Close TREMS Recruitment by 10/31/2025

• Assess and exhaust your TREMS applicant pool
• For faculty recruitments, we understand that it might not be possible for you to completely exhaust your current faculty pools. There's no hard stops that will prevent you from managing a pool in TREMS and a pool in WorkDay. If you choose to keep managing pools in TREMS post go-live, TREMS will be view-only starting on November 1st, so you won't be able to extend interviews, changes statuses, disposition, etc. starting then.  

Re-Post in Workday

• After deeming there are no more viable applicants and you have updated all applicant statuses follow [Link for document 151283 is unavailable at this time] full workflow
  • Update previous PoRT request with job requisition number and any other notable changes. 

Applicants will NOT need to re-apply in Workday if they already submitted an application in TREMS.  Last day to send an offer in TREMS 7/3/2025. 

Process to get your recruitment and applicant in Workday:

• [Link for document 151283 is unavailable at this time]
  • Start at: Create Job Requisition
    • Reason  - "Create Job Requisition > New Position OR Replace Worker 
  • PoRT approval is not required (you already did this) 
  • Do not post the job 
  • You already screened and interviewed your candidates in TREMS
  • Create prospect candidate for your finalist
  • Follow the rest of the workflow
    • Assessment - Professional Reference Check and Misconduct Reference Check (MRC) (if not already done)
    • Criminal Background Check (the CBC task is required in this process, if one was already completed HR Ops will just update status so we can proceed with hire)
    • Employment Agreement
      • If offer was already sent, delete all content in the Workday generated employment agreement and paste the following language:(OHR will be sharing the language)
      • If transfer, the "hire reason" should be "change job" or "add additional job" 
    • Complete Hire
      • If transfer - job change task will come instead of hire task
    • Close out TREMS

Follow Hires "Scenario 1 - Appointment is in HRS (Connect Employee to Position in Workday via Direct Hire)' section below.

OR 

If a transfer, follow Transfers "Scenario 1 - Appointment in HRS (Transfer Employee to New Role via Job Change)

• [Link for document 151283 is unavailable at this time]
  • Start at: Create Job Requisition
    • Reason  - "Create Job Requisition > Recruitment Waiver"
  • PoRT approval is not required (you already did this) 
    • If not, get the request in as soon as possible
  • Do not post the job 
  • Create prospect candidate
    • If transfer - use "create from existing worker"
  • Follow the rest of the workflow
    • Assessment - Professional Reference Check and Misconduct Reference Check (MRC)
      • If you already completed a reference check, but the SH/SV check was not initiated in JEMS PVL and you were waiting to do this in JEMS Hire; go into JEMS PVL and send out the SH/SV Check by 7/3/2025. 
    • Criminal Background Check (the CBC task is required in this process, if one was already completed HR Ops will just update status so we can proceed with hire)
    • Employment Agreement 
      • If an appointment letter was already sent, delete all content in the Workday generated employment agreement and paste the following language: (OHR will be sharing the language)
      • If transfer, the "hire reason" should be change job or add additional job 
    • Complete Hire
      • If transfer - job change task will come instead of hire task

Follow Hires "Scenario 1 - Appointment is in HRS (Connect Employee to Position in Workday via Direct Hire)' section below.

Or 

If Transfer, follow Transfers "Scenario 1 - Appointment in HRS (Transfer Employee to New role via Job Change)

Job Change - more to come 

• Notes: Go to worker record and do action job change 

IMPORTANT REMINDERS: Hires with a start date of 6/29-7/31 (Dual Faculty can be entered in HRS through 11/1) must have been entered in HRS by Monday, June 16th by 4:30p.m. (guaranteed pull date) or June 27th by 4:30p.m. (another potential pull date) for the position and employee to be available in Workday.  

To begin the Direct Hire process, a position to hire the employee into must exist. If an employee with a 6/29/2025 start date or later was fully entered into HRS, use the instructions below to connect the Worker Profile to the Position. 

