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Job Aids

Job Aids provide detailed step-by-step instructions and screenshots to help you navigate and complete various functions within Workday.

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.  

Use the links below to navigate directly to different Job Aid categories, or use your browser's search function (ctrl + F, cmd + F) to search for keywords of your inquiry. 

Make a selection above to view the results.

Categories

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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 Employment

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 Invoices

    This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT 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.

  • Faculty Expense Reports - HART Funds & Individual Funds

    This job aid provides faculty with the steps to create an expense report for reimbursement using HART Funds, Startup Funds, and Individual Funds; endowment (fund source) for your professorship, FTSA, Bristol, DiG, PostDocs, Pedagogical summer awards, etc.

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 Invoices

    This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT 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.

  • Supplier Punchout Returns

    This job aid outlines the steps on how to start a return for a purchase from the Supplier websites for W.B. Mason, Amazon, and Grainger.

Budgets

  • Budget Reports

    This guide provides you an overview of how to review the budget report in Workday. This report is available for users with the following roles: Cost Center Managers, Alternate Cost Center Managers, Cost Center Financial Analysts, Imitative Managers, Alternate Initiative Managers, Initiative Analysts.

Workday Basics 

Job Aid Topics and Tasks Covered

Getting Started in Workday
As an employee, you can initiate many of your own tasks in Workday. Use this guide to navigate to tasks and data in the Workday system. From viewing personal information to changing benefits, Workday enables you to maintain your most up-to-date information.

Related Videos:
Basic Navigation tutorial on Desktop
Manage Contact Information
  • Homepage
  • Applications
  • Search Bar
  •  Workday Notifications
  • My Tasks
  • Workday Profile
  • Supervisory Organizations
  • Error and Alert Messages
  • Set Email Notification Preferences
  • Public Profile Preferences
  • Personalize Workday
           
Manage Personal Information
This job aid provides you with instructions on how to view and modify your personal information in Workday.
  • Manage Home Contact Information
  • Personal Information Change
  • Manage Emergency Contacts
  • Preferred Name Change
  • Legal Name Change
  • Disability Self-Identification
  • Veteran Status Identification
  • IDs, Passports, and Visa Changes
           
Personalize Workday
This job aid provides you an overview of how to make some small changes in Workday to personalize the interface and make things a bit easier.
  • Personalize Apps
  • Personalize Shortcuts
  • Personalize Searches
  • Filter and Sort Notifications 

Installing Workday Mobile
This job aid demonstrates how to download and access the Workday Mobile application across devices.

Related Videos: 
Set Up Workday Mobile
  •  Android and Apple/iOS devices.            
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Time Tracking & Time Off

Job Aid Topics and Tasks Covered

Time Entry
This job aid will assist hourly employees in entering time worked into Workday.  This time entry will be approved by your manager/supervisor.  It is the employee’s responsibility to make sure the time entry is an accurate reflection on the hours worked.

Related Videos:
Time Entry (Full-Time, Hourly Staff on Desktop)
Time Entry (Part-Time, Hourly Staff on Desktop)
  • Pre-Populated Time Entry: Full Time Employees
  • Enter Time By Week (Part Time Employees)
  • Correct Time Entry
  • Delete Time Entry
  • Calendar Action: Autofill From Prior Week
  • Calendar Action: Autofill From Schedule
           

Request Time Off (Absences)
This job aid will assist you in managing time off requests and reporting time off in Workday. 

Related videos:
Requesting Time Off (Hourly Employees on Desktop)
  • Request an Absence
  • Correct an Absence
  • Cancel Absence Request
  • View Absence Balance
           

Request Leave of Absence
This job aid provides instructions for an employee to request a leave of absence. You should have a conversation with your direct supervisor prior to requesting a leave of absence.
  • Request a Leave of Absence

Time Entry (Mobile)
This job aid will assist hourly employees in entering time worked into the Workday mobile application.  This time entry will be approved by your manager/supervisor.  

