Workday Go Live Handbook for All Staff

Go-Live Handbook

for

All U.S. Field Staff

Welcome to the Workday Era!

As we integrate this new system into our ministry processes, we hope that this handbook equips you in the introduction to this tool.

This handbook will continue to be updated as we move towards go-live. You will notice an under construction icon beside each resource that’s still in the works!

Different applications for different purposes

Staff

Resources

Continues to be our Staff and Volunteer intranet containing documentation and resources.

Policies
Resources
Staff/Vol Screenings
Camp Res / Requests

YL Connect

Continues to manage kids, parents, donors, volunteers and events. Finances collected in YL Connect will show in the Workday budgeting application (Adaptive).

Donor funds
Core Ministry Counts/CMI
YL Connect Camp/Webconnex
Volunteer Manager

Workday

Manage your personal employment, staffing, HR needs and Mission Unit (called Cost Center in Workday) finances (R&E).

W-2/Payroll
Expense Reports/Invoice Request
Management of staff
Time and Absence (PTO/Leaves)
Budgets

What’s Going Away:

Familiarize yourself with upcoming transitions dates here

Concur

Cash Flow

PPL

Workday

Within Workday staff will manage invoice requests, reimbursements, cash advances, and expense allocation and approval processes

Adaptive

Adaptive, a tool within Workday, will allow you to manage revenue, expenses, projections, budgeting, and cash months

In the Works!

We are still in the process of creating a PPL replacement, so in the meantime we recommend utilizing YL Connect reports

Other Changes in the Workday Era

Workday empowers individuals and supervisors through self-service management of employee information

U.S. Payroll

Ex: Paystubs, W-2, Direct Deposits

Non-Medical Benefits

Ex: Health Club Reimbursement, Dependent Campership

Time Entry

For hourly staff usage and supervisor visibility

Paid Time Off

Requests. tracking, and approvals

Compensation

Easily view your compensation and those you supervise

Hiring

Hiring managers will have more visibility to job applications and management

GLOSSARY

Learn the new language in Workday as some terms will be changing.

Here are a few to get started:

Full Glossary

YLTerm	Workday Term	Workday Impact
Hierarchy	Sup Org (Supervisory Organization)	Workday structure representing who reports to whom Used to route business processes for review/approval
Mission Unit	Cost Center	Formerly known as Mission Unit as related to Finance

New term

Cost Center Manager

The person who holds fiscal responsibility for the cost center (typically the highest ranking person within that CC)

New term

Fund

How Operating, Campership or Capital monies are categorized

New term

Contingent Worker

A volunteer who needs access to Workday to perform business functions (ex: approve expense reports)

GETTING STARTED:

YOUR WORKDAY

Workday is set up so that you see information specific to YOU based on your role, your job and those you supervise. Everyone's homescreen can look different based on these profiles and security settings, as well as the individual preferences each person can set for themselves.

Follow the links below for instructions on utilization of your homepage, the search bar, dashboards, and other general navigation.

Resources:

Tools & Navigation

Workday Search Guide

Your Tasks

Workday Accessibility

Inbox

Notification

GETTING STARTED:

GO LIVE CHECKLIST

Verify Personal Information

(name, email, phone number, address)

Verify direct deposit info, witholding amounts, and W2's

Set up notifications

Download Mobile app and set up notifications

Start creating an expense report

Request PTO

Full Go Live Checklist

Access My Employee Dashboard

*Link available July 1*

Each employee has a individualized dashboard where they can easily access frequently used functions inside workday.

CONTINGENT WORKERS

VOLUNTEERS

In efforts to encourage staff to build comprehension of Workday before inviting volunteers in, staff will not be able to delegate expense report approvers to volunteers until after October 1, 2024

Who will have access to Workday on July 1?

All YL staff and “Contingent Workers“. These are volunteers who have a PCard and / or Concur account to create invoices, receive reimbursements, or serve as approvers.

Will my Concur approver be my Workday approver?

Contingent workers aren’t being set up as expense approvers initially. Supervisors will approve expense reports / invoices. Contingent workers will be able to see expenses associated with the whole Cost Center inside Adaptive.

