It is important for all GVSU employees to login to Workday. The go-live checklist below provides steps for you to take within the first few days of Workday launching for GVSU, as well as in the weeks that follow, to get acclimated with the new system.

January 3-8

January 8-14

January 15-21

January 22-31

• Login to Workday: access Workday at my.gvsu.edu. Resource(s): Accessing Workday (Job aid)

• Submit time entry for time worked January 3-6: If you are an hourly employee, you must enter time worked between January 3-6 by January 6. Supervisors must approve this time by January 8 at 3 p.m. Resource(s): Enter Time: By Day (Job aid); Enter Time: Check-In (Job aid - for time tracking kiosk use only); Approve Time (Job aid); Time & Absence Office Hours
   
• Track time off taken between January 3-6: Time off taken between January 3-6 needs to be entered by you or your supervisor within the Workday “Absence” app by January 6 to be recorded appropriately for payroll. Supervisors must approve any absence taken between January 3-6 no later than January 8 at 3 p.m. Resource(s): Vacation Request (Job aid); Approve Time (Job aid); Time & Absence Office Hours

• Review your payment election direct deposit information: Payroll direct deposit and expense reimbursement direct deposit elections have been imported from Banner to Workday. To ensure accuracy, check that your payment election information is correct in your Workday profile. Update as needed. Resource(s): Payment Election (I.e., direct deposit) Enrollment Event (Job aid)
   
• Review your tax withholding elections: On January 4th at 1 p.m., the last tax withholding elections for 2023 will be imported from Banner to Workday. To ensure accuracy, check that your tax withholding elections are correct in your Workday profile after 1 p.m. If an adjustment is needed, please contact HR at [email protected]. Resource(s): Complete Tax Withholding Elections (Job aid)
   
• Review your manager & team members: Verify that your manager/supervisor is listed correctly, as well as any employees who report to you (including students) if applicable. To update this information, contact HR at [email protected]. Resource(s): How to View Organizational Charts (Job aid); Supervisory Organizations Info Page
   
• Add at least one emergency contact: Your existing emergency contact information is not being transferred into Workday. All university employees should have at least one emergency contact listed in Workday. Resource(s): Change Emergency Contacts (Job aid)

• Register for additional courses/office hours: Courses for Lightning Travel Booking training have been added. Office hours are available for time entry/approval and expenses/P2P. Resource(s): Workday Courses and Office Hours
   
• Review the Workday Support page: Several self-service resources are available as well as the option to connect with Finance and HR directly. Resource(s): Workday Support page

• Review your manager & team members: Verify that your manager/supervisor is listed correctly, as well as any employees who report to you (including students) if applicable. To update this information, contact HR at [email protected]. Resource(s): How to View Organizational Charts (Job aid); Supervisory Organizations Info Page
   
• Approve time entry by 3 p.m. on January 8: Supervisors or delegated timekeepers MUST approve all time worked December 24 - January 2 in Ultratime, and January 3-6 in Workday. Time approvals are due no later than 3 p.m. on January 8.
  Resource(s): Approve Time (Job aid); Time & Absence Office Hours
   
• Approve time off/vacation by 3 p.m. on January 8: Time off taken between January 3-6 must be approved by supervisors no later than 3 p.m. on January 8. 
  Resource(s): Approve Time (Job aid); Time & Absence Office Hours

• Request future time off for approval in Workday: Approved time off is not being transferred into Workday. Any time off you have planned for 2024, even if it has already been approved, will need to be requested in Workday. Resource(s): Vacation Request (Job aid), Requesting a Leave of Absence (Job aid)

• Review and modify your personal information (as needed). Resource(s): All Worker Profile Job Aids
  • Emergency contacts
  • Home address
  • Personal phone number for GVSU Alerts
  • Personal information including marital status
  • Pronouns
  • Name pronunciation
  • Preferred name (previously GVSU MyName)
  • Citizenship status
  • Disability self-identification
     

• Review your work address, work space, and phone number: To update this information, contact HR at [email protected].
   
• Review your benefit elections: The benefit elections you chose during the 2024 Open Enrollment were transferred into Workday. Ensure this information is correct, including dependent information (if applicable). If this information does not match your 2024 Open Enrollment elections outlined in your confirmation statement, contact HR at [email protected].

