SMPH Recruit to Hire (Workday)

The SMPH Recruiting and Hiring toolkit includes standardized processes following UW Madison recruitment, assessment, and selection procedures to meet the needs of SMPH employing units while promoting efficient, effective, fair, and legal hiring practices. Each section of the toolkit covers a step in the recruiting process and includes guidance on recruiting best practices.

Use this process for hires made through open recruitment and recruitment waivers.

Planning

If Clinical Faculty, Obtain Workforce Planning Approval

Workforce Planning (WFP) Approval

Intake Form and Meeting

If Temporary Employee (TE), Determine Eligibility and Title

The "Post the Job" and "Assessment" steps are optional for temporary employees. If no recruitment is needed, process hire as a waiver by creating candidate under candidate management. 

  • Determine Eligibility using OHR's Temporary Employee Policy
    • Search for hire in Workday to see if the employee has any other active appointments.  TEs who are not receiving benefits must limit their hours to an average of no more than 29 hours per week and/or 130 hours per month over a rolling 90-day period to comply with the Affordable Care Act (ACA).  This includes all hours worked in all positions within the UW System.
    • NOTE:  Per OHR guidance, we do not need to continue to track ACA hour compliance once employment has started.
  • Determine appropriate title and compensation rate using OHR’s Compensation & Titling Toolkit
    • Confirm duties are non-exempt from FLSA and the department’s needs fit a Temporary Employee hire
    • Key differences between TE and Fixed-Term Terminal US:
      • TE positions:
        • Do not have a set FTE that the person must meet each week
        • Worker Sub-Type - Temporary Fixed
        • Contract Type - Limited 
        • Are not eligible for benefits
        • Have a lower fringe rate as a result (Use LTE fringe rate versus US regular fringe rate)
        • Can be for up to 1,040 hours or one year duration max limit, whichever comes first
        • Cannot be converted to renewable
        • Must average less than 30 hours/week (same rules as for student hourlies)
        • Does not serve probationary period
        • Are not added to PMPD system for evaluations
      • Fixed-term terminal University Staff:
        • Have a set FTE (ok if they work more, shouldn’t work less)
        • Might be eligible for benefits if they qualify based on FTE/duration/prior service
        • PI pays the higher fringe rate either way because of the possibility of benefits eligibility
        • Can be for up to 2 years in duration
        • Can be converted to ongoing if open recruitment took place and language is in the PVL
        • No limit on average weekly or total hours
        • Serves probationary period and are created in PMDP for evaluations

If Waiver, Determine Waiver Eligibility and Reason

Open recruitment for Academic Staff, Limited Appointments, and University Staff, is not required when certain waiver criteria are met.

  • If the individual is being hired on the Research Professor or Teaching Professor track, review the important items listed in the RP and TP Tracks - Position Requests & Hire Processes before submitting job requisition waiver (i.e. a dossier must be created and reviewed/approved through the RP or TP track committee prior to finalizing the hire or sending the offer letter to the candidate)

Confirm if the individual is eligible for a Waiver appointment

  • Confirm if the individual is eligible for a Waiver appointment
    • Request CV/resume from supervisor or individual they intend to hire.
    • Review the individual's work history to confirm they are not currently hired into a terminal waiver position at the university. You may need to verify the work history in Workday
  • An individual cannot be hired into back-to-back fixed-term terminal waivers.
  • An employee may hold consecutive terminal appointments as long as the duties are different than the previous positions duties and the position was openly recruited for.  
  • Academic Staff terminal appointments are limited to 2 years. Individuals hired into an academic staff terminal appointment can only be hired for a max of a two-year time period (excluding Rehired Annuitants). See Academic Staff Policies and Procedures - Appointment Types and University Staff Appointment Types.
  • Once the two-year time period has been completed, here are some options: 
    • Recruitment
    • Convert to Renewable: If the individual is originally hired into a terminal role through an open recruitment or using a waiver reason that could have been renewable initially ('25% or less', 'Training Completed', etc.) you can convert the position to a renewable appointment following the Lifecycle Transactions: SMPH HR Academic Staff/University Staff Conversion to Renewable/Ongoing Workflow. Reminder: if 25% or less waiver reason was used, their appointment must remain at 25% time or less in order to be compliant with how they were hired/the waiver reason used. 
  • Instructional Academic Staff terminal appointments (i.e., Clinical Instructors - Moonlighters or Instructor CHS) are limited to 3 years. See Academic Staff Policies and Procedures - Appointment Types.
    • Clinical Instructors hired using a '2 years or less' waiver reason can only be hired for a max of a two-year time period per the waiver reason. 
    • Clinical Instructors hired into a terminal appointment with an end date using a '25% or less' (a renewable appointment type) wavier reason cannot extend past 3 years. If you know the appointment will not go above 25% FTE, it may be best to use the '25% or less' waiver reason and have the ability to renew the terminal appointment for up to three years.
    • Note: OHR may advise you that you can convert a terminal Clinical Instructor or Instructor (CHS) position to renewable, however, at SMPH, that is not how we utilize these titles. We utilize these titles only as terminal positions for short term coverage and for our non-accredited fellow hires, so they should not exceed three years. If a department would like to employ someone for greater than three years to do clinical work, they should hire into a true faculty title (Assistant, Associate or Professor rank on one of our faculty tracks).

Determine Waiver Reason and request OHR Approval (if required) 

  • Determine if the request aligns with one of the Direct-Hire Waiver Reasons 
    • If there is no Waiver reason that aligns with your situation, proceed with a SMPH Recruit to Hire (Workday)
    • If there is a Waiver reason that aligns with your situation
      • If faculty waiver (i.e. spousal hire), Workforce Planning (WFP) Approval will be required if employed or funded by UW Health.
      • If Summer Session or Summer Service waiver, a Dual Role Appointments - Blanket Waiver Form must be completed (either by the department or HRBP) and approved by the Department Chair prior to the waiver being approved. Once fully approved through the Blanket Waiver System, the Secretary of Faculty will email approval to HRBP.  HRBP will add content of the approval letter as a comment in Workday when creating the position. 
      • Request OHR Approval - if using one of the below waiver reasons:
        • HRBP emails their HR Manager to discuss/review the appropriate use of the waiver reason. 
        • HRBP emails OHR Talent Acquisition and Comp Admin, cc HR Manager, to request approval.
          • Reactivate Backup 
          • Other 
          • Sole Source
          • Provost Hiring Initiative
          • If using Referral Priority - receive info from OHR for the eligible candidates and follow the hiring process outlined in Referral Priority

Search and Screen Committee

Advertising and Sourcing Recruitment Efforts Plan

Job Requisitions and Job Postings 

Generate Job Requisition Number

  • Backfilling existing position
    • If this is selected, you must select the position that will be filled. Any position in the supervisory organization will be available for selection but the position must either be vacant or available for overlap at time of creating the job req. Availability for overlap is either set when terminating a worker's employment or by Editing Position Restrictions, update the 'availability for overlap' field.  
    • Any updates made to the job req under the qualifications section, including responsibilities will NOT save back to the Position Restrictions. Update the Position Restrictions via the Edit Position Restrictions so the quals and responsibilities reflect on the position and not just the job req. 
To generate a number, from the Workday Home Page, search for and select Create Job Requisition from the search bar. 
 screen shot Create Job Req search
  • Copy Details from Existing Requisition To use the details of a previous Job Requisition, select the job requisition you want to copy 
  • Supervisory Organization: Type the team name or supervisor name into the Supervisory Organization field and hit Enter. A short list of options will populate for you to choose from.
  • Create New Position - use to create a new position
  • For Existing Position - use when the requisition is to backfill an existing position
  • For Multiple Existing Positions - use when the requisition backfills multiple, different existing positions
    • Enter the Defaulting Position. Information associated with this position will default into the job requisition.
    • Check the box next to any other positions that should be included in the job requisition.
    • WARNING: Do not check the box to the position that you indicated should be the Defaulting Position.
  • Worker Type: If creating a new position, select the Worker Type.
 screen shot of create job requisition supervisory organization selection
    • Click OK
    • Select the Summary Tab
    • Click Save for Later 
      • Once you click Save for Later, it will save a draft in your own task inbox. 

    Position Recruitment Tracker (PoRT) Approval and Position Cap 

    • Position Recruitment Tracker (PoRT) Approval
    • Determine Position Cap If the position is within the position cap or funded by 136/132 funds please reference the Position Cap Information and Process
      • HR submits Online Justification (JTAP) Form
      • Once it is approved by Heidi, Hope, and the Dean you can move forward (OHR will not approve the form until they see the position posted and will then do an audit to make sure we have a JTAP on fil. 

