Workday-HCM: Manage Jobs
Overview:
This document explains how Managers and HR Partners can add additional jobs, end additional jobs and switch primary jobs.
Note: Please reference the Compensation job aid and the Manage Positions job aid to complete any additional steps for adding an additional job.
Recommendations:
The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Icons referred to in this document
 Checkbox |
Prompt |
Calendar |
Required Field |
Undo | Pencil | Save |
|
Add Additional Job
Note: This task is used to add a temporary job for an employee.
Enter Add Job into the Search bar and select the task.
The Add Job pop up displays.
Review the Data Entry Considerations displayed on the pop up.
Select the Prompt to choose a Supervisory Organization.
Select the Prompt to choose an Employee or enter the Employee’s name into the Employee field.
Select OK.
The Add Job pop up displays.
Use the Calendar to select the Effective Date for when the additional job starts.
Select the Prompt to choose a Reason for adding an additional Job.
Fill in the following fields under the Job Details section:
Employee Type: Select the Prompt to choose an Employee Type.
Job Profile: Select the Prompt to choose a Job Profile.
Time Type: Select the Prompt to choose a Time Type.
Location: Select the Prompt to choose a Location.
Note: You may search by your campus name (i.e., FSU for Frostburg) or simply type in “Main” to search for main campuses.
e. Pay Rate Type: Select the Prompt to choose a Pay Rate Type.
Note: Depending on the position selected, the Job Details fields may automatically populate, some fields may not be available to edit.
Review and update the information auto populated under Working Time section.
Notes:
Before a position is selected under Job Details, the fields under Working Time are blank.
Once a position is selected, Working Time section fields automatically populate.
a. Location Weekly Hours: Automatically populates.
b. Scheduled Weekly Hours: Enter the scheduled weekly hours in the textbox.
c. Work Shift: Select Prompt to choose the required Work shift for the Additional Job.
Review and update the following fields under Additional Details section.
Notes:
The Job Title and Business Title automatically populate. The Job Exempt checkbox automatically populate.
Location Weekly Hours and FTE is automatically populated by the position selected under Job Details section.
Please review job classifications and add any additional job classifications needed.
a. Additional Job Classifications: Select the Prompt to choose Additional Job Classifications.
b. (Optional) Workers Compensation Code Override: Select the Prompt to choose the Workers Compensation Code Override.
c. (Optional) First Day of Work: Use the Calendar to select the First Day of Work.
d. End Employment Date: Use the Calendar to select the End Employment Date.
Note: Based on the job type selected, the following fields may need to be updated: Annual Work Period, Disbursement Plan Period, Company Insider Types, Exclude from Headcount:
(Optional): Enter a Comment in the Comment text box.
(Optional): Drop in files or select files to add an attachment.
Select Submit.
Note: Select Save for Later to continue making edits at a later time.
The Submission pop up displays.
Note: (Optional)The HR Partner has the option to do a background check.
Select Open to Assign Organizations to the Employee.
Note: This can also be accessed from My Tasks.
The Change Organization Assignments page displays.
Review information under Start section.
(Optional) Review information under the Organizations section and select pencil to add information or edit the following subsections:
Company: Use the Prompt to select the Company for the additional job.
Cost Center: Use the Prompt to select the Cost Center for the additional job.
Costing: Use the Prompt to select the Costing for the additional job.
(Optional): Enter any Comments in the Comments text box.
(Optional): Drop in files or select files to add an attachment.
Select Submit.
Notes:
Select Save for Later to continue making edits at a later time.
Once submitted, the Additional Job request and Organization Assignment will go to the initiator. The steps that follow may vary according to job family group or supervisory organization.
See the Compensation job aid and the Manage Positions job aid to complete any additional steps for adding an additional job.
End Additional Job for An Employee
Notes:
This process applies to employees with multiple jobs who need to end their additional position(s).
You will not be able to end an employee’s primary position. Use the Termination Task instead. Refer to the Termination Job Aid for more information.
Enter End Jobs into the Search bar and select the task.
Notes:
Workday has two very similar tasks – End Jobs and End Job.
Choose End Jobs for this task to run the correct task. If you choose End Job, you are running the wrong task.
The End Jobs pop up displays.
Enter the Employee’s name or use the Prompt to select the Employee.
Select OK.
The End Job page displays.
Notes:
The End Job page displays all the jobs the employee currently holds.
The Primary Job is checked and cannot be changed.
Select the Checkbox next to the Job you want to end for the Employee.
Select OK.
The End Additional Jobs page displays.
Use the Calendar to choose the End date.
Select the Prompt to choose the Reason for ending the job.
Note: To end a primary job, you must switch the primary job first and then end the job. See Switch Primary Job section of the job aid for more information.
Use the Calendar to choose Last Day or Work for the Job.
Notes:
This date automatically populates as the End Date unless otherwise specified.
Skip to step 15 for JM (job management) positions.
(Optional) Select the Checkbox to Close Position.
(Optional) Select the Checkbox to disable overlap for the position.
(Optional) Use the Calendar to choose the Pay Through Date.
Note: This date automatically populates as the End Date unless otherwise specified.
(Optional) Use the Calendar to choose the Notify By Date.
Note: This date automatically populates as the End Date unless otherwise specified.
Enter any Comments in the Comments text box.
Select OK.
Notes:
Various actions and approvals are completed before the additional job is removed from the
Worker’s profile.
As the initiator, you will receive My Tasks items during the actions and approvals process.
Notifications are sent out if the process is completed, denied, canceled, rescinded, or corrected.
Switch Primary Job
Notes:
This process applies to workers with multiple jobs.
Use this process to make a Worker’s Primary Job their Additional Job or to make an Additional Job their Primary Job.
Enter Switch Primary Job into the Search bar and select the task.
The Switch Primary Job pop up displays.
Review the instructions: Use this task to change primary job designation for a worker with active multiple jobs.
Enter the Worker’s name or select the Prompt to choose a Worker.
Select OK.
The Switch Primary Job page displays.
Select Pencil to complete the following subsections under Details section:
Reason: Select the Prompt to choose a Reason for switching the worker’s primary job.
Effective Date: Use the Calendar to select the Date the switch goes into effect.
c. Select Save to save changes.
d. Proposed Primary Job: use the Prompt to choose a Proposed Primary Job.
Note: The worker’s additional job may auto populate into the Proposed Primary Job field.
Select Save to save changes.
Review the worker’s primary job and any additional jobs in the All Jobs section.
Enter any Comments in the Comments text box.
(Optional) Attach any supporting documentation in the Attachments section.
Select Submit.
Notes:
Select Save for Later to continue making edits at a later time.
Once submitted, the Switch Primary Job process will route to Human Resources for additional actions.
Notifications are sent out if the process is completed, denied, canceled, rescinded or corrected.
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