HR Professionals play a vital role to attract, motivate, develop, and retain faculty and staff at UW–Madison. The directory below provides resources to assist HR experts with UW–Madison HR best practices.
Milestones and key dates (subject to change)
Topics for HR professionals
Questions?
- Use GetHelpUW for Workday support
- What’s new: system updates
- Review Workday trends and fixes for the status of known issues
- Find UW–Madison system outages
Login Help
Links with a lock symbol () require netID authentication. If you need access, but are unable to login using netID, please contact your department HR office.
Workday training
UW–Madison HR professionals received Workday training based on assigned security roles. Security roles assign permissions, grant access, and determine training course enrollment. Training does not grant system access.
Webinars
Workday training tenant
- Training tenant access
- Expanded Workday training access
-
Train-the-Trainer in-person Workday Training
Workday cutover and hypercare
UW–Madison transitioned to Workday in July 2025. Cutover and hypercare resources are available.
- Cutover and deployment information for Workday go-live
- Workday data conversion
- Glossary of Workday terminology
- ATP’s Submitted HR Q&A (view only)
Calendar
Cutover meeting recordings
Security role mapping
Absence, leave, and time off
Resources for HR professionals to support employees in balancing their work and personal lives. Manage absences from vacation and personal holiday to sick leave and defined leaves of absence including Family and Medical Leave Act (FMLA) or military leave. Includes entering, approving, and managing leave; managing accruals and banked leave.
Workday cutover information
Time off
Leave of Absence
Business processes
Processing Guides
Academics (faculty processes)
HR best practices to manage academic appointments including post-tenure review, tenure track, clock extension, joint tenure, and named professorships. Includes resources for obtaining approvals and adding summer session and service appointments as well as entering a Leave of Absence for Faculty Sabbatical.
Overview of what is changing for Academic HR
Workday cutover information
Business processes
- Summer hire and academic appointments
- Named professorship (finance business process with HR impacts)
Processing guides
Academic appointment
- Add academic appointment
- Update an academic appointment
- End academic appointment
- Select a divisional affiliation
Named professorship
Tenure clock
Summer session and summer service
- Summer session or service add additional job
- Summer appointment approval process
Note: UW–Madison will begin using this in the summer of 2026
Sabbatical
Benefits
The university’s Office of Human Resources Benefits Services Team provides important information and time-sensitive benefit program updates for HR partners via tip sheets, learning opportunities, and reminders for cyclical benefits events.
Overview of what is changing for Benefits
Workday cutover information
Business processes
Compensation
Compensation resources for HR professionals to attract and retain talent. Resources align Workday technology with the university’s best practices for administering compensation and pay at UW–Madison. Topics include salary, compensation change, period activity pay, funding adjustments, and more.
Workday cutover information
- Ancillary system cleanup
- Compensation Workday crosswalk
- General compensation crosswalk
- HRS additional pay to Workday compensation crosswalk
See also: Finance impacts on HR business processes
General
- CCoE ad hoc approval
- Effective Dates for Compensation Adjustments
- Compensation toolkit
- Fair Labor Standards Act (FLSA) scenarios in Workday
- Overload
- Title and standard job description library
- UW–Madison business title guidelines
- Workday earnings codes
Processing Guides
Compensation & Title Change
- Changes in rate, title, and responsibilities
- Change in responsibilities and title – promotion, lateral, or demotion
- Change in unique responsibilities
- Compensation basis change
- Changes to position description
- New title assignment
- Under minimum or extraordinary salary range (ESR) approval entry
Lump Sum
- Lump sum payments
- One-time payment and period activity pay
- Request one-time payment (OTP)
- Paying non-service scholar
- Period Activity Pay (PAP)
- Fellow/trainee stipend payments
Allowance
Core HR
Core HR includes functions to manage the employee lifecycle from recruitment to retirement. This includes maintaining workforce structures, changing and adding jobs, maintaining employee data, and submitting Flexible Work Arrangements (formerly known as Remote Work Agreements).
Workday cutover information
Operational Area
Operational area is vital for maintaining operational continuity and aligning staffing with institutional priorities. Information below includes content for appointment letters, layoffs and non-renewals, personnel files, policies, and more.
