Intro to Workday

• What is Workday?

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  Workday is a simple, easy-to-use technology upgrade that enables employees to accomplish their HR tasks all in one place. Workday is available via your work computer or kiosk. You can also use the mobile app 24/7 on both Android and Apple devices. More information about how to log in will be coming soon.

• How is Workday connected to Unlocking Potential?

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  Since our businesses were founded, we’ve always put people first. Today, we’re building on this belief by developing new opportunities for our people and businesses to grow together. The goal of this Heritage Group-wide effort, called Unlocking Potential, is to deliver what our people want – good bosses and meaningful work – and what our businesses need – the right people ready for the right roles at the right time.

  Workday is the next step in our journey to Unlocking Potential. Workday is a technology upgrade that makes it easy to update your personal information, check pay slips, track time and more – all within a single, easy-to-use platform.

  Before Workday goes live on September 15, you'll receive training to help you:

  • Log into Workday and update your personal information
  • Enter and approve time (hourly employees + managers, if applicable)
  • Find help when you need it

  We can't wait for you to learn more! The new capabilities offered by Workday mean it will play a major role in the future we’re building together.

• What will I do in Workday?

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  Workday offers an easy-to-use platform for HR tasks, benefits management and time tracking (as applicable). Some of the tasks you’ll be able to accomplish in Workday include:

  • Enrolling in benefits during Open Enrollment
  • Checking your pay slips and W2s
  • Updating your personal information, such as your address or emergency contact
  • Requesting time off
  • Checking your benefit plan details
  • Finding your coworkers

• How do I log in to Workday?

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  Log in instructions will be available prior to the launch of Workday on September 15. You will be able to log in from your work computer or kiosk, or access Workday 24/7 from your mobile device.

Help with Workday

• Why is my manager different in Workday?

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  Workday tracks both supervisors and managers within the system, but each role works differently. Supervisors (those who supervise the work done) can approve time worked and time off, and can manage some other employee processes within Workday. Managers have additional Workday capabilities to manage employee changes and, ultimately, career development.

  Within Workday, all employees report to a Manager, who may not be the person who oversees your work every day. The Supervisor assigned to your organization can still perform all the needed supervisor actions within Workday, but they will not be listed as your manager in the system.

• What is my Career Profile in Workday and who can see that?

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  The ‘Career’ section of your worker profile gives you a space to provide a more comprehensive view of your unique talent and interests.  It is an opportunity to update your education, past work experience, unique skills or certifications. You can also use this space to indicate your interests regarding ongoing skill and career development, work travel and/or relocation preferences. This information is visible only to your manager and Human Resources. Workday’s Career Profile is accessible from your worker profile page and can be updated anytime you want. While highly encouraged, completing your career profile is optional.

• How can I find something in Workday?

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  When you log in to Workday, you will be able to use the search function to help you navigate the site and become more familiar with the tools that Workday has to offer.

• Where can I find more information about accomplishing tasks in Workday?

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  Within Workday, you'll find a library of knowledge articles at your fingertips. Known as the Help Center, these articles offer clear, step-by-step instructions on how to accomplish common tasks in Workday. These articles were written specifically for Heritage users and are tailored to the way we're using Workday. They also include company-specific information, like company-paid holiday schedules and benefits.

  Go to the Help app on the homepage or enter a topic or question into the search bar at the top of the Workday homepage to find a relevant article.

• Where do I go for help if I still have questions?

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  Employee Hub is here to help! When you have a question about Workday, your first step is to ask your business change agents or HR partners. If you need more help, or whenever in doubt, you may always call or email Employee Hub for further assistance. Contact [email protected] or call 1-800-303-0408 to get started. 

• If I leave the company, do I still have access to my information in Workday?

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  After September 15, all employees in Workday who leave the company will be given credentials and access to Workday for 18 months after the end of their employment to access pay slips, W2s, or to change their contact information. 

  Employees who leave the company before September 15 will not have this access to Workday. However, they can reach out to Employee Hub for pay slip information or to change their address. They will receive their W2s by mail to their address on file. 

Time for Hourly Employees + Managers

Are you a Milestone Employee? Reach out to Employee Hub or HRBPs for your answers.

• What does Workday mean for entering and approving time?

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  Non-Viewpoint Paid Employees Only:
  For employees who track time, Workday makes it easy for employees to clock in and out (or “check in” and “check out,” as it’s referred to in Workday), view time-off balances and manage time-off requests. 

  For people leaders who approve time, Workday offers simple-to-use tools for setting team schedules, reviewing, approving and correcting time sheets, as well as managing and approving time-off requests. 

  Workday’s time tracking tools are designed to ensure transparency and simplicity in time management. 

• Do I need to enter separate time codes when checking in and checking out?

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  No. Checking in and checking out (formerly called "clocking in" and "clocking out") is automated through Workday.

• Why do I need to submit my time card in Workday when I did not need to before?

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  The time tracking system used prior to Workday did not have the ability to allow employee review and submittal of time cards. Workday provides this feature so employees can make sure their time card is accurate before being submitted to the manager and they are confident all hours worked are accounted for on their next paycheck.

• (Hourly Workers) Will my time card be approved if my manager, supervisor or timekeeper is out of office?

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  When the person who approves your time knows they will be out of office when time card submissions are due, they will be able to delegate their time approval tasks in Workday to someone they trust, typically another manager. 

  If you are a manager, please be sure to let your teams know who will handle your tasks while you are away. 

• If I am on a weekly pay schedule, will I start tracking time at go-live on Sept. 15?

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  While everyone will gain access to Workday starting Sept. 15, those on a weekly pay schedule will begin checking in and out via Workday on Sept. 22.

Pay & Pay Slips

• Will I be able to access my old pay slips through Workday?

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  Today, you can access your old pay slips in your Employee Self Service portal. These historical pay slips will not be transitioned to Workday, however, you can still access them through Friday, October 11. If you anticipate needing these historical pay slips, we encourage you to download your copies before that date. 

  If you need copies after October 11, you can request them from Employee Hub.

• When will pay statements be visible within Workday?

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  Pay statements will be available on October 3. Statements will be shown on Thursdays.

• Can I select how I want to receive my pay statement?

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  For employees on Viewpoint, it will be a manual process. All others can select how they wish to receive their pay statement through Workday.

  Please speak to your HR partner if you have any questions, or would like to change how you receive your statement today.

• Do I need to provide a voided check to set up direct deposit?

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  Milestone employees will need to provide a voided check to set up direct deposit.

  All other Heritage employees do not need to provide a voided check. However, please note that if your bank data is not correctly entered into Workday, you will receive a paper check once the funds are returned.

Taking Time Off (Absence)

• I am a salaried employee. Why don’t I have time off balance in Workday?

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  Time off tracking for salaried employees will begin on January 1, 2025. This feature will give all teams a standard way to understand when their salaried team members are away from work and ensures we have the information needed to assist employees when they need to take longer leaves of absence. The HR teams are validating time off balances this fall and we will update Workday with this information before the process starts on January 1, 2025.

Manager Tips

• As a manager, what is the difference between "rejecting a request" vs. "return with comments"?

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  Selecting "return with comments" will allow the employee to edit and resubmit their request. If you reject the request, the employee will need to re-initiate.

Workday Mobile App

• My mobile app asks to connect to my calendar. Is that my personal or work calendar?

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  The mobile app may ask to connect to the calendar that connects to your "Mail" app on your mobile device. This is often set to your personal account, so please verify you want to proceed before giving the app permission.