SJSURF Workday Training
Welcome to Workday!
Workday is a cloud-based human resource (HR) and financial management (financials) system. It's a one-stop shop for workforce management, including payroll, timesheets, benefits, and more.
Workday Login
Scribe: User Login Help
| Issue | Who to Contact |
|---|---|
| Login issues, password resets, or tech questions |
Email fdn-it-group@sjsu.edu or Log a ticket |
| Time tracking, paystubs, W-2s |
Email the RF Payroll Team |
| Grants or account balances |
Email your RF OSP Post-Award Analyst |
| Invoices and reimbursements |
Email the RF Accounts Payable Team |
Additional Resources
- Object Code Mapping from Central Square to Workday
- Workday Glossary [pdf]
Workday Reports List Category Report Name Description Accounts Payable Find Supplier Invoices This report allows you to search for invoices by supplier, invoice number and date. You may view the accounting, approvers and view a copy of the invoice. Instructions on running the report can be found under Quick Guides on the Workday Training page. Grant Extract Grants This report enables Principal Investigators (PIs) to list the grants they manage. Grant Grant Status Report — RPT-004
This report lists the grant's Budget, Current Revenue/Expense, Cumulative Revenue/Expense, Outstanding Commitments, and Available Balance. It can be run by fiscal period. The data on the summary page can be drilled down to the detailed transactions.
Grant
Grant Status Report — RPT-004 (All Time Periods)
This report gives an option to generate data for a custom period, for example, from 7/15/2025 to 11/15/2025.
HCM HCM Cost-Allocation Data Salary Data, Supervisor Report - RPT-013
This report allows the manager to view HCM Cost Allocation and Salary data for their team. It can be run by Supervisory Organization, with filters for the Costing Allocation Begin and End Dates.
Program Extract Programs
This report enables program managers to list the programs they manage.
Program Program Status Report - RPT005a
This report lists the program's Prior Revenue/Expense, Current Revenue/Expense, and Cumulative Revenue/Expense. It can be run by fiscal period. The data on the summary page can be drilled down to the detailed transactions.
Training Hub
Quick Guides
Benefits (Presented: Jun. 17, 2025)
Target Audience: All Employees (except SJSU students)
Presenter: Jocelyne Peña
Training Resources
– Training Video Recording
– Scribe: How to Change Commuter and Retirement Benefit Online
Description
Benefits: How to enroll/waive benefits-retirement plan, parking, Commuter Flexible Spending Account (FSA).
Employee Dashboard (Presented: Jun. 3, 2025)
Target Audience: All Active Employees
Presenter: Myles Reed
Training Resources
– Training Video Recording– Scribe: How To Update Personal Information In Workday
– Slides
Description
Human Resources: Employee Dashboard — Learn how to navigate your employee dashboard,
including:
– Accessing and updating your employee profile
– Using the menu options
– Updating Direct Deposit (DD), W-4, Emergency Contact, and EEO information
– Viewing your payslips, W-2s, and 1095 forms
Job Changes (Presented: Jun. 10, 2025)
Target Audience: All PIs & Account Signers
Presenter: Ranjit Kaur
Training Resources
– Training Video Recording (coming shortly)
– Scribe: Faculty Reappointment Process
– Scribe: Job Change — Account and/or Salary Change (for non-faculty employee)
– Scribe: Add Job — Hiring existing employee under different Manager/PI
– Scribe: Convert Contingent Worker to Employee
– Scribe: How to Terminate Employee in Workday
– Scribe: Extend/Reappoint a Non-faculty Employee
Description
Human Resources: How to manage employment changes — salary action, account change/extension, add job, end job, and termination.
New Hire Process (Presented: Jun. 5, 2025)
Target Audience: All PIs & Administrative Staff
Presenters: Ranjit Kaur & Vicky Farias
Training Resources
– Training Video Recording
– Scribe: How to Hire a Benefited Position — Hiring Manager
– Scribe: Faculty New Hire Process
– Scribe: Non-benefited New Hire Process (for all student employees and other temporary positions)
– Scribe: How to Approve a Job Requisition — OSP
– Scribe: Completing Employment Eligibility Verification Form I-9
– Scribe: Completing Your Onboarding Process in Workday
– Scribe: Hire Contingent Worker (volunteer, PI managing employees but not paid through
RF)
Description
Human Resources: For non-benefited, faculty, and benefited positions.
