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Frequently Asked Questions

General Workday Questions

  • Visit workday.lmu.edu, or via the following channels:

    You can refer to the Day 1 Checklist and Quickstart Guide available on the Resources page, to help you get started. 

  • Employees are encouraged to download the Workday mobile app, which allows you to access and complete tasks directly on your phone. 

    Privacy
    Workday maintains a formal and comprehensive security program designed to ensure the security and integrity of user data, protect against security threats or data breaches, and prevent unauthorized access to users' data. You can read Workday's full privacy statement here. 

     

  • Yes - many tasks in Workday can be temporarily delegated to another individual within your organization. Please refer to the delegations one sheet for a full list of what can and cannot be delegated. 

  • Workday has regularly scheduled weekly, monthly, and quarterly maintenance during "off" hours, to perform updates and troubleshooting. During these hours, Workday may be unaccessible. Please refer to the standing schedule below, or see the full list of dates here. 

    • Weekly: Fridays at 11 p.m. - Saturdays at 3 a.m. (4 hours)
    • Monthly: Fridays at 11 p.m. - Saturdays at 8 a.m. (8 hours)
    • Quarterly: Fridays at 11 p.m. - Saturdays at 11 a.m. (12 hours)

  • The “Workday Support” (life buoy) icon on the Workday dashboard offers numerous resources, including reference guides and quick video demos. You can follow step-by-step instructions to complete a number of tasks and functions.

    If you can’t find the answer via the Workday support icon, please submit a help ticket via Workday Service Now for assistance (please remember to not share any confidential information).

     

Personal and Contact Information

  • Your direct supervisor will be able to see your position, contact, emergency contact info and compensation details. Everything else is personal, and only visible to you -- no one else. 

  • Click on your Profile > Actions > click Additional Data at bottom.

  • Most information on your worker profile can be accessed only in Workday. Your LMU Directory information can be viewed/edited by navigating to: Worker Profile > Actions > Additional Data > Directory Information.

    If you have more than one position on campus, you can also select > Additional Directory Information

Time Tracking, Absence, Payroll, and Benefits

  • No. Only non-exempt (hourly) employees need to submit timesheets in Workday. Exempt (salaried) employees only need to submit vacation and sick time as used. 

  • Yes. You can view your payslip directly through the Workday "Pay" application.

    Please note, employees hired before June 2021 will still be able to view their old pay stubs and other historical data in ADP iPay in perpetuity. The Workday Payslip will look different than the ADP payslip, as the Workday payslip will include more payroll information like employer paid benefits and taxable earnings.

  • Like the old Employee Self Service, you can update your benefit elections in Workday at any time if you have a qualifying life event. Otherwise, benefits may be changed during the annual open enrollment period each fall. 

Financial Processes

  • The vast majority of staff and faculty members retained their existing P-cards after the migration to Workday. Only a small subset of individuals, identified by their job role for frequently traveling and making department purchases, received a secondary card to separate their travel and expenses charges from procurement charges. These individuals received direct communication about changes to their P-cards.

    Please note, existing P-cards were deactivated on June 25, 2021, and reactivated starting July 6. You must complete and return the new P-card agreement sent from the Controller's Office, in order to reactivate your P-card after the transition to Workday.

  • Amazon, Office Depot, and CDW are registered as official LMU suppliers in Workday. From the Workday dashboard, search for "connect to supplier website" and proceed to purchase your office supplies as you would with any other online shopping process. The purchase will be routed through the LMU cost center, and once approved, automatically charged to your department. You won't need to submit an expense report for the purchase.

  • Yes! Simply use your P-card as you would for any other expense. 

  • Yes - the department finance specialist in your area can do this on your department's behalf. 

  • Yes, you can do monthly reconciliations. Please note, P-card charges must be submitted within 30 days of the post date.

  • Search for the task "create supplier request" and submit accordingly. Independent contractors will also be entered as suppliers when submitting your invoice. 

  • In Workday, budget managers are able to process their own budget amendments, rather than submitting a request through the Central Budget office.
     
    Workday will also notify you when your budget is lacking sufficient funds for a purchase. You can process a transaction up to 105% of total available budget – anything greater than a 5% overage will create a hard stop. In this instance, you can either create a budget amendment, request an override, or move funds from another account.

  • A spend authorizations is a preauthorization issued before traveling on university business, with the estimated cost (and corresponding approval) for expected travel expenses. Spend authorizations can also be obtained and closed after the trip is done. Please note, P-card charges cannot be linked to spend authorizations.

    Spend authorizations are not mandatory for university travel, but highly recommended -- please discuss with your supervisor.