Resources
As a Universities of Wisconsin employee, you will use Workday to view your payslips, track time worked/off, manage your personal information, and more. You can navigate quickly from your Workday homepage to:
- Report time and leave
- Update your contact information, direct deposit, and federal and state tax elections
- Update goals as part of the performance review process
- Access job-related training and learning opportunities
Employee Actions in Workday
With the employee self-service features on your Workday homepage, you can review, act on, and track most of your employment-related information. Expand the menus to find information about common employee processes.
9-Over-12 Pay Option
Starting with the 2025–26 academic year, at participating universities, 9-month faculty, limited, and academic staff employees may choose to defer 25% of their salary and receive it over the summer.
By default, 9-month employees are paid only during the academic year (over 19.5 biweekly pay periods). With the 12-Month Deferred Pay option, eligible 9-month employees can choose to have 25% of their base salary withheld from each of their academic year paychecks, which is then disbursed to them during the summer months, resulting in an even spread of base pay over 26 pay periods. This is commonly referred to as 9-over-12.
The enrollment for this academic year is August 1, 2025. All universities will participate in the program in the 2026–27 academic year. Enrollment for AY26-27 begins in spring 2026.
Changes/What’s New
- AY25-26 participating universities and sample calculators:
- Review and submit the Academic Basis Pay Deferral Election Agreement (9 over 12) form.
Benefits and My Insurance Benefits
If you are a benefits-eligible employee, you will find an overview of your annual total rewards package, most recent pay, deductions, and current benefits costs and details in the Workday Benefits and Pay Hub.
To make changes to your insurance benefits, or to enroll if you are a newly hired or newly eligible employee, you will use My Insurance Benefits, part of the new My Benefits portal provided by the Department of Employee Trust Funds (ETF). The portal must be accessed via Workday.
My Insurance Benefits provides secure access to insurance information provided by the Department of Employee Trust Funds (ETF). In the portal you can:
- View detailed information about your benefits enrollments (health, life, disability, and spending accounts)
- Review and update dependent information
- Make changes to your benefits
Additionally, you’ll use the My Benefits portal to view your current and historical Annual Statements of Benefits (a summary of your Wisconsin Retirement System account(s)) and related ETF forms, if applicable.
Changes/What’s New
- Workday: In addition to reviewing your pay and benefits information, you can enroll in the UW 403(b) Supplemental Retirement Program or make changes to your contribution election in Workday. All insurance changes must be made in My Insurance Benefits.
- Creating a My Insurance Benefits Account: Before you can access My Insurance Benefits for the first time, you must create an account. Use the following tips to set up your account:
- Use your personal email address and identification information to create your My Insurance Benefits account. This ensures you can access other ETF-managed benefits, such as retirement information, when you retire or leave UW employment.
- Creating your account will generate a MyWisconsin ID, which will be your long-term credentials to view and manage most of your benefits. Visit the ETF website for more information.
- Use the “sign up” link if you have never created a MyWisconsin ID account before. Note: If you have not previously created a MyWisconsin ID account and try to enter your email at the login, the system cannot tell you whether that email address was previously used.
- Workday and My Insurance Benefits Are Connected: Your historical benefit information has been converted from myUW (PeopleSoft Human Resources System) to Workday. Going forward, any changes you make in the My Insurance Benefits portal will flow into Workday to provide accurate and current information.
Job Aids
- Change Benefits – Supplemental Retirement – Employees
- Start Benefits – Supplemental Retirement – Employees
- Set Up Account in My Benefits – Employee
Browse Benefits Job Aids for Employees
How-To Videos
Expense Reports / University Credit Cards
Use Workday Expenses to create, submit, and track expense reports on your computer and in the Workday Mobile app. You will also use Workday Expenses to view and reconcile credit card transactions from your Universities of Wisconsin–issued Purchasing Cards (Pcard) and Shared Liability Cards.
Changes/What’s New
- New Travel Policy: Effective July 1, 2025, the Universities of Wisconsin implemented a new, consolidated travel policy (SYS 405: General Travel & Expense Policy). This updated policy replaces six existing travel policies and provides a streamlined framework for all travel- and expense-related procedures.
- Updated Policy: SYS 435 Universities of Wisconsin Business Meals and Events replaced the previous policy SYS 435 Headquarter City and Hosted Meals.
- Paper Statements Discontinued: Paper credit card statements for University Liability Cards (Pcard) will no longer be distributed. All reconciliation and documentation should take place in Workday using the available tools and job aids. (Statements for shared liability cards can be paper or electronic, by your choice.)
