Quarterly Workday Insights – January 2024

Workday Mobile

Workday Mobile is now live as of Jan. 3, 2024. Employees can now easily access self-service tasks, check and approve inbox tasks, enter time, request time off, and so much more!

Download the Workday Mobile app today by following these steps:

1. 1. Download the application from either the Apple App Store or Google Play Store.
   2. When prompted, enter “Liberty” as your organization.
   3. If redirected to Liberty, use your standard Liberty login, including the @liberty.edu in your username.

You will also have the option to enable Face ID/Biometrics, set up a PIN for additional security, and enable push notifications.

Using the Workday Mobile app, you can Check and Approve Inbox Tasks, Enter Time, Request Time Off, and so much more!

Please note that Time and Absence Approvers cannot approve time using the Workday app and must still do so in the browser.

For more information, visit our Workday FAQ page.

Workday Inbox

You will see an update to your Workday inbox soon. This update will make searching for items seamless, allow for inbox personalization, and keep track of your frequent searches and filters.

When clicking into your Workday Inbox, there will be a tab on the left side of your screen titled ‘My Tasks’. Here you will have the opportunity to personalize your inbox layout and keep saved searches and filters, such as absence requests, to make searching for your tasks easier — a feature often requested!

Your inbox will continue to function as it has before, serving as your touch point to approve job changes, absence requests, etc., while also providing a greater opportunity for personalization.

What step of Hire is your candidate on?

Have you ever wondered what step in the hiring process your new hire is on or why you haven’t seen an update in awhile? Use this guide to navigate business processes and steps in Workday.

Job profile vs. Job Requisition.

A job profile is the summary of responsibilities associated with a position. This includes the title, classifications, and job description. Job profiles can be assigned to one position (i.e., VP) or multiple positions (i.e., Contact Center Agent).

A job requisition is what a “job posting” is in Workday. This is the method through which a department advertises an open position. An open job requisition allows an open position to be posted on the careers page.

Which reason do I choose for job changes?

We know that selecting the right reason in change job can be a little confusing. Choosing the correct reason is important though because it impacts the decisions that you are able to make later on in the process and ensures that the process routes for the correct approvals. Which reason should you choose? See below!

Transfer:

A transfer is a position change that takes place outside of the employee’s current supervisory organization (sup org)*.

*Sup org – A supervisory organization is the team in which the employee is a part. You can find your employee’s sup org by going to their Workday profile. On the top middle of their profile, you will see “Supervisory Organization” next to their Manager.

When viewing a position, the sup org the position belongs to is the topmost option. If the employee is not currently in the sup org the position they are moving to is in, then you will need to transfer them.

Reasons within a transfer are “Transfer – Promotion” (increase in compensation) or “Transfer – Lateral” (compensation stays the same or goes down).

Promotion:

A promotion takes place when an employee stays in the same sup org, changes their position or job profile, and receives a pay increase.

Lateral Move:

A lateral move takes place inside the employee’s current sup org, and their compensation remains the same or decreases.

Reasons within a lateral move are “Lateral Move – Move to Another Position” (simply switching the employee to another position within the same sup org or changing job profile) or “Lateral Move – Change in Responsibility” (employee’s job responsibilities change but they remain in the same sup org and have no increase in pay).

Data Change:

A date change leaves an employee in the same sup org and position and has no impact on pay.

A data change is done when changing an employee’s location (Work from Home, Hybrid, or Lynchburg – In Office), updating a fixed-term end date, or updating the employee’s job title or business title.

Comments in Workday

Please ensure you do not enter any sensitive information when approving, sending back, or denying a business process for your employee, such as compensation information. Comments can be seen by anyone who has access to the business process in Workday. If you need to communicate with your team or HR about compensation or anything sensitive, please send an email to HRClassification@liberty.edu with those details.

Recent Pre-hires for Position or Job Report

The Recent Pre-hires for Position or Job Report allows you to easily view the candidates that have applied to your roles in order from the oldest application (according to the filters set) up to the most recent application. This prevents applicants from getting lost in the shuffle during your search to fill your open position. Their application documents will be attached, allowing for easy viewing of each applicant.

Type in “Recent Pre-hires for Positions or Job” in your Workday search bar. Before this report runs, you are given the option to select one or multiple supervisory organizations. You can also specify your search by position if you would like. Lastly, you have the option to select a specific date range candidates put in their application. Once you have input your preferred specifications, click “OK.” Once the report runs, you will see the pre-hire, the position, and the sup org they applied to, the application date, and their application documents.

Workers with Unsubmitted Time (Unsubmitted Time Blocks Included) Report

The Workers with Unsubmitted Time (Unsubmitted Time Blocks Included) Report shows who on your team has not submitted their time, the day of unsubmitted time, and how many hours it includes.

Type in “Workers with Unsubmitted Time (Unsubmitted Time Blocks Included)” in your Workday search bar. When pulling this report, specify what start and end date you would like to view for your team and click “OK.” This is a great report to pull before payroll deadlines so you can ensure your team’s time has been properly submitted.

Summer Temp Job Postings

Summer temp job postings can be listed no earlier than April 1, 2024. Beginning April 1, you may start posting and interviewing for your summer temp positions.