Job Aids

• Benefits Overview
• Change Benefits for a Life Event
• Add/Change Beneficiaries
• Manage Beneficiaries
• Change Retirement Savings
• Initiate a Dependent Event
• Change Benefit Elections/Complete a Dependent Event
• Manage Dependents
   

Purchasing Application - Overview
This guide provides an overview of the Purchases Application and the tasks and reports available to end users within that application.

• Purchases app overview

Create and Manage Purchase Requisitions For Goods & Services
This job aid provides you an overview of how to create and manage purchase requisitions for Goods and Services in Workday.

• Create Requisition
  • Request Non-Catalog Items
  • Connect to Supplier Website
  • Request using Add from Templates and Requisition
  • Check Out
• Request For Goods
• Request For Services
• Split Costs
• View and Edit Requisitions

Create Receipt for Goods Received
This job aid provides you an overview of how to create a receipt when you have received items ordered and paid for using a Hamilton budget.

• Locate the P.O. Number for the Goods Received
• Create Receipt
• Create Receipt: All Items Received
• Create Receipt: Order Partially Received
• What Happens Next
• Create Receipt Adjustment

• Cost Center Lookup Tool
• Cost Center Crosswalk
• Workday Financials
• Colleague to Workday Accounts

Create Supplier Request
This job aid provides you an overview of how to request that a supplier be added to the list of suppliers set up in Workday for selection when making purchases, receipts, etc. Complete as much information about the supplier as you know. If you have a W9, quote, or additional documents, include these as attachments.

• Request that a supplier be added to the list of suppliers

Supplier Invoices
This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment.

Supplier invoices use data that you enter or default from a purchase order, receipt, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance.

Note: Hamilton Employees will use the Expense Report for out of pocket reimbursements.

Note: All payment requests to external individuals under $1500 must use the Request Invoice without a P.O. task. This replaces the check request and invoice payment forms for external payees.  If the payment is over $1500, you must request a Purchase Order.

Examples of external payees:

• Honorariums
• Athletic official payments
• Guest speakers
• Medical services
• Consulting
• External reimbursements
• Goods or services without a purchase order

• Request Invoice without a Purchase Order (P.O.)
• View Supplier Invoice Requests
• Actions to Take on Supplier Invoice Request
• Request a Supplier Invoice with a P.O.

Manage Procurement Card Transactions
This job aid provides you with an overview of how to view and verify your procurement card transactions.

• View Pr

   

  Workday Basics 

  Job AidTopics and Tasks Covered

  Getting Started in Workday
  As an employee, you can initiate many of your own tasks in Workday. Use this guide to navigate to tasks and data in the Workday system. From viewing personal information to changing benefits, Workday enables you to maintain your most up-to-date information.

  Related Videos:
  Basic Navigation tutorial on Desktop
  Manage Contact Information

  Homepage, Applications, & Search Bar

  Workday Notifications & My Tasks

  Workday Profile & Supervisory Organizations

  Error and Alert Messages

  Set Public & Email Notification Preferences

  Personalize Workday

  Manage Contact Information
  This job aid provides you with instructions on how to modify your home, work, and emergency contact information.

  Manage Home, Work, and Emergency Contact Information

  Manage Personal Information
  This job aid provides you with instructions on how to view and modify your personal information in Workday.

  Manage Home Contact & Emergency Contacts

  Personal Information Changes

  Preferred & Legal Name Changes

  Disability & Veteran Status Identification

  IDs, Passports, and Visa Changes

  Personalize Workday
  This job aid provides you an overview of how to make some small changes in Workday to personalize the interface and make things a bit easier.

  Personalize Apps, Shortcuts, & Searches

  Filter and Sort Notifications

  Installing Workday Mobile
  This job aid demonstrates how to download and access the Workday Mobile application across devices.

  Related Videos:
  Set Up Workday Mobile

  Android and Apple/iOS devices

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  Time Tracking & Time Off

  Job AidTopics and Tasks Covered

  Time Entry
  This job aid will assist hourly employees in entering time worked into Workday.  This time entry will be approved by your manager/supervisor.  It is the employee’s responsibility to make sure the time entry is an accurate reflection on the hours worked.

  Related Videos:
  Time Entry (Full-Time, Hourly Staff on Desktop)
  Time Entry (Part-Time, Hourly Staff on Desktop)

  Pre-Populated Time Entry: Full Time Employees

  Enter Time By Week (Part Time Employees)

  Correct Time Entry

  Delete Time Entry

  Calendar Action: Autofill From Prior Week

  Calendar Action: Autofill From Schedule

             

  Request Time Off (Absences)
  This job aid will assist you in managing time off requests and reporting time off in Workday. 

