Workday FAQs

Workday will go live on July 1. From that date forward, you’ll use Workday for your HR, finance, purchasing, and payroll-related tasks.

Workday will replace several legacy systems used for human resources, payroll, and financial processes including Oracle eBiz, NovaTime, and the homegrown Student Timesheet system (to name a few).

You can log into Workday through the my.NYIT Portal (my.nyit.edu) or directly at https://workday.nyit.edu/. You will use your university credentials to log in and depending on where you are accessing Workday from, you may be prompted for an MFA response as well.

Starting July 1, you can:

• View and update personal information (address, contact, emergency contacts, upload a directory photo)
• Access pay slips and tax forms
• Enter time and request time off
• Initiate finance processes like requisitions and expense reports
• Review budgets and run reports (depending on your role)
• And so much more…

Visit the Workday Project site. Links to training guides, videos, and quick-reference sheets are also available through Canvas or log in to the ITS Knowledge Base and type your topic or question into the search bar. Find the live training courses that are right for you on our Learning Pathways page. Resources are organized by role and task to make it easy to find what you need.

Attend one of our live support InfoChats or "office hours" help desk sessions via Zoom. You can also submit a help request through the ITS Help Desk.

If your payroll information looks incorrect, please contact the Payroll Office right away at payroll@nyit.edu. For other information that doesn’t look right, please submit a ticket to the ITS Help Desk.

Yes! A go-live checklist is available as a downloadable PDF. It will also be available on the Workday Website on July 1. Please use it to check your personal and payroll information.

Security roles in Workday determine what a user can see or do. These are assigned based on your job and responsibilities. If you believe your access is incorrect or you are missing a specific view (e.g., you used to be able to see/do something in Oracle that you can’t see/do in Workday), please submit an ITS Help Desk ticket.

• Check out the Job Aids and training resources on Canvas >, or log in to the ITS Knowledge Base and type your question into the search bar.
• Join a live Workday Office Hour where support teams will be ready to assist (e.g., HR, payroll, finance, ITS). Support will be available via Zoom July 1–3 and July 7–10, from 10 –11 a.m. (ET) and 4 – 5 p.m. (ET). No need to pre-register; just drop in if you have a question.
• Contact the ITS Help Desk at 516-686-1188 during normal business hours or submit a ticket online.

Yes, Oracle self-service will be available until the end of October 2025 in read-only mode. The only items you will be able to access are your payslips and W-2.

Yes, however, the data in the Data Warehouse will NOT be updated with Workday information. You should use the Data Warehouse only to report historical information. All current reporting should be done in Workday.

Yes, you can download the Workday app from the Android or Apple store. To access Workday on the go, use the New York Tech organization ID: nyit

To request a new supplier be added to Workday, 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.

• If the requisition is still with the initiator, then you can make changes.
• If the requisition has been submitted into the approval chain and not "fully" approved, the approver can "send back" the requisition to the initiator for changes.
• If the requisition has completed the approval process, please contact Purchasing for changes.
• To cancel a requisition, an approver can "deny."

All permanent administrative staff will have the ability to create expense reports for others; however, departments may enforce their own rules about how much they want to use that functionality. Please check with your division leader.

Use "Trip Distance Including Diversions" and indicate the mileage there. You must upload a map of travel if you use this functionality.

Only bank account information from Payroll was transferred from Oracle into Workday. For employee reimbursements, Workday will use the bank information already associated with Employee Payroll, ensuring deposits are made to the same account used for paychecks. If you would like to change them, you can do so by selecting Payment Elections.

As of July 1, Pcard reconciliation will be processed in Workday through Expense Reports, not TD Bank. (June 2025 reconciliations will still be processed in TD Bank.)

The person who enters the requisition into Workday will be the person who enters the invoice for the PO it generated.

Miscellaneous payments are used for the following types of payments:

• Lectureres
• Preceptors
• Awards
• Student refunds
• Candidate payments
• NYIT de Seversky Mansion refunds

These payments are not considered vendors; they are miscellaneous payees. If you are not sure where the payment should fall, please contact Colene Bassolino at cbassoli@nyit.edu or Beth Witkiewicz at bwitkiew@nyit.edu.

