Workday Guide for Managers– General FAQs_v1.1_GLOBAL

Managing Common Workday Queries as a Manager
This FAQ covers the following common queries:
-How do I look up an employee’s current salary, salary history and bonus history?
-How do I look up an employee’s notice/restrictive covenant?
-How do I find someone’s home address/contact details?
-Where is the cost centre information?
-How do I view someone’s contractual working hours?
-How do I view someone’s contractual working pattern/schedule?
-How do I check the details of what an individual has booked in relation to their holiday for the year?
The following instructions are for Manager’s to view information about the employees who report into them (it does not cover employees who are outside of their team).
Looking up an employee’s current salary and historic salary/bonus in Workday
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Click on the name of the employee which takes you to their Profile Page. From their profile, select the tab ‘Compensation’. Within the Compensation tab you can choose from two options:
  2. Compensation – this displays their current salary and any bonus
  3. Pay Change History – this displays details of their compensation history since the introduction of Workday (i.e. when their salary / bonus changed and recorded on the system).
However, if you want to see historical salary information (not just the system salary changes), then you need to follow the process in step 3. /

  1. To view their compensation history; including salary, select the related actions icon next to the employee’s name .
Choose ‘Compensation’ from the Actions list and then select “View Compensation History”.
From this screen you can view the following information:
-Select the ‘Compensation Events’ tab to view their historical salary payments
-Select the ‘One-Time Payments’ tab to view their historical one-time payments (including discretionary bonus)
-Select the ‘Compensation History from Previous System’ tab to view any salary information prior to Workday which has been loaded into the system for historical information purposes only. /

Looking up an employee’s notice period/restrictive covenant
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Select the related actions icon next to the employee’s name .
Choose ‘Job Change’ from the Actions list and then select “Employee Contracts”.
From this screen, the field called “Contract Types” provides the information about their notice period and restrictive covenant.
Important: Managers have ‘view only’ access to this Contract information. HR representatives have access to view and edit this information. To edit, HR just need to select the edit button which is in the final column of this Employee Contract table.
/

Looking up an employee’s home address / contact details
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Click on the employee’s name and this will navigate you to their Profile Page.
Choose the ‘Contact’ tab.
Within the Contact section there are two tabs:
-Select the ‘Contact’ tab to view their home address, telephone number, etc.
-Select the ‘Emergency Contacts’ tab to view information about their next of kin (or who to contact in an emergency)
Important: Managers have ‘view only’ access to this Contact information. HR representatives have access to view and edit this information. To edit, HR just need to select the edit button at the top of the screen.
/
Looking up an employee’s cost centre information
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Click on the employee’s name and this will navigate you to their Profile Page.
Choose the ‘Job’ tab (this is usually the default tab which is displayed when you are first navigated to an employee’s Profile Page).
Within the Job section select the ‘Organizations’ tab. This displays all the organisational information about an employee; including their cost centre, operating entity, division, department, team, etc.
Important: Managers have ‘view only’ access to this Organisation information. HR representatives have access to view and edit this information. To edit this information, HR have to use the related actions button next to the employees name and choose ‘Organizations’ from the Actions list and then select “Change Organization Assignments”. /

Looking up an employee’s contractual working hours
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Click on the employee’s name and this will navigate you to their Profile Page.
Choose the ‘Job’ tab (this is usually the default tab which is displayed when you are first navigated to an employee’s Profile Page).
Within the Job section select the ‘Job Details’ tab (this is usually the sub-section within the Job tab which is displayed when you are first navigated to an employee’s Profile Page). This displays basic job information for the employee.
Select the ‘Position’ title – this displays more detailed job information for the employee including the Weekly hours.
Important: Managers and HR representatives have ‘view only’ access to this Organisation information. To make a change to this information the Job Change process must be used – see the ‘Changing Employment Details’ Workday guidance document for more information. /

Looking up an employee’s contractual working pattern / schedule
  1. Login to Workday and search for the employee by typing their name into the search box (or click on ‘My Team’ from your Workday homepage).
/
  1. Click on the related icons action next to the employee’s name.
Under the list of actions select the ‘Calendar’ section and then choose ‘View Worker Calendars’. /
  1. Choose the date for which you want to view the employees information – if you wish to see current information, then just leave this as the default (today’s date).
Then click ‘OK’.
/
  1. This will display the work schedule for that employee – including hours and working days (where relevant).
If you wish to see more information click the blue text next to ‘Work Schedule Calendars’. /
  1. Click on the ‘Schedule Calendar Events’ tab, which will then display a table will more information about the work schedule.
If there is further information you wish to see (e.g. the names of the days worked), then click on the blue text within the ‘Calendar Event’ column of the table.
This will then display further detail, including the days of the week and recurrence frequency (usually weekly). /

Looking up an employee’s booked holiday for the year
  1. Login to Workday and select the ‘Team Time Off’ icon.
/
  1. There are a number of options you can choose from to view holiday for your employees. The option you select is dependent on the type of data you want to see and how you want to see it visually displayed).
Choose one of the following options:
  1. Holiday Countdown (UK Only) My Direct and Indirect team – this provides a tabular view of all the people within your direct and indirect team, and specifies how many days they have left for the rest of the holiday year
  2. Time Off & Leave Calendar – to see a calendar view of your team’s time off
  3. All Time Off – to view a report, which can be broken down by selected Organisations (within your area) and by a specified date period
Alternatively, you can search for the “All Worker Time Off” report, by searching for this phrase in the search box. You can then view a report, which can be broken down by selected Organisations (within your area) and by a specified date period. /

1