Employee Training Guide. Workday V 26.3

Transcription

1 Employee Training Guide Workday V 26.3

2 Table of Contents Basic Workday Navigation Welcome to Workday 3 Accessing Workday. 4 Workday Icon Glossary. 5 Workday Terms Glossary. 7 Sign Out of Workday. 9 Navigate the Home Page 10 Use Workday on Mobile Device Add Worklets to the Home Page.. 12 Change Your Workday Password. 13 Personal Information Change Personal Information.. 14 Change Contact Information. 15 Change Emergency Contacts 16 Change Legal Information.. 17 Change Preferred Name.. 18 Change Workday Profile Picture.. 19 Add Worker Documents.. 20 Compensation Change Payment Elections. 21 Change Withholding Elections.. 22 View Payslips. 23 Absence Tracking View Time Off Balance.. 24 Request Time Off. 25 Correct a Time Off Request Cancel an Unapproved Time Off Request. 27 Cancel an Approved Time Off Request.. 28 View the Status of a Time Off Request.. 29 Request a Leave of Absence.. 30 Time-Keeping Clock In. 31 Clock Out. 32 Submit Time for Approval 33 View Timesheets. 34 Onboarding Employee Onboarding: Overview 35 Employee Onboarding: Edit Government IDs 36 Employee Onboarding: Complete Federal Withholding Elections 37 Employee Onboarding: Enter Personal/Contact Information. 38 Employee Onboarding: Change Emergency Contacts 39 Employee Onboarding: Review Documents 40 Employee Onboarding: Complete I-9 Form. 41 Employee Onboarding: Add Payment Elections 42 Employee Onboarding: Add Dependents T r a i n i n g G u i d e

3 Welcome to Workday! Workday is a web-based self-service application that offers a wide array of features and allows employees to access, view and edit their personal information. With Workday, employees can view their pay stubs, elect and view benefits, search and locate other employees in the company, time in and out of work, and request time off all from one place! Employees can access Workday from any computer with Internet access through a supported browser (ex. Google Chrome). *Older versions of Internet Explorer may not be supported. You can access Workday at: If you have any questions or issues while using Workday, please contact workdaysupport@rrts.com and include a screen shot and description of the issue. 3 T r a i n i n g G u i d e

4 Accessing Workday In order to log in to Workday, a username and password is required. Username: Employee ID number Password: Temporary password provided in Your Username is your Employee ID, which is a 6-digit number you should have received in an regarding your Workday access. In addition to receiving it in their , employees hired after 1/1/2017 will also receive their ID number on their first day of employment. Your password is a randomly generated password included in your regarding Workday access. Upon logging in for the first time, the system will prompt you to change your password. New passwords must be at least 8 characters in length and must include at least one or more of each of the following: o Alphabetic characters o Uppercase characters o Lowercase characters o Arabic numerals 0 9 Passwords can be reset by contacting your HR staff/security Partner at your local location or contacting Workday Support. WorkdaySupport@rrts.com For instructions on how to change your password in the future, please refer to page 13 4 T r a i n i n g G u i d e

5 Workday Icon Glossary Icon Description Workday Dashboard: is the landing page you see when you first log into Workday. It is comprised of Worklets. Workday Icon: is located in the top, center of the home page. Clicking here will refresh your dashboard. Home Icon: is located on top, left side of screen. Click here to return to your dashboard. Worklet: is an Icon located on the landing page used to provide quick access to perform tasks. Actions/Related Actions: Allows you to perform a related action on a particular object (employee, process, etc.) from any location. Search Bar: Allows you to search for an employee, business process, report, or organization. Plus Sign: Usually located in the middle of the page on the left or right of a box. Use this button to add/upload documents. Red Asterisk: Indicates a required field Delete: Click to delete a row or a value Attachments: Indicates where you can upload a document Calendar: Opens up calendar to assist you in selecting a date Filter: Click to narrow the data results based on selected criteria Edit: Click to enter or edit information in the field. Down Arrow: Click to show a drop down list. Prompt: A list of values that are valid for a field. Print: Print webpage 5 T r a i n i n g G u i d e

