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Workday for Managers

Welcome to Workday RHA Managers!

As RHA launches Workday, please understand our end-in-mind is to give you both the capability and responsibility to take specific actions that managers need to take with your employees.

Examples include:  Initiating a job requisition, onboarding a new employee, writing staff schedules, approving staff time worked, initiate promotions/ transfers/ terminations, approve mileage, and approve PTO requests.

Unlike the past, now YOU will have the capability and responsibility to do these things directly, all in one place.

Scroll down to learn more about the following topics
  • How to Login to Workday
  • A Paradigm Shift toward Manager Self-Service
  • Manager activities in Workday
  • Helping employees login and review personal and pay information
  • The importance of your Workday inbox
  • Sample employee information/actions in Workday
  • Manager role in Recruiting & Onboarding
  • Staff schedules in Workday - How to modify
  • Approving time worked/entering time blocks
  • Approving absence requests, mostly PTO
Workday Training Materials for Managers

Manager Acknowledgements

RHA wants to ensure all Managers (anyone that directly supervises another employee) understand how to use Workday, and what Managers need to do in Workday.

Below are key areas for managers to understand.

Who to contact for help

  • I understand that I have resources to help me use Workday.  This includes the ‘Workday for Managers’ resource page on www.MyRHA.org as well as my local Workday Ambassador.
  • If I’m not sure how to do something in Workday, I acknowledge I will try to find the answer using these resources in a timely manner.

Accessing Workday Daily

  • I acknowledge that, as a manager, I need to use Workday to do core functions of my job.
  • I acknowledge that in order to do these management functions in Workday, I need to login to Workday daily to see if there are items I need to complete in my Workday Inbox.
  • I acknowledge failure to login to Workday on a daily basis will slow down important processes that are vital to my employee, management of my team, and our company.

Hire Date is First Day Worked

  • I acknowledge that the Hire Date in Workday is the first day the employee performs work for the company.  I understand an accurate hire date is important, and drives many other processes.

All Onboarding Complete Before Working

  • I acknowledge all new hire onboarding, by both the new hire and the business office, must be complete before an employee is to attend any training or conduct any work on behalf of RHA.
  • I understand this is extremely important, as full completion of onboarding activities ensures all regulatory requirements have been met, and all activities to properly compensate an employee are complete.

Assigning Schedules in Workday

  • I acknowledge that, as a manager, I am to assign my direct reports an accurate work schedule in Workday.
  • I understand an accurate schedule not only clearly states when the employee works, but also drives other items like PTO requests, etc.

Reviewing Direct Report’s Submitted Time

  • I acknowledge that, as a manager at RHA, it is my responsibility to review, correct and approve my employee’s submitted time in Workday.
  • I understand that if my employee did not submit time, it is my responsibility to work with the employee to collect accurate time worked.
Employee and Manager Time Submission/Correct/Approve Deadlines

Every week
    • Monday 12PM Eastern - Deadline for employees to enter and submit time.
    • Tuesday 12PM Eastern - Deadline for managers to review and approve time.
On payroll processing week:
    • Monday 3PM Eastern - Both pay weeks are locked for manager corrections.
    • Tuesday 2PM Eastern - Both pay weeks are locked for Timekeeper corrections.
Wednesday - Payroll is closed.

Approving PTO Requests

  • I understand that, as a manager at RHA, it is my responsibility to respond to employee PTO requests in a timely manner.
  • I understand that when an employee requests PTO, I will approve, deny, or send back to the PTO requests for editing.

Delegating Workday Tasks If Away from Work

  • I acknowledge that I will ‘delegate’ my Workday tasks to my manager or a peer (reporting to the same manager) if I will be away from work. (i.e. taking PTO).
  • I understand there is a 1-page guide on the ‘Workday for Managers’ page on MyRHA.org to show me how to delegate tasks.
  • How to Delegate Your Workday Tasks - 1 Page Guide



Workday Guides
For Managers

For if you're on PTO, etc.

Staff Schedules


Every Week
  • Monday 12PM Eastern - Deadline for employees to enter and submit time.
  • Tuesday 12PM Eastern - Deadline for managers to review and approve time.


On Payroll Processing Week:

  • Monday 3PM Eastern - Both pay weeks are locked for manager corrections.
  • Tuesday 2PM Eastern - Both pay weeks are locked for Timekeeper corrections.
  • Wednesday - Payroll is closed.

Managers approve employee PTO requests submitted in Workday.

  • Transfer, promote, change job
  • Change physical work location
  • View open positions
  • Terminate employee
  • Change Contingent Worker details
  • Convert contingent worker to employee

  • View Compensation
  • Assign new allowances (i.e. phone, travel stipends)
  • Request a one-time payment
  • Base-pay change
  • Request a bonus

  • Shows you all the 'who-does-what' to recruit a new employee.
  • If you're a manager, and you kick off a recruiting event, be sure to select your local HR person as the 'primary recruiter'.  Instructions on page 11.
Onboarding Job Aid
understand the Manager and new Employee role when they are onboarded to RHA.



