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Employee User Guide
Employee User Guide
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Your screens and processes may vary from those described here.
Getting Started: Home Page and Navigation Employee
Navigate the Home Page
The Workday Home page displays worklets that provide access to tasks and reports. Because the Home page is highly configurable, your organization may display different worklets.
Configure Worklets
Additional worklets can be added to your Home page, if allowed by your organization.
From your Home page:
1. Click the Settings icon in the upper right hand corner of the Home page. The Configure Worklets page displays.
2. Click the Plus icon to add a new worklet.
3. Click the Prompt icon and select from the list of existing worklets.
4. Click the Minus icon to remove a worklet from the dashboard.
5. Click the Up Arrow or Down Arrow to reorder the worklets on the page.
6. Click OK > Done.
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Error and Alert Messages
Error and alert messages display in the upper right-hand section of the page. They typically identify a specific field or fields where information is missing, entered incorrectly, or in conflict with a rule established by your organization.
Errors prevent you from completing a task until the error is fixed.
Alerts notify you of potential problems on a page, but do not prevent the task from being completed.
Use Related Actions and the Profile Icon
The Profile icon contains links to the Home page, dashboards, and documentation (if configured).
The Related Actions icon displays next to an object when there are actions relevant to the object. For example, the Related Actions icon next to your name accesses tasks and data pertaining to your worker record.
Many of these tasks are also available on your profile page, in the worklets on your Home page. There is often more than one way to access the same task within Workday.
The Related Actions icon displays next to an object when there are actions relevant to the object. For example, the Related Actions icon next to your name accesses tasks and data pertaining to your worker record.
Options beginning with the word “View” are view-only actions.
Detach the menu from the Related Actions icon by clicking and dragging the Ellipsis icon at the top of the Available Actions menu.
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Getting Started: Modify Your Personal Information Employee
Access Your Worker Profile Page
1. Click your Profile Icon > View Profile. Your Worker Profile page displays.
Add or Change Your Contact Information
Click the Contact tab.
2. Click Edit. Enter or modify any information.
3. Click Submit.
Add or Change Emergency Contacts
1. Click the Contact tab.
2. Click the Emergency Contacts link.
3. Click Edit. Enter or modify your emergency contacts.
4. Click Submit.
AA Add or Change Your Personal Information
5. Click the Personal tab. The Personal Information link is selected.
6. Click Edit.
7. Click the Edit icon to change existing information, or the Plus icon to add new information. You can also click a field to open it for editing.
8. Click Submit.
Change Your Legal or Preferred Name
9. Click the Related Actions icon next to your name.
10. Select Personal Data > Change My Legal Name.
11. Enter your new information, including any required information.
12. Click Submit.
13. Click To Do to submit proof of name change or Done to submit later.
Add or Change Your Photo
14. Click the Related Actions icon next to your name.
15. Select Personal Data > Change My Photo.
16. Click the Attachment button to locate and upload your image.
17. Click Submit.
18. Photos will be reviewed by HR before posting.
The supported file formats depend on your organization’s configuration. Typical formats include .png, .jpg, and .gif.
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Getting Started: Identify Your Place in the Organization Employee
Locate Your Place in the Organization
Workday displays the reporting structure of your department. This can help you understand your place within the organization.
From the Home page:
19. Click your Profile Icon > View Profile.
20. Click the Job tab.
21. Click the Management Chain link. Information about your management chain displays.
Locate Your Organization
From the Home page:
22. Click your Profile Icon > View Profile
23. Click the Job tab.
24. Click the Organizations link. Information about the organizations you belong to displays.
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Getting Started: Manage Your Benefits Employee
Report a Coverage Change Event
From the Benefits worklet:
Click Benefits.
Select the Benefit Event Type.
Click the Calendar icon to enter the date for the life event change.
Attach required documents, if applicable.
Click Submit. A task appears in your Inbox.
Click your Profile Icon > Inbox.
Click the Benefit Event task. The Revise Benefit Changes page displays.
Complete any necessary changes and click Submit.
Complete and continue through all required screens and check the I Agree box to provide an electronic signature confirming your changes.
Click Submit.
View Existing Benefit Elections
From the Benefits worklet:
1. Click Benefit Elections.
2. Review your benefit elections and costs.
3. Click the Related Actions icon next to your name to make changes.
4. Select Benefits > Change Benefits.
5. Make any permitted changes and click Submit.
This job aid covers generic events. Your company will define the steps you take to accomplish some of these objectives. Contact your HR or Benefits Representative if you have any questions.
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View Dependents’ Benefit Elections
From the Benefits worklet:
1. Click Dependents.
Review your existing dependents and their benefit plan coverage.
Manage Dependents
From the Benefits worklet:
1. Click Dependents.
Click Add.
Click the Edit icon or click in the field to modify. Required fields are denoted by red asterisks.
Click the Plus icon to add new information.
Click Submit.
Manage Beneficiaries
From the Benefits worklet:
1. Click Beneficiaries.
2. View existing beneficiaries for enrollment benefit plans, or modify the existing information by clicking Edit.
3. Click Add to add a new beneficiary. The Add Beneficiary page displays.
4. Click the button for Existing Dependent or Emergency Contact, New Person as Beneficiary, or New Trust as Beneficiary.
5. Click OK
6. Enter all required information denoted by an asterisk.
7. Click OK.
8. Click Done.
Once you add an additional dependent, you may need to update your Federal Tax elections, as well as your Benefit elections. Click the Skip button if you want to do this later.
Once you add an additional beneficiary, you may need to update your Benefit elections.
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Getting Started:
Using Your Inbox
Employee
Purpose of the Inbox
Your Inbox includes notifications of tasks, approvals, due dates, etc., that are sent to you as part of your organization’s business processes.
View Your Inbox
25. Click your Profile Icon in the upper right hand corner.
26. Click Inbox to expand your viewable options.
27. Click the Actions tab to view your business process tasks, approvals, and to dos.
28. Click the Archive tab to access the process status of any business process you have been involved in.
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Create a Workday Shortcut on Your Desktop Step 1 Access the Workday Login from the Workday website.
Step 2 Go to your desktop
Right click on your desktop screen, Click New then Click Shortcut
Step 3 Paste URL copied in Step 1 and click Next
Step 4 Type Workday in the Type a name for this shortcut field then click the Finish button.
You will now have a shortcut to Workday on your desktop.
Copy the URL by highlighting the URL
then right click and click Copy
Paste URL that you copied in Step 1 then click the Next button.
Enter Workday in the shortcut name field then Click the Finish
button
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To Add or Update (Direct Deposit) Pay Elections
From the Workday Home page click the Pay Worklet
Click the Payment Elections button
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Click the Add Elections button
Fill out the Payment Election Options form (all Items marked with * are required) then click OK
Click OK
Enter Required Information
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Review the Account Information then click Done
Click the Workday Icon to return to Home page
Click Done
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To Update Withholdings
From the Workday Home page click the Pay Worklet
Click the Withholding Elections Button
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Choose the Tax type you wish to edit (Federal, State, etc.) Then click the Update button
The Company will be Suffolk University and should prepopulate. Enter the Effective Date of this change then click OK.
Update Button
Enter Effective Date
Click OK
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Fill out the W‐4 Data (all Items marked with * are required) then click OK
The request has been submitted to HR for approval. Click the Workday Icon to return to your Home page.
Click OK
