Cutover Key Dates
Workday Access
Xavier will receive the Workday “Gold” tenant on December 1, which represents our near-production environment. The data for this tenant was extracted from Banner on October 10, and Human Resources has been tracking all employment changes made since that date. Beginning December 1, HR will begin updating the Gold tenant with those changes.
Below is the timeline for the December (soft) launch:
- December 1 – The Project Team (HR and Finance) will receive access to the Gold tenant and will begin updating and validating data and configurations.
- December 8 – Student Employees will be able to access Workday for time entry. Human Resources will continue updating employment transactions. (Goal is to be completed by 12/12)
- December 15 – All other Employees (Faculty, Staff and Administration) will gain access allowing for hourly time entry, enabling time to be recorded for the pay period that will be processed in Workday’s first payroll run in January 2026. Human Resources will continue updating employment transactions (if needed).
- January 1, 2026 – Workday's Gold tenant will be Xavier's Human Resource and Finance module, replacing all Banner HR and Finance functionality!
Payroll
Time entry - Student employees begin entering in Workday 12/8
Time entry - Bi-weekly (hourly) employees begin entering in Workday 12/15
All 2025 Payrolls will be processed in Banner
NOTE: Please confirm your address is correct in Banner for accurate W2 delivery.
Absence
Reporting Absence - Bi-Weekly (hourly) staff last day to enter in Banner is 12/14 for the period 12/1 - 12/14
NOTE: Please approve your timecard as soon as you enter hours for the last day worked in this period.
Requesting Absence - Bi-Weekly (hourly) begin requesting in Workday 12/15
Reporting Absence - Exempt staff last day to report in Banner 12/21
Requesting Absence - Exempt staff begin requesting in Workday 1/1/26
Time Tracking
First Pay Period for Workday Student employees Time Entry - begins 12/8
First Pay Period for Workday Hourly staff Time Entry - begins 12/15
Expenses
Expense reports--last day to enter in XavierBuy - 12/12
Expense claims--last day to approve in XavierBuy -12/15
Expenses - last check run from Banner - 12/16
Procurement
Last day to enter a requisition in XavierBuy - 12/5
Last day to submit invoices to Accounts Payable (invoices@xavier.edu) - 12/12
Last day to add "lite suppliers" in UniMarket - 12/15
All Orders and Release Orders that have been fully received and fully invoiced should be closed by Buyer - 12/18
Supplier Accounts
Invoices--last day to receive auto invoices in Unimarket - 12/12
Invoices--last day to approve/receive Unimarket - 12/12
Check requests--last day to enter in Banner - 12/18
Invoices--last check run in Banner - 12/19
Budgets
Permanent budget revisions - last day to enter is 12/1
Temporary budget revisions - last day to enter is 12/5
Interdepartmental Transfers (IDTs) due to the Accounting Operations Office - 12/18