    Create Job Requisition

    • Use the recruitment intake form to fill out the Job Requisition Field Guide (this will be extremely helpful when building a job requisition)
      • If you are posting with the possibility of sponsorship, email Immigration Specialist to review the job req field guide 
      • Share the completed field guide with the hiring manager for their final review

    Create Job Requisition

    Locate the draft job requisition in your task inbox to begin editing. Click the Pencil icon to make edits and complete all required sections of the job requisition:

    Recruiting Information

    • Number of Openings - enter the number of positions the unit anticipates filling (defaults to one)
    • If backfilling a position(s), the position previously selected will display. If backfilling multiple positions, the information from the defaulting position will populate the job requisition and the remaining positions will display under Additional Positions.
    • Recruiting Details
      • Reason - for standard (open) recruitment, typically New Position or Replace Worker
        • 3rd Party/Search Firm Recruiting: used when the recruitment is completed outside of Workday by a third-party recruiting agency. Prior approval from Talent Acquisition is required. Visit Third-Party Recruitment Guidelines for more information.
        • New Position: used when creating a net new position. 
        • Replace Worker: used when replacing a prior incumbent  
        • Notice of Filing: used to meet the United States Department of Labor notice requirement when hiring someone who requires sponsorship. This reason spurs a specific posting template that includes instructions regarding the notice to the public and automatically dispositions anyone who tries to apply. This is for informational purposes only and not meant to be used as a hiring job requisition. When completing the job requisition, use the existing position that was filled with the new hire. KB coming soon
        • Recruitment Completed in Legacy ATS: only to be used during the transition period to Workday. This reason is meant to capture recruitments that were started prior to Workday go-live in a legacy system. These job requisitions do not go through approval and are not posted to career sites but are a means to hire into Workday during the transition period. See Catch Up and Go Hires
        • Recruitment Waiver: to be used when special circumstances allow for the recruitment to be skipped and someone be hired into the position without going through a traditional recruitment process. Waiver Reasons 
      • Replacement For - if replacement position, search and select incumbent (person who currently holds or previously held job)
      • Recruiting Instruction is informational for the Primary Recruiter as to if and where the position must be posted
        • Post Externally Only - do not use
        • Posting Not Required - used for direct-hire waiver and Temporary Employee direct hire
          NOTE: If this is selected, the Post Job task will not be sent to the Primary Recruiter once the job requisition approvals are complete.
        • Post Internally and Externally - used for standard (also known as open) recruitment and Notice of Filing requisitions
        • Post Internally Only - used for internal recruitment. Receive OHR approval. 
      • Recruiting Start Date
        • Date we start entering the job req into Workday 
        • You cannot hire before this date. If creating a position using the job requisition, the position will be effective on this date.
      • Target Hire Date - anticipated start date for the job. Actual hire date can be before or after this date but cannot be any earlier than the Recruiting Start Date.
      • Target End Date - anticipated job end date. This field is required only if the appointment is temporary or terminal.

    Click Next

    Job

      • Job Profile
        • If backfilling a position, information associated with the default position will auto-populate and can be updated. 
        • If creating a new position, enter the Job Profile 
      • Additional Job Profiles
        • NON- EXEMPT ACADEMIC STAFF - If recruiting with an salary or FTE range such that the job could fall below the FLSA salary threshold, add the NE (non-exempt) version of the job profile here.
        • ASSOCIATE AND FULL PROFESSOR - If Faculty and you are posting with associate and full professor titles you must add the Visiting job profiles as optional titles in the job requisition. 
        • Required if posting with multiple titles. See Recruit with Multiple Job Titles on One Requisition.
      • Job Posting Title will display on the job posting and act as the "Business Title". Use the title that best describes the job for purposes of recruitment. 
      • Justification
        • JTAP form number - To find your JTAP number go to your "Submissions" and find the JTap number: Justification to Advance Position, Online Form. 
        • Criticality or Functionality -  101 and 150 funded position approval date
        • Recruitment Waiver - If you are waiving recruitment, provide adequate justification in this field. Justification must include all details from selected waiver reason's 'Requirements for use' column in Recruitment Waiver Reasons resource. 
        • WFP number, if faculty 
      • Job Description Summary auto-populates based on selected Job Profile. This is for your reference and does not show on the job posting.
      • Open Text Field: Job Description and Job Qualifications and Additional Details for Job Posting 
      • Worker Sub-Type
        • Regular - Ongoing/renewable Faculty, Academic Staff, Limited, University Staff
        • Temporary (Fixed Term) - to be used only with the Temporary Employee (TE) employee category
        • Terminal (Fixed Term) - Fixed-Term Terminal Academic Staff or Fixed-Term Finite University Staff
      • Time Type
        • Leave blank if there is an FTE range
        • Select Full time or Part time (Full Time = 40 hours, Part Time = <39 hours)
        • Enter Part Time for positions paid via Period Activity Pay
      • Remote Type
        • Select Onsite, Partially Remote, or Remote. 
      • Primary Location
        • The business site where the employee will physically work. If remote, it should be where the person would work if on-site. Type Campus Building code (if known) or building name.
      • Primary Job Posting Location
        • Auto-populates based on Primary Location selection. This field should always be a city.
      • Additional Locations
        • (optional) Enter additional business site locations if there are openings at multiple business sites. Only enter additional locations if they are in a different city than the Primary Location.
      • Additional Job Posting Locations
        • Auto-populates based on Additional Locations selection(s)
      • Scheduled Weekly Hours
        • NOTE: Cannot put in a range and does not flow to the job posting 
        • Defaults to 40
        • Change to match intended FTE and Time Type
        • Positions paid via Period Activity Pay - enter 0 weekly hours
        • Temporary Employees (TE) - enter 0 weekly hours
      • Work Shift
        • Required if role is in a multi-shift environment. Select First, Second, Third, or Weekend
    • Contract Details
      • Click on For Current Employee Type so only applicable contract types are available for selection.
        • Ongoing + Regular
          • Academic Staff, University Staff and Faculty with no End Employment Date. Also includes Research Assistants at UW-Madison.
        • Fixed + Terminal
          • Academic Staff, University Staff, Employee-In-Training, Student Assistant, and Other (job category) who have an End Employment Date and have no expectation of continued employment.
        • Fixed + Temporary
          • Academic Staff who have an End Employment Date and are expected to work less than 1040 hours in a 12-month period.
        • Limited + Regular
          • Limited (job category) with no End Employment Date
        • Limited + Terminal
          • Limited (job category) with an End Employment Date
        • Limited + Temporary
          • University Staff and Limited (job category) with an End Employment Date that are expected to work less than 1040 hours in 12-month period. Temporary employees and All Student Hourly.
        • Summer Service + Terminal
          • Academic Staff, Faculty, Employee-In-Training, Student Assistants, Limited (job category), and Other (job category) who are academic year employees who perform research or administrative work during summer.
        • Summer Session + Terminal
          • Academic Staff, Faculty, Employee-In-Training, Student Assistants, Limited (job category), and Other (job category) who teach during the summer.
    • Link to Evergreen Requisition
    • Compensation Details
      • Defaulted based on Job Profile and cannot be edited
    • Questionnaires
      • For a standard (open) recruitment, include Internal Candidate Baseline Questionnaire (no salary question) and Madison External Candidate Baseline Questionnaire. Other questionnaires will be used for specific roles. See Questionnaires in Job Requisition for how to select the right questionnaire(s) for your job.
        screen shot of selected questionnaires
    • Assessments - leave as-is. We will not track assessment information on the job requisition.

      Click Next

      Qualifications and Responsibilities

      • Qualifications:
        • Education/Language/Certifications can be entered but will not show on job posting unless you include them in the Open Text Job Qualifications and Additional Details for Job Posting field.
      • Responsibilities
        • SJD - default from the job profile selected and are pulled into the job posting. 
        • Faculty Responsibilities (list each as a SEPARATE responsibility)
          • NOTE: All responsibilities should be in bullet format and Normal font so they display correctly on the Job Posting. 
          • All Faculty: Teach medical students, residents, and fellows. 
          • CHS and Tenure: Participate in administrative and committee work to support the clinical and scholarly missions of UW Health and the School of Medicine and Public Health.  An essential part of these duties will be working in a collegial relationship with other faculty members.
        • Unique Responsibilities

      Click Next

      Organizations, Attachments, Compensation, Assign Roles

      • Organizations
        • NOTE: When backfilling a position(s), these values will default in if previously on the position. Review and update as applicable. 
        • Company, Cost Center, Costing, and Function will default based on the sup org selected. All values are editable.
          • The Cost Center drives who will receive the task to enter default position funding once the position is created.
        • Compensation Basis
          NOTE:           If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
          • 12 Month – compensation basis for all positions except for situations noted below. 
          • 9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months. 
          • No Pay – not eligible for compensation of any type. 
          • Seasonal – used for seasonal employees and does not align with 9 or 12 month. 
          • Summer – used for all summer service or summer session positions. 
        • Position of Trust - it is important to select the appropriate value for the position (as opposed to the worker). In some circumstances, the person hired into the position may be exempt from a Criminal Background Check (CBC) because one is already on file, but we would still mark their position as requiring a CBC. The worker’s Position of Trust information can be updated during the staffing transaction. 
          • Select one of the following options: 
            • Not a Position of Trust – CBC Not Required
            • Not a Position of Trust – CBC Required (select this for all Limited, Faculty, Academic Staff, University Staff, and Temporary Employees - UNLESS a Position of Trust choice below is more appropriate)
            • Not a Position of Trust – Employee Exempt from CBC Requirement
            • Position of Trust – 2 Year Recheck
            • Position of Trust – 4 Year Recheck
            • Position of Trust – No Recheck
          • Refer to the Determining When a CBC and CBC Re-Check are Required Chart or your HR Operations Coordinator if unsure when determining which choice to select above. 
        • Campus Security Authority (CSA) - typically not needed. If the position is a CSA, indicate this here.
        • Legacy should be left blank. This is an organizational assignment made at the person level, not the job requisition or position level. 
      • Attachments: The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. You can come back and upload attachments later as well. 
        • Recruitment Efforts Plan (REP form) is required (not needed for waivers)
        • SMPH Recruitment Intake Form
        • WFP approval email 
        • If using a waiver reason that requires OHR approval, upload the documented OHR email approval
      • Compensation:
        • The Guidelines and Salary or Hourly fields will default based on the job profile selected. It also adjusts the pay range to account for the compensation basis selected (12 month vs 9 month).
        • Enter the "best guess" Salary or Hourly rate for the position. This amount will not be displayed to candidates. 
        • DO NOT enter anything under "Additional Details"
        • If a compensation basis of Summer was entered on the Organizations tab, no default salary information will display. Go to Salary and then click under Compensation Plan > By Compensation Rule and select either Summer Service Salary Plan or Summer Session Salary Plan and enter the appropriate salary amount.
          NOTE:           For all positions paid via Period Activity Pay (including summer): On the compensation section of the job requisition, in the salary section, choose “Period Activity Pay” for a frequency and indicate the amount to be paid in the Amount box. 
      • Assign Roles 
        • Click Add. In the Role field, select the applicable role:
          • A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job and must be someone assigned the Recruiter security role. This may be your own name if you are the person overseeing the recruitment and you are creating the job requisition. The Primary Recruiter receives inbox tasks associated with the job requisition (ex. tasks to Post the Job, move candidates, etc.)
          • DO NOT USE: Search Committee Chair can be assigned (limited to one person). They can disposition candidates. 
          • Optional: Search Committee Member can be assigned to multiple users.
          • Optional: Assign the Employment Agreement Approver role to any one user that may need to review the Employment Agreement document.
            NOTE: The HR Partner (Supervisory) is the only security role that will automatically be an approver on an Employment Agreement document.
          • Role assignments outside of the Primary Recruiter can be assigned/added after submission. It is optional to add them at this step.
      • Click Submit
      • You may also Save for Later. This allows you to save progress and return to complete later. Saved for Later requisitions will appear as an inbox item to complete. 

