Workday Key Dates

Current Key Dates

Date/Time Frame

Activity

Feb. 2024 – beyond

Workday Roadmap
The implementation of Workday across the university will occur in stages. The initial go-live of the platform in January 2024 will be followed by additional components being added throughout 2024, 2025, and beyond.

May 2024

Performance Evaluation
Once the 2023-24 performance cycle is completed on April 19, the 2024-25 performance cycle will launch in Workday for the first time. Training materials and additional information will be announce mid to late Winter 2024.

Oct. – Nov. 2024

Open Enrollment
2025 benefits open enrollment will be completed in Workday for the first time. Training materials and additional information will be announced Fall 2024. 

Workday @ GVSU Roadmap: Please see the Workday @ GVSU Roadmap for information about Workday component launch dates occurring in 2024 and beyond.

 


Historical Key Dates

Date/Time Frame

Activity

Jan. 9, 2024 & Jan. 18, 2024

Travel Training
Travel training to take place.

Oct. 31, 2023 – Dec. 31, 2023 

Activity Suspension: New Fund Requests and New Org Requests  
Required exceptions may apply including new gifts/grants. 

 Nov. 6, 2023 – Jan. 31, 2024

Workday Training
Complete Workday Training.

Nov. 17, 2023 – Jan. 14, 2024

Activity Suspension: New Job Postings 
This suspension will not affect any current searches and positions posted in PageUp prior to November 17, start dates occurring during the suspension period, or current recruitment projects you are undergoing with your HR Business Partner or Talent Acquisition. Adjunct AP positions that do not require posting and renewals can continue to be processed through December. Student positions can continue to be posted in Handshake through December 31.

Nov. 17, 2023 – Jan. 31, 2024 

Activity Suspension: Budget Changes
Base budget changes and current year budget changes, including position budget changes, will not be processed during this time. Until the budget amendment suspension period is lifted, University Budgets will not be able to process:

  • Requests for new positions / new FTE / increases to FTE
  • Requests for mid-year increases
  • Requests for salary increases higher than the amount on the base position list as of December 20, 2023
  • Budget changes due to change in FTE, change in funding source, or change in Banner FOAP/Workday worktags

This is to ensure the accuracy of budget reports provided from within Workday.  Changes can be made retroactively, if necessary, after the suspension period is lifted.

Dec. 6, 2023 – Dec. 31, 2023

Activity Suspension: P Card Charges 
P Card usage in December should be as minimal as possible. Card transactions will not feed into Concur after 12/6 and will be held to be fed into Workday in January. 

Charges posted to your card until December 6 should be reconciled in Concur as soon as possible. Charges posted to your card after 12/6 will need to be reconciled on an Expense Report in Workday in January. 

We encourage you to complete all transactions using a P Card in November to minimize the number of transactions to be completed within Workday in January.

Nov. 30, 2023 – Jan. 7, 2024 

Activity Suspension: Travel Bookings
If travel must be booked, utilize CTP agents via phone for travel booking, book travel on Pcard by utilizing purchasing to lift Airfare restrictions, or book travel on personal cards and get reimbursed.

Dec. 6, 2023 – Dec. 31, 2023 

Activity Suspension: Expense Report Submission/Approval 
Expense reports must be submitted and approved by 12/6/23 in Concur to be paid in 2023. After 12/6/23, previous expenses will not be reconciled in Concur or transferred to Workday. Charges not reconciled and approved by 12/6/23 will be charged against their Division’s reserve. P-card transactions/expenses after 12/6/23 should be for emergency use only to minimize the number of expense reports held/submitted in Workday after going live. Any new transactions/expenses after 12/6/23 will be held and submitted in Workday after going live.

Dec. 7, 2023

Concur
Concur no longer available to campus community. 

Dec. 8, 2023 – Dec. 31, 2023 

Activity Suspension: Invoice Submission to AP 
Utilities are an exception.

Oct. 13, 2023 – Dec. 31, 2023 

Activity Suspension: Departmental Reorganizations

Dec. 8, 2023 – Dec. 31, 2023 

Activity Suspension: Requisitions (purchases) 

Dec. 8, 2023 – Dec. 31, 2023 

Activity Suspension: Technology Acquisition (orders)

Dec. 13, 2023 – Dec. 31, 2023 

Activity Suspension: Invoice Approval 
Utilities are an exception.

Dec. 15, 2023 – Dec. 31, 2023 

Activity Suspension: Travel / Cash Advances and Reconciliations 

Dec. 17, 2023

Time Clocks
Last Day to Use Time Clocks 

Dec. 18, 2023 – Jan. 2, 2024

Time Entry
GVSU hourly staff and their supervisors/managers will enter time in Ultratime as time clocks will no longer be in use.  

Dec. 19, 2023 – Dec. 20, 2023 

Activity Suspension: Copy Center
As part of the transition to Workday, GVSU’s Copy Center website will be closed to new copy jobs and store orders after 5pm on Tuesday, December 19th and all day Wednesday, December 20th while we transition department account numbers from FOAPs to FDMs. We will resume normal operations for both copy jobs and store orders on Thursday, December 21st. The Copy Center will still be open during this time, if you have an emergency request, please contact us at 616-331-2608 or [email protected].

Dec. 21, 2023 – Dec. 31, 2023

Activity Suspension: Transfer Requests
Transfer requests must be completed and submitted to Accounting by 12/21. Beginning in January, transfer requests will be completed in Workday. To learn more, see What Systems Are Workday Replacing?

Dec. 22, 2023

Workday Training
Deadline for all faculty/staff to Complete WD 101: Getting Started for All Employees.

Jan. 3, 2024

Workday Go-Live
All GVSU faculty staff will have automatic access to Workday via my.gvsu.edu. Hourly employees will enter time in Workday.

Jan. 8, 2024

Deadline to Approve Time

Jan. 8, 2024

Lightning Travel Booking Tool
Lightning tool will be available to campus. 



Page last modified February 23, 2024