Workday Frequently Asked Questions

Q: What browsers can I use with Workday?
A: Updated browsers will work, including Chrome, Firefox, and Safari. Google Chrome is recommended.

Q: How do I change my profile to indicate my preferred name?
A: Employees may include a preferred name* in Workday by selecting “View Profile” and selecting “Personal” on the menu on the left of the screen of the desktop. On the “Names” tab, click “Edit” in the “Preferred Names” section and enter desired updates. The changes take effect immediately. You can also search for “Change My Preferred Name” to find the task.

*Note: Preferred names may be used as long as they do not constitute misrepresentation or fraud. The University also reserves the right to remove any preferred name that contains inappropriate or offensive language. If a preferred name is removed, the employee’s legal name will be used by default.

Q: How do I add education to my profile?
A: Employees can add education to their Workday profile by selecting “View Profile,” then choosing “Career” from the menu on the left. Under the “Education” tab, click “Edit.” In the upper left corner, select “+Add” and enter the required details. To have additional degrees officially recorded, you must provide an official transcript sent directly to Human Resources by the issuing institution.

 Q: Where did my transaction go, and how do I know the next step?
A: After you submit a task, it will be recorded in your My Tasks inbox. To find it, open My Tasks and select the “Archive” folder on the left. Choose the task item, and the View Event panel will appear on the right. Select “Details” to review the task information and “Process” to view the whole workflow. If additional steps are pending, you can select the “Remaining Process” button to view what still needs to be done.

Q: Is there a login/authentication process when using the mobile app?
A: Yes. The mobile app is secure and will require university credentials to access.

Q: What’s the difference between Position Management and Job Management staffing models?
A: Position Management is used for staff, faculty, stipends, and unpaid roles. Job Management is reserved for undergraduate student workers.

Q: Can departments have more than one staffing model?
A: Yes, but not within the same Supervisory Organization. Managers who oversee both staff and students will have two separate Supervisory Orgs.

Q: How are org charts and supervisor updates made or requested?
A: Managers can request updates to their org chart by completing the “Move Worker” task in Workday. To initiate this, enter “Move Worker” in the search bar and select the effective date. Once you choose the employee, the “Proposed Supervisory Organization” (Sup Org) field will become available, allowing you to search for and select the appropriate supervisor. If the Sup Org for Job Management (hourly students), submit a Workday Help Case to request.

Q: What replaces E-form 18 and E-form 3?
A: Workday business processes, such as “Hire,” “Change Job,” “Request Absence,” and “Terminate”, replace the functions previously handled by E-forms. Routing and approvals occur automatically within Workday.

Q: Will we still be able to access legacy E-Forms in myOleMiss after January 5?
A: Yes. Legacy E-Forms will remain available for view-only access.

Q: When requesting an absence, will employees or managers receive email notifications?
A. Yes. Workday can send email notifications, and employees can customize how often they receive them—immediately, in a daily summary, or muted entirely (not recommended). Regardless of email settings, employees should check Workday on a daily basis.

Q: Can employees modify their own time-off requests?
A: Yes. Approved requests can be edited or canceled by the employee who submitted them. Edits will route for approval again. If the request is pending approval, the employee must request that their supervisor cancel it.

Q: What happens in urgent, last-minute absence situations?
A: Employees can submit requests from a web browser or the Workday mobile app. The request can also be submitted after the absence, if needed. Supervisors may also enter requests on an employee’s behalf.

Q: What if a supervisor is out when an approval is needed?
A: Supervisors can delegate their approval authority temporarily. The supervisor’s managers can also approve as needed. The Workday mobile app is also available while out of the office.

Q: Can approved absences be added automatically to Outlook?
A: No. Workday does not automatically create Outlook entries.

Q: Does approved time off reduce an employee’s balance immediately?
A: Yes. Balances update as soon as a request is submitted. If canceled, the hours are returned.

Q: What if a manager denies a personal time off request?
A: The request will not move forward. Managers are encouraged to provide comments or send the request back for further clarification.

