PAY |  Social Security Number Change Report
HCM | Home Address Changes by Date Range
HCM | Working Remotely | Awaiting Action
HCM | Working Remotely | Completed Requests
HCM | Current Worker Detail Report
HCM | Current Worker Detail Report
 
 
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Explore the tools and practices used by agencies to audit and maintain accuracy in worker data and payroll processes. The Data Integrity Team troubleshoots errors, ensures proper entry in systems, educates on correct procedures, and collaborates across divisions to uphold data integrity. Key aspects include entry processes, worker data management, and ensuring accurate payroll information flow.


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  1. HRIS Data Integrity Tools agencies can use to audit and ensure accuracy in Worker Data and Pay Impacting Business Processes

  2. The Data Integrity Team Libbie Saunders Ryan Englund

  3. We troubleshoot errors in Workday and OSPS (Payroll) We ensure proper entry into Workday We help information in Workday flow to Payroll We assist in large scale changes such as COLA administration, bargained changes, and allowance updates We help educate Agencies on the correct business process for making changes, and corrections. We work with multiple divisions on data integrity such as PERS, Payroll, Budget, and Position management.

  4. What do we do? Workday Enter business processes and information Payroll Accurate worker pay + Feed to additional systems & integrations

  5. Worker Data Position & Benefit Data Compensation Data Data Points Future Dated items Service Related Data

  6. Name Address Email DOB SSN PERS Status Check ACA Eligibility for Temps I9 Process, corrections if needed Working Remotely Worker Data

  7. Worker Data Entry Offer process Using the offer process ensure the data comes from the worker directly giving a much less chance for errors. 1st round for SSN entry by the worker is during the offer process, the I9 is the 2nd defense against inaccuracy.

  8. Adding Worker Data - Manually

  9. Name Address Email DOB SSN PERS Status Check ACA Eligibility for Temps I9 Process, corrections if needed Working Remotely Worker Data

  10. Need SSN prior to hire to complete the check PERS Status Checks When using the offer process, SSN is provided and available for a status check Work with Payroll to ensure only one Status check is requested by Agency. Establish process for either Payroll or HR to obtain and share information.

  11. Worker I9 Onboarding Worker completes section 1 on 1st day of employment, but no later than the 3rd day of employment. HR completes section 2 by physically or virtually reviewing documents as acceptable Verify SSN match with I9 and SSN provided by worker I9 Process and SSN Entry + Changes SSN Correction @ I9 (or anywhere when discovered) Update SSN at correct payroll cycle junction (not between run 1 and run 2) Final approval by system admins If SSN is found to be incorrect, PERS status check needs to be completed again.

  12. Worker Reports > Home Contact Worker Reports > Work Address Worker Reports > Workers without email addresses HCM | Date of Birth Change Report PAY | Social Security Number Change Report HCM | Home Address Changes by Date Range HCM | Working Remotely | Awaiting Action HCM | Working Remotely | Completed Requests HCM | Current Worker Detail Report Worker Reports Human Resources Reports HCM | Current Worker Detail Report

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