What to Expect

• Payroll processing will be run through Workday.
• Payslips and employee tax documents will be in Workday, including 2026’s W-2.
  • Term change: Payslips formerly known as paystubs
• Payroll elections, like direct deposit and tax elections, will be managed in Workday.

• Time worked will be entered in Workday 
  • Timeclock Plus (TCP Clock) users will have new kiosks for clocking in and out.
  • Web Time Entry (1600grand) users will enter hours worked in Workday through the app or web.
• Managers and Supervisors will review, approve time and time off in Workday.
• Timesheet corrections can be done in Workday, no payroll form will be needed.
  • Staff will be able to initiate the correction for manager review. 
  • Supervisors of student employees will be able to initiate corrections (e.g. forgetting to clock out) on behalf of the student.
• Process change: Unlike Banner/Argos notifications, Workday notifications are specific to required actions. If you receive a Workday notification, complete the task specified.

• Term change: Absence or time off formerly known as leave.
• Absence (Time off) can be entered in Workday up to a year in advance, replacing monthly leave reports for salaried/exempt staff.
  • Time off balances will be updated as they are entered and approved.
  • Unplanned absences can still be entered when the employee returns to work.
• Student employees will be able to enter their own sick time.
• Personal holidays will be available for use at the start of the year. After using the personal holiday, the balance will show as zero (0).

• Example: The Cost Center worktag is your department, formerly Organization. 
• Worktags will have an alphanumeric code and natural language name (e.g. CC1234 Math, Statistics & Computer Science). The worktag can be found through a Google-like keyword search.  
  • There will be a FOAPAL to worktag look up tool also available to assist in the transition. 
• Worktags are defaulted into expense report and invoices, and they can be changed as needed.
• Workday will prevent use of inactive or unauthorized worktags.

• In Workday, this is called an Expense Report.
• Reconciliation will be done in Workday
• Photos of receipts can be attached to expense reports for submission.
• Pcard transactions will be posted throughout the month to support real-time budget updates.
  • This will phase out use of the Wells Fargo site.
• Process change: All Pcard transactions will require reconciliation. Unreconciled transactions will not default to the Pcard holders’ primary Worktags (formerly FOAPALs).
• Process change: Repayment options for personal transactions will be cash or check only. Workday will not transfer funds from personal checking accounts for Pcard repayment.

• In Workday, this is called an Expense Report.
• Reimbursement will follow the same steps as Pcard reconciliation removing unnecessary process variations and forms.

• In Workday, this is called a Spend Authorization Request.
• In the request, the “Cash Advance” box must be checked.

• In Workday, this is called a Supplier Invoice.
• Payments for goods and services will all follow the same request process removing unnecessary process variations and forms.
• Approvals will route automatically.
• You will have transparency through the request process and no longer need to track through email chains.
• Vendors (now called Suppliers) including DocumentServices, Mailing Services, and Bon Appetit have been given the new Worktags and will be expecting them, not FOAPALs, starting in June.
• Bulk invoice submissions may need to follow a different process, similar to current processes. 

This will have an interim process until Phase Two when student accounts are in Workday. For now this will be a called Miscellaneous Payment request.

• Budget reports will be in Workday.
• Balances can be viewed at any time with real-time updates.

• Grant Awards will be managed in Workday.
• Expenses, invoices, and employee time will be submitted and reviewed through Workday. 
• Balances will be updated real-time as expenses are approved.
• Monthly or quarterly reports will be replaced by self-service on-demand reporting.

• In Workday, this is called Gifts for both restricted and endowed funds removing unnecessary process variations.
• For endowments, Workday will post the full amount available at the start of the year, replacing the monthly allocation.

• Student positions will be created and managed in Workday.
• Students will search and apply to postings in Workday.
• Candidate screening and hiring will also be in Workday.

• All jobs will all be initiated and offered in Workday, including students who work in multiple positions. 
• Students will complete onboarding tasks, like I-9 and required learning, directly in Workday.
• Employment will not begin until all required approvals and tasks are completed in Workday.

• Students will clock in/out and submit sick time requests through Workday.
• Supervisors will review, approve time and approve sick time hours requests within established payroll deadlines.
• Supervisors will receive a notification if a student forgets to clock out and be able to initiate timesheet corrections.

• Staff jobs will be posted in Workday.
  • Current employees will be able to apply in Workday’s Jobs Hub.
  • External applicants will have an external job board.
• Screening, hiring, and onboarding will be in Workday.
• Employees can view and manage personal information, like home address, phone, and required demographic information
• Managers and HR will manage status changes in Workday, replacing the Status form.

• Open enrollment for benefits will be in Workday.
• Compliance training or other learning activities, like required FERPA and Title IX  training, will be assigned and completed through Workday.
• Staff will create and track performance goals in Workday. 
• Managers will receive notification when it is time to conduct mid-year and annual reviews and complete the related forms in Workday.