Q: Is the administrative support (Unit Initiators in Workday) still needed for processing a Leave of Absence?
A: No. Employees initiate leave requests in Workday. Requests are automatically routed to the Absence Partner, and employees can attach the required documentation at the time of submission.

Q: How soon will submitted Time Off and Leave of Absences be approved?
A:  Personal time-off requests require supervisor approval and are typically reviewed quickly. Workday streamlines this process, making approvals straightforward for managers. Leave of absence requests, however, may take longer because they require a review of supporting documentation and additional levels of approval.

Q: Will my time off balances be transferred from SAP/myOleMiss to Workday?
A: Yes. All balances will transfer automatically at go-live.

Q: How frequently do time off balances update?
A: Time off balances update as soon as the absence request is submitted.

Q: Can managers and supervisors see accrued time off balances for our direct reports?
A: Yes, managers have access to the “Time Off Results by Period for Workers” report. 

Q: When will new employees gain access to Workday to enroll in benefits?
A: New employees gain access on their first day of employment. Once logged in, they can review and enroll in benefits. Onboarding materials will provide additional guidance.

Q: Will current employees need to reselect or re-enroll in their benefits when Workday goes live?
A: No. Current elections will roll over. Employees will be prompted to review their information once Workday opens.

Q: Will Open Enrollment in October 2026 take place in Workday?
A: Yes, Open Enrollment will move into Workday starting in October 2026 for the 2027 plan year. If you do not have changes to make, no action is required.

Q: What should I do if I have questions about my benefit premium deductions?
A: Use Workday Help to create a case for assistance. The Help case will be routed to the appropriate contact for a timely response.

Q: If an account has three signatories, do all have to approve the task?
A: No. All three signatories will see the task in their Workday inbox, but only one approval is required. Once approved by one signatory, the business process step is marked as complete for all signatories and is visible in their Workday My Tasks archive.

Q: If I make a mistake when submitting a costing allocation, can I pull it back?
A: Initiators cannot recall the business process task themselves. However, the initiator can easily view the process history to identify the current assignee(s) of the business process and contact them outside of Workday to request that the costing allocation be sent back for revision.

Q: How will compensation changes in July be handled?
A: Additional details on any approved compensation increases will be provided during the annual budget process, which will be managed using a combination of Workday and SAP. Adjustments to worker compensation outside the annual budget cycle will be processed through Workday, with further guidance to be shared at a later time.

Q: Will existing SAP costing distributions through June 30, 2026, migrate to Workday?
A: Yes. Any approved costing allocations submitted via E-form 3 by November 1, 2025, were migrated into Workday.

Q: What if we temporarily use an overhead account and need to correct it later?
A: If the correction is for a payroll dated in January 2026 or after, you’ll use the Payroll Accounting Adjustment process in Workday. More details will be provided in future sessions.

Q: Will we still be able to assign specific accounts just for overtime?
A: Departments can leverage additional jobs when a worker receives an additional assignment, and hours should be allocated to an account outside of their base cost allocation. There are job aids for adding and ending additional jobs in Workday.

Q: How do delegates work when it comes to Costing Allocations?
A: Workday handles delegation differently from SAP. Delegations in Workday are typically temporary and not permanent. For Costing Allocations, only individuals explicitly assigned to the business process (such as signatories, budget, or sponsored programs accounting) will review and approve costing allocations. Employees not directly included in the business process, but with appropriate role-based security, can monitor payroll costing activity through Workday’s extensive reporting tools.

Q: What happens if I try to use a locked or closed grant account?
A: Workday syncs with SAP nightly. If an account has been closed, Workday will reflect an error and prevent the use of the locked account within the costing allocation.

Q: How can I ensure I receive notifications for costing allocations?
A: To receive notifications during the costing allocation business process, you must be listed as one of the three eligible SAP Cost Center signatories. Additional information on accessing account activity reports and setting up notifications for non-signatories will be provided later.

Q: What if I need to unlock an account to make a correction?
A: Please email accounting@olemiss.edu to request that an account be unlocked.