• View your My Tasks (Workday Inbox): In Workday your My Tasks are like your inbox. Resource(s): Homepage Tour (Demo video)
   
• Print your last paycheck from Banner: It’s good practice to maintain a record of your last paycheck of the year, every year. With our transition from Banner to Workday, print your paycheck (located in Banner) from the December 16-31 pay period to keep for your records. Resource(s): Banner Self-Service
   
• Optional: Download the Workday mobile app: With the mobile app, you can complete your Workday tasks from your mobile device. Resource(s): Workday Mobile App (Info page); Download the Workday mobile app for iPhones; Download the Workday mobile app for Androids

• Identify your FOAP(s) on the finance crosswalk: Banner FOAPs have transitioned to Workday’s Foundation Data Model (FDM). Resource(s): FOAPs > FDM (Crosswalk)

• Register for additional courses/office hours: Courses for Lightning Travel Booking training have been added. Office hours are available for time entry/approval and expenses/P2P. Resource(s): Workday Courses and Office Hours
   
• Review the Workday Support page: Several self-service resources are available as well as the option to connect with Finance and HR directly. Resource(s): Workday Support page

• Hourly Employees - Submit time entry for the January 7-20 pay period by end of day on January 20.
  • Enter holiday time for Monday, January 15, for the Martin Luther King Jr. holiday. Resource(s): Add a Holiday (Job aid)
  • Enter all time worked from January 7-20. Resource(s): Enter Time: By Day (Job aid); Enter Time: Check-In (Job aid - for time tracking kiosk use only); Enter Time: With Meal (Job aid)

• Managers - Approve time entry by 3 p.m. on January 22. Managers or delegated timekeepers MUST approve all time worked and holiday time for the January 7-20 pay period by 3 p.m. on January 22. Resource(s): Approve Time (Job aid)

• Review time off balances. Resource(s): Absence Balance (Job aid)

• Review your paycheck:
  • Hourly employees: look for your paycheck issued on 1/16/24, from the 12/24 - 1/6 pay period.
  • Salary employees: look for your paycheck issued on 1/12/24, from the 12/21 - 1/5 pay period.
  • Adjunct faculty: this will be a checklist item for the final checklist period of 1/22 – 1/31.
  • Resource(s): How to View Your Paycheck (Job aid)

• Customize your email notifications: You can customize your email notifications and other notification preferences in Workday. Resource(s): Customizing Your Notifications (Job aid); Customizing Your Notifications (Demo video); Workday Inbox & Notifications (Info page)

• Review card transactions within your expenses: Add the Expenses Hub to your app menu. Within Expenses, review your outstanding transactions. Resource(s): How to Add the Expenses Hub, How to Create an Expense Report
   
• Confirm your purchase orders (POs): Banner purchase orders have been converted to Workday. Please use this list to ensure that your purchase orders transitioned correctly. Resource(s): Workday Transition – POs

• Post jobs in Workday: As of January 15, Workday is officially ready for job postings. If you have been waiting to post a job in Workday, begin the recruitment process. Resource(s): All Recruitment & Hiring resources
   
• Search for jobs in Workday: All GVSU employees will now be able to search and apply for jobs within their Workday profile. To do so, login to your Workday profile, click on the menu icon, and select "Careers Hub" from your menu items. All external candidates will be able to search for job postings via the new GVSU Careers website.

• Register for additional courses/office hours: Courses, recordings, and training materials for Lightning Travel Booking training have been added. Office hours are available for time entry/approval and expenses/P2P. Resource(s): Workday Courses and Office Hours
   
• Review the Workday Support page: Several self-service resources are available as well as the option to connect with Finance and HR directly. Resource(s): Workday Support page

• Adjust your expense reimbursement payment election as needed. If you use the same bank account to receive expense reimbursements as you do to receive your pay, due to a duplicate account being loaded into Workday, it automatically converted the duplicate bank account to a savings account (or checking account if you use a savings account).  Please review your Payment Elections and edit your Expense Reimbursement line to be the same as your Payroll line. Then remove the incorrect account type line from the Accounts section. Corrective actions on banking information cannot be made by Payroll or Finance in Workday and must be made by the employee for security reasons. Please contact Finance with any questions at [email protected]. Resource(s): How to Update Expense Payment Election (Job aid)

• Complete your talent profile review. You may enter Career information within your employee profile including development items, interests, skills, education, certifications, etc. Resource(s): How to Complete Your Talent Profile Review (Job aid)

• Adjunct faculty: review your paycheck. Look for your paycheck issued on 1/31/24. Resource(s): How to View Your Paycheck (Job aid)

• Read the known issues on the Workday Support page. If have questions or are experiencing an issue that isn’t listed as open or resolved, please submit a support request. Resource(s): Workday Support page
   

• Complete any remaining training that is currently available. As you’re navigating in Workday, you might find that additional training is needed, and/or that a refresher would be helpful. Use the resources that you prefer: self-paced courses, video recordings, job aids, demo videos, etc. Video recordings were recently added for CTP Lightning Travel Booking and Cost Center Managers. Resource(s): All Finance Workday Resources; All HR Workday Resources

• Review the Workday @ GVSU Roadmap. See the 9 additional Workday components planned to go live throughout this year and beyond. Remember, Workday Student is planned for 2027! Resource(s): Workday @ GVSU Roadmap
   
• Stay engaged with Workday by reading the monthly GVSU Workday newsletter. The next editions will arrive via email on 1/29/24 and 2/26/24. These newsletters will provide important information regarding things like financial report training planned for February. Resource(s): Workday Communication