Workday Frequently Asked Questions

Workday is a system that will allow Goucher to recruit new employees, store employee records, process hiring and benefits information and run payroll and all our critical accounting and business affairs processes. Unlike PowerCampus, Great Plains, Ultipro, and Interview Exchange, Workday is a single, unified, modern, secure, and mobile-ready system that will replace these disparate systems and provide a single interface to support all of these different business functions. These will soon be available in one place on the web and via mobile app.

Investing in technology will allow Goucher to serve its students, faculty, and staff more efficiently, which is a key component of the College's strategic plan. Learn more about Goucher's strategic plan.

Here are some of the actions you can perform in Workday:

• View and update personal employee data including compensation and benefits packages
• Update banking information and view pay stub
• Manage time off work (e.g., vacation, sabbatical, FMLA)
• Submit time in/time out for daily work
• Submit and approve expense reports
• Manage procurement and supplier requests
• Manage new hire process from recruiting to onboarding
• Document and manage goal-setting, mid-term reviews, and performance reviews
• Use mobile app (offered but not required) to quickly manage processes (e.g., create expense reports, submit time off, and update personal information)

Yes, employees can view and easily update much of their own personal information in Workday at any time, including preferred name, pronoun, gender identity, and more. Changes requiring legal documentation, such as a legal name change or change in citizenship status, can also be submitted through Workday for routing to Human Resources. Please view the related job aids on our Workday Training site . These types of job aids can be found in the “Workday Essentials for All Employees” section.

Workday functionality includes a personal inbox where notifications are received. Workday will notify users through email that they have a pending task to complete in Workday. Thus, users will not have to log into Workday daily to check if they have a task in their Workday inbox.

Enrollment periods will remain the same. Employees are able to easily update and manage their benefits through Workday and will no longer need to fill out paper forms and submit them to HR. Employees can also see their entire compensation and benefits package.

You can easily review or update your current direct deposit using the ‘Update Payment Elections’ within your Workday profile. Use the job aid to add/edit/manage your payment elections for direct deposit. 

Payroll periods and deadlines will remain the same.  

Expense reports are created and managed in Workday. The employee creates a report, indicates the business purpose, attaches a photo of the receipt, and includes a brief description. The expense report is sent electronically to the manager for approval. Please visit Workday Training to review the job aids related to expense reports under the section, Working With Money in Workday.

Employees who enter time can enter their time worked in the mobile app. Employees can view time off balances and submit absence/leave requests. Managers can approve time and leave requests. You can access your inbox, view your payslip, and complete other basic, self-service functionalities. For more advanced business processes, use the desktop version of Workday. The use of the Workday Mobile App is optional. Use the job aid to set up the Workday Mobile App.

Submit your question using our support form.

Full-time staff:

Vacation, sick, bereavement, community service, injury, jury duty, unpaid time off.

Part-time staff:

Maryland State sick, bereavement, community service, injury, jury duty.

Use the job aid for instructions.

Use the job aid to submit absence requests through the timeclock. Log into Workday to correct or cancel an absence request; use the job aid for instructions.

Yes. Use the job aid to download the mobile app.

Non-exempt staff:

Absences that were requested and approved in UKG/UltiPro for dates after March 17, 2023 need to be re-entered in Workday.

Exempt staff:

Absences that were requested and approved in UKG/UltiPro for dates after March 31, 2023 need to be re-entered in Workday.

Yes

Use this site to initiate an FMLA request. Once your FMLA is approved by the Office of Human Resources, use the job aid to set up leave and request paid time off in Workday.

1. If you have exhausted your available ‘vacation time off,’ you may select ‘unpaid time off’ for a full day absence to handle personal affairs.
2. If you have exhausted your available ‘sick time off,’ you may select ‘unpaid time off’ for a full day absence due to illness.
3. You do not need to select ‘unpaid time off’ for FMLA absences

Use the job aid for instructions

Goucher College’s Community Service Leave policy is available here. Follow the same request procedures for Community Service Leave, as you would for requesting vacation or sick leave.

Vacation and sick leave balances as of March 17, 2023 for non-exempt staff and as of March 31, 2023 for exempt staff were extracted from UKG/UltiPro and uploaded to Workday.  Absence requests that were entered and approved in Workday since those dates are reflected in the current balances.

1. Your absence balance will reduce when the time off is taken. 
2. You can go to ‘View Absence’ and change the effective date to see available balances as of a future date.

Yes

Use the job aid for instructions.

Yes

Yes, see page 4 of the job aid for instructions.

Use the job aid to manage FMLA leave requests.

1. Summer Hours are based on an 8 hour work day, with 4 hours of leave time for full-time, 100% FTE staff.  Full-time staff should plan to work from 8:00 a.m. – 12:00 noon on eligible Fridays. 
2. If you normally work 8 hours/day and start your work day before or after 8:00 a.m., you can work with your supervisor to adjust your schedule and/or end time so that you receive a half day of leave time.

1. If you requested or were approved for an absence for an eligible Friday afternoon, you will need to correct your absence request.
2. If you are a non-exempt staff member, you will need to enter absence requests for ‘administrative leave.’ 
3. If you are an exempt staff member, you will not need to enter an absence request for ‘administrative leave.’

If you are regularly scheduled to work on an eligible Friday afternoon, you are eligible to submit an absence request for ‘administrative leave’ for the number of hours that you would have normally been scheduled to work. 

If you are regularly scheduled to work on an eligible Friday afternoon, you are eligible for Summer Hours. If you are a non-exempt staff member, you will need to submit a request for ‘administrative leave’ in Workday.

Summer Hours are based on an 8 hour work day, with 4 hours of leave time, and will be pro-rated for employees scheduled to work less than 40 hours/week. For example, if you are a 75% full-time equivalency (FTE) and regularly work 6 hours/day, you would take 3 hours of leave time. You should adjust your leave time accordingly, based on your full-time equivalency (FTE).  If you are a non-exempt staff member, you will need to submit a request for ‘administrative leave’ in Workday.