SJSURF Workday Training

Welcome to Workday!

Workday is a cloud-based human resource (HR) and financial management (financials) system. It's a one-stop shop for workforce management, including payroll, timesheets, benefits, and more.

Workday Login
Scribe: User Login Help

Upcoming Training Opportunities

Workday Training webinars, recordings, and how-to documents will be uploaded here as they become available.

• Jul. 24, 2025 | 11 a.m.–Noon | Performance Evaluation

  • Target Audience: All Benefited Employees and their Supervisors
    Presenter: Vicky Farias
    Zoom Link | Password: 686302

    Description

    Overview of the performance evaluation process and how to complete it in Workday.

Training Hub

• Benefits (Presented: Jun. 17, 2025)

  • Target Audience: All Employees (except SJSU students)
    Presenter: Jocelyne Peña

    Training Resources

    – Training Video Recording
    – Scribe: How to Change Commuter and Retirement Benefit Online

    Description

    Benefits: How to enroll/waive benefits-retirement plan, parking, Commuter Flexible Spending Account (FSA).

• Employee Dashboard (Presented: Jun. 3, 2025)

  • Target Audience: All Active Employees
    Presenter: Myles Reed

    Training Resources

    – Training Video Recording
    – Scribe: How To Update Personal Information In Workday
    – Slides
    
    

    Description

    Human Resources: Employee Dashboard — Learn how to navigate your employee dashboard, including:
    – Accessing and updating your employee profile
    – Using the menu options
    – Updating Direct Deposit (DD), W-4, Emergency Contact, and EEO information
    – Viewing your payslips, W-2s, and 1095 forms

• Job Changes (Presented: Jun. 10, 2025)

  • Target Audience: All PIs & Account Signers
    Presenter: Ranjit Kaur

    Training Resources

    – Training Video Recording (coming shortly)
    – Scribe: Faculty New Hire Process
    – Scribe: Faculty Reappointment Process
    – Scribe: Non-benefited New Hire Process (for all student employees and other temporary positions)
    – Scribe: Job Change — Account and/or Salary Change (for non-faculty employee)
    – Scribe: Add Job — Hiring existing employee under different Manager/PI

    Description

    Human Resources: How to manage employment changes — salary action, account change/extension, add job, end job, and termination.

• New Hire Process (Presented: Jun. 5, 2025)

  • Target Audience: All PIs & Administrative Staff
    Presenters: Ranjit Kaur & Vicky Farias

    Training Resources

    – Training Video Recording
    – Scribe: How to Hire a Benefited Position — Hiring Manager
    – Scribe: Faculty New Hire Process
    – Scribe: Non-benefited New Hire Process (for all student employees and other temporary positions)
    – Scribe: How to Approve a Job Requisition — OSP
    – Scribe: Completing Employment Eligibility Verification Form I-9
    – Scribe: Completing Your Onboarding Process in Workday

    Description

    Human Resources: For non-benefited, faculty, and benefited positions.

• New Suppliers, Purchase Orders, and Invoices (Presented: Jun. 13, 2025)

  • Target Audience: Central Office, All PIs, & Administrative Staff
    Presenter: Loralee Quintero

    Training Resources

    – Training Video Recording
    – Scribe: Creating Purchase Order Requisitions In Workday
    – Scribe: Requesting a New Supplier
    – Scribe: Creating a Non-PO Supplier Invoice Request in Workday

    Description

    Finance/Acounts Payable: This workshop will cover the following processes:

    – Submitting purchase order requisitions through Workday
    – Submitting non-PO invoices through Workday
    – Requesting a new supplier through Workday
    – Approving requisitions and invoices
    – General information and questions

• PI Grants Access in Workday (Presented: Jun. 17, 2025)

  • Target Audience: PIs
    Presenters: Lan Ngoc Duong & Amy Zhao

    Training Resources

    – Training Video Recording
    – Scribe: How to search for your award in Workday
    – Scribe: How to run Account Status Report – PIs on-line

    Description

    In this Workday training session, the OSP Post-Award Associate Director and Manager will walk through how to navigate the system to access grant account information. There will be a demonstration of key details, such as remaining balances, purchase orders, and expense history.

• Program Accounts in Workday (Presented: Jun. 27, 2025)

  • Target Audience: PIs for Self-support Programs
    Presenters: Ricky Yoneda & Patrick Murray

    Training Resources

    – Training Video Recording
    – Scribe: Program Accounts in Workday [pdf]
    – Slides: Program Accounts in Workday [pdf]

    Description

    This workshop will cover the following processes:

    – Funds recorded as revenue
    – Interfund transfers done via journal entries
    – Admin fees
    – Timing of calculations
    – Fees

• Timesheet and Requesting Time-Off (Presented: Jun. 12, 2025)

  • Target Audience: All Active Employees
    Presenter: Vicky Farias

    Training Resources

    – Training Video Recording
    – Scribe: How to Submit Timesheet — Exempt
    – Scribe: How to Submit Timesheet — Faculty
    – Scribe: How to Submit Timesheet — Hourly
    – Scribe: How to Submit Timesheet — Multiple Position
    – Scribe: How to Request Time Off

    Description

    Payroll: Instructions for submitting timesheets and time off for hourly, exempt, faculty, and multiple positions.

• Timesheet and Time-Off Approval (Presented: Jun. 12, 2025)

  • Target Audience: All PIs & Account Signers
    Presenter: Vicky Farias

    Training Resources

    – Training Video Recording
    – Scribe: How to Approve Timesheets — PIs, Account Signers
    – Scribe: How to Delegate Timesheets — PIs, Account Signers

    Description

    Payroll: Learn how to review and approve time entries and time off/leave requests.

• Travel, Expenses and P-Cards (Presented: Jun. 10, 2025)

  • Target Audience: Central Office, All PIs, & Administrative Staff
    Presenter: Loralee Quintero  

    Training Resources

    – Training Video Recording
    – Scribe: Travel Authorizations and Expense Reports
    – Scribe: Reconcile and Verify P-Card Transactions in Workday

    Description

    Finance/Accounts Payable: This workshop will cover the following processes:

    – Spend Authorization: Approval for travel will be submitted through Workday rather than using our current RAT form (employees only, separate process for students and non-employees)
    – Expense Reports: Creating expense reports in Workday for travel or expense reimbursement. How to link your expense report to your Workday travel authorization.
    – Approving Spend Authorizations and Expense Reports.
    – P-Card Reconciliation: How to reconcile your P-Card charges using Workday. How to delegate reconciliation to support staff.
    – General information and questions