Frequently Asked Questions

Yes. The representatives from the external providers will be available during open enrollment.

New Hire Orientation will be available online.

Yes. You can make changes to beneficiaries in Workday at any time.

No. However, you are encouraged to check your benefits to confirm they are correct.

If you have a qulaifying life event (birth, adoption, death, divorce, etc…) you can make changes.

During open enrollment you will still have those opportunities online. You will be able to contact representatives to discuss your options.

We will continue to schedule orientation classes as needed. New employees must complete orientation before they begin working.

After July 1, 2020 you will use Workday to check balances and receive PO’s. Colleague will only be used for student data.

There are two reports for a Cost Center Manager to access budgets:

1. Budget vs Actual Summary HCR;
2. Budget vs Actual Detail HCR. Videos will be posted soon to demonstrate.

No, one budget line will exist for “Operating Expenses” per a cost center. The legacy Colleague object codes of 7XXX and 8XXX will be the spend categories that will reduce the “Operating Expense” budget

Cost Center Managers will have access to view budgets for their assigned cost centers. To find your assigned cost centers if you are a Cost Center Manager, you can enter your name in the search field and select the option that has “CCHM” in front of your name and “Cost Center Hierarchy” at the end of your name. You will see a list of your assigned cost centers on the details tab under includes.

A budget amendment will allow a budget transfer from one Cost Center to another if need. Videos will be posted soon to demonstrate.

Workday can be accessed from a PC, Mac, tablet or smartphone (Apple or Android devices) with an active and secure internet connection.

Yes. Protecting the security and privacy of personal data is a priority for Workday. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the protection and integrity of personal data. Workday consistently passes rigorous third-party compliance audits.

Yes, for student records.

No.

Yes.

Yes. Recorded webinars are available on the Webinars page.

No; widgets/worklets will be different depending on your role.

Yes.

Yes, bi-annually updates; downtime will not impact us.

Go live is scheduled for 7/1. Testing will begin for end users May/June.

Yes.

That’s a good suggestion. Unfortunately, Zoom Polls do not currently provide that feature. Workday-related comments can be emailed to workday@hindscc.edu.

Yes. The organization charts will include titles.

No. We will not be using People Admin after July 1.

Yes. For job title corrections you will need to contact HR.

Yes

Yes

You will be able to access the organization ID QR code through your Workday homepage. You will go to “My Account” and choose Organization ID.

Yes. Also, you can view the webinar at Workday@hindscc.edu in Resources.

You will need to be on your campus, in your work area, and on the Hinds secure network to be able to clock in from the mobile app. Once you are on the secure network you will login to the mobile app and clock in.

Other than actually clocking in/out, yes. You will have access to your Workday account with the mobile app.

The same people who currently enter new customers will continue to handle the process

No. New customers are paying Hinds for a service.

No. You will continue to create a BO for RJ Young

Yes. If we have done business with them in the last year they will be listed in Workday.

Not necessarily. Workday will send them a message to approve the request.

Yes. You can send a PDF or picture from your cell phone. However, you will want to keep the original in your files.

No, you will receive all messages in Workday.

Yes, your current information will be in Workday. However, you should verify that the information is correct.

No, you will not need to complete a W-4 form. You can make those changes in Workday.

Yes. You will receive a notification in Outlook if you have something in your Workday Inbox.

All employees will ue Workday for Time Keeping. Computers are available in the Media Center and Library on each campus. You may also use your mobile device.

If you leave HInds or retire you will need to contact HR to get a copy of your W-2 for taxes.

Yes. There will be one in HR. You can also use computers in the Media Center.

You will be able to view the purchase order in Workday and see the balance.

Yes. You will receive a notification in Outlook if you have something in your Workday Inbox.

No. At this time we will not have access to them in the Workday catalog.

You will have the capability to split costs in Workday.

Vendors will be added using the same process we currently use.

Yes. If it is a vendor that has been used within the past 2 years they should be in Workday.

Yes. At this time we are requesting building and office numbers from employees to ensure accuracy.

Each area is working on detailed instructions for users.

Yes. You will be able to print from Workday.

Yes.

At this time you can send all questions to Workday@hindscc.edu.

Not necessarily. You can take a picture of it with your phone and upload to Workday if needed.

Yes. You will be able to upload supporting documents in Workday.

All timekeeping – clock in/out, request leave, submit time – will be done in Workday for all employees.

This will be addressed before Kronos is decommissioned. Most likely, there will be a laptop in the location where the timeclocks are today. In addition, there are computers in the Media Center and Library that can be used by employees. Employees should also be able to clock in and out using the Workday Mobile app on their smartphone, as long as they are on the campus network.

Time cards will be approved in Workday. If you have employees who need time approved, you will receive an item in your Workday Inbox.

Yes.

All employees will use Workday for entering time.

All employees will use Workday for entering time.

You will enter your comp time in Workday

You will no longer use Kronos. You can check your time in Workday at any time.

Hinds will no longer use Kronos.

Hinds will no longer use Kronos.

Hinds will no longer use Kronos.

Moving timekeeping to Workday is the long-term plan. However, we are still under contract with Kronos. We will spend time reviewing and refining our timekeeping processes during this time, and will ensure everyone knows how to record their time before we move everything to Workday in the future.

You will still need to clock in based on your schedule. Adjustments to that will be made by your supervisor.

Yes.

Announcements for training opportunities will be sent via District Digest and Workday.hindscc.edu

Yes.

No, you will be able to add each campus in one expense report.

Yes.

Even though the process will be quicker, it will still go through AP and most likely take a couple of days to be deposited.

As soon as you complete a trip you can submit it. You do not need to wait until the end of the month to submit all of your travel for that month.

You will be able to select the account for the travel direct deposit. However, it cannot be split between accounts.

Yes. If you travel you will need to submit reimbursements through your Workday account.

Yes as long as it does not exceed $41/day

Details for that process will be discussed later.

As often as you submit your requests. Keep in mind processing will take a couple of days up to a week.

Yes.

You will be able to send pictures of reciepts for reimbursements.