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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Links
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
Financial Area
- Budgets, How to View Budgets in Workday
- Expense Report, How to Check the Status of a Submitted Expense Report
- Expense Report, How to Create and Edit – Employee
- Funding Strings, How to Translate Into Workday Worktags
- p-card Transactions, How to Reconcile
- p-Card Transactions, How to Reconcile (Video)
- Reimbursement, How to Request for Yourself
- SFS to Workday Crosswalk (cross-reference table)
- ShopUW+, Assigning ShopUW+ Cart to PI – Workaround
- ShopUW+, “Deliver-To” Address
- ShopUW+, How to Place Orders
- WISER to Workday Crosswalk (cross-reference table)
Grants Area
HR Area
- HR Guides for Employees -includes info on Workday
- Flexible Work Arrangements (formerly Remote Work Agreements)
Payroll Area
- Payroll Resources
- Payroll Guidance in Workday
- Enter “no leave taken”
- Enter time
- Request time off
- Edit time off
- View and print pay slips
- View/change personal information
- View leave balances
- Managers – Navigate the Time & Scheduling Hub
- Managers – Approve employee’s time
- Managers – Approve employee’s time off request
- Managers – Assign and customize a work schedule
- Managers – Request time off on behalf of an employee
- Managers – View employee’s work schedule
- Managers – View My Team Management Dashboard
- Student Worker Guide
Additional Resource:
Training
Online Training
Click to see online Training
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:
- 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
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
- Hub staff will email future updates to department mailing lists.