Employees Logging Into Workday Without a Phone

Purpose

To outline the process for employees who do not have a phone and therefore cannot complete standard multi‑factor authentication (MFA) when logging in to Workday.

Scope

Applies to employees who:

• Do not own or have access to a mobile phone
• Are unable to use Microsoft Authenticator or other mobile‑based MFA methods

Process Overview

Employees without a phone must request a Workday Phone Call MFA exception through Medline IT Self Service. This request cannot be submitted by the employee and must be initiated by their direct manager or HR representative.

Procedure

1. Identify that the employee does not have access to a phone and cannot complete MFA.
2. The employee’s direct manager or HR representative submits a request via: Systems Access Request Form / Service Catalog / Medline IT Self Service
3. In the request, select or specify: 
   1. Workday
   2. Phone Call MFA Exception
4. IT will review and process the request.
5. Once approved, the employee will be able to authenticate using the approved alternative MFA method.

Notes / Guardrails

• HRSS does not grant or configure MFA exceptions directly.
• All MFA exceptions must be approved and processed by IT.
• This exception should only be used when no mobile option is available.
• If the employee later obtains a phone, standard MFA should be reinstated.