Workday Employee User Guide

    

 

 

    

  Employee

 

Getting Started: Home Page and Navigation

Navigate the Home Page Configure Worklets
The Workday Home page displays worklets that provide access to
tasks and reports. Because the Home page is highly configurable, Additional worklets can be added to your Home page, if allowed by
your organization may display different worklets. 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.

   

Your screens and processes may vary from those described here.  
1
 
 

  Use Related Actions and the Profile Icon

Error and Alert Messages The Profile icon contains links to the Home page, dashboards, and
Error and alert messages display in the upper right-hand section of documentation (if configured).
the page. They typically identify a specific field or fields where
information is missing, entered incorrectly, or in conflict with a rule The Related Actions icon displays next to an object when there
established by your organization.
are actions relevant to the object. For example, the Related Actions
Errors prevent you from completing a task until the error is fixed.
icon next to your name accesses tasks and data pertaining to your
Alerts notify you of potential problems on a page, but do not prevent
the task from being completed. 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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  Employee

Getting Started: Modify Your Personal Information

Access Your Worker Profile Page Change Your Legal or Preferred Name
1. Click your Profile Icon > View Profile. Your Worker Profile page
9. Click the Related Actions icon next to your name.
displays.
Add or Change Your Contact Information 10.Select Personal Data > Change My Legal Name.
Click the Contact tab.
2. Click Edit. Enter or modify any information. 11.Enter your new information, including any required information.
3. Click Submit.
Add or Change Emergency Contacts 12.Click Submit.
1. Click the Contact tab.
2. Click the Emergency Contacts link. 13.Click To Do to submit proof of name change or Done to submit
3. Click Edit. Enter or modify your emergency contacts. later.
4. Click Submit.
Add or Change Your Personal Information Add or Change Your Photo

AA 14.Click the Related Actions icon next to your name.

5. Click the Personal tab. The Personal Information link is selected. 15.Select Personal Data > Change My Photo.
6. Click Edit.
7. Click the Edit icon to change existing information, or the Plus 16.Click the Attachment button to locate and upload your image.

icon to add new information. You can also click a field to open 17.Click Submit.
it for editing.
8. 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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  Employee

Getting Started: Identify Your Place in the Organization

Locate Your Place in the Organization Locate Your Organization
Workday displays the reporting structure of your department. This From the Home page:
can help you understand your place within the organization. 22.Click your Profile Icon > View Profile
From the Home page: 23.Click the Job tab.
19.Click your Profile Icon > View Profile. 24.Click the Organizations link. Information about the organizations
20.Click the Job tab.
21.Click the Management Chain link. Information about your you belong to displays.

management chain displays.  
 
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  Employee

  

Getting Started: Manage Your Benefits

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.

This job aid covers generic events. Your View Existing Benefit Elections
company will define the steps you take to From the Benefits worklet:
accomplish some of these objectives. Contact 1. Click Benefit Elections.
your HR or Benefits Representative if you have 2. Review your benefit elections and costs.
any questions.

Report a Coverage Change Event

From the Benefits worklet:

Click Benefits. 3. Click the Related Actions icon next to your name to make
changes.

Select the Benefit Event Type. 4. Select Benefits > Change Benefits.

Click the Calendar icon to enter the date for the life event 5. Make any permitted changes and click Submit.
change.

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View Dependents’ Benefit Elections Manage Beneficiaries
From the Benefits worklet: From the Benefits worklet:
1. Click Dependents. 1. Click Beneficiaries.
Review your existing dependents and their benefit plan coverage. 2. View existing beneficiaries for enrollment benefit plans, or modify

Manage Dependents the existing information by clicking Edit.
From the Benefits worklet: 3. Click Add to add a new beneficiary. The Add Beneficiary page
1. Click Dependents.
Click Add. displays.
Click the Edit icon or click in the field to modify. Required fields 4. Click the button for Existing Dependent or Emergency Contact,

are denoted by red asterisks. New Person as Beneficiary, or New Trust as Beneficiary.
Click the Plus icon to add new information. 5. Click OK
Click Submit. 6. Enter all required information denoted by an asterisk.
7. Click OK.
Once you add an additional dependent, you may need to 8. Click Done.
update your Federal Tax elections, as well as your
Benefit elections. Click the Skip button if you want to do Once you add an additional beneficiary, you may
this later. need to update your Benefit elections.

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  Employee

Getting Started: Using Your Inbox

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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Step 3 Paste URL copied in Step 1 and click Next 
Create a Workday Shortcut on Your Desktop 

Step 1 Access the Workday Login from the Workday website. 

Copy the URL by  Paste URL that you copied in Step 
highlighting the URL  1 then click the Next button. 
then right click and click 
 
Copy  Step 4 Type Workday in the Type a name for this shortcut field then click the 
Finish button. 
Step 2 Go to your desktop   
Right click on your desktop screen, Click New then Click Shortcut 
Enter Workday in the shortcut 
name field then Click the Finish 

button

 
You will now have a shortcut to Workday on your desktop. 

 

  

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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

Enter Required Information 

Click 
OK 

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Review the Account Information then click Done   

Click Done 
 
Click the Workday Icon to return to Home page 

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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 

Update Button   
   
The Company will be Suffolk University and should prepopulate.  Enter the Effective Date of this change then click OK. 

Enter Effective Date 

Click OK 

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Fill out the W‐4 Data (all Items marked with * are required) then click OK 

Click OK
 

The request has been submitted to HR for approval.  Click the Workday Icon to return to your Home page. 

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