Welcome to Workday

The purpose of this user guide is to help administrators and HR staff to navigate work-authorization checks for foreign workers, select the correct ‘Visa ID Type’ on Workday, and upload the necessary documents for each option. This information will help users to confidently navigate the processes for recruiting, or extending foreign workers or working students in Workday. 

It is important that UBC remains compliant with immigration law, regulations and procedures when employing foreign nationals.

See the Workday User Guide for Visa ID Types

To get the most out of Workday, the data we put in needs to be accurate. Payroll, budgeting, benefits, and a true accounting of who is working in each department — for these (and many other processes) to run smoothly we rely on accurate employment status data in Workday. That is why, for every individual who works at UBC, we need accurate employment statuses in Workday; employment status data is key to many of our business processes. 

Managers and Administrators have an important role to play in maintaining this important data set. Here are some of the current issues and solutions to improve this data at UBC.

Are there employees in your unit(s) who require a foreign work permit? If so, you likely recognize it is important that these employees do not work beyond their work permit end date. To facilitate better monitoring of these appointments, we are pleased to share that a Foreign Worker Permit Information Report in Workday is now available.

This report will help ensure current work permits are in place for any employees allowed to work in Canada. Please generate this report on a monthly basis and carefully check to confirm permits for foreign workers in your unit match their term end date. 

The report also provides a reminder about upcoming term and permit end dates, and helps with advance planning before expiry dates. Please ensure supervisors and/or Administrators in your unit connect with foreign workers whose term and permit end dates are approaching to determine if they will be applying for implied status or receiving a new work permit. If not, the unit will need to plan for their departure. 

All employees who require a work permit must upload their permit to Workday. Please make sure Administrators assist these employees by providing instructions on how to upload their permit records effectively and in a timely manner. This knowledge base article is available through the Workday knowledge base for easy reference.

Foreign workers on implied status should have proof of their work permit renewal application uploaded into their Workday profile in addition to a work permit. For a foreign worker to be eligible for implied status, there should be a confirmation of application letter from Immigration, Refugees and Citizenship Canada (IRCC) that shows a work permit application was made before the work permit expired.  

If you have any Workday specific questions, please contact the Integrated Service Centre (ISC).

Remember: If an employee does not have an appropriate permit, they must stop work immediately and until they have the appropriate work permit in place.  

For assistance with immigration-related matters, please contact the immigration team at the Housing and Relocation Services Office at Immigration.Help@ubc.ca or 604-822-6115.

The coverage start and end dates for the Extended Health and Dental Plans have changed with Workday.

For both plans, coverage now begins on the date of hire or if there is a waiting period, on the day following the waiting period.

Coverage ends at the end of the month in which your employment with UBC ends. All salary-based benefits (Basic Group Life Insurance, Disability and Pension) will end as of the last date worked. EFAP coverage continues for 3 months after the end of the month that you leave UBC.

For example, Tarik started in his new role at UBC on April 15, and ended his employment on August 23. His coverage start and end dates were as follows:

• Extended Health and Dental plans: started on April 15, ended on August 31
• Salary-based benefits: started on April 15, ended on August 23
• EFAP: started on April 15, ended on November 30.

For more information visit Coverage Start & End Dates page on HR website.

Effective March 4, 2021, former employees who have access to Workday can now edit their own contact information in Workday. This change was made to support the accuracy of contact information available to UBC particularly to support receipt of pay and tax slips. Information on how to edit contact information is available in the Knowledge Base.

Reminder: Employees who left UBC after November 1, 2019, can access Workday using their existing CWL and password for 18 months past their Termination Date. Employees can access other UBC systems (FASMail, Library, Parking, etc.) for up to 9 months from their Termination Date if a Grace Period is assigned to them as part of the Termination Business Process in Workday.

As part of the offboarding process, HR Administrators and Managers can continue to inform employees leaving UBC to keep their home address, phone number, and email address up to date in Workday. This is helpful to avoid potential issues with receiving pay and tax slips. Information on initiating a termination is available in the Knowledge Base.

Ensuring people are paid accurately and on-time remains a priority.

Employee transactions (e.g. new hires, appointments, job changes) must be entered into Workday seven days in advance of the pay schedule cutoff to allow for approval by your Central HR Partner. That means any required approvals within your department must be approved in Workday within this timeframe as well.

Note, you should only enter transactions into Workday two pay periods (~one month) in advance of the transaction’s effective date.