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Technology on the Leading Edge

The University of Tampa uses Workday Human Capital Management (HCM) and Payroll to streamline all faculty, staff and student employee HR and payroll processes. Workday is an innovative, internationally-renowned cloud solution used by numerous Fortune 500 companies and prestigious institutions such as Yale, Brown and Georgetown University.

UT is among the first universities and colleges in the country to adopt Workday. Accessing Workday is simple and begins by logging into Okta, an identity management solution. After logging into Okta, the user can access his or her HR and payroll information by clicking on the Workday icon. Visit the Workday Wiki for instructions, videos, and useful links for how to access Workday via Okta, record your time worked, submit time off requests, and much more.

Training 

As new training opportunities arise for the Workday implementation, check this section for updates.

Information Available in Workday

Faculty
Personal information such as contracts, retirement and benefits, paychecks1, phone numbers and mailing address are housed within Workday.

Staff
Personal information such as current compensation, paychecks1, mailing address(es), phone number(s), benefits and retirement information are available in Workday.

Student Workers (Work Study, Success Scholars and Student Employment)
Personal information such paychecks1, name, mailing address(es) and phone number(s) are available in Workday. Updates to these can be made in Workday; however, it is only updated for HR and payroll and will not be communicated to any other campus office (i.e. Registrar, Financial Aid, Bursar, Admissions, etc.). Students are responsible for communicating these changes to all appropriate offices.

1Note, only paychecks issued on or after Jan. 1, 2017, will be available in Workday.

Updating your HR and Payroll Information

Workday houses all of your employment and payroll information. Updates to your HR and payroll information must be completed within Workday. Your information for HR and payroll are no longer shared between HR/payroll and the rest of the campus. Therefore, any name, address and phone number updates that impact all areas of the campus need to be communicated to the appropriate office(s). See the below table to better understand which office(s) to contact under different circumstances: 

Current Students
Update non-payroll information via SpartanWeb or complete and submit the appropriate form to the Registrar's Office (name change, address change and gender change).
Update Payroll/W2/W4 information via Workday, which notifies Payroll.

New Students
Update non-payroll information by contacting Admissions at admissions@ut.edu or utgrad@ut.edu

Faculty
Update Payroll/W2/W4 information via Workday, which notifies HR/Payroll.

Staff
Update Payroll/W2/W4 information via Workday, which notifies HR/Payroll.

Additional Assistance

The following Workday support plan is effective Jan. 1, 2017.

Before reaching out to the Help Desk or a UT functional department, many questions can be answered in the Workday Wiki. Overviews, videos, step-by-step guides and helpful links are available for a wide variety of topics. The "Getting Started" section contains information on completing basic tasks, and the wiki will be regularly updated.

For technological questions, please contact the ITS Help Desk (helpdesk@ut.edu or (813) 253-6293). Examples of questions to contact the Help Desk for include:

  • Unable to log into Okta
  • Workday icon isn't visible in Okta
  • Missing icons after you log into Workday
  • Information is not visible
  • Reports return an error
  • Unable to submit time entry (time sheet)
  • Unable to request time off

For departmental or functional questions, please contact the respective offices. Examples of questions to contact HR and Financial Management for include:

  • How to enter an expense report
  • Expense report approval routing questions
  • Your position (job) title needs to be updated
  • Your manager is incorrect
  • Your pay slip doesn't appear to be correct
  • Your deductions (e.g. health insurance, TIAA, etc.) need to be updated
  • Data on reports does not appear to be correct
  • Uncertain of who is to approve next transaction in a business process

For student worker questions, please route based on the type of student worker:

Type of Student Worker
Route Questions to:
Federal Work Study Financial Aid
Success Scholars Student Transition and Persistence
Student Employment
Dennis Nostrand
HIRE-UT Mark Colvenbach   

Time Sheet Transition

More questions?
View our online Workday Wiki accessible with your UT login (e.g. how you log into your UT computer). As a shortcut, you can always go to ut.edu/wiki to access the Workday Wiki.

Beginning Jan. 1, 2017, all time worked and benefit time taken should be recorded in Workday. Paper time sheets will no longer be accepted.