- Expenses Hub
- Create expense reports with receipts you upload plus UW Purchasing Card and Shared Liability Card (formerly known as Corporate Card) charges.
- Use the Workday “Purchasing Card Transactions” report to track your transactions.
- See the status of submitted expense reports and view past expense reports.
- Workday Mobile App
- The Workday Mobile app is a timesaver for employees who travel frequently for work.
- Take photos of your receipts and upload them immediately to your Expenses Hub.
- View uploaded expenses in the Quick Expenses section of the Expenses Hub and combine the relevant ones on a single expense report.
Job Aids
- Create an Expense Report – Employee
- Expenses Hub Overview – Employee
- Create an Expense Report – Employee
- Add Attachments to Expense Reports
- Create Spend Authorization and Cash Advance Request
- Find Expense Report Status and Spend Authorization Status
- Scan Receipts, Enter Quick Expenses, and Submit Expenses Through the Workday Mobile App – Employee
- Installing Workday on a Mobile Device – Employee
- Determine Business Purpose & Documentation in Expense Reports – Employee
- Reconciling UW Credit Cards in Workday
- Find Past Travel Expense Reports in WISER – Employee
Browse Expenses Job Aids for Employees
How-To Videos
Finding Job Opportunities
A new internal job posting site, Jobs Hub, launches with Workday. Current Universities of Wisconsin employees will apply for all available UW jobs (regardless of current university) using their Workday account.
Changes/What’s New
- New External Career Sites: The UWs have launched three external career sites for job seekers: a site for UW–Madison, a site for UW-Milwaukee, and a UWs site for Universities of Wisconsin Administration and all other universities.
- The sites are linked so candidates can easily find all available UW jobs and be referred to jobs at any university. Candidates must only create a single account to apply for a job at any university.
- New Internal Career Site:
- You can browse and apply for all available positions from the Jobs Hub. When you apply for a job, activity related to the recruitment will be identified within your Workday task list. Current employees should not create an external candidate account to apply for a UW job.
- From the Jobs Hub you can also create job alerts to see all jobs within the UWs or limit the alerts to a specific institution, a specific location, or a specific job family based on your interest.
Job Aids
Flexible Work Arrangements
In Workday, remote work agreements or telework agreements are a type of flexible work arrangement. All employees approved, or requesting, to work remotely are required to submit an annual request each fiscal year. Previous agreements from FY25 or earlier were not able to be converted to Workday; all remote employees must submit a new flexible work arrangement in Workday.
Changes/What’s New
- Submit new FY26 Remote Work Agreements (now Flexible Work Arrangements) in Workday
- All employees seeking approval for remote work should submit their FY26 request by September 30, 2025. While normally required at the beginning of the fiscal year, employees have been given extra time to allow for the transition to Workday.
- Approval Process and Headquarter City
- Following the submission of the request, the manager will receive a task to either approve, send back, or deny the request for a flexible work arrangement and then assign a headquarter city for the employee. This is the official location (tax home, official station, etc.) where the employee’s work is performed on a permanent basis; this is typically the campus or institution office. Human resources reviews and provides final approval. An additional HR review and approval is required for employees requesting to work outside Wisconsin.
- The employee and manager will receive a notification of the final approval.
Job Aids
- Request Flexible Work Arrangement in Workday – Employee/Manager
- End Flexible Work Arrangement in Workday – Employee/Manager
How-To Video
Multiple Jobs
If you have multiple positions, either within the same or different universities, you will notice some key differences related to time off (absence), time reporting, payroll, and performance management.
In Workday, instead of treating each position entirely separately, the jobs are grouped together, resulting in a single or unified timesheet and absence plan.
A unified timesheet means that employees and managers of all jobs can see all shifts in one place. Once an employee submits their time, each manager approves only the time for the jobs they supervise, but they can see the total hours for all jobs.
Changes/What’s New
- Unified Timesheet: Employees with multiple jobs will have only one timesheet to report time
for all jobs.- When you enter time, you will choose the job for which you want to report time. Entered time creates a “time block.” Differentials and other time calculations are determined by the job that is attached to a time block on the timesheet. Workday will automatically calculate overtime worked across multiple jobs.
- Each manager can approve only the time reported for the jobs they supervise.
- Unified Absence Experience: Time off and leaves for all positions are reported on the same Manage Absence calendar.
- Managers of all positions will be able to view the employee’s total time-off balances and requested time off for all jobs but will only approve time off for the job(s) they supervise.
- Time Off Plans: Employees will have one time-off balance for each type of time off you are eligible for passed on each position. All eligible positions will count toward the amount of time off you can accrue.