      Up Next: Position Budget Manager Approval

      Resources

      Job Requisition Approvals

      Up Next: Position Budget Manager Approval

        • Send message to your budget manager to trigger approval. 
        • Message: I submitted a job requisition, and the next step is your approval as budget manager.  Please look in your Workday task inbox for Job Requisition: XXXXXXX POSITION TITLE.  Please approve or send back with a comment. 

      Up Next: HR Partner Supervisory (HRBP/FR and AD) | Approval

      • STOP! [HRBP/FR will NOT approve next step]
      • Lake AD Approval as HR Partner Supervisory is required
          • Send message to AD to review and approve the job requisition
          • Message: The job requisition XXXXX has been approved by the budget manager and  PoRT, please review, approve, or send back with comments (sending back will require budget manager approval again). Once you click approve, Workday will send the job requisition to me as the primary recruiter. I will post using XX/XX/XXXX for posting start date and XX/XX/XXXX for posting close date. Thank you! 
            • If wavier reason requires OHR approval, AD MUST ASSIGN Ad Hoc Approver
              • Add your Talent Acquisition Specialist (Rachel Simonson) as an Ad Hoc Approver.
              • There is no Workday task sent once the final approval is completed. OHR TA should notify the Primary Recruiter once that final approval is complete.

      Up Next: If waiver, Go to "Create Candidate" under Candidate Management section below 

      Up Next: If recruitment, Primary Recruiter to Post Job 

      Post the Job

      The Post Job task should be in the Primary Recruiter's inbox.

      • Job Posting Site: Select the correct Job Posting Sites based on Recruiting Instruction.
        • If posted Internally and Externally - enter "Internal" and "UW Madison External Career Site" 
        • If posting internally only - receive approval from OHR and enter "Internal".
      • Preview Job Posting: Check the Preview Job Posting box to view before posting to the career site and allow you to change the Job Application Template. If changes need to be made, the Edit Job Requisition process will have to be completed before posting the job.

      screen shot Job Posting Sites

      Change Application Template (optional)

      In most cases, you will not need to change the Job Application Template. It defaults to a single 'Application Materials' dropbox in which applicants must upload their materials:

      screen shot of upload dropbox

      If you need to change the template, Editing the Job Requisition from the Preview is when you would do this, prior to posting the job. The Job Application Template is in the Recruiting Information tab on the Job Requisition and drives the information that must be entered by the candidate. 

      Important: Regardless of which Job Application Template you use, you must detail what materials are needed in the How to Apply section of The Job Qualifications and Additional Details for Job Posting field of the job req.

      There are five other template options:

      • Resume/CV, Cover Letter (required), and Certifications, Education, Languages, Websites (optional)
        • Candidate required to upload document(s) to Application Materials dropbox, and will also be presented with the option to manually enter Certifications, Education, Languages, and Website information directly in Workday.
      • Work Experience, Education Required and Resume/CV Optional
        • Candidate required to manually enter work experience and education, and can also choose to upload document(s) to Application Materials dropbox.
      • Work Experience and Resume Optional
        • Candidate is presented with the option to manually enter work experience and/or upload document(s) to Application Materials dropbox.
      • Work Experience Only and Required
        • Candidate required to manually enter work experience. There is no Application Materials dropbox in this template.
      • Work Experience Required and Resume/CV Optional
        • Candidate required to manually enter work experience and can also choose to upload document(s) to Application Materials dropbox.

      NOTE: The Job Application template applies only to external candidates. Internal candidates apply through their regular employee Workday account and are prompted to upload their resume/CV and cover letter. 

      If other edits to the Job Requisition need to be made, this is the time to review and make changes. Remember that certain updates require re-approval by the HR Partner and/or Position Budget Manager, so could delay the Job Posting process.

      Select Posting Dates

      • Start Date: defaults to today's date and auto-populates
      • End Date: Enter an end date for both the internal a external site.
        • This date must adhere to the Minimum Job Posting Periods.
        • The job posting will be removed at 11:59pm the day before the posting end date. Example: End date of 1/20/2025, the posting will be removed on 1/19/2025 at 11:59pm 
        • If faculty and open until filled - do not list an end date (assured consideration date must be in the open text field of the job requisition)
          • Once you have identified your finalist, close the job requisition, as long as it has adhered to the posting requirements.
          • If the hire pending falls through, you can repost the position.
        • The recruiter can edit this later, such as when a hiring manager would like to extend the application deadline
      • Primary Posting: always check this box next to the UW Madison External Career Site. This drives the primary posting link that will be used for job scraping and external sites like Indeed, LinkedIn, etc.

      screen shot of Post Job screen

      Send Hiring Manager Posting Link and Save Copy of Posting 

      • HR send TEMPLATE EMAIL - Position link and Next Steps to Hiring Manager. 

      • Upload a PDF copy of the announcement from the UW-Madison employment website to your Job Requisition in Workday.
        • Open up the job on the employment website and right click and click "print" and then save as PDF. 
        • Edit the job requisition  
          • Click into the pencil, update under Recruiting Details the Reason via drop down of "Add Attachment", close it and then go to the Attachments tab on the left to upload the PDF of the
            job posting.

      To access job postings from the Job Requisition. Navigate to the job requisition by clicking on the 'details of the Job Posting'. Click on 'Job Postings' and you will see the posting links. Click on the External Posting URL to view your job posting on the external site and click on the Internal hyperlink under Job Posting to view the internal job site.

      screen shot of job postings

      Job Req Updates AFTER Job is Posted

      Ensure you are following the Job Posting Revision Guide if updates are needed to a job requisition after the job has been posted. The guide will indicate instructions including, but not limited to; candidate communication, re-posting, etc. 

      Up Next: Cost Center Accounting Specialist to set up funding (this step is not required, and will not prevent us from moving forward with recruitment. There will be a hard stop during the hire process for the cost center accounting specialist to enter the funding).  

       Candidate Management 

      Screen Applications

      • HR or Hiring Manager creates the Applicant Screening Spreadsheet with the developed job criteria.
      • From the list of candidates, select the check box next to all candidates and move candidate 'Forward' from 'Review' to 'Screen'
        • A task will be generated for each individual applicant and will be in the primary recruiters inbox. 
      • HR and/or search committee will Screen Applications and complete the spreadsheet. 
        • If search committee members do not have access to Workday, you can bundle application material and upload it to a box folder.
        • If using redacted application screening, establish a method for supplying redacted application materials for review. 
      • HR send TEMPLATE EMAIL - Approve Applicant Screening Spreadsheet to Hiring Manager.
      • HR update candidate statuses that do not meet required qualifications. 
        • Choose "Decline" to disposition candidates with reason of "Not Selected > Does Not Meet Required Qualifications".   
        • Send a message to dis-positioned (no automated notification will be sent). From your Inactive tab, choose a default message template, enter the department's name as the "from display name", and enter your email as the "reply to email".

      Interview

      • Prepare your Interview process. 
      • If faculty, follow Clinician Faculty Recruitment Budget Guidelines.
      • Develop job-related Interview Questions to address every interviewee. 
      • Create an Interview Rubric or feedback survey from SMPH HR Qualtrics Library. 
      • HR send TEMPLATE EMAIL - Approve Interview Questions to Hiring Manager.
      • If conducting an initial screen through Spark Hire - SMPH Video Interviewing Platform, do not set up Self-Schedule Calendar. From the list of candidates, select the check box next to the candidates that will do Spark Hire interviews and select "Forward" to "Interview" status.  With those selected candidates, click "Send Message" (TEMPLATE EMAIL - Spark Hire invite email). 
      • If using Self-Schedule Calendar: See Creating a Self-Schedule Calendar (skip this step if interviews are being scheduled outside of Workday)
        • Sample candidate confirmation message: 
          • Thank you for selecting a time for your upcoming virtual interview for the Job Titleposition (JRXXXXXX) in the Department of XXXXX at the School of Medicine and Public Health, UW-Madison. We are looking forward to speaking with you. We will be in touch shortly with the [Virtual Platform] link and instructions for joining the interview.
          • Insert instructions for an in-person interview, i.e.: parking, directions, etc. If you have any questions or need to make changes to your scheduled date and time, please don't hesitate to reach out.
        • Move "Forward" candidate(s) to next "Interview", this will allow them to select an interview time
        • Send an email to the candidate to select an interview time (the candidate does not receive an email from Workday)
        • HRBP/FR (as primary recruiter security role) will receive a notification "Candidate Self-Schedule Event for Interview: CANDIDATE NAME JR# TITLE" with interview details.
        • "Hold Interview"
      • HR or Hiring Manager updates the Applicant Screening Spreadsheet after each interview round and obtain HR Approval.
      • HR update dispositioned candidate statuses.
        • Choose "Decline" to disposition candidates.   
        • From your Inactive tab, send dispositioned candidates a message (no automated notification will be sent). Choose one of the default message templates, enter department name as the from display name, and enter your email as the reply to email.  

