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Workday Training Resources for HCM, Payroll & Finance

We have developed some great resources for you to learn about Workday. These videos and job aids will help you learn more about Workday. Click on the arrow to open the section and see the job aids and videos. 

For training materials such as videos and job aids regarding Workday Student, please go to the Workday Student Training Pages.

 

All set? Head over to your Workday Homepage and get started! 

 

Note: Workday Training materials and videos are only accessible to PBSC faculty, staff and students. You will be prompted to login using your credentials.

We recommend you do not print the Job Aids as business processes may change. For up-to-date resources, please bookmark this page to reference the most current process.

Video:  Workday Introduction (9:54 min video)

PDF:  Knowledge Base? - How to use the Knowledge Base and what it helps with.

 

Your Workday Basics

Video: Navigating Workday: The Basics - Covers the basics of the Workday Homepage, Worklets, the Inbox, Business Processes, the Search Feature and Related Actions. (8:39 min video) 

PDF:  Add and Remove Worklets

PDF:  Change Search Preferences 

PDF:  Favorites Worklet - How to customize your Favorites Worklet and save reports, tasks, custom reports and business processes you use regularly to this convenient centralized location, reducing your number of clicks each day. 

PDF:  Scanning and Attaching Documents - How to scan a document using Adobe Acrobat Pro DC and then upload/attach your .pdf into Workday.

PDF: Info Sheet - Use Tools and Navigation 

PDF:  Inbox 

PDF:  Modify Your Personal Information - Contact Information, Emergency Contacts, Personal Information, Preferred Name, Legal Name, Change Photo, Transaction History 

PDF:  My Work Space and Main Station - How to update your work space and work station within Workday. Also covers how to submit a ticket request to HR to update your work phone number on your behalf.

PDF:  Identify Your Place in the Organization   

XLS:  Glossary -  Workday terminology for Navigation, HCM, Payroll, Financial Management, HR Recruiting, Time Tracking and cross applications topics

PDF: Info Sheet- Employee Record VS Student Records - how to search for and access each type of record/profile for an individual.   

PDF:  Workday Mobile

Time Off

PDF:  Manage Your Time Off

 

Time Tracking

PDF:  Checking In and Out - (Clocking In and Out) 

Video: Time Tasks for Hourly Employees - Checking In, Checking Out and Submitting Time (3:26 min video) 

PDF:  Checking In/Out for Multiple Positions

PDF:  Submitting Your Time 

Video: Workday Manager & Timekeeper Webinar  (42 min video)

 

Benefits 

PDF:  Open Enrollment

PDF:  Voluntary Retirement 403(b) and 457(b)   

PDF:  Manage your Benefits  

PDF:  Divorce 

PDF:  1095-C ACA Form  - View, Print & Printing Elections 

PDF:  My Retirement Savings - Viewing and guide for additions/changes.   

PDF:  Charitable Giving - Success Circle

 

Learning

PDF:  Navigate Learning Experience

PDF:  Search, Enroll, and Drop a Course


Payroll
 

PDF:  View and Change Tax Document Printing Election 

PDF:  View and Print Tax Document (W2)  

PDF:  View and Print Payslips

PDF:  View Faculty Class Overload & Adjunct Assignments

PDF:  Manage Payroll Options

PDF:  Update W4 Elections

PDF:  Manage Payment Elections 

PDF: How to Check if Your Timesheet is Approved

PDF:  Model My Pay

PDF:  Employee Payroll Stop Payment

   
Records

PDF:  Resigning 

PDF:  My Work Space and Mail Station - How to update your work space and work station within Workday. Also covers how to submit a ticket request to HR to update your work phone number on your behalf.

PDF:  Alternate Worksite: For Employee

PDF:  Change My Name Pronunciation

 

Requests

PDF:  Tuition Reimbursement

Video:  Tuition Reimbursement (6:04 min video) 

PDF:  Degree Recognition 

Video:  Degree Recognition (5:14 min video) 

PDF:  Advancement in Rank Faculty  

PDF:  Advancement in Rank Instructor - assists with In Field and Out of Field requests. 

