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Workday Knowledge Base

Workday Knowledge Base

Click here for Workday communications and updates

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Employee Self-Service | Employee Management

Note that new material will be added progressively in the Workday Knowledge Base

 

Employee Self-Service

(For employees - Managing your personal and professional information)

[Getting Started - Workday Mobile - Benefits - Career - Pay - Personal Information - Time Entry - Absence Management]

  Last Updated
Getting started with Workday
    Basic Navigation English Français 2020-07-20
    Advanced Navigation and Troubleshooting (View roles, profiles, find BPs and view status, etc.) English - 2020-10-19
    Identify your place in the organization English Français 2020-07-20
    The trusted devices functionality English Français 2020-07-20
    Data security (Introduction, protecting HR data while using Workday, roles and responsibilities) English - 2020-10-02
    Network restrictions (When to use VPN) English - 2020-10-02
Workday mobile
    Download the Workday mobile App English Français 2020-07-20
    Overview of the mobile functionalities English - 2020-07-20
Benefits
    Benefits enrollment manual: For new hires English Français 2020-07-20
    Benefits enrollment manual: For employees English Français 2020-07-20
Career
    Manage your career interests (Job interests, skills and experience) English Français 2020-07-20
    Apply for jobs and refer candidates English Français 2020-07-20
    Applying at McGill University - Guide for External Candidates English Français 2020-10-26
    Applying at McGill University - Guide for Internal Candidates English Français 2020-10-26
    Guide for New Hires (How to login to Workday for the first time, Onboarding steps, Resources) English Français 2020-10-07
    Work study program for students --> for program information and applying through MyFuture English Français 2020-09-03
pay
    Manage your pay options (Payment and withholding elections) English Français 2020-10-07
    The new pay slip: Video English Français 2020-07-14
    The new pay slip: Manual English Français 2020-07-14
Personal information
    Modify your personal information (Contact info, emergency contacts, IDs, name, photo) English Français 2020-07-20
Time entry
    Time entry manual English Français 2020-11-04
    Retroactive time entry for hourly employees (prior to July 26, 2020) English - 2020-08-07
Absence management
    Request sabbatic leave of absence guide English Bientôt disponible 2020-09-18
        Request sabbatic leave of absence:  For applicants/initiators  English Bientôt disponible 2020-09-18
    Request time off and leaves of absence English Français 2020-10-20
    Leave of absence manual: For initiators English Français 2020-11-23
    Guide to Summer Fridays English Bientôt disponible 2020-09-03

 

Employee Management

(For Supervisors, Managers, Finance Partners and Heavy Users - HR and Academic Affairs transactions)

[General - Delegation & Security - Absence - Compensation - Costing Allocation -
Recruiting - Staffing - Structure & Orgs - Time Tracking]

  Last Updated
    Support:    
          Academic & Administrative HR Service Portal Open 2020-10-16
    Job catalogues:    
          Academic Staff Open 2020-11-02
          Admin & Support Staff Open 2020-11-02
          McGill Student Workers Open 2020-07-27
    Guide to Employee Types (Worker Sub-Types) Open 2020-07-27
    Guide to FTE and Scheduled vs. Default hours (Definitions, Default hours per employee group) Open 2020-08-13
    Workday reporting, useful Workday reports & Datawarehouse views Open 2020-10-19
    Job Profile Attributes Reference Guide (Job Profile, Pay Rate Type, Employee Type, Default Hours, Primary Comp Plan) Download 2020-11-02
Delegation and security
    Delegation of tasks in Workday:    
          Instructions (How delegation works, setup delegation and act on delegated tasks) Open 2020-07-27
          Guidelines for the decision to delegate and selecting a proper delegate Open 2020-07-27
    Security role assignment: Instructions Open 2020-08-03
    Security role assignment: Guidelines --> Validate guidelines with your Faculty/Unit Champion To come -
Absence management
    Leaves of absence    
          Leave of absence manual: For initiators Open 2020-11-23
          Request sabbatic leave of absence guide Open 2020-09-18
              Request sabbatic leave of absence: For applicants/initiators Open 2020-09-18
              Request sabbatic leave of absence: For approvers (Chairs/Directors/Deans) Open 2020-09-29
    Time offs    
          Guide to Summer Fridays Open 2020-08-20
          Time off adjustments (Entitlements, add'l vacation, carryover, Summer Fridays from FT to PT, termination, temp. assignment) Open 2020-11-04
          Absence partner's guide to time off (Time off plans and time off payouts) Open 2020-11-04
    Replacement funds --> For updated procedure and related forms/memos refer to the HR Website's restricted site HR 2020-07-20
 myCourses Training Material Available    
       eLearning: Time off and Leaves, Roles and resp., Request and approve time off, Request LOA and return from leave

