Waiver

Open recruitment for specific Academic Staff, Faculty, Limited, and University Staff vacancies is not required when certain criteria is met. Waivers are used in situations when it is helpful to do a direct hire of an otherwise qualified applicant, for example temporary, acting or interim appointments to fill a vacancy or when an employee goes on leave. 

Use this workflow for recruitment waivers and Temporary Employee (TE) hires. 

Planning 

Workforce Planning Approval (Clinical Faculty Only) 

Intake Form

Confirm the Individual is Eligible for Waiver 

  • Confirm if the individual is eligible for a Waiver appointment
    • Request CV/resume from supervisor or individual they intend to hire.
    • Review the individual's work history to confirm they are not currently hired into a terminal waiver position at the university. You may need to verify the work history in Workday

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

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

Determine Waiver Reason and Request OHR approval (if required) 

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

    Job Requisition 

    Draft Job Requisition Wavier

    •  From the Workday Home Page, search for and select Create Job Requisition from the search bar. 

    screen shot Create Job Req search

    • Copy Details from Existing Requisition - use the details of a previous Job Requisition, select the job requisition you want to copy 
    • Supervisory Organization - Type the team name or supervisor name into the Supervisory Organization field and hit Enter. A short list of options will populate for you to choose from.
    • Create New Position - use to create a new position
    • For Existing Position - use when the requisition is to backfill an existing position
      • If this is selected, you must select the position that will be filled. Any position in the supervisory organization will be available for selection, but the position must either be vacant or available.  Availability for overlap is either set when terminating a worker's employment or by Editing Position Restrictions, update the 'availability for overlap' field.  
      • Any updates made to the job req under the qualifications section, including responsibilities will NOT save back to the Position Restrictions. Update the Position Restrictions via the Edit Position Restrictions so the quals and responsibilities reflect on the position and not just the job req. 
    • For Multiple Existing Positions - use when the requisition backfills multiple, different existing positions
      • Enter the Defaulting Position. Information associated with this position will default into the job requisition.
      • Check the box next to any other positions that should be included in the job requisition.
    • Worker Type - If creating a new position, select the Worker Type.

    screen shot of create job requisition supervisory organization selection

    • Click OK

    Recruiting Information (number of openings, new/replacement/waiver, recruiting instructions and dates)

    • Number of Openings: Defaults to 1. Update as needed
    • Reason: Select "Create Job Requisition > Recruitment Waiver" to find the list of recruitment waiver reasons. Select the appropriate reason.
    • Replacement For: Only required for back-filling a position. If that is the case, search for and select the employee who most recently held the position.
    • Recruiting Instruction: Select "Posting Not Required"
    • Recruiting Start Date: Must be on or before the Target Hire Date. Defaults to the current date.
    • Target Hire Date: Anticipated start date for the employee
    • Target End Date: Only required for terminal appointments

    Click Next

    Job Profile(s), Justification, Open text field, Questionnaires

    • Job Posting Title: Equivalent to Business Title
    • Justification:
      • Hire's Name  
      • Justification - must include all details from selected waiver reason's 'Requirements for use' column in Recruitment Waiver Reasons resource. 
      • JTAP and Criticality approval
        • If not needed
          •  "JTAP and criticality approval N/A" 
        • If required, 
      • If faculty, WFP approval number
    • Job Profile: Select the most appropriate option, based on consultation of the Standard Job Description Library.
    • Job Description Summary: Auto-populates based on the selected Job Profile
    • Job Description: Skip this section (since this is not being posted on any job website)
    • Job Qualifications and Additional Details for Job Posting: Skip this section (since this is not being posted on any job website)
    • Worker Sub-Type: Choose either Regular or Terminal, depending on the specific circumstances of this waiver hire
      • Regular: Faculty, ongoing/renewable Academic Staff, Limited, and University Staff
      • Terminal (Fixed Term): Fixed-Term Terminal Academic Staff 
    • Time Type: Select either "Full time" or "Part time" depending on the needs of the waiver hire
    • Remote Type: Select "Onsite", "Partially Remote" or "Remote"
    • Primary Location: Enter the four digit campus location where the employee will be doing their work
    • Primary Job Posting Location: Defaults based on the value entered into the previous field
    • Additional Locations: Optional, based on whether the employee will be doing a significant amount of work at a different campus location
    • Additional Job Posting Locations: Defaults based on the value entered in the previous field
    • Scheduled Weekly Hours: Defaults to 40 (Full time); update based on the FTE the employee will be working
    • Work Shift: Leave blank