  Related videos:
  Requesting Time Off (Hourly Employees on Desktop)

  Request an Absence

  Correct an Absence

  Cancel Absence Request

  View Absence Balance

             

  Request Leave of Absence
  This job aid provides instructions for an employee to request a leave of absence. You should have a conversation with your direct supervisor prior to requesting a leave of absence.

  Request a Leave of Absence

  Time Entry (Mobile)
  This job aid will assist hourly employees in entering time worked into the Workday mobile application.  This time entry will be approved by your manager/supervisor.  

  Related videos:
  Time Entry (Full-Time, Hourly Staff on Mobile)
  Time Entry (Part-Time, Hourly Staff on Mobile)

  Entering time on the mobile app

  How to delete a time block          

  Request Time Off (Absences) (Mobile)
  This job aid will assist employees with managing time off requests and reporting time off using the Workday Mobile application.

  Request an Absence in the mobile app

   

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  Benefits

  Job AidTopics and Tasks Covered

  Manage My Benefits
  This job aid provides you with an overview of how to: view your benefits, change your benefits for a life event, initiate a dependent event, change benefit elections/complete a dependent event, manage dependents, add/change beneficiaries, manage beneficiaries, and change retirement savings.

  Benefits Overview

  Change Benefits for a Life Event

  Add/Change Beneficiaries

  Manage Beneficiaries

  Change Retirement Savings

  Initiate a Dependent Event

  Change Benefit Elections/Complete a Dependent Event

  Manage Dependents
   

   

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  Payroll

  Job AidTopics and Tasks Covered

  View and Manage Pay
  This job aid provides you with step-by-step instructions to view your payslips, edit withholding elections, and manage your payment elections, tax form printing elections and view compensation.

   

  Related Videos:
  Payslips and Payment Elections (Desktop)
  Payslips and Payment Elections (Mobile)

  About the Benefits and Pay Application

  View and Print Payslips

  Manage Payment Elections (Direct Deposit)                

  Add New Account

  Edit Withholding Elections

  W2 Printing Elections     

   

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  Managers

  Job AidTopics and Tasks Covered

  Getting Started in Workday for Managers

  Step-by-step Workday instructions for managers to navigate through Workday. As a manager, you can initiate many worker related tasks in Workday. From viewing workers personal information to entering time, Workday enables you to maintain the most up-to-date information on your team. Use this guide to navigate to tasks and data in the Workday system. Individual views may vary depending upon security access and your role within Hamilton College.

  
  Related Videos:
  Managing Team Time Tutorial Video
  Manager Basics Training

   

  Manager Specific Applications

  Taking Action on Direct Reports

  My Tasks: Approve, Send Back, Deny, Cancel

  My Tasks: Archive         

  Manage Team Time Off (Absences)
  This job aid provides you an overview of how to manage your team’s absences. 

  Related Videos:
  Manager Basics Training

   

   Approve absences

  View your team’s absences

  Enter absences

  Correct time off for direct reports

  Delegations
  This job aid provides you an overview of how to delegate tasks. Delegation is used in Workday to allow another manager to initiate or submit/approve time sensitive tasks on your behalf. This is useful if you go out of the office, or if you will not be able to access Workday for an extended period. While you are out, a peer or manager may approve or initiate tasks for you (i.e., time entry, time off approvals, expenses).

  This was known as a proxy/proxying in Colleague Self Service.

  Related Videos:
   Delegating Time and Absence Approvals

  Business Process Allowed for Delegation

  Delegate Tasks to a Peer/Supervisor

  Tasks Delegated to You

  Manage Delegations

  Manage Team Time
  This job aid provides you with an overview of how to review, manage and approve your team’s time entry submissions. The employees are responsible to submit their hours worked in a timely manner. It is the manager’s responsibility to approve time entry submission prior to close of the payroll cutoff. Please refer to the payroll calendars for deadlines.
   

  Review/Approve Time for Multiple Workers     

  Approve, Send Back or Deny Submitted Time (Individual Worker)

  View A Worker’s Time Details

  Enter Time For Worker

  Correct or Delete Time For a Worker

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  Student Employment

  Job AidTopics and Tasks Covered

  Time Entry & Time Off for Students
  This job aid will assist students in reporting time worked in Workday. Student employees will be required to enter time in and out for each day worked. Time should be entered at the end of each shift by the student employee.

