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1 of 11 25-AUG-2016 (WD27)
EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
This guide provides navigation help and basic steps for the following Workday topics:
Basic Navigation Getting Started Inbox Personal Information Talent Management Time Off Benefits Payroll
Medtronic is committed to providing reasonable accommodations so that individuals with disabilities may participate fully in their employment.
If you have a disability that requires an accommodation to utilize Workday or complete Workday training, please contact either your manager or HR
representative to discuss possible accommodations.
BASIC NAVIGATION
Accessing Workday
From Medtronic Network:
Click the Workday link on myMedtronic home page.
From Any Computer with Internet Connection:
Go to www.myworkday.com/medtronic.
Workday Log In
1. Enter your Medtronic
network username.
2. Enter your Medtronic
network password.
3. Click Log In button.
Workday Banner
Home – Click to return to your Workday Home page.
Search – Search for people, tasks, reports and more.
Home – Click logo to return to your Workday Home page.
Profile – Click to access your Profile, Home, Inbox, Notifications, Favorites, W:Drive, My Account page, Sign Out button and other menu items.
GETTING STARTED
Change Preferences
Change Preferred Locale, Display Language and Preferred Currency
Navigation: Click Profile icon (name or photo) > My Account link > Change Preferences
You may need to sign out of Workday and log back in before your changes will take effect.
1. In Global Preferences section, click Preferred Locale drop-down arrow and select
appropriate location. This adjusts date and numeric formats for your location.
2. Click Preferred Display Language drop-down arrow and select appropriate language.
3. Select Enable Preferred Currency Reference View checkbox.
4. In Preferred Currency field, click prompt icon and select USD (for all global locations).
5. Click OK to save your changes.
Add Photo
Navigation: Home > Personal Information worklet > Change: Photo
1. Follow instructions on Change My Photo page.
Sign Out (Log Off)
Navigation: Click Profile icon (name or photo) > Sign Out
1. Click the Sign Out button to exit Workday.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
View Profile
Navigation: Click Profile icon > View Profile
Overview – Job Details, Compensation, Management Chain, Organizations, etc. Personal – Names, Personal Information, Contact, Emergency Contacts,
Documents
Performance – Performance Reviews, Development Plans, Goal Details
andArchived Goals
Career – Professional Profile (Experience, Education, Skills), Relocation, Travel,
Languages, Training, Awards, Certifications, Accomplishments, etc. Benefits – Benefits, My Dependents, My Beneficiaries, Additional Data
Pay – Payslips, Payment Elections, Tax Elections Time Off – Time Off Balance, Time Off and Leave Requests
Home Page
Navigation: Home button (or click Workday logo at top of all pages)
Your Home page displays when you open Workday.
The default worklets for your role, country and/or location display.
Worklets may include Personal Information, Performance, Medtronic Help and
Links, Time, Benefits, Pay and Time Off. Optional worklets can be added or removed from your Home page by clicking
the Configure this page icon.
Related Actions and Preview
The Related Actions and Preview icon displays next to your name on many
Workday pages.
Use the icon to access Workday tasks.
Hover over an item under Actions (e.g. Benefits, Payroll, Talent, etc.) to display
the action menu.
Submitting Changes and Completing Tasks
1. To save changes and complete tasks, you must click Submit.
2. To save changes and complete tasks at a later date/time, click Save for Later.
3. To cancel any changes you have made and return to your previous page, click
Cancel.
4. Expand the Details and Process section to view additional information, such as
the status of a process. If a process requires approval or review, the person
responsible for this task will be identified.
5. After successfully completing a task, click Done to close the page.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
Search
In Search field, enter the first three letters of a word or the complete word.
Workday supports type-ahead, predictive search behavior based on first three
letters and a brief pause. Results that are most directly related to you will be
returned.
For example, typing “leg” returns Change My Legal Name in Search Results.
Workday provides a list of your most recent actions, improving efficiency if you
perform certain tasks and actions repeatedly.
Spelling must match.
Categories
Categories enable you to target your search, producing more accurate results.
Use Common to search for people, organizations, reports and tasks. Employees
can be searched by legal or preferred name. Use All of Workday to broaden search scope.