      If Waiver, Create Candidate

      Once the waiver has been approved, the Primary Recruiter will need to add the selected candidate to the waiver's Candidate Grid. This will allow the Recruiter to process background and reference checks, as well as Employment Agreements, directly in Workday.

      Check if Candidate Account Exists in Workday

      To search for the candidate, type "Cand:" and their name into the search bar.
      Candidate Search

      From the Candidate Account, click Actions, then Job Application, and Create Job Application:
      Create Job App One

      On the pop-up window, enter the Job Requisition of the waiver you wish to fill, select "Manually" and click OK.
      Create Job App

      Click on the Application Materials to view what has been uploaded to their account; these should be the same materials from their most recent application. If you need to add a more recent resume, click on the Upload button and add that document accordingly. Otherwise, click OK.
      Create Job App Part Final

      You will be brought to their specific Candidate Profile attached to the waiver Job Requisition. Whether from the Candidate Grid or the Candidate Profile, you can move the individual next stage. Move Candidate One

      Move Candidate Part Two

      Move Candidate Part Three

      It is recommended to leave a comment that you're moving this candidate to the chosen status due to being a waiver hire. 

      If a Candidate Account does not exist, a Prospect must be created before creating a job application on the candidate's behalf. The process differs whether the candidate currently works for a UW campus (internal candidate), or if they're an external candidate.

      Create a Prospect - Internal Candidate

      Step 1: Search Create Prospect in the search bar and select the task Create Prospect:
      Create Prospect Search

      Step 2:Click on "Create from Existing Workers" and type in the employee's name. Click OK.
      Create Prospect - Existing Worker

      Step 3: You will be taken to the Create Prospect screen; upload their resume accordingly. Click OK when done.Create Prospect Part Three

      Step 4: You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)

      Prospect Create Job App

      Create a Prospect - External Candidate 

      Step 1: Search Create Prospect in the search bar and select the task Create Prospect:
      Create Prospect Search

      Step 2: Click on "Create New Prospect" and enter their details. At minimum, you should enter their first and last name, and a valid email address. Click OK.Create External Prospect One

      Step 3: You will be taken to the Create Prospect screen, where you can fill out any other biographical details that you have. You can also upload their resume at the bottom of the page. Click OK. Create External Prospect Three

      Create External Prospect Four

      Step 4: You will be directed to their Prospect Account. Click Actions, then Job Application, Create Job Application to start the process of moving them to the waiver accordingly. Moving them to the waiver will also send them an email, prompting them to create their candidate home account. You can now proceed to move them through the proper steps to finalize the hire. (e.g. Assessment, Employment Agreement)
      Create External Job Prospect Four

      Step 5 (Optional): If the candidate says they're unable to find the automated system email to create their candidate home account, you can find this by navigating to their Candidate Profile. Click Recruiting History, then on Automatic Message Sent under the Timeline heading. You can copy and paste the URL in the message and send it to the candidate directly.Create External Prospect Final

      Your candidate's full candidate profile is now created and attached to your job req waiver. You will move the waiver candidate forward to SkillSurvey, CBC, employment agreement, and finally ready for hire. 

      Assessment - Professional Reference Check, Misconduct Reference Check, and P-file Review

      This step is required for Faculty (FA), Academic Staff (AS), Limited Appointees (LI), University Staff (CP, CJ).  Temporary Employees are NOT subject to these checks.

      Step 1: Initiate SkillSurvey

      • From the list of candidates, select the check box next to the candidate name and move candidate 'Forward' to Assessment > SkillSurvey Check.
      • The Reference Survey Coordinator UW (HRBP/FR) will receive a task "SkillSurvey check: CANDIDATE NAME - JRXXXXXX POSITION NAME" to complete.
        • Select the Assess Candidate task for the specific candidate.
        • Confirm the Overall Date.
        • Set the Overall Status to Pending. NOTE: When the reference check is complete, the status will automatically update to completed.
        • Click the + button in the assessment grid to add an assessment row.
        • In the Assessment Test field, select the SkillSurvey survey - review the UW Survey Selection Tool
          • The Misconduct Reference Check questions are part of each SkillSurvey survey.
          • If you completed professional references outside of Workday and you only need to complete the MRC check, select "Misconduct Custom Survey". This survey only has the two misconduct questions. 
        • WARNING: Do not select a status.
        • Optional: Enter a Comment.
        • Click Submit. Up Next: Overall process still in progress
        • The SkillSurvey Integration will launch directly from Workday. The Misconduct Reference Check questions are part of the SkillSurvey reference check integration. The candidate will receive an email to provide the reference information. Another email will be automatically sent to the references to complete the reference check.
        • HRBP will receive an email from SkillSurvey letting you know that the candidate has been entered and you can check their status 

      Monitor the candidate profile to confirm when the professional references and misconduct references are complete. If there are no concerns proceed with verbal offer. If there are concerns with the MRC, consult with employee relations. You will need to manually record the results of the misconduct check.

      Step 2: View and Record MRC Results

      • Monitor and View 
        • Click the candidates name in the candidate grid to view the Candidate Profile.
        • Click Screening.
        • Click the Assessments tab to view the SkillSurvey reference check information.
      • Result concerns. If there are concerns with either the professional reference or MRC consult with SMPH employee relations before sending results to the hiring manager.
      • Share results with the hiring manager once the URL is available in Workday.  Once three references including one manager complete the references, the report will automatically be finalized and the URL will be available in Workday.
        • There is the options to "force finalize" the report directly in Skillsurvey.  If you have met the policy requirements and obtained a least 2 references and one is the current supervisor, you may choose to finalize the report early. When the report is forced finalized, the results URL in Workday will not populate. You will need to obtain the results from Skillsurvey directly.   
      • Record Misconduct Reference Check (MRC)  
        • Select the checkbox next to the candidate you plan to move forward.
        • Click Move Forward.
          • Select Background Check.
          • In the second box, select Misconduct Reference Check (MRC).
          • Click OK.
        • A task: Background Check Package will go to the Reference Survey Coordinator UW to record results of the Misconduct Reference Check.
          • In the Name field, select Misconduct Reference Check (MRC).
          • Click Submit.
        • Another task will appear for the Reference Survey Coordinator UW to select background check overall status:
          • Confirm the Overall Date.
          • In the Status field, select Completed.
          • Click Submit

      Step 3: P-file Review (ONLY Internal Candidates - employed with UW System in the past 7 years)

      Complete the personnel file inquiry for final candidate who have worked at a UW System institution in the past 7 years.  

      Send the following email template to the Human Resource Contact for the corresponding institution 

      Subject: Misconduct Reference Check: Personnel File Review Request

      Dear (INSTITUTION NAME) HR,

      EMPLOYEE NAME (EMPLOYEE ID) has been identified as a final candidate for a position at the University of Wisconsin-Madison. Per policy requirements, would you please review their personnel file and respond to the following questions:

          1. Was the final candidate ever found to have engaged in any employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)?
          2.  Is the final candidate currently under investigation or left employment during an active investigation in which they were accused of employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)?

      Thank you for your prompt attention to this request. I would appreciate your reply as soon as possible but within 5 business days.
      Sincerely,
      HR REPRESENTATIVE NAME

      Record P-File Review Completion 

      • From the Workday Home Page, click Job Requisitions.
      • Select the Job Requisition to view Candidates.
      • Select the checkbox next to the candidate you plan to move forward.
      • Click Move Forward.
      • In the Move Selected Candidates to Next Stage, select Background Check.
      • In the second box, select Misconduct Reference Check (MRC).
      • Click OK.
      • A task will go to the Reference Survey Coordinator UW to record results of the P-File Review (Hire)
        • From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
        • Select the Background Check Package task.
        • In the Name field, select P-File Review (Hire)
        • Click Submit.
        • Another task will appear for the Reference Survey Coordinator UW to select background check overall status:
          • Confirm the Overall Date.
          • In the Status field, select Completed.
          • Click Submit

      Note: Do not collect the actual p-file for the hire, you will do that after you complete the hire in the "Post Hire Completion Steps" below. 

      Up Next: Primary Recruiter | If Faculty, Faculty Letter of Recommendations 

      Up Next: Verbal Offer 

      If Faculty, Collect Letter of Recommendations

      • External faculty candidates, move the candidate to Faculty References status to collect letters of recommendation through Faculty reference check for external candidates process in Workday. 
      • Internal faculty candidates, collect letters of recommendation through the application or via email and upload them to Workday.   

      Verbal Offer

      *Pause in Workday. There is no status in workday of verbal offer.

      Note: During your verbal offer conversation with the candidate, be sure let them know they will receive an email for a CBC prior to their formal Employee Agreement.  

      Criminal Background Check

      Once the candidate has verbally accepted the position, proceed with the criminal background check.

