Russell Labs Administrative Hub
    UNIVERSITY of WISCONSIN-MADISON UW-MADISON

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    Workday

    What is Workday?

    Workday is the new campus financial, grants, payroll, and HR software.  It replaces the Human Resource System (HRS) and Shared Financial System (SFS).

    All UW faculty and staff will use Workday to:

    • Access payroll and benefits information
    • Enter and track professional development
    • Submit travel reimbursement requests
    • Complete other employment-related tasks
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    Main Workday Login:

    https://www.myworkday.wisconsin.edu/

    CALS:

    How-to’s

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    General Area Topic
    Financial Expense Report, How to Check the Status of a Submitted Expense Report
    Financial Expense Report, How to Create and Edit – Employee
    Financial Funding Strings, How to Translate Into Workday Worktags
    Financial p-card Transactions, How to Reconcile
    Financial p-Card Transactions, How to Reconcile (Video)
    Financial Reimbursement, How to Request for Yourself
    Financial SFS to Workday Crosswalk (cross-reference table)
    Financial ShopUW+, Assigning ShopUW+ Cart to PI – Workaround
    Financial ShopUW+, “Deliver-To” Address
    Financial ShopUW+, How to Place Orders
    Financial WISER to Workday Crosswalk (cross-reference table)
    Grants Why Are My Balances Incorrect?
    HR HR Guides for Employees -includes info on Workday
    HR Flexible Work Arrangements (formerly Remote Work Agreements)
    Payroll Payroll Resources
    Payroll Payroll Guidance in Workday
    Payroll Enter time
    Payroll Request time off
    Payroll Edit time off
    Payroll View and print pay slips
    Payroll View/change personal information
    Payroll View leave balances
    Payroll Managers – Navigate the Time & Scheduling Hub
    Payroll Managers – Approve employee’s time
    Payroll Managers – Approve employee’s time off request
    Payroll Managers – Assign and customize a work schedule
    Payroll Managers – Request time off on behalf of an employee
    Payroll Managers – View employee’s work schedule
    Payroll Managers – View My Team Management Dashboard
    Payroll Student Worker Guide

    Additional Resource:

    Training

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    Online Training

    Click to see online Training

    CALS Workday Training

    Links to recordings are on the bottom of the CALS HR Workday page. 

    • For Employees
      • Covers navigation basics, editing personal info, requesting time off, entering time, managing tasks and notifications
      • Runtime: 38:52 minutes
    • For Supervisors
      • Covers navigation basics, editing personal info, requesting time off, entering time, managing tasks and notifications, manager features, org chart, time and scheduling hub, review time, edit/approve time, team management dashboard, and delegation
      • Runtime: 55:52 minutes

    Specific Timecodes for Supervisor Training Video – Manager Features

    Timecode Topic Workday Job Aid for This Topic
    34:34 Org Chart https://kb.wisconsin.edu/workday/internal/144906
    35:25 Time and Scheduling Hub https://kb.wisconsin.edu/workday/internal/144906
    40:02 Review Time https://kb.wisconsin.edu/workday/internal/144906
    40:44 Edit and Approve Time https://kb.wisconsin.edu/workday/internal/144906
    40:46 Team Management Dashboard https://kb.wisconsin.edu/workday/internal/144745
    43:04 Delegation https://kb.wisconsin.edu/workday/internal/147084

    Links from the end of presentation:
    https://secure.atp.wisconsin.edu/whats-changing-with-workday
    https://secure.atp.wisconsin.edu/whats-changing-with-workday/whats-changing-for-managers/

    UW System Workday Training

    Trainings will be accessed through:

    Current Courses

    • Workday Fundamentals:
    • Expense Reports and Credit Cards in Workday Part 1
      • Provides an overview of the Workday Expenses Hub and how to create and submit expense reports. It also highlights key Workday mobile app functionality which allows users to capture receipts and create expense reports quickly and conveniently. 
    • Expense Reports and Credit Cards in Workday Part 2
      • Builds off the knowledge gained in Expense Reports and Credit Cards in Workday Part 1 by showing additional expense functionality in Workday. This includes more uses for the Expenses Hub, reassigning transactions, spend authorizations and cash advances. Additionally, the course addresses finding and inputting funding, itemization, cost sharing and accessing key reports.

    Tip: Bookmark UW System’s Canvas page to check back periodically for training updates and to keep track of your training requirements.

    Key Changes from the Current Systems

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    Department UDDS Codes will be dropped:

    • UDDS codes such as “073600,” “074800,” and “076400” will be phased out.
    • WorkDay does not use these codes.

    New Terms:

    • Workday has its own naming conventions.

    Shifts in Workloads:

    • You may be working with a different contact in the RL Hub.

    Funding Must be Accurate from the Beginning

    • Previously we relied on cost transfers to fix funding issues afterwards.
    • That won’t be a viable option in Workday.

    You Must Craft Your Own Financial Justifications

    As of 7/7/2025, routing changed for certain financial transactions.

    Transactions such as p-cards and e-reimbursements will route directly to the Central Audit Team for review.

    Russell Labs Hub staff can no longer edit the business justifications for you.

    See the Financial Justification Examples KB doc for sample justifications and recommended attachments.

    Other Changes

    Audience What’s Changing
    Faculty and staff How current employees apply for a UW Position
    Faculty and staff who hire students Student hourly hiring process
    Managers who onboard new employees New employee onboarding:

    Additional Info

    Workday FAQs on the Administrative Transformation Project site.

    Future Updates

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    • Hub staff will email future updates to department mailing lists.
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