Workday resources for Faculty, Staff, PIs, and Grad Students.
Questions? Please submit questions using our online form.
Workday Training
All faculty and staff are assigned courses dependent on security roles. Assigned courses can be found in your Canvas Dashboard.
| All Faculty & Staff | Faculty/Staff with Supervision Responsibilities | Faculty/Staff with PI Responsibilities |
| •Worker Fundamentals: Workday for All Employees (45 min)
•PCard holders or reimbursement seekers: Expense Reports & Credit Cards in Workday (Parts 1 & 2) (90 min total) |
•Workday Fundamentals: Workday for Managers (40 min) | •Workday Fundamentals: Finance Core Concepts (30 Min)
•Workday for Research Administration: Fundamentals (40 Min) •Workday for Research Administration: Grants Management for Departments and Divisions (2.5 Hrs) |
Find more information on our Workday Training page here:
Find trainings done by the College of Engineering Dean’s office here:
What’s Changing?
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Notifications
Previous State: Notifications mainly via email but may be within a system in certain occasions.
New State: Task notifications will be sent within Workday but may also be sent via email depending on business process or your notification settings. Default setting for email notifications is immediate, but your preference can be changed to a daily digest.
Delegating Tasks
Previous State: Can delegate tasks to other employees indefinitely.
New State: Limited to 90-day delegation at one time. May renew delegation. Can delegate individual tasks or entire business processes. https://kb.wisconsin.edu/workday/internal/147084
MyUW
Previous State: MyUW tiles for your different tasks.
New State: Access Workday through a tile in MyUW, where your tasks will be completed. Some existing tiles will remain on MyUW for view-only access.
Finance
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Create an expense report for e-Reimbursement
Previous State: Employees can create and submit their own expense reports or may have an alternate create one on their behalf.
New State: Employees can create and submit their own expense reports or may have an alternate create a report on their behalf. How to create an expense report kb
Reconcile PCard transactions
Previous State: Employees reconcile purchasing card transactions and upload receipts in the Purchasing Card Module of the Shared Financial System (SFS).
New State: PCard transactions are within the same module as expense reports now. Employees will create an expense report with business purpose of “Purchasing Card Reconciliation”. Multiple PCard transactions may be added to the same expense report. How to reconcile PCard transactions kb
Include WFAA funding for overages/alcohol
Previous State: Expense report is submitted, then department financial personnel enters fund name and number under account 6240.
New State: Report Initiator selects the “**Hold – Ready for Review” business purpose and clicks “Save for Later” to have the department review funding before submitting to central campus. WFAA is no longer required for meal overages, just alcohol. How to enter Foundation expense items kb
Human Resources/Payroll
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UW earnings statements, tax statements and benefits information/enrollment
Time Off and Leave of Absence requests
Previous State: Faculty & Staff request off in HRS, which is navigated through via MyUW
New State: Faculty & Staff will request time off requests through the Workday MyUW tile (activated July 7, 2025)
Research Administration
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Approval of Expense Transfers on Grants
Previous State: Use the Cost Transfer Tool to review and approve all salary and non-salary expense transfers on grants
New State: Use Workday to review and approve only High-Risk salary transfers on Grants
High Risk transfers are:
- initiated more than 90 days after the salary posted
- the effort period is closed and/or
the award lifecycle status is ’60 days prior to grant end date’, ‘grant ended’, or ‘Adjustments only
Approval of Subaward Invoices
Previous State: Varies by department – PI reviews the subaward invoice either by email or with the department research administrator. Request for additional dollars from subs are discussed with PI and department research administrator.
New State: PIs will receive a notification in Workday to approve all subaward invoices
Required and Voluntary Cost Share
Previous State: Cost Share is detailed in the RAMP division budget review ancillary approval at time of proposal. Also, the cost share requirement is entered in RAMP at set up, if award is funded.
New State: Cost share must be identified in RAMP during the division budget review ancillary approval at the time of proposal.
After the award is funded the cost shared expenses need to be identified at the time the expense/purchase/salary is requested and include the cost share Workday code (ex. GRC000004567) entered at the time the transaction is entered to allow for an easier reconciliation of cost share commitments by the end of the award period.
Grant Management & Reporting
Previous State: Departments use a combination of tools to review grants:
- WISER
- Internal Spreadsheets/Tools
New State: New combination of tools:
- Workday Data
- Workday PI Dashboard (still in development)
- Internal Spreadsheets/Tools
Job Aids and Tipsheets for Supervisors
| Supervisory Task | Under HRS | Under Workday |
| Review/approve time for direct reports | Supervisors approve time off in HRS, which is navigated through via MyUW | Supervisors will approve time for direct reports in Workday. For ease of approvals, a Workday app can be downloaded to your phone. |
| Review/approve remote work agreements | Review and approval is done in the Human Resource System (HRS) via MyUW | Supervisors who are required to review and approve remote work agreements (now called Flexible Work Arrangements) for their direct reports will submit and approve through Workday |
| Recruiting | Our current Applicant Tracking System (ATS) is Talent Recruitment and Engagement Management System (TREMS). | Workday will serve as our ATS. Supervisors will continue to work with their HR Business Partner or Faculty Recruiter throughout the recruitment process. |
| Performance Review for staff (not faculty) | Done in Performance Management & Development Portal (PMDP). | Supervisors will do performance evaluations for their (non-faculty) direct reports in Workday. Faculty will not have their own reviews done in Workday at go-live. |