Workday Announcements and News

Workday Announcements and News

March 3, 2022: Student Position Cleanup

On March 3, 2022, UVAHR will complete the routine audit/batch termination of inactive student jobs. This action will have an effective date of February 27, 2022. Details include:

Academic student jobs that are inactive and have not been paid since August 1, 2021, will be ended. As a result of the cleanup, previous student employees who only had the inactive student job will no longer have an active employee record. To begin working again, they must be rehired. Active, paid student jobs will remain as is. 

WDA can assist you with the student hire process. 

Spanish Language Available in Workday

Spanish language functionality has been turned on in Workday! By setting your language preference to Spanish, you will see all Workday-delivered content in Spanish rather than English. (Some language delivered from UVA is not able to be translated at this time, including some forms, job aids, and Workday Digital Assist guidance.)

To set your language preference, follow these quick steps:

Click on "View Profile" and then "My Account"







workday screen

Click on "Change Preferences"








Change your "Preferred Display Language" to Spanish rather than English


After making this selection, you will receive an alert instructing you to log out of Workday. You must log out (you can't simply close the browser window) and log back in. When you log back into Workday, you will see Spanish content.

Receive Your W-2 Digitally!

As we approach tax season, UVA encourages you to log into Workday and elect to receive your W-2 digitally. Currently, 70% of employees receive their W-2s through the mail, opening themselves up to greater potential for loss and fraudulence of their personal information.

Beyond preserving confidentiality, receiving your W-2 digitally decreases UVA’s impact on the environment. Reducing the amount of printing and mail delivery are two ways we can support our commitment to sustainability.

Electing to receive your W-2 digitally is as simple as a few clicks:

  1. In Workday, click on your “My Pay” app. Click this link to go directly there
  2. Go to “My Tax Documents”
  3. Select Electronic as your option

To receive your 2021 W-2 digitally, follow the steps above by January 1, 2022.

Position Cleanup in Workday

On October 28, 2021, HR will complete the routine audit of Academic Student, Temp, Wage, and Faculty Wage jobs as follows:

Academic Temp, Wage and Faculty Wage jobs that are inactive and have not been paid since August 1, 2020 will be ended. As a result of the cleanup, previous employees who only had the inactive temp, wage or faculty wage job will no longer have an active employee record. To begin working again, they must be rehired through the forms respective process. Active, paid temp, wage and faculty wage jobs will remain as is.

Academic Student jobs that are inactive and have not been paid since April 1, 2021 will be ended. As a result of the cleanup, previous employees who only had the inactive student job will no longer have an active employee record. To begin working again, they must be rehired. Active, paid student jobs will remain as is.

Managers can find job aids and FAQs on the Workday Training website.

Workday Release: Sept 10-11, 2021

The Workday Feature Release will take place September 10-11, 2021. In this release, users will notice a number of helpful design changes that makes conducting business processes more intuitive and navigating Workday easier. Specific changes include: 


In tasks that have a pop-out, the change selection icon, shown below, has replaced the back button. Among others, you will notice this change in the follow tasks:

  • Time Off Balance Report
  • Create Position
  • Close Position
  • End Job
  • Change Business Title

workday screen

Below the Workday Search Bar at the top of your screen, Workday now offers four most-used search categories you can specify prior to entering your keywords. These categories include “People,” “Tasks and Reports,” “Learning,” and “Drive,” and they enable searches within these categories to happen faster than before. Specifically, learners and learning admins can now search for learning items directly from the main search bar rather than navigating search results or pulling up the “Browse Learning Content” report.

workday screen

We have updated all job aids impacted by these changes. As a reminder, job aids can now be found on the Workday Training webpages. When providing links to job aids, please remember that you can promote easier access by sharing links from this page rather than from the PDFs in Box.

To learn about additional features delivered in this release, please view the overview video.  

New Look for Benefits Enrollment in Workday

Beginning September 1, UVA employees will notice a new look when enrolling in or making changes to your health, retirement, and other electable benefits in Workday. This updated and more user-friendly layout will make your benefit selections and changes easier!

Within the new design, benefit options will be visually separated into “tiles” or “cards” for categories like medical, dental, vision, etc., enabling you to:

  • easily identify your eligible coverage types (dependents) and associated costs
  • understand what benefits changes you can make
  • navigate through your benefits information
  • simplify your Open Enrollment experience in Workday

UVA HR will continue to provide you with resources likes job aids and videos to help you through the process. You can find these resources on the Workday Training website and on all relevant benefits webpages as of September 1.  

The new “tiles” layout is not exclusive to Open Enrollment. New hires who are making their first benefit elections and current employees who need to change a benefit plan due to a Life Event will experience this new layout beginning September 1.

What your new benefits enrollment layout will look like in Workday:

screenshot of new layout


Workday Users Can Now Select and Display their Pronouns

To better foster a University community where the asking, sharing, and respecting of a person's chosen personal pronouns is common practice, all Workday users are now able to select and display their preferred pronouns on their Workday profile.

sample profileBy using the “Change my Personal Information” task, users can easily choose from a list of pronouns for their Workday profile. After making their selection, they then opt whether to display their selection publicly or not. For step-by-step instructions in accomplishing this, please see the Change Personal Information job aid.

Choosing to display pronouns means they will be shown on the user's Workday public profile, as seen in the sample image. Pronouns will not be pulled into the internal UVA people search.

Selecting and displaying pronouns is entirely voluntary, and users have full control over selecting and sharing, or not sharing, their chosen pronouns.

Currently, this feature is only available for employees and team members, as it is not yet fully functional for job candidates and applicants.

Using someone’s correct personal pronoun is a way to respect them and create an inclusive environment, just as using a person’s name correctly is respectful. For additional information about how this list of pronouns was selected, or about UVA’s efforts to promote the asking, sharing, and respecting of a person’s chosen pronouns, please see the Office for Equal Opportunity and Civil Rights pronouns website.

New Workday Training Website Available

You can now find all Workday training materials (Job Aids, Courses, etc.) on the new Workday Training page. Content, which is behind Netbadge, has been categorized for employees, managers, and individual security roles.  

If you have links to job aids saved that associate with UVABOX, those links will only remain active for the next 60 days. Thank you for sharing feedback over the past few years; we will continue using it to improve our content and accessibility over the coming years. View the new Workday Training page.

User Interface Changes in Workday Release 1

Effective Monday, March 15, users will notice a number of helpful User Interface updates in Workday, rolled out in an effort to continually improve the user experience. For additional information, please see this document for a list of changes in Workday, and see this document for a list of job aids updated to reflect these changes.

Postdoctoral Fellows Transition Update

In partnership with the Office of Graduate and Postdoctoral Affairs, UVA HR has recently completed a project to improve the way UVA Postdoctoral Fellows are set up in Workday and streamline the process by which they transition between Postdoctoral Fellows (Contingent Workers in Workday) and Research Associates (Employees in Workday).

Effective February 2, 2021 a more simplified structure will be in place; all non-employee Postdoctoral Fellows will automatically be converted from contingent workers to employees in Workday with an employee type of “Non-Employee”. Research Associates will continue to be setup as Regular Employees. This means that when someone transitions between the two roles, it is simply a “Job Change” in Workday – no changes to system access will occur and background checks will not need to be run again.  

Information will be maintained on the Postdoctoral Affairs website. With questions, please reach out to your HRBP.