FAQ
Explore our FAQ page for clear answers to frequently asked questions about Workday processes and functionalities.
Frequently Asked Questions
Welcome to the FAQ page, where answers to common questions about processes and systems are provided.
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General
Workday is a modern, cloud-based, enterprise resource planning (ERP) solution that will allow us to better manage employees, students and college finances. Workday is more secure, more intuitive, and many processes are streamlined.
In July 2024, we will implement Workday Platform which includes HR, Benefits, Payroll, Time and Absence, Budgets, Expenses, Grants, Requisitions and Spend Authorizations
In 2027, we will implement Workday Student, which includes data for the student experience (e.g. registration, student financial services, and course management).
If you notice any discrepancies in your Workday information, we recommend taking the following steps:
First, check if you can edit the information yourself within Workday. Many details, such as your preferred name, pronouns, and education, can be updated directly by users.
If you're unable to edit the information or if the issue requires further assistance, please contact the appropriate office responsible for managing that data. They can help resolve any discrepancies or provide further guidance.
If you are unsure who manages the data, please contact workday@hamilton.edu.
The aim of the Workday project at Hamilton is to streamline processes, automate tasks, and facilitate direct access to data whenever possible.
Initially, using Workday may present challenges and require more time as users adjust to the new system. However, as familiarity grows and tasks are completed, using Workday will become more intuitive.
Communications and training sessions are designed to manage expectations and ensure everyone is prepared to navigate Workday effectively.
The Hamilton directory will continue until we implement Workday Student. However, employees will maintain their information in Workday.
Yes, you will receive action items directly on your Workday landing page in the Inbox section. Additionally, notifications will be sent to your Gmail email account. By default, email notifications are enabled, but you have the option to disable them if needed.
While it is recommended to log into Workday daily, the frequency of logins may vary based on your role, and you may need to log in more frequently to stay updated on relevant tasks and activities
When working in Workday, you might encounter Error or Alert messages that prompt additional actions.
Red Error: This indicates that the process cannot be submitted until the error is resolved. For example, if you tried to submit a task but missed a required field, you will need to complete the missing information before proceeding.
Orange Alert: This indicates that the process can be submitted, but it may require additional attention or thought before proceeding. For example, if you requested an effective date outside of a date range, it might trigger additional approvals upon submission.
Steps to Resolve:
- Read the Error/Alert Message: Carefully read the message to understand what needs to be corrected or reviewed.
- Resolve Red Errors: Address all the required fields or correct the specified issues before attempting to resubmit.
- Review Orange Alerts: Consider the implications of the alert and ensure that all information is accurate and within the expected parameters. Proceed with submission if everything is correct.
- Seek Assistance: If you are unsure how to resolve the issue, consult the relevant job aids, training materials, or contact the support team for further assistance.
By following these steps, you can ensure that your processes in Workday are completed accurately and efficiently.
After July 1, Workday will be used to record time, benefits and pay all employees.
There will be a period of time that the business payment functions overlap as the FY24 year is closed.
Students will maintain contact information in Colleague.
If they are student employees, they will maintain their direct deposit information in Workday.
No, TMA will continue to exist.
Yes, initially, only student employees will use Workday for tasks such as submitting timesheets and managing work schedules.
However, as part of Phase 3, Workday for students will be rolled out to all students, expanding its usage beyond employee-related functions to encompass broader student needs. This phased approach ensures a gradual and thorough implementation tailored to the specific requirements of our student community.
Implementing a new ERP system is a significant task, so it's more efficient to divide it into phases. The student system will be done gradually over the course of a complete student lifecycle. This approach ensures a smoother transition and allows us to focus on each component thoroughly.
Workday is compatible with the following web browsers:
- Google Chrome
- Mozilla Firefox
- Microsoft Edge
- Safari
For optimal performance and compatibility, we recommend using the latest version of these browsers.
Yes, Workday is accessible on mobile devices through the Workday Mobile app, available for both iOS and Android platforms. The Workday Mobile app allows users to access essential Workday features and functionality on the go, providing flexibility and convenience in managing tasks and accessing information from anywhere, at any time.
