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Workday Student Timeline - Fall 2025 & Spring 2026
July 29, 2025
Workday Student Timeline
Fall 2025 Preparations and Testing
November 4 - 6, 2025 - "Mock Semester" - Key faculty and student volunteers will conduct a full-scale simulation of Workday Student functionality to confirm its readiness for advising, course registration, student billing and financial aid, and other Student-related processes. This will inform final adjustments and guide instruction/training materials to prepare for go-live in Spring 2026.
Spring 2026 Transition Period
Spring 2026 will be a transition period where students and faculty use both e-Services and Workday:
- e-Services will be used to handle activities for Spring 2026 courses and student billing
- Workday will be used to manage Fall 2026 course registration, advising, and billing
Find more details at www.depauw.edu/it/workday/project-timeline.
Managing Split Costs in Workday
April 9, 2025
In Workday, you can split costs across multiple funding sources. This promotes collaboration between departments and keeps Cost Center Managers informed, allowing them to review and approve expenditures from their department’s budget. In the past, this process involved one department purchasing and requesting transfers from the University’s Business Office to allocate funds to the appropriate accounts. Now, with Workday, the process is more streamlined.
Expense Reports
For Expense Reports, users can "Itemize" the expense line to charge it to multiple funding sources. However, itemization should only be used when more than one funding source is involved. Cost Center Managers can quickly review charges by opening the Expense Report. Under itemization, click View Details to see each line and the corresponding charges before approving them.
Amazon Connect Requisitions
When making purchases through Amazon Connect, you can split the order into multiple lines and assign a funding source to…
Accessing Your 1095 Form & Managing HSA Contributions
February 26, 2025
Find your 1095 Form
The 1095 form is a tax document that provides proof of health insurance coverage, which is required for tax filing under the Affordable Care Act (ACA). To find your 1095 form in Workday:
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Navigate to your employee profile
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Click on "Actions,"
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Select "Benefits."
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Scroll down and click on "View My ACA Forms" at the bottom to access your 1095.
Update your HSA Contributions
Health Savings Account (HSA) contributions allow you to set aside pre-tax money to pay for qualified medical expenses. This offers a valuable way to save on healthcare costs while enjoying tax advantages. A new quick guide is available to help employees at DePauw University update their HSA contributions. The quick guide can be found here.
Workday Process Improvements: Simplified Spend Authorizations
February 12, 2025
Based on feedback from campus members, we have made adjustments to streamline the processes for Spend Authorizations and Expense Reports.
Here are the key adjustments:
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Flexible Submission Options for Spend Authorizations:
You can choose between entering a consolidated total cost as a single line item or providing itemized expense entries when submitting a Spend Authorization, depending on your Cost Center Manager’s requirements. This flexibility enables Cost Center Managers to maintain their preferred level of detail, while simplifying the input process when less detail is needed for certain types of recordkeeping.
Please consult with your Cost Center Manager to confirm your department's requirements regarding consolidated versus itemized submissions. -
Streamlined Interface for Spend Authorizations and Expense Reports:
We've streamlined the Workday input screens by removing unnecessary fields and worktags and highlighting essential information needed for both Spend Authorizations…
Updating Emergency Contacts and Beneficiary Designations
January 29, 2025
Updating your emergency contact information in Workday is crucial for your safety and well-being. In an emergency, the university will need to notify your designated contacts quickly to ensure you receive the necessary support.
How to Update Your Emergency Contacts on Workday:
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Log in to Workday.
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Click the “Profile” and “View Profile” icons.
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Click on “Actions” and hover over “Personal Data.”
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Select "Emergency Contacts."
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Review and update your existing contacts:
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Add new contacts.
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Update contact information (phone numbers, addresses, etc.).
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Specify the relationship to you for each contact (e.g., spouse, parent, sibling).
We also encourage you to review and update your beneficiary designations for your employee benefits.
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Click on the Benefits app on the home page.
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In the Change box, click "Dependents" or "Beneficiaries."
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Click the "Add" button to add a new or the "Edit" button to update an existing dependent or beneficiary.
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