Workday
Workday is Montclair State University's integrated system for managing HR, Payroll, and Finance functions. Whether you need to log in, complete a task, brush up on training, or get technical support, you will find all the resources you need right here.
Sign in using your NetID and password. Need help? Check out the NetID webpage.
Quick Links
Contact Workday Customer Care (WCC)
If you have questions or encounter issues related to accessing or using Workday, you can reach support through the following channels:
Submit a Ticket
Email Support: Email WCCSupport@montclair.edu to have an incident automatically created and assigned to the support team.
Call Customer Care
Call 973-655-5000 and select the appropriate option from the call tree to tailor the assistance you need:
Option 1: Workday Finance
Requisitions, Purchase Orders, Supplier Invoice, Budget Amendments, Adjustments, Receipts, Supplier Create, Expense Reimbursements.
Option 2: Workday Recruit / Performance Management
PAR, Evaluations, Job Requisitions, Create Position.
Option 3: Workday HR
Hire Employees, Add Job, Period Activity Pay, Timesheets, Direct Deposit, Tax Elections, Temp Job Changes, 403B Updates, Payroll Payments.
Divisional Workday Pages
Training and Resources
Workday Terminology
Like many cloud platforms, Workday uses unique terms and acronyms that might differ from the legacy systems you are used to. Understanding these core concepts will help you navigate the system more efficiently, fill out forms correctly, and find the right training resources.
Foundation Data Model (FDM) & Worktags
- Legacy Term: Department
- Definition: An identifier for financial responsibility and oversight of a managed and budgeted entity (e.g., CC00167 English).
- Legacy Term: Optional Chartfields
- Definition: Used to capture additional data for reporting, control, or reconciliation.
- Legacy Term: Division
- Definition: Identifies the Division of the University (e.g., CSAM, CEHS, CHSS, School of Business, Office of the President, Provost Office). Maintained by the Controller’s Office; defaults based on the cost center, grant, or project.
- Legacy Term: No Legacy Term
- Definition: One of six core FDM worktags (Grant, Gift, Project, Cost Center, Revenue, and Spend Category) that are mutually exclusive and automatically determine certain related worktag values (like Division, Fund, and Account).
- Legacy Term: Chart of Accounts
- Definition: The overarching data structure used for accounting and financial reporting; contains elements known as worktags.
- Legacy Term: Fund
- Definition: Represents a method of accounting based on the University’s designation of funding categorization (Unrestricted/Operating, Restricted, and Plant). Required on all financial transactions; defaults automatically based on the cost center, grant, or project.
- Legacy Term: Account 47209
- Definition: An external source of funds whose usage may be restricted or designated for a specific purpose or time period, but does not require the donor to receive anything in exchange.
- Legacy Term: Grant Projects
- Definition: Tracks a specific funding source provided by an outside sponsor (federal, state, foundation, local) with detailed reporting requirements where the sponsor receives something of value in return.
- Legacy Term: No Legacy Term
- Definition: Worktags associated with a driver worktag (such as Division, Fund, and Program). These do not need to be manually entered; they populate automatically when the Driver Worktag is input.
- Legacy Term: Account / FDM Account
- Definition: Natural accounts where debits and credits are recorded in the general ledger. They are summarized into hierarchies for financial reporting and managed by the Controller’s Office. A ledger account is associated with each revenue and spend category selected in a transaction.
- Legacy Term: No Legacy Term
- Definition: Used for external financial reporting for the classification of expenses in categories prescribed by NACUBO. Required on all financial transactions; defaults based on the cost center, grant, or project.
- Legacy Term: Capital Projects
- Definition: Used to accumulate funding for an identifiable deliverable over a specific period of time (sub-divided into phases). Projects have multi-year budgets, serve as the detailed worktag for Plant Funds, and are usually associated with capital budgets.
- Legacy Term: Detail Codes
- Definition: Provides a granular view of revenues earned at the University. Grouped into hierarchies and mapped to ledger accounts. Required on all revenue transactions (customer contracts, billing, accounts receivable) to drive accounting behavior and budget checking.
