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Cutover FAQ

If an expense report is submitted before the cutover dates, but is not approved and/or completed before cutover, will it need to be resubmitted after the cutover?

Yes. In general, if a process is not completed in HRS/FRS prior to the blackout period, it will need to be resubmitted and completed in Workday.

Last modified: 03/13/2025

If a travel authorization is created prior to the cutover, will it disappear after the cutover?

Yes. It is recommended to wait to submit travel authorizations for the new fiscal year. All expense reports submitted before Workday goes live will need to be recreated within Workday.

Last modified: 03/13/2025

We enter all student hires early, what should be done this year?

All student employees (new hires and re-hires) with a start date after 6/28/25 must be hired in Workday after 7/7/25. This spring, it is OK to complete the recruitment and interview process and verbally offer positions. However, employee actions, such as hiring, must be completed in Workday.

Last modified: 03/13/2025

What should we do if we have an emergency purchase during the blackout period of the cutover?

Contact Business Services to discuss emergency purchasing needs.

Last modified: 03/13/2025

Is June 13 when we would lose access to ShopUW+?

This is still being finalized, but it is a very close approximate at this time. Additional information with a specific date will be shared at a later time.

Last modified: 03/13/2025

Will my list of training courses continue to change?

Possibly. During the month of April, a number of adjustments were made to security roles and training assignments for individuals. Most of these changes will be completed by May 9. At that time, the list of training courses for most employees should be accurate.

Last modified: 04/28/2025

Will security roles and assigned training courses be set/final then?

Possibly not. While most of the initial adjustments have been made, we understand that security roles will continue to be improved over the coming months – even after Workday is live. These are not likely to be major changes; rather, small refinements.

Last modified: 04/28/2025

What should I do if only a small part of the training applies to me?

Please stick with it. Workday training courses have been developed to meet the needs of the largest number of people. Because of differences in security roles, there is likely to be information that falls outside your scope of work. Please continue to complete training courses as assigned.

Last modified: 04/28/2025

What Workday Means for Employees

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Some of the ways Universities of Wisconsin employees will use Workday include:

  • Updating personal information, including name, address, and emergency contact
  • Managing direct deposit accounts and tax withholdings
  • Viewing and printing payslips
  • Submitting and managing time off and leaves of absence
  • Submitting and tracking expense reports
  • Viewing benefits information
  • Accessing job-related training and learning opportunities

Workday has many intuitive features designed to make it easier for you to perform employment-related actions:

  • Workday has an optional mobile app that lets you manage time off and submit and track expense reports while you’re on the go.
  • Workday updates time-off and absence totals the moment you make a change, letting you see your balances in real time.

Employee Self-Service (ESS)

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Workday’s employee self-service (ESS) features give employees one place to manage their personal information, access pay statements, and view employment information.

Keep Learning

Manager self-service (MSS)

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All managers will use Workday to perform Manager Self-Service tasks, including:

Able to Do

  • Approve timesheets
  • Create work schedules
  • Approve time-off requests
  • Assign learning courses to staff
  • Generate reports with real-time data
  • Create and approve expense reports
  • And more!

Able to View

  • Team Absence Calendar
  • Team work schedule
  • New hire onboarding progress
  • Organization chart
  • And more

Expense Reports and Workday Mobile

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Employees on the go can upload photos of receipts to create and submit expense reports while out of the office.

Watch: Expense Reports and Workday Mobile Overview – 4 min.
Get introduced to the key concepts and big changes for expense reporting and Workday Mobile in this short video.

Watch: Expense Reporting Workday Walkthrough – 29 min.
Dive deeper into Workday with a process overview and demonstration about expense reports in Workday Mobile.

Keep Learning

Workday training information

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Everyone who works for the Universities of Wisconsin will be trained to use Workday, whether you’ll use the system to do your job or to manage your employment information, such as entering time and absences.

Training for all UW staff will begin in March 2025. Instruction and support will continue after Workday goes live in July 2025. As we get closer to March 2025, check the ATP website to find more details about training.

You may be trained with one or more of the following formats:

  • Job aids
  • How-to videos
  • Computer-based training courses
  • Live webinars with online instructor-led demonstrations
  • Instructor-led training courses

Frequently asked questions about training:

  • What will the training content cover?
    Training will focus on the new, standardized Workday processes and Workday functionality. There will be one standardized training curriculum for all campuses.
  • How will I access training?
    Job aids, how-to videos, and on-demand webinars will be available online. Live webinars, computer-based training, and instructor-led training will be accessible to invitees through Canvas initially, and then transition to Workday Learning after go-live.
  • Will training continue after go-live?
    Yes! Training will be ongoing after Workday is live. Workday will have two releases a year, and training will be an ongoing and consistent part of using Workday. Workday will be implemented as part of the Administrative Transformation Program.

Want to learn more about ATP? Visit atp.wisconsin.edu