Q: Our employees’ effort changes from pay period to pay period. Can we delay some allocations?
A: Yes. Beginning January 5, 2026, you can enter or modify Costing Allocations for the January 15 payroll and beyond.

Q: Will Workday reject costing allocations that would overdraw a grant or cost share account?
A: Not yet. These controls will be in place after Workday Finance launches in July 2027. Until then, Workday will not automatically block submissions of costing allocations that could cause deficits.

Q: Will Period Activity Pay be used for summer teaching assignments?
A: Yes. It will be used for summer teaching, overloads, stipends, and similar activities.

Q: Will comp codes still need to be entered for job requisitions?
A: No. Comp codes are tied to job profiles and auto-populate.

Q Why doesn’t my business title match my job profile title?
A: The View2022 Compensation study for staff positions determined job profiles based on the work being performed. Existing titles were not reviewed and/or adjusted during the View2022 study. 

Q: How were the job profile titles determined?
A: Job profiles provide a generalized description of a role—independent of any specific employee—and outline the work performed and its impact on the university. The current job profiles were created and updated as part of the 2022 classification and compensation study.

Q: Where do I find my 2025 W-2?
A: If you are enrolled in the online W-2 available in myOleMiss, your 2025 W-2 will be available on myOleMiss under HR Tools. If you have not enrolled for the online version, a paper copy will be mailed to your listed home address.

Q: How can I ensure my employees’ pay is processed accurately?
A: Pay is calculated based on the transactions and entries that are submitted and processed. If there are any omissions, delays, or timing issues in processing, these entries may not appear in the expected pay period or on the current payslip.

Q: Will my payslip look the same?
A: The Workday payslip presents a clear breakdown of earnings, deductions, taxes, and net pay—all in a user-friendly format. Employees can conveniently view their payslips from any device, ensuring they have quick access to essential payroll details whenever needed. The intuitive layout makes it simple to find specific information, such as overtime or benefit contributions, without having to navigate complex menus. 

Q: Do I have to opt in for a digital W-2 for calendar year 2026?
A: No. Employees automatically receive both paper and digital copies. You may update your preference in “Change My Tax Documents.”

Q: How do I request an off-cycle payment for my employee?
A: Workday’s efficient business processes streamline approvals and related workflows, ensuring that pay and payments are processed accurately and on time. This automation minimizes the need for manual interventions or catch-up payments. However, if necessary, a department head may make the request in accordance with current practice.

Q: Will current payroll deadlines still apply in Workday?
A: Yes, initially, current payroll deadlines will still apply. Deadlines may shift slightly. While there will still be submission deadlines, Workday’s automated routing is expected to shorten turnaround times and improve accuracy.

Q: How long do I have access to Workday after I terminate from employment?
A: Access to Workday ends on your last day of employment. Instructions to set up an account at adp.com will be provided for employees to view and download payroll-related documents (payslips and W-2 statements) generated in Workday after January 5, 2026.

Q: Who moves candidates through the recruitment process?
A: Currently, the system is designed for Search Committee Chairs and the Department Recruitment Contact to move candidates through the recruitment process.

Q: Will “not selected” emails be sent automatically?
A: Yes. A disqualifying status will trigger an email after 24 hours. Candidates in “candidate hold” will not receive a notification.

Q: Can interview screening documents be uploaded to Workday?
A: Yes. Chairs can upload screening materials for centralized review.

Q: What is an Evergreen requisition, and when is it used?
A: An Evergreen requisition can remain posted for up to a year and is used to build candidate pools for high-volume positions. You cannot hire directly from the Evergreen—requisitions must be linked.

Q: Can we still apply for a waiver?
A: Yes. Submit a confidential requisition with justification. EORC is the first approver.

Q: Will hire dates still follow HR’s standard start-date rules?
A: Yes. New employees must still start on a Monday, provided there is adequate lead time. Internal transfers may move on the first day of the pay period.

Q: Will UM continue using Crosschq for reference checks?
A: No. Crosschq will be replaced with Checkster, which provides enhanced reference-checking features.

