Important Workday Information for Clinical Faculty

 

Dear Department Clinical Faculty members,

As you are aware, on November 2 UBC will transition to a new HR and Finance system called Workday. Workday is a cloud-based system that will enable better access to real-time data without the need for VPN. It is an intuitive system, and while there will be a period of adjustment, your colleagues in departments and across the University have been working to ensure the transition is as smooth as possible.

 

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# CanadaPlease 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 FOR CLINICAL FACULTY

UBC has created a robust training program to support the transition to Workday. For most clinical faculty, training requirements are minimal and related to managing your personal information as a clinical faculty member. For those with research grants, administrative roles, and/or direct reports, additional training material is available.

The Workday Basics course gives an overview of basic functionality, including navigating the home page, using your Workday inbox and notifications, using the search bar, and more.

 

WORKDAY FUNDAMENTALS FOR CLINICAL FACULTY

The following tables lists common activities that clinical faculty may need to do, both within and not within Workday, along with instructions for each. Please note that Workday will be used to manage information related to your unsalaried clinical faculty appointment. You will not see your teaching payment details in Workday.

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)

 

NON-WORKDAY ACTIVITIES INSTRUCTIONS
View your payee details, including: Corporation name, business number, GST status, payee mailing address Log into TTPS** with your CWL. If you do not have an active TTPS profile, contact Amity Chiang at amity.chiang@ubc.ca
Update any of the above payee details, or validate your direct deposit details Contact Amity at amity.chiang@ubc.ca
View MD UGME quarterly teaching payment statements, history, and details Log into TTPS with your CWL
Postgraduate (PGME) teaching and payment information

Continue to send invoices to Psychiatry PGME team at psych.pge@ubc.ca

For payment status & processing inquiries, contact Finance/Admin support at psychiatry.financeasst@ubc.ca

**Please note: TTPS will be unavailable from October 16 until November 13 to prepare for Workday launch on November 2 and ensure all profiles are complete. For more information on TTPS, please refer to the Clinical Faculty TTPS Quick Guide and the FAQs page.

 

CLINICAL FACULTY WITH PAID ADMINISTRATIVE APPOINTMENTS

For clinical faculty members who also hold an administrative appointments (e.g., Site Director, Program Director, Associate Dean), the following table lists common activities and instructions in Workday for this group:

USE WORKDAY TO: INSTRUCTIONS

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

View/update payroll info and provincial / federal tax election

Claim basic travel and out-of-pocket expenses

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

 

CLINICAL FACULTY WITH RESEARCH GRANTS

For clinical faculty who hold research grants, the following table lists common activities and instructions for this group:

USE WORKDAY TO: INSTRUCTIONS

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

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

Claim basic travel and out-of-pocket expenses

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

 

CLINICAL FACULTY WITH DIRECT REPORTS

For clinical faculty who have people reporting to them, the following table lists common activities and instructions for this group:

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 and Expense Delegation

Enroll in Workday for Managers training

§  Log into Workday to perform these tasks

 

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