    Contract Details

    • Select the appropriate reason based on the specific circumstances of the waiver hire. Your available options will change based on the chosen Worker Type
      • Ongoing: If "Regular" Worker Type is chosen. There is no end date attached to this position.
      • Fixed: If "Terminal" Worker Type is chosen. There is an end date attached to this position. This will be the standard choice for most waivers.
      • Limited: If "Regular" or "Terminal" is chosen. This is for Limited staff, as they are employed at-will.
      • Summer Service/Session: If "Terminal" is chosen. This is for employees working appointments specific to those payroll calendars. 

    Link to Evergreen Requisition

    Skip this section.

    Compensation Details

    This will default based on the selected Job Profile and cannot be edited.

    Questionnaires

    Skip this section

    Assessments

    Skip this section

    • Select the Summary Tab
    • Click Save for Later to save a draft in your own task inbox. 

    Position Recruitment Tracker (PoRT)

    Finalize Waiver Job Requisition

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

    Recruiting Information (number of openings, new/replacement/waiver, recruiting instructions and dates)

    • Number of Openings: Defaults to 1. Update as needed
    • Reason: Select "Create Job Requisition > Recruitment Waiver" to find the list of recruitment waiver reasons. Select the appropriate reason.
    • Replacement For: Only required for back-filling a position. If that is the case, search for and select the employee who most recently held the position.
    • Recruiting Instruction: Select "Posting Not Required"
    • Recruiting Start Date: Must be on or before the Target Hire Date. Defaults to the current date.
    • Target Hire Date: Anticipated start date for the employee
    • Target End Date: Only required for terminal appointments

    Click Next

    Job Profile(s), Justification, Open text field, Questionnaires

    • Job Posting Title: Equivalent to Business Title
    • Justification:
      • If you are waiving recruitment, provide adequate justification in this field. Justification must include all details from selected waiver reason's 'Requirements for use' column in Recruitment Waiver Reasons resource. 
      • JTAP form number - To find your JTAP number go to your "Submissions" and find the JTap number: Justification to Advance Position, Online Form. 
      • Criticality or Functionality -  101 and 150 funded position approval date
      • WFP number, if faculty 
    • Job Profile: Select the most appropriate option, based on consultation of the Standard Job Description Library.
    • Job Description Summary: Auto-populates based on the selected Job Profile
    • Job Description: Skip this section (since this is not being posted on any job website)
    • Job Qualifications and Additional Details for Job Posting: Skip this section (since this is not being posted on any job website)
    • Worker Sub-Type: Choose either Regular or Terminal, depending on the specific circumstances of this waiver hire
      • Regular: Faculty, ongoing/renewable Academic Staff, Limited, and University Staff
      • Terminal (Fixed Term): Fixed-Term Terminal Academic Staff 
    • Time Type: Select either "Full time" or "Part time" depending on the needs of the waiver hire
    • Remote Type: Select "Onsite", "Partially Remote" or "Remote"
    • Primary Location: Enter the four digit campus location where the employee will be doing their work
    • Primary Job Posting Location: Defaults based on the value entered into the previous field
    • Additional Locations: Optional, based on whether the employee will be doing a significant amount of work at a different campus location
    • Additional Job Posting Locations: Defaults based on the value entered in the previous field
    • Scheduled Weekly Hours: Defaults to 40 (Full time); update based on the FTE the employee will be working
    • Work Shift: Leave blank

    Contract Details

    • Select the appropriate reason based on the specific circumstances of the waiver hire. Your available options will change based on the chosen Worker Type
      • Ongoing: If "Regular" Worker Type is chosen. There is no end date attached to this position.
      • Fixed: If "Terminal" Worker Type is chosen. There is an end date attached to this position. This will be the standard choice for most waivers.
      • Limited: If "Regular" or "Terminal" is chosen. This is for Limited staff, as they are employed at-will.
      • Summer Service/Session: If "Terminal" is chosen. This is for employees working appointments specific to those payroll calendars. 

    Link to Evergreen Requisition

    Skip this section.

    Compensation Details

    This will default based on the selected Job Profile and cannot be edited.

