Workday at Brandeis

Employees can use the absence application on their Workday homepage to request time off. A supervisor must approve the time off request. You can find instructions on how to request time off in the Manage Time Off Requests job aid.

Yes, there is a “View Balance” button that allows you to see available time off balances before you approve the time off request. It’s available in the absence request work item so you do not have to leave the task to review time available.

Once a supervisor has approved the absence request, you will see the deduction off your balance following the actual time off. For example, if you requested the 28th off on the 25th, the time would not be deducted from your balance until the 29th.

You can use the “view my balance” task in Workday to see how many hours you’ve accrued and taken on a specific date and it will include approved future time off.

Any HR, time or absence requests will go to your primary manager in Workday. Your primary manager can add another approver (such as another manager you report to). Your primary manager’s approval is all that’s required. Your absence request will appear on the time off and leave calendar for all your managers in Workday.

You can only carry a negative balance for vacation time. If you request a sick or personal day without any time accrued, Workday will not allow you to submit the request with that time type selected.

Anyone with an academic appointment can see their own historical, current, and future appointment(s) in Workday. The provost, dean of your academic unit, and other administrative personnel will be able to see academic appointments as well.

Track types differentiate appointees based on rank, eligibility for promotion, sabbatical programs, etc. into logical groupings such as tenure-line faculty, visiting faculty, postdoctoral scholars, etc.

An Identifier is a designation to indicate whether an academic appointment track is primary, dual, joint, administrative, etc.

The Primary identifier is the home department. Other academic appointment identifiers include Dual (additional appointments within the same school [e.g., appointments in Biology and Chemistry in Arts and Sciences]), and Joint (additional appointments across schools [e.g., Economics in Arts and Sciences and International Business School]).

Administrative appointments, such as, department/program chairs or deans, are indicated by the Administrative track type and identifier.

An association is used to identify a relationship with a school, department, or program that is not a formal appointment.

Academic affiliate records are created for visiting scholars, scientists, and researchers who are coming to Brandeis for academic purposes such as research or special use of Brandeis facilities and receive an academic appointment. Appointees may either be uncompensated (Courtesy) or paid a stipend (Visiting Scholar) for their appointment. Affiliate appointees are not considered employees of the University and do not receive benefits.

Courtesy appointees are members of the Brandeis community who are not paid, but who require a formal affiliation with Brandeis for an academic purpose such as research, special academic use of Brandeis facilities or other special arrangements. A faculty sponsor is required to supervise the appointee. You can learn more about courtesy appointments and the different types on the Office of Research Administration’s website. Courtesy appointments must be entered into Workday by the department sponsoring the appointment.

Workday requires all instructors of record assigned to a course to have an appointment. This includes graduate students as well as faculty. Job aids are available to guide you through the process.

New hires will receive instructions from HR about how to sign up for benefits. They’ll come as tasks in your Workday inbox. Faculty and staff have an opportunity to sign up for and/or change benefits once a year during open enrollment; that is also a Workday inbox task. If you need to sign up for benefits outside that period, you need to provide HR with a qualifying event to do so. Please review the HR website to determine if you have a qualifying event.

No. You can view and manage your contributions and investment provider elections on the Brandeis Retirement Planning website or by calling the Retirement Service Center at 800-343-0860. Instructions can be found in the Brandeis Retirement Planning Website Guide.

You can change your life insurance beneficiaries in the Benefits & Pay application. Once you’ve changed your beneficiaries, you can edit the personal information for your dependents and beneficiaries through the change beneficiaries task. If you choose “Change Beneficiaries” through the Benefits & Pay application, it will only update their personal information – it will not change your beneficiaries. You can follow these instructions on the Add, Update, Remove Beneficiaries from Plan job aid.

You can find the total cost of your benefits on your payslip. It will also be available in the Benefits & Pay application.

Yes. In order for you to access Workday, you will have to sign into Workday with your Brandeis username and password.

In addition, we use the two-factor authentication program Duo to secure Workday. Duo requires you to confirm your identity before you can access your Workday account. Learn more about Duo.

If you have any questions regarding reports that you think you should have access to, please open a help ticket or use the Brandeis Service Portal to request access. If you regularly use reports, you may search for your report by name in the Workday search bar or you can access them through the Financial Transactions and Summaries application.

