Frequently Asked Questions

Workday will be rolled out for HR and Finance on January 2, 2026. All employee and manager self-service functions, including financial transactions that can be initiated by employees or managers (such as expense reimbursements) will be live on day 1. Your first paycheck in 2026 will be through Workday. Additional functionality may be ready to use on day 1 but may not roll out until the next appropriate period (such as performance appraisals). 

The Workday project will have a Phase 2 to implement budget planning functionality beginning approximately in Summer of 2026. 

At this time, international locations will not be impacted by this project. 

Yes.  Workday's version of the Chart of Accounts is called the Foundation Data Model (FDM).  We are developing tools and training to help the RIT Community become comfortable with the FDM.

As indicated below, three mechanisms for checking in/checking out (Workday's language for clocking in/clocking out) will exist at RIT.  As an hourly employee, you should familiarize yourself with these options and talk to your manager about any departmental policies that may apply.  

• Kiosks: Every current time clock (with the exception of one at Park Point) will have a kiosk available in the same area.  To check in/out at the kiosk, you will need to use your 9-digit UID.  Don't "know your 9"?  Use this link for instructions:  ITS - How To: Locate Your RIT University ID
• Mobile app: Use the mobile app.  This option will only work on the RIT main campus, inside "geofenced" areas.
• Computer: Log in to Workday using your computer.  This may be the preferred option for remote workers/people not working on the main RIT campus.

We will ensure that when needed, all employees will have access to Workday. Additionally, Workday has a robust mobile application available for all employees to view information and complete certain tasks. 

Yes, a job requisition is required for every student hire, regardless of whether it is their first or subsequent position, or if you are processing a direct hire. Each new role or department assignment necessitates either a new or existing requisition. 

At this time, department-specific onboarding forms cannot be added to the Workday onboarding process. The onboarding workflow is standardized and includes only required state compliance documents, RIT policy acknowledgements, and other mandated forms. Any department-specific onboarding materials must be managed outside of Workday. Future enhancements may allow for more customization. 

Yes, every time you add a job for a student—whether it is their first or an additional position, or even for direct hires—a job requisition is required. 

It is recommended to ask students during the interview process if they hold other positions on campus. Workday provides increased transparency, allowing managers to view if a student has multiple jobs once they are hired in your department. 

When a student holds multiple jobs and one department ends the job, the student remains active in the other department. Once all jobs are ended, Workday will automatically initiate the termination process for the student. Always use the “End Job” feature; Workday will determine if termination is appropriate based on the student’s employment status. 

Graduate Research Assistants (GRAs) do not require a job requisition, as they are not classified as employees. Graduate Teaching Assistants (GTAs), however, are considered employees and must have a job requisition on file. 

During peak periods, such as the first week in January, approvals may take a bit longer due to high volume. Once the semester is underway, approvals are typically processed within a few business hours. After the initial approval of a job requisition, you can hire multiple students under that requisition without additional approvals. 

Best practices for organizing such positions include creating distinct job descriptions for each role or grouping similar responsibilities under one requisition, as appropriate for your department’s needs. 

Non-managers can be granted permission to create job requisitions if they are assigned the Student Hiring Support security role. This allows staff who handle hiring to perform these tasks even if they are not managers. 

Yes, applications remain accessible in Workday even after a job has reached its end date. Unlike Career Connect, there is no 30-day window; you will have extended access to view applicants for your positions.

Yes, multiple staff members can utilize the same job requisition to hire students, provided they have the Student Hiring Support security role and are added as Primary Recruiters on the requisition. This allows for collaborative hiring within departments. 

Yes, a separate job requisition should be created for advanced positions such as student managers. When promoting a student to a higher-level role, use the “Change Job” function to update their position. The advanced level job description form previously required for above-minimum-wage hires is no longer needed in Workday. 

Workday provides automated communication templates for certain stages of the hiring process. While some areas, such as the job offer letter, allow for limited customization, most pipeline stage communications are pre-configured and cannot be edited. 

Best practice is to create a new job requisition each academic year to ensure information remains current and manageable. While a requisition can be used for multiple hires throughout the year, it is advisable not to leave a requisition open for more than one year. 

Yes, there is a “Change Business Title” task in Workday. This feature allows you to update a student’s business title, which is especially useful for students holding multiple jobs.

Students will use regular Single Sign-On (SSO) to access Workday. Employee emails and accounts will continue to be created through the RSC as a separate process.

Career Connect will remain active for Career Services but will no longer be used for posting regular student jobs.

At a high level, Workday will replace the Oracle E-Business Suite (including APEX) for HR and Finance purposes, including employee self-service, manager self-service, expenses, payroll, etc. 

Workday will also replace Cornerstone/Saba for talent management, BrassRing for hiring, and Kronos/UKG for timekeeping.

No. The Operation Tiger Cloud project will replace RIT’s enterprise resource planning solution (ERP), which is used for managing RIT’s financial, human resources, and budgeting processes. As an RIT employee, you use Oracle, the current ERP, to view your paystub, sign up for benefits, submit an expense reimbursement or update your personal information. Depending on your role, you may also use it to approve expense reports, invoices and time off. 

CLAWS will be used in conjunction with Workday.

If you need assistance with Workday, please follow these escalating steps to find the appropriate level of support:

1. Review job aids and on-demand learning resources via the Training Dashboard in Workday
2. Explore Knowledge Base Articles: Knowledge - Employee Center.  There are literally hundreds of new/updated articles related to Workday!
3. When available/applicable, join a Zoom support session
4. Reach out to a project Ambassador
5. Contact the RSC
   • Web: help.rit.edu
   • Phone: 585-475-5000 Monday – Friday, 7:30 AM – 5 PM
   • Chat: accessible via Slack or at help.rit.edu

Want more information on the Workday support model at RIT? Consult this Support Tip Sheet

Check out the training page on the Operation Tiger Cloud website for the latest information on training opportunities.