OzOnboard: Smarter University Onboarding with Workday Extend

Client Background

Our clients include a group of leading universities across Australia managing large and diverse workforces. They required a reliable and compliant approach to support high-volume onboarding across academic and administrative teams.

Business Challenges

Universities faced several challenges in managing onboarding and payroll-related processes, including:

• Manual, form-based processes created delays in onboarding staff
• Limited integration between onboarding and external payroll systems, resulting in manual reconciliation and data inconsistencies
• The need for a Workday-embedded solution that ensured compliance with Australian Taxation Office (ATO) requirements while integrating seamlessly with superannuation clearing houses

The primary objective was to modernize onboarding by introducing a secure, Workday-native solution for collecting and validating employee tax and superannuation data. The clients aimed to reduce manual effort, ensure compliance with Australian Taxation Office (ATO) requirements, and streamline integration with external payroll and superannuation systems.

The Kastech Solution

Kastech was chosen for its deep Workday expertise and flexible support model, providing direct access to certified Workday professionals with real hands-on experience. Kastech delivered OZOnboard, a

compliance-first, Workday-embedded solution designed to streamline onboarding for both staff and casual employees.

1. Workday Extend Application: Delivered a seamless, in-Workday solution for capturing TFN and superannuation details
2. API Integrations: Connected with the ATO and superannuation clearing houses to validate fund information in real time
3. Payroll Data Alignment: Designed for compatibility with external payroll systems, reducing manual touchpoints and eliminating redundant data entry
4. Higher Education Ready: Built to support high-volume onboarding for universities with large casual and contract workforces