Job Aids
| Area | Job Aid Summary |
|---|---|
| Workday Fundamentals | Access the Workday Mobile App for Android The process for an Employee to install Workday’s mobile app on an Android mobile device and provides a brief navigation overview |
| Workday Fundamentals | Access the Workday Mobile App for iPhone The process for an Employee to install Workday’s mobile app on an iOS mobile device and provides a brief navigation overview |
| Benefits | Add a Graduate Fellow This job aid outlines the activities for the Benefits Partner or Retiree Partner to add a Graduate Fellow in Workday, as well as the tasks the Graduate Fellow will need to complete such as editing personal and contact information and Government IDs. |
| Benefits | Add a Surviving Dependent This job aid outlines the activities for a Benefits Partner to add a Surviving Dependent in Workday using the Hire and Onboarding business processes. |
| Staffing | Add Additional Job This job aid outlines the process for an HR Contact, HR Partner, Manager or someone in the Management Chain to initiate the process to add an additional job for an Employee in Workday. |
| Talent | Add Awards and Activities This job aid outlines the process for an Employee to add achievements to their Worker profile. |
| Talent | Add Awards and Activities for Your Employee This job aid outlines the process for a Manager or Talent Partner to add achievements to the Worker profile for an Employee they manage or support. |
| Benefits | Add Coverage to Your Dependent This job aid outlines the process for an Employee to add or edit Dependents and add or remove those Dependents from benefits coverages in Workday. |
| Recruiting | Add Payroll Input by Worker This job aid outlines the various processes for a Payroll Partner to make a payroll input for an existing on-cycle payroll for a Worker. |
| Talent | Add Emeritus Status This job aid outlines the activities for a Talent Partner or Talent Analyst to add Emeritus Status for an individual using the Add Award and Activity process. |
| Staffing | Add Retiree Status (Termination) This job aid describes how to Add Retiree Status to an Employee after the Termination business process has been initiated and how to initiate a Change Benefits Event when the termination reason is Retirement. |
| Staffing | Additional Manager Evaluates Employee This job aid outlines the activities for an Additional Manager to participate in the annual performance evaluation of an Employee. |
| Staffing | Additional Reviewer Evaluates Employee This job aid outlines the activities for an Additional Reviewer to participate in the annual performance review of an Employee. |
| Payroll | Adjust Pay Calculation The process for a Payroll Partner to adjust calculated time for an hourly employee. This process overrides the hours or calculation tags that were entered by the Employee or generated by calculations within Workday |
| Time Tracking | Approve Time This job aid outlines the activities for a Manager to approve hours submitted on a timesheet by an Employee they supervise. |
| Payroll | Assign Costing Allocations This job aid outlines the process for a Payroll Partner, HR Contact, HR Partner or Manager to edit existing costing allocations for a position and/or Worker as a stand-alone process. |
| Payroll | Assign Pay Group This job aid details the process for a Payroll Partner or Payroll Administrator to assign a pay group to an Employee in Workday. |
| Time Tracking | Assign Work Schedule This job aid outlines the activities for a Manager or Timekeeper to assign a work schedule to an Employee they support. Details are also provided on how to create a work schedule if the available options do not meet the current needs of the Employee. |
| Workday Fundamentals | View Business Process History This job aid outlines the process used to view the history of a business process, including the business process status. There are multiple ways to view the history of a business process. This guide will cover two methods: via the Inbox Archives and via an Employee’s Worker History. |
| Workday Fundamentals | Business Process View Only This job aid can be used by workers who have the Business Process View Only security role to search for and review the business process definitions located in Workday. |
| Benefits | Change Benefits (Beneficiary Change Only) This job aid outlines the process for an Employee to add or edit a Beneficiary and make changes to coverage eligible for change outside of a qualifying life event or Open Enrollment. |
| Benefits | Change Benefits (Life Event) This job aid outlines the activities for an Employee to change benefits for a life event such as marriage, a birth or adoption, divorce, tobacco usage, etc. |
| Benefits | Change Benefits (TDA Plan Change) This job aid outlines the activities for an Employee to set up a Tax Deferred Account (TDA) Plan in Workday. |
| Staffing | Change Job This job aid outlines the activities for an HR Partner, HR Contact or Manager to complete a Change Job business process and the related transactions. Related transactions may include, promotions, transfers, reclassifications, changes in hours or work periods, and changing location. |
| Staffing | Change Job (Graduate Fellow) This job aid outlines the activities necessary to set up the appropriate custom ID and initiate the Change Job business process for a Graduate Fellow who has been hired into a non-benefits eligible position. |
