Workday Demos

Q: Is the expectation that Designated will be partnered with Project to get the additional Drivers to populate, or does that depend on the transaction? 

In the example shown, the expectation is that you enter Designated and Project, and the remaining fields populate based on configured defaults: fund is derived from Designated, while cost center, program, assignee (and activity, if set) are driven by the Project.
 

Q: Where can we find the list of upcoming Zooms/trainings? 

The upcoming sessions’ topics and registration links have been and will continue to be shared via the GBAS listserv.
 

Q: Can we search by assignee to see all potential worktags? 

Yes, by entering the assignee and running a report/dashboard, you can pull up all information associated with them (their grants, gifts, and projects) in one place.
 

Q: For the areas where it is important to track our expenses by program versus admin types. How does this work? 

This has yet to be solidified but it is something the Empowering UF Project Team is actively working on. 
 

Q: In one of the examples, a grant was picked and under project a startup was picked. In this case, is the charge going to go to the grant or the start-up? 

In the example shown, the grant remains the source of funds (the fund code does not change), while the startup project overwrites any conflicting driven worktags (e.g., cost center and assignee). This is why they emphasize that order of entry matters when multiple driver worktags are used. 

Q: Can the required P&L transactions be clarified? 

Yes, they can, and more guidance is provided on this during the demo. Please reference the 3/11/26 recording on the Empowering UF website.  

Q: Is there going to be a new Color of Money training using the worktags we will see on Workday? 

Yes, we will likely have many training sessions on this topic.  

Q: Can we save “company” default as “UFLOR” if that is the only transaction we would use, to not have to enter it each time? 

The worktags will often come pre-populated, but every input does have a different process, so we want to make sure we look at that before automatically defaulting every time.   

Q: When will these fund/designated/grant, etc. numbers be released so we can begin transitioning current chartfields to these new worktags?  

The mapping process is going to be a living, breathing concept all the way up until go-live, even potentially post-go-live, but we will start to release that level of information out this spring to begin the transition into the Workday world. 

Q: Does each department get to assign their driver worktags? 

It will be part of the governance process; however, a worktag is either a driver or it’s not, so the determination is to whether it will be a driver. The units will have significant input into what the values will be. 

Q: Can you revise the Worktag order from most important to least important? 

It’s a top-to-bottom process, we were only moving things around for demo purposes.   

Q: Where is the grant name being pulled from? Is that something editable to a naming convention that a faculty member would know? 

The Grants team is in the process of their conversions. More guidance to come. 

Q: Would we manually change the assignee to a student if a student was traveling under one of their professor’s grants? 

You may change the assignee as needed; however, the assignee should reflect the individual who owns and is responsible for the funds. For example, if a student is traveling on a faculty member’s grant, the faculty member should generally remain the assignee, since the grant funds are under their ownership and responsibility. 

Q: Will a driver worktag available for selection be limited by role/Cost Center or will all driver worktags be searchable throughout the university? 

Users can search/select driver worktags outside their home area (e.g., “you can enter any grant”), but Workday’s security and approval routing will send the transaction to the appropriate owner/manager in that unit (who can approve, send back, or reject), so it won’t fully process without proper approvals. 

Q: If a user enters a valid string of worktags from another unit, will that transaction process? Or is it security driven? 

Typically, the transaction will initiate successfully; however, Workday’s security and approval workflow is robust. If you enter a valid transaction string that falls outside your area, the item will still route to the appropriate unit(s) for review. It may be initiated, but it will not complete without the required approvals from those areas. 

Q: Assuming UFIRST will be updated to coordinate grant numbers with these new worktags, is that correct? 

Current state grants chartfields will be mapped to new Workday worktags. UFIRST update details will have to be answered by the Office of Research. 

Q: Will we only see our department’s worktags or will we be able to see all of UF worktags? 

You’ll be able to see and search UF-wide worktags (not limited to just your department). The worktag model is intended to be cross-functional across the entire organization, so you can enter any grant, but the security/approval routing will send the transaction to the appropriate unit’s approvers (grant manager/cost center manager), who can approve, send back, or reject it. 

Q: Will the last entered driver worktag entered only overwrite conflicting values or will it “blank” a previously populated worktag value if that worktag is blank for the last driver worktag entered? 

In general, the most recently applied driver takes precedence for overlapping fields. For example, if both drivers default a cost center, the cost center from the last driver will override the earlier one. However, fields that are populated by the first driver but not addressed by the second (e.g., a program code) will typically remain in place. This makes the order of operations particularly complex: values set earlier are not automatically cleared simply because a later driver does not specify them, which can result in unintended defaults carrying forward. 

Q: Can you explain grant, gift, and designated for Workday and what they translate to now. Ex: is gift a foundation acct? Is grant only grants from fund 201/209? 

In Workday, grants typically align to sponsored program sources of funds (e.g., 201 and 209) and are generally identified by source-of-funds values beginning with “G.” Gifts align to foundation sources of funds, typically beginning with “F,” and are tied to specific gifts so they can be tracked at that level in Workday. Designated funds refer to everything that is neither a gift nor a grant. 

Q: Let’s say someone has multiple grants and start-up funds. Are we going to be able to view all accounts and just pick the one needed? 

For example, an individual may have multiple projects (e.g., a startup project, a Provost award, and a separate initiative sponsored by Dr. Norton’s office). Workday is designed to surface related values to help users select the correct record, although it can occasionally feel overly proactive. In the example shown, entering “Matthew Burns” returned a single project because that is currently the only project in Workday associated with that name. If multiple projects existed, Workday would display a drop-down list of the available options — similar to what occurred when “Carrie Ford” was entered and multiple matching values were shown. 

Q: Workday has designated equal to Source of Funds in our current PeopleSoft state. What would go in that field for “chartfields” where that field is current blank (i.e. 101 State Funds)?  

In this context, the designated value is listed as ENG Main. Conceptually, it indicates the use of existing state funds (i.e., the standard operating funding source) rather than a gift or grant. 

Q: Are the “Deliver-To” and “Ship-To” fields fully customizable, or are they a pre-determined set of approved addresses, as is currently the case in MyUFMarketplace?

They are not customizable. The locations are loaded into Workday via an integration from STARS, similar to current state.

Q: What is the Worktag replacing Source of Funds ChartField?

FDM values, like Worktags, are covered by another functional area on the project. Refer to the March 11 GBAS Driver Worktags session recording and FAQs for more information.

Q: Is Workday in addition to UFMarketplace?

Shopping with our catalog suppliers will continue to happen in MyUFMarketplace.

Q: When creating a requisition, can you add the shipping address in MyUFMarketplace? Will it carry over to Workday?

No, all details related to requisition/PO will be entered in Workday.

Q: Is there an option to put in an external comment to the supplier in Workday?

Yes, in the field “Memo to Suppliers.”

Q: Can an order be adjusted after submission?

Change orders are possible, but UF policy does still apply. We currently do not allow change orders on catalog/punchout.

Q: What was the dollar limit for the requisition to automatically create the PO?

In current state, requisitions <2k to enabled suppliers does not require additional approvals. We mirrored that process in Workday.

Q: If the step is to assign to a dept. contact, would that contact in turn be the checkout person/processor in Workday?

A receipt will not always be required, but you will always have the option to attach a receipt if you choose to do so.

Q: Can we apply split ChartField/Worktags to the entire requisition or by line item added to order?

Split ChartFields are applied at the line level. That said, you can enter Worktags up front on the first requisition screen and still override/change them at the line level as needed.

Q: Are you able to set up the Worktags in a certain order like you can in MyUFMarketplace?

We are keeping a consistent framework across all business processes for finance, so you cannot reorder them.

Q: Is the attachment internal or external?

You can choose to make it external or not – it is entirely up to the user.

Q: Can you split the cost by percent (opposed to quantity or amount)?

Yes, when you enter amount, it will give you the option for percentage.

Q: Will shoppers be able to submit carts to other delegates for submission?

Shoppers only shop. It is the requester that submits the requisition. The card assignment happens inside of MyUFMarketplace, like what we have today, with the assigned cart. You will have a list of names and select the requester that you would like to assign the cart to. That would be the person to return the cart back into Workday.

Q: Will carts still be separated by vendor?

Yes, carts will still be separated by vendor.

Q: So are there extra steps in Workday now? What about the SEA invoices?

Not really. Your role shifts away from entering and routing PO invoices to creating receipts when goods and services are received, while Workday matches PO, receipt and invoice and pings the requester if the receipt is missing. For SEA invoices, a receipt isn’t always required and payment may occur before items are received; you can later attach support to the requisition.

Q: To confirm, Worktags need to be entered each time shoppers go to open MyUFMarketplace?

Shoppers do not have to fill out that first screen, there are several ways to get to the supplier site. They can just search “connect to supplier” site” on the homepage and just punchout and shop.

Q: We can look up “my requisitions,” but what if I want to see if my coworker submitted a requisition?

We have reports that will be available to all finance users that can help provide this detail.

Q: For that cart, there were opportunities to add Attachments both in the MyUFMarketplace punchout and on Workday. I assume attachments made to the punchout would not show up in Workday? Would they show up in OnBase?

All attachments should be entered in Workday. There will be no place for attachments or entry in MyUFMarketplace.

Q: How would a cart be sent to someone in the department for financial approval?

Conditions apply. Approval workflow is triggered by details entered on requisition. In current state, requisitions to enabled suppliers under 2k do not require additional approval. As of today, that will be true in Workday. If that same requisition was for more than 2k, it will route for approval based on Worktags provided.

Q: How will invoices pay out? Will it be based on the receiving?

If not SEA, then yes, a receipt will be required to pay the invoice. PO Invoices will need to come in either electronically or via email.

Q: Can you change the Worktags in the receipt screen?

No, you cannot. A change order will be needed to update Worktags.

Q: How would you process/document a case where part of an order had to be returned (e.g., half of the beakers arrive broken). How would you document returns?

This is a separate process that will be covered in future training sessions. Please stay tuned for more.

Q: Are we going to be able to see all invoices? Some suppliers don’t have a viewable invoice now.

Not exactly, if it is a catalog suppliers, we will still receive their invoices electronically.

Q: If the requisition is sent back, do you have to recreate the requisition again or can you adjust it and resubmit?

You will be able to adjust and resubmit.

Q: Can Managers correct ChartFields or part of the ChartField if it is incorrect?

If you are a financial approver, you will not be able to change Worktags/ChartFields. Instead, you can send back with a comment. You will notice this change in all finance transactions on Workday. Financial approvers will have a review step.

Q: How are you alerted that you have comments?

The bell icon.

Q: What is the attachment limit per requisition?

None.

Q: How do we locate voucher numbers?

There will be a Workday generated supplier invoice number.

Q: Will the shopper be able to add a comment?

If they are requested, they can add whatever detail they want there, but you can switch out the person that responds.

Q: What if we have something shipped outside of UF and not to our office, will this still be allowable? Will we be able to change the delivery address.

This is still a decision to be made.

Q: Will there be any automated intake of invoices or will we need to manually upload them? I’m thinking of something like Trophy Shop invoices – we don’t have POs for those small orders.

We will cover non-PO invoices in a future GBAS session.

Q: On the “Create Receipt for Purchase Order” notification, is that autofilled PO number clickable, to quickly get to and review the order?

Yes, if it’s blue, you can click on it and find out more detail, and that is applicable to all of Workday, so not just for this.

Q: Can the cost center manager change the requisition without sending it back?

In Workday, the best practice is you will send it back to the initiator and they can update the approval steps.

Q: Is the cost center manager doing the same function as a Financial approver in MyUFMarketplace?

Yes, in Workday, the Cost Center Manager is effectively filling the same role as the “financial approver” does in MyUFMarketplace.

Q: Who can create a receipt?

Whoever you want to make the receipt – the name that you enter will take on the responsibility.

Q: Can multiple requestors be assigned if there is uncertainty over who will own the receiving?

Only one person can be assigned as the requestor.

Q: To confirm, best practice for invoices sent via email is for us to send it to TrustFlows?

No, not TrustFlows. In future state, TrustFlow will not exist; Workday will use its own process. Best practice if an invoice comes to you via email: forward it to the Accounts Payable (AP) inbox (email address TBD) so it can be ingested and the Workday process kicks off.

Q: To confirm, a shopper cannot add non-catalog items to a cart and then pass it to a requestor for processing? The requestor must enter all of the non-catalog item details on their end?

No. If the shopper tries to submit, it will give an error. You need the security role to be able to request.

Q: Will the date of “last change” occur when UFHR updates the family, group or profile?

The date of “last change” on each job profile will be the last date updated by UFHR.

Q: When searching, can you just type in the title “Human Resource Generalist II”?

Yes. You can also use part of the word in your search.

Q: Will OPS positions have a generic number moving forward?

All positions will have a position number in Workday, including OPS.

Q: Will it be possible to see a high-level view of career progression from a job family?

Yes, within a job family, you can see a high-level progression by role levels, especially if Workday Job Leveling is used to consolidate roles. Across different job families, no, Workday does not provide a single high-level cross-family progression view.

Q: Will we have access to salary grade compensation bands?

You will have access to the salary structure, and as long as they are updated, they will automatically pull into the job profile.

Q: Will we be able to see the security roles associated with the job profile somewhere on the same screen?

No, security roles are not tied to a job profile. They won’t appear on the job profile screen. They’re assigned to workers (or role assignments), not to the job profile itself.

Q: If you need to print a copy of the job description, can you?

Yes.

Q: Will employees be able to see their specific job description?

Yes, but it is still to be determined where we keep this information.

Q: If there are OPS position numbers and the OPS leave, do we reuse their number?

Position numbers are reusable, but this would depend on the organization.

Q: Are we going to be stricter in enforcing email signatures?

That will be a policy decision that is still under discussion.

Q: Will we only use the term “job description” going forward versus “position descriptions”?

No, “job description” refers to the general duties in the job profile, while “position description” captures the role-specific details for an individual position (e.g., percentages, specific responsibilities).

Q: Is supervision tied to a specific position number for both the supervising role and the position being supervised?

Yes, supervision is associated with the workers in their positions, and each worker (including the supervisor) has a unique position number. The supervisor’s position is distinct from each subordinate’s position number.

Q: Can you put into context when the demo from today would be used?

Today’s demo would be used when you’re creating or updating an employee’s position in Workday. It also showed how Workday groups jobs (e.g., by job family/profile) to align things like compensation and benefits.

Q: Will we still be able to review an employee’s history?

