There will be many changes, both big and small. Please take the time to read this and future campus communications so you are aware of the impact on you and your department.

Workday will completely replace many of MICA’s paper and manual processes as well as systems such as TimeForce and Cornerstone.

There will also be many additional features for employees and supervisors.

All Faculty and Staff Will Use Workday to:

• Update personal information such as mailing address, phone number(s), and emergency contacts.
• Complete tax changes such as the W4 and the MW507 (MD State Tax Form).
• Access your Pay Advice and W2 (2019 and beyond).
• Request leave and check leave balances (currently for staff only).

Non-Exempt (Hourly) Employees and Student Employees Will Use Workday to:

• Clock in/out (student employees say good-bye paper timesheets!!).
• Compliance Alert! All non-exempt and student employees are required to clock out when taking a lunch break. Applying fair and consistent supervisory practices promotes equity and well- being for all.

Supervisors Will Use Workday to:

• Initiate and complete the entire recruitment and onboarding process for students, faculty, and staff hires.
• Approve timesheets, leave requests, and more. Have real-time visibility into the status of
  business processes such as recruitment and onboarding.

Examples of Big Changes:

• The entire recruiting process from job requisition through onboarding for staff, faculty, and student positions will occur in Workday.
• All student positions will be posted for equal access, visibility, and opportunity to apply for student employment opportunities.
• Compliance Alert! There will be no “work without pay” - students must be hired into a position prior to working any hours.
• Compliance Alert! International student employees on an F-1 visa are limited to working 20 hours per week. Non-workstudy and workstudy students will continue to be limited to 20 hours/week. This ensures education is the priority of the student. With paper timesheets, this was impossible for supervisors to track and report on. With Workday, students will be limited to working 20 hours/week. Supervisors will be able to see the hours worked by each student for all jobs on one timesheet per pay period. Student employees are permitted to work more than 20 hours per week during breaks throughout the semester (fall/spring/winter breaks) and during the summer, if the student is not enrolled in classes.

Some Frequently Asked Questions (FAQs):

What Do I Need to Know and When?

Read the campus communications that will be emailed to the MICA community! Subsequent communications will include information on additional FAQs, training and more.

• Attend training! Training for the MICA community will include in-person training, videos, and easyto-use instructions. More information is coming soon!
• Be aware of the soft launch and hard launch dates:
  • June 10 is soft launch - all MICA employees will be able to log into Workday, upload your photo, check and update your employee and personal information.
  • June 13 is full launch - all non-exempt employees and student employees will start clocking in and out on June 13.
• Supervisors of non-exempt (hourly) and student employees will provide guidelines and expectations on where and how to sign in and out through Workday to ensure compliance with legal pay practices.

Items that will be available in Workday for individual/department use but are not yet completely rolled out across a division or the college:

• Staff Performance Evaluations
• Faculty Absence
• Faculty Evaluations

Later this year, on December 1, 2019, Workday will become the College’s Finance system.

Workday Finance Will Include:

• Accounts Payable: vendor payments (suppliers, visiting artists, etc.), purchase orders, expense reports.
• Budgets: Budget Management & Reporting will occur in Workday, full remapping of the chart of accounts in budgets, entry point for budget information (replacing current portal for budget usage).
• And more: Grants Management, Endowment Reporting, Business Assets, Invoicing, Student Refund Processing, Banking & Settlement.