All Job Aids 

While our scheduled, in-person trainings maximize efficiency, you should feel welcome to request just-in-time training when you cannot attend the scheduled sessions and you need training; if you have questions, please select the Contact link/page (from the site-navigation) and send me an email; I am happy to help!

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If you prefer to read Job Aids (Google Docs) in another language

Job Aids - step by step guides and video walkthroughs

• Core Functionality

  • Introduction to Workday video (6:56)

  • Introducing Layout, Tools, and Concepts Job Aid

    • Introducing Layout, Tools, and Concepts video (18:09)

  • Update Personal Information Job Aid

  • Setting Language Preferences in Workday Job Aid

  • Manage Delegations Job Aid

  • Faculty and Staff Employees

    • Logging into Guilford College Workday (Faculty/Staff Employees) Job Aid

      • Download and Install Okta Verify Mobile App (helpdesk document, may require login with your full Guilford email/email pass)

      • Enroll into Okta Mobile App (helpdesk document, may require login with your full Guilford email/email pass)

    • Faculty/Staff - Installing Workday Mobile Job Aid

  • Student Employees Only

    • Logging into Guilford College Workday (Students) (requires a student login to Guilford Gmail)

    • Student - Installing Workday Mobile Job Aid

  • Tips & Tricks

    • General

      • How to check the status of a Workday Business Process Job Aid.

      • Name Pronunciation: In Workday, search for "Change My Name Pronunciation" and use the task to add the Phonetic Pronunciation of your name.
        Phonetic Spelling Instructions, from Carnegie Mellon University

      • Finding the status of an action/request Tips & Tricks

      • Edit/Delete Incomplete Business Process Tips & Tricks

      • My Tasks/Inbox Filters: Creating, Using, and Editing them Tips & Tricks

      • Multiple Active Tabs/Windows Tips & Tricks

      • Search a web page using the web browser's Find (in the page) feature Tips & Tricks

      • Remove individual selected items from a list/field, select the “x” preceding the item to be removed [image: select the "x"]

      • Select all, from any pop-up checkbox-list, hold down Apple+A (on a Mac) or Ctrl+A (in Win), to select all, then tap the Enter key.

    • Finance/Budget/Cost Centers

      • Business processes. Anyone can view next steps and routing for a transaction they initiate by searching for the specific transaction in Workday.

• Absence / Time Tracking

  • Enter Hourly Time Job Aid

    • Enter Hourly Time Job Aid video (1:39)

  • Edit Existing Time Entry Job Aid

  • Requesting Absence/Time Off Job Aid

    • Requesting Absence/Time Off Job Aid video (5:06)

  • Correcting Absence/Time Off Job Aid

  • Managers - Time Approval Job Aid

  • Managers - Time and Scheduling Hub Job Aid

• Academic Department Chairs and Program Coordinators

  • Academic Appointments, Faculty Rank and Tenure Job Aid

  • Adding Academic Appointments Job Aid

  • Managing Academic Units Job Aid

  • Ending Academic Appointments Job Aid

  • Managing Period Activity Pay Job Aid

  • Academic Faculty Dashboard Job Aid

• Benefits

  • Adding Proof of My Wellness Visit to Workday Job Aid

  • Open Enrollment 2024 Job Aid

  • Managing Benefits Changes: Life Events, Beneficiaries, Dependents, Retirement Savings Job Aid

• Budgets

  • Managing Cost Centers Job Aid

  • Budget Process Information Job Aid

  • Budget Reporting Job Aid

  • Budget Amendments Job Aid

  • Budget Check Process Job Aid

  • Budget vs Actual by Worktags-Executive Job Aid (For VPs) 

  • Budget v Actuals with Worktags - Budget Managers Job Aid 

• Expenses

  • WORKFLOW: Expense Reports with Spend Authorizations 

  • WORKFLOW: Expense Reports without Spend Authorizations

  • Expenses Job Aid (Payment Elections, Spend Authorizations, Expense Reports, and Mobile Reporting)
    Note: Not for PCards

  • How to Create an Expense Report

  • Create and Submit an Expense Report (Scribe Video)

    • Travel/Expense Guidelines

    • Missing Receipt Form (Word Doc)

    • Videos:

      • Expenses: Create a Spend Authorization Request video (10:15)

      • Expenses: Create Expense Report video (9:59)

      • Workday Expense Reports and Spend Authorizations full training video recording 8/11/23 (58:36)

  • Travel Credit Card Job Aid (Spend Authorizations, Expense Reports, and Mobile Reporting)