Workday Financials and Student Implementations  

The University of Tampa is implementing Workday as a Student Information System over the next two years. Student recruiting, admissions, registration, advising, financial aid and bursar functions will progressively migrate, in a wave schedule, from SpartanWeb into Workday. Each wave in the overall implementation will involve many iterations of data being migrated from legacy systems into Workday, each building more knowledge and experience for UT's functional team members. Each of these iterations is called a wave and each wave represents key functionality going live in Workday. This wave approach will better poise UT to align existing processes with those required of Workday Student to maximize the use of technology. Overall, the Workday Student implementation is oriented around Fall 2019 registration - that is, for admissions, financial aid, registration and bursar functions that will be required for the Fall 2019 semester.

Check back on this webpage periodically for updates. As new information about the implementation becomes available, it will be posted here. Also, job aids, more specific implementation dates and other details will be posted to the Workday Wiki

Financials

Workday Financials will go live on June 4, 2018. The go live will require several days of Workday production downtime as everything from the implementation setup is migrated to production. Additionally, this will require special cutoff dates for various processes handled by Financial Management, all of which are detailed below. Global and targeted emails will be sent by Financial Management to all impacted parties with more information regarding any downtime, once the migration has been completed, and reminders of the below cutoff dates.
 
Questions? Please reach out to the Financial Management team at (813) 253-6235 or finmgt@ut.edu.

Cutoff Dates - Payroll

Item
Cutoff Date
Hourly Employees Timesheets Submitted for 6/4/18 PD 5/26/2018
Hourly Employees Timesheets Approved for 6/4/18 PD 5/27/2018
Hourly Payroll Processing for 6/4/18 PD 5/28/2018*
Hourly Employees Payroll File Submitted for 6/4/18 PD 5/29/2018
Salaried Employees Pay Date/Settlement for 5/30/18 PD 5/30/2018
Hourly Employees Pay Date/Settlement for 6/4/18 PD 6/4/2018

Cutoff Dates - AP, Purchasing and Bursar

Item
Cutoff Date
Workday Start Date
Requisitions 4/20/2018 6/4/2018
Purchase Orders 4/30/2018 6/4/2018
Petty Cash Closed 5/7/2018 6/4/2018
Vendor Setup/Changes EIB Load 5/10/2018 6/4/2018
Vendor Setup/Changes 5/24/2018 6/4/2018
Vendor Invoices 5/24/2018 6/4/2018
Check Requests 5/24/2018 6/4/2018
Expense Reports 5/24/2018 6/4/2018
Office Depot Orders In 5/24/2018 6/4/2018
Student Refunds Entered into CX 5/30/2018 6/4/2018
Cash Receipts Closed and Deposited in Bank 5/31/2018 6/4/2018
Final Check Run in CX 5/31/2018 N/A
P-card Charges TBD TBD

Curriculum Management

As of Monday, April 16, 2018, UT is live on Workday Student: Curriculum Management.

The first Workday Student functionality to go live will be Curriculum Management (CM) in April 2018. Workday's CM functionality is designed to help schools manage their curriculum in a state-of-the-art manner. UT's functional implementation team comes from the Registrar and Academic Advising Offices. These functional team members have been working closely with Workday consultants on a daily basis since April 2017. There have been many prototyping sessions and senior staff engagement as UT works to fit into the Workday model and take advantage of so many new ways of doing business that are much more streamlined. In November 2017, the functional team led seven Customer Confirmation Sessions with various invitees such as senior staff, UT's Faculty Senate and Curriculum Committee, the deans and associate deans from the various colleges, and various administrative offices. This was one of the first public showings of polished prototypes of how UT will function in Workday Student as it relates to curriculum management.

As of March 2018, the project team has completed end-to-end testing and user acceptance testing in final preparations for go live. The final data conversion extraction from the legacy system were submitted and validated by the functional leads. The functional leads are already busy working with Workday consultants on wave two (course sections and schedule creation). Similar to the wave one implementation, there is a significant amount of prototyping and evaluation of potential solutions in Workday. April marks the start of wave 3 in the Workday Student implementation, which will encompass registration and advising activities. Workday is currently looking at key functionality available with the UT functional leads to determine which configuration workbooks need to be assigned. More details of this will be presented at the Change Ambassador (invite only) and Brown Bag Lunch-and-Learn in Fall 2018. There will also be an invite-only confirmation session, where the UT functional leads will walk attendees through select functionality and explain configuration decisions that have been made during the implementation.

