Workday

WORKDAY

WORKDAY

TRAINING OVERVIEW

UBC has implemented Workday, which replaces the Student Information System (SIS), Human Resource Management System (HRMS), and Financial Management System (FMS).

Workday training is tailored to different roles according to the tasks and activities each will need to perform in Workday.

All training is self-serve and can be completed according to your pace and schedule.

See below for the self-serve training courses relevant to your role. All self-serve training is available through UBC’s Workplace Learning Ecosystem (WPL).

EVERYONE (All Faculty & Staff)

  1. Workday Basics  (45 min)

    LEARN HOW TO
    • Navigate the Home Page: Navigate the different components of Workday's Home Page (Landing Page) including Announcements, Inbox and Applications | Access the Workday Inbox, including Actions and Archive | Access Notifications and mark notifications as read.
    • Use Links and Related Actions: Discover Workday's links and related actions functionality to navigate to different areas of Workday quickly.
    • Use Search Functions: Use Workday's Search Bar, including predictive search, prefixes and search categories.
    • Configure Applications: Add the Favourite Worklet to the Home Page and add favourite tasks.
  1. Workday Finance Foundations  (30 min) (level 4)
    LEARN HOW TO
    • Finance Key Concepts: Get an overview of Finance key concepts in Workday, including  the Foundation Data Model, Worktags, Cost Centres and more.
    • How to Create an Expense Report: Create an Expense Report for out-of-pocket expenses | Reconcile VISA expenses incurred on UBC Credit Cards | Expense to a PD Fund | Expense to a Grant.
    • How to Create Quick Expenses in Mobile: Learn how to create a Mobile Expense Report and Quick Expenses using Workday's Mobile App
  1. Workday Expenses Reporting (60 min)
    LEARN HOW TO
    • How to Create Complex Expense Reports that include:
      • Multiple trips on a single expense report
      • Distributing costs across multiple Worktags
      • Single receipt that includes multiple expense types
      • Per Diem with reductions for meals provided
      • Foreign currency transactions
      • Personal expense on corporate credit card
      • Partial Per Diem claims
      • FIA (Financial Information Act) expense reporting
      • Creating expense reports as a delegate
      • Quick Expenses
      • Reassigning Quick Expenses as a delegate
      • Corporate credit card reconciliation
    • How to Create Requests: Create Cash Advance (Spend Authorization) Requests, Create UBC Credit Card Requests, and Setup and Replenish Petty Cash.
  1. Workday Procurement, Receiving and Supplier Invoices (90 min)
    LEARN HOW TO
    • Submit Purchase Requisitions, PO's and Change Orders: Able to create, update and submit purchase requisitions (both Catalogue and Non-Catalogue) as well access PO's and create change orders. Get an overview of Finance key concepts in Workday, including the Foundation Data Model, Worktags, Cost Centres and more.
    • Request Supplier Setup: Able to request a supplier setup as well as view / find suppliers and create receipt.

FACULTY

Workday for Faculty (30 min)

LEARN HOW TO
  • Get Started Using Workday as a Faculty Member: Get an overview of overview of relevant actions in Workday, including delegations, expensing to a grant, and more.

SALARIED STAFF

Workday HR 101 for Salaried Staff (90 min)

LEARN HOW TO
  • Get Started Using Workday as a Staff Member: Get an overview of Workday for salaried staff and identify some of the key changes coming with Workday.
  • Manage your Personal Information: View & Change Personal Info, Emergency Contacts, and other details | View Payslips, T4s & PD Fund Balance | View and Update Tax Elections, Payment elections.
  • Enter Absence:  Request Time Off (Short Term Absence) | Request a Leave of Absence (Long Term) | View Absence Balance | View Team Absence
  • Understand Benefits in Workday:  View & Change Your Benefits | View & Change Your Dependents & Beneficiaries.

HOURLY STAFF & STUDENT EMPLOYEES

Workday HR 101 for Hourly Staff (60 min)

LEARN HOW TO
  • Get Started Using Workday: Get an overview of Workday for Hourly Staff or Student Employees, and identify some of the key changes coming with Workday.
  • Manage your Personal Information: View & Change Personal Information, Emergency Contacts and other details | View Payslips, T4s & PD Fund Balance | View and Update Tax Elections, Payment elections.
  • Enter Time:  Enter Time (Hourly Staff and Student Employees working on an hourly basis)
  • Understand Benefits in Workday:  View & Change Your Benefits | View & Change Your Dependents & Beneficiaries.

MANAGERS

Workday for Managers (60 min)

LEARN HOW TO
  • Get Started Using Workday as a Manager: Get an overview of Workday for Managers.
  • Manage Your Team: Employee Records and History, Reporting, Managing your Team and Review/Approval Processes.
  • Perform Actions On Behalf of Employees: Enter Time and Absence on behalf of your employees.
  • Delegate Tasks: Delegate specific tasks, business processes and/or inbox action items.

KNOWLEDGE ARTICLES

KNOWLEDGE ARTICLES

For step-by-step instructions for Workday tasks and business processes for all roles, visit the UBC Workday Knowledge Base Articles

CONTACTS

CONTACTS

The Integrated Service Centre (ISC) provides faculty and staff with day-to-day support, helping to answer questions about Workday. The ISC team is able to assist UBC community members with issues such as access, errors, and functionality.

  • Submit an ISC ticket through the portal; or
  • Connect with ISC service representatives for direct support:
    • 604-822-8200 (UBCV)
    • 250-807-8163 (UBCO)
  • Search the Workday Knowledge Base for quick answers.