Workday FAQs

Send an email to: nyitprocurement@nyit.edu.

Access the Requisitions panel from the Requisitions hub. This is accessed by selecting Menu, then under Organizations, selecting Requisitions.

You can cancel or edit a requisition that has not yet been approved.

When you start a requisition, it will copy over the last requisition that you created.

We anticipate that most staff will have this functionality, but we're still configuring and waiting for final approval from our supervisors.

Use "Trip Distance Including Diversions" and indicate the mileage there. If you choose to enter a mileage amount that differs from what Workday calculated, you must attach your map route for support.

In our testing, we are seeing that the account for ACh will pull from the Oracle payroll side, but nothing will pull from the AP side.

As of July 1, Pcard reconciliation will be processed in Workday, not TDBank. Receipts are not required for purchases under $20. Spend authorizations are strictly for travel purposes, are not mandatory, and do not encumber funds.

Existing bank account allocations for paychecks will pull through for expense reimbursements if no specific account is set up.

We are seeing that everyone's bank info for expense reimbursements is pulling through.

While the person who enters the requisition into Workday will often be responsible for entering the invoice for the PO it generated, the department can assign the task to someone else.

Your attachment category is the name/type of documentation that you are attaching to your req. If you haven't chosen what type of documentation you have on your req, you will get the error. To clear the error - chose the type of documentation you have attached to your requisition.

Contact Purchasing at nyitprocurement@nyit.edu.

This process is still being determined.

Locate the requisition that you want to cancel. Next to the Req ID #, select the Related Actions (…) icon. The Related Actions options appear, including options to view, edit, or cancel.

• If the requisition has not yet been fully approved, edit the details of the requisition.
• If a PO was generated from the requisition, email Purchasing.
• If the PO has been paid, email Accounting.

Prepaid invoices will bypass the requisition system and go directly to Beth Witkiewicz at bwitkiew@nyit.edu.

• No, Amazon will not be included in the punchouts.
• Amazon is ordered through our Amazon business prime account using your pcard.

No, you will not need to physically sign your invoices. There is a business process in place for approvals within Workday.

• It is two different business processes.
• The invoice could come in at a different price than what the PO is created for. By having two separate processes, you are made aware of the cost of the invoice as well as what you created the PO for, eliminating any surprise charges.

This is something that Stephen Stallone in Budgets would have to answer.

Use the Create Position task.

• Create Position: For brand-new positions.
• Create Job Requisition: For refilling existing positions.

If a new supervisory organization needs to be created, contact HR for changes. Otherwise, use the Change Job process to change the supervisor. To change supervisor, the individual must have a supervisory organization.

For Additional Job:

• For Faculty/Staff, the end additional job business process should be initiated by the manager.

For Primary Job:

• Voluntary resignations can be initiated by the employee or manager.
• Involuntary separations (position eliminations, terminations) should be discussed with HR first and HR will initiate those in Workday.

It’s based on the sup org and your role in Workday. If you had this access in Oracle, you most likely have it in Workday.

Unknown, but at least 7,000 per some testing. There may not be a limit.

Staffing models include Position Management and Job Management.

• Position Management: For permanent positions.
• Job Management: For positions with multiple 'seats,' shorter-term roles like adjuncts or temps, and does not require creating a position.

Yes, you can initiate qualifying life events such as adding or removing dependents due to birth/adoption, marriage, divorce, or loss/gain of other coverage directly in Workday.

Yes, you can add or update beneficiary allocations directly in Workday.

Yes, you can now enroll or modify your TIAA CREF Retirement contributions through Workday.

Yes, you can request extended leaves, such as Family Medical Leave, directly within Workday.

Costing allocations can be changed by initiating the Assign Costing Allocation business process. If other changes are being made along with a change to costing (title, supervisor, etc), the change job process should be used.

Multiple changes can be processed within a single change job request (ex- promotion and location change, compensation change, supervisory org change and location change etc.)

If the entire department is inaccurate, contact HR. If it is a single person reporting to the wrong person, complete the Change Job task.

No: you can only view the report for your own supervisory organization. However, you can search for a supervisory organization in the Workday search bar or select it from someone’s profile to view that supervisory organization page.

Yes, but review the information for accuracy. If it is incorrect, complete the necessary tasks to update the personal or banking information.

This can be viewed from the Process/Remaining Process. This is available as soon as the position is submitted.

