Workday FAQs

Workday will go live on July 1. From that date forward, you’ll use Workday for your HR, finance, purchasing, and payroll-related tasks.

Workday will replace several legacy systems used for human resources, payroll, and financial processes including Oracle eBiz, NovaTime, and the homegrown Student Timesheet system (to name a few).

You can log into Workday through the my.NYIT Portal (my.nyit.edu) or directly at https://workday.nyit.edu/. You will use your university credentials to log in and depending on where you are accessing Workday from, you may be prompted for an MFA response as well.

Starting July 1, you can:

• View and update personal information (address, contact, emergency contacts, upload a directory photo)
• Access pay slips and tax forms
• Enter time and request time off
• Initiate finance processes like requisitions and expense reports
• Review budgets and run reports (depending on your role)
• And so much more…

Visit the Workday Project site. Links to training guides, videos, and quick-reference sheets are also available through Canvas or log in to the ITS Knowledge Base and type your topic or question into the search bar. Find the live training courses that are right for you on our Learning Pathways page. Resources are organized by role and task to make it easy to find what you need.

Attend one of our live support InfoChats or “office hours” help desk sessions via Zoom. You can also submit a help request through the ITS Help Desk.

If your payroll information looks incorrect, please contact the Payroll Office right away at payroll@nyit.edu. For other information that doesn’t look right, please submit a ticket to the ITS Help Desk.

Yes! A go-live checklist is available as a downloadable PDF. It will also be available on the Workday Website on July 1. Please use it to check your personal and payroll information.

Security roles in Workday determine what a user can see or do. These are assigned based on your job and responsibilities. If you believe your access is incorrect or you are missing a specific view (e.g., you used to be able to see/do something in Oracle that you can’t see/do in Workday), please submit an ITS Help Desk ticket.

• Check out the Job Aids and training resources on Canvas >, or log in to the ITS Knowledge Base and type your question into the search bar.
• Join a live Workday Office Hour where support teams will be ready to assist (e.g., HR, payroll, finance, ITS). Support will be available via Zoom July 1–3 and July 7–10, from 10 –11 a.m. (ET) and 4 – 5 p.m. (ET). No need to pre-register; just drop in if you have a question.
• Contact the ITS Help Desk at 516-686-1188 during normal business hours or submit a ticket online.

Yes, Oracle self-service will be available until the end of October 2025 in read-only mode. The only items you will be able to access are your payslips and W-2.

Yes, however, the data in the Data Warehouse will NOT be updated with Workday information. You should use the Data Warehouse only to report historical information. All current reporting should be done in Workday.

Yes, you can download the Workday app from the Android or Apple store. To access Workday on the go, use the New York Tech organization ID: nyit

If you’re having trouble accessing Workday, one possible reason could be the use of a privacy VPN (Virtual Private Network). These types of VPNs are sometimes flagged as suspicious because they’re commonly used by malicious actors to mask their identity. As a result, your connection may be blocked for security reasons.

Here’s what you can do:

• Turn off your privacy VPN when accessing secure NYIT systems like Workday.
• Prefer using a trusted network (such as your home or campus Wi-Fi) when logging in.
• If you must use a VPN, check if it allows you to whitelist domains. If so, add the following to your VPN’s whitelist:
  • *.nyit.edu
  • *.okta.com
  • *.myworkday.com

Sometimes. Workday and Outlook don’t always play nicely together—email notifications can be inconsistent. However, many users do receive emails when they have actionable tasks. It’s always a good idea to log into Workday regularly to check your inbox and notifications in the upper right hand corner.

To request a new supplier be added to Workday, send an email to: nyitprocurement@nyit.edu.

Access the Requisitions panel from the Requisitions hub. This is accessed by selecting Menu, then under Organizations, selecting Requisitions.

• If the requisition is still with the initiator, then you can make changes.
• If the requisition has been submitted into the approval chain and not “fully” approved, the approver can “send back” the requisition to the initiator for changes.
• If the requisition has completed the approval process, please contact Purchasing for changes.
• To cancel a requisition, an approver can “deny.”

