Frequently Asked Questions (FAQ)

1. Remember: access is role-based.
   
   

2. Gather the thing you can’t see (report/page/process) and your role/department.
   
   

Open an ITS Help Desk ticket or call 336-316-2020 and request the needed access. 

1. Open Workday → your Profile.
   
   

2. Go to My Account → Preferences → Notifications.
   
   

3. Change frequencies (Immediate/Daily/Digest) for Email and Mobile as needed.
   
   

Save.

• No. Never send PII (SSN, Student/Worker IDs, Supplier EINs) in tickets.
  
  

• Use tickets only for process questions, error screenshots, or how-to help. 

• No. Do not upload invoices/supporting docs in tickets.
  
  

• Submit all payments in Workday using the correct process/job aid.
  
  

• If you need help, request/attend a Workday training session.
  
  

• Spend Authorization (before travel): ask for pre-approval and estimated costs.

• Expense Report (after travel): submit actual costs with itemized receipts.

• No. Spend Authorization is an estimate.

• Expense Report must reflect actual amounts + receipts.

• Plan for ~1 week minimum.
  
  

• Delays happen if info is incomplete/incorrect or staffing is limited.
  
  

•  Use My Expense Reports, My Requisitions, or Find Supplier Invoice in Workday. 

• Create your own receipt (date, vendor, description, amount, currency, reason).
  
  

• Attach it to the relevant expense line.
  
  

• Add a short justification explaining why no receipt was available.
  
  

• If you travel more than twice per year, yes.
  
  

• Email Tracy to request the form. (thall2@guilford.edu)
  
  

• Complete the form and await card setup.

1. Find the transaction reference number in Workday.

2. Open a Finance Help Ticket with that number.

3. Ask Finance to cancel or return it for correction.

4. Resubmit correctly.

1. In Workday, open My Expense Reports (for reimbursements).
   
   

2. Open My Requisitions (for POs) or Find Supplier Invoice (for vendor payments).

3. Review the status and Process History for routing/approvals.

• • It’s a second verification to confirm the payment is intentional.
    
    

  • Once processed, a payment can’t be undone by the check writer.

• • No. Workday isn’t configured to send that alert.
    
    

  • To check, search POs by your Requester Name in Workday (use your PO-finding job aid). 

• • Open a Finance Help Ticket (subcategory: Other).
    
    

  • Ask for the gift balance and coding guidance.
    
    

  • When you create a transaction, enter the Gift related worktags will auto-populate. 

• • Re-create them in Workday:
    
    

    • Create Spend Authorization (if required).
      
      

    • Create Expense Report with itemized receipts.
      
      

  • Submit and track in Workday.

• • After July 2023: pay slips are in Workday.
    
    

  • Before July 2023: pay slips are in Banner Web (legacy process).

• • Open the Requesting Absence/Time Off job aid.
    
    

  • In Workday, go to Absence → Request Absence.
    
    

  • Pick the type/dates, attach notes if needed, and Submit.
    
    

  • Check Inbox/Process History for approval status.
    
    

  • If terms are unfamiliar, consult the Glossary of Workday Terms. 

• • Open the Enter Hourly Time job aid.
    
    

  • In Workday, go to Time → This Week.
    
    

  • Enter in/out times (or hours), save, and Submit by the deadline.
    
    

  • Need to fix something? Use Edit Existing Time Entry job aid.

• • Use Banner for rosters, grades, and student records.

  • Workday is not the system of record for this data.

• • Search the Job Aid library for your exact task/error first.
    
    

  • If the job aid doesn’t resolve it, submit a ticket with screenshots/details.
    
    

  • For recurring issues, request training. 

• • Email financeworkday@guilford.edu.

  • Include your role, topic(s), and availability.

  • Attend the scheduled session and bring sample scenarios.

• • Open a Finance Help Ticket (subcategory: Worktags).

  • Provide: business purpose, cost center/gift (if known), and example purchase.

  • Use the guidance they provide in your transaction.

• • Open the relevant transaction (expense, requisition, etc.).

  • Click Process History to see who has it and what’s next.

  • Nudge approvers if needed.

• • Check your Workday Inbox (bell icon) on web or mobile.
    
    

  • Open each item, review details/attachments.
    
    

  • Click Approve (or Send Back with comments).

• • Verify completion in Process History.

• • Install the Workday Mobile App.
    
    

  • Enter Guilford’s org code when prompted.
    
    

  • Sign in with your Guilford email + password and multifactor.
    
    

  • Approve/submit tasks on the go.

• • Okta syncs about every 15 minutes.
    
    

  • Wait and try again.
    
    

  • If it still fails, submit a Help Desk ticket. 

• • Open the Faculty/Staff Login job aid.
    
    

  • Follow Step 4.b.iii to set up a landline/alternate phone for MFA.
    
    

  • Test a login to confirm.

• • If the “Welcome to Okta” email is older than 7 days, request a new link from Help Desk.
    
    

  • For “User not assigned”, ask Help Desk to configure your Okta access.