Category: Workday

Hello,

As part of the end of semester work and the upcoming transition to Workday in July 2025, it is important to review and update your personal information by June 14, 2025.

At the end of the day on June 14, 2025, your personal information will move to a read-only status in HRS. You will be able to see the information in HRS, but not make updates until July 7, 2025, when we begin utilizing Workday.

Please hold any personal information changes that will occur after June 14, 2025, for entry into Workday.

Action Requested:

Sign into my⁠.wisconsin⁠.edu (UW-Madison can also use my⁠.wisc⁠.edu)

Review and update, as needed, the following information from the My Information Tile:

• Home and Mailing Addresses
• Personal Contact Details
• Emergency Contacts
• Preferred Name and Marital Status
• Ethnicity
• Veteran and Disability Status

Review and update, as needed, the following information from the Benefits and Well-Being Tile by June 14, 2025:

• Savings Summary for Supplemental Retirement Plan (SRP) 403(b)

Review and update, as needed, the following information from the Payroll Tile by June 30, 2025:

• Federal and State Form W-4
• Direct Deposit

Additional upcoming deadlines to know:

• Remote work agreements for FY26, on or after July 1, 2025, will occur in Workday and should not be entered at this time.

Demographic Information Request:

Annually, the Universities of Wisconsin is required to report employee demographic information to comply with federal Affirmative Action regulations. As part of this process, you can self-identify as an individual with a disability and/or as a protected veteran. Submission of this information is voluntary and confidential; it will in no way affect your present or future employment with the Universities of Wisconsin. If you decide not to self-identify at this time, you may do so at any time in the future.

Contact your Affirmative Action Officer: https://⁠www⁠.wisconsin⁠.edu/ohrwd/aaeeo/contact/ if you have questions or need a reasonable accommodation to perform your job duties.

If you have any questions or need further assistance, you can contact us by replying to this email or sending an email to serviceoperations@uwss⁠.wisconsin⁠.edu.

Sincerely,

UW-Shared Services

As the Universities of Wisconsin prepare for the transition to Workday, we want to ensure all employees are aware of important time and absence activities. Please review the information below to understand how this transition may impact you.

Timesheet Entry
For employees who enter their shift in and out times, all entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Employees will continue to use their current timesheet for hours worked from June 29, 2025, to July 5, 2025. The current timesheet will become view only at 11:59pm on July 5, 2025, and time entry from this point will be entered in Workday.

For employees who enter their total hours per day, all entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Entries with an effective date of June 29, 2025, or later must be held and entered in Workday with shift in and out times.

• Note: University Staff exempt-hourly employees who currently report their hours in HRS will no longer have a timesheet in Workday and will not be required to report hours.

Web Clock Entry
Employees who punch in and out will continue to utilize their current web clock through 11:59 pm on July 5, 2025.

Absence Entry
For leave eligible employees, all absence and no leave taken entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Entries with an effective date of June 29, 2025, or later must be held and entered in Workday.

If you have any questions or need further assistance, please contact us at serviceoperations@⁠uwss⁠.wisconsin⁠.edu.

Sincerely,

UW-Shared Services

Workday will go-live at all 13 Universities of Wisconsin (UW) institutions in July. This project, which impacts Human Resources, Finance, Purchasing, and Research Administration activities, will standardize and modernize our business processes across the UW.

In order to prepare for the transition to Workday, the Office of Human Resources must modify normal HR-related processing timelines over the next few months leading up to implementation. As a result, we will have targeted outreach on a number of activities, as well as adjusted normal fiscal year end process deadlines. The chart below highlights a number of activities, timelines by which items must be completed, and deadlines we will have to adhere to with the cutover between systems (if you would like to see this timeline in chart form, please see here). There will be periods of slowdown, soft freezes where only critical items will be able to be processed, and hard freezes where we will not have access to enter anything into the system.

 

Timeframe	Activity(s)	Deadline
3/17/25-6/6/25	Summer Session/Summer Service Communication and period to set up summer appointments with start dates prior to 6/29/25	6/6/25
3/31/25-4/28/25	Student Rehire/Summer Process – Request for adjustments to current student appointments and/or summer hires be submitted during this timeframe	4/28/25
4/1/25-5/14/25	Recruitment Initiation Slowdown – While not a freeze on recruiting, consideration should be given to limit any recruitments initiated during this timeframe	5/14/25
4/2/25-4/30/25	Base Rate Adjustments (temporary or ongoing) with a 7/1/25 start date must be submitted for review by 4/30/25	4/30/25
4/14/25-5/15/25	If extending temporary appointments with an end date between May-July, requests must be submitted for review by 5/15/25	5/15/25
5/15/25-6/13/25	Recruitment Soft Freeze – Unless an exception is approved by the Assistant Chancellor for Talent & Technology and Chancellor, any new job postings will be held until Workday go-live. For granted exceptions, applicant deadlines must be no later than 6/30/2025 (preferably before).	6/13/25
6/2/25-6/14/25	Employee Self Service will be restricted as of 6/15/25. This timeframe should be used to review/update any necessary information (Direct Deposit, W-4, 403(b) contributions, etc.)	6/14/25
6/14/25	HR Transactions Hard Freeze – last day for HR transactions in HRS without UW exception	6/14/25
6/14/25-7/6/25	Recruitment Hard Freeze – new job postings will be held without exception until Workday go-live due to the HR Transactions hard freeze.	7/6/25
6/15/25-7/7/25	Hiring Freeze – new positions/hires will not begin during this period (unless an exception is approved by the Assistant Chancellor for Talent & Technology)	7/7/25
6/28/25	Absence Entries – all absence entries with an effective date of 6/28 or earlier must be submitted by today. All absence entries effective 6/29 and beyond must be entered in Workday.	6/28/25
6/29/25	Hourly employees will have until 6/29/25 to enter hours/absences for the Jun B pay period (6/15-6/28)	6/29/25
6/30/25	Supervisors will need to approve all Jun B hours in HRS by the end of the day	6/30/25
6/29/25-7/6/25	HRS Black Out – no access to HRS during this time aside from time/leave approval as otherwise noted.	7/6/25
6/29/25-7/5/25	July A pay period, first week will be entered in HRS, employees must submit timesheet by end of date 7/5/25 ATP team will pull hours from HRS to Workday timesheet	7/5/25
7/7/25	Workday Go Live

 

During the next few months, the Workday transition will be HR’s priority so we can best ensure a smooth transition for all employees. Because of this, some non-essential HR projects may be deprioritized during this time. We recognize the impact this transition will have on all departments across campus and ask for your patience with potential last-minute changes and assistance in ensuring good communication with our office.

More detailed and targeted communications will be forthcoming as we approach the noted activities, however, please do not hesitate to contact our office at hr@uwgb.edu or (920) 465-2390 if you have any questions or concerns.