    Questionnaires

    Skip this section

    Assessments

    Skip this section

    Click Next

    Qualifications and Responsibilities

    • Education, Language, and Certifications can be entered as needed but are optional. Values will default if they are attached to the chosen Job Profile.
    • Responsibilities will also default based on the chosen Job Profile. Updates to this section should be rare, and only done in consultation with the OHR Compensation Center of Excellence.

    Click Next

    Organizations (funding, compensation, position of trust), Attachments, Compensation, Assign Roles

    • Organizations
      • Company, Cost Center, Costing, and Function will default based on the sup org selected. All values are editable.
      • Compensation Basis
        • 12 Month – compensation basis for all positions except for situations noted below. 
        • 9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months. 
        • No Pay – not eligible for compensation of any type. 
        • Seasonal – used for seasonal employees and does not align with 9 or 12 month. 
        • Summer – used for all summer service or summer session positions. 
        • Period Activity Pay (PAP) - select the 9 or 12 month Compensation Basis as appropriate.
      • Position of Trust - it is important to select the appropriate value for the position (as opposed to the worker). In some circumstances, the person hired into the position may be exempt from a Criminal Background Check (CBC) because one is already on file, but we would still mark their position as requiring a CBC. The worker’s Position of Trust information can be updated during the staffing transaction. 
        • Select one of the following options: 
          • Not a Position of Trust – CBC Not Required
          • Not a Position of Trust – CBC Required (select this for all Limited, Faculty, Academic Staff, University Staff, and Temporary Employees - UNLESS a Position of Trust choice below is more appropriate)
          • Not a Position of Trust – Employee Exempt from CBC Requirement
          • Position of Trust – 2 Year Recheck
          • Position of Trust – 4 Year Recheck
          • Position of Trust – No Recheck
        • Refer to the Determining When a CBC and CBC Re-Check are Required Chart or your HR Operations Coordinator if unsure when determining which choice to select above. 
      • Campus Security Authority (CSA) - typically not needed. If the position is a CSA, indicate this here.
      • Legacy should be left blank. This is an organizational assignment made at the person level, not the job requisition or position level. 
    • Attachments: The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. You can come back and upload attachments later as well. 
      • Waiver approval email - If using a waiver reason that requires OHR approval, upload the documented OHR email approval
      • SMPH Recruitment Intake Form
      • WFP approval email 
    • Compensation:
      • Enter the "best guess" Salary or Hourly rate for the position. This amount will not be displayed to candidates. 
        • DO NOT enter anything under "Additional Details"
      • Summer Basis -  no default salary information will display. Go to Salary and then click under Compensation Plan > By Compensation Rule and select either Summer Service Salary Plan or Summer Session Salary Plan and enter the appropriate salary amount.
      • Period Activity Pay (including summer): On the compensation section of the job requisition, in the salary section, choose “Period Activity Pay” for a frequency and indicate the amount to be paid in the Amount box. 
    • Assign Roles 
      • Click Add. In the Role field, select the applicable role:
        • A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job and must be someone assigned the Recruiter security role. This may be your own name if you are the person overseeing the recruitment and you are creating the job requisition. The Primary Recruiter receives inbox tasks associated with the job requisition (ex. tasks to Post the Job, move candidates, etc.)
        • Optional: Employment Agreement Approver can be assigned to review the Employment Agreement document.
    • Leave Comment (paste the funding for fiscal)
      • Approved JIRA funding we will use for the hire: 
        • [Copy and paste the approved funding from JIRA]
    • Click Submit

    Up Next: Position Budget Manager Approval

    Job Requisition Approvals

    Up Next: Position Budget Manager Approval

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

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

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

    Up Next: Cost Center Accounting Specialist | Approval (Note: this step is not required for HR to keep moving forward and post the position, there will be a hard stop for the cost center accounting specialist to approve during the hire process)

    Up Next: Primary Recruiter | Create Candidate" under Candidate Management section below (Note: You will NOT get a task since you do not need to post the job, however you should be able to find the job req in your list of job reqs and create the candidate)

    Create Candidate

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

    Check if Candidate Account Exists in Workday

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

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

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

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

    You will be brought to their specific Candidate Profile attached to the waiver Job Requisition. Go back out to the job req and from the Candidate Grid, you can move the candidate forward to SkillSurvey, CBC, employment agreement, and finally ready for hire. 

