
Frequently Asked Questions
Below are some of the most commonly asked questions about Workday. New questions and answers are added based on the support tickets we receive.
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What is Workday?
Workday is a leading cloud-based platform that will revolutionize the way the University manages administrative tasks and processes. Renowned for its user-friendly interface, efficiency, and comprehensive suite of tools, Workday will bring about positive changes like saving time, streamlining processes, and offering greater support for faculty, staff, and students alike.
Workday is designed to meet the unique needs of institutions of higher education. Many other institutions, both large and small, have implemented Workday with much success.
In January 2025 Workday will replace Banner as the University’s Enterprise Resource Planning (ERP) system for employee timesheets and leave information, financial transactions such as check requests and expense tracking, and payroll and tax information, among other services.
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How can I access Workday?
Workday can be accessed from a PC, Mac, tablet, or smartphone (Apple or Android devices) with an active and secure internet connection.
Browser: Go to workday.richmond.edu and select the "Login" button on the homepage. You will then be prompted to provide your UR credentials (Net ID and password) for access.
Mobile App: You can also use the Workday mobile app to use Workday.
Two-factor authentication via the Duo app or a Duo token will be required for accessing Workday from both a browser and the app.
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Is DUO required in order to access Workday?
Yes. Two-factor authentication via the Duo app or a Duo token is required to access Workday from both a browser and the mobile app.
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Is the VPN (Virtual Private Network) required to access Workday?
If you are on the campus network, you will not need the VPN to access Workday.
If you are off campus, you can access limited functions of Workday without connecting to the VPN. For full functionality when off campus, the VPN connection is required. For information on how to install and configure VPN on your computer or mobile device, view this article in SpiderTechNet.
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Is my personal information secure in Workday?
Yes. Protecting the security and privacy of personal data is a priority for Workday. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the protection and integrity of personal data. Workday consistently passes rigorous third-party compliance audits.
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Can I change the language from English to something else within Workday?
Yes, you can. When you are logged in, click the settings gear icon in the upper right corner and select ‘Global Preferences’ from the list. From there you can select your preferred display language from 37 global languages including Spanish, French, Chinese, Korean, German, Italian, Japanese, Arabic, Greek, and more. The number of languages offered by Workday is ever expanding.
Note: It is not possible to translate all text within Workday to a non-English default display language. Employees who change their default display language will notice that some text within Workday will not be translated into the employee’s preferred language.
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Why did we change systems?
Banner, UR’s current Enterprise Resource Planning (ERP) system, had been in use since 1992. While it served the University well for over 30 years, growing operational complexity and evolving needs led to a reevaluation of the system.
In 2016, UR reviewed Banner to determine if it was meeting the University’s needs. The University opted to stay with Banner and also started UR Better, a process improvement initiative that implemented various operational enhancements across campus such as Chrome River, Dynamic Forms, and other streamlining efforts. However, Banner’s limitations in automated workflows, real-time reporting, and forecasting capabilities, along with maintenance challenges and the potential risks posed by continuing to use an outdated system, prompted UR to return to the ERP modernization conversation in 2022. After a formal RFP process and thorough evaluation, Workday was selected as the University’s next ERP system in 2023, with approval from the Board of Trustees.
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What is Enterprise Resource Planning (ERP)?
ERP, Enterprise Resource Planning, is a type of software that organizations use to manage day-to-day business activities such as accounting, procurement, human resource information, employee payroll and benefits, budgeting, and other financial and operational processes. ERP systems are typically used to streamline operations, improve efficiency, and support decision-making.
- Why did the University shift from Banner to Workday for HR, Finance, and Payroll but kept Banner for student-related functions like course registration, transcripts, and student contact information?
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Who is working on the Workday@Richmond project?
More than 30 UR staff are devoting their time, on a partial or full-time basis, to ensure a smooth implementation of Workday. The project’s leadership is composed of University leaders serving on the project’s steering committee and as executive sponsors.
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What are the goals of this effort?
The goals for the Workday@Richmond project include:
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Are student employees affected by the shift to Workday?
Yes, student employees are impacted. Students employed by the University use Workday for tasks related to their campus job, such as submitting timesheets and viewing pay information. However, student academic information remains in Banner.
