Issue 2

Welcome again to Workday Watch—a resource designed to keep you informed with timely updates and helpful insights. Each edition is shaped by the questions and feedback we receive through the Workday Support Portal. Whether you’re navigating new processes or seeking clarity on recent changes, Workday Watch aims to provide the guidance you need, when you need it most. 

Keeping your personal and contact information current in Workday is crucial—especially if you receive a paper check instead of direct deposit. To help you make updates quickly and accurately, we've created a dedicated job aid that walks you through each step. You can update your address, phone number, and other contact details directly from your user profile. This ensures your paycheck, benefits materials, and important notifications always reach you in a timely manner. Take a moment to review your information today and refer to the job aid for guidance if you need it. Your future self will thank you! 

If you think your security roles in Workday are incorrect, let us know!  

New Access: If you’re unable to access a Workday app, service, or feature you typically use, it may be due to missing or incorrect security roles.  Review the relevant Workday job aid, specify the most appropriate security role, and then follow the access request process outlined below.  

Already Have the Role: If you’ve already been granted the appropriate security role in Workday, but are still experiencing issues, please submit a Workday support ticket with specific details about the problem.  

Requesting Access: For audit and internal control purposes, all Workday security role changes must have approvals documented, just like Banner. Given that the financial accounting and HR organizational structure is different between Banner and Workday, the configuration was not a one-to-one match. Please follow these quick instructions to submit a security request for approval. Thank you! 

1. Visit https://workday.wm.edu and log in with your W&M SSO credentials 

2. In the search bar, type “create request”, select create request task 

3. Select “Workday Security Access Request” from the dropdown menu 

4. Complete the form with relevant details, as prompted 

If you’re unsure of what security access you already have, you can review access in Workday by searching on “My Roles” and reviewing the “My Supporting Roles” and “My Leadership Roles” reports.  

My Supporting Roles : View the organizations you support with organization roles, included members (such as workers and business sites), organization type and subtype, and organization roles you fulfill.  

My Leadership Roles: View the organizations you manage with organization roles, business site, organization type and subtype, and organization roles you fulfill.  

We’re pleased to share that three dedicated Travel & Expenses training sessions have already taken place. If you were unable to attend, a recording is now available online for your convenience.  

Additionally, Travel Office Hours are scheduled regularly, providing an opportunity to engage directly with experts, ask questions, and clarify any uncertainties you might have regarding travel processes in Workday. For dates, times, and details, please visit the Workday Events Calendar.  

 

We would like to reassure all employees that existing remote work agreements executed via DocuSign will remain in effect until we are able to configure Workday’s Flexible Work Arrangement functionality to align with compliance requirements. For the time being, new hires should continue to submit a remote work agreement through the existing process. 

During this transition, the project team is actively working together to disable automated email reminders regarding expired or soon-to-expire agreements. 

W&M and VIMS have updated their cash advance procedures to simplify financial processes and improve compliance. Employees must submit a Spend Authorization and a signed responsibility form in Workday, with specific advance timing requirements for travel and non-travel events. Advances must be reconciled within 60 days, and failure to do so could result in payroll deduction or tax implications. All policy details and contact information are available on the Workday website.

To enhance access to essential job aids and support ongoing improvements in our training resources, this document provides a clear outline identifying the specific job aids required for each process. 

Now that we have enabled email alerts in Workday, you may want to customize what you receive! This job aid will show you how you can enable or disable push notifications from Workday to a phone or email. 

There are several opportunities to attend Office Hours and Training on a variety of topics, including UHR, Travel & Expenses, and Journal Vouchers.

Viva Engage

Viva Engage is a feature in Microsoft Teams designed to facilitate peer support and knowledge sharing about Workday and other topics. You’ll find it in the left sidebar of Microsoft Teams, ready for you to explore. There are already some communities set up, but the Workday one will be where you go for all things Workday. We encourage you to collaborate with others using Workday, so we can build our institutional knowledge and navigate this change together.