How do I access Workday after leaving WashU?

Workday Offboarding & Post Employment Access

Beginning July 1, 2026, WashU will launch a new initiative to improve the accuracy of employee data in Workday, streamline and clarify the offboarding process for departing employees and strengthen data security.

Why This Matters

This effort is designed to:

1. Support accurate employee data in Workday. Keeping Workday data up-to-date is critical for managing a multitude of projects, ensuring data integrity and continuity of work, and maintaining compliance and reporting accuracy. Accurate information also supports timely emergency response communications.
2. Create a smoother offboarding experience. We are clarifying the steps employees should take before leaving WashU and how they can access important information in Workday after they depart the university.
3. Improve security by reducing open access. As part of this initiative, WashU will disable single sign-on (WashU Key) on the day an employee terminates, reducing unnecessary access and enhancing overall data security.

Employee Responsibilities

Steps to Take in Workday Now

*Note: Resources linked in this section are available to current employees only.

1. Confirm Personal Information (view tutorial to update in Workday now)
   • Verify and update:
     • Home address
     • Personal (non-WashU) email address
     • Personal phone number
2. Complete Outstanding Workday Tasks
   • Review and complete:
     • Time entries and time-off requests
     • Expense reports
     • Performance or learning tasks (if applicable)
3. Update and/or Download Documents in Workday
   • Resumes/CVs are stored as Personal Documents in Workday. View the tutorial to manage your documents.
   • Update and/or Download Certification & Professional Development Records
     • Examples:
       • Training completion certificates
       • Records of professional development courses
       • Licensure or certification records stored in Workday
   • Update and/or Download Vaccination Information. View the tutorial to find and update your vaccine documentation in Workday.
4. Other Practical Steps before leaving the university
   • Save copies of any pay slips or tax forms you may need
   • Confirm your mailing address for final pay and tax documents

Manager Responsibilities

Workday Tasks for Managers

• Review and approve:
  • Final timesheets
  • Pending time-off requests
• Initiate or confirm:
  • Termination date and details in Workday
  • Changes to supervisory organizations or reporting lines
• Ensure access to systems, applications, and shared drives is updated per IT/security procedures. View the offboarding checklist for help.

Before the Employee’s Last Day

• Remind employees to:
  • Update personal contact information in Workday
  • Complete outstanding Workday tasks (time, expenses, learning, etc.)
  • Download resume/CV, training/certification records and vaccination information
• Confirm that:
  • All critical work is transitioned
  • Knowledge transfer and documentation are complete

On the Employee’s Last Day

• Confirm:
  • That access has been removed as expected
  • That responsibilities have been reassigned correctly in Workday

Former Employees

Your WashU Key (single sign-on) will be disabled on your termination date. You will then receive an email from Workday to your personal email on file. This will contain a new login for Workday. This login will allow you to access of items you can still view and download, such as your pay slips, tax forms, certain records. Please keep this information to access future tax documentation.

How to Log In to Workday After Separation

Step-by-step instructions:

1. Login to Workday
2. Select the “Former Employee” or non-SSO login option (if used at WashU)
3. Enter your personal email (as configured prior to departure)
4. Complete multi-factor authentication (if applicable)

If you’re having trouble accessing Workday after leaving WashU, please call HR at 314-935-4748.

What You Can Access as a Terminated Employee

• Pay slips and tax documents (e.g., W-2)
• Personal information on file (address, email)
• Historical employment details (e.g., job history, compensation history, if available)
• Any remaining downloadable records (e.g., vaccination, certifications), subject to policy

If you need to make updates to your personal information after leaving WashU, please call HR at 314-935-4748.

Frequently Asked Questions (FAQs)

Complete the Offboarding Checklist Prior to Departure from WashU

Offboard and Access Separation (Termination) Checklist/Worksheet?