New Faculty and Staff Guides
Welcome to Carnegie Mellon University! Click on the topic areas below for helpful tips and answers to frequently asked questions related to tasks employees can complete through Workday. These resources will also help you complete the onboarding process in Workday, the university's system for human resources, benefits, payroll, time tracking and more.
Elect Your Benefits
Elect New Hire Benefits
Newly eligible employees have 30 days from the date they become eligible to enroll in or waive benefits, which will be found as a task in your Workday inbox. Employees who do not make elections within 30 days will be automatically enrolled in default benefits. For more information on enrolling in CMU Benefits, please visit the Eligibility and Enrollment page of the Human Resources website.
Important Note: Error When Adding a Dependent
When adding a dependent to your benefits, you will need to answer "NO" when asked if you would like to "Use your new dependent as a beneficiary." Answering "NO" will have no future implications and will allow you to populate the relationship field appropriately on the subsequent page. Beneficiary information is not recorded in Workday; rather it is held directly with MetLife, the university's life insurance vendor.
View and Update Your Retirement Savings Plan Elections
Retirement savings contributions can be elected or changed at any time and become effective the first day of the following month. If you are changing your election to zero, the effective date can be the first day of the month in which you are making the change. All other changes are effective the first day of the following month. For more information on Retirement Contributions, please visit the Retirement Savings page on the Human Resources website.
- System Guide: Retirement Elections [pdf]
Designate Life Insurance Beneficiary
While life insurance beneficiary information is not stored in Workday, designating a life insurance beneficiary is accomplished via a link from Workday to a MetLife web portal.
- System Guide: Designate Life Insurance Beneficiary [pdf]
Enter Time Worked (Hourly Employees Only)
Entering Hours Worked
Employees are responsible for maintaining accurate time cards in Workday if they are paid hourly. Time worked must be recorded, submitted and approved prior to the payroll deadline in order to receive pay on your normally scheduled payday. Any hours not approved by the payroll deadline for that pay period will be subject to the retroactive approval deadlines. For a full list of payroll deadlines, please see the Payroll Calendars.
Employees who are paid hourly and need to enter time in Workday will be sent regular reminders to enter and submit their time. These reminders are automatically generated by the system each week, as employees are encouraged to enter their time on a weekly basis. Employees who are required to enter hours in Workday are not able to turn off these notifications.
- System Guide: Time Tracking for Employees [pdf]
If you an hourly employee and are currently unable to enter hours in Workday, there are several possible causes. Below are the most common:
- All hourly employees are temporarily locked out of their time entry calendar on the day after the payroll transaction deadline for that pay period. Please note that you will not be able to enter any retroactive hours during a payroll lockout. Changes after the payroll transaction deadline will be accounted for in the subsequent pay cycle as long as they are approved by the retroactive deadline.
- Your department has not yet added your job or has recently made a change to your job. In this case, please consult with your department.
If you have questions about when you will be able to enter your time, please contact the HR Service Center.
Request, Edit and View Paid Time Off
Request Time Off
The university provides several types of benefits to accommodate your needs to take time off. The eligibility requirements and compensation/benefits for each type of leave differ. In all cases, you should notify your manager and seek approval for time away from the office with as much advance notice as possible.
- System Guide: Request Time Off [pdf]
View Time Off Balances
To find your Paid Time Off balance, select the Time Off icon. Under the View section, select Time Off Balance. You can then select the Balance as of Date based on a past, current or future date. Please note that your Paid Time Off balance is shown in hours rather than days. It is also broken down by Floating Holiday, Reserve Sick Day and Paid Time Off hours.
Edit Time Off Requests
You are able to make corrections using the Time Off Correction function in Workday after the time request has been approved, even if the original request has already been paid.
There are two options available to correct time off in Workday: you can either delete the entry entirely or adjust the amount of time using the Daily Quantity field. Once adjustments are made, you manager will need to approve the correction. Please note that if you are on leave, the Leaves Manager will need to approve the change.
- System Guide: Time Off Corrections [pdf]
For other information related to Time, please visit the Time FAQ.
View and Update Personal Information
Update Personal Information
As a federal contractor, Carnegie Mellon University is required to obtain and report demographic data on its employees; therefore, CMU invites all employees to voluntarily self-identify their race, ethnicity, sex, disability and veteran status. Your submission of this information is voluntary. You may choose “I do not wish to answer” as a response to any of the status questions.
Please note that the form will require you to make a selection from the Military Status list in order to submit your Personal Information. A Military Discharge Date is not a required field.
