The University of Texas (UT) transitioned to Workday, a new $72 million cloud-based payroll and HR system, replacing its 1972 legacy system in November.
The changeover was necessary but brought many initial challenges, including payroll delays, confusion over system use, and training complaints from students and faculty.
University officials and an independent evaluator considered the launch largely successful, with ongoing daily meetings to address reported issues and continued improvements expected in the coming months.
Problems included late or underpaid employees and confusion about payment processes, but support resources and process changes are in place for resolution.
Action Items
Ongoing – Dana Chapman and team: Continue daily meetings to track and address Workday-related issues across UT.
Ongoing – Workday/UT IT support: Roll out system improvements and fixes, particularly for retroactive pay and time sheet approvals.
Immediate – HR managers: Ensure all employees are aware of resources (HR contacts, helpline) for reporting payroll and Workday issues.
Immediate – Department heads: Communicate and reinforce that all approved Workday trainings should occur during regular work hours.
Background and Implementation of Workday at UT
UT switched to Workday, a cloud-based enterprise resource management system, in November, ending reliance on a nearly 50-year-old legacy payroll system.
The project cost $72 million and began testing six months before launch, with both systems running side by side for over a year.
KPMG, an independent firm, evaluated the switch as highly successful, albeit with areas for improvement.
Challenges Experienced During Transition
Students and faculty reported issues such as late pay, underpayment, and confusion about using the new system.
Training was offered but criticized for being scheduled outside work hours and for not being mandatory.
Student employees faced issues with repeated time sheet approvals and delayed corrections to payroll mistakes.
Some positions, especially those paid by stipend, saw confusion regarding work hour requirements and payment schedules.
Ongoing Response and Process Adjustments
Chapman’s team meets daily to monitor and respond to new problems.
The university began using a tool to override supervisor approval for time sheets when missed, and now offers weekly on-demand pay for rapid correction of errors.
Human Resources clarified that all approved Workday training sessions should occur during regular work hours.
Experts noted that major system overhauls take years to smooth out and cited a shortage of Workday expertise in higher education.
Perspectives and Lessons Learned
University leadership believes the system’s benefits—mobile access, customizable features, and regular updates—make it the best available option.
Faculty and students highlighted the need for clearer communication and more realistic expectations during major operational changes.
Employees are encouraged to contact departmental HR or the university helpline for unresolved issues.
Decisions
Selection of Workday as UT’s new payroll and HR system — Chosen for modern features, scalability, and ability to address the outdated legacy system despite the known challenges with such transitions.
Training should occur during regular work hours — To ensure accessibility and compliance with work practices.
Open Questions / Follow-Ups
Are there plans to make Workday training mandatory for all employees and students?
Is there a timeline for when major outstanding payroll issues (e.g., retroactive pay, stipend processing errors) will be fully resolved?
What additional resources or communications will be offered to reset employee expectations on the transition process?