1. From the Workday Home Page, search for and select the Hire Employee. 
   1. OR go to the sup org>staffing>find the position. Go to the three dots Action>hover over hire>hire employee  
2. Search for the new hire: If the new hire had been fully pushed through HRS, the employee's worker record should populate - if not, proceed to #3. Select that record and click Start Hire. 
   1. Enter a First Name.
   2. Enter a Last Name.
   3. Optional: Enter Date of Birth or SS to narrow the search.
3. If there is not a former worker record, click Create New Pre-Hire. Skip this step if your hire populated above in #2.
   1. Enter or confirm Legal Name and Contact Information:
   2. Click the Contact Information tab and enter the new hire contact information. At least one form of contact must be entered to proceed.
   3. Click OK.
4. Search for and select the Supervisory Organization.
   NOTE: If you know the managers name, enter it into this search. All supervisory organizations that individual manages will display.
5. Click OK.
6. Enter Hire details.
   1. Select a Hire Date.
   2. Enter a Reason for the hire. (REHIRE is only used when hiring the person back into the same position)
   3. Confirm/Enter the fields in the Position section:
      1. DO NOT SELECT "taking the position with them" 
      2. DO NOT SELECT "Do you want to create a new position"
      3. Position
         1. If you cannot find the position that you created in HRS, to help you find the position number in Workday:
            1. Type "SUP: followed by the name of the sup org or manager" in the Workday search bar.  
            2. Click the Staffing tab
               1. This will show a list of open positions for the sup org
               2. The position number is the number listed in the Position Restrictions column
               3. If the position does not show up, check all of the different sup orgs to see if the position was added to the wrong sup org.
                  1. After you get the hire in, follow this KB:  
                  2. [Link for document 99627 is unavailable at this time]
                  3. Move worker out of incorrect sup org
      4. Employee Type
      5. End Employment Date, if applicable.
      6. Location
      7. Optional: Work Space
   4. Enter the fields in the Job Details section.
      1. Job Profile
      2. Job Title will populate from Job Profile.
      3. Business Title will populate from Job Profile but can be edited. EDIT THIS. This will help you keep track of all of your hires and avoid multiple workers with the same title. 
      4. Pay Rate Type will populate from the Job Profile but can be edited.
      5. Job Exempt box will populate from the Job Profile.
      6. Job Category will populate from the Job Profile.
      7. Optional: Additional Job Classifications, such as Legacy Benefits Overrides, Legacy Governance, Work Study Types, etc.
   5. Enter details in the Working Time section.
      1. Time Type will populate from the position.
      2. Scheduled Weekly Hours will populate from the position.
      3. Optional: Specify a Working FTE.
         NOTE: This is used for Seasonal employees.
         
   6. Enter details 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 employees.
7. Add any Attachments or Comments.
   1. Attach the PVL pdf (use "Position Description" category)
8. Click Submit.

If no former worker record exists, securely gather the following information (you will need this for the next step). Send TEMPLATE EMAIL - Collect Information to schedule a time to call. 

• SSN
• DOB
• Citizenship Status (U.S. Citizen, Permanent Resident, Non-U.S. Citizen)
• Legal Sex 

You will receive the following tasks (consecutively) in your Workday inbox: 

• Task: Change Personal Information - enter/confirm Legal Sex, Date of Birth, and Citizenship Status. 
  • Legal Sex and/or Citizenship did not consistently flow from HRS. You will need to locate the this information from either the TREMS offer card or from HRS.
• Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.  This step is skipped if it is a former employee with a SSN already in the system or if we pushed the hire in HRS. 
• Task: Change Organization Assignments -
  • 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- leave blank 
    • 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: Background Check Coordinator UW | HireRight Background Check Done Outside of Workday

Due to the urgency of these hires - send email and teams message to HR Ops

• Send CBC chart  
  • To: HR Ops Coordinator  
  • Subject: last name, first name - Department - Hire Date - new hire OR transfer 
  • Message: 
    • CBC request previously sent to HR Ops - THIS IS A DUPLICATE CBC REQUEST. Login to Workday to complete the task (if CBC is already complete - set status to "Meets Company Standard") so I can move forward with the hire.
    • CBC request has NOT been sent to HR Ops - Please login to Workday to initiate HireRight Background Check Done Outside of Workday and update status to "Pending". 

