New validations have been implemented to ensure worker location information is correct in Workday

Phase 1: The cleanup process from November 1, 2024 – February 28, 2025 was focused on updating existing worker location data to ensure consistency and accuracy. 

Over 3,000 incorrect worker locations were corrected during phase 1, thanks to the efforts of the HR community and the Integrated Service Centre. 

Phase 2: On March 6, 2025, new validations were applied to the following business processes to ensure that HR administrators select the correct worker location at the building level when hiring an employee into a new position: 

• Hire
• Edit Position Restriction
• Change Job
• Edit Position
• Add Job
• Employment Agreement
• Job Requisition 

If a worker’s location on an existing position is incorrect, it cannot be changed during the Hire, Change Job, or Add Job business processes. HR administrators need to correct the location using ‘Edit Position Restriction’ before initiating Hire, Change Job, or Add Job. 

If the worker’s location is set at the campus or floor level, the initiator will encounter an error message during Hire, Change Job, or Add Job. In these cases, the initiator must delete the in-progress Hire/Add Job/Change Job transaction and update the location using Edit Position Restrictions and then reinitiate the business process. 

Why this is important 

It is important to have correct, updated and consistent worker location data in Workday for reporting purposes and in case of emergencies. Not having correct information can have negative downstream effects on various UBC processes.  

Toolkit 

For more information and a detailed toolkit on how to check and update employee location information in Workday, please visit the Workforce Analytics page (CWL required).