HR Payroll Benefits - Library of Workday Knowledge Base Articles

Welcome to our comprehensive library of Workday Knowledge Base articles, covering various HR and Payroll topics. For easy navigation, we have sorted the articles in two convenient ways: you can either browse by Category or by Target Audience. Use the links below to find the articles that fit your specific needs. To view an article in full, select its title.

Browse by Category:

Academic Appointments - Benefits - Career and Recruiting - Compensation

Contingent Workers - Exit and Offboarding - Position Management

Time and Absence - Workday Basics - Workday Learning - Worker Information

Browse by Target Audience:

All Workday Security Roles - Employees & Students - External Users

Articles Sorted by Category

Academic Appointments

Article Title	Description	Target Audience
Managing Academic Appointments in Workday	This document provides directions to Academic Human Resource Partners (HRPs) on how to add, update, and end academic appointments in Workday for faculty and other academic appointees.	All Workday Security Roles

Benefits

Article Title	Description	Target Audience
Benefit Eligibility Cheat Sheet	This document is a summary of the most common benefit eligibility topics. Please refer to the Summary Plan Descriptions (SPD) of each plan for further information. In case of a discrepancy between this statement and the SPD, the SPD will prevail.	Employees & Students
Changing Beneficiaries in Workday	This document explains how to designate or change beneficiaries for Basic Life Insurance, Supplemental Life Insurance, and/or Personal Accident Insurance in Workday.	Employees & Students
Changing Benefits in Workday for Life Events	This document explains how to make changes to benefit elections in Workday for qualifying life events, such as Birth/Adoption, Marriage/Civil Union Partnership, Gain or Loss of Other Coverage.	Employees & Students
Changing your Health Savings Account (HSA) Contributions in Workday	This document provides employees directions on how to change their Health Savings Account (HSA) contributions in Workday after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment.	Employees & Students
Changing your Long-Term Disability (LTD) Insurance Elections in Workday	This document provides employees directions on how to change their Long-Term Disability (LTD) Insurance elections in Workday after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment, or outside of a qualifying life event.	Employees & Students
Electing or Changing Retirement Benefits in Workday	This document provides employees directions on how to enroll or make changes to their elections for the Employee Retirement Income Plan - Voluntary (ERIP - Voluntary), Supplemental Retirement Plan (SRP) Pre-Tax, Supplemental Retirement Plan (SRP) Roth, and Supplemental Retirement Plan Catch-Up (SRP Catch-Up).	Employees & Students
Enrolling in Benefits for the First Time in Workday	This document provides employees who are benefits eligible for the first time (new hires, recent transfers/promotions to a benefit eligible position, etc.) directions on how to complete benefits enrollment in Workday.	Employees & Students
Managing Life Insurance and/or Personal Accident Insurance Elections in Workday	This document provides employees directions on how to enroll or make changes to their elections for the Supplemental Life Insurance, Spouse Life Insurance, Child Life Insurance, or Personal Accident Insurance (PAI) plans after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment, or outside of a qualifying life event.	Employees & Students
Requesting Lab Tuition Remission in Workday	This document provides eligible employees directions on how to request Lab tuition remission in Workday.	Employees & Students
Viewing Form 1095-C and Changing Printing Elections in Workday	This document provides employees directions on how to view their annual Form 1095-C and change their document printing elections in Workday.	Employees & Students

Career and Recruiting

Article Title	Description	Target Audience
Avoiding Duplicate Hires in Workday	This document provides HR Partners (HRPs) directions on how to search Workday for the name of an employee to avoid a duplicate hire prior to starting the hire process.	All Workday Security Roles
Background Check Exception Template	This template is used to document your department's approval of allowing a candidate to start the hire process before the background check clearance.	All Workday Security Roles
Batch Hires in Workday	This document provides HR Partners (HRPs) and Primary Recruiters with instructions on hiring multiple candidates from a single job requisition in Workday.	All Workday Security Roles
Creating a Job Requisition and Position in Workday	This document provides HR Partners (HRPs) directions on how to create a Job Requisition (JR) and create Position(s) in their organizations in one business process.	All Workday Security Roles
Creating a Pre-Hire in Workday	This document provides HR Partners (HRPs) directions on how to create a pre-hire in Workday.	All Workday Security Roles
Creating a Student/Academic/Contingent Worker Position in Workday	This document provides HR Partners (HRPs) directions on how to create a new student, academic and/or contingent worker position in their organization.	All Workday Security Roles
Filtering and Sorting the Candidate Grid in a Job Requisition in Workday	This document provides HR Partners (HRPs), Hiring Managers, Primary Recruiters, and Recruiting Screeners directions on how to filter and sort the Candidate Grid within a job requisition in Workday.	All Workday Security Roles
Guidelines for Federal Work Study in Workday	This document provides guidance to Human Resource Partners (HRPs) on Federal Work Study (FWS) as it relates to the creation of FWS positions and the hiring or adding an additional job for FWS positions.	All Workday Security Roles
Hiring and Maintaining Foreign National Status in Workday	This document provides HR Partners (HRPs) directions on how to hire and maintain the employment status of foreign nationals in Workday.	All Workday Security Roles
Hiring Employees from a Competitive Search in Workday	This document provides HR Partners (HRPs) directions on how to hire employees from a competitive search in Workday.	All Workday Security Roles
Hiring Employees from a Non-Competitive Search in Workday	This document provides HR Partners (HRPs) directions on how to hire employees from a non-competitive search in Workday.	All Workday Security Roles
Initiating the Legal Permanent Residency Process and Labor Pool Testing in Workday	This document provides guidance for Human Resource Partners (HRPs) on how to move internal candidates through the University Sponsored Legal Permanent Residency (LPR) process.	All Workday Security Roles
List of Student Job Families and Job Profiles in Workday	This document provides HR Partners (HPRs) with a comprehensive list of Student Job Families and Job Profiles to help them quickly and easily find information needed to create and manage student positions in Workday.	All Workday Security Roles
Managing Applicant Tracking in Workday	This document provides Primary Recruiters comprehensive directions on how to manage the applicant tracking process in Workday.	All Workday Security Roles
Reference Check Question List	This document lists the questions that Shared Services Recruitment Retention Specialists will ask references when a reference check request has been submitted. Based on the position, the references will be asked the questions below as well as any additional questions if specified during submission.	All Workday Security Roles
Template for Orientating Hiring Managers or Recruiting Screeners	The template provides suggested language that Human Resource Partners (HRPs) can use in emails to a hiring manager/recruiting screener to start the applicant review process in Workday Recruiting. The template can be modified to include specific recruiting and job requisition information.	All Workday Security Roles
Using the Workday Recruiting Hub	TBD.	All Workday Security Roles
Workday Recruiting FAQs	This document provides HR Partners (HRPs) with concise answers to frequently asked questions about the Workday Recruiting module.	All Workday Security Roles
Navigating the Career App and Applying for a UChicago Job in Workday - Internal Candidate	This document provides current employees with instructions on navigating the Career App, applying for UChicago jobs, and managing applications within Workday.	Employees & Students
Onboarding Tasks in Workday for New Hires	This document provides newly hired workers directions on how to complete onboarding tasks in Workday.	Employees & Students
Referring a Candidate in Workday	This document provides employees with instructions to refer candidates for employment at the University of Chicago using Workday.	Employees & Students
Applying for a UChicago Job - External Candidate	This document provides external candidates directions on how to apply for a UChicago job.	External Users
Editing an Email Address in an External Candidate Profile	This document informs an external applicant how to edit their email address in their external candidate profile.	External Users
Reviewing an Offer - External Candidate	This document provides external candidates directions on how to review and accept an offer through the UChicago Candidate Portal.	External Users

