All Job Aids By Categories

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!

Please do not download and share these resources; this would violate our contract with Workday, regarding training materials.
Please DO share links to this site and its resources (anyone with a Guilford account has access).

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

Workday Training: Job Aids & Videos

Workday Orientation & Basics

Workday & Okta Setup - Faculty/Staff

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

Workday and Okta Setup - Students

- Logging into Guilford College Workday (Students) (requires a student login to Guilford Gmail)
- Student - Installing Workday Mobile Job Aid

Personal Information and Delegations

Payroll & Pay Elections

Time & Absence Tracking

HR Actions & Employee Changes

- 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

Benefits & Enrollment

Academic Chairs and Coordinators

Recruiting and Hiring

Financial Data Management (FDM) & 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- These lists are live and may change; so, please do not print or download (as this may mean you are using an outdated list)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

Budget & Cost Centers

- 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
- Budget vs Actual by Cost Center/Ledger Account - Budget Manager Job Aid
  - Budget vs Actual by Cost Center/Ledger Account - Budget Manager Job Aid video (4:21)
- Budget vs Actual by Cost Center/Ledger Account - Executive Job Aid
- Budget vs Actual by Cost Center/Ledger Account - Executive Job Aid video (5:15)

Procurement & Supplier Management

Expenses and Reimbursements

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

Reports & Data

- Introducing Report Navigation Job Aid
- GC Payroll Periods - Payroll Dates Report

Tips & Shortcuts

- 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
  - Change the requested data/form-fields you had previously selected/filled, Select the Change Selection icon [image: Change Selection icon]
  - 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.

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