Workday FAQ

Workday enables 24/7 access to information over a secure network, supporting WPI’s goals and strategies. Workday’s Software as a Service (SaaS) or cloud delivery model allows services to reach customers with Workday functionality, offers employee and manager self-service, enabling employees to update or access their information privately from any computer or mobile device with internet access.

Although any browser will work to access Workday (Internet Explorer (IE), Safari, Firefox, etc.), Google Chrome is the preferred browser. If you use a specific configuration for IE, which is a necessary part of your job, you should try using another browser running a more up-to-date version (Safari, Google Chrome, Firefox, etc.) for Workday access.

Workday can be accessed from a PC, Mac, tablet or smartphone (Apple or Android devices) with a secure internet connection. Instructions for adding the mobile app will be sent prior to Go-Live.

No.

Some receipts are already electronic -- you may receive an attachment in an email or as the email itself. Save the email message or the attached file in the email to your desktop. Workday allows a range of document formats; it doesn't have to be a PDF. 

If you don't have an electronic receipt, you can either scan the document, or if the resulting quality is legible, take a photo of it with your phone or tablet and email it to yourself. The Workday mobile app can take photos of your receipts for expense reports, simplifying the process. Workday accepts a wide range of document formats (JPG, PDF, PNG, Word, PowerPoint, text files, etc.).

It's Workday's description of a keyword or field value. The most important worktag for Finance is the Banner FOAPAL becomes financial worktags in Workday (e.g., Cost Center, Fund, Activity, Grant, Gift, etc.). 

Yes, under your Profile icon, choose My Account > Change Preferences. Scroll down and you'll see Alerts. Make changes, then click OK.

If you'd like to see notifications on your mobile device, install the Workday app from your app store and allow notifications.

Click your Profile icon and choose My Account > Change Preferences. Under Search Preferences, change Preferred Search Category to All of Workday. Click OK.

You can "delegate" to someone who is on the same level as you are in the org chart, or higher. The delegate can then take action on items in your Workday Inbox, for example, approving timesheets. You can choose a specific task to delegate, or all tasks. Delegations are usually time-based, for example, while you're on vacation.

You can make a request for time off well in advance of when you plan to take it (vacation, doctor's visits) or enter time off already taken after it occurs (sick time). Before a request is approved you can cancel it ("oops, I picked the wrong day") or after it's approved, you can update it ("that doctor's appointment was quicker than I thought"). In all cases, an item will appear in your supervisor's Workday Inbox to approve.

Balances are always up-to-date, and you can use the calendar in the "Request" screen to see what your balances will be in the future.

Workday does have a directory feature, and while this isn't part of the October 1 go live, it might be a future project.

When you create an expense report, you include the Pcard transactions you want to reconcile from a list. You then indicate where they should be charged, add a brief description of the expense, and upload a receipt. You may already have an emailing electronic receipt, if not, you can take a photo with your phone or through the Workday mobile app, or you can scan the receipt.

In Banner. The upgrade to Banner 9 is happening after Workday goes live. Banner will continue to be used for student information as Workday Student is rolled out in 2019-2021.

Mileage is calculated in Workday, and you can save a screenshot or PDF of a Google map that shows your trip, minus your usual commuting distance.

Yes. Workday has an Itemize feature that allows you to split a single expense into 2 (or more) lines with different descriptions, amounts, and even where it should be charged.

When someone submits an expense report, it is sent to Accounts Payable, who can change the report, send it back to the submitter with a comment, or approve it.

Once approved by A/P, the report is sent to the submitter's manager. The manager cannot edit the report, but can send it back to A/P or the person submitting it, or can  Add Approver. The new approver can also approve or send the report back to A/P or the person submitting the expense report.  

Once the manager approves, if the manager is not the Cost Center manager, the report will go to the Cost Center manager to approve. The Cost Center manager can also send back, approve, or add an approver.

In Workday, you create requisition and either connect to supplier website to purchase items from preferred vendors or request non-catalog items if the vendor is not directly connected to Workday. Both create a purchase order and encumber your budget. When items are received, you create receipt. 

If a purchase is not used, an invoice can be submitted for payment using create supplier invoice request.

No, the requestor for the requisition also has to be the person who creates the receipt against the purchase order.

Yes, they'll be able to login and see their budgets.