• Task: HireRight Background Check Done Outside of Workday - CANDIDATE NAME - JR XXXXXXXX POSITION NAME 
• Determine if a Criminal Background Check (CBC) is needed and check Position of Trust Information has been correctly identified 

• • If CBC is needed
    • Select "HireRight Background Check Done Outside of Workday"
    • "Submit"
    • Another task will be sent to Background Check Coordinator UW to "Select Background Check Overall Status"
      • Select "Pending" 
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results
      • "Submit"
    • Send initial CBC email to confirm residency history
    • Once history is confirmed, Initiate CBC in HireRight
    • Send background follow-up language template
    • Once CBC is complete in HireRight and the candidate has been fully hired in Workday, enter CBC results in Workday on the worker profile (see HR Ops - Welcome Email, I-9, Compliance section below) 
      • Direct any CBC issues or concerns to SMPH Employment Relations Manager, include the background check report in the communication

• • If CBC needed, but already completed 
    • Select "HireRight Background Check Done Outside of Workday" and "Submit"
    • Another task will be sent to Background Check UW to "Select Background Check Overall Status"
      • Select "Meets Company Standards"
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results

• • If CBC is not needed but the position of trust status was entered incorrect at change organization assignment  
    • Select "HireRight Background Check Done Outside of Workday" and "Submit"
    • Another task will be sent to Background Check UW to "Select Background Check Overall Status"
      • Select "Canceled/Error" 
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results

Up Next: HRBP/FR | Propose Compensation 

• Task: Propose Compensation Hire
  • Review Salary or Hourly section and make updates if needed 
  • Do not fill out the additional information section with a start and end date 

• • If Temporary Work Allowance (TWA) will be awarded: 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. 
  • Add period activity pay - If the pay rate type selected was Period Activity Pay, the Initiator will receive this step to enter compensation details.
  • Request one-time payment - If the pay rate type selected was One Time Payment (OTP), the Initiator will receive this step to enter compensation details. If you intend to pay a scholar multiple one-time payments, select an end employment date that encompasses both OTP effective dates. The second payment is made at a later date using the standalone One-Time Payment Business Process (BP). 

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

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)

• Send a message to all of the fiscal contacts listed.  
  • 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

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

Up Next:  HRBP/FR | Approve Hire

Welcome Email

• Send welcome email
  • Follow template steps to include all applicable onboarding tasks per hire grid.
    
    • If human subject/patient contact include TB and compliance training requirements
    • 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 task 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 in workday to complete.

Compliance

• Ensure completion of required compliance training and tasks
  • HIPAA
  • Professional Conduct Training
  • Cybersecurity Awareness Training
  • UW Health Safety and Infection Prevention (SIP)
  • TB Clearance
  • If Responsible Employee, enter HRMed Title IX Responsible Employee tag

CBC 

• 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.

• Task: Add Academic Appointment in Workday (ONLY Faculty (Tenure)) - 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 (ONLY Faculty (Tenure)) - Contact Faculty HR when you receive this task. The Academic HR Partner Supervisory (HRBP) 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 
• One Time Payment (OTP) - Workday: 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
  • If an employee has more than one, each OTP will need to be submitted 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. 
• Record the misconduct reference check (formerly known as the sexual harassment/sexual violence (SH/SV)). Please follow the Recording Results of Misconduct Reference Checks on Worker Profile - After Hire instructions in the Record Reference and Misconduct Check via SkillSurvey.
• 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  
  • If Travel is required, screen on this requirement post-offer and before the start date (same time as the misconduct check). Use the Pre-Hire Driver Authorization Check Form to conduct the check. 
  • The candidate must provide a valid driver's license at the time of hire. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorized-driver (click on Become an authorized driver; then click on Required criteria). 
  • Save the completed Pre-hire Driver Authorization Check email in the personnel file for documentation of meeting this requirement. 
• 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:
  • Email Change in Supervisor memo to employees.
  • If new org is needed, create a new sup org. 
  • Update Org Chart (if applicable)
  • Upload memo in ImageNow
• Close out recruitment - save recruitment documents and update candidate statuses 
• Send Preparing for New Hire email to the supervisor of the new employee 

• WRS Eligibility Review - Shared Services will receive this step to determine if the new hire is eligible for WRS. 
• Change Benefit Elections - This step will automatically complete daily. 
• Edit Service Dates - UW Shared Services will receive a task to update service dates. 

