Category: General

Workday will go live at all 13 Universities of Wisconsin (UW) universities in July. Workday will standardize and modernize our Human Resources, Finance, Purchasing, and Research Administration business processes across the UW. Additionally, all UW employees will use Workday to manage their employment information.

General Workday training resources are now available for all employees and managers! 

While not required, all UW employees are encouraged to complete Workday training to learn how to access payslips, enter time and absence, and update personal employment information. The courses for all employees and managers are self-paced and take 40-50 minutes to complete.

All UW employees

You do not need to enroll in training. You will find Workday Fundamentals: Workday for All Employees in your Universities of Wisconsin instance of Canvas. You will learn how to navigate your home page, view and edit information, and learn the difference between My Tasks and Notifications.

Supervisors and managers

In addition to Workday for All Employees, you will find Workday Fundamentals: Workday for Managers in your Universities of Wisconsin instance of Canvas. You will learn how to use the My Team Management Dashboard, the Time and Scheduling Hub, and more, to manage tasks for your team.

Expense reports and credit cards

If you submit or approve expense reports, or use a university-issued credit card, these two courses are recommended:

• • Expense Reports and Credit Cards in Workday Part 1
  • Expense Reports and Credit Cards in Workday Part 2

You can find these courses in the Course Catalog Employee section on the Workday website. Click “Enroll in Course,” and follow the next steps.

Workday Training Tenant

The Workday Training Tenant is available and can be used in partnership with the Computer-Based (CBTs), Webinars, or In-person Workday trainings. You should be able to log in to the Single Sign On option using your UW credentials. Note: CBTs and Webinars can be completed without the use of the Workday Training Tenant.

Future training and resources

Training for human resources, finance, purchasing, and research administrators, as well as new faculty and staff, will be offered throughout the summer and early fall. In addition, UW-Green Bay HR & Finance teams will be holding open labs and just-in-time training sessions for specific key topics. More information on these training dates will be delivered as the Workday implementation date approaches.

Workday website

To help prepare you for the transition to Workday, a Workday website has been developed with resources including the course catalog, curriculum guides, recorded training sessions, the job aid library, news and announcements, and the support portal, which will provide assistance when Workday goes live.

If questions arise during the Workday implementation, please contact a member of the Campus Readiness Team or email atp@uwgb.edu.

The support and engagement of our institution is critical to the success of this endeavor. We want to thank you in advance for your participation in this effort to better serve our faculty, staff, and students.

As a reminder, due to the upcoming transition to Workday, the timeline for the student rehire and summer hire process will occur earlier than in prior years. As a result, please review and follow the instructions below, completing student-related appointment changes and student summer hires by Monday, April 28, 2025.

Student Rehire/Appointment Ending Process

Please complete a Student Change Request by Monday, April 28, 2025 for student employees with adjustments (i.e. appointment ending, compensation adjustment, funding change, supervisor change).  Only changes to the current appointment should be selected and filled out on the request, any fields that will remain the same as currently on file should be left blank.  Multiple changes can be made on the form at once, as long as the adjustments have the same effective date. A separate Student Change Request will need to be submitted for each student employee.

Student Summer Hire Process

If you will be hiring new students to work during the summer, please complete a Student Employment Request to initiate the hiring process. With the transition to Workday, we need to set up summer student appointments with an effective date prior to 6/29/25 as soon as possible within the system.  Student appointments beginning 6/29/25 or later will be held for entry into Workday upon go-live on 7/7/25. Entry will be prioritized based on the effective date of the appointments to ensure timely payroll processing.

HR Transaction Freeze Period

Please be aware that during the period of 6/15/25-7/6/25 we will be unable to enter transactions within the HRS system (outside of normal timesheet entry).  As a result, we strongly recommend that you do not make any student employment changes or hires during this timeframe.

While we will be transitioning from HRS to Workday, the current BP Logix Student Employment Request and Student Employment Change Request will continue to be utilized to set up and make changes to student appointments in Workday.  Thank you for your assistance in submitting any student changes or summer hires by Monday, April 28^th.

