FAQs
general
Contact workdayHR@louisville.edu if you need assistance with the Workday system.
Yes. Workday will send reminder notifications to employees to submit all their hours before the payroll deadline.
Student employees will be in Workday. For employees with more than one job, those positions will be visible to managers/supervisors.
Yes. We will take advantage of the security that DUO two-factor authentication has to offer, and it will be available to everyone.
In Workday's Delegation feature, managers may reassign some or all of their security roles to one or more delegates while they are out of the office.
Critical employee history (length of service, hire date) as well as most personal and financial information will be converted into Workday. Employment history including pay changes, promotions and transfers will not be in Workday.
While Workday and Outlook are not directly linked, users will get a notification to their Outlook email when an action in Workday needs to be completed.
You'll be able to manage your notification settings for how frequently you'd like to get Outlook emails about your Workday notifications, either a daily digest of all the day's Workday notifications, or immediately for each individual transaction.
Yes.
Yes. There are multiple ways to get to most tasks or reports, the most common being the search bar. From the home page in Workday, there are applications related to many functions of Workday that you can browse/select from. Applications are also available from the menu available in the top left corner of the home screen.
No, it is not.
Workday will be replacing the PeopleSoftHR functionality in ULink and will have its own button for access. All other ULink services for faculty, staff and students will continue to be accessed through ulink.louisville.edu.
Employees will be able to update work space information.
Yes. We will be able to create job requisitions, post jobs, review applications and candidates and hire all within WorkdayHR.
Yes!
For most biweekly payrolls the timesheets must be submitted and approved by Monday at noon. The payroll calendar lists the exceptions due to holidays.
payroll
The Request Compensation Change (link QRG) business process in Workday is used for all employees, including Administrators.
Only HR initiators, HR Partners and academic HR Partners can initiate a Request Compensation Change action in Workday.
You will need to create an additional job with 0 FTE in the department they are teaching in and then establish Period Activity Pay on the job where the course is being taught.
Yes. Workday will know the pay period timeline for biweekly staff. Note: The biweekly work week is moving to Sunday-Saturday in Workday.
Only payslips produced from Workday will be visible in Workday. For all paychecks/payslips prior to 2023, please contact UofL Payroll.
Yes. The payroll calendar will be updated to address the upcoming changes to the pay cycles.
Yes. There will still be multiple payroll groups.
Yes. The payroll calendar including pay dates and associated processing deadlines, including costing allocation deadlines, will be posted to Payroll's website.
Biweekly pay dates will remain the same. The pay period is changing effective January 1, 2023 to a Sunday-Saturday work week.
The pay week for bi-weekly will be Sunday through Saturday.
core HR
Yes.
They cannot. Contact HR for questions.
Employees and HR initiators will have an opportunity to update an employee's working title. The working title will go through an approval process before displaying in Workday.
Graduate students are considered student employees.
A supervisory organization, or 'Sup Org' is a grouping of employees who report to the same manager. In Workday, these groupings are built into a hierarchy that defines the reporting structure and organizational chart.
If a student worker has multiple positions under multiple supervisors, time will be reviewed and submitted by each of the supervisors of each position. It's imperative Workday lists the correct supervisor(s) for the student worker. If a supervisor listed in Workday is incorrect, then the student will need to report the error to their department HR contact.
Lump sum positions will not exist in Workday as they did in PeoplesoftHR. Budget information will be in Financials. Individual jobs (job managed positions) will have costing on the job. There will not be budget validation in Workday for jobs (lump sum allocations). Cost validations for sponsored programs will be based on dates. Lump sum budgets will still exist in financials.
Graduate students will be in their hiring sup org. They will not have an academic org appointment.
Student positions will be able to have a working title in Workday so there will be less confusion over which position is which.
time
Workday will send a "to do" step to the employee's timekeeper to review a terminating employee's timesheet. It is critical that terminations be processed in a timely fashion.
Yes. Employees will enter two time blocks per day.
Correct. They will not have time or leave to report but will have access.