| Staffing | Change My Work Space This job aid describes the task for an Employee to assign the Work Space (physical facility and office) where the job duties are performed. |
| Payroll | Change No Retro Prior to Date This job aid outlines the process for a Payroll Partner to change a Worker’s No Retro Prior to Date. |
| Staffing | Change Organization Assignments (Staffing Event) This job aid outlines the process for an HR Partner, HR Contact, or Manager to assign or change the Company and TAMUS System Member Part during staffing events or as a standalone process if the defaulted information is incorrect. |
| Workday Fundamentals | Change Photo for Your Employee This job aid outlines the process for an HR Partner or Manager to change their Employee’s or Contingent Worker’s photo in Workday. |
| Staffing | Change Title for Emeritus Status This job aid outlines the process for an HR Partner, HR Contact, Faculty Partner or Manager to update an individual’s Business Title for Emeritus Status. |
| Staffing | Change Work Space (Managers, HR Contacts or HR Partners) This job aid describes the task for Managers, HR Contacts or HR Partners to assign the Work Space (physical facility and office) where a Worker primarily performs job duties. |
| Workday Fundamentals | Change Your Photo This job aid outlines the process for an Employee or Contingent Worker to change their photo in Workday. |
| Time Tracking | Check In Check Out This job aid outlines the process for an Employee to enter time in Workday using Check In and Check Out. |
| Recruiting | Close Evergreen Requisition This job aid outlines the process for a Recruiting Partner, Recruiting Coordinator, or Manager to close an evergreen requisition. |
| Recruiting | Close Job Requisition This job aid details the process for a Recruiting Partner, Recruiting Coordinator or Manager to close a job requisition. |
| Staffing | Close Position This job aid outlines the process for an HR Partner, Manager or Department Head to close a position that is no longer needed, can be eliminated due to reorganization, or for which funding has ended. There is also the option to close a position after a termination, the end of an additional job, or when an Employee transfers to a new position. |
| Performance and Goals | Complete Annual Goal Setting This job aid outlines the activities for an Employee and Manager to set goals for the Employee for the upcoming performance review period. |
| Staffing | Complete Form I-9 Section 3 in Workday This job aid outlines the process for an I-9 Partner to complete an Employee’s Form I-9 Section 3. |
| Benefits | Complete Alternate Open Enrollment This job aid outlines the activities for a Benefits or Retiree Partner to cancel Open Enrollment Benefits elections for an individual who is adding, dropping, or changing medical coverage and launch the Alternate Open Enrollment business process, during the Open Enrollment period. |
| Benefits | Complete Open Enrollment The activities for an Employee to complete or change Open Enrollment Benefits elections during the Open Enrollment time period |
| Benefits | Complete Open Enrollment for Your Employee The activities for a Benefits / Retiree Partner to complete or change Open Enrollment Benefits elections during the Open Enrollment time period on behalf of the Employee |
| Performance and Goals | Complete Performance Review – Attachment Only (Employee) This job aid outlines the activities for an Employee to complete a Performance Evaluation that uses the Attachment Only or Researchers Attachment Only templates. |
| Performance and Goals | Complete Performance Review – Attachment Only (Manager) This job aid outlines the activities for a Manager to complete a Performance Evaluation for an Employee who is assigned the Attachment Only or Researchers Attachment Only templates. |
| Performance and Goals | Complete Performance Review – Faculty (Employee) This job aid outlines the activities for a Faculty Member to complete a Performance Evaluation that uses the Faculty template. |
| Performance and Goals | Complete Performance Review – Faculty (Manager) This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Faculty template. |
| Performance and Goals | Complete Performance Review – Staff (Employee) This job aid outlines the activities for an Employee to complete a Performance Evaluation using the Staff Performance template. |
| Performance and Goals | Complete Performance Review – Staff (Manager) This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Staff template. |
| Performance and Goals | Complete Performance Review – Student (Employee) This job aid outlines the activities for a student Employee to complete a Performance Evaluation that uses the Student template. |
| Performance and Goals | Complete Performance Review – Student (Manager) This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Student template. |
| Payroll | Complete Your W-4 (Onboarding) This job aid outlines the steps for an Employee to complete their Federal Tax Election Form W-4 in Workday during the onboarding process. |
| Staffing | Contract Contingent Worker This job aid described the process for an HR Partner, HR Contact, a Manager or someone in the Management Chain to formalize the relationship between a Contingent Worker and The Texas A&M University System. |
| Staffing | Convert to Employee This job aid details the process for an HR Partner to convert a Contingent Worker to an Employee in a paid position. |