Open

 2020-08
       Virtual classroom - Videos:  Request time off, Request time off payout, Request LOA and return from LOA, Absence Reports Open 2020-08
       Virtual classroom - Additional Videos:  Carry-over balances (vacation days), Termination adjustments, Short-term Disability Open 2020-08

       Virtual classroom - Practice guide (step-by-step guide): 

  •        Activity 1:  Request time off (moving day)
  •        Activity 2:  Allocate Summer Fridays entitlement
  •        Activity 3:  Request leave of absence (unpaid leave)
 Open 2020-08

        November 24, 2020 meeting recording: Reinforcement Session - Leaves of Absence

  • General Leave of Absence refresher
  • Leave type-specific information:
    • Short-term Disability
    • Long-term Disability
    • Temporary Assignment
    • Personal (LSA)
    • Personal (LSA) vs Leave of Absence vs Unpaid Leave of Absence
    • Returning employees from Leave
  • Absence Partner responsibilities
 Open 2020-11
Compensation
    Request compensation change (RCC)    
          Request compensation change business process Open 2020-07-27
    Request one-time payment (OTP)    
          Request one-time payment business process Open 2020-07-27
          Course Lecturer indemnity payment due to course cancellation Open 2020-10-13
              Course Lecturer/Instructor Indemnity Calculation Form (the Excel form will download) Download 2020-10-13
    Assigning and viewing MCLIU compensation Open 2020-07-27
    Compa-ratio Open 2020-07-27
    Compensation tabs: Total rewards, Compensation, Compensation history Open 2020-07-27
    Post-Doctoral compensation Open 2020-11-12
    Post-Doctoral costing allocation worksheet Open 2020-11-12
 myCourses Training Material Available    
      eLearning:  What's new, Compensation fundamentals, Request compensation change, Request one-time payment Open 2020-08
      Virtual classroom - Videos:  What's new, Request compensation change, Request one-time payment, compensation reports Open 2020-08

      Virtual classroom - Practice guide (step-by step guide):  

  •       Activity 1:  Request compensation change (Acad: Zero-salary Academic / Admin: SEU with multiple positions)
  •       Activity 2:  Request a OTP (Acad: Indemnity payment for Course Lect./ Admin:  Non-base payment special project )
  •       Activity 3: 
    • Academic: Splitting OTP between funds
    • Admin: Request comp. change (Allowance) for non-base payment (temp. additional resp.) 
 Open 2020-08
Costing allocation
    Costing allocation (Overview, Finance Partner role, business process and reporting) Open 2020-07-31
  myCourses Training Material Available    
       eLearning:  Costing allocation business process, Costing allocation as a sub-process, Costing allocation reports Open 2020-08

       Videos:

  • June 25, 2020 meeting recording:  Workday Fundamentals and Costing Allocation 
    •  Costing allocation business process and sub-process
  • September 3, 2020 meeting recording:  Costing Allocation Reinforcement Session 
    • Assign costing allocation at the worker level
    • Costing allocation for create position
    • Compensation change (one-time payment)
    • Time entry costing allocation override
    • Additional job (CRC Tier)
    • Data change (reappointment)
    • One-time payment
  • October 22, 2020 meeting recording:  Missing and Expired Costing Allocation Q&A Session
    • Workday: End dates and monitoring
    • Banner:  "After the fact" monitoring and correcting the fund(s)
 Open 2020-08
Job requisitions and recruiting
    2020-2021 Semester-based positions (Course Lecturers/Instructors and Teaching Assistants) Open 2020-10-30
    Create Position    
        Create Position Business Process Overview Open 2020-07-27
        Step-By-Step Guide: How to create a Casual Academic Position paid by One-Time-Payment Open 2020-10-13
        Step-By-Step Guide: How to create a Postdoctoral Researcher (Category C) position Open 2020-08-17
        Step-By-Step Guide: How to create a Teaching Assistant position Open 2020-08-17
        Step-By-Step Guide: How to create a Zero-salary CAS Ranked Academic position Open 2020-08-28
        Work Study Job Catalogue (Program details and create a Work Study eligible position) Open 2020-08-03
              Work Study Program --> for employer program information Open 2020-08-03
    End-to-end Recruiting Process    
          Recruiting BPs (Where to start, create job req, post & translate, selection, merge duplicates, offer, hire/onboarding, pre-hire) Open 2020-11-13
          Recruitment of Course Lecturers and Instructors Open 2020-07-27
          Recruitment of Invigilators (Job Management) Open 2020-07-27
    Job Requisitions    
          Create an Evergreen requisition Open 2020-07-27
          Manage job requisitions (Close, freeze, unfreeze) Open 2020-07-27
          Selection Committee functionality Open 2020-07-27
    Hire business process    
          Hire BP for specific employee groups:    
              Course Lecturers and Instructors Open 2020-08-24
              Maintain Employee Contract for Course Lecturers (step triggered after Hire BP) Open 2020-09-21
    Onboarding checklists    
          For Employees - Guide for New Hires Open 2020-10-07
          For Managers Open 2020-07-27
 myCourses Training Material Available    
   Positions and Job requisitions myCourses training material:    

       eLearning:  New recruiting process, Creating positions, Creating job requisitions, Creating positions from job reqs