Exempt employees are not eligible for overtime and will not do timesheets in Workday, they will only submit absences. Non-exempt employees are eligible for overtime and will be responsible for completing timesheets for all hours worked in addition to tracking absences.

ePDQ (electronic position description) should be uploaded when creating positions. Department developed job advertisements or job postings should be uploaded on the job requisition.

Exempt/non-exempt status can be found on the Job profile>Pay>Job Exempt>Yes/No

Creating positions versus RAs involves creating job requisitions for Temps and Adjuncts instead of TRAs. Changing a job involves updates such as location, manager, compensation, or title, including some promotions without creating a new position.

The new hierarchy consists of:

• Job Families
• Job Profiles
• Position Job (including the job title field)

Recruiting will still happen in iCIMS, while onboarding will occur in Workday during the hire process.

To be considered a manager in Workday, you must have one or more direct reports tied to your position through the supervisory organization. This enables features such as approving time or initiating staffing access.

Yes, employees enrolled in a High Deductible Health Plan can adjust their HSA contributions within Workday.

Yes.

Use the Check In/Check Out tasks or the Enter My Time reports to enter your time.

Timecards must be submitted by the pay period. You can enter time for the previous pay period until the end of the pay period.

For a draft entry that has not yet been submitted:

• Select the desired date and enter the correct time. Select Submit.

Approved student hires (early hiring -April 18, 2025) with start dates for July 1, 2025 onward will be carried over into Workday and may begin submitting timesheets right away. If a student was not a part of early hiring, managers can begin hiring (new hires and add jobs) when the hiring freeze is lifted on a July 16, 2025.

Apply in Handshake, you submit time in Workday.

Students will not be employed via TRAs, Grants, or Tuition Remissions. GAs, TAs, and RAs will still need to submit timesheets.

Students must report to someone designated as a manager.

Complete the Check In/Check Out tasks or Enter My Time report.

Use the Enter My Time report to locate the desired enter, then select it to make the necessary updates.

Yes, complete the Check In/Check Out tasks or Enter My report in the mobile app.

Complete the Request Absence task.

No, but employees can access review job aids in ServiceNow prior to go-live to review the steps.

Yes, see Employee Handbook.

Check the Employee Handbook for policy.

These should be addressed automatically. NYIT various holiday calendars have been uploaded into Workday (ie: for non-exempt workers, Juneteenth is a holiday that is visible on a timecard). The holiday appears on the timesheet, and time can be entered on days not marked as holidays.

All requests for PTO must be submitted in a timely basis to your supervisor who will approve your request consistent with the operating needs of the department.

2025 PTO balances will be loaded.

Just like today, department admins will attach a faculty member to a course in PeopleSoft. If the faculty is banking the ELH, it will continue to be banked in the system formerly known as FACCOMP, now called Faculty Load Management (FLM). If they are being paid out, the department admins will approve the faculty compensation in Faculty Load Management. That will then move to Workday where the faculty’s instructional compensation will be calculated and entered as Period Activity Pay (pay over a short period of time).

FACCOMP is no longer in use under its original name. It now only holds ELH information and is referred to as the Faculty Load Management system (FLM).

Academic Appointments are a new concept designed exclusively for faculty and occur during the hiring process.

It is highly recommended that faculty enter absences using the absence calendar in Workday.

All stipends and one-time payments will be entered directly into Workday under Period Activity Pay or One-time payments.

Period Activity Pay: Designed for recurring payments tied to specific activities over a set time (such as Associate Dean, Chair, grants, etc. over a semester) PAP provides transparency on start and end dates, payment schedules, and roles assigned.

One-time payments: These are used for single, lump-sum payments not tied to an ongoing assignment, such as an honorarium or a special project completion. Please find attached the Crosswalk for previous stipend types and what will now be in Workday.

Period Activity Pay is designed for recurring payments tied to specific activities over a set time. Examples include roles like Associate Dean, Chair, or work on grants over a semester. PAP provides transparency on:

• Start and end dates
• Payment schedules
• Assigned roles

Academic appointments for newly hired faculty will be initiated by HR. The addition of secondary appointments or updates to existing appointments will be initiated by the departments. Promotions will be initiated by Academic Affairs. The academic appointment business process requires approvals from Academic Chair/Manager, Academic Faculty Administrator & Academic Faculty Analyst.