Correctly compensating employees as soon as possible remains a priority of Mayor Scott and the Departments of

Finance and Human Resources. Staff of both agencies continue to work around the clock to correct any outstanding
pay and programmatic issues related to the City’s Workday Implementation. We have identified several general issues
that impact employees’ pay and are in the process of resolving these issues – more than 50% of issues appear to be
caused by some form of user error. These issues are being triaged and resolved as they are identified. We are also
working with our labor stakeholders to identify and resolve any outstanding issues that have been brought to their
attention.

General issues (impacting multiple agencies):

1. Employee time, overtime, and time off were not accurately submitted and approved prior to payroll
submission
• This resulted in employees being paid incorrectly because Central Payroll had to make
assumptions based on time that had been entered and then mass submit and mass approve for
payroll processing.
• Improving actions:
▪ Agency Timekeepers have been provided audit reports to review time accuracy.
▪ Central Payroll has distributed an Agency workbook with a detailed checklist of activities
to conduct to ensure accuracy of schedules and time entry.
▪ Central Payroll will be holding bi-weekly Agency meetings to review processes and
address questions.
▪ Additional job aids and training for managers and timekeepers for adjusting prior time
sheets, and resubmitting and re-approving time.
▪ As the Employee, Manager, and Timekeepers become more compliant there will be
significantly less issues. Moreover as end user proficiency increases, less time will be
needed to research and troubleshoot issues and “catch-up” the employee’s pay.
▪ As a result of these measures, the number of required off-cycle checks has been reducing
every pay period.

2. Employee schedules were not accurately assigned

• This resulted in the employee’s regular time and OT hours not being accurately calculated and the
employee being under paid for regular hours.
• Improving actions:
▪ Agency Timekeepers have been provided audit reports to review time accuracy.
▪ The Departments of Finance and Human Resources conducted four Agency overview
sessions to review the importance of schedules and how to review the schedule.
▪ As timekeepers become more proficient with schedule assignments there will be less
issues.

3. Agency requests for pay corrections have had some inaccuracies which would result in additional
under or overpayments to the employee.
• Improving actions:
▪ Agency workbook has a detailed “check-request” form that will ensure Agency review of
employee’s pay and identification of true pay due to the employee.
▪ Bi-weekly meetings with Agency and Central Payroll Partners to review off cycle check
requests for accuracy and payment.

4. Employee and/or Agency’s understanding of the pay and paycheck is resulting in them thinking an
employee was not paid accurately when they were actually paid accurately
• Improving actions:
▪ Enhancements on the employee’s paycheck making it easier to read including but not
limited to:
• Decimal point alignment.
• Longevity pay rate AND amount.
▪ Detailed communication on how to read the Workday paycheck.
▪ Reports for the Agency to review the employee’s pay by earning and not just the summary
gross and net level.
 5. Checks that were mailed to the employees have not been received based on significant delays by
the US Post Office. Employee did not receive the check for up to two weeks resulting in them
believing they were not paid.
• Improving actions:
▪ Finance Treasury will be running a match on the 1/8 and 1/15 check to determine how
many have been cashed.
▪ The Department of Finance is considering having the Agency pick up all payroll checks
and distribute to ensure quicker deliver to the employee.

6. Direct Deposit Accounts not accurately updated resulted in employee’s paycheck being rejected by
the bank
▪ Central Payroll will audit bank rejects and work with the employee to get a new
check. This is approximately a 10 day turn around due to Baltimore City policy and the
bank response.
7. Employee’s compensation record (hourly or salary rates) had been inaccurately updated resulting in
employees being under and over paid
a. Improving actions:
▪ Additional training for Agency HR and timekeepers.

We remain committed to providing a transparent and auditable Finance and Human Capital Enterprise Resource
System that accurately and timely compensates employees of the City of Baltimore. Employees with any outstanding
issues are invited to submit those to Workday@BaltimoreCity.gov

Henry Raymond, Quinton Herbert,

Director of Finance Director of Human Resources