All permanent administrative staff will have the ability to create expense reports for others; however, departments may enforce their own rules about how much they want to use that functionality. Please check with your division leader.

Use “Trip Distance Including Diversions” and indicate the mileage there. You must upload a map of travel if you use this functionality.

Only bank account information from Payroll was transferred from Oracle into Workday. For employee reimbursements, Workday will use the bank information already associated with Employee Payroll, ensuring deposits are made to the same account used for paychecks. If you would like to change them, you can do so by selecting Payment Elections.

As of July 1, Pcard reconciliation will be processed in Workday through Expense Reports, not TD Bank. (June 2025 reconciliations will still be processed in TD Bank.)

The person who enters the requisition into Workday will be the person who enters the invoice for the PO it generated.

Miscellaneous payments are used for the following types of payments:

• Lectureres
• Preceptors
• Awards
• Student refunds
• Candidate payments
• NYIT de Seversky Mansion refunds

These payments are not considered vendors; they are miscellaneous payees. If you are not sure where the payment should fall, please contact Colene Bassolino at cbassoli@nyit.edu or Beth Witkiewicz at bwitkiew@nyit.edu.

Your attachment category is the name/type of documentation that you are attaching to your requisition. If you haven’t chosen what type of documentation you have on your requisition, you will get the error. To clear the error, choose the type of documentation you have attached to your requisition.

To create a new ship-to address, please contact Purchasing at nyitprocurement@nyit.edu and we will create it for you.

If you need a new Ship To address created, open a ticket with the ITS Help Desk and they will forward the request to IT for creation and send it to the punch out vendors.

The person who is entering the requisition (initiator) can change the name to someone else (requester) using the requester field when creating a requisition.

• If this is done, the requisition will populate with the requester’s work tags.
• The initiator and the requester will both see the requisition ID# that was created in their requisition dashboard; however, the initiator only has access to view the PO# that was created from the Requisition ID#. They cannot click into the related actions of the purchase order, and if they try to, it will say there are no related actions.
• The requester can see the Requisition ID#, can view the PO#, can click on the related actions of the purchase order, and can pull a PDF copy of the P.O.

Locate the requisition you want to cancel. Next to the Requisition ID#, select the Related Actions (…) icon. The Related Actions options will appear, including options to view, edit, or cancel.

• If the requisition has not yet been fully approved, edit the details of the requisition.
• If a PO was generated from the requisition, email Purchasing at nyitprocurement@nyit.edu.
• If the PO has been paid, you may initiate an Accounting Adjustment, or, if you don’t have access, email Accounting at accounting@nyit.edu.

Prepaid invoices will bypass the requisition system and be sent directly to Beth Witkiewicz at bwitkiew@nyit.edu.

No, Amazon will not be included in the punchouts at go-live. Amazon is ordered through our Amazon business prime account using your Pcard.

No, physical signatures are no longer required. Workday uses a built-in business process to electronically route invoices for review and approval.

Requisitions and invoices are two separate business processes in Workday. A requisition outlines the expected cost and details of a purchase, while the invoice reflects the actual amount billed by the supplier; these totals may differ. Keeping them separate ensures you are aware of any discrepancies before payment is processed, helping to prevent surprise charges or overpayments.

We highly recommend using “Send Back” as opposed to “Deny.” “Send Back” should be used if the reviewer wants the initiator to make a change on an expense report, requisition, or invoice. The reviewer can include a comment outlining what they’d like to be changed, which will be routed back to the initiator for their review / edit. On the other hand, “Deny” will delete the expense report, requisition, or invoice from Workday permanently.

The Expense Report Line Date should be the date the expense was incurred, not the date of expense report creation. In most cases, this will need to be edited.

All operating POs were closed in Oracle and not carried over. However, valid Capital and Grant POs were transferred to Workday using their original Oracle PO numbers. To find them: Run the Find Purchase Order Lines report in Workday. Adjust the date filter back to 2023 to capture the migrated POs.