Log into Workday

Click here to login to Workday (link coming when we launch Workday)




A Paradigm Shift

Our switch to Workday is going to require a bit of a paradigm shift for all of us.  The biggest change is that a lot of the paper processes of the past will now be done in one system.


First Cycle Activities for Managers

It is very important to ensure all information in Workday is accurate.  To ensure the information about your team is accurate, please do the following.
  1. Verify your team by clicking the 'My Team' icon in Workday.  If incorrect, work with your Workday Ambassador to correct in Workday.
  2. Assign each hourly employee a work schedule template and modify, if needed.


Help Employees Login & Review Personal and Pay Info
  • Please be a support to your employees and your local Workday Ambassador by helping your employees.
  • Specifically, employees need to review and possibly update their Personal Information and Pay information in Workday.  This includes you doing this yourself!
  • See the Workday Training for Employees page for more information.


The Importance of Your Workday Inbox


In Workday, you can view information and initiate action.

The key to Workday is the business process, or 'workflow'.  When a business process has been kicked off, and you have an action to take, you will receive and alert and be able to take action directly in your Workday Inbox.

Your Workday Inbox IS NOT an email account.  It's a place where your 'to do' items in Workday reside.

Examples of when you will receive a Workday Inbox 'to do' item:
  • When it's time to interview a potential candidate
  • Make an interview decision or a verbal offer to a job candidate
  • Kick off onboarding a new hire.
  • Your employee has submitted a weekly time sheet, which needs your approval.
  • Your employee has submitted an Absence (PTO) request, which needs your approval.
Note:
Trust the Workday system!  If you get a 'to do' in your Workday Inbox, complete that item ASAP, or you may slow down an important business process.


Sample Employee Information/Actions in Workday

As a manager, you can see certain information and take action on that employee.  Examples include:
  • Kick off recruiting an open position 
  • Quickly onboard new hires 
  • Create staff schedules 
  • Approve time sheets 
  • PTO request management
  • Promote, transfer, or terminate an employee 
  • Approve mileage reimbursement 
  • And much more!



Manager Role in Recruiting & Onboarding

As a manager, you have an important role in selecting a potential new hire.  This includes:
  • You can kick off a job requisition.  If you're not doing all the 'recruiting' functions, be sure to identify your HR Coordinator as the 'Primary Recruiter'.
  • Participating in the screening/interviewing process
  • Make a verbal offer to a candidate
  • Once the candidate has accepted their offer and is now an employee, you will be asked to send a personalized welcome message, share 'people to meet' and 'helpful contacts', so your new employee can hit the ground running.
  • View the 50-page Recruiting Job Aid to understand a Manager's role in Recruiting
  • View the 39-page Onboarding Job Aid to understand a Manager's role in Onboarding a new hire.


Staff Schedules in Workday

Employees should be able to see their work schedule in Workday.

To make this happen, you as a manager, have an important job to do.
Note:
Although there isn't a 'location' field in the employee schedule, you can change the 'display name' and enter the work location where your employee should report.


Approving Time Worked

In Workday, managers both assign a work schedule, then approve time worked.
  • View the 3-page Quick Guide on Team Time
  • This guide will help you understand the step-by-step process on approving your employee's time worked, so they can be paid for time worked.
Note:
Salaried employees will not submit time in Workday, and you do not need to approve any salaried employee's time in Workday



Approving Your Employee's Absence Requests (Mostly PTO)

In Workday, employees can submit PTO and other absence requests directly to their manager.
  • This is helpful to you, as you now have one place to receive and approve these requests.
  • Workday also lets you see if other employees were previously approved for time off on a given day, so you can ensure you're properly staffed.
  • View the 3-page Quick Guide on Approving Team Absence
Note:
Managers need to approve Absence/PTO requests in Workday, or the employee will not be paid for their PTO on their paycheck.






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Bob Turner,
Sep 29, 2017, 9:01 AM
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Bob Turner,
Sep 12, 2017, 8:34 AM
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Bob Turner,
Sep 12, 2017, 8:34 AM
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Bob Turner,
Sep 12, 2017, 8:35 AM
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Bob Turner,
Sep 12, 2017, 8:35 AM
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Bob Turner,
Sep 12, 2017, 8:35 AM
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Bob Turner,
Sep 12, 2017, 10:13 AM
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Bob Turner,
Sep 12, 2017, 10:13 AM
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Bob Turner,
Sep 12, 2017, 8:35 AM
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Bob Turner,
Aug 29, 2017, 1:54 PM
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