Workday Transactions: Deadlines & Procedure | Faculty Administrative Services

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, as long as the I-9 process is fully completed (I-9 FAQs can be found here). 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.

Supporting Documentation:

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.
Gather all required documents for the transaction.
- New faculty hires must include:
  - The email notification that the professional conduct review has been successfully completed. These are submitted to the hiring department from OFAS for professional schools (non-School of Medicine) and from FAS Dean’s Office (for FAS units) or the SEAS Dean’s Office (for SEAS units). Please write to faculty.admin@yale.edu for Professional Schools, fas.dean@yale.edu for FAS, and seas.facultyaffairs@yale.edu for SEAS if you have not yet received this notification after an offer letter has been accepted by an incoming faculty member.
- 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, (3) the dates of the assignment or the academic term of the appointment, and the Faculty Compensation Approval Form.
  - For pre-approval for extra compensation, please submit the Provostial Pre-Approval for Faculty Extra Compensation form with any supplemental contextual information to faculty.admin@yale.edu prior to Workday entry for pre-approval routing through the Provost’s Office.
- 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: FAS departments, please follow the procedures online at Secondary Appointments | Faculty of Arts and Sciences (yale.edu); SEAS departments, please follow the procedures online at Secondary Appointments, SEAS.

Workday Transaction and Attachments:

For all faculty business processes initiated in Workday on or after January 29, 2026, documents should be attached directly within Workday business processes.

Please submit attachments as separate documents. It will no longer be required to combine all attachments into one file.

Please note: any comments you insert on the attachments, as well as in the business process, will be saved to the employee’s record and viewable by those with the relevant Workday roles.

Faculty Document Categorization

When uploading documents for faculty transactions, please name the document according to the naming convention below:

Last name, First Name [document type] [document date]
- Example: Smith, John Offer Letter 12/11/2025
- Example: Doe, Jane Salary Letter 1/1/2026
- Example: Wang, Joe Extra Compensation Approval 1/2/2026

When uploading documents related to faculty, please select one of the following categories:

1. Faculty Documents – Visible

Use this category for documents that should be viewable by the faculty member. The faculty member, as well as administrators with the relevant Workday roles (i.e. Academic HR Support Specialist, Business Partner), and Department Chairs will be able to see these documents in Workday.

This includes:

Offer/Reappointment/Promotion Letters
Annual Salary Letters
Curriculum Vitae (CVs)
Other official approval correspondence that was shared directly with the faculty member

2. Faculty Documents – non-Visible

Use this category for documents that should NOT be viewable by the faculty member. These are accessible to administrators, with the appropriate roles.

This includes:

Internal memos
Salary worksheets
Vote forms
Recommendation Letters (for initial appointments. Do not upload confidential evaluation letters that are collected in Interfolio for reappointment / promotion / tenure reviews.)
Hiring justification forms or email correspondence
Any other administrative or confidential documentation
When in doubt, mark as non-visible

Where to View Attachments in Workday

Attachments uploaded during a business process (BP) can be viewed in two places:

Within the Business Process itself
- Navigate to the BP event in Workday (click Job in left column, then click Worker History on top).
- Scroll to the Attachments section.
Worker Documents Section
- Go to the faculty member’s profile in Workday.
- Select Personal from the left-hand menu.
- Select Documents tab.

An OFAS email ticket is no longer required for a regular business process (BP). Instead:

Upload the relevant documentation directly into Workday
OFAS will now review transactions within Workday, rather than through Salesforce

Contact us at faculty.admin@yale.edu for:

Questions about faculty processes, document handling, or systems functionality
Escalations or urgent issues requiring immediate attention
Support if there is a case that is sensitive in nature, or you wish to provide context outside of the business process in Workday. Retention letters should please be submitted to faculty.admin@yale.edu, instead of being attached in Workday.