Workday-HCM: Non-Paid Worker Management

Owned by Tammy Voigt
May 09, 2024
5 min read

 

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Overview

This document explains how HR Partners, HR Specialists, and HCM Action Initiators and other groups can contract a contingent worker, edit a contingent worker contract, and end a contingent worker contract.

The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Considerations by Institution

FSU: HR enters the Contingent Worker Contract in Workday. Frostburg will continue to complete their Contingent Worker Process outside of Workday.

Icons Referred to in This Document

Calendar

Prompt

Related Actions

Required Field

Actions

 

 

 

Contract Contingent Worker

Note: When initiating the Contract Contingent Worker task in Workday, many of the job detail fields are automatically populated with values defined on the position or job requisition. If you use a job requisition, you cannot change those values. You will need to update the job requisition itself.

 

  1. Enter Contract Contingent Worker in the Search bar and select the Contract Contingent Worker

task.

  1. Contract Contingent Worker page displays.

  2. Search for the contingent worker in the Search for Person section.

Notes:

  • The Candidate must be created in the system as a Pre-Hire. If the Pre-Hire record does not exist in the system, the Pre-Hire needs to be created in Workday. Refer to the Hiring for HR job aid for more information on how to create a Pre-Hire.

  • Find a candidate by searching for the candidate’s First Name, Middle Name, Last Name, Email

Address, Phone Number, or ID Type.

  1. Select the Contingent Worker and the select OK.

  2. Enter the Supervisory Organization or use the Prompt to select the Supervisory Organization.

  3. The Contract Contingent Worker page displays showing the selected contingent worker.

  4. Select OK.

  5. The Contract Contingent Worker page displays.

  6. Use the Calendar to select the Contract Start Date.

Note: This is the Contingent Worker’s start date.

  1. Select the Reason Prompt to select a Reason.

  2. Complete the following fields under Job Details section:

    1. Use the Prompt to select the Contingent Worker Type.

    2. Use the Prompt to select Job Profile.

    3. Use the Prompt to select Time Type.

    4. Use the Prompt to select Location.

Note: Start entering the location in the location field to select the correct location.

  1. (Optional) Add any additional information needed for this contract in the Contract Details section.

Note: Please review to your institution’s policies and procedures for information that should be added.

  1. (Optional) Enter the Contingent Worker’s Hours in the Scheduled Weekly Hours field in the Working Time section.

Note: Scheduled Weekly Hours may automatically populate a set number of hours based on other selections. Update if applicable.

  1. Review and adjust the following fields under the Additional Information section:

    1. Job Title: prepopulates from Job Profile.

    2. Business Title: prepopulates from Job Profile.

    3. First Day of Work: prepoulates from Contract Start Date.

  2. (Optional) Enter any Comments in the Comment text box.

  3. (Optional) Add any documents needed in the Attachment section by dropping in files or choosing Select Files.

  4. Select Submit.

Notes:

  • As this process moves through the workflow, additional action steps and approvals are needed.

  • As the initiator, you will receive additional action steps in My Tasks as the process moves through the workflow.

Edit Contingent Worker Contract

  1. Enter the Contingent Worker’s Name in the Search bar and select the Contingent Worker.

  2. The Contingent Worker Profile page displays.

  3. Select Actions under the Contingent Worker’s name and job title.

  1. Hover over Job Change under Actions and choose Change Contingent Worker Details.

  2. Change Contingent Worker Details page displays.

  3. Review the Help Text under Change Jobs prior to making changes.

  4. Select the Pencil in the Start Details section.

  5. Use the Calendar to select When do you want this change to take effect?.

  6. Use the Prompt to select Why are you making this change?.

Notes:

  • Data Changes includes Change Contingent Worker Details, Change Job Details, Change Location, and Contingent Worker Renewal.

  • Transfer includes Move to Another Manager.

  1. Select Start.

  2. The Details tab displays.

  3. (Optional) Select the Pencil under Contract section to make any changes to the following fields:

    1. Currency

    2. Frequency

    3. Assignment Details

  4. (Optional) Select the Pencil under Administrative section to make any changes to the following fields:

    1. Contingent Worker Type

    2. Time Type

    3. Worker’s Compensation Code Override

    4. First Day of Work

    5. Notify by

  1. Select Next.

Note: This step depends on what type of change is made to the Contingent Worker Contract.

  1. Review information under the Start and Details tabs.

  2. Select Submit.

Notes:

  • Changes to the Contingent Worker’s contract will go through an approval process. Approval steps and actions depend on the changes submitted, hiring restrictions, and/or Job Family Group.

  • The Contingent Worker will be notified if there are any documents to be reviewed.

 

End Contract Contingent Worker

  1. Enter End Contract Contingent Worker in the Search bar and select the End Contract Contingent Worker task.

  2. The End Contingent Worker Contract pop up displays.

  3. Enter the Contingent Worker’s name in the Contingent Worker field.

  4. Select OK.

  5. The End Contingent Worker Contract page displays.

  6. Use the Calendar to select the Contract End Date.

  7. Select the Prompt to choose the Reason to end the contract for a contingent worker.

  1. (Optional) Enter any Comments in the Comment text box.

  2. (Optional) Add any attachments to the Attachments section.

  3. Select Submit.

Notes:

  • As this process moves through the workflow, additional action steps and approvals are needed.

  • The manager will be notified when the ended contract process has been completed, rescinded, or corrected.

  • The initiator will be notified when the ended contract process has been canceled, rescinded, denied, or corrected.

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