PDF: Advancement in Rank Librarian 

PDF:  Faculty Payment Form - to annually assist Faculty on a 168 day contract select a payment election.

PDF:  Instructional Faculty Point Banking Form

PDF:  NCBAA Payroll Deduction Authorization - to request a new, renew or cancel. 

PDF:  Association of Florida Colleges (AFC) Payroll Deductionto request a new, renew or cancel.   

PDF:  Florida Prepaid College Plan Payroll Deduction - to request a new, renew or cancel.  

PDF:  Emergency College Closing - Paid Out 

PDF:  Holiday College Closing - Compensatory Time 

PDF:  Holiday College Closing - Paid Time 

PDF:  On Call Coverage - Compensatory Time 

PDF:  On Call Coverage - Paid Time 

PDF:  Project Pay - Compensatory Time 

PDF:  Project Pay - Paid Time 

PDF:  Resume for SACS/COC AccreditationThis Request will only need to be completed/submitted when specifically directed to do so by a member of HCM.   

PDF:  Bargaining Unit Dependent Waiver

PDF:  Employee, Spouse, or Dependent Waiver

PDF:  Cancel a Request

 

Talent & Performance

PDF:  Career Hub

PDF:  Complete Employee Self Evaluation

PDF:  Employee Staff Probationary Appraisal

PDF:  Employee Career Development Plan

PDF:  Kudos Anytime Feedback

PDF:  Create a Flex Team

PDF:  Goals

PDF:   Ideal Coaching Methods for Me

PDF:  Jobs Hub

PDF:  Talent Profile

PDF: Faculty & Instructor Complete Employee Self Evaluation Comprehensive

PDF: Faculty & Instructor Complete Employee Self Evaluation Condensed

PDF: Librarian Complete Employee Self Evaluation Comprehensive

PDF: Librarian Complete Employee Self Evaluation Condensed

PDF: Faculty Instructor Complete Employee Self Evaluation

PDF: Faculty Instructor Annual Evaluation Acknowledgement

PDF: Faculty Librarian Annual Evaluation Acknowledgement

Getting Started

PDF:  Getting Started for Managers - An introduction to the basics of the worklets for managers, inbox notifications and inbox delegations. 

PDF:  Generate, Search and Run Reports

PDF:  Manage your Team - An indepth look at the Headcount and My Workers reports, viewing your Supervisory Org and Org Chart, as well as viewing your workers History.

 

Time
PDF:  Correct/Enter Time for Worker - A guide on how to Correct or Enter time for an hourly worker in your Org.

PDF:  Approve Time

PDF:  Team Time : For ManagersA guide for Managers to Review and Approve Time for Worker(s)

PDF:  Team Time : For Timekeepers- A guide for Timekeepers to Review and Approve Time for Worker(s)

PDF:  My Team's Schedule

PDF:  Time Off and Leave Calendar

 

Security & Permissions

Video:  Workday Security Explained - an explanation of the pieces of Security in Workday and how they connect to each other. 

PDF:  Workday Security - View, Change, and Explanation for upper level Managers

PDF:  Add/Remove Security Roles for Timekeepers and Absence Partners - Dept

PDF:  Add/Remove Security Roles- A guide for Managers to be able to Add or Remove Security Roles for Workers in their Direct or Inherited Org.

PDF: Proxy - How to Start and Stop a Proxy session once you have the security access to do so. 

 

Hiring - Cost Centers (etc.)

PDF:  Legacy Crosswalk 

XLS:  Legacy Crosswalk in Excel if you want to narrow the list 

 

Hiring - Job Requisitions 

PDF:  Before You Start 

PDF:  Create Job Requisition - Regular Full-time / Part-time Position 

PDF:  Create Job Requisition - Full-time Faculty

PDF:  Create Job Requisition - Adjunct Instructor 

PDF:  Create Job Requisition - OPS Position

PDF:  Create Job Requisition - Contingent Worker 

PDF: Create Job Requisition - Student Employment

PDF:  Review Candidates - Progress and Decline Candidates

 

Records

PDF:  Adjunct Add Job/End Job

PDF:  Terminate an Employee 

 

NOTE: When Termination is processed, it is vital you then follow the Manage Business Process for Worker job aid linked below. 