You can only take action on a PO if you are listed as the requisition requester. If a PO appears in the report but you didn’t initiate it, you won’t be able to modify or act on it. The team is currently exploring enhancements to reports that may help clarify PO ownership.

While the job aid provides guidance on invoice processing, Workday does not support using a single invoice across multiple POs.

• To initiate the creation of a new position in Workday, use the Create Position task.
• To initiate the process of refilling an existing position, use the Create Job Requisition task.

If moving an individual worker or multiple workers to a manager who has an existing supervisory org, initiate the Move Workers (Supervisory) business process.

If moving an individual worker to a manager who does not have an existing supervisory org, initiate the Start Job Change business process and select Move to New Manager.

For more complex reorganizations that require the creation of a new supervisory org and the movement of multiple workers, please contact the Office of Human Resources.

For Additional Job:

• For Faculty/Staff, the end additional job business process should be initiated by the manager.

For Primary Job:

• Voluntary resignations can be initiated by the employee or manager.
• Involuntary separations (position eliminations, terminations) should be discussed with HR first, then HR will initiate those in Workday.

The ability to Create Position in Workday is based on your sup/org and your role in Workday. If you had this access in Oracle, you most likely have it in Workday.

While there is no officially published limit, internal testing has shown that the Job Description fields can accommodate at least 7,000 characters. It’s possible there may be no hard limit, but we recommend keeping descriptions concise and clear for optimal readability and system performance.

Staffing models include Position Management and Job Management.

• Position Management: For permanent positions.
• Job Management: For positions with multiple ‘seats’ and shorter-term roles like adjuncts, temps, or students, creating a position is not required.

Yes, you can initiate qualifying life events such as adding or removing dependents due to birth/adoption, marriage, divorce, or loss/gain of other coverage directly in Workday by going to the Benefits & Pay Hub and selecting Benefits, then Benefit Elections.

Yes, you can add or update beneficiary allocations directly in Workday by going to the Benefits & Pay Hub and selecting Benefits, then Beneficiaries.

Yes, you can now enroll or modify your TIAA Retirement contributions through Workday by going to the Benefits & Pay Hub and selecting Benefits, Benefit Elections.

Yes, you can request extended leaves, such as Family Medical Leave, directly within Workday by selecting Request Absence and choosing the type of absence you are requesting.

Costing allocations can be changed by initiating the Assign Costing Allocation business process. If other changes are being made along with a change to costing (title, supervisor, etc.), the change job process should be used.

Multiple changes can be processed within a single start job change request (e.g., promotion, compensation change, supervisory org change, location change, etc.)

If the entire department is inaccurate, contact HR. If it is a single person reporting to the wrong person, complete the Change Job task.

The report is only viewable for your own supervisory organization. However, you can search for a supervisory organization in the Workday search bar or select it from someone’s profile to view that supervisory organization page

Yes, most information was migrated to Workday; however, please review the information for accuracy. If it is incorrect, complete the necessary tasks to update personal or banking information.

The approval chain for a new position can be viewed from the Process/Remaining Process. This is available as soon as the position is submitted.

Exempt employees are not eligible for overtime and will not fill out timesheets in Workday; they will only submit absences. Non-exempt employees are eligible for overtime and will be responsible for completing timesheets for all hours worked in addition to tracking absences.

ePDQ (electronic position description) should be uploaded when creating positions. Departmentally developed job advertisements or job postings should also be uploaded to the job requisition.

Exempt/non-exempt status can be found on your Profile > Summary > Job Details > Job profile > Pay > Job Exempt Yes/No

Creating positions involves creating a brand new “seat at the table” that then can be filled through a search. Creating job requisitions can be used to “fill” that seat. It is used for both Position Management and Job Management (JM) models.

• Position Management: One single position
• Job Management: Multiple Positions (Used for all Adjunct Instructor and Temporary Positions).

The new hierarchy consists of:

• Job Families
• Job Profiles
• Position Job (including the job title field)

Recruiting will still happen in iCIMS, while onboarding will occur in Workday during the hire process.

To be considered a manager in Workday, you must have one or more direct reports tied to your position through the supervisory organization. This enables features such as approving time or initiating staffing access.