1. From the Workday Home Page, search for and select the Hire Employee.
2. Search for the new hire to ensure they are not a former worker:
   1. Enter a First Name.
   2. Enter a Last Name.
   3. Optional: Enter Date of Birth or SS to narrow the search.
3. If the new hire had been fully pushed through HRS, the employee's worker record should populate. Select that record and click Start Hire.
   1. Note: If there is not a former worker record, (the worker record didn't flow correctly from HRS) contact your manager to triage
4. Search for and select the Supervisory Organization.
   NOTE: If you know the managers name, enter it into this search. All supervisory organizations that individual manages will display.
5. Click OK.
6. Enter Hire details.
   1. Select a Hire Date.
   2. Enter a Reason for the hire.
   3. Confirm/Enter the fields in the Position section:
      1. Position - more info coming on how to find the position the was entered in HRS 
      2. Employee Type
      3. End Employment Date, if applicable.
      4. Location
      5. Optional: Work Space
   4. Enter the fields in the Job Details section.
      1. Job Profile
      2. Job Title will populate from Job Profile.
      3. Business Title will populate from Job Profile but can be edited.
      4. Pay Rate Type will populate from the Job Profile but can be edited.
      5. Job Exempt box will populate from the Job Profile.
      6. Job Category will populate from the Job Profile.
      7. Optional: Additional Job Classifications, such as Legacy Benefits Overrides, Legacy Governance, Work Study Types, etc.
   5. Enter details in the Working Time section.
      1. Time Type will populate from the position.
      2. Scheduled Weekly Hours will populate from the position.
      3. Optional: Specify a Working FTE.
         NOTE: This is used for Seasonal employees.
         
   6. Enter details in the Academic Section, if applicable.
      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 employees.
7. Optional: Add any Attachments or Comments.
8. Click Submit.

IMPORTANT REMINDERS: 

• Hires with a start date 7/31 and after OR anyone you did not push in HRS by 6/16 (guaranteed pull date) or 6/27 (another potential pull date for the position and person will be in workday)
• It is recommended for all of your hires that require a position to be created in Workday to first create all of the positions in Workday and then go back and do the direct hires. This will streamline approvals. 
• If the SH/SV check was not initiated in JEMS PVL and you were waiting to do this in JEMS Hire. Go into JEMS PVL and send out the SH/SV Check by 7/3/2025. 

Because the hire was not entered into HRS, the position did not convert to Workday. To enter your new hire into their position, you will need to  Create Position and Direct Hire the employee into the created position. 

Phase 1 - Create Position

1. From the Workday Home Page, search for and select the Supervisory Organization from the search bar.
2. Click the Related Actions button next to the name of the Supervisory Organization.
3. Hover over Staffing, then click Create Position. (continue to #4.)

OR

1. From the Workday Home Page, search for and select Create Position task
2. Enter the Supervisory Organization
3. Click OK
4. Enter information in the required fields:
   1. Position Request Reason
   2. Job Posting Title the title used if posting this position on the career sites.
   3. Number of Positions
   4. Availability Date the first day you will see the position on the sup org.
   5. Earliest Hire Date a worker cannot be hired into this position prior to this date.
   6. Job Profile
   7. Location this is at the building level.
   8. Worker Type
   9. Worker Subtype
   10. Difficulty to Fill captures information as it relates to position caps. This value defaults in based on the Job Profile selected but can be edited if needed.

       Position Cap Values:

       • Subject to Position Cap (2024 - 2026)
       • Funding Review Needed (2024 - 2026)
       • Exempt from Position Cap - 75% Student Facing (2024 - 2026)
       • Exempt from Position Cap - 75% Outreach (2024 - 2026)
       • Exempt from Position Cap - 75% Patient Work (2024 - 2026)
       • Exempt from Position Cap - 75% Research (2024 - 2026)
       • Exempt from Position Cap - Excluded by Budget Excluded Employee Type (2024 - 2026)
       • Exempt from Position Cap - Faculty (2024 - 2026)
       • Exempt from Position Cap - Instructional (2024 - 2026)
       • Exempt from Position Cap - SA/GA/EIT (2024 - 2026)
       • No New Positions - DEI (2024 - 2026)
        
5. Add any additional information in the optional fields:
   1. Job Description captures a detailed job description that may be different from the standard job description.
   2. Time Type if a value is entered, you can only hire into that time type.
   3. Scheduled Weekly Hours auto-populates based on the location selected.
   4. Available for Overlap check this box if more than one person can be under this position number for a period of time.
6. Review the Qualifications tab and make any necessary updates. These qualifications and responsibilities default from the standard job description of the selected job profile.
   NOTE: The defaulted responsibilities can be edited, deleted, or new ones can be added. Any changes here flow into a job requisition, if one is created using this position.
7. Click Submit.
   NOTE: Click Save for Later if you would like to save your current progress before exiting the task

Up Next: HRBP/HRA/FR | Change Organization Assignments 

Change Organization Assignments

1. Review, enter, and save the following:
   1. Cost Center, Fund, Function this information defaults based on the sup org used. Utilize your tracker to confirm/update the funding allocation fields.
   2. Compensation Basis required.
   3. Position of Trust
   4. Campus Security Authority (CSA) check this box if this position is considered a campus security authority. Follow your institution policy for identifying these positions.
      NOTE: Company should not be changed, and legacy information should not be added for new employees.
2. Click Submit.

