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 positions, acting or interim appointments to fill a vacancy or when an employee goes on leave.
Reminders:
- 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 position's 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.
- Once the two-year time period has been completed, here are some options:
- Instructional Academic Staff terminal appointments (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).
- If Research Professor or Teaching Professor track
- Review RP and TP Tracks - Position Requests & Hire Processes (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)
- FLSA - Madison will continue to utilize $43,888 as the salary threshold for FLSA exemption status
Recruitment Waiver Process
| Phase 1: Planning | |
| Workforce Planning |
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| Intake Form / Determine Waiver Reason |
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Collect CV/Resume |
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Obtain OHR Approval (if required) |
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| Phase 2: Build Waiver Job Requisition | |
| Create Waiver Job Requisition |
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| Position Recruitment Tracker (PoRT) |
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| Phase 3: Candidate Management | |
| Create Candidate | |
| Reference Checks and Misconduct Reference Check (MRC) |
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| Determine Hire Details |
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| Criminal Background Check |
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| Employment Agreement |
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| Move Candidate to Ready for Hire |
Once the candidate tasks are completed and employment agreement accepted, the Primary Recruiter will receive a task to move the candidate to Ready for Hire.
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Complete Hire
If Current Contingent Worker (CW)
Important: If the candidate is a current contingent worker (CW) - do not terminate the CW appointment before candidate has accepted their Employment Agreement. If the CW appointment is terminated, the candidate may lose access to their Workday account and be unable to login to accept their employment agreement.
- Review and confirm the details of the Hire that populated from the Employment Agreement.
- The Reason will auto populate as Hire Employee > New Hire
- End Contract Details section
- Enter a Contract End Date that is one day prior to the Hire Date that populated from the Employment Agreement.
- Last Day of Work will automatically update to match the new Contract End Date
- Select Reason: Voluntary > Contract Ended
- Do not select a secondary reason
- Pay Rate Type: Select as appropriate for the new hire
- Click ‘Submit’
- Notify the HR Ops Coordinator of the CW position that the CW contract ended and the employee has transferred into a paid position.
Follow the remaining steps in the New Hire - employee does not have an active job section>Change Organization Assignments because you have ended their CW contract and this is now a hire.
New Hire - employee does not have an active job
HRBP/FR - Initiate Hire
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:
- Job Title
- Business Title - Edit following Business Title Guidelines
- Pay Rate Type
- Optional: Additional Job Classifications
- Enter the fields in the Academic section, if C-basis:
- Annual Work Period
- Disbursement Plan Period
NOTE: The Annual Work Period and Disbursement Plan Period are used to determine if an employee can elect their pay to be distributed over 9 or 12 months. This field does not apply to 12-month employees or student assistants.
- Optional: Add any Attachments
- Submit
Up Next: Initiator | Edit Government IDs
Up Next: Initiator | Change Organization Assignments
- Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN. You will need to reach out to the employee to get their SSN or ITIN.
- This task will not appear if there is already an SSN or ITIN for the employee in Workday.
- If International Employee/Student without an SSN or ITIN ONLY:
- The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step.
- Task: Change organization assignments - These should carry over from recruitment.
- Confirm information:
- Funding - utilize your tracker to confirm/update the funding allocation fields.
- Compensation basis
- Position of trust status (must be accurate for the position not the person).
- Campus security authority
- Legacy - Leave this blank (this is only used if keeping a different AS or US class than the one they are moving into).
- Confirm information:
Up Next: Initiator | Propose Compensation Change
HRBP/FR - Propose Compensation Details
- Task: Propose compensation change - This information should not be updated if the employee already accepted an employment agreement.
- Do not fill out the additional information section with a start and end date
-
- [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions.
- For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'
- *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing.
- [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions.
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
Up Next: Up Next: If One-time payment, Compensation Partner | Approve
Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire
SMPH Compensation Team - One-time payment approval (if applicable)
- Task: Compensation Partner Supervisory - One-Time Payment
- Review and approve
HRBP/FR - Send Fiscal a Message
- Send a message to all of the fiscal contacts listed as next approvers.
- Note: If one-time payment requested, fiscal approvals are required after compensation approval.
- Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)
- Message:
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
- Funding
- (cost center, function, fund, driver worktag number)
- percentage of split
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
Find List of Next Approvers
- Go to your Task Inbox
- Click "Archive" and find "Create Position: POSITION NAME"
- Select "Process" tab and locate the name(s) of the fiscal approvers that you are "awaiting action"
- You can also see ahead to the remaining approvals in the process
Fiscal - Approve
- Task: Cost Center Accounting Specialist | Costing Allocation for Hire
Up Next: Approve Hire
HRBP/FR - Approve and find duplicates
Once fiscal enters the funding, HRBP/FR will receive the following tasks:
- Task: Hire: NAME - POSITION | Approve position
- The HR Partner approves the hire. This is the official completion step for the hire process. The worker record will have be created in Workday.
- Task: Find Duplicate New Hires
- Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.
Up Next: HRBP/FR | Add Probationary Period
HRBP/FR - Add Probationary Period, Edit Government ID, and Maintain Contract
- Task: Add Probationary Periods- The Process Coordinator can add a probation period, if necessary. This step is only required for academic staff or university staff.
- Academic Staff - Type: 'Evaluation Period' and Duration: 12
- University Staff - Type: 'Probationary Period' and Duration: 6
- Temporary Employee - Go to system gear button at the top and select "Skip task"
- Probation Review - leave schedule at 45 days
- Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
- This task will not appear if there is already an SSN or ITIN for the employee in Workday
- If international Employee/Student without a SSN or ITIN ONLY:
- The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step.
- Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details
- Select contract type and if terminal, enter an end date
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.
Add Job - employee will have a concurrent job
HRBP/FR - Initiate Add Job
Once the candidate accepts the offer, you will receive the following task.
- Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
- Action
- Add Additional Job
- Click Submit
- Action
- Task: Start Additional Job: [Candidate Name]
- NOTE: Some of the Job Details section may autofill depending on the Position selected
- Confirm/Enter an Effective Date.
- Confirm/Select a Reason.
- Confirm/Enter the fields in the Job Details section:
- Position
- Employee Type
- Job Profile
- Time Type
- Location
- Optional: Work Space
- Pay Rate Type - enter pay rate type
- Confirm the fields in the Working Time section:
- Scheduled Weekly Hours
- Optional: Utilize the Specify a Working FTE checkbox to specify a Working FTE %. Only check this if you know you should
- Optional: Work Shift
- Confirm/Enter the fields in the Additional Details section:
- Job Title
- Business Title - Edit following Business Title Guidelines
- Annual Work Period
- Disbursement Plan Period
- NOTE: The Annual Work Period and Disbursement Plan Period are used to drive if an employee elects their pay to be distributed over 9 or 12 months.
- NOTE: This field does not apply to 12-month employees or student assistants.
- Optional: Additional Job Classifications
- First Day of Work - enter first day of work
- Optional: Exclude from Headcount
- Confirm/Enter the fields in the Organization Assignments section:
- Optional: Assign Default Organization Assignments checkbox
- Cost Center.
- Legacy - leave this blank (this is only used if keeping a different AS or US class than the one they are moving into).
- Function
- Campus Security Authority
- Compensation Basis
- Position of Trust
- Optional: Add any Attachments.
- Click Submit.
NOTE: Click Save for Later if you would like to save your current progress before exiting the task.
Up Next: Propose Compensation
HRBP/FR - Propose Compensation Details
- Task: Propose compensation change -This information should not be updated if the employee already accepted an employment agreement.
- Do not fill out the additional information section with a start and end date
-
- Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA): confirm the TWA is entered correctly
- [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions.
- For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'
- *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing.
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
Up Next: Up Next: If One-time payment, Compensation Partner | Approve
Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire
SMPH Compensation Team - One-time payment approval (if applicable)
- Task: Compensation Partner Supervisory - One-Time Payment
- Review and approve
HRBP/FR - Send Fiscal a Message
- Send a message to all of the fiscal contacts listed as next approvers.
- Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)
- Message:
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
- Funding
- (cost center, function, fund, driver worktag number)
- percentage of split
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
Find List of Next Approvers
- Go to your Task Inbox
- Click "Archive" and find "Create Position: POSITION NAME"
- Select "Process" tab and locate the name(s) of the fiscal approvers that you are "awaiting action"
- You can also see ahead to the remaining approvals in the process
Fiscal - Approve
- Task: Cost Center Accounting Specialist | Costing Allocation for Hire
Up Next: UWSSS | Service Delivery
UWSS - Service Delivery (if add job eligible for time off)
- To do: Run time off results by period prior to add job
- Run time off results by period report including all time off plans and periods for the current balance period
- Save the report in worker documents to capture a "before" snapshot of balances
- Submit
Up Next: HR Partner Supervisory | Approval
HRBP/FR - Approve and Find Duplicates
- Task: “Start Additional Job: EMPLOYEE NAME”
- Review job details, clicking More Details for additional information
- Click Approve
- Task: Find Duplicate New Hires
- Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.
Up Next: HRBP/FR | Add Probationary Period and Maintain Employee Contract
HRBP/FR - Add Probationary Period, Edit Government ID, and Maintain Contract
- Task: Add Probationary Periods
- Academic Staff - Type: 'Evaluation Period' and Duration: 12
- University Staff - Type: 'Probationary Period' and Duration: 6
- Temporary Employee - Go to system gear button at the top and select "Skip task"
- Probation Review - leave schedule at 45 days
- Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
- This task will not appear if there is already an SSN or ITIN for the employee in Workday
- If international Employee/Student without a SSN or ITIN ONLY:
- The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step.
- Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details
- Select contract type and if terminal, enter an end date
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled
Up Next: Review Primary Job
HRBP/FR - Review Primary Job
DO NOT have security roles for employee's current supervisory organization
Current Position - HR Partner supervisory
- Task: “Primary Job Switch: EMPLOYEE NAME”
- Use this resource (Primary Job Decision Logic) to determine which job should be the primary job
- If the new job is not the primary job:
- Click the gear icon and select Skip this task
- Enter skip reason
- Click Ok
- If the new job is the primary job:
- Click the pencil icon
- Select Reason: Switch Primary Job > Primary Job Change > New Job is Primary
- Click Submit
Proposed position - HR Partner supervisory
- Task: “Primary Job Switch: EMPLOYEE NAME”
- Verify you agree with the primary job switch use this resource
- Approve
Have security roles for employee's current supervisory organization
- Task: “Primary Job Switch: EMPLOYEE NAME”
- Use this resource (Primary Job Decision Logic) to determine which job should be the primary job
- If the new job is not the primary job:
- Click the gear icon and select Skip this task
- Enter skip reason
- Click Ok
- If the new job is the primary job:
- Click the pencil icon
- Select Reason: Switch Primary Job > Primary Job Change > New Job is Primary
- Click Submit
Change Job - employee will transfer into a new job
Use this process if the employee has an existing job and you are trying to transfer them out of that job and into a new job. Refer to the Job Change Determinations KB to determine if the transfer is a demotion, lateral or promotion.
- Current supervisory organization: the supervisory organization of the job the employee is transferring out of
- New supervisory organization: the supervisory organization of the job the employee is transferring into
If initiator does NOT have security roles for the current supervisory organization
HRBP/HRA - Initiate Lateral Move/Promotion/Demotion
- Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
- Action
- Change Job
- Select the position they are moving out of
- Click Submit
- Action
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:
- Annual Work Period
- Disbursement Plan Period
NOTE: The Annual Work Period and Disbursement Plan Period are used to determine if an employee can elect their pay to be distributed over 9 or 12 months. This field does not apply to 12-month employees or student assistants.
- Cost Center
- Legacy - leave this blank (this is only used if keeping a different AS or US class than the one they are moving into).
- Function
- Campus Security Authority
- Compensation Basis
- Position of Trust
- Compensation
- Review Salary or Hourly section
- Do not fill out the additional information section with a start and end date
- Position
- Review and edit the fields in the various sections as necessary. NOTE: some of the details may autofill based on the position selected.
-
-
-
- Allowance - If Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA) is being awarded, confirm the TWA is entered correctly.