Yes, employees enrolled in a High Deductible Health Plan can adjust their HSA contributions within Workday by going to the Benefits & Pay Hub.

Yes, however, Summer Fridays are not part of the holiday calendar and should be marked separately as Absence Time Off.

Use the Check In/Check Out tasks in the Time app, or the Enter My Time report calendar.

Timecards must be submitted by the end of the pay period. If you forgot, or what you submitted is it is incorrect, use the Enter My Time report to locate the desired value, then select it to make the necessary updates.

• For a draft entry that has not yet been submitted, select the desired date and enter the correct time; then select Submit.
• For an entry that has been submitted, see the Enter My Time report to locate the desired entry, then select it to make the necessary updates.
• In both cases, it will be routed to your supervisor for approval.

Students should continue to apply for open student positions in Handshake. Once they are hired, they will submit time in Workday.

Students must report to someone designated as a manager.

Use the Enter My Time Report Calendar or check the Check In/Check Out tasks in the Time app. Review job aids in the ITS Knowledge Base for more detailed steps.

Use the Enter My Time report to locate the desired entry, then select it to make the necessary updates.

Use the Request Absence task to request sick day or vacation time (or other time-off types such as jury duty or bereavement, etc.).

Yes, see Employee Handbook for policy.

Yes, with manager approval. Workday has been configured in line with New York Tech policy*, which allows for “borrowing” of vacation days up to the annual accrual amount.

*See Time-off Benefits & Vacation Policy in your applicable employee handbook or collective bargaining agreement for more information.

You don’t need to do anything for holiday hours. These will be addressed automatically. Various New York Tech holiday calendars have been uploaded into Workday. The holiday appears on the timesheet, and time can be entered on days not marked as holidays.

All requests for PTO must be submitted in a timely manner to your supervisor, who will review/approve your request consistent with the operating needs of the department.

Yes. The 2025 PTO balances will be loaded.

Just like today, department admins will attach a faculty member to a course in PeopleSoft. If the faculty is banking the ELH, it will continue to be banked in the system formerly known as FACCOMP, now called Faculty Load Management (FLM). If they are being paid out, the department admins will enter the faculty compensation in Faculty Load Management. That will then move to Workday, where the faculty’s instructional compensation will be calculated and entered as Period Activity Pay (pay over a short period of time).

FACCOMP is no longer in use under its original name. It now only holds ELH information and is referred to as the Faculty Load Management system (FLM).

Academic Appointments are a new concept designed exclusively for faculty and occur during the hiring process.

It is highly recommended that faculty enter absences using the absence calendar in Workday.

All stipends and one-time payments will be entered directly into Workday under Period Activity Pay or One-time payments.

Period Activity Pay: Designed for recurring payments tied to specific activities over a set time (such as Associate Dean, Chair, grants, etc., over a semester) PAP provides transparency on start and end dates, payment schedules, and roles assigned.

One-time payments: These are used for single, lump-sum payments not tied to an ongoing assignment, such as an honorarium or a special project completion.

On the period activity pay main “grid” page, find the oval on the right side with a zero inside (call the “donut”). Click the donut and it opens up the separate page that supports split funding on the schedule of period activity payments. If you have trouble viewing it for someone who has PAP with split or alternate funding, you should be able to see those details with the right access.

Search

If you know a full or a partial name of the report, you are looking for you can type any portion of the report name in the search box on any Workday page and click the magnifying glass to get the list of all reports and any other objects that meet the search criteria. When you find the right report title, click on the report URL to run it.

Sitemap

If you do not know the name of a report but know that a report of interest belongs to a particular functional area, you can click on the “Sitemap” entry under your Profile in the upper right-hand corner, which would take you to the list of Workday delivered reports and tasks grouped by functional areas. Please note, however, that not all of those reports are endorsed by respective functional leads, and the list does not include custom built reports.

All Workday-Delivered and Custom Reports

You can also start your search by typing a full or a partial string of the report name “All Workday-Delivered and Custom Reports“ in the Search box. When you run this report, you will get the full list of all standard and custom reports available in Workday.

