Understand the difference between Work Spaces and Locations

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With the new Workday system comes new vocabulary. Read on to understand the differences between the terms Work Space and Location in Workday, including who can make or request changes to each.

Work Space

A Work Space in Workday is a floor or room where an employee physically works within a building. This may be different from the work address(es) on an employee’s position location. The Work Space information is used as the Deliver-To when an employee begins a purchasing transaction. The correct Work Space is also critical to finding or contacting employees in an emergency.

Who can update a Work Space: Employees and designated HR staff
Employees can update their Work Space, but they must select from the list of available Work Spaces associated with their location. HR staff can also create or update a Work Space on an employee’s behalf.

Job Aids

Change My Work Space – Employee
Changing Work Spaces on Behalf of Employees

Location

A Location is a building where an employee’s position is expected to normally work, regardless of incumbent. This is typically the normal work address of the business unit. A Location may also be tied to supervisory organizations, job requisitions, and assets and will potentially populate as the Ship-To address in a procurement transaction.

Who can update a location: ATP
A Location cannot be updated by an employee. Location values are managed by the Administrative Transformation Program team, but the request for changes or modifications must come through HR or other offices who may initiate using the Ivanti Location Request ticketing process. The ticket will route for approval based on the type of request before routing to the ATP team for updates to Workday.

Job Aids

Workday Locations
Request New Location in Workday
Request Change to Location in Workday
Request Inactivate Location in Workday

Want to get familiar with other Workday terms? Visit the Workday glossary.

Check out Workday metrics and milestones since July 7 go-live

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The Universities of Wisconsin launched Workday on July 7, standardizing finance, human resources, and research administration processes across the system. Read on to find some key metrics and milestones for the Workday implementation from July through August.

  • 54,648 user logins
  • 22,264 support tickets closed
  • 18,919 expense reports approved
  • 10,000+ Workday-to-ShopUW+ punchouts
  • 1,917 new awards or modifications
  • 230,000+ job aid views
  • 200,000+ Workday website visitors

These numbers come during the Workday implementation’s Hypercare period, which provides expanded support to all Workday users. After Hypercare ends in September 2025, communication, stabilization, and training will continue, to ensure UW employees are aware of changes or enhancements in Workday. To learn more about Workday, visit the Workday website.

Find information about Workday feature releases

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A new page designed to give you the information you need about Workday’s twice-yearly major system updates is now live on the Workday website. The Workday Feature Releases page will be updated regularly with details about system updates that can impact Workday functionality and user experience.

Workday feature releases typically occur in September and March of each year. The next Workday release is September 20, 2025.

Welcome to Workday Learning

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Workday Learning is a single site for employee training and professional development for all Universities of Wisconsin. The catalog of courses will continue to grow and currently includes mandatory training, which is assigned to individuals when they need to complete it.

In addition to the growing catalog of Universities of Wisconsin courses, we have also incorporated the full LinkedIn Learning catalog.

Check out all of the Workday Learning resources. If you have questions, reach out using one of the GetHelpUW methods.

Find Workday resources and get support

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With Workday now live, don’t forget the many resources created to help you — many of which are accessible here on the Workday website.

From the homepage, find assistance for your role from the I AM A drop-down in the main menu. Explore the quick links to job aids for common actions you can take in Workday.

Elsewhere on the site, you will find recordings of training, news and announcements, a Workday glossary, and frequently asked questions. If you can’t find the answers you need, you can use GetHelpUW to get recommendations for job aids or submit a ticket for additional help. A team member will address your issue. We are here to help as you get comfortable with Workday.

Top 10 things for faculty and staff to do when starting in Workday

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Welcome to Workday! As a new user, getting familiar with the new system is key to managing your work efficiently. Here’s a quick guide to the top 10 tasks you should complete to get started:

