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Job Aids

Workday Job Aids

This page includes a list of Job Aids to help get you started in Workday.  Job aids provide step-by-step instructions with screenshots of particular tasks in Workday.  

Make a selection above to view the results.

All

Basics of Workday - All Employees

Time Tracking & Time Off

Human Resources

  • Manage My Benefits

    This job aid provides you with an overview of how to: view your benefits, change your benefits for a life event, initiate a dependent event, change benefit elections/complete a dependent event, manage dependents, add/change beneficiaries, manage beneficiaries, and change retirement savings.

Payroll

Managers

  • Getting Started in Workday for Managers

    Step-by-step Workday instructions for managers to navigate through Workday. As a manager, you can initiate many worker related tasks in Workday. From viewing workers personal information to entering time, Workday enables you to maintain the most up-to-date information on your team. Use this guide to navigate to tasks and data in the Workday system. Individual views may vary depending upon security access and your role within Hamilton College.
    Related Videos:
    Managing Team Time Tutorial Video
    Manager Basics Training

  • Manage Team Time Off (Absences)

    This job aid provides you an overview of how to manage your team’s absences. In this guide, you will learn to approve absences, view your team’s absences, enter absences and correct time off for direct reports.
    Related Videos:
    Manager Basics Training

  • Delegations

    This job aid provides you an overview of how to delegate tasks. Delegation is used in Workday to allow another manager to initiate or submit/approve time sensitive tasks on your behalf. This is useful if you go out of the office, or if you will not be able to access Workday for an extended period. While you are out, a peer or manager may approve or initiate tasks for you (i.e., time entry, time off approvals, expenses).

  • Manage Team Time

    This job aid provides you with an overview of how to review, manage and approve your team’s time entry submissions. The employees are responsible to submit their hours worked in a timely manner. It is the manager’s responsibility to approve time entry submission prior to close of the payroll cutoff. Please refer to the payroll calendars for deadlines.
    Related Videos:
    Managing Team Time Tutorial Video
    Manager Basics Training

Student Employees

Expenses

  • Create and Manage Expense Reports

    This job aid provides you with an overview of how to create, submit, edit and cancel expense reports. Expense reports are required to obtain reimbursement for out of pocket expenses and to reconcile corporate travel card charges incurred on behalf of Hamilton College.

  • Create and Manage Spend Authorization

    This job aid provides you an overview of how to create and manage Spend Authorizations for travel and cash advances. A Spend Authorization is a Workday business process that gathers pre-approval for anticipated expenses for business related travel. An approved spend authorization is required when completing an expense report to be reimbursed for cash advances and the travel expense items listed below. All other expense items do not require a spend authorization.

    Expense Items that require an approved Spend Authorization:

    • Cash Advances
    • Airfare - Domestic & Foreign Travel
    • Car Rental - Domestic & Foreign Travel
    • Lodging - Domestic & Foreign Travel
    • Train - Foreign & Domestic Travel

  • Request a Cash Advance

    This job aid provides an overview of how to request a cash advance in Workday.

  • Cost Center Look Up and Crosswalk

    In the move to Workday, some cost centers have been "retyped" as Clubs, Projects, Initiatives, Gifts, Grants, Startup Funds etc. This tool will help you look up a legacy (Pre-Workday) Cost Center by Cost Center ID (numeric code) or by description (name) to determine what the cost center is in Workday.

  • Supplier Request

    This job aid provides you an overview of how to request that a supplier be added to the list of suppliers set up in Workday for selection when making purchases, receipts, etc. Complete as much information about the supplier as you know. If you have a W9, quote, or additional documents, include these as attachments.

  • Supplier Invoice Request

    This job aid provides you an overview of how to submit a supplier invoice for payment that does not have an associated purchase order and how to submit a supplier invoice when the purchase does have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment. Invoices record purchase events and create liability. Supplier invoices use data that you enter or default from a purchase order, receipt, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance.

    Note: All payment requests to external individuals must use the Request Invoice without a P.O. task. This replaces the check request and invoice payment forms.

    Examples of external payees: Honorariums, official payments, guest speakers, medical services, consulting, external reimbursements, goods or services without a purchase order.

Purchasing (Procurement)

  • Purchasing Application - Overview

    This guide provides an overview of the Purchases Application and the tasks and reports available to end users within that application.

  • Create and Manage Purchase Requisitions For Goods & Services

    This job aid provides you an overview of how to create and manage purchase requisitions for Goods and Services in Workday.

  • Create Receipt for Goods Received

    This job aid provides you an overview of how to create a receipt when you have received items ordered and paid for using a Hamilton budget.

  • Cost Center Look Up and Crosswalk

    In the move to Workday, some cost centers have been "retyped" as Clubs, Projects, Initiatives, Gifts, Grants, Startup Funds etc. This tool will help you look up a legacy (Pre-Workday) Cost Center by Cost Center ID (numeric code) or by description (name) to determine what the cost center is in Workday.

  • Supplier Request

    This job aid provides you an overview of how to request that a supplier be added to the list of suppliers set up in Workday for selection when making purchases, receipts, etc. Complete as much information about the supplier as you know. If you have a W9, quote, or additional documents, include these as attachments.

  • Supplier Invoice Request

    This job aid provides you an overview of how to submit a supplier invoice for payment that does not have an associated purchase order and how to submit a supplier invoice when the purchase does have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment. Invoices record purchase events and create liability. Supplier invoices use data that you enter or default from a purchase order, receipt, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance.

    Note: All payment requests to external individuals must use the Request Invoice without a P.O. task. This replaces the

    Examples of external payees: Honorariums, official payments, guest speakers, medical services, consulting, external reimbursements, goods or services without a purchase order.

  • Manage Procurement Card Transactions

    This job aid provides you an overview of how to view and verify your procurement card transactions.

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