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- Absence Management
- Performance and Goals
- Time Tracking
- Workday Fundamentals
How do I populate holiday or early release hours on a timesheet?
Calculations need to run on the timesheet for these hours to populate. Calculations will run automatically when an Employee enters or edits time during the week. Any early release or holiday hours will populate on the timesheet at that time. The Employee, Timekeeper and Payroll Partner security roles can also run calculations by selecting this option from the Action menu on the top right-hand corner of the Employee’s time sheet. The Timekeeper and Payroll Partner can run calculations “in mass” for multiple Employees at one time.
No changes were made on the employee’s time sheet. Why did some blocks of time change back to a “Not Submitted” status?
Updating or correcting a time off for an employee will cause that week’s time calculations to run. This may cause previously approved time to go back to the submitted status. It is best practice for Managers to approve and/or adjust any time off requests first and then approve their employees’ time sheets.
How do I remove a paid holiday from an ineligible employee’s time sheet?
From related actions off the employee's name go to Time and Absence and select Adjust Calculated Time- enter any date in the week to be adjusted. The section at the bottom of the screen is where Workday-generated time blocks show up (paid holiday, comp for working on a holiday). You can change calculation tags and hours. You must check the box at the top of the page to indicate you want to save the adjustments before submitting.
NOTE: Once you adjust calculated time, time calculations will no longer run for that week. If the employee were to later add more hours for the week, overtime or other calculations will not trigger.
How do I make corrections to time that has been entered?
Employees can make changes to timesheets and submit for approval. Changes must be approved by their Manager in order for the hours to be paid by payroll. However, NO changes are allowed while payroll is processing. Changes made on a prior pay period will be picked up in the bi-weekly payroll’s retro process and will be reflected in the next paycheck. Employees can edit a timesheet for up to three prior bi-weekly pay periods. Alternatively, Manager, Timekeeper or Payroll Partner security roles can make the necessary updates to the employee’s time. All changes must be submitted and approved.
IMPORTANT: If changes made cause previously paid hours to be updated by time calculations, those hours will need to be submitted and approved again before the retro payroll process runs. Otherwise, hours previously paid will not be picked up during payroll processing and this will negatively impact employees.
Can you set a work schedule in Workday?
Yes. You can set your work schedule in Workday using Request Work Schedule. An approval step will route to your Manager.
How can an Absence Partner determine why an employee is not eligible for a time off?
Absence Partners can run Evaluate Absence Eligibility to view the eligibility criteria for time offs, plans and accruals.
The Absence Partner granted the employee hours from the sick pool. Why can’t the employee see or request sick pool time off?
In order for employees to see and utilize certain time offs such as sick pool hours, the Absence Partner will need to add the appropriate Absence Certification on the employee. We configured eligibility for some plans to require an entry under absence certifications so that it is not listed on all employees. Workday Help has a job aid for "Absence Certifications (Edit Additional Data)" that explains the process. You can also find the "Time Off Plans" reference guide there. It lists all time off plans and indicates which ones require a certification to be added.
Where can I see how many hours of my vacation time will roll to sick time at the end of the fiscal year?
To see how much of your vacation will convert to sick time, follow these steps:
- Navigate to your Worker Profile in Workday by selecting the My Account icon in the upper right hand corner of your Home page (Your picture or a cloud typically appears visually for this icon). Then select View Profile
- Select the Action button in the left-hand navigation under your name
- Select Time and Leave > View Carryover Balances
- Enter a Start Date of 09/01/20XX (enter the year of the next September 1st)
- Enter or select Vacation in the Time Off Plans field
- Select OK
How do I edit the Other IDs for an employee, such as Benefit Replacement Pay or Tenure Status?
The Edit Other ID business process is used to edit the IDs. Refer to the Job Aid Edit Other ID for instructions on the process and the reference guide Custom Other IDs for a list of all IDs, their purpose, and valid values.
How do I send an in progress performance review back to a previous step to be edited?
Only Managers and Talent Partners can send a performance review back to a previous step.
Managers can view their team's performance reviews from the My Team's Performance Reviews report available within the Team Performance worklet. If the performance review can be sent back, a Send Back button will be available.
Talent partners can access the Performance review from the Employee's Worker Profile. Locate the performance link in blue left-hand navigation bar. Use the related actions button from review and select Business Processes > Manual Send back.
How can I make a correction to a completed review?
