Frequently Asked Questions
Do you have questions about Workday? You've come to the right place. The most commonly 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.
General | Payroll | Time Tracking | Absences | Accounts Payable | Budget | Recruiting | Requisitions | Talent Optimization | Travel | Banner/Workday Funds
General FAQs
- What is Workday?
Workday is a state-of-the-art cloud-based enterprise resource planning (ERP) solution that will replace many of our current systems and manual processes. Workday manages Financials, HR and Payroll activities and data. The solution provides an improved user experience and faster, better access to data.
- How do I login to Workday?
The Workday link is found on the Faculty/Staff webpage and the Workday project webpage. Also, look for the Workday shortcut on the desktop of STC managed computers.
- I don't work in the Finance or HR departments. Will I still use Workday?
Yes, everyone employed by STC will use Workday. Depending upon your role, you may use Workday to view payslips, update personal information, request time off, submit timecards, enter expense reports, make purchases, submit invoices, etc.
- Why are we changing our systems?
STC conducted an exhaustive ERP Review for several years and determined that Workday was the solution that best meets our future needs. Main considerations for moving to Workday include:
Usability: A simplified user experience that provides more effective workflows and access to data.
Technology Simplification: Consolidation of separate systems that eliminates unnecessary costs and support demands.
Innovation: Modern cloud technology that provides a foundation to meet the modern digital experience expectations of the STC community.
- What is Enterprise Resource Planning (ERP)?
Enterprise Resource Planning is the integrated management of software applications in business areas including Finance, HR and Payroll.
- I have a general idea of what Workday is, but what are the specific processes that will be done in Workday?
There are several processes which currently occur in Banner Finance or HR which will be completed in Workday in the future. Please see Finance & HR workstreams on the Brighter Workday site to get an idea of affected areas. The details of the impact of Workday on existing processes will be iteratively analyzed through the design and testing of the solution. The STC Change Management team will provide communication and training regarding changes to processes.
- What benefits will I see as a user of Workday?
Workday will provide all users with a modern look and feel, a user-friendly experience, an integrated system, access to real-time data and reports, and mobile access.
- How will the STC community become prepared to use Workday?
The STC Workday Change Management team is creating a Change Management strategy in Spring 2024 based upon interviews with key stakeholders and readiness survey responses. Two important components of this strategy include a communication plan and a training plan. We are also working with two liaison groups: the Workday Change Agent Network and the Workday for Managers group which creates a direct connection between each department and the Workday project team.
- Will the streamlining and automation of processes with Workday mean that my job will change?
Yes, the work you complete related to Finance and HR activities will change. Workday streamlines these activities by automating workflows and directing tasks closest to those who need to act on them. This allows more time for innovative work to support students and strategic initiatives.
Going live with Workday will initially lead to an increase in work as employees attend trainings, learn the new system, and transition to new ways of doing things. Typically, after a full year cycle, organizations review how substantially work may have changed.
- What systems will Workday replace?
Workday is intended to replace Banner HR, Banner Finance, PeopleAdmin, TimeClock Plus, Chrome River, and other legacy systems and workflows identified throughout the project. A guiding principle of the project is a Standardized, Simplified Business Process, utilizing as much Workday functionality as possible and integrating other systems only as needed. As the project progresses, STC project team will confirm the systems that will integrate and those that will sunset.
- What systems will Workday not replace?
Workday will not replace Banner Student with the initial January 2025 go-live. Banner Student is expected to be replaced by Workday Student in 2027. Systems unrelated to Finance and HR, Blackboard and JagNet also will not be replaced by Workday. As the project progresses, detailed information will be provided on how existing systems will be impacted.
- Does the mobile app use multi-factor authentication?
Yes, the Workday mobile application is accessed using OKTA / OneLogin. This provides an additional layer of security on any service using single sign on such as Workday.
- Will we be notified of actions to take in Workday and our (Outlook) email?
You will get action items on your Workday landing page in that Inbox. You will also get an email in your Outlook email.
- Which systems will continue to be used along with Workday?
Extender. Additional systems will be added.
Payroll
Time Tracking
See Time Tracking FAQ.
