Job Aids
Job Aids provide detailed step-by-step instructions and screenshots to help you navigate and complete various functions within Workday.
Workday Job Aids
This page includes a list of Job Aids to help get you started in Workday. Job aids provide step-by-step instructions with screenshots of particular tasks in Workday.
Use the links below to navigate directly to different Job Aid categories, or use your browser's search function (ctrl + F, cmd + F) to search for keywords of your inquiry.
Categories
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Select a category above to filter.
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Basics of Workday - All Employees
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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 -
This job aid provides you with instructions on how to view and modify your personal information in Workday.
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This job aid demonstrates how to download and access the Workday Mobile application across devices.
Related Videos: Set Up Workday Mobile
Time Tracking & Time Off
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This job aid will assist hourly employees in entering time worked into Workday desktop.
Related Videos:
Time Entry (Full-Time, Hourly Staff on Desktop)
Time Entry (Part-Time, Hourly Staff on Desktop) -
This job aid will assist you in managing time off requests and reporting time off in Workday desktop.
Related videos:
Requesting Time Off (Hourly Employees on Desktop) -
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.
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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. It is the employee’s responsibility to make sure the time entry is an accurate reflection on the hours worked. Time off from work needs to be requested and reported separately from the time entry using the absence calendar.
Related videos:
Time Entry (Full-Time, Hourly Staff on Mobile)
Time Entry (Part-Time, Hourly Staff on Mobile)
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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.
Human Resources
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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.
Payroll
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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.
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This job aid provides you with step-by-step instructions to view and print your payslips.
Related Videos:
Payslips and Payment Elections (Desktop)
Payslips and Payment Elections (Mobile)
Managers
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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 -
Manage Team Time Off (Absences)
This job aid provides you an overview of how to manage your team’s absences. In this guide, you will learn to approve absences, view your team’s absences, enter absences and correct time off for direct reports.
Related Videos:
Manager Basics Training -
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).
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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.
Related Videos:
Managing Team Time Tutorial Video
Manager Basics Training
Student Employment
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Time Entry & Time Off- 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 Summer Student Employees Training
Time Entry (Student Employees on Desktop)
Requesting Sick Time (Student Employees on Desktop) -
Time Entry and Time Off (Mobile for Students)
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 Summer Student Employees Training
Requesting Sick Time (Student Employees on Mobile)
Time Entry (Student Employees on Mobile) -
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.
Expenses
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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.
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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 and the travel expense items listed below. All other expense items do not require a spend authorization.
Expense Items that require an approved Spend Authorization:
- Cash Advances
- Airfare - Domestic & Foreign Travel
- Car Rental - Domestic & Foreign Travel
- Lodging - Domestic & Foreign Travel
- Train - Foreign & Domestic Travel
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This job aid provides an overview of how to request a cash advance in Workday.
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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.
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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.
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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: All payment requests to external individuals must use the Request Invoice without a P.O. task. This replaces the check request and invoice payment forms.
Examples of external payees: Honorariums, official payments, guest speakers, medical services, consulting, external reimbursements, goods or services without a purchase order.
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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.
Purchasing (Procurement)
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Purchasing Application - Overview
This guide provides an overview of the Purchases Application and the tasks and reports available to end users within that application.
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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.
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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.
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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.
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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.
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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: All payment requests to external individuals must use the Request Invoice without a P.O. task. This replaces the
Examples of external payees: Honorariums, official payments, guest speakers, medical services, consulting, external reimbursements, goods or services without a purchase order.
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Manage Procurement Card Transactions
This job aid provides you an overview of how to view and verify your procurement card transactions.
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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.
Budgets
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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.
Workday Basics
Job Aid | Topics and Tasks Covered |
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Getting Started in Workday Related Videos: |
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Manage Personal Information This job aid provides you with instructions on how to view and modify your personal information in Workday. |
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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. |
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Installing Workday Mobile Related Videos: |
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Time Tracking & Time Off
Job Aid | Topics and Tasks Covered |
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Time Entry Related Videos: |
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Request Time Off (Absences) Related videos: |
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Request Leave of Absence |
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Time Entry (Mobile) Related videos: |
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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. |
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Benefits
Job Aid | Topics and Tasks Covered |
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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. |
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Payroll
Job Aid | Topics and Tasks Covered |
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View and Manage Pay
Related Videos: |
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Managers
Job Aid | Topics and Tasks Covered |
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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.
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Manage Team Time Off (Absences) Related Videos:
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Delegations This was known as a proxy/proxying in Colleague Self Service. Related Videos: |
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Manage Team Time |
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Student Employment
Job Aid | Topics and Tasks Covered |
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Time Entry & Time Off for Students
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Time Entry & Time Off for Students (Mobile)
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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.
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Expenses
Job Aid | Topics and Tasks Covered |
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Create and Manage Expense Reports Related Videos: |
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Faculty Expense Reports - HART Funds & Individual Funds |
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Create and Manage Spend Authorization Expense Items that require an approved Spend Authorization:
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Request Cash Advance |
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Cost Center Look Up and Crosswalk |
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Create Supplier Request |
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Supplier Invoices Note: Hamilton Employees will use the Expense Report for out of pocket reimbursements. Note: All payment requests to 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:
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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. |
Purchasing (Procurement)
Job Aid | Topics and Tasks Covered |
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Purchasing Application - Overview |
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Create and Manage Purchase Requisitions For Goods & Services |
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Create Receipt for Goods Received |
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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. |
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Create Supplier Request |
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Supplier Invoices 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 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:
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Manage Procurement Card Transactions |
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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. |
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Budgets |
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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. |