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Helpful information about Dining Services' transition to Workday, BYU's new finance and HR system.

Recent Updates (1/23): Workday Reports page, Financial Training page with training videos
BYU's new HR and Finance system is now live. You can access Workday using the mobile app or through a web browser on your computer.

Helpful Links

Weekly Time Approvals

Employees submit their time at the end of each week and managers complete time approvals the following Monday.

Hiring Procedures in Workday

Instructions for how Dining managers recruit and onboard new employees now that we have a new BYU HR system.

Workday Financial Training

Training videos and resources from Cordell on correct SOP for finance functions in Workday.

Job Changes in Workday

Manager SOP for submitting job changes for their employees in Workday.

Workday Reports

List of helpful Workday reports for managers.

Workday Job Aids and Video Walkthroughs

BYU has put together a great collection of job aids and videos that will help employees learn how to use Workday.

Workday Data Model

Learn about new terms in Workday and how they relate to the old terminology we are used to.

Frequently Asked Questions

  • BYU asked campus units to decide on either a weekly or bi-weekly policy. Dining Services has decided that our policy will be to submit and approve time weekly. Reasons for this decision include:

    1. Employees submit their time by week. Best practice is for employees to submit their time each week so that they don't forget to submit a previous week.
    2. Approving time weekly will make it easier for managers doing time approvals to remember when their employees were present at work. Time approvals should be a three-way compare between reported time, scheduled time, and manager confirmation of actual time worked.

  • BYU trusts employees to report their time honestly, as evidenced by the President's Council decision to give all employees their own "time manager" access. Dining Services is fully aligned with this new vision, recognizing that internal controls are still needed to ensure that time is reported accurately and honestly. Using the Workday app and Workday online is the more intuitive way to report time in Workday because employees can't submit their time through the time clock. We feel that allowing all channels for time reporting is critical for a successful Dining Services transition to Workday.

    The time approval process should be a sufficient control for area management to ensure that time is reported accurately and honestly. Managers are provided a report comparing reported time in Workday against scheduled time in WhenToWork. Managers should also use their recollection of actual time worked, which should be easier now that time approvals are every week immediately following the reported week.

  • Workday doesn’t have a time trimming function for sick and vacation time when you submit your time each week. This means that you will manually need to adjust your reported PTO based on your actual time reported during the week.

    Submitting Time Procedure for Hourly Full-Time Staff (End of Each Week)

    1. In Workday go to the Time Tracking/Enter Time application and select “this week”.
    2. If you are using PTO during the week:
      1. Check to ensure that total hours equal 40. If you are on the mobile app you will have to click “submit this week” to view the “Total Hours” on the submit review screen.
      2. If your current reported PTO puts your total hours over 40, make note of the amount you are over, then go to the absence calendar and make an adjustment to your requested PTO. Example: If I previously reported 8 hours of vacation for 12/26 and my “Total Hours” are 43.86, I would change my absence request on 12/26 to be for 4.14 hours.
      3. Return to Time Tracking/Enter Time application and select “this week”.
    3. Click the “Submit” button to submit your time for the week.

    Please note that while your manager approves absence requests and modifications, your balances will update immediately after you submit/modify your request.

  • Dining Services Delegable Business Processes and Tasks

    Workday empowers employees to initiate or approve transactions directly. However, there are times such as illness or vacation when another employee can be delegated business processes. Delegation should generally be limited to these business processes:

    Task(s) (Start on Your Behalf)Business Process(es)DescriptionRestrictions
    Create Spend AuthorizationEmployees use this delegation to add a delegate to assist with creating spend authorizations, the Workday successor to a travel pre-authorizations.

    Can be long-term (up to one year).

    Can be delegated to student employees.

    Create Expense ReportEmployees use this delegation to add a delegate to assist with creating expense reports.

    Can be long-term (up to one year).

    Can be delegated to student employees.

    Enter TimeManagers use this delegation for time approvals, which come into the managers "my tasks" list as "Enter Time" business processes.