In the event a completed review needs to be updated, Talent Partners can send the review back to a previous review step. Using the Related Actions for the review select Business Processes > Manual Send back. Repeat this action until the review is in the needed stage.
What if the Manager has changed and needs to be updated?
Talent Partners can fix this by sending the review back one step in the process and letting the business process update with the new primary managers name. Using the Related Actions for the review select Business Processes > Manual Send back. The Talent Partner can then manually advance the review back to the new primary manager. Using the Related Actions for the review select Business Processes > Advance Manually
Who can launch a Performance Review?
Talent Partners can launch a review for individual Employees From the Worker profile, navigate to the Performance link
- Click Start Performance Review Button
- Select the Review Template
- Enter the Period Start and End Date
- Click Submit to launch the review
What do I attach in the attachment section?
This is where you would attach paper based review forms or other documents that would support the review process. For example, letters of reference, training records, certifications.
Will uncompleted tasks by additional reviewers or additional managers delay the evaluation process?
The Manager does not need to take action on those pending additional reviewer and manager task. When the Primary Manager is ready to complete the review process, they will submit their review. This will cause all the pending additional reviewers and manager tasks to be canceled and the task to be removed from their Workday Inbox.
How do I review the employee’s responsibilities as part of the review?
You can use the Review Analytics button at the bottom of the navigation bar on the left side of the screen. Or you can navigate to the employee’s position restrictions and view the responsibilities on the qualifications tab.
How many additional managers can be assigned as part of the review?
Only two additional managers can be added to a review.
Who can be selected for an additional reviewer?
The Manager can select any worker to be an additional reviewer.
How can I view veteran status in Workday?
To view veteran status, go to Worker Profile > Personal Data > View Veteran Status Personal Identification; if self-identification has not been completed using the Department of Labor reporting requirements implemented in 2014, and the employee was actively employed in 2017, go to Worker Profile > Personal Data > Military Status. The View Veteran Status Identification for Worker report can be used to view individual worker's Veteran Status change events for the following security roles: Faculty Partner Graduate Studies Partner HR Auditor HR Contact HR Executive HR Partner Research Partner
How do I enter veteran status in Workday?
To enter or update veteran status go to Worker Profile > Personal Data > Change my Veteran Status Identification.
How can I update Military Status (on the Personal tab) in Workday?
The Military Status section data was converted from our previous personnel system and is not editable; it is maintained for reporting purposes. You can update your Veteran Status Identification in Workday using the Department of Labor reporting requirements by selecting Worker Profile > Personal Data > Change my Veteran Status Identification. The updated veteran status will not replace the Military Status section, but can be viewed from Worker Profile > Personal Data > View my Veteran Status Identification.
Is Workday always available?
Workday has a regularly-scheduled maintenance period each week when the Workday application is off-line for several hours. Maintenance starts at 1 am CST on Saturday and ends at about 5 am. The Service Mode Update window begins 30 minutes prior to the start of a period and may impact your access to Workday.
What can a Manager see and do in the system?
Workday’s Manager Self-Service gives supervisors access to job, position and compensation information about their team. This includes access to reports to support all HR-related analytics and decisions. Manager Self-Service tasks are accessible through the HR, Payroll and Benefits worklets on your Workday home page.
What can I do in Workday on my mobile device?
Employees and managers can review and approve many items using the Workday mobile app. The most common functions used include entering and approving time and time off requests, finding people with the directory and org chart and taking action on items in your Workday Inbox.
What is Workday?
Workday is the human resource and payroll application used by the A&M System. HR, payroll and benefits information for system employees and retirees can be found on Workday, available through the Single Sign On (SSO) menu.
When is a new employee notified about their Workday account after hire?
An email is sent to the employee (using the email address entered during Pre-Hire) from Single Sign On (SSO) which will give them access to Workday. After completing the Hire business process in Workday, the employee’s record is sent in the next integration that runs (four times daily and overnight - 9 am, 11 am, 1 pm, 3 pm and 12:15 am). If the record is successfully validated, i.e., it has a legitimate Employee ID or is not a duplicate, it is sent SSO. SSO identifies the record as a new hire (or rehire) and creates or resets the SSO account
Who is a Manager in Workday?
Anyone who has an employee reporting to them will have the “Manager” Workday security role. The security role is not related to your job title.
Will a person who needs a UIN to access SSO for TrainTraq, Time & Effort or other system (such as a visiting professor) need a Workday account?
No. A Workday account is only needed by employees who have an HR or payroll relationship with the A&M System.