- Legacy Term: Procurement Spend Categories / Category Account Cross Map
- Definition: Provides a granular view of expenses incurred at the University. Grouped into hierarchies, mapped to ledger accounts, and required on all expense/purchase transactions to drive accounting behavior.
- Legacy Term: Product
- Definition: Used with revenue to identify the specific academic term.
- Legacy Term: No Legacy Term
- Definition: Used with grants to drive accounting for specific transactions (like participant costs and equipment). Also used in General Accounting to indicate a specific Bond Issue.
- Legacy Term: Chart field values
- Definition: An FDM dimension that is used to facilitate Workday transactions and create financial reports.
Financial Accounting
- Legacy Term: Account Transfer Journals
- Definition: A business process used to perform accounting adjustments for paid expenses. Used to move funds from one cost center to another to correct transactions, or to correct a spend category, revenue category, grant, gift, or project.
- Legacy Term: Manual Accounting Journals
- Definition: Manual journal entries used to reallocate funds between accounts to correct entries posted to the wrong line, or to update a spend or revenue category.
- Note: These are not to be confused with Manual Cash Journals (Ad Hoc Bank Transactions). While legacy CRM adjustments fall here, any exchange of goods or services must instead be recorded via the Create Internal Service Delivery process.
- Legacy Term: AR Direct Journals
- Definition: A business process to record after-the-fact cash deposits or withdrawals (including wire transfers) that appear on the Daily Bank Report sent by the Office of the Treasury.
- Legacy Term: Journal Entry Form
- Definition: A business process used to log manual accounting journals to reallocate funds or correct transactional mistakes.
- Note: The traditional paper or digital Journal Entry Form does not exist in Workday. The Create Journals business process replaces it for non-cash journal entries (formerly FRS transaction code 060) that do not involve an exchange of goods or services.
Expenses & Procurement
- Legacy Term: Web: Browser / Punch-out Catalogs
- Definition: A portal link used to request goods directly from linked vendor websites (e.g., W.B. Mason, Grainger, etc.).
- Legacy Term: Department Manager / Budget Approver
- Definition: The manager responsible for reviewing and approving financial transactions and budget amendments within their assigned cost center(s).
- Legacy Term: Receiving
- Definition: The formal confirmation of receipt of goods and services entered directly into the system.
- Legacy Term: Requisition
- Definition: A formal internal request to purchase goods and services.
- Legacy Term: Quick Invoice
- Definition: A request for payment for goods and services that do not require a formal purchase order (e.g., subscriptions, honorariums, memberships, etc.).
- Legacy Term: Issued
- Definition: The status applied when purchase orders approved by Procurement Services are officially issued to the external Supplier.
- Legacy Term: No Legacy Term
- Definition: Provides operational detail of travel and expense activity that maps (usually in summary) to a spend category. Used directly within spend authorizations and expense reports.
- Legacy Term: Employee Non-Travel/Travel Reimbursement & Non-Employee Travel Reimbursement
- Definition: The business process used to facilitate all expense reimbursements. Can be used to create new reports, copy previous reports, or generate reports from pre-approved Spend Authorizations.
- Legacy Term: No Legacy Term
- Definition: A system role that allows the University to reimburse non-employees (such as guest speakers or student club expenses) for travel. The department submits the report, and Disbursements processes the payment.
- Legacy Term: No Legacy Term
- Definition: The designated individual responsible for managing a specific gift fund from a donor.
- Legacy Term: PI (Principal Investigator)
- Definition: The lead individual who serves as the primary manager and investigator for an outside-sponsored Grant.
- Legacy Term: Special Request Requisition
- Definition: A request for goods and services that are not found in a current live MSU online catalog.
- Legacy Term: TR-1
- Definition: Allows an employee or their delegate to pre-authorize a specific expense, creating a commitment of funds for a future departmental expense or activity.