Absences
- What should I do if my vacation or sick balances are not showing correctly in Workday?
If you believe there’s an error or discrepancy in your time off balance, please reach out to HR Benefits at HR_Benefits@southtexascollege.edu. They can verify your balances and assist in updating your records in Workday if necessary.
- How do I view my Prior year vacation balance to see if I'm going to lose any vacation?
Prior and current year vacation balances will all be housed under a single Vacation category. To avoid forfeiting any vacation hours, ensure that your balance is at 96 hours or below by August 31.
- Can I correct my approved time off?
Yes, employees and managers are able to correct approved time off requests.
- Can managers see all of their staff's absence calendars in a single view?
Yes, there is a view into all of the time off approved for your team.
- Can I request an absence for time off that I took in the past?
Yes, you can request an absence that happened in the past (no earlier than Workday’s launch on January 1, 2025, however). Simply select the day the absence took place, the type of absence, and submit.
- If time off requests are already approved for future dates (January and onward), will they need to be entered in Workday?
Yes. All time off requests from January and onward would need to be re-entered and approved in Workday.
Accounts Payable
- What training will be available?
- Hands-on Training will be available to all staff starting in January.
- Videos/Recordings will be located in Blackboard – Yuja.
- Instruction Manuals will be located in Blackboard – Yuja.
- A link will be provided to college employees.
- Will I continue using IPS for manager approvals along with Workday?
No – IPS will be decommissioned on January 1, 2025.
- Will there be “I” document numbers in Workday?
No, Workday will replace the “I” document number with a supplier invoice SINV-xxxxxxxx.
- Will Accounts Payable staff send and receive the approval email to the department before submitting an invoice in Workday?
No, after the invoice is entered/created, Workday will automatically route the invoice to the appropriate manager for approval.
- Who will be required to approve invoices?
Invoices will be approved by the corresponding manager (i.e., Cost Center Manager, Program Manager, Auxiliary Program Manager, Grant Manager, or Project Manager) depending on the assigned worktags.
- Which type of invoices require manager approval?
Two-way match invoices.
- Where can I find the invoices that are pending approval?
Approved users can access pending supplier invoices in their Workday Inbox, where they can review the invoice details and take action to approve or reject it.
- Can the manager send the invoice to an AA for review?
The manager can download the Workday supplier invoice, save it, and route it to the AA for review. The manager will still be required to approve the invoice in Workday.
- Can the manager delegate invoice approvals?
Yes, only to peers and supervisors based on the organizational structure setup in Workday HCM.
- Do I need to be on campus to review invoices?
No, invoices can be approved using the Workday website or Workday App, which is accessible anywhere.
- How do I find an invoice I previously approved?
Approved users can view previously approved invoices by accessing Your Menu – Archive.
Budget
- Who will have access to view financial summary and transactions for budget, expenses and encumbrances?
Cost Center Managers, Program Managers, and Auxiliary Program Managers will have access to view these types of financial summaries and transaction details. Additionally, a customization was requested for AA/Secretaries to view the activity.
- Who will have access to input budget amendments (budget transfers)?
Cost Center Managers, Program Managers, and Auxiliary Program Managers will have access to input budget amendments. Additionally, users who have been assigned to the Cost Center Financial Analyst role will have access.
- What approvals are required for budget transfers?
The required approvals for budget amendments will not change from the current requirements. Auxiliary Program Managers/Program Managers, Cost Center Managers, Vice Presidents, and the Business Office Budget Staff are required. President approval may be required based on the amount of the amendment.
Recruiting and Onboarding
- What is the difference between internal vs. external candidates?
Workday Recruiting allows organizations to manage both internal and external candidates within the same system. Internal candidates can apply through the internal careers site, and their existing employee data is leveraged to streamline the application process. External candidates apply through the external careers site.
- What is the “recruiter role” within Workday Recruiting?
This is a new role assigned only to Recruiting/HR Staffing. It provides authorization to manage recruitment activity for job requisitions for their assigned supervisory organizations. The “recruiter” is also responsible for posting job requisitions to Workday Recruiting.
- What is considered a “manager role” in Workday Recruiting?
