Five Important Workday Tasks Now Available to Employees
Starting today, Sept. 15, U of A employees have access to five tasks to complete in Workday by Nov. 15. Completing these tasks in a timely manner will help the university fulfill compliance, sustainability and safety commitments, while also ensuring more efficient operations.
1. Conflict of Interest, Conflict of Commitment and Outside Employment Reporting
Conflict of interest, conflict of commitment and outside employment reporting are an essential component of ensuring ethical standards and transparency within an organization. The reporting procedures have moved into Workday, with the exception of the InfoReady reporting for outside employment hours worked in fiscal year 2023 (July 1, 2022 - June 30, 2023), which is due today, Sept. 15.
All employees are required to disclose any known or potential conflict of interest or commitment. Integrating the procedure into Workday simplifies the compliance process and aligns it with university policies while providing a seamless user experience. If an employee's circumstances change outside of the annual disclosure period with an actual or potential conflict of interest, employees are required to submit another COI/COC form.
Information Sessions Available for Employees and Managers
User Solutions will host several information sessions for those wanting to learn more about the Disclosure and Management of Potential Conflicts of Interest and/or Commitment reporting process. Multiple sessions will be offered, geared toward two primary audiences:
- General Sessions: Employees submitting their COI, COC or OE disclosure will learn how to navigate the Workday process seamlessly, input information and access helpful resources for any questions.
- Managers, Department Chairs and Approvers Sessions: The focus of these sessions is providing a comprehensive understanding of supervisory roles in the COI/COC/OE process. Discover how to efficiently review and manage disclosures while ensuring compliance and ethical practices.
Registration for the sessions is required. Employees can RSVP for one of the sessions at the bottom of the page and add it to their Outlook calendar. User Solutions is offering repeat sessions on a variety of dates to maximize the opportunity for employees to attend and get questions answered at their convenience.
2. Opt into Paperless W-2 Delivery
All university employees will automatically receive W-2 forms electronically through Workday this year. This secure method ensures quick access to W-2s while supporting sustainability initiatives. As a result, faculty and staff are encouraged to choose electronic delivery only for W-2s, opting out of paper copies delivered by the U.S. Postal Service. Anyone who previously elected not to receive a paper copy will still have that election in effect.
3. Update Work Space and Contact Information
Two related Workday tasks will hit every employee's inbox: "Work Space and Work Contact Review & Update." All employees are asked to review and, if necessary, update their work location and contact details. This information is vital in optimizing our procurement processes and serves various crucial functions, such as reporting, asset tracking and safety alerting. An employee's work contact phone number is used to update the campus directory. And employees can add their personal cell phone numbers in Workday to receive emergency and inclement weather notifications.
4. Annual Notice of Discrimination
All employees are asked to review the Prevention of Discrimination, Sexual Harassment & Sexual Assault document available in Workday. Once reviewed, clicking the "I Agree" checkbox and submitting it will remove the item from an employee's Workday inbox. The document can be revisited in each person's Workday Profile under the Career tab's Documents subtab.
5. Annual Notice of Protected Data
To adhere to federal reporting standards, all faculty and staff must review and update their personal data in Workday. Ensuring accuracy in race, ethnicity, veteran status, disability and other protected data is crucial. Upon task completion or if no updates are needed, a simple click on "Submit" will remove the item from your inbox.
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