Enterprise Resource Planning (ERP) at Hamilton College refers to the integrated management of software applications across various business functions, including finance, human resources (HR), and payroll. It involves the seamless coordination and utilization of technology to streamline administrative processes, enhance efficiency, and support the college's operations and strategic initiatives.
Absence
Time Off requests can be entered one year in advance and revisions can be entered for requests within the past 90 days.
You can check the status of your absence request through several methods:
Absence App: Select "My Absence" under the view column to see a table of your requests and their statuses.
Absence App: Go to "Request Absence" and view the calendar, where approved absences will be shown in green.
Time Entry Calendar: View your time entry calendar in Workday; approved requests will be visible there.
Notifications: Check your notifications for the absence request, and select "Process" to view the current status of your request.
Yes, employees can View Teams on the absence calendar.
Yes
If there is sufficient time, the employee should enter the sick day upon their return to work.
However, both the employee and the manager have the ability to enter sick time into Workday. If the sick day occurs shortly before the timesheet is due, it may be more practical for the manager to enter it on behalf of the employee.
If you believe there's an error or discrepancy in your vacation balance, please reach out to Human Resources. They can verify your carryover balances and assist in updating your records in Workday if necessary.
Carryover balances from the previous fiscal year are not automatically transferred to Workday for exempt employees. If your supervisor intends to record absences in Workday going forward, they need to communicate your carryover balances to Human Resources. This ensures that you can accurately report any carried-over days in Workday. Otherwise, any remaining balance at the end of the year will carry over as usual.
Yes, if your supervisor has communicated your carryover balances to Human Resources and has opted to use the Absence feature for your office/department.
Absence App: This app is used to record hours not worked but to be paid, such as vacation or sick leave. It tracks paid time off and should be used for requests like vacations, personal time, or other paid absences.
Time Entry App: This app is used to record hours you have actually worked. It should only be used for logging worked hours.
The only exception is for student employees, where any sick time is also included on the time entry and must match the absence request.
No, once your absence request is approved by your manager, you do not need to resubmit it. Approved time off requests will automatically be reflected on your time entry calendar if submitted and approved ahead of time. If you notice the time off listed as well as a shift listed on the same day, please ensure you remove or edit the time block from your time entry.
Both the Time Entry app and the Absence app flow into your paycheck. The Time Entry app records the hours you have worked, while the Absence app records the hours you have not worked but will still be paid for. Ensure you use each app for its intended purpose to ensure accurate pay.
Benefits
Yes
Life events do not always line up with enrollment periods. If you need to change your coverage because of a birth, death, marriage, divorce, or similar life event, you can update your benefits in Workday to better suit your needs. Please follow the Job Aid for step-by-step instructions.
Please carefully follow the steps outlined in the Manage My Benefits job aid, specifically in the Add/Change Beneficiary section.
This process involves multiple steps and can only be submitted once per day. If you encounter difficulties, please email workday@hamilton.edu for assistance — we're here to help.
Dependents are managed specifically for health insurance purposes in the Workday system. You do not need to add them unless it's for a qualifying life event or during open enrollment. For more details, please refer to the Manage My Benefits job aid under Initiate a Dependent Event.
Corporate Credit Cards
Once you start the verification on a procurement card transaction, it goes into Draft status unless you submit the verification.
Please follow the instructions in this job aid to view the transaction and complete the verification.
Procurement Card (PCard): Transactions made with a Procurement Card are recorded in the Purchases app within Workday. If you see transactions listed in this app, it indicates you have a Procurement Card.
Travel Card and VP Card (TCard): Transactions made with a Travel Card are tracked in the Expenses app. If you find transactions related to travel expenses in this app, it indicates you have a Travel Card.
If you are unsure about the type of card you have or need assistance identifying it, you can also contact the Business Office for clarification.
