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.
As new training opportunities arise for the Workday implementation, check this section for updates.
Information Available in Workday
Personal information such as contracts, retirement and benefits, paychecks1, phone numbers and mailing address are housed within Workday.
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:
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.
Update non-payroll information by contacting Admissions at firstname.lastname@example.org or email@example.com.
Update Payroll/W2/W4 information via Workday, which notifies HR/Payroll.
Update Payroll/W2/W4 information via Workday, which notifies HR/Payroll.
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 (firstname.lastname@example.org 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
||Student Transition and Persistence
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.
Time Sheet Transition
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.
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 February 2018, the project team is working on end-to-end testing and user acceptance testing in final preparations for go live. The final data conversion extraction from the legacy system will be submitted and validations by the functional leads will occur. 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. More details of this will be presented at the Change Ambassador and Brown Bag Lunch-and-Learn in March 2018.
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 just began in November 2017, there have been many meetings between the UT functional implementation team and Workday consultants. Many implementation requirements have been documented and 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. The next several weeks will involve significant amounts of prototyping and evaluation of potential solutions of how to use Workday for UT Admissions' needs.
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.
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