If you have any questions, please email hr@uwgb.edu.

UWGB Shines Brighter Thanks to 750+ Student Employees!

National Student Employment Week is upon us (April 14-18^th), and it’s the perfect time to celebrate the incredible impact UWGB’s student employees have on our campuses. Their dedication fuels our University every day!

Show Your Appreciation: Share the Spotlight!

The Career Planning Team wants to help supervisors and teams showcase their gratitude. We’re collecting short video messages, photos with words of appreciation, or any creative way you’d like to say “Thank you!” Send your submissions to stcareer3@uwgb.edu by April 11th. We’ll light up our social media with these amazing shout-outs all week long! Watch for the posts and share them on your pages, too!

Beyond Social Media: More Ways to Celebrate!

• Write a personal thank-you note.
• Create a celebratory sign for your workspace.
• Offer a small token of appreciation.

Looking for inspiration? Check out this list.

Let’s make this National Student Employment Week one to remember for our phenomenal student workforce!

Check out the April issue of our Employee Engagement Newsletter! This newsletter focuses, specifically, on employee engagement at the university with new ideas and reminders on how you can incorporate opportunities within your departments/teams. Each issue will feature an Employee Spotlight section as well. If you are interested in being featured in the newsletter, please reach out to hr@uwgb.edu.

If you missed any of the last issues, check them out here:

October Employee Engagement Newsletter
November Employee Engagement Newsletter
December Employee Engagement Newsletter
January Employee Engagement Newsletter
February Employee Engagement Newsletter
March Employee Engagement Newsletter

Each year, all faculty, academic staff, and limited appointees with appointments of half-­time or more are responsible for reporting Outside Activities (according to Board of Regent and UW System guidelines, UWS Chapter 8.025, and the Wisconsin Administrative Code).

Additionally, we ask University Staff to read the Code of Conduct (RPD 20-22) and all employees to read the policy on Employee Relationships with Educational Loan Lenders RPD 13-4.

Similar to past years, requests and notices will come to employees from UW-Shared Services (serviceoperations@uwss.wisconsin.edu), and eligible employees will submit their OAR form online through their My UW Portal.

On April 1, all employees required to submit an Outside Activity Report (OAR) will receive a message from UW System with instructions to complete the OAR. The OAR will need to be completed by the employee and approved by the supervisor. Following the initial notice, employees will receive reminders throughout the month.

Please see below for additional information:

• • Employee tip sheet for submitting OARs: uwservice.wisconsin.edu/docs/publications/outside_activity_reporting_tipsheet.pdf
  • Supervisors will receive a notification when they have an Outside Activity Report ready to approve. Tip Sheet for approving OARs: uwservice.wisconsin.edu/docs/publications/hr-review-oar.pdf
  • All OARs must be completed/filed and approved by April 30, 2025.
  • If there is a potential conflict of interest or conflict of commitment, the manager/chair should meet with the employee to provide guidance on how to avoid conflicts and create a conflict management plan.

For more information about OARs (including helpful videos), please see the UW System Conflicts of Interest and Outside Activities website.

The Code of Conduct and Employee Relationships with Educational Loan Lenders policies will also be delivered to your mailboxes from uwsytemhr@uwss.wisconsin.edu during the month of April with a reminder to familiarize yourself with these policies.

If you have questions while using the process or need technical support, please contact serviceoperations@uwss.wisconsin.edu.

Resources relevant to this message include:

• • Conflicts of Interests and Outside Activities web page
  • Outside Activity Reporting, Ch. UWS 8, Wisconsin Administrative Code 
  • Code of Ethics, SYS 1290
  • Guidelines for Reporting Outside Activities Under UWS 8.025
  • Code of Conduct, Regent Policy Document 20-22
  • Institutional and Employee Relationships with Educational Loan Lenders, Regent Policy Document 13-4
  • UW-Green Bay Conflict Management Plan