Workday Support

• Student Employment Guides
• Business Services Guides
• Staff Time and Time Off Guides
• HR and Payroll Guides
• Getting Started with Workday

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?

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Student Employment Guides

• Student Employees
• Supervisors

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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
  • Time Station Kiosks (iPads)
  • Workday Mobile App

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
  • Review and Approve Timesheets
  • Enter or Edit Time on Behalf of an Employee
• FAQs: Student Employee Recruiting
• Related Reports: Student Employment

Back to Student Employment Menu

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Staff Time and Time Off Guides

• Time Tracking for Nonexempt (Hourly) Staff
• Time Off (Absence)

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Time Tracking for Nonexempt (Hourly) Staff

• Clock In & Out
  • iPad Kiosks at Time Stations
  • Workday Mobile App
  • Workday Website
  • Correct a Missed Clock Out
• Enter Time Worked
• Edit a Submitted Timesheet
• Managers
  • Review and Approve Time
  • Enter or Edit Time on Behalf of an Employee

Back to Staff Time and Time Off Menu

Time Off (Absence)

• Enter Time Off (Manage Absence)
• Edit Submitted Time off
• Managers
  • Review Time Off Requests
  • Enter Time Off on Behalf of an Employee
  • Manage Task Delegation while you are away
  • Act as a Delegate

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

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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) & Payment (Invoices, SECs)
• Budget Management and Support
• Worktag Look up Tool

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Expenses (Pcards, Out-of-pocket) & Payment (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

Note: Petty Cash Reimbursement and Wire Transfer processes remain the same. See the Business Services webpages for detailed information.  

Budget Management & Support

Starting August 2026:

• 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 Accounting, but there will be a new Excel template.

Back to Business Services Menu

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HR & Payroll Guides

• Personal, Pay & Benefit Information
• For Managers and Supervisors: Recruiting through Onboarding
• Performance and Career Management
• For Managers and Supervisors: Job Changes through Departure

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Personal, Pay & Benefit Information in Workday

• Personal Information
  • Completing I-9 Verification
• Pay Information
  • View Payslips
  • Update Direct Deposit
  • Update Tax Elections
  • View W-2s
  • Understanding Period Activity Pay
• Benefit Information
  • View Benefit Elections
  • Change Benefit Elections with Qualifying Life Event (QLE)
  • Update Retirement & Health Savings Account Elections
  • Manage Beneficiary & Trust Information

Back to HR & Payroll Menu

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

Back to HR & Payroll Menu

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

Back to HR & Payroll Menu

For Managers: Staff Job Changes through Departure

• Manage Job Changes (formerly Status Changes)
• 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.

Back to HR & Payroll Menu

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Have feedback on how we can make this page better? We welcome your ideas at [email protected].