A “manager” in workday is an employee with direct reports. With the implementation of Workday Recruiting, the manager now has the authority to manage recruiting activity for job requisitions within their supervisory organizations including candidate screening, interviews, and disposition of candidates during the hiring process.
- Are hiring managers the only individuals allowed to create job requisitions?
Job requisitions can be created by hiring managers.
- How do I access and view my job requisition?
If you are a manager with an open job requisition, you may click on Menu, select the Recruiting app on your Workday homepage and find your job requisition.
- Can a hiring manager edit a job posting?
Once a job is posted, it cannot be edited by a manager. Editing a job posting must be done by a recruiter. Please contact HR Staffing.
- Can I start reviewing candidates before the posting is closed?
The posting must remain advertised for the complete 15 days. You will be able to start reviewing applications and moving candidates forward as soon as the recruiting assistant reviews the applications.
- When in the application process should a manager disposition applicants? Must I dispose after every stage of the process?
It’s not required to disposition at every stage of the process, but it is required that all candidates are dispositioned at the end of your search.
- In the new recruiting/hiring process, will the hiring manager be able to see the status?
Yes. The hiring manager will be able to see the current stage of the hiring process for the candidate.
- Will I continue to have access to the applicant pool in case my first hire does not work out and I need to hire someone else?
You will only have access to view your alternate candidates for the position once dispositioning of all applicants. If no alternates were selected, and you wish to access a dispositioned applicant please contact HR Staffing for further assistance.
- What should I do to prepare the onboarding for my new hire?
Your new employee’s first days and initial weeks are an important part of employee engagement and community building. In the hiring process you will be assigned the task of appointing team members that your new hire will need to meet.
- I need help with Workday Recruiting. Who do I contact?
For Staff, Direct Wage, Trainers hiring please contact HR_Staffing@southtexascollege.edu.
For Faculty, Lecturers, Adjuncts, and Dual hiring please contact HR_Evaluators@southtexascollege.edu.
Requisitions
- Who will have access to enter requisitions?
All college employees will be granted access to enter requisitions when obtaining access to Workday.
- Do I need to submit an access request to obtain access to enter a requisition?
No, all employees will obtain access to enter requisitions when they are set up in Workday.
- What cost centers/programs will I have access to input requisitions?
Workday allows all employees to have access to enter requisitions for all cost centers, programs and any other worktags.
Access does not have to be requested to obtain access to the different funding sources (cost centers, programs, or other worktags).
- How do I look for the correct Workday worktag when entering a requisition?
Workday allows you to easily search by the name of the worktag. For example, you can type “Business Office” in the cost center, and the cost center matching this name will be displayed for selection.
- Is there a report showing all the requisitions created?
A report is available to the Cost Center Manager, Program Manager, or Grant Manager that includes all the requisitions under their control. This report includes all requisitions created by all users.
- How can I view requisitions that I have created?
You can find your requisitions (REQ) two ways in Workday:
- By using the My Requisitions report. The My Requisitions report can be found by typing My Requisitions in the search bar at the top of Workday.
- By typing the REQ number in the search bar at the top of Workday.
- Will I have access to requisitions entered by someone else to make corrections needed if the employee is out of the office?
Yes, requests to change requisition requesters should be submitted via email to the Purchasing Department at stcpurchasing@southtexascollege.edu.
The request must include the following:
- Requisition Number
- Current Requester Name
- Proposed Requester Name
Talent Optimization
- What is Workday Talent Optimization?
Talent Optimization, or “Talent”, allows the college to leverage Workday by incorporating employee skills, supervisor expectations, and professional development in a data driven environment to engage employees and reduce turnover.
- What are some key features of Talent?
Key features include:
- Skills management
- Career development planning
- Goal management
- Performance enablement
- Talent visibility
- Talent pipeline
- Internal mobility
- How can Talent help me?
When viewing your profile, there are three areas in Talent that will help engage supervisors, employees, and encourage peer-to-peer communication:
Performance: This feature will house the performance reviews (see FAQ below), will help track goals (such as obtaining a certification), identify professional development opportunities (such as attending a webinar or attending a conference), and allow check-ins with your supervisor or direct reports.