6 Process Successfully Completed: Indicates when a business process has been successfully completed Process Canceled: Indicates that a process has been canceled or denied Settings: Used to access configuration/additional options on a specific screen Export to Excel: If this symbol is located at the top of the page, all content will be exported; if this symbol is located on a section of a page, only that section will be exported. 6 T r a i n i n g G u i d e

7 Term Action Approve Awaiting Action Benefit Event Business Process Business Title Cancel (Business Process) Check In Check Out Correct (Business Process) Cost Center Dashboard (Landing Page) Delegation Deny Event Inbox Initiation Step Job Family Job Profile Workday Terms Glossary Definition A transaction within Workday (ex: hire, rehire, termination, onboarding, send back, deny). Indicates that a task in a business process can t proceed due to the approval by a designated participant. When an action is approved, it is an indication that a Manager has reviewed and approved a proposed action. A business process task waiting for someone to act upon it (e.g. approve, send back, or deny). An event in the employee's life that gives the employee the opportunity to change benefit elections. These include staffing changes and "life events" such as getting married or having a child. The set of tasks that need to be completed for an event to occur, the order in which they must be done, and who must do them. Title created by the department or Supervisory Organization and is used to describe the person's position and responsibility. An employee may have a different title, but share the same job profile and/or job family with other employees. Stops the business process in progress and reverses any changes made to Workday data. The action of an hourly employee starting to accrue time worked. This is synonymous with punching in or clocking in, and requires the employee to log in a click Check In under Time. The action of an hourly employee stopping time accrued. This is synonymous with punching out or clocking out, and requires the employee to log in a click Check Out under Time. Changing a specification or data in the workflow while in progress. It is also a securable action in a business process security policy Cost Centers are used to track the financial impact of human resources transactions. The home page that houses a user s worklets. A user can request a task assigned to you be delegated to another user with the appropriate access and permissions. Designated people in the business process can deny a step, meaning the business process is not authorized to proceed to the next step. In some cases, the entire business process may be terminated and all Workday data restored to its state before the business process started. A transaction that occurs within your organization, such as hiring or terminating an employee. Contains a list of actions that you need to act on. You will need to go into your Workday Inbox often, if not daily depending on your role in the system. An initiation step is the first step of a business process. A grouping of similar job profiles. Job families are only assigned for dock workers and freight handlers. Defines generic features and characteristics such as company insider type, and pay rate type of a job. 7 T r a i n i n g G u i d e

8 Manager Chain Notification Open Enrollment Payment Election Position Pre-hire Related Actions Rescind (Business Process) Roles Security Group Send Back Supervisory Organization Task Tenant To-Dos Work Flow Worklet Some business processes require an approval by manager chain, which typically includes a manager and a manager s manager, though it may go above that level in certain business processes. Messages informing you of a completed business process. A type of enrollment event that requires employees to actively log in and elect or waive a benefit plan. An open enrollment event applies to the entire organization. Another word for direct deposit information A unique seat within a supervisory organization. An open position is needed in order for a person to be hired. A candidate or terminated employee who is still eligible for hire. This person is available to be hired. A button (rectangle with three dots_ that allows you to perform a related action on a particular object (employee, process, etc.) from any location. Cancels a completed business process and reverses all changes made to Workday data. Roles define a group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization. A security group is a collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group. Indication that a Manager is not approving the action as submitted, and changes to the action must be made before it is approved. The action contains notes which that indicate corrections/changes to the actions that must be completed. The action can then be re-submitted for approval. An organization for a group of workers that report directly to one manager. A business process step that must be completed. For example, steps in a business process trigger task alert notifications. Company s version of Workday. Reminders to do something outside the system. They may be part of the business process and have to be marked complete before workflow will go to the next step. Defines who can perform each task in a business process and provides a routing mechanism to move the task from one user to another. An icon found on the home page of Workday. They provide easy access to tasks and information used on a regular basis (ex. My Team, Anniversaries, Birthdays, Personal Information, Pay and Expenses) Worklets are configurable and moveable. 8 T r a i n i n g G u i d e

9 Sign Out of Workday 1. Click your name on the upper right corner 2. Select [Sign Out] at the bottom of the list It is crucial that you sign out of Workday when you are not using it to protect your information from being accessed by others 9 T r a i n i n g G u i d e