Compensation

Article Title	Description	Target Audience
Assigning Costing Allocations in Workday	This document explains how Human Resource Partners (HRPs) can assign costing allocations in Workday as a standalone business process. Assigning Costing Allocations is also a sub-process that automatically initiates during the Hire, Add Job, and Change Job processes in Workday.	All Workday Security Roles
Compensation Plans By Employee Type	This document provides HR Partners (HRPs) a table of compensation plans by employee type.	All Workday Security Roles
Costing Allocations Reports in Workday	This document provides Human Resource Partners (HRPs), Academic HRPs, Lead HRPs, Operation Analysts, Budget Partners, Costing Allocation Partners, and Workday Payroll Expense Cost Correction Initiators – Cost Center with an inventory of reports tied to Costing Allocations in Workday, including their definitions, report prompts, authorized roles who can execute them, and key information found in these reports.	All Workday Security Roles
Initiating a Payroll Expense Cost Correction in Workday	The purpose of this guide is to provide the steps to correct a payroll expense when it is identified that it should be expensed to a different combination of Chart of Account or PPM. When a correction is needed, the action of a payroll expense cost correction should be taken.	All Workday Security Roles
Managing Period Activity Pay Assignments in Workday	This document explains how Human Resource Partners (HRPs) can view and manage Period Activity Pay (PAP) in Workday including adding, correcting, and ending Period Activity Pay and adding a Summer Salary.	All Workday Security Roles
Notifications for Student Payment/Reimbursement Request Forms	This document refers to awards, prizes, stipends, and reimbursements paid to students and submitted through the Service Portal. This document walks through the notifications a student may receive while awaiting their Payment/Reimbursement and how the student can confirm payment via Workday.	All Workday Security Roles
Requesting Compensation Changes in Workday	This document explains how Human Resource Partners (HRPs) can complete the Request Compensation Change task in Workday. This task allows the adjustment of compensation for both exempt and non-exempt University employees for reasons not related to job changes.	All Workday Security Roles
Requesting One Time Payments in Workday	This document explains how Human Resource Partners (HRPs) can request a One-Time Payment in Workday.	All Workday Security Roles
Submitting Student Reimbursements Form in ServiceNow	This document outlines the steps to complete the Student Reimbursement Form via the Shared Services Portal.	All Workday Security Roles
Submitting Student Stipends, Prizes and Awards Form in ServiceNow	This document outlines the steps to complete the Student Stipends, Prizes, & Awards Form via the Shared Services Portal.	All Workday Security Roles
Accessing and Reading Your Payslip in Workday	This document explains how to access and read a payslip in Workday.	Employees & Students
Adding/Changing Payment Elections in Workday	This document explains how to add and/or change payment elections in Workday.	Employees & Students
Changing Year End Tax Document Printing Elections in Workday	This document provides employees directions on how to change their year-end tax document printing elections in Workday.	Employees & Students
Tax Form Frequently Asked Questions	This document answers frequently asked questions as they relate to tax Form W-2 and other related tax forms.	Employees & Students
Updating Withholding Elections in Workday	This document explains how to update withholding elections in Workday.	Employees & Students
Viewing My Compensation Information in Workday	This document provides employees with directions on how to view their compensation information in Workday.	Employees & Students

Contingent Workers

Article Title	Description	Target Audience
Contracting a Contingent Worker in Workday	This document provides HR Partners (HRPs) directions on how to contract a contingent worker in Workday.	All Workday Security Roles
Converting a Contingent Worker to Employee in Workday	This document provides HR Partners (HRPs) directions on how to convert a contingent worker to an employee role in Workday.	All Workday Security Roles
Ending Contingent Worker Contract in Workday	This document provides HR Partners (HRPs) directions on how to terminate a contract for a contingent worker in Workday.	All Workday Security Roles

Exit and Offboarding

Article Title	Description	Target Audience
Ending an Additional Job in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete the End Additional Job process for employees in Workday.	All Workday Security Roles
Exits Checklist for HR Partners	This checklist is providing an HRP the necessary tasks to be completed for when an employee is leaving the University.	All Workday Security Roles
Terminating Employees in Workday	This document provides HR Partners (HRPs) directions on how to terminate employees in Workday.	All Workday Security Roles
Checklist for Departing University Staff	This document provides employees with a list of tasks and reminders to address when departing from the University.	Employees & Students

