Core HCM (HR Transactions)
Workday Core HCM provides a one stop shop for employee and organizational information including real-time org charts, hiring, job changes, compensation, reporting, and self-service. Workday Core HCM will take basic staffing transactions that are done on paper today and transform those activities into electronic processes with built-in workflows. Core HCM will be used to manage staffing transactions such as hires, rehires, promotions, temporary appointments, and terminations.
What components of HR does Workday include?
HR, Payroll, Absence, Benefits, Compensation, Talent & performance, Recruiting, and Time Tracking.
What security measures are being taken to protect personal data in Workday?
Workday maintains all the necessary certifications and audits from CSUS third-party vendors. Human Resources is maintaining current security policies and levels of data sharing necessary to protect employee personal data.
What is a Sup Org (Supervisory Organization)?
A Supervisory Organization, or “Sup Org,” is a grouping of employees who report to the same manager. In WorkDay, these groupings are built into a hierarchy that defines the reporting structure and organizational chart.
How will employees be notified of actions or to-dos in WorkDay?
In WorkDay, notifications and tasks are shown on the employee’s profile. The WorkDay App allows for mobile push notifications. Employees will also receive emails when they have a new task. The frequency of notifications by email can be customized by the employee.
Will I be able to indicate a supervisor in this system?
Yes. Every employee must have a supervisor assigned in WorkDay.
Will data such as supervisor, job role, department, ect. still be available in Grouper Bridge?
Yes. This data will continue to flow into Grouper Bridge. Please view IT Community page for more information.
What are the rules around delegation in WorkDay?
Delegation for tasks like approvals is supported and can be configured with time limits. Delegation is limited to 21 days, or 3 weeks, at a time.
Can a manager assign a delegate?
Yes, managers can assign and manage delegations, subject to a 3-week limit unless extended by HR.
Are HR administrators automatically set as delegates for their departments?
No. Delegations must be manually assigned.
Will EForms (such as Teleworking MOUs & Supplemental Pay Forms) be integrated into the new WorkDay system?
The Supplemental Pay form, Position Justification form, and Signing Bonus form will be replaced by Workday functionality. The Teleworking form will NOT be replaced and will continue to be a Dynamic Forms form.
Will WorkDay handle telework agreements?
This is under evaluation due to legal and policy constraints.
Is FileBound going away completely?
No. Some components will shift to Workday, but FileBound will still be used for specific processes.
Will Job Descriptions be added to WorkDay from TMS?
Only generic Job Descriptions will be added. Department-level entries will be required for specific roles.
When TMS is retired, will we still need to use Equifax for the I-9?
No. I-9 and onboarding will be handled entirely within Workday.
Will all of the people trained to do I-9-in-person verifications be requisition approves in WorkDay? If someone in the department is trying to hire, but the I-9 can’t be verified within 3 business days, can I-9 verifiers send it back or modify it for a date that does work?
Right now, the HR Partner is the only role that can complete section 2 of the I-9. There can be corrections to the start date if necessary.
Is there some internal control within the WorkDay system where the intended employee can confirm they will be available for an in-person verification within 3 business days of the hire?
Verification can now be completed through a video chat, so in-person verification won’t be necessary.
Will labor distributions be managed by certain administrators or the employee?
HR Partners will manage these. Access is available via widgets or menu, depending on setup.
Can you enter “end dates” for accounts?
Yes, you can set end dates on an employee’s cost allocation.
Will Workday show labor distributions with accounts that start and stop at different times?
Yes, though it may display differently than Oracle.
How will Workday handle mid-month salary funding changes?
Costing allocation is expected to prorate based on mid-month changes.
Will fiscal personnel not in HR have access to cost allocation changes?
Yes, if they’re designated as a Compensation Partner in the system.
Will sub-accounts appear in the account listing for cost allocations?
Yes. Account and sub-account appear in a single searchable field.
Does WorkDay keep a history of who made changes in the labor schedule?
Yes.
Will the system provide monthly reports similar to those in Oracle and Vista Plus?
The design team is recreating lots of reports and learning which existing Workday reports will fill current reporting needs. Al reports can be scheduled by a user to run on any frequency.
Will the Graduate Assistant Appointment Contracts (GAAC’s) that Oracle generates for our academic year graduate student hires be mimicked and routed through WorkDay? It would be great if the system could send each student the document for signature so we don’t have to handle that manually.
The GAAC is created during the hiring process. The HR Partner will fill in some information, but most will be pre-populated. The GAAC will then come to the Graduate Assistant when they complete their onboarding paperwork so they can read and acknowledge it with a check box. There will be a similar process for changes to the appointment, like FTE changes or GRA to GTA.
How is the realignment of university services going to impact departmental HR tasks?
There are no changes at this time.
Can international phone numbers be entered in WorkDay?
Yes, with support for various country codes.
Will Department HR or Admins be able to update records?
Yes. Departments will be given role-based access for transactions relevant to their staff.
Will role or seniority affect homepage customization?
seniority won’t affect the ability to customize your homepage, but widgets and apps will be customized based on your role (e.g., manager, HR partner, staff).
Can late hours be added by departments after the pay period is closed?
Yes. The system automatically applies them as retroactive adjustments.
Will employees be able to split direct deposit payments into multiple accounts?
Yes. This functionality is supported.
Will the fee for quick pays exceeding 10 be waived now that they’re in the system?
This is under review by Payroll.
Will background check tracking improve?
Yes, visibility will increase, though completion percentages won’t be shown.
What are the pause dates for student hiring?
Student hiring will pause on October 24, 2025 but Handshake will remain available for recruiting so offers can be made with a start date January 5, 2026.
If students work in two areas (i.e.,TILT vs. Athletics), how does the alignment work in WorkDay (finance codes, hiring process, org chart alignment)?
The employee will be associated with both org charts in Workday. HR Partners will manage labor distribution codes associated with the employee’s assignment(s). It’s still to be determined how two departments will hire a person simultaneously, but a streamlined process is in the works.
What will happen with current appointments that are on suspend status through May 2026? We do not want them to change to active as they should not be paid.
Suspended Grad Assistant assignments will not be migrated to WorkDay.
If grads can only have one appointment in Workday, how will split assignments work? e.g. if they have a 10 hour GTA and a 10 hour GRA, is that acceptable even though they are two separate assignments?
Grads can have multiple “jobs” in Workday. This is equivalent to Oracle’s multiple assignments.
How will hiring of brand new grad students work with an effective date of 1/1/26? BI is still submitted via oracle, but will an Equifax packet also be created? We would verify I9 via Equifax as well and then wait to hire them in Workday?
The Equifax packet will also be created (automatically, as usual), and the I9 verification will take place there.
Will we be able to reappoint grads that are not currently extended through May 2026 in Workday? How will that work if they are currently an employee in oracle (with a 12/31/25 end date), but not in WorkDay?
If they have an end date of 12/31/2025, they won’t be migrated to Workday. The end date can be extended after 10/24 through the emergency assignment change process or they can be hired again in WorkDay in January.