PeopleSoft and our existing systems do not support smooth and efficient operations

We have manual processes and excessive paperwork that result in inefficient HR and Finance interactions

Workday will enable easier and faster HR and Finance processes for everyone

Workday will go-live on September 26th for you to begin using for HR and Finance tasks

Workday is replacing PeopleSoft (Bison), R Drive, and a variety of paper forms

Yes! All employees have HR and / or Finance responsibilities – such as recruiting, benefits, and expense reports – and will be impacted by our transition to Workday

The Operational Transformation team will be providing various communications that introduce Workday topics

You will be able to learn how to use Workday by attending the learning sessions: Introduction to Workday and / or Workday for Managers

You will also be provided with instructional documents that explain the “how to” for processes in Workday:

• • • Quick Reference Cards: explains the steps for short, easy processes

    • Job Aids: details step-by-step how to complete longer, more complex processes

You will need to use Workday for actions such as:

• • • Viewing payslips (Workday term for paystubs) and updating direct deposit information

    • Updating personal information

    • Submitting expense reports

    • Changing your tax withholdings

    • Submitting time off requests and viewing time off balances

    • Posting job openings and viewing applications

    • Onboarding new employees

    • Ordering supplies

Workday will shift us from paper forms to electronic workflows.

Workday will replace current systems and transform the way we do business by maintaining better data, processing transactions faster, and increasing reporting capabilities.

Workday will allow greater self-service, meaning you can initiate tasks, cutting down the amount of back and forth. Examples of these tasks include:

• • • Changing your contact information

    • Updating your direct deposit information

    • Submitting a leave request

Workday HCM stands for Human Capital Management, which is the technical term for Workday HR. You may come across the term Workday HCM, but we will mostly use the term Workday HR to explain the various HR functions of Workday (e.g. personal information and benefits)

Your personal information  will be carried over from PeopleSoft; however, you will be asked to verify this information in Workday, such as Deaf/Hearing status, date of birth, race/ethnicity, and sex.

You will receive more information about what actions you need to take in Workday closer to our go-live date, September 26, 2022

Pronouns are an optional field on the employee profile within Workday.

If you choose to make a pronoun selection, you are able to make this choice visible in Workday to employees across Gallaudet and Clerc Center will be able to view your selection.

PeopleSoft did not have the option to include pronouns, and we are excited for this improvement in Workday

We want everyone to feel included. Workday will provide a variety of pronoun options:

• • • Please ask me 

    • She / Her / Hers 

    • He / Him / His 

    • They / Them / Theirs 

    • She / Her and They / Them 

    • He / Him and They / Them 

    • She / Her and He / Him and They / Them 

    • Xe / Xir / Xir  

    • Xe / Xem / Xyrs 

    • Xie / Hir / Hir 

    • Ey / Em / Eir 

    • Use my name only 

    • Other 

    • Do not want to disclose

Yes! Workday will host employee profiles which can be accessed by other employees with information including your title, manager, and pronouns (optional)

Also, Workday enables you to view an organization chart called the Supervisory Organization Hierarchy, which shows the reporting relationships – managers and their direct reports – across Gallaudet and Clerc Center

If your job role required you to clock in and out now, you will clock in and out in Workday once Workday goes live. Workday uses a 15/7 rounding rule for clocking in and out. Workday will round time entries to the nearest quarter hour. For example, a time entry at 9:07 AM would round to 9:00 AM; however, a time entry at 9:08 AM would round to 9:15 AM

Yes! You can submit the time with a comment for your manager to make any necessary corrections. Your manager should communicate with you when the corrections have been made so that you can resubmit the time attesting to its accuracy. 

If you are unable to review and submit your time, you are likely missing a time clock event. Either you forgot to check in or check out one day. Work with your manager ASAP so they can manually enter this check in or out for you. Once they have made the correction you can submit your time.

With the launch of Workday, there will be changes to how your overtime pay will appear on your payslips. Now, both your overtime and regular pay will be reflected in a single payslip, as opposed to the separate paystubs in ADP. Overtime pay will be reflected in the payslip corresponding to the time it was worked.

Additionally, we will be calculating overtime for those with multiple positions using Weighted Average Overtime (WAOT). WAOT takes the average of the different wages worked, taking into consideration how long you work in each position.