- [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions.
- For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'
- *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing.
-
-
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
-
Up Next: If One-time payment, Compensation Partner | Approve
Up Next: Cost Center Accounting Specialist | Assign Costing Allocation
SMPH Compensation Team - One-time payment approval (if applicable)
- Task: Compensation Partner Supervisory - One-Time Payment
- Review and approve
HRBP/FR - Send Fiscal a Message
- Send a message to all of the fiscal contacts listed as next approvers.
- Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)
- Message:
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
- Funding
- (cost center, function, fund, driver worktag number)
- percentage of split
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
Fiscal - Approval
- Task: Cost Center Accounting Specialist | Costing Allocation for Hire
Up Next: HRBP/FR | Approve Job
HRBP/FR - Approve and Find Duplicates
- Task: “Transfer/Promotion/Demotion: EMPLOYEE NAME”
- Review job details, clicking More Details for additional information
- Click Approve
- Task: Find Duplicate New Hires
- Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.
Up Next: HRBP/FR | Add Probationary Period
HRBP/FR - Add Probationary Period, Edit Government ID, and Maintain Contract
- Task: Add Probationary Periods
- Academic Staff - Type: 'Evaluation Period' and Duration: 12
- University Staff - Type: 'Probationary Period' and Duration: 6
- Temporary Employee - Go to system gear button at the top and select "Skip task"
- Probation Review - leave schedule at 45 days
- If the employee's current position has an active probation period that ends after the start date of the new position. Edit the employees current probationary period. Go to the employee record > action > job change > manage probationary period. Enter an end date for the current probation period prior to the effective date of the new job. Please add a comment on the probation end transaction that it is being ended early due to transferring to a new position.
- Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
- This task will not appear if there is already an SSN or ITIN for the employee in Workday
- If international Employee/Student without a SSN or ITIN ONLY:
- The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step.
- Task: Maintain employee contract - The process coordinator will receive a task to maintain the workers contract details
- If the employees current appointment end date is before the transfer date then you do not need to end the contract and you would put the status as active and enter the contract end date for the new appointment if the position is terminal or Faculty (the directions at the top of the workday screen are misleading for this situation).
- If the employees current appointment end date is after the transfer date then you would need to end the contract
- To end the current contract and create a new contract for the new position:
- Enter a Contract End Date that is one day prior to the effective date shown.
- Update the contract status to Inactive
- You will get a warning message alerting you that Workday has automatically adjusted the effective date after you enter the end date. This is the desired behavior and will not prevent you from submitting.
- You will have the opportunity to enter new contract details on the next screen.
- Select the contract type
- Enter contract end date, if position has an end date or is faculty (see link below)
- To end the current contract and create a new contract for the new position:
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- (If Limited appointment with backup appointment) Task: Contract: NAME
- Back Up Appointment: Select Academic Staff
- Add a comment
- Click Submit
- Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled
Up Next: If there are open tasks in employees inbox, Manage Business Processes for Worker
HRBP/HRA - Manage Business Processes for Worker
- If there are open tasks in employee’s inbox that need to be delegated/managed, cancel or reassign to another employee.
- Contact previous supervisory organization with questions.
If initiator has security roles for the current supervisory organization
HRBP/HRA - Initiate Move/Promotion/Demotion
- Task: Ready for Hire for Job Application: CANDIDATE NAME (Internal) - JRXXXXX POSITION NAME
- Action
- Change Job
- Select the position they are moving out of
- Click Submit
- Action
- Task: Transfer/Promotion/Demotion: [Candidate Name]
- Enter an Effective Date.
- Select a Reason.
- Confirm/Enter the fields in the Job Details section:
- NOTE: Some of the Job Details section may autofill depending on the Position selected.
- Position
- DO NOT SELECT "taking the position with them"
- DO NOT SELECT "Do you want to create a new position"
- Employee Type
- Job Profile
- Time Type
- Location
- Optional: Work Space
- Pay Rate Type
- Confirm/Enter the fields in the Working Time section:
- Scheduled Weekly Hours
- Utilize the Specify a Working FTE checkbox to specify a Working FTE %.