Anyone who works on any sponsored project, whether federal or non-federal, must certify their effort or have it certified by the PI (Principal Investigator) or Designee. This includes faculty, academic staff, university staff, students, and postdoctoral trainees. The University applies the same standards for fiscal accountability to both federal and non-federal sponsored projects.

Yes, unless you are a student worker. The PI or someone else with suitable means of verification will certify for students.

The Effort Certification Reviewer is a key resource to the faculty and the department in the effort reporting process. Effort certification in Workday is a two-step process: 1) the effort report must be reviewed by the Effort Certification Reviewer, and 2) the faculty or staff member certifies the statement. The effort certification process is complete after the Reviewer submits the report and the faculty or staff member certifies/approves it in Workday.

Institutional base salary (IBS) is the annual compensation paid by Brandeis University for an employee's appointment, whether that individual's time is spent on research, instruction, administration, or service. Institutional base salary excludes any income that an individual is permitted to earn outside of duties for the employee’s Brandeis appointment. It may include salary paid from State funds, Grants or Contracts, Gifts and Endowments, and/or other Brandeis Funds.

The following types of activities can be charged to a sponsored project:

• Directing or participating in any aspect of research related to the specific project
• Writing a progress report for the project, sometimes called a continuation proposal
• Holding a meeting with lab staff to discuss the specific research project
• Activities contributing and similarly related to work under the agreement, including:
  • Participating in appropriate seminars
  • Consulting with colleagues about specific aspects of the project
  • Delivering special lectures about specific aspects of the ongoing activity
  • Attending a scientific conference held by an outside professional society to present research results
  • Reading scientific journals to keep up to date with the latest developments in one's field
  • Mentoring graduate students on the specific research project
  • Making an invention disclosure and some other activities related to pursuing intellectual property

The following cannot be charged to a sponsored project:

• Proposal-writing, except for non-competing continuations (progress reports); this includes:
  • Developing necessary data to support the proposal
  • Writing, editing and submitting proposals
• Administration, including service as a department chair or dean
• Instruction, office hours, counseling for students, and mentoring graduate students on something other than a specific research project
• Clinical activity, except patient care for an IRB-approved sponsored research activity
  Service on an IRB, IACUC, selection committee or other similar group
• Course or curriculum development not specific to the faculty member's research project
• Writing textbook chapters
• Fundraising
• Lobbying
• Work that falls outside the duties of your Brandeis appointment, such as:
  • Service as the primary editor of a journal
  • Peer review of manuscripts, regardless of whether compensation is received
  • Advisory activities for sponsors, including service on an NIH study section or NSF review panel, regardless of whether compensation is received

• Please check that you are in compliance for the following:
• That only effort provided to a specific project is charged to that project's grant. Please make sure that effort charged correlates to effort provided.
• That your effort cannot exceed 100% time. The system will not allow you to report more than 100% time, but please be cognizant always of your total effort and that it does not exceed 100%
• That the effort reported reasonably reflects your total activity for the period. Time not compensated for, by either sponsored or institutional funds, may not be included.
• That the effort reported encompasses both federally assisted and all other activities compensated on an integrated basis.
• That the reported effort complies with Brandeis accounting policies and practices, specifically the Effort Reporting Policy (pdf).
• That you are correctly reporting the distribution of your salary or wages for effort provided among specific activities or cost objectives, if you worked on more than one award or activity.

Yes. Grantees must maintain documentation supporting the personnel costs counted as cost share in the same manner it would for personnel costs charged to the grant.

Journal entries, supplier invoice adjustments, and payroll reclasses will be done through Workday.

The chart of accounts is referred to as the Foundation Data Model (FDM) in Workday.

To learn more about the FDM, visit the Financial Accounting & Reporting website.

Coupa (aka Marketplace+) is not going away for now. Expenses and procurement will continue to be processed through Coupa. Anything outside this, such as running budgets and reports, will be done through Workday.

You will continue to select values from 3 drop down selections within the Account/Billing section:

UNET ID: This will default from your user record

Chartstring: see below

Spend Category: Classification of type of purchase or expense (begin typing the name of the former Account Code description)

Cost Center is the term for department ID (or Dept ID) in Workday. Workday also allows you to search for cost centers by name, so if you just type in a key phrase (such as "Heller") all the cost centers with that phrase will come up so you can select the correct one. If you know your cost center number, use that and add CC before the number.

