Policy Number: WD-102
Effective Date: 07/01/2025
Last Revised: 05/21/2025
Last Reviewed: 05/21/2025
Purpose
To establish policy regarding training requirements for those individuals with access to Workday.
Definitions
Security Roles
Training requirements are defined by security role. Security roles are Workday designations that determine access to the initiation and approval of business processes as well as to data in Workday. Below are the security role assignments that pertain to this policy.
- Worker as Self (all workers)
- Manager
- HR Analyst
- Recruiting Coordinator
- Timekeeper
- Budget Partner
- HR Partner
- Academic Partner
- Academic HR Partner
- Costing Allocations Analyst
- Learning Lead
- Instructor
The security roles referenced in this policy are not a comprehensive list of security roles in Workday. Training requirements for additional roles may be covered by separate policies.
Learning Management System
Workday Learning is the University's learning management system (LMS).
Training Requirements
With the exceptions of Worker-as-Self, Manager, and Timekeeper, all individuals placed or hired into a position that has security roles assigned will be required to complete training.
Individuals placed or hired into positions with security roles already assigned will be assigned training in the LMS. Individuals with security roles cannot initiate key business processes until the assigned training is complete. These business processes are:
- Add Additional Job
- Change Job
- Create Job Requisitions
- Hire
- Manage Period Activity Pay
- Request Compensation Change
- Request One-Time Payment
- Terminate
The ability to view data and provide approvals are not impacted. Individuals who have not completed the training associated with their security role within 30 days will have their security revoked by Workday Operations. Some security roles, such as Workday Learning Leads, are not granted the role until their training is completed.
Individuals approved for additional security roles that are not already assigned to their position will be required to complete training once their security roles are assigned.
Training Requirements for Worker-as-Self
All individuals placed or hired into a position within Workday will be considered Worker-as-Self. There are no required training courses for Worker-As-Self. However, these individuals will be assigned optional courses in the LMS that introduce self-service in Workday. Non-exempt employees will also be assigned a course regarding timesheets. All Worker-as-Self courses will be available as on-demand trainings or webinars.
Training Requirements for Managers
Individuals placed or hired into a position that is identified as a manager in Workday will have suggested training requirements. All manager courses will be available as on-demand trainings or webinars.
Training Requirements for New Modules/Functionality
New modules that are implemented in Workday, or existing functionality that has significant changes in functionality, will be evaluated for training requirements. Additional or updated training requirements may be assigned to new or existing users as appropriate.
Annual Training Requirements
The purpose of requiring an additional annual training component is to ensure that Workday transactions are accurate and compliant. As of July 1, 2026, individuals with security roles that require initial training completions will be required annually to demonstrate their knowledge of University and Workday continuous improvements, new features, and updates.