The Department of User Solutions recently announced a variety of Workday tasks that all employees must complete prior to Nov. 15. Two of these tasks include "Opting into Paperless W-2s" and "Updating Work Space and Contact Information."

Opt into Paperless W-2  

Each year the U of A mails thousands of paper W-2s to university employees. The number of printed copies has averaged over 9,000 per year since 2020, many of which are returned for various reasons. In an effort to drastically reduce this number in 2023, all employees will receive an electronic W-2 for 2023 before paper copies are available.

Faculty and staff are also strongly encouraged to make or change their elections in Workday to opt out of a paper copy and receive only an electronic W-2.

If an employee has previously elected to not receive a paper copy, that election is still in effect. Workday's secure cloud server and multi-factor authentication process for access ensures that sensitive information is protected. Mailed, paper copies of a W-2 will be delivered after electronic copies are distributed and have an increased likelihood of personal information being lost, stolen, delivered to an incorrect or outdated address, or otherwise compromised. Receiving a paperless W-2 would save an estimate of approximately $2 per employee. 

How to elect a paperless W-2:  

1. Click the "My Tax Documents" button .

2. Click on the "Edit" button in the "Printing Election" column.  

3. Select the "radio" button next to "Receive an electronic copy of my Year-End Tax Documents."  

4. Click the "OK" button.  

"This effort will ensure that our university continues to enhance our focus on sustainability while also providing additional security and data protection not provided with paper copies," said Michael W. White, associate vice chancellor for financial affairs. "Paperless W-2s will streamline our processes and lead to more accurate outcomes for our employees." 

Updating Work Space and Contact Information 

​​Two related Workday tasks appeared in every employee's Workday inbox in September: "Annual Notice: Work Space and Work Contact Review & Update." All employees are asked to review and, if necessary, update their work space and contact details. An employee's work contact phone number is used to update the campus directory.  

How to review and update your work space information:  

1. Access the "Work Space Review & Update" task in your Workday inbox. 

2. Click the "Change My Work Space" button. 

3. Use the search bar to find and select your location. 

4. Review and update your work space details, if necessary. 

5. Click "Submit" to confirm your work space updates. 

How to review and update your work contact information:  

1. Access the "Work Contact Review & Update" task in your Workday inbox. 

2. Review your current work contact phone number and verify if it corresponds to your office number. 

3. To update your information, click the "Change My Work Contact Information" button. 

4. In the "Phone" section, choose "Add" if a number is not already listed, or use the pencil icon to edit the existing number. 

5. Set the visibility to "Public" to ensure your office phone number is displayed in the campus directory. 

6. Click "Submit" to confirm your work contact updates. 

"This information is vital in optimizing the U of A's procurement processes and serves various crucial functions, such as reporting, asset tracking and safety alerting," said Jennifer Jones, assistant vice chancellor for business. "It also ensures that deliveries are made to the appropriate office location, which will prevent delays and receipt issues." 

Conflict of Interest and/or Commitment Task Information Sessions 

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, another one of the tasks employees should complete. Multiple sessions will be offered geared toward two primary audiences: 

• For employees submitting their own COI, COC or OE disclosure, the "general" sessions will explain how to navigate the Workday process seamlessly, input information and access helpful resources for any questions. 

• The other sessions are for managers, department chairs and supervisors who will be reviewing and approving COI, COC and OE submissions from their employees. The focus for 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 is required. Employees can click here to RSVP for one of the sessions at the bottom of the page and add them 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. 

For more information regarding Workday enhancements and tasks, visit the User Solutions website at workday.uark.edu and watch Arkansas News for additional updates in the coming weeks.