This handbook has been put together to help Camp and Camping Services Staff navigate their first 90 days in Workday! This site will provide you with some reminders on what to do on your first working day in July, resources, and reminders for your first 90 days.

On your first working day in July, please be sure to:

Log into Workday using your Staff Resources username and ​password.

Verify your personal information

Verify your banking information

Set up your email notifications

Request any post-July 1 absences

Submit an expense report & outstanding invoices

Begin tracking your time in Workday (hourly employees ​only).

Are you a supervisor? Check out the Go-Live Handbook for Supervisors!

Don’t forget these things as you log in!

If you cannot remember your staff resources username and ​password, call the Connections Team! Your Admin Manager, ​supervisor, or Camping Services cannot reset your password.

Go ahead and bookmark the Go-Live Version of Workday in your ​favorite browser on your computer. You are gonna be in Workday ​a lot!

Forget about the training version of Workday you may have ​logged into before summer! From now on, only use the version ​linked above!

Remember, the mobile app is optional but is also handy!

CAN’T REMEMBER YOUR LOG IN?

719-381-1844

helpdesk@sc.younglife.org

Now that you are logged into Workday, here are some tip and tricks to navigate the tool!

Your home screen in Workday is unique to you! It depends on if you are an hourly employee, a salaried employee, a supervisor, or an ​admin manager.

VERIFYING YOUR PERSONAL INFORMATION

Now that you can are logged in and can navigate Workday, let’s verify your personal information—just this ​once! Everything should be good to go, but let’s double-check just to make sure.

1. Click on the “My Profile & Expenses Dashboard” from either the home screen or the Menu.
2. Under “My Contact and Personal Information,” click the light blue hyperlinks under each section to view what is currently listed and to make edits.
3. When editing your preferred name, uncheck the “Use Legal Name as Preferred Name” box. Remember - your Admin Manager will have to approve your preferred name!
   

VERIFY YOUR BANK INFORMATION

Next, let’s verify your bank information! If you are an hourly employee, verify your bank information before July 3.

1. Click on the “My Profile & Expenses Dashboard” from either the home screen or the Menu.
2. Click the hyperlinks under “My Tax Withholding Elections” and “My Payment Elections” sections to view what is currently listed and make any edits.

Don’t forget these important terms!

• Pay Slip - formerly known as a pay stub. A summary of your paycheck.
  
• Payment Election - formerly known as a direct deposit. This is a summary of where your paycheck is deposited.

SETTING UP NOTIFICATIONS

Alright, now that your information is correct, it is time to set up your email and mobile app notifications!

1. From the home screen, click on the profile (person) icon.
2. Select “Change Preferences”.
3. Scroll to the notifications settings and adjust email and mobile app notification as needed.
   

REQUEST AN ABSENCE

Now, it is time to request any post-July 1 absences in Workday. Remember, moving forward all staff must request all absences through Workday. This is especially important for hourly employees.

1. Click on the “My Profile & Expenses Dashboard” ​from either the home screen or the menu.
2. Click the hyperlink under “My Time Off”.
3. Once on the absence calendar, select the specific ​dates to request and then click “Request Absence”.

Don’t forget these important terms!

• Absence - In Workday, this includes both PTO and any type of leave (i.e. maternity, paternity etc). In Workday, you will request an absence and then specify that it is PTO.
  

CREATE AN EXPENSE REPORT

Within the first few days of logging into Workday, you will have access to all of your expenses for the month of June!

In Workday, there will no longer be a penalty for submitting more than one monthly expense report. So for your first working day in July, create an expense report with just a few expenses to get used to it. Then in a few days, submit another report! When you go to create a report, don’t forget these important terms:

Remember, in Workday, Camping has consolidated several departments! Below are the new cost center names, IDs, and departments that are included in each cost center.

To create an expense report:

1. From the My Profile & Expenses Dashboard, click on the “My Expenses” hyperlink under the “My Expenses and Invoice Section”. Then select “Create Expense Report”.
2. Create a new expense report; in the memo section, name your report. The company, expense report date, company on the expense line, cost center, YL Section, and fund will pre-populate.
3. Select the transactions to include in the report.
4. For each expense: select the spend category, enter the memo, and change the cost center if needed.
5. Drag and drop a receipt for any transactions over $75.
6. Click the “Add” button under the Itemization section to itemize an expense.

SUBMIT AN INVOICE REQUEST

As you are creating an invoice request, don’t forget the important terms below. They are listed in the same ​order you will be asked for them on your invoice request!

To submit an invoice for payment:

1. From the My Profile & Expenses Dashboard, click on the “My Expenses” hyperlink under the “My Expenses and Invoice Section”. Then select “Create Invoice”.
2. Fill out all fields under the “Primary Information” section.
3. In the “Additional Information” section, all fields between the “Ship-to Address” and “Tax Amount” will default based on the company and supplier.
4. Make sure to re-enter the memo in the “Additional Fields” section.
5. Scroll down and select the “Attachments” tab to upload the invoice.
6. Below, skip the field titled “Item” and re-enter the memo in the “Item Description line”.
7. Fill out all other information, except ministry type, projects and additional Worktags.
8. Re-enter the memo and click “Submit”.

.

Remember you still need to have a W9 for all suppliers. Accounts Payable will set up the supplier within 24-48 hours of receiving the request.

BEGIN TRACKING YOUR TIME (HOURLY EMPLOYEES ONLY)

Alright, let’s start tracking your time in Workday!

1. Under the “Timely Suggestions” section on the home screen, click on the “My Time” Hyperlink. Or click on the “My Profile & Expenses Dashboard” from either the home screen or the menu. Under the “My Time and Absence” section, click the hyperlink titled “My Time Entry”
2. On your time card, you can double-click the date to enter hours, or click on the “Actions” button to enter time by week or using the quick add feature.
3. At the end of the pay period, click the “Review” button in the bottom right hand corner. Enter any comments, and then click “Submit”.
   

WHEN ENTERING YOUR TIME, DON’T FORGET THESE THINGS

MOBILE APP LIBRARY

You can do any of the listed tasks in this handbook on your mobile app too! Click a link below to view a video ​on how to use the mobile app!

RESOURCES & HELP

Camping Services is here to help you learn Workday! Below are links to resources for you.