Expenses
In Workday, you'll use specific processes depending on the nature of your expenses:
- Spend Authorization: Submit a Spend Authorization for cash advances, airfare, lodging, car rental, and trains. This process gathers pre-approval for anticipated expenses related to business travel. It is not required to include other projected expenses on the spend authorization, but you may do so for a more accurate budget encumbrance.
- Expense Report: Use Expense Reports to manage corporate travel card charges and out-of-pocket expenses incurred during business activities. Expense reports should reflect and report accurate expenses.
- Supplier Invoice Request: Use this task to request payments for invoices that are not on a purchase order (under $1500) or for payments to external payees, such as vendors or service providers.
- Supplier Request: If a supplier is not already listed in Workday, use this task to request their addition along with a W9 form. This is necessary only if the supplier is not already in the system.
- Worktags are dimensions that help identify financial transactions and categorize them for reporting.
- Worktags entered on transactions drive workflow. For example, if a transaction requires approval, the Worktags entered may determine who it routes to.
- Worktags can be organized into hierarchies, which can streamline reporting.
You can use the Cost Center Lookup Tool and Crosswalk to assist in identifying the appropriate cost centers and related worktags.
To select the correct Worktags in Workday, follow these guidelines based on the purpose of your transaction:
Cost Center: Formerly Department and Unit - defaults based on Supervisory Org
Fund and Program are required, and automatically populates based on Cost Center or selection made in Gift, Grants, or Initiatives.
User can select Projects, Clubs, and Startup Funds as needed.
Spend Category was formerly the Object Code.
These worktags help categorize and track expenses accurately within Workday, ensuring proper allocation and reporting.
- Faculty/Academic Affairs Travel Funding Authorization Form
- Travel Reimbursement Form
- Check Request Form
- Invoice Payment Form
- W9 Uploader
You will select how you wish to be reimbursed: check or direct deposit. If you have direct deposit set up, that account will be selected as the default.
All receipts must be organized and summarized. Include an explanation for foreign receipts. A copy of the currency conversion rate is suggested.
Meals:
Employees electing the per diem are not required to submit receipts for meals.
Employees may submit receipts for meals rather than requesting the per diem. Receipts must be itemized receipts listing items served, not credit card receipts. The typical restaurant tip for good/excellent service ranges between 15%-20% and cannot exceed 20% of the bill to be reimbursed by the College.
Yes! Using the Workday Mobile App, you can take photos of receipts. Use the Expenses applet to track expenses, upload receipts, and submit expense report while traveling.
You may check the status of your expense report in Workday to see if it is Waiting for Approval, Completed, or Canceled by going to the Expense app, then click on Expense Reports in the View column. For additional help, please see the Job Aid for Expense Reports.
Spend Authorizations and Expense Reports can be tied together in Workday to manage and track expenses efficiently. To learn more, visit the Create and Manage Expense Reports job aid.
Yes, multiple Expense Reports can be linked to a single Spend Authorization. This allows for better tracking and management of related expenses under one authorization.
Example: For a month of multiple trips, you can link separate Expense Reports for each trip to the same Spend Authorization.
No, you cannot tie multiple Spend Authorizations to a single Expense Report. Each Expense Report can only be associated with one Spend Authorization.
Follow along the detailed Job Aid on Expense Reports to link the two.
Some important things to note:
- Best practice is to submit a Spend Authorization prior to any major purchase/trip.
- You can submit a Spend Authorization at any point prior to completing an Expense Report.
- Ensure all required fields are completed to avoid delays in approval.
- A single Spend Authorization can be linked to multiple Expense Reports. This allows you to submit expense reports throughout the month and have them linked back to the Spend Authorization to update the remaining authorized amount.
- Expense Reports should include actual expenses incurred during travel or business activities.
- If actual expenses exceed the Spend Authorization, submit the Expense Report with the actual amounts; no need to update the Spend Authorization.
- Familiarize yourself with college policies regarding allowable expenses and documentation requirements.
Manager Role
Student employees who have no hours during a time period do not need to submit a timesheet, nor does the manager need to approve one.
