Workday Resources by Topic
Overview
- On July 1st, 2024 Minnesota State implemented Workday for Finance and Human Resources (Human Capital Management - HCM)
- This main article provides a collection of General Workday resources, training materials, and FAQs, organized by topic.
NOTE: If after reading the Knowledge Base Articles and you still have questions you can select the Workday/Get Help button on the upper right to get connected with staff from Human Resources, Financial Management and IET that are able to triage your request and get you the help you are looking for.
Table of Contents - article sections:
Section links within this article:
Minnesota State Connect Site: Central Hub for Workday Resources
- The Minnesota State Connect site is a central resource hub to provide Workday information, job aids, business process documentation, guides, videos, and learning resources to support campus users across Minnesota State.
- Finance: Minnesota State Connect: Workday Finance - Workday documentation related to Finance
- HR (HCM): Minnesota State Connect: Workday HR (HCM) - Workday documentation related to HR
Getting to Know Workday
- Where can I access Workday?
- What credentials do I use to sign into Workday?
- Use: StarID@minnstate.edu and StarID password
- You will be prompted to use multifactor authentication (MFA)
- What Workday training do I need to take?
- Getting Started in Workday Quick Reference Guide, topics include:
- Workday Homepage, Toolbar
- Workday Applications, configuration of Apps, and layout
- Error and Alert Messages
- Worker Profile
- Related Actions
- Navigate Using Search
- View Inbox, take action on inbox items, delegate inbox
- Mobile app
What will I do in Workday?
- Workday for Administrators
- Request work schedules and submit timesheets
- Request time off and leave of absence
- Workday for All Employees
- View and manage personal information
- Maintain emergency contacts
- Access organizational chart
- Find and apply to internal jobs
- Request a work schedule
- View time off balances
- Request time off and leave of absence/sabbatical
- Submit and track expense reports
- Create a travel authorization
- Initiate and track purchase requisitions
- Use Workday Inbox to manage tasks
- Workday for Faculty - MCSF and IFO only
- Workday for Managers/Supervisors
- Initiate and track business processes
- Generate reports with real-time data
- Access dashboards
- Approve time off requests, and timesheets
- View team absence calendar
- Recruit and hire employees
- Workday: Manager/Supervisor ELM Training - Required ELM Training (kba)
- Reference next section directly below - Manager Workday Resources: Manager as Self
Manager Workday Resources: Manager as Self
- Manager as Self Resources Minnesota Connect page provides a collection of manager reference resources - just a few are listed here:
Workday Security Roles
Workday Terms & Glossaries
- Business Process – A sequence of one or more tasks that accomplishes a desired business objective (i.e., hiring an employee, paying an invoice). Business processes are comprised of Actions, Approvals, Approval Chains, To Dos, and Checklists.
- Employee Self Service – Functionality within Workday that allows employees to access and manage their personal HR, benefits, and payroll records.
- Manager Self Service – Manager′s ability to initiate and perform management- related tasks in Workday, such as approving time.
- Workflow - defines who can perform each task and provides a routing mechanism to flow the task execution from one user to another.
- Find Full Workday Glossaries, by functional area, including:
- Academic Glossary
- Finance Glossary
- General Terms Glossary
- HCM Glossary
- Navigation Glossary
- Training Glossary
- Recruit and hire employees
What functions will remain in ISRS?
All student-related functions will remain As Is until the implementation of Workday Student (implementation date not identified at this time)
- ISRS will remain the source of truth for functionality such as:
- Student Registration
- Financial Aid
- Grades and Transcripts
- Enrollment Management
- Curriculum-Term Course
- Continuing Education and Customized Training
Workday - Go Live Day 1 Resources
Workday: Financial Management Resources and Guides
Visit the main Workday: Financial Management Resources and Guides article to find out about the following topics and more!
Financial Management: Hours, Location, Contact
- Hours
- In-Person Hours: Monday - Thursday: 8:30 a.m. - 2:00 p.m., 3:00 p.m. - 4:30 p.m.
- Virtual Hours: Monday - Friday: 8:30 a.m. - 5:00 p.m.
- Location: Founder's Hall, 3rd Floor
- Telephone: 651.793.1878
Accounting
Accounts Payable
- Common Accounts Payable Questions and Answers
Budget
- FY25 General Fund Budget Loads (Metro KBA)
- ISRS Cost Center Mapping in Workday (Metro KBA)
- ISRS Object Code to Workday Mapping (Metro KBA)
- Workday Budget vs. Actual Reports (Metro KBA)
Grants
- Creating Award Billing Schedule and Managing Budget (Demo Video)
- Grants Workday Wednesday 1/04/2023 session
Procurement & Purchasing
- Purchasing Guidelines (Metro KBA)
- Credit Card (P-Card) Requests in Workday (Job Aid)
- Outlines process for submitting a Credit Card Request in Workday
- Procurement
- Requisitions
Travel and Expense Reimbursement
- Employee Expense Reimbursement (Job Aid)
- Walks through the process of spend authorizations and expense reports
- Employee Expense Reports and Spend Authorizations (Demo Video)
- This process will be electronic
- Expense Reimbursements (Metro KBA)
- University Travel Protocol (Metro KBA)
Student Worker
Workday: HR (HCM) Resources and Guides
Visit the main Workday: HR (HCM) Resources and Guides article to find out about the following topics and more!
Human Resources: Location, Contact
- Location: Founder's Hall, Suite 305
- Telephone: 651.793.1275
- Press 1 - for general inquiries
- Press 2 - for questions related to job postings, compensation, classification-job audits, and PCM management
- Press 3 - for questions related to: payroll, overpayments, bargaining union/contracts, or benefits
Benefits
- Note that benefits enrollment and direct deposit information will continue to through Employee Self-Service (MMB).
Credentials: Faculty, Adjunct Faculty
- Managing Concurrent Enrollment Credential Information (EX3) - Audience: Concurrent Enrollment Directors and administrators.
- Job aid: managing concurrent enrollment instructor credential information
- Managing Credentials (EX1) - Audience: Faculty and Adjunct Faculty.
- Job aid: >access qualification lists, add/edit credentials, and manage evaluation request tasks.
- Managing Faculty Credential Information (EX4)
- Job aid: manage, edit, and verify credential records, complete a Minimum Qualification Evaluation, a Campus Salary Placement Evaluation, or a Salary Placement & TLC Evaluation.
Managing Time and Absence
- Employee Self Service: Managing Time and Absence (Job Aid)
- Manage time and absence via the Employee Self Service portal in Workday
- Manager Self-Service: Managing Time and Absence (WD06)
Onboarding and Offboarding
- New Hire Onboarding Tasks - Managing Personal Data in Workday for Employees (Job Aid)
- Overview of I-9 Processing in Workday
- Offboarding: How to Submit a Resignation in Workday
Payroll
Personal Information
- Managing Personal Data -Job Aid includes:
- Manage Education
- Manage Job History
- Preferred Name Change
- Disability Self-ID
- Veteran Self-ID
- Edit Government IDs
- Passports and Visa Change
- Edit ID Information
- Contact Change
- Change Emergency Contacts
- Name Pronunciation
- Edit Workday Account
- Manage Certificates
Search and Selection