    Short-term (two weeks or less) for when manager will be out of the office.

    Only should be delegated to another manager. Delegates are unable to approve their own time entries.

    Request Time Off, Correct Time OffManagers of full-time staff use this delegation to approve sick, vacation, and other leave requests.

    Short-term (two weeks or less) for when manager will be out of the office.

    Only should be delegated to another manager of full-time staff. Delegates are unable to approve their own time off requests.

    Onboarding SetupManagers use this delegation for onboarding setup tasks. These are assigned to the manager when a hire is requested for a position on their team, and the new hire can't begin their onboarding (including I-9 documentation) until the manager or their delegate complete this task.Short-term (two weeks or less) for when manager will be out of the office.

    Here are the main principles of Workday delegation:

    • Delegations are intended to be done on a short-term basis.
    • Delegation must be done intentionally and with caution to keep information secure and safe.
    • Employees should only delegate specific business processes and should NOT delegate their entire inbox to another employee.

    Upline management will use Workday reporting to monitor delegations and ensure compliance with delegation rules.

    To learn more, read the "Delegation" section in the Dining Services Workday Memo.

  • Delegation can't be set up in the mobile app - you must use the online version. Once in Workday, go to "My Tasks" and on the left side menu you will see a link to "Manage Delegations". Under "Current Delegations" click the "Manage Delegations" button. This will bring up a screen like this where you can add a new delegation row:

    Make sure to remember:

    • For task delegation, only create delegations for specific business processes. See the other FAQ above for information on which business processes are allowed to be delegated.
    • BYU policy is that all delegations should have an end date.
    • Make sure to hit submit after adding the delegation information.

  • The following polices were updated due to changes necessitated by the implementation of Workday:

    We encourage you to read the Dining Services Workday Memo, which outlines general changes to business processes that have come to Dining Services with the switch to Workday.

    Read the Memo

Training Calendar

Date / Time Title Location Info
Tuesday, January 21
9:00 AM - 9:45 AM
 Financial Training (Recordings) Training conducted by Cordell Briggs
Monday, January 27
10:30 AM - 11:15 AM
 Manager Training: Position Management Part 2 Training conducted by Coleman Madsen
Monday, January 13
9:00 AM - 9:45 AM
 Workday Learning, Recruiting, Hiring, Onboarding (Recording) Training conducted by Carter Sites and Joe Tiapson

General Communications Sent Out

  • Dining Manager,

    The term “Manager” in Workday is used to describe an employee that is the direct supervisor for one or more employees. This includes supervisors of student employees. You are one of our 104 managers in Dining Services.

    Managers now have direct access to initiating tasks, allowing them to better manage their team. It’s important that managers check their Workday “My Tasks” inbox daily. Here are some of the tasks that you will start to see come through your Workday inbox:

    • Time Entry Approval: Hourly employees should be submitting their reported time at the end of each week, and you should complete time approvals sent to you on Monday of the following week. Please review this training video which demonstrates how to complete these approvals. We’ll provide additional Dining-specific training soon on how to use the new Employee Labor Audit report so you can compare actual and reported time against scheduled time as recorded in WhenToWork.
    • Absence Request Approval: Full-time staff employees should now be submitting their sick and vacation requests before they happen (where possible). If you manage full-time employees, you’ll be sent these absence requests for approval. Requests to correct or cancel absence requests will also come to you as well. You can view planned and past absences for your whole team using the Workday Team Calendar.
    • Onboarding Setup: Workday requires that managers complete the Onboarding Setup task for employees hired in a position that reports to them. This task must be completed by you before your new employee can start any onboarding tasks, including their I-9 and setting up their Workday account. This task is quick to complete and asks you to confirm the following information:
      • A welcome message from you to the employee. This is separate from the “Next Steps” email sent by our recruiting team to centrally hired part-time employees and meant to be a personal message from the employee’s manager that they will see when first logging into Workday.
      • Confirm the “People To Meet”. These are people that you are asking the new hire to meet in the first few days of work.
      • Confirm “Helpful Contacts”. These are key contacts that the new employee should know (ex: team lead, department manager, department office supervisor, etc.). There will likely be overlap between these two groups.