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

• From the Workday Home Page, search for and select the Add Job task from the search bar.
• Confirm the Supervisory Organization.
• Select an Employee.
• Click OK.

OR 

• From the Workday Home Page, search for and select Employee 
• Go to action 
• Select Add Job

• Task: Start Additional Job: [Candidate Name]
• NOTE: Salary and FTE information for the Primary job will pop-up.
• Enter an Effective Date.
• Select a Reason. (REHIRE is only used when hiring the person back into the same position)
• Enter the fields in the Job Details section:
  • Position
    • DO NOT SELECT "taking the position with them" 
    • DO NOT SELECT "Do you want to create a new position"
    • If you cannot find the position that you created in HRS, to help you find the position number in Workday:
      1. 1. Type "SUP: followed by the name of the sup org or manager" in the Workday search bar.  
         2. Click the Staffing tab
            1. This will show a list of open positions for the sup org
            2. The position number is the number listed in the Position Restrictions column
            3. If the position does not show up, check all of the different sup orgs to see if the position was added to the wrong sup org.
               1. After you get the hire in, follow this KB:  
               2. [Link for document 99627 is unavailable at this time]
               3. Move worker out of incorrect sup org
  • Employee Type
  • Job Profile
  • Time Type
  • Location
  • Optional: Work Space
  • Pay Rate Type
  • NOTE: Some of the Job Details section may autofill depending on the Position selected.
• 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 THIS. This will help you keep track of all of your hires and avoid multiple workers with the same title. 
  • 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 - 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 - leave blank
  • Compensation Basis
  • Position of Trust
• Optional: Add any Attachments.
  • Attach the prior PVL 
• Click Submit.
  NOTE: Click Save for Later if you would like to save your current progress before exiting the task.

Up Next: Background Check Coordinator UW | HireRight Background Check Done Outside of Workday

Due to the urgency of these hires - send email and teams message to HR Ops

• Send CBC chart  
  • To: HR Ops Coordinator  
  • Subject: last name, first name - Department - Hire Date - new hire OR transfer 
  • Message: 
    • CBC request previously sent to HR Ops - THIS IS A DUPLICATE CBC REQUEST. Login to Workday to complete the task (if CBC is already complete - set status to "Meets Company Standard") so I can move forward with the hire.
    • CBC request has NOT been sent to HR Ops - Please login to Workday to initiate HireRight Background Check Done Outside of Workday and update status to "Pending". 

• Task: HireRight Background Check Done Outside of Workday - CANDIDATE NAME - JR XXXXXXXX POSITION NAME 
• Determine if a Criminal Background Check (CBC) is needed and check Position of Trust Information has been correctly identified 

• • If CBC is needed
    • Select "HireRight Background Check Done Outside of Workday"
    • "Submit"
    • Another task will be sent to Background Check Coordinator UW to "Select Background Check Overall Status"
      • Select "Pending" 
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results
      • "Submit"
    • Send initial CBC email to confirm residency history
    • Once history is confirmed, Initiate CBC in HireRight
    • Send background follow-up language template
    • Once CBC is complete in HireRight and the candidate has been fully hired in Workday, enter CBC results in Workday on the worker profile (see HR Ops - Welcome Email, I-9, Compliance section below) 
      • Direct any CBC issues or concerns to SMPH Employment Relations Manager, include the background check report in the communication

• • If CBC needed, but already completed 
    • Select "HireRight Background Check Done Outside of Workday" and "Submit"
    • Another task will be sent to Background Check UW to "Select Background Check Overall Status"
      • Select "Meets Company Standards"
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results

