SMPH Recruit to Hire (Workday)
The SMPH Recruiting and Hiring toolkit includes standardized processes following UW Madison recruitment, assessment, and selection procedures (https://policy.wisc.edu/library/UW-5008) 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.
SMPH Recruiting and Hiring Toolkit
| Phase 1: Planning | |
| Workforce Planning |
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| Intake Form |
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| Advertising Plan |
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| Search & Screen Committee |
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| Phase 2: Recruitment | |
| Create Job Requisition |
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| Position Recruitment Tracker (PoRT) |
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| Post the Job |
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| Phase 3: Candidate Management | |
| Screen Applications |
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| Interviews |
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| Phase 4: Selection | |
| Select Finalist |
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| Reference Checks and Misconduct Reference Check (MRC) |
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| Determine Offer Details |
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| 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 |
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| Employment Agreement |
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| Close Recruitment | |
| Move Candidate to Ready for Hire |
Once the candidate tasks are completed and employment agreement accepted, the Primary Recruiter will receive a task to move the candidate to Ready for Hire.
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Complete Hire
If Current Contingent Worker (CW)
Important: If the candidate is a current contingent worker (CW) - do not terminate the CW appointment before candidate has accepted their Employment Agreement. If the CW appointment is terminated, the candidate may lose access to their Workday account and be unable to login to accept their employment agreement.
- Review and confirm the details of the Hire that populated from the Employment Agreement.
- The Reason will auto populate as Hire Employee > New Hire
- End Contract Details section
- Enter a Contract End Date that is one day prior to the Hire Date that populated from the Employment Agreement.
- Last Day of Work will automatically update to match the new Contract End Date
- Select Reason: Voluntary > Contract Ended
- Do not select a secondary reason
- Pay Rate Type: Select as appropriate for the new hire
- Click ‘Submit’
- Notify the HR Ops Coordinator of the CW position that the CW contract ended and the employee has transferred into a paid position.
Follow the remaining steps in the New Hire - employee does not have an active job section>Change Organization Assignments because you have ended their CW contract and this is now a hire.
New Hire - employee does not have an active job
HRBP/FR - Initiate Hire
- 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:
- Job Title
- Business Title - Edit following Business Title Guidelines
- Pay Rate Type
- Optional: Additional Job Classifications
- Enter the fields in the Academic section, if C-basis:
- Annual Work Period
- 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).
- Confirm information:
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.
- [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.
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
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
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- 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.
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, Edit Government ID, 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
- Select contract type and if terminal, enter an end date
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- 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.
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
- Action
- 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.
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
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 if a hiring bonus or relocation was entered
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
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- 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.
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, Edit Government ID, 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
- Select contract type and if terminal, enter an end date
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- 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. Refer to the Job Change Determinations KB to determine if the transfer is a demotion, lateral or promotion.
- 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
- Action
- Task: Transfer/Promotion/Demotion: [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: HR Process Coordinator (Current Sup Org)
- 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."
-
HR Process Coordinator (Current Sup Org) - Approval
- The HR Partner Supervisory 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:
- Annual Work Period
- 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
- Position
- Review and edit the fields in the various sections as necessary. NOTE: some of the details may autofill based on the position selected.
-
-
-
- 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.
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
-
-
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
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- 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.
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, Edit Government ID, 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)
- To end the current contract and create a new contract for the new position:
- 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
- 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
- Action
- Task: Transfer/Promotion/Demotion: [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
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
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
- Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
- 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
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- 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.
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, Edit Government ID, 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)
- To end the current contract and create a new contract for the new position:
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- 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.
Post Hire/Onboarding
HRBP/FR Send New Hire Notification
- Send New Hire Chart Email
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
- For applicable faculty hires – Add new hire to the [Link for document 113366 is unavailable at this time] or update acceptance status if already added.
- 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
- If Travel is required, screen on this requirement post-offer and before the start date. 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.
- Upload memo during workday transaction
- Update Org Chart (if applicable)
- Record MRC (if have not done so already): SkillSurvey Professional Reference Checks and Misconduct Reference Check (MRC)
- 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
- Follow template steps to include all applicable onboarding tasks per hire grid.
- 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
- Manager & HR 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.
- 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
Job Req Updates AFTER Job is Posted
Edit a Job Requisition
- From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
- Select the Job Requisition to Edit.
- Click Open detailed view.
- The detailed view will open in a separate tab. Click the Related Actions button, then hover over Job Change, and select Edit Job Requisition.
- Click the Pencil icon in the applicable section of the Job Requisition to make edits.
- Click on Recruiting Information then click the pencil icon of Recruiting Details and choose a Reason for editing the Job Requisition. Consult the Edit Reasons table below.
- Ensure you are following the Edit Job Requisition Guide and Job Posting Revision Policy 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.
- Enter a comment at the bottom of the Summary page prior to submitting.
- Click Submit. Once submitted, the task routes based on the reason selected. Please refer to the table below to see if the Primary Recruiter will receive a task to review if the Job Posting should be unposted and reposted.
Update a Job Posting End Date
- Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel.
