Workday How-to Hub

Discover the common features of Workday and learn how to navigate its basic functionalities with these resources, located in the Getting Started & Navigation folder:

• Getting Started in Workday for Employees – Job Aid
• Getting Started in Workday for Employees – Video
• Getting Started in Workday for Managers – Job Aid
• Getting Started in Workday for Managers – Video

Use this resource in the the Getting Started & Navigation folder to learn how to add applications to your global navigation menu in Workday:

• Adding Applications – Job Aid

In Workday, applications are core modules that support key business functions like HR, payroll, recruiting, finance, and procurement. Examples include Time, Pay, Benefits, Recruiting, and Purchases. Integrated within a single system, these apps are part of the Workday HCM and Finance suites, enabling role-based access and streamlined operations.

Learn how to efficiently use the “My Tasks” tool with this resource, located in the Getting Started & Navigation folder:

• My Tasks – Job Aid

The “My Tasks” tool streamlines task management, maintains productivity, and ensures nothing falls through the cracks in your Workday responsibilities.

Learn how to download and access the Workday Mobile App on your mobile device with this resource, located in the Getting Started & Navigation folder:

• Workday Mobile – Job Aid

The Workday Mobile App enhances productivity by providing convenient, real-time access to tasks, updates, and personal information while on the go.

Learn how to manage your personal information with these resources located in the Personal Information folder:

• Verify Personal Information – Job Aid: Verify that your date of birth and social security number are correct within Workday.
• Name Pronunciation – Job Aid: Help others correctly pronounce your name, including setting up an audio recording for accurate pronunciation.
• Change My Photo – Job Aid: Update your profile photo in Workday. The updated photo will also be synced with Office 365.
• Manage Contact Information – Job Aid (Rev. Mar 2024): Update your personal contact information, such as your address or phone number, if you have moved or changed your contact details.
• Update Personal Information – Job Aid: Make changes to your marital status, pronouns, or other personal information.

Learn to manage your worker profile with these resources, located in the same folder:

• Worker Profile – Job Aid: Update your personal information, including demographics, education level, and contact details.
• Worker Job History – Job Aid: View your years of service with MSU Denver and your prior job history uploaded from Banner.

Use this resource in the Employment & Job Changes folder to learn how to request a change to your business title so it better reflects your role at the University:

• Request Business Title Change – Job Aid

Use this resource in the University Required Trainings folder to learn how to access and complete all mandatory University trainings. You’ll also find troubleshooting tips for resolving common issues.

• University Required Trainings & Troubleshoot Guide – Job Aid

Resources to help you complete the required processes when traveling for work are located in the OTC_Expenses Hub- Travel & Travel Cards folder.

Before Your Trip: Create a Spend Authorization, which is required before incurring any expenses involving airfare, overnight stays, or rental cars. Learn how using these resources:

• Create Spend Authorization – Job Aid
• Training Short – Create Spend Authorization –  Training Video

After your return, create and submit an Expense Report to submit your travel card transactions and request reimbursement. Learn how using these resources:

• Create Expense Report – Job Aid
• Training Short – Create Expense Report – Training Video
• Create Expense Report – Mileage – Job Aid
• Work Day Mobile App – Create Expense Report – Job Aid
• Find Unallocated Transactions – Job Aid

Note: Ensure your Payment Elections are set up in Workday as direct deposit before submitting your first Expense Report.

Find job aids and videos to help you complete processes related to purchase requisitions, procurement card (P-card) transactions, and supplier-related tasks such as requests, invoices, and receipts in the OTC_Purchases – Suppliers and Procurement Cards folder:

Purchase Requisitions

• Create Purchase Requisition Job Aid: Explains how to create a requisition to procure goods and/or services.
• How to Create Requisitions – A Screen by Screen Job Aid: Walks you through the Create Requisition process in Workday, including the process for Requesting Goods, Requesting Services, and Checkout. Also includes instructions for splitting orders amongst multiple worktags.