| Payroll | Copy Withholding Orders for Workers This job aide outlines the various processes for a Payroll Partner to copy a withholding order from an existing order for a Worker. |
| Workday Fundamentals | Correct, Cancel, and Rescind This job aid outlines the process to Correct, Cancel, or Rescind a business process. |
| Payroll | Correct ORP Employer Contributions This job aid details the process for a Payroll Partner to correct Optional Retirement Plan (ORP) Employer Contributions when an Employee moves from ORP to Teacher Retirement System (TRS). |
| Recruiting | Create Evergreen Requisition and Post Job The process for a Recruiting Partner or Recruiting Coordinator to create an Evergreen Requisition that can be used to recruit for open positions and instructions for the Recruiting Partner to post the job |
| Recruiting | Create Job Requisition and Post Job This job aid outlines the process for a Manager, Recruiting Coordinator or Recruiting Partner to create a job requisition and the Recruiting Partner to post the job on the internal and/or external career sites. |
| Staffing | Create Position This job aid outlines the tasks for a HR Partner, HR Contact, and Manager to create a position. |
| Time Tracking | Create Project This job aid outlines the process for a Project Manager to create a new project in Workday. |
| Time Tracking | Create Project Hierarchy This job aid outlines the process for a Project Hierarchy Manager to create a new project hierarchy in Workday. |
| Time Tracking | Create Project Plan This job aid outlines the process for a Project Manager to create a project plan to assign tasks to a project in Workday. |
| Recruiting | Create Questionnaire for Job Requisition This job aid outlines the process for a Recruiting Partner to a create questionnaire in Workday which will be used for Recruiting. |
| Time Tracking | Create Resource Plan for Hierarchy This job aid outlines the process for a Project Manager to create a resource plan to assign employees to on a project hierarchy. |
| Time Tracking | Create Resource Plan for Project This job aid outlines the process for a Project Manager to create a resource plan to assign employees to on a project. |
| Benefits | Death of Dependent This job aid outlines the activities for a Benefits or Retiree Partner to update an Employee or Retiree’s health coverages due to the death of a Dependent. |
| Benefits | Death of Retiree This job aid outlines the process for the Retiree Partner to complete a change benefit event business process for a Retiree with the reason of death. |
| Workday Fundamentals | Delegate and Complete Delegated Task This job aid outlines the process for users to delegate an Inbox task to another user in Workday or complete a task that has been delegated to the user by switching accounts. |
| Benefits | Cancel or Rescind a Benefit Event This job aid outlines the activities for a Benefit Partner to edit a Benefit Event by using the Cancel or Rescind business process. |
| Recruiting | Edit Evergreen Requisition This job aid outlines the process for a Recruiting Partner or Recruiting Coordinator to edit an Evergreen Requisition that is used to recruit for open positions. |
| Recruiting | Edit Job Application The process for a Recruiting Partner to edit the job application for a candidate who has submitted an application |
| Recruiting | Edit Job Requisition The process for a Recruiting Partner to edit a job requisition that can be used to recruit for open positions |
| Staffing | Edit Non-Effective Dated Additional Data This job aid outlines the process to edit Additional Data which are a variety of Custom Objects in Workday. Custom Objects are either effective-dated or non-effective dated and are specific to an Employee. |
| Staffing | Edit Other IDs This job aid outlines the process for various security roles edit an Employee’s other IDs. Other IDs act as custom identification data for business purposes in Workday. |
| Payroll | Edit Payment Elections This job aid outlines the process for an Employee to edit payment elections outside of the onboarding process. |
| Staffing | Edit Position Restrictions This job aid outlines the process for an HR Contact, HR Partner or Manager to make changes to the Hiring Restrictions and Qualifications of a position using the Edit Position Restrictions business process. |
| Absence Management | Edit Service Dates This job aid outlines the process for an Absence Partner, HR Contact or HR Partner to edit an Employee’s service dates only when there is supporting documentation due to potential impact to Employee benefits eligibility. |
| Staffing | Edit System ID This job aid outlines the process to edit a Worker’s System ID (UIN) in Workday during Hire or Contract Contingent Worker. |
| Staffing | Edit Worker Additional Data Event This job aid outlines the activities for an Employee to edit Additional Data on their Worker Profile. Other security roles can also initiate the Edit Worker Additional Data Event on behalf of the Employee. |
| Payroll | Edit Your W-4 This job aid outlines the steps for an Employee to edit their Federal Tax Election Form W-4 in Workday. |
| Workday Fundamentals | Enable High Contrast Mode This job outlines the process for a Worker to enable high contrast mode in Workday by turning it on in Windows 10. |
| Staffing | End Additional Job This job aid outlines the process for a HR Contact, HR Partner, Manager or Management Chain to end an additional job assigned to an Employee. |
