Workday Quick Tips

How do I update my home email address?

  • Click "View All Apps" under Quick Tasks.
  • Click the "Personal Information" App.
  • Click "Email Addresses" in the View column to see the email addresses you have set up for both Home and Work.
  • To change the Home Contact email address, click the "Edit" drop down and select "Change My Home Contact Information".
  • In the Email section, click the pencil icon, then update the "Email Address" field.
  • IMPORTANT: Click the check-mark icon to save.
  • When finished, click the orange "Submit" button at the bottom.

How do I change my retirement contribution?

If you are already contributing, start with #1 below. If you are not already contributing, start with #3 below.

1. From the main Workday page, click on the BENEFITS application.
2. Under VIEW, click on BENEFIT ELECTIONS and make note on whether you are using TIAA or Fidelity, and whether you are contributing pre-tax or post-tax Roth. Once you have this information, click on the W&L logo in the upper left-hand corner to get back to the main Workday page.
3. From the main Workday page, click on the BENEFITS application
4. Under CHANGE, click on BENEFITS
5. For Change Reason: scroll down until you see four options that begin with Retirement Savings Change. Which one you select will depend on whether your account is with TIAA or Fidelity, and whether you contribute pre-tax or post-tax Roth.
6. Benefit Event Date: enter the date you want deductions to begin
7. Click SUBMIT
8. A message will pop-up. Click OPEN
9. Click LET'S GET STARTED
10. Click ENROLL under the account you chose to use
11. Click SELECT, and then CONFIRM AND CONTINUE
12. Contribution Type drop-down box: Select whether you want to contribute a specific dollar amount each pay period or a percentage each pay period.
13. Enter the amount or percentage.
14. Click SAVE and then REVIEW AND SIGN.
15. On the Summary page, scroll down to click I ACCEPT, and then SUBMIT.

How do I review and/or update my contact information?

When you have a home or mailing address change, please remember to update your information in Workday. In doing so, most benefit vendors are automatically notified of the change.

1. In Workday, click on the PERSONAL INFORMATION application
2. Then on CONTACT INFORMATION (under CHANGE)
3. Review home and work contact information
4. If changes need to be made, click on EDIT (near the top) to select home or work contact information
5. Click on the pencil in the appropriate box to make the necessary change.
6. Click on the Checkmark once you have made your change.
7. Click Submit.

Remember to update the address for your dependents and beneficiaries as well. Start on the primary Workday page, click on the Benefits Application and select the buttons (beneficiaries and/or dependents) to update their address.

While in Workday, you may also want to review other PERSONAL INFORMATION for accuracy.

How do I update my location/work space (e.g., building/office number)?

1. Click on your profile picture, then click View Profile
2. Hover your mouse over Position, then click the three dots to the right.
3. Click Position > change my Work Space 

How do I review my employees' time off?

1. From the main Workday page, click on MY TEAM MANAGEMENT
2. Click on the employee's name
3. Click on TIME OFF (in the blue panel on the left)
4. Click on TIME OFF AND LEAVE REQUESTS (tab at the top)
5. You can review on the screen or export to excel.

How do I delegate tasks?

1. In Workday, click on your picture in the upper right-hand corner, then on View Profile.
2. Click Actions > Business Process > My Delegations >Manage Delegations.
3. Enter the dates you will be away, the person serving as your delegate, and then over to the far-right click the button beside FOR BUSINESS PROCESS.
4. In this box, select the Business Processes you want to delegate to that person. (See Common ones listed further below).

Note that you may select different delegates for different tasks. If so, you'll select the + box near the top right to add additional delegate sections. You can click the button beside RETAIN ACCESS TO DELEGATED TASKS IN INBOX if you also want to retain these tasks in your inbox for later viewing.

5. Click SUBMIT.

The request will come to us for review/approval. You will want to leave instructions for handling delegated tasks for your delegate.

Business Processes you may need to delegate:
ENTER TIME (to approve time entered by non-exempt employees)
REQUEST TIME OFF (to approve time off requests by non-exempt employees)
COMPLETE MANAGER EVALUATION FOR PERFORMANCE REVIEW
CREATE EXPENSE REPORT
CREATE SPEND AUTHORIZATION

How do I view my job description?

1. Type in "Job Description" in the Workday search bar at the top left.
2. Select the Job Description report.
3. For Worker, enter your name and click OK.

How do I view my current benefit elections, beneficiaries, and covered dependents?

1. Click on the Benefits App
2. In the View section, click on Benefit Elections

How do I view my performance reviews?

1. Click on the Performance App
2. In the View section, click on Reviews
3. Click on the View button or Create New PDF button if you want to convert your review to a PDF

How do I Make “All of Workday” my Default Setting?

1. Click your photo in the upper right corner
2. Click MY ACCOUNT
3. Click CHANGE PREFERENCES
4. Under Search Preferences – Preferred Search Category – search for ALL OF WORKDAY

How do I Change Life Insurance Beneficiaries?

1. Click on the Benefits App
2. Click on the Benefits Button in the Change Section
3. Select an event date and choose the Beneficiary Change event
4. Go through the screens to change your beneficiaries and/or the percentages (within this event you will have the option to click to add a new beneficiary name)
5. Click SAVE and then REVIEW AND SIGN.
6. On the Summary page, scroll down to click I ACCEPT, and then SUBMIT

How does the automatic transfer from CTO to SLR work?