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Does a student doing faculty mentored research need to clock in and out like student employees?
If the student’s research is considered employment, they need to clock in and out. If instead the student is to receive a one-time stipend rather than a bi-weekly paycheck, they won’t need to clock in and out.
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I serve as an Academic Advisor, which system will I use?
Banner will continue to serve as the University’s Student Information System (SIS). All faculty and staff serving as academic advisors will continue to use Banner for viewing their advisees’ academic information.
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Will we be notified when we need to take action in Workday?
Yes, you will receive notifications in two ways:
- Action items on your Workday landing page in that Inbox.
- Email notifications to your University email account.
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In Workday, will University holidays and breaks be noted on the calendar?
All 15 holidays that the University observes will be pre-populated in the calendar feature for all employees, however fall break and spring break and other milestones in the academic calendar will not be noted.
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How can I update my photo?
In Workday, employees will be able to view basic information about other University employees through the dynamic organizational chart. Each employee’s Workday profile will be pre-populated with their identification photo from OneCard Services. Employees who wish to update their photo can do so through the OneCard website (select "submit your photo" and then log in using your Net ID and password.) New photo submissions should be a forward-facing headshot in front of a neutral background, and in .jpg format.
One Card will not be printing updated UR ID cards unless your card is starting to show wear and tear from use or you’ve had a drastic change in appearance. If you need a new card, please stop by the OneCard office any time during business hours for replacement.
In order for your new photo to appear in Workday when the system goes live in January, please have your new photo uploaded in the OneCard system by November 14.
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How many years’ worth of annual performance review records will be transferred from Cornerstone to Workday?
Past performance review records will not be transferred to Workday. However, HR will be able to access past reviews to share with managers as needed.
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In Workday, if a current UR employee applies for another position within the University will their current supervisor be able to tell or receive an alert?
No, unless the current supervisor is part of the hiring process for the position the employee is applying for. Workday does not send a notification to the current supervisor when an employee applies for a different internal job.
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How will employees access W2s in January?
In January, all employees will access their W2 for tax year 2024 in BannerWeb, not Workday. While the University is going live with Workday on January 2, 2025, all employee payroll information for 2024 will remain in BannerWeb rather than being transferred over to Workday. Although BannerWeb will no longer be the University’s active ERP, the system will remain accessible for employees to view their historical payroll and tax records such as W2s and paystubs. Employees will access BannerWeb in January the same way they do currently, using their UR single-sign-on credentials. In January 2026 and moving forward, employees will begin accessing their W2s in Workday starting with the 2025 tax year.
Time Tracking Questions
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In Workday, how far out will employees be able to request leave/time off?
There is no limit by policy, nor by how Workday is configured. Employees are able to request time off as long as the period schedule is up to date in the system.
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Will non-exempt hourly administrative staff be required to clock in and out in Workday?
Non-exempt hourly employees who currently enter their own time in Banner (bulk time entry) will continue to enter their own time in Workday. Non-exempt hourly employees in Dining (including retail locations), Facilities, and University Police who currently clock in and out via a TimePro clock will continue to do so in Workday starting in January 2025.
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In Workday, will I be able to see when my colleagues and/or my manager will be on leave?
Yes, in the calendar feature employees can see when their colleagues (peer employees with the same manager) will be absent as well as when their manager will be absent.
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In Workday, will University holidays and breaks be noted on the calendar?
All 15 holidays that the University observes will be pre-populated in the calendar feature for all employees, however fall break and spring break and other milestones in the academic calendar will not be noted.
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Can the Workday calendar be exported to outlook or excel? (So that departmental calendars can be updated with info on when employees take time off)
At this time, there is not a way to export the Workday calendar to Outlook or Excel, so employees should continue to manage office/group calendars the way they currently do. Workday will be the official record, like Banner is today.
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In Workday, what types of absence will be available for employees to select when requesting time off?
The current types of employee absence are as follows:
- Bereavement
- Jury Duty
- Sick Leave
- Vacation
Additional types of leave, like Military and Parental, are still under configuration in the category of “Leave of Absence.”
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For employees who have remote work arrangements or attend professional development/conferences during work hours, can this be noted/tracked in Workday?
No, employees who currently have these arrangements should continue to work with their manager for how these are tracked after the transition to Workday.