New process for reporting volunteer hours coming 7/1

Effective July 1, 2026, a new procedure for reporting volunteer hours will be implemented via Workday.

Previously, volunteer reports were sent to Human Resource Services each month, then forwarded to Payroll Services for manual processing. These completed forms received would sometimes provide incorrect worktags, be missing necessary information, or grants used would no longer active. Departments also would not know the amount to be charged until quarterly processing was completed by Payroll Services.

To assist departments, Payroll Services has created a fillable worksheet that calculates the Medical Aid amount due for volunteer hours based on the hourly rate determined by WA State Department of Labor & Industries. This new worksheet replaces all older versions of the monthly volunteer report form and will be available directly through Payroll Services.

During the Create Journals process, departments should now attach the completed volunteer reports for proper documentation. This allows the associated expenses to be accounted for at the time volunteer hours occur, mitigating the issue of grants or programs becoming inactive in Workday before volunteer reports can be processed. These journals will credit the calculated amount due to PG00024748, a holding account for Medical Aid Volunteer Contributions.

After journals are created and the necessary approvals for expenses are obtained in Workday, the volunteer reports will then be routed to HRS Medical Leave and Accommodation for their records. When the quarterly payments are due to WA State Dept. of L&I, Payroll Services will be able to pull the funds from PG00024748 for processing.

Beginning 07/01/2026, any hours volunteered for a department must be processed using the new calculation worksheet and submitted via Workday.

If there are questions about this new process, please contact Payroll Services via email at payroll@wsu.edu for help.

A reference guide for the new procedure will also be provided ahead of the go-live date of 07/01/2026.