Yes, you’ll still be able to review employee history in Workday, though only limited history will be converted from PeopleSoft. Full PeopleSoft history will remain available in the enterprise data warehouse (EDW) via reporting tools.

Q: In future state, will we need to authenticate to access information that is currently public?

You will still need to log in to access information that you need to log in to see today.

Q: Will there be a FLSA exempt salary minimum reflected within the system along with the UF salary grade minimum?

If you are requesting a compensation change or bringing on a new employee, you would be required to put in the minimum of what the salary grade is. If anything goes below this UF minimum, either the FLSA or some other minimums, then there is an alert system.

Q: What is the difference between employee pay and compensation?

Pay is specific to payroll, such as transactions and where you would access paychecks. Compensation provides a historical view.

Q: How will the existing job data function be handled in Workday?

In Workday, the “job data” function is reflected as an employee’s historical job changes, and most of it can be reviewed on the employee profile, particularly through the compensation and related history sections.

Q: Will we have the history of position numbers?

Yes, you can see history as long as the history has occurred within Workday. PeopleSoft history will be stored in the EDW.

Q: Will the booking tool be the same as what we use now or will it be different?

As of today, Concur will remain the booking tool and World Travel will remain our agent. If that changes, we will be sure to communicate any updates.

Q: Is business purpose a required field?

It is, despite not being marked with an asterisk, there is a validation that won’t let users submit without completing this field.

Q: Are the spend authorizations in Workday in addition to travel requests in Concur?

Only travel booking will be done in Concur. All data entry will be entered in Workday.

Q: Can the traveler put in their own request?

Yes.

Q: Will users still need to assign delegates in Workday?

Delegation is for instances when you truly cannot do something yourself. More guidance to come here.

Q: If a faculty books a room, e.g., a conference hotel room, outside of the tool, will they need to use their personal card or can a PCard still be used?

Personal funds can be used, but if that faculty member is a frequent traveler, it may be in their best interest to have a travel card. More to come on the travel card program as the Core Office sets it up.

Q: Will conference registration expenses be allowed on the commodities card?

It is uncertain what will be allowed as of today. We are working on this in partnership with the Core Office. We are aware of the nuances around conference registration, and this is on our radar.

Q: Are departments asking their fiscal teams to create these requests and expense reports on behalf of their travelers, or are they requiring travelers to prepare them?

This will be on the departments to decide. The functionality exists for both employees to request for themselves as well as processing on behalf of others.

Q: It looks like all expenses being requested in the Spend Authorization are grouped onto one line. Will we no longer need to show the entire breakdown of each expenses’ cost?

That is correct.

Q: If you split the travel costs on the TA, will it automatically route to the approver for those worktags? For example, if I am splitting the cost between overhead tags and a sponsored research project, will this go to both the department administrator and the research administrator, or will one of those approvers need to be manually added?

Yes, split funding will require the approvers for each funding source to approve. The system will route automatically to both approvers.

Q: Why are certain people able to edit expense reports?

Certain people have a review role versus an approval role. UF has shared that in some units, the people initiating versus reviewing can be different, so we created this role to solve for this. You can have both security roles.

Q: Is there automatic routing per department ID or project approver?

It will route based on the Cost Center (department ID) and Worktag Selection (funding source).

Q: Please confirm if the cost center coordinator will have the ability to edit prior to approval.

Yes.

Q: Can I process on behalf of someone else?

Users with the Expense Data Entry Specialist security role can submit transactions on behalf of others.

Q: Will the booking tool remain?

UF will continue using the booking tool – Workday does not support travel booking.

Q: Will the Air Card stay?

The Air Card will remain in place for appropriate use cases.

Q: What changes can we expect to the UF card usage in future state?

UF is moving to a two-card model (Travel + Commodities); details are still being finalized.

Q: What happens if you forget expenses until after a trip? Some expenses come in weeks after a trip and I worry I’ll forget to include these in my expense report. How do you reconcile it if you already finalized it?

If you know additional charges are going to come in, hold off on finalizing your report until all expenses have come through. If you do finalize the report and additional expenses come in after the fact, there is a workaround to get these reimbursed.

Q: Is there a way to confirm the traveler has used the booking tool, or is this just the honor system?

You should use the booking tool – these rules still apply.

Q: Is there an option for calculating per diem instead of meals/lodging?

Yes, there are different expense types you will use for this instance.

Q: What happens if the amount of the travel expense exceeds the amount requested on the Spend Authorization?

The Spend Authorization will close when its maximum amount is fully reached. If you need more money than initially expected, you will have to up the amount of the Spend Authorization prior to you submitting.

Q: If the Expense Data Specialist and Cost Center Coordinator is the same person, one route will be skipped. Which step will be skipped?

Workday will recognize that the Expense Data Specialist and Cost Center Coordinator is the same person. The workflow will initiate and Workday will route it to the Cost Center Coordinator for review before sending it to the Financial Approver. If there is a split fund, they would route concurrently.

Q: What happens if you must split the expense between two chartfields/worktags?

It is possible, and this is functionality we want to fix before go-live, but right now it would be a split line on the expense report. You can also itemize, though it is not as seamless of a process as it is right now in Concur.

Q: With itemization, are we able to itemize things like tolls, parking, etc.?

We are working with the Core Office to review these travel directives and to confirm that we are capturing all the information and following all the rules.

Q: Will we be able to search by UFID rather than name?

Yes, you can search by either UFID or name.

Q: Are guest travelers’ expense reports processed the same?

Most of the fields will look the same, but the setup for getting guests into the system is different.

Answers as of April 1, 2026.

Q: Will there be deadlines prior to go-live for new requisitions to be added to PageUp? What will happen to active recruits in PageUp on the go-live date?

We will have a plan and a timeline for the transition from PageUp to Workday. We will share more details as we get closer to go-live.

Q: Can you provide a work process example that explains the differences between the Recruiter and Primary Recruiter?

The Primary Recruiter is the person who “owns” the job requisition and works on the job requisition (ex: dispensing applicants, moving applicants forward). Recruiters within the same department will be able to see the information on the job requisitions of the Primary Recruiter but won’t “own” those jobs.

Q: For research hires, will Workday have the functions and applications for risk assessments?

Yes, we will have a process for conducting these screenings in Workday.

Q: Will the pay grades displayed be associated specifically with the position type?

It will show the information of all the pay grades, not specific to the job you are posting.

Q: Will OPS positions be considered internal positions?

OPS positions can be posted internally or externally.

Q: Will a manager be able to choose a delegate to create a job requisition?

Recruiters will usually be the primary individuals responsible for creating job requisitions.

Q: Is it a compliance issue to only be able to make jobs available to internal people as opposed to both external and internal?

It is allowable to post as internal to UF employees only; however, there will be guidance provided as to when this would be appropriate.

Q: Will requisitions be needed for hiring graduate assistants?

Yes, job requisitions will be required for hiring graduate assistants.

Q: Will there be a way to generate position numbers in Workday?

Yes. The system generates position numbers during the requisition‑creation process when you are creating a new position rather than replacing an existing employee.

Q: Can candidates be transferred from an evergreen position to any open position with a position number, such as a vacant role, or only to a linked position or one with the same title as the evergreen posting?

You will transfer a candidate from an evergreen to a non-evergreen job requisition that has a position number. That job requisition should be linked to the evergreen before moving the candidate.

Q: When you say “create a position” are you referring to a TEAMS or Faculty position or just OPS?

Create a position could apply to Faculty, TEAMS or OPS. OPS will have position numbers in future state.

Q: Is the recruitment role automatically given to certain faculty/staff roles (that are higher levels)?

Recruitment‑related security roles are granted intentionally and only to users who need them for their job responsibilities.

Q: When creating faculty positions, how do we add a faculty search committee?

The Recruiter creating the job requisition will be able to add committee members towards the end of the process and prior to posting.

Q: Will the system know which positions are veteran preference?

Yes, that information will live on the job profile.

Q: RISC clearance for research positions and RISC for immigration has been a thorny space.  Will the new system help clarify this space?

We have been working very closely with the RISC office on the screening process within recruitment for the research/research support roles.

Q: Will a faculty member need to fill out a job requisition for all their GAs? In other words, the faculty member will complete the task rather than delegating it?

GA requisitions will be initiated by the recruiter. In the current state, this function is performed by an HR administrator.

Q: Is there an option to post positions “open until filled”?

Yes, this will be an option.

Q: Will our current roles be transferred to the equivalent in Workday? Or will we need to request roles?

More to come on this as we get closer to go-live.

Q: If we post a TEAMS position as internal, can a current OPS employee apply or would that make them not eligible since they are not in a permanent UF position?

This is policy-related. They may be eligible because they have access to the internal site.

Q: How do security roles fit into this demo?

There will be a security administrator that assigns these roles in Workday. You do not need to assign security roles every time you hire someone new – the roles will follow the position.

Q: Is there a job requisition number that’s generated immediately?

Yes, Workday will automatically generate a job requisition number.

Q: I noticed the icon for comment was similar to the Salesforce logo. Is there integration/communication with Salesforce similar to current state in PeopleSoft?

We won’t have an integration with Salesforce, but in some cases, we may be able to set up certain communications to be pushed out from Workday to Salesforce.

Q: Will HR Partners be able to create requisitions, or will that be limited to recruiters only?

HR Partners can create requisitions if they’re assigned the recruiter role in Workday.

Q: Can I see what the requisition looks like from a compensation finance approver perspective? 

Yes, if the job requisition moves through the approval process, you will be able to view the requisition details once it reaches your level for review. You will see nearly all of the same information available to the recruiter; however, you will not be able to search for or view a job requisition unless it has been routed to you as part of the approval process.

Q: How will RISC come into play?

We have built out the ability to appropriately screen candidates for the Researcher/Research Support roles within the Recruitment module. The process is similar to current state in PageUp.

Q: Can the recruiter be the primary recruiter?

Yes, a recruiter can be assigned as the primary recruiter through the assigned role task.

Q: Is there a position control aspect to Workday that would allow us to track allocated (budgeted) positions vs how many are actually filled? This would allow us to track vacant budgeted positions.

Workday doesn’t have a true position‑control feature that ties position creation to budget, so the short answer is no, it won’t automatically track allocated (budgeted) positions against filled positions or block new positions based on budget. You will be able to run reports on open and closed positions, which helps with visibility into what’s filled vs. vacant. But the system itself won’t prevent someone from creating a position outside the budget — that’s why the Compensation/Finance approver is built into the approval workflow.

Q: What about training for these roles?  Will it be listed with the roles?

Yes, we will have lots of training resources, including role-specific training when appropriate.

Q: Will having multiple recruiter roles be an issue/conflict in the system with actions that can be taken?

Having multiple recruiter roles in Workday won’t cause a system conflict. Workday can handle users having more than one recruiter‑related role.

Q: Will HR Partners be able to see and view the activity on all job requisitions?  Or would they need to be added to primary recruiter to be able to see the activity on requisitions?

If an HR Partner is going to be involved in recruiting activities, they should also be listed as a recruiter to be able to see what they need to see.

Q: Is there a way to copy a requisition if you are recruiting many for the same type of position?

You should only complete one requisition for each type of position. It is not recommended to copy a requisition.

Q: Are there reporting features available? This is wonky with PageUp now, so I hope your team can work with us on making that possible.

Yes, Workday has many reporting options and we have also requested many custom reports surrounding recruitment.

Q: What if we want to post the job opening in Chronicle of Higher Ed Jobs?

At this time, we expect to continue our partnership with JobElephant to post to any external sites that we have contracts with.

Answers as of April 8, 2026.

Q: To confirm, the payment date will be based on the invoice received date, not the date on the invoice?

Yes, this is an operational shift. Statute states that payment terms kick off when invoice/goods have been received.

Q: Will suppliers be set up in Workday to account for suppliers that are not Net30 for payment? Or is that going away and everything will be Net30?

Payment terms default based on supplier set up. This supplier is defaulted Net30. We have other suppliers with different terms, such as Net40, Net10, etc.

Q: Since payment is based on the invoice received date, if a faculty member received the invoice on 4/1, but did not give the invoice to the fiscal staff until 4/7, what would the invoice received date be?

You should put the date the invoice was received by UF, so I would use 4/1. We will work with Core Office to make sure training materials are clear on UF’s expectations.

Q: Can you select another remittance address if there are multiple? (i.e., different divisions of a company)

Yes. Right now, we only have default addresses in the test environment. Additional addresses will be available for selection.

Q: Will there be a terminology crosswalk for users for chartfields/worktags as things switch over?

There are resources on the Empowering UF website that you can reference. We are working to keep the website updated with relevant resources as changes are made.

Q: Why are there asterisks next to some of the categories if they are not required?

Workday allows us to put asterisks on some categories that are not required via validations (rather odd, we know). Regardless, transactions will not be able to be submitted unless the required fields are filled out.

Q: Will Workday let us use splits at the beginning that will apply to the entire order instead of having to do it per line item in the request?

Line level splits is what we will have available to us in Workday.

Q: If we are using the invoice received date for payment terms instead of the invoice date, when are we changing the invoice date and would that change the payment date?

The invoice received date and payment terms is what determines payment due date.

Q: What if an invoice is a foreign currency invoice (wire payment)?

We pay in USD currently, the people who are paid via wire will be settled on the payment side.

Q: Should non-PO invoices be sent directly to the department and then we submit the request, rather than sending to a central processing email where they upload the invoice and it is routed to us?

Correct, non-PO invoices should be submitted to the department.

Q: What memo will show up in the transaction details reports? (memo on first page, memo under billable or internal memo?

The header-level memo is what carries over into the report. The internal memo stays with the request.

Q: Will we be able see payment details for the invoice request (date sent, ACH totals, etc.) for supplier/dept payment inquiries?

This is the date the payment will go out. It is unclear whether you will see payment details on the invoice. Your request turns into an invoice, and that is where you will be able to see remittance details.

Q: How do we link a received invoice to an existing PO?

This is a different process and was covered in the previous Purchasing at UF – Part 1 GBAS session. Please see the March 18 demo for more information.

Q: For discrepancies identified by a cost center manager/approver, can the fields be adjusted directly, or does the invoice need to be sent back for corrections?

It needs to be sent back for correction. The Purchasing at UF – Part 1 GBAS session references the shift from approving and reviewing to reviewing or approving. Please see the March 18 demo for more information.

Q: I am assuming that this workflow will replace our current system Concur and Pcard transaction reconciliation (verification) will require supervisor approval?

This is correct. It is replacing Concur. The commodity purchases will require financial approval.

