A new HR and Payroll system at the University of Chicago Phase I Overview

What HR and Payroll administration at UChicago looks like today 2 Paper forms……and outdated systems. 2

What is changing? 3 Beginning January 5, 2015, UChicago’s outdated HR/Payroll systems will be replaced by Workday Features include: – Intuitive user interface – Cloud-based – Automated workflow – Real-time information – Built for mobile – Focus on speed, usability and flexibility Other higher education and research institutions who have implemented Workday: Georgetown University, Brown University, Cornell University, Carnegie Mellon University, Yale University, University of Southern California, Argonne National Laboratory and Fermilab 3

Who will use Workday and how? 4 Faculty Staff Other Academic Appointees Student Workers Temporary Workers Seasonal Workers Affiliates HR and Payroll teams Starting JANUARY 5, 2015, all… will be directed to to do the following: Complete new hire paperwork (new hires only) Manage personal information (address, phone number, emergency contact) View job and/or academic appointment details and information View and update payroll elections, e.g. direct deposit, pay stubs View and update benefits elections …and all other actions performed in Employee Self-Service (ESS) today.

5 What will happen to ESS after January 5, 2015? ESS will be archived but will remain accessible for viewing past pay slips or W-2s after January 5, What will happen to UChicago Time? Eventually, UChicago Time will be replaced by Workday. Stay tuned for further announcements. Will I need training to use Workday? Online training and job aides will be available, but one of Workday’s benefits is that it is very user-friendly. How will I access Workday? After January 5, you can go to workday.uchicago.edu and log into Workday by using your CNET ID and password. Before then, you can go to the website to learn more about the project and new system.workday.uchicago.edu 5 Frequently Asked Questions

Cutover Timeline 6 6 You don’t need to do anything to prepare for Workday, other than keep the following dates in mind as we transition to the new system. These dates will be published on ESS and on workday.uchicago.edu. December 5December 21December 28January 5 Last day to do the following in ESS: Changes to benefits (directed to paper forms starting December 5) Changes to emergency contacts Last day to do the following in ESS: Update Federal W-4 withholdings Change primary and additional direct deposit information Last day to do the following in ESS: Change home mailing address (directed to contact Payroll starting December 29) View current benefits coverage View next year’s benefits confirmation statement View Document Center Workday available to all UChicago personnel ESS used to view historical pay stubs and W-2s

Landing Page [or Demonstration Video] 7 7