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FAQ

FAQs for Employees


Q: What can other people see about me in Workday?
A: Other Workday users can see basic directory information about you such as your title, the organization you belong to, where your office is located, and your Simmons contact information. Personal information such as DOB, SSN, and benefits are only visible by HR. 


Q: What can my manager see about me in Workday?
A: Your manager and those above your manager in the organization can also see your time off balances, compensation and job history.


Q: Why is my Time in Position wrong in Workday?
A: Our legacy system, Colleague, date stamped all actions taken in an employee's record (whether they were a department change, manager change, or a correction) as a position change. During implementation these dates were reviewed and cleaned up as well as was possible. Despite this effort, some users may see Time in Position dates in Workday that do not reflect a true position change. Moving forward, if you have a position change the date will be accurately captured in Workday.


Q: Can I still see my W2 in iPay?
A: Yes, you can still access iPay to view payslips through March 2015 as well as W2s through 2014. You will maintain access to your iPay account for 3 years following the Workday implementation.


Q: Why does the Enter Time calendar display 8 days? (This calendar is visible only to non-exempt employees and student workers.)
A: The workweek is configured to begin at 7am on Sunday morning and end at 7am the following Sunday to accommodate workers who need to enter overnight shifts.


Q: What happens if my manager doesn't approve my time entry in Workday before the payroll deadline?
A: It is your responsibility to submit your time sheets by the end of each pay cycle. Your manager must approve your time sheets in Workday before the payroll deadline. 

Failure to approve these entries on time could result in you being underpaid or missing a paycheck for that pay period: you would not get paid for all the hours worked or your overtime pay would be late. 

If your manager misses an approval deadline and approves your time entry after the payroll has run, you will get the pay for those hours in the next payroll after your manager's approval is in Workday.

Q: When I look at my time off balance as of a future date, does the balance reflect planned time off including approved and submitted (pending) requests?
A: The balance does not reflect time off requests that are submitted but still pending. The balance does reflect any future days off that have already been approved.

Q: Employees: I tried to enter hours worked for a previous week and Workday kept bringing me to the "Request Time Off" calendar. Why?

A: You cannot enter time for a previous week beginning at noon on the Wednesday before a pay date.  The ability to enter time for a previous week re-opens Friday at 12:01 am. During the 36 hour period from noon on the Wednesday before a pay date through midnight on the Thursday before a pay date, non-exempt employees are locked out the Time Entry calendar for the previous week and Workday automatically displays the “Request Time Off” calendar to ensure that time worked is not entered during the lock out period. Keep in mind you do still have the ability to enter time for the current week. 

Q: Student Workers: I tried to enter hours worked for a previous week and Workday won't let me. Why?

A: You cannot enter time for a previous week beginning at 11:00 a.m. on the Tuesday before a pay date.  The ability to enter time for a previous week re-opens Thursday at 12:01 am. During the 37 hour period from 11:00 a.m. on the Tuesday before a pay date through midnight on the Wednesday before a pay date, student workers are locked out of the Time Entry calendar for the previous week and Workday does not allow time to be entered during the lockout period. Keep in mind you do still have the ability to enter time for the current week. 

Q: Employees: How do I search for internal job listings?

A: Log into Workday, then type "find jobs" in the search field. This will launch the internal Simmons career site.



FAQs for Managers


Q: The unit/department I manage is labeled incorrectly. How do I get that fixed in Workday?
A: Please submit a support request by clicking on the "Support Request Form" tab on this site and a member of THCS will correct the label of your supervisory organization.


Q: What happens if I don't approve my Employee or Student Worker's time entry in Workday before the payroll deadline?
A: It is your responsibility as a manager to ensure that your employees' and student workers' time entries are approved in Workday before the payroll deadline. 

Failure to approve these entries on time could result in your employee or student worker being underpaid or missing a paycheck for that pay period: a Student or Temporary Worker would not get paid for all the hours worked or an Employee would not get paid in the correct pay period for overtime. 

If you miss an approval deadline and approve a time entry after the payroll has run, the employee or student worker will get the pay for those hours in the next payroll after your approval is in Workday.


Q: What if my Employee is sick? Can I enter a sick day for them?
A: Workday does allow you to enter time worked and sick time on behalf of your Employee, but remember Employees can access Workday from anywhere they have an internet connection. Workday also has a mobile app, so there should not be many cases where you have to enter time worked or time off on behalf of an employee. If you do need to enter time off or time worked on behalf of an Employee, visit the "How do I..." tab for a job aid on how to do this. 


Q: How do I hire Student Workers in Workday?
A: Students will be hired via Workday as of 7/31/17. Information on how to initiate this process is available on our Student Employment Website. New students will still have to visit Benefits and Payroll with specific identification to complete the second portion of the Form I-9.


Q: How do I hire a new Employee or Faculty member in Workday?
A: The process for posting job openings and hiring staff and faculty has not changed. Please work with THCS for help with filling your open positions.


Q: How do I skip a delegated task?
A: Workday automatically assigns managers a task to delegate their inbox whenever a submitted time off request is approved. You may wish to skip this task if you plan to manage your inbox tasks from your mobile phone, or if you will only be out of the office for a day or two and plan to manage your tasks upon your return. To skip a delegation task: From your inbox select the delegation task so it displays on the right side of your inbox. Click on the gear symbol in the upper right-hand corner and select "skip this task." On the next screen enter a skip reason if you wish then click "ok." Please see the "How Do I..." tab on this support site to access a job aid with screen shots of this process if you wish.

Q: How do I fill an empty position in my department or create a new job requisition?

A: The recruiting process at Simmons has been fully integrated into Workday. To start the recruiting process for a new position, please visit the THCS employment site and click on Hiring Manager Resources.
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