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

    Create a Prospect - Internal Candidate

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

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

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

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

    Prospect Create Job App

    Create a Prospect - External Candidate 

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

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

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

    Create External Prospect Four

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

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

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

    Reference Checks and Criminal Background Check

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

    Up Next: Primary Recruiter | Criminal Background Check

    Criminal Background Check

    HRBP/FR

    • From the list of candidates, select the check box next to the candidate name and move candidate 'Forward' to 'Background Check > HireRight Background Check Done Outside of Workday'
      • Always select "HireRight Background Check Done Outside of Workday" even if you know the candidate will not need a CBC.
    • Send HR Ops CBC Chart email    

    HR Ops

    Up Next: Primary Recruiter 

    Employment Agreement 

    Employment Agreement

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

    *Skip if staff position

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

        Full Legal Name 

         

        Professional Degree(s) 

         

        Start Date 

         

        Department 

         

        Division/Section 

         

        Official Title 

         

        FTE

         

    Faculty Provisional Visiting (Senior Rank) Appointment

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

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

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

    Step 2: Propose an employment agreement

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

    Step 3: Enter employment agreement details 

    Task: HR Partner Supervisory | Create Employment Agreement 

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

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

    Step 4: Enter one-time payment (optional)

    If the position has a hiring bonus and/or relocation bonus listed in their appointment letter, use this field to add the one-time payment to be paid to the candidate upon hire.  DO NOT enter the UWMF Recruitment Bonus (amounts vary). This is paid through UWMF payroll and is NOT entered/processed in Workday.

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

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

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

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

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

    Update red text and add the following paragraphs: 

    Staff Letters

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

    Faculty Letters

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

    Dear Employee Name,

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

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

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

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

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

    Add Attachments 

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

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

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

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

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

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

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

      

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

     

    UP Next: Employee Self | Accept Employment Agreement

    Move Candidate to Ready for Hire

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

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

    Complete Hire 

    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 

    A screenshot of a computerAI-generated content may be incorrect. 

    • 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 

    A screenshot of a computerAI-generated content may be incorrect. 

    • 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

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

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

    Up Next: Initiator | Edit Government IDs 

    Up Next: Initiator | Change Organization Assignments

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

    Up Next: Initiator | Propose Compensation Change

    HRBP/FR - Propose Compensation Details

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

    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 

    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 
    • Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.

    Add Job - employee will have a concurrent job

    HRBP/FR - Initiate Add Job

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

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

    Up Next: Propose Compensation  

    HRBP/FR - Propose Compensation Details

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

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

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

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

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

    HRBP/FR - Send Fiscal a Message

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

    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 
    • 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

    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 

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

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

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

      HRBP/FR - Review Change Job

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

      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 

      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)
        • 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
      • 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]

      Up Next: Propose Compensation

      HRBP/HRA - Enter Compensation and Send Fiscal a Message

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

      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)
        • 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

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

      HR Ops - Welcome Email, I-9, Compliance

      • Send Welcome Email
        • Follow template steps to include all applicable onboarding tasks per hire grid.
          • If required, initiate I-9 request in Workday business process
          • If applicable, complete E-Verifycase
          • If human subject/patient contact, include TB and compliance training requirements
          • Open the attached ETFOne Check email to get appropriate templated links and insert information from both links into appropriate onboarding email.
          • If UW Systems access is requested, include UW SMPH Confidentiality Agreement for UW Health Systems
          • If remote work is applicable, include RWA information
      • I-9
        • I-9 questionnaire - You will receive this as the HR Process Coordinator to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.
        • Ensure I-9 is completed within federal requirements
        • If the employee is considered a Form I-9 Rehire, the I-9 Coordinator will receive a task to complete form I-9 section 3
      • 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: 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. 

      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

      Ensure you are following the Job Posting Revision Guide if updates are needed to a job requisition. 

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

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

      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 

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

      screen shot of Undo Move from Hire

      Candidate has been fully hired in Workday 

      • 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..

      Hire canceled before employee starts


      Keywords:
      waiver, waiver reason, OHR approval, create candidate, prospect 
      Doc ID:
      154257
      Owned by:
      Jennique C. in SMPH Human Resources
      Created:
      2025-08-19
      Updated:
      2025-09-23
      Sites:
      SMPH Human Resources