 Open 2020-08

       Virtual classroom - Videos:  Create a position within a job requisition, Create Evergreen requisition

 Open 2020-08
       Virtual classroom - Additional Videos: Edit Job Requisition Open 2020-08

       Virtual classroom - Practice guide (step-by-step guide):

  • Activity 1: Create a job requisition
    • Create the job requisition (Academic: Assistant Professor / Admin: MPEX)
    • Translate the job details
    • Post the job
       
  • Activity 2: Submit a job application
 Open 2020-08

       Virtual classroom - Practice guide (step-by-step guide for Recruiting Coordinators):

  • Activity 1: Create a job requisition (for a Teaching Assistant)
 Open 2020-08
Recruiting myCourses training material:      
       eLearning: Recruiting fundamentals, Applying to a job, Job Application business process, Hire and Onboarding Open 2020-08
       Virtual classroom - Video:  Finding and applying to a position, Job Application business process, Hire and Onboarding Open 2020-08

       Virtual classroom - Practice Guide (step-by-step guide):   

  • Scenario:
    • Academic: Assistant Professor
    • Admin: MPEX
       
  • Activity 1: Accessing the candidate grid
     
  • Activity 2: Moving the candidate through the recruitment process
    • Review
    • Screen
    • Assess
    • Schedule interview
    • Enter and submit interview feedback
    • Initiate offer, generate offer letter and accept offer
       
  • Activity 3: Initiating hire
 Open 2020-08
staffing
    Academic Appointments    
          Introduction to Academic Appointments (BP, managing appointments, academic units, joint appointments, reporting) Open 2020-08-31
          Associate Membership appointments (Add, update, end, reporting) Open 2020-08-31
    Add Job business process    
          Reference Guide (Definition, Add job reasons, When to use this process) Open 2020-07-31
    Change Job business process    
          Reference Guide (Definition, Change job reasons, When to use this process) Open 2020-07-31
          Move an employee from one Manager to another Open 2020-08-21
          Re-appointment for Admin employees Open 2020-07-31
          Re-appointment for Academic employees Open 2020-08-10
          Temporary Alternate Work Arrangement - TAWA (Adding, extending, ending, reporting) Open 2020-08-19
    Position rematch Open 2020-07-27
    Switch Primary Job business process (Related impacts, ad-hoc scenario, add job and end job scenarios, reporting) Open 2020-09-21
    Temporary assignment (new, extending and ending a temporary assignment, reporting) Open 2020-09-21
    Termination    
          Termination and End Additional Job business processes Open 2020-08-10
          Course Lecturer indemnity payment due to course cancellation Open 2020-10-13
              Course Lecturer/Instructor Indemnity Calculation Form (the Excel form will download) Download 2020-10-13
          2020-2021 Semester-based positions (Course Lecturers/Instructors and Teaching Assistants) Open 2020-10-30
 myCourses Training Material Available    
      eLearning:  Change job, Add job, Terminate employee Open 2020-08
      Virtual classroom - Video:  Change job, Add job, Terminate employee Open 2020-08

      Virtual classroom - Practice guide (step-by-step guide):  

  • Activity 0: Add academic appointment (Academic ONLY)
  • Activity 1: Change job (Admin - Promotion / Academic - Data Change)
  • Activity 2: Add job
  • Activity 3: Switch primary job and end additional job
  • Activity 4: Termination
 Open 2020-08
Structure and organizations
    Supervisory Organizations: Instructions (Establishing/creating/modifying a Sup. Org. and moving employees) Open 2020-07-31
    Supervisory Organizations: Request form --> In HR website's form section, under Update or Change Forms 2020-07-31
Time tracking
    Time entry manual Open 2020-07-20
    Retroactive time entry for hourly employees (prior to July 26, 2020) Open 2020-08-07
    Retroactive Time Payment Request Form --> In HR website's form section, under Submit Forms 2020-08-05
    Time entry manual: For Local Timekeepers Open 2020-11-04
    Time entry: Differential hours Open 2020-11-04
    Time entry approval: View and modify costing allocation (Fund and/or Activity) Open 2020-08-07
 myCourses Training Material Available    
       eLearning:  Key time tracking concepts, Enter and approve time, Time entry exceptions Open 2020-08
       Virtual classroom - Video:  Enter time, Review time Open 2020-08
       Virtual classroom - Additional video: Recall and overtime, Submitting differential hours (categorial diff.) for SEU) Open 2020-08

       Virtual classroom - Practice guide (step-by-step guide): 

  • Activity 1:Time entry 
  • Activity 2: Submit additional hours (SEU) 
  • Activity 3:  Overtime entry
 Open 2020-08

 

 

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