    Click here to review the job aid for this task.

     

    Setting Up Delegation

    If you are going to be unable to complete Workday tasks for more than one business day, it is a good idea to set up a short-term delegation inside of Workday. Here are the steps for doing that:

    1. Navigate to My Delegations (found using the “Manage Delegations” link in the “My Tasks” inbox).
    2. Click “Manage Delegations”. Set up a new delegation line with the correct begin and end dates.
    3. Add the person you are delegating to in the “Delegate” field. This should be another manager in your area. If you delegate to a manager that reports to you, they will be unable to approve their own time.
    4. Select “For Business Process”, then add the business processes you are delegating. Short-term delegation should be limited to these specific business processes:
      • Enter Time
      • Onboarding Setup
      • Request Time Off (only needed if you manage FTEs)
      • Correct Time Off (only needed if you manage FTEs)
    5. Click “Submit”. The delegation is now set up.

     

  • Dining Services Hourly Full-Time Staff Employees,

    Workday doesn’t have a time trimming function for sick and vacation time when you submit your time each week. This means that you will manually need to adjust your reported PTO based on your actual time reported during the week.

    Submitting Time Procedure for Hourly Full-Time Staff (End of Each Week)

    1. In Workday go to the Time Tracking/Enter Time application and select “this week”.
    2. If you are using PTO during the week:
      1. Check to ensure that total hours equal 40. If you are on the mobile app you will have to click “submit this week” to view the “Total Hours” on the submit review screen.
      2. If your current reported PTO puts your total hours over 40, make note of the amount you are over, then go to the absence calendar and make an adjustment to your requested PTO. Example: If I previously reported 8 hours of vacation for 12/26 and my “Total Hours” are 43.86, I would change my absence request on 12/26 to be for 4.14 hours.
      3. Return to Time Tracking/Enter Time application and select “this week”.
    3. Click the “Submit” button to submit your time for the week.

    Additional Notes:

    • Here are links to the video demos for submitting time: Computer | Mobile
    • While your manager approves your absence requests, your balances will update immediately after you submit/change your request.

  • Dining Services Part-Time Employee,

    BYU’s new HR and Finance system is now live. You can access Workday using the mobile app or through a web browser on your computer. Here are instructions for both ways of accessing Workday:

    Please review the information below for important reminders with this transition relevant to your employee classification. Additional helpful information and links are available at https://dining.byu.edu/workday

    Reporting Time

    All time worked today (12/21/24) and future days should be reported in Workday. You are allowed to check in and out using the Workday app, Workday online, or a BYU time clock (whichever is your preference).

    • If you choose to report time using a BYU time clock, remember that all reported time must be submitted in Workday each week in order to be paid. This means that if you use the time clock to check in and out you will also need to go into Workday at the end of each week to submit your time.
    • All employees are now responsible for making their own time corrections using the Workday app or Workday online. This should be done before submitting your time at the end of each week.

    Video Walkthroughs (YouTube)

    Time Corrections for 12/20/24 and Earlier

    All time corrections for time reported in the old system (12/20/24 and earlier) must be made by next Monday, December 23. If you have any outstanding time corrections that you can’t fix yourself, please email dining@byu.edu ASAP and we will assist you with this.

    Employee Meal Credit

    Employee meal credit will continue to function the same way in Workday. As long as you check in and out correctly, meal credit should show up on your BYU ID card the following morning. Please make sure you are familiar with the terms and conditions of this employee meal plan, which you can find here: https://dining.byu.edu/mealcredit

    There may be some single-day outages to posting meal credit over the break as we switch to our new system for calculating meal credits in Workday. We expect these outages to be minimal, but if they happen we will post any updates on the meal credit web page.

