Workday Human Capital

Management (HCM) &

Payroll (PR) Project FAQ

Author: Workday Project Team

12-28-2016
 Workday Human Capital Management & Payroll FAQ

Table of Contents
Introduction .................................................................................................................................................. 2
General & Schedule Questions .................................................................................................................... 3
1. Why are we changing our HR and PR systems from ADP to Workday? ........................................... 3
2. Are there any other Workday features being implemented as part of this project? ....................... 3
3. Is Workday replacing ADP, also known as HRB, Payex and the Self-Service Portal? ........................ 3
4. When is the first day I will have access to Workday? ....................................................................... 3
5. When is the last day I have access to ADP for my day-to-day HCM and PR functions, e.g. entering
my time or entering a time off request? .................................................................................................. 3
6. When will my last direct deposit or paycheck come from ADP? ...................................................... 3
7. When will my first direct deposit or paycheck come from Workday? ............................................. 3
8. What is the schedule for W-2’s? ....................................................................................................... 3
9. Where can I access Workday? .......................................................................................................... 3
10. What sign on credentials should I use to access Workday? ......................................................... 4
11. Are there friendly url’s I can use to access Workday? .................................................................. 4
12. Will I still be able to access ADP after December 27th? ................................................................ 4
13. Is the website mobile-friendly? Is there a Workday App? ........................................................... 4
14. What tenant name should I use when setting up the app?.......................................................... 4
15. Where can I learn more about Workday? .................................................................................... 4
16. Where can I get support for Workday? ........................................................................................ 5
17. When will support officially start for Workday? ........................................................................... 5
18. I entered time off in ADP for 12/26/16 and into 2017. Do I need to do anything in Workday? .. 5
19. I made changes to my benefits during the recent 2017 Open Enrollment period. Do I need to
resubmit those changes? .......................................................................................................................... 5
20. What does this project have to do with Workday Student? ........................................................ 5
Training Questions ....................................................................................................................................... 5
21. How will I be trained on the new system?.................................................................................... 5
22. Where will I be able to find training materials? ........................................................................... 5
23. When will training materials be made available? ......................................................................... 6
24. Where can I find some basic Workday navigation training? ........................................................ 6
Procedural Questions ................................................................................................................................... 6

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 Workday Human Capital Management & Payroll FAQ

25. Can I continue to change my tax withholding and direct deposit options in ADP through the
end of 2016? ............................................................................................................................................. 6
26. When is my payslip available in Workday? ................................................................................... 6
27. Is the pay schedule for adjunct faculty changing? ........................................................................ 6
28. Is the time entry and review frequency for hourly employees changing? ................................... 6
29. Is Payroll still accepting manual timesheets? ............................................................................... 6
30. What if I forgot to enter my requested time off? ......................................................................... 7
31. How will I be paid? ........................................................................................................................ 7
32. What happens if I do not receive my check? ................................................................................ 7
33. Does the manager have to approve the employee’s time for the employee to be paid in the
current time period? ................................................................................................................................. 7
34. When I enroll for direct deposit, will there be pre-note pay cycle? ............................................. 8
35. Why can’t I see my PTO or vacation balances? ............................................................................ 8
Functionality Questions ............................................................................................................................... 8
36. The company names in the dropdown are not what I am used to seeing. Why is there a
difference? ................................................................................................................................................ 8
37. I understand from the information sessions that Workday processes replace the PAF
(Personnel Action Form) in many places. Will we still use the PAF? ........................................................ 8
38. I don’t see my benefits deduction detail on my paycheck or pay stub. Where can I find it?....... 8
39. Where can I make changes to my paycheck, including direct deposit and withholding? ............ 8
40. What is the deadline to enroll for or change my direct deposit information? ............................. 9
41. Where can I make changes to my address and other contact information?................................ 9
42. Where can I review and change my benefit information? ........................................................... 9
43. Where can review my time off information? ............................................................................... 9
Support Questions........................................................................................................................................ 9
44. Who do I contact for Workday support? ...................................................................................... 9
45. What hours is Workday support available? .................................................................................. 9
46. Who do I contact if I have other questions about this project? ................................................... 9

Introduction
The following are frequently asked questions about the Workday Human Capital Management
(HCM) and Payroll (PR) project, including general, scheduling, training, functionality, procedures
and support questions.

