Job Aids

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.

This job aid details the process for an Employee to install Workday’s mobile app on an Android mobile device and provides a brief navigation overview.

This job aid outlines the process for an Employee to install Workday’s mobile app on an iOS mobile device and provides a brief navigation overview.

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.

This job aid outlines the activities for a Benefits Partner to add a Surviving Dependent in Workday using the Hire and Onboarding business processes.

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.

This job aid outlines the process for an Employee to add achievements to their Worker profile.

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.

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.

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.

This job aid outlines the process for a Manager or HR Partner to request a Flexible Work Arrangement on behalf of a Worker. The request can be submitted for working at an Alternate Work Location or using a Flexible Work Schedule. It can also be used to document a workplace accommodation when submitted by an HR Partner.

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.

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.

This job aid outlines the activities for an Additional Manager to participate in the annual performance evaluation of an Employee.

This job aid outlines the activities for an Additional Reviewer to participate in the annual performance review of an Employee.

This job aid outlines 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.

This job aid outlines the activities for a Manager to approve hours submitted on a timesheet by an Employee they supervise.

This job aid outlines the process for a Payroll Partner, HR Contact, HR Partner or Budget Contact, Manager to edit existing costing allocations for a position and/or Worker as a stand-alone process.

This job aid details the process for a Payroll Partner or Payroll Administrator to assign a pay group to an Employee in Workday.

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.

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.

This job aid outlines the activities for a Benefit Partner to edit a Benefit Event by using the Cancel or Rescind business process.

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.

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.

This job aid outlines the activities for an Employee to set up a Tax Deferred Account (TDA) Plan in Workday.

This job aid outlines the process for the Benefits Partner, HR Contact, HR Partner, Retiree Partner, or System Benefits Support to change an Employee’s contact information in Workday.

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.

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.

This job aid outlines the process for an Employee to change their contact information in Workday.

This job aid describes the business process for an Employee to display the pronunciation of their name in Workday.

This job aid describes the task for an Employee to assign the Work Space (physical facility and office) where the job duties are performed.

This job aid outlines the process for a Payroll Partner to change a Worker’s No Retro Prior to Date.

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.

This job aid outlines the process for an HR Partner or Manager to change their Employee’s or Contingent Worker’s photo in Workday.

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.

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.

This job aid outlines the process for an Employee or Contingent Worker to change their photo in Workday.

This job aid outlines the process for an Employee to enter time in Workday using Check In and Check Out.

This job aid outlines the process for a Recruiting Partner, Recruiting Coordinator, or Manager to close an evergreen requisition.

This job aid details the process for a Recruiting Partner, Recruiting Coordinator or Manager to close a job requisition.

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.

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.

This job aid outlines the activities for an Employee and Manager to set goals for the Employee for the upcoming performance review period.

This job aid outlines the process for an I-9 Partner to complete an Employee’s Form I-9 Section 3.

This job aid outlines the activities for an Employee to complete or change Open Enrollment benefit elections during the Open Enrollment time period.

This job aid outlines the activities for a Benefits or Retiree Partner to complete or change Open Enrollment benefits elections during the Open Enrollment time period on behalf of an 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.

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.

This job aid outlines the activities for a Faculty Member to complete a Performance Evaluation that uses the Faculty template.

This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Faculty template.

This job aid outlines the activities for an Employee to complete a Performance Evaluation using the Staff Performance template.

This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Staff template.

This job aid outlines the activities for a student Employee to complete a Performance Evaluation that uses the Student template.

This job aid outlines the activities for a Manager to complete a Performance Evaluation that uses the Student template.

This job aid outlines the steps for an Employee to complete their Federal Tax Election Form W-4 in Workday during the onboarding process.

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.

This job aid details the process for an HR Partner to convert a Contingent Worker to an Employee in a paid position.

This job aide outlines the various processes for a Payroll Partner to copy a withholding order from an existing order for a Worker.

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).

This job aid outlines the process to Correct, Cancel, or Rescind a business process.

This job aid outlines 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.

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.

This job aid outlines the tasks for a HR Partner, HR Contact, and Manager to create a position.

This job aid outlines the process for a Project Manager to create a new project in Workday.

This job aid outlines the process for a Project Hierarchy Manager to create a new project hierarchy in Workday.

This job aid outlines the process for a Project Manager to create a project plan to assign tasks to a project in Workday.

This job aid outlines the process for a Recruiting Partner to a create questionnaire in Workday which will be used for Recruiting.

This job aid outlines the process for a Project Manager to create a resource plan to assign employees to on a project hierarchy.

This job aid outlines the process for a Project Manager to create a resource plan to assign employees to on a project.

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.

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.

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.

This job aid outlines the activities for an Export Control Partner to edit the Export Control Job Duties Questions in the Edit Additional Data on Position Restrictions business process.

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.

This job aid outlines the process for a Recruiting Partner to edit the job application for a Candidate who has submitted an application.

This job aid outlines the process for a Recruiting Partner to edit a job requisition that can be used to recruit for open positions.

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.

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.

This job aid outlines the process for an Employee to edit their own payment elections outside of the onboarding process.

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.

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.

This job aid outlines the process to edit a Worker’s System ID (UIN) in Workday during Hire or Contract Contingent Worker.

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.

This job aid outlines the steps for an Employee to edit their Federal Tax Election Form W-4 in Workday.

This job outlines the process for a Worker to enable high contrast mode in Workday by turning it on in Windows 10.

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.

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.

This job aid outlines the process for an Employee to request to end a previously approved Flexible Work Arrangement.