Delegation is used in Workday to allow another manager to initiate or submit/approve time sensitive tasks on your behalf. This is useful if you go out of the office, or if you will not be able to access Workday for an extended period.
To configure Delegations or learn how to access tasks delegated to you, please review the Delegations job aid.
If you catch the issue before the payroll deadline, the employee should make the correction and send it to their manager for approval so that it is reflected on the current check. If the error is discovered after the deadline, the employee should make corrections on the time app once payroll reopens on payday. The correction will then appear on the employee’s next paycheck.
The employee is responsible for entering their sick time into Workday upon their return, or from home via the mobile Workday app.
In case of exigent circumstances, such as an unexpected absence right before the deadline, the manager may submit the sick time on their behalf if needed.
Payroll
Yes, your direct deposit information can be accessed under Payment Elections within your Employee Profile in Workday.
Please note, compensation history from prior to June 24, 2024 will not be accessible on Workday.
Yes, starting from June 24, all links to pay advices will direct you to Workday.
Please note, compensation history from prior to June 24, 2024 will not be accessible on Workday.
No, pay stubs from the Self-Service system will not be transferred to Workday. If you need access to these documents, please download them from the self-service portal before June 24.
The holiday and other closure dates are automatically populated in the Workday system.
If you take the holiday off (for full-time employees or those on schedules greater than 50%), no action is needed.
If you work on a holiday, simply enter the hours worked as regular; Workday will calculate these hours at 2.5 times the regular rate.
Please note: holiday pay does not apply to temporary employees, those on schedules under 50%, or Hamilton Student workers.
Purchasing/Procurement
Changes cannot be made to punch-out/supplier website orders once the PO has been issued.
For non-catalog purchases, a change order can be done to modify line information prior to receipt and invoicing only.
Once the line has been received OR invoiced, in partial or in full, worktag information cannot be changed; including spend category.
A journal entry must be submitted to correct the information after the invoice has been paid.
If you are the requester of the goods/service, you can use the Purchases worklet to view requisitions you have submitted and through this report the PO number once created will be displayed.
Submit a request to add a new supplier via Create Supplier Request.
In the transition to Workday, some Cost Centers have been reclassified as Clubs, Projects, Initiatives, Gifts, Grants, or Startup Funds. To locate your Cost Center, use the Cost Center Lookup and Crosswalk tool. This tool allows you to look up a legacy (Pre-Workday) Cost Center by Cost Center ID (numeric code) or by description (name) to determine its new designation in Workday.
If your legacy Cost Center has been reclassified in Workday, you need to enter the code into the corresponding new Worktag field. For example, if your legacy Cost Center code is now categorized as an Initiative, enter that 6-digit number in the Initiative field.
The 4-digit number previously known as the Object Code is now used in various places in Workday, such as Spend Category, Revenue Category, Expense Item, or Ledger Account, depending on the process. The numbers themselves did not change. You can refer to the specific Workday process documentation to find where these codes are utilized, or consult with the Workday support team for assistance.
No, there is no crosswalk tool for Object Code/Spend Category because the numbers themselves didn't change. However, their labels might be different in Workday. You can follow along with the job aids provided to understand how these codes are used in Workday. If you need further assistance, please reach out to the Workday support team.
The graphic below shows how each part of the 13-digit code translates to the new Workday tags.
| Colleague Account | Workday Worktags |
|---|---|
| Fund (First two digits) | Fund |
| Program (Third digit) | Program |
| Department (Fourth thru sixth digit) | Combined to create Cost Center |
| Unit (Seventh through ninth digit) | |
| Object Code (Final four digits) | Spend Category |
If your Cost Center isn't showing, it may have been recoded as a Club, Project, Initiative, Gift, Grant, or Startup Fund. Use the Cost Center Lookup and Crosswalk tool to determine its new designation in Workday. If you need further assistance, please reach out to the Workday support team.
A Supplier Punchout is a feature in procurement systems like Workday that allows users to connect directly to a supplier's website from within the procurement system.
Students
Yes, initially, only student employees will use Workday for tasks such as submitting timesheets and managing work schedules.