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

To create a new ship-to address, please contact Purchasing at nyitprocurement@nyit.edu and we will create it for you.

If you need a new Ship To address created, open a ticket with the ITS Help Desk and they will forward the request to IT for creation and send it to the punch out vendors.

The person who is entering the requisition (initiator) can change the name to someone else (requester) using the requester field when creating a requisition.

• If this is done, the requisition will populate with the requester's work tags.
• The initiator and the requester will both see the requisition ID# that was created in their requisition dashboard; however, the initiator only has access to view the PO# that was created from the Requisition ID#. They cannot click into the related actions of the purchase order, and if they try to, it will say there are no related actions.
• The requester can see the Requisition ID#, can view the PO#, can click on the related actions of the purchase order, and can pull a PDF copy of the P.O.

Locate the requisition you want to cancel. Next to the Requisition ID#, select the Related Actions (…) icon. The Related Actions options will 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 at nyitprocurement@nyit.edu.
• If the PO has been paid, you may initiate an Accounting Adjustment, or, if you don't have access, email Accounting at accounting@nyit.edu.

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

No, Amazon will not be included in the punchouts at go-live. Amazon is ordered through our Amazon business prime account using your Pcard.

No, physical signatures are no longer required. Workday uses a built-in business process to electronically route invoices for review and approval.

Requisitions and invoices are two separate business processes in Workday. A requisition outlines the expected cost and details of a purchase, while the invoice reflects the actual amount billed by the supplier; these totals may differ. Keeping them separate ensures you are aware of any discrepancies before payment is processed, helping to prevent surprise charges or overpayments.

We highly recommend using "Send Back" as opposed to "Deny.” "Send Back" should be used if the reviewer wants the initiator to make a change on an expense report, requisition, or invoice. The reviewer can include a comment outlining what they'd like to be changed, which will be routed back to the initiator for their review / edit. On the other hand, "Deny" will delete the expense report, requisition, or invoice from Workday permanently.

The Expense Report Line Date should be the date the expense was incurred, not the date of expense report creation. In most cases, this will need to be edited.

• To initiate the creation of a new position in Workday, use the Create Position task.
• To initiate the process of refilling an existing position, use the Create Job Requisition task.

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 the 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, then HR will initiate those in Workday.

The ability to Create Position in Workday is based on your sup/org and your role in Workday. If you had this access in Oracle, you most likely have it in Workday.

While there is no officially published limit, internal testing has shown that the Job Description fields can accommodate at least 7,000 characters. It's possible there may be no hard limit, but we recommend keeping descriptions concise and clear for optimal readability and system performance.

Staffing models include Position Management and Job Management.

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

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 by going to the Benefits & Pay Hub and selecting Benefits, then Benefit Elections.

Yes, you can add or update beneficiary allocations directly in Workday by going to the Benefits & Pay Hub and selecting Benefits, then Beneficiaries.

Yes, you can now enroll or modify your TIAA Retirement contributions through Workday by going to the Benefits & Pay Hub and selecting Benefits, Benefit Elections.

Yes, you can request extended leaves, such as Family Medical Leave, directly within Workday by selecting Request Absence and choosing the type of absence you are requesting.

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 start job change request (e.g., promotion, compensation change, supervisory org change, 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.

The report is only viewable 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, most information was migrated to Workday; however, please review the information for accuracy. If it is incorrect, complete the necessary tasks to update personal or banking information.

The approval chain for a new position 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 fill out 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. Departmentally developed job advertisements or job postings should also be uploaded to the job requisition.

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

Creating positions involves creating a brand new “seat at the table” that then can be filled through a search. Creating job requisitions can be used to “fill” that seat. It is used for both Position Management and Job Management (JM) models.

• Position Management: One single position
• Job Management: Multiple Positions (Used for all Adjunct Instructor and Temporary Positions).

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 by going to the Benefits & Pay Hub.

Yes, however, Summer Fridays are not part of the holiday calendar and should be marked separately as Absence Time Off.