- Select the Job Requisition to Edit.
- Click Open Detailed View.
- Click Job Postings to see the various posting links.
- Click on the Actions button within the posting grid.
- Click Update Job Posting.
- Select an End Date for the job posting.
NOTE: The end date drives when the post will be removed from the job posting sites. The Job Posting will be removed at 11:59pm CT the day before the posting end date. - Click Submit.
- Confirm the Posting End Date was updated on the posting grid. Repeat the above steps for all job postings (must update the internal and external job postings separately).
Unpost a Job
- Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel.
- Select the Job Requisition to Edit.
- Click Open Detailed View.
- Click Job Postings to see the various posting links.
- Select the posting(s) you want to unpost by using the checkbox, then click Unpost Jobs.
- Optional: Enter a comment.
- Click Submit.
NOTE: The job requisition will remain open and active, but the posting will be immediately removed from internal/external career sites.
Close Job Requisition if not going to be filled
- From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
- Select the Job Requisition to Edit.
- Click Open Detailed View.
- A separate tab will open, click the Related Actions button.
- Hover over Job Change and select Close Job Requisition.
- Select a Reason.
- Failed Recruitment – only close the job requisition for this reason if you don’t plan to continue to recruit any longer for the position(s). If none of the original candidates were selected, the job can be reposted to continue to collect candidates.
- Loss of Funding
- No Longer Recruiting; No Longer Needed – only use if no other reason applies.
- Notice of Filing – only use if the job requisition was used for a Notice of Filing job posting.
- Requisition Open in Error
- Structural Changes to Requirements After Applications Received
- Select a Close Date.
- Enter any applicable comments and click Submit.
- An approval task will be sent to the HR Partner (Supervisory). If the HR Partner also has the recruiting security to close the job requisition, there is no approval required. If there is an active job posting, it will automatically be unposted. The Primary Recruiter will receive a To-Do task to review the positions associated with the job requisitions to determine if any updates are needed.
Change to Employment Agreement (i.e start date, compensation, needed to be terminal, etc.)
If a hire date or other employment details change, the next steps will depend on where the candidate is in the hiring process.
Sent employment agreement but candidate has not yet accepted
- Move the candidate forward into employment agreement status AGAIN to renegotiate employment agreement
- When filling out the letter information you will be able to change the start date or any other information.
Candidate has not been pushed to Ready for Hire
- If the candidate has accepted their Employment Agreement document, but has not been pushed to Ready for Hire, the candidate can be placed back into the Employment Agreement stage to restart the process with the applicable changes. This can be done for changes to hire dates or any other changes like compensation.
- If Faculty,
Candidate has been pushed to Ready for Hire and the Hire is in progress
- If the candidate has been pushed to Ready for Hire and the hire process is in progress, from the related actions on the candidate’s profile, select Undo Move from Hire. This will place the candidate back into the employment agreement stage and restarts the process with the applicable changes.
- If Faculty,
Candidate has been fully hired in Workday
- The request to correct a start date cannot be retroactive to the actual date of entry. For example, if a request to correct a start date to 6/15 is made on 6/20, the request will error out. You will need to submit a ticket to the Service Center.
- The request for correction can be retroactive to a future dated hire. For example, if today is 6/20 and the hire is entered for 8/15, but the request is to correct the start date to 8/1, this is possible..
- Follow the Correct Worker Start Date instructions
- Send amended employment agreement
- From the related actions on the candidate’s profile, select Business Process > Regenerate Employment Agreement
- If Faculty,
Canceled hire before employee starts
- Notify
- Department (Chair, CAO and Supervisor)
- Fiscal
- HR Operations
- Shared Payroll Inbox & Departmental P&B,
- International Employment and Immigration Specialist (if applicable),
- If Faculty
- Faculty HR
- Faculty HR will notify HRrecords@uwhealth.org, mf-hrdata@uwhealth.org, uwmedstaff@uwhealth.org, healthsciencesparking@mailplus.wisc.edu, and SMPH Faculty Promotions (if applicable)
- Department person responsible for licensing and credentialing,
- SMPH Faculty Services Manager (Christa Neuser)
- Faculty HR
- If VA Component
- Send a [Link for document 99651 is unavailable at this time] to cancel the hire
- If Faculty, update Faculty Recruitment/Offer Tracking Spreadsheet(only Asst/Assoc/Full rank on CT, CHS, Research, Teaching, and Tenure tracks)
- End operational area tag in HRMed
- Hiring bonus
- Notify SMPH Compensation, Payroll & Benefits Manager and Departmental P&B that the request is canceled
- Relocation
- Review SMPH Employee Relocation Stipends to determine how to cancel the request, notify SMPH Compensation, Payroll & Benefits Manager and Departmental P&B
- If relocation stipend request was submitted through E-reimbursement notify Fiscal
- TWA
- Work with SMPH Compensation to cancel TWA
- Chair appointment
- Enter termination for zero-dollar chair appointment
- If position had supervisory
- If new org is needed, create a new sup org.
- Email Change in Supervisor memo to employees.
- Upload supporting documentation to personnel file