      HRBP/FR

      • From the list of candidates, select the check box next to the candidate name and move candidate 'Forward' to 'Background Check > HireRight Background Check Done Outside of Workday'
        • Always select "HireRight Background Check Done Outside of Workday" even if you know the candidate will not need a CBC.
      • Send HR Ops CBC chart  
        • Subject: last name, first name - Department - Hire Date - Recruitment Hire  

      CBC Request 

      Employee Name  

       

      Personal email address

       

      Employee ID

       

      Employment Category

       

      Employee Title

       

      Supervisory Organization/Department 

       

      Is this a Position of Trust  

      • If yes, (choose all that apply)
        • Access to vulnerable populations; if yes
          • Face to Face contact  
          • Virtual Contact (email, phone, call, etc.)
          • No contact  
        • Property access  
        • Executive Positions  
        • Fiduciary responsibilities 

       

      UW Health Systems Access  

       

      Estimated Start Date 

       

      Transfer within UW 

       

      HR Ops

      • Criminal Background Check Coordinator UW (HR Ops) will receive a task (HireRight Background Check Done Outside of Workday - CANDIDATE NAME - JR XXXXXXXX POSITION NAME) in Workday to initiate the CBC.

      Up Next: Primary Recruiter 

      Employment Agreement

      Step 1: If Faculty, create appointment letter outside of Workday & initiate credentialing

      *Skip if staff position

      • Create the faculty employment agreement from SMPH Faculty Offer Letter Templates outside of Workday
      • Once the faculty employment agreement is signed by the finalist, email the HR Operations Coordinator or Licensing & Credentialing Coordinator to move forward with credentialing. Note: All departments handle credentialing differently - if the department handles this peace, go to next step. 
        • Attach the CV & include the following in the email:  

          Full Legal Name 

           

          Professional Degree(s) 

           

          Start Date 

           

          Department 

           

          Division/Section 

           

          Official Title 

           

          FTE

           

      Faculty Provisional Visiting (Senior Rank) Appointment

      For new faculty being hired at senior rank (Associate Professor or Professor) and the faculty member awaits approval of their senior rank appointment packet, they must be hired as a Visiting Associate Professor or Visiting Professor. They can be in this position for up to 12 months. This applies to faculty hired at senior rank on the tenure, CHS and CT tracks.

      Because you added the visiting titles to the job requisition, assign and hire the visiting title during the employment agreement generation process below. 

      Once the senior rank appointment is approved, the SMPH Promotions team will notify the HRBP to draft the visiting to permanent title letter and transfer the faculty member into their faculty appointment. TBD on how we will transfer the faculty into their appointment.

      Step 2: Propose an employment agreement

      • Select the Job Requisition to view candidates associated with it.
      • Click Candidates to view all active candidates.
      • Click the Checkbox next to the candidate(s) that you are moving to the Employment Agreement step.
      • Click Move Forward.
      • Select Employment Agreement for Move Selected Candidates to Next Stage.
      • Click OK.

      Step 3: Enter employment agreement details 

      Task: HR Partner Supervisory | Create Employment Agreement 

      Click the Pencil Icon to make edits and complete all the required sections of the Employment Agreement. Many of these fields auto-populate from the job requisition:

      • Start:
        • Details
          • Target Hire Date: defaults from the job requisition
          • Enter Hire Date - must be on or after the Recruiting Start Date listed in the job requisition
          • Enter Hire Reason. 
            • Rehire- Only used if hiring the person back into the same position 
            • Job change - promotion, demotion, or lateral move (this is based on salary grades)
            • Add job 
            • Hire
          • Location: defaults from the job requisition and can be changed as needed.
        • Job Details
          • Job profile 
            • NON- EXEMPT ACADEMIC STAFF - Select the NE (non-exempt) version of the title 
            • PROVISIONAL VISITING FACULTY - Select the Visiting title 
          • Confirm the Business Title -  Edit following Business Title Guidelines  
        • Working Time
          • Confirm the Scheduled Weekly Hours (this must be what you recruited for)
          • Optional: If applicable, check the checkbox to Specify a Working FTE.
        • Click Next.
      • Contract:
        • Confirm the Employee Contract Type.
        • Click Next.
      • Probation Period - Probation Periods:
        • Confirm the default entries for Probation Length and Probation Review and make changes as necessary.
        • Probation Review - leave schedule as 45 days (you will get an error message to ensure 45 days is entered)
        • Click Next.
      • Compensation:
        • Confirm the Compensation details carried over from the Job Requisition and make changes as necessary.
          • Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
            • [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions. 
              • For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'  
              • *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing. 
      • Click Next

      Step 4: Enter one-time payment (optional)

      If the position has a hiring bonus and/or relocation bonus listed in their appointment letter, use this field to add the one-time payment to be paid to the candidate upon hire. DO NOT enter the UWMF 13k hiring bonus, that will be paid by UW Health.

      Only a single one-time payment can be added at this stage. If the hire is receiving multiple one-time payments (ex. hiring bonus and relocation bonus).  One can be added here and the other will need to be processed in the standalone [Link for document 151619 is unavailable at this time] process. 

      • [Link for document 151619 is unavailable at this time]: Please utilize this link to learn more about OTPs. Reach out to the SMPH Compensation team with OTP questions. 
        • If an employee has an approved hiring bonus or relocation stipend that is listed in their appointment letter, the OTP can be processed at this time, during the new hire process
        • Only one OTP can be entered through the hire process. If an employee has more than one, additional OTPs will need to be entered through the standard OTP process (see OTP KB link above) 
        • You will need to know the specific funding that will be utilized to pay the one time payment. You are required to enter funding information in order to submit the request. 
        • Ensure 'send to payroll' is checked. This ensures that the payment will be made. 

      Click Submit.
      NOTE: Click Save for Later if you would like to save your current progress before exiting the task.

      Step 5: Generate employment agreement and attach documents (If faculty, attach the fully executed letter)

      • (If the compensation exceeds the maximum salary range) Task: Compensation Partner (Local) | Review and Approve
      • Task: HR Partner Supervisory | Generate Document for Employment Agreement
      • Click Review

      Update red text and add the following paragraphs: 

      Staff Letters

      • Update letterhead to your department letterhead  
      • Insert signature (must be a screenshot or picture of a signature, NOT TYPED)
      • Edit the red text for the department, school division, position of trust, and CBC Coordinator name. 
        • If the position (not the person) is NOT a position of trust, you can remove the paragraph from the letter.
      • Insert onboarding coordinator/peer partner paragraph after the second paragraph in the employment agreement:
        • If you have any questions about your appointment, our Onboarding Coordinator, name and email, is available to assist you.  You have also been assigned a Peer Partner, name and email, who will be available to offer advice and guidance regarding the day-to-day aspects of working at UW-Madison. They may be in contact to welcome you to your new role or will meet you in person once you begin your appointment.
      • If there is a hiring bonus, ensure you have received approval and add hiring bonus language. 
        • We are pleased to offer you a hiring bonus of $_________.  This bonus will be paid as part of your paycheck, date to be confirmed by SMPH payroll. The hiring bonus is taxable, and all regular payroll taxes will be withheld. If you leave the department within 12 months of your date of hire, you will be responsible for reimbursing UW-Madison for a prorated amount of the hiring bonus. By accepting this employment agreement, you authorize UW-Madison to withhold a prorated hiring bonus amount from your final paycheck or any other pay you receive upon termination of employment prior to 12 months of your date of hire.

      Faculty Letters

      Delete all content in the Workday generated employment agreement and paste the following language:

      Dear Employee Name,

      I am pleased to confirm your acceptance of the offer of employment as Business Title with the University of Wisconsin-Madison, Division/Department/Operational Area, starting Date.  

      Your acceptance of employment remains unchanged, and is subject to the agreed upon terms and conditions as stated in your signed employment agreement.

      Upon review of this document, you will be asked to check the box next to ‘I agree’ and click ‘Ok.’ Then, you will be prompted to review additional documents. A copy of your signed employment agreement is included as an additional document.

      Please consider this as formal acknowledgment of your acceptance. If you have any questions or require further information before your start date, please do not hesitate to contact HR Contact Name at HR Contact Email or Phone Number.

        • Click Preview to view the document as it will appear to the candidate.
        • Click Submit

        Add Attachments 

        • Staff letter:
          • Edit and attach SMPH Employment Agreement Attachment
            • Edit the SMPH attachment and "delete if not applicable" paragraphs 
            • Instructions: Please see the attached Employee Agreement Attachment which outlines additional Information regarding the School of Medicine and Public Health
          • Attach the OHR Employment Agreement Attachment
            • Instructions: Please see the attached Offer Letter Attachment which outlines additional Information regarding the University of Wisconsin Madison. 

        • Faculty letter: 
          • Attach the fully executed agreement as an attachment
          • UWMF confidentiality agreement and recruitment bonus, if applicable.
          • Attach supporting documents

        Task: HR Partner (Supervisory) | Review and Approve by checking the check box and click Submit

        (If an Employment Agreement Approver was assigned) Task: Employment Agreement Approver | Review and Approve

        Part 6:  Send email to candidate to explain that they need to login to Workday to accept their letter

        The candidate will receive a Workday notification to review and approve the Employment Agreement documents. If the candidate is external, they will also receive a task to enter their personal information and government identifiers. 

        Find the URL the candidate received in their email: go to the Job Requisition, click the Candidate Profile, find the Recruiting History section. View the system-generated email titled "Automatic Message Sent". 

          

        If candidates can't log in or they are being asked for some credential, make sure they are clicking 'create a profile' instead of log in.

         

        UP Next: Employee Self | Accept Employment Agreement

        Move Candidate to Ready for Hire

        Once the candidate tasks are completed and employment agreement accepted, the Primary Recruiter will receive an inbox task to move the candidate to Ready for Hire.

        • From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
        • Click the Employment Agreement for Job Application Task for a specific candidate.
        • Click on Move Forward.
        • Select Ready for Hire.

