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Managing Vaccine Information for Your Employee

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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).

Prerequisites

  • Your Member must have elected to turn on the Vaccine Management application in Workday for you to receive requests, submit information on behalf of an Employee, and run related reports
  • When submitting on behalf of an Employee, you will need to have documentation readily available in the form of a gif, png, jpg, jpeg or pdf file to submit as part of the business 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:

  • Employees will submit Dose 1 and Dose 2 for all vaccine types other than Johnson & Johnson’s Janssen (J&J)
  • The record will route for approval after Dose 2 (Dose 1 for J&J) is submitted
  • Vaccines administered by two different manufacturers are allowed
  • Dose 1 cannot be corrected or submitted more than once
  • Send Back is not an option for this business process. If you deny the request, the Employee will need to resubmit for Dose 2 only

When submitting an Exemption or Accommodation request:

  • Employees may submit a request for exemption or accommodation based on medical or religious reasons
  • The request will route for approval. Approval is not guaranteed
  • Appropriate documentation must be provided for each request
  • Send Back is not an option for this business process. If you deny the request, the Employee can resubmit if eligible

Getting Started

When an Employee submits a vaccination status, they will submit information and supporting documentation for each dose. However, you will only review Dose 2 (Dose 1 for J&J) submissions. Dose 1 does not route for approval. When an Employee submits a request for an exemption/accommodation, they will be required to provide supporting documentation for each request.

You will not be able to see previous information submitted on your inbox task. If you need to see any previous information submitted, you can view the information from the Employee’s Worker profile. See the section of this job aid called Viewing an Employee’s Vaccine Information for the steps on how to locate this information.

Be Advised: Data converted from RedCAP is viewable from the Employee’s Worker profile. You will not need to approve any data converted from RedCAP.

Review Vaccine Status Submission for Approval

  1. Navigate to your Workday inbox
  2. Select the task Submit COVID Vaccination to view the information
  3. Review the data as needed. You will not be able to view Dose 1 information. To view this information navigate to the Employee’s Worker profile if needed
  4. Access the documentation by clicking on the graphic provided. Employees are only allowed to submit one attachment
  5. Click Done to return to your inbox. If the graphic opened in another tab you will need to navigate back to the original page
  6. Select Approve or Deny
  7. If you deny the submission, you will be required to enter a comment

Up Next

Click the Up Next tab at the top to find out what happens next in this process.

Review Exemption / Accommodation for Approval

  1. Navigate to your Workday inbox
  2. Select the task Submit COVID Vaccination to view the information
  3. Open the submitting documentation for the exemption or accommodation by clicking on the graphic. Employees are only allowed to submit one attachment.
  4. Click Done to return to your inbox. If the graphic opened in another tab you will need to navigate back to the original page
  5. Select Approve or Deny
  6. If you deny the request, you will be required to enter a comment

Up Next

Click the Up Next tab at the top to find out what happens next in this process.

Submit Vaccination on Behalf Of Employee

This business process can be used to submit vaccination status or make a request for an exemption/accommodation on behalf of the Employee. The business process will not route for approval. The Employee will receive a notification that the information was submitted on their behalf and approved.

Submit Vaccination Status for Your Employee

  1. Search for the business process Submit Vaccination on Behalf in the search bar and select the task
  2. Enter the name of the Worker and press enter
  3. If more than one option appears in the list, select one and then view the information provided to verify it is the correct worker. Continue until you find the correct Worker. IMPORTANT: You are not able to enter the UIN in the Worker field in this application to locate a specific individual as in other business processes in Workday
  4. In the Vaccine or Exemption Type field, select which dose you are submitting documentation for (Dose 1, Dose 2, or Dose Additional)
  5. In the Vaccine Manufacturer field, select the manufacturer for this dose
  6. Select the Date this dose was received
  7. Attach the documentation according to the file types allowed. Only one attachment is allowed. Be sure all relevant information is visible in one attachment (e.g. front and back of card if necessary). IMPORTANT: Be sure important information is not blocked in the image
  8. Select OK to submit this dose. You will receive a confirmation message
  9. Select the Back to Submit Vaccination on Behalf Of page link to submit another dose if needed

Dose 2 will not route for approval when the Vaccine Partner completes the Submit Vaccination On Behalf Of business process.

Submit a Request for Exemption/Accommodation for Your Employee

  1. Search for the business process Submit Vaccination on Behalf in the search bar and select the task
  2. Enter the name of the Worker and press enter
  3. If more than one option appears in the list, select one and then view the information provided to verify it is the correct worker. Continue until you find the correct Worker. IMPORTANT: You are not able to enter the UIN in the Worker field in this application to locate a specific individual as in other business processes in Workday
  4. In the Vaccine or Exemption Type field, select the appropriate exemption/accommodation option for the Employee
  5. In the Vaccine Manufacturer field, select the Manufacturer Not Applicable – Exemption/Accommodation
  6. Attach the Employee’s documentation for the request. Only one attachment is allowed
  7. Select OK

The request will not route for approval because the Vaccine Partner completes the Submit Vaccination On Behalf Of business process.

Up Next

Approvals

The following are examples of approval notifications that route to the Employee

Vaccine Status Approval Notification

When you approve a vaccine status submission, the Employee will receive the following notification

When you submit the information on behalf of the Employee, they will receive the following notification

Exemption / Accommodation Approval Notification

When you approve a request for an exemption/accommodation, the Employee will receive the following notification


When you submit the information on behalf of the Employee, they will receive the following notification

Denials

The following are examples of denial notifications that route to the Employee

Vaccine Status Denial Notification

When you deny a vaccine status submission, the Employee will receive the following notification

When the Employee is ready to submit again, instruct them to enter Dose 2 with the appropriate documentation. Dose 1 cannot be submitted more than once in Workday.

Exemption/Accommodation Denial Notification

When you deny an exemption/accommodation request, the Employee will receive the following notification

If the Employee is eligible to resubmit, instruct the Employee to submit the exemption or accommodation again.