10 Navigate the Home Page 10 T r a i n i n g G u i d e

11 Use Workday on Mobile Device 1. Visit the App store (Apple App Store/Google Play Store) a. Search [Workday] in the search bar b. Download the Workday app 2. Once downloaded, click on the Workday app icon to open it 3. Open the app, and you will be prompted to enter the tenant a. Enter [rrts] into the Tenant field b. Click [Submit] 4. Enter your Username & Password a. Click [Sign In] 11 T r a i n i n g G u i d e

12 Add Worklets to the Home Page 1. On the home page, click the Gear 2. Click the Plus Sign to add a new worklet 3. In the new box, search or select a worklet from the options 4. Click [OK] 12 T r a i n i n g G u i d e

13 Change Your Workday Password 1. Click your name on the right upper corner 2. Select [My Account] at the bottom of the list 3. Select [Change Password] 4. Enter Current Password 5. Enter New Password 6. Verify New Password by entering it in again 7. Click [OK] Your password must be different than the last 4 passwords You must use a minimum of 8 characters, and must include alphabetic characters, uppercase and lower case characters, and numbers 13 T r a i n i n g G u i d e

14 Change Personal Information 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Personal Information] 3. Click [Edit] 4. Click the edit icon next any sections you want to change. This process will route to the HR Partner for approval 5. Click [Add] next to any of the rows to add additional information 6. Click [Submit] before leaving the page 7. It will be submitted to the HR partner for approval 14 T r a i n i n g G u i d e

15 Change Contact Information 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Contact Information] 3. Click [Edit] 4. Click the edit icon next any sections you want to change. Enter the complete address and/or phone number Specify the type of phone number (mobile, pager, etc.) This process will route to the HR Partner for approval 5. Click [Add] next to any of the rows to add additional information 6. Click [Submit] before leaving the page 7. You will get a message indicating that you successfully submitted the task 8. It will be submitted to the HR partner for approval 15 T r a i n i n g G u i d e

16 Change Emergency Contacts 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Emergency Contacts] 3. Click [Edit] 4. Click the edit icon next any sections you want to change. 5. Click [Add] next to any of the rows to add additional information A contact s legal name and relationship are needed One piece of contact information is needed for each new emergency contact added 6. Click [Submit] before leaving the page 7. You will get a message indicating that you successfully submitted the task 8. It will be submitted to the HR partner for approval 16 T r a i n i n g G u i d e

17 Change Legal Name 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Legal Name] 3. Enter first and last name into corresponding fields 4. Attach a picture or copy of your Social Security Card as proof for the name change by clicking the [Select files] button or dragging the file to the area to add the attachment 5. Click [Submit] before leaving the page 6. It will be submitted to the HR partner for approval This process will route to the HR Partner for approval A copy or picture of your Social Security Card is required to submit the name change 17 T r a i n i n g G u i d e

18 Change Perferred Name 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Preferred Name] 3. Deselect the box next to Use Legal Name as Preferred Name 4. Enter preferred name first into the corresponding fields 5. Click [Submit] before leaving the page This process will change the display name on your Workday Account Both the legal and preferred name will be searchable through Workday 18 T r a i n i n g G u i d e

19 1. Click on the [Personal Information] worklet 2. Under the Change section, click on [Photo] 3. Select a photo from files or drag the photo file into the grey area 4. Click [Submit] Change Workday Profile Picture 5. Picture will be routed to HR Partner for approval When selecting a picture, please choose a clear picture of your face so it makes it easy for other employees to recognize you Please refrain from submitting photos of anything other than your face. Pictures of your pets, vehicles, children, or inanimate objects will not be allowed All photos will be sent to an HR Partner for approval 19 T r a i n i n g G u i d e

20 Add Worker Documents 1. Click on the [Personal Information] worklet 2. Under the View section, a. Click on More b. Click on Worker Documents 3. Click [Add] and use the Drag and Drop feature or click [Select Files] 4. Select the Document Category using the Prompt icon 5. Click [Upload] 6. Click [OK] when complete Each document that is uploaded will need to have a category assigned 20 T r a i n i n g G u i d e