        Complete Hire

        New Hire - employee does not have an active job

        HRBP/FR - Initiate Hire

        Once the candidate accepts the offer, you will receive the following task

        • Task: Hire: [Candidate Name] task.
          • Review and confirm the details of the Hire that populated from the Employment Agreement.
          • Confirm/Enter the fields in the Job Details section:
            1. Job Title
            2. Business Title - Edit following Business Title Guidelines 
            3. Pay Rate Type
            4. Optional: Additional Job Classifications
          • Enter the fields in the Academic section, if C-basis:
            1. Annual Work Period
            2. Disbursement Plan Period
              NOTE: The Annual Work Period and Disbursement Plan Period are used to determine if an employee can elect their pay to be distributed over 9 or 12 months. This field does not apply to 12-month employees or student assistants.
          • Optional: Add any Attachments
          • Submit

        Up Next: Initiator | Edit Government IDs 

        Up Next: Initiator | Change Organization Assignments

        • Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN. You will need to reach out to the employee to get their SSN or ITIN. 
          • This task will not appear if there is already an SSN or ITIN for the employee in Workday. 
          • If International Employee/Student without an SSN or ITIN ONLY:
            • The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step. 
        • Task: Change organization assignments - These should carry over from recruitment.
          • Confirm information:  
            • Funding - utilize your tracker to confirm/update the funding allocation fields.
            • Compensation basis
            • Position of trust status (must be accurate for the position not the person). 
            • Campus security authority
            • Legacy - Leave this blank (this is only used if keeping a different AS or US class than the one they are moving into).   

        Up Next: Initiator | Propose Compensation Change

        HRBP/FR - Propose Compensation Details

        • Task: Propose compensation change - This information should not be updated if the employee already accepted an employment agreement.
          • Do not fill out the additional information section with a start and end date 
          • [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions. 
            • For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'  
            • *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing. 

        Up Next: Up Next: If One-time payment, Compensation Partner | Approve 

        Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire

        SMPH Compensation Team - One-time payment approval (if applicable) 

        • Task: Compensation Partner Supervisory - One-Time Payment
          • Review and approve

        HRBP/FR - Send Fiscal a Message

        • Send a message to all of the fiscal contacts listed as next approvers.
          • Note: If one-time payment requested, fiscal approvals are required after compensation approval.  
          • Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)  
          • Message:
            • I submitted a hire and the next step is fiscal approval.  Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.  
            • Funding 
              • (cost center, function, fund, driver worktag number) 
              • percentage of split 

        Find List of Next Approvers

        • Go to your Task Inbox
        • Click "Archive" and find "Create Position: POSITION NAME" 

        • Select "Process" tab and locate the name(s) of the fiscal approvers that you are "awaiting action"

        • You can also see ahead to the remaining approvals in the process

        Fiscal - Approve

        • Task: Cost Center Accounting Specialist | Costing Allocation for Hire 

        Up Next:  Approve Hire

        HRBP/FR - Approve and find duplicates 

        Once fiscal enters the funding, HRBP/FR will receive the following tasks:  

        • Task: Hire: NAME - POSITION | Approve position  
          • The HR Partner approves the hire. This is the official completion step for the hire process. The worker record will have be created in Workday.
        • Task: Find Duplicate New Hires
          • Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.

        Up Next: HRBP/FR | Add Probationary Period

        HRBP/FR - Add Probationary Period and Maintain Contract

        • Task: Add Probationary Periods- The Process Coordinator can add a probation period, if necessary. This step is only required for academic staff or university staff. 
          • Academic Staff - Type: 'Evaluation Period' and Duration: 12 
          • University Staff - Type: 'Probationary Period' and Duration: 6
          • Temporary Employee - Go to system gear button at the top and select "Skip task" 
          • Probation Review - leave schedule at 45 days 
        • Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
          • This task will not appear if there is already an SSN or ITIN for the employee in Workday 
          • If international Employee/Student without a SSN or ITIN ONLY: 
            • The Glacier Office will update the worker record with the SSN or ITIN once obtained.  In these cases only, you can click submit to skip this step.  
        • Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details 
        • Manager & HRBP/HRA will receive Onboarding Setup task
          • Leave the message as is. Update Helpful Contacts to include supervisor, HRBP, Department P&B, and HR Ops. Click submit. 
        • Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.

        Add Job - employee will have a concurrent job

        HRBP/FR - Initiate Add Job

        Once the candidate accepts the offer, you will receive the following task.

        • Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
          • Action 
            • Add Additional Job 
          • Click Submit
        • Task: Start Additional Job: [Candidate Name]
          • NOTE: Some of the Job Details section may autofill depending on the Position selected
          • Confirm/Enter an Effective Date.
          • Confirm/Select a Reason.
          • Confirm/Enter the fields in the Job Details section:
            • Position
            • Employee Type
            • Job Profile
            • Time Type
            • Location
            • Optional: Work Space
            • Pay Rate Type - enter pay rate type
          • Confirm the fields in the Working Time section:
            • Scheduled Weekly Hours
            • Optional: Utilize the Specify a Working FTE checkbox to specify a Working FTE %. Only check this if you know you should 
            • Optional: Work Shift
          • Confirm/Enter the fields in the Additional Details section:
            • Job Title
            • Business Title -  Edit following Business Title Guidelines  
            • Annual Work Period
            • Disbursement Plan Period
            • NOTE: The Annual Work Period and Disbursement Plan Period are used to drive if an employee elects their pay to be distributed over 9 or 12 months.
            • NOTE: This field does not apply to 12-month employees or student assistants.
            • Optional: Additional Job Classifications
            • First Day of Work - enter first day of work 
            • Optional: Exclude from Headcount
          • Confirm/Enter the fields in the Organization Assignments section:
            • Optional: Assign Default Organization Assignments checkbox
            • Cost Center.
            • Legacy -  leave this blank (this is only used if keeping a different AS or US class than the one they are moving into).  
            • Function
            • Campus Security Authority
            • Compensation Basis
            • Position of Trust
        • Optional: Add any Attachments.
        • Click Submit.
          NOTE: Click Save for Later if you would like to save your current progress before exiting the task.

        Up Next: Propose Compensation  

        HRBP/FR - Propose Compensation Details

        • Task: Propose compensation change -This information should not be updated if the employee already accepted an employment agreement.
          • Do not fill out the additional information section with a start and end date 
          • Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA): confirm the TWA is entered correctly
          • [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions. 
            • For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'  
            • *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing. 

        Up Next: Up Next: If One-time payment, Compensation Partner | Approve 

        Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire

        SMPH Compensation Team - One-time payment approval (if applicable) 

        • Task: Compensation Partner Supervisory - One-Time Payment
          • Review and approve

        HRBP/FR - Send Fiscal a Message

        • Send a message to all of the fiscal contacts listed as next approvers.
          • Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)  
          • Message:
            • I submitted a hire and the next step is fiscal approval.  Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.  
            • Funding 
              • (cost center, function, fund, driver worktag number) 
              • percentage of split 

        Find List of Next Approvers

        • Go to your Task Inbox
        • Click "Archive" and find "Create Position: POSITION NAME" 

        • Select "Process" tab and locate the name(s) of the fiscal approvers that you are "awaiting action"

        • You can also see ahead to the remaining approvals in the process

        Fiscal - Approve

        • Task: Cost Center Accounting Specialist | Costing Allocation for Hire 

        Up Next: UWSSS | Service Delivery

        UWSS - Service Delivery (if add job eligible for time off)

        • To do: Run time off results by period prior to add job 
        • Run time off results by period report including all time off plans and periods for the current balance period 
        • Save the report in worker documents to capture a "before" snapshot of balances  
        • Submit 

        Up Next: HR Partner Supervisory | Approval 

        HRBP/FR - Approve and Find Duplicates 

        • Task: “Start Additional Job: EMPLOYEE NAME”
          • Review job details, clicking More Details for additional information
          • Click Approve 
        • Task: Find Duplicate New Hires
          • Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.

        Up Next: HRBP/FR | Add Probationary Period and Maintain Employee Contract

        HRBP/FR - Add Probationary Period and Maintain Contract

        • Task: Add Probationary Periods
          • Academic Staff - Type: 'Evaluation Period' and Duration: 12 
          • University Staff - Type: 'Probationary Period' and Duration: 6
          • Temporary Employee - Go to system gear button at the top and select "Skip task" 
          • Probation Review - leave schedule at 45 days 
        • Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
          • This task will not appear if there is already an SSN or ITIN for the employee in Workday 
          • If international Employee/Student without a SSN or ITIN ONLY: 
            • The Glacier Office will update the worker record with the SSN or ITIN once obtained.  In these cases only, you can click submit to skip this step.  
        • Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details 
        • Manager & HRBP/HRA will receive Onboarding Setup task
          • Leave the message as is. Update Helpful Contacts to include supervisor, HRBP, Department P&B, and HR Ops. Click submit. 
        • Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled 

        Up Next: Review Primary Job  

        HRBP/FR - Review Primary Job

        DO NOT have security roles for employee's current supervisory organization

        Current Position -  HR Partner supervisory 

        • Task: “Primary Job Switch: EMPLOYEE NAME”
        • Use this resource (Primary Job Decision Logic) to determine which job should be the primary job
        • If the new job is not the primary job:
          • Click the gear icon and select Skip this task
          • Enter skip reason
          • Click Ok
        • If the new job is the primary job:
          • Click the pencil icon
          • Select Reason: Switch Primary Job > Primary Job Change > New Job is Primary
          • Click Submit

        Proposed position - HR Partner supervisory 

        • Task: “Primary Job Switch: EMPLOYEE NAME”
          • Verify you agree with the primary job switch use this resource
          • Approve