  
  Related Videos:
  Workday Student Employees Training
  Time Entry (Student Employees on Desktop)
  Requesting Sick Time (Student Employees on Desktop)

  Enter Time

  Correct or Delete a Time Entry

  Request Sick Time

  Time Entry & Time Off for Students (Mobile)
  This job aid will assist you in reporting time worked in Workday Mobile. Student employees will be required to enter time in and out for each day worked. Time should be entered at the end of each shift by the student employee. Submission must be done by the end of the business day every other Monday. This time entry will be approved by your supervisor.

  
  Related videos:
  Workday Student Employees Training
  Time Entry (Student Employees on Mobile)
  Requesting Sick Time (Student Employees on Mobile)

   

  Enter Time

  Correct or Delete a Time Entry

  Request Sick Time

  Student Supervisors: Approve Student Time

  This job aid provides an overview of how to review and approve student time entry submissions.  Student employees enter time in and out for each shift worked. It is recommended that time should be entered at the end of each shift by the student employee.  It is the supervisor’s responsibility to approve time entry submission prior to close of the payroll cutoff. Please refer to the payroll calendars for deadlines.

   

   

  Review/Approve Time for Multiple Workers

  Approve, Send Back or Deny Submitted Time (Individual Worker)

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  Expenses

  Job AidTopics and Tasks Covered

  Create and Manage Expense Reports
  This job aid provides you with an overview of how to create, submit, edit and cancel expense reports. Expense reports are required to obtain reimbursement for out of pocket expenses and to reconcile corporate travel card charges incurred on behalf of Hamilton College.

  Related Videos:
  Add Mileage Reimbursement to an Expense Report

  Create and Edit an Expense Report

  Itemizing Expenses (Split Accounts)

  Check on Expense Report Status

             

  Faculty Expense Reports - HART Funds & Individual Funds
  This job aid provides faculty with the steps to create an expense report for reimbursement using HART Funds, Startup Funds, and Individual Funds; endowment (fund source) for your professorship, FTSA, Bristol, DiG, PostDocs, Pedagogical summer awards, etc.

  Create Expense Report

  Faculty Expense Items

  Add Expense Lines

  Submit a Comment 

  Create and Manage Spend Authorization
  This job aid provides you an overview of how to create and manage Spend Authorizations for travel and cash advances. A Spend Authorization is a Workday business process that gathers pre-approval for anticipated expenses for business related travel. An approved spend authorization is required when completing an expense report to be reimbursed for cash advances. All other expense items do not require a spend authorization. Cash Advances require an approved Spend Authorization.

  Create, Edit, and Cancel Spend Authorization

          

  Request Cash Advance
  This job aid provides an overview of how to request a cash advance in Workday. 

  Process to Request a Cash Advance

  Cost Center Look Up and Crosswalk
  In the move to Workday, some cost centers have been “retyped” as Clubs, Projects, Initiatives, Gifts, Grants, Startup Funds etc. This tool will help you look up a legacy (Pre-Workday) Cost Center by Cost Center ID (numeric code) or by description (name) to determine what the cost center is in Workday.

  Cost Center Lookup Tool

  Cost Center Crosswalk

  Workday Financials

  Colleague to Workday Accounts

  Create Supplier Request
  This job aid provides you an overview of how to request that a supplier be added to the list of suppliers set up in Workday for selection when making purchases, receipts, etc. Complete as much information about the supplier as you know. If you have a W9, quote, or additional documents, include these as attachments.

  Request that a supplier be added to the list of suppliers

  Supplier Invoices
  This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment.
  
  Invoices record purchase events and create liability. Supplier invoices use data that you enter or default from a purchase order, receipt, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance.

  Note: Hamilton Employees will use the Expense Report for out of pocket reimbursements.

  Note: Payment requests under $1500 for external individuals must use the Request Invoice without a P.O. task. This replaces the check request and invoice payment forms for external payees.

  Examples of external payees:

  Honorariums

  Athletic official payments

  Guest speakers

  Medical services

  Consulting

  External reimbursements

  Goods or services without a purchase order

  Request Invoice without a Purchase Order (P.O.)

  View Supplier Invoice Requests

  Actions to Take on Supplier Invoice Request

  Request a Supplier Invoice with a P.O.

  Corporate Travel Card Reconciliation
  This job aid provides an overview of how to reconcile the Key Bank Corporate Travel Card Transactions.  The reconciliation of credit card transactions is done through Workday with an Expense Report.

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  Purchasing (Procurement)

  Job AidTopics and Tasks Covered

  Purchasing Application - Overview
  This guide provides an overview of the Purchases Application and the tasks and reports available to end users within that application.