Up Next: HRBP/HRA/FR | Request Default Compensation for Position 

Default Compensation Change

NOTE: The compensation information will default based on the job profile, FTE, and institution. The information listed in the guidelines section should not be edited.

1. Click the pencil icon in the applicable section to add the pay amount. A single amount must be entered here, not a range. This should be the anticipated hiring amount for this position. This amount can be edited during the employment agreement or hiring process.
   NOTE: The salary or hourly section will default based on the associated FLSA status of the job profile.
2. Click Approve to complete the task.

Up Next: Position Budget Manager | Create Position: TITLE

1. Send message to your budget manager to inform of the approval.
2. Message: I submitted a position, and the next step is budget manager approval.  Please look in your Workday task inbox for POSITION TITLE.  Please approve or send back with a comment. The task task is for the cost center accounting specialist to review and update position funding. 
   • 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)
3. Once the Position Budget Manager approves the position (or denies and sends back with a comment), the HR Partner (Supervisory) role (HRBP/HRA/FR) will receive a task to complete a final review of the created position.
4. Click Approve

Up Next: Cost Center Accounting Specialist | Costing Allocation for Create Position: POSITION NUMBER - TITLE

1. Send message to your cost center accounting specialist to inform of the approval.
2. Message: I submitted a position, and the next step is funding entry/confirmation.  Please look in your Workday task inbox for POSITION TITLE.  Please enter/confirm funding or send back with a comment. 
   • Note: Depending on the funding the CCAS enters and fiscal security roles assignment, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else needs to approve and copy all fiscal approvers on this email)

After the final fiscal approval the position will be ready to be used for the Direct Hire process. 

Phase 2 - Direct Hire

1. From the Workday Home Page, search for and select the Hire Employee.
2. Search for the new hire to ensure they are not a former worker:
   1. Enter a First Name.
   2. Enter a Last Name.
   3. Optional: Enter Date of Birth or SS to narrow the search.
3. If there is not a former worker record, click Create New Pre-Hire. If there is a former worker record, select that record and click Start Hire.
4. Enter or confirm Legal Name and Contact Information:
   1. Click the Contact Information tab and enter the new hire contact information. At least one form of contact must be entered to proceed.
   2. Click OK.
5. Search for and select the Supervisory Organization.
   NOTE: If you know the managers name, enter it into this search. All supervisory organizations that individual manages will display.
6. Click OK.
7. Enter Hire details.
   1. Select a Hire Date.
   2. Enter a Reason for the hire.
   3. Confirm/Enter the fields in the Position section:
      1. Position - Find the position you created in phase 1
      2. Employee Type
      3. End Employment Date, if applicable.
      4. Location
      5. Optional: Work Space
   4. Enter the fields in the Job Details section.
      1. Job Profile
      2. Job Title will populate from Job Profile.
      3. Business Title will populate from Job Profile but can be edited.
      4. Pay Rate Type will populate from the Job Profile but can be edited.
      5. Job Exempt box will populate from the Job Profile.
      6. Job Category will populate from the Job Profile.
      7. Optional: Additional Job Classifications, such as Legacy Benefits Overrides, Legacy Governance, Work Study Types, etc.
   5. Enter details in the Working Time section.
      1. Time Type will populate from the position.
      2. Scheduled Weekly Hours will populate from the position.
      3. Optional: Specify a Working FTE.
         NOTE: This is used for Seasonal employees.
         
   6. Enter details in the Academic Section, if applicable.
      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 employees.
8. Optional: Add any Attachments or Comments.
9. Click Submit.

If doing scenario 2: securely gather the following information (you will need this for the next step). Send TEMPLATE EMAIL - Collect Information to schedule a time to call. 

• SSN
• DOB
• Citizenship Status (U.S. Citizen, Permanent Resident, Non-U.S. Citizen)
• Legal Sex 

You will receive the following task in your Workday inbox: 

• Task: Change Personal Information - enter/confirm Legal Sex, Date of Birth, and Citizenship Status. 
• Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.  This step is skipped if it is a former employee with a SSN already in the system. 
• Task: Change Organization Assignments - confirm compensation basis, funding, campus security authority, and position of trust status (must be accurate for the position not the person). 
  • Utilize your tracker to confirm/update the funding allocation fields.