Q: What if the employee who did not provide a receipt is no longer with UF? Where does the acknowledgement route?

That acknowledgment is needed for it to move through. It will show up in the task box for whoever the delegate assigned is.

Q: When you reconcile your Pcard, are you reconciling the total amount on your PCard before you break down the expenses of what was purchased in the transaction details?

Transactions load into Workday, you then can reconcile the charge as a whole or itemize the transaction line-by-line, whichever you choose.

Q: Is there a file limit size to the attached receipts?

The limit we have come across is 30mbs.

Q: Can we verify for workers that are in different “companies”?

A company is a legal entity. If you are a procurement data specialist for multiple companies, you can change the company on the transaction line for the company you need to complete the reconciliation for.

Q: Will international transaction fees now be linked to the associated transaction so we can identify which fee belongs to which charge when there are multiple transactions with international fees? Currently, this is very difficult because the fees post separately as “International Transaction Fee” with only the amount shown.

We are pulling the bank details, so if the bank is pulling it as separate lines, we will too.

Q: Can we create a commodity card reconciliation for an individual in the same department if they don’t have a Pcard?

If they don’t have a card, then there is nothing to reconcile. There won’t be any charges to come through.

Q: Will people be allowed to have one of each card type?

Yes, we expect this to be the case. More details on the exact card programs will work to come.

Q: Can worktags be added for a group of transactions all at once, then individual details like business purpose or itemizations be modified separately?

Different from an expense report, Pcard verification process is transaction-based. You verify the transactions and verify it line-by-line if needed. You can do either.

Answers as of April 15, 2026.

Q: Can the probationary end date be changed if tenure is extended for any reason (parental leave, etc.)?

Yes, it is built into the business process for Absence to review and update if needed.

Q: For a new employee, does the process follow the current state, or would the academic appointment be added during the initial hiring paperwork?

Academic appointments are added after the employee is hired. It is built into the business process for this to be reviewed and added by the Academic Partner.

Q: Will the faculty member receive an alert that an appointment has been added?

No.

Q: Will existing academic appointments in myUFL transfer over or will we have to enter these also?

We will transfer over appointments that we are aware of, such as primary appointment. If the faculty member has a secondary appointment to a center, that will need to be entered at the unit level.

Q: Is the rank specific to each appointment, meaning it may be different for each one?

Academic appointments are created one by one. You would choose the rank for each academic appointment created.

Q: If the Center Director appointment came with additional pay (e.g., an admin supplement), where would that be entered?

This occurs during the Request Compensation Change business process.

Q: How do you add additional pay for an admin appointment?

This occurs during the Request Compensation Change business process.

Q: If you select an end date, will the appointment automatically end or will we have to go in and end it?

The end date does end the appointment. If a renewal is needed, there is a separate process for this.

Q: If we do not update the working title as needed initially, can it be edited later?

If you have the Academic Faculty Partner role, you will be able to edit the academic appointment via the Update button on the appointment.

Q: Will the system give a hard stop error if you mistakenly add a primary appointment when one already exists?

No.

Q: Is there a screen in Workday where you can view both the salary for the academic position (e.g., Associate Professor) and the salary for the administrative appointment, such as Program Director?

Yes, you can see this via the Compensation page on the worker’s profile.

Q: It didn’t seem that attachments were part of this process. Will that be the case with most Workday transactions?

In the Add Academic Appointment task, there is a section at the bottom that is labeled Attachments and will allow for the processor to drop files or select files. This is built into the various Workday transactions on a needed basis.

Q: Will we add graduate faculty appointments?

There is still discussion on how we manage graduate faculty appointments. Graduate information will still need to be tracked in student information systems, so we are working to ensure we do not duplicate efforts here.

Q: If a faculty member holds a 9-month faculty position in the supervisory organization and a 12-month academic administrative appointment in the academic organization, would they be required to convert to a 12-month position in the supervisory organization?

They will not be required to convert to a different month position as academic appointment dates can be different than the position dates.

Q: Does the Workday system generate appointment letters, or is that handled outside of Workday, similar to how it is currently done outside of PeopleSoft?

Appointment letters will be generated in Workday.

Q: Does the Workday system generate courtesy/affiliate letters?

Yes, this will occur in Workday.

Q: Are comments intended for internal use or does everyone see them?

Internal use. Typically, only those with the appropriate security can view comments.

Q: Who are the notes useful for once we can see them? Just internal notes?

Internal use. Typically, only those with appropriate security can view.

Q: Will we be notified when an appointment is approved? For example, do we receive an email similar to the current EPAF approval notification?

At this time, there is not a notification built in to confirm if an academic appointment was approved; however, at the end of the task it will notify you if the process was successful or if it is routing for approval.

Answers as of April 22, 2026.

Q: Instead of using a Department ID, would this sit under a root-level hierarchy, with all related areas rolling up beneath it?

Yes. You can run the report at a higher hierarchy level to capture all associated Department IDs (cost centers) beneath it.

Q: Is this where we can see the organizational chart?

No, this is for financial hierarchies. Org charts will be part of the HCM (HR) hierarchies. It will have a similar structure, but HR will have to confirm how those hierarchies function.

Q: It looks like there’s a pattern to the CCH or FD numbers. Are these intentionally assigned by a designer, similar to how Department IDs work today, or are they simply the next available numbers generated by the system?

Next available numbering.

Q: Will everyone still have the ability to view all financial reports and transactions like we do today?

This depends heavily on your security profile in Workday and the level of access it permits.

Q: Will we have an opportunity to inform what our hierarchy mapping looks like at the division/department level?

Absolutely. The hierarchy layers are more important for the units than someone in a central role.

Q: Are there options to reorder or filter employees, or to customize the layout?

Yes. This is the importance of the hierarchy.

Q: How do you link a hierarchy level to a chartfield so that all expenses charged to that chartfield roll up and report at the hierarchy level?

The leaf level you will begin to see in Workday is the worktag. Worktags roll up to the various hierarchy levels for reporting purposes. Transactions are recorded only at the leaf level; they are not entered directly at the hierarchy level.

Q: Conceptually, could hierarchies be created to help track or report costs for specific employee groups? I’m thinking of fringe benefit rate pools. This may sit more on the HCM side, but it could also be Finance-driven depending on how the general ledger is configured to capture these expenses.

While this is primarily an HR-driven concept, there is a clear Finance application as well. This is exactly the type of issue we are currently evaluating. Our goal is not to create hierarchies unnecessarily, but to design them thoughtfully based on how we intend to track and report information. Conceptually, this is absolutely on target and aligns well with how we want to approach the design.

Q: Can you demonstrate what this would look like for a faculty member managing multiple grants, particularly as it will replace their current myInvestigator interface?

This will be shown in the Faculty Portfolio in Workday GBAS PowerUp! session on May 13th.

Q: If we need to run a salary report for an employee who is partially funded by another cost center within a different college, would I need to have the security role for that specific unit?

Yes, security is tied to the various worktags, so depending on the type of report you are looking at, you will need a security role view to review the report. There are company-level roles that can sometimes get around this, but typically you will need the proper security role to be able to see it.

Q: Can you summarize how a Research Administrator (pre and post award) would use Workday hierarchies in their day-to-day duties?

Yes, grant worktags can be structured within hierarchies. In addition, fund-related hierarchies could likely be leveraged, and potentially project or cost center hierarchies as well, depending on how specialized the role or reporting need is. These are just examples, but once you become familiar with how hierarchies function in Workday, you’ll find they are used frequently and can support a wide range of reporting and organizational needs.

Q: How would hierarchies be used for someone who works in Procurement and purchase items within a department?

Yes, if you are in Procurement, you’ll look at available funds, available balances, etc. and also will need to look at cost center hierarchies.

Q: If an alternative hierarchy is created for a worktag, do all worktags university-wide have to be placed within this hierarchy? Or will units have the ability to create hierarchies that only include certain unit-specific worktags?

They do not. The hierarchy nodes can remain blank.  We have use cases where this will happen.

Answers as of April 29, 2026.

Q: How will mistakes or reentries work in Workday in real time?

The worker or the manager can make edits. If the worker makes an edit, it will go back to the manager for review and approval.

Q: Will the Workday time entry calendar default to “calendar period” (e.g., Friday – Thursday)?

Yes. The calendar will default to pay period. In Workday, the week will be Saturday – Friday.

Q: Can HR also enter and edit or approve time on behalf of the managers? Often, managers and employees will come to HR for help with changing or approving.

Yes, they will have access. Someone in your HR department will have the role to approve time.

Q: Can an employee update their check-in at any time, and will their supervisor automatically receive a notification? Once the supervisor is notified, is any acknowledgement or approval required, or does the change take effect automatically after a certain period?

Any change will go to the supervisor for approval. It will make the change in real time once they hit approve.

Q: What happens if a manager doesn’t approve changes to entries before payroll runs?

If a worker changes their time but does not submit it, the updated time will not be processed. If the worker makes a change after already submitting their time, the submission will be reversed, and the time will become unsubmitted. In that case, the worker will receive both a Workday notification and an email in Outlook informing them that their time has been unsubmitted. Additionally, a manager can submit time on the worker’s behalf.

Q: How far back can edits be made by employee or supervisor? Will it be the same as myUFL (30 days for employees, 60 days for Dept Processors and anything beyond 60 by central adjustment)?

As of today, it is 30 days for the worker and manager. It is 90 days for the timekeeper.

Q: Will the “lock out” period only occur when payroll calculations are being run?

There is a lockout period for one day. It is likely 9am ET the day payroll is running until midnight the following day.

Q: How will approvals work during payroll close week when we have to project our time?

Time projection may still be necessary in certain situations, such as when payroll needs to be accelerated, but it should be far less frequent than it is today. Because we will no longer need to wait for batch reports, managers will be able to review and approve time changes almost immediately—potentially within 30 seconds. As a result, the overall need to project time should be significantly reduced.

Q: If an employee transfers to another , will the timesheet update (i.e., non-exempt employee to exempt employee role)?

This scenario is not part of our end-to-end testing, but the time for the first job would be approved by the first manager, and the time for the second job would be approved by the second manager. Both managers would be able to view all time entered on the timesheet. I also understand that the worker would not use the same time entry codes for both jobs.

Q: Can you associate two types of work types in the same entry (i.e., evening shift differential or weekend shift differential)?

You cannot stack any time entry codes in Workday.

Q: For employees like students who hold multiple employee records, will supervisors be able to view all time entered across those records, or only the time associated with their respective department?

All of the supervisors involved will be able to see the time entered.

Q: Can a manager see the amount of vacation and sick leave an employee has?

Yes, they can. There are multiple places where you can see this in Workday as a manager.

Answers as of May 6, 2026.

Q: How will you know if a requisition was assigned to you?

You will receive a notification via email, same as current state.

Q: Would you need to add a note to support why you are making a purchase?

You will not be required to in every case. If it is required, there is a field in Workday to add this information.

Q: Can the requestor delegate their action items to someone else?

Yes, tasks can be delegated. More to come on when this will be allowed.

Q: Will the requestor and the shopper need to complete the Worktag fields?

The requester will need to complete the Worktag fields, but the shopper does not.

Q: Are all catalog suppliers now SEA suppliers?

No, same rules apply as current state.

Q: Can the shopper assign Work tags?

No, they can provide them but they cannot assign them.

Q: As a requestor, can you see any notes about the requisition from the shopper before entering the work tags?

Requestors can see notes from the shopper before entering work tags if the shopper puts them in.

Q: Will the PO route back to the marketplace and can you comment like you can in current state on vouchers and POs?

All communications will be entered in Workday.

Q: Can Worktags be saved?

Yes

Q: In current state, when I place an order, I attach an email ask/approval for ordering said items. Will I still be able to upload an external document when placing orders?

Yes, you can attach as many things as you need to in Workday, but there will be no attachments in Marketplace.

Q: Can you put more than one supplier in the same cart?

No.

Q: How easy is it to update the requester for the cost center and can there be more than one?

It’s easy and there can be more than one.

Q: For smaller departments, there may be cases where the dept. requestor has been out and the cart needs to be assigned to another requestor in another department. Will they have the capability to do that, and is it just for submission and not approval?

There are situations where this can be done. You are also not restricted to whom you can assign the cart you. You can assign to anyone with a requestor role. There will be ways to get things moved if they get stuck. More to come on that!

Q: If you are the requestor and shopper, can you assign the cart to a manager if needed?

You can assign a cart to anyone with a requestor role. So, if your manager has the role then yes.

Q: Is there a maximum number of attachments in a requisition?

There is not a maximum amount, but there is a maximum size limit of 30MB per file.

Q: Can you have internal documents and documents for the supplier like you can in current state?

Yes, there’s a little box you can check for internal. If you want it to go out with the PO, you can leave it unchecked.

Q: Will we have an agreement intake form and confirmation PO form in future state?

Yes, they are a requisition type, and they will function very similarly to how they do today.

Q: Is the requestor able to add an approver?

No, the requestor cannot, it would be a cost center manager.

Q: Will invoices that currently go to TrustFlow show up in Marketplace, or will they prompt in Workday?

All invoices will be sent in Workday other than CXML invoices for catalog. CXML invoices will be generated in Marketplace then pushed to Workday, so everything will ultimately land in Workday. TrustFlow will eventually cease to exist once we go live with Workday. Workday has its own OCR functionality that is better than TrustFlow.

Q: Can we cancel/reject/change/close a requisition in Workday?

Yes.

Q: Will current suppliers be notified of this change?

Yes, but this conversation has not happened yet. The project team is working on how this communication will happen.

Q: Will facilities services requests be processed like normal in the Marketplace?

No, this is being handled by ISD. More to come from that functional area.

Q: Will we be able to edit/correct requisitions without them being rejected by the system if a part of the work tag is entered incorrectly?

With the driver work tags/auto population work tags that will likely not be entered in correctly.

Answers as of May 20, 2026.

Q: Will we still have UFIRST?
Yes.

Q: Will we still have myInvestigator?
 MyInvestigator will go away, but we will have similar reporting natively within Workday. I recommend referring to the 5/13 “Faculty Portfolio in Workday” GBAS PowerUp! session, which gave a sneak peek into those dashboards.

Q: For award tasks, will the PI have the responsibility of going in and marking deliverables and reports as complete, or is that for core office use?
Award task deliverables that are necessary for sponsor billing will need to be marked “Complete” in Workday. This will be available in the faculty dashboard.

Q: What happens when you drill down in lifecycle status? Will it show all changes over time?
It does not show an update when the lifecycle status changes, but it will auto-update and close once the award line date has passed.