A part-time Employee recently became full-time (or vice versa) and cannot submit their timesheet because it states that 40 hours must be entered. How can the Employee submit a timesheet for less than 40 hours?
This error appears because full-time Employees are required to have 40 hours represented on their time sheet, except for pay periods when the Employee is hired or terminated. In cases where the employee underwent a Change Job business process in the middle of a pay period, the validation will still trigger. To remove the error, enter Unpaid Time Off for the number of hours needed to bring the total hours on the time sheet to 40 and submit the timesheet. IMPORTANT: The Unpaid Time Off MUST be canceled after the timesheet is successfully submitted or it may have an impact on the Employee’s next monthly payroll that calculates. It is recommended to set the Effective Date of the Change Job business process to be the start of a bi-weekly pay period to avoid this situation.
Am I able to enroll in Tax Deferred Accounts on-line?
Yes. Click here for more information on how to set-up a Tax Deferred Account on-line.
Can I change my payroll deductions, direct deposit and tax withholdings in Workday?
Yes. Workday lets you view and change information about your payment elections.
Can I see my paychecks in Workday?
Yes. Workday calls paychecks payslips. You can view and print a copy of your payslip.
Can I set up multiple payroll direct deposit accounts?
Yes. Employees can create up to five direct deposit accounts for their payroll earnings.
Can managers see information about their employees that have more than one job?
Yes. Managers of both jobs will be able to see information about the employee.
How do I cancel a Performance Review?
Only a Talent Partner is able to cancel a performance review. The Talent Partner will navigate to Performance section in the Worker Profile. Use related actions for the review and select Business Processes > Cancel.
How can I learn how to use Workday?
Workday training is available through TrainTraq. In addition, Job Aids and Video Help are available on this website. You can also check with your Human Resources office to see if your member has Workday specific training resources.
How can I stop vacation from accruing for an Employee?
Use the Maintain Accrual and Time Off Adjustments / Overrides task to stop the accrual. You will override the vacation accrual to zero and leave the End Date open so the Employee will not accrue vacation in the future. Click here for information on how to complete this task. When an End Date is entered, the Employee will begin accruing as eligible the following month.
How do I access Workday?
Workday is available on the Single Sign On (SSO) menu.
How do I assign a timesheet to a salaried employee who is working an additional job paid hourly?
The Time Entry Template (also referred to as timesheet type) automatically assigned to employees is driven by eligibility rules and based on their primary position. However, a Timekeeper or Payroll Partner security role can assign or override the assigned Time Entry Template using the Edit Other IDs business process. The Time Tracking Eligibility ID must be entered with the appropriate Identification # designated below it. Time Entry Template entered MUST match the options EXACTLY. Options for Time Entry Templates: Hours Only Hourly Staff and Faculty Hours Only Temp/Casual and Student In/Out Time Hourly Staff and Faculty In/Out Time Temp/Casual and Student Project Hours Only Hourly Staff and Faculty Project Hours Only Salaried Staff and Faculty Project Hours Only Temp/Casual and Student Project In/Out Time Hourly Staff and Faculty Project In/Out Time Temp/Casual and Student
How long will items attached to business processes be kept for records retention purposes?
Items attached to business processes will be kept indefinitely. Workday is not a document management system and there is no facility for purging documents once they are attached.
How will a new hire get access to Workday in order to do their onboarding process?
During the recruiting process, a candidate will enter an email address that will be used to communicate with the hiring department. Workday will use this email address to provide the new hire with their official institution or agency email address and a temporary password. Once an employee is onboarded, they will access Workday through the SSO menu.
How will I find contact information for another employee in the system?
Workday provides an excellent search tool that allows you to search for and locate directory information on employees within the A&M System. Workday also provides an organization chart showing everyone across the A&M System that links to their directory information.
How will performance reviews be handled in Workday?
Employees and managers will have the ability to conduct and complete performance reviews in Workday. Each member has the ability to set up member-specific performance review configuration using the approved templates provided in Workday.
How will we decide what to change in the new system?
Workday Services works with representatives from HR, Benefits, Finance and A&M System members (a cross-section of representatives from academic and business units - the Workday HCM Advisory Council). Additional subject matter experts also provide recommendations within various working groups.
Is my personal information secure?
Workday delivers world-class infrastructure, policies and procedures to ensure data is protected. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the protection and integrity of personal data. Workday consistently passes rigorous third-party compliance audits, including multiple SAS70 Type II audits, and certifies to the U.S. Safe Harbor program for data privacy.