Up Next: Background Check Coordinator UW | HireRight Background Check Done Outside of Workday

Due to the urgency of these hires - send email and teams message to HR Ops

• Send CBC chart  
  • To: HR Ops Coordinator  
  • Subject: last name, first name - Department - Hire Date - Direct Hire
  • Message: 
    • CBC request previously sent to HR Ops - THIS IS A DUPLICATE CBC REQUEST. Login to Workday to complete the task (if CBC is already complete - set status to "Meets Company Standard") so I can move forward with the hire.
    • CBC request has NOT been sent to HR Ops - Please login to Workday to initiate HireRight Background Check Done Outside of Workday and update status to "Pending". 

• Task: HireRight Background Check Done Outside of Workday - CANDIDATE NAME - JR XXXXXXXX POSITION NAME 
• Determine if a Criminal Background Check (CBC) is needed and check Position of Trust Information has been correctly identified 

• • If CBC is needed
    • Select "HireRight Background Check Done Outside of Workday"
    • "Submit"
    • Another task will be sent to Background Check Coordinator UW to "Select Background Check Overall Status"
      • Select "Pending" 
      • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results
      • "Submit"
    • Send initial CBC email to confirm residency history
    • Once history is confirmed, Initiate CBC in HireRight
    • Send background follow-up language template
    • Once CBC is complete in HireRight and the candidate has been fully hired in Workday, enter CBC results in Workday on the worker profile (see HR Ops - Welcome Email, I-9, Compliance section below) 
      • Direct any CBC issues or concerns to SMPH Employment Relations Manager, include the background check report in the communication

1. • If CBC is not needed
     • Select "HireRight Background Check Done Outside of Workday" and "Submit"
     • Another task will be sent to Background Check UW to "Select Background Check Overall Status"
       • Select  "Meets Company Standards"
       • NOTE - select this status so the direct hire process can move forward.  You will be able to go back in to record the CBC results

Up Next: HRBP/FR | Propose Compensation 

• Task: Propose Compensation Hire - If the pay rate type selected was Salary or Hourly (not period activity pay), the Initiator will receive this step to confirm compensation details.
  • Add period activity pay - If the pay rate type selected was Period Activity Pay, the Initiator will receive this step to enter compensation details.
  • Request one-time payment - If the pay rate type selected was One Time Payment (OTP), the Initiator will receive this step to enter compensation details. If you intend to pay a scholar multiple one-time payments, select an end employment date that encompasses both OTP effective dates. The second payment is made at a later date using the standalone One-Time Payment Business Process (BP). 

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

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)

• Send a message to all of the fiscal contacts listed.  
  • 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 

Find List of Next Approvers

Welcome Email

• Send welcome email
  • Follow template steps to include all applicable onboarding tasks per hire grid.
    • If required, initiate I-9 request in HireRight
    • Include Student SMPH Student Help Agreement
    • If human subject/patient contact include TB and compliance training requirements
    • 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 task to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. NOTE: This step will only trigger if the home address on file is outside of Wisconsin.
• 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 in workday to complete.

Compliance

• Ensure completion of required compliance training and tasks
  • HIPAA
  • Professional Conduct Training
  • Cybersecurity Awareness Training
  • UW Health Safety and Infection Prevention (SIP)
  • TB Clearance
  • If Responsible Employee, enter HRMed Title IX Responsible Employee tag

CBC 

• 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.

• Task: If Faculty, add academic appointment - If the new hire is in a Faculty job profile, the Academic HR Partner will receive this step to enter details about their academic appointment, such as tenure review dates.
• Task: If Faculty, assign matrix organization (contact Faculty HR when you receive this task) - The Academic HR Partner Supervisory (HRBP) will receive this step to assign the appropriate matrix organization based on what the employee self entered in the Faculty Division Selection step below. This will skip if the new hire is not a Faculty member at UW-Madison or UW-Milwaukee.
  • NOTE: this could take months for the faculty member to complete so no immediate action is needed 
• 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 (same time as the misconduct check). 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. 
  • Update Org Chart (if applicable)
  • Upload memo in ImageNow
• Close out recruitment - save recruitment documents and update candidate statuses 
• Send Preparing for New Hire email to the supervisor of the new employee 

• Task: Academic Faculty Partner (SMPH Faculty HR) and Academic Faculty Executive will approve academic appointment.  

• WRS Eligibility Review - Shared Services will receive this step to determine if the new hire is eligible for WRS. 
• Change Benefit Elections - This step will automatically complete daily. 
• Edit Service Dates - UW Shared Services will receive a task to update service dates. 

• Employee Self
  • 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.  
  • 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.  
  • 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.
• Manager 
  • Onboarding Setup - The Manager receives this task to set up onboarding messages. Once submitted, the new hire will receive onboarding tasks.  
  • 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