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
- Identify that the employee does not have access to a phone and cannot complete MFA.
- The employee’s direct manager or HR representative submits a request via: Systems Access Request Form / Service Catalog / Medline IT Self Service
- In the request, select or specify:
- Workday
- Phone Call MFA Exception
- IT will review and process the request.
- 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.