- Worker time-off eligibility is now assessed based on all active positions. Employees with multiple positions who were not time-off eligible individually may now be time-off eligible if the totality of your positions meets time-off-eligibility requirements.
- Position-Based Time Off: Employees will select an eligible position when requesting time off, and the approval will route to the manager of the selected position.
- For non-exempt staff, time off will pay at the rate and funding for the attached position.
- Annual Performance Evaluation: Performance evaluations are for the primary position and route between the employee and primary job manager only.
- A non-primary job manager will be able to submit feedback about performance in the non-primary position, which will be incorporated into the annual evaluation record.
- Payroll – Positions at Multiple Universities: Employees will receive a separate check for each job. Each check is evaluated separately for tax purposes and is no longer combined. This means you may have a lower rate of payroll withholding unless you adjust your W-4.
Job Aids
- Edit Time Off (Absence) – Employee
- Work Schedules in Workday
- Requesting Time Off (Absence) in Workday – Employee
How-To Videos
No Leave Taken
In Workday, no exempt positions will have timesheets (with a small exception group at UW–Madison) and will now only report time off (absences). All exempt, time-off eligible employees must report either time off or No Leave Taken every month that they are in an exempt position. This includes exempt university staff and postdocs starting July 2025.
No Leave Taken reports through June 2025 will be converted for faculty, academic staff, and limited exempt employees who have met the leave reporting requirement (green check) for a month for at least one job in fiscal year 2025.
Faculty, academic staff, and limited exempt employees, and their managers, can enter and approve No Leave Taken back to 7/1/2024 until 9/30/2025.
Changes/What’s New
- Submitting No Leave Taken Reports
- No Leave Taken is a type of time off (absence) in Workday. You will submit a No Leave Taken report by following the regular time off process and choosing No Leave Taken.
- Exempt employees can see their missing leave reports on the Absence tab in their Worker Profile and will get an alert in Workday and an email on the second Wednesday of every pay period if they have missing leave reports.
- Multiple Positions Require Only One No Leave Taken Report
- Employees with multiple jobs will only need to report time off (other than pre-loaded Legal Holidays) or No Leave Taken for one active position in a month to meet the leave reporting requirement for all positions.
- Conversion From myUW (PeopleSoft HRS)
- Completed No Leave Taken reports were converted for faculty, academic staff, and limited exempt employees for fiscal year 2025. Any needed updates or changes can be entered in Workday for the entire fiscal year (back to July 1, 2024).
- Deadline for Submission
- Missing leave reports must be submitted by September 30 of each year to avoid a sick leave reduction.
Job Aids
- Requesting Time Off (Absence) in Workday – Employee
- Edit Time Off (Absence) – Employee
- Reviewing Employee Missing Leave Reports and Approving No Leave Taken
How-To Videos
Related Policies
- UW System Administrative Policy 1210: Vacation, Paid Leave Banks, and Vacation Cash Payouts
- UW System Administrative Policy 1212: Sick Leave – See Section G. III Reduction of Sick Leave Accrual for Failing to Report Leave Usage
Payroll
With Workday, earnings statements are called payslips. You can monitor and adjust direct deposits and withholdings — and even estimate the impact to your net income before making a change. All active employees can continue to access prior tax forms and earnings statements in the PeopleSoft Human Resource System (HRS) until April 15, 2026.
Changes/What’s New
- Tax Withholding Elections: You can complete and modify federal, state, and local tax withholding elections at any time.
- Model My Pay: The Model My Pay feature in Workday lets you estimate your pay based on hypothetical changes that could apply to earnings, benefits, or tax elections. You will need at least one payslip in Workday and at least one calculated check in each calendar year to use the Model My Pay feature.
- Payslips: Earnings statements are called payslips in Workday. You can view and print your payslips whenever you need.
Job Aids
- Complete Federal Tax Withholding Elections – Employee
- Complete State and Local Tax Withholding Elections – Employee
- Manage Voluntary Payroll Deductions for Charitable Contributions – Employee
- Model My Pay – Employee
- View and Print Payslips – Employee
- Find Historical Tax Documents – Employee
Browse Payroll Job Aids for Employees
How-To Videos
Related News and Announcements
Performance and Career
Workday brings performance management actions into one place. In addition to managing your job history, certifications, and education, you’ll also use the system to complete your self-evaluation and set your performance goals.
Quick Links
- Manage Certifications – Manager/Employee
- Completing a Talent Review – Update Profile – Employee
- Manage Performance Goals – Employees/Mangers
- Employee Tasks in Performance Reviews – Employee
Personal Information
Use Workday to easily update your personal information, manage your flexible work arrangement, submit your outside activity report, and more.
