Workday FAQ | NorthWest Arkansas Community College

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Workday

Frequently Asked Questions

If the question that you have isn't answered in the FAQ's, please email workday@nwacc.edu

 

 

Q: What is Workday? 

A. Workday is a Web-based human resources and financial tool for organizations. It helps to automate processes like requesting time off, onboarding a new employee, submitting expense reports or even seeing electronic pay slips. It reduces the need for paper forms and helps employees, managers, Finance and HR specialists streamline tasks and approval processes. Workday also provides greater controls and audit capability as well as more robust and comprehensive reporting across the organization. 


Q. As an employee, why might I use Workday? 

A. All employees will use Workday to select and manage their benefit elections during Open Enrollment in November. In addition, employees will use Workday to input their time worked, request time off and update personal data such as their contact information. Employees can also view their pay stubs, tax elections and other employee contact information.


Q. As a manager, why might I use Workday?  

A. Managers will use Workday the same way individual employees do but will have extra functions to help manage their team. They'll be able to approve their employee's work time and time off, initiate compensation & other employee changes previously handled by paper forms and enter performance reviews. 


Q. What is included in Workday HR? 

A. Workday has different modules, but the main one is called Core HCM (Human Capital Management). Core HCM includes benefits, compensation, recruiting, payroll, absence, time tracking and talent management -- basically everything a human resources organization needs to effectively help its employees and the broader organization thrive. 


Q. What is included in Workday Finance?  

A. The finance portion of Workday will allow the Finance team to keep a watch on all aspects of our finances including financial accounting, tax filings, suppliers, customers, expenses, and grant management. 

Q. Will I be able to access Workday on a mobile device? 

A. Yes, there is a Workday Application. More information coming soon! 


Q. How often should I be logging into Workday?  

A. For regular employees, the answer will vary, and can be as much as multiple times a day and as few times as once a week. Because all employees will be required to track and submit their hours using Workday, everyone should plan to log into Workday weekly. For managers, logging in daily can help you keep on top of your team's requests and HR processes that might require your input. 


Q. Will Workday have the same authentication control as myNWACC? 

A.  Yes. Workday will support Single Sign On.


Q. Can users bookmark the landing page for Workday? Or do users need to go through the proper log in page?

A. Yes, you can bookmark the Workday page.


Q. How were the security roles and access determined by position? Can those access details be shared?

A. Security is Role Based, so it is based on your defined Job/Position in Workday, your Role also determines what information you can see.


Q. Is Touchnet going to be integrated into Workday or is there a different payment portal that will be used?

A. We will be using Touchnet as the student payment portal. 

Q: Can Workday “talk” to Microsoft Outlook?

A:  Yes, Workday has the ability to but that is not an integration we're doing in this first phase. It is something we will look at implementing later.


Q. Who has the responsibility of updating personal information and emergency contact information? 

A: The employee is responsible for updating the information.


Q. Will AdAstra (or room scheduling) ever become part of Workday?

A.  Ad Astra will integrate with Workday, and we will explore that further in Phase 2, Student.


Q. Once we go live with Workday and someone is hired, will a TAF still be completed? Will the manager still initiate?

A.  Yes, for now the TAF will remain as it is.


Q. Can I change my photo in Workday? 

A. Yes. Type "Change Photo" in the search bar. Then select "Change My Photo".  Attach your photo and click "Submit".


Q. Will Employees need to provide documentation for a name change?

A.  Yes, the employee will need to add documentation for Human Resources review.


Q. I’m a part-time faculty member who is working fully online from home. Do I need to do anything at all in Workday?

A. Yes. Workday is a one-stop shop for HCM and Finance. Faculty members are responsible for using Workday to update their personal information and complete Finance tasks. If you need additional information or training, please email workday@nwacc.edu


Q. When a work study updates their personal information (such as address) is there a notification for Student Records to change their residency information? 