| Staffing | End Contingent Worker Contract This job aid outlines the process for an HR Partner, HR Contact, Manager or someone in the Management Chain to end the relationship between a Contingent Worker and a Member. |
| Performance and Goals | Enter AdHoc Goals for Your Employee This job aid details the process for a Talent Analyst to add new ad hoc goals for an Employee. Ad hoc goals are goals added after the initial setup of an Employee’s goals. |
| Time Tracking | Enter Time This job aid outlines the process for an Employee to enter time in Workday. |
| Time Tracking | Enter Time for Your Employee This job aid describes the steps for a Timekeeper, Payroll Partner or Manager to Enter Time for an Employee. Employees can also enter their own time through self-service. |
| Absence Management | Enter Time Off For Your Employee This job aid outlines the process for an Absence Partner or Manager to enter time off for an Employee. Employees may also enter their own time off as explained in Managing Your Time Off. |
| Merit | Entering Merit Awards The activities for a Merit Planner (i.e. Manager, Manager’s Manager, or Merit Partner) to complete the annual merit task in Workday |
| Staffing | Export Control Review (Edit Additional Data) The process for an Export Control Partner to document in Workday an Export Control Review using the Edit Additional Data business process |
| Benefits | Finalize ORP and Enter ORP Waived Custom ID This job aid outlines the activities for a Benefits Partner to finalize an ORP event if the Employee has not enrolled by the due date. |
| Performance and Goals | Get or Give Feedback on Employee This job aid outlines the process for requesting Feedback on an Employee, giving Feedback on an Employee and reviewing Feedback received. |
| Staffing | Hire This job aid outlines the primary activities for various security roles during the Hire business process. |
| Payroll | Identifying Emoluments When Employee is Not Paid This job aid details activities for a Payroll Partner to identify emoluments on the current payroll when the Employee is not being paid. |
| Recruiting | Job Application Process This job aid outlines the process for a Recruiting Partner and Recruiting Coordinator to move a Candidate through the job application process. |
| Recruiting | Job Application Process (Manager) The entire job application process from the Manager’s perspective; provides instructions for when a Manager can participate and move the Candidate forward to the next step |
| Staffing | Job Overlap Period The process to move a current Employee who is pending termination into a temporary position created solely for the purpose of training his or her replacement |
| Absence Management | Maintain Accrual This job aid outlines the process for an Absence Partner and/or Payroll Partner to maintain a time off accrual for an Employee to make adjustments to increase or decrease balances for grants, transfers, payouts, and longevity. |
| Payroll | Maintain Worker Tax Treaties This job aid outlines the process for a Payroll Partner to enter and manage tax treaties for an Employee. |
| Talent | Manage Certifications and Licenses for Your Employee This job aid outlines the process for a Talent Partner, Talent Analyst, Manager or to manage an Employee’s certifications and licenses. |
| Workday Reporting | Manage Dashboards The process for managing reports within dashboards |
| Workday Fundamentals | Manage Delegations This job aid outlines the process for managing delegations for future Workday tasks. Delegation temporarily reassigns tasks to another user, enabling that user to perform individual actions on the Delegator’s behalf. |
| Benefits | Manage Evidence of Insurability for Your Employee (Benefits or Retiree Partner) This job aid outlines the activities for a Benefits Partner or Retiree Partner to Manage Evidence of Insurability (EOI) for an Employee when EOI is not required (e.g., switching out of a grandfathered life plan). |
| Performance and Goals | Manage Goals for Your Employee This job aid outlines the activities for a Manager or Talent Analyst to enter or edit Ad Hoc goals for an Employee outside of the Annual Goal Setting process. |
| Performance and Goals | Manage Organization Goals This job aid outlines the activities for a Manager to create and view organizational goals for Supervisory Organizations they manage in Workday. |
| Workday Reporting | Manage Reports in the Favorites Application This job aid outlines the process for managing reports in your Favorites. |
| Talent | Manage Your Certifications and Licenses This job aid outlines the process for Employee’s to manage their certifications and licenses within their Worker Profile. |
| Performance and Goals | Manage Your Goals This job aid outlines the process for an Employee to enter or edit Ad Hoc goals and the process for the Manager to review and approve those goals. |
| Workday Fundamentals | Manage Your Personal Information This job aid outlines the process for employees, retirees and contingent workers to manage personal information in Workday such as Gender, Date of Birth, Race/Ethnicity, Citizenship Status, and Nationality. |
| Staffing | Manage Your SSN and Other Government IDs This job aid outlines the the process for an Employee to verify their U.S. Social Security Number (SSN) and edit Government IDs in Workday. Government IDs include National IDs, U.S. Social Security Numbers or Qatar ID Card numbers, and additional Government IDs such as Resident Citizen of the United States ID cards (I-179). |