Here’s an example of how we calculate WAOT for Bison who works as a mascot but also as a paid social media influencer:

Bison works 30 hours at $13 per hour as a mascot, and works 20 hours at $10 per hour as an influencer

• First, we find Bison’s base pay:

  • (30 hours x $13) + (20 hours x $10) = $590

• Next, we find Bison’s weighted average rate by dividing total pay by total hours worked:

  • $590/50 = $11.80

• We then multiply Bison’s weighted average rate by .5 to get their Weighted Average Overtime rate:

  • $11.80 x .5 = $5.90

• After that, we multiple Bison’s Weighted Average Overtime rate by the amount of overtime worked:

  • $5.90 x 10 = $59

• Lastly, we add Bison’s base pay and overtime together:

  • $590 + $59 = $649

Yes! Workday has incredible tools to support our recruiting of faculty, staff, and teachers. This will now include temporary positions as well.

Workday will bring a revamped external and internal career site for applicants

• • • Soon, you will be able to visit the external career site

Workday will enable clear and consistent recruiting processes, which will support hiring managers and free-up time

• • • Candidates and teams will benefit from an easier, smoother recruiting process    

Within Workday, we will have many improved recruiting features, such as:

• • • Scheduling interviews, including an integration with Google Calendar

    • Sharing “candidate profiles” to the search committee, including application materials and questionnaire responses 

    • Providing a recruiting dashboard which gives a clear view to hiring managers and Search Committee Chairs of where candidates are in the process

The onboarding features in Workday will transform the way we onboard new hires at Gallaudet and Clerc Center

Workday provides managers with the tools they need to create an easy yet effective onboarding experience for new hires:

• • • Managers will be able to send welcome messages to new hires within Workday

    • Managers will be able to provide new hires with a list of “people to meet” and “helpful contacts” 

    • New hires will be able to view and complete assigned onboarding tasks, such as filling out direct deposit information and completing tax forms

    • New hires can also view additional materials, such as introduction videos and required trainings

Yes, Workday will eliminate PAFs (Personnel Action Forms) and SPAFs (Special Pay Action Forms)!   

The elimination of PAFs and SPAFs is one way that Workday will reduce manual paperwork and save time

• • • For example, student workers continuing in their role through multiple semesters will no longer have to be terminated and rehired at the start of the new semester

Beginning September 26, 2022, we will submit all absence requests in Workday 

• • • Today, we use the term “leave” which will be replaced by the Workday term “absence” is the Workday term for leave

    • Absence includes time off (annual leave, sick leave, parental leave, etc.) and leave of absence (FMLA, workers’ compensation, long-term disability, etc.)

In Workday, you will be able to view your time off balances more easily and track approvals for requests from your manager

Beginning November 21, 2022, you will no longer need to enter start and end time for the absence requests in Workday. 

• • You will only need to update the quantity hours per day

Yes, your time off balances will carry over from PeopleSoft  

Your accrued time off will not change because of Workday

Absence requests in PeopleSoft through January 1, 2022 that are completed before the cutoff date of September 8, 2022 will carry over into Workday

You will be asked to confirm that your absence requests carried over accurately once Workday goes-live on September 26, 2022 

All expense reports will be submitted in Workday

Workday will provide more transparency as you will be able to track the status of your expense report submissions

Travel expenses will now require pre-authorization, called a spend authorization, that will also occur within Workday

• • • Spend authorizations provide you with prior approval to make a spend 

Depending on your role, you may have access to a variety of reports in Workday

Workday will bring several key improvements to reporting:

• • • Access to real time data

    • Ability to schedule reports to run automatically at set points in time

    • Dashboard views, or collections of reports that provide meaningful analytics

    • Workday has advanced security features to restrict or enable viewership of financial information to specific groups of people based on departments, seniority, etc.

Yes! Those with budget responsibilities (Budget Unit Heads, Budget Unit Administrators, and Executives) will have access to budget reporting in Workday

Workday will be replacing the shared drive (R Drive) to offer improved budget reporting with real-time data that can be used to inform decision making

You are able to access budget reporting by either cost center or program. 

We have created some new resources to walk you through the process. 

Budget reporting by cost center 

Budget reporting by program