Guidance for Selecting Hiring Reason (New Hire, Add job, Change Job)
The document provides guidance for which process to utilize in Workday when an employee switches jobs.
Reminder that a job end date/EJED in Workday is informational only for the viewer and does not automatically end the position.
New Hire
- New to UW
OR
- Break in service
- Terminate (Action > Job Change > Terminate Employee – Involuntary Graduation OR Involuntary Contract End) the old job before the future job is entered (or contact HR Rep of old job to terminate).
- Entering the term more than 30-days in advance is not typical guidance, discuss if appropriate with your HR Manager before processing.
- Terminate (Action > Job Change > Terminate Employee – Involuntary Graduation OR Involuntary Contract End) the old job before the future job is entered (or contact HR Rep of old job to terminate).
Add Job
- Concurrent jobs at the same time
OR
- No break in service and moving between different employment categories (example: SH/Non-SH, ET/AS)
- The future job must be made Primary when the "Primary Job Switch" Task is received during the Add Job process
- After the future job is entered, terminate the old job (Action > Job Change > End Job), or contact HR Rep of old job to terminate.
- The job end date (last day on payroll) for the old job must be the day prior to the new job start date.
- If termination was entered before the Add Job transaction, email the Service Center to rescind the term so you can process the Add Job.
- If prior appointment was with a different department/division, email the HR Rep to verify correct term date and no break in service before processing the Add Job. After the Add Job transaction is complete, ask them to end the prior job using Action > Job Change > End Job.
Change Job/Transfer
- No break in service and moving between same employment categories (example: AS/AS)
- If a termination entry was done before the change job, email service center to rescind the term so you can process the change job/transfer.