Position Management

Article Title	Description	Target Audience
Adding an Additional Job in Workday	This document informs Human Resource Partners (HRPs) how to add an additional job to a worker record in Workday. This document discusses the process for Staff, Temporary, Seasonal, Student, and Academic workers.	All Workday Security Roles
Additional Job vs One Time Payment Chart	This document provides HR Partners (HPRs) with a clear, side-by-side comparison of the Additional Job and One Time Payment business processes to facilitate decision-making.	All Workday Security Roles
Changing a Job in Workday	This document provides directions to Human Resource Partners (HRPs) on how to complete the Change Job business process in Workday for Staff, Temporary, Seasonal, and Student employees.	All Workday Security Roles
Closing a Position in Workday	This document provides HR Partners (HRPs) directions on how to close a position in Workday.	All Workday Security Roles
Editing Position Restrictions in Workday	This document provides HR Partners (HRPs) directions on how to update position attributes in preparation to utilize it for a new hire.	All Workday Security Roles
Freezing a Position in Workday	This document provides HR Partners (HRPs) directions on how to freeze a position in Workday.	All Workday Security Roles
Maintaining Supervisory Organization Structure in Workday	This document provides HR Partners (HRPs) directions on how to create subordinate organizations and divide supervisory organizations in Workday.	All Workday Security Roles
Moving Workers/Positions in Workday	This document provides HR Partners (HRPs) directions on how to move employees and/or positions between supervisory organizations in Workday.	All Workday Security Roles
Post Doctoral Workers in Workday	This document defines the different types of postdoctoral workers and how to complete hiring and job changes for each type.	All Workday Security Roles
Switching Primary Jobs in Workday	This document informs Human Resource Partners (HRPs) how to switch a primary job in Workday. This document discusses the process for Staff, Temporary, Seasonal, Student, Academic, and Faculty workers.	All Workday Security Roles
Worker Sub-Types for Employee Positions in Workday	This document provides HR Partners (HRPs) with a list of worker sub-types for employee positions, along with their definitions, within Workday.	All Workday Security Roles

Time and Absence

Article Title	Description	Target Audience
Applying Premiums for a Worker in Workday	This document provides Time Approvers directions on how to apply premiums or bonuses for a worker in Workday.	All Workday Security Roles
Approving a Monthly Time Off Confirmation in Workday	This document explains how Time Approvers can approve a worker's Monthly Time Off Confirmation submitted in Workday.	All Workday Security Roles
Approving Entered Time in Workday	This document explains how Time Approvers can approve an individual worker's time submitted in Workday. This process comes through as a Workday inbox task.	All Workday Security Roles
Approving Time Off Requests in Workday	This document explains how Time Approvers can review and approve time off requests submitted in Workday.	All Workday Security Roles
Assigning a Work Schedule for a Worker in Workday	This document provides Time Approvers directions on how to assign a work schedule for a worker in Workday.	All Workday Security Roles
Auto-filling a Timesheet for a Worker in Workday	This document provides Time Approvers directions on how to auto-fill a timesheet for a worker in Workday.	All Workday Security Roles
Correcting Time Off for a Worker in Workday	This document provides Time Approvers directions on how to correct time off on behalf of a worker in Workday.	All Workday Security Roles
Correcting Unmatched Time Events for a Worker in Workday	This document provides Time Approvers and HR Partners directions on how to correct unmatched time events for a worker in Workday.	All Workday Security Roles
Entering Paid Time Off On Behalf of a Worker in Workday	This document explains how Time Approvers can enter paid time off on behalf of a worker in Workday.	All Workday Security Roles
Entering Time on Behalf of a Worker in Workday	This document explains how Time Approvers can enter time on behalf of a worker in Workday.	All Workday Security Roles
Requesting a Leave of Absence in Workday	This document provides HR Partners (HRPs) directions on how to request a Leave of Absence (LOA) in Workday. This document discusses the process for Staff and Academic workers.	All Workday Security Roles
Returning a Worker from a Leave of Absence in Workday	This document provides HR Partners (HRPs) directions on how to return a worker from a Leave of Absence (LOA) in Workday. This document discusses the process for Staff and Academic workers.	All Workday Security Roles
Reviewing and Approving Mass Time in Workday	This document explains how Time Approvers can review and approve time for multiple workers at once using the Review Time business process in Workday.	All Workday Security Roles
Reviewing and Correcting Student Time Entry Errors in Workday	This document provides Human Resource Partners and Time Approvers common time entry errors made by student employees and how to correct the errors if they occur.	All Workday Security Roles
Submitting Mass Time in Workday	This document explains how Time Approvers and Human Resource Partners (HRPs) can submit time for multiple workers at once using the Mass Submit Time business process in Workday.	All Workday Security Roles
Viewing and Correcting Time for a Worker in Workday	This document provides Time Approvers directions on how to view and correct time on behalf of a worker in Workday.	All Workday Security Roles
Viewing My Team's Schedule in Workday	This document provides Time Approvers directions on how to view their team's work schedules in Workday.	All Workday Security Roles
Waiving Lunch for a Worker in Workday	This document provides Time Approvers directions on how to waive a lunch for a worker in Workday.	All Workday Security Roles
Correcting Time as a Timesheet User in Workday	This document provides timesheet users (biweekly employees only) directions on how to correct their time in Workday.	Employees & Students
Entering Time as a Timesheet User in Workday	This document provides timesheet users (biweekly employees only) directions on how to enter their time in Workday.	Employees & Students
Requesting and Canceling Time Off in Workday	This document explains how to request and cancel time off in Workday for employees that have a file in Workday.	Employees & Students
Submitting a Monthly Time Off Confirmation in Workday	This document provides monthly-paid workers directions on how to submit a Monthly Time Off Confirmation in Workday.	Employees & Students
Using the Time Clock Swiping Device	This document provides workers directions on how to use Time Clock Swiping Devices to clock in and out.	Employees & Students
Using the Web Clock in Workday	This document provides workers directions on how to use the Web Clock in Workday to clock in and out.	Employees & Students
Viewing Entered Time in Workday	This document provides employees directions on how to view their worked time entries in Workday.	Employees & Students
Viewing Time Off Balances and Requests in Workday	This document provides workers directions on how to view their time off balances and requests in Workday.	Employees & Students