However, as part of Phase 3, Workday for students will be rolled out to all students, expanding its usage beyond employee-related functions to encompass broader student needs. This phased approach ensures a gradual and thorough implementation tailored to the specific requirements of our student community.
Implementing a new ERP system is a significant task, so it's more efficient to divide it into phases. The student system will be done gradually over the course of a complete student lifecycle. This approach ensures a smoother transition and allows us to focus on each component thoroughly.
Students will maintain contact information in Colleague.
If they are student employees, they will maintain their direct deposit information in Workday.
To request reimbursement for a student, complete the Student Payment Request Form.
Supplier Punchouts
A Supplier Punchout is a feature in procurement systems like Workday that allows users to connect directly to a supplier's website from within the procurement system.
Supplier Punchouts streamline the procurement process by allowing users to access suppliers' websites directly from Workday. This helps in efficiently selecting items, adding them to the shopping basket, and creating a requisition without needing separate invoices.
For orders placed through Supplier Punchouts with Amazon, WB Mason, or Grainger, you do not need to submit an invoice separately.
For purchases from WB Mason, Amazon, and Grainger, invoices are not needed because these suppliers are integrated through punchout catalogs. The system captures all necessary details directly from the supplier’s website during the purchase process, eliminating the need for separate invoice submission.
To complete an Amazon purchase via Workday, select the "Connect to Supplier Website" option to initiate the Amazon punchout session. This will allow you to browse Amazon’s catalog, add items to your basket, and create a requisition directly from the punchout session.
Follow the step-by-step instructions on the Purchase Requisitions for Goods & Services job aid.
For orders placed through Supplier Punchouts with Amazon, WB Mason, or Grainger, you do not need to submit a receipt of goods separately
Returns are processed through supplier punchouts for W.B. Mason, Amazon, and Grainger. For full instructions, please review the job aid.
Time Entry
The holiday and other closure dates are automatically populated in the Workday system.
If you take the holiday off (for full-time employees or those on schedules greater than 50%), no action is needed.
If you work on a holiday, simply enter the hours worked as regular; Workday will calculate these hours at 2.5 times the regular rate.
Please note: holiday pay does not apply to temporary employees, those on schedules under 50%, or Hamilton Student workers.
Time Entry App: This app is used to record hours you have actually worked. It should only be used for logging worked hours.
Absence App: This app is used to record hours not worked but to be paid, such as vacation or sick leave. It tracks paid time off and should be used for requests like vacations, personal time, or other paid absences.
Student timesheets are processed and paid on a biweekly basis.
Managers can adjust their employees' work schedules if necessary. Contact your manager for assistance.
Both the Time Entry app and the Absence app flow into your paycheck. The Time Entry app records the hours you have worked, while the Absence app records the hours you have not worked but will still be paid for. Ensure you use each app for its intended purpose to ensure accurate pay.
The Time Entry app is specifically for logging hours you have actually worked. Paid Time Off (PTO) or vacation hours should not be entered here. Instead, use the Absence app to record these types of hours. The Absence app is designed to track time you’re not working but still getting paid for, ensuring that your pay reflects both worked and non-worked hours accurately.
Absence App: This app is used to record hours not worked but to be paid, such as vacation or sick leave. It tracks paid time off and should be used for requests like vacations, personal time, or other paid absences.
Time Entry App: This app is used to record hours you have actually worked. It should only be used for logging worked hours.
The only exception is for student employees, where any sick time is also included on the time entry and must match the absence request.
No, once your absence request is approved by your manager, you do not need to resubmit it. Approved time off requests will automatically be reflected on your time entry calendar if submitted and approved ahead of time. If you notice the time off listed as well as a shift listed on the same day, please ensure you remove or edit the time block from your time entry.
Both the Time Entry app and the Absence app flow into your paycheck. The Time Entry app records the hours you have worked, while the Absence app records the hours you have not worked but will still be paid for. Ensure you use each app for its intended purpose to ensure accurate pay.