Yes. But it is best practice to enter time worked daily.
Only physical plant will be using time clocks with a punch in/punch out system. Other hourly employees will enter their daily time in Workday by entering their start and end times.
Holiday pay will be updated for 0.80 employees, no small timesheet will be needed, holiday is based on the FTE.
They will enter time for each job on one timesheet. The employee will need to take care to select the appropriate job as they enter time.
Timesheets will lock before payroll. If time isn't entered, there is a retro process that will pick up any time that was not paid to be paid in the next payroll. Timekeepers will have access to reports that we can run in advance of this lock date to determine who has/hasn't submitted time (or approved time).
Holiday leave is loaded into the system for accrual earning positions.
The system automatically adds shift differential tags to shifts that are eligible. The earned shift differental hours will appear on the summary screen.
Yes, it will route to the manager or their delegate.
No, but the manager can delegate approvals to someone else. (Those with two jobs will be able to choose which position they are entering time and the time entry will be routed to the appropriate manager.)
No, but there is a process in place for position updates. This will allow for the changing of an employee's supervisor.
Time submitted will be in the manager's inbox. The inbox item updates as new time is submitted. There is a short-term mechanism in place to assure all reported time is paid even if the supervisors have not been approved. Once the system has stabilized and staff/supervisors are comfortable, time entries not approved will not be paid.
The student can add the time once payroll reopens and there is a process for retro shifts to be paid on the next payroll. No small/paper timesheet is needed for Workday. Timekeepers and managers may run RPT025 Workers with More of Less than Schedule Weekly Hours.
A timekeeper can make corrections on the employee's timesheet once payroll reopens and the correction will appear on the employee's next paycheck. (Note: If you catch the issue before the Payroll deadline you should correct so that the correction picks up on the current check.)
Yes, after 3 months, a timesheet cannot be corrected in Workday. After three months a manual correction will have to be submitted to payroll.
It is the employee's responsibility to enter time off requests. However, if the employee cannot enter the time themselves, the timekeeper may add the time.
Exact times worked should be entered in Workday. Employees will see the time calculations on the right side of their timesheet.
No, employees are assigned to their manager/supervisor. If they only have one job on campus, that is the only manager they will have.
Yes, employees must submit their time and the manager must approve the timesheet before that employee is paid.
Time off requests will be applied when approved by the Supervisor. If the Supervisor does not approve by the payroll deadline the time will be retroactively applied to the next payperiod.
Payday will continue to be on every other Friday.
There will not be non-time in Workday. Employees will only be paid for the time they submit.
No, salaried/monthly employees will not be entering time in the timesheet. They will only be able to enter time off via the absence calendar. See our Request Time Off via the Absence Calendar QRG. Monthly staff will continue to get paid monthly.
Students with multiple jobs will enter all time worked on one timesheet and will not be allowed to enter overlapping blocks.
No, employees will be able to update timesheets remotely.
With the transition to Workday, we are excited for the opportunity to formally track Community Service hours. All time off eligible employees, with the exception of Administrators, will receive a one-time, annual accrual of Community Service hours to track in Workday.
hire
There will be a standard, very basic description associated with the job profile. When individual positions are created, the department can generate a specific job description for that individual position.
If Business Ops currently supports your department in recruiting efforts, the process will remain the same and your BizOps representative will continue to support you in creating job requisitions.
If current relationship (student, etc), records will be merged. If no relationship, the ids will be generated during the onboarding process.
Faculty process will remain in Interfolio. Auth to Hire is completely sunsetted.
Members of the search committee will be able to view all job requisition applicants to which they have membership. Yes, once they’ve been given the security as a search committee member, they will be able to see the applicants on that job requisition.
Candidates will not be notified the way it has been done prior to 2023, by sending out an email. However, departments will still have the option to talk to the candidates that they have interviewed themselves or the candidate will be able to check the status by going to their candidate homepage. It’s not really considered an inbox, but when they sign-in to their homepage, they can check any jobs that they have applied to and there will be a status provided.