- Optional: Work Shift
- Confirm/Enter the fields in the Additional Details section:
- Job Title
- Business Title - Edit following Business Title Guidelines
- Annual Work Period
- Disbursement Plan Period
- NOTE: The Annual Work Period and Disbursement Plan Period are used to drive if an employee elects their pay to be distributed over 9 or 12 months.
- NOTE: This field does not apply to 12-month employees or student assistants.
- Optional: Additional Job Classifications
- First Day of Work
- Optional: Exclude from Headcount
- Confirm/Enter the fields in the Organization Assignments section:
- Optional: Assign Default Organization Assignments checkbox
- Cost Center.
- Legacy
- Function
- Campus Security Authority
- Compensation Basis
- Position of Trust
- Add comment (REQUIRED)
- “In the comments section provided, please give a detailed justification for the Change Job request. If this Change Job request originates from a recruitment process, please clearly indicate this in the comments section. (Change Job)”
- Click submit
- Leave Comment (paste the funding for fiscal)
- Approved JIRA funding we will use for the hire:
- [Copy and paste the approved funding from JIRA]
- Approved JIRA funding we will use for the hire:
Up Next: Propose Compensation
HRBP/HRA - Enter Compensation and Send Fiscal a Message
- Task: Propose compensation change - This information should not be updated if the employee already accepted an employment agreement.
- Review Salary or Hourly section
- Do not fill out the additional information section with a start and end date
-
- Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
- Enter TWA
- Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
- Send a message to all of the fiscal contacts listed.
- Note: Depending on security roles, additional approvals by the budget manager, grant manager, etc. may be required (look to see who else need to approve and copy all fiscal approvers on this email)
- Message:
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
- Funding
- (cost center, function, fund, driver worktag number)
- percentage of split
- [if one time payment was entered] this hire has a one-time payment so you approval for the one time payment of [hiring bonus/relocation] is required
- Funding for one-time payment
- (cost center, function, fund, driver worktag number)
- percentage of split
- Funding for one-time payment
- Funding
- I submitted a hire and the next step is fiscal approval. Please look in your Workday task inbox for "Assign costing allocation: EMPLOYEE NAME". Please review and update/approve position funding.
Up Next: Cost Center Accounting Specialist | Costing Allocation for Hire
Fiscal - Approval
- Task: Cost Center Accounting Specialist | Costing Allocation for Hire
Up Next: HRBP/FR | Approval
HRBP/FR - Approve and Find Duplicates
- Task: “Transfer/Promotion/Demotion: EMPLOYEE NAME”
- Review job details, clicking More Details for additional information
- Click Approve
- Task: Find Duplicate New Hires
- Ensure there are no duplicates. Click on the "Manage Duplicate hires twice to see the report and check if any of the employees identified are duplicates. If duplicate is found review manage duplicate hires.
Up Next: HRBP/FR | Add Probationary Period
HRBP/FR - Add Probationary Period, Edit Government ID, and Maintain Contract
- Task: Add Probationary Periods
- Academic Staff - Type: 'Evaluation Period' and Duration: 12
- University Staff - Type: 'Probationary Period' and Duration: 6
- Temporary Employee - Go to system gear button at the top and select "Skip task"
- Probation Review - leave schedule at 45 days
- If the employee's current position has an active probation period that ends after the start date of the new position. Edit the employees current probationary period. Go to the employee record > action > job change > manage probationary period. Enter an end date for the current probation period prior to the effective date of the new job. Please add a comment on the probation end transaction that it is being ended early due to transferring to a new position.
- Task: Edit Government IDs - enter/confirm an SSN (if the employee is a US Citizen) or ITIN.You will need to reach out to the employee to get their SSN or ITI.
- This task will not appear if there is already an SSN or ITIN for the employee in Workday
- If international Employee/Student without a SSN or ITIN ONLY:
- The Glacier Office will update the worker record with the SSN or ITIN once obtained. In these cases only, you can click submit to skip this step.
- Task: Maintain Employee Contract - The process coordinator will receive a task to maintain the workers contract details
- If the employees current appointment end date is before the transfer date then you do not need to end the contract and you would put the status as active and enter the contract