Workday Basics

Article Title	Description	Target Audience
Canceling a Business Process in Workday	This document provides HR Partners (HRPs) directions on how to cancel a business process in Workday.	All Workday Security Roles
Oracle to Workday Terminology Differences for COA/POETAF	This document walks through the terminology differences between Oracle and Workday as it relates to Chart of Accounts (COA) and Project Portfolio Management (POETAF).	All Workday Security Roles
Requesting Corrections to Business Processes in Workday for Academic HRP's	This document explains how Academic Human Resource Partners (HRPs) can request corrections to business processes completed in Workday.	All Workday Security Roles
Scheduling Reports in Workday	This document provides employees directions on how to schedule reports to run at predetermined frequencies in Workday.	All Workday Security Roles
Viewing Supervisory Organizations and Org Charts in Workday	This document provides HR Partners (HRPs) directions on how to find and view supervisory organizations and org charts in Workday.	All Workday Security Roles
Viewing Worker History in Workday	This document provides HR Partners (HRPs) directions on how to find and view Worker History in Workday.	All Workday Security Roles
Workday Role Definitions	This document defines each of the security roles that a unit can request for assignment in Workday.	All Workday Security Roles
Accessibility in Workday	This document provides employees with instructions on accessing and using Workday's accessibility features.	Employees & Students
Accessing My Reports in Workday	This document provides employees directions on how to access the My Reports virtual drive in Workday.	Employees & Students
Applications, Shortcuts, and Reports in Workday	This document provides instructions on how to access, edit, and add Applications, Shortcuts, and Reports in Workday.	Employees & Students
Creating a Filter in My Tasks in Workday	This document provides directions on how to create a My Tasks filter in Workday.	Employees & Students
Delegating Workday Action Items and Tasks	This document provides employees directions on how to delegate Workday actions and tasks to a designee who can manage them on their behalf.	Employees & Students
Downloading and Accessing the Workday Mobile App	This document provides employees directions on how to download and initially access the Workday Mobile App on their Apple or Android device.	Employees & Students
Logging In and Out of Workday	This document provides workers directions on how to log into and out of Workday.	Employees & Students
Navigating Workday	This document provides information on the basic functionality that is needed to effectively manage all HR-related data and processes in Workday.	Employees & Students
Updating Notification Preferences in Workday	This document provides employees directions on how to change their notification preferences in Workday.	Employees & Students
Workday Key Terms and Standard Screen Icons	This document provides definitions of key terms, terminology, and standard screen icons used in Workday and its business processes.	Employees & Students
Workday Search Prefixes	This document provides employees with a list of the most frequently used search prefixes in Workday.	Employees & Students

Workday Learning

Article Title	Description	Target Audience
Enrolling My Team in a Course or Program in Workday	This document provides managers with instructions on how to enroll their team members in a course or program within the Workday Learning application.	All Workday Security Roles
Workday Learning Reports	This document aids Content Creators, Learning Partners, HR Partners, Managers, Unit FST Leads, and Primary Role Assignment Owners in a walk through the Workday Learning reports created to show real-time individual learning progress.	All Workday Security Roles
Accessing Your Learning Transcript in Workday	This document provides directions on how to access your Learning Transcript in the Workday Learning Application. The transcript records all courses a learner has either not started, is in progress, or has completed. Additionally, the learner can see all self-enrolled learning content and content enrolled on behalf of an administrator.	Employees & Students
Dropping a Course or Program in Workday Learning	This document provides directions on how to drop a course or a program in the Workday Learning Application. Dropping a course or a program removes the learner's enrollment from the course.	Employees & Students
Enrolling in a Course or Program in Workday	This document provides users directions on how to enroll themselves in a course or a program in the Workday Learning Application.	Employees & Students
Navigating the Workday Learning Application	This document provides directions on how to access and navigate the Learning application in Workday, which houses different trainings, workshops, and guided orientations for UChicago employees' training.	Employees & Students
Understanding Your Learning Transcript in Workday	This document provides directions on how to interpret the information contained in the Learning Transcript within the Workday Learning Application.	Employees & Students

Worker Information

Article Title	Description	Target Audience
Changing Business Title in Workday	This document provides HR Partners (HRPs) directions on how to change an employee's business title in Workday.	All Workday Security Roles
Changing Organization Assignments in Workday	This document provides HR Partners (HRPs) directions on how to change organization assignments for either a single employee or multiple workers/positions within a supervisory organization in Workday.	All Workday Security Roles
Completing Supplement B of Form I-9 in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete Supplement B, formerly Section 3, of Form I-9. Supplement B of Form I-9 is completed when reverification of an employee's eligibility to work in the US is needed, the employee has changed their legal name, a receipt was used during the initial completion of the I-9 (validate within a 90-day period), and/or rehiring an employee within 3 years of the initial completion of their Form I-9.	All Workday Security Roles
Editing Government IDs in Workday	This document provides HR Partners (HRPs) directions on how to edit an employee's government IDs in Workday.	All Workday Security Roles
Editing Other IDs in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete the Edit Other IDs business process in Workday.	All Workday Security Roles
Managing Flexible Work Arrangements in Workday	This document provides directions for Human Resource Partners on how to manage flexible, alternative work arrangements. This includes reviewing, approving, and ending a flexible, alternative work arrangement for an employee in Workday.	All Workday Security Roles
Managing Work Location in Workday	This document provides HR Partners (HRPs) directions on how to update the work location or work space of employees in Workday.	All Workday Security Roles
Uploading Documents to Worker Profile in Workday	This document provides Human Resource Partners (HRPs) directions on how to upload documentation into a worker's profile in Workday.	All Workday Security Roles
What to Include in the Personnel File in Workday	This document provides guidance on what to include and exclude in the electronic personnel file.	All Workday Security Roles
Changing Disability Self-Identification in Workday	This document provides employees directions on how to change their disability self-identification status in Workday.	Employees & Students
Changing My Work Space in Workday	This document provides employees directions on how to change their work space in Workday.	Employees & Students
Changing Veteran Status Identification in Workday	This document provides current employees directions on how to change their veteran status identification in Workday.	Employees & Students
Locating your Employee Identification Number (EIN) in Workday	This document provides employees directions on how to find their Employee Identification Number (EIN) in Workday.	Employees & Students
Requesting and Ending a Flexible Work Arrangement in Workday	This document provides directions on how to document and end a flexible, alternative work arrangement in Workday. This process is used to identify worker's that have a 100% remote work arrangement.	Employees & Students
Updating Personal Information in Workday	This document explains how to make changes to information located within the Personal Information application in Workday for individuals that have a profile in Workday. Information within this application includes Contact Information, Personal Information, Emergency Contacts, Legal Name, and Preferred Name.	Employees & Students
Updating your Career Profile in Workday	This document provides employees directions on how to review and update their Career Profile in Workday.	Employees & Students
Uploading Documents to Your Profile in Workday	This document provides employees directions on how to upload documentation into their worker profile in Workday.	Employees & Students
Viewing and Editing your ID Information in Workday	This document provides employees directions on how to view and edit their ID information in Workday.	Employees & Students