Q: Are these dates different where there are multi-year awards with project dates or is it life of the award?
Award line dates are analogous to project dates in myUFL today. The overall award dates will be maintained at the award “header.”

Q: Where is the award line lifecycle status edited from? UFIRST? Who can edit it?
Lifecycle status can integrate from UFIRST, and updates will be restricted to the core office.

Q: Will Contracts & Grants still be able to reopen projects?
This will not be a process that we will need in Workday. Workday provides us with many more options for awards. The word “project” will be a legacy term, as project means something else in Workday.

Q: Which core office is entering the award-specific information?
Like today, award information will integrate from UFIRST to Workday. Contracts & Grants will perform additional setup for aspects such as billing setup.

Q: So, is this the replacement of present-day KK3 vs. KK5?
Correct.

Q: Is the award line like the project?
Correct. There is also a Grant worktag associated with the award line that you will transact on.

Q: Is there a way to modify spend restrictions to meet specific sponsor categories when they differ from our UFIRST categories?
UF works with many sponsors and cannot accommodate all sponsor budget categories. Spend restrictions will be based on budget categories that exist within Workday.

Q: Will we be able to view outgoing subawards within Workday?
Yes. Additionally, each outgoing subaward will have its own award line/grant under the overarching Workday award.

Q: Will the core office decide these restrictions at integration from UFIRST to Workday?
A few of the spend restrictions will be derived from UFIRST, but the majority will be manually added by the core office C&G team after integration.

Q: Where can we submit a CAS exemption — UFIRST still?
The CAS exemption process will no longer live in UFIRST. It will be natively included in our Spend business processes in Workday. If using a CAS-restricted spend category on a federal grant or cooperative agreement, you will be prompted to fill out a CAS exemption questionnaire, which will be routed to the core office for approval directly in Workday.

Q: How does Workday display the grant-to dates (end dates) when the current terminology project and award end dates differ?
myUFL Project End Date is equal to the Workday Award Line End Date. So, it is just a change in terminology, not behavior.

Q: I assume there would be a quote or something you attach so they know exactly what you are ordering?
Yes. UF procurement rules and directives still apply. You can attach many documents and label your attachments accordingly.

Q: Would the justification stay in the requisition? It would be helpful to add whose lab it is for approval and invoice approval purposes.
Yes. The internal memo, as with all other comments, stays with the transaction in Workday. If anything needs to be communicated externally to the vendor, you can indicate that on the requisition as well.

Q: What determines if it goes to a cost center manager vs. an award manager?
The worktags that are used on the transaction will determine who it routes to for approval. If using a Grant worktag, it will route to the grant manager. If using a Designated worktag, it will route to the cost center manager.

Q: Is the grant manager the same as the research administrator who approves transactions, or would that be the department approver?
We would expect that the grant manager would be the research administrator who approves the transactions.

Q: Are there other research administrators submitting the requisitions, or does that fall on the C&G accountant/manager?
Typically, it would be someone in the unit submitting the requisition, not in the core office role.

Q: Can an approver also make edits to the requisition, or must it be sent back to the originator?
Approvers in Workday are truly approvers and will not have edit capability.

Q: Will award line information be editable by the core offices in case something is entered erroneously?
Systematically, yes; however, the priority is to ensure any information between Workday and UFIRST is in sync, so changes will be carried out by UFIRST amendment.

Q: Will Workday not show UFIRST award end dates at all? This usually comes in handy for future increments anticipated but not yet received.
Workday will show the overall UFIRST award end date in the Award Schedule that is displayed on the Overview tab.

Q: Will MODs still live in UFIRST?
Yes.

Q: Will CAS exemptions still require college and university special review, or will this be managed at the grants manager and grants accountant levels for every purchase?
The latter is correct. It will be managed at the core office C&G level, not college or unit special review like there is in UFIRST.

Q: Will all transactions require grant manager approval?
Only those that are charged to a grant.

Q: Are there any automatic features that prevent incorrect categories from being used?
We do have some grant-specific features that prevent incorrect uses.

Q: Would we need to make a CAS request per purchase?
Unfortunately, yes. You must submit per documentation. This will happen at the time of purchase.

Q: Is there a department financial approver role set up after the grant manager approves a transaction?
Typically, no; however, additional approvers can be added ad hoc on a specific transaction business process workflow.

Q: Will the historical CAS exemptions remain in UFIRST?
Yes.

Q: For purchases under $2,000 that are catalog (cart) purchases, will they go by the grant manager for approval?
Procurement rules still apply. Requisitions under $2,000 to enabled suppliers will not require additional financial approval, similar to the current state.

Q: When will departments be asked to provide business process workflows?
Workflows are defined by how the Workday business process is configured, so they are not defined department by department. Rather, units will be able to provide input into who to assign the associated security roles that represent different “stops” in the business processes.

Q: Who enters the CAS? Grant manager?
The initiator of the transaction would be prompted to fill out the CAS exemption questionnaire.

Q: Does C&G have the ability to update spend category restrictions when an award is set up incorrectly? For example, currently we would have to do a MOD to move from a level 3 to level 5, or if state appropriations funds are released as a 209, which creates restrictions that would typically not be there.
C&G will have the ability to update spend restrictions.

Q: Is there a functionality for committed costs and projected costs within Workday, like myInvestigator?
Yes. Workday will show committed/encumbered costs; however, manual projections will need to be handled separately. More to come on this.

Q: Where will we be able to review payroll distributions on a grant?
Individuals who are assigned the relevant security role will be able to view payroll distribution information.

Q: Will all sponsored programs expenditures be reviewed/approved by the grant manager (aka the departmental-level research administrator), or just certain charges?
It is not all expenditures, but it is most. There are certain thresholds for expenses, approvals, etc., but the majority of expenses will route to the grant manager.

Q: Will effort commitments on grants be in a different space, or will they be somewhere on the Award Line?
Effort commitments will not live within Workday, but that does not mean they will not live anywhere. More to come here.

Q: So instead of assigning a cart to a person, the orders will go right to the grant manager?
For assigning carts, this is a workflow that was demonstrated during our May 20 GBAS PowerUp! session.

Q: Sometimes the bills do come in after the grant end date, but the dates of service are within the date range of the grant. Is this validation something the core must do or is this something the department grant person can validate?
In this scenario, where the grant is in a close-out-in-progress status, the transaction would route to C&G for review and approval.

Q: Are the best practices for monthly reconciliation (and DFTR usage) expected to change with this shift toward pre-spend review?
There will always be a place for reconciliation after the fact, but there will certainly be some shifts in this process. More to come here.

Q: Will a Research administrator be able to make a requisition or a catalog purchase and then also be able to approve that item, or will these need to be two different people?
It will always be different people. If the grant manager (research administrator) initiates the requisition, we have advanced routing in place that will route the requisition to the sponsored programs manager (cost center), which is a different higher-level role.

Q: Can we rebudget for equipment?
As in the current state, that will depend on the specific terms and conditions of your award, but there will continue to be a process for rebudgeting requests.

Q: I know we are talking about requisitions, but will the CAS exception required per transaction also apply when used for submitting Non-POs?
Yes.

Answers as of May 27, 2026.

Q: A benefits partner enrolling for someone or a benefits partner helping with a life event can only occur with individuals who have UF select benefits, correct?

That is correct.

Q: We cannot help individuals enroll in state benefits, correct?

Yes, employees will need to go through PeopleFirst for any State benefits.

Q: Benefit cost is listed as bi-weekly, not monthly, correct?

That is correct. These are biweekly costs.

Q: Can retirees keep Eagles Dental Insurance?

Yes, retirees will have the option to continue Eagles through COBRA for up to 18 months.

Q: Will it let you continue and enroll without submitting the medical proof of insurability for amounts over $300,000?

Yes, but the coverage will remain at the guaranteed issue amount until an EOI (evidence of insurability) is approved by The Standard.

Q: Will UF Health employees also be using this portal?

This will be for UF employees only.

Q: Will individuals get reminders to enroll?

They will. They will receive an inbox task to remind them.

Q: Currently, we typically recommend hiring new employees in the middle of the month to allow proper time for early health insurance enrollment for the first day of the following month. Will this recommendation stay the same in future state?

Yes, this process will not change, as this is the state rule.

Q: Can spouses be covered with UF benefits if they have employer health insurance?

Yes, they can.

Q: Will benefits be offered in Spanish?

We need to look into this from the portal perspective.

Q: Will the task come through email or will it just be in Workday?

There will be a little red notification on the inbox (in the upper right corner) and it will also be in the “Awaiting Your Action” section on the employee’s Workday homepage.

Q: Can the benefits due date get added to a calendar or outlook?

We do not have an integration set for outlook calendar.

Q: Can GA’s waive Gatorcare coverage at any time, or just during hire and open enrollment windows?

They can make changes if they have a qualifying life event.

Q: Will this be the same layout for open enrollment each year?

Yes, open enrollment for UF plans will also be through Workday. Open enrollment for state plans will still be through PeopleFirst.

Q: Will we have toolkits for this?

Yes, we will have toolkits for the business processes.

Q: Does it show the employee what type employee they are (TEAMS, GA, etc.)?

Employees will be able to see their information on their profile.

Q: Will the system recognize spousal employees?

Not necessarily. They will not recognize them the way that PeopleFirst does.

Q: Will the student waivers be in Workday so new GA’s can enter them and select gatorgrad care?

More to come on student waivers.

Q: Will employees be able to change their benefits at any time during the 60 day period and lock at the end of the 60 days? Or will it lock down once they enroll initially?

It will lock you down once you accept and submit. The only time you would be able to change your choices would be to get a benefit administrator involved.

Q: Will the HR liaison(s) in the department be updated when this life change in the system occurs?

No, they will not.

Q: Will there be a warning when you hit the submit button explaining that your choices are final?

There will not be.

Q: Can we add a blurb of what documents should be uploaded during a life event update/change to benefits?

We will make a note. Thank you for the suggestion.

Q: At what point in the process will the benefit portal be open for enrollment? Before start date or after start date? If it is after, how long after the start date will access be granted?

Access will be granted after the start date. Access will depend on how quickly they do their onboarding tasks.

Q: Will enrollment still be passive during open enrollment periods?

Yes, coverage will continue into the next plan year if no action is taken during open enrollment.

Q: If you are on the spousal plan, but Workday doesn’t know you are on the spousal plan, how will it update?

For UF plans, the spouse will need to be designated as a dependent. For spouse plan coverage under the state health plans, PeopleFirst will notify us of your coverage.

Answers as of June 3, 2026.

Q: Can a worker cancel and reapply prior to approval for changes, or do they have to wait until after approval to edit a request?

Yes, they can cancel the request and resubmit or change it after it has been approved.

Q: If there are ten employees in a group, can all ten view who is off and when they are off?

Yes, the team members in the same supervisory org can see when their team members have requested off.

Q: Can a department group see the time off calendar for all their colleagues?

The team calendar view is determined by the supervisory org in which you are included.

Q: Is there a calendar view of a team’s time off, rather than a list by date?

Yes, there is a calendar view. The Absence Calendar will display time off as well.

Q: Will the team calendar only show direct reports to that manager?

There won’t be team calendars that cross supervisors. You will still need to maintain some group calendars in Outlook.

Q: Can workers see the team calendar farther out than 30 days?

Yes, you can see several months in advance.

Q: Can Workday alert workers when they request a day off that is not a scheduled workday?

No, Workday defaults to a Monday-Friday schedule and does not recognize non-scheduled workdays.

Q: How does Workday calculate holiday pay for full-time employees?

Workday knows the worker’s FTE and determines holiday entitlement based on it but does not determine what a “reasonable portion of the day” is.

Q: Can you split a day between vacation and sick leave in a single absence request?

Yes.

Q: Can multiple types of time be entered for one day?

Yes, you can enter multiple types of time for one day.

Q: Can departments show leave time blackout days?

No.

Q: What is the “civil/disaster” time off for?

Employees who are volunteer emergency response team members may be granted up to two days of civil disorder or disaster leave, depending on their FTE, to respond to civil disturbances, riots, and natural disasters. The benefit also applies to members of volunteer fire departments, police auxiliaries or reserves, civil defense units, Civil Air Patrol, and Coast Guard Auxiliary involved in emergency search and rescue missions.

Q: Can you correct a time off request after the final date in the request if you didn’t end up using all the time off?

Yes.

Q: From week to week, is your schedule already preloaded or will you need to enter it weekly?

If you are an exempt worker, you do not enter hours worked. If you are a non-exempt worker, you will continue to enter hours that you work as you do now.

Q: Will there be a way to have multiple approvers due to management in large divisions needing to make sure coverage is available?

All our time-offs right now are configured to go to the manager, but managers do have the ability to delegate time-off approval, and there is also the ability for absence partners in departments to approve time off requests.

Q: Is there a time limit that a manager must approve or deny a time off request?

It sounds like that’s more of a department policy thing, and UF doesn’t have a policy that says a manager must approve a time off within a certain period of time.

Q: What happens if a manager is unavailable to approve a time off request?

There is a report that can be run to see time off requests pending approval. Absence Partners can approve time off requests if necessary.

Q: If a manager is out of office, will Workday forward requests to a secondary approver?

If a manager is on extended leave, they will be able to delegate approvals. If the manager is just out of office, they will be able to approve via the Mobile app. If a position is vacant, the approval will be routed to the next level in the supervisory org.

Q: Will the approver receive an email alert when someone submits a request in Workday?

Yes, there will be a task in their Workday task box as well as an Outlook email.

Q: Will the system allow an employee to take off more time than available balance?

No.

Q: If denied, is the employee notified it was denied?

Yes, Workday will send a notification email and provide a notification in Workday of any action on the request, regardless of whether it was approved or denied. If it gets pushed back, you will get an action item in Workday.

Q: What happens if the manager does not approve of time off?

If there is an approval in a past period, it will flow to payroll as a retro process.

Q: If your manager does not approve in a timely manner or waits until after the leave to approve, would it be unpaid?

If someone has time off requested in the system that has not been approved by the manager, they will still receive pay if they are not an hourly worker. Hourly workers must have their time off requests approved to be paid for them.

Q: Will Workday allow retroactive leave requests as the additional leave is accrued, or does it restrict accrued leave hours to future use only?

If you did not have the leave available, the system will not allow it to be used retroactively.

Q: How will this work with December Leave Cashout?

In the Type of Absence drop down box, the worker will have code for December Leave Cashout.