PDF:  Manage Business Process for Worker

PDF:  Alternate Worksite: For Manager 

 

Reports

PDF: Grant-Funded Employee Eligibility

PDF:  Management Reporting Dashboard worklet also, how to "Drill Down" into reports to refine/filter data.  

PDF:  Generate, Search and Run Reports

 

Delegations

PDF:  My Delegations - How to Delegate Tasks, such as Inbox, while you are out.

Video:  Delegating Tasks - A walk through. (6 minute video)

PDF:  I am a Delegate - What to do as a Delegate.

Video:  I am a Delegate - A walk through.  (Approx. 3 minute video)

 

Requests

PDF:  Personnel Action Form 

PDF:  Belle Glade Travel Stipend  

PDF:  Spot Award

PDF:  Cancel a Request

PDF:  Grant-Funded Employee Eligibility

PDF:  Leadership Excellence Program

 

Talent & Performance

PDF:  Complete Manager Evaluation

PDF:  Complete Manager Staff Probationary Appraisal

PDF:  Complete Manager Career Development Plan

PDF:  Notice of Corrective Action

PDF:  Performance Improvement Plan

PDF:  Administrative Review Goal

PDF: Faculty & Instructor Complete Manager Evaluation Comprehensive

PDF: Faculty & Instructor Complete Manager Evaluation Condensed

PDF: Librarian Complete Manager Evaluation Comprehensive

PDF: Librarian Complete Manager Evaluation Condensed

PDF: Faculty Instructor Complete Manager Evaluation

PDF: Faculty Instructor Annual Evaluation Plan

PDF: Faculty Librarian Annual Evaluation Plan

 

Getting Started

Check out the Workday Finance Tips & Tricks webpage for additional helpful hints. 

Video:  Worktags - How do they work?

Video: Money Monday - (1:15:08min) This video from June 7, 2021, provides a walk through of Budget vs Actual.

Video: Money Monday - (1:18:32min) This video from June 21, 2021, provides a walk through of Payroll; Budget vs Actual; Purchasing Tracker; Invoicing; and Q & A.

Video: Money Monday - (1:30:07min) This video from July 12, 2021, provides an in depth walk-through of Budget vs Actual; Purchasing Tracker; Invoicing; Purchasing; and Q & A. 

Video: Money Monday - (1:06:38min) This video from August 2, 2021, provides a walk through for Budget vs Actual; Grants; and Purchasing Q & A.

Video: Money Monday -  (59:47min) This video from February 6, 2023, discusses Match Exceptions and other tricks and topics.

Video:  What are Worktags? (5:26 min video)

PDF:  Legacy Crosswalk 

XLS:  Legacy Crosswalk in Excel if you want to narrow the list  

XLS:  Spend Category Crosswalk

 

Accounts Payable

PDF:  Create Supplier Invoice Request

Video:  Create Supplier Invoice Request   (22:28 min video)

 

Budget

PDF:  Budget VS. Actual 

PDF:  Budget Amendment 

PDF:  Create New Agency Account

PDF:  Create New Cost Center

 

Banking

PDF Daily Reconciliations

PDF Info Sheet: Reconciliation Appendix    

 

Cash Sale

Video:  Cash Sale (23 minute video)

PDF:  Record Cash Sale

PDF:  Approve Cash Sale

PDF:  Adhoc Payment for Patron Refunds

 

Customers

PDF:  Create Customer - Create, Set Ref ID and Edit. 

PDF:  Create Customer Deposit

PDF:  Customer Invoices - Create, Find, Print and Copy. 

PDF:  Customer Payments – Record and Apply to Invoice. 

PDF:  Create Customer Contract - with Billing Schedule and Print Invoices. 

PDF:  Create Customer Invoices for Billing Installments and schedule Printed Invoices 

 

Grants 

PDF: Grants Budget vs Actual - report 

PDF: Budget Transfer/Amendment

 

Looking for Job Aids about "Student Finance" related topics? Head to the Workday Student Training - For Staff web page for all training materials related to these subjects. 

