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 |
| Security | Assign Roles The process for an HR Partner, HR Contact or Organization Partner to assign role-based security roles to a filled or unfilled position |
| 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 | 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. |
| 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 Photo 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 |
| 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 Employee 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 Payroll Limit Overrides for Worker The various processes for a Payroll Partner to do when an Employee reaches the TRS / ORP Compensation limit for the fiscal year |
| 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 |
| 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 |
| 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 Advance The process for Timekeepers and Absence Partners to 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 |
| 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 |
| Safety Incident Tracking | Report Safety Incident The process for a Safety Partner, Manager or Employee to Report a Safety Incident |
| 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 | 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. |