Student Worker Guides and Resources
Workday allows undergraduate and graduate students with hourly positions and graduate students with tuition and stipend to view their pay slips. Undergraduate and graduate students with hourly positions also use Workday to track their time worked. See the topics below for all the processes you have access to in Workday, as well as the resources designed to guide you through the processes.
View Personal Information (Including Address and Emergency Contacts)
Students can view their address and emergency contacts in Workday but will need to update any personal information using Student Information Online (SIO). The Workday primary address will automatically populate using the permanent address from SIO within 24–48 hours of making an update. This address must be the student’s residence when not enrolled in class or the address listed on their legal identification cards (such as a driver’s license).
The permanent address in SIO is the one that will be used for payroll and tax information in Workday, so it must be a street address and not a post office box, student mailbox or work department address.
Before making any changes to your permanent address as recorded in SIO, be sure to consider the following:
- If you consider this address to be your place of tax residency. This address will determine your payroll withholding.
- If the zip code entered is valid. If the zip code is not valid, the address will not successfully migrate to Workday.
- If the address is in the United States. An address outside of the United States will not automatically migrate to Workday. If you do not have a physical address in Pittsburgh (non-SMC), you will need to use your foreign address for tax purposes. The HR Service Center will complete this update on your behalf.
Enter Time 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.
Please note that the job management student position is a placeholder position for students in Workday. This placeholder position does not have pay rates attached to it. You must select the appropriate position from the drop down menu when entering your time. If you have trouble distinguishing between your positions or do not yet have a position in Workday, please contact your department.
- System Guide: Time Tracking for Students [pdf]
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.
Unable to Enter Time
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.
Self-Identify a Disability
Federal law requires that CMU invite each of its employees to complete a voluntary self-identification survey, which includes a question about disability status. You can complete or update the self-identification form at any time.
- System Guide: Self-Identification in Workday [pdf]
View and Update Direct Deposit
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.
Payment elections must be established in Workday prior to pay period deadlines to be effective for that pay date. If direct deposit is not approved before the pay period deadline, Pittsburgh-based employees can pick up their paper paychecks at the HR Service Center during regular business hours starting on the scheduled pay date. A photo ID is required to receive a paycheck. Unclaimed checks older than one month will be mailed to the valid street address printed on the paycheck, which is the primary address in Workday.
- System Guide: Direct Deposit Quick Guide [pdf]
Please see the Pay Statements FAQ page for answers to common questions on paychecks and payslips.
View Payslips Processed in Workday
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]
Please see the Pay Statements FAQ page for answers to common questions on paychecks and pay statements.
View and Update Retirement Savings Elections
Employee 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]
View and Update Tax Withholdings
W-4 Forms (Tax 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]
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.