**It is important to keep in mind that all of these guidelines are subject to deviate extremely early in the morning, on weekends, or during Workday maintenance windows.  They are meant to give you a better idea of when processing might happen. There are many nuances that are not captured below that can affect the time for processing.

• Most hires that are processed during the day are expected to be seen in downstream systems within 30 minutes to an hour. Most updates to their position or person data will be processed throughout the day. Business Email gets updated using a different schedule, and changes to Business Email will be reflected within 4 hours, excluding nights and weekends. 

Example: I hire a new researcher in Computer Sciences with an effective date of today. I would expect this in the Person Hub/IAA within 30 minutes - 1 hour. Processing taking longer than an hour would indicate either there's a lot being processed or it needs further investigation.  

• When a hire is rescinded, or when a position is terminated, that change won't be reflected in the Person Hub/IAA until the following day. This is due to these changes being processed in Person Hub overnight. 

Termination Example: If you're terminated effective today, you'll show up as active in downstream systems on the following day. 

Rescinded Hire Example: If you're hired today, but that hire is subsequently rescinded, you'll show up as an active hire in downstream systems until the following day when the rescind is processed. 

• Personal information changes (such as changes to SSN, DOB, Legal Sex, Name, etc.) are processed throughout the day. These changes are expected to be processed every 30 minutes - 1 hour.
  • Note: If a worker has both an SSN and an ITIN in Workday, Person Hub will prioritize the SSN for downstream consumption.

Example: Jennifer, a contingent worker, changes their Preferred First Name in Workday to reflect their nickname: Jenny. This change was initiated at 9:05 AM on Monday. It would be expected to see this data in Person Hub/IAA between 9:35 AM and 10:05 AM the same day. 

• Most changes that are future-dated will not flow to Person Hub/IAA until the effective date is reached. 
  • Note: However, there are some exclusions when it comes to position-related data. For example, a future position or a future termination will show up downstream within 30 minutes - 1 hour. 

Example: An HR representative adds a new Business Address to the worker record for an employee in their department on 11/12/2025. However, the HR rep sets the effective date one month in the future, to 12/12/2025. This Business Address will not flow to Person Hub/IAA until 12/12/2025 and, by extension, the Business Address will not be visible in downstream systems until that date is reached. 

Common Issues

Name Data:

• In Workday, if the name for a person is set to a country other than the United States, that hire will not flow into Person Hub and, by extension, downstream systems. An individual needs to have the country associated with their name set to the US for the record to flow to Person Hub/IAA. 

Address Data:

• If an address contains UTF-8 encoded characters, this may prevent the address data from flowing into downstream systems. Some downstream systems are only compatible with the ASCII character set, and therefore are unable to display addresses that use UTF-8 characters. 
• The Business Address is generally based on the location for the primary job on a worker record. While the Business Address takes priority by default, workers have the option to set a 'Work Address for Display'. Once this is set, the Work Address for Display will override the Business Address, and subsequently will be displayed in downstream systems. 

Position Data:

• For current or future positions (doesn't apply to past positions), the record won't load if critical data elements are missing from the record. This includes...
  • Supervisory Organization data
  • Cost Center data
  • Location data

Contact Data:

• Although Workday allows for many fields to be entered for a worker's contact information, Person Hub is more limited in the data it stores and delivers to downstream systems. With respect to contact data, Person Hub only receives...
  • Primary Work Address
  • Primary Work Phone
  • Primary Work Email
  • Primary Home Address
  • Primary Home Phone
  • Cell Phone
  • Personal Email