Workday Hiring & Onboarding for New Employees

This document is a guide to the Workday hiring process. Included are detailed instructions for hiring a student hourly employee (SH) and a graduate assistant (RA-TA-PA), in addition to helpful hiring links.

Who do I contact to get started?

Departmental Hiring: Julie Rodenberg – PAS Administrative Manager

Student Hourly Employees (SH)
Graduate Assistant Employees (SA = RA-TA-PA)

Divisional Hiring: Deborah Holland – CALS HR Manager or Maddie Hoffman – CALS HR Generalist

For hiring an employee into these positions or for open recruitment please contact Deborah or Maddie to get started. If you know the employee that you want to hire, please provide a current resume / CV for that individual.

Post Degree Training Employees – Research Associates, Postdoctoral Interns, Trainees, Fellows (ET)
- - For these positions you will need to provide the proper justification form:

Research Associate Request Justification

Research Intern Request Justification

Temporary Employees (TE)
Academic Staff Employees (AS)
Honorary Appointments (Contingent Workers)

Honorary Associate Request Form

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Not sure which title to use?

Title and Standard Job Description Library: Titles, salaries, descriptions, responsibilities.

Deborah Holland will also provide guidance if you are not sure which title to choose.

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Hiring a Student Hourly Employee (SH)

UW-Madison Policy: Student Hourly Employees

If you are ready to hire a student hourly employee, please email Julie Rodenberg with the following information:

Student’s legal and preferred name
Student’s email address
Hourly Wage ($25 / hour is the maximum wage for a SH employee)
Supervisor’s name
Hire Date (hiring in Workday takes approximately 1-2 weeks for SH employees)
End Date (Workday requires an end date; however, this can be modified or extended in most cases)
Payroll Costing Allocation (GR, PG, PJ, or GF fund to pay their salary). The budget must specify that student employees are allowed.
Is this a position of trust (will this student work with the following: Minors, UW–Madison students in UW–Madison housing facilities, human research subjects, and medical patients.

What your students will need to be paid as a student hourly:

Original documents for I-9 verification https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents within 3 days of their Workday Hire Date (not the date they actually start putting in hours and working)
- Workday will cancel the hire if these documents are not presented within the Federally required 3-day time period.

The SH hiring process:

Faculty Member or Supervisor: Provide required information to Julie Rodenberg
Faculty Member or Supervisor: Email your student and their mentor (for their first day of work) with the following information (minimally)
- - Start date and time.
  - Location
  - Name of the person they should ask for at the work location.
  - Any specific requirements (ex. What they should bring or wear)
Julie Rodenberg: Initiate hire in Workday
Additional Approvers: Workday requires additional approvals for SH hires at the divisional and campus levels. Delays may occur if approvers are absent, working on other approvals, or if there are questions regarding payroll funding and sponsor approval (grants).
Workday Automation: Following approvals, students will start to receive tasks in Workday such as filling out section 1 of their I-9 form, and a welcome acknowledgement.
Onboarding Welcome Email: Julie Rodenberg will send a Welcome (onboarding) email to students a few days prior to the start of their appointment start date with information on the following:
- - I-9 Form completion steps
  - Obtaining a WisCard
  - NetID & MFA DUO setup
  - Timesheet access
  - Direct Deposit setup
  - W4 Form completion
  - Driver’s Authorization
  - Links to Transportation Services and Campus/CALS Welcome Pages
First day on the job: Please line up a mentor to show them around on their first day. Bring them to the administration offices to introduce them to the administrative staff so the student knows where to go for various types of help and have them verify their I-9 documents with Julie Rodenberg or Tricia Check.

SH job changes (please contact Julie Rodenberg):

Update job end date.
Wage Increase
Costing Allocation changes (funding)
Seasonal work hours exceptions
Concurrent appointments – add or end other job.
Supervisor change

Helpful Links:

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Hiring a Graduate Assistant Employee (SA = RA-TA-PA)

UW-Madison Policy: Graduate Assistantship Policies and Procedures (GAPP)

If you are ready to hire a graduate assistant employee, please email Julie Rodenberg with the following information:

Student’s legal and preferred name
Student’s email address
Program, degree, status (dissertator or non-dissertator)
Position – RA-TA-PA
- If a TA, please include the class they are assisting.
Faculty supervisor’s name
Hire Date (hiring in Workday takes approximately 2 weeks for RA-TA-PA appointments)
End Date (Workday requires an end date; however, this can be changed or extended in most cases)
Payroll Costing Allocation (GR, PG, PJ, or GF fund to pay their salary). The budget must specify that graduate assistant employees are approved by the sponsor.
- Funding for tuition remission
Is this a position of trust (will this student work with the following: Minors, UW–Madison students in UW–Madison housing facilities, human research subjects, and medical patients.

If the student is at UW-Madison on a visa: visa type and dates.
Special circumstances – Fellowships, concurrent appointments, dual supervision, SciMed Scholars, etc.

What your graduate student will need to be paid as an RA-TA-PA:

Original documents for I-9 verification https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents within 3 days of their Workday Hire Date (not the date they actually start putting in hours and working)
- Workday will cancel the hire if these documents are not presented within the Federally required 3-day time period.

The RA-TA-PA hiring process:

Faculty Member or Supervisor: Provide required information to Julie Rodenberg or Tricia Check
Julie Rodenberg or Tricia Check: Create RA-TA-PA appointment letter and obtain signatures.
Julie Rodenberg: Create and initiate hire in Workday.
Additional Approvers: Workday requires additional approvals for RA hires at the divisional and campus levels. Delays may occur if approvers are absent, working on other approvals, or if there are questions regarding payroll funding and sponsor approval (grants).
Workday Automation: Following approvals, graduate students will start to receive tasks in Workday such as signing and accepting their RA appointment (letter), filling out section 1 of their I-9 form, a welcome acknowledgement, benefits enrollment, etc.
Onboarding Welcome Email: Julie Rodenberg will send a Welcome (onboarding) email to students a few weeks prior to the start of their appointment start date with information on the following:
- - I-9 Form completion steps
  - How to update personal information in Workday
  - Obtaining a WisCard
  - NetID & MFA DUO setup
  - Direct Deposit setup
  - W4 Form completion
  - Driver’s Authorization
  - Links to Transportation Services and Campus/CALS Welcome Pages
  - Training course information for TA’s
  - Graduate Student Assistantship Policies and Procedures
  - Guidance for international students (visa compliance, Glacier, SHIP Insurance Waiver, IFSS resources)
  - Time and absence reporting
  - Tuition, Tuition Remission, and Seg Fees
  - Concurrent Appointments
  - Links to useful resources
First day on the job: Please line up a mentor to show them around on their first day. Bring them to the administration offices to introduce them to the administrative staff so the student knows where to go for various types of help and have them verify their I-9 documents with Julie Rodenberg or Tricia Check.