Q: Will hourly employees enter time worked on a university holiday?

Yes. If an hourly worker works on an official UF Holiday, they would enter the Holiday Worked Time Entry Code.

Q: Can a worker see what their absence balance will be on a future date, for vacation planning?

Yes, an exempt worker can enter a future date and Workday will show the balance with all currently requested time off accounted for. Workday will also account for the future accruals for salaried employees.

Q: Will holidays on the calendar be US holidays or UF holidays?

They will be UF holidays.

Q: Will holiday time automatically populate like December leave?

Yes.

Q: Will the system recognize UF holidays when requesting days off?

Yes, if you include a holiday that is included in the Holiday calendar in your time off request, Workday will not include the Holiday hours in the time off request.

Q: Is “Mobile” within an app?

Yes, it is the Workday Mobile app. There will be instructions on how to install the app prior to go-live.

Q: There is a clock in/clock out feature in mobile. Will the time reporting names be different for mobile and desktop?

We are not using the mobile clock-in feature. Hourly employees will need to clock in from a desktop/laptop or Workday kiosk depending on their location.

Q: On the app view, does a blue dot on the date indicate a holiday?

Yes.

Q: Can you see the entire team time off on the mobile app like the desktop version?

No. The mobile app does not currently support the Team Absence Calendar.

Q: If an employee has more than one manager, would they all show on the employee’s mobile?

If an employee has multiple jobs, they will be able to access both jobs from the app, similar to the web version.

Q: Will this automatically be added to our Outlook calendars too?

There is not an integration with Outlook, so it will not automatically be added.

Q: Will exempt and non-exempt workers enter time and absence requests the same way, and will a team have a shared calendar to know who is out when?

If there are faculty and staff within the same supervisory organization, they can all see the approved time.

Q: Will there be a session catered to HRLs administering FMLA cases?

There will be trainings provided to cover medical leave.

Q: Will HR have access to the absence calendar?

Yes, depending on your security role.

Q: Will HRLs be able to see the department as a whole?

If you have the appropriate security role, you will be able to see all areas in your view.

Q: How will Workday handle time off requests for physicians who work non-traditional schedules, such as Saturdays, Sundays, and Thursdays?

Physicians would enter their time off as their schedule, so if they work 12 hours on Saturday, Sunday, and Thursday, they would request 12 hours off on those days.

Q: Can schedules be modified for farm workers who work earlier and leave earlier due to weather?

Workday is not configuring schedules for all workers, and workers can work whatever schedule they want as long as they work their full FTE.

Q: If a faculty member is going to have a long-term absence of three months or more, will there be a notification or way to notify their research administrators for grant-related prior approvals?

Long term leaves will be processed through local and core office HR. If there is desire for research admins to be included in the notice that a member is going to be out, you will need to work with your local HR representative.

Q: Do we have to manually enter our time, does it auto-populate, or is it a clock in/out system?

This depends on whether you are exempt or non-exempt. Non-exempt hourly employees will need to clock in and out.

Q: Can admins enter on behalf of faculty?

Managers can enter on behalf of their employees, or if you have the proper security role, you can enter on behalf of the employee.

Q: Currently, I have the role to approve and adjust time. Will a new role be required for this system?

Yes, we are working with leadership to map security across UF.

Q: There will be written toolkits for these actions?

Yes, we are building Instruction Guides for these processes.

Answers as of June 10, 2026.

Q: Is PageUp going to be integrated into Workday?
No. Workday will serve as our applicant tracking system and PageUp will be phased out before go-live.

Q: Is the “Below Market” status an indicator that the offered salary is below market value for the position?
Yes, technically it indicates the offer is below market value. However, these ranges are still under construction. We are continuing to build out the criteria to determine whether a salary is below, at, or above market.

Q: Will hires still be contingent on a successful background and reference check? How will the system reflect if we are waiting on that or on RISC?
Yes. Offer letters will include language stating that the hire is contingent. The background check will be integrated into Workday. Research screening will still take place before the offer, as it does today.

Q: Will the letters be standard in terms of letterhead and format?
Yes, but you will be able to add information.

Q: Will the general background screening requirement appear in that section as well?
No, it will not.

Q: Will locations include recreation centers across the state?
Yes.

Q: How would we add the essential employee requirement? Would it be in the essential duties section?
It will be captured in a different area. This is still under consideration.

Q: Our college processes background checks prior to issuing formal offer letters. Will that still be an option?
Yes. Units may maintain internal processes that prevent a candidate from moving to “Ready to Hire” until unit requirements are met. However, units should be mindful of start dates and account for possible delays so the hire does not become late.

Q: When we select “yes” for research/research support, will the candidate still receive the current email reminding them to complete the supplemental questionnaire?
The questionnaire will be triggered and sent to the candidate when that step is selected. It will appear in the candidate’s home account.

Q: Are Level 2 DCF background checks going to be processed through Workday as well?
No, but they will be tracked in Workday. They will continue to be completed outside the system, except for the HireRight supplemental package.

Q: Will this only change UF working titles in the system?
We are allowing working titles as business titles in Workday. They will appear in the worker’s Workday profile.

Q: Will Workday notify the fund manager that a hire is being made on that fund?
When the position is created, a compensation finance approver is included in that process to confirm budget and funding source.

Q: Will multiple people be able to access these hires? Currently, one person enters the distributions and another enters the hire.
This is an area where Workday will function differently from the current state. Assigning distributions will be part of the hire process rather than a separate process.

Q: For PERM specifically, could this be clarified to indicate that it refers to immigration status? In Extension, faculty have Permanent Status rather than Tenure, so those terms can be confusing.
This clarification will be included in the Job Requisition trainings.

Q: If the finance approver confirms budget and funding source when the position is created, are they then notified when a hire is made from that position so they can track the name and salary?
The finance approver is also part of the offer letter approval process for Faculty and Staff.

Q: If the second-level approver makes a change, will the first-level approver be notified?
No, but they can review the completed transaction and see the changes that were made.

Q: In costing allocations, will the cost center or grant manager approve the allocation? I’m not sure whether the workflow includes this.
This will become a separate process being developed by the finance team.

Q: Will social security numbers in Workday be hidden?
Yes.

Q: As a subprocess of hire, will costing allocation route to a gift, grant, or cost center manager, or only to a compensation finance approver?
Costing allocations associated with HR transactions will not route to a gift, grant, or cost center manager.

Q: If we are hiring a foreign national, will the event need to wait until they have an SSN before it can begin?
No. We will continue using TempIDs to hire foreign nationals, and those records will be updated with the actual SSN once it is received, similar to the current process.

Q: How would we hire someone who did not apply through a requisition?
We can do a direct hire.

Q: Will we still use GatorStart, and will the email still default to a .edu address if the individual has one?
GatorStart will no longer be used. Onboarding will begin after the hire is approved, and the worker will log in to Workday using their GatorLink account to complete it.

Q: Will Workday tell us if a duplicate ID is created?
Yes. The central Core HR Partner (the current-state EOR) will receive a task to review the proposed UFID if there are potential duplicates.

Q: If departments need to fix something while the event is sitting at the core level, do they have to wait for it to be sent back?
Yes. If a transaction has been sent to the core office and needs to be edited, you would need to notify the approver and ask for it to be sent back for edits.

Q: It sounds like I-9 will be part of onboarding rather than the hiring process. Is that correct?
Correct.

Q: Will we still submit the FNIS shell outside of Workday?
We are actively working on the foreign national hiring process, so more information will be shared soon.

Q: The responses about managers approving cost allocations seem different. Will a cost center, gift, or grant manager approve the cost allocation at the initial hire?
No. Grant managers will not be part of the HR hiring process. If a costing allocation needs to change after the hire has been processed, the finance team is building a separate process that will include the grants manager.

Q: If I’m not the originator, will I still be able to check the status, as I can in the current state?
It will depend on your security access to the supervisory organization. If you have access, then yes, you will be able to check pending transactions and see where the hire is in the process.

Q: When hiring a foreign national who meets the definition of an International Scholar or International Visitor, will Workday connect with RISC’s International Scholars and International Visitors Portal, or will that remain outside Workday?
This will remain a step outside the system.

Q: Can we schedule future check-in messages throughout an employee’s first year?
A probation review can be scheduled, and the manager can receive a reminder to complete that check-in.

Q: Will there be a unit-level person who can see all distributions (costing allocations)?
This is a great question. We can follow up with the finance team, but it is very likely there will be either a dashboard, a report, or both.

Q: How far in advance of the start date can this be processed?
We are still working through best practices, but we encourage units to complete it as early as possible.

Q: Do these processes apply to both Staff and Temporary Staff?
Yes. All hires will follow a similar process.

Q: Will external managers, such as those at UF Health, be able to access applicants in Workday for UF positions they are hiring for? If not, will there be an option to download application documents for them?
We will be able to set up individuals with a business need as contingent workers so they can access Workday and view job requisitions.

Q: If I-9 is part of onboarding rather than hiring, are we expecting all hires to move from hire to onboarding in less than three days?
We are encouraging units to enter hires further in advance so there is enough time for onboarding to be completed and for the I-9 to be done on time.

Q: What is MDM?
Master Data Management, or the “person hub.” This is the area used to create a UFID.

Q: With a direct hire, will we need to collect information such as date of birth, email, and home address to initiate the hire?
Hires will happen through a requisition. Not all requisitions need to be posted, which allows us to avoid using a paper application or hire demographic form.

Q: Will OPS applications no longer be needed?
Correct. They will be hired through a requisition.

Q: Will we be able to update start dates if an employee does not complete onboarding on time?
Yes. There is a business process to change the start date after the hire is approved in situations like this.

Q: How will nepotism be addressed in onboarding?
It will be handled the same way it is today, by reviewing the question on the application.

Q: Will Loyalty Oaths be part of the onboarding experience?
Yes.

Q: Will the request to recruit be completed in Workday and then transition either to posting the position or continuing with a direct hire for OPS employees?
Yes. All hires will begin with a job requisition. Some requisitions will be posted and some will not. OPS hires will still complete their information online.

Answers as of June 17, 2026.

Q: If a person is already employed with UF, will we be able to see in the requisition where they are employed and/or if they are currently employed?

Yes, you will be able to see some information on an internal candidate and bring up their worker profile to see what supervisor organization they are in. This will work across campus.

Q: Would Level 1/HR Partner be able to see these onboarding reports as well?

Yes.

Q: The manager is the one who sets up the onboarding meeting, not HR?

It’s currently set up to go to both the manager and the HR person who initiated the hire. Units can determine who will submit the OB setup.

Q: Will onboarding tasks be hidden or locked down until the first day of employment?

No. They can be completed prior to start.

Q: Can managers add tasks to a workers onboarding?

No. This onboarding is intended for all workers. Many aspects are compliance related.

Q: The task emails will stay in Workday, correct? Not through the outlook email inbox?

Tasks will remain in Workday; however, notifications will also be replicated via email.

Q: If all tasks are not given at one time, will they need to continue to login to Workday to see if anything new is ready for them to complete?

Correct. There are built-in incentives to ensure compliance aspects are completed. Additional onboarding tasks won’t launch until compliance-related aspects are finished, like I-9.

Q: Can you demo the FN’S I-9 so we can see?

There will be additional information about FN’s at a later point; however, I-9 itself is for everyone. There is no special I-9 form for FN’s.

Q: How will this impact international hires (e.g., J1 scholars)? Currently, it takes weeks for international hires to go through ePAF, and I am concerned this will impact I-9 deadlines. Will onboarding begin after they start? Normally, we cannot start a hire until the individual arrives in the country. Can we start Workday processes before they arrive, even if they are not yet in the country?

You can start the hire and leverage the Workday profile to exchange the needed documents that are largely related to taxes for the NRAs. If a change to the hire date is needed, due to delays in obtaining documents, it can be submitted.

Q: With the loyalty oath, since the document will become informational, will that do away with the notary portion completely? Will any other hiring documents require notarization?

There is no need for notary in current state. This was updated a few months ago.

Q: What happens if the foreign national selects the incorrect immigration status in Section 1?

It can be corrected by the worker and HR.

Q: Do we make our own arrangements with the employee to see their original I-9 documents to complete section 2?

Yes, that will not be done in the system.

Q: Will universal compliance training be added as onboarding tasks?

Training will not be directly connected to onboarding at this time.

Q: If the department HR contact is out, will others in the department be able to complete the I-9?

Yes. There should be others in the unit with HR analyst or HR partner roles, and the beauty of Workday is someone in the superior SupOrg can step in and manage the completion.

Q: Is it the HR partner (Level 1 Approver) or HR analyst (Unit HRL) completing section 2 of the I-9?

We have it going to both roles currently. Units can determine who should complete it, but there will be large-scale awareness, as intended.

Q: Why does the new employee not upload their I-9 documents?

There are solutions that can achieve this if needed, but we will maintain official documentation in the I-9 Business Process itself to better manage true I-9 documents vs. the large packets of PDF files that we currently utilize and attach to hire ePAFs.

Q: How do we update the temporary SSN once the real SSN arrives?

The worker or HR can update it, with attached documentation, and it will route for approval.

Q: In current state, if we only use a passport to I-9 someone, we still upload the SSN card to the ePAF for tax purposes. Will that still be needed in Workday?

More to come from UFHR on this. We should be careful not to “over document.”

Q: How many accounts can you split your check? The current state is 3.

3.

Q: What happens with the FNIS process for foreign nationals in the onboarding process?

If the worker indicates they are an NRA, there will be subsequent onboarding tasks to address the taxation of a foreign national.

Q: Will not completing the benefits section hold up an employee starting?

No.

Q: Should we still schedule a time to “meet” with an employee to verify the I-9 before we complete it?

Absolutely – it can be virtual or in person. That is what you’re doing for section 2 – verifying the documents.

Q: How will health assessments outside of GNV be handled in Workday?

Most likely the same way they are handled today.

Q: Can the welcome messages be tailored to each job that is posted, or is it a blanket message?

Not the overall message from leadership, but the onboarding setup has the option to tailor the messaging to your liking.

Q: If a background screening is needed, at what point is that completed?

The background check step happens as part of the applicant process once the individual is identified for hire.

Q: Is there a way to have required training show up in their onboarding?

Not at this time. There will be updates for training, but the focus is compliance (I-9) and obtaining the personal data.

Q: Will the Health Assessment Forms be integrated into that notification, and the link for CareSpot?

No, this is simply reminding the worker that there is an HA to complete. We will have better reporting about pending and completed HAs. The EH&S Team will manage the ways that tests are actually facilitated.