Articles Sorted by Target Audience

All Workday Security Roles

Article Title	Description	Category
Managing Academic Appointments in Workday	This document provides directions to Academic Human Resource Partners (HRPs) on how to add, update, and end academic appointments in Workday for faculty and other academic appointees.	Academic Appointments
Avoiding Duplicate Hires in Workday	This document provides HR Partners (HRPs) directions on how to search Workday for the name of an employee to avoid a duplicate hire prior to starting the hire process.	Career and Recruiting
Background Check Exception Template	This template is used to document your department's approval of allowing a candidate to start the hire process before the background check clearance.	Career and Recruiting
Batch Hires in Workday	This document provides HR Partners (HRPs) and Primary Recruiters with instructions on hiring multiple candidates from a single job requisition in Workday.	Career and Recruiting
Creating a Job Requisition and Position in Workday	This document provides HR Partners (HRPs) directions on how to create a Job Requisition (JR) and create Position(s) in their organizations in one business process.	Career and Recruiting
Creating a Pre-Hire in Workday	This document provides HR Partners (HRPs) directions on how to create a pre-hire in Workday.	Career and Recruiting
Creating a Student/Academic/Contingent Worker Position in Workday	This document provides HR Partners (HRPs) directions on how to create a new student, academic and/or contingent worker position in their organization.	Career and Recruiting
Filtering and Sorting the Candidate Grid in a Job Requisition in Workday	This document provides HR Partners (HRPs), Hiring Managers, Primary Recruiters, and Recruiting Screeners directions on how to filter and sort the Candidate Grid within a job requisition in Workday.	Career and Recruiting
Guidelines for Federal Work Study in Workday	This document provides guidance to Human Resource Partners (HRPs) on Federal Work Study (FWS) as it relates to the creation of FWS positions and the hiring or adding an additional job for FWS positions.	Career and Recruiting
Hiring and Maintaining Foreign National Status in Workday	This document provides HR Partners (HRPs) directions on how to hire and maintain the employment status of foreign nationals in Workday.	Career and Recruiting
Hiring Employees from a Competitive Search in Workday	This document provides HR Partners (HRPs) directions on how to hire employees from a competitive search in Workday.	Career and Recruiting
Hiring Employees from a Non-Competitive Search in Workday	This document provides HR Partners (HRPs) directions on how to hire employees from a non-competitive search in Workday.	Career and Recruiting
Initiating the Legal Permanent Residency Process and Labor Pool Testing in Workday	This document provides guidance for Human Resource Partners (HRPs) on how to move internal candidates through the University Sponsored Legal Permanent Residency (LPR) process.	Career and Recruiting
List of Student Job Families and Job Profiles in Workday	This document provides HR Partners (HPRs) with a comprehensive list of Student Job Families and Job Profiles to help them quickly and easily find information needed to create and manage student positions in Workday.	Career and Recruiting
Managing Applicant Tracking in Workday	This document provides Primary Recruiters comprehensive directions on how to manage the applicant tracking process in Workday.	Career and Recruiting
Reference Check Question List	This document lists the questions that Shared Services Recruitment Retention Specialists will ask references when a reference check request has been submitted. Based on the position, the references will be asked the questions below as well as any additional questions if specified during submission.	Career and Recruiting
Template for Orientating Hiring Managers or Recruiting Screeners	The template provides suggested language that Human Resource Partners (HRPs) can use in emails to a hiring manager/recruiting screener to start the applicant review process in Workday Recruiting. The template can be modified to include specific recruiting and job requisition information.	Career and Recruiting
Using the Workday Recruiting Hub	TBD.	Career and Recruiting
Workday Recruiting FAQs	This document provides HR Partners (HRPs) with concise answers to frequently asked questions about the Workday Recruiting module.	Career and Recruiting
Assigning Costing Allocations in Workday	This document explains how Human Resource Partners (HRPs) can assign costing allocations in Workday as a standalone business process. Assigning Costing Allocations is also a sub-process that automatically initiates during the Hire, Add Job, and Change Job processes in Workday.	Compensation
Compensation Plans By Employee Type	This document provides HR Partners (HRPs) a table of compensation plans by employee type.	Compensation
Costing Allocations Reports in Workday	This document provides Human Resource Partners (HRPs), Academic HRPs, Lead HRPs, Operation Analysts, Budget Partners, Costing Allocation Partners, and Workday Payroll Expense Cost Correction Initiators – Cost Center with an inventory of reports tied to Costing Allocations in Workday, including their definitions, report prompts, authorized roles who can execute them, and key information found in these reports.	Compensation
Initiating a Payroll Expense Cost Correction in Workday	The purpose of this guide is to provide the steps to correct a payroll expense when it is identified that it should be expensed to a different combination of Chart of Account or PPM. When a correction is needed, the action of a payroll expense cost correction should be taken.	Compensation
Managing Period Activity Pay Assignments in Workday	This document explains how Human Resource Partners (HRPs) can view and manage Period Activity Pay (PAP) in Workday including adding, correcting, and ending Period Activity Pay and adding a Summer Salary.	Compensation
Notifications for Student Payment/Reimbursement Request Forms	This document refers to awards, prizes, stipends, and reimbursements paid to students and submitted through the Service Portal. This document walks through the notifications a student may receive while awaiting their Payment/Reimbursement and how the student can confirm payment via Workday.	Compensation
Requesting Compensation Changes in Workday	This document explains how Human Resource Partners (HRPs) can complete the Request Compensation Change task in Workday. This task allows the adjustment of compensation for both exempt and non-exempt University employees for reasons not related to job changes.	Compensation
Requesting One Time Payments in Workday	This document explains how Human Resource Partners (HRPs) can request a One-Time Payment in Workday.	Compensation
Submitting Student Reimbursements Form in ServiceNow	This document outlines the steps to complete the Student Reimbursement Form via the Shared Services Portal.	Compensation
Submitting Student Stipends, Prizes and Awards Form in ServiceNow	This document outlines the steps to complete the Student Stipends, Prizes, & Awards Form via the Shared Services Portal.	Compensation
Contracting a Contingent Worker in Workday	This document provides HR Partners (HRPs) directions on how to contract a contingent worker in Workday.	Contingent Workers
Converting a Contingent Worker to Employee in Workday	This document provides HR Partners (HRPs) directions on how to convert a contingent worker to an employee role in Workday.	Contingent Workers
Ending Contingent Worker Contract in Workday	This document provides HR Partners (HRPs) directions on how to terminate a contract for a contingent worker in Workday.	Contingent Workers
Ending an Additional Job in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete the End Additional Job process for employees in Workday.	Exit and Offboarding
Exits Checklist for HR Partners	This checklist is providing an HRP the necessary tasks to be completed for when an employee is leaving the University.	Exit and Offboarding
Terminating Employees in Workday	This document provides HR Partners (HRPs) directions on how to terminate employees in Workday.	Exit and Offboarding
Adding an Additional Job in Workday	This document informs Human Resource Partners (HRPs) how to add an additional job to a worker record in Workday. This document discusses the process for Staff, Temporary, Seasonal, Student, and Academic workers.	Position Management
Additional Job vs One Time Payment Chart	This document provides HR Partners (HPRs) with a clear, side-by-side comparison of the Additional Job and One Time Payment business processes to facilitate decision-making.	Position Management
Changing a Job in Workday	This document provides directions to Human Resource Partners (HRPs) on how to complete the Change Job business process in Workday for Staff, Temporary, Seasonal, and Student employees.	Position Management
