Workday 

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 has built on this foundation with additional functionality and enhancements. 

Workday Time Tracking is Live!

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 

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. 

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.