Workday Go Live Checklist

Personal Information & Preferences

• Validate phone number, personal address and email

  Select the Profile icon in the upper right, then View Profile.

  Your home contact information may be used to contact you in case of an emergency. Please ensure your contact information is up to date. 

  • How to: Review Contact Details
• Review your emergency contact
  Your emergency contacts may be contacted in case of emergency. Please ensure your emergency contacts are up to date.
  

  • How to: Review and update emergency contacts
• Review preferred name and add name pronunciation if needed
  In Workday, you can update your preferred first name, which will be used across the Workday platform. You can also add a pronunciation for your name that will appear on your Worker profile. Update as needed.
  

  • How to: Review and update your preferred name
• Review Personal Information
  This personal information section contains information about your Gender, Marital Status, Race/Ethnicity, Pronouns, Citizenship Status, Military Service and more. These updates are optional.
  

  • How to: Review and update personal information

Pay & Benefit Elections

• Review payment election (direct deposit) information
  In Workday, there are two types of payment elections: Expense Payments and Payroll Payment. Expense Payment election is the bank account where any travel or expense reimbursements will be deposited. Payroll Payment election is where any payroll payments will be deposited. Please ensure you have a valid election for both types.
  

  • How to: Review direct deposit information
  • How to: Review Payroll and Expense Payments
• Verify pay withholding information (W-4)
  Workday will show your Federal Tax withholding. Review and update as needed to ensure your tax withholdings match your expectations.
  

  • How to: Review tax elections
• Confirm the electronic access designation for your W-2 tax and wage statement

  As an alternative to paper W-2 Wage and Tax Statements, University of North Florida employees may elect to receive their Form W-2 Wage and Tax Statements electronically online. Please read this notice and provide your consent to receive all future W-2 Wage and Tax Statements exclusively in electronic format.

  • Give Consent to Receive Form W-2 Wage and Tax Statement in electronic format in lieu of paper form
• Confirm retirement plan information (benefits)

  Enter a Human Resources support ticket to update any information.

  Note: PeopleFirst Benefits (Health, Life, Dental, Vision, etc.) will not show within Workday and will still be managed and viewed directly in your PeopleFirst account. For more information, visit UNF HR Insurance Plans.

Time & Mobile App

• Enter time worked at the end of the day
  • Student/OPS Employees will still be required to complete a timesheet each bi-weekly pay period. It is recommended to enter your time worked at the end of each shift. You may also use the Check In/Check Out feature in Workday to clock in and out for each shift. If using that feature, you will need to clock out for unpaid breaks as well.
    • How to: Enter time (OPS and Student employees)
      
      
  • Non-Exempt (Hourly) Budgeted Employees: Enter Time Worked at the end of your shift.
    • Non-Exempt (Hourly) Budgeted Employees will still be required to complete a timesheet each bi-weekly pay period. It is recommended to enter your time worked at the end of each shift. You can autofill your hours from your schedule in Workday, or add hours each day.
    • How to: Enter time - Non-Exempt (Hourly) Budgeted Employees
• Download the Workday app

  Download the Workday app in the Apple or Google Play store if you choose to enter time on a mobile device

  Setup Workday Mobile App

  1. Download and open the Workday Mobile app.
  2. Enter UNF for the Organization ID or use the option to scan a QR code from the Workday home page
     1. From the Workday home page:
        
        • Select your profile picture or icon along the top
        • Select My Account from the drop-down
        • Select Organization ID.
        • The Organization ID and QR Code will display
  3. Enter your UNF ID to sign in and verify your identity with two-factor authentication

Request Absence

• Confirm annual and sick leave balances
  Eligible employees earn annual leave and sick leave over time. The leave balances were brought over from Banner as of July 1.
  

  • How to: Review leave balances
• Verify comp time balance if available
  If you have elected to earn comp time instead of overtime, you will see a leave balance for Compensatory Time if you have any that you have earned. Leave balances were brought over from Banner as of July 1.
  

  • How to: Review comp time balance

Tasks & Approvals

• Review any actions in your “My Task” inbox requiring your approval
  You may or may not have items appear Day 1 in your My Tasks inbox. All items coming to you for approval or action will appear there. All items will show in one inbox, whether it is an HR or Finance task. If you need assistance before making a decision on a My Task item, please reach out to the person who submitted it or request help through the Workday Support Center.
  

  • How to: Review and take action on items in "My Task"
• Enter any purchase requisitions or reimbursements that need to be added in Workday

  A requisition is a request to purchase an item through the procurement process. If you have any items that you need to request to purchase, please submit the requisition through the ‘Create Requisition’ task.

  • How to: Enter a Purchase Requisition
• Enter any spend authorizations or expense reports that need to be added in Workday
  • If you will be doing any travel in FY25, enter those spend authorizations (travel requests) in Workday through the Create Spend Authorization task in Workday. These do not need to be completed on day 1, but you should enter the spend authorization so it can be approved before the travel begins. If you have any outstanding expense reports that need to be completed for FY25, please enter those through the ‘Create Expense Report’ task.
    
    
  • View Year End Travel Scenarios
    
    
  • How to: Enter spend authorizations or expense reports

Managers

• Review Team in Workday to ensure all of your employees are present
  • We have a full org chart now in Workday. You can access your org chart.
    • Review your team’s job and compensation, position orgs and costing allocation information.
    • Enter a Human Resources support ticket if any employees are not showing

  • How to: Review team in Workday
  • How to: Move a worker
• Budget Managers - Run Budget to Actuals report to check your SSBD budget

  Run the Budget to Actuals report in Workday to compare to your FY25 SSBD budget in banner to ensure it posted.

  • How to: Compare your FY25 SSBD Banner Budget to your FY25 Original Workday Budget
• Review and approve, as applicable, requests located in My Tasks
  • How to: Review and approve tasks as applicable

Printable Checklist

• Download printable checklist
  Workday Day 1 Printable Checklist

Troubleshooting

• If you are having any problems accessing Workday, or need help completing tasks in Workday

  Please utilize the resources available through Workday Go Live Support