Closing a Position in Workday	This document provides HR Partners (HRPs) directions on how to close a position in Workday.	Position Management
Editing Position Restrictions in Workday	This document provides HR Partners (HRPs) directions on how to update position attributes in preparation to utilize it for a new hire.	Position Management
Freezing a Position in Workday	This document provides HR Partners (HRPs) directions on how to freeze a position in Workday.	Position Management
Maintaining Supervisory Organization Structure in Workday	This document provides HR Partners (HRPs) directions on how to create subordinate organizations and divide supervisory organizations in Workday.	Position Management
Moving Workers/Positions in Workday	This document provides HR Partners (HRPs) directions on how to move employees and/or positions between supervisory organizations in Workday.	Position Management
Post Doctoral Workers in Workday	This document defines the different types of postdoctoral workers and how to complete hiring and job changes for each type.	Position Management
Switching Primary Jobs in Workday	This document informs Human Resource Partners (HRPs) how to switch a primary job in Workday. This document discusses the process for Staff, Temporary, Seasonal, Student, Academic, and Faculty workers.	Position Management
Worker Sub-Types for Employee Positions in Workday	This document provides HR Partners (HRPs) with a list of worker sub-types for employee positions, along with their definitions, within Workday.	Position Management
Applying Premiums for a Worker in Workday	This document provides Time Approvers directions on how to apply premiums or bonuses for a worker in Workday.	Time and Absence
Approving a Monthly Time Off Confirmation in Workday	This document explains how Time Approvers can approve a worker's Monthly Time Off Confirmation submitted in Workday.	Time and Absence
Approving Entered Time in Workday	This document explains how Time Approvers can approve an individual worker's time submitted in Workday. This process comes through as a Workday inbox task.	Time and Absence
Approving Time Off Requests in Workday	This document explains how Time Approvers can review and approve time off requests submitted in Workday.	Time and Absence
Assigning a Work Schedule for a Worker in Workday	This document provides Time Approvers directions on how to assign a work schedule for a worker in Workday.	Time and Absence
Auto-filling a Timesheet for a Worker in Workday	This document provides Time Approvers directions on how to auto-fill a timesheet for a worker in Workday.	Time and Absence
Correcting Time Off for a Worker in Workday	This document provides Time Approvers directions on how to correct time off on behalf of a worker in Workday.	Time and Absence
Correcting Unmatched Time Events for a Worker in Workday	This document provides Time Approvers and HR Partners directions on how to correct unmatched time events for a worker in Workday.	Time and Absence
Entering Paid Time Off On Behalf of a Worker in Workday	This document explains how Time Approvers can enter paid time off on behalf of a worker in Workday.	Time and Absence
Entering Time on Behalf of a Worker in Workday	This document explains how Time Approvers can enter time on behalf of a worker in Workday.	Time and Absence
Requesting a Leave of Absence in Workday	This document provides HR Partners (HRPs) directions on how to request a Leave of Absence (LOA) in Workday. This document discusses the process for Staff and Academic workers.	Time and Absence
Returning a Worker from a Leave of Absence in Workday	This document provides HR Partners (HRPs) directions on how to return a worker from a Leave of Absence (LOA) in Workday. This document discusses the process for Staff and Academic workers.	Time and Absence
Reviewing and Approving Mass Time in Workday	This document explains how Time Approvers can review and approve time for multiple workers at once using the Review Time business process in Workday.	Time and Absence
Reviewing and Correcting Student Time Entry Errors in Workday	This document provides Human Resource Partners and Time Approvers common time entry errors made by student employees and how to correct the errors if they occur.	Time and Absence
Submitting Mass Time in Workday	This document explains how Time Approvers and Human Resource Partners (HRPs) can submit time for multiple workers at once using the Mass Submit Time business process in Workday.	Time and Absence
Viewing and Correcting Time for a Worker in Workday	This document provides Time Approvers directions on how to view and correct time on behalf of a worker in Workday.	Time and Absence
Viewing My Team's Schedule in Workday	This document provides Time Approvers directions on how to view their team's work schedules in Workday.	Time and Absence
Waiving Lunch for a Worker in Workday	This document provides Time Approvers directions on how to waive a lunch for a worker in Workday.	Time and Absence
Canceling a Business Process in Workday	This document provides HR Partners (HRPs) directions on how to cancel a business process in Workday.	Workday Basics
Oracle to Workday Terminology Differences for COA/POETAF	This document walks through the terminology differences between Oracle and Workday as it relates to Chart of Accounts (COA) and Project Portfolio Management (POETAF).	Workday Basics
Requesting Corrections to Business Processes in Workday for Academic HRP's	This document explains how Academic Human Resource Partners (HRPs) can request corrections to business processes completed in Workday.	Workday Basics
Scheduling Reports in Workday	This document provides employees directions on how to schedule reports to run at predetermined frequencies in Workday.	Workday Basics
Viewing Supervisory Organizations and Org Charts in Workday	This document provides HR Partners (HRPs) directions on how to find and view supervisory organizations and org charts in Workday.	Workday Basics
Viewing Worker History in Workday	This document provides HR Partners (HRPs) directions on how to find and view Worker History in Workday.	Workday Basics
Workday Role Definitions	This document defines each of the security roles that a unit can request for assignment in Workday.	Workday Basics
Enrolling My Team in a Course or Program in Workday	This document provides managers with instructions on how to enroll their team members in a course or program within the Workday Learning application.	Workday Learning
Workday Learning Reports	This document aids Content Creators, Learning Partners, HR Partners, Managers, Unit FST Leads, and Primary Role Assignment Owners in a walk through the Workday Learning reports created to show real-time individual learning progress.	Workday Learning
Changing Business Title in Workday	This document provides HR Partners (HRPs) directions on how to change an employee's business title in Workday.	Worker Information
Changing Organization Assignments in Workday	This document provides HR Partners (HRPs) directions on how to change organization assignments for either a single employee or multiple workers/positions within a supervisory organization in Workday.	Worker Information
Completing Supplement B of Form I-9 in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete Supplement B, formerly Section 3, of Form I-9. Supplement B of Form I-9 is completed when reverification of an employee's eligibility to work in the US is needed, the employee has changed their legal name, a receipt was used during the initial completion of the I-9 (validate within a 90-day period), and/or rehiring an employee within 3 years of the initial completion of their Form I-9.	Worker Information
Editing Government IDs in Workday	This document provides HR Partners (HRPs) directions on how to edit an employee's government IDs in Workday.	Worker Information
Editing Other IDs in Workday	This document provides Human Resource Partners (HRPs) directions on how to complete the Edit Other IDs business process in Workday.	Worker Information
Managing Flexible Work Arrangements in Workday	This document provides directions for Human Resource Partners on how to manage flexible, alternative work arrangements. This includes reviewing, approving, and ending a flexible, alternative work arrangement for an employee in Workday.	Worker Information
Managing Work Location in Workday	This document provides HR Partners (HRPs) directions on how to update the work location or work space of employees in Workday.	Worker Information
Uploading Documents to Worker Profile in Workday	This document provides Human Resource Partners (HRPs) directions on how to upload documentation into a worker's profile in Workday.	Worker Information
What to Include in the Personnel File in Workday	This document provides guidance on what to include and exclude in the electronic personnel file.	Worker Information