We're happy with what Coupa has been doing for Brandeis. As Workday continues to update its functionality, we may decide that Workday is a better fit than Coupa. Whatever decision is made, it will always be in the best interests of the university.

You can see this information on the Financial Accounting & Reporting website. It is updated regularly, so please check back if you think something has changes since you last accessed it.

A worktag is a label assigned to financial transactions in Workday to accurately categorize transaction. Grants, gifts & endowments, projects, programs, and funds are worktags.

An anchoring worktag is another name for balancing fund. When a journal entry hits two different funds, the fund used on the debit side needs to be added as a balancing fund.

As soon as the grant is set up in Workday, those with the ability to view the grant will be able to view it immediately.

Use the supplier invoice adjustment function to reclassify the accounting chargeline of an expense that came through accounts payable (e.g., invoice, PCard).

No. This is a journal entry.

Expense reimbursements are being adjusted through the supplier invoice adjustment function.

You can create a recurring journal template and edit that as necessary.

Users can find "saved for later" journal entries by using the "Find Journals by Organization" report. These are for journal entries that have been saved, but not submitted for review, and have at least one journal line with a cost center that you have access to. Once you find the entry in the report, click the entry. At the top left hand side next to the magnifying glass, there is a related actions icon (the with three dots); click on that and select the option to edit the journal.

The other cost center manager will only get an approval work item if the initiator designates them as an approver; it does not route automatically to the other cost center manager.

Sponsored Programs Accounting reviews all journal entries and invoice adjustments that contain grants. The PI is involved in the approval process when the expense reclass is over ninety days or $10K. Otherwise, the PI will be able to see any changes through grant reports.

All grant entries will route to the Sponsored Programs Accounting team to review. If the journal entry is reclassing expenses that are over ninety days or over $10K, it will require additional approvals from the PI and grant financial analyst.

You will still do this through Coupa (Marketplace+).

Workday allows you to search by name. If you don't know the number of a cost center, grant, fund, gift, etc., you can simply type in a key word (such as ITS or Heller or Biology) and all of the items with that key phrase will appear. You can select the appropriate one.

Supervisors can see emergency contact information and job details for their employees, but they can’t see information like direct deposits or beneficiaries.

A JM_Stu org means that student employees report to you (or to one of your direct reports); anyone with a JM_Stu org can initiate the hiring process for student employees that will report to them. JM orgs are “job managed” organizations; that means jobs are added and removed from their department as needed. JM organizations are temporary workers, per course hires, or contingent workers, etc. PM organizations are position managed organizations; that means the position stays in your org chart whether or not someone is currently filling that role.

It does matter. Temporary employees and contingent workers should always fall into the JM organizations. Employees whose position will always stay within your organization, regardless of the person in the position, should be hired in PM organizations. Check with HR if you’re unsure which org to use.

Contingent worker are consultants, contractors, agency temps, vendors or affiliates who need a Brandeis user name and access to Brandeis systems. They are not paid through University payroll and do not receive benefits from Brandeis. Visiting scholars, scientists, or researchers who are not receiving funding through University payroll should be created as Academic Affiliates with an academic appointment.

The compensation tab in your employee profile lists all your salary and benefit costs as well as historical compensation, while the pay tab lists your direct deposits, payslips, and tax withholding information.

A one-time payment in Workday is used for bonuses and incentive payments. Period Activity Pay is used for work performed outside your normal duties. Examples of PAP include additional payments for tutoring, course overload, work performed in another department and thesis advisors. Period activity pay is also used for per course hires, graduate students and certain types of scholars and postdoctoral candidates.

Costing allocations are funding sources for salaries and period activity pay. You can view how to update costing allocations in our training materials.

Yes. You can search for Workday in the iOS app store or the Google Play app store.

You can find detailed instructions on setting up the app here. When you log in for the first time, you will be prompted to enter your organization - type in Brandeis and you will be asked to enter your Brandeis credentials. You will need your Duo device to finish authentication.

Employees who enter time can enter their time worked in the app. Absences requests can be submitted through the app. Managers can approve requests. You can view your pay slips and your benefits. Basically, any basic self-service functions and/or approvals can be done in the app.