• • If CBC is not needed but the position of trust status was entered incorrect at change organization assignment  
    • Select "HireRight Background Check Done Outside of Workday" and "Submit"
    • Another task will be sent to Background Check UW to "Select Background Check Overall Status"
      • Select "Canceled/Error" 
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results

Up Next: HRBP/FR | Propose Compensation 

Up Next: HRBP/FR | Propose Compensation 

• Task: Propose Compensation Hire 
  • Review Salary or Hourly section and make updates if needed 
  • Do not fill out the additional information section with a start and end date 

• • If Temporary Work Allowance (TWA) will be awarded: 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. 
  • Add period activity pay - If the pay rate type selected was Period Activity Pay, the Initiator will receive this step to enter compensation details.
  • Request one-time payment - If the pay rate type selected was One Time Payment (OTP), the Initiator will receive this step to enter compensation details. If you intend to pay a scholar multiple one-time payments, select an end employment date that encompasses both OTP effective dates. The second payment is made at a later date using the standalone One-Time Payment Business Process (BP). 

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

• 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 

Find List of Next Approvers

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

Up Next: UWSSS | Service Delivery 

• 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 | approve 

Up Next: HR Partner Supervisory for both the current job and proposed job | Approve   

Current Position - HR Partner supervisory for supervisory organization of the current position 

• Task: Start Additional Job: NAME - POSITION #, TITLE
  • The HR Partner supervisory approves the hire. This is the official completion step for the hire process. Updates made will appear on the worker record once this approval is complete.

Proposed Position - HR Partner Supervisory for sup org of the proposed position 

• Task: 

Up Next: HRBP/FR | Add Probationary Period OR Find Duplicates

• Task: “Primary Job Switch: EMPLOYEE NAME”
• Use this resource 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
• Task: “Primary Job Switch: EMPLOYEE NAME”
• Click View Details to see additional information
• Click Approve

Up Next: Employee Self - Review and Accept Employment Agreement 

• Task: Add Academic Appointment in Workday (ONLY Faculty (Tenure)) - 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 (ONLY Faculty (Tenure)) - Contact Faculty HR when you receive this task. The Academic HR Partner Supervisory (HRBP) 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 
• One Time Payment (OTP) - Workday: 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
  • If an employee has more than one, each OTP will need to be submitted 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.
• Record the misconduct reference check (formerly known as the sexual harassment/sexual violence (SH/SV)). Please follow the Recording Results of Misconduct Reference Checks on Worker Profile - After Hire instructions in the Record Reference and Misconduct Check via SkillSurvey.
• 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  
  • If Travel is required, screen on this requirement post-offer and before the start date (same time as the misconduct check). Use the Pre-Hire Driver Authorization Check Form to conduct the check. 
  • The candidate must provide a valid driver's license at the time of hire. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorized-driver (click on Become an authorized driver; then click on Required criteria). 
  • Save the completed Pre-hire Driver Authorization Check email in the personnel file for documentation of meeting this requirement. 
• 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:
  • Email Change in Supervisor memo to employees.
  • If new org is needed, create a new sup org. 
  • Update Org Chart (if applicable)
  • Upload memo in ImageNow
• Close out recruitment - save recruitment documents and update candidate statuses 
• Send Preparing for New Hire email to the supervisor of the new employee 

Welcome Email

• Send welcome email
  • Follow template steps to include all applicable onboarding tasks per hire grid.
    • If required, initiate I-9 request in HireRight
    • Include Student SMPH Student Help Agreement
    • If human subject/patient contact include TB and compliance training requirements
    • 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

• Task: I-9 questionnaire - You will receive this task 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 in workday to complete.

Compliance

• Ensure completion of required compliance training and tasks
  • HIPAA
  • Professional Conduct Training
  • Cybersecurity Awareness Training
  • UW Health Safety and Infection Prevention (SIP)
  • TB Clearance
  • If Responsible Employee, enter HRMed Title IX Responsible Employee tag

CBC 

• 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.

• WRS Eligibility Review - Shared Services will receive this step to determine if the new hire is eligible for WRS. 
• Change Benefit Elections - This step will automatically complete daily. 
• Edit Service Dates - UW Shared Services will receive a task to update service dates. 

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