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 Workday Human Capital Management & Payroll FAQ

General & Schedule Questions

1. Why are we changing our HR and PR systems from ADP to Workday?
A: See the Why Workday section of the Workday Human Capital Management (HCM)
& Payroll (PR) Project site.
System, POC, COL, DNI and Saybrook employees can access the site here.
TCSPP employees can access the site here.
2. Are there any other Workday features being implemented as part of this project?
A: Yes, benefits and time tracking. Other Workday modules, such as performance
reviews and recruiting, will be implemented in future phases starting in early 2017.
3. Is Workday replacing ADP, also known as HRB, Payex and the Self-Service Portal?
A: Yes.
4. When is the first day I will have access to Workday?
A: Tuesday, 12/27/16. You will get an email from the System notifying you when access
is available.
5. When is the last day I have access to ADP for my day-to-day HCM and PR functions, e.g.
entering my time or entering a time off request?
A: Thursday, 12/22/16. You will still have access to ADP to print your past pay slips, your
2016 W2, etc.
6. When will my last direct deposit or paycheck come from ADP?
A: Friday, 12/30/16 for the period beginning 12/11/16 and ending 12/24/16.
7. When will my first direct deposit or paycheck come from Workday?
A: Friday, 1/13/17 for the period beginning 12/25/16 and ending 1/7/17.
8. What is the schedule for W-2’s?
A: Your 2016 W-2 will be produced by ADP by January 31, 2017 and will be
downloadable from the ADP site. Your 2017 W-2 will be available in Workday in January
2018.
9. Where can I access Workday?
A: Starting on 12/27/16 you can access Workday from the same places you can access
ADP today. Those places include:
 TCSPP Faculty & Staff: Use the Employee Intranet without having to sign on
again. See the Internal Apps section under the Menu.
 TCSPP Student Workers: Use MyChicagoSchool. See My Finances > Submit Your
Student Timecard.
 POC Faculty & Staff: Use the Faculty & Staff page.
 COL Faculty & Staff: Use the Faculty & Staff Portal page.

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 Workday Human Capital Management & Payroll FAQ

 COL Student Workers: Use MyCollegesofLaw. See My Finances > Submit Your
Student Timecard.
 DNI Faculty & Staff: Use the Staff Portal.
 Saybrook Faculty & Staff: Use the Faculty & Staff Gateway.
 System Office: Use the Loop Intranet. See the Human Resources and Payroll &
Accounting sections of the site.

10. What sign on credentials should I use to access Workday?

A: You access Workday using your Email/network username and password. If your
network username and password do not work, please contact the Help Desk at
[email protected] or 800.747.8367.
11. Are there friendly url’s I can use to access Workday?
A: Yes, you can use and bookmark the user-friendly link applicable to you.

 Workday.pacificoaks.edu
 Workday.collegesoflaw.edu
 Workday.dni.edu
 Workday.saybrook.edu
 Workday.tcsedsystem.edu

12. Will I still be able to access ADP after December 27th?

A: Yes. You will be able to print your past pay slips, your 2016 W2, etc. You will not be
able to enter your time, PTO requests and other employee and manager tasks that you
will do in Workday.

It is important to save your ADP password in a secure manner. At some point in 2017
you will be notified of changes to the data you can access in ADP. At that point access to
retrieve and reset will not be available.

13. Is the website mobile-friendly? Is there a Workday App?

A: Yes to both questions. See the Getting Started sections of the Workday HCM & PR
Project site for information about installing and accessing the app.
14. What tenant name should I use when setting up the app?
A: The tenant name is: tcsedsystem

15. Where can I learn more about Workday?

A: See the Why Workday section on the Workday HCM & PR Project site.

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 Workday Human Capital Management & Payroll FAQ

16. Where can I get support for Workday?

A: See the Support section of the Workday HCM & PR Project site.
17. When will support officially start for Workday?
A: The team has been working with all the HR Affiliate Partners for some time. They
will be your primary source of support. See the Support page of the Workday HCM & PR
Project site for all available resources. Support starts on Monday, 12/19/16. You will
have access to Workday beginning Tuesday, 12/27/16.
18. I entered time off in ADP for 12/26/16 and into 2017. Do I need to do anything in
Workday?
A: Yes. Any time off events (PTO, vacation, sick time, etc.) entered in ADP that are dated
12/26/16 and beyond will have to be entered in Workday. This applies to any time off
events you have booked in ADP starting 12/26/16 and beyond.