  1. Learn the basics of navigating in Workday
    Explore Workday’s interface to understand how to move through dashboards, menus, and search functions effectively.
  2. Check your personal information, including your preferred name and your position details
    Check that your personal information (name, contact info) and position details (job title, department) are accurate and update, if necessary.
  3. Verify your direct deposit (payment elections)
    Ensure your banking details are correctly set up by reviewing your direct deposit (payment elections) information.
  1. Review and update your workspace address
    Verify or update your workspace address, especially if you work remotely or in a hybrid setup.
  2. Set your email and notification preferences
    Customize how and when you receive Workday notifications to stay informed.
  3. Review your benefits information
    Check your benefits details to ensure everything is correct.
  4. Check absence balances and time management
    Confirm your absence balance and learn how to enter time, request time off, report absences, and complete No Leave Taken reports.
  5. Submit a flexible work arrangement
    If you work partially or fully remotely, submit a flexible work arrangement.
  6. Explore Workday Learning
    Dive into Workday Learning to access training resources and learning opportunities.
  7. Understand your payslip
    When your July 24 payslip is available in Workday, review it to understand any paycheck differences and ensure accuracy.

To learn more about the most common actions for employees to take in Workday, visit the Workday for New and Existing Employees page.

Top things managers should do when starting in Workday

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Welcome to Workday! As a manager, mastering Workday is essential for effectively leading your team. In addition to the top 10 things faculty and staff should do in Workday, here are the key tasks managers should prioritize to get started:

  1. Learn the basics of navigating in Workday
    Take time to explore Workday’s interface to understand how to move through dashboards, menus, and search functions effectively.
  2. Review your Team Org Chart
    Check your team’s organizational structure to ensure accuracy and understand reporting relationships.
  3. Explore the My Team Management Dashboard
    Use this dashboard to access critical tools for managing your team, including:
  4. Approve time off
    Learn the process for reviewing and approving time-off requests to keep your team’s schedules on track.

To learn more about the most common actions for managers to take in Workday, visit the Workday for Managers page.

Minor changes in pay calculations in Workday

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Along with the implementation of Workday, some employees can expect some minor changes to the way pay is calculated. These are primarily based on differences in rounding. More than 99% of employees will experience no change, or the change will not be more than a few cents. For the small number of employees who will see a greater difference, the change is most often due to tax calculations, rounding, and regulatory compliance.

Examples of these changes include:

  • Garnishments: Some employees pay a $3 employer fee with each garnishment deduction. While Human Resource System (HRS) added the fee on top of the deduction, Workday will lower the deduction to accommodate the fee. For example, an employee in HRS with a $200 garnishment deduction would be charged $203. In Workday, this same employee will be charged $200, with $197 going to the garnishment vendor and $3 paying the employer fee.
  • Time submission: Rounding to the quarter hour differs on timesheets.​ Workday rounds at the seven-minute mark: It rounds back at seven minutes or fewer and forward at eight minutes or more.
  • Benefits:
    • Application of supplemental tax rates create variation due to fewer decimal places permitted in Workday.​
    • The premium for State Group Life now rounds similarly to other insurance premiums, resulting in a slight change for a limited number of employees.
    • The Wisconsin Retirement System (WRS) limits for Highly Compensated Employees are applied within the year instead of being refunded at the end of the year.​
  • Multiple Positions: Tax withholding for employees with multiple positions between universities may vary slightly.
  • Minnesota and Massachusetts tax withholding: This varies based on allowable tax rate applications.
  • Foreign National Taxation: Taxes for foreign nationals may vary depending on Workday’s pre-tax deduction settings and treaty calculations, which differ for Resident Aliens in their final pay period.​
    • Workers who are Nonresident Aliens should be prevented from having non-WI tax reporting/withholding in Workday using an Alternate Work Location.

Email UW-Shared Services with questions about these changes or your payslip.

Avoid phishing scams during Workday go-live 

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Workday goes live at the Universities of Wisconsin on July 7, 2025. As we begin to use Workday, we must keep in mind that cybercriminals often target organizations that are changing systems. Other universities have seen an increase in phishing emails and scam calls with similar large-scale implementations. You can help keep the UWs’ information secure by watching for and reporting phishing attempts.  

Recognize Phishing Red Flags 

  • Someone pretending to be a colleague: Scammers might send emails or call pretending to be someone you know. They might ask you to change settings for something like where a paycheck goes. 
  • Fake vendor messages: You may get a message from someone claiming to be from a company we work with asking to update banking information.  
  • Password phishing: You may get an email asking that you share your login information.  
  • Bogus Workday notifications: You may see fake emails that look like they’re from Workday, with links you shouldn’t click. The presence of an official logo does not guarantee the authenticity of an email. 
  • Rush tactics: Beware of messages claiming you need to act right away about your paycheck or account, trying to make you hurry and not think things through. 

