Frequently Asked Questions

Workday is an enterprise resource planning system that brings together a wide range of Human Resources and Financial Management functionality into one single, inclusive system that will replace many of our current systems and manual processes. Workday manages Financials, HR and Payroll activities and data. The solution provides an improved user experience and empowers our community to make timely strategic decisions, and offer effective tools to improve how we operate as a higher-ed institution.

Based on thorough evaluation, SJU has determined Workday will provide the best available platform to support its business objectives for Human Resources, Payroll, Procurement and Finance. Main considerations for moving to Workday include:

• Usability: A simplified user experience that provides more effective workflows, greater transparency and access to data
• Technology Simplification: Consolidation of separate systems into one system of record for HR, finance and
  procurement processes
• Innovation: Our current system Banner, along with several other stand-alone systems, are outdated and
  cumbersome, and can no longer meet the evolving needs of our staff, faculty and students. Modern cloud
  technology that provides a foundation to meet the modern digital experience expectations of the SJU community

Workday provides all users with a modern look and feel, a user-friendly experience, an integrated system, access to real-time data and reports, and mobile access. Workday is a powerful tool with hundreds of reports and dashboard capabilities allowing insights to make timely and data-driven decisions. Workday also provides users with greater autonomy , making it easier to manage personal employee information and become more efficient when performing financial and HR job-related tasks.

The Workday Foundation Data Model (FDM) is a completely new paradigm. It is made up of Company, Cost Center, Fund, and something called Worktags. Think of a worktag as a hashtag - it's a way to tag a transaction to a particular project, grant, gift or other activity. As part of the transition, we'll provide a crosswalk which shows 'current state' FOAPs aligned with 'future state' values.

A core team of SJU functional leads and subject matter experts from across campus collaborated with experienced Workday consultants to ensure the University’s business requirements were incorporated into Workday. Further, a group of extended stakeholders from across SJU were engaged to provide feedback, suggestions and additional direction throughout the course of the project.

Please review the Workday Delegation Policy for more information.

Please visit the “Banner to Workday Finance Crosswalks” section of the Workday “Table of Contents”.

These are called Worktags in Workday.  Please use this form to request each new item.

Please refer to this QRG to view your budget.

Please replace the period with the final period of the fiscal year.  For example in FY24, select 2024-P12.

This is now called a "Budget Amendment" in Workday.  Please refer to this QRG walking through the process.

Please use this service to request role changes within Workday.

The debits and credits for a budget amendment must balance or the process will error out.

Documentation is required for all budget amendments. See this link for budget amendment documentation form.

RFFs have been replaced by the Supplier Invoice Request in Workday. Please refer to this QRG on how to create a Supplier Invoice Request.

When creating the spend authorization and selecting mileage, Workday will calculate based on one way travel. You may change the total mileage to include roundtrip in the section titled, “Trip Distance Including Diversions”.  You would double your one way mileage for a simple out and back round trip, or add total mileage for multiple stops.

This process is called creating an expense report for non-worker. You must first have the “Expense Initiator” role in Workday.  You can request this role through the Workday Role Request form.  Once you have this role, you can refer to this QRG on how to create the expense report. 

Please refer to this QRG on how to verify P-Card transactions.

POs that have been successfully completed and approved will reflect in Workday as "Issued" status and depending on how the supplier is registered to receive POs that is how it will be transmitted. POs in approved status have been approved but not issued and draft status means they have not been completed and a possible error took place.

The option to add an attachment happens after you have checked out.

Please refer to this QRG for creating a receipt.

When a spend category is selected that has been flagged as a capital spend category, Workday will require a location to be added. In turn, you would use the Additional Worktag column to add the location where the asset will live. 

Workday has the capability of supporting multiple addresses. As we encounter new addresses we can tag them to the existing supplier profile.