Workday FAQ

Notifications

• Will we receive notifications when we change our personal information under View Profile? What is the timing (immediate, daily, etc.) and is that covered in the General Notifications category?
  They would get a notification if the change the denied or cancel. They will also get a notification if someone else changes their information (i.e. HR).
• Will we ever be able to add different categories of notification preferences or is it only what is currently there?
  It is our understanding that this is Workday configured and we cannot change it. It could update with new releases.
• Will muting notifications eventually apply to all notifications instead of just certain ones?
  It is our understanding that this is Workday configured. It could update with new releases.
• Will we be able to get birthday notifications for Alumni?
  No, as Alumni are not UNF employees.
• If an approval queue has more than one person that can approve something, if someone approves it, will the other potential approvers receive a notification that it has already been approved?
  No. It will be removed from their task inbox and will not be in their archive. Recommendation to not have multiple approvers.

Jobs/Career

• Will we ever use the Career function in Workday and will it be used to apply for jobs?
  Employees can add their own job history and it will populate into the internal job application.

HR-Related

• Other than an obituary or a copy of a funeral service program, what other documentation is acceptable for submitting a request for bereavement leave?
  Those are the two options based on current policy.
• Who changes or can change the scheduled hours for a position in Workday, is it HR only?
  Currently, only the employees who use Accutime or the police department have schedules built into Workday. Timekeepers in these areas will be able to update schedules. We have not discussed yet if we will roll this out to more departments on campus. This would be part of rolling adoption if we decide to move in that direction.
• Is there any situation where "late timesheets" will still be utilized (such as past the 2 prior pay period correction scenario?
  There will still be paper late timesheets for Non-Exempt who are past the two pay periods.
• For current exempt employees that are impacted by the upcoming FLSA requirements that move them to the administrative non-exempt category, will Workday automatically update to allow/require them to complete a timesheet?
  Yes. It is at the top of our list to move them as soon as we can.

Exempt Employees

• When absence requests are approved and they go onto the Workday calendar, do they have to submit a "timesheet or time" or does the system automatically pick up the approved absences as part of that pay period?
  No timesheet is required.

Support Staff (Non-Exempt)

• For non-exempt, students, and OPS, since they complete time on a weekly basis, and it is broken down in Workday that way, should they submit their time weekly or wait until the end of the pay period?
  Employees should submit their time at the end of the two week pay period (the current process in Banner).
• Workday will be pre-loaded with University recognized holidays and will automatically apply them to timesheets, but what about periods of university closure, such as storms or additional days off granted by the President (July 5 for example). Will Workday automatically accommodate these or will there be additional time-off codes/options added to the list in the absence app?
  Holiday schedules will be updated by HR and include closures.
• How will the system accommodate on-call weekend and working during holidays or what will employees need to do when completing their timesheets for those situations?
  On-call schedules will be managed by the departments who are on Accutime. The time clocks will not be block during those times. Employees should record regular hours work on Holidays. For Closure, they should record Designated to Work. We have validations in place for these.

Student/OPS (Non-Exempt)

• If using the check-in/check-out method, do OPS have to do this on the actual day or can they do it at the end of the week?
  Clock In/Clock Out has to be done on the actual day. Otherwise they should just record their hours on a timesheet. Clock In is completely optional. If they forget to clock out, they can edit it on their timesheet.
• If using the enter time option, can students and OPS wait until the end of the week to enter their time?
  Yes. They can record all hours on their timesheet at any time. Best practice is to record the hours the day that you work.
• If using the enter time option, do students and OPS need to subtract time for lunch from the time entered?
  They would need to record separate time blocks to account for lunch or clock out and clock back in.
• Does the department determine which method students and OPS use to record their time? Can it be a combination of the time clock and enter time options depending on the situation?
  Either way to enter or doing a combination is fine. The department cannot turn off the clock in/clock out functionality and select how they prefer for the student/OPS to input. 
• Can a department clock-in and out on behalf of a student?
  They can clock them in and out using “Add Time Clock Event”. Managers can also edit and submit a timesheet on their behalf.
• If a faculty member is listed as the supervisor for student and/or OPS workers, but the office manager approves all of those timesheets today, and the department wants the office manager to continue doing that in Workday, what is the best approach for them to take?
  The person who is supervising the student, should be the one who approves the timesheet. The supervisor should be the one who validates the actual hours worked. If the Office Manager is the one who actually supervises the student, then they should be the manager. The task “Move Worker” can be done by the current supervisor to move them to a different supervisor.

