How to Hire an Employee in Workday
How to Hire an Employee in Workday
Embedded Files
Once HR Receives a Signed offer letter and cleared background check the Hire will be initiated.
Proposed Compensation
Proposed Compensation
Note!
Note!
If you are Hiring an Adjunct you will not get this step
If you are Hiring an Adjunct you will not get this step
From your Workday home screen, you will have a task in your Inbox (located in the middle of your screen, under Awaiting Your Action) for Propose Compensation Hire.
From your Workday home screen, you will have a task in your Inbox (located in the middle of your screen, under Awaiting Your Action) for Propose Compensation Hire.
From the task in your inbox, review the Effective Date and Reason. The Effective Date is the date of hire.
From the task in your inbox, review the Effective Date and Reason. The Effective Date is the date of hire.
Under the Salary section, enter the compensation information
Under the Salary section, enter the compensation information
If the employee is salaried, click the black Add icon to input the salary.
If the employee is salaried, click the black Add icon to input the salary.
If the employee is hourly, select the white Add icon under Hourly
If the employee is hourly, select the white Add icon under Hourly
If the new hire is salaried, you will select the Compensation Plan using the menu drop-down directly under the Compensation Plan
If the new hire is salaried, you will select the Compensation Plan using the menu drop-down directly under the Compensation Plan
Select "All Compensation Plans" from the drop-down menu.
Select "All Compensation Plans" from the drop-down menu.
Select the appropriate Salary Plan
Select the appropriate Salary Plan
- Faculty - Academic Salary Plan
- Administrative/Exempt/Classified - Salary Plan
Still in the Salary section of the task, under Amount, enter the salary or hourly wage listed on the Offer Letter/PCR
Still in the Salary section of the task, under Amount, enter the salary or hourly wage listed on the Offer Letter/PCR
Click "Submit" located at the bottom of your screen.
Click "Submit" located at the bottom of your screen.
Review and Change Or Assignment (Department Default)
Review and Change Or Assignment (Department Default)
After you submit, you will receive a "Success! Event Submitted" in the middle of your screen with a blue Open icon. Click on the icon to begin Change Organization Assignments.
After you submit, you will receive a "Success! Event Submitted" in the middle of your screen with a blue Open icon. Click on the icon to begin Change Organization Assignments.
After click the Open icon, you will be directed to another screen to review the organization assignments. The employee will have the department default costing allocations.
After click the Open icon, you will be directed to another screen to review the organization assignments. The employee will have the department default costing allocations.
*If the organization is different than the default, make the change here.*
After reviewing the information and making the necessary changes, click the blue Submit icon located on the bottom, right of your screen.
After reviewing the information and making the necessary changes, click the blue Submit icon located on the bottom, right of your screen.
Assign Costing Allocations
Assign Costing Allocations
After you submit, you will receive a "Success! Event Submitted" in the middle of your screen with a blue Open icon. Click on the icon to begin Assignment Costing Allocation for Hire Employee.
After you submit, you will receive a "Success! Event Submitted" in the middle of your screen with a blue Open icon. Click on the icon to begin Assignment Costing Allocation for Hire Employee.
Under Costing Allocation Details, select the drop down for Costing Allocation Level.
Under Costing Allocation Details, select the drop down for Costing Allocation Level.
Select Worker and Position (third option down).
Select Worker and Position (third option down).
Right under, Copy Position Restriction.... there is a plus sign with an Add icon. Click on the plus sign to enter the costing allocations.
Right under, Copy Position Restriction.... there is a plus sign with an Add icon. Click on the plus sign to enter the costing allocations.
Add the Start Date
Add the Start Date
17
End Date is only necessary if grant funded which must correlate with the Grant Fiscal Year End date.
End Date is only necessary if grant funded which must correlate with the Grant Fiscal Year End date.
Review Default Costing Allocations - If they are not correct, add the correct costing using the columns in the table.
Review Default Costing Allocations - If they are not correct, add the correct costing using the columns in the table.
If additional worktags are needed, scroll to the right of the table and click the drop down menu under Additional Worktags
If additional worktags are needed, scroll to the right of the table and click the drop down menu under Additional Worktags
Example: Program or Grant Code
Example: Program or Grant Code
If Multiple budgets are necessary click the "+" and add additional costing and percentages
Click the blue Submit icon on the bottom, left of your screen.
Click the blue Submit icon on the bottom, left of your screen.
The process will now route to the individuals needed for approval on the coasting Allocations including Budget, Grant PI, Program Admin... Ect
Consolidated Review and Approval
Consolidated Review and Approval
After the hire has routed to the appropriate departments for review, you will receive a task for the Consolidated Approval. This task is for you to review the complete hire and approve.
After the hire has routed to the appropriate departments for review, you will receive a task for the Consolidated Approval. This task is for you to review the complete hire and approve.
Consolidated approval will route to VP, Budget(including Grant, Program PI, ect.) and HR and Payroll for final approval
Consolidated approval will route to VP, Budget(including Grant, Program PI, ect.) and HR and Payroll for final approval
Onboarding Initiation
Onboarding Initiation
After the hire has routed to the appropriate departments for the Consolidated Approval, you will receive a task Onboarding Setup for Hire: XXXX
After the hire has routed to the appropriate departments for the Consolidated Approval, you will receive a task Onboarding Setup for Hire: XXXX
When opening the task, you will set up onboarding for your new employee. This step allow you to select individuals as "People to Meet" and provide their contact information to your new employee and notify the individual they have been selected for your new hire to meet.
When opening the task, you will set up onboarding for your new employee. This step allow you to select individuals as "People to Meet" and provide their contact information to your new employee and notify the individual they have been selected for your new hire to meet.
You can customize the message that go to the New Employee and the People to meet.
You can customize the message that go to the New Employee and the People to meet.
Helpful Contacts - You can list helpful contacts here such as Purchasing, HR, Budget, Facilities Travel etc..
Helpful Contacts - You can list helpful contacts here such as Purchasing, HR, Budget, Facilities Travel etc..
This is the end of the process for you as a Manager. The account creation will kick off and your employee will receive Onboarding tasks such as:
Contact Information, Personal Information, Government ID, State Withholdings, Federal Withholdings, Complete form I’9, Grizzly Alerts, Review Documents—Policies, Emergency Contacts, Manage Payment elections, Benefits Selection
Account access will generate based on role based security. Please submit a ticket with Computing Services via the ticketing system for User based Security Group access to be assigned.
Page updated
Report abuse