- Legacy Term: Category Account Cross Map
- Definition: System procurement codes used to identify and classify the exact type of commodity or service being requested for purchase.
- Legacy Term: Voucher
- Definition: The system document generated out of an approved purchase order or supplier invoice request that automatically handles accounting distributions and triggers approval workflows.
- Legacy Term: Quick Invoice
- Definition: A request for payment for goods and services that do not require a formal purchase order (e.g., subscriptions, honorariums, memberships, etc.).
Internal Service Delivery (ISD)
- Legacy Term: No Legacy Term
- Definition: An ISP’s official master list of available internal goods and services, including descriptions and associated pricing.
- Legacy Term: Actual Expense Transfer
- Definition: A transaction recording critical information for items/services provided by an Internal Service Provider (ISP) to an internal requester. Once approved and budget-checked, it automatically generates revenue for the ISP and an expense for the requester.
- Legacy Term: Parking Dept., Red Hawk$, Recreation Center, CREEHS
- Definition: A university department or unit set up at the Cost Center level that delivers internal goods or services to other campus entities.
Budgets
- Legacy Term: Available Budget / Available Balance
- Definition: The actual amount of funding remaining available to spend, calculated by subtracting expenditures, requisitions, and open POs from the total budget.
- Legacy Term: Budget
- Definition: A forecast of revenues and expenses for a specified time period (such as a fiscal year, or the duration of a grant/project). Represents the approved dollar ceiling for spending or an approved revenue target.
- Legacy Term: Budget Journal or Budget Transfer
- Definition: The "Create Budget Amendment" business process used to transfer funds. MSU allows users to submit balanced amendment requests (where the increase equals the decrease), routing through the Cost Center Manager to the Budget Office.
- Legacy Term: Budget Entry Type
- Definition: A categorization label assigned to every budget amendment indicating whether it modifies the Original Budget, a Temporary Amendment, or a Permanent Amendment.
- Legacy Term: Budget Check
- Definition: An automated safety check embedded within business processes (like creating a requisition) to verify sufficient funds exist before a purchase is processed.
- Legacy Term: Budget Exceptions / Budget Errors
- Definition: System warnings or hard stop errors issued during an automated Budget Check when a transaction amount exceeds the available balance or lacks an assigned budget line.
- Legacy Term: Commitment Control Tree
- Definition: A hierarchy where child ledger accounts roll up into a major Parent ledger summary (e.g., General Operating, Travel, Advertising). MSU controls budgets at the Parent level against the total available balance of all its combined child lines.
- Legacy Term: Commitment Control Ledger
- Definition: The foundational framework organizing system budget control rules. Separate structures exist for operating budgets, grants, and projects.
- Legacy Term: Budget vs. Actual (Variance) Report
- Definition: A live report displaying the baseline budget plan, actual expenditures, encumbrances, and the final available remaining budget.
- Legacy Term: Pre-Encumbrances and Encumbrances
- Definition: Funds set aside for active requisitions (commitments) and approved purchase orders (obligations), which legally encumber the budget and reduce the remaining balance available for future purchases.
- Legacy Term: Budget Entry
- Definition: A departmental security role assigned to staff members responsible for initiating budget amendments and routing them forward for formal approval.
- Legacy Term: Budget Approver
- Definition: A security role giving managers the ability to initiate budget amendments or review and approve amendments submitted within their assigned cost center(s) before they route to the Budget Office.
- Legacy Term: Ad Hoc Approver
- Definition: A security role capable of initiating or approving budget amendments for any cost center within their entire division. These amendments route to the Budget Office for final approval.
- Legacy Term: Commitment Control
- Definition: For Operating funds and Gifts, this houses non-personnel and temporary employee budgets. For Grants, it encompasses both personnel and non-personnel tracking.
- Legacy Term: Position Budgets
- Definition: Budgets managed for individual "permanent" positions within the Workday HCM system. Integrated reports pull Financial Budgets and Position Budgets together for a complete operational view. Temporary positions are handled directly inside Financial Budgets.