All Functional Area Reports I Can Run

To streamline navigation to the enterprise-endorsed reports for each functional area, ITS created several “master” reports, all of which have the same name pattern: “All Functional Area Reports I Can Run” and when run, display all individual reports selected by functional leads, both custom and standard, to which you have permissions to run. The full collection of “master” reports:

• All Absence Reports I Can Run
• All Benefits Reports I Can Run
• All Budget Reports I Can Run
• All Finance Reports I Can Run
• All Grants Reports I Can Run
• All Payroll Reports I Can Run
• All Procurement Reports I Can Run
• All Project Reports I Can Run
• All Student Employment Reports I Can Run
• All Banking & Settlement Reports I Can Run
• All Core HR Reports I Can Run
• All Customer Account Reports I Can Run
• All Supplier Account Reports I Can Run
• All FACCOMP Reports

Oracle to Workday Crosswalk Reports

Two key reports help bridge Oracle EBS data with Workday terminology. These are essential for understanding how legacy Oracle data maps to Workday structures.

• Oracle EBS Object Codes to WD Spend Categories
• Oracle EBS Activity to Worktags

After users navigated to the reporting content of interest by following the steps above, Workday offers several options to personalize individual workspace to ensure easy access to the reports users need to perform their essential duties.

Shortcuts

Add frequently used reports as Shortcuts for quick access. Under the Menu in the top left corner, select the Shortcuts tab and Add. In the subsequently appearing search box start typing the name of the report and once the desired report appears in the result list, click the plus sign next to it. The selected report will appear in the Shortcut tab. Please note, Workday has a limit of 10 shortcuts for each user profile. Adding a “master” functional report to the shortcut tab may be an economical way to save access to all functional reports in one shortcut entry.

Favorites

You can mark reports as Favorites and access them from the drop-down menu. This is ideal for reports you use regularly across different tasks. In the Related Actions bubble next to the report, choose Favorite > Add. To retrieve Favorites, go to the Menu in the top left-hand corner and go all the way down to Saved. Your Shortcuts and Favorites should appear.

Workbench

Use the Workbench to organize and launch your saved reports. It’s a centralized space to manage your reporting tools efficiently. Choose Workbench by clicking on your Profile in the upper right-hand corner and choosing Workbench. Click the gear on the right-hand side of your name. Add Worklets such as the Reporting & Analytics worklet, functional “master” reports, or individual reports. Click OK and they will display on your workbench.

Currently, we are not offering end users the ability to create their own reports. However, Workday provides users with the following options to manipulate and customize data presentation:

Filtering & Sorting

Click column headers to sort the report records or filter the report records on a specific value or pattern.

Adjusting Parameters

When running prompted reports, click “Change Selection” icon to modify report inputs.

Saving Filters

Many prompted reports allow users to save their parameter selections as filters for a particular report. We recommend saving your frequently used combination of parameters as a filter and simply use a saved filter next time you run the report.

Exporting to Excel

To further customize data presentation, you can export a report to Excel by clicking the “Export to Excel” icon. Exporting to excel may be unavailable for some Workday delivered reports (such as XPresso), but should be available for all custom or standard delivered reports.

Reports can be scheduled to run regularly on a particular day and time to preserve the historical view of data and facilitate delivery to consumers.

For Delivered and Custom Reports:

• Run the Task “Schedule a Report”
• Enter Report Name
• Choose run frequency
• Choose output type (excel, pdf, csv)
• Select when file should be deleted
• Select if report should be shared with other authorized users

For Custom Reports:

1. Run the report you wish to schedule
2. Click the “Related Actions” symbol next to the report name
3. Custom Report -> Schedule
4. Choose run frequency
5. Choose output type (excel, pdf, csv)
6. Select when file should be deleted
7. Select if report should be shared with other authorized users

At the day/time you requested, you will receive an email from nyit@myworkday.com with a link to Workday to view the report you’ve scheduled. The report output will also appear under My Reports in your Profile.

To view all reports you scheduled, you can run the report “Scheduled Future Processes”.