Q: Will the Recruit-to-Hire work the same for student employees?
A: Yes—similar processes, but more streamlined. Students will also have a dedicated job board.

Q: Can departments continue sending custom offer letters for faculty hires?
A: No. Workday consolidates this process into a single formal offer letter that includes more details up front, eliminating the need for a pre-offer.  Review the Help Article with Workday for further information.

Q: Will departments be able to create job requisitions?
A: Yes. After advanced training, designated staff may create requisitions in Workday.

Q: Will student employees need background checks?
A: Generally, no, though specific sensitive roles may require them.

Q: Will student positions and post-doctoral positions require a search committee?
A: No. Eligible positions will progress through recruitment, but this does not mandate a formal search committee process.

Q: Will the student terminations process automatically on their job end date?
A: No. Departments must still initiate terminations. Workday, however, will provide clearer visibility into student employment.  A student employee may also launch the task “Submit Resignation” to start the process.

Q: What reports should I be frequently using? 
A: Explore frequently used reports.

Q: Will student Teaching Assistants (TAs) appear in headcount reports?
A: Yes. TAs and Graduate Assistants have specific job profiles in Workday, ensuring they are included in reports alongside other employees.

Q: Can managers view team absences on a calendar instead of running a report?
A: Yes. The Team Absence Calendar provides a visual view of time off and is accessible through the manager’s dashboard.

Q: Can someone have both user-based and role-based security roles?
A: Yes. Most employees will have role-based access, but some (especially in central offices like HR or IT) may also hold user-based roles.

Q: Can managers change the security roles of their workers?
A: Not directly. Managers can submit a request, “Request Security,” in Workday (Menu > Organization > Request), to assign a specific security role to a worker. HR and IT will review the request and coordinate with the security lead on the business application team to make any necessary updates.

Q: Are Sup Orgs tied to finances or budgeting?
A: No. Sup Orgs are used for reporting structures, permissions, and process routing—not for managing financial responsibilities.

Q: Why can I no longer see or access something I could see before?
A: Workday security settings determine what each employee can see and do in the system—including actions they can perform, data they can view, and how tasks route for approval. If you believe you need access to something you can no longer see, your manager can submit a request by navigating to Menu > Organization > Request and outlining the access needed.

Q: Will hourly employees enter their own time?
A: Yes, hourly employees will enter their hours directly in Workday. They will also be responsible for submitting their timesheet.

Q: Can employees enter time daily and submit at the end of the pay period?
A: Yes. Time can be saved day by day and submitted weekly or by pay period deadlines.

Q: Will exempt employees have to use Time Tracking?
A: No. Exempt employees only use Absence to record time off.

Q: Can employees or managers designate time as comp time instead of overtime?
A: Yes. During time entry, employees can select whether extra hours are recorded as comp time or paid overtime. The default is set for paid overtime, and the employee can simply toggle to “Comp Time.”

Q: What happens if I make a mistake when I submit my time?
A: An employee can edit a time block they have already submitted. Once edited and resubmitted, it will reroute to the manager for approval.

Q: If an employee is instructed by their department only to use a time kiosk, what will prevent them from checking in and out through the Mobile App?
A: While departments have the flexibility to determine which time entry methods best fit their operations, hourly employees will technically have access to all available options in Workday. It is the department’s responsibility to communicate those expectations clearly and use the available report to monitor consistency and compliance.

Q: What will be true with Geofencing at go-live?
A: Workday will not use geofencing at go-live. Employees will be able to check in and out from their mobile devices without location-based restrictions.

Q: Will geofencing be added later?
A: After go-live, the university will evaluate time tracking utilization and determine if geofencing is needed for select locations or units.

Q: As a manager/supervisor, can I know which method my employees are using to enter time?
A: A manager report is readily available on the Absence and Time Tracking hub/dashboard. A manager can review the time entry form and audit the information if concerns arise.

Q: Will student workers enter their own time?
A: Yes, student workers will enter their hours directly in Workday regardless of the number of jobs they have. They will also be responsible for submitting their timesheet.

