Workday Tips & Tricks

Billing codes and cost centers are organized differently in Workday.

Each department will still have a few cost center, function, and fund codes. But underneath these are now additional codes called “Driver Worktags.” Driver Worktags include: 

• Program 
• Grant 
• Project  

For most departments, the program code will be used. Helpfully, your old cost center numbers will be listed in the description for the program code.   

You should have your assigned cost center, function, and funds automatically listed in your profile, so they show up as the default anytime you create a spend authorization or requisition.  

It should also appear by typing “WINS” plus the old cost center number in the program field.

To request a specific weekly schedule, click the ‘action’ dots by your name and select “Request Work Schedule” under Time and Absence.

You can select from preset schedules based on your position and bargaining unit. Your supervisor can then approve your schedule request.  

In the Time app, you can autofill your timesheet with your set schedule or based on the previous week.  

If the hours you worked during a particular week are different from either your set schedule or the previous week, you can always edit the information that is auto filled on your timesheet.

Timesheets may appear differently for employees in different bargaining units. For example, some bargaining units have mandatory lunch breaks auto filled into their schedules.

You may be getting notifications or emails that don’t seem accurate or are unnecessary. Some of these might indeed be the result of glitches that are still being worked out. You should always double check notifications and emails just to be safe.

One example of a weird notification issue is people receiving messages saying, “Time Entered But Not Submitted.” This happens when Workday users request leave for a future pay period. These notifications will continue to arrive for those pay periods until that timesheet is submitted.  

Be sure you log in to Workday regularly to see your notifications. Not all notifications will be sent via email.  

Purchasing Cards are managed differently than they were in WarriorSpace, and unfortunately some of the functionality that card holders were used to are no longer available.  

Purchasing Card holders will no longer receive email notifications when their receipts are due.

Card holders must remember to go into Workday and submit their receipts regularly to ensure their cards are reconciled. Card holders can set weekly reminders or put a recurring “Submit Receipts” appointment on their calendar to serve as a notification.  

Purchasing Card holders can also not assign another person in their department to receive notifications when receipts are submitted. Instead, card holders can export a PDF of the transaction in Workday and then send it to the person in your department who manages your budgets.  

To do this, go to “Expense Reports” on the left menu of your Expenses Hub app, then click the ‘action’ dots next to the expense report that you’d like to send and click Print. Wait one moment, and the PDF copy will automatically open. If you click “Notify Me Later,” a notification will show up once it’s generated.

IT is ready to help when you submit a ticket through the Help Desk. You can help them help you!

Provide screen shots. Describe as much as you can see in the system. Workday looks different depending on your position and bargaining unit. 

If you don’t know what something is called in Workday, you can refer to what you used in a previous system.

IT is also limited in their knowledge. If the answer is not available in a job aid, the issue may need to be sent up to system.