Students will not apply to student positions (student assistant, Federal work study, graduate assistants, etc.)through the recruitment process. Students may apply for regular jobs and apply for them internally in Workday. Students who are not employed by the University can access regular job posting through the external site.
You will get action items on your Workday landing page in that inbox. You will also get an email in your Outlook.
Student employees are not recruited through Workday. Students applying for a regular staff position will do so through the normal recruitment process in Workday.
We do have a global navigation feature that provides quick access to applications and customizable shortcuts. You can choose to favorite your most used tasks and reports.
Both. Student employees will need to provide personal information in Workday to complete their hire. If any personal data has changed, the student will need to update data in the Campus Solutions Student system as well as provide it in the employee Workday system.
absence
House staff time off will not be managed in Workday. Leave of Absences such as Family Medical Leave will be managed with HR as it is for all employeees.
Yes. This is readily available through Workday Reports.
Workday will only allow them to submit the number of hours they have in their balance.
Yes. Employees will get a notification if changes are made.
Because the vacation policies vary widely from unit to unit, and even sometimes from department to department, we will not be tracking faculty vacation in Workday. FML is tracked for all employees, including faculty. Sick and vacation are not tracked for faculty.
Yes. You will be able to view your balances from the Absence Calendar. You will be able to view your balances in real-time and view the balance as of any date you choose, meaning you may view your future expected balance when planning for time off requests.
Per website, "Staff and Administrators. Faculty, house staff, and graduate students will not have time off balances in Workday."
You can attach a doctor's note in the Workday time off request online or on a mobile application.
Both the employee and the manager can enter sick time into Workday. Please consider the timing of when the sick day happened (if right before time is due, you might want to do it for them, if not, the employee could when they return).
talent
The annual performance review process will begin in Workday for the 2023 evaluation period. For 2022, the university will continue use the same evaluation process it used last year. Visit HR Performance Evaluation for more information.
Yes. Workday will initiate reviews for new employees during their probation period to route to the manager's Workday Inbox.
Yes.
Yes. More than one mentor and mentoree are allowed. Mentorship assignments are managed by the Employee Success Center.
The submitter can choose to identify themselves or not. If they choose "anonymous" HR can still see who provided it.
benefits
Yes. They would need to wait until the next Open Enrollment period or the next qualifying event to make changes, such as adding a dependent to their medical insurance. We will have reminders built into the system surrounding Open Enrollment.
Notifications regarding Open Enrollment will be sent to all eligible employees. New benefit eligible employees will receive a notification in their inbox.
Per website, "Yes. Retirees will have access to Workday and can make changes to their benefits themselves, directly in Workday. Retirees may contact HR for questions and assistance making benefit changes."
Per website, "Yes. Residents and House Staff will have access to their benefits elections in Workday. They will not be required to report time or leaves."
reports
Workday provides dozens of dashboards and hundreds of common reports. Workday reports may be exported to Excel or worked within Workday worksheets. Power BI will still be in place for you to create customized reporting as well.
Workday will provide some management data; however, if you have specific reporting needs, email WorkdayHR@louisville.edu and we will work to create management data you would like to see in the new system.
Costing allocation reports will be available. Costing information is also available on the employee's profile.
A view only copy of PeoplesoftHR will be available to access historical W-2s and payslips through ULink while PeoplesoftHR is view only.
costing
Yes. You'll create a Worker, Position and Earning allocation for things like overtime. You cannot assign costing allocations to deductions or benefits.
Workday only enables funding by percentage, not amount. Percentages must total 100%. See the Assign Costing Allocation QRG for more information.
Yes. You will get a hard stop that prevents you from submitting anything beyond the end date.
The costing managers are based on Peoplesoft Financials transactional authorities.
academics
Yes. The regular actions - new hires, leaves, sabbaticals, medical leaves, additional appointments, or changing appointments will all be processed through Workday.
No. All faculty are treated the same and will flow through the unit's Academic HR office for approvals.
An end date is required for all fixed-term appointments in Workday.