Getting Started Job Aid Employee
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Welcome to
Getting Started Job Aid Employee
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Getting Started
Timeframes
November -HCM Release
11/3 Workday release: Log in and view your personal information, emergency
contact, and manage absence (salaried employees/pink sheets)
11/3-12/3 Open labs available
11/17-12/3 Benefits open enrollment
January 2015– Payroll and Time Entry Release
1/5 Payroll release (Log in and view your pay information)
1/5 Time tracking release: Log in and start tracking your time (hourly)
1/5-1/15 Live trainings for time tracking
Why Workday?
Workday provides SNHU with the critical system elements that allow for the
automation and collaboration of business processes within an efficient and
secure model.
Workday supports critical elements necessary in today’s business environment
such as; access 24/7, real time data, reporting and analytic capabilities.
Workday is designed to provide employees and managers easy to navigate
self-service options.
Workday’s foundation is based on flexible business processes which allow SNHU
to design workflows according to how we conduct business.
General Overview SNHU Workday Portal Page Workday Home Page Worklets
Benefits: Add Beneficiary
Personal Information: Add Emergency Contacts
Enter Time Off: Exempt/Salaried Employees
(Replacing pink sheets) Appendix: Symbols and Workflow
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SNHU Workday Portal Page
Click on the SNHU Portal Workday login link www.my.snhu.edu/staff/workday
Note: Bookmark my.snhu.edu/staff/workday
1. Click on the Workday Log-in link
2. For best compatibility please use Google Chrome or Mozila Firefox.
3. Your username and password will be emailed to you on November 3rd,
via a secured digital transaction through Docusign.
Every Friday night, at 9:00PM EST, Workday goes down for routine maintenance and updates.
For best results do not use the back button in the Workday site
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Workday Home Page
Search Bar
Use the Search box to locate your own personal
information including tasks, reports, and views
you can access.
Your Inbox
Your Inbox includes notifications of tasks,
approvals, due dates, etc., that are sent to you
as a result of business processes.
View Your Inbox
1. Click the Inbox icon next to your name, in
the upper right hand corner.
2. Click View Inbox to expand your viewable options.
3. Click the Actions tab to view your business process tasks, approvals, and to do’s.
4. Click the Notifications tab to view alerts and reporting notifications.
5. Click the Archive tab to access the status of any business process you have been involved in.
Note: The Archive tab only displays in full screen mode.
Sign Out
1. Click on your View Profile.
2. Click Sign Out
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Directory Campus directory information
University Links Links to important information such as the Benefits Lounge
Personal Information View/edit your personal information
Benefits View/edit your benefits (full time employees)
Time Off View and Request absences for exempt, salaried employees
Time (time tracking Jan 5, 2015) Time tracking for non-exempt, hourly employees
Pay (coming in Jan 2015) View your payroll information
Worklets
The Workday Home Page displays worklets. Worklets provide access to groups of related tasks,
reports, and links. Worklets are organized by functional category and represent different kinds
of tasks or work that you can easily perform using self-service functionality.
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Add Life Beneficiary (Full-Time)
1. From the Benefits worklet:
2. Click change Benefits.
3. Under the Benefit Event Type click
Change Beneficiaries.
4. Enter the current date as your Benefit Event Date.
5. Click Submit.
6. Open the Up Next change benefit election.
7. Click Open.
8. Review your life insurance coverage and click Continue.
9. Click the plus symbol to add a beneficiary.
10.Click the Prompt and then click Create and Add Beneficiary or Add Beneficiary
from existing Contact.
11.Fill in the persons information. Click OK.
12. Indicate the Primary Percentage at 100%
or add another Beneficiary to the plan.
13. Click Continue.
14. Read the Legal notice and click I agree.
15. Click Submit.
16. Print and/or click Done.
Please note: If you want to use a person already loaded as a dependent on your insurance coverage please use Create Beneficiary from existing Contact.