  • Dining Services Hourly Full-Time Staff Employee,

    BYU’s new HR and Finance system is now live. You can access Workday using the mobile app or through a web browser on your computer. Here are instructions for both ways of accessing Workday:

    Please review the information below for important reminders with this transition relevant to your employee classification. Additional helpful information and links are available at https://dining.byu.edu/workday

    Reporting Time

    All time worked today (12/21/24) and future days should be reported in Workday. You are allowed to check in and out using the Workday app, Workday online, or a BYU time clock (whichever is your preference).

    • If you choose to report time using a BYU time clock, remember that all reported time must be submitted in Workday each week in order to be paid. This means that if you use the time clock to check in and out you will also need to go into Workday at the end of each week to submit your time.
    • All employees are now responsible for making their own time corrections using the Workday app or Workday online. This should be done before submitting your time at the end of each week.

    Video Walkthroughs (YouTube)

    Time Corrections for 12/20/24 and Earlier

    All time corrections for time reported in the old system (12/20/24 and earlier) must be made by next Monday, December 23. If you have any outstanding time corrections that you can’t fix yourself, please email dining@byu.edu ASAP and we will assist you with this.

    Sick & Vacation Reporting (Hourly Full-Time Staff)

    • Sick and vacation balances will not be fully updated in Workday until Friday, December 27.
    • Please report sick and vacation time taken between today (12/21) through 1/3 by Saturday, January 4 using Workday absence requests.
    • Beginning 1/4, sick and vacation time should be requested in advance (where possible) using a Workday absence request.

    To submit a Workday absence request from the mobile app, go to “Absence” or use the “Find Button” and search for “Manage Absence”.

    Video Walkthroughs (YouTube)

    Manager Time Approvals

    If you are recorded as the direct supervisor of any employees (including students), you are considered a manager in Workday and responsible to review and approve your employees’ time. If this applies to you, please remember the following deadlines for completing time approvals:

    • Monday, December 30: Bye week for time approvals. Managers don’t need to complete time approvals for 12/21 through 12/27 until Monday, January 6.
    • Monday, January 6: Managers complete time approvals for employee submitted time from the first Workday pay period (12/21 through 1/3). Going forward, Dining Services policy will be to complete time approvals weekly each Monday (whether or not it is a bi-weekly pay week).

    To access your time approvals, go to “My Tasks”. The “My Tasks” icon shows up on the app bar in the mobile app and in the top right on Workday online. We recommend using a computer for time approvals.

  • Dining Services Exempt Full-Time Staff Employee,

    BYU’s new HR and Finance system is now live. You can access Workday using the mobile app or through a web browser on your computer. Here are instructions for both ways of accessing Workday:

    Please review the information below for important reminders with this transition relevant to your employee classification. Additional helpful information and links are available at https://dining.byu.edu/workday

    Sick & Vacation Reporting (Exempt Full-Time Staff)

    • Sick and vacation time taken in December should be reported by Friday, January 10 using Workday absence requests. Video demo
    • Beginning Thursday, January 2, sick and vacation time should be requested in advance (where possible) using a Workday absence request.

    To submit a Workday absence request from the mobile app, go to “Absence” or use the “Find Button” and search for “Manage Absence”.

    Video Walkthroughs (YouTube)

    Manager Time Approvals

    If you are recorded as the direct supervisor of any employees (including students), you are considered a manager in Workday and responsible to review and approve your employees’ time. If this applies to you, please remember the following deadlines for completing time approvals:

    • Monday, December 30: Bye week for time approvals. Managers don’t need to complete time approvals for 12/21 through 12/27 until Monday, January 6.
    • Monday, January 6: Managers complete time approvals for employee submitted time from the first Workday pay period (12/21 through 1/3). Going forward, Dining Services policy will be to complete time approvals weekly each Monday (whether or not it is a bi-weekly pay week).

    To access your time approvals, go to “My Tasks”. The “My Tasks” icon shows up on the app bar in the mobile app and in the top right on Workday online. We recommend using a computer for time approvals.