  Purchases app overview

  Create and Manage Purchase Requisitions For Goods & Services
  This job aid provides you an overview of how to create and manage purchase requisitions for Goods and Services in Workday.

  Create Requisition

  Request Non-Catalog Items

  Connect to Supplier Website

  Request using Add from Templates and Requisition

  Check Out

  Request For Goods

  Request For Services

  Split Costs

  View and Edit Requisitions

  Create Receipt for Goods Received
  This job aid provides you an overview of how to create a receipt when you have received items ordered and paid for using a Hamilton budget.

  Locate the P.O. Number for the Goods Received

  Create Receipt

  Create Receipt: All Items Received

  Create Receipt: Order Partially Received

  What Happens Next

  Create Receipt Adjustment

  Cost Center Look Up and Crosswalk
  In the move to Workday, some cost centers have been “retyped” as Clubs, Projects, Initiatives, Gifts, Grants, Startup Funds etc. This tool will help you look up a legacy (Pre-Workday) Cost Center by Cost Center ID (numeric code) or by description (name) to determine what the cost center is in Workday.

  Cost Center Lookup Tool

  Cost Center Crosswalk

  Workday Financials

  Colleague to Workday Accounts

  Create Supplier Request
  This job aid provides you an overview of how to request that a supplier be added to the list of suppliers set up in Workday for selection when making purchases, receipts, etc. Complete as much information about the supplier as you know. If you have a W9, quote, or additional documents, include these as attachments.

  Request that a supplier be added to the list of suppliers

  Supplier Invoices
  This job aid provides you an overview of how to submit a supplier invoice for payment for invoices that have an associated purchase order and how to submit a supplier invoice when the purchase does NOT have a purchase order - please ensure you are choosing the correct method to submit an invoice for payment.

  Supplier invoices use data that you enter or default from a purchase order, receipt, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance.

  Note: Hamilton Employees will use the Expense Report for out of pocket reimbursements.

  Note: All payment requests to external individuals under $1500 must use the Request Invoice without a P.O. task. This replaces the check request and invoice payment forms for external payees.  If the payment is over $1500, you must request a Purchase Order.

  Examples of external payees:

  Honorariums

  Athletic official payments

  Guest speakers

  Medical services

  Consulting

  External reimbursements

  Goods or services without a purchase order

  Request Invoice without a Purchase Order (P.O.)

  View Supplier Invoice Requests

  Actions to Take on Supplier Invoice Request

  Request a Supplier Invoice with a P.O.

  Manage Procurement Card Transactions
  This job aid provides you with an overview of how to view and verify your procurement card transactions.

  View Procurement Card Transactions (not in the verification process)

  Verify Procurement Card Transactions

  Select Transactions to Verify

  Complete Transaction Details

  Split Costs

  Verify Multiple Procurement Card Transactions

  “Saved for Later” Transactions

  View Procurement Card Transaction Verifications

  Supplier Punchout Returns
  This job aid outlines the steps on how to start a return for a purchase from the Supplier websites for W.B. Mason, Amazon, and Grainger.

  W.B. Mason

  Amazon

  Grainger

  Budgets

   

  Budget Reports
  This guide provides you an overview of how to review the budget report in Workday.  This report is available for users with the following roles: Cost Center Managers, Alternate Cost Center Managers, Cost Center Financial Analysts, Imitative Managers, Alternate Initiative Managers, Initiative Analysts.

  Create Accounting Journal (GL Transfer)
  This guide provides you an overview of how to create a journal event. Workday will automatically post transactions to the correct journals based on the Account Posting Rules configured. This task replaces the old GL Transfer form.  Access to this task is limited to Cost Center Managers and Department Accountants

   

  Create Journal

  Journal Entry Lines

  Attachments (Required)

  View or Edit a Journal (Saved for Later)

  ocurement Card Transactions (not in the verification process)
• Verify Procurement Card Transactions
  • Select Transactions to Verify
  • Complete Transaction Details
  • Split Costs
  • Verify Multiple Procurement Card Transactions
  • “Saved for Later” Transactions
• View Procurement Card Transaction Verifications

• W.B. Mason
• Amazon
• Grainger

Budgets

Create Accounting Journal (GL Transfer)
This guide provides you an overview of how to create a journal event. Workday will automatically post transactions to the correct journals based on the Account Posting Rules configured. This task replaces the old GL Transfer form.  Access to this task is limited to Cost Center Managers and Department Accountants

• Create Journal
• Journal Entry Lines
• Attachments (Required)
• View or Edit a Journal (Saved for Later)