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
    • IMPORTANT: Check for a Break in Service
      • Before entering the new appointment, check the end date of the current appointment and the start date of the new appointment.
        • If there is a break in service: terminate the old job before entering the future job.
          • Go to Action > Job Change > Terminate Employee > Involuntary > Graduation or Involuntary > Contract End
          • If needed, contact the HR Rep for the old job to process the termination.

Add Job

  • Concurrent jobs at the same time

OR

  • No break in service and Student Help is moving to a different, non-SH employee category  
    • 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. Follow Title Change Reason Guidance
    • 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. 

Keywords:
new hire, add job, change job, transfer, guidance, break in service, no break in service, moving between employment categories 
Doc ID:
161583
Owned by:
Jennique C. in SMPH Human Resources
Created:
2026-05-27
Updated:
2026-09-03
Sites:
SMPH Human Resources