        Have security roles for employee's current supervisory organization 

        • Task: “Primary Job Switch: EMPLOYEE NAME”
        • Use this resource (Primary Job Decision Logic) to determine which job should be the primary job
        • If the new job is not the primary job:
          • Click the gear icon and select Skip this task
          • Enter skip reason
          • Click Ok
        • If the new job is the primary job:
          • Click the pencil icon
          • Select Reason: Switch Primary Job > Primary Job Change > New Job is Primary
          • Click Submit

        Change Job - employee will transfer into a new job

        Use this process if the employee has an existing job and you are trying to transfer them out of that job and into a new job

        • Current supervisory organization: the supervisory organization of the job the employee is transferring out of
        • New supervisory organization: the supervisory organization of the job the employee is transferring into 

        If initiator does NOT have security roles for the current supervisory organization

        HRBP/HRA - Initiate Lateral Move/Promotion/Demotion 

        • Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
          • Action
            • Change Job 
            • Select the position they are moving out of  
          • Click Submit
        • Send a message to the current sup org HR to approve the transfer request
          • Hello, we are hiring NAME at SMPH DEPARTMENT NAME.  To start the transfer to the new position, this will require approval from you as the current sup org.  You should have a task in your Workday Inbox titled “HR Review: Current Manager”.  Please note, there are a few questions regarding what you want to do with the position that will be vacated.  Do NOT select "move headcount to new manager" as this would move the position from your sup org to our sup and you would no longer has the position available to backfill.  If you feel that the position should move out of your sup org and into our sup org, please reach out to me before completing the task.  Let me know if you have any questions or concerns.  Thanks! 
            • If adjunct faculty, HR Ops may be the role that needs to approve the transfer request  
            • If the employee is currently within their probationary period in their current job, Workday will require the current sup org HR to end that probationary period before the transfer can be completed. If the current appointment is within an SMPH sup org, a comment should be added stating "Probation ended due to transfer to another position. This is action is required for Workday system purposes."
        • Task: Transfer/Promotion/Demotion: [Candidate Name]
          • Confirm the details on the page are correct 
            • Move
              • Discuss these questions with the current sup org or always choose yes so that the position will not close in their sup org  
              • Yes - What do you want to do with the opening left on your team 
              • Yes- Is this position available for overlap
          • Add comment (REQUIRED)
            • Give a detailed justification for the Change Job request. If this Change Job request originates from a recruitment process, please clearly indicate this in the comments section.
        • Click submit 

        Up Next: HR Process Coordinator (Current Sup Org)

        HR Process Coordinator (Current Sup Org) - Approval 

        HR of the new sup org emails HR of the current sup org to review/approve request using the following template: Email TEMPLATE - Notification of [Add Job or Job Change] 

        • The Student Assistant Process Coordinator UW of the employee’s current supervisory organization will receive a Task: “HR Review: Current Manager”
        • Review the details and click Approve 

        Up Next: HR Process Coordinator (New Sup Org) | HR Review 

        HRBP/FR - Review Change Job

        • Task: HR Review: [Name] OR Review: Receiving Manager (if you click into it)
          • Review and edit the fields in the various sections as necessary. NOTE: some of the details may autofill based on the position selected.
            • Position
              • DO NOT SELECT "taking the position with them" 
              • DO NOT SELECT "Do you want to create a new position"
            • Job Profile
            • Business Title -  Edit following Business Title Guidelines  
            • Location
            • Optional: Work Space
            • Scheduled Weekly Hours
            • Optional: Additional Job Classifications
            • Employee Type
            • Time Type
            • Pay Rate Type - enter 
            • (optional) Utilize the Specify a Working FTE checkbox to specify a Working FTE %. Do not use this unless you know that you should 
            • First Day of Work - enter 
            • Enter the fields in the Academic section, if C-basis:
              1. Annual Work Period
              2. Disbursement Plan Period
                NOTE: The Annual Work Period and Disbursement Plan Period are used to determine if an employee can elect their pay to be distributed over 9 or 12 months. This field does not apply to 12-month employees or student assistants.
            • Cost Center
            • Legacy -  leave this blank (this is only used if keeping a different AS or US class than the one they are moving into). 
            • Function
            • Campus Security Authority
            • Compensation Basis
            • Position of Trust
            • Compensation
              • Review Salary or Hourly section 
              • Do not fill out the additional information section with a start and end date 
              • Allowance - If Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA) is being awarded, confirm the TWA is entered correctly.
              • [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions. 
                • For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'  
                • *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing. 

        Up Next: If One-time payment, Compensation Partner | Approve 

        Up Next: Cost Center Accounting Specialist | Assign Costing Allocation 

        SMPH Compensation Team - One-time payment approval (if applicable) 

        • Task: Compensation Partner Supervisory - One-Time Payment
          • Review and approve

        HRBP/FR - Send Fiscal a Message

        • Send a message to all of the fiscal contacts listed as next approvers.
          • Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)  
          • Message:
            • I submitted a hire and the next step is fiscal approval.  Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.  
            • Funding 
              • (cost center, function, fund, driver worktag number) 
              • percentage of split 

        Find List of Next Approvers

        • Go to your Task Inbox
        • Click "Archive" and find "Create Position: POSITION NAME" 

        • Select "Process" tab and locate the name(s) of the fiscal approvers that you are "awaiting action"

        • You can also see ahead to the remaining approvals in the process

        Fiscal - Approval

        • Task: Cost Center Accounting Specialist | Costing Allocation for Hire 

        Up Next: HRBP/FR | Approve Job 

        HRBP/FR - Approve and Find Duplicates

        • Task: “Transfer/Promotion/Demotion: EMPLOYEE NAME”
          • Review job details, clicking More Details for additional information
          • Click Approve 
        • Task: Find Duplicate New Hires
          • Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.

        Up Next: HRBP/FR | Add Probationary Period

        HRBP/FR - Add Probationary Period and Maintain Contract

        • Task: Add Probationary Periods
          • Academic Staff - Type: 'Evaluation Period' and Duration: 12 
          • University Staff - Type: 'Probationary Period' and Duration: 6
          • Temporary Employee - Go to system gear button at the top and select "Skip task" 
          • Probation Review - leave schedule at 45 days  
          • If the employee's current position has an active probation period that ends after the start date of the new position. Edit the employees current probationary period.  Go to the employee record > action > job change > manage probationary period.  Enter an end date for the current probation period prior to the effective date of the new job. Please add a comment on the probation end transaction that it is being ended early due to transferring to a new position.
        • Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
          • This task will not appear if there is already an SSN or ITIN for the employee in Workday 
          • If international Employee/Student without a SSN or ITIN ONLY: 
            • The Glacier Office will update the worker record with the SSN or ITIN once obtained.  In these cases only, you can click submit to skip this step.  
        • Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details 
          • If the employees current appointment end date is before the transfer date then you do not need to end the contract and you would put the status as active and enter the contract end date for the new appointment if the position is terminal or Faculty (the directions at the top of the workday screen are misleading for this situation). 
          • If the employees current appointment end date is after the transfer date then you would need to end the contract
            • To end the current contract and create a new contract for the new position:
              • Enter a Contract End Date that is one day prior to the effective date shown.
              • Update the contract status to Inactive
            • You will get a warning message alerting you that Workday has automatically adjusted the effective date after you enter the end date. This is the desired behavior and will not prevent you from submitting.
            • You will have the opportunity to enter new contract details on the next screen.
              • Select the contract type
              • Enter contract end date, if position has an end date or is faculty (see link below)
          • If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time] 
        • (If Limited appointment with backup appointment) Task: Contract: NAME 
          • Back Up Appointment: Select Academic Staff 
          • Add a comment 
          • Click Submit 
        • Manager & HRBP/HRA will receive Onboarding Setup task
          • Leave the message as is. Update Helpful Contacts to include supervisor, HRBP, Department P&B, and HR Ops. Click submit. 
        • Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled 

        Up Next: If there are open tasks in employees inbox, Manage Business Processes for Worker

        HRBP/HRA - Manage Business Processes for Worker

        • If there are open tasks in employee’s inbox that need to be delegated/managed, cancel or reassign to another employee. 
          • Contact previous supervisory organization with questions.

        If initiator has security roles for the current supervisory organization

        HRBP/HRA - Initiate Move/Promotion/Demotion 

        • Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
          • Action
            • Change Job
            • Select the position they are moving out of  
          • Click Submit
        • Task: Transfer/Promotion/Promotion: [Candidate Name]
          • Enter an Effective Date.
          • Select a Reason.
          • Confirm/Enter the fields in the Job Details section:
            • NOTE: Some of the Job Details section may autofill depending on the Position selected. 
            • Position
              • DO NOT SELECT "taking the position with them" 
              • DO NOT SELECT "Do you want to create a new position"
            • Employee Type
            • Job Profile
            • Time Type
            • Location
            • Optional: Work Space
            • Pay Rate Type
          • Confirm/Enter the fields in the Working Time section:
            • Scheduled Weekly Hours
            • Utilize the Specify a Working FTE checkbox to specify a Working FTE %.
            • Optional: Work Shift
          • Confirm/Enter the fields in the Additional Details section:
            • Job Title
            • Business Title -  Edit following Business Title Guidelines  
            • Annual Work Period
            • Disbursement Plan Period
            • NOTE: The Annual Work Period and Disbursement Plan Period are used to drive if an employee elects their pay to be distributed over 9 or 12 months.
            • NOTE: This field does not apply to 12-month employees or student assistants.
            • Optional: Additional Job Classifications
            • First Day of Work
            • Optional: Exclude from Headcount
          • Confirm/Enter the fields in the Organization Assignments section:
            • Optional: Assign Default Organization Assignments checkbox
            • Cost Center.
            • Legacy
            • Function
            • Campus Security Authority
            • Compensation Basis
            • Position of Trust
          • Add comment (REQUIRED)
            • “In the comments section provided, please give a detailed justification for the Change Job request. If this Change Job request originates from a recruitment process, please clearly indicate this in the comments section. (Change Job)”
        • Click submit 

        Up Next: Propose Compensation

        HRBP/HRA - Enter Compensation and Send Fiscal a Message

        • Task: Propose compensation change -  This information should not be updated if the employee already accepted an employment agreement.
          • Review Salary or Hourly section
          • Do not fill out the additional information section with a start and end date 
          • Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
            • Enter TWA 
        • Send a message to all of the fiscal contacts listed.
          • Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)  
          • Message:
            • I submitted a hire and the next step is fiscal approval.  Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.  
            • Funding 
              • (cost center, function, fund, driver worktag number) 
              • percentage of split 

        Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire

        Fiscal - Approval

        • Task: Cost Center Accounting Specialist | Costing Allocation for Hire 

        Up Next: HRBP/FR | Approval 

        HRBP/FR - Approve and Find Duplicates

        • Task: “Transfer/Promotion/Demotion: EMPLOYEE NAME”
          • Review job details, clicking More Details for additional information
          • Click Approve 
        • Task: Find Duplicate New Hires
          • Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.

