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Edit Other IDs

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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.

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Important Information

  • Change My Other IDs is the task used for an Employee to edit their own Mail Stop and Compensation Time Banked Other IDs. If any other ID must be changed, the Employee will need to contact the HR Partner or HR Contact.
  • Edit Other ID is a task referenced to be done in To Do steps within Hire, Onboarding, Termination and other business processes.

Important: Validations are configured for all Other IDs to ensure data accuracy.  If an Other ID was entered inaccurately by any security role, the Other ID you are adding will result in an error. The Other ID that is inaccurate must be corrected by the appropriate security role prior to making any other changes to Other IDs for the worker.

Getting Started

  1. Navigate to the Employee’s Worker Profile.
  2. Select Actions > Personal Data > Edit Other IDs.The Worker Profile with the edit other IDs link displayed

Note: You can also use the Edit Other IDs task to begin the process. First, search for for Edit Other IDs in the Search Bar. Then select the Employee in the Person field and select OK.

Edit Other IDs Task using the search barThe Edit Other IDs Window displaying the person field

  1. The Edit Other IDs page will display. Select the Plus Sign (+) icon to create a new row for each Other ID you want to add. Enter information into the displayed fields including Other ID Type, Organization, Custom Description, Identification #, Issued Date, and Expiration Date. Information required for an Other ID varies. Refer to the reference guide Custom Other IDs for specific information.
    The Other IDs Table displaying all columns
  2. You can also edit and remove existing Other IDs.
    • To edit an Other ID, simply change the information in the desired fields.
    • To remove an Other ID, select the Minus Sign (−) icon for that row.
  3. Enter any comments, as needed.
  4. Select Submit.

This completes the Edit Other IDs process.

Additional Resources

See the Custom Other IDs reference guide for more information on how Other IDs drive additional functionality in Workday.

How to Add or Update FLSA and/or State Comp Time Other ID

To change comp time from banked to paid or vice versa HR Contacts, HR Partners, Timekeepers or Payroll Partners can go to the Workday employee’s profile and use the Edit Other ID process.

Note: Federal Comp Time Banked ID and State Comp Time Banked ID are separate IDs.

You can either:

  • Set-up up both to pay out
  • Set-up one to payout and the other to bank
  • Set-up both to bank (* this is the default in Workday; if no comp time item shows in current Other ID set-up – all comp time will bank