- Overview of operational areas
- Understanding operational areas
- Layoff/nonrenewal (WR CoP access only)
Personnel file
Business processes
Begin employment
Criminal Background Check Process
- Criminal background check packages in Workday
- Background check as part of recruiting
- Manage background check outside of recruiting
Change to job or employee
- Add additional job (FAASLI, SA, SH)
- Change business title
- Change FTE
- Change in responsibilities
- Transfer – promote – demote
End employment
Processing guides
Overview and settings
- Workday glossary
- Basics of navigation in Workday
- My tasks and notifications in Workday
- Creating & filtering Workday’s my tasks
- Approval actions in Workday
- Finding and reviewing a business process
- Searching for supervisory organizations (Sup Orgs)
- Delegation overview – employee/manager
- Managing delegations on behalf of others in Workday – manager/delegation manager
- Managing delegations in Workday
- Request to add or remove a Workday security role assignment
- Request to add or remove a user-based security group assignment
Begin employment
- Prevent duplicate records (duplicate management in Workday)
- Create a job requisition
- Manage position (freeze or unfreeze)
- Close position
- Hire from recruiting
- Direct hire
- Add additional job
- Proposing, creating & generating employment agreements
- Paying non-service scholar
- Seasonal workers
Change to job or employee
- Change employees job
- Change job template sections
- Switch a primary job in Workday
- Editing an employee contract in Workday
- Managing and reviewing employee contracts
- Manage probation period
- Changing work spaces on behalf of employees
- Home contact change
- Legal name change
- Preferred name change
- Manage education history
- Change my veteran status
- Move workers (by organization)
- Move workers out of unassigned or incorrect supervisory organization (move workers by Organization)
- Change organization assignments
- Extending job end dates
End employment
- Employee guide to job loss or income loss
- Terminating a worker’s employment
- End additional job
- Prepare final paycheck for deceased employee
- Report no show
Student hourly employment
- Student hourly hire (not a current employee)
- Student hourly add additional job
- Student hourly end date change
- Student hourly lateral move/transfer to new student hourly job
- Student hourly request compensation change (base building)
- Request increase to student differential rate
- Managing student differentials
- Federal work study for student hourly employees
- External student object
Contingent workers, retirees, and emeritus
HR systems (ancillary)
Tools to support HR business functions. These tools may support reporting, document management, and administrative tasks to align with labor laws.
Workday cutover information
HR Systems
Learning management
Employees can access and track a limited number of courses in the Workday Learning module. The Office of Human Resources (OHR) Professional Development website also remains available.
Workday cutover information
Business processes
- Enrolling employees in a non-compliance course
- Assign new hires to compliance training (learning partners)
- Workday Learning Report: Mandatory Compliance Training (UW)
- Visit HR Guides for Managers and Supervisors for more Learning Management business processes.
Onboarding
UW–Madison specific resources for HR professionals to manage onboarding information including criminal background checks, I-9, and the campus-wide onboarding processes in compliance with labor laws and best practices.
Workday cutover information
Business processes
Onboarding
Form I-9
Form I-9 instructions for employees
Completing Form I-9 (Section 1 & 2)
- Complete Form I-9
- Complete Form I-9 authorized representative
- Reassign Form I-9 Tasks
- Form I-9 overdue reasons
- Form I-9 and non-service appointments
- Single task delegation for Form I-9
- Recording and Updating Receipts for Form I-9
Entering Form I-9 into Workday (including external data uploads)
Maintaining compliance for Form I-9
Supplement B (formerly section 3)
Payroll
Payroll resources for HR professionals include tools for calculating and issuing paychecks, managing tax contributions, and handling year-end processes.
Workday cutover information
- HRS to Workday earnings code crosswalk
- Payroll cutover dates
- Transition period actions for payroll
- Workday earnings codes
Preparing for Payroll
- Preparing for payroll in Workday
- Payroll validation edit tool guide
- 7A and 7B payroll processing dates
- Business process transaction status report (UW)
Business processes
Performance management
Performance management resources to help HR professionals support employees to process and track goals, develop, and connect with growth opportunities. This also includes resources for conducting performance evaluations in Workday.
