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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 the Training Opportunities wiki page for additional details (also available at ut.edu/training). 

Training is delivered in person and via webinar using tools such as Zoom and WebEx. Trainings are designed to meet two needs:

  • New Functionality: new functionality may be related to an implementation or new features Workday releases for a module the University already owns/uses. Functional departments at the University will be offering these in varying formats (e.g. online, in person) and different dates/times.
  • Refresher/New Employee: Whether you're new to the University or you've been here for years and just need a refresher on how to perform certain functions in Workday, we'll be offering recurring trainings several times per year. This initiative is designed to help make everyone comfortable performing their job duties related to Workday and how they interface with the various on campus offices such as Human Resources and Financial Management via Workday. 

Not able to make one of our trainings? A concerted effort is always made to record and post trainings to the Training Opportunities wiki page. Both attendees and those unable to join the live session are encouraged to use the recordings.

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
Dai' Holmes
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.

Workday Student Implementation  

The University of Tampa is implementing Workday as a Student Information System over the next two years. Student recruiting, 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 2020 registration - that is, for admissions, financial aid, registration and bursar functions that will be required for the Fall 2020 semester.

The Workday student implementation has six go lives scheduled between June 2019 and September 2020. Students will first register in Workday for their fall 2020 schedule. To support this, the following go lives are scheduled:

Go Live Month Impacted Constituents Activities
June 2019
  • Registrar's Office
  • Academic Advising
  • Programs of Study
  • Transfer credit rules and articulation
  • Class Schedule and course sections
September 2019
  • Admissions
  • Financial Aid
  • New student merit and packaging
  • Integrations between Slate and Workday
  • Bring continuing students into Workday; an integration between CX and Workday will keep it in sync.
January 2020
  • Admissions
  • Financial Aid
  • Faculty
  • Students 
  • Advising for students in Workday
  • Mock registration
  • Continuing student financial aid packaging
March 2020
  • Bursar
  • Registration
  • Students
  • Student course registration for Fall 2020
  • Charges and payments
July 2020 All Areas Miscellaneous functionality not already implemented
September 2020 All Areas Historical data conversion

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