Benefits - Health Care

Your Workday: Benefits Health Care, Life and FSA

In Workday, you can enroll in benefits, declare a benefit event type, view and change beneficiaries, and view current benefit elections and associated costs. See the Self Service-Manage, View, and Change Your Benefits (pdf) tip sheet to find out how.

A new benefits-eligible worker can make self-service benefits elections 30 days before their start date if onboarding is completed. See the complete set of tip sheets for new hires on this Workday@Penn webpage.

Open enrollment takes place in the spring. Follow these step-by-step instructions in the tip sheet, Self Service-Open Enrollment Elections (pdf).  Benefits-eligible workers can easily access their current benefits information in Workday. Current workers may also change benefits in Workday with a qualifying event such as marriage or loss of coverage.
Yes, you can view and manage beneficiaries, edit an existing beneficiary, or add new beneficiaries in Workday. This includes all information about beneficiaries including their relationship to you, their age, and the benefit elections in which they are included.
Yes, you can view prices of different plans and compare the plans side-by-side during enrollment or as a new hire. 
The benefits call center is available at 1-866-799-2329. 

Pay, Payroll Tax, and Compensation

Your Workday: Taxes

From the Workday homepage, click the pay application. From this page, under the pay column, you can click on withholding elections, tax documents, or BSI Tax Withholding Form.

Learn how to view your tax elections in this Self Service-Manage Your Payroll and Compensation Information (pdf) tip sheet or access the BSI Tax Withholding Form in Workday and complete various tax forms including the W-4 in the Self Service-Access Tax Withholding Forms (pdf) tip sheet.
Yes, you can do this in the pay application under withholding elections. See this Self Service-Access Tax Withholding Forms (pdf) tip sheet.

Your Workday: Payroll

No. Workday will only have payslips from July 1, 2019 onward. Please access this U@Penn application for pay advices for pay dates prior to July 12, 2019. These will be available here for 18 months after the pay date.
If you are a new worker, you can select your pay elections (direct deposit) during onboarding. See this set of Workday tip sheets for new hires on this website.
Workday gives you the flexibility to easily add up to three financial institutions for direct deposit accounts. See the tip sheet, Self Service-Manage Your Payroll and Compensation Information (pdf) for step-by-step information. Once you have added two (or three) accounts, you can update your payment election information. Workday enables you to choose a primary, balance account and up to two secondary accounts. You can select the amount of money from each paycheck, or the percentage of each paycheck, that you would like sent to the second and/or third account.
You can view your current pay slip, and historical payslips in Workday from July 1, 2019 onward. The payslip is formatted to easily see gross and net pay, pre-tax deductions, taxable wages, and employer-paid benefits. You can download your payslip into a PDF format. See the tip sheet (pdf) Self Service-Understand Your Payslip.

Your Workday: Compensation

Detailed compensation information for staff and academic workers includes a breakdown of total rewards, including benefits and allowance. See this Self Service-Manage Your Payroll and Compensation Information (pdf) tip sheet.

Personal Information

Your Workday 1: Personal Information

Integration of the Penn Directory with Workday@Penn is a companion project, but is not part of Workday@Penn’s scope.
Yes, you are able to manage your profiles in the Penn Directory.

Updates to the Penn Directory are not fed back to Workday@Penn. At this point in time, if you update your Penn Profile, please also update pertinent personal information in Workday@Penn. Workday@Penn is the system of record for the University for payroll, payroll tax, compensation, benefits, time and absence, and more.
 
You are strongly encouraged to use the “Manage UPennAlert Info” located in the Penn Directory. Your emergency contact information will be used by the Division of Public Safety or other authorized Penn Administrators to provide you with urgent text and/or email messages. Your information should include the best number(s) for reaching you quickly.

Your emergency phone contact information will not be displayed in the Directory.

Updates to the UPennAlert data are not fed back to Workday@Penn. At this point in time, if you update your update your emergency phone contact information in UPennAlert, please also update it in your personal information in Workday@Penn. Workday@Penn is the system of record for the University for payroll, payroll tax, compensation, benefits, time and absence, and more.
 

Your Workday: Personal Information

In Workday, you will find the following information: home address, email address, mobile phone number, and emergency contact information. Workday enables you to change your home contact information, emergency contact information, and preferred/legal name at any time. See Self Service-Modify Your Personal Information (pdf) tip sheet for step-by-step instructions.
Yes, Workday has detailed job information include your location, manager, employee ID, organization, position, and business title. If your job details require a change, please contact your manager or Workday HR analyst. Only those with the appropriate security roles in Workday@Penn are able to change job details.

Time Off and Leave of Absence

Your Workday: Leave of Absence

Workers can request certain types of leave of absence in the Time and Absence application in Workday. From this page, workers enter details of their leave, including last day of work, the first day of leave, the estimated last day of leave, and any other relevant comments. The request is then automatically routed to the appropriate approver(s). You may also use the Self Service-Request Leave of Absence (pdf) tip sheet for step-by-step instructions. Academic workers may use the Self Service-Request Academic Leave of Absence (pdf) tip sheet.
Employees can request a return from leave of absence from all types of leave except for disability leaves. 