Employees & Students

Article Title	Description	Category
Benefit Eligibility Cheat Sheet	This document is a summary of the most common benefit eligibility topics. Please refer to the Summary Plan Descriptions (SPD) of each plan for further information. In case of a discrepancy between this statement and the SPD, the SPD will prevail.	Benefits
Changing Beneficiaries in Workday	This document explains how to designate or change beneficiaries for Basic Life Insurance, Supplemental Life Insurance, and/or Personal Accident Insurance in Workday.	Benefits
Changing Benefits in Workday for Life Events	This document explains how to make changes to benefit elections in Workday for qualifying life events, such as Birth/Adoption, Marriage/Civil Union Partnership, Gain or Loss of Other Coverage.	Benefits
Changing your Health Savings Account (HSA) Contributions in Workday	This document provides employees directions on how to change their Health Savings Account (HSA) contributions in Workday after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment.	Benefits
Changing your Long-Term Disability (LTD) Insurance Elections in Workday	This document provides employees directions on how to change their Long-Term Disability (LTD) Insurance elections in Workday after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment, or outside of a qualifying life event.	Benefits
Electing or Changing Retirement Benefits in Workday	This document provides employees directions on how to enroll or make changes to their elections for the Employee Retirement Income Plan - Voluntary (ERIP - Voluntary), Supplemental Retirement Plan (SRP) Pre-Tax, Supplemental Retirement Plan (SRP) Roth, and Supplemental Retirement Plan Catch-Up (SRP Catch-Up).	Benefits
Enrolling in Benefits for the First Time in Workday	This document provides employees who are benefits eligible for the first time (new hires, recent transfers/promotions to a benefit eligible position, etc.) directions on how to complete benefits enrollment in Workday.	Benefits
Managing Life Insurance and/or Personal Accident Insurance Elections in Workday	This document provides employees directions on how to enroll or make changes to their elections for the Supplemental Life Insurance, Spouse Life Insurance, Child Life Insurance, or Personal Accident Insurance (PAI) plans after completing initial (new hires, recent transfers/promotions to a benefit eligible position, etc.) or annual enrollment, or outside of a qualifying life event.	Benefits
Requesting Lab Tuition Remission in Workday	This document provides eligible employees directions on how to request Lab tuition remission in Workday.	Benefits
Viewing Form 1095-C and Changing Printing Elections in Workday	This document provides employees directions on how to view their annual Form 1095-C and change their document printing elections in Workday.	Benefits
Navigating the Career App and Applying for a UChicago Job in Workday - Internal Candidate	This document provides current employees with instructions on navigating the Career App, applying for UChicago jobs, and managing applications within Workday.	Career and Recruiting
Onboarding Tasks in Workday for New Hires	This document provides newly hired workers directions on how to complete onboarding tasks in Workday.	Career and Recruiting
Referring a Candidate in Workday	This document provides employees with instructions to refer candidates for employment at the University of Chicago using Workday.	Career and Recruiting
Accessing and Reading Your Payslip in Workday	This document explains how to access and read a payslip in Workday.	Compensation
Adding/Changing Payment Elections in Workday	This document explains how to add and/or change payment elections in Workday.	Compensation
Changing Year End Tax Document Printing Elections in Workday	This document provides employees directions on how to change their year-end tax document printing elections in Workday.	Compensation
Tax Form Frequently Asked Questions	This document answers frequently asked questions as they relate to tax Form W-2 and other related tax forms.	Compensation
Updating Withholding Elections in Workday	This document explains how to update withholding elections in Workday.	Compensation
Viewing My Compensation Information in Workday	This document provides employees with directions on how to view their compensation information in Workday.	Compensation
Checklist for Departing University Staff	This document provides employees with a list of tasks and reminders to address when departing from the University.	Exit and Offboarding
Correcting Time as a Timesheet User in Workday	This document provides timesheet users (biweekly employees only) directions on how to correct their time in Workday.	Time and Absence
Entering Time as a Timesheet User in Workday	This document provides timesheet users (biweekly employees only) directions on how to enter their time in Workday.	Time and Absence
Requesting and Canceling Time Off in Workday	This document explains how to request and cancel time off in Workday for employees that have a file in Workday.	Time and Absence
Submitting a Monthly Time Off Confirmation in Workday	This document provides monthly-paid workers directions on how to submit a Monthly Time Off Confirmation in Workday.	Time and Absence
Using the Time Clock Swiping Device	This document provides workers directions on how to use Time Clock Swiping Devices to clock in and out.	Time and Absence
Using the Web Clock in Workday	This document provides workers directions on how to use the Web Clock in Workday to clock in and out.	Time and Absence
Viewing Entered Time in Workday	This document provides employees directions on how to view their worked time entries in Workday.	Time and Absence
