This handbook has been put together to help camp staff and supervisors at Malibu and Beyond Malibu navigate their first 90 ​days in Workday! This site will provide you with some reminders on what to do on your first working day in July, resources, and ​reminders for your first 90 days.

On your first working day in July, please be sure to:

Log into Workday using your Staff Resources username and ​password.

Verify your personal information

Verify your banking information

Set up your email notification

Request any post-July 1 absences

Submit an expense report & outstanding invoices

Begin tracking your time in Workday (hourly employees ​only).

Additionally, if you are a supervisor be ​sure to:

Approve any post-July 1 absences

Approve expense reports and invoices

Approve hourly time entry

Different features of Workday are available to different “payroll” groups. At Beyond Malibu and Malibu there are staff that are ​part of the US payroll group and staff that are part of the Canadian payroll group. Below is a list of features available to each ​group. For supervisors, the features available depend on the payroll group of the employee.

Don’t forget these things as you log in!

If you cannot remember your staff resources username and ​password, call the Connections Team! Your Admin Manager, ​supervisor, or Camping Services cannot reset your password.

Go ahead and bookmark the Go-Live Version of Workday in your ​favorite browser on your computer. You are gonna be in Workday ​a lot!

Forget about the training version of Workday you may have ​logged into before summer! From now on, only use the version ​linked above!

Remember, the mobile app is optional but is also handy!

CAN’T REMEMBER YOUR LOG IN?

719-381-1844

helpdesk@sc.younglife.org

Now that you are logged into Workday, here are some tip and tricks to navigate the tool!

Your home screen in Workday is unique to you! It depends on if you are an hourly employee, a salaried employee, a supervisor, or an ​admin manager.

VERIFYING YOUR PERSONAL INFORMATION

Now that you are logged into Workday, let’s verify your personal information—just this once! Everything should be good to go, but let’s double-check just to make sure.

1. Click on the “My Profile & Expenses Dashboard” from either the home screen or the Menu.
2. Under “My Contact and Personal Information,” click the light blue hyperlinks under each section to view what is currently listed and to make edits.
3. When editing your preferred name, uncheck the “Use Legal Name as Preferred Name” box. Remember - your Admin Manager will have to approve your preferred name!
   

VERIFYING YOUR BANK INFORMATION

Next, let’s verify your bank information! If you are an hourly employee, verify your bank information before July 3.

1. Click on the “My Profile & Expenses Dashboard” from either the home screen or the Menu.
2. Click the hyperlinks under “My Tax Withholding Elections” and “My Payment Elections” sections to view what is currently listed and make any edits.

Don’t forget these important terms!

• Pay Slip - formerly known as a pay stub. A summary of your paycheck.
  
• Payment Election - formerly known as a direct deposit. This is a summary of where your paycheck is deposited.

SETTING UP NOTIFICATIONS

Alright, now that your information is correct, it is time to set up your email and mobile app notifications!

1. From the home screen, click on the profile (person) icon.
2. Select “Change Preferences”.
3. Scroll to the notifications settings and adjust email and mobile app notification as needed.
   

REQUESTING AN ABSENCE (US PAYROLL STAFF ONLY)

Now, it is time to request any post-July 1 absences in Workday. Remember, moving forward all staff must request all absences through Workday. This is especially important for hourly employees.

1. Click on the “My Profile & Expenses Dashboard” from either the home screen or the Menu.
2. Click the hyperlink under “My Time Off”.
3. Once on the absence calendar, select the specific dates to request and then click “Request Absence”.

Don’t forget these important terms!

• Absence - In Workday, this includes both PTO and any type of leave (i.e. maternity, paternity etc). In Workday, you will request an absence and then specify that it is PTO.
  

APPROVING ABSENCE REQUESTS

As your team requests all post-July 1 absences in Workday, you need to approve the requests in Workday, even if you have already approved it via email or verbally! This is especially important for hourly employees.

Supervisors can approve absences from three places:

1. The “Awaiting Actions” section on the home screen.
   
2. The “My Tasks” inbox.
   
3. The “My Team Management” Dashboard under the “Time an Absence” tab. Click on the blue hyperlink to view more information about the request and to approve it.

To view all absences for your team, both approved and pending:

1. Click on the “My Team Management” dashboard.
2. Under the “Team Time and Absence” tab, click on the “Time and Scheduling Hub” from the right-hand menu. Then select, “Team Absence Calendar.”
3. Select all employees you would like to view.
4. You can view by week, month of year by using the drop down menu on the right-hand side of the screen.

CREATING AN EXPENSE REPORT

When you log into Workday, you will have access to all of your expenses for the month of June!

In Workday, there will no longer be a penalty for submitting more than one monthly expense report. So for your first working day in July, create an expense report with just a few expenses to get used to it. Then in a few days, submit another report! When you go to create a report, don’t forget these important terms:

Remember, in Workday, Camping has consolidated several departments! Below are the new cost center names, IDs, and departments that are included in each cost center.

To create an expense report:

1. From the My Profile & Expenses Dashboard, click on ​the “My Expenses” hyperlink under the “My Expenses ​and Invoice Section”. Then select “Create Expense ​Report”.
2. Create a new expense report; in the memo section, name ​your report.
3. In the company line enter either “CPY1016-YL Malibu Club ​Ministry Affiliates” or “CPY1014 - Malibu Club Yacht ​Charters LTD” depending on where you work. Staff at ​Malibu and Malibu Yatchs will never choose “CPY0001 ​Young Life Incorporated” for expense reports.
4. Select the transactions to include in the report.
5. For each expense: select the spend category, enter the ​memo, and change the cost center if needed.
6. Drag and drop a receipt for all transactions.