Related videos:
Time Entry (Full-Time, Hourly Staff on Mobile)
Time Entry (Part-Time, Hourly Staff on Mobile)
  • Entering time on the mobile app
  • How to delete a time block          
Request Time Off (Absences) (Mobile)
This job aid will assist employees with managing time off requests and reporting time off using the Workday Mobile application.
  • Request an Absence in the mobile app
 
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Benefits

Job Aid Topics and Tasks Covered
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.
  • Benefits Overview
  • Change Benefits for a Life Event
  • Add/Change Beneficiaries
  • Manage Beneficiaries
  • Change Retirement Savings
  • Initiate a Dependent Event
  • Change Benefit Elections/Complete a Dependent Event
  • Manage Dependents
     
 
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Payroll

Job Aid Topics and Tasks Covered

View and Manage Pay
This job aid provides you with step-by-step instructions to view your payslips, edit withholding elections, and manage your payment elections, tax form printing elections and view compensation.

 

Related Videos:
Payslips and Payment Elections (Desktop)
Payslips and Payment Elections (Mobile)
  • About the Benefits and Pay Application
  • View Payslips
  • Print Payslips
  • Manage Payment Elections (Direct Deposit)                
  • Add New Account
    • Manage Payment Elections  
    • View Compensation
  • Edit Withholding Elections
  • W2 Printing Elections     
 
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Managers

Job Aid Topics and Tasks Covered

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

 
  • Manager Specific Applications
  • Taking Action on Direct Reports
  • My Tasks: Approve, Send Back, Deny, Cancel
  • My Tasks: Archive         

Manage Team Time Off (Absences)
This job aid provides you an overview of how to manage your team’s absences. 

Related Videos:
Manager Basics Training

 
  •  Approve absences
  • View your team’s absences
  • Enter absences
  • Correct time off for direct reports

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).

This was known as a proxy/proxying in Colleague Self Service. 
  • Business Process Allowed for Delegation
  • Delegate Tasks to a Peer/Supervisor
  • Tasks Delegated to You
  • Manage Delegations

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.
 
  • Review/Approve Time for Multiple Workers     
  • Approve, Send Back or Deny Submitted Time (Individual Worker)
  • View A Worker’s Time Details
  • Enter Time For Worker
  • Correct Time For a Worker
  • Delete a Time Entry

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Student Employment

Job Aid Topics and Tasks Covered

Time Entry & Time Off for Students
This job aid will assist students in reporting time worked in Workday. Student employees will be required to enter time in and out for each day worked. Time should be entered at the end of each shift by the student employee.


Related Videos:
Workday Student Employees Training
Time Entry (Student Employees on Desktop)
Requesting Sick Time (Student Employees on Desktop)
  • Enter Time
  • Correct a Time Entry
  • Delete Time Entry
  • Request Sick Time

Time Entry & Time Off for Students (Mobile)
This job aid will assist you in reporting time worked in Workday Mobile. Student employees will be required to enter time in and out for each day worked. Time should be entered at the end of each shift by the student employee. Submission must be done by the end of the business day every other Monday. This time entry will be approved by your supervisor.


Related videos:
Workday Student Employees Training
Time Entry (Student Employees on Mobile)
Requesting Sick Time (Student Employees on Mobile)

 
  • Enter Time
  • Correct a Time Entry
  • Delete a Time Entry
  • Request Sick Time

Student Supervisors: Approve Student Time

This job aid provides an overview of how to review and approve student time entry submissions.  Student employees enter time in and out for each shift worked. It is recommended that time should be entered at the end of each shift by the student employee.  It is the supervisor’s responsibility to approve time entry submission prior to close of the payroll cutoff. Please refer to the payroll calendars for deadlines.