Career: This feature will empower all employees to upload their education, their interests, keep track of their job applications, and identify other jobs within the College that one may have an ambition to attain. Further, there will be opportunities to obtain a mentor with different aspects of expertise to connect and grow your knowledge and network.
Feedback: Feedback is exactly what it sounds like! It will be a dynamic way to provide feedback to colleagues regarding a project, an issue, or other work-related item.
- What will happen with performance appraisals?
The process and timeline for performance appraisals, now referred to as performance reviews, will be more formally presented and rolled out in early Fall 2025 for fulltime staff. However, the process is designed to provide opportunities for goal setting, midyear reviews, and a more holistic, interactive, engaging partnership and capture real time achievements and feedback. Further, these benchmarks will be pushed out to managers and employees at once to better manage the process from a collegewide perspective.
- What other features will be utilized?
As more college areas come online, more features will be unveiled with Workday Talent. There are more exciting features that will focus on career goals and growth, and identify the undeniable talent that South Texas College employees have to offer.
Travel
- What training will be available?
- Hands-on training will be available to all staff starting in January.
- Videos/Recordings will be located in Blackboard – Yuja.
- Instruction Manuals will be located in Blackboard – Yuja.
- A Workday step-by-step process for submitting Spend Authorization and Expense reports will be available for college employees.
- A link will be provided to college employees.
- Will I continue using Chrome River along with Workday?
No – Chrome River will be decommissioned on January 1, 2025.
- What is the preapproval process for travel prior to entering the travel request?
Your internal process for getting approval to travel could be:
- A memo with quotes for supervisor and Cost Center manager to approve.
- An email request (from your supervisor or to them) requesting to travel
- A verbal request requesting travel approval.
- Etc.
- When should I submit a Spend Authorization in Workday?
You should input a Spend Authorization in Workday after following your department’s protocol to inform your supervisor of the travel request. It is recommended to input as early as possible to provide enough time to obtain all required approvals and receive a travel advance if requested.
Trips: At a minimum, the spend authorization should be fully approved at least 15 days before early bird registration deadlines or the start date of the trip
Reminder: if Spend Authorization is approved close to the date of travel, the cash advance funds may not be available before the trip dates
Mileage:
- For staff – at the beginning of each fiscal year.
- For faculty – at the beginning of each semester.
- Who will have access to input my travel requests?
All college employees are granted access to input travel requests when they get access to Workday. In addition, the access for Administrative Assistants and Secretaries was customized to allow to input spend authorizations and expense reports for employees in the same department.
- What expenses are allowed for Cash Advance?
Employees have the option to request a 100% advance for airfare, lodging, and registration.
- Will per diem and mileage be allowed for Cash Advance?
No – those expenses will be paid on the expense report.
- When will I receive the travel Cash Advance?
Employees should receive travel advances in the next check cycle after spend authorizations are fully approved. Typically, the deadline for check cycles is every Tuesday. Spend authorizations received by Tuesday will be included in the Thursday check cycle. Spend authorizations received after Tuesday will be included in the following week’s check cycle.
- Do I have to wait for the advance to begin travel reservations?
No, you can make travel reservations once the spend authorization is fully approved.
- Will I need to provide my credit card for hotel reservations?
Yes, you are required to provide a personal credit card for the reservation.
- Will I be reimbursed for hotel taxes?
You must obtain a copy of the College’s Texas Hotel Occupancy Tax Exemption Certificate when booking hotel reservations in Texas and ensure taxes are not charged.
It is the Traveler’s responsibility to provide to hotel upon arrival, and review folio receipt prior to leaving to ensure taxes are removed.
Any excess cash advance will be returned to the cashiers.
Hotel taxes for out-of-state travel will be reimbursed.
- Are employees allowed to use travel agencies when booking travel arrangements?
No. Travel agency services are not permitted at this time.
- Are there restrictions for travel expense submissions?
Yes, the following options are not allowed:
- Hotel Suites
- First class seating
- Priority boarding, etc.
- Third party vendors
- Tips or Gratuity
- Valet parking
- State taxes at Hotel (STC will provide the Texas Hotel Occupancy Tax Exemption Certificate to travelers)
- Rental of privately owned lodging (e.g., Airbnb, Home Away, VRBO, etc.)