Creating Requisitions and Change Orders

• How are new suppliers registered in Workday?
  New suppliers must go to unf.edu/procurement and click Supplier Registration in the middle of the page. It will direct them to fill out the New Supplier Registration form. Reference this KB for further information: https://unf.service-now.com/help?id=kb_article&table=kb_knowledge&sys_id=b7d1657f83a916d0fec4bb447daad311&recordUrl=%2Fkb_view.do%3Fsys_kb_id%3Db7d1657f83a916d0fec4bb447daad311
• Are we still able to go through Staples to purchase supplies?
  For Staples items, you will follow the current procedure and order from your UNF Staples account on the Staples Advantage website. Nothing has changed with where and how to order from Staples.
• What parts of the requisition does Accounts Payable see? Just the internal memo, or the whole thing?
  They see the whole thing.
• Is the process that once the requisition is approved, it becomes a Purchase Order (PO)?
  After review and approvals, the requisition will turn into a PO.
• Procurement sends the PO to the supplier, not the initiator. Correct?
  The PO will be automatically delivered to the Supplier by email from Workday, if there is a valid email address in the system. Initiators are encouraged to follow up with their Suppliers to ensure they are receiving a copy of the PO. Note that Suppliers should be sending a confirmation of the PO, but sometimes that may not happen.
• For create receipt - is that for goods and services, or just goods?
  Both.
• Do we only create receipts for non-catalog items?
  Anything ordered via Purchase Order, whether goods or services, will require a receipt in Workday. You will not have to perform the create receipt task for p-card purchases.
• If there's no packing list, what else would be an acceptable attachment other than a photo of the item?
  If no packing slip, just write a note in Workday indicating no packing slip was received with the item. Picture is great, but not mandatory.
• At what point can you no longer go back and edit a the requisition?
  You can edit the requisition up until it is approved. Depending on when the requisition is edited, it may have to go back through the business process and be re-approved.
• Once the change order form is sent, how does the buyer communicate with the customer that the change order went through, its progress, etc.?
  Once the Change Order form is submitted in OnBase, the assigned buyer will receive a notification. The buyer will contact the customer if additional information is needed to complete the Change Order. Customers will not receive any system notifications from Workday that a Change Order is complete, so customers can either check the PO number using search bar in Workday to view current version or contact their buyer for status updates. Procurement is working with ITS to identify ways for customers to also receive a notification from OnBase when the Change Order has been marked as processed, but as of now this is not functional.   
• If the customer is quoted one price, but when they receive the item, the packing slip says another price, would the customer complete a change order form?
  In this circumstance the customer should notify their buyer so the price discrepancy can be researched, not submit a Change Order. 

New Purchasing and Travel Card Request Forms

• Is the current training on Osprey Ascend the same for managers and employees?
  Yes.
• The new credit card request form has a required field requesting the training date for the Manager. For Managers that have never had training, or their training is older than four years, what date should be entered as a place holder on the application so the request can move forward in the approval process?

  They need to take the current available Credit Card Training Online Course available in Osprey Ascend. Otherwise, their application will not get approved. There is no placeholder date. 

• The delegates only have access to the bank statements. Correct?
  Yes.
• For the credit card termination form, will the cardholder's name populate in the on behalf of field even after they've left the university?
  Yes.
• Will someone need to destroy the card and complete the termination form if they've changed their name?
  NO, they would complete the Request Credit Card Name Change. Once the new card is received, only then would they destroy the card with their former name.
• Will the delegates transfer to the T-card or only the P-card?
  Current delegates listed on P-Cards will not transfer to T-Cards.
• How far in advance before their first trip should the employee submit their New Credit Card Request form?
  Due to high volumes of card requests, we ask that cards aren't ordered before 90 days before the expected trip.
• After everything has been approved, what is the average turnaround time for receiving the card?
  After approved we would receive the card in 7-10 business days.

Procurement Card Verification Event

• How often does campus have to do a PCV event?
  It will be a departmental decision, but it must be at least once a month. 
• Is there a deadline for when they need to submit a report? The current deadline is the 10th of the month.
  Any report (with all required documentation) for all charges to a P-Card during a given month must be submitted by the 10th of the month following the date of the charge.
• Will it always show that it failed budget check once it goes to the manager?
  Workday business process (BP) requires the manager to approve first before budget check in case the initiator made an error on the report that requires a correction be made.
• If Accounts Payable (AP) sends it back, will it go back to the initiator?
  No reports go to AP for P-Card.
• Do they need to have special permissions to do a transaction verification for a worker?
  Yes - Cost Center Finance Specialist.
• If a transaction is split, will the approver who sees it see that there's a split between them and another department/company?
  They should since there are two lines on that transaction.