        Up Next: HRBP/FR | Add Probationary Period

        HRBP/FR - Add Probationary Period and Maintain Contract

        • Task: Add Probationary Periods
          • Academic Staff - Type: 'Evaluation Period' and Duration: 12 
          • University Staff - Type: 'Probationary Period' and Duration: 6
          • Temporary Employee - Go to system gear button at the top and select "Skip task" 
          • Probation Review - leave schedule at 45 days  
          • If the employee's current position has an active probation period that ends after the start date of the new position. Edit the employees current probationary period.  Go to the employee record > action > job change > manage probationary period.  Enter an end date for the current probation period prior to the effective date of the new job. Please add a comment on the probation end transaction that it is being ended early due to transferring to a new position.
        • Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
          • This task will not appear if there is already an SSN or ITIN for the employee in Workday 
          • If international Employee/Student without a SSN or ITIN ONLY: 
            • The Glacier Office will update the worker record with the SSN or ITIN once obtained.  In these cases only, you can click submit to skip this step.  
        • Task: Maintain Employee Contract - The process coordinator will receive a task to maintain the workers contract details 
          • If the employees current appointment end date is before the transfer date then you do not need to end the contract and you would put the status as active and enter the contract end date for the new appointment if the position is terminal or Faculty (the directions at the top of the workday screen are misleading for this situation) 
          • If the employees current appointment end date is after the transfer date then you would need to end the contract
            • To end the current contract and create a new contract for the new position:
              • Enter a Contract End Date that is one day prior to the effective date shown.
              • Update the contract status to Inactive
            • You will get a warning message alerting you that Workday has automatically adjusted the effective date after you enter the end date. This is the desired behavior and will not prevent you from submitting.
            • You will have the opportunity to enter new contract details on the next screen.
              • Select the contract type
              • Enter contract end date, if position has an end date or is faculty (see link below)
          • If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time] 
        • Manager & HRBP/HRA will receive Onboarding Setup task
          • Leave the message as is. Update Helpful Contacts to include supervisor, HRBP, Department P&B, and HR Ops. Click submit. 
        • Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled 

        Up Next: If there are open tasks in employee inbox, Manage Business Processes for Worker

        HRBP/HRA - Manage Business Processes for Worker

        • If there are open tasks in employee’s inbox that need to be delegated/managed, cancel or reassign to another employee. 
          • Contact previous supervisory organization with questions.

        If Current Contingent Worker (CW) 

        IMPORTANT: You MUST work with the HR Ops coordinator for the CW appointment so they can add an honorary appointment through add job. 

        • Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
          • To end the current contract and create a new contract for the new position:
            • Enter a Contract End Date below that is one day prior to the effective date shown.
            • Update the contract status to Inactive

        More coming 

         Post Hire/Onboarding 

        HRBP/FR Send New Hire Notification

        HRBP/FR - Post Hire Completion Steps

        • Task: Add Academic Appointment in Workday (ONLY Tenure Faculty) - If the new hire is in a Faculty job profile, the Academic HR Partner AU (HRBP) will receive this step to enter details about their academic appointment, such as tenure review dates.
        • Task: Assign matrix organization (IGNORE this task - Faculty HR Associate Director will handle) (ONLY Tenure Faculty). Both the HRBP and Faculty HR Associate Director will receive this step to assign the appropriate matrix organization based on what the employee self entered in the Faculty Division Selection step below. 
          • NOTE: this could take months for the faculty member to complete so no immediate action is needed 
        • If the hire had multiple one-time payments, and only one was initiated through this hire process. Submit the other one-time payment through the standalone [Link for document 151619 is unavailable at this time] process. 
        • Task: Goal setting - A To Do step is sent to the Talent Partner (Supervisory) to start the goal-setting process for the new job.
        • Request p-file - If the hire is a transfer from another WI state agency or UW school system, request the p-file. Requests should include individuals name, where they were last employed, and month/date of their DOB. If the hire is transferring between UW System schools, the HRBP should communicate directly with the employee's current HR team at the other UW System campus to arrange the transfer of files. OHR Workforce Relations recommends that a Box folder is set up to transfer the files.
        • If travel is required complete Pre-Hire Drivers Authorization Check  
        • Enter operational area in HRMed.
        • Update department org chart (if applicable)
        • For Instructional Staff, enter degree data - It was optional for the candidate to enter this during their application. If they did not enter it, review their CV and enter the degree into Workday.
        • If hiring an employee who will supervise other employees:
        • Close Recruitment 
          • Save recruitment documents 
          • Update all candidate statuses and send communication
        • Send: Preparing for New Hire email to the supervisor of the new employee 

        HR Ops - Welcome Email, I-9, Compliance

        • Send Welcome Email
          • Follow template steps to include all applicable onboarding tasks per hire grid.
            • If required, initiate I-9 request in Workday business process
            • If applicable, complete E-Verifycase
            • If human subject/patient contact, include TB and compliance training requirements
            • Open the attached ETFOne Check email to get appropriate templated links and insert information from both links into appropriate onboarding email.
            • If UW Systems access is requested, include UW SMPH Confidentiality Agreement for UW Health Systems
            • If remote work is applicable, include RWA information
        • I-9
          • I-9 questionnaire - You will receive this as the HR Process Coordinator to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.
          • Ensure I-9 is completed within federal requirements
          • If the employee is considered a Form I-9 Rehire, the I-9 Coordinator will receive a task to complete form I-9 section 3
        • Ensure completion of required compliance training and tasks
        • Receive CBC results from HireRight
          • Direct any CBC issues or concerns to SMPH Employment Relations Manager, include the background check report in the communication 
          • Enter CBC results on the worker profile 
            • From the Workday Home Page, search for and select the name of the employee in search bar.
            • Click Actions.
            • Hover over Personal Data and select Start Background Check.
            • Enter the type of background check into the Name field.
            • Click Submit.
            • The initiator of the background check will have a task in their My Tasks Select Background Check Overall Status to record the results of the background check on the Worker Profile.
              • From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
              • Click the Background Check task.
              • Confirm the Status Date.
              • Select a Status based on the results of the background check. Pending > Meet Company Standards 
              • Click Submit to update the status of the background check for the employee. This record will now live on the Worker Profile.

        Central Benefits/UWSS

        • Task: WRS Eligibility Review
        • Task: Change Benefit Elections
        • Task: Edit Service Dates - UW Shared Services will receive a task to update service dates.   

        Manager/Supervisor

        • Task: Onboarding Setup - The Manager receives this task to set up onboarding messages. Once submitted, the new hire will receive onboarding tasks.  
        • Task: Assign Custom Work Schedule - The workers manager will receive a task to assign a cutom work schedule if their employee is less than 1.0 FTE. 

        Employee Self

        • Task: Faculty Division Selection - If the new hire is in a Faculty job profile at UW-Madison or UW-Milwaukee, they will receive a task to select their faculty division.  
        • Task: International ACH Transactions Acknowledgment - The new hire will receive this step to indicate if their paychecks will be deposited into a bank account outside of the United States.  
        • Task: Manage Payment Elections - This step is specific to the Scholar job profile and provides the employee an opportunity to select their payment method and provide account information for direct deposit.

        Position Changes or Cancellations 

        Change to Employment Agreement (i.e start date, compensation, etc.)

        If a hire date or other employment details change, the next steps will depend on where the candidate is in the hiring process.

        Candidate has not been pushed to Ready for Hire 

        Candidate has been pushed to Ready for Hire and the Hire is in progress 

        screen shot of Undo Move from Hire

        Candidate has been fully hired in Workday 

        Canceled before employee starts


        Keywords:
        recruitment, process, standard, checklist, applicant screening form, reviewing applications, interview, intake form, search committee, unconscious bias, salary, screening criteria, degree, job requisition, workday, post job, advertising, select a finalist, file, documentation, application status, questions, diversity, phone screen, faculty expense, reimbursement, rubrics, PoRT, DLT, approval, JIRA, position request, offers, verbal, offer, wavier, direct hire, waiver reason, provisional, senior rank, visiting, intake, waiver, faculty, visiting to permanent title, transfer, change hire date, hire date
        Doc ID:
        151283
        Owned by:
        Jennique C. in SMPH Human Resources
        Created:
        2025-05-27
        Updated:
        2025-08-07
        Sites:
        SMPH Human Resources