INBOX AND NOTIFICATIONS
Access Inbox and Notifications
1. To view your Inbox actions or notifications, click your name or photo.
2. From the menu, click Inbox or Notifications.
The total number of Inbox actions and notifications displays next to the link.
Manage Inbox Actions and Archive
1. Under Actions tab, click an Inbox action to display details and/or instructions
for completing tasks.
2. To mark an action as a Favorite, click the Toggle Star / icon to select it.
3. To change viewing options from All to Favorites or Overdue, click the
Viewing drop-drop arrow. Click Edit Filters to set up Inbox filters.
4. To change how items are sorted, click the Sort By drop-down arrow and
select Newest on Top, Oldest on Top or Due Soonest on Top.
5. Click the More drop-down arrow and select Refresh or My Delegations.
6. If Actions (gear) icon displays on right side of selected action, click to perform tasks such as View Details, Skip This Task, Delegate Task or Reassign task.
7. To view archived items, click the Archive tab.
Manage Notifications
1. Click a notification to display details. Click any buttons or links (if available) to
view additional information.
2. Select the Mark Read icon if you want Workday to remove the item from
the notifications list. A checkmark displays when marked as read.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
This section includes navigation paths and basic instructions for Workday tasks commonly used by employees: Personal Information, Talent Management, Time Off, Payroll and Benefits.
PERSONAL INFORMATION
View/Change My Personal Information
Important: All employees should review their personal information in Workday to ensure it is accurate and complete.
Navigation: Personal Information worklet > Personal Information
1. Review your information on the Change Personal Information page.
2. To change information, click anywhere in the box or click the Edit icon.
3. Click Submit to save and submit your changes.
Note: For specific documentation requirements for your country, see myWorkday Support website at http://sitebuilder2/Corporate/wdsupport/Pages/default.aspx.
View/Change Contact Information
Navigation: Personal Information worklet > Contact Information
1. On My Contact Information page, click Edit. Change Contact Information page
includes Home and Work Contact Information.
2. To change information, click anywhere in the row or click the Edit icon.
3. To add new information, click Add.
4. To share a personal phone number broadly across the organization, add it as
an Additional Phone in Work Contact Information and change visibility to
“Public.”
5. To change visibility to Private or Public, click Details and make your selection.
Home Contact Information is set as “Private.” Only your manager and HR can
view it.
6. Click Save to close an address or phone entry window.
7. Click Submit.
Documentation and approval are required by some countries before a primary address change can be finalized.
For documentation requirements for your country, see the Personal Information section of the myWorkday Support website at http://myworkdaysupport.medtronic.com.
Address fields are specific to country. Fields are limited to 30 characters. Use abbreviations if needed.
Limit use of special characters such as &, @, ^, *, ", etc.
Only managers have access to make updates on behalf of their Contingent
Workers.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
Add/Change Emergency Contacts
Navigation: Personal Information worklet > More > Emergency Contacts
Important: Your emergency contacts must have at least one primary phone
number or email address.
Setting Up Your Emergency Contacts for the First Time
1. To create an emergency contact when none is already entered, click Add.
2. Click Legal Name row, enter data in required fields, and click Save. Note:
Country will determine required fields and field names.
3. Click Relationship row, click prompt icon, select a value, and click Save.
4. To enter Primary Phone, click Add and complete required fields. In Type field,
click prompt icon and select Home (default) or Work, and click Save.
5. To enter Primary Email, click Add and enter Address. In Type field, click
prompt icon and select Home (default) or Work, and click Save.
6. Enter other information if desired.
7. Click Submit.
Adding Additional Emergency Contacts (optional)
1. To add an additional emergency contact, click Edit.
2. In the Alternate Emergency Contacts section, click Add.
3. Enter required fields for Legal Name, and click Done.
4. If entering multiple emergency contacts, use the Priority field to define the
priority of all contacts.
5. Check the Mark As Primary checkbox if you want the alternate contact to be
the primary contact when you save your changes.
6. Click Relationship prompt and select appropriate option from the list.
7. To enter Phone Number, click field, enter required fields, and click Done.
8. To enter Primary Email, click field, enter required fields.
9. Enter other information if desired.
10. Click Submit.
Edit/Delete Emergency Contact Information
Important: You cannot delete your primary emergency contact.
