Workday Support
Workday HR and Finance is Live
Project Status: Workday HR, Payroll, and Finance is up and running!
Overview
The following resources are intended to help you get to know and use Workday. Access will require a valid Macalester ID and password. Additional guides, video demonstrations, and learning resources will be added throughout the 2026.
If you need additional help or can’t find what you are looking for, you can request additional help using the Submit a Workday Request Ticket button below or email the Macalester ITS Help Desk at [email protected].
Getting Started with Workday
- Log in and Get to Know Workday
- Download the Workday Mobile App
- Manage Shortcuts & Favorites in Workday
- Track Workday Tasks and Requests
- Managing Business Processes & Tasks
- Change Workday Notification Preferences
- Having Multiple Jobs in Workday
- Workday Glossary & Common Terms
Need more help?
Student Employment Guides
Student Employees
- Applying to Student Jobs
- Getting Started as a Student Employee
- Guides related to Employee and Pay Information
- Download the Workday Mobile App
- Manage Student Employment Awards
- Student Time Entry & Time Off
Note: If you need time or time off entries edited, contact your supervisor right away so they can make the edit for you.
Back to Student Employment Menu
Supervisors
- Create and Manage Student Job Requisitions (Postings)
- Review Applications & Hire a Student Candidate
- Direct Hire of a Student Employee
- When hiring a student without requiring them to apply through a job posting.
- Manage Student Employment Awards
- Time Tracking
- FAQs: Student Employee Recruiting
- Related Reports: Student Employment
Back to Student Employment Menu
Staff Time and Time Off Guides
Time Tracking for Nonexempt (Hourly) Staff
- Clock In & Out
- Enter Time Worked
- Edit a Submitted Timesheet
- Managers
Back to Staff Time and Time Off Menu
Time Off (Absence)
Notes:
- Staff and Faculty medical leaves related to FMLA or Minnesota Paid Leave are handled outside of Workday and employees should follow the established process. Visit the Apply for Leave of Absence webpage or reach out to [email protected] for more information.
- Faculty sabbatical applications remain managed through the Provost Office.
- Visit the Time Off Benefits webpage to learn more.
Back to Staff Time and Time Off Menu
Business Services Guides
Please note that cashiering and Student Accounts are not managed in Workday today. For more information on policy and procedures, visit the Business Services website.
Expenses (Pcards, Out-of-pocket) & Payments (Invoices, SECs, )
- Create Expense Report (Pcard reconciliation & Out-of-Pocket expense reimbursement)
- Review Expense Report for Approvers
- Create Spend Authorization (e.g. Travel Advance)
- Create Supplier Invoice Request – Used to pay invoices, Standard Engagement Contract, (SECs), and other non-employees (e.g. speakers, non-employee seasonal coaches).
Note: Petty Cash Reimbursement and Wire Transfer processes remain the same. See the Business Services webpages for detailed information.
- Request One-Time Payment for an employee (e.g. award, stipend)*
- Request Period Activity Pay for an employee (e.g. summer grant-funded work, additional assignments/overload for faculty, employee also working a a seasonal coach)*
- Period Activity Pay or PAP: Flat, lump-sum payments over a defined period of time that are outside of an employee’s regular pay.
- To pay non-employees (e.g. speakers, non-employee seasonal coaches), you must use the Create Supplier Invoice Request process.
Budget Management & Support
Fiscal Year 2026-27 transactions
Fiscal Year 2026-27 transactions will be reflected in Workday reports as they occur.
FY 2025-26 operating budget totals were distributed in the June 20 email “Budget Monitor/Manager Totals by Account.”
For additional historical financial information, please contact [email protected].
- Financial Reports in Workday
- How to use report filters and export data
- Workday Reports crosswalked with former Banner/Argos reports
- Worktag Overview
- Worktag Look Up Tool
Note: Journal entries are still requested by emailing [email protected].
Back to Business Services Menu
HR & Payroll Guides
Personal, Pay & Benefit Information in Workday
- Personal Information
- Pay Information
- Benefit Information
Performance and Career Management
- Jobs Hub for Staff Positions
- Search and Apply for Internal Positions
- Access to Workday after Leaving Macalester
- Starting August 2026:
- Performance, Goals, and Feedback
For Managers: Staff Recruiting through Onboarding
Resources coming soon!
- Begin the Talent Acquisition Process for Staff Positions
- Manage Candidates: (1) Recruiting Dashboard & Review Candidates
- Manage Candidates: (2) Screen Candidates & Finalize Interview Schedules
- Manage Candidates: (3) Interview, Review Feedback, & Make an Offer
- Review Candidates for Search Committee Members
- Offers, Offer Letters & Wage Notifications
- Manage New Hire Onboarding
For Managers: Staff Job Changes through Departure
- Request One-Time Payment for an employee (e.g. award, stipend)*
- Request Period Activity Pay for an employee (e.g. summer grant-funded work, additional assignments/overload for faculty, employee also working a a seasonal coach)*
- Period Activity Pay or PAP: Flat, lump-sum payments over a defined period of time that are outside of an employee’s regular pay.
*To pay non-employees (e.g. speakers, non-employee seasonal coaches), you must use the Supplier Invoice Request process.
Have feedback on how we can make this page better? We welcome your ideas at [email protected].