- Personal expenses
Allowable (if approved by Cost Center Manager based on budget limitations):
- Business Expenses
- Refundable flights
- Commercial Air transportation (American Airlines, United Airlines, Spirit Airlines, Southwest Airlines, etc.
- Baggage fees
- Fuel reimbursement for rental vehicles
- What happens if my trip is canceled?
You are responsible for informing your supervisor/department, canceling all reservations, informing the Travel Office, and returning funds through the Cashier’s Office.
Cancellations out your control will require a justification approved by the Division Vice President.
- What if the hotel/airfare/registration rates increase after I receive the Cash Advance?
Once the Cash Advance is processed, you must pay for the increase in fees and submit the required receipts with the expense report – if approved by the manager.
- How will I be paid the Cash Advance?
All travel payments, including Cash Advance, will be paid through Direct Deposit.
- When should I submit the expense report?
Expense reports should be prepared and submitted soon after the trip is concluded.
Trips: within 20 days of return from the trip.
Mileage: within 10 workdays of the month following the end of the month travel occurred.
- What receipts are required or not required?
Required: Detailed hotel folio, registration receipt, airfare receipt, and incidental receipts.
Not Required: Meal receipts.
- How do I find the status of my Spend Authorization or Expense report?
Through your expenses hub if you initiate.
If already submitted, through your menu archives.
- What if our division requires approval from the Dean and Division VP?
That would be an internal department process. Feel free to add a memo to the Spend Authorization attachments as needed.
- What approvals are needed for Travel?
Spend Authorization: Supervisor and Financial Manager, unless working with Grants, Auxiliary, and/or agency, further approvals may be needed.
Expense Report: Supervisor, Travel Office, and Financial Manager, unless working with Grants, Auxiliary, and/or agency, further approvals may be needed.
Travel Office will not require Dean and Division VP approval.
- Will Grant end dates affect Travel?
Yes. All grant travel must be approved by the Grant Accounting Department and must be within the Grant's beginning and end dates.
- How are per diem and mileage rates determined?
Per diem is determined from the US General Services Administration and is posted in Workday.
Mileage rates: IRS standard mileage rate for business and is posted in Workday.
Banner/Workday Funds & Worktags
- How do I know the Workday worktag for my Banner funds/organizations?
See chart below will assist in identifying the type of Workday worktags for all funding types.
Banner Workday (WD) Fund Fund Organization Cost Center,
Program,
Auxiliary, or
Spend CategoryAccount Spend Category,
Revenue Category,
Ledger AccountProgram NACUBO Function Activity N/A Location Location WD-Fund Driver Worktag FD10 - Unrestricted Funds Cost Center Worktag,
Program WorktagFD11 - Cost Share Funds Grant Worktag FD20 - Restricted Funds Program Worktag (3rd Party/Sponsor),
Projects Worktag (3rd Party Contract for CE & CATA)FD21 - Grants Grant Worktag (Grant Award) FD22 - Scholarships Gift Worktag - (Scholarship Fund) FD30 - Auxiliary Enterprise Funds Auxiliary Program Worktag (Self-Sustaining Auxiliary),
Program Worktag (Non-Self Sustaining Auxiliary)FD40 - Student Loan Funds Gift Worktag (Emergency Loans) FD60 - Endowment Funds Gift Worktag (Endowments) FD80 - Agency Funds Agency Worktag (Student Organizations) FD91 - Unrestricted Plant Funds Project Worktag (Construction Project) FD92 - Renewal & Replacement Funds Project Worktag (Renewal & Replacement Project) FD93 - Retirement of Indebtedness Funds Cost Center Worktag (Bond Payment & Debt Service Tax Revenue) FD94 - Investment In Plant Funds N/A - System transactions FD99 - Bank Fund N/A - System transactions Driver Worktag - controls the default worktags for each transaction in Workday.
Banner FOAPAL does not translate the same way in Workday. In Banner the accounting string is standard (example: (F) 110000-(O) 410013 -(A) 710002-(P) 6300). Workday is more dynamic and may have different combinations of worktags.
Workday Location Worktag is required for all purchases.
