Getting Started Job Aid
Employee
Welcome to
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Getting Started Job Aid
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Getting Started
General Overview SNHU Workday Portal Page Workday Home Page Worklets Benefits: Add Beneficiary
Personal Information: Add Emergency Contacts
Enter Time Off: Exempt/Salaried Employees (Replacing pink sheets) Appendix: Symbols and Workflow
Timeframes November -HCM Release
11/3 Workday release: Log in and view your personal information, emergency contact, and manage absence (salaried employees/pink sheets)
11/3-12/3 Open labs available
11/17-12/3 Benefits open enrollment January 2015– Payroll and Time Entry Release
1/5 Payroll release (Log in and view your pay information)
1/5 Time tracking release: Log in and start tracking your time (hourly)
1/5-1/15 Live trainings for time tracking
Why Workday?
Workday provides SNHU with the critical system elements that allow for the automation and collaboration of business processes within an efficient and secure model.
Workday supports critical elements necessary in today’s business environment such as; access 24/7, real time data, reporting and analytic capabilities.
Workday is designed to provide employees and managers easy to navigate self-service options.
Workday’s foundation is based on flexible business processes which allow SNHU to design workflows according to how we conduct business.
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Getting Started Job Aid
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SNHU Workday Portal Page Click on the SNHU Portal Workday login link www.my.snhu.edu/staff/workday
Note: Bookmark my.snhu.edu/staff/workday
1. Click on the Workday Log-in link 2. For best compatibility please use Google Chrome
or Mozila Firefox.
3. Your username and password will be emailed to you on November 3rd, via a secured digital transaction through Docusign.
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Every Friday night, at 9:00PM EST, Workday goes down for routine maintenance and updates. For best results do not use the back button in the Workday site
Getting Started Job Aid
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Workday Home Page Search Bar
Use the Search box to locate your own personal information including tasks, reports, and views you can access.
Sign Out 1. Click on your View Profile. 2. Click Sign Out
Your Inbox Your Inbox includes notifications of tasks, approvals, due dates, etc., that are sent to you as a result of business processes.
View Your Inbox 1. Click the Inbox icon next to your name, in the upper right hand corner. 2. Click View Inbox to expand your viewable options. 3. Click the Actions tab to view your business process tasks, approvals, and to do’s. 4. Click the Notifications tab to view alerts and reporting notifications. 5. Click the Archive tab to access the status of any business process you have been involved in.
Note: The Archive tab only displays in full screen mode. 4
Getting Started Job Aid
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Worklets The Workday Home Page displays worklets. Worklets provide access to groups of related tasks, reports, and links. Worklets are organized by functional category and represent different kinds of tasks or work that you can easily perform using self-service functionality.
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Directory
Campus directory information
University Links
Links to important information such as the Benefits Lounge
Personal Information
View/edit your personal information
Benefits
View/edit your benefits (full time employees)
Time Off
View and Request absences for exempt, salaried employees
Time (time tracking Jan 5, 2015)
Time tracking for non-exempt, hourly employees
Pay (coming in Jan 2015)
View your payroll information
Getting Started Job Aid
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Benefits: Add Life Beneficiary View Dependents A best practice before creating a beneficiary is to view dependents recorded in Workday, as they can be selected during the add life beneficiary process. (See below) 1. From the Benefits worklet: 2. Click Dependents. 3. View your current dependents. Add Life Beneficiary (Full-Time) 1. From the Benefits worklet: 2. Click change Benefits. 3. Under the Benefit Event Type click Change Beneficiaries. 4. Enter the current date as your Benefit Event Date. 5. Click Submit. 6. Open the Up Next change benefit election. 7. Click Open. 8. Review your life insurance coverage and click Continue. 9. Click the plus symbol to add a beneficiary. 10.Click the
Prompt and then click Create and Add Beneficiary or Add Beneficiary
from existing Contact.
