Workday is Live!

To access the system, visit

Questions & Support

For questions or technical support, visit to submit a help desk ticket. 

Office Hours

Visit office hours in July for extra support, hosted by our functional experts. 

First Time Users

When logging into Workday for the first time, there are several items to complete. 

Attention campus researchers:

ORA would like to share some information on how the Workday launch will directly impact your research projects over the next few months. 

If you have any questions, please contact the ORA team.

Important: Researchers will still be able to post expenses and spend funding during the transition. 

  1. All project expenses, including legacy expenses from Banner, will be uploaded into Workday!
    • Expenses from project inception to April 30, 2023, will be in Workday by 7/10/23.
    • Expense data for May – June 2023 will be uploaded after fiscal year close ~ Aug 2023.
    • Expense reports in Workday will not reflect research expenses until 7/10/23. 
  2. No Indirect Cost (IDC) will be generated on new expenses in Workday until all legacy data is uploaded. 
    • ORA will be manually tracking projects with low available balances or ending to help with spend downs.
  3. No invoices will be automatically generated or submitted until all legacy data is uploaded. 
    • ORA will be submitting invoices to sponsors on an as needed basis during this transition. 


Important Announcement Regarding Financial Data:

The Finance teams would like to provide some information regarding how the Workday launch will directly impact your financial data in the coming months. Here are the key points to be aware of:

1. Worktag types (previously known as indexes), including legacy expenses from Banner, will be integrated into Workday. The data will be loaded according to the following schedule: 

  • Budget data is expected to be loaded by July 31, 2023. 
  • Grant expenses from project inception until April 30, 2023, will be available in Workday by July 10, 2023. 
  • Grant expense data for May to June 2023 will be uploaded after the fiscal year closes, around August 2023. 
  • Operating expenses in Workday will be recorded for fiscal year 2024 activities as they occur. 
  • Project balances and expenses for fiscal year 2023 will be incrementally loaded between July 14, 2023, and September 30, 2023.

2. Reporting will be affected by the data loads in the following ways: 

  • Grant expense reports in Workday will not reflect research expenses until July 10, 2023. 
  • All other financial reports will be inaccurate until October 1, 2023. 

3. One Card numbers displayed in Workday: 

  • The last 4 digits of your card number displayed is incorrect. This is a known error, VISA does not share the last 4 digits of a card number for security purposes. The number displayed is the last 4 digits of the account number, which is different from your card number. 
  • If you’re looking for a June transaction, go look in Banner and Chrome River to complete these transactions. 

4. Additional information regarding grants: 

  • Indirect Costs (IDC) will not be generated for new expenses in Workday until all legacy data is uploaded. The Office of Research Administration (ORA) will manually monitor projects with low available balances or approaching end dates to assist with spending down funds. 
  • Invoices will not be automatically generated or submitted until all legacy data is uploaded. During this transition, ORA will submit invoices to sponsors as needed. 

It’s important to note that expenses can still be posted, and fund managers can continue to spend their funding during the data transition period. 



Check out this short video to learn more about Workday: 

About Workday

Workday is an Enterprise Resource Planning (ERP) platform that will replace Banner for the Human Resources, Payroll, and Finance functions of our university. Many universities have implemented Workday because of its ease of use, system flexibility, and functionality specific to higher education. 

Workday has a modern interface and stores everything in the cloud, eliminating the need for us to store and protect the data locally. Other benefits include a reduction of manual processes, consolidation and transparency of systems. Workday also provides the opportunity to work collaboratively with other higher education institutions to develop functionality to suit the unique needs of higher education. This means Workday allows the flexibility and room to grow. 

Questions about Workday?

Contact us at

Project Timeline

Workday vendor demos to Mines for Human Capital Management, Finance, and Student modulesJune 2021
Workday Project Kickoff and Project Planning beginsSeptember 2021
Workday Project Configuration beginsJanuary 2022
Campus End User Training beginsMay 2023
Go-Live at Mines for Human Capital Management and Finance modulesJuly 2023

How will the switch to Workday impact Mines employees?

The employee functions that will move into Workday include:

  • Hiring and onboarding of new employees (including student employees)
  • Employee payroll
  • Benefit enrollment for medical, dental, and retirement
  • Timesheet entry and approval
  • Leave (vacation, sick, etc.) requests and approvals
  • Hourly time entry & approvals
  • Employee Self-Service for updating personal information (address & phone), W4, direct deposits, etc.
  • Reconciling OneCard activity (formerly Chrome River)
  • Travel authorization and expenses
  • Performance management and annual employee review process
  • Research: Automated Time and Effort Certifications
  • Real-time financials for research projects
  • Recording all financial transactions
  • Portal to Percipio online employee learning
Why is Mines moving to Workday?

Following a review of Mines’ existing systems in 2019, consultant BerryDunn recommended that Mines replace its existing Banner Enterprise Resource Planning (ERP) system with a comprehensive, intuitive, agile, and cost-effective system or re-implement Banner. With a new implementation, the consultants stated Mines would also have the opportunity to reduce third-party solutions, reduce duplication of staff effort, and configure robust integrations. 

Mines submitted a request to the State IT Capital Budget Committee for re-envisioning our Enterprise Resource Planning (ERP) and Student Information System (SIS) for consideration in the FY21-FY25 budget. After several months, our project was approved for funding in the FY22 state capital budget. 

Mines is partnering with four other Colorado public universities (Metro State, Fort Lewis, Adams State, and Western) to implement Workday. Collaborating with the other institutions has allowed us to negotiate consortium pricing with a single vendor. In addition, this collaboration should not only help reduce costs but also yield implementation efficiencies across our individual universities in years ahead. 

Mines’ current plan is to first implement the Human Capital Management (HCM) and Finance modules starting in July 2021, with a projected go-live date of July 1, 2023.

What are the benefits of Workday?
  • Improved Experience: Workday will provide all our stakeholders with a dramatically improved technology experience with efficient transactional services to our staff and students.  
  • User Friendly: Workday’s user interface and forms are much more user friendly, mobile responsive, modern, refreshing, so much simpler than previous experience. 
  • Cloud-Based: Workday as a cloud solution will reduce the care and feeding of our current ERP system which is on-premise and managed by Mines IT Staff.  
  • Data Management: Workday provides Mines with an opportunity to re-evaluate how data is managed and used.  
  • Mobile Capable: Users can perform their necessary HR, Payroll, and Finance actions while using a smart phone or tablet. 
  • Improved Reporting: Workday will provide reliable data and reporting capabilities in real time, giving supervisors and unit leadership a better view of the information that they need to make important decisions for their units. 
  • Collaboration: All of Workday’s 1200+ customers are using the same version of the software, resulting in a community with unprecedented levels of communication and collaboration. 
  • Compatibility: Workday integrates with other Mines applications that we already use, and we have the flexibility to add more in the future. 

” We must differentiate ourselves from the considerable competition and change in education style that we face and will be facing. That differentiation does not stop in the classroom; we must align our core infrastructure with who we are and where we are heading. “

~ Kirsten Volpi