- Overview of what is changing for Performance Management
- Performance ratings in Workday
- Launching a new employee goals and expectations review
- Launching a probation final performance review
Workday cutover information
- Performance management cutover dates
- Performance review setup at Workday go-live
- Overview of performance management cycle in Workday
- Performance evaluations schedule to align with Workday
Cutover communication guides
Business processes
Recruitment
Recruitment resources for HR professionals to align Workday technology with UW-Madison’s Recruitment, Assessment, and Selection of Academic Staff, Faculty, Limited and University Staff Employees policy and best practices.
Workday cutover information
- Recruitment cutover dates
- Unfilled jobs report
- How to enter hires in Workday: cutover hire scenarios and instructions
Business processes
Faculty and staff recruitment
- Job application and employment agreement
- Job requisition and post job
- Faculty letters of recommendation
- Blue Collar Multi-shift
- SkillSurvey reference check
- See also: Finance impacts on HR business processes
Student hourly recruitment
- Student recruitment PageUp (full map)
- Student recruitment Handshake recruitment with Workday hire (full map)
Job requisitions and job postings
Before you start
- Tips and tricks for Workday recruiting navigation
- Justification to advance position, online form
- Recruiting roles quick guide
- Prevent duplicate records (Duplicate Management in Workday)
- Draft your Workday job posting
- Fields mapped from job posting to Workday requisition
Create/Post
- Create a job requisition
- Create a job requisition vs. create a position
- Questionnaires in job requisition
- Create and process recruitment waiver job requisitions
- Companion requisitions
- Blue collar multi shift (BCMS) process for HR
- Create a notice requisition for filing a permanent residency petition (labor certification)
- Recruit with multiple job titles on one requisition
- Zero dollar appointments in Workday
- Create a WI RISE job requisition
- Third-party recruitment guidelines
- Create and manage evergreen job requisitions
- Creating interim appointments in Workday
- Excellence in mentoring initiatives job requisition
Edit/Manage
- Recruiting sidebar and job requisition workspace
- Extend job posting deadline
- Job posting revisions guide
- Edit job requisition
- Close a job requisition
Candidate management
- Search committee member instructions
- Review a candidate profile
- Candidate messaging and communication
- Candidate message templates
- Candidate management & self-schedule
- Update candidate application
- Moving candidates between pools
-
Assessments
Applying for a job
- Apply for jobs at UW-Madison as an external applicant
- Apply for jobs at UW-Madison as an internal employee
- Apply for a blue collar multi-shift transfer
- Refer a friend to work with Bucky
Background checks
- Criminal background check packages in Workday
- Background check as part of recruiting
- Manage background check outside of recruiting
Faculty reference checks
Offers and employment agreement
Complete the hire
- This information can be found in the Core HR section.
Operational area
The employee’s appointment letter or a formal operational area notification should identify their operational area. More information is in the Core HR section.
Reports
Remote Work
Submit or update Flexible Work Arrangements (Remote Work Agreements) through Workday. Links to resources to support you in working remotely including UW–Madison’s policy are also available.
Business processes
- Flexible work arrangement
- Flexible Work Arrangement (FWA) for managers & flexible work arrangement analysts
Processing guides
Reporting
Below is information for general HR reports including the process to find, view and generate reports. Report access is determined by security roles.
- Workday data and reporting website
- OBIEE to Workday reporting crosswalk
- Workday dashboards
- Workday report inventory
- Enterprise Analytics Platform
- Commonly used reports by functional area
- HR and Finance crosswalks
- OBIEE to Workday crosswalk
- Tableau workbooks
- Tableau workbooks with HRS/EPM data
- WISER to Workday crosswalk
- Workday report inventory
Reporting guides
Time clocks
Time clocks allow select employees to log their working hours by clocking in and out. Select employees in UW Athletics, Facilities Planning & Management, University Housing, Recreation and Wellbeing use time clocks. Below are HR resources specific to these areas.
Workday Security
HR security roles
- Simplified HR security role catalog
- I-9 processing agreement for division HR and student hourly employees
Initiating requests
- Find your role-based access requester in Workday
- Request to add or remove a Workday security role assignment
- Changing security roles for a vacant position
- Workday organization reference IDs and type abbreviations