Carnegie Mellon University

CMU-Africa: Payroll Project and Workday Implementation

 

In partnership with the Office of Human Resources and the College of Engineering, CMU-Africa will implement a new, streamlined payroll system for all employees in Rwanda. 

This new system will launch in the Summer of 2023. In addition to implementing a new payroll system, we will utilize Workday more effectively as a repository for additional employee life cycle actions.

Our teams will use a phased approach as these changes take effect. The anticipated changes in each phase are as follows.

The official launch date is June 30, 2023, when employees' payslips will be available in Workday.

Phases

Active

Phase 3: Payslips (Final Phase)

June 2023

During this last phase of the project, the payroll vendor will transition to Safeguard and Payslips will be available in Workday.

Completed

Phase 1: Payment Elections and Demographics

January 2023

    • New Hire onboarding activities transitioned to Workday.
    • Current employees updated/validated current banking and demographic information in Workday.
    • Hire and Change Job activities transitioned to Workday.

Phase 2: Leaves

May 2023

  • All leaves (including Annual Leave) and associated approval processes transitioned to Workday.

Phase 3: Payslips (Final Phase)

First Action Date:  June 30, 2023

As we wrap up the last phase of the project, the CMU-Africa payroll vendor will transition to Safeguard. With the transition, Payslips will now be accessible in Workday beginning June 30.

A penny test is planned to ensure employees' bank account information is correct and their direct deposits are working as expected.

Watch for email communication regarding the penny test in preparation for these events. A Workday system guide will be available.

What You Need To Do

Watch for email communication on the penny test

Stay tuned for an email with instructions on verifying your bank account information with a small deposit.

Check Out The QUICK Guide


 

 

CMU-Africa Staff Handbook Updates

The CMU-Africa Staff Handbook was recently updated and published on May 1, 2023. Some key highlights from the updated CMU-Africa Staff Handbook include:

  • Work Week: Reflected change to a 37.5-hour work week
  • Benefits and Retirement: Included reference to CMU-Africa benefit programs, including health and welfare, and clarified available retirement savings plan options for CMU-Africa employees.
  • Time Off Benefits: Included reference to time off and leave benefits available to CMU-Africa employees and the associated eligibility requirements.
  • Sick Leave Benefits: Aligned short-term and long-term sick leave benefits with Rwandan law.
  • Parental Leave: Added reference to the university’s staff parental leave benefits program that parents, excluding birth parents who are eligible for Rwandan maternity leave benefits, are eligible for up to two weeks of paid parental leave to bond with a newborn, newly adopted or newly fostered child, or child for whom legal guardianship has been appointed. The Staff Parental Leave Program runs concurrently with any applicable Rwandan circumstantial leave entitlements.
These are just some highlights from the updated CMU-Africa Staff Handbook [pdf]—be sure to review the handbook in-depth for all the details!

Communication Repository

All communications distributed via HR Communications to CMU-Africa are available for quick access.

Send Date Audience Communication
May 18, 2023 All Employees Participation Required: Upcoming Payroll Test [pdf]
May 2, 2023 All Employees Time-Off Requests Live in Workday [pdf]
April 24, 2023 All Employees Action Requested: Prepare for Upcoming HR Process Changes [pdf]
March 20, 2023 All Employees Upcoming Changes to HR Processes: CMU-Africa Payroll Project Phase 2 [pdf]
Dec. 15, 2022 All Employees Important: Sign up for training and review required actions! [pdf]
Dec. 1, 2022 All Employees Upcoming Changes to HR Processes in CMU-Africa [pdf]