Workday-HCM: Manage Workers

Owned by
Tammy Voigt
Last updated: May 10, 2024

 

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Overview:

This document explains how HR Partner and HR Specialists can manage worker contact information, title, manager, and additional data in Workday.

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

 

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Add Row

 

Prompt

 

Pencil

 

Required Field

 

Undo

 

Checkbox

Save

Calendar

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Remove Row

 

 

 

Move a Worker to New Manager

 

  1. Enter Move to New Manager in the Search bar and select the task.

  2. The Move to New Manager popup displays.

  3. Use the Worker Prompt to choose a Worker to move or enter the Worker’s name.

  1. Select OK.

  2. The Move to New Manager screen displays.

  3. Use the Calendar to choose the Date when you want this change to take effect.

  4. Use the Prompt to choose why you are making this change.

  5. Enter the Name of the new manager for the worker in the “Who will be the manager after this

change?” field.

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

  1. Select Submit.

Note: Select Save for Later to complete the task at a later time.

Move Workers (Supervisory)

  1. Enter Move Workers (Supervisory) in the Search bar and select the task.

  2. The Move Workers (Supervisory) pop up displays.

  3. Use the Calendar to choose the Effective Date of the move.

Note: Effective Date is when the move goes into effect and becomes valid.

  1. Use the Prompt to choose a Supervisory Organization to move the Worker to.

  1. Select OK.

  2. The Move Workers (Supervisory) page displays.

  3. Use the Prompt to choose the Proposed Supervisory Organization.

  4. Select the checkbox next to the Worker’s name to move the Worker.

Notes:

  • Select the checkbox next to Select All to move all Workers listed on the grid.

  • Position Management (PM) moves to PM, and Job Management (JM) moves to JM.

  • If you move a PM to a JM or move a JM to a PM, the action will not complete.

  1. Select Submit.

Notes:

  • Once submitted, the HR Administrator will receive a notification to Change the Worker’s Organization Assignment.

  • Once completed the Move Workers (Supervisory) request will route to Human Resources department for approval.

Add Retiree Status

  1. Enter Add Retiree Status in the Search bar and select the task.

  2. The Add Retiree Status pop up displays.

  3. Use the Prompt to pick an Employee to Add Retiree Status to.

Note: Retiree Status can only be added to a terminated worker.

  1. Select OK.

  2. The Add Retiree Status page displays.

  3. Use the Calendar to choose the Effective Date for the worker’s retirement.

  4. Use the Prompt to choose a Reason for the retirement.

  5. Use the Prompt to choose the Retiree Organization.

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

  1. Select Submit.

Note: Select Save for Later to continue making edits at a later time.

Remove Retiree Status

  1. Enter Remove Retiree Status in the Search bar and select the task.

  2. The Remove Retiree Status page displays.

  3. Use the Prompt to pick an Employee to Remove Retiree Status from.

  1. Select OK.

  2. The Remove Retiree page displays.

  3. Use the Calendar to choose the Effective Date to Remove Retiree Status from a Worker.

  4. Use the Reason Prompt to choose a Reason for removing the retiree status.

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

  1. Select Submit.

Note: Select Save for Later to continue making edits at a later time.

Title Change

  1. Enter Change Business Title in the Search bar and select the task.

  2. The Change Business Title popup displays.

  3. Use the Prompt to choose the Worker for the title change.

  4. Select OK.

  5. The Change Business Title screen displays.

  6. Use the Calendar to choose the Effective Date that the title change will take effect.

Notes:

  • The Effective Date defaults to today’s date.

  • Effective Date is when the move goes into effect and becomes valid.

  1. Enter the new Business Title in the Business Title field.

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

  3. Select Submit.

Note:

  • Select Save for Later to continue making edits at a later time.

 

Work Contact Change

  1. Enter Change Work Contact Information in the Search bar and select the task.

  2. The Change Work Contact Information page displays.

  3. Enter the Worker’s name to change in the Person field.

  1. Select OK.

  2. The Change Work Contact Information screen displays.

  3. (Optional) Use the Pencil to edit the following fields under Business Location section:

    1. Effective Date: Use the Calendar to choose the Effective Date for when the change happens.

    2. Alternate Work Location: Use the Prompt to select the Work Address you want as the Worker’s Alternate Work Location.

  4. (Optional) Select Add to enter a new work address for the employee:

    1. Effective Date: Use the Calendar to choose the Effective Date.

    2. Country: Defaults to the United States

    3. Address Line 1: Edit as needed.

    4. City: Edit as needed.

    5. State: Edit as needed.

    6. Postal Code: Edit as needed.

    7. Select Save.

  5. Select Add to enter the work phone number for the employee:

Note: Select the Primary Checkbox to make the new added number the primary number.

a. Phone Type: Use the drop down arrow to select the Phone Type.

b. Country Phone Code: Defaults to the United States of America.

c. Phone Number: Enter the Phone Number.

d. Visibility: Use the drop down arrow to select the visibility for the employee’s phone number.

e. Use the blue arrow next to Details to enter additional information about the employee’s phone number.

f. Select Save.

  1. Select Add to enter the work email address for the employee:

    1. Email Address: Enter the email address.

    2. Visibility: Use the drop down arrow to select the visibility for the workers email address.

    3. Use the blue arrow next to Details to enter additional information about the employee’s email

address.

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

  2. Select Submit.

Notes:

  • Select Save for later to make edits to a Worker’s Work Contact Information at a later time.

  • Once submitted, you will be notified if it is rescinded or corrected. Workers will be notified of the work contact change and if it is rescinded or corrected.

Edit Worker Additional Data

Note: Edit Additional Data is used to edit or override Benefits data. See Benefits Administrator Optional Retirement Program Vendor Changes job aid.

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

  2. The Worker’s Profile page displays.

  3. Select Actions under the Workers Name and business title.

  4. Hover over Additional Data under Actions and select Edit.

  1. The Edit Additional Data pop up displays.

  2. Use the Prompt in the Custom Object field to choose data to edit.

  3. Select OK.

  4. The Edit Additional Data page displays.

  5. Apply edit(s) to the fields.

  6. Select OK.

Note: Depending on what is edited, you may Submit or select OK and then Done.

  1. Select Done.

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