| Workday Fundamentals | Manage Your Work Experience This job aid outlines the process for employees to manage their work experience within their worker profiles. |
| Merit | Managing Employee Participation in Merit This job aid outlines the process for a Merit Partner to remove or add an Employee from the Merit process. |
| Benefits | Managing Medicare Information for Your Employee This job aid outlines the process for a Benefits Partner or Retiree Partner to add Medicare information such as the Medicare Beneficiary Identifier (MBI) number and enrollment dates |
| Workday Fundamentals | Managing Reassign Task The activities for Security Partners to proactively use the Reassign Task business process to reassign a task in another user’s inbox when the user is on vacation, unavailable or other reasons as deemed appropriate by the member. Information is also provided on managing tasks that have been requested by other security roles and require a review by the Security Partner |
| Recruiting | Managing Search Committees This job aid outlines the process for a Recruiting Partner and a UIN Partner to manage search committees and search committee membership when using external committee members. |
| Security | Managing Security Role Assignments for an Employee This job aid outlines the process for HR Contacts, HR Partners and Organization Partners to view, assign and remove security roles on an Employee’s position. |
| Security | Managing Security Roles on Organizations (Security Partner) The activities for the Role Maintainer to assign roles to a Supervisory Organization and select appropriate Employees to be assigned to those roles |
| Staffing | Managing Supervisory Organizations This job aid outlines the process for an Organization Partner to manage Supervisory Organizations. This includes creating new supervisory organizations, assigning superior, and dividing supervisory organizations. |
| Absence Management | Managing Time Off Requests This job aid outlines the process for a Manager to manage Time Off Requests submitted by an Employee. This includes how to approve, deny, cancel or send back a request. |
| Staffing | Managing Vaccine Information for Your Employee This job aid describes the process for a Vaccine partner to review information for Employees who have submitted vaccine status information or requests for exemptions or accommodations for medical and/or religious reasons. Information on how to review previously entered data is also provided. For policy guidance or questions on when to deny a request, please reach out to your member Human Resources Officer (HRO). |
| Workday Fundamentals | Managing Your Bank Accounts This job aid outlines the activities for an Employee to add an additional bank account for use when electing direct deposit for payment and how to edit existing bank accounts in Workday. |
| Workday Fundamentals | Managing Your Inbox This job aid outlines the features that you can use to manage your Inbox in Workday. |
| Workday Fundamentals | Managing Your Inbox Filters The process to create and edit a custom Workday Inbox filter for efficient management of your Inbox and select one of your customized filters to be a default filter applied each time you sign in to Workday |
| Benefits | Managing Your Medicare Information This job aid outlines the activities for an Employee or Retiree to add or change Medicare information for self or a Dependent in Workday |
| Absence Management | Managing Your Time Off This job aid outlines the process for an Employee to request time off, cancel a Time Off request and correct a Time Off request that was approved or sent back by the Manager. |
| Staffing | Managing Your Vaccine Information This job aid describes the process for an Employee to submit their vaccine information. This includes dosage information and manufacturer, or exemptions and/or accommodations due to medical or religious reasons. |
| Time Tracking | Manual or Mass Advance This job aid describes how Timekeepers and Absence Partners can manually advance a business process (Enter Time and Request Time Off) for workers they support. |
| Staffing | Mark Pre-hires for Deletion This job aid outlines the activities for an HR Partner to mark a duplicate Pre-Hire record for deletion. Marking a Pre-Hire record for deletion will prevent the record from possible selection during the Hire business process. |
| Merit | Merit Process – Maintain Pools This job aid outlines the activities for a Merit Partner to maintain pools for the Annual Compensation Review process (Merit) in Workday. Not all system members will utilize pools within Workday as part of the Merit process |
| Merit | Merit Reports – Compensation Changes and Awards This job aid outlines the activities necessary for a Merit Partner to run reports after Merit has been launched for their system member in order to monitor compensation changes and merit awards entered in Workday. |
| Staffing | Move to New Manager This job aid outlines the activities for an HR Contact, HR Partner and Organization Partner to move an Employee to a Manager who was not previously a Manager of that Employee. A new Supervisory Organization will be automatically created because one does not already exist for this new Manager. This business process will create the new Supervisory Organization and move the Employee to be a member of the Supervisory Organization at the same time. |
