Workday-HCM: Hiring for HR and Managers
Overview:
This document explains how Managers and HR can hire employees.
There are two types of Hiring: from Recruitment and Direct Hires. Hires from Recruitment are Regular, Fixed Term, or Temporary Openings that need a search. Direct Hires are Temporary Openings that do not need a search.
If an employee is being rehired, they will go through the Hire process.
HR confirms the details for the worker and position, including FTE, job classifications, and key dates.
Contract details may be automatically populated based on position and contract attributes and then editable by the preparer before sending for signatures.
See Appendix on how to create a Pre-Hire.
Recommendations:
The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Considerations by Institution
FSU, Ubalt and SU have an additional approval for the Central Budget Manager after the HCM Division Executive review.
Icons referred to in this document
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Hire Employee-Direct Hire
Notes:
The Direct Hire process begins with a hire initiation followed by setting compensation, Period Activity Pay, and Costing Allocation. Then approvals are needed by either Central HR, the Provost Office for Faculty, or the Central Budget Office, depending on the hire.
Background checks for direct hires are optional based on institution requirements. Background checks and employment agreements can be conducted simultaneously in Workday.
Enter Hire Employee in the Search bar and select the Hire Employee task.
The Hire Employee screen will appear.
Search for the Candidate that is being hired.
Notes:
Candidate must be created in the system as a Pre-Hire. See Appendix for more information on creating a Pre-Hire in Workday.
Searching by the candidate’s email helps verify the correct candidate is being hired into Workday.
Find a candidate by searching for the candidate’s First Name, Middle Name, Last Name, Email Address, Phone Number, or ID Type.
Country Phone Code: automatically populates to United States of America.
Note: If the candidate is outside the United States, select the Prompt to choose the appropriate country.
Select Search to generate the results of the search.
Select the Checkbox next to the candidate’s name in the search results to choose the candidate.
Select Start Hire at the bottom of the screen.
Select the Supervisory Organization Prompt to choose the Supervisory Organization the candidate is hiring into.
Select OK.
Review the Data Entry Considerations at the top of the screen.
The Hire Employee page displays.
Use the Calendar to select the Hire Date.
Select the Reason Prompt to choose the appropriate reason for the hire.
Select the Employee Type.
Select the Prompt to choose the Job Profile.
Notes:
For a Federal Work Study Job profile, the system will require to attach proof of award (per institution guidance). The attachment must be made prior to submitting.
If you need assistance on choosing a Job Profile, contact Human Resources.
Select the Prompt to choose a Time Type.
Select the Prompt to choose the Location.
Notes:
You may search by your campus name (i.e., FSU for Frostburg) or simply type in “Main” to search for main campuses.
Once you select a location, the Location Weekly Hours and the Scheduled Weekly Hours fields will auto populate.
Select the Prompt to choose the Pay Rate Type.
Enter the Scheduled Weekly Hours under the Working Time section.
Select the Prompt to choose a Work Shift.
Select the down arrow next to Additional Information to include any additional information.
Notes:
Select the Calendar to add the Employment End Date, if applicable. (i.e. contract end date or end of contract)
Add any comments in the comments box of the Additional Information section.
(Optional) Attach supporting documentation related to the hire in the Attachments section.
Note: Documentation may be required based on employee type and institution.
Select Submit.
Note: A pop up screen appears stating “Success! Event submitted” and the next step in the hire process.
Select Open on the “You have submitted page”.
Verify the information on the Change Organization Assignment screen.
The Company and Cost Center should default from the Supervisory Organization.
Enter the Fund.
Note: If you need assistance on choosing a Fund, contact the Budget Office.
c. If the Cost Center needs to be updated, select the Pencil to edit information.
Select Submit.
Next, select Open on the “Success! Event Submitted” pop-up.
Verify the information on the Propose Compensation Hire screen.
Note: Select the Pencil to edit or add any information.
Select the Pencil to edit the Assignment Details/Compensation Plan section.
Amount: Enter the Amount the Worker will be paid.
Currency: automatically populates.
Frequency: automatically populates.
(Optional) Depending on the hire, select the blue additional details arrow to enter an actual end date for fixed-term and temporary employment.
Select Save.
(Optional) Add any Comments in the comments box of the Additional Information section.
Select Submit.
Select Open to complete the Costing Allocation for Hire.
When hiring into a Job Management (JM) Supervisory Organization: Navigate to the Costing Allocation Level on the Assign Costing Allocation for Hire Employee.
Use the Calendar to select a Start Date.
Use the Calendar to select an End Date.
Choose from Worker and Position or Worker, Position, and Earning.
Use the Prompt to select the Usource, Grant, Project, or Gift.
Note: Once a Usource, Grant, Project, or Gift is selected, the additional Worktags field will auto populate.
(Optional) Enter a Comment in the Comment section.
