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

Click these links to jump to the section you want to read:

• Links
• How-to’s
• Training
• Key Changes from the Current Systems
• Future Updates

Links

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Main Workday Login:

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

CALS:

• Workday for Business Services
• Workday for Human Resources
• Workday for Research Administration
• Get Workday Help from CALS – submit a ticket to CALS HR, Business Services, or Research Division of issues or concerns related to your Workday responsibilities. This includes support for workflows, roles, or tasks specific to CALS operations.

How-to’s

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General Area	Topic
Financial	Budgets, How to View Budgets in Workday
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:

• UW System Workday How-to Docs

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:

• UW System’s Canvas page
  https://uws-td.instructure.com/
  blue colored, NOT

• UW-Madison’s Canvas page
  https://canvas.wisc.edu/
  red colored

Current Courses

• Workday Fundamentals:
  • For employees
  • For managers
• 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

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.