- System Guide: Change Personal Information [pdf]
Update Contact Information
Your primary address should reflect your permanent address, as it is used for taxation purposes. However, you will still need to update your tax elections in Workday after updating your primary address in order for your tax elections to reflect your new address. Your primary address must be a street address and not a post office box or work department address. Terminated employees will need to contact the HR Service Center to have their address updated in Workday.
You can update your work phone number in Workday. Your other work contact information is provided by your hiring department; you will need to work with your hiring department to update this information in Workday.
It is important to provide at least one person to contact in the case of an emergency. This information can be updated at any point through Workday, where you can add information for a primary emergency contact and alternate emergency contacts.
- System Guide: Update Contact Information (Home, Work, Emergency) [pdf]
Change Legal Name
To change a legal name in Workday, at least one form of proof of legal name change must be provided. Acceptable forms of proof include a Social Security card showing updated name or a letter from the Social Security Administration verifying legal name.
- System Guide: Change Legal Name [pdf]
Change Preferred Name
Carnegie Mellon University recognizes that faculty and staff members may prefer to use a name other than their legal name to identify themselves. In acknowledgement of the diverse community at Carnegie Mellon, the university supports the use of preferred names by faculty and staff, while maintaining the legal-name requirements for official records and data integrity.
Setting your preferred name in Workday will update your preferred name in the CMU Directory and the global contact lookups in Exchange and G Suite. Please note that some systems may have a standalone copy of your name data that is not affected by Workday updates. You should contact that system’s owner to request changes or contact Computing Services for assistance on updating those platforms.
- System Guide: Change Preferred Name [pdf]
Update Self-Identification of Disability
Federal law requires that CMU invite each of its faculty and staff members, as well as applicants, to complete a voluntary self-identification survey, which includes a question about disability status. Use the guide below to complete or update this form at any time.
- System Guide: Self-Identification in Workday [pdf]
Unsubscribe from CMU-Alert
Faculty and staff will automatically receive CMU-Alert messages to their email, office phone and personal phone numbers listed in Workday. If you wish to receive text alerts, you must identify your personal number as a mobile device in the drop-down menu in Workday.
While discouraged, faculty and staff have the ability to opt out of receiving emergency alerts to their mobile and/or other personal phone numbers.
- System Guide: Unsubscribe from CMU-Alert in Workday [pdf]
Manage Your Payment and Tax Elections
Manage Your Direct Deposit Payment Elections
All employees are encouraged to set up for direct deposit through their Payment Elections in Workday. A Social Security number must be on file for direct deposit to be approved. If you do not yet have a Social Security number, you will need to pick up physical checks from the HR Service Center on or after your pay date. Checks will be held for one month before being mailed to the address on file.
Payment elections must be established in Workday prior to pay period deadlines to be effective for that pay date. For payroll deadline calendars and other helpful resources related to pay, please see Payroll Resources.
- System Guide: Direct Deposit Quick Guide [pdf]
View Your Payslips
All available payslips are available through the Pay icon under the View > Payslips menu. You can also view the five most recent payslips in the Payslips section of the Pay worklet.
- System Guide: View Your Payslip [pdf]
See the Pay Statements FAQ page for answers to common questions on paychecks and payslips.
View and Update Your Tax Withholding Elections
Employee tax withholdings elections (IRS Form W-4) are managed by accessing the electronic tax forms available in Workday. A valid Social Security number is required to access these forms.
It is the responsibility of the employee to determine tax withholdings elections. The HR Service Center cannot advise on how employees should complete the W-4 form.
- System Guide: Electronic Tax Forms (W4 and Multi-State) [pdf]
View Your W-2 Tax Forms
Current employees can view payslips and W-2 tax forms (2015 to present) in Workday. W-2 tax forms are distributed annually via U.S. mail. Please use the W-2/1042-S Replacement Request Form [pdf] if you did not receive your W-2, no longer have access to Workday, or are requesting additional copies or reprints of your W-2.
- System Guide: Retrieving Electronic W-2 Tax Forms [pdf]
Foreign National Information System (FNIS)
The Foreign National Information System (FNIS) is used to determine if foreign nationals have any tax benefits based on country of origin, length of stay, type of visa and type of earnings. It searches for any applicable tax treaties and/or exemptions that can be applied directly to the foreign national’s pay. Answers to common questions about FNIS can be found on the Foreign National Information System (FNIS) FAQ page.
Answers to common and frequently asked tax questions can be found by visiting the Tax Resources and Payroll Taxes FAQ pages. If you are unable to find an answer to your question, please contact the HR Service Center.
Access Workday Mobile
Workday Mobile allows you to complete Workday tasks from your smartphone or tablet. While not all Workday functions are available through the Workday Mobile app, it is a convenient way to update personal information, request time off and log hours.