Workday

Staff Resources

Workday makes it easy for staff to view and manage their personal information, plus take care of job-related business processes – all within one system.

New Staff
You have likely used Workday to view open positions, apply for jobs, and take care of onboarding tasks, so you will want to get more familiar with the system’s other functionality, depending on your role. View Getting Started: The Basics Guide

Workday is Florida Tech’s system of record. Phase 1, launched in January 2021, includes Human Resources, Payroll, Finance, and Grants. Phase 2 will include Student records, Accounts Receivable, and Financial Aid – no launch date has been announced yet.

The Workday Resources SharePoint site has self-service training materials, including Job Aids, training videos, and PowerPoint presentations. Log in with your TRACKS info to access the materials.

Employee Self-Service
Staff can manage their personal information within Workday, such as update emergency contacts and view tax information. The profile section in Workday houses all your personal information, and you can even upload a professional photo to complete your profile.

Additionally, Workday can be utilized as an employee directory, when needing to find contact information for other staff, faculty, adjuncts, GSAs, student employees, or contingent workers.

Compensation and Payroll
Staff can view their salary, view payslips, update direct deposit payment elections, and update W-4 information.

Your W-2 wage and tax statements for 2020 can be accessed in PAWS.
Your W-2 wage and tax statements for 2021 will be accessible in Workday.

Benefits
Eligible staff can view benefit information for themselves and eligible dependents, as well as update beneficiaries. Staff can also add or change benefits for themselves or eligible dependents due to a life event such as marriage, divorce, birth or adoption, just to name a few.

View benefits training materials on Workday Resources SharePoint

Time Tracking and Absence
Staff can view absence balances and request time off within Workday.

Hourly staff will need to submit hours worked on their bi-weekly timesheet. Salaried staff will not need to enter a timesheet in Workday.

All staff will request time off as an absence request. This includes vacation time, sick time, anniversary day, floating holiday, jury duty, and the like.

Staff who oversee student employees should approve their timesheets bi-weekly. Student employees are not offered vacation or sick time, so this will need to be tracked outside of Workday.

Academic
Staff who are also adjuncts can view their current academic appointments and related compensation.

Budgets
Budget managers, known as Financial Analysts in Workday, can view their department’s financials, including budgets and expenditures.

View financial management training materials on Workday Resources SharePoint

Expenses
Staff who travel on university business should submit Spend Authorizations prior to their trip and Expense Reports at least 10 days after their trip.

Spend Authorizations in Workday replace the previous Trip Itinerary Form. A Spend Authorization is required if you are requesting a cash advance for your trip or if your grant requires it.

Expense Reports in Workday replace the previous Travel and Expense Report Form and the TEM system. Ideally, all charges on a University Expense Card (P-card) used for travel should be grouped together on one Expense Report.

University Expense Card holders will need to reconcile their transactions using Expense Reports. Transactions will need to be reconciled by the 5th business day of the following month, but preferably more often (weekly or bi-weekly) if staff have a large number of transactions. It is recommended that charges belonging to different funding sources be separated out onto separate Expense Reports.

Purchasing
Purchase Orders are easy to track and maintain in Workday, and the information gets stored historically for reference. Repetitive Purchase Orders can be copied and updated, saving time.

For university expenditures that require a Purchase Order, the Procurement Office has a host of information regarding policies, procedures, and forms necessary.

Purchase Orders begin in Workday as Purchase Requisitions. With regards to the budget, a Purchase Requisition is considered a Commitment, then when it gets converted to a Purchase Order, it becomes an Obligation.

Purchasing with a ‘punchout’ supplier (ThermoFisher and Grainger) happens seamlessly in Workday, limiting the need to visit company websites or work with sales staff.