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FAQ's
Accessing Workday
When will employees begin using Workday?
When will employees receive login instructions?
Workday login instructions with username and a temporary password will be
sent to all employees on December 21 from Workday@aaon.com to the
employee’s email address on record in Paycom as of December 18.
This email will contain everything you will need to login for the first time:
• Username
• Temporary password
• AAON Workday URL or Workday Mobile App (downloaded to your personal
device)
• AAON Workday Organization ID
Will Managers receive separate Manager login credentials?
No. Managers will have only one set of login credentials for Workday to access both their Employee and Manager profiles.
Will BASX employees use a different Workday system from AAON?
Can employees use Single Sign-On to login to Workday?
Yes. Employees with a company email address will have the option to login to Workday using Single Sign-On (SSO) instead of using their username and password.
Workday Mobile App
Can I access Workday on mobile if my phone doesn’t support the app?
If users can't upgrade to the latest OS, they can still access the last supported mobile app version released for that OS or access all Workday features available on desktop using their mobile browser.
Why can’t I download the Workday Mobile App?
A common reason users cannot download the mobile app is due to an outdated OS (Operating System). To successfully download the latest version of the Workday Mobile App, users need a mobile device running the latest or previous OS version for iOS or Android. The supported versions can be found in the App Information section on the Apple and Play stores.
Is the Workday Mobile App required or can I still use a computer to access Workday?
Employees are not required to download the mobile app. Workday can be accessed on a computer.
Other questions?
Contact Workday@aaon.com.
Exiting Paycom
When will employees stop using Paycom?
Employees will stop using Paycom on December 21, 2025 except to complete punch change requests and Approve My Check for the December 26 paycheck.
Can employees or managers change information in Paycom after Workday go live?
Beginning December 22, employees and managers should only use Paycom to complete punch change requests, Approve My Check, and Manager Approvals for the December 26 paycheck. Paycom will become read-only, meaning no transactions can occur, after the final payroll process completes on December 26.
When are Punch Change Requests due in Paycom?
Punch Change Requests for time entered in Paycom must be approved by December 22. No changes will be allowed after December 23.
Time Tracking in Workday
Can hourly employees clock in/out using mobile devices?
Yes. Both Shop and NonShop (Office) hourly employees can clock in/out using the Workday Mobile App on their mobile device. Shop employees must first be connected to company Guest Wi-Fi to enable the time clock feature on the mobile app; otherwise, they must use physical time clocks.
Will Workday show if employees are clocked in or out?
Only managers and certain security groups will have access to this information in Workday. Employee clock in status will no longer be visible to all employees in PLM.
What happens if a supervisor does not approve a timecard?
Payroll will still process the timecard.
Will employees receive notifications for missed punches like in Paycom?
Yes. After 17 hours, Workday will flag a missing punch. Employees will notify their manager, who will enter, submit, and approve the timecard correction. Employees will not complete Punch Change Requests in Workday.
Is Wi-Fi required for mobile clock-in for shop employees?
Yes. Shop employees must be connected to the company Guest Wi-Fi to clock in/out on the Workday mobile app. Office hourly employees do not have this restriction.
Does clocking in/out on mobile apply to laptops too?
Employees who can clock in/out on their laptop today will be able to do so in Workday as well.
If employees clock-in on their phone and then walk outside or leave for a break, will they still be clocked in?
Yes. As with time clocks, an employee will remain clocked-in until they clock out. The system will not automatically clock them out based upon their device location. Leaders are expected to communicate with their employees the expectations for being at their workstation when their shift starts.
Can employees clock in from the parking lot or outside the building?
Company Guest Wi-Fi range varies by location. Employees are expected to be at their workstation at their shift start time. Leaders are expected to monitor and hold employees accountable for reporting for work on time.
Is there a restriction on clocking in early?
There is no restriction or penalty for clocking in early or clocking out late. Leaders should continue to monitor early clock-ins and late clock-outs.
If a manager doesn’t approve a timecard correction before payroll, who is responsible and how is the employee paid?
Managers are responsible for timely approval of timecards. Workday supports retroactive corrections for up to three months, which will be processed in the next payroll. Repeated issues will be addressed by the manager’s supervisor.
What happens to approvals if a manager is on PTO?
Workday allows full delegation of tasks, so managers can assign approval responsibilities to others during their absence.
Employee forgot to check out and can’t check in?
If an employee forgot to check out the previous day, they will be unable to check in until the check out is recorded. They should check out, then check in for their next shift and notify their manager. The manager will enter a timecard correction to correct the check out time.
Are employees notified if they forget to check out?
Yes. Workday will send a notification to the employee 17 hours after a missed check in.
Absence
Can PTO be requested for a date in the past?
PTO can be requested up to 5 days in the past.
Can PTO be taken in advance, before it has been accrued (negative PTO)?
No. PTO can only be taken if the requested hours are available.
My PTO request is wrong. Can I change it?
Yes. Timecards can be corrected for up to three months after the pay period, however, edits must be submitted and approved by to be processed. Timecard corrections must be entered by the manager, not the employee.
How does Workday handle future PTO requests and accruals?
Workday calculates future accruals and allows requests if the balance will be available at the requested time. The system will not allow PTO requests if the requested balance does not exist
How is sick time handled in Workday?
Employees should log PTO for sick days in Workday; if missed, managers can make the correction
Will PTO requests that were submitted in Paycom transfer to Workday?
PTO requests that were submitted and approved in Paycom before December 19
will be imported into Workday. Unapproved requests may need to be resubmitted in Workday.
Can employees cancel PTO if they return early?
If the PTO is for a future date or same day, it can be canceled or adjusted. For past dates, a help case must be opened for HR to review and process the change.
Will time off requests in Workday be automatically approved, or do leaders still review them?
Time off requests will still follow the approval process and be routed to the direct
leader (manager) for review
Can employees request PTO if they have a negative balance or expect to accrue more soon?
No. Employees are not allowed to carry a negative PTO balance. Workday will only allow employees to submit a PTO request if there is time available in their PTO accrual balance.
When does PTO accrue and when is it subtracted from the balance?
Accruals update on pay dates; subtractions occur on the day PTO is used, providing a more accurate real-time balance.
What happens if an employee takes more PTO than they have accrued?
Workday will not allow employees to request more PTO than they have available in their PTO accrual balance
What happens if an employee misses work and doesn’t have enough PTO to cover their shift?
If an employee misses work and doesn’t have enough PTO available to cover their shift, they will only be paid for the hours available (taken with PTO), and the remainder of their shift will be unpaid and pointed according to company policy.
What happens if future PTO prevents ability to take time off today?
Workday will require the employee to adjust their future PTO request to free up hours needed to cover time off requested.
What happens to approvals if a manager is on PTO?
Workday allows full delegation of tasks, so managers can assign approval responsibilities to others during their absence.
Absence facts:
• Holiday pay prevents PTO requests.
• Employees can edit or cancel PTO up to 5 days in the past.
• Oregon Sick time must be approved for any medically related absence.
• PTO balances in Paycom will be loaded into Workday.
• PTO approved in Paycom by December 19 will be loaded into Workday