A. Banner is still the system of record for student information.

Q. How is hiring process changing with Workday?

A.  Here is a quick summary of the hiring process in Workday

  • HR screens applicants and forwards candidates to Hiring Manager for review
  • The Hiring Manager will review qualifications initially before proceeding with interviews
  • A phone screen is optional. The Hiring Manager can bypass the phone screen if an onsite interview is preferred as the first step
  • The Hiring Manager will schedule interviews. While most members of the Search Committee were probably identified at the time of the req. posting, additional members can be added at this time
  • All Search Committee members will still complete interview documentation and upload this info at the time they complete the interview questionnaire and candidate ranking on a 1-3 scale
  • If the search is narrowed down to a few finalists, the process would repeat with an optional second interview, third interview, etc.
  • Any finalist not selected, the Hiring Manager would select “Send back to HR” to be formally dispositioned and sent a regret e-mail
  • When a finalist is identified, the Hiring Manager will conduct two reference checks, and submit the required documentation
  • The last step is the Hiring Manager will move to “Offer” which will send to HR to begin the job offer/onboarding process.

Q. Will departments hiring an employee need to retain the paper records of a New Hire checklist?

A.  No, the information will be retained in Workday.


Q. For justifications to Fill/Create Position Request, do postions still  need to go to Cabinet for approval or have we eliminated that step with Workday?

A. Cabinet approval is no longer needed. Workday will route for approvals with Budget and the VP. The Business Approval counts as the Cabinet approval. 


Q. Can a position be requested before an employee resigns?

Yes.


Q. How does a job applicant or employee update personal and contact information?

A.  In Workday, all personal information is managed and updated in Workday. The information can be viewed and updated in Workday.


Q. Is a job applicant notified via their personal email with the time and date of an interview?

A. Yes, an applicant will receive an email to the address that they provide.


Q. Will Human Resources call candidates to schedule interviews?

A.  The Hiring Manager will continue to schedule interviews. You may choose to contact the applicant either by phone or e-mail using the info they provided when they applied. 


Q. If a Manager has requested a position and needs to cancel a submitted request, would you like them to contact HR or cancel it from their archive?

A.  Please contact Human Resources so that they are aware of the requests that are cancelled.  They may have already begun working on them.


Q. Does Workday include a function to add interns (unpaid employee)?

A. No. NWACC did not add that function since Human Resources does not house information for interns.


Q. When a job is posted, how will search committee members be able to view the applicants for the position?

A. Hiring Teams are able to view applicant information when candidates are scheduled to be interviewed. If a Hiring Manager would like to share this information before the interview is scheduled, they can utilize the “share candidate” feature, or may ask the recruiter to share with those individuals, as well. 

Q: After an employee changes their benefits when adopting a child, how is the dependent added in Workday?

A: The employee will complete the change benefits process in Workday.  As part of that process, they will add their new dependent, including name, Social Security number, etc., and then enroll that dependent in whichever plans they choose. Once they submit their change and it’s approved by benefits, the new information will automatically be sent to the providers via our integrations. 


Q: Does an employee who adopts a child and changes benefits to need attach documentation?

A. Yes. Generally, Human Resources would need a birth certificate or court order showing that they are legally their child/dependent and the child's Social Security card.


Q. When is open enrollment? Will employees enroll using Workday?

A. Open enrollment is November 2 - December 4. Enrollment will be completed using Workday. Human Resources staff will be available to assist employees and answer questions. 


Q. Is the tuition waiver part of phase 1?
 
A. Tuition waiver is not part of phase 1. 

Q. Will employees receive instructions on the TIAA retirement deferral?

A. Employees who want to start, stop, or change elective deferrals will still submit the same paperwork to the Payroll Department. 

Q. How do I access my Payslips from Eagle Net?

A. You may access the records using this link https://www2.nwacc.edu/dbServerNPROD/bwpkhstb.P_ChoosePayStubYear


Q: Does a Public Safety employee clock in and out for lunch?

A.  No. Public Safety employees enter their time and in and out daily. They only need to clock out during the day if they leave campus, for example going to a doctor’s appointment.:


Q. Must a manager must select comp time for hours greater than 40? Also, is it auto populated to comp time or does the manager need to select comp time or overtime?

