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, 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:

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.

   • 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. 

   • Research Faculty Appointments in the FAS must include:

     • For appointments not on FAS Dean’s Office letterhead, departments should please write to fas.dean@yale.edu with the following information, obtain email approval of the appointment, and then attach that email correspondence with all details to the Workday transaction:

       • First and last name of appointee

       • Desired rank

       • Appointment type: initial appointment, reappointment, or promotion

       • Term Length (start and end date)

       • Salary amount

       • FTE % (and any FTE split allocations as relevant)

       • If applicable, what percentage of a salary increase from last year

       • Funding source(s) with exact amounts / percentages

       • Confirmation of approval for all funding sources

   • 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: