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 aligning Administrative Transformation Program (ATP) adoption, including Workday, with UW–Madison HR best practices.
ATP milestones and key dates (subject to change)
Topics for HR professionals
Questions?
Please view ATP’s Submitted HR Q&A and then contact your department HR Office.
HR Leads may submit questions to the ATP project.
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Workday training
UW–Madison HR professionals will receive 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
Workday cutover
In July 2025, UW–Madison will transition to Workday. Cutover occurs now through implementation.
- Cutover and deployment information for Workday go-live
- Workday data conversion
- Glossary of Workday terminology
Calendar
Cutover Thursday meetings
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
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)
-
Academic appointments
- Add academic appointment
- Update an academic appointment
- End academic appointment
- Create named professorship
- Edit named professorship
Summer session and summer service
(coming soon)
Sabbatical
Full academic year or one semester
- (coming soon)
Supplemental funding for full academic year sabbatical
- (coming soon)
Track department chairs
- (coming soon)
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.
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.
- Overview of what is changing for Compensation
- Compensation toolkit
- Title and standard job description library
Workday cutover information
- Compensation cutover dates
- Compensation Workday crosswalk
- Ancillary system cleanup
- JEMS rate adjustments report
- Lump sum payments
- HRS Additional Pay to Workday Compensation Crosswalk
Business processes
- One-time payment and period activity pay
- Change in responsibilities
- Request compensation change
- See also: Finance impacts on HR business processes
Processing Guides
- Business title change
- Request one-time payment (OTP)
- Manage period activity pay (PAP)
- Adjusting or ending period activity pay (PAP)
- Managing multiple period activity pay (PAP) assignments
- Request compensation change (base building)
- Request compensation change (allowance plan)
- Temporary change in responsibilities
- Compensation Basis Change
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
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
- Flexible work arrangement
- 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
- Searching for supervisory organizations (Sup Orgs)
- Single task delegation in Workday
- Single task delegation in Workday-on behalf of
- 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
- Create a job requisition
- Manage position (freeze or unfreeze)
- Close position
- Hire from recruiting
- Direct hire
- Add additional job
- Proposing, creating & generating employment agreements
- Adding an employee contract
Change to job or employee
- Change employees job
- Change job template sections
- Change job reasons
- Switch a primary job in Workday
- Editing an employee contract in Workday
- Reviewing an employee contract in Workday
- 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
- Request flexible work arrangement in Workday
- End flexible work arrangement
End employment
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)
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
Learning management
Starting in July 2025, employees will be able to access and track a limited number of courses in the Workday Learning module. All other employee training at UW–Madison will transition to Workday in phases after go-live. The Office of Human Resources (OHR) Professional Development website will also remain available and employees will continue to receive campus employee communications with instructions to sign up for courses and events.
Overview of what is changing for Learning Management
Workday cutover information
Learning Management cutover dates
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
Form I-9
Form I-9 instructions for employees
Completing Form I-9 (Section 1 & 2)
- Complete Form I-9
- Complete Form I-9 remote
- Form I-9 overdue reasons
- Form I-9 and non-service appointments
- Single task delegation 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.
Overview of what is changing for Payroll
Workday cutover information
- HRS to Workday earnings code crosswalk
- Payroll cutover dates
- Transition period actions for payroll
- Workday earnings codes
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
Workday cutover information
- Performance management cutover dates
- 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
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)
Workflows
- (coming soon)
Job requisitions and job postings
Post
Edit/Manage
Apply
- (coming soon)
Candidate management
- (coming soon)
Offers and employment agreement
Criminal Background Check Process
- Criminal Background Check Packages in Workday
- Background Check as Part of Recruiting
- Manage Background Check Outside of Recruiting
Complete the hire
- (coming soon)
Reports
- (coming soon)
Time clocks
Time clocks allow select employees to log their working hours by clocking in and out. The following four divisions will use time clocks: UW Athletics, Facilities Planning & Management, University Housing, Recreation and Wellbeing. Below are HR resources specific to these areas.