Q: Can you add training to Workday?

Not at this time.

Q: Currently, we have to upload the W8 and W4 once it is signed by the worker. Is that something that will continue with Workday?

More to come on that as we’re exploring integrations with tax software, but there will be a document type called Foreign National Tax documents.

Q: Will I-9 reverification use Workday as well? Will it still take 48-72 hours for the employee to enroll in People First after their information is uploaded to the state? Will they have their PFID number by time they need to enroll?

Yes and yes.

Q: For the foreign nationals that do not have a SSN, will Workday generate a temporary SSN?

UFHR will supply the temporary SSN.

Q: Just to confirm, the manager must select the SupOrg after the onboarding is completed?

No. The position is already in a SupOrg.

Q: Does the information update live?

Yes.

Q: Does that mean no more Equifax in the future?

Yes.

Q: What happens to the background check step in the new system?

The background check will happen in the background, with notifications sent when something needs to be renewed, and most of the process happens outside of the system except for the supplemental aspect to HireRight.

Q: For foreign nationals, will the documents required through FNIS also be shown in the reports in terms of percentage of completion?

Not each individual document; the task will be related to FNIS completion yes/no.

Q: What happens to the fingerprints in the new system?

The fingerprints themselves will not be kept in Workday, only a record of when they were collected.

Q: Regarding clarification on the Health Waiver, EHS will take over working with the new hire on their appointment, forms and the approval from start to finish and we will be notified when complete?

No, the HR teams will largely manage this process. The notification allows more awareness and increases completion rates of tests in a timely manner.

Q: To confirm, we will have 1 job requisition and will need to add information like email, name and address for all 63 individuals as part of the job requisition?

The worker, the new hire, they add the address etc., not the HR person.

Q: Currently, we submit the FNIS information and indicate if the worker has a SSN or not. A temporary SSN is created, but I thought this was completed by tax services. In Workday, UFHR will create that temporary SSN instead of tax services?

Fun fact – the numbers aren’t created by anyone at UF – it’s supplied by Fidelity and related to ensuring mandatory contributions into retirement accounts can be sent to appropriate accounts.

Q: Where will the nepotism approval fall within the process and will it create a “pause” in the hire process?

It will happen like it does now. It does not happen within Workday and it will pause the hire approval if one is needed, yes.

Q: Will Workday remind HRL of expiring work authorization if they are FNs?

Yes, for sure — we have great reports.

Q: Would it be better to create on requisition from OPS per manager?

Yes, each job requisition is tied to a specific manager.

Q: Will Workday send a reminder about updating the Social Security number to the foreign national?

No, Workday will not send a reminder, but reports can be used to check on workers who are missing a Social Security number.

Q: Is there a way to batch import new hires from an Excel spreadsheet?

Yes, technology capabilities exist, but the use cases will be determined by UFHR leadership.

Q: We have a goal of hiring 250 telephone interviewers at our survey research center every summer. Mostly STAS but also OPSN. Is that a different position for STAS and OPSN even though all the details would be the same for the actual position? Also, the FTE varies from .5 to 1 depending on the hire.

Yes, they would all have a different position number, but if they have all the same information you can create them all at the same time in one requisition.

Q: Are we getting rid of PageUp entirely, or will we use Workday along with it?

We are completely sunsetting PageUp and will use Workday as our applicant tracking system.

Q: What is the process of hiring a current employee in an additional appointment?

It’s a process called “Add Additional Job.”

Q: Will Federal Work Study hires be handled like other student hires?

Yes, they will. There will be ways of indicating they are FWS, but the process is mostly the same.

Q: I saw that you will still find your People First information in myUFL. Will myUFL still exist?

No. We are transitioning to Workday. The PeopleSoft system “myUFL” is being replaced for Finance, HR and Post Award Grant Management.

Q: Does the same recruitment/onboarding process apply for Postdoc Fellows?

Yes, it will.

Q: To piggyback off the additional job, will HR600s remain structured as they are currently?

No, they will not. The process will look differently.

Q: How far in advance can we do a hire? If I try to do something over a month out, it gets sent back to resubmit later.

Not in the Workday system. You will be able to enter it earlier.

Q: Will employees need to enroll in benefits right away?

They will still have 60 days to enroll.

Q: How will benefits premiums be handled now for 9- and 10-month employees?

The same way it is handled now – by prepaying.

Q: Will we create an Additional Job for Faculty summer appts?

There is something called Period Activity Pay that we will explore more, and those will be used for FASU OFSU etc.

Q: Currently, we cannot hire while someone’s termination needs to finish approvals. Will that be an issue now?

Yes, that will still apply, but there will be more visibility where the event is held up at, so you can have a contact to reach out to.

Q: What about employees who only come for about one semester a year – will they have to do all new hire paperwork like they do currently?

Correct. Compliance is compliance.

Q: What happens to international hires with expired work permits that fall under the 180-day extension? Is the system flexible with that?

There will be notifications to inform of expiration prior to it occurring, but if work authorization has expired, we will have to explore the outcomes.

Answers as of June 24, 2026.

Q: Is this module/practice used to establish grants as well?

Yes, Workday will be used for all grants.

Q: Is this process the same for grant establishment?

This is specific to the gift worktag.

Q: Since Workday launches in summer 2027, how should I account for an award a professor has, but has not completely spent yet? For example, the professor received $5,000 but still has $3,000 left to spend.

We will continue working with campus to maintain a list of all current appointees for conversion into Workday at go-live. Some areas may need to make corrections after we are in Workday, but we are doing our best to maintain information to limit errors.

Q: Would assigning a professorship go through an approval process?

We do not have it set up to go through an approval. Individuals with appropriate security access can run reports and/or build dashboards to see the appointees in their area.

Q: Will historical documentation be available or is that something the departments will need to put into the system?

Unfortunately, because historical information has been managed at the college/unit level, we will need everyone to go in to update documentation. There will be an opportunity for this to happen after go-live.

Q: Will there be a document that contains the description of each title?

There is a freeform box where we will take that language and put it directly into the gift. This box is where you can add those additional details.

Q: Will the college HR representative receive a notification when a new named professorship is created?

If you have the appropriate security role, there are recurring reports you can set up to run this, but we are trying to minimize the notifications that you receive, so this is one that we haven’t set up for people to automatically receive.

Q: There’s no approver?

No, there is not an approver in the process on the HR side to put the appointment in the system.  Most of the time, the colleges have already gone through an internal review/approval process to issue the letter to the appointee, so we didn’t add additional approval steps into the system.

Q: Does this also apply to administrative titles added, such as Professor and Director of Training? What about when there is an administrative supplement for these additional duties?

For academic appointments, there will be a professor as the primary academic appointment, with the secondary appointment being the administrative element. Then there is another compensation piece that is added through Workday. You can have multiple secondary appointments for all reasons you would need one.

Q: If the faculty is holding the professorship, do the balances associated with the fund show up on their welcome screen?

Being able to see this information is contingent on security roles on the gift.

Q: What is the security role that allows one to enter these professorship appointments?

Many security roles can fulfill this – the academic faculty partner and the academic faculty analysis can do this, for example.

Answers as of July 8, 2026.

Q: Can the primary recruiter and HR partner be listed as the same person?
Yes, the primary recruiter and HR partner can be the same person, provided they have the appropriate security roles assigned in Workday.

Q: Can the BP be a delegate to still handle the processes?
You could delegate a task to them.

Q: Will a primary recruiter be able to see other jobs within their team? For example, we are a shared services center HR team, so we can see each other’s job requisitions in current state.
Yes, you can see other recruiters’ job requisitions, as long as you have access to the supervisory organization (sup org) associated with those requisitions.

Q: If we like to manage the job requisitions for managers, as long as we are given the hiring manager role, we will be able to do this, correct?
The hiring manager is set by the structure of the supervisory organization, so it would be the actual hiring manager for the role.

Q: Can a department have multiple hiring managers listed on a requisition?
No, the hiring manager is set by the structure of the supervisory organization. It would only be the one manager that the role reports to.

Q: By “manager,” you mean the person listed in Workday as their direct supervisor, correct?
Correct, the hiring manager that we are referring to is the direct supervisor of the position.

Q: To confirm, the department chair will no longer be the hiring manager?
They could be. If you are hiring into the chair’s supervisory organization, then yes.

Q: Can additional managers be assigned as recruiters?
Yes, managers can be assigned as recruiters if they are granted the appropriate recruiter role.

Q: What is the name of the role that schedules meetings, takes meeting minutes, etc.?
The primary recruiter schedules interviews within Workday, selects the interview type (phone, video, or in-person) and specifies the duration of each interview.

Q: Can other roles in the process, besides primary recruiter, (like search committee member) also schedule interviews through the recruitment system?
Primary recruiter and the hiring manager can schedule interviews.

Q: For faculty positions, the final interviews are an all-day or multi-day process. How would that work with the “primary recruiter schedules interviews within Workday” function?
The primary recruiter would still manage the interview scheduling in Workday. For multiple interviews, you can use an additional interview step in the recruiting process, or schedule multiple interviewers across different days and times within Workday, depending on how the department interview process is structured.

Q: Is the Schedule Interview function required to move the candidate through the process for hiring the final candidate?
No, the Schedule Interview function is not required to move a candidate through the process. You can move a candidate into the interview step without scheduling an interview in Workday and then move them to the next step when appropriate.

Q: What would be the best practice for the scheduling feature, for the record of when it occurred (after the fact), or prior to it occurring?
Best practice is to use the Schedule Interview feature before the interview occurs so there’s a record of the planned interview and logistics; however, if the interview was coordinated outside of Workday, you can backdate the interview schedule for documentation purposes.

Q: Does this system have a way to designate 1st round and 2nd round interview stages?
Yes, it does.

Q: To confirm, we will need to use “additional interview” to indicate 2nd round interviews?
Correct, additional interview would indicate another interview after the first round.

Q: Will the candidate management process be the same for all salary plan recruitments?
The options to manage candidates will be the same, although we know that depending on the type of hire you may not utilize all of the available steps/stages for a candidate.

Q: Will special kinds of hires, such as time limited, show in the posting or details?
You will be able to add information specific to the recruitment when you are creating the job requisition. You would see that in the Details tab.

Q: Regarding internal/external posts, can you post a job internally first and then externally later?
Yes, will you be able to change that later if needed.

Q: Are the graphics shown in the demo the only way to see the candidate statuses in one place?
You would be able to see this information from the Candidates tab. We will also have reports available.

Q: Will there be a report feature to see how candidates were dispositioned on a past requisition/search?
There will be a report available on the applicant steps/stages for each requisition. You would be able to view the data for job requisitions within your assigned supervisory organization (assuming you have the appropriate security roles).

Q: In the candidate profile/application page, can we see if the candidate has applied to other UF jobs or can we only see for our requisition?
You would only see jobs they have applied for within your assigned supervisory organization.

Q: Would you be able to see internal candidates UF Engaged or Reviews in the candidate profile? Or will that still be kept separate?
UF Engaged will live on the worker profile for an internal candidate, not the candidate profile.

Q: Will there be a report feature to see how candidates were dispositioned on a past requisition/search?
There will be a report available on the applicant steps/stages for each requisition. You would be able to view the data for job requisitions within your assigned supervisory organization (assuming you have the appropriate security roles).

Q: To confirm, Workday will not tell you in the candidate tab whether the candidate was interviewed once or twice, correct?
Yes, the grid will not indicate if they were interviewed once or twice. We do have a candidate status of “additional interview” that will be available after the interview status has been used.

Q: Is there any way to not have the system notify candidates? We notify our interviewed candidates ourselves as a matter of courtesy.
Our recommendation is to notify your candidate directly by phone or email first, then disposition them in the system to ensure they receive the communication in a more personal manner.

Q: Is there a message delay in the system to allow us to screen and mark that we don’t want to move forward, but have the message sent at a later date?
Unfortunately, you will not be able to set a custom delay for the messages.

Q: Is it possible to withhold system notifications to be sent to candidates? (i.e., if we would like to schedule their interviews in the system as way to separate candidates we want to move forward with from the one we do not want to move forward with)?
We do have a status that can be used as a hold, after you have reviewed a candidate but have not made a “move forward” decision yet.

Q: Does “Do Not Hire” apply to applicants eliminated upon the 1st round?
The Do Not Hire designation is typically reserved for candidates who should not be considered for future opportunities. UFHR will determine when a Do Not Hire designation is appropriate.

Q: What response can we expect to see if a RISC screening fails? Will it give us a Do Not Hire status?
The RISC office or UFHR would reach out to the Primary Recruiter. There will also be a record of the decision on the candidate profile.

Q: To confirm, it’s not that the recruiter needs to make the compliance decision (even though that’s what the button says), it means that we need to make a decision about moving them forward or not because a compliance decision has been made, correct?
UFHR or RISC will make the actual compliance pass/fail decision. Then, the primary recruiter will make the “move forward” decision, which is dispensing the candidate or moving them forward to offer.

Q: Will the primary recruiter be able to see other jobs within their team? For example, we are a shared services center HR team, so we can see each other’s job requisitions in current state.
Yes, you can see other recruiters’ job requisitions, as long as you have access to the supervisory organization (sup org) associated with those requisitions.

Q: Regarding internal/external posts, can you post a job internally first and then externally later?
Yes, will you be able to change that later if needed.

Q: If a position is reposted, are applicants notified that they are still in the applicant pool or are they required to apply a 2nd time?
Applicants will not receive a notification when a job is reposted. A candidate would remain in the active pool until they are dispensed.

Q: If an applicant is dispensed and the position is reposted can the applicant re-apply to the reposted position?
No, they cannot reapply if they were dispensed.

Q: When dispensing candidates, are they automatically notified and is a reason provided based on the decline option selected?
Yes, the applicants are automatically sent an email. The email template is tailored to provide a reason based on the decline option selected.

Q: Can the disposition email go to multiple candidates at once (e.g., if you have 60 candidates for the same position) rather than sending 60 individual emails?
Yes, you can disposition multiple candidates at once and send the notification automatically.

Q: In the activity section in the applicant profile, will everything be public record or will only the messages tagging someone be public record? Will everyone with access to the job posting be able see the activity and comments?
Yes, this information will be subject to public record. Anyone with access to the job requisition will be able to see the activity and comments.

Answers as of July 15, 2026.

Q: What is the “Roster” field?
The Roster field is Workday terminology that we cannot change. Units can use this field to reflect FTE.

