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Transforming HR and finance
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Updating your staff details

From February 2027, all staff will have direct access to see and update their personal information in Workday. Managers will gain better oversight of relevant employment records and team structures, and be able to initiate contract updates in the platform.

Personal profiles
Workday will become a one-stop shop for you to manage your contact and emergency contact details; your bank accounts for payroll and expenses; your time off and leaves of absence; your benefits and pensions; all alongside seeing other information about your role (such as payslips).
Manager controls
In Workday, line managers can initiate and oversee contract extensions, working hours and other changes to roles for staff they’re responsible for, with live updates on process progress and approvals. They'll also get automated notifications and checklists for contractual milestones, such as probation periods or contract end dates.

Workday will give an overview of which information is private to you, or viewable by other staff (like your name, image and job title). Managers will have access to contractual information about their direct reports, and those further down their management chain. Line managers can initiate (and should be responsible for initiating) any contract changes in Workday.

With Workday being the single source of HR and finance data, any contract changes will instantly update the relevant information across the platform. If an action needs a check or approval, it’ll route automatically to HR or the relevant budget holder.

Benefits for the York community

  • Fewer delays and errors: removing the need for email chains, paper forms and local spreadsheets when tracking and changing employment details.
  • Greater security and privacy: permissions are assigned based on role, resolving concerns around incorrect access, or the need to pass sensitive details between teams or systems.
  • Automated records: relevant contractual changes will automatically create new PDF documentation, stored in your employment record in Workday itself.

Training and guidance

Full details and step-by-step guidance will come through our functional training activities and resources, which will begin rolling out towards the end of 2026. If you or your line manager would like to share any thoughts before then, please do discuss them with local representatives in the Change Network to feed back to the team.

You can also use our Staff Learning Collection for practical resources on change and personal development for you and those you work with, and explore the full range of wider wellbeing support on offer.

Programme timeline

Common questions