Workday Frequently Asked Questions
Workday is a new platform for the entire campus at Dickinson.
The answers to your questions may be shown right here! As we progress with implementation over the next several years, we will continue to update this webpage with FAQs. Remember to visit this location whenever you have a question.
If you don't see your question answered below, simply send an email to us and we will add your question and answer to this site - or submit your question(s) online via the form link shown below.
Questions?
Are you wondering how Workday functions may change your workflow? Is there a process or practice that confuses you? Do you just want more information about how the Tech Transformation Workday project will impact your responsibilities? If so, check out the Workday FAQs webpage first - and if you don't see your Q/A listed...submit questions via this online form!
What is Workday?
What's the word in Workday?
Terminology and jargon can be confusing. To explain and de-mystify words and meanings within Workday, explore the Workday Glossary content shared below. Click the + sign to open the full listing of glossaries broken into categories for easier viewing!
General FAQs
What is Workday?
Workday is a modern, cloud-based enterprise resource planning (ERP) system designed to streamline everyday tasks and enhance efficiency. At Dickinson, Workday will first be used to manage Finance, Human Resources, and Payroll. We will transition to Workday Student at a later phase, with an anticipated go-live in 2028. Workday offers a user-friendly experience with faster, easier access to important information.
Why are we changing our systems?
Dickinson is transitioning to Workday to enhance administrative efficiency and better support our strategic goals. Workday will replace Banner as our core system for finance, human resources, payroll, and student information management. This change is part of a multi-year initiative to provide a modern, user-friendly platform that simplifies everyday tasks, improves access to real-time data, and adapts to our evolving needs. By making this transition, we are ensuring that our technology can better support students, faculty, and staff now and in the future.
What systems will Workday replace?
For our December 2025 release, Workday will replace Banner Finance and Human Resources, Totara (professional learning management system and performance reviews), Rival Onboard (new hire onboarding), People Admin/Quest, HR and Finance Cognos reports, CLIQ Employee Profile, CLIQ PoDs (position descriptions) and other legacy processes identified throughout the project. A guiding principle of the project is Process Design and Improvement, utilizing as much Workday functionality as possible and integrating other systems only as needed.
I have a general idea of what Workday is, but what are the specific processes that will be done in Workday?
Workday will support many of the day-to-day processes that keep Dickinson running. When we go live, employees will use Workday for Finance, Human Resources, and Payroll activities. This includes things like creating and approving expense reports, managing purchasing and supplier payments, updating personal information, completing onboarding tasks, managing time and time-off, and accessing payroll information.
I don't work in Financial Operations, Human Resource Services or Payroll. Will I still use Workday?
Yes, everyone employed by °µÍø½ûÇø will use Workday. Depending upon your role, you may use Workday to view payroll advices, update personal information, request time off, submit timecards, enter expense reports, make purchases, submit invoices, and more.
What browsers support Workday?
Workday is supported by Firefox, Chrome, Edge, and Safari.
What benefits will I realize as a Workday user?
Workday will provide all users with a modern look and feel, a user-friendly experience, an integrated system, access to real-time data and reports, and mobile access.
How will the Dickinson community become prepared to use Workday?
The Dickinson Workday Change Management team is creating a Change Management strategy. Two important components of this strategy include a communication plan and a training plan. We are also working to create a liaison group, Workday Change Agent Network which will create a direct connection between each department and the Workday project team.
Will Workday's streamlining and automation processes change my job or processes?
Yes, work functions related to Finance and Human Resource Services processes and activities will change. Workday automates workflows and streamlines activities, directing tasks closest to those who need to act on them. These more efficient processes provide more time for innovative work to support students and strategic initiatives.
Will Workday be challenging to use at first?
Once the campus goes live with Workday, it may initially feel like using Workday is challenging and takes more time. As your ability and understanding increases, comfort levels will increase as Workday becomes a normal part of work processes. Communications and training prior to go-live will help set expectations and prepare everyone for using Workday.
How will senior officers, directors and supervisors use Workday?
In addition to the ways in which faculty and staff members use the system, leaders may use Workday features such as budgeting, recruiting, and talent management. Anyone who has an individual (staff or student) reporting to them is considered a Workday Manager.
Workday Mobile App
Does Workday support mobile devices?
Yes, Workday is accessible on mobile devices through the Workday Mobile app, which is available for both iOS and Android platforms. The app provides secure access to essential Workday features, allowing employees to complete tasks and view information conveniently from a mobile device, regardless of location.
How do I enable push notifications on the Workday mobile app?
When you first download the app you will be prompted to allow push notifications. If you allow the application to send push notifications in your device settings, Workday will send notifications immediately.
If notifications are disabled in the Workday application, click on your profile, click on the gear in the upper right-hand corner, click on Notifications, and then toggle the Push Notifications button to on.
Note: You may need to close and reopen the app for these changes to take effect. If you are unable to allow push notifications in the Workday application, check your device settings to ensure you are allowing notifications.
How do I change my photo in Workday?
Workday is using your ID photo. To change your photo follow the instructions in the Change Profile Photo job aid. Note: You do not need to request a new ID card to change your photo.
Human Capital Management
What is a Sup Org?
A supervisory organization, or “Sup Org” is a grouping of employees who report to the same manager. In Workday, these groupings are built into a hierarchy that defines the reporting structure and organizational chart.
Absence
How far ahead can I request time off in Workday – and can I back-date time off?
Time Off requests can be entered one year in advance and revisions or back-dated additions can be entered within the past 90 days.
Can I change or cancel time off that was already approved?
Yes. You can edit or cancel a time-off request that has already been approved in Workday. When you make a change or submit a cancellation, the updated request will be routed to your supervisor for approval.
How can I check if my absence request was approved?
You can check the status of your absence request through several methods:
Request Absence App: Go to Request Absence and view the calendar, where approved absences will be shown in green, and pending will show as grey.
Time Entry Calendar: View your time entry calendar in Workday; approved requests will be visible there.
Notifications: Check your notifications for the absence request and select Process to view the current status of your request.
Absence App on the Mobile App: Go to the Absence app. Approved absences display with the date circled in green. Pending requests display on the date as grey dashed circle.
Can employees see the Team Time Off calendar?
Yes, employees can View Teams within Workday on the absence calendar from the Action button.
Should the supervisor enter an employee’s unscheduled sick day, or is it the employee’s responsibility?
If there is sufficient time, the employee should enter the sick day upon their return to work.
However, both the employee and the manager can enter sick time into Workday. If the sick day occurs shortly before the timesheet is due, it may be more practical for the manager to enter it on behalf of the employee.
What is the difference between the Time app and the Manage Absences app?
Manage Absence App: This app is used to record hours not worked but to be paid, such as vacation or sick leave. It tracks paid time off and should be used for requests like vacations, sick time, or other paid absences.
Time App: This app is used to record hours you have worked (for non-exempt employees and student workers). It should only be used for logging worked hours.
If my absence request is approved, do I need to add that time to my time entry/time sheet?
No, once your absence request is approved by your supervisor, you do not need to resubmit it. Approved time off requests will automatically be reflected on your time entry calendar if submitted and approved ahead of time.
If you notice the time off listed as well as a shift listed on the same day, please ensure you remove or edit the time block from your time entry.
Does Workday make Outlook calendar entries for time off requests?
This is not current Workday functionality but may be included in a future release.