Workday FAQs

The University is taking a phased approach to modernizing its systems. HR, Finance, and Payroll processes were prioritized for the initial transition to Workday. Banner will continue to serve as the University’s Student Information System (SIS) to minimize disruption to academic processes and to ensure a smooth transition for the ERP conversion. Banner Student will transition to Workday in our next phase.

While Banner Student will ultimately be replaced with Workday Student, this implementation will be years in the making. The initial Workday rollout is only applicable to NJIT’s HCM, Finance, Payroll, and Budget processes and supporting tools.

ERP stands for Enterprise Resource Planning. It refers to software platforms that integrate and manage core business functions such as payroll, finance, human resources, and academic operations.

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

View instructions for accessing workday here. 

Yes. Two-factor authentication via the Duo app or a Duo token is required to access Workday from both a browser and the mobile app.

YES! Mobile App: You can also use the Workday mobile app to use Workday.

Faculty and Staff will use Workday for tasks including, but not limited to:
 

• Requesting time off
• Hourly/overtime-eligible employees will enter hours worked
• Viewing leave balances
• Credit card reconciliation
• Reimbursements
• Creating requisitions and purchase orders
• Paying vendor invoices
• Requesting new suppliers and sourcing events (e.g. Request for Bid)
• Working with a Grants Administrator to manage grant award balances and expenses
• Updating personal contact information, direct deposit, tax withholdings, retirement benefit elections, and dependents
• Viewing payslips, tax documents, benefits, and time off balances
• Applying for new NJIT jobs
• Completing annual talent management tasks (e.g. submit annual performance goals and reviews, complete annual training requirements)

• Approving timesheets and time off
• Approving expenses
• Approving requisitions and change orders
• Hiring and managing an employee’s employment lifecycle including status changes and performance reviews.

ChromeRiver, Highlander eMerchant (except for Catalogs), Cornerstone, PerformYard, and Contractflow will all be sunset. The functions performed in those systems will now be completed in Workday.

Yes and No. 
There will be view-only access for Banner HR/FIN (through 6/30/27), ChromeRiver (through 6/30/27), and PerformYard (through 12/31/26). Cornerstone and Contractflow will be decommissioned and no longer viewable to our users.

The Workday inbox is separate and distinct from your NJIT email. However, when you receive a notification for a task from Workday, you will receive the notification in both your Workday inbox as well as your NJIT email inbox. Preferences for this can be amended as desired by each user.

We have a robust training repository in Nexus where you can type in a keyword in the search bar which will return appropriate results for you. We will be continually adding to and updating our documentation.

Yes, initially, only student employees will use Workday for tasks such as submitting timesheets or requesting time off.

However, Workday for students will be rolled out to all students in the next phase of this project, expanding its usage beyond employee-related functions to encompass broader student needs. This phased approach ensures a gradual and thorough implementation tailored to the specific requirements of our student community.

Not necessarily. Security roles are assigned to provide employees with the system access needed to perform their job duties and do not automatically indicate a change in position, job classification, or compensation. In many cases, the responsibilities associated with a security role fall within an employee’s existing scope of work. If you believe your responsibilities have increased in complexity or expanded beyond your current role, please discuss your concerns with your manager. They will work with HR to review the situation on a case-by-case basis and determine whether the responsibilities have changed significantly enough to warrant further evaluation.

No, once your absence request is approved by your manager, you do not need to submit it anywhere. Approved time off requests will automatically be reflected on your time entry calendar if submitted and approved ahead of time. Employees will no longer be entering a leave report every pay period. 

Yes.

The employee is responsible for entering their sick time into Workday upon their return, or from home via the mobile Workday app. 

In case of exigent circumstances, such as an unexpected absence, the manager may submit the sick time on their behalf if needed.

Yes, all employees, including student employees, will enter their time in Workday.

You can edit your request in Workday and it will route to your manager for re-approval.

Workday will not automatically fill in how many hours you need to account for. This will need to be entered correctly by the employee, based on the schedule.

Yes, any time off that you will be taking after July 1, 2026 will need to be entered into Workday, even if it was already approved. (NOTE: This will only apply to 2026, after we launch Workday this will not need to be addressed.)

Employees are able to request time off up to a year in advance, as long as the period schedule is up to date in the system.

Based on your specific collective bargaining agreement, holidays that the University observes will be pre-populated in the calendar feature for all employees.

FY27 goal setting for non-aligned and PSA staff will take place in Workday this summer. Please do not enter any FY27 goals into PerformYard, as goals entered there will not be migrated to Workday. Training resources and support materials will be provided in advance to ensure a smooth transition. In the meantime, we encourage managers and employees to begin discussing and drafting FY27 goals now so they are ready to enter them into Workday once the goal-setting period opens.

This is a feature designed to save you time and prevent errors:

• Driver Worktags: These are the primary "anchors" of a transaction (similar to a Banner Index). Examples include a specific Program, Project, Grant, or Gift.
• Related Worktags: These are pieces of background information (like the Company, Fund, Cost Center, or Function).

How they work together: When you select a Driver Worktag (e.g., your specific Grant), Workday will automatically populate the Related Worktags for you. You don't have to manually enter the fund or department code yourself.

No. Workday uses reader-friendly operational categories written in plain English so everyday users don't have to memorize 6-digit accounting codes.

• When spending money (Outbound): You will select a Spend Category (e.g., Supplies – Office). In the background, Workday automatically maps this to the formal Ledger Account (e.g., 700300 - Supplies) for the auditors.
• When receiving money (Inbound): You will select a Revenue Category (e.g., Event Registration Fees), which Workday quietly maps to the correct backend revenue ledger account.

Whenever you complete an everyday task in Workday, such as submitting an Expense Report, creating a Spend Authorization, or filling out a Purchase Requisition, you will be prompted to select Worktags.

Because every financial transaction is defined by its Worktags, entering them accurately ensures your request routes to the right people for approval and hits the correct budget line.

Familiarizing yourself with Worktags within your operational domain (cost center/organizations) is essential for processing transactions in Workday, as they serve the same function as 'indexes' did in Banner.

Yes. You can use the FDM Translator.

Because Workday replaces traditional Banner account strings with descriptive Worktags, this lookup tool helps you quickly find the exact match for your transition.

What you will find in this tool:

• Banner Index to Workday Driver Worktag: Instantly convert your old index codes into the new Program, Project, Grant, or Gift anchors.
• Banner Org to Workday Cost Center: Locate the exact department or organizational unit responsible for the transaction.
• Banner Account to Spend/Revenue Categories: See how your old line-item accounting codes map to plain-English Spend or Revenue categories, as well as the backend Ledger Account summaries used for budgeting.

The main differences come down to where the money comes from, what you can spend it on, and whether the leftover balance rolls over at the end of the fiscal year (June 30th).

In Workday, these are categorized into four distinct types of Driver Worktags:

Workday handles budget changes and expense corrections through entirely separate financial processes. You cannot use a budget transfer to fix a past expense.

Depending on what you need to do, look up the specific process below:

• To move available budget between lines: Use the Budget Amendment task in Workday.
• To fix an incorrect expense that has already been posted (Non-Payroll): Create an Accounting Adjustment to correct the mistaken Worktags on purchases, or expense reports.
• To fix an incorrect payroll expense: Create a Payroll Accounting Adjustment (PAA) to correct salary and wage allocations.

For more information, view How to Correct a Financial Transaction in Workday.

Note on Access & Security Roles: Not every employee has the system access required to process these adjustments. To understand which security roles can submit these requests, view this Nexus knowledge article.

Yes, if someone’s job duties change their security role(s) can be updated if required. A Nexus form should be completed in order to start this request.