FAQ

Important Dates & Deadlines for Legacy Systems

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.

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.

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.

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.

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.

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.

Frequently Asked Questions

When will Workday go live at Mines?

Workday will go live at Mines July 1, 2023.

What modules are moving into Workday?

Workday will replace Banner for the Human Resources, Payroll, and Finance functions of our university.

What systems will Workday replace?

Systems going away:

Banner (Finance and HR modules)
Employee Self-Service Banner (Viewing Employee Paychecks, Tax forms, Direct deposit)
PageUp (Recruiting)
Chrome River (Expense Management)
Vacation/Sick Leave System
Mines Online Directory

What systems will Workday Integrate with?

Integrations with Workday:

OnBase
CRS (Grants)
ESM Contract Management
VALIC (Retirement Benefits)
Anthem (Medical, Dental, and Vision Benefits)
Cashnet
JP Morgan (Banking)
T2 (Parking Deductions)
Touchnet (Photo Badge ID)
TeamDynamix
FAMIS
Skillsoft Learning – post go-live

Will I be trained on process changes that affect me?

Training content and/or user guides will become available beginning in May 2023.

How will I get access to Workday?

You will login with your Mines Multipass Credentials (every Mines employee will have access to Workday).

Will my employee profile/information transition to Workday?

Yes, all employee information including your CWID, contact information, emergency contacts, benefits, etc. will automatically transfer to Workday.

Will I be able to specify a preferred name in Workday?

The Workday system will go-live with both Legal Name and Preferred Name.

Will annual evaluations for faculty and staff be conducted via Workday?

Yes, we will use the Workday Talent Optimization Module for annual evaluations.

Is OnBase going away?

OnBase is not going away. We are retaining OnBase for document management and workflows. However, some business processes are being moved to Workday.

Will I still have access to Banner information once Workday goes live?

Banner will be in a “view-only” mode for HR and Finance data and will still be active for student modules.

Will the history of all employee records be available in Workday?

Active employee history and employees termed the year prior will be available in Workday. Banner will be in a “view-only” mode for historical employee information.

FAQ