Workday 101: A Step-by-Step Guide for New Users

At the top are five icons. As a student employee, you mainly use:

• Payslips

• Request Absence

• Enter Time

Below that is an action bar showing items awaiting approval, such as:

• Hourly submissions

• Unaccounted time

Scrolling down, you’ll see three panels:

• Check In – Record work hours

• Check In Status – Quickly check out when leaving

• Documents – University-uploaded documents (e.g., W-2)

On the right side is Announcements, where updates are posted.

What It Shows

• Header: Pay date, type, status, print options

• Company Info: UW employer details

• Payslip Info: Employee ID, pay period, check date

• Current & YTD Totals: Gross pay, taxes, deductions, net pay

  • Current = this check

  • YTD = total this year

• Withholding: Federal/state filing status & allowances

This section shows your student employee paycheck history at UW.

It lists every payment you’ve received, including the pay date, pay period, gross pay, and net pay.

To use it:

• Click View Pay Details to see the full breakdown (taxes, deductions).

• Click Print to download one payslip.

• Click Print Multiple Payslips to download several at once.

The Request Absence circle allows you to:

• Select days of absence

• Press Continue

• Choose a reason

• Submit the request

You can also view:

• Team member absences

• Time balance

Supervisor view allows approval or denial of requests.

How to Get to Enter Time

1. Go to my.wisc.edu and log in.
2. Click Workday.
3. Click Enter Time (or Time → Enter Time).

Quick Path:
MyUW → Workday → Enter Time

Enter Time

This is where you log work hours.

What You See

1. Pay Period & Dates
Example: Jan 25–31, 2026
This shows the exact pay period you are entering time for.

2. Daily Time Status
For each day:

• Hours worked

• Exceptions or alerts

Example:
“Unmatched Check-in – 2:27 pm”
This means you clocked in but did not clock out.

3. Alerts

• Needs Attention

• Time Period Lockout (past periods cannot be edited)

4. Time Grid
Shows hour-by-hour breakdown of your day.

5. Weekly Summary
Automatically calculates:

• Regular Hours

• Overtime

• Differential

• Total Hours

Clicking Check In opens the time tracking screen in Workday. This is where you record the time you start working.

The system automatically fills in:

• Your name

• The date

• The current time

• Your time zone

You must select:

• Time Type (ex: Regular Hours)

• Position (if you have more than one job)

Optional:

• Add a comment if needed

Click OK to submit.

This is the page you use to track your work hours as a student employee when you clock in.

Click Check Out when you are done working.

The screen will show:

• Your name

• The date

• The time

• Your time zone

You must choose a reason:

• Meal = taking a break

• Out = finished for the day

You can add a comment if needed.

Click OK to submit.

This panel contains:

• W-2 forms

• Tax documents

• Any university-uploaded records

How to Get There

1. Go to my.wisc.edu

2. Log in

3. Click Workday

Icons available:

• Home

• Organization

• Personal

Jobs Hub

• Browse jobs

• Manage alerts

• View applications

Procurement & Accounts Payable

• Request catalog/non-catalog items

• Access ShopUW+

• Receive items

• View reports

Quick access to:

• Benefits & Pay

• Expenses Hub

• Learning

• Personal Information

• Time

• Request Absence

• Manage Absence

How do I log time?

Workday → Time → Enter Time
If you have multiple jobs, select the correct position first.

Why can’t I log time?

• Outside pay period

• Job inactive

• Not scheduled for time entry

Can I submit more than 25 hours?

Usually no without approval.
International students cannot exceed 20 hours.

Why am I getting a warning?

Common reasons:

• Over 25 hours

• Logging outside schedule

• Late submission

Warnings notify your supervisor.

If your supervisor cannot see your time:

• It may be saved, not submitted

• It may be submitted but not approved

Check:
Time → Review → Status

If it says you are terminated:

• Your job assignment likely ended

• Often automatic at end of semester

Check:
Profile → Jobs → End Date

If payment is missing:

• Pay period not closed

• Hours not approved

• Direct deposit not set up

Check:
Pay → Payslips

Update Direct Deposit

Workday → Pay → Payment Elections

If you do not set up Direct Deposit in Workday, your paycheck will not go to a bank account.

This means:

• No money will be deposited automatically

• You may receive a paper check instead

• Your pay could be delayed

Update Tax Forms

Workday → Pay → Tax Forms → Tax Elections

Update Personal Information

Workday → Profile → Personal Information

You can update:

• Address

• Phone number

• Emergency contact

How to Get There

1. Log into MyUW

2. Open Workday

3. Click Time

4. Select Time Entry (or review your time calendar)

What You Must Do

If you see an unmatched check-in (you forgot to clock out):

• Add a clock-out time for that day

• Or submit a time edit to correct the entry

After you submit the correction, your total hours will update automatically.