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: 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 Faculty Class Overload & Adjunct Assignments
PDF: Update W4 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
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 Deduction - to 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: Resume for SACS/COC Accreditation - This 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: 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
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 Managers- A 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
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: 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
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
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
Banking
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: 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
Procurement
Getting Started
PDF: Procurement 101 Buying Guide - IMPORTANT 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: Create Request – Temporary Card Increase
PDF: Workflow for Travel
Expense Hub
Video: Expense Hub Virtual Training (25:41 min video)
Spend Authorization
PDF: Create Spend Authorization for Self and Worker
Video: Create Spend Authorization for Self and Worker (8:02 min video)
Video: What are Worktags? (5:26 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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