Workday FAQs (continued)

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FAQ Areas

Student Employment

Use the Check In/Check Out tasks in the Time app, or the Enter My Time report calendar.

Timecards must be submitted by the end of the pay period. If you forgot, or what you submitted is it is incorrect, use the Enter My Time report to locate the desired value, then select it to make the necessary updates.

  • For a draft entry that has not yet been submitted, select the desired date and enter the correct time; then select Submit.
  • For an entry that has been submitted, see the Enter My Time report to locate the desired entry, then select it to make the necessary updates.
  • In both cases, it will be routed to your supervisor for approval.

Students should continue to apply for open student positions in Handshake. Once they are hired, they will submit time in Workday.

Students must report to someone designated as a manager.

Payroll, Absence, and Time Tracking

Use the Enter My Time Report Calendar or check the Check In/Check Out tasks in the Time app. Review job aids in the ITS Knowledge Base for more detailed steps.

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

Use the Request Absence task to request sick day or vacation time (or other time-off types such as jury duty or bereavement, etc.).

Yes, see Employee Handbook for policy.

Yes, with manager approval. Workday has been configured in line with New York Tech policy*, which allows for "borrowing" of vacation days up to the annual accrual amount.

*See Time-off Benefits & Vacation Policy in your applicable employee handbook or collective bargaining agreement for more information.

You don't need to do anything for holiday hours. These will be addressed automatically. Various New York Tech holiday calendars have been uploaded into Workday. 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 manner to your supervisor, who will review/approve your request consistent with the operating needs of the department.

Yes. The 2025 PTO balances will be loaded.

Academic Appointments & Faculty Compensation

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 enter 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.

On the period activity pay main "grid" page, find the oval on the right side with a zero inside (call the "donut"). Click the donut and it opens up the separate page that supports split funding on the schedule of period activity payments. If you have trouble viewing it for someone who has PAP with split or alternate funding, you should be able to see those details with the right access.

Reporting

Search

If you know a full or a partial name of the report, you are looking for you can type any portion of the report name in the search box on any Workday page and click the magnifying glass to get the list of all reports and any other objects that meet the search criteria. When you find the right report title, click on the report URL to run it.

Sitemap

If you do not know the name of a report but know that a report of interest belongs to a particular functional area, you can click on the “Sitemap” entry under your Profile in the upper right-hand corner, which would take you to the list of Workday delivered reports and tasks grouped by functional areas. Please note, however, that not all of those reports are endorsed by respective functional leads, and the list does not include custom built reports.

All Workday-Delivered and Custom Reports

You can also start your search by typing a full or a partial string of the report name “All Workday-Delivered and Custom Reports“ in the Search box. When you run this report, you will get the full list of all standard and custom reports available in Workday.

All Functional Area Reports I Can Run

To streamline navigation to the enterprise-endorsed reports for each functional area, ITS created several “master” reports, all of which have the same name pattern: “All Functional Area Reports I Can Run” and when run, display all individual reports selected by functional leads, both custom and standard, to which you have permissions to run. The full collection of “master” reports:

  • All Absence Reports I Can Run
  • All Benefits Reports I Can Run
  • All Budget Reports I Can Run
  • All Finance Reports I Can Run
  • All Grants Reports I Can Run
  • All Payroll Reports I Can Run
  • All Procurement Reports I Can Run
  • All Project Reports I Can Run
  • All Student Employment Reports I Can Run
  • All Banking & Settlement Reports I Can Run
  • All Core HR Reports I Can Run
  • All Customer Account Reports I Can Run
  • All Supplier Account Reports I Can Run
  • All FACCOMP Reports

Oracle to Workday Crosswalk Reports

Two key reports help bridge Oracle EBS data with Workday terminology. These are essential for understanding how legacy Oracle data maps to Workday structures.

  • Oracle EBS Object Codes to WD Spend Categories
  • Oracle EBS Activity to Worktags

After users navigated to the reporting content of interest by following the steps above, Workday offers several options to personalize individual workspace to ensure easy access to the reports users need to perform their essential duties.

Shortcuts

Add frequently used reports as Shortcuts for quick access. Under the Menu in the top left corner, select the Shortcuts tab and Add. In the subsequently appearing search box start typing the name of the report and once the desired report appears in the result list, click the plus sign next to it. The selected report will appear in the Shortcut tab. Please note, Workday has a limit of 10 shortcuts for each user profile. Adding a “master” functional report to the shortcut tab may be an economical way to save access to all functional reports in one shortcut entry.

Favorites

You can mark reports as Favorites and access them from the drop-down menu. This is ideal for reports you use regularly across different tasks. In the Related Actions bubble next to the report, choose Favorite > Add. To retrieve Favorites, go to the Menu in the top left-hand corner and go all the way down to Saved. Your Shortcuts and Favorites should appear.

Workbench

Use the Workbench to organize and launch your saved reports. It’s a centralized space to manage your reporting tools efficiently. Choose Workbench by clicking on your Profile in the upper right-hand corner and choosing Workbench. Click the gear on the right-hand side of your name. Add Worklets such as the Reporting & Analytics worklet, functional “master” reports, or individual reports. Click OK and they will display on your workbench.

Currently, we are not offering end users the ability to create their own reports. However, Workday provides users with the following options to manipulate and customize data presentation:

Filtering & Sorting

Click column headers to sort the report records or filter the report records on a specific value or pattern.

Adjusting Parameters

When running prompted reports, click “Change Selection” icon to modify report inputs.

Saving Filters

Many prompted reports allow users to save their parameter selections as filters for a particular report. We recommend saving your frequently used combination of parameters as a filter and simply use a saved filter next time you run the report.

Exporting to Excel

To further customize data presentation, you can export a report to Excel by clicking the “Export to Excel” icon. Exporting to excel may be unavailable for some Workday delivered reports (such as XPresso), but should be available for all custom or standard delivered reports.

Reports can be scheduled to run regularly on a particular day and time to preserve the historical view of data and facilitate delivery to consumers.

For Delivered and Custom Reports:

  • Run the Task "Schedule a Report"
  • Enter Report Name
  • Choose run frequency
  • Choose output type (excel, pdf, csv)
  • Select when file should be deleted
  • Select if report should be shared with other authorized users

For Custom Reports:

  1. Run the report you wish to schedule
  2. Click the "Related Actions" symbol next to the report name
  3. Custom Report -> Schedule
  4. Choose run frequency
  5. Choose output type (excel, pdf, csv)
  6. Select when file should be deleted
  7. Select if report should be shared with other authorized users

At the day/time you requested, you will receive an email from nyit@myworkday.com with a link to Workday to view the report you've scheduled. The report output will also appear under My Reports in your Profile.

To view all reports you scheduled, you can run the report "Scheduled Future Processes”.

Visit the Workday homepage for training, FAQs, and updates.

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