Supplier Requests, Invoices, and Receipts

• Create Supplier Request Job Aid: Assists you in creating a supplier request to set up a new supplier in Workday.
• Create Supplier Invoice Request Job Aid: Assists you in creating a supplier invoice request to pay a supplier invoice in Workday.
• Create and Edit Receipt Job Aid: Assists you in creating or editing a receipt to acknowledge receipt of goods/services against an encumbrance (P.O. or Supplier Contract). Important: If you do not create a receipt against your encumbrance, you payment will not be released in Workday.
• Training Short – Create and Edit Receipt – Video

Procurement Card Transactions

• Verify Procurement Card Transactions Job Aid: Assists you in verifying and reporting purchases made on your procurement card transactions in Workday.
• Training Short – Verify Pro Card Transactions PART 1 – Video
• Training Short – Verify Pro Card Transactions PART 2 – Video
• Verify P-Card_Find Unallocated Transactions Job Aid: Assists you in finding both Procurement Card and Travel Card Transactions that still need to be allocated in Workday.

Learn how to report your work hours and complete your timesheets in Workday with these resources, located in the Time Tracking folder:

• Employee – Enter Time – Job Aid
• Employee – Enter Time – No Leave Taken – Video
• Employee – Enter Time – Non-Exempt – Video
• Employee – Enter Time – Student-Hourly – Video
• Employee – Enter Time – Student-Temporary – Job Aid (Rev. Jan 2024)

Learn how to enter time off, request and correct an absence (time off or leave of absence), report no time off taken, and request a return from leave of absence using these resources, located in the Time Tracking folder:

• Enter Time (Professional Staff Non-Exempt) – Job Aid: Submit your time as a non-exempt staff member.
• Manage Time Off and Leave of Absence – Professional Staff – Job Aid
• Manage Time Off and Leave of Absence – Professional Staff – Video

Learn how to request overtime or flexible work arrangements in Workday using these resources, located in the Time Tracking folder:

• Request Overtime – Job Aid
• Request Flexible Work Arrangement – Job Aid

Learn how to use the Pay application in Workday to access your pay information and payslips with this guide, located in the Pay folder:

• View Print Payslips – Job Aid: Print payslips if you need a printed copy.

Learn how to manage your tax withholdings and payment elections using these guides, located in the Pay folder:

• Complete Tax Withholdings – Job Aid: Select your federal and state withholdings.
• Manage Payment Elections – Job Aid: Update your banking information for your paycheck from MSU Denver.

Learn how to manage your benefits with these resources, located in the Benefits folder:

• Open Enrollment – Job Aid: Complete the open enrollment process to choose a new plan or re-enroll in your current plans.
• Add or Change Beneficiaries – Job Aid: Discover how to add or change beneficiaries in Workday.
• Change Benefits for Life Events – Job Aid: Update your benefits information for life events or dependent relationships.
• Retirement Elections – Job Aid: Adjust your retirement elections.

The Performance Management subfolder offers comprehensive resources for your annual review, including mentorship, goal setting, self-evaluation, and more.

Other helpful resources are available on the Human Resources Intranet.

In Workday, delegations allow employees to temporarily assign their tasks and responsibilities to others, ensuring continuity when they are unavailable. Find these resources in the Delegations folder:

• Employee – Act as a Delegate – Job Aid: Act as a delegate to initiate, review, or approve tasks on behalf of a colleague.
• Employee – Delegate a Task – Job Aid: Delegate tasks to a colleague, if you will be out of the office or need someone to initiate, review, or approve tasks on your behalf.
• Manager – Approve Delegations – Job Aid: Approve delegation requests.

If you decide to leave the University, learn how to submit your resignation within Workday with this resource in the Employment & Job Changes folder.

• Submit Resignation – Job Aid

Find out how to get support with Workday using helpful resources in the ITS Ticketing – Workday folder. This guide explains how to locate and submit ITS tickets for Workday-related issues:

• ITS Tickets – Workday – Job Aid