Workday and Legacy Systems

Dear Mines community, 

In four short weeks, Workday will go live on July 1. As you may know, many of the systems we use today will be consolidated with the implementation of Workday. To help you prepare for this transition, here are some important dates and deadlines to keep in mind for some of the most used legacy systems.

1) Vacation/Sick Leave

• Campus to use Workday starting July 1 for Timesheets and Time Off.

• Campus use of Vacation/Sick Leave ends June 30.

  • Leave calendars must be submitted and approved by June 30 to ensure accurate balances are moved into Workday.

  • Hourly employees will complete timesheets as usual until June 15 and must submit/approve timesheets for June 16-30 by June 30.

• Campus use of Self-Service Banner for part-time employee time entry and approval ends June 30.

2) Chrome River

• Campus to use Workday starting July 1 for Expense Management.

• Campus use of Chrome River for Expense Management ends July 7.

• Travel Expenses

• If you have expenses charged to One Card and/or FROSCH and your travel:

  • Ends before June 15: Your expense report should be submitted no later than June 22.

  • Ends between June 15-30: You will submit two expense reports.

    • The first report should include all your One Card charges to date.

    • The second report will be submitted once your trip is over, but no later than July 7.

  • Begins on/after July 1, you will submit two expense reports.

    • The first report should include all your One Card charges to date.

    • The second report will be submitted once your trip is over (in Workday).

• Non-Travel Expenses

  • Non-Travel Expense reports for charges posted to Chrome River in May must be submitted by June 15. Expenses posted between June 1-30 must be submitted in Chrome River no later than July 7.

3) PageUp (Recruiting):

• Campus to use Workday starting July 1 for Recruitment.

• Starting June 15, no new job activity should be entered in PageUp (no new requisitions, no new offers, job searches paused), with approved exceptions only.

4) Banner Finance, HR, & Payroll:

• Campus to use Workday starting July 1 for the following:

  • HR and Payroll processing

  • Updating Employee information

  • Payroll (W2), benefits and job information

• Campus use of Banner Administration for HR and Payroll ends June 30.

• Campus use of Banner Employee Self-Service ends June 30.

• Campus will use Workday for all FY24 transactions beginning July 1.

• Campus will continue to use Banner for all FY23 transactions until the year is closed out.

5) Cognos Finance & HR Reporting:

• Campus to use Workday starting July 1 for Finance & HR reporting.

• Cognos to be used for historical reporting of Banner Finance & HR data.

6) Mines Online Directory People Search (https://www.mines.edu/search/):

• Campus to use Workday Directory starting July 1 for Employee Information.

• Campus use of the Mines Online Directory ends June 30.

If you have any questions related to this information, please reach out to Workday@mines.edu and we will work with the project team to assist you.

In the meantime, Workday Bootcamp is underway and there are lots of resources available to help you navigate and prepare for these changes. Visit www.mines.edu/workday for a training schedule, training resources and FAQs.