Summary

USNH transitioned from Banner HR/Fin to Workday for Human Resources (HR) and Finance processes on Dec. 21, 2024. Roles and jobs are handled differently in Workday than they were in Banner. This article covers the changes that came with the transition to Workday.

Note: This article shows Adjunct and Faculty roles only as those were the roles that changed the most.  This document does not include all the employee roles such as STAFF and EXTEDUC (and the interim versions).  See IIQ: Overview of USNH User Roles & Types (ETS Internal) for details about all employee roles.

• Access to Paystubs and W2s
• Faculty Roles and Grace Periods
• Adjunct Faculty & Adjunct Staff positions with Period Activity Pay (PAP)
• Contingent Workers and Contingent Worker Roles
• Other IIQ Workday Changes

Access to Paystubs and W-2s 

Employees and former employees access Workday for their W-2s and for paystubs starting January 2025.  

Note: The old WISE system for accessing employee records was retired on Oct 1, 2025.

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Faculty Roles and Grace Periods

In Workday (starting December 21, 2024) 

• Separate roles for full-time and part-time/adjunct faculty: 
  • Full-time faculty hold the FACULTY role 
  • Adjunct/part-time faculty hold the ADJUNCTFAC role 
• Only full-time faculty will be granted a grace period of 90 days. This is for all campuses.   
  • A full-time faculty member holding the SUSPENSE-FACULTY role has a terminated job in Workday but is in the 90-day grace period.   
  • When holding the SUSPENSE role, their M365 license will be downgraded to the A1 license. See details about the different licenses in our Microsoft Licensing FAQ article.  
  • Generally speaking, they should be able to login to the same apps/services as active employees.
  • All access will be removed when the SUSPENSE-FACULTY role ends. 
• Adjunct/part-time faculty are not granted a grace period. 
  • Adjunct faculty will remain active employees until it has been determined that they are not returning, and their job is terminated in Workday. 
  • Continuing access to USNH email, Canvas, OneDrive, etc., is managed by a new concept in Workday, the idea of Period Activity Pay. See details below. 

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Adjunct Faculty & Adjunct Staff positions with Period Activity Pay (PAP) 
(starting December 21, 2024)

Adjunct/Part-time Faculty & Staff retain an active job role in Workday, even during parts of the year when they are not actively working.  The Workday function of “Period Activity Pay” manages their access so they have full access during periods when they are working (being paid) and limited (but still active) access during periods when they are not being paid. 

• When an adjunct with PAP is in an active pay period, they hold the full ADJUNCTFAC or ADJUNCTSTAFF role.    
• When NOT in an active pay period, they will be assigned the SUSPENSE-ADJUNCTFAC or SUSPENSE-ADJUNCTSTAFF role.    
  • When holding the SUSPENSE role, their M365 license will be downgraded to the A1 license. See details about the different licenses in our Microsoft Licensing FAQ article.  
  • Generally speaking, they should be able to login to the same apps/services as active employees. 
• Note: The Workday Jobs button in IIQ does not display any expired PAP.   Only current and future PAP periods display in IIQ.

Workday Adjunct and Faculty Role Summary

Note: xx- designates the Campus for that role, e.g. KSC, PSU, UNH, or USNH.

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Contingent Workers and Contingent Worker Roles
(starting December 21, 2024)

Contingent workers are people receiving no pay or benefits from USNH who need access within Workday (and access to other resources).  

• Some of these contingent worker types were in Banner in non-paying jobs and therefore were provided with similar inherited access as employees. 

Contingent workers have a primary user type of ‘CWorker’ in IIQ. 

Anyone holding one of the Contingent Worker roles will also hold a xx-CWorker role, where xx- designates the Campus for that role.  

• This is the same as the way anyone holding an employee role (STAFF, FACULTY, etc.) is also assigned the corresponding xx-EMPLOYEE role. 

Note: xx- designates the Campus for that role, e.g. KSC, PSU, UNH, or USNH. 

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Other IIQ Workday Changes

ID Proofing: Knowledge Based Verification (starting December 21, 2024)

The Employee Information section is populated with data from Workday, not Banner. If the user has a Banner HR/FIN record, it also will display the demographic information from Banner below the Workday information.

New buttons:  Workday Jobs and Legacy Banner HR Jobs (starting Dec. 21, 2024)

A new button labelled Workday Jobs was added at the top of IIQ and the old “Jobs” button was renamed “Legacy Banner HR Jobs”.

All current job information is under the Workday Jobs button. The Legacy Banner HR Jobs button displays only the user’s Historical Jobs (job history) from Banner.  At some point in the future, the Legacy Banner HR Jobs button may be removed from IIQ. (These are sample data views from test system.)

Sample Current job information from the "Workday Jobs" button:

Sample job history information from the "Legacy Banner HR Jobs" button:

Source Data Fields Section (starting December 15, 2024)

Because there are new authoritative data sources, the table in the Source Data section in IIQ was restructured.

• Only the sources in which the user has a record are shown. Empty data sources do not appear for that user at all.
• University/Campus Email Addresses were moved from the Source Data table up into the Biographic / Demographic Data section where the user’s primary email address is in bold.  Personal Email addresses remain in the Source Data Fields table.
• The old HR data source was renamed “Banner HR” and moved to the far end of the table. The new Workday HR source was added as the first data source (when present for the user in question).

In the example below, KSC SIS, GSC SIS, and Sponsored are not shown because the user does not have a KSC Colleague, GSC Banner, or Sponsored record.

Click for full-size image

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Further Readings

IIQ: Overview of USNH User Roles & Types (ETS Internal)

• Grace Periods

Microsoft Licensing: Microsoft 365 Education License FAQ

Need additional help?

If you have questions or need additional help with these topics, please reach out to your Team Lead or supervisor for assistance.