Use these frequently asked questions if you enter/maintain contracts on XCO1 to help you navigate the HR Workday implementation and the impact to the Colleague Payment Contract process.
TABLE OF CONTENTS
- Where can I find documentation for the contract process?
- Where can I see the payroll deadlines?
- Why can't I change/modify the pre-loaded $$ amount for a teaching contract?
- Why can't I change/modify the ACA hours for a teaching contract?
- Why can't I enter multiple cost centers?
- What do I do when I am creating a contract, and a cost center (formerly budget code) isn’t in the list of available codes?
- How do I back-pay for money owed?
- What does lockdown mean on the XCO1 contract screen?
- During lockdown, can I enter new contracts?
- Why can't I see payments that are in review and future payments for employees?
- How do I find out who approves my contracts?
- How will I know if a contract has been approved or not?
- I have one or more contracts with a cost center that doesn’t have an Authorized Signer identified. What is going to happen?
- How does an Authorized Signer know that they have contracts to approve?
- How do I contact an Authorized Signer if I have contracts that need to be approved?
- What will trigger the need for a contract to be re-approved?
- How do I know if my contracts got paid?
- One of my contracts didn’t get paid for the current/most recent pay period. What do I do?
- How do I create a contract for a former employee?
- What is ‘Urgency’ mode?
- Why can’t I batch Teaching or Other contracts for employees on XCBM?
- How can I see active contracts?
Why can't I see payments that are in review and future payments for employees?
For employees, the payment detail screen will only show payments that have been made. Individual payment records are no longer generated out of Colleague. They are now generated in Workday based on the contract total amount and the start and end date. Only Payments that have been paid are sent back to Colleague.
For non-employees Other (1099) contracts will still generate payments in Colleague so you will be able to see payments that have been paid, payments that are being reviewed, and future payments.
One of my contracts didn’t get paid for the current/most recent pay period. What do I do?
- Check the Contract’s Status on XCO1 in the last field on the 2nd line.
- If the status is ‘Waiting for Approval’ or ‘Needs to be Re-Approved’ it means that the Contract wasn’t approved in time for that pay period. Contracts will not be sent to Workday until the Contract has been approved. You will need to contact the Authorized Signer to find out why the Contract wasn’t approved and make sure they approve it before the next Pay Period.
- If the Approval Status is ‘Approved’ or ‘Pre-Approved’, then you will need to contact the Payroll Department at email@example.com so they can investigate to see why the contract was not paid.
- Check the Contract Start and End Dates and cross-reference against the pay periods on XPP3 to make sure the current pay period falls within those dates.
How do I create a contract for a former employee?
You cannot pay a terminated employee through this process and will need to contact payroll at firstname.lastname@example.org. They will have to manually enter the payment in both Workday AND create the contract in Colleague through a manual process using the XMCP – Manual Contract Payment Screen. It is your responsibility to coordinate with payroll to make sure this happens.
Why can’t I batch Teaching or Other contracts for employees on XCBM?
Individual payment records are no longer generated out of Colleague, they are generated in Workday, therefore XCBC is no longer being used for employees.
XCBC and XCBM will only be used for 1099 non-employee contracts.
How can I see active contracts?
Use the XCDI Active Contracts screen to see active contracts by pay cycle, contract type, cost center and/or user. Batch reports are no longer used to process payments for employee contracts so this screen allows you to report on the active contracts in the system.
Was this article helpful?
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
We appreciate your effort and will try to fix the article