HR / Benefits

What Workday@Simmons does:

Workday is an innovative, cloud-based administrative platform that provides access to:

  • Time entry and tracking

  • Accrued vacation and sick time

  • Payroll information, including payslips

  • Benefits enrollment and management

  • Editable personal and professional information

  • The Simmons directory

  • Faculty and staff recruiting

Accessing Workday@Simmons:

Workday is available at workday.simmons.edu, where you can log in using your Simmons username and password.

Getting Started?

Explore the HOW DO I... user guides and Workday short videos.

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: Will be able to see my W2 in Workday?

A: Yes, you can view and download your W2s in Workday for years that are published using My Tax Documents in the search bar in Workday.

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: How do I search for internal job listings?

A: Log into Workday, then type "find jobs" in the search bar. 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 reach out to HR at HR@simmons.edu and a member of the team can update the name 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: Information on how to initiate this process is available on our Student Employment Website. New students will still have to visit with the Student Employment office with specific identification to complete the second portion of the Form I-9. Reach out to Studentemployment@simmons.edu with Student Employment questions.

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 HR 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 HR employment site and click on Hiring Manager Resources.