21 Change Payment Elections 1. Click the Pay Worklet 2. Click [Payment Elections] under the Actions column 3. Click [Edit] a. Make any changes to your account information and payment elections by using the [Change Account], [Delete Account], [Add Account], [Change Election], [Add Election] buttons 4. When you are finished, click [Submit] Split account(s) should be listed at the top Use the radio button for the account that will receive remaining funds. Do not use percent for single account deposits Accounts cannot be deleted until the payment elections are changed 21 T r a i n i n g G u i d e

22 Change Withholding Elections 1. Click the Pay Worklet 2. Click [Withholding Elections] under the Actions column 3. Click [Edit] a. Click the appropriate tab for information you want to update b. [Update] to change the information c. Click [OK] d. Make any necessary changes e. Click the box next to I Agree (if applicable) to certify that the changes are correct f. Click [OK] submit the form to payroll Important note: Any questions on withholding elections should be directed to the payroll team, (414) or RRTS-Payroll @rrts.com 22 T r a i n i n g G u i d e

23 View Payslips 1. Click the Pay Worklet 2. Click [Payslips] under the Actions column 3. Click [View] next to the payslip you would like to see You can print the payslips by clicking the [Print] button Print multiple payslips by clicking [Print Multiple Payslips] 23 T r a i n i n g G u i d e

24 Clock In 1. Click on the Time worklet 2. Click [Check In] under the Time Clock Section 3. Click [OK] 4. Click [Done] 5. Log out of your Workday account if you are done All hourly employees will be required to document their time at work by using Workday s Check In & Check Out feature When you are clocked in, it will show a green check mark and state the time you checked in under the Time Clock section 24 T r a i n i n g G u i d e

25 Clock Out 1. Click on the Time worklet 2. Click [Check Out] under the Time Clock Section 3. Select the reason 4. Click [OK] 5. Click [Done] 6. Log out of your Workday Account if you are done All hourly employees will be required to document their time at work by using Workday s Check In & Check Out feature When you clock out, you will have the option to view your calendar, which is where you will need to go to submit your time for approval 25 T r a i n i n g G u i d e

26 Submit Time for Approval 1. Click on the Time icon 2. Click [This Week] under the Enter Time Section 3. Review your time to ensure it is accurate 4. When you are sure it is correct, click [Submit] 5. Review your time again before clicking [Submit] All hourly employees will be required to submit their time at the end of the week for approval by a manager or time-keeper If you have any unmatched punches, you will need to notify your manager or time-keeper to correct it There are a few different ways to access your calendar to submit your time for approval o When you clock out for the last time in the week, you can click [View Calendar] and click [Submit] or you can follow the instructions displayed above. When you click Submit for the final time, you are certifying that your time is correct 26 T r a i n i n g G u i d e

27 View Timesheets 1. Click the Pay Worklet 2. Click [Timesheets] under the Actions column 3. You can view all of the timesheets recorded in Workday in the chart You can filter or export the timesheet list into Excel using the Excel or filter icons above the chart 27 T r a i n i n g G u i d e

28 View Time Off Balance 1. Click the Time Off worklet Employees with a PTO plan can view their available balance 2. Click [Time Off Balance] under the View Column 3. Change the date to reflect when you want to view your balance 4. Click [OK] to view balance 28 T r a i n i n g G u i d e

29 Request Time Off 1. Click the Time Off worklet 2. Click [Time Off] under the Request Column 3. On the calendar, click the day(s) you want to request off a. When selected, the day will be highlighted in light blue b. Click the green button at the bottom to request time off 4. Enter information about the request a. Use the Prompt icon to select the type of time off b. Enter the daily quantity 5. Add a supporting document if applicable by using the Drag and Drop feature or click [Select Files] 6. Click [Submit] when finished 7. The request will be submitted to your manager for approval When you request time off for jury duty, please attach the jury summons to the request The request will need to be approved by your manager You can calculate how much PTO you will accrue by changing the Balance as of date. Once submitted, the request will appear on your calendar with a grey check mark. Once approved, the checkmark will be green. All employees will see approved time off for their peers, but the reason will not be seen by peers. 29 T r a i n i n g G u i d e