19. I made changes to my benefits during the recent 2017 Open Enrollment period. Do I
need to resubmit those changes?
A: No, you will not need to resubmit changes. As part of the launch, your new benefits
effective 1/1/2017 will be reflected in the benefit section of your profile when Workday
goes live on December 27th.
20. What does this project have to do with Workday Student?
A: The Workday HCM and PR project is separate from Workday Student. You will hear
more about Workday Student in 2017.

Training Questions
21. How will I be trained on the new system?
A: There will be multiple resources available to help employees both navigate and learn
Workday.
 Information sessions on the Manager Self-Service module will be available the week
of 12/5/16 for all managers system-wide.
 Printable training materials (job aids) will be available online that will cover
frequently used actions in Workday.
 Pre-recorded training videos on specific topics will be available online.
 Live group and one-on-one training sessions (see your local HR department for
availability).
 Local HR department available for questions and assistance.

22. Where will I be able to find training materials?

A: See the Employee Training and Manager Training sections on your Workday HCM &
PR Project site.

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 Workday Human Capital Management & Payroll FAQ

23. When will training materials be made available?

A: In December most materials will be available under the Getting Started, Employee
Training and Manager Training sections of the site. Keep checking the site!
24. Where can I find some basic Workday navigation training?
A: See the Getting Started section of the Workday HCM & PR Project site for
information about navigation, your Workday inbox and the Workday App.
Managers should also see the Manager Training section of the Workday HCM & PR
Project site, the Additional Navigation for Manager job aid.

Procedural Questions
25. Can I continue to change my tax withholding and direct deposit options in ADP through
the end of 2016?
A: Yes, but with these important exceptions:
 12/15/16: Last day you can make changes in ADP, with changes automatically
being reflected in Workday.
 12/16/16 through 12/22/16: All changes you make in ADP during this period,
you will also need make in Workday. Workday will be available on 12/27/16.
26. When is my payslip available in Workday?
A: It is available Thursday of the payroll week, as it is now.
27. Is the pay schedule for adjunct faculty changing?
A: Yes. Today adjunct faculty are being paid monthly. When Workday launches, adjunct
faculty will be paid bi-weekly starting with the 1/13/17 payroll. Receiving more frequent
paychecks increases cash flow for adjunct faculty and helps with personal budgeting.
This does not apply to the Colleges of Law or Saybrook whose adjunct faculty are
already on a bi-weekly payroll.
28. Is the time entry and review frequency for hourly employees changing?
A: Yes. Today hourly employees enter and review their time every other week, prior to
the payroll week. When Workday launches, hourly employees should enter and review
their time weekly, and preferably daily.
Once the employee submits their timecard their manager will get an email in the
Workday Inbox to approve that time on weekly basis.
29. Is Payroll still accepting manual timesheets?
A: No. One of the features of Workday allows time entry in three periods - the current
period plus the two previous periods. This allows for the ability to adjust and input time
for the current and two prior pay periods. Hourly employees can input time not
previously entered and adjust time entered incorrectly. Retroactive pay will be
calculated in the current pay period.

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 Workday Human Capital Management & Payroll FAQ

For example, take our first three pay periods in 2017:

a. Period 1:
i. 12/25/16: Period 1 opens
ii. 1/7/17: Period 1 ends
iii. 1/13/17: Period 1 pay date
b. Period 2:
i. 1/8/17: Period 2 opens
ii. 1/21/17: Period 2 ends
iii. 1/27/17: Period 2 pay date
c. Period 3:
i. 1/22/17: Period 3 opens
ii. 2/4/17: Period 3 ends
iii. 2/10/17: Period 3 pay date
In this example, if an hourly employee finds on 2/2/16 that they forgot to post time for
1/4/17, they can post that time, using the 1/4/17 date. Retroactive pay will be
generated for the pay period ending 2/4/17 that is paid on 2/10/17.
In our example, once Period 3 ends, adjustments can only by the employee’s manager
contacting Payroll.
30. What if I forgot to enter my requested time off?
A: You can enter requested time off in the Time Off Calendar. Workday will provide
three open periods. Please see the example in the question above. Adjustments to
accruals and pay, if necessary, will be calculated in the current pay period.
31. How will I be paid?
A: You will be paid the same way you are today.
 If you currently receive direct deposit, you will continue to receive direct deposit.
 If you currently receive a paper check, you will continue to receive a paper
check.
 We are introducing the ADP ALINE card as a payment option; click here for more
details.

