Managing Your Personal and Work Information in Workday

Note: This is a printed version of https://employeehelp.workday.uw.edu/using-workday/managing-your-personal-and-work-information. Please visit this page on the ISC website to ensure you're referencing the most current information.

Employee Workday Help

On This Page:

Personal Information
Work Information
- Your Workday Information and the UW Directory

Personal Information

The Personal Information you can update in Workday includes your home and mailing address(es), date of birth, gender, ethnicity and military status; note that certain changes to your personal information require verification.

Primary Home vs Mailing Address

There are many reasons to make sure the Home Address you have listed in Workday is accurate. A missing or incorrect address could result in delayed paychecks or tax documents, incorrect benefits options, or incorrect tax withholding.

The Primary Home Address identifies the state associated with an employee’s residence and can affect:

State income tax withholding — If the Primary Home Address is in a state with a state income tax, that state’s income tax will be withheld from the employee’s paycheck.
Medical plan availability — The Primary Home Address affects which medical benefit plans are available to an employee. The Washington State Health Care Authority (HCA) requires employees to reside within a medical plan’s service area to enroll in that plan.

Only the address designated as Primary is used to determine the employee’s state of residence for state income tax withholding and medical plan availability. Additional addresses, such as a mailing address, do not affect these determinations.

Every employee is responsible for ensuring that their Primary Home Address and “Mailing” designation in Workday are correct.

To confirm or update this information:

Login to Workday using the Sign in to Workday link at the top of this page.
In Workday, select Menu in the upper left, then select the Personal Information icon.
Select the Contact Information button.
Under Home Contact Information, make sure the address(es) listed are accurate, and that the desired address has the “Mailing” designation in the Usage column.
If edits are needed:
Select the Edit button in the upper left. Then:
- To update your Primary home address – select the(pencil) icon next to the address you want to update, and make the necessary changes.
- To change your Mailing address – select the(pencil) icon next to the address you want to use as your mailing address. In the Usage field, select Mailing.
To save the changes you made, select the (check mark) icon.
At the bottom of the screen, select the Submit button.

FAQs About Your Address in Workday

My address looks correct in Workday. Should I still ensure I've set a mailing address?

Yes. Because it’s possible to list more than one Home Address in Workday (a common practice for students, for example, who provide both their Seattle address and their parents’ address), you need to manually specify which Home Address you wish to use as your Mailing Address – even if you have only one Home Address listed.

Do I have to use my Primary Home Address as my Mailing Address?

Not necessarily. Your Primary Home Address should be the address you use while working at the UW and is the address for which your taxes will be based. Though your Primary Home Address can certainly be designated as your Mailing Address, you can enter another Additional Home Address (including an out-of-state address) and designate that as your Mailing Address. Your Mailing Address should simply be where you want to receive your tax forms.

Can I designate ALL my Home Addresses as my Mailing Address?

It is best practice to choose just one Mailing Address to ensure any of your documents go to the correct location. Though you can enter more than one Home Address, and it is possible to designate each Home Address with a “Mailing” usage, you should make sure your Mailing Address is the address where you want your tax forms sent.

Can I designate my Work Address as my Mailing Address?

In general, you should NOT designate a Work Address as a Mailing Address. Though there is a “mailing usage” option if you add an Alternate Work Location, many campus Work Addresses do not provide enough information for USPS, and your tax information will likely be returned to UWHR as undeliverable mail. Please verify that you have a Home Address listed, and that your Home Address and NOT your Work Address is designated as your Mailing Address.

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.

Then, once you’ve received your new Social Security Card, update your profile 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. Follow UW-IT’s guidelines for Preferred name.

Some UW services are required to use your Legal Name. Setting a Preferred Name will not update your Legal Name.

Gender Identity

In Workday, you have the option to set your gender as Male, Female, or X/Non-Binary.

Date of Birth

A Date of Birth change requires the employee to provide proof of the change and UWHR 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

You can view your Work Information, including job details, compensation, and work history in Workday on the Profile screen.

When you get a promotion, have a change in compensation, or move offices, your department will make the updates in Workday on your behalf.

It is critical for your taxes that your Work Contact Information is accurate in Workday.

Position Work Location

The Position Work Location identifies the state where the employee physically performs their work. The department is responsible for maintaining this information in Workday.

Position Work Location has broader tax and reporting implications and may determine:

State income tax withholding
Employment-related taxes, such as Paid Family and Medical Leave (PFML) and WA Cares, where applicable
State unemployment insurance (UI) reporting
Employment Security reporting, including the state where the employee’s hours and earnings are reported

In most situations, the state listed for the Primary Home Address should be the same as the state listed for the Position Work Location. Exceptions may apply in circumstances such as temporary assignments or visiting faculty appointments.

Corrections and Refunds

If you notice your Position work location is incorrect in Workday – for instance, if you’ve recently returned to Washington State after having worked out-of-state, but Workday still indicates “Remote” in your Work Contact Information – please contact your unit’s HCM Initiate 2 (not UWHR) to make updates on your behalf using the “Change Job – Data Change” process.
Your unit’s HR administrators (specifically your HCM Initiate 1, HCM Initiate 2 or HR/Academic Partner) can update your Campus Mailbox in Workday on your behalf via the Change Organization Assignments process.

Refer to the Finding Your Support Roles page for help locating your support contacts within your unit.

Changes to the Primary Home Address or Position Work Location generally affect future tax withholding and reporting. Entering a retroactive effective date does not automatically correct previously processed payroll records.

Payroll is not automatically notified when a Primary Home Address or Position Work Location is changed and does not routinely monitor these changes for potential corrections.

If an incorrect Primary Home Address or Position Work Location may have resulted in incorrect tax withholding or reporting, the issue should be submitted to Payroll through a Connect case for review.

Corrections or refunds are handled case by case. Tax withholding from prior tax years will not be refunded through Payroll.

Your Workday Information and 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, please contact us to request the change. In your Workday Profile your preferred email would be added as an Additional Work Email Address.

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.