Q: Would you mark the appointment as primary if it was the only appointment for that person in summer?
If the GA only has one active appointment, then it would be assigned as their primary appointment.

Q: Are these appointments in Workday similar to what we now call “Employee records”?
Academic appointments are brand new. They are not part of the employee record with hiring details.

Q: If the system generates reappointment letters at this stage, does it also generate non-continuation letters if the individual completes an action to end the appointment?
No, this is not built in.

Q: Will we receive a warning or error that the student had a 100% summer appointment?
Workday will not generate an error for a 100% summer appointment. It is recommended that the department monitor this through the academics tab.

Q: To confirm, with the Save for Later button, I can log out of Workday, return the next day, and it would still have all the fields I entered the day before?
That is correct. If you Save for Later, it will remain in your Tasks box with the information you saved until you submit the process. You can also Save for Later multiple times.

Q: To confirm, the track start date for the reappointment auto populates with the original track start date, and you only need to push out the end date? How would you handle discontinuous appointments, in theory?
There is a process/action to end an academic appointment. If the GA has a new appointment, we will do an add academic appointment.

Q: What is the role for the primary and secondary appointments?
The primary academic appointment is associated with that person’s job. A secondary appointment would be for other academic jobs. A worker can only have one primary appointment.

Q: How would a worker/GA know who to reach out to if they have questions?
Workers will be able to view their teams in Workday to see who they should reach out to for assistance. The business process will also show them who submitted which tasks.

Q: What are the differences between academic appointments for graduate students as GAs vs fellows?
The add academic appointment process will be the same for fellows, though they would select a different track and rank. For example, Postdoctoral would use Postdoctoral Fellow.

Q: Will an academic appointment automatically end on its own due to the end date? And will this remove the need for termination ePAFs?
Academic appointments do not automatically end with the Hire or End process. However, reports are being tested to view the academic end date and make this process flow easier.

Q: How would a 9-month GA appointment on summer “break” be classified as an active appointment?
The 9-month appointment would be reflected in the primary academic appointment and span the 9 months. At the end of those 9 months, the appointment would end. A new primary academic appointment would be created for future appointments.

Q: What happens if the graduate assistant is appointed to a different department/college, but paid in full or in part by a different department/college? Would this be considered a secondary appointment?
Academic appointments are not connected to cost centers. The job position and employment cost centers would reflect the distributions.

Q: Will there be a place to add the GA’s location in the “job” section?
Location is part of the hiring process, and it can be updated in Workday if the location changes.

Q: The process of adding the academic appointment is not the process for how individuals are paid, correct?
That is correct. The compensation aspect is separate from an academic appointment.

Q: If the duties are captured in the initial appointment letter and not currently in the reappointment letter, and we need to update the duties, does Workday hold that historical info?
Workday will show any updates completed in the business process history of a position. If changes are made, the department can review the business process history to see what it was before the changes.

Q: If you make a mistake and submit a letter before you are ready to send it to the student, can you recall it?
You will have the option to preview the letter and make edits. If you select Submit, the letter is sent as a PDF to the worker to acknowledge. You can cancel the entire reappointment, which will remove the acknowledgement note and letter for the worker. Then you would need to start the process from the beginning.

Q: Are the number of days off related to FTE?
Yes. The GA would receive 5 GA days off each term.

Q: How soon can the GA request leave?
The GA’s days off reset to 5 days at the beginning of each academic term.

Q: How will fellows be paid if they do not have job records? Can payment be issued on the academic appointment alone?
Academic appointments are not tied to compensation. Fellowship records are still being discussed to ensure the campus is best supported for those relationships in the future state.

Q: Will we be able to approve/confirm compensation before the academic appointment?
Compensation is connected to the hire process, where approval is built in. The task to add or update an academic appointment comes later in the process.

Q: If you enter time off on the calendar, does that time reflect in the balances in real time or is there an approval process required before it will update?
GA time off will show in real time. If the GA picks a future date, you can change the balance as-of date to that future date to see the balance after the future day off.

Q: Where would we add a change in duties?
It depends on when you are adding them. They can be added at the time of reappointment in the Workday letter if that information is available then. If not, a unit could create their own letter offline and upload it into the worker’s record.

Q: Can we see what the delivered reports look like?
These will be part of future sessions.

Q: Are distributions visible in the payroll tab in order to see where their current appointment is funded?
The pay tab on the worker profile will list the costing allocations. Appropriate role permissions are needed to see this data.

Q: Will STAS also be considered an academic appointment, or would this only be reflected in their primary position?
STAS would be hired under the Job Family – Student Employment → Student Assistant (type). STAS are not considered an academic appointment.

Q: Would a .25 FTE GA get a different number of days off than a .50 FTE GA? Does the .50 FTE GA get 5 days off a semester but a .25 FTE GA would only get 2.5 days off a semester?
The worker would get 5 days off at that FTE rate per day.

Q: To confirm, the “day” would equal 2 hours for the .25 FTE GA?
Yes.

Q: Is the manager the GA’s supervisor usually faculty?
The manager is the GA’s supervisor.

Answers as of July 22, 2026.

Q: Can we go to the GBAS institute if we currently support PeopleSoft?

We will send more information via the GBAS listserv about who should attend? Stay tuned!

Q: Does over $10k or a certain amount require additional approval?

Yes, it could require asset approval/review.

Q: Will staff who work in a central receiving for a college need a security role to create a receipt?

No, not to create the receipt.

Q: Are PO numbers not going by fiscal year?

Yes, they will be. The test environment has not been refreshed.

Q: Can Workday screens zoom in and out to help with visibility?

You are able to zoom in and change screen views in certain transactions.

Q: When you search for requisitions, will you still see them even if you changed the Requester field while preparing the cart?

They made an update, so yes, you can still see the requisitions you’ve submitted on behalf of other folks.

Q: Can only the requisition requestor create the receipt? Can receipts be canceled after an invoice has been paid?

You must be tied to the transaction – this drives who can create the receipt. But it can be anybody; you don’t need security to create a receipt.

Q: What if your actual bill comes in lower than the requisition? Do you have to do a change order to make the requisition match the invoice?

Yes, and this would be a task that would be triggered to you as well.

Q: For a monthly service PO that is good for 12 months, would we go in and receipt it once every month so the invoice gets paid?

Yes.

Q: What if you need to do a change order due to a differing price or tax?

There are a number of change order reasons and you would indicate your reasoning.

Q: Will pay cycles still be Tuesday and Thursday?

There is no change in pay cycle.

Q: Can we adjust the order of columns in some places so we don’t need to scroll right and left so much?

You can do some level of customization, but it is unclear whether it would save each time.

Q: What if you have to upload an invoice manually?

You would send an invoice into the AP inbox or submit a supplier invoice request.

Q: If a requisition is “Fully Invoiced,” will it close the PO?

Yes, it does.

Q: Will we be able to view this with the Finance Viewer role?

If you are tied to the transaction, you will be able to see the information you need to.

Q: To confirm, you would need a change order for every time an invoice is different?

Not every time; the system will tell you what action needs to be taken once the invoice comes in.

Q: So does item receipt trigger payment? Does that act like the “approval”?

If you already had approvals on the requisition and the receipt matches, then it will all be tied together and will move forward.

Q: Is UF moving to Net 40 versus Net 30?

Yes, this is happening.

Q: The payment terms on the invoice don’t match the Workday screen?

This was a dummy invoice, so the payment details did not match what was in the system.

Q: Are grant managers automatically added to the requisition approval process when sponsored program funds are included in the requisition?

Yes, they will be a part of the workflow.

Q: Do you need to add business purpose for every item?

More to come on the updates to procedural considerations.

Q: What is the timeline in the PO closing after it is fully matched?

Yes, if the PO is fully invoiced, then it is closed once the payment is made.

Q: If my counterpart is out on vacation and someone has assigned her a cart, can I access the cart and reassign it to myself?

It will work the same for catalogue requisitions; anything you assign to requestor duties will be sent directly to that substitute.

Q: Will there be any possible stopgaps if an end user receipts an order and it kicks straight to invoice payment?

They can see the invoice, but they will not be able to edit it.

Q: If working in a shared center environment, will we be able to create requisitions for other departments in our division?

Yes.

Q: Does an accounts payable role have to create a supplier invoice off the receipt?

No security is needed to create a receipt; you just need to be sitting in the requestor field on the requisition.

Q: Can there be multiple requesters attached to a requisition?

No.

Q: Where are invoices submitted to this future inbox if they are missing a PO or Dept ID?

It will go to AP, and they would work them manually.

Q: Will we be able to view an accounts payable report for departments?

Yes.

Q: What formats will the system allow for invoices?

It accepts a lot of variations.

Q: Will the labs be able to create and assign us carts as they do now in Marketplace?

Yes.

Q: Can multiple people be assigned to a requisition to create receipts?

Only one person can sit in the Requester field.

Answers as of July 29, 2026.

Q: Can expense data specialists submit on behalf of a traveler or only prepare the report on their behalf?
Expense data entry specialist can submit a spend authorization on behalf of a traveler.

Q: Are spend authorizations only for travel, or can they be used for employee reimbursements for other items that might need preapproval?
Spend authorizations are only for travel.

Q: For approvals, do we know what the difference will be between department approvers and core office approvers? For example, is a grant manager the Dept. RA, or the C&G Accountant?
Grant manager, gift manager, project manager, and cost center manager are department level.

Q: Is UFGO going away?
The Concur booking tool remains unchanged, but Workday is where the approval and expense reports will live.

Q: Is World Travel Services going away?
WTS will stay our travel agency partner and will still be accessed through the Concur booking tool (UFGO) or via phone, just the same as our current state.

Q: Should meals be included in the overall total and included in the memo section? Additionally, is the meal policy carrying over into future state?
The spend authorization should include all parts of the travel that can be estimated prior to the trip. This will allow for the dept. to correctly monitor what expenses will be incurred. The meal policy will not be changed at this time. All is similar to the current process for a Travel Request.

Q: Can you use airport codes, for example JAX?
Yes.

Q: To confirm, you do not have to list the amount for each item in the memo field, correct?
It isn’t required. We are leaving it up to departments to decide if they want their travelers to provide that level of detail at the memo level or provide it elsewhere, i.e. an attachment.

Q: Will we need to submit spend authorizations for day travel? We do not do this in current state.
We do not plan to make this a requirement for day travel.

Q: How do you account for personal travel days and ensuring those days are not considered when funds are encumbered?
There is a section under the Item Details that would be filled out that states the personal travel start/end dates.

Q: Direct deposit? Checks will not be used?
Like current state, checks will be an option as well as any special payment handling scenarios. The goal is to reduce the number of checks when they are not necessary.

Q: If the expense cost center coordinator and the person approving the spend authorization is the same, will a single approval satisfy? Or will they have to approve twice?
There are some role combinations with different rules – these two are allowed, so Workday will bypass this step. With other role combinations, you might need to see things twice depending on the combination.

Q: If we have multiple funding types, say grant and foundation, can we have financial approvers?
For multiple funding types, we suggest separate lines. These would route to the applicable funding source.

Q: Do you live in Jacksonville, or is origination supposed to be the airport you depart from and not the city your meals start in?
Origination will be the departure city, so yes, if a traveler is flying out of MCO, they would list that. The trip still considers the travelers “home” business location such as Gainesville for meals.

Q: Will the initiator individual see or be notified of any changes made by the reviewer?
No.

Q: Will spend authorizations go to the traveler’s supervisor and then to a financial person to approve it like we do in UFGO?
Yes, spend authorizations route first to the traveler’s manager, then to the cost center coordinator for domestic travel. For international travel, it will route to the traveler first so they can complete the international travel attestation, then to their manager, then to the RISC office, before the cost center coordinator.

Q: How will this include canceled or rescheduled flights?
This is the pre-approval, so this demo does not focus on canceled/rescheduled flights. There will be a refund process that will be carried out in future state.

Q: Can you be a delegate for the approvers like in UF Go?
The EDES role will allow one to prepare and submit travel on behalf of the traveler.

Q: For approvals of the TAs, how would grants administrators be able to verify the specific expenses anticipated would be allowable on the grant, for example certain types of registration are not allowed, like banquets or social hours without additional justifications or prior approvals?
We recommend providing the information that is necessary. If you are an approver and want more detail, do not approve the transaction and send it back for more detail.

Q: Will we have to specify the grant manager for approval on the grant funds, or will it route automatically?
It will route automatically based on the specific grant.

Q: I noticed there is an “add approver” button. Can we delegate if our direct supervisor is out of the office?
There is a delegation function that is currently being configured. In such cases, the spend authorization would route automatically to whoever has been delegated while the supervisor is out of office without having to add an approver.

Q: When an approver returns a request with a comment, can the traveler see it in the history, or is it only visible to the initiator?
Travelers can see anything that happens with their spend authorizations.

Q: Regarding where the traveler is going, that does affect compliance. Is there a field to enter that information when creating the spend authorization? Or where to add the additional information needed?
There are various locations to add information, as well as attachments can be uploaded, to support any additional need.

Q: Should comp travel expenses be factored into the total estimated amount?
If you had partially comped travel, then you should put in 1 line for Comp Travel and another line for remaining portion not being covered by Comp Travel.

Q: I noticed there seems to be an option called “reimbursement payment type.” Are we supposed to select that each time or will it always default to the correct option?
The employee has payment elections set up in Workday if reimbursement is required. They should default.

Q: If we are doing the spend authorization for another person, do we do the international travel form or does the traveler need to go in and complete that before it can be submitted?
The international attestation form will go to the traveler to complete only. They will have to complete.

Q: When you’re proxy-ing, is that only for this training to show how it works for each person’s role?
Yes, that is only for the training. It will not be how users navigate in live.

Q: For a multi-city trip, is there an option to add an additional location or do you just put the starting and ending locations?
Every spend authorization requires at least one line of estimated expenses. Add a separate line for each trip leg, excluding layovers, each funding source, and any cash advance.

Q: Will the travel be encumbered in the correct fiscal year based on the travel dates?
They will be based on the budget dates.

Q: If you process guest travel for students, will this be the same processing? Also, what about students that work for UF, will it be the same as being a delegate for them?
There is the ability to create profiles for guest travel. There are a few notable changes on how to do it – this will likely be a different GBAS session and will definitely be part of training.

Q: Who would be the HR approver for international travel?
It is an HR supervisor – so it will route to this person.

Q: How does this look for smaller departments?
There is security mapping happening across campus right now to explain how there can be the combination of roles.

