Managing Your Personal and Work Information in Workday
Personal Information
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.
- Edit Personal Information User Guide
- Edit Personal Information (PDF) Quick Guide
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.
Home/Mailing Address
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
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.
Gender
In Workday, you have the option to set your gender as Male or Female. A gender selection is required for the purposes of covered health services. Failure to provide this information may result in denial of services.
Information on changing your gender on your Social Security records
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.
Emergency Contacts
You can manage your Emergency Contacts in Workday. Follow these step-by-step instructions on how to edit your Emergency Contacts.
Work Information
In Workday
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.