Your Workday: Time Off

All eligible workers submit time off requests in Workday. See tip sheets to show you step-by-step instructions: Self Service-Request Time Off (pdf) and Self Service-Request Leave of Absence (pdf). 

Managers and others with the appropriate security roles may use a variety of tip sheets to manage leave and absence. The catalog of manager tip sheets are located on the Workday@Penn website.
Yes, you can view your current time off balance. Workday also has a feature which enables workers to view future time off balances. This allows workers to plan PTO and manage their time proactively. Please see the Self Service-Request Time Off (pdf) tip sheet.
Sick leave is accrued based on a staff member's regularly scheduled hours of work. A full-time staff member accrues sick leave at the rate of one (1) day (8 hours based on 40 hours per week) per completed month of service. A regular, part-time staff member accrues sick leave on a pro-rata basis. The maximum sick leave accumulation is twenty-four (24) workdays (192 hours based on 40 hours per week), or the balance accrued as of 6/30/2016 (not to exceed 90 days). Those with a balance higher than 24 days will not collect any additional time in Workday until the balance drops below 24 days. Workday will not take any current sick leave balance away. Note that special rules apply to staff covered by Sick Policy 613.
To request time off (e.g., paid time off, sick leave) workers request time using the Time Off and Leave application on the Workday homepage. Time off requests are automatically routed to managers for approval. For step-by-step instructions, please use the Self Service-Request Time Off (pdf) tip sheet. 
Yes, you will receive a notification in your Workday inbox once your time request is approved. The time off will also appear as approved, blocked time in your calendar.

Time Tracking

Your Workday: Time Tracking

All non-exempt, weekly paid workers are required to enter time in Workday. View the catalog of self-service tips sheets on the Workday@Penn website for your particular situation.
Timesheets are submitted weekly by non-exempt workers. This leaves you the flexibility to enter time daily, every two days, or once a week – as long as your timesheet is submitted weekly. However, it is strongly encouraged to enter your time daily. 
No. Some workers use timeclocks to capture in and out punches for hours that are automatically sent to Workday. Workday will automatically submit hours on behalf of the worker, and managers will approve the workers’ timesheets.  For step-by-step instructions, use this Self Service-Time Entry Timeclocks (pdf) tip sheet. 
Your timesheet is due every Sunday at 9:00 pm ET.
If you forget to submit your timesheet, contact your manager as soon as possible. Your manager will work with you to enter your time. 

Training

Training FAQs

If you are a human resources, payroll, faculty affairs or business administrator your position may have a security role that requires training to accomplish your responsibilities. Learn more about security roles.
No. Penn workers who only use Workday as a self-service platform, do not supervise others, and do not have a more robust HR/payroll role do not have required training.

Workers with self-service access to Workday have computer-based learning (CBL) available to them to learn how to monitor their own information, declare life events, manage beneficiaries, enter direct deposit information, access tax documents, enter and correct time, view time off balances, request time off and leaves of absence, and view academic appointment information. View the catalog which will direct you to the Knowledge Link courses. 
 
Tip sheets describe in step-by-step fashion how to initiate and step through many different business processes in Workday. Tip Sheets are housed in a library on a PennKey-protected training webpage.
Student workers do not have required training. They have access to two online videos: One shows the self-service features of Workday, and one walks through time entry.  Students may also use Tip Sheets in the self-service category.

If a student worker supervises other student workers, we can provide them access to Workday time tracking training in Knowledge Link. If you have any student workers in that category, please contact the Penn Employee Solution Center
 

Managers have training that is strongly recommended. Any school or center can require that training and track it via Knowledge Link.


 
You have been assigned required Workday courses based on your security role(s) which were assigned at the local level within your school or center. 

To find out about your security role and required training, you should contact your local Penn Workday Security Partners. Your security partner can explain why you were assigned your security role. If your security role needs to be changed, they have access to a security change process. They will let us know to edit your Knowledge Link learning plan.

Office Hours provide those with security roles the opportunity to work through live scenarios in Workday with a member of the Workday@Penn team. You will work directly with real data and automatic approval flows.

Workday Security

Your Workday 1: Security

Workday uses a number of approaches to protect the security of client data. Transactions are encrypted both in transit and at rest, as well with geo-sensing, where certain transactions can only be done locally or in certain jurisdictions. Details on Workday security can be found on the Workday website. In addition, Penn's Office of Audit, Compliance and Privacy (OACP) functions in partnership with University and Penn Medicine management to anticipate and aggressively manage operational, financial, compliance, strategic and reputational risks; ensure the integrity of Penn's systems of internal control; and ensure strong stewardship and management accountability at all levels. Learn how you can contribute to protecting your data, including policies, guidance, tips, assessment procedures, tools and more on the OACP website.