  • Create a Spend Authorization Request (with Scribe Video)

  • Create a Spend Authorization Request for Mileage (with Scribe Video)

    • PCard and Travel Card Verifications and Approval Schedule (pdf)

• Financial Data Management (FDM) / Financial Accounting

  • Crosswalk for Cost Center, Activity, and/or Project(s) - These lists are live and may change; so, please do not print or download (as this may mean you are using an outdated list)

  • Worktags Quick Reference Guide

  • Banner COA - FDM Crosswalk Job Aid

  • Spend and Revenue Categories, and Using Worktags Job Aid

  • Encumbrances, Commitments, and Obligations Job Aid

  • EIBs Import Accounting Journal Job Aid

• HR Core Functionality

  • Contract Contingent Worker Job Aid

  • End Contingent Worker Contract Job Aid

  • Employee Resignation - Terminations Job Aid

  • Managers - Start Change Job Aid

  • Change My Work Space Job Aid (when you need to edit your Work Space / office location)

  • Managers - Compensation Changes Job Aid

  • One Time Payments Job Aid

• Payroll

  • Request Overtime Job Aid

  • Understanding Your Payslip Job Aid

  • GC Payroll Periods - Payroll Dates Report

  • Student Bi-Weekly Period Schedule and Payroll Dates (PDF)

  • Managing Payment Elections (Direct Deposit) Job Aid

  • Uploading Direct Deposit Proof 

  • Withholding/Tax Elections Job Aid

  • Pre-Approval for Additional Pay Request Job Aid

• Procurement / Suppliers

  • WORKFLOW: Vendor Invoices with Purchase Orders 

  • WORKFLOW: Vendor Invoices without Purchase Orders

  • Procurement/Purchasing Guidelines (Word Doc)

  • How to Check the Status of an Invoice with a PO Assigned Job Aid 

  • Create/Edit/Cancel Supplier Request Job Aid

    • Videos:

      • Create Supplier Request Job Aid: Check if a supplier exists in Workday video (2:43)

      • Create Supplier Request Job Aid video (5:30)

      • Procurement, Suppliers & Invoices full training video recording 8/31/23 (1:12:33)

  • Create/View/Edit/Cancel Purchase Requisition Job Aid

    • Create/View/Edit Purchase Requisition Job Aid video (6:30)

  • Create/Edit Receipt Job Aid

  • Create/View Supplier Invoice Request Job Aid

  • Procurement Card (PCard) Verification Job Aid

    • PCard and Travel Card Verifications and Approval Schedule (pdf)

    • Missing Receipt Form (Word Doc)

• Recruiting

  • Commonly Used Workday Terms & Icons (HCM & Recruiting) Job Aid

  • Manager - Recruiting Navigation Video (6:21)

  • Recruiting Process - Step 1a - Managing Evergreens for High Volume Jobs (PT Faculty, Service Staff) Job Aid

  • Recruiting Process - Step 1b - Start Job Requisition Job Aid (Managers)

    • Manager - Start Job Requisition and Navigate Job Requisition Video (13:12)

    • How to Start a Job Requisition Video recording (6:58) 08/2/23 - Manager Tasks Only

    • How to Start a Job Requisition/Hire Staff Video recording (32:23) 8/2/23 - Full Process

  • Recruiting Process - Step 2a - Current Employees: How to search and Apply for Jobs, Create Referrals Job Aid

    • Recruiting Process - Step 2a - Current Employees: How to search and Apply for Jobs, Create Referrals Video (7:56)

  • Recruiting Process - Step 2b - Students: How to Search and Apply for Jobs Job Aid

    • Recruiting Process - Step 2b - Student Employees: How to Search and Apply for Jobs Video (4:56)

  • Recruiting Process - Step 3a - Candidate Management (Recruiters and Managers) Job Aid

  • Recruiting Process - Step 3b - Offer Letters and Contracts Job Aid

  • Recruiting Process - Step 4 - Faculty - How to Hire PT Faculty Job Aid

  • Recruiting Process - Step 4 - FT Faculty - Overview of Candidate - Hire/Onboarding Business Process - A - Z Job Aid

  • Recruiting Process - Step 4 - How to Hire Staff Job Aid

  • Recruiting Process - Step 4 - How to Hire Student Workers and Graduate Assistants (HR Partner) Job Aid

    • How to Hire Students Training and Q&A recording Video recording (27:12) - 08/3/23

• Reporting

  • Introducing Report Navigation Job Aid

  • GC Payroll Periods - Payroll Dates Report

• Security

  • Assigning Security Job Aid