User Guides

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 Activities for the Benefits Partner or Retiree Partner to add a Graduate Fellow in Workday. This includes editing personal and contact information, updating benefits onboarding questions and the privacy flag, as well as editing Government IDs for the Graduate Fellow
Benefits	Add a Surviving Dependent Activities for a Benefits Partner to add a Surviving Dependent in Workday using the Hire and Onboarding business processes
Staffing	Add Additional Job The process for an HR Contact, HR Partner, Management Chain or Manager to initiate the process to add an additional job for an Employee in Workday
Talent	Add Awards and Activities The process for an Employee to add achievements to their Worker Profile
Talent	Add Awards and Activities for Your Employee The process for a Manager or Talent Partner to add achievements to the Worker profile of an Employee they manage or support
Benefits	Add Coverage to Your New Dependent The process for an Employee to add or edit dependents and add or remove those dependents from benefits coverage in Workday
Payroll	Add Payroll Input by Worker The various processes for a Payroll Partner to make a payroll input for an existing on-cycle payroll for a worker
Staffing	Add Retiree Status (Termination) 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
Performance and Goals	Additional Manager Evaluates Employee This job aid outlines the activities for an Additional Manager to participate in the annual performance evaluation of an Employee
Performance and Goals	Additional Reviewer Evaluates Employee This job aid outlines the activities for an Additional Reviewer to participate in the annual performance evaluation 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 The activities for a Manager to approve hours submitted on a timesheet by an employee they supervise
Payroll	Assign Costing Allocations 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 The process for a Payroll Partner or Payroll Administrator to assign a pay group to an Employee in Workday
Time Tracking	Assign Work Schedule The activities for a Manager or Timekeeper to assign a work schedule to an employee they support
Benefits	Benefits Partner Corrects a Benefits Event The activities for a Benefits Partner to correct a business process by using the cancel and rescind function
Workday Fundamentals	Business Process History The process used to view the history of a business process, including business process status
Workday Fundamentals	Business Process View Only How workers who have the Business Process View Only security role can search and use the business process definitions located in Workday
Benefits	Certify Dependents The activities for Benefits and Retiree partners to certify dependents, including grandchildren for the purpose of adding Benefits coverage
Benefits	Change Benefits (Beneficiary Change Only) The process for an Employee to add or edit a new beneficiary and make changes to coverage eligible for change outside of a life event or Open Enrollment
Benefits	Change Benefits (Life Event) The activities for an Employee to change benefits for a life event such as marriage, birth or adoption, divorce, tobacco usage, etc.
Benefits	Change Benefits (TDA Plan Change) The activities for an Employee to set up a Tax Deferred Annuity plan
Staffing	Change Job 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.
Payroll	Change No Retro Prior to Date The process for a Payroll Partner to change a worker’s No Retro Prior to Date
Staffing	Change Organization Assignments (Staffing Event) The process for an HR Partner, HR Contact or Manager to assign or change the Company and TAMUS Member Part during staffing events or as a standalone process if the defaulted information is incorrect
Workday Fundamentals	Change Photo for Your Employee The process for an HR Partner or Manager to change his / her Employee’s or Contingent Worker’s photo in Workday
Workday Fundamentals	Change Your Photo The process for an Employee or Contingent Worker to change his / her photo in Workday
Recruiting	Close Evergreen Requisition The process for a Recruiting Partner, Recruiting Coordinator or Manager to close an Evergreen Requisition
Recruiting	Close Job Requisition The process for a Recruiting Partner, Recruiting Coordinator or Manager to close a job requisition
Staffing	Close Position 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
Benefits	Complete Alternate Open Enrollment for Your Retiree The activities for a Benefits / Retiree Partner to cancel Open Enrollment Benefits elections for a Retiree who is adding, dropping, or changing medical coverage and launch the Alternate Open Enrollment business process for the Retiree, during the Open Enrollment period
Performance and Goals	Complete Annual Goal Setting 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 The process for an I-9 Partner to complete an Employee’s Form I-9 Section 3
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 with Self Evaluation) The activities for an Employee and a Manager to complete a Performance Evaluation that uses the Attachment Only or Researchers Attachment Only templates and include Self Evaluation
Performance and Goals	Complete Performance Review (Attachment Only without Self Evaluation) The activities for an Employee and a Manager to complete a Performance Evaluation that uses the Attachment Only or Researchers Attachment Only template without Self Evaluation
Performance and Goals	Complete Performance Review (Faculty) The activities for a Faculty member and their Manager to complete a Performance Evaluation that uses the Faculty template. Additional Managers and Additional Reviewers added to the evaluation can also use this information to complete their tasks
Performance and Goals	Complete Performance Review (Staff / No Self Evaluation) The activities for an Employee and a Manager to complete a Performance Evaluation that uses the Staff without Self-Evaluation template. Additional Managers and Additional Reviewers added to the evaluation can also use this information to complete their tasks
Performance and Goals	Complete Performance Review (Staff with Self Evaluation) The activities for an Employee and a Manager to complete a Performance Evaluation that uses the Staff with Self Evaluation template. Additional Managers and Additional Reviewers added to the evaluation can also use this information to complete their tasks
Performance and Goals	Complete Performance Review (Student) The activities for a student Employee and a Manager to complete a Performance Evaluation that uses the Student template. Additional Managers and Additional Reviewers added to the evaluation can also use this information to complete their tasks
Staffing	Contract Contingent Worker 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 The process to convert a Contingent Worker to an Employee in a paid position
Payroll	Copy Withholding Orders for Workers The various processes for a Payroll Partner to copy a withholding order from an existing order for a worker
Workday Fundamentals	Correct, Cancel or Rescind a Business Process An overview for how to correct, cancel or rescind a business process
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 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 The tasks for an HR Partner, HR Contact and Manager to create a position
Time Tracking	Create Project The process for a Project Manager to create a new project
Time Tracking	Create Project Hierarchy The process for a Project Hierarchy Manager to create a new project hierarchy
Time Tracking	Create Project Plan The process for a Project Manager to create a project plan to assign tasks to a project
Recruiting	Create Questions and Questionnaires The process for a Recruiting Partner to create questions and questionnaires in Workday which can be used for Recruiting
Time Tracking	Create Resource Plan for Hierarchy 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 The process for a Project Manager to create a resource plan to assign employees to on a project