30 1. Click the Time Off worklet Correct a Time Off Request 2. Click [Time Off Correction] under the Request Column 3. On the Calendar, click the time off request you wish to edit a. When editing the type of time off, enter zero in the Correction Requested Field b. Edit the type of time and the quantity 4. Click [Continue] 5. Click [Submit] when finished 6. The request will be submitted to your manager for approval Use the Time Off Correction when you want to change the date or details for your time off request The request will need to be approved before it can be edited. An unapproved request can only be deleted Once your time off request has been approved by your manager or Absence Partner, you cannot cancel the request in this way. Please see page 28 to Cancel an Approved Time Off Request The new request will need to be approved by your manager or Absence Partner 30 T r a i n i n g G u i d e

31 1. Click the Time Off worklet Cancel an Unapproved Time Off Request 2. Click [Time Off] under the Request column 3. On the calendar, click the time off request you wish to cancel a. Click [Cancel this request] 4. Review the request a. Enter a comment in the comment box b. Click [Submit] when finished c. Request is cancelled when you see Process Cancelled d. Click [Done] Any approved time off requests will need to be edited in a similar process; please see page 28 No approval will be needed for this process 31 T r a i n i n g G u i d e

32 1. Click the Time Off worklet Cancel an Approved Time Off Request 2. Click [Time Off] under the Request Column 3. On the Calendar, click the time off request you wish to cancel. 4. Change the daily quantity to 0 a. Enter a comment in the comment box b. Click [Continue] c. Click [Submit] when finished 5. Click [Submit] 6. Click [Done] The manager or Absence- Partner will need to approve the request in order for it to be removed from the employee s time off calendar 32 T r a i n i n g G u i d e

33 View the Status of a Time Off Request 1. Click the Time Off worklet 2. Click [My Time Off] under the View Column 3. You can view all of your time off requests and the status of each on the table 33 T r a i n i n g G u i d e

34 Request Leave of Absence 1. Click the Time Off Worklet 2. Click the [Leave of Absence] under the Request section 3. Enter the Last Day of Work and First Day of Leave 4. Enter the Estimated Last Day of Leave and select the Leave type from the options 5. Add any supporting documents that are required a. Click the Plus Sign i. Click [Attach] and select the appropriate document from your files The request will need to be approved before it can go into effect 34 T r a i n i n g G u i d e

35 Employee Onboarding: Overview 1. Login to Workday 2. Click [Let s Get Started] or click on Inbox Icon 3. Complete all of the items in inbox 4. After, additional steps associated with the Onboarding process will appear 5. Click [Submit] after you complete each task When a new employee is hired, there will be tasks waiting in his or her Workday Inbox to be completed as a part of onboarding There will be a few tasks that will be waiting in the inbox, including Edit Government IDs, Complete Federal Withholding Elections, Complete State Withholding Elections (if applicable) and Enter Personal/Contact Information After these are completed, the remaining steps will appear in the employee s inbox, including I-9, payment elections, document acknowledgements, emergency contacts, and benefit elections (if applicable) All onboarding tasks will need to be completed before you can elect your benefits (if eligible) 35 T r a i n i n g G u i d e

36 Employee Onboarding: Edit Government IDs 1. Click on the cloud icon on the right top corner a. Click [Inbox] Icon from the list 2. Complete all of the items in inbox, including Edit Government IDs 3. To complete this item, click on the [Edit Government IDs] item on the inbox list to open it a. Review the social security number and make any changes 4. Click [Submit] when you are finished An HR Partner should have already entered in your SSN Do NOT remove the social security number that has been entered If you need to make a change to the existing numbers entered, it will need to be approved by the HR Partner You can add additional IDs if you would like 36 T r a i n i n g G u i d e

37 Employee Onboarding: Complete Federal Withholding Elections 1. Click on the cloud icon on the right top corner a. Click [Inbox] Icon from the list 2. Complete all of the items in inbox, including Enter Complete Federal Withholding Elections 3. To complete this item, click on the [Complete Federal Withholding Elections] item on the inbox list to open it 4. Read it closely, and enter in your information a. If you would like to view the blank form, select [View Blank Form] to view it in another tab 5. Click the box next to I agree to certify that you agree with the information 6. Click [Submit] when you are finished State elections should be made via the Pay Worklet. Any questions on federal or state elections should be directed to the payroll team. You may update your withholding elections at any point in the future 37 T r a i n i n g G u i d e

