Workday Transactions: Deadlines & Procedure

Workday is the primary source for faculty appointments and employee records, and is responsible for payroll, benefits, and other related employee services.  Prior to entering any information for faculty in Workday, please follow the procedure below. 

Deadlines:

• When entering in a hire, appointment, job change, and related transactions, it is recommended to process as soon as possible, after receiving all of the necessary supporting documentation. Because transactions can be made with a future effective date, OFAS is able to review and approve transactions in advance.

• New faculty hires, once approved in Workday, will generate a new NetID for the incoming faculty member as soon as 6 months in advance of the start date. This is designed so that new faculty can have access to Yale University systems in order to prepare for course teaching and other related activities.

• For deadlines related to compensation and payroll, please refer to the Payroll Schedule via the Controller’s Office Website. Since faculty are paid on a monthly payroll schedule, we request any compensation related changes to be submitted no later than the 15th of each month. If there is an urgent compensation request, please write URGENT in the subject line of the email, and we will do our best to expedite review.

Procedure:

1. If necessary, refer to the relevant training guide for the Workday business process.

• Please refer to the training guides for the various transactions on the Workday Training Website.

2. Gather all required documents for the transaction.

• Compensation changes or payments must include:

  • A letter or memo from a dean or provost which includes (1) the total amount being paid, (2) a description of the appointment or work being performed, and (3) the dates of the assignment or the academic term of the appointment, and the

  • Faculty Compensation Approval Form

• All FAS transactions must include the documents required by the FAS Dean’s Office on the FAS Chart of Required Documents | Faculty of Arts and Sciences (yale.edu).

• Professional School appointments require an appointment letter signed by one of the school deans.

• Secondary appointments for which an appointment letter has not been generated require a completed Secondary Appointment Form.  Note to FAS departments:  Please follow the procedures online at Secondary Appointments | Faculty of Arts and Sciences (yale.edu).

3. Merge into a single merged pdf binder - NOT a portfolio (click here for instructions if needed).

4. Submit all supporting documents to faculty.admin@yale.edu using the following format for the subject line:

• m/d/yyyy (of the effective date), Faculty Member Name as it appears in Workday, Transaction Type, Department, School
  • ​Example:  7/1/2024, Smith, John, Reappointment, Computer Science, SEAS
• For questions about transactions, please write QUESTION in the subject line.

5. Record the Salesforce case number from the confirmation email.

6. Enter the transaction in Workday and enter the Salesforce case number in the Comments section.