A.  The employee would select comp time if they want to accrue comp time rather than being paid overtime. It is the employee’s choice.


Q. Is the way NWACC handles comp time changing because of Workday?

A. Nothing is changing about how comp time is handled for non-exempt employees. Please contact the Payroll Department if you have specific questions.


Q. If an employee arrives to work at 8:12, will they enter that time or 8:15?

A. Time in and time out only applies to work studies and Public Safety hourly employees. These employees should enter the time that they start work, so if they come in and start working at 7:55, then they should enter their start time as 7:55.  If they start at 8:05, then they should enter 8:05. Rounding to the nearest 5 minutes is okay. All other hourly employees will enter their elapsed hours for the day, rather than time and time out. If you need additional information, please contact the Payroll Department.


Q. Will faculty input their own EPAF request in Workday?   

A. No. If Faculty have emailed their Administrative Assistants  for stipends needed, that would remain the same and the AA’s will key in EPAFs (period activity pay).

Q: Does a manager need to attach documentation or a form when submitting a cell phone allowance for an employee?

A:  No.


Q: What is a commodity contract?

A: A contract for goods greater than $20,000.


Q How do I set up a standing PO?

A. Standing PO’s should always be entered as a service (even if goods will be received). Write Standing PO in the description box.


Q. Our team has a travel credit card.  It can only be used for travel when they book their trainings.  It is not a P-card.  Will the team follow the Spend Authorization process when they book travel?  This department is solely funded by a grant.

A. Yes. They will have to do a spend authorization and expense report


Q. Will view document capability remain for existing information in Eagle Net or will all information for recent and past procurement migrate to Workday?

A. Yes. Prior Procurement data can be viewed in Eagle Net, but not changed.


Q. Will paper for printers be requested the same way or do I need to create requisitions?

A. The process is unchanged. 


Q. Will org number and fiscal years be the same in Workday?

A. Fiscal years still run from July 1 to June 30. Not all org numbers are the same. In Workday Orgs are now referred to as Cost Centers. A handful of Cost Center changes were made. The Cost Centers that were impacted by changes will be notified via email prior to Go Live.


Q. What is the Workday capability to confirm where Grants purchases are in the procurement process and capture screenshots for reimbursement requests (received/paid)?

A. Grants purchases will be viewed in the same way as non-grants purchases.


Q. All employees can enter purchase requisitions in Workday. How can we ensure that they are approved by the Manager?

A. All requisitions are routed to the appropriate Cost Center Manager for approval.


Q. How do I request a Change Order?

A. Email Purchasing with the details  and include this information: PO number; Details (What will be changed); Approval chain Budget will need to be included if a price increase is over 10%. Inform Purchasing if the change order needs to be sent to the Supplier after it is approved. 

Q. Will previously submitted/approved cell phone allowances for the current FY  ‘rollover’ to Workday or do we need to resubmit in Workday after Go Live on October 5?

A. There are no allowances, but Payroll transactions pull the funds from the Employee's home department budget. The budget balances will come to into Workday therefore funds for the phone allowances should be there assuming that departments have budgeted for those charges.


Q. Does Requisitions have the capability for currency conversions?
A. No. Purchase Requisitions are not configured for currency conversion.  US dollars only.

Q. Where do I enter the vendor?

A. You will enter the Supplier in the Goods or Services line. The first time that you will encounter the Supplier box is in the “Goods/Services Request Details” screen below the spend category.  The second time you will have the opportunity to edit it is in the “Check out” screen on the Goods or Services line.


Q. Why does my Purchase Order have tax on it?

A. Accounts Payable requested that transactions have taxes entered to streamline the payment process. If required, Accounts Payable will pay taxes when an invoice is paid.


Q. The Supplier that I used in Banner is not in Workday. What do I do now?

A. If you find that your Supplier is not listed, please follow these steps:

  1. Send theW-9 to the Supplier
  2. http://content.nwacc.edu/administrativeServices/Procurement/W9.pdf
  3. Be sure the W-9 is signed and dated.
  4. Go to Workday and submit the Supplier Request. Include the W-9 as an attachment.
  5. Accounting will add the Supplier to Workday.
  6. Enter Requisition to Supplier

If you have additional questions about Suppliers, please contact Purchasing.