Benefits	Death of Retiree 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 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	Dependent Event (Benefits Partner) The process for the Benefits Partner to review and verify an Employee’s addition of a new dependent in Workday
Recruiting	Edit Evergreen Requisition 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 Other IDs The process to edit an Employee's other IDs in Workday. Other IDs act as custom identification data for business purposes in Workday
Payroll	Edit Payment Elections The process for an Employee to set up and / or edit payment elections (outside of the onboarding process)
Staffing	Edit Position Restrictions 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 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 The process to edit a worker's System ID (UIN) during Hire or Contract Contingent Worker
Staffing	Edit Worker Additional Data Event The activities for an Employee to edit Additional Data on his or her worker profile. Other security roles can follow this process to initiate this business process on behalf of the Employee
Staffing	End Additional Job 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 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 The activities for a Talent Analyst to edit Ad Hoc goals for an Employee
Time Tracking	Enter Time The process for an Employee to enter time
Time Tracking	Enter Time for Your Employee 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 The process for an Absence Partner or Manager to enter time off for an Employee
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
Benefits	Finalize ORP and Enter ORP Waived Custom ID 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 The process for requesting Feedback on an Employee, giving Feedback on an Employee and reviewing Feedback received
Staffing	Hire The primary activities for various security roles during the Hire business process
Recruiting	Job Application Process All requisitions are managed by the Recruiting Coordinator, Recruiting Partner, and Manager (when applicable) of the Supervisory Organization within which the job requisition is housed. 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
Absence Management	Leave of Absence The process for an Employee to request a leave of absence and request a return from a leave of absence
Absence Management	Leave of Absence (Place or Return Worker) The process for Absence Partners and Managers to place an Employee on a leave of absence and return the worker from a leave of absence
Absence Management	Maintain Accrual 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 The process for a Payroll Partner to enter and manage tax treaties for an employee
Talent	Manage Certifications and Licenses for Your Employee The process for a Manager, Talent Partner, Absence Partner or Talent Analyst to manage an Employee’s certifications and licenses
Talent	Manage Your Certifications and Licenses The process for an Employee to manage their certifications and licenses within their worker profile
Workday Reporting	Manage Dashboards The process for managing reports within dashboards
Workday Fundamentals	Manage Delegations The process for managing delegations for future Workday tasks
Performance and Goals	Manage Goals for Your Employee 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 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 Worklet The process for managing reports in your favorites worklet
Talent	Manage Your Certifications and Licenses The process for an Employee to manage their certifications and licenses within their worker profile
Performance and Goals	Manage Your Goals 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 The process for Employees, Retirees and Contingent Workers to manage his or her personal information in Workday
Staffing	Manage Your Social Security Number (And Other Government IDs) The process for an Employee to verify a social security number and edit Government IDs in Workday. A Government ID includes National ID for employees to enter and edit their U.S. Social Security Number or Qatar ID Card number and Additional Government IDs such as Resident Citizen of the United States ID card (I-179)
Workday Fundamentals	Manage Your Work Experience The process for an Employee to manage their work experience within their worker profile
Merit	Managing Employee Participation in Merit The process for a Merit Partner to remove or add an Employee from the Merit process
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
Safety Incident Tracking	Managing Safety Incidents The process for a Safety Partner, Manager or Employee to report safety concerns using the Report Safety Incident business process. Information on how to edit and rescind the safety incident are also included for Safety Partners
Recruiting	Managing Search Committees The process for a Recruiting Partner to create a search committee and create or modify membership of a committee member
Staffing	Managing Supervisory Organizations The process for an Organization Partner to manage Supervisory Organizations. This includes dividing, assigning superior and creating new Supervisory Organizations in Workday
Absence Management	Managing Time Off Requests 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.
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 The process 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
Absence Management	Managing Your Time Off 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
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 worker(s) they support
Staffing	Mark Pre-hires for Deletion 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 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 Workers (Supervisory) 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) How to run the My Save for Summer Balance report in Workday for Faculty
Staffing	Onboarding Provides a new Employee guidance on how to complete the onboarding process in Workday
Staffing	Update Your Passport or Visa The process for an Employee to change their passport and visa information in Workday
Staffing	Payment Election Enrollment Event (Onboarding) The process for an Employee to manage payment elections during the onboarding process
Benefits	Ready to Retire Outlines the activities for a Benefit Partner to prepare an Employee’s record in Workday for in preparation for their upcoming retirement
Payroll	Record US Withholding Order for Workers The various processes for a Payroll Partner to record a withholding order for a worker
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 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 The Request Delegation Change process HR Partners use to view and modify a worker’s delegation settings, as well as see current delegations and past delegations for the worker
Payroll	Request One-Time Payment 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 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 The process for a Manager or Timekeeper to request overtime in advance in Workday for an Employee
Staffing	Return to Retire The process for a Benefits Partner or Retiree Partner to add an Employee who is returning to retire in Workday
Benefits	Review ORP Eligibility Document 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 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 The process Benefit Partners must follow in order to set up benefits for a new Employee who would like to start benefits prior to their SGIP start date
Staffing	Switch Primary Job 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) The process for Managers, HR Partners or HR Contacts 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) The process for Managers, HR Partners or HR Contacts to end employment of an Employee's Primary Job when the termination reason is voluntary
Workday Fundamentals	Upload My Experience The process for an Employee to upload a resume to the Career section of the Worker Profile
Workday Fundamentals	Using Search The process for you to perform a search in Workday. You can search for tasks, people, organizations, reports and more in the Search bar