38 Employee Onboarding: Enter Personal/Contact Information 1. Click on the cloud icon on the right top corner a. Click [Inbox] Icon from the list 2. Complete all of the items in inbox, including Enter Personal/Contact Information 3. To complete this item, click on the [Enter Personal/Contact Information] item on the inbox list to open it 4. Click the pencil icon to add or edit the information 5. Verify that your legal name is correct, and enter your gender, birthday (required), marital status, race/ethnicity, and contact information 6. Click [Submit] when you are finished After the first few onboarding tasks are submitted, the other onboarding steps will appear in your inbox. Click refresh to see the new steps 38 T r a i n i n g G u i d e

39 Employee Onboarding: Complete I-9 Form 1. Click on the cloud icon on the right top corner a. Click [Inbox] from the list 2. Complete all of the items in inbox, including Complete I-9 Form 3. To complete this item, click on the [Complete I-9 Form] item on the inbox list to open it 4. Read it closely, and enter in your information including your name, address, social security number (if applicable), additional names & select citizenship status a. If you would like to view the instructions, select [Form I-9 Instructions] to view it in another tab 5. Indicate if a translator assisted you in completing this form 6. Click the box at the bottom of the form next to I agree to certify that you agree with the information 7. Click [Submit] when you are finished 8. Please have your identification documents ready to present to the I-9 Representative responsible for completing the employer section of the I-9. A copy of identification(s) will be needed for the form Please remember to bring any appropriate identification documents to work with you for the I-9 form For information about the required documents, please view the Form I-9 Instructions on the Inbox task Information that has been entered into the system will prepopulate the form automatically. Review the information and make any necessary changes. If a preparer or translator assists with the completion of the document, please ensure he or she completes the designated section Please complete this document as soon as you can 39 T r a i n i n g G u i d e

40 Employee Onboarding: Add Payment Elections 1. Click on the cloud icon on the right top corner a. Click [Inbox] from the list 2. Complete all of the items in inbox, including Add Payment Elections 3. To complete this item, click on the [Add Payment Elections] item on the inbox list to open it 4. Click the green [Add Payment Elections] button 5. The payment type automatically defaults to direct deposit, but you can select a paper check from the options 6. Enter your bank account information, including the bank name, routing transit number, and account number if you desire to have direct deposit a. You can add up to 6 different bank accounts if you wish 7. Click [OK] 8. Click [Submit] when finished Split account(s) should be listed at the top and the account that will receive the balance should be listed last. Use the radio button for the account that will receive remaining funds. DO NOT use percent for single account deposits 40 T r a i n i n g G u i d e

41 Employee Onboarding: Review Documents 1. Click on the cloud icon on the right top corner a. Click [Inbox] Icon from the list 2. Complete all of the items in inbox, including Review Documents 3. To complete this item, click on the [Review Documents] item on the inbox list to open it 4. Click each file to read it and review it 5. Once you have read each file, click the box to acknowledge that you read it 6. Click [Submit] when you are finished You may have different documents to review, depending on which organization you belong to The documents can be found in your worker documents via the personal information worklet once you have clicked [Submit] 41 T r a i n i n g G u i d e

42 Employee Onboarding: Change Emergency Contacts 1. Click on the cloud icon on the right top corner a. Click [Inbox] from the list 2. Complete all of the items in inbox, including Change Emergency Contacts 3. To complete this item, click on the [Change Emergency Contacts] item on the inbox list to open it 4. Click the pencil icon to add or edit the information 5. Enter legal name, relationship, and at least one piece of contact information 6. Click [Add] at the bottom under Alternative Emergency Contacts to add an additional contact person 7. Click [Submit] when you are finished You can make changes or updates to your emergency contacts at any point in the future 42 T r a i n i n g G u i d e

43 Employee Onboarding: Add Dependents 1. If you are eligible and interested in electing benefits, you will be required to enter any dependents before you elect your benefits 2. You can add any dependents by clicking the [Dependents] button a. You will be routed to a different screen to enter dependents 3. Click [Submit] to remove the item from your Inbox Information about electing Benefits will be accessible in the Benefits Training Guide, which will be coming soon. 43 T r a i n i n g G u i d e