32. What happens if I do not receive my check?

A: You will get an ALINE card to replace your check. See above for more ALINE details.
You will need to allow 10 business days before requesting an ALINE card.
33. Does the manager have to approve the employee’s time for the employee to be paid in
the current time period?
A: Yes. Managers should review and approve all of their employee’s timecards. This
includes hourly and salaried employees who have requested time off.

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 Workday Human Capital Management & Payroll FAQ

34. When I enroll for direct deposit, will there be pre-note pay cycle?
A: No. We no longer require an initial pay cycle for the pre-note. You will be enrolled in
direct deposit in the next available payroll cycle.
35. Why can’t I see my PTO or vacation balances?
A: Between 12/27/16 and 12/29/16 you will not be able to see your PTO or vacation
balances in Workday. Starting 12/29/16 those balances will display in Workday.

Functionality Questions
36. The company names in the dropdown are not what I am used to seeing. Why is there a
difference?
A: We are using the following legal names in Workday so various outputs from the
system are correct:

Common Name Legal Name in Workday

Dallas Nursing Institute TCS Education – Texas Inc
Pacific Oaks College and Children's Pacific Oaks College and Children's School
School
Saybrook University Saybrook University
TCS Education System TCS Education System
The Chicago School of Professional The Chicago School – California Inc
Psychology
The Chicago School of Professional The Chicago School of Professional
Psychology Counseling Centers Psychology Counseling Centers
The Santa Barbara & Ventura Colleges of The Santa Barbara & Ventura Colleges of
Law Law

37. I understand from the information sessions that Workday processes replace the PAF
(Personnel Action Form) in many places. Will we still use the PAF?
A: If your school is fully utilizing the Manager Self-Service module, the PAF will no longer
be used. Your local HR department will communicate if anything is different.
38. I don’t see my benefits deduction detail on my paycheck or pay stub. Where can I find
it?
A: You can use the Benefits Worklet to see what benefit plans you are enrolled in.
39. Where can I make changes to my paycheck, including direct deposit and withholding?
A: Under Employee Training > Manage Payroll Options you can find information about
how to manage your withholding elections, direct deposit, withholding and more.

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 Workday Human Capital Management & Payroll FAQ

40. What is the deadline to enroll for or change my direct deposit information?
A: All changes must be completed by end of business the Friday prior to pay day in order
to be reflected in your paycheck.
41. Where can I make changes to my address and other contact information?
A: Under Employee Training > Modify Your Personal Information you can find
information about how to manage your personal information, including adding or
changing your contact and personal information, your emergency contacts, your photo
and more.
42. Where can I review and change my benefit information?
A: Under Employee Training > Manage Benefits you can find information about how to
see your benefit information in Workday, including reporting a coverage change event,
your benefits elections, dependent information and more.
43. Where can review my time off information?
A: Under Employee Training > Manage Your Time Off you can find information about
how to review and manage your time off information in Workday, including submitting,
cancelling and checking on your time off requests. See your Employee Handbooks for
your time off policies.

Support Questions
44. Who do I contact for Workday support?
A: See the Support section of the Workday HCM & PR Project site.
If you have paycheck issues, you should contact your manager.
If you have Workday access or password issue, please follow these steps:

 Use the Password Reset option available on the Support page or

 Contact the Help Desk at [email protected] or 800.747.8367.

Your HR Partners are the primary source of support for other HR, benefits, time tracking
or payroll questions, as they are today. Their names and email addresses are noted on
the Support page.
45. What hours is Workday support available?
A: The normal work hours at your school.
46. Who do I contact if I have other questions about this project?
A: Contact Bob Rettig at [email protected].

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