For all Canadian purchases, employees must ​itemize GST taxes:

1. Click the “Add” button under the itemization section.
2. For the first itemization, edit the total amount to reflect the ​expense total minus the GST taxes.
3. Click “Add” and select “Transaction Tax” as the expense item ​and list the total amount of GST taxes. Then re-enter the memo.

APPROVING AN EXPENSE REPORT

Remember, expense reports will be routed to the associated cost center managers. This means, you will be asked to approve reports for people not on your team. This also means that if someone on your team does not spend money in your cost center, you will not have to approve their report.

You can approve expense reports from the “Awaiting Action” section on the home screen or in the “My Tasks” inbox. From the expense report screen you can:

1. View a summary of the expense report.
   
2. View a summary of each transaction.
3. View if a transaction is itemized or allocated to a single cost center.
4. Click on any expense to view more information, including the receipt.
5. Approve the expense report or send it back to the employee for correction.
   

To view your team’s previous expense reports:

1. Click on the “My Team Management” dashboard and select the “Team Expenses” tab. Then select “My Team’s Expense Reports”.
   
2. In the Pay To Field, select the employee whose reports you would like to view. You can select multiple employees. Select the needed filters.
3. You can save the filter if you plan on using it again!
   

SUBMITTING AN INVOICE

Let’s submit any outstanding invoices that you need to pay! As you are creating an invoice, don’t forget the important terms below. They are listed in the same order you will be asked for them on your invoice request!

To submit an invoice for payment:

1. From the My Profile & Expenses Dashboard, click on the ​“My Expenses” hyperlink under the “My Expenses and ​Invoice Section”. Then select “Create Invoice”.
2. Fill out all fields under the “Primary Information” section.
3. When selecting a company, for US vendors select ​CPY0001. For Canadian vendors, select either CPY1016 or ​CPY1014, depending on which company the invoice is for.
4. In the “Additional Information” section, all fields between ​the “Ship-to Address” and “Tax Amount” will default ​based on the company and supplier.
5. Do not list the GST taxes in the “Tax Amount” field.
6. Make sure to re-enter the memo in the “Additional Fields” ​section.
7. Scroll down and select the “Attachments” tab to upload ​the invoice.

.

Then fill out the following fields:

1. Skip the line titled “Item” and re-enter the memo in the “Item Description” line.
   
2. Select the spend category, and re-enter the total amount listed on the invoice under “Extended ​Amount.”
3. Skip ministry type. Unless the invoice is for Spend Authorization, skip “Projects” and ​“Additional Worktags”.

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If the vendor is a US vendor, click “submit” to send the invoice ​to the cost center manager. If the vendor is a Canadian ​vendor, following the steps below to itemize GST tax:

1. In the “Lines” section click “Add”
   
2. Re-enter the memo in the “Item Description Line” and ​select “Transaction Tax payable as the spend category.
3. Enter the GST tax amount in the “Extended Amount” ​field.
4. Fill out all remaining field and click “Submit”.

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Remember you still need to have a W9 for all suppliers. Accounts Payable will set up the supplier within 24-48 hours of receiving the request.

APPROVING AN INVOICE

Invoices will be routed to the associated cost center manager for approval.

ENTERING TIME (HOURLY EMPLOYEES ON US PAYROLL ONLY)

Alright, let’s start tracking your time in Workday!

1. Under the “Timely Suggestions” section on the home screen, click on the “My Time” Hyperlink. Or click on the “My Profile & Expenses Dashboard” from either the home screen or the menu. Under the “My Time and Absence” section, click the hyperlink titled “My Time Entry”
2. On your time card, you can double-click the date to enter hours, or click on the “Actions” button to enter time by week or using the quick add feature.
3. At the end of the pay period, click the “Review” button in the bottom right hand corner. Enter any comments, and then click “Submit”.
   

WHEN ENTERING YOUR TIME, DON’T FORGET THESE THINGS

APPROVING HOURLY TIME ENTRY

Hourly employee time cards are due to supervisors by 11:59 PM MST on the last day of the pay period. Supervisors must approve time cards by noon local time the day after the pay period ends.

You can approve time cards in two ways: from their “My Tasks” inbox or from the “My Team Management” dashboard.

To approve from the “My Team Management” Dashboard click on the “My Team Management” dashboard from the home screen or from the menu. Then select the “Team Time and Absence” tab and click on the “Review Time” from the menu on the right-hand side of the screen.

You have two reports that can be used to view hourly employee time cards: the “Review and Approve Time” report and the “Edit and Approve” time report.

On the Review and Approve Time report:

1. Do not change any filters, and click “OK”.
   
2. Review the time period summary.
3. Select which employees to approve and then click “Approve”.
   

On the Edit and Approve Time report:

1. Under the “View” filter, select “By Period Schedule” and then select “Semimonthly”.
   
2. The report will summarize hours submitted for all hour employees on your team.
3. You can review a specific employee’s hours by click on on their name.
4. To approve hours for the entire pay period, select the employee to approve and then click “Approve”.
   

WHEN APPROVING TIMECARDS, DON’T FORGET THESE THINGS

MOBILE APP LIBRARY

You can do any of the listed tasks in this handbook on your mobile app too! Click a link below to view a video ​on how to use the mobile app!

RESOURCES & HELP

Camping Services is here to help you learn Workday! Below are links to resources for you.