Select Submit.
Notes:
The Appropriate approvals and hire contracts will be initiated based on employee type and position once the costing allocation is complete. Once the employee signs their employment agreement, the employee will be hired into Workday.
Once the employee is hired into Workday, the Onboarding set-up, Manage Union Membership, Add Probation Period, and Edit Service Dates tasks will be ready to complete.
Manage Period Activity Pay Assignments
Notes:
Period Activity Pay supports the payment of employees for fixed term activities and payment arrangements, e.g. as teaching a class for an academic term.
Payments can connect to a specific academic year or term.
Payments have a defined end date.
Search for Manage Period Activity Pay Assignments in the Search Bar and select the Manage Period Activity Pay task.
The Manage Period Activity Pay Assignments pop up displays.
Fill in the following fields under the Employee Selection section:
Select the Effective Date using the Calendar.
Note: This is the date the period activity pay will be changed.
b. Enter the Employee’s Name in the Employee field.
Fill in the following fields under Assignment Details section:
Use the Prompt to choose the Academic Period that the pay activity will be available.
Notice the Period Activity Rate Matrix is auto populated.
Notes:
The rate matrix establishes rate rules to automatically populate an activities unit rate for an activity category and unit type combination.
If more than one or two pay periods on either side of an academic period, it is recommended that the next longer time be selected.
(Optional) Select the prompt for Eligible Activities to select eligible activities.
(Optional) Select the prompt for All Activities to select the appropriate activity/activities.
(Optional) Select the Start Date and End Date by selecting the calendar.
Select OK.
The Manage Period Activity Pay Assignment page displays.
Select the Reason Prompt and choose the appropriate reason for updating the Period Activity Pay.
Select the Activity Prompt in the Activity column and choose the Activity.
Note: If applicable to courses, please enter course details in the comments section.
Select the Start Date and End Date using the Calendar under the Activity Dates column.
Update and/or validate the information outlined in the reportable hours section.
Enter the Quantity in the Units column.
Note: Please review your institution’s policies and procedures regarding Unit Type Quantity.
Enter the Total Amount under the Compensation column.
Notes:
Scroll over to the Compensation Column if it does not display in the table.
This amount will default as the Assigned Unit Rate under Units.
PAP (Period Activity Pay) can have unique costing override from position funding.
Use the Prompt to select either a Grant, Gift, Project or USource driver worktag.
Notes:
One of the worktags is required.
Once the worktag is selected, Additional Worktags will autopopulate.
(Optional) Enter any Comments regarding this Activity Pay in the Comments text box.
Select Submit once all the information is updated.
Common Reports Used in Hiring
Reports | Description |
Active Employees | View employment details for all active employees in all organizations |
All Contingent Workers | View all employment details for contingent workers |
Critical Open Positions | View unfilled critical positions by supervisory organization |
Headcount Analysis | View headcount by supervisory organizations |
Position Summary | View information about all positions in your organization |
Worker’s Job History | View the job history for one or more workers |
Appendix:
Create Pre-Hire
Notes:
A candidate must be a pre-hire before they can be hired in Workday.
This task is used when a candidate is not yet a pre-hire in Workday.
Creating a Pre-Hire can occur during the hire process or prior to hire to review their progress.
Once a candidate accepts an offer letter and before their hire date, they are considered a Pre-hire.
Pre-Hires have limited Workday access to complete onboarding tasks.
To view any existing pre-hires, search for the Pre-Hire Pool or Pre-Hires for Job reports in the Workday Search bar.
Enter Create Pre-Hire in the Search bar and select the task.
The Pre-Hire page displays.
Select the Source Prompt to select how the candidate accessed the application or position.
(Optional) Select the Referred By Prompt if the candidate was referred by a current employee.
(Optional) Enter any Comments in the Comment text box regarding this Pre-Hire.
(Optional) Select the Allow Duplicate Name check box to allow the creation of a new pre-hire even if there is already a pre-hire in the system with the same name and available for hire.
Navigate to the Legal Name Information tab.
Country: automatically populated to United States of America.
Enter the candidate’s First Name.
Enter the candidate’s Last Name.
Note: The candidate’s Pre-Fix, Middle Name, and Suffix are optional.
Navigate to the Contact Information tab.
Select Add to add an email address for the Candidate.
Email Address: Enter the Candidate’s Email.
Notes:
Email is the primary form of communication used to notify a candidate of their progress within the hiring process.
Additional information, such as Phone and Address, can be added in those sections by selecting Add.
Select the Type Prompt to indicate if the candidate’s email is their Home or Work contact.
Select OK at the bottom of the page.
The Pre-Hire Details page displays.
Notes:
The Supervisory Organization automatically populates on the details page.
To update the supervisory organization, select the Supervisory Organization Prompt.
Select OK.
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