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- Workday Fundamentals
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
Where can I see how many hours of my vacation time will roll to sick time at the end of the fiscal year?
From your employee profile or related actions next to your name, scroll to Time and Leave--> View Carryover Balances. You can enter the 09/01/2018 date and time off plan of Vacation to display the information you are interested in viewing. Also, you can leave these prompts blank and it will display all time off plan information. Please note this report does not reflect unapproved time off requests. Also, the amount eligible to be carried over does NOT take into account any state service anniversaries between the date the report is run and the end of the fiscal year that might make you eligible to carry over a higher amount. However, once you hit that new state service level that allows a higher carry forward amount, it will be reflected here.
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.
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.
Can you set a work schedule in Workday?
Yes. You can set your work schedule in Workday.
How can I cancel a Performance Review?
A Talent Partner security role can cancel reviews.
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 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 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.
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, Time Keeper and Payroll Partner security roles can also run calculations by selecting this option from the Enter Time menu on the bottom left-hand corner of the Employee’s time sheet. The Timekeeper and Payroll Partner can run calculations “in mass” for multiple Employees at one time.
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.