| Staffing | Move Workers (Supervisory) This job aid outlines the process for an HR Partner or HR Contact to move positions and Workers from one Supervisory Organization to another without a change in their position details. |
| Payroll | My Save for Summer Balance Report (Faculty) This job aid outlines how to run the My Save for Summer Balance report in Workday for Faculty. |
| Payroll | Managing Off-Cycle Payments Provides an overview of the various types of off-cycle payments that are possible in Workday and the process used to complete those payments |
| Staffing | Onboarding Provides a new Employee guidance on how to complete the onboarding process in Workday |
| Benefits | ORP Newly Eligible on Date of Hire (Benefits Partner) This job aid outlines the activities for a Benefits Partner to initiate an ORP benefit event for a newly hired Employee who is eligible for ORP on the date of hire. |
| Workday Fundamentals | Payment Election Enrollment Event (Onboarding) The process for an Employee to manage payment elections during the onboarding process |
| Absence Management | Place Worker on Leave This job aid outlines the process for Absence Partners and Managers to place an Employee on a leave of absence. |
| Payroll | Processing Error on Reversal Provides guidance to Payroll Partners for completing a Reversal for a Retro Assign Pay Group event in Workday |
| Benefits | Ready to Retire This job aid outlines the activities for a Benefits Partner to prepare an Employee’s record in Workday in preparation for their upcoming retirement. |
| Performance and Goals | Reassign Manager Evaluation Step For Your Employee This job aid outlines the activities for a Talent Partner to reassign the Manager Evaluation step of the Performance Review business process to a previous Manager. |
| Payroll | Record US Withholding Order for Workers The various processes for a Payroll Partner to record a withholding order for a worker |
| Benefits | Relaunching Open Enrollment This job aid outlines the activities for a Benefits/Retiree Partner to cancel, rescind, and relaunch the Open Enrollment event for the reasons of updating an Employee’s Additional Data questions, a change in benefit group, or a job change with a change in status for the Employee. |
| Staffing | Report No Show The activities for an HR Partner, HR Contact or Manager to initiate the Report No Show business process for when an Employee does not arrive as expected on the first official day of work or has completed the Hire business process but will no longer fill the position for which they were originally hired. Information is also included for Managers, Recruiting Coordinators and Recruiting Partners on next steps |
| Compensation | Request Compensation Change This job aid describes the steps for a Compensation Partner, HR Partner, HR Contact or Manager to request ad hoc compensation changes for an Employee. |
| Staffing | Request Delegation Change for Administrative User This job aid outlines the Request Delegation Change process used by HR Partners to view and modify a worker’s delegation settings, including the ability to view current and past delegations for the worker. |
| Absence Management | Request Leave of Absence This job aid outlines the process for an Employee to request a leave of absence. |
| Payroll | Request One-Time Payment This job aid outlines the process for an Absence Partner, Compensation Partner, HR Partner, HR Contact, or a Manager to request a one-time payment for an Employee. One-time payments can be used to issue ad hoc payments to an Employee for additional work, awards programs, reimbursements, or lump sum vacation payouts. |
| Time Tracking | Request Overtime This job aid outlines the process for an Employee to request overtime in advance in Workday and to view the status of the request. |
| Time Tracking | Request Overtime for Your Employee This job aid outlines the process for a Manager or Timekeeper to request overtime in advance in Workday for an Employee. |
| Absence Management | Request Return from Leave of Absence This job aid outlines the process for an Employee to request a return from a leave of absence. |
| Staffing | Request Worker Start Date Correction This job aid outlines the process for a for an HR Partner, HR Contact, Benefit Partner, Retiree Partner, or Manager to correct the Hire Date. |
| Staffing | Return to Retire (Worker Already in Workday) The process for how to Add Retiree Status to a Terminated Worker’s record and how to initiate a Change Benefits Event when the Employee is Returning to Retire |
| Staffing | Return to Retire (Worker Not in Workday) The process for the Benefits Partner or Retiree Partner, and UIN partner to add an Employee who is returning to retire and does not have a record in Workday |
| Absence Management | Return Worker from Leave This job aid outlines the process for Absence Partners and Managers to return an Employee from a leave of absence. |
| Benefits | Review and Certify Dependents This job aid outlines the activities for Benefits and Retiree Partners to review and certify Dependents, including grandchildren for the purpose of adding Benefits coverage. |
| Benefits | Review ORP Eligibility Document This job aid details the activities for a Benefits Partner to provide the ORP Information Acknowledgement Statement to an ORP eligible worker during the Hire or Change Job business process. |
| Workday Reporting | Run Reports This job aid outlines the process for running, sorting, and filtering reports in Workday. |