1. On the My Emergency Contacts page, click Edit.
2. To edit Emergency Contact information, click the Edit icon next to the field you want to edit.
3. To delete an Emergency contact, in the Alternate Emergency Contacts section,
click Remove icon.
Remove icon changes to Restore icon.
4. Click Submit.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
Change Legal Name
Navigation: Personal Information worklet > Legal Name
1. Enter the effective date which your name change is taking place. In most cases
you will want to use today’s date as the effective date.
2. In Country field, click prompt icon and select appropriate country.
Fields may change when you change the Country because name format is
determined by Country. Important: Puerto Rico employees should NOT change
the default Country (United States of America).
3. Update your name in required fields.
4. Click Submit.
Additional processing or approvals may be necessary if you change your legal
name. For specific documentation requirements for your country, refer to
Employee Reference - Change Legal Name.
5. If documentation is required to approve the name change, a To Do task will
display. Click To Do button to view details of the task.
6. To close the page, click Done.
You must sign out of Workday and log back in before your changes will take
effect.
Change Preferred Name
Navigation: Personal Information worklet > Preferred Name
Preferred Name is the name that appears in Workday. Legal Name is used as
your Preferred Name unless you change it in Workday.
Legal Name is the primary name record Medtronic uses for most business
purposes.
Name fields are limited to 30 characters. Use abbreviations if needed.
Limit use of special characters such as &, @, ^, *, ", etc.
1. To enter a Preferred Name, uncheck Use Legal Name as Preferred Name box.
The page refreshes and the fields become editable.
2. In Country field, click prompt icon and select the appropriate country.
Fields may vary when you change the Country because name format is
determined by Country. Important: Puerto Rico employees should NOT change
the default Country (United States of America).
3. Update your name in required fields. You must sign out of Workday and log
back in before your changes will take effect.
4. Click Submit.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
TALENT MANAGEMENT
View/Update Profile
Navigation: Click Profile icon > View Profile > Career
1. To view or make changes to your Career information, click a link (e.g.
Professional Profile (Experience, Education, Skills, Languages, etc.).
Training cannot be updated by the employee.
Click the prompt to select from the available skills. Do not create new skills.
2. Use the Add, Edit and Remove buttons as needed to make changes.
3. If you make changes to your education, your manager is notified of the
change. If your school is not listed, contact your HR Representative or HROC
and ask to have it added.
4. If adding education, you will automatically see a “For your information”
message when you select Yes for Degree Received. Entering the year the
degree was received is NOT required.
Manage Goals
Navigation: Performance worklet > Goals
1. On Personal Goals page, to add or edit goals, click Edit.
2. You can select any Edit button and update the status (e.g. In Progress, Not
Started, Completed, and On Hold or Cancelled) when you create the goal.
3. To add a new goal, click Add, complete fields, and click Save.
4. To edit a goal, click anywhere in the row or click the Edit icon.
5. To view and add Comments to a goal, click the Show/Hide Comments
icon.
6. To indicate that your Personal Goal supports an Organization Goal, click the
Supports prompt, search using the organization goal name and then choose
the appropriate goal (if applicable).
7. When finished, click Submit.
8. If Save for Later is used, the goal will not be added to your Personal Goals list
and will not be visible to your Manager.
9. Click Goal Details tab for a more consolidated list of your goals.
10. Click Organization Goals tab to display goals that have been created by your
manager for your organization.
Talent Management Resources
Additional documentation is available from the Performance link on the myWorkday Support site.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
TIME OFF
Request/Enter Time Off
Procedures vary by country. Refer to your local procedures for specific information.
Navigation: Time Off worklet > Request: Time Off
1. Select the day(s) on the calendar you wish to take time off.
Refer to work and holiday schedules for your location.
2. Click Request Time Off button.
3. In Type field, click prompt icon and select a value from the menu. Time off
types for which you are eligible appear in the list.
4. In the Daily Quantity field, enter number of time off units (hours or days).
Units can be hours or 1 day, 0.5 (half day) depending on absence type and
country requirement.
5. If appropriate, enter Comments that your manager can view.
6. To add additional time off, click Plus sign to create a new row.
Workday will copy data in first row to the new row.
