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.

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
• Download the Workday Mobile App
• Manage Student Employment Awards
• Student Time Entry & Time Off
  • Time Kiosks
  • 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 the student to apply through a job requisition posting.
• Manage Student Employment Awards
• Time Tracking
  • Review and Approve Timesheets
  • Enter or Edit Time on Behalf of an Employee
• FAQs: Student Employee Recruiting

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)

Nonexempt (hourly) Employees: Begin entering your time off, including Juneteenth, in Workday. Your time off balances will be added to Workday end of day June 17, following the final Banner payroll run.

Exempt (salaried) Employees: Do not enter June time off in Workday. Begin using Workday for time off entries on July 1. Your time off balances will be added to Workday end of day June 26.

• 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.

• Enter Expenses (Pcards and Out-of-pocket)
• Budget Management and Support
• Pay Supplier (Vendor) Invoices and Contracts

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Enter Expenses (Pcards & Out-of-pocket)

Starting July 2026:

• Create Expense Report (Pcard reconciliation & Out-of-Pocket reimbursement)
• Expense Reports for Approvers – Review Expense Report
• Request Travel Advance – Create Spend Authorization
• Spend Authorizations for Approvers – Review Spend Authorization
• Expense Report with prior Spend Authorization

Note: The petty cash reimbursement process has not changed.

Back to Business Services Menu

Pay Supplier (Vendor) Invoices & Contracts

Starting July 2026:

• Pay vendor – Create Supplier Invoice Request
• Invoice Requests for Approvers

Note: Wire transfers are still requested by emailing Account Payable.

Back to Business Services Menu

Budget Management & Support

Starting August 2026:

• Budget vs Actual reports
• Overview of Workday Finance Foundational Concepts
• Approval Routing in Workday
• Budget Reports, Filters, and Saved Searches
• Argos to Workday Crosswalk
• Request new Accounting Worktag

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 Separation

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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: 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: Job Changes through Separation

• Manage Job Changes (Status Changes)
• Request One-Time Payment
• Request Period Activity Pay

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].