Video:  What are Worktags? (5:26 min video)

PDF:  Legacy Crosswalk 

XLS:  Legacy Crosswalk in Excel if you want to narrow the list  

XLS:  Spend Category Crosswalk

 

Procurement

Getting Started

PDF:  Procurement 101 Buying GuideIMPORTANT review this before purchasing. This contains a helpful checklist of your responsibilities, Do's and Don'ts, process outlines, where to find help and special considerations. 

Video:  Procurement: An Introduction - An interactive video that walks you through the basics of Procurement. This video includes; finding a supplier, getting quotes, requisitions, receipts and invoices, as well as links to Job Aids and websites relevant to each section. (3:46 min video)

PDF:  MENU of Procurement Tasks - A menu to assist you in determining where to buy or what type of buying task to conduct as well as how to complete the desired purchasing task in Workday. 

 

Suppliers

PDF:  Find a Supplier in Workday 

 

Requisitions

PDF:  Create Requisition - With a Quote Attached 

PDF:  Create Requisition - Blanket Purchase Order Requisition 

PDF:  Create Requisition – Pre-Approved IT Catalog Items 

PDF: Create Requisition - PantherBuy powered by E&I (formerly Verve Marketplace) Punch-out

Video:  Create Requisition – PantherBuy powered by E&I (formerly Verve Marketplace) Punch-out

PDF:  Create Requisition - Amazon Punch-out 

PDF:  Create Requisition – ODP Business Solutions (fka Office Depot) and Fisher Scientific Punch-out 

PDF:  ODP Business Solutions (Office Depot) - Office Supply Program and Contacts Information Guide 

PDF:  Find Requisitions - Report (Find, Edit, Add More, Cancel, Print a Requisition)

 

Purchase Orders

PDF:  Find Purchase Order - Find and Print a Purchase Order.

PDF:  Receipts and Invoices - Receipt is a required form confirming you have received good/service.

PDF:  Returns

PDF:  Lenovo Return Policy

 

Workday Strategic Sourcing (WSS)

PDF: Accessing Workday Strategic Sourcing (WSS)

PDF: Navigating WSS - Contracts Dashboard and Business Purchase Table

PDF: Setting up your Landing Page

PDF: Setting up your Landing Page Request a Contract in WSS - Business Purchase Table

 

Supplier Contracts

VIDEO:  Training - Supplier Contracts, Blanket Purchase Orders, Quote Thresholds & 3-Way Match

 

College Stores (Copy Paper/Envelopes)

PDF:  College Stores (Internal Service Delivery for copy paper/envelopes)

 

Assets

PDF:  Assets


PCard

PDF:  Purchasing Card (PCard) for Self and Worker 

PDF:  Request – Credit Card Application

Video:  A Refresher - Credit Card 101 (57:42 min video)

      

Travel 

Video:  Travel Training Presentation (1:32 min video)

PDF:  Travel Training Presentation Powerpoint

PDF:  Travel Pocket Guide - IMPORTANT Quick Reference Guide to all of your responsibilities as a Traveler. It is recommended to read this prior to beginning a Spend Authorization and to refer to regularly throughout your travel process.

PDF:  Find Expense Report – View, Change, Cancel or Print 

PDF:  Travel Card Announcement

PDF:  Create Request – Temporary Card Increase

PDF: Workflow for Travel

 

Expense Hub

Video:  Expense Hub Virtual Training (25:41 min video)

PDF:  Expense Hub Presentation

 

Spend Authorization  

PDF:  Create Spend Authorization for Self and Worker

Video: Create Spend Authorization for Self and Worker (8:02 min video)

Expense Report - Travel and General

PDF:  Create Expense Report for Self and Worker 

Video:  What are Worktags? (5:26 min video)

PDF:  Create Expense Report Table - Explains each Expense Item, any Item Details associated with it if it should be Itemized. 

   

Expense Report - Mileage

PDF:  Create Expense Report – Mileage 

Video:  Create Mileage Expense Report (9:05 min video) 

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