This job aid outlines the process for a Manager or a HR Partner to request to end a previously approved Flexible Work Arrangement for a Worker.

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.

This job aid outlines the process for an Employee to enter time in Workday.

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.

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.

This job aid outlines the activities for a Manager or Merit Partner to complete the annual merit task in Workday.

This job aid outlines the process for an Export Control Partner to document in Workday an Export Control Review using the Edit Additional Data business process.

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.

This job aid outlines the process for requesting Feedback on an Employee, giving Feedback on an Employee and reviewing Feedback received.

This job aid outlines the primary activities for various security roles during the Hire business process.

This job aid details activities for a Payroll Partner to identify emoluments on the current payroll when the Employee is not being paid.

This job aid outlines the process for a Recruiting Partner and Recruiting Coordinator to move a Candidate through the job application process.

All requisitions are managed by the Recruiting Coordinator, Recruiting Partner and Manager of the Supervisory Organization within which the job requisition is housed. This job aid outlines the entire job application process from the Manager’s perspective and provides instructions for when a Manager can participate and move the Candidate forward to the next step.

This job aid outlines the activities for an HR Partner, HR Contact, or a Manager to move a current Employee who is pending termination into a temporary position created solely for the purpose of training their replacement.

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.

This job aid outlines the process for a Payroll Partner to enter and manage tax treaties for an Employee.

This job aid outlines the process for a Talent Partner, Talent Analyst, Manager or to manage an Employee’s certifications and licenses.

This job aid outlines the process for managing reports within dashboards.

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.

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).

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.

This job aid outlines the activities for a Manager to create and view organizational goals for Supervisory Organizations they manage in Workday.

This job aid outlines the process for managing reports in your Favorites.

This job aid outlines the process for Employee’s to manage their certifications and licenses within their Worker Profile.

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.

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.

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).

This job aid outlines the process for employees to manage their work experience within their worker profiles.

This job aid outlines the process for a Merit Partner to remove or add an Employee from the Merit process.

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.

Off-cycle payments are payments processed in Workday outside of the regularly scheduled, on-cycle pay run for the Worker.

The purpose of this guide is to provide an overview of the various types of off-cycle payments that are possible in Workday and the process used to complete those payments.

This job aid outlines 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.

This job aid outlines the process for a Recruiting Partner to manage search committees for internal committee membership.

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.

This job aid outlines the activities for the Role Maintainer to assign roles to a Supervisory Organization and select appropriate employees to be assigned to those roles.

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.

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.

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).

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.

This job aid outlines the features that you can use to manage your Inbox in Workday.

This job aid outlines 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.

This job aid outlines the activities for an Employee or Retiree to add or change Medicare information for self or a Dependent in Workday.

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.

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.

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.

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 being selected during the Hire business process.

This job aid outlines the activities for a Merit Partner to maintain pools for the Annual Compensation Review process (Merit) in Workday. Not all members will utilize pools within Workday as part of the Merit process.

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.

This job aid outlines the process for an Employee to view an estimation of pay after applying hypothetical changes to taxes, earnings, and deductions.

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.

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.

This job aid outlines how to run the My Save for Summer Balance report in Workday.

The purpose of this job aid is to provide a new Employee with guidance on how to complete the onboarding process in Workday. However, the experience shown here is only a sample of what an Employee might typically encounter. Onboarding is a process that varies depending on the position and characteristics of the worker hired. Not every Employee will see everything shown in this job aid.

If you have questions on any part of this process, refer to the Additional Resources tab for instructions on how to reach out to your Human Resources department.

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.

This job aid outlines the process for an Employee to manage payment elections during the onboarding process.

This job aid outlines the process for Absence Partners and Managers to place an Employee on a leave of absence.

Provides guidance to Payroll Partners for completing a Reversal for a Retro Assign Pay Group event in Workday

This job aid outlines the activities for a Benefits Partner to prepare an Employee’s record in Workday in preparation for their upcoming retirement.

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.

This job aid outlines the various processes for a Payroll Partner to record a Withholding Order for an Employee.

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.

This job aid outlines the activities for an HR Partner, HR Contact or Manager to rescind the Hire event for an Employee who does not arrive as expected or who completed the Hire process but will no longer fill the position.

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.

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.

This job aid outlines the process for an Employee to request a Flexible Work Arrangement. The request can be submitted for working at an Alternate Work Location or using a Flexible Work Schedule.

This job aid outlines the process for an Employee to request a leave of absence.

This job aid outlines the process for an Absence Partner, Budget Contact, 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.

This job aid outlines the process for an Employee to request overtime in advance in Workday and to view the status of the request.

This job aid outlines the process for a Manager or Timekeeper to request overtime in advance in Workday for an Employee.

This job aid outlines the process for an Employee to request a return from a leave of absence.

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.

This job aid describes the process for the Retiree Partner 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.

This job aid outlines 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.

This job aid outlines the process for Absence Partners and Managers to return an Employee from a leave of absence.

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.

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.

This job aid outlines the process for running, sorting, and filtering reports in Workday.

This job aid outlines 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.

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.

This job aid outlines the process for a Background Check Partner to run the background check business process and document outcomes in Workday.

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.

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.

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.

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.

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.

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.

This job aid outlines the process for an Employee to change their passport and visa information in Workday.

This job aid outlines the process for an Employee to upload a resume to the Career section of their Worker Profile.

This job aid outlines how to perform searches in Workday. You can search for tasks, people, organizations, reports, and more in the Search Bar.

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.

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.