Examples of Workday Phishing Emails  

Erroneous Login Page

Erroneous login page showing Workday logo and email and password fields.

Phony Service Offerings in Workday

Fake service offering prompting a user to confirm their email address.

Fake Offers of Assistance

Screenshot of phishing email prompting a user to log in to Workday, with a message to act urgently.

How to Spot Real Workday Messages 

Legitimate Workday communications will come from known sources and usually through multiple channels: 

  • Announcements within the Workday system itself 
  • Official university newsletters or emails  

How to Stay Secure During the Transition 

  • Check who’s sending: Look for subtle variations from legitimate UW email domains and addresses.  
    • Emails sent directly from the Workday system will be from wisconsin@myworkday.com  
    • All other UW emails related to Workday or from our support teams will end in wisconsin.edu (UW Administration) or wisc.edu (UW–Madison). These addresses will also include a preceding reference to the support function such as: @uwss.wisconsin.edu; @support.wisconsin.edu; @vc.wisc.edu. To the left of the @, you will see serviceoperations, servicedesk, enterprisedesk, or RAMP. 
  • Be careful with links: Take a good look at Workday-related emails before clicking links or attachments. Before you click, ask yourself, “Does this seem legitimate?” and always be intentional before taking any action. 
  • Use official sources and the right login page: Always log in through the official UW Workday portal instead of following email links. Access Workday by going directly to the Workday icon on your My Apps (Okta) homepage or my.wisc.edu portal for UW–Madison.  
  • Protect your credentials: Remember that your login credentials are yours alone — never share it, even with coworkers or IT staff. Legitimate support staff will never ask for your password. Never enter your credentials into links from unsolicited emails or messages. 
  • Use multifactor authentication: Workday will ask for MFA when you log in. If it doesn’t ask after you enter your password, stop and contact your campus IT help desk. 
  • Watch for random MFA prompts: If you get MFA prompts you didn’t initiate, don’t accept them, and call your campus IT help desk. 
  • Report “phishy” email: If you get a questionable Workday-related email, report it to your organization’s IT or security team immediately. Do not reply or click on links.  

How Workday Protects Our Data 

  • Data encryption: Workday encrypts all customer data and secures information being sent back and forth.  
  • Login security: Workday will use multifactor authentication, and people will only be able to see the information they need for their job. 
  • Secure facilities: Workday’s systems are in secure data centers with multiple security layers, including biometric verification and 24/7 monitoring.  
  • Ongoing security checks: Workday regularly tests for vulnerabilities and has outside experts conduct security assessments. 
  • Multifactor authentication: Our Workday implementation features multifactor authentication via Okta and Duo (UW–Madison) to create a barrier to entry for credential phishers who may try to log into your account.

By using Workday’s security features and following good phishing awareness practices, we can protect the UW’s data during this transition. If something seems off, check with a trusted source. Remember that security is a shared responsibility, and vigilance is key in combating cyber threats.    

Welcome to your new source for all things Workday at the Universities of Wisconsin

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Welcome to your new home for information about Workday. This website is your one-stop-shop for updates and resources related to Workday, which goes live in July 2025.

Available Now

Get access to Workday training, support, and informational resources organized by audience, topic, and security role. Here you’ll find:

  • The Course Catalog, which describes what you will learn in each Workday training course
  • Curriculum Guides that guide your course completion, so you can build your knowledge
  • News and Announcements to keep you current on the latest implementation updates
  • Access to the Workday Job Aid Library, which contains step-by-step instructions for a specific process
  • Access to the Enterprise User Support Portal, which provides direct assistance and guidance to relevant job aids for all Workday users. The full tool will be available when Workday goes live in July 2025.

This site will be updated frequently as training begins in March for finance, HR, procurement, and research administration staff and more resources are identified.

Coming in July

More content will be added to this site leading up to and beyond Workday go-live, including:

  • Information about reports in Workday
  • A library of enterprise interface builders (EIBs)
  • Enhanced news and announcements, including release information, system status, and bug fixes

ATP Website

Project-focused information, like ancillary system information, will remain on the ATP website.