Important Workday Information for Academic Faculty, Fellows, Staff, and Students

 

 

Dear Department members,

As you are aware, on November 2 UBC’s Integrated Renewal Program (IRP) is launching Workday, the University’s new HR and finance system. Workday is a modern, cloud-based system that will enable standardized HR and finance processes, online approvals and workflow, and better access to real-time data without the need for VPN. This will be a significant transition for us and for the University as a whole.

The IRP website’s toolkits page (https://irp.ubc.ca/resources/toolkits) has some great resources, including top 5 change impacts for faculty, staff, and managers (both faculty and staff who have direct reports). These toolkits also have recommended training.

 

PREPARING FOR WORKDAY: CWL

A CWL log-in name and password is required for Workday training resources, including Quick Reference Guides, and for access to the Workday platform once it goes live on November 2, 2020. All Department members are strongly encouraged to check their CWL registration status, and to sign up for their CWL here if they have not yet done so. You will need your UBC ID and CWL Sign-up PIN for this.

If you require your UBC ID and CWL Sign-up PIN, please contact the HR Team via Zoom on Tuesdays and Thursdays between 2pm to 4pm.

 

Zoom Link: https://ubc.zoom.us/j/98297165270pwd=bUtRWXFYWmkxSGlXYW43Nkl4eUk5QT09
Meeting ID: 982 9716 5270
Passcode: 393181
One-tap Mobile:+16473752970,,98297165270#,,,,,,0#,,393181# Canada
+16473752971,,98297165270#,,,,,,0#,,393181# Canada

Please note that Zoom’s waiting room feature will be enabled, allowing us to admit one person to the conversation at a time. Alternatively, you can contact Bree Wilson, HR Assistant, at bree.wilson@ubc.ca with your request for your UBC ID and CWL Sign-up PIN.

 

WORKDAY TRAINING

UBC has created a robust self-serve training program to support the transition to Workday. The Workday Basics course gives Department members an overview of basic functionality, including navigating the home page, using your Workday inbox and notifications, using the search bar, and more. For those with research grants and/or direct reports, additional training material is available. Please access the full list of self-serve training resources here: https://wpl.ubc.ca/?query=WY.

 

WORKDAY FUNDAMENTALS FOR EVERYONE

The following table lists common activities that all department members will need to perform in Workday, along with instructions.

USE WORKDAY TO: INSTRUCTIONS

View and update personal information

View clinical faculty appointment details

Refer to the following Quick Reference Guides for instructions on updating:

Log into Workday with your CWL

Confirm or change the email address used for Teaching Tracking & Payment System (TTPS) payment notifications for teaching in the MD Undergraduate (UGME) Program Log into Workday and view/update your primary email address in your profile (see Update contact information)

 

WORKDAY FOR ACADEMIC FACULTY & FELLOWS

The following table lists common activities that faculty and fellows will need to perform in Workday, along with instructions.

USE WORKDAY TO: INSTRUCTIONS

(Click on linked tasks to view the Quick Reference Guides)

View/update payroll info and provincial & federal tax election

Perform Task Delegation & Expense Delegation

Claim basic travel and out-of-pocket expenses

Expensing to a PD Fund

UBC Credit Card Reconciliation

Perform other finance-related operations

Enroll in Workday for Faculty & Workday Finance 101 – Foundations

** For claiming more complex expenses, reconciling Visa card expenses, foreign currency expenses, international travel, per diems, delegating expenses, etc., enroll in Workday Finance 201 – Intermediate

** For advanced actions such as purchase requisitions, supplier accounts, etc., enroll in Workday Finance 301 – Advanced

Log into Workday to perform these tasks

Track Time, Approve Time Entry and Enter Absences on behalf of your reports

Review/approve Absences and Expenses

Perform Task Delegation & Expense Delegation

Enroll in Workday for Managers training

Log into Workday to perform these tasks

Add additional grant managers or signatories

Generate/ view grant related reports, including research grant dashboards and custom reports

Enroll in Workday Grant Manager/PI Resources

Log into Workday to perform these tasks

 

WORKDAY FOR SALARIED STAFF

The following table lists common activities that salaried staff will need to perform in Workday, along with instructions.

USE WORKDAY TO: INSTRUCTIONS

(Click on linked tasks to view the Quick Reference Guides)

View/update payroll info and provincial & federal tax election

View/update benefits enrollment, beneficiaries, and dependents

View Professional Development (PD) Fund

Request, view and manage your time off and long-term absences

Enroll in Workday HR 101 for Salaried Staff training

Log into Workday to perform these tasks

Claim basic travel and out-of-pocket expenses

Expensing to a PD Fund

Perform other finance-related operations

Enroll in Workday Finance 101 – Foundations training

** For claiming more complex expenses, reconciling Visa card expenses, foreign currency expenses, international travel, per diems, delegating expenses, etc., enroll in Workday Finance 201 – Intermediate

** For advanced actions such as purchase requisitions, supplier accounts, etc., enroll in Workday Finance 301 – Advanced

Log into Workday to perform these tasks

 

WORKDAY FOR HOURLY STAFF & STUDENT EMPLOYEES

The following table lists common activities that hourly staff and student employees will need to perform in Workday, along with instructions.

USE WORKDAY TO: INSTRUCTIONS

(Click on linked tasks to view the Quick Reference Guides)

View/update payroll info and provincial & federal tax election

Entering/tracking time

Request, view and manage your time off and long-term absences

Enroll in Workday HR 101 for Hourly Staff & Student Employees training

Log into Workday to perform these tasks

Claim basic travel and out-of-pocket expenses

Expensing to a PD Fund

Perform other finance-related operations

Enroll in Workday Finance 101 – Foundations

** For claiming more complex expenses, reconciling Visa card expenses, foreign currency expenses, international travel, per diems, delegating expenses, etc., enroll in Workday Finance 201 – Intermediate

** For advanced actions such as purchase requisitions, supplier accounts, etc., enroll in Workday Finance 301 – Advanced

Log into Workday to perform these tasks

 

WORKDAY FOR MANAGERS WITH DIRECT REPORTS

The following table lists common activities that hourly staff and student employees will need to perform in Workday, along with instructions.

USE WORKDAY TO: INSTRUCTIONS

(Click on linked tasks to view the Quick Reference Guides)

Track Time, Approve Time Entry and Enter Absences on behalf of your reports

Review/approve Absences and Expenses

Perform Task Delegation & Expense Delegation

Enroll in Workday for Managers training

Log into Workday to perform these tasks

 

After go-live, support will be available through the Integrated Service Centre (ISC). You can learn more through these three short videos:

 

You can also review the ISC Support Cheat Sheet to see where to access support.

 

If you have any questions or are unsure of who to reach out to, please contact Amity Chiang at amity.chiang@ubc.ca. Amity will help to triage inquiries & requests.

Sincerely,

 

Ms. Vicky Yau, Director of Administration, UBC Department of Psychiatry