Body
Workday Native Users/Retirees
The instructions provided below should resolve your query regarding logging into Workday.
How to Access Workday:
- Direct Link: My Workday
- From the City of Gainesville Website: Search “Workday” and click Login to Workday
Workday Login Instructions:
- Select Workday Native Auth – Retired/Contractor/Temps
- Enter your 10-digit employee ID
- Enter your password (or use “Forgot Password” if needed)
- First-time users: Workday + last 5 digits of SSN + “!” (Example: Workday12345!)
- Follow password requirements:
- Your new password cannot be the same as your current password, temporary password, or username.
- Your new password must be at least 8 characters long.
- It must include at least:
- One uppercase letter
- One lowercase letter
- One number (0-9)
- One special character from this list: `!"#$%&'()*+,-./:;=>?@[]^_{|}~``
- Your new password cannot be the same as any of your last four passwords.
Still Having Issues?
- After five unsuccessful login attempts, your account locks for 20 minutes.
- If you have forgotten your password, click on the forgot password and request a password reset.
- Be sure to check both your inbox and spam folder for the reset email.
Additional resources for managing your Workday account:
Additional Resources for Future Inquiries
- Sign-On Report: Displays your user ID (10-digit employee ID).
Managing Your Workday Account
You can learn more about managing your account, pay, time, absences, and more through these articles:
Important Notes:
- Invalid Username/Password Error: Manual updates may be needed if automatic updates do not occur after employee separation.
- No Email Setup Error: If your email was updated after MFA setup, submit a Workday ticket to reset your MFA.
- New Retiree or Email Change: Follow the instructions to update your contact info and MFA method. A 5-day grace period has been added to allow these updates.
For questions about the below
Pay - contact Payroll at 352-334-5057 or email: citypr@ci.gainesville.fl.us.
Benefits - contact Risk Management at 352-334-5045 or email DG_RiskBenefits@cityofgainesville.org
Website Link: Risk Management Department
Employment - contact Human Resources at 352-334-5077 or email hr@gainesvillefl.gov
Website Link: Human Resources Department
Help! - submit a Workday ticket by clicking here: Workday for Retirees and Non-City Email Users or 352-393-7903
Note: Individual users’ security profiles control the visibility of sensitive information. Therefore, you may not have access to (all) the information within this Job Aid. Remember that some changes may require the approval of an HR Partner or other area to complete the process.
- Log in to your Workday account.
- Click the global navigation Menu icon at the top left home page to access applications and shortcuts. The Search Box at the middle of the home page makes it easy to search people, tasks, reports, and business data you would like to navigate to.
OVERVIEW:
This job aid demonstrates how to Log into Workday from a Desktop or Mobile device.
Desktop
STEPS:
1. Click My Workday, Alternatively, you can click on the City's official website.
- If on the City's website, look for a red search box, typically located in the top right corner of the page, and type on Workday.
- Click on the "Login to Workday" link, which will direct you to the Workday login page.
2. Click SSO Auth. if you have a City/GRU email.
3. When prompted provide your full City of Gainesville email address (donaldduck@cityofgainesville.org or donaldduck@gru.com) then click Next.
4. Next, you will be prompted to provide your network password (the same password you use to log in to your computer) then click Sign In.
5. Depending on when you last provided it you will be asked to provide your PIN and 6-digit generated code from your authenticator app then click Submit (if you do not have the passcode or need authenticator setup then you will need to contact 352-393-1111).
Mobile
STEPS:
1. Download the Workday Mobile App to your mobile device
- Apple users can download the app from the App Store, and Android users can download the app using Google Play
2. Once the download has been completed, find and open the Workday Mobile App
3. Once open, enter or scan your Organization ID
- To enter Organization ID – Type cityofgainesville, all one work any case
- To scan, login to Workday through the browser then click the profile icon
Profile picture on the top right corner then select My Account>Organization ID
Note: If your login is Workday Native, meaning you log in with your user name (10-digit employee ID, e.g., 0000012345), and password, you will be prompted to set your MFA, Click here How to set up your Multi-Factor Authentication (MFA) follow the directions, and then go to step 7.
4. After authentication, full City of Gainesville email address (donaldduck@cityofgainesville.org or donaldduck@gru.com) then click Next
5. You will be prompted to provide your network password (the same password you use to log in to your computer) and then click Sign In.
6. Provide your PIN and 6-digit generated code from your authenticator app then click Submit (if you do not have the pin or passcode then you will need to 352-393-1111
7. You will be prompted with alternative ways to log in, but you can Skip
8. Welcome to Workday on your mobile device!
Note: If your mobile device offers alternative security login options, such as Face ID, fingerprint recognition, or PIN entry, you may explore these settings for an alternative login method. For specific guidance tailored to your device, we recommend conducting a Google search or consulting your phone's user manual