Viewing Time Off Balances and Requests in Workday	This document provides workers directions on how to view their time off balances and requests in Workday.	Time and Absence
Accessibility in Workday	This document provides employees with instructions on accessing and using Workday's accessibility features.	Workday Basics
Accessing My Reports in Workday	This document provides employees directions on how to access the My Reports virtual drive in Workday.	Workday Basics
Applications, Shortcuts, and Reports in Workday	This document provides instructions on how to access, edit, and add Applications, Shortcuts, and Reports in Workday.	Workday Basics
Creating a Filter in My Tasks in Workday	This document provides directions on how to create a My Tasks filter in Workday.	Workday Basics
Delegating Workday Action Items and Tasks	This document provides employees directions on how to delegate Workday actions and tasks to a designee who can manage them on their behalf.	Workday Basics
Downloading and Accessing the Workday Mobile App	This document provides employees directions on how to download and initially access the Workday Mobile App on their Apple or Android device.	Workday Basics
Logging In and Out of Workday	This document provides workers directions on how to log into and out of Workday.	Workday Basics
Navigating Workday	This document provides information on the basic functionality that is needed to effectively manage all HR-related data and processes in Workday.	Workday Basics
Updating Notification Preferences in Workday	This document provides employees directions on how to change their notification preferences in Workday.	Workday Basics
Workday Key Terms and Standard Screen Icons	This document provides definitions of key terms, terminology, and standard screen icons used in Workday and its business processes.	Workday Basics
Workday Search Prefixes	This document provides employees with a list of the most frequently used search prefixes in Workday.	Workday Basics
Accessing Your Learning Transcript in Workday	This document provides directions on how to access your Learning Transcript in the Workday Learning Application. The transcript records all courses a learner has either not started, is in progress, or has completed. Additionally, the learner can see all self-enrolled learning content and content enrolled on behalf of an administrator.	Workday Learning
Dropping a Course or Program in Workday Learning	This document provides directions on how to drop a course or a program in the Workday Learning Application. Dropping a course or a program removes the learner's enrollment from the course.	Workday Learning
Enrolling in a Course or Program in Workday	This document provides users directions on how to enroll themselves in a course or a program in the Workday Learning Application.	Workday Learning
Navigating the Workday Learning Application	This document provides directions on how to access and navigate the Learning application in Workday, which houses different trainings, workshops, and guided orientations for UChicago employees' training.	Workday Learning
Understanding Your Learning Transcript in Workday	This document provides directions on how to interpret the information contained in the Learning Transcript within the Workday Learning Application.	Workday Learning
Changing Disability Self-Identification in Workday	This document provides employees directions on how to change their disability self-identification status in Workday.	Worker Information
Changing My Work Space in Workday	This document provides employees directions on how to change their work space in Workday.	Worker Information
Changing Veteran Status Identification in Workday	This document provides current employees directions on how to change their veteran status identification in Workday.	Worker Information
Locating your Employee Identification Number (EIN) in Workday	This document provides employees directions on how to find their Employee Identification Number (EIN) in Workday.	Worker Information
Requesting and Ending a Flexible Work Arrangement in Workday	This document provides directions on how to document and end a flexible, alternative work arrangement in Workday. This process is used to identify worker's that have a 100% remote work arrangement.	Worker Information
Updating Personal Information in Workday	This document explains how to make changes to information located within the Personal Information application in Workday for individuals that have a profile in Workday. Information within this application includes Contact Information, Personal Information, Emergency Contacts, Legal Name, and Preferred Name.	Worker Information
Updating your Career Profile in Workday	This document provides employees directions on how to review and update their Career Profile in Workday.	Worker Information
Uploading Documents to Your Profile in Workday	This document provides employees directions on how to upload documentation into their worker profile in Workday.	Worker Information
Viewing and Editing your ID Information in Workday	This document provides employees directions on how to view and edit their ID information in Workday.	Worker Information

External Users

Article Title	Description	Category
Applying for a UChicago Job - External Candidate	This document provides external candidates directions on how to apply for a UChicago job.	Career and Recruiting
Editing an Email Address in an External Candidate Profile	This document informs an external applicant how to edit their email address in their external candidate profile.	Career and Recruiting
Reviewing an Offer - External Candidate	This document provides external candidates directions on how to review and accept an offer through the UChicago Candidate Portal.	Career and Recruiting