Phase 2 of Workday Is Here!

Access Workday

Phase 1 of Workday launched on July 1, marking a major milestone in our transition to a more modern, efficient system.  Phase 2 will build on this foundation with additional functionality and enhancements. 

Workday Time Tracking is Coming in April!

Implementing Workday Time Tracking will enable us to manage time, absence, and payroll within a single, fully integrated platform. This transition improves efficiency and accuracy by reducing delays, discrepancies, and duplicate payments, creating a more streamlined and consistent experience for employees and managers.

For Employees

Employees will now enter and manage time directly in Workday instead of UKG. Clocking in and out will be done through Workday kiosks using employee ID numbers, with the option to use the Workday mobile app, with geofencing, at designated locations. Time worked, time off, leave balances, and any corrections will all be handled within one system, though the layout and navigation will look different.

 Employees can expect training on:

  • Entering and reviewing time
  • Using Workday kiosks and mobile app to clock in and out
  • Navigating Workday Time Tracking and Absence

What's Geofencing?

Geofencing in Workday Time Tracking means you can clock in or out using the Workday mobile app only when you are physically at your approved work location. 

For Managers

Managers will transition from UKG to Workday Time Tracking to review, approve, and submit employee time, absence, and pay. Hourly employees’ time must be approved in Workday before it is processed for payroll, and historical corrections will follow Workday workflows.

This change reduces cross-system reconciliation issues, strengthens alignment between time tracking and payroll, and provides a more streamlined review and approval process.

Managers can expect:

  • Role-specific training
  • New dashboards and inbox approval processes
  • Adjustments to approval timelines and payroll deadlines.

Upcoming training opportunities and registration details can be found below.

Journeys, Help, and Learning are Live!

Journeys

Journeys will support both onboarding and offboarding, delivering timely information, tasks, and resources for a more consistent, supportive experience—helping employees feel confident from Day One through every key milestone of their journey. 

Help

Help makes it easy to find answers and get support by combining Knowledge Articles and Case Management, connecting employees with the right information and experts. Step-by-step Quick Reference Guides (QRGs) are available in Workday Help and below for guidance through common processes.

Learning 

Need help getting started with Workday Learning?  Check out the following training session.

Getting Started with Workday Learning 

Reach out to learndev@bsu.edu with any questions.

Requesting Access to Workday

If you’re missing access to perform certain tasks in Workday, please use the following form to request additional access: Workday Access Request Form

  • If you are a departmental Admin, please list the specific functions within Workday that you need to access.          
  • Please do not select Proxy Access, this is not available to all users. 

  • What is Workday?

    Workday is Ball State’s new integrated Human Resources Information System encompassing employee records, recruitment, compensation management, payroll operations, and benefits.  Workday will replace the Banner Human Resources module and many systems that augment Banner in some way and address areas that Banner does not, resulting in a more user-friendly experience.  

    Workday will replace many systems that augment Banner in some way and address areas that Banner does not, resulting in more user-friendly processes. Workday will provide employees with new processes for the following:

    • Benefit enrollment
    • Performance management
    • Requests normally handled through EPAFs
    • Hiring and onboarding of employees (replacing TMS/People Admin)
    • Hiring student employees and graduate assistants
    • Employee Access to personal data (pay stubs, emergency contact updates, tax records, etc.)

    With Workday, all Ball State employees have something to look forward to. There will be automatic notification triggers for tasks, events, and approvals. Managers will gain new insight into processes so they know when and where things get stuck. When working with People and Culture (formerly Human Resources), employees will notice that Workday has eliminated many paper forms and streamlined processes. Onboarding will now feature automated dashboards and online forms. The Workday Implementation project will take one year to complete. The first phase addresses human resources, benefits, and payroll operations. It will be implemented in the beginning of July 2025. View Full Timeline.

    For questions, please reach out to Workday@bsu.edu. 

  • What is Workday?
    • Workday is a human resource, benefits, payroll, and student information system that will modernize and standardize how Ball State delivers key services to our campus community.
  • What are the benefits of Workday?
    • Workday’s intuitive interface provides fast access to common work functions, and is accessible across desktop, mobile, and tablet devices—anytime and anywhere. When you’re not in Workday, notifications will alert you when you need to log in and take action.
  • How will I use Workday?
    • To update your personal information: Your home address, phone numbers, emergency contacts, etc.
    • To enroll in and/or update benefits: Manage annual open enrollment elections, and update dependents and beneficiaries.
    • To access paystubs, tax documents, and direct deposit: View past and current pay stubs, withholding, and tax documents. Update your direct deposit information.
    • To access performance reviews: Access your performance evaluations and work with your supervisor to set goals.
    • To access interactive Org charts: Easily view your organizational chart, your management chain, and organizations to which you belong.
  • What should I know about training? When will I be trained?
    • Please review the Training Plan tab for a timeline for training. More details about training modality will be discussed in the monthly Change Network Meetings.

Training Sessions:

The following courses are available in Workday Learning.

The following training courses will be available soon. 

  • Time Tracking and Absence in Workday: A Guide for Managers
    • Audience: Managers
    • Dates & Times: 3/5 l 3:30-4:30, 3/9 l 9:30-10:30, 3/31 l 1:00-2:00, 4/23 l 3:30-4:30
    • Register here
  • Time Tracking and Absence in Workday: What Employees Need to Know
    • Audience: All Employees
    • Dates & Times: 4/2 l 10:00-11:00, 4/13 l 2:00-3:00, 4/21 l 11:30-12:30
    • Register here
  • Clocking In and Out with Workday Kiosks 
    • Audience: Service Employees 
    • Dates & Times:
      • Dining: 3/17 l TBD
      • Facilities: 3/27 l TBD
      • Rec Services: 4/7 l TBD
  • Post -Go-Live Support (Zoom)
    • Dates & Times: 
      • 4/28 l 10:00-11:00 
      • 4/30 l 2:00-3:00
      • 5/4 l 2:00-3:00

Workday Team Members

Ball State has partnered with a third-party integrator, Alchemy, to implement Workday. The project team consists of subject-matter experts in People and Culture, Student Affairs, and Information Technology.