Admissions and Recruiting

Workday's Admissions and Recruiting will be the second part of Workday Student to go live at UT (August 2018). The innovative admissions and recruiting functionality will offer UT's admissions counselors actionable reports and more efficient means of managing their workload. Currently, the UT implementation team is composed of six functional staff, each bringing different past experiences and expertise to the implementation. Although this part of the Workday Student implementation began in November 2017, there have been many meetings between the UT functional implementation team and Workday consultants. All documented implementation requirements have been reviewed and a schedule to deliver prototypes to be built and demoed are scheduled. The first foundation tenant was delivered to UT in January 2018 with very basic setup and data in it. Subsequent weeks involved the UT Admissions team reviewing the foundation tenant with very basic set up and data available. Meanwhile, the Workday consultants have been requesting configuration workbooks, holding day-in-the-life sessions, and reviewing documentation of current processes. These activities yield the build and delivery of the next Workday tenant - the configuration tenant. It builds upon what was in the foundation tenant with what the consultants have learned via various methods about how UT Admissions operates. April and May 2018 will involve significant amounts of configuration validation/testing, validation of data to be converted from legacy systems, starting to build reports, and viewing preliminary demonstrations of integrations being built.

Financial Aid

Workday's financial aid implementation will be phased over several go live waves of Workday Student. Because financial aid functionality is found from the beginning of the recruitment process through graduation of students, there's no single go live date; rather, several go live dates with "just-in-time" delivery of functionality to adhere to the transition of all functionality to Workday for matters related to Fall 2019. At this time, financial aid is just starting implementation meetings (November 2017) with Workday consultants and all work is oriented around financial aid as it relates to the recruitment of prospective students (i.e. loading FAFSA information; packaging of incoming, prospective students; awarding scholarships to prospective students; etc.). Workday Financial Aid consultants were on site in January 2018 to deliver the first foundation tenant, which will be used to prototype and evaluate potential solutions. Subsequent meetings have been designed to help Workday build the next tenant - the configuration tenant. This will be used to validate the setup and make configuration changes to meet UT's final outcome requirements (note, the means of getting to the final outcome may vary, as is expected with any implementation).

Scheduled Maintenance

May 12, 19, 26 and May 30 through June 4, 2018

UT will go live with Workday Financials on June 4. This implementation will be slightly larger than the initial Workday HCM/Payroll go live. Therefore, the roll out of Workday Financials will occur in pieces over the month of May 2018. Each weekend will consist of 10-30 pieces of configuration being migrated from implementation environments to Workday production; however, each piece of configuration will be migrated in a disabled state. This will help streamline the final downtime at the end of May 2018 for the go live of Workday Financials and help minimize impact to end users (e.g. instead of 7 calendar days of downtime, we'll target closer to 4 calendar days of downtime). Accomplishments to be achieved by going live with Workday Financials includes:

  • Electronic check requisitions
  • Real-time budget and grant information
  • Relevant analytics and reporting data 

April 13, 2018

UT is now ready to go live with Curriculum Management for Workday Student! This is only the first of four phases (also referred to as "waves") in which Workday Student will be rolled out to the UT campus. The complete Workday Student implementation will not be completed until approximately mid-2019, just in time for fall 2019 registration (Summer 2 of 2019 registration will be the last registration completed in Jenzabar CX and SpartanWeb). Accomplishments of the Curriculum Management go live include:

  • Business processes established for creation and updating of courses with appropriate approvals in Workday
  • Migration of historical versions of courses and their relationship to the academic units established in the foundation go live (from Feb 24, 2018)
  • Additional data and security required for generating academic history of all matriculated students, which will be needed for generating academic transcripts among other purposes
  • Laying the foundation for bringing in historical and current course sections  

Feb. 24, 2018

Building blocks for Wave 1 of UT's Curriculum Foundation for Workday Student implementation are now ready! This foundation set up needs to be moved into Workday's production environment to continue moving forward. Note, this is only the very beginning of the Workday Student implementation; it will not be completed until approximately mid-2019. Wave 1 (of 4 waves total) accomplishments include:

  • Creating the structure of the academic calendar and academic periods that will be needed for registration, admissions, financial aid and bursar functions
  • Creation of UT's academic structure including colleges and departments, and organizational hierarchies
  • Core data and security required for generating academic history of all matriculated students, which will be needed for generating academic transcripts among other purposes