 

  
  • Review/Approve Time for Multiple Workers
  • Send Back Time Entry to Worker for Correction
  • Approve, Send Back or Deny Submitted Time (Individual Worker)
  • Notes to Supervisors
    •  Meal Break
    • Sick Time
    • Delegation of Time Approval

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Expenses

Job Aid Topics and Tasks Covered

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 Expense Report
  • Itemizing Expenses (Split Accounts)
  • Edit/Change an Expense Report
  • Check on Expense Report Status
           

Faculty Expense Reports - HART Funds & Individual Funds
This job aid provides faculty with the steps to create an expense report for reimbursement using HART Funds, Startup Funds, and Individual Funds; endowment (fund source) for your professorship, FTSA, Bristol, DiG, PostDocs, Pedagogical summer awards, etc.
  • Create Expense Report
  • Faculty Expense Items
  • Add Expense Lines
  • Submit a Comment 

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. All other expense items do not require a spend authorization.

Expense Items that require an approved Spend Authorization:

  • Cash Advances
  • Create Spend Authorization
  • Edit a Spend Authorization
  • Cancel a Spend Authorization
        

Request Cash Advance
This job aid provides an overview of how to request a cash advance in Workday. 
 
  • Process to Request a Cash Advance

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.
  • Cost Center Lookup Tool
  • Cost Center Crosswalk
  • Workday Financials
  • Colleague to Workday Accounts

Create 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.
  • Request that a supplier be added to the list of suppliers

Supplier Invoices
This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT 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: Hamilton Employees will use the Expense Report for out of pocket reimbursements.

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 for external payees.

Examples of external payees:

  • Honorariums
  • Athletic official payments
  • Guest speakers
  • Medical services
  • Consulting
  • External reimbursements
  • Goods or services without a purchase order
  • Request Invoice without a Purchase Order (P.O.)
  • View Supplier Invoice Requests
  • Actions to Take on Supplier Invoice Request
  • Request a Supplier Invoice with a P.O.
Corporate Travel Card Reconciliation
This job aid provides an overview of how to reconcile the Key Bank Corporate Travel Card Transactions.  The reconciliation of credit card transactions is done through Workday with an Expense Report.		  

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Purchasing (Procurement)

Job Aid Topics and Tasks Covered

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

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 Requisition
    • Request Non-Catalog Items
    • Connect to Supplier Website
    • Request using Add from Templates and Requisition
    • Check Out
  • Request For Goods
  • Request For Services
  • Split Costs
  • View and Edit Requisitions

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.
  • Locate the P.O. Number for the Goods Received
  • Create Receipt
  • Create Receipt: All Items Received
  • Create Receipt: Order Partially Received
  • What Happens Next
  • Create Receipt Adjustment
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.
  • Cost Center Lookup Tool
  • Cost Center Crosswalk
  • Workday Financials
  • Colleague to Workday Accounts

Create 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.
  • Request that a supplier be added to the list of suppliers

Supplier Invoices
This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment.

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: Hamilton Employees will use the Expense Report for out of pocket reimbursements.

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 for external payees.

Examples of external payees:

  • Honorariums
  • Athletic official payments
  • Guest speakers
  • Medical services
  • Consulting
  • External reimbursements
  • Goods or services without a purchase order
  • Request Invoice without a Purchase Order (P.O.)
  • View Supplier Invoice Requests
  • Actions to Take on Supplier Invoice Request
  • Request a Supplier Invoice with a P.O.

Manage Procurement Card Transactions
This job aid provides you with an overview of how to view and verify your procurement card transactions.
  • View Procurement Card Transactions (not in the verification process)
  • Verify Procurement Card Transactions
    • Select Transactions to Verify
    • Complete Transaction Details
    • Split Costs
    • Verify Multiple Procurement Card Transactions
    • “Saved for Later” Transactions
  • View Procurement Card Transaction Verifications
Supplier Punchout Returns
This job aid outlines the steps on how to start a return for a purchase from the Supplier websites for W.B. Mason, Amazon, and Grainger.
  • W.B. Mason
  • Amazon
  • Grainger

Budgets

  
Budget Reports
This guide provides you an overview of how to review the budget report in Workday.  This report is available for users with the following roles: Cost Center Managers, Alternate Cost Center Managers, Cost Center Financial Analysts, Imitative Managers, Alternate Initiative Managers, Initiative Analysts.		  

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