UW-W Employee FAQs
Do you have questions about Workday? You've come to the right place! The most frequently asked questions about Workday are answered here. This FAQ list will be updated regularly as the project progresses, so remember to check here whenever you have a question.
You ask, we answer!
Send your questions to workdaysupport@uww.edu.
General / Project / Training
Instructor-led training for HR, Finance, and Research Administration staff will begin March 26, 2025. Invites will be sent from UW-Madison.
Yes, all employees will have access beginning in March.
Answer in progress, please check back.
Rather than using the Search field to locate tasks and reports, Shortcuts allow you to access up to 10 reports, tasks, or external links in one location. Shortcuts are located under the Menu on the Workday home page.
- Select the + Add Shortcuts button. The tab will be empty if you have not previously created any shortcuts. Note: A max of 10 shortcuts can be configured.
- Search for the task or report you are creating a shortcut for, then select the (+) to add it to your Shortcuts tab.
- When you have successfully added a shortcut, it will show Added to Menu.
- When opening your Menu again, the newly added report will appear within the Shortcuts tab.
No, Workday does not do travel booking.
Managers can view the Team Absence Calendar; department teammates cannot.
Answer in progress, please check back.
Pay / Personal Info / Benefits
In Workday, go to Personal Information, select Payment Elections, select Edit for Direct Deposit, add or update your bank account information, confirm the changes and submit.
Answer in progress, please check back.
Time Entry & Absense Management
Yes, in the calendar feature employees can see when their colleagues (peer employees with the same manager) will be absent as well as when their manager will be absent.
In the time and scheduling hub a manager can mass select all employees and mass submit/mass approve time and time off for one week at a time. There is also a mass operations management option for mass approving time and time off that may be used by Shared Servies if necesary.
Similar to today, University and FAASLI staff will have their Allocated/Available Vacation front-loaded at the beginning of the year and will see a year-to-date balance showing what they have accrued minus used year to date. The year-to-date(YTD) balance may be negative during the year if they have used more than they have currently earned, but they may not overdraw the Vacation Available balance. This is the same setup for Postdoc time off which also displays Available and YTD balances. The decision was made by HR leadership that in Workday Legal Holiday time off will be accrued in the pay periods in which the holidays actually fall and employees will be able to use up to 16*FTE hours in advance of earning it, so that balance may be go negative up to that limit. The other time off balances cannot be overdrawn and will only go negative.
Answer in progress, please check back.
Answer in progress, please check back.
A "Worker without alerts message" means that a user logged into Workday is not seeing any notifications or alert pop ups, indicating there are currently no pending tasks, approvals, or important updates requiring their attention.
Yes. The "Assign Work Schedule" task is a function that allows managers to set a specific work schedule for an employee, including start and end dates, by selecting a pre-defined work schedule calendar from the system, essentially defining their work hours and days off within the platform; you can access this task by searching for "Assign Work Schedule" in the Workday search bar and selecting the relevant option.
In the time and scheduling hub a manager can mass select all employees and mass submit/mass approve time and time off for one week at a time. There is also a mass operations management option for mass approving time and time off that may be used by Shared Services if necessary.
The manager and manager's manager of all jobs that a worker has can automatically approve the hours for the corresponding job(s) on the timesheet. If additional managers should have access to the employees in the Supervisory Organization, they should be assigned the Unit Timekeeper UW role for that organization.
Answer in progress, please check back.
Answer in progress, please check back.
Answer in progress, please check back.
A "Workday Error: upaid time off is not allowed for Vacation" means that you are trying to request a vacation time off entry in Workday, but the system is set up to not allow you to mark that time off as unpaid; essentially, you cannot use your accrued vacation time for a vacation request, not unpaid time off under the "Vacation" category.
Human Resources
Answer in progress, please check back.
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Finance
Answer in progress, please check back.
All P-card purchases will be reconciled in Expenses via an expense report. The ability to charge purchases over $5,000 will still need campus approval. Transactions are loaded into Workday as they are made and employees have 60 days to submit a an expense report.
Procurement
Answer in progress, please check back.
Yes. In Workday, purchase orders are called requestions. You will use the requestion task for anything that would have previously required a PO.
Answer in progress, please check back.
Yes, you are able to use the “My Requisitions” and “Find Purchase Order Lines and Line Splits for Organization” to find a list of PO’s.