Add New Contingent Worker

Manage CW

CONTINGENT WORKERS

CONTINUED

In order to remove a contingent worker from Workday, you will need to contact your regional office after you have removed them from the Volunteer Manager Application in YL Connect

Notable process change for staff using volunteer approvers:

Cost Center Managers (the person who holds fiscal responsibility for the cost center) are the default approver in Workday. Concur users and approver profiles will be loaded into Workday for go-live, but only to view expenses associated with their Cost Center.

For Cost Center Manager level staff, the Cost Center Manager of the next highest Cost Center will be their approver by default .

HONORARIUMS

Honorariums will eventually happen in Workday, until then utilize the NEW Cognito link below to request them from Payroll.

Honorariums will continue to show up on a month’s paycheck if submitted by the 15th of that month.

*NEW* Honorarium Request Cognito Form

RECURRING INVOICE REQUESTS

Financial Services will transfer current recurring invoice requests to Workday.

On July 1, Cost Center Manager can see recurring transfers by following View Supplier -> Overview Tab -> Supplier Contracts

To create a new recurring invoice, follow

Create Invoice Request > Supplier Contract.

INTERNAL TRANSFERS

WHAT’S NEW: Workday will give functionality to allocate expenses to any Cost Center, pending approval from requested Cost Center Manager, reducing the number of internal transfers required.

RECURRING TRANSFERS (that were active as of June 2024) will be transferred to Workday via our Financial Services Team and will continue in July. Similar to years past, recurring transfers will stop at the end of the fiscal year and will need to be reinstated as needed at the start of the fiscal year.

*New* One Time

Internal Transfer Form

Coming Soon!

*New* Recurring

Internal Transfer Form

ADAPTIVE

Adaptive will not be available for use on July 1. Additional information about when Adaptive will be available is forthcoming

The FY25 budget process will happen in Cash Flow as normal, regions will communicate budget processes with areas.

It will serve as the replacement for Cash Flow to manage expenses, revenue, projections, budgets, and cash months.

Adaptive will be loaded with budgets and actuals as far back as FY23. Information prior to FY23 will be available via reports if needed.

Reports are used in conjunction with Adaptive to access a more full financial picture.

Adaptive Guides coming soon!

Functions that used to live in Concur such as expense reports, approvals, out of pocket expenses, and invoice creation will now live in Workday

Vendors will now be known as “suppliers” in Workday. Suppliers will be transferred from Concur. The process to add a new supplier will change, so be sure to note “add new supplier guide”prior to creating an invoice.

Staff will have the ability to allocate expenses to any Cost Center in the mission within their expense report, reducing the need for internal transfers. Approval for this expense will be required by the Cost Center Manager before posting.

Expense reports will continue to be utilized for comprehensive stewardship accountability and transparency requiring continued practices such as receipts for purchases over $75 and accurate business descriptions (now called memos). Cost Center Managers will approve unless otherwise delegated to a direct report or contingent worker.

EXPENSE MANAGEMENT & INVOICING

Create Expense Report

Create a Supplier

Create an Invoice

EXPENSE & INVOICE TERMINOLOGY

Workday Term:

Meaning:

YL Section	Young Life is broken up into five sections in Workday. Your section will automatically default to field.
Memo	Formerly known as business purpose. Why do you spend the money?
Expense Line	Used to indicate the “type” of transaction (i.e. out-of-pocket, mileage or p-card).
Spend Categories	Formerly known as accounts. (Ex: program, office, etc)

HCM

(HUMAN CAPITAL MANAGEMENT)

Click on each function for a user guide

PTO Requests + Tracking

Time entry for hourly employees

*Hourly employee note: payroll cycle dates have not changed from the 15th and 30th

Workday runs business processes based off the Supervisory Hierarchy structure. This is called a SupOrg.

SupOrgs also allow you to see where others “sit” in the organization. Your unique position in the SupOrg determines what you can do, what you can approve, and what you are made aware of for those you supervise.

Honorariums

*Self service coming soon to Workday!

Manage contingent worker access

Sabbatical Requests

My team and supervision organization

Non-Medical Benefits

(Health Club, Counseling)

Job requisition (posting) initiation

Benefits Dashboard

*coming soon*

RESOURCES + SUPPORT

This handbook is just one tool of many meant to help introduce you to Workday! Stay tuned for additional resources and training opportunities!