You are not. Brandeis is not requiring people to download the app on their personal devices.

The app itself is less than 150MB of data.

Student jobs are posted to Workday on an internal student career site that students access through Workday. Faculty and staff will create the job requisitions in Workday and the Student Employment Office will post the jobs to the career site. Students must be enrolled at Brandeis in order to access the student career site.

If you have 10 openings for the same job, you can indicate in the job requisition that you have 10 positions to fill. The requisition will stay open until all 10 positions are filled. If you have different jobs in your department, those will need their own requisitions.

Students enter actual hours worked, i.e. the time they checked into their jobs and the time they leave their jobs, through the Time application in Workday. Students with multiple jobs should be make sure they are submitting their hours to the correct supervisor when submitting time.

You can either enter the student’s time on their behalf so the student is paid in a timely manner, or you can approve the hours when the student submits their timesheet and the student will be paid in the next payroll cycle.

If your job is the student’s primary job, you’ll need to change the student’s primary job in Workday to their one of their other jobs. If your job is not the primary, you can use the end job process. There’s a job aid for all of this.

Workday calls direct deposit information “payment elections.” You can add and update your payment elections at any time, either through your Workday profile or through the Benefits & Pay application.

You can! Use the Benefits & Pay application and select the Withholding Elections button.

You can find your W-2 in Workday in the Benefits & Pay application. Click the My Tax Documents button. Brandeis can still mail you a W-2, but you can elect to download it from Workday. To eliminate receiving a paper copy, click the edit button to remove the paper option from the My Tax Documents screen.

Faculty and exempt staff do not enter time worked; neither do graduate students paid via stipend. Non-exempt staff and students with an hourly job will enter their time in Workday under the Time application. You can find the job aids for non-exempt staff here and the job aids for hourly student workers on the Workday website.

We do not – you will need to manually enter your time on a weekly basis. You can copy from week to week your hours worked when the hours are the same for each day. If you work a different schedule every week, you’ll need to enter the hours on a weekly basis.

There is an option to repeat your hours every week, assuming you follow the same schedule and have no absences. For weeks with a different schedule or an absence, you will have to enter your time for that week. You can enter your time daily, but you do not need to submit your timesheet until your week is completed.

It’s best practice to submit your timesheet by Monday morning at the latest (Friday afternoons are best, unless you are working weekend hours).

If your timesheet is not submitted and approved by the time payroll runs, you will not be paid in that payroll cycle. You will be paid in the next cycle as payroll has the ability to run audits to see who has unapproved time and who does not.

You will need to adjust your timesheet by going into the week, removing the hours you worked, and entering your sick day(s). Your manager will receive a notification to re-approve your timesheet and your hours will be adjusted to reflect the time off.

Workday allows you to enter time in quarter hour increments. For example, if you worked six hours and fifteen minutes, you’d enter 6.25 hours. You cannot enter anything less than a quarter hour increment (so no less than 15 minutes).

Yes – national, paid holidays such as Memorial Day will be pre-filled into your timesheet.

Every supervisor gets a notification when a member of their staff or student employee submits their timesheet. You can individually approve those timesheets. There is an option to review and approve time all at once. Timesheets should be reviewed for accuracy every time they’re submitted, even with the mass approval function.

If you are working flex time, please enter your flex hours for the days you’re in the office. The orange alert is just a warning; it does not prevent you from submitting time. Clicking submit will override the alert.

The other time types are holiday, discretionary time earned, paid holiday adjustment, and university closing.

• Holiday time is used by part-time employees to enter holiday hours worked on a holiday. Full-time employees will have their holiday time blocks automatically generated as soon they enter a time block on any day of that week.
• Discretionary time earned is used to capture the amount of banked hours earned and should match the number of regular hours worked if you worked on a discretionary day.
• Paid holiday adjustment is used by full-time employees to adjust the amount of holiday hours based on number of hours worked – it’s adding a negative amount of hours for the number of hours worked that day. For instance, if you worked 7 hours on a holiday, you’d enter the 7 hours worked as regular time, then 7 hours as paid holiday adjustment.
• University closing is used to enter time for any regular hours not worked due to a university closure (e.g., inclement weather).