Q: Will spend authorizations automatically unencumber funds after a certain period?
There is a process to close spend authorizations that is managed separately. There is also a check box that will release all the spend authorizations once you have completed your last spend authorization.

Q: Would this be the appropriate time to note that a laptop will be taken on the trip to ensure the international travel with electronics requirements are completed?
Yes, there is a check box to fill out and you will still need to receive the necessary approvals.

Q: With the dept. having discretion on how thorough a spend authorization should be (documents, desc, etc.), how does this effect consistency across the university?
There will be a minimum amount of information required for the spend authorization to be submitted. If a dept. requires more than that, it is up to them.

Q: Does the HR supervisor only approve when there are personal days being taken? Is this linked to our Leave Calendars in Workday?
Your direct supervisor is what the “HR supervisor” refers to and it would be a requirement to have this approval on all spend authorizations.

Answers as of August 5, 2026.

Q: Can charges be moved to another person even if they are not a cardholder and the purchase was made on their behalf?

Correct. You can move charges to someone’s profile even if they do not have a travel card. In Jenah’s example, Jenah does not have a travel card, and Christina made the purchase on Jenah’s behalf.

Q: Will we still be able to do expense reports to reconcile other peoples’ PCard charges?

This only covers the travel expense report process, and Pcard reconciliation will have a different module that will be shared in future presentations.

Q: For reassigning card charges, is it only AirCard charges that can be reassigned? Or travel purchases made on a PCard as well?

This reassignment feature applies to all PCard/AirCard charges.

Q: Do we know yet if this replaces PCard expense reports in UF GO?

UF GO will be used for booking only. Expense reports for travel card, AirCard and personal reimbursement will take place in Workday.

Q: This may be coming up shortly, but moving PCard charges — who can do that? Would they be moved to a traveler’s page from my page? I don’t know if that makes any sense.

The charges can be moved from the Pcard holder’s profile, since that is where they will appear. It would be their responsibility to reconcile them.

Q: How will the process for creating what’s now known as a Person of Interest profile look like?

This will be different in Workday, and these will be considered expense reports on behalf of a non-worker. More information will be provided on that process in the future.

Q: When we start using Workday, if there is an issue with a flight or if I do not see a flight option in Workday, who should I contact?

UF GO will still be used as the booking tool to purchase flights, so this will be the same as the current state.

Q: Can we have more than one expense on an expense report, or will we have to do one for each charge?

More than one expense is allowed on the report.

Q: Will all the training PDFs be updated with final instructions before we go live? UF GO was very confusing because those were not updated.

Updated instructions and guides will go out before Workday goes live.

Q: Will we still have access to the AirCard in Workday, or will that process go away? If it is discontinued, will we need to contact someone with a Travel Card to purchase flights?

The AirCard will still be available once Workday is live. Concur will still be used as a booking tool, so there will be no change to the use of the AirCard when purchasing.

Q: When the EDES sends the expense report to the employee for review, can the employee change worktags before approving, or must they send it back?

Correct. The employee has the ability to make changes to the expense report during review before approving and sending it along the approval workflow.

Q: If we are booking flights in UF GO, where will the AirCard charges show?

The AirCard charges will populate in Workday with no additional steps necessary.

Q: What is the “Alert” line?

This indicates that a line on the report has an item of note. It is there to provide information on an area that may prevent the report from being submitted, such as missing information.

Q: Who will receive the notifications about pending PCard charges? In the current setup, these emails go out to the cardholder and all the individuals who are delegates for that cardholder. Will this continue in Workday, or how will it work?

Pcard notifications will exist in Workday. We are still working on the exact process, which will be shared in future trainings.

Q: I was told we had a fee per submitted expense report in UF GO. Is that no longer the case with Workday?

There are no fees associated with submitting expense reports in Workday.

Q: Is there a way to split a charge between multiple cost centers while building the expense report?

This will be covered in training due to nuances. It is called “itemization” in Workday.

Q: Will we be able to pay an honorarium to a guest along with travel expenses, or will those continue to be a separate process?

The answer is still to be determined, as the Core Office is currently reviewing policy and directives.

Q: Can they submit receipts paid with personal funds for reimbursement before travel concludes, or do those still have to wait until the trip ends?

The answer is still to be determined, as the Core Office is currently reviewing policy and directives.

Q: What is the naming convention for the spend authorization?

Watch the demo for an example of how spend authorization is shown on screen.

Q: What if a day of lodging is at a different room rate?

If a day of lodging is at a different room rate, you would break it up and add another line in the itemization. You can also add additional expense lines for any other charges, but UF policy for itemizing hotel expenses still applies.

Q: If the delegate assigned the credit card transaction to another employee by mistake, can we submit the expense report? What about the duplicate transaction?

You can only assign it to one employee.

Q: We’re submitting expenses before a trip is taken. It is my understanding that in the current state, we wait to submit until after the trip is taken to make sure it was not canceled or anything like that. Will this make tracking refunds needed to UF a bit more difficult?

More policy and guidance will be provided on this topic in the near future.

Q: Currency conversion. Is this an option?

We are not doing currency conversion. There will be personal expenses that need to be reimbursed. It is recommended to review current policies.

Q: How do we process international per diem in Workday? Will Workday populate rates based on the travel itinerary?

You will enter a destination. There are more expense items for per diem. A calculation is needed based on the destination, and it is fed from the GSA rate table.

Q: If we reassign a PCard charge to a different employee’s expense report, whose responsibility is it to reconcile?

We will defer to policies overall here; however, charges can be reassigned, and as a common practice, a fiscal person with a travel card can swipe it for someone else’s travel expenses.

Q: How will we need to label international transaction fees now that we label them the same as the actual charge?

They can be labeled underneath the charge by itemizing them as a line.

Q: Can we proxy into a faculty member’s expense hub to create expense reports on their behalf?

The proxy feature is only for the Empowering UF Team while testing the system. An EDES will be able to create expense reports for anyone in that area, so it will be even easier than the current state.

Q: Would we process a personal reimbursement for something like lab supplies here?

There will be clear guidance on travel card versus commodities card. We are working very closely with the Core Office.

Q: Can receipts in foreign languages be translated?

We can explore that in testing.

Q: For some charges like mileage, would the traveler be able to submit the report prior to the end of the trip?

We are going to allow receipts to be processed better in the future state. All reports will end up in the correct category. You do not need to submit every single dollar as it comes in, but if there is time between the two, we encourage timely reconciliation. We will be explicit in the directives when Workday goes live.

Q: Laura mentioned in a previous training that UF would be doing some research regarding the best booking tool, as there was some negative feedback regarding the current booking tool. Has it been officially decided that the Concur booking tool is here to stay?

We’re going to use Concur going into the next year. On Day 1, we will use Concur. Going forward, we will evaluate whether it stays the same or changes, and that will be communicated.

Q: Will we be able to view all travel/PCard-related expenses across the university?

Security in Workday is company-based. Short answer: yes.

Q: With multiple expense reports being able to be linked to a single spend authorization, will the SA need to be marked as “open/closed”?

As long as a spend authorization has a balance, it will stay open. If it is your final expense report, you check the box, and it will fully liquidate the encumbrances on the spend authorization.

Q: Is there an easy way to see all expense reports linked to a spend authorization?

Reports are still in progress. Refer to the recording for the demo.

Q: In Extension, some of our travel origin/destination locations are small towns and cities. How robust is the Workday database for travel locations?

We are trying to make Florida locations as detailed as possible for this scenario, but locations can also be added in the comments if necessary.

Answers as of August 12, 2026.

Q: To confirm, will Spin migrate to Workday, or will it be an external, connected system?

The data from Spin will be integrated into Workday.

Q: Can we only drill down as far as building, or can we note specific office room numbers?

For workers, it will only be at the building level.

Q: Will you enter an exact location if it’s not listed in the system?

It will always be a UF building.

Q: For employees assigned off campus, what will we use for their work location?

If the building is a UF location, then it will show up on the pick list.

Q: Are the changes visible as well? Could we see a location history for a worker?

Yes, it will be part of their worker history.

Q: Noting that space reporting for individuals is room specific, Workday location is at the building level.

Yes, a worker’s location information will only be at the building level, not down to the room.

Q: Could we build an email distribution group from this?

Yes, you will be able to pull a report that would allow you to create a distribution based on buildings.

Q: We will need the formal FTE for conducting these transactions and get the appropriate signatures before doing this step, and then we will upload the document to the request?

The approvals have been built into the business process.

Q: Will we still be able to reduce the salary for faculty at their request without changing their FTE?

That would fall under a compensation change.

Q: On an FTE change for an employee that is not full time already, and reducing FTE more, will the salary prorate based on what the salary would be at a 1.0?

Yes, it will always prorate from the 100% salary amount.

Q: For exempt employees, will there be something in place within the system to prevent us from going below the required exempt minimum for FTE reductions? It doesn’t currently exist in myUFL.

No, but we will be able to audit reports similar to what we have today.

Q: Can the employee request an FTE change through Workday?

No, it will need to be initiated by the HRA or HRP in the unit.

Q: Where can one look in Workday to see his/her letter at a later time once it is fully executed?

In the worker profile, there is a tab with all the documents.

Q: Will STAS/OPS get the same type of letter with an FTE update?

The OPS will for sure.

Q: If the letter needed to be edited after being sent, how does that happen?

The initiator can correct the letter if necessary. The employee cannot correct it.

Q: In the current state, changes like this must be altered for both the position number and job data. Will this FTE change only impact the worker, or the position number they are tied to (and any future incumbents)?

It will be the worker. Position numbers will not be as important in the future.

Q: The org chart will be automatically updated, correct?

Correct.

Q: If you have an individual with direct reports under them who moves, will they remain under that supervisor?

There is an option when you are moving a supervisory worker to move just that worker, or to move the whole team.

Q: Will the org charts be printable?

Yes.

Q: Matt said at one point, “formerly known as TEAMS.” What will TEAMS workers be known as in Workday?

Staff.

Q: Will Bob automatically receive UF Engaged for them?

Yes.

Q: Would a notification go to the supervisor who absorbed new direct reports? I am thinking in terms of timesheet approvals.

Yes.

Answers as of August 19, 2026.

Q: Will the current suppliers be added automatically?

Yes, they will.

Q: Can you search by DBA?

Yes, you can search by DBA.

Q: Where will the category for existing suppliers come from?

Mapping exercises are taking place as part of the supplier conversion.

Q: Will the DBA appear in the Alternate Name column or somewhere else?

Yes, it will. You can also search by DBA.

Q: Will Workday accommodate DBAs (doing business as)?

Yes.

Q: What is the purpose of the Estimated Payment Amount?

It informs the Supplier Admin Team and helps with its review of the request.

Q: Is the supplier category group a required field?

Yes, it is.

Q: We pay a lot of individuals. Would we use this process?

Any individual being paid as a supplier will go through this process. That said, additional guidance will be provided on when to onboard.

Q: To confirm, should the justification for a new supplier explain why we need to add this specific supplier instead of using another vendor who is already registered? What level of detail is expected?

Yes, that is correct. Include as much information as necessary for the Supplier Management Team to evaluate the request.

Q: When you search, will the results show all suppliers, both active and inactive? What happens if a supplier is inactive?

You can filter by supplier status. Inactive suppliers cannot be used in transactions.

Q: Will suppliers be able to submit their own requests?

UF departments will initiate the request process.

Q: Do we need to add any forms to the request?

Forms are not required, but any supporting information that justifies adding a new supplier will help the request be reviewed in a timely manner.

Q: Why doesn’t the system automatically recognize whether a name is already in the database instead of requiring a manual search?

The system can identify whether the supplier exists. If the requester is unsure, they have an opportunity to check before submitting a request.

Q: Will suppliers receive an email stating that they need to take action?

Yes, they will.

Q: Will we follow the same process for both domestic and foreign suppliers?

Correct, with slight variations in the details requested from the supplier.

Q: Will the supplier receive an email with a link to our strategic sourcing site?

Yes, the supplier will receive an email with a link.

Q: For existing suppliers, will they use the same login credentials they currently use for the supplier portal, or will they be prompted to create new credentials for Workday?

They will be prompted to create new credentials in Workday.

Q: How will an existing supplier update or edit its information in WSS, such as adding a new remit-to address?

Once fully onboarded, the supplier will be given access to its WSS account and will be able to update or edit its information, including requesting an address addition or change.

Q: How will the process work for suppliers that provide catering? Will they still have to go through the additional approval process?

Yes, they will go through the same process.

Q: Is there an option to add a working indicator for the Supplier Maintenance Team?

We are looking into adding another status between “Form Sent” and “Complete.”

Q: Could USA be set as the default on the Onboarding Profile screen?

It will have to be selected manually.

Q: Will the supplier be informed if the TIN they enter is already in use in our system?

Yes. The Supplier Admin Team will be able to communicate with the supplier through WSS about that and other questions.

Q: Can a supplier be added to more than one supplier group?

Yes, it can.

Q: What will happen if you try to enter a supplier that already exists? Will the system generate a notification?

Yes, the system will provide an immediate notification.

Q: Who ensures that departments do not add duplicate suppliers? Is it the Supplier Team by confirming the EIN/ITIN?

WSS will indicate if a duplicate is found. The Supplier Team will also review for duplicates.

Q: Will the supplier number appear, or will only the supplier name be displayed?

The supplier’s Workday number will also be displayed.

Q: Once a department initiates a request on behalf of a supplier, will the rest of the process depend on the supplier?

Correct.

Q: If a supplier is asked for additional information, what is the process?

The Supplier Admin Team will be able to communicate with the supplier through WSS to request any additional information needed.

Q: Is there an automated validation to determine whether a requested supplier is already a UF employee or worker?

Correct.

Q: What if an existing supplier changes its Tax ID? Will it need to create a new profile?

The supplier will be able to submit an update through its WSS access.

Q: Will suppliers still be able to receive purchase orders by fax?

No. Workday will send purchase orders by email.

Q: If a supplier is currently set up with Net 10 payment terms, will those terms carry over into Workday?

Yes, the setup completed in WSS will carry over to the supplier’s Workday profile.

Q: On the Supplier Admin side, can we delete or reject a request if the supplier has not returned the requested forms after multiple follow-ups? Does the department need to submit a new project?

Correct.

Q: What is the expected turnaround time for completing a new supplier? Will reminders be sent if the supplier does not respond promptly?

The Supplier Admin Team can enter a due date and, if needed, republish the forms.

Q: Is there a specific role an individual must have to request a project?

Not at this time.

Answers as of August 26, 2026.