View Dependents
A best practice before creating a beneficiary is to view dependents
recorded in Workday, as they can be selected during the add life
beneficiary process. (See below)
1. From the Benefits worklet:
2. Click Dependents.
3. View your current dependents.
Benefits: Add Life Beneficiary
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To find more job aids on editing personal information
please visit: my.snhu.edu/staff/workday
Add or Edit Emergency Contacts
1. Click the Personal Information worklet.
2. Under Change click on Emergency Contacts.
3. Click the Edit button.
4. Add or edit your emergency contacts.
- Be sure to use a phone number where the person is most likely to be available
- This information will be viewable by your manager in case of an emergency
5. Click Add Alternative emergency contact and enter their information.
6. Click Submit.
Personal Information: Add Emergency
Contacts
Add at least 2 emergency contacts
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Time Off: Add October Time Off
And Request Future Time off
View Time Off Balances
From the Time Off worklet:
1. Click the Time Off Balance link under the View section. The Time
Off Balance worklet displays with today’s date in the As Of field.
2. Click OK to view your balance as of today’s date.
3. In Workday balances are now tracked in hours. Select the Accrued Year to Date value
to view more details.
Submit Time Off Requests
1. From the Time Off worklet:
2. Click Time Off under Request.
3. Select the day(s) you wish to
take time off. Click Cancel to
deselect days.
4. Click Request Time Off.
5. Enter the Type of time off
requested.
6. Enter the time the Daily Quantity
amount in hours. (In the comments section please make note of the time of day you are
requesting if it is a partial day.)
7. Click Submit.
The request will be submitted to your manager for ap-proval. You will be able to view the process of your re-
quest in your calendar.
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Appendix: Symbol Glossary
Error and Alert Messages
Error and alert messages display in the upper
right-hand section of the page. They identify the
specific field or fields where information is missing,
entered incorrectly, or in conflict with a rule
established by SNHU. Errors must be fixed in order
to submit the change.
Alerts notify you of potential problems on a page,
but do not prevent the task from being completed.
Use Related Actions and the Menu Icon
The Menu icon contains links to the Home page, and documentation.
The Related Actions icon displays next to an object when there are actions relevant to
the object. For example, the Related Actions icon next to your name accesses tasks and
data pertaining to your worker record.
A Prompt or drill down menu is located within edit features to help
select an appropriate answer.
Other Important Tools
The symbol at the top of the page will always lead back to your home page.
The submit button is the save button when making changes within workday.
You will also be able to click Save for Later button if you would like to
save the changes to finish at a later date.
The Cancel button is used to stop the process when used in your in box or can
be used to end a process you have initiated.
Getting Started Job Aid Employee
Current Process Workday Process
Time Off request: Exempt, Salaried Employee requests
time off with manager via email or
verbal request. Manager approves request either
verbally or email response. At the end of the month, employee
enters time off on “Pink Leave sheet” and obtains manager signature for approval.
Once manager approves leave sheet,
the form is submitted to Payroll Department.
Payroll Department enters time into
Access database. Employees receive a leave report, 2-3
weeks following month end .
Time Off request: Employees view their accrued time off
balances in Workday. Employee requests time off in
Workday. Manager approves request in Workday Managers will have access to view
team time off information. Employees may access 24/7 their time
off balance and upcoming approved time off.
Appendix: Business Process Comparison
Changing Benefit Dependents
Exempt/Salaried Time Off
Current Process Workday Process
Benefits dependent (birth) change: Employee Submits Anthem paperwork
to Benefits Department. Employee submits Delta Dental
paperwork to Benefits Department. Employee submits Premium
Authorization paperwork to Benefits Department.
Benefits Department contacts both
Anthem and Delta Dental and enroll participants.
Benefits Department submits
paperwork to Payroll to change benefits deduction.
Benefits dependent change: Employee enters changes online in
Workday. The Benefits Department receives
notification of this business process while the transaction is electronically submitted from Workday to appropriate vendor and payroll. All transactions are paperless.
Employee may now view current
benefit elections and benefit change
history.