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.
Managing Your Vaccine Information
Prerequisites
- Your Member must have elected to turn on the Vaccine Management application in Workday for you to have visibility to the application and submit information
- Documentation should be readily available in the form of a gif, png, jpg, jpeg or pdf file to submit as part of the submission process
Important Information
Texas A&M University System Employees can provide documentation of COVID-19 vaccination or request for exemption by completing the information below and uploading the appropriate documentation. Your COVID-19 vaccination information or request for exemption will be maintained in a confidential manner like other employee medical information. NOTE: You are not currently required to enter COVID-19 vaccine information into Workday, and visibility of this application does not automatically imply you are required to submit this information at this time.
When submitting COVID-19 vaccine status:
- You will submit Dose 1 and Dose 2 for all vaccine types other than Johnson & Johnson’s Janssen (J&J)
- Your record will route for approval after you submit Dose 2 (Dose 1 for J&J)
- Vaccines administered by two different manufacturers are allowed
- If you make an error on Dose 1, continue with submission for Dose 2. You will not be able to correct Dose 1
- Select the option for Additional dose for any doses after Dose 2 listed on your card
- IMPORTANT: Only one attachment is allowed. Be sure your one attachment displays all relevant information (e.g. front and back of card if necessary)
When submitting an Exemption or Accommodation request:
- You may submit a request for exemption or accommodation based on medical or religious reasons
- Your request will route for approval. Approval is not guaranteed
- You must provide appropriate documentation for your request
Getting Started
When submitting a vaccination status, you will submit information and supporting documentation for each dose. This means you will repeat the process outlined below for each dose you have received. An attachment of your documentation is required for each submission. This attachment may be the same for each submission.
If your vaccine information was converted from RedCAP, you can skip to the section Review My Vaccine History to view your converted data.
- From your Workday Home page select the Vaccine Management application
- On the next page, read the directions provided for important instructions and information, then select the Vaccine, Exemption, Accommodation link to begin
- Follow the instructions provided below for submitting proof of vaccination or requesting an exemption or accommodation
Submit Proof of Vaccination
- In the Vaccine or Exemption Type field, select which dose you are submitting documentation for (Dose 1, Dose 2, or Dose Additional)
- In the Vaccine Manufacturer field, select the manufacturer for this dose
- Select the Date you received this dose
- Attach your documentation according to the file types allowed. Only one attachment is allowed. Be sure are relevant information is visible from the one attachment (e.g. front and back of card if necessary). IMPORTANT: Do not block important information in your graphic when holding your card or your request may be denied and you will need to resubmit
- Click OK to submit this dose. You will receive a confirmation message
- Click the Back to Submit Vaccination page link to submit another dose if needed
When you submit Dose 2 (Dose 1 for J&J), your information will route for approval to the Vaccine Partner
Up Next
Navigate to the Up Next tab at the top of the page to for information on approvals and notifications.
Submit Request for Exemption or Accommodation
You may request an exemption or accommodation for medical or religious reasons. Follow the instructions provided. First you will submit a request for an exemption. Then, you may also request an accommodation for any additional requirements for those who have an exemption.
- In the Vaccine or Exemption Type field, select the Exemption or Accommodation type you are requesting (Medical or Religious)
- In the Vaccine Manufacturer field, select Manufacturer Not Applicable – Exemption/Accommodation
- Attach your documentation supporting your request. Only one attachment is allowed
- Click OK
- You will receive a confirmation message that your request has routed for approval
Up Next
Navigate to the Up Next tab at the top of the page to for information on approvals and notifications.
Review Your Vaccine History
- To review your vaccine history in Workday, navigate to the Vaccine Management application from your Home page
- On the next page, under the View section, select Vaccine History
- Select OK on the pop up window that displays your name in the Worker field
- The Vaccine History page will display each dose entered for you in Workday. The Business Process Event Status column displays the status of your information. In the example shown here, the Employee submitted two doses and the second dose has not yet been approved by the Vaccine Partner
This completes the Managing Your Vaccine Information process in Workday
Up Next
Notifications
Your submission will either be approved or denied by a Vaccine Partner at your member.
Approvals
Vaccine status information will route to a Vaccine Partner after Dose 2 has been submitted (Dose 1 for J&J). You will receive a notification such as the one provided below.
Exemption / Accommodation requests will route to a Vaccine Partner for approval. You will receive a notification such as the one provided below when it is approved.
Denials
If your vaccine status submission is denied, you will receive a notification such as the following.
If your request for an Exemption / Accommodation is denied, you will receive a notification such as the one provided below.
