Sent August 14, 2026

Dear Faculty and Staff Members,

As our transition from Banner to Workday continues, I write with important information on key dates ahead of the Oct. 1 launch. While all Banner-related operations in Finance, Payroll, Human Resources, and student jobs will transition to Workday in October, some operations and platforms will have earlier cutoff dates to ensure we can move College data seamlessly into Workday. 

This means that the last day to undertake some common College functions in our current systems — including but not limited to things like PCard reconciliations and approvals — will be as early as Monday, Aug. 31. With that in mind, please take a moment to review the information below carefully and plan accordingly.

We will also be providing training as we approach the Oct. 1 launch. Scheduling is happening now and more detailed information will follow soon. For a preview of Workday's core functionality before training begins, here is a brief video from Workday introducing the main features.

I know this transition will bring significant changes in the coming weeks and months, and I appreciate your patience and understanding. If you have questions about the Workday project, you can always reach out to our project team at workday@swarthmore.edu, or visit our website for more information. 

This project continues to depend on the work of colleagues across our administrative offices, all done alongside already full workloads. I am grateful for that effort, and I know it will let us serve students, faculty, and staff better in the years ahead.
 

Sincerely,

Jason Parkhill
Chief Information Technology Officer

Cutoff Dates Ahead of Fall 2026 Workday Transition

Finance Functions

Monday, Aug. 31

• Last day for Purchase Card (PCard) reconciliations and approvals. Please be aware that September PCard transactions will not appear in Chrome River; they will be fed directly into Workday and will be available for reconciliation on Oct. 1. PCards may still be used for the month of September. PCards will not need to be reissued due to this transition.

• Last day to access our eMarket portal

• Last day to enter purchasing orders in our eMarket Portal

Friday, Sept. 18

• Last day to access Chrome River for:

  • Expense reimbursements

  • August PCard reconciliations

  • Submitting invoices for processing  

• Although Chrome River will not shut down, please do not enter any information after Sept. 18. There will be a freeze for invoice and expense processing from Sept. 19 until we transition to Workday on Oct. 1. 

For questions about Finance functions, please contact Chris Kane, director, procurement, at ckane1@swarthmore.edu. 

Payroll Functions

Saturday, Sept. 19

• Last day to enter hourly time in Attendance on Demand, mySwarthmore, and to use old time clocks. Those working the overnight shift spanning September 19-20 will be able to use time clocks for that shift.

Monday, Sept. 21

• Last day for supervisor approval in legacy systems for time period ending Sept. 19

  • Hourly Staff approvals in Attendance on Demand

  • Student Worker approvals in mySwarthmore

Monday, Oct. 5

• Last day for supervisor approval in Workday of the time period ending Oct. 3 

• Last day of September Absence Report Entry in mySwarthmore for exempt employees 

Tuesday, Oct. 6

• Last day for supervisor approval in mySwarthmore of September Absence Reports 

For questions regarding Payroll functions, please contact payroll@swarthmore.edu. 

Student Employment Functions

Monday, Aug. 31

• Last day to create or update a student worker position.

Sunday, Sept. 6

• Last day to hire or rehire a student worker before the Workday transition. There will be a freeze on student worker hiring between Monday, Sept. 7, and Saturday, Sept. 19. Starting on Sunday, Sept. 20, you will be able to hire student workers in Workday.

For questions about Student Employment functions, please contact Meg Wherrity, director of student employment, at mwherri1@swarthmore.edu.