Workday is a cloud-based platform used for Enterprise Resource Planning (ERP). This platform is our HR, Finance, Payroll and Student Information System. HR, Finance, and Payroll functionality were implemented in 2018 while Student functionality was implemented in 2021. As Workday grows and evolves, Brandeis will begin to adopt more features to meet our needs.
Everyone on campus uses Workday. Faculty, staff, and student employees use Workday’s HR, Payroll, and Financial functions to manage their personal information, hire employees, view financial reports, request absences, enter hours worked, and view pay slips, as a few examples. All students use Workday Student functions to view their academic records, register for classes, view grades and request transcripts. Faculty and staff will use Workday Student functions to assign grades, view course rosters, and change programs of study.
You’ll receive notifications from Workday in your Brandeis email that something is available in your Workday inbox or that something has been approved by a faculty member or supervisor. You can set the frequency of how often you receive these notifications in your Workday settings.
It still exists; we did not and will not delete any historical data. More recent historical data was moved into Workday with older information placed in a system where it can still be reported on. If you need to access historical data from PeopleSoft that was not moved to Workday, please submit a ticket to firstname.lastname@example.org.
Please open a ticket with the Help Desk at email@example.com. One of our Workday team will be in touch. Workday is an ever-evolving product and something you have a suggestion for may already be on the development track.
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.
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.
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.
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 application by choosing the Change Benefits link in the left-hand column and following the prompts. 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 application, it will only update their personal information – it will not change your beneficiaries.
You can find the total cost of your benefits on your payslip. It will also be available in the Benefits application. It’s a blue hyperlink under “Current Cost”. Clicking the hyperlink will open a new window that breaks down the costs of all your benefits.
The data in PeopleSoft is not going away, nor will any historical data be deleted. More recent historical data will be moved from PeopleSoft to Workday with older information placed in a system where it may still be reported on. If you need to access historical data from PeopleSoft, please submit a help ticket.
If you have any questions regarding reports that you think you should have access to, please open a help ticket at firstname.lastname@example.org. 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 worklet.
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.
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.
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.
Cost Center is the new term for department ID (or Dept ID) in Workday. Your Cost Center number likely did not change, but you need to add a CC in front of your number when entering it into 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.
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.
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 orange bar with three dots); click on that and select the option to edit the journal.
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.
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.
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.
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.
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 your Pay application (looks like a wallet).
You can find your W-2 in Workday under the Tax Documents tab in the Pay tab on your Workday profile. 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 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 here.
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.
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).
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).