Managing Your Personal and Work Information in Workday
Your Personal Information in Workday includes your home and mailing address(es), date of birth, gender, ethnicity and military status. You can update this information using the procedures in the resources below; note that certain changes to your personal information require verification.
TIP: We highly recommend taking a few moments at least once a year to review your information in Workday and make sure everything is still up-to-date and accurate – visit the Annual Workday Review Checklist page for a list of the most important items to verify, and how-to instructions for making any necessary updates.
There many reasons to make sure the Home Address you have listed in Workday is accurate. A missing or incorrect address could put you at risk for not receiving your paycheck or tax documents on time, being offered the wrong benefits options, or even being taxed incorrectly.
Every employee is responsible for ensuring that their Home Address and “Mailing” designation in Workday are correct.
To confirm or update this information in Workday:
- Go to the Personal Information worklet and, under View, select Addresses.
- Select Edit at the top of the screen that lists your Home Contact Information and your Work Contact Information.
- Under Home Contact Information, take a moment to make sure the address(es) listed are accurate.
- Choose the address you want to use as your mailing address and select the Pencil icon.
- In the Usage field, make sure Mailing has been selected from the menu.
- To save the changes you made, select Submit and then select Done at the bottom of the screen.
FAQs About Your Address in Workday
Yes. Because it’s possible to list more than one Home Address in Workday (a common practice for students, for example, who provide both their Seattle address and their parents’ address), you need to manually specify which Home Address you wish to use as your Mailing Address – even if you have only one Home Address listed.
Not necessarily. Your Primary Home Address should be the address you use while working at the UW and is the address for which your taxes will be based. Though your Primary Home Address can certainly be designated as your Mailing Address, you can enter another Additional Home Address (including an out-of-state address) and designate that as your Mailing Address. Your Mailing Address should simply be where you want to receive your tax forms.
It is best practice to choose just one Mailing Address to ensure any of your documents go to the correct location. Though you can enter more than one Home Address, and it is possible to designate each Home Address with a “Mailing” usage, you should make sure your Mailing Address is the address where you want your tax forms sent.
In general, you should NOT designate a Work Address as a Mailing Address. Though there is a “mailing usage” option if you add an Alternate Work Location, many campus Work Addresses do not provide enough information for USPS, and your tax information will likely be returned to the ISC as undeliverable mail. Please verify that you have a Home Address listed, and that your Home Address and NOT your Work Address is designated as your Mailing Address.
Legal Name Change
If you want to change your Legal Name for UW employment purposes, you must first change your name on your Social Security Card. Once you’ve received your new Social Security Card, you can make the change in Workday.
Preferred Name Change
Your Preferred Name is what appears in the UW Directory and other sources of campus contact information. Most UW software and services use the Identity.UW website to determine how to display your name. Once you set your Preferred Name via Identity.UW, it should appear that way in other places.
Some UW services are required to use your Legal Name. Setting a Preferred Name will not update your Legal Name.
In Workday, you have the option to set your gender as Male, Female, or X/Non-Binary.
Date of Birth
A Date of Birth change requires the employee to provide proof of the change and ISC approval. Acceptable documentation is either a copy of your state-issued driver license (or ID card) or both your birth certificate and a current photo ID.
Change of Citizenship Status
Employees are not able to update their own Citizenship Status in Workday. If your citizenship status has changed, please contact your department or unit’s I-9 Coordinator to make the update.
Please note that you may have to provide documentation proving the change in Citizenship Status.
You can manage your Emergency Contacts in Workday. Follow these step-by-step instructions on how to edit your Emergency Contacts.
When you get a promotion, have a change in compensation, or move offices, your department will make the updates in Workday.
You can view your Work Information, including job details, compensation, and work history, in Workday on the Profile screen.
In the UW Directory
If you have elected to be published in the UW Directory, your work phone number(s), email address(es), and (optionally) physical address(es) in Workday will be marked Public. Work contact information marked “Public” in Workday is in turn published to the UW Directory.
- Visit Identity.UW to manage the information about you that’s displayed in the UW Directory.
- Visit UW-IT’s IT Connect website for FAQs about the UW Directory.
If you prefer to have your departmental email address listed in the UW Directory instead of your primary UW email address, enter the departmental email address as an Additional Work Email Address in Workday – see the Edit Work Contact Information section of the Edit Personal Information User Guide.
Your entry in the UW Directory includes your Business Title and Supervisory Organization name. Departments may change the name of Supervisory Organizations; the following additional options are specifically available to Academic Personnel:
- You have the option to “Show secondary job titles” as a means to display your Academic Title and Academic Unit.
- If you are an Unpaid Academic, your Academic Title and Academic Unit will display instead of your Business Title and Supervisory Organization name.
Changes made in Workday are reflected in the UW Directory later in the day or the following day.