To ensure employees who are at or near their CTO maximum continue to earn CTO each pay period, Workday automatically transfers hours from the CTO plan to the SLR plan when necessary, provided the SLR plan is not at its maximum accrual of 60 days.

Because both biweekly paid and monthly paid employees participate in the CTO plan, the automatic transfer occurs the first day of each bi-weekly pay period when employees are within these limits:

  • For 35 hour/week employees, the transfer occurs when your CTO balance is in excess of 295 hours
  • For 40 hour/week employees, the transfer occurs when your CTO balance is in excess of 340 hours

To view your balances in Workday, click on the Absence application > View Absence Balance > OK, and note the balance in the Ending Period Balance column.

How do I update my federal and state tax withholding?

Click on PAY > WITHHOLDING ELECTIONS (under Actions). You will land on the Federal Elections tab > click UPDATE in the federal or state tabs to change your previous elections. Click OK. Make changes > click I AGREE at the bottom of the page > OK.

Repeat these steps to change other tax withholding elections.

Contact Payroll in the Business Office for assistance

How do I initiate or change direct deposit information?

Click on PAY > PAYMENT ELECTIONS (under Actions). Follow the prompts. Click here for detailed steps.

Contact Payroll in the Business Office for assistance

How do I view Compensation Statements/Salary Increase Letters?

1. Click your photo in the upper right corner to View Profile.
2. Click Actions and scroll down to Compensation.
3. Click on the View Compensation Review Statement History.
4. You may view and print the PDF letter history by year, beginning with 2021.

How do I view Documents: Offer Letters, Confidentiality Statements, Unit Head Appointments, etc.?

1. Click your photo in the upper right corner to View Profile.
2. Click Personal.
3. Navigate to the Documents tab.
4. All documents accepted in Workday will be visible. Some uploaded documents will also be available.

How do I apply for an open W&L job?

Current W&L employees will apply from their Workday accounts. Do not use the application website.

  • Log in to Workday and search for Open W&L Jobs.
  • Click on the job you are interested in. Click Apply.
  • Update your Job History and Education. Navigate back to the Apply screen.
  • Attach a cover letter and resume (if required) and provide names and contact information for three professional references.
  • Fill out any questionnaires you find on the page. Submit your application.

For more information, see this job aid.

How do I end a worker’s additional position? (to be processed by managers)

  • Log into Workday.
  • Search for the applicable employee by typing in their name in the search bar at the top.
  • Once the employee is pulled up, in the blue section on the left, click on Actions -> Job Change -> End Job.
  • From the dropdown, click Additional Jobs and pull up the job (position) that applies to your area (should be a part-time position) and click OK.
  • Enter the end date (the last day this person worked or is working for you) - you can enter a future date for this if needed.
  • Select a Reason from the dropdown - > End Additional Employee Job -> Voluntary -> Other Employment.
  • Leave the rest blank and click Submit.

How do I display pronouns in my public Workday profile?

1. Log into Workday and click your profile picture. Next click "My Account" then "Change Public Profile Preferences".

Workday screen shot

2. Click the dropdown arrow in the Pronoun section. Select "Show to all" then click "OK".

Workday screen shot

3. Go back to the Workday home screen. Click the Personal Information application. Click "Personal Information" again in the Change column. Scroll to the Pronoun section and click the pencil icon. Click inside the search box and select pronouns from the list. Click the check mark to save, then click "Submit".

Workday screen shot

How do I end employment (resignation, retiring, etc.)?

  • Pull up the employee in Workday.
  • Click on the Actions Button.
  • Click on Job Change -> End Employment Employee.
  • Enter the Primary Reason for the employment ending.
  • Enter the End of Employment Date (this must be the physical last day the employee is going to work).
  • The "Last Day of Work" and "Pay Through Date" fields will automatically prefill.
  • Eligible for Rehire -> Select Yes or No (if No is selected, you will be required to enter the reason in the comments section.
  • Close Position -> Let this default with No.
  • Is this position available for overlap -> choose yes (if you are hiring someone and there will be overlap between the 2 employees), otherwise let it default to No.
  • Attachments -> You are only required to upload a copy of the documentation regarding the employment ending if the employee is benefit eligible. If not benefit eligible, no attachment is required.
  • Click Submit.

How do I change my Legal and Preferred Names in Workday?

  • From Workday, click on the View All Apps link (towards the right).
  • Click on the Personal Information App.
  • In the Change section, click on the Legal Name button.
  • Update your legal name in the applicable fields.
  • Attach a copy of your new social security card indicating your new name.
  • Click Submit.
  • Your change will be reviewed and approved by HR (you will be contacted if there are any questions).
  • HR will notify ITS so that ITS can work with you to update your W&L credentials (email, login, etc.).
  • Once you have updated your Legal name and received confirmation from ITS that it is changed, use the same steps above to update your Preferred Name (it is important that you complete this step afterwards because the name that pulls in the online directory and Workday is your Preferred Name)

How are Workday Profile Pictures Captured?

  • If an employee or student has a photo taken by Communications, and the picture is placed in a specific BOX folder, Workday picks it up. Otherwise Workday displays the photo from the ID card system. Unfortunately there is not a way to request that the photo be removed specifically from Workday at this time.