11.Fill in the persons information. Click OK. 12. Indicate the Primary Percentage at 100% or add another Beneficiary to the plan. 13. Click Continue. 14. Read the Legal notice and click I agree. 15. Click Submit. 16. Print and/or click Done. Please note: If you want to use a person already loaded as a dependent on your insurance coverage please use Create Beneficiary from existing Contact.
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Personal Information: Add Emergency Contacts
Add or Edit Emergency Contacts 1. Click the Personal Information worklet.
Add at least 2 emergency contacts
2. Under Change click on Emergency Contacts. 3. Click the Edit button. 4. Add or edit your emergency contacts. - Be sure to use a phone number where the person is most likely to be available - This information will be viewable by your manager in case of an emergency 5. Click Add Alternative emergency contact and enter their information.
6. Click Submit.
To find more job aids on editing personal information please visit: my.snhu.edu/staff/workday
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Time Off: Add October Time Off And Request Future Time off View Time Off Balances From the Time Off worklet:
1. Click the Time Off Balance link under the View section. The Time Off Balance worklet displays with today’s date in the As Of field. 2. Click OK to view your balance as of today’s date. 3. In Workday balances are now tracked in hours. Select the Accrued Year to Date value to view more details.
Submit Time Off Requests 1. From the Time Off worklet: 2. Click Time Off under Request. 3. Select the day(s) you wish to take time off. Click Cancel to deselect days. 4. Click Request Time Off.
5. Enter the Type of time off requested. 6. Enter the time the Daily Quantity amount in hours. (In the comments section please make note of the time of day you are requesting if it is a partial day.) 7. Click Submit.
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The request will be submitted to your manager for approval. You will be able to view the process of your request in your calendar.
Getting Started Job Aid
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Appendix: Symbol Glossary Error and Alert Messages Error and alert messages display in the upper right-hand section of the page. They identify the specific field or fields where information is missing, entered incorrectly, or in conflict with a rule established by SNHU. Errors must be fixed in order to submit the change.
Alerts notify you of potential problems on a page, but do not prevent the task from being completed.
Use Related Actions and the Menu Icon The Menu icon
contains links to the Home page, and documentation.
The Related Actions icon displays next to an object when there are actions relevant to the object. For example, the Related Actions icon next to your name accesses tasks and data pertaining to your worker record.
A Prompt or drill down menu is located within edit features to help select an appropriate answer. Other Important Tools The
symbol at the top of the page will always lead back to your home page.
The submit button
is the save button when making changes within workday.
You will also be able to click Save for Later button save the changes to finish at a later date.
if you would like to
The Cancel button is used to stop the process when used in your in box or can be used to end a process you have initiated.
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Getting Started Job Aid
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Appendix: Business Process Comparison Changing Benefit Dependents
Current Process
Benefits dependent (birth) change: Employee Submits Anthem paperwork to Benefits Department. Employee submits Delta Dental paperwork to Benefits Department. Employee submits Premium Authorization paperwork to Benefits Department. Benefits Department contacts both Anthem and Delta Dental and enroll participants. Benefits Department submits paperwork to Payroll to change benefits deduction.
Workday Process
Benefits dependent change: Employee enters changes online in Workday. The Benefits Department receives notification of this business process while the transaction is electronically submitted from Workday to appropriate vendor and payroll. All transactions are paperless. Employee may now view current benefit elections and benefit change history.
Exempt/Salaried Time Off
Current Process
Time Off request: Exempt, Salaried Employee requests time off with manager via email or verbal request. Manager approves request either verbally or email response. At the end of the month, employee enters time off on “Pink Leave sheet” and obtains manager signature for approval. Once manager approves leave sheet, the form is submitted to Payroll Department. Payroll Department enters time into Access database. Employees receive a leave report, 2-3 weeks following month end .
Workday Process
Time Off request: Employees view their accrued time off balances in Workday. Employee requests time off in Workday. Manager approves request in Workday Managers will have access to view team time off information. Employees may access 24/7 their time off balance and upcoming approved time off.