Q: Can students enter time daily and submit at the end of the pay period?
A: Yes. Time can be saved day by day and submitted weekly or by pay period deadlines.

Q: Can employees or managers designate time as comp time instead of overtime?
A: Yes. During time entry, employees can select whether extra hours are recorded as comp time or paid overtime. The default is set for paid overtime, and the employee can simply toggle to “Comp Time.”

Q: Will students with multiple jobs be able to enter and submit time for each job separately?
A: Yes. Workday enables student workers to switch between jobs and submit time for each position, eliminating the need for paper timesheets. Students are only eligible to work up to 25 hours combined for all jobs (20 hours for international students only).

Q: What happens if I make a mistake when I submit my time?
A: A student worker can edit a time block they have already submitted. Once edited and resubmitted, it will reroute to the manager for approval.

Q: If a student worker is instructed by their department only to use a time kiosk, what will prevent them from checking in and out through the Mobile App?
A: While departments have the flexibility to determine which time entry methods best fit their operations, student workers will technically have access to all available options in Workday. It is the department’s responsibility to communicate those expectations clearly and use the available report to monitor consistency and compliance.

Q: What will be true with Geofencing at go-live?
A: Workday will not use geofencing at go-live. Student workers will be able to check in and out from their mobile devices without location-based restrictions.

Q: Will geofencing be added later?
A: After go-live, the university will evaluate time tracking utilization and determine if geofencing is needed for select locations or units.

Q: As a manager/supervisor, can I know which method my employees are using to enter time?
A: A manager report is readily available on the Absence and Time Tracking hub/dashboard. A manager can review the time entry form and audit the information if concerns arise.

Q: What will prevent a student from being able to check in on the Mobile App or a laptop when they are not sitting at their desk? 
A: For hourly (non-exempt) employees, including student workers, the Mobile App check-in/check-out process is based on the honor system, as geofencing (GPS tracking) is not enabled. Employees are responsible for accurately recording their work hours and ensuring that all entries reflect the time spent performing their assigned duties. Integrity and transparency in time tracking are essential to maintaining trust and upholding workplace standards.

Supervisors play an equally important role by staying attentive to their team’s work patterns and confirming that employees are present and fulfilling their responsibilities. Managers are encouraged to regularly review time entries, utilize the available report to monitor time entry methods and support accountability, and address any concerns promptly. 

While departments have the flexibility to determine which time entry methods best fit their operations, hourly employees will technically have access to all available options in Workday. It is the department’s responsibility to communicate those expectations clearly and use the available report to monitor consistency and compliance.

Together, employees, supervisors, and departments share responsibility for maintaining a fair, accurate, and reliable time tracking environment.

Q: Who should take Workday 101 Pre-Go-Live and Workday 101 Post-Go-Live?
A: We recommend that all faculty and staff take these Workday 101 courses. The recorded Workday 101 Pre-Go-Live focuses on how to manage personal/payroll information, as well as navigate smart tools. Workday 101 Post-Go-Live offers a hands-on introduction to Workday HCM and Payroll. 

Q: How will I know what training is right for me and my role?
A: Reference the employee map that guides individuals to the right training for them based on their security role. Be on the lookout for that resource. 

Q: Is any training required for managers and supervisors?
A: Yes, supervisors and managers are required to take brief computer-based training: Time Tracking for Managers. The training is assigned in Blackboard and must be completed by the end of the day on January 5, 2025. 

Q: Will there be a help desk for Workday questions?
A: Yes. A dedicated Encompass Customer Care Center has been established and will continue to provide support before, during, and after the go-live date. It will be available for 30-60 days after the go-live date.

Q: Will there be more support beyond training?
A: Yes, Workday Assistant and Workday Help are two built-in support systems that help employees find answers quickly within the system. You can also reach out to your Human Resources Business Partner (HRBP) or the Encompass Customer Care Center (extension 5555).

Q: Is there support for employees who aren’t comfortable using computers?
A: Yes. An HR Service model has been developed to support employees and walk them through key processes. Workday is intuitive, with strong search functionality and guided steps. Job aids and training resources will also be available.