Job Aids
- Editing Personal Information in Workday – Employee
- Business Title Change – Employee
- Preferred Name Change – Employee
- Change Self-Identification of a Disability in Workday – Employee
- Change My Veteran Status – Employee
- Public Profile Preferences – Employee
- Change Profile Photo in Workday – Employee
- Address Definitions – Employee
- Home Contact Change – Employee
- Work Contact Change – Employee
- View Adjusted Continuous Service Date – Employee
Browse Personal Information Job Aids for Employees
How-To Videos
Procurement / Purchasing
Workday is the tool you’ll use to submit purchase requests for review according to your unit’s approval process.
Quick Links
Timekeeping
In Workday, employees who are required to report time can do so from the timesheet or the time clock, depending on their type of position. If you are an employee who uses a physical time clock to record start/stop time (Dormakaba system), your start/stop times are loaded directly from the time clock system into the Workday timesheet.
Employees in most exempt positions will only report time off (absences). Employees who work on an hourly basis and are eligible for overtime (non-exempt employees) will continue to report actual hours worked, including in/out (start/stop) times using the timekeeping functions. Contact your supervisor or local HR representative if you have questions about whether you need to use a time clock or enter time or time off only.
Timesheets must be completed, submitted, and approved by your manager before time can be paid. The final deadline to enter your time is the Monday after the end of each pay period, but it’s recommended that you enter your time daily.
All employees are required to have a schedule. The schedule is important because it identifies not just the hours you are expected to work each day but also the amount of time off you will earn and how much can be taken on a given day. Review your schedule to ensure it accurately reflects your work expectations, and talk to your manager about any needed changes.
Changes/What’s New
- Generally, only non-exempt employees (employees paid on an hourly basis and eligible for overtime pay when working over 40 hours per week) must submit timesheets.
- Exempt employees are no longer required to submit timesheets and will only report time off (absences), including No Leave Taken reports when no absence occurs within a month.
- You can enter time by type or by week, or create time blocks with the same details for multiple days at once.
- There are multiple ways to enter time in Workday quickly and easily.
- You can enter time from the time clock feature or the timesheet. Workday makes timekeeping easy by letting you autofill your timesheet from your schedule, copy specific days, or copy an entire prior week.
- Employees with multiple jobs will report all hours on the same timesheet.
- When entering time, you will choose the job for which you want to report time. Entered time creates a “time block.” Differentials and other time calculations are determined by the job attached to a time block on the timesheet. Workday will automatically calculate overtime worked across multiple jobs.
- All employees require a schedule, which establishes your normal or expected daily work activities, including the time you begin and end each day.
- Your schedule in Workday drives your daily time-off eligibility, expected number of hours of work each day, and pay period.
- Daily in/out times round to the nearest quarter hour to calculate time.
- All employees can use the Workday Mobile App to report, review, and submit time.
Job Aids
- Entering Time in Workday – Employee
- Reporting Project Time – Employee
- Add Callback on Timesheet for Workers with Multiple Jobs – Employee/Manager
- Canceling an Automatic Meal Deduction on Timesheet – Employee/Manager
- Edit Time Off (Absence) – Employee
- Managing Legal Holiday Time Off (Absence) – Employee
- Requesting Time Off (Absence) in Workday – Employee
- Requesting Paid Parental Leave and Entering Time Off – Employee
- Request Leave of Absence in Workday – Employee
- Request Return from Leave of Absence in Workday – Employee
- Catastrophic Leave Time Off Reporting – Employee
- Approve Employee’s Time Off Request
- Delegating Time and Absence Approval Tipsheet
- Add Callback on Timesheet for Workers with Multiple Jobs – Employee/Manager
Browse Time and Time Off Job Aids for Employees
How-To Videos
Workday Learning
Workday Learning is the single site for employee training and professional development for all Universities of Wisconsin universities. Workday Learning is where you will find all mandatory training topics, including university-specific trainings, as well as a library of available training on hundreds of topics. Each course is free to take and open to all employees. You can enroll in any course of interest, and your enrollment and completions will be stored in Workday Learning. Your supervisor, human resources, or others may also recommend or enroll you in a course based on your position or interests.
Workday Learning launches July 21, with a first round of courses and learning opportunities for all universities. While employees can see some courses and a new learning library from LinkedIn Learning, Workday Learning will be populated with information and planned tools on an ongoing basis. In addition to the new learning libraries, existing courses from the UWs’ legacy systems will be migrated into Workday. All legacy systems and learning content will be available through this transition.