| Workday Reporting | Schedule Reports The process used to schedule and delete a report schedule that is run automatically, over a period of time in the background. Output files are automatically routed to the My Reports section of your My Reports Drive |
| Benefits | Set Up Benefits to Begin Prior to SGIP This job aid outlines the process Benefits Partners must follow in order to set up benefits for employees who would like to start benefits prior to their SGIP start date. This process applies to employees who are new hires to the A&M System and to current employees in a non-benefits eligible position who have received a Job Change that is benefits eligible. |
| Recruiting | Start Background Check This job aid outlines the process for a Background Check Partner to run the background check business process and document outcomes in Workday. |
| Staffing | Start Job Change This job aid outlines the activities for an HR Contact, HR Partner, and Manager to initiate and complete the Start Change Job business process when only the Additional Job Classification is changing for the Worker Position. |
| Staffing | Switch Primary Job This job aid outlines the process for an HR Contact, HR Partner, Manager, or someone in the Management Chain to switch an Employee’s additional job to be their primary job. |
| Staffing | Termination (Involuntary) This job aid describes the process for HR Contacts, HR Partners, or Managers to end employment of an Employee's Primary Job when the termination is involuntary. Additional information is included for when the primary reason for termination is death. |
| Staffing | Termination (Voluntary) This job aid describes the process for HR Contacts, HR Partners or Managers to end employment of an Employee’s Primary Job when the termination reason is voluntary. |
| Benefits | Update Benefits Annual Rates (BARs) for an Employee (Benefits or Retiree Partner) This job aide details the steps for a Benefits Partner or Retiree Partner to update Benefits Annual Rates (BARs) for an Employee, former Employee returning to retire, or a Retiree. |
| Benefits | Update Retiree Electronic Communication (Retiree Partner) This job aid outlines the process for a Retiree Partner to update the Electronic Communication Flag to the preferred method of receiving information from the A&M System about retirement and insurance benefits on behalf of a Retiree. |
| Staffing | Update Your Passport or Visa This job aid outlines the process for an Employee to change their passport and visa information in Workday. |
| Workday Fundamentals | Upload My Experience This job aid outlines the process for an Employee to upload a resume to their Career section of the Worker Profile. |
| Workday Fundamentals | Using Search This job aid outlines how to perform searches in Workday. You can search for tasks, people, organizations, reports, and more in the Search Bar. |
| Staffing | View Position Restrictions This job aid outlines the process for an Employee, Manager, and other Workday security roles to view an Employee’s Position Restrictions. Position Restrictions comprise the job summary, job description, responsibilities and required qualifications of a specific position. |
| Absence Management | Absence Certifications (Edit Additional Data) This job aid outlines the process for Absence Administrators, Absence Partners and HR Partners to enter absence certifications using Additional Data to record an Employee’s authorization to request specific Time Off plans. |
Reference Guides
| Area | Reference Guide Summary |
|---|---|
| Staffing | Additional Data Custom Objects Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc. |
| Benefits | Benefit Events and Explanations Provides information on various benefit events, the coverage types associated, waiting periods and important dates |
| Staffing | Change Job Reasons Details the various reasons that would prompt the need to initiate the Change Job business process |
| Compensation | Compensation Grade Adjustment Explains what happens when the Pay Plan Administrator updates the grade for a particular job profile and the responsibilities of the HR Partners |
| Compensation | Compensation Surveys Provides a brief overview of Compensation Surveys, Workday functionality in mapping survey jobs to job profiles, and provide information on the custom report available that can be used to submit survey data. |
| Staffing | |
| Benefits | Coordinating Benefits Events and Open Enrollment Overviews how Open Enrollment deadlines are impacted in the summer months by common life events and staffing actions. |
| Workday Fundamentals | Correct Cancel and Rescind Provides a comprehensive list by security role of the business processes that can be canceled, corrected or rescinded |
| Staffing | Correct Worker Start Date Provides an overview of the business process and provides guidance on facilitating the process effectively. Best practice guidelines are also provided when the business process has advantages over using the Correct task that is also available in Workday. |
| Payroll | Costing Allocations Provides a comprehensive overview of the Assign Costing Allocations business process |
| Workday Fundamentals | Custom Other IDs Explains the Custom Other IDs that are used for Benefits, Payroll, Staffing, and Time/Absence, their possible values, and how the IDs are used |
| Payroll | Deduction Recipients Outlines the procedure to follow when a system member needs to request the creation of a Deduction Recipient for a Withholding Order to be entered in Workday |