New Suppliers, Purchase Orders, and Invoices (Presented: Jun. 13, 2025)
Target Audience: Central Office, All PIs, & Administrative Staff
Presenter: Loralee Quintero
Training Resources
– Training Video Recording
– Scribe: Creating Purchase Order Requisitions In Workday
– Scribe: Requesting a New Supplier
– Scribe: Creating a Non-PO Supplier Invoice Request in Workday
Description
Finance/Acounts Payable: This workshop will cover the following processes:
– Submitting purchase order requisitions through Workday
– Submitting non-PO invoices through Workday
– Requesting a new supplier through Workday
– Approving requisitions and invoices
– General information and questions
Performance Evaluations (All Benefited Employees)
Target Audience: All Benefited Employees and their Supervisors
Presenter: Vicky Farias
Training Resources
– Training Video Recording
– Copy Last Year's Goals to Workday
– Complete Self-Evaluation
– Create Goals for Upcoming Year
– Updated Employee Rating Scale [pdf]
Description
Overview of the performance evaluation process and how to complete it in Workday.
Performance Evaluations (Managers)
Target Audience: All Benefited Employees and their Supervisors
Presenter: Vicky Farias
Training Resources
Description
Overview of the performance evaluation process and how to complete it in Workday.
PI Grants Access in Workday (Presented: Jun. 17, 2025)
Target Audience: PIs
Presenters: Lan Ngoc Duong & Amy Zhao
Training Resources
– Training Video Recording
– Scribe: How to search for your award in Workday
– Scribe: How to run Account Status Report – PIs on-line
Description
In this Workday training session, the OSP Post-Award Associate Director and Manager will walk through how to navigate the system to access grant account information. There will be a demonstration of key details, such as remaining balances, purchase orders, and expense history.
Program Accounts in Workday (Presented: Jun. 27, 2025)
Target Audience: PIs for Self-support Programs
Presenters: Ricky Yoneda & Patrick Murray
Training Resources
– Training Video Recording
– Scribe: Program Accounts in Workday [pdf]
– Slides: Program Accounts in Workday [pdf]
Description
This workshop will cover the following processes:
– Funds recorded as revenue
– Interfund transfers done via journal entries
– Admin fees
– Timing of calculations
– Fees
Timesheet and Requesting Time-Off (Presented: Jun. 12, 2025)
Target Audience: All Active Employees
Presenter: Vicky Farias
Training Resources
– Training Video Recording
– Scribe: How to Submit Timesheet — Exempt
– Scribe: How to Submit Timesheet — Faculty
– Scribe: How to Submit Timesheet — Hourly
– Scribe: How to Submit Timesheet — Multiple Position
– Scribe: How to Request Time Off
Description
Payroll: Instructions for submitting timesheets and time off for hourly, exempt, faculty, and multiple positions.
Timesheet and Time-Off Approval (Presented: Jun. 12, 2025)
Target Audience: All PIs & Account Signers
Presenter: Vicky Farias
Training Resources
– Training Video Recording
– Scribe: How to Approve Timesheets — PIs, Account Signers
– Scribe: How to Delegate Timesheets — PIs, Account Signers
Description
Payroll: Learn how to review and approve time entries and time off/leave requests.
Travel, Expenses and P-Cards (Presented: Jun. 10, 2025)
Target Audience: Central Office, All PIs, & Administrative Staff
Presenter: Loralee Quintero
Training Resources
– Training Video Recording
– Scribe: Travel Authorizations and Expense Reports
– Scribe: Reconcile and Verify P-Card Transactions in Workday
Description
Finance/Accounts Payable: This workshop will cover the following processes:
– Spend Authorization: Approval for travel will be submitted through Workday rather
than using our current RAT form (employees only, separate process for students and
non-employees)
– Expense Reports: Creating expense reports in Workday for travel or expense reimbursement.
How to link your expense report to your Workday travel authorization.
– Approving Spend Authorizations and Expense Reports.
– P-Card Reconciliation: How to reconcile your P-Card charges using Workday. How to
delegate reconciliation to support staff.
– General information and questions