Reference Guides

Area	Reference Guide Summary
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
Time Tracking	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
Benefits	Benefit Events and Explanations Provides information on various benefit events, the coverage types associated, waiting periods and important dates
Staffing	Change Job Reasons This guide provides details for the various reasons that would prompt the need to initiate the Change Job business process
Payroll	Costing Allocations This guide provides a brief overview of the Assign Costing Allocations business process
Benefits	Custom IDs for Benefits Custom IDs are used for TAMUS specific functionality within Workday. This guide explains the different Custom IDs that are used for Benefits, their possible values, and how the IDs are used
Staffing	Form I-9 Processing Since a Form I-9 for an employee may be located in Workday or in Guardian, actions required during a business process will be based on various factors. Use this reference guide to learn how Form I-9 processes need to be completed
Absence Management	Holiday Paid Time Off This guide 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
Merit	Managing the Merit Process This guide 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. Therefore, this guide is organized into three sections: Preparing for Merit, During Merit, and After Merit is Finalized.
Staffing	Onboarding Processes by Security Role This guide focuses in detail on onboarding for Hire. Information regarding onboarding for Change Job and Add Additional Job is provided in the last section of this reference guide.
Performance and Goals	Performance Review Reports This guide provides a comprehensive list of Performance Review reports and a brief explanation of how those reports are used
Payroll	Reading Your Workday Payslip This guide provides an overview of 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 This guide 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
Staffing	Summer Appointments (Faculty and Graduate Assistants) This guide provides 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
Staffing	Using Academic Pay Periods This guide provides an overview of Academic Pay Period, guidelines for how they should be used in Workday and guidelines for when needing to make changes to Academic Pay Periods for active Employees

Video Help

Area	Video Summary
Benefits	Complete Open Enrollment 2019 Provides employees step-by-step instructions on how to add a dependent in Workday and how to complete your Open Enrollment Change task in Workday
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.
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.