Q: How often should employees enter their time?  Daily, at the end of the week, etc

A: Hourly employees should enter their time daily. If they can’t do it at the end of the day, then for certain the next morning. For accuracy and compliance, hourly employees should not wait until the end of the pay period to enter time.


Q: Does a Manager have the ability to edit a timesheet instead of sending it back? Should the Manager send it back to the employee so that they can learn to do it correctly? 

A: If the Manager clicks on the inbox item that they receive when an employee submits their timesheet, then they won’t be able to change it. They will only be able to approve it or send it back. But if the Manger goes into Team time, then they will have the option to enter time for the employees and make changes. The Manager should send the timesheet back to the employee unless there is a reason that we can't get the information from the employee in time.


Q. If an employee arrives to work at 8:12, will they enter that time or 8:15?

A: Time in and time out only applies to work studies and Public Safety hourly employees. They should enter the time that they start work, so if they come in and start working at 7:55, then they should enter their start time as 7:55.  If they start at 8:05, then they should enter 8:05. Rounding to the nearest 5 minutes is okay. All other hourly employees will enter their elapsed hours for the day, rather than time and time out.


Q. Must a manager must select comp time for hours greater than 40? Also, is it auto populated to comp time or does the manager need to select comp time or overtime?

A: The employee would select comp time if they want to accrue comp time rather than being paid overtime. It is the employee’s choice. 


Q. Does a Public Safety employee clock in and out for lunch?

A.  No. Public Safety employees enter their time and in and out daily. They only need to clock out during the day if they leave campus, for example going to a doctor’s appointment.


Q. Can a proxy be set up for Managers for time entry?

A. Managers should not enter time for employees, only employees should enter the hours worked and Managers approve. We are working on the process for Managers to assign someone else to approve time sheets on their behalf, whenever they are out of office. For the time being, Payroll will approve time sheets for Managers who are out of office.


Q. Will part-time employees enter time as non-exempt employees?

A. Yes.


Q. Is it a correct statement that exempt staff no longer need to “submit” a timesheet? They enter any absence and the Manager approves each entry? There is no “final” submission of time per se if the Manager has already approved absence? Also, is it a correct statement that non-exempt/hourly employees enter their daily time and then submit their time for approval?

A. Exempt employees have a one step process now.  Once the time off is requested and approved, that’s it, they no longer submit timesheets, and those requests can be updated and reapproved as needed if plans change.  Even after the fact. So let’s say someone had entered an 8 hour vacation day for Friday.  But it turns out that they ended up having to work Friday afternoon.  They can log in Saturday or the next week or pay period even and make that correction, which would then come back to you for approval of the correction.

That is a correct statement about non-exempt/hourly folks.  Payroll asks that they enter their time daily, but are only required to submit at the end of the pay period.  Some are finding it easier to submit weekly since that’s how the calendar shows up and that’s perfectly okay, too.  The Manager would just receive an additional notification to approve.


Q: Add/cascade goals – can this be done for part-time employees?

A: Yes. Goals can be added for part-time employees. 


Q. I’m a Manager who is working on evaluations for my Direct Reports. Are Workday Skills equivalent to the Competencies that we used in People Admin? If so, how do my Direct Reports add skills?

A. Yes, Skills are the Workday equivalent of Competencies. Employees can enter their skills by clicking their Profile, then selecting and adding Skills.

Q: I have unanswered questions about Workday. Who can I contact?

A: Please email workday@nwacc.edu


Q: Where can I find Workday Job Aids?

A: Please vist https://workday.nwacc.edu/workday/jobaids.aspx


Q. Where can I find Employee Training information?

A. Please visit https://workday.nwacc.edu/workday/employeetraining.aspx


Q. Where can I find Manager Training information?

A. Please visit https://workday.nwacc.edu/workday/managertraining.aspx