Quarterly Workday Insights – May 2026

Workday Location Updates

To better clarify work location descriptions within Workday, location options have been updated to four distinct categories, as follows:

Onsite: Employee’s position requires full on-site presence; remote work is not an option. Resident state (HR/Payroll address) and on-site location would drive taxes. If employee’s HR/Payroll address is a non-Virginia address this could result in double taxation depending on whether state reciprocity agreements exist.

Onsite – Remote Capable: Employee has the ability to work remotely, only working remotely from approved locations on rare or exceptional occasions. If employee’s HR/Payroll address is a non-Virginia address this could result in double taxation depending on whether state reciprocity agreements exist.

Hybrid: Employee regularly splits time between remote and on-site work on a weekly cadence. If employee’s HR/Payroll address is a non-Virginia address this could result in double taxation depending on whether state reciprocity agreements exist

Remote: Employee works entirely from home or an approved remote location, with no ongoing requirement to report onsite, unless otherwise dictated by the role. The employee is taxed according to their HR/Payroll address only.

The new location updates went into effect starting March 27, 2026. When hiring or transferring employees, you will be prompted to select one of the updated options

Terminating Student Workers

At the end of each semester Human Resources sends out an email to Managers and HR Analysts of student workers requesting that terminations are not submitted the week of and prior to finals. This is to avoid students losing access to their account in the midst of this critical time for them.

This year those dates were May 1 – May 15. This is a reminder that if you have not yet submitted your student’s termination, please process that as soon as possible. Their termination date and last day of work should reflect the last day they clocked in.

For assistance with the termination process, please reference our Termination knowledge article. If you need a termination date corrected, submit a Workday Help case.

Termination Checklists

When filling out a Termination Checklist, please be sure you indicate the correct date and time that the employee should lose access.

For example, if Daisy Duck’s last day will be June 12, 2026, the ServiceNow ticket should to have the effective termination date as June 12, 2026, at 11:59 p.m. (shown as 23:59:00), or 5 p.m. (17:00:00) if preferred. This indicates to IT that this employee is still working on June 12 and will not need to lose permissions until the end of the day. If you put June 12 at midnight (12 a.m.), this will be read as though Daisy Duck’s permissions should go away at the beginning of the day.

If an employee loses access on their last day of work, their supervisor will need to call the IT Helpdesk at (434) 592-7800 to request that their employees’ permissions be turned back on until the end of the day. The affected employee cannot make this request.

You may submit a Termination Checklist ticket up to 1 week before their termination effective date.

IMPORTANT: During the termination process, all employee accounts will be locked for typically 3-4 days following their termination while IT completes the ticket. This includes student workers. Access to their LU email, MyLU, and Canvas will be temporarily blocked. Please let your student know ahead of time that their account will be locked for a few days after their termination date so they can prepare to turn in assignments, answer emails, etc., accordingly.

Workday Mobile for Approving Business Processes

Did you know you can use Workday mobile to quickly approve your inbox tasks? Using Workday mobile you can quickly view tasks awaiting your action, allowing you to approve time off requests between meetings or review hire details while you’re away from your computer.

Instructions and an FAQ on the Workday mobile app can be found here.