| Staffing | Form I-9 Processing Use this reference guide to learn how Form I-9 processes need to be completed |
| Absence Management | Holiday Paid Time Off Provides an overview of paid time off given to Employees for holidays and early release and explains methods to support specific needs related to timesheets |
| Benefits | Leave of Absence Explains when the Benefit Partner will need to take action on events triggered by the Request Leave of Absence business process and provides information on benefit coverage, SGIP, handling arrears, summer billing and military leave dependents |
| Payroll | Managing Payroll Inputs Outlines the necessary background information for a Payroll Partner to add a Payroll Input in Workday. |
| Merit | Managing the Merit Process Provides a comprehensive overview for HR Partners, Merit Partners, and Managers involved in the Merit process at each member within the Texas A&M University System as they prepare for, carry out, and close out the annual Merit process for employees |
| Staffing | Onboarding Processes by Security Role Details the steps within the onboarding process by security role for for Hire, Change Job and Add Additional Job business processes |
| Payroll | Payroll Reversals in FAMIS Provides information on the accounting impact of payroll reversals. Work with your payroll accountant to complete the entire process |
| Performance and Goals | Performance Review Reports Provides a comprehensive list of Performance Review reports and a brief explanation of how those reports are used |
| Payroll | Processing Arrears in Workday Describes the basic tools and understanding of how Arrears are processed within Workday. |
| Payroll | Reading Your Workday Payslip Overviews the various components typically found on a payslip generated by Workday so you can use this data to make important decisions relating to payroll, insurance, and other benefits relevant to your employment |
| Staffing | Report No Show – Decisions and Impacts Provides guidelines for when the Report No Show business process is appropriate to initiate, outline examples for when Report No Show is not possible and explains the possible downstream impacts to recruiting processes |
| Merit | Staffing and Compensation Changes During Merit Provides an overview of which business processes can continue to be completed during merit (run in parallel); which business processes must be completed outside of merit, and how to choose an appropriate Effective Date for these changes to avoid additional work |
| Staffing | Summer Appointments (Faculty and Graduate Assistants) Explains best practice guidance for when making an additional appointment for Faculty and Graduate Assistants during the summer months to avoid a disruption to benefits for the Employee |
| Absence Management | Time Off Plans Provides information on the various time off plans that are configured in Workday along with the guidelines / restrictions that govern the use of those plans |
| Payroll | TRS Rate Change Analysis Report Provide details on how to use the custom report to analyze retro events that are impacted by the TRS rate change and require manual adjustments going forward. |
| Payroll | Understanding the Pay Cycle Event Provides guidance and control of the production of the monthly and biweekly payrolls |
| Payroll | Understanding Your W-2 Provides a basic overview of the W-2 and the various calculations used to provide the data Employees see in each box |
| Staffing | Using Academic Pay Periods Discusses the concept of Academic Pay Period and gives guidelines for how and when they should be used in Workday for active Employees |
| Merit | Utilizing Merit Partner Role Provides a comprehensive overview of the Merit Partner security role and the details needed to use it effectively to support the merit process |
Video Help
| Area | Video Summary |
|---|---|
| Payroll | Net Funding Calculator This video shows you how to use the Net Funding Calculator. Costing Allocations in Workday are percent based. This calculator will help you determine the impact on the dollar amount to cost centers when costing allocations are made for a position. |
| Benefits | Complete Open Enrollment Provides employees step-by-step instructions on how to add a dependent in Workday and how to complete the Open Enrollment Change task in Workday |
| Payroll | Payroll Cost Transfer This video shows you how to complete a Payroll Cost Transfer (PCT), previously referred to as payroll correction, in Canopy. The basic functionality will be explained and demonstrated. |
| Performance and Goals | Team Performance Dashboard Provides an overview of the new Team Performance Dashboard available to Managers |
| Workday Fundamentals | Workday Assistant Provides an overview of the new Workday assistant chatbot available to all employees |
| Workday Fundamentals | Workday Release Preview Spring 2022 This video overviews the new functionality provided in Workday after the 2022R1 Release. |
| Reporting | Workday Dashboards This video provides an overview of workday dashboards including navigation, terminology and specific tools, to help maximize efficiency when using dashboards. |
| Reporting | HCM Executive Dashboard This video provides an overview of the HCM Executive Dashboard and the data available when the dashboard went live in March of 2021. Details included in this video may have changed since the original launch. |