7. Click Submit.
Correct Time Off
Navigation: Time Off worklet > Request: Time Off Correction
1. Click the approved time off request on the calendar. Select the day(s) you
want to correct. Enter an adjustment to requested hours. Remove hours by
entering “0” (zero). The projected balance at the top automatically updates
once you leave the field.
2. Enter comments, if necessary.
3. Click Continue.
Click Submit.The correction will be routed to your manager for approval if
required in your location.
TIME TRACKING
This feature is used by some hourly employees in the U.S. for entering and correcting time worked.
Go to the myWorkday Support website for resources, including the Workday Time Tracking Reference for Employees.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
PAYROLL
View or Print Payslip (U.S. only)
Navigation: Pay Worklet > View: Payslips
1. To view payslip in list, click View.
2. To print a payslip, locate it in the list and click Print.
A PDF button displays at bottom of page.
3. To open the file, click the PDF button or click the drop-down arrow and select
Open from the menu.
4. If you open the file, use the Save or Print features as desired.
5. If you save the file to your computer, print the PDF from that location.
FUTURE: You can also view your Workday payslip on an iPad or iPhone.
Refer to the Getting Started with Workday for iPhone for more information on
mobile access.
6. To close the PDF window, click the Close button for the Playslip tab at the top
of the page.
Add or Change Bank Accounts
Navigation: Pay worklet > Actions: Payment Elections
For Direct Deposit payment elections, you must first set up an account on the
Payment Elections page.
1. To add a new account, click Add Account.
2. Enter required Account Information and click OK when finished.
When electing direct deposit for payments, assign the account a nickname for
easy identification later. The bank name is informational only. The numbers
drive the direct deposit transaction and may be found on checks. Please contact
your bank for further information on direct deposit. Depending on your
location, a second account may be added. Accounts must be listed in order of
priority.
3. To delete an account, click Delete Account and then click OK to confirm the
deletion.
You must remove the account from any elections before deleting.
4. To edit account information, click Change Account and click OK when finished.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
Change Payment Elections
Navigation: Pay worklet > Actions: Payment Elections
Use this process to designate how to receive payments using account(s) set up in
Account section of Payment Election page.
If multiple elections are allowed, designate the order and distribution of
payments.
To submit a valid payment election, the last election specified must have a
distribution type of Balance to capture the remaining amount, or the
percentages must add up to 100 percent.
1. To set up or update direct deposit or bank information, click Change Election.
2. Select prompt icons and select Country, Currency, Payment Type and
Account.
Fields vary by country. For more information, refer to the Employee Reference:
Payment Elections (Direct Deposit/Bank Account).
3. To delete a payment election, click Remove Row icon.
4. When finished, click OK.
Withholding Elections (U.S. only)
Navigation: Pay Worklet > Actions: Withholding Elections
1. Click Update to change your allowances and other information.
2. Enter an Effective Date for the change.
Date must be present or future. Past dates are not accepted.
3. Click OK.
W-4 Employee’s Withholding Allowance Certificate
4. Complete required fields.
5. Provide an electronic signature for this form by checking
I Agree.
6. When finished, click OK.
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EMPLOYEE REFERENCE WORKDAY EMPLOYEE QUICK GUIDE
BENEFITS
Add/Update Dependents
Navigation: Benefits Worklet > Change: Dependents
Benefits vary by country. Refer to your local procedures for specific
information. You must create a dependent record in Workday before that
dependent can be enrolled in a benefit plan.
1. To add a new dependent, click Add.
2. To make changes to current dependents, click Edit.
Add/Update Beneficiaries
Navigation: Benefits Worklet > Change: Beneficiaries
Beneficiaries can also be added during the benefit enrollment process.
1. To add a new beneficiary, click Add. 2. To make changes to current beneficiaries, click Edit.
Benefit Resources
• Benefits Enrollment: See . Benefits Enrollment Guide
Reference guides are located at http://sitebuilder2/Corporate/wdsupport > Employee > Benefits.
For additional information in the U.S., visit benefits.medtronic.com.
Need Additional Help Using Workday?
• For issues with accessing Workday, please contact Medtronic Global IT Support.
• For reference documents, quick guides, video demos and other helpful resources, visit the myWorkday Support website at
http://sitebuilder2/Corporate/wdsupport.
• For additional assistance, contact [email protected] or your local HR contact. Global phone numbers for AskHR are available
on TogetherWeCan.
