Workday
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Important Cutover Dates
Please note that all cutover dates and information are subject to change and do not account for potential delays due to additional approval processes or other factors.
HR Impacts:
| Topic | Recommendation |
|---|---|
| Recruiting | Finish by April 1 or wait until after July 6. |
| Employee Job Changes | Request through HR by May 15. |
| Timesheets & Leave | Switch to Workday after June 29. |
| Performance Reviews | Complete by June 1. |
Finance Impacts:
| Topic | Recommendation |
|---|---|
| Ordering & Financial Tasks | Complete for June and July by May 16. |
| ShopUW+ Orders & Payments | Submit by June 16th. |
| E-Reimbursements | Submit by June 1 (Hard Deadline). |
| Critical Purchases | Contact Lizzy Burkhalter (eburkhalter@wisc.edu) if essential for health, safety, or research operations during systems cutover. |
Training
Employees should receive an email from UW System this spring detailing their training requirements based on their role at the University.
Watch for an email from serviceoperations@uwss.wisconsin.edu.
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
Be sure to check for trainings linked through the UW System email which will take you to the UW System Canvas page.
Current Courses
- Workday Fundamentals – available to all employees
- 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.
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: |
Workday Basic Questions and Answers
Q: How will Workday affect non-Hub faculty and staff?
A: 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
Q: After Workday goes live, will we still use the Human Resource System (HRS) and Shared Financial System (SFS)?
A: No. Most of the business processes you use HRS and SFS for will be redesigned, and you will use Workday instead.
Q: Will Workday impact MyUW?
A: Yes, after Workday rolls out, instead of having separate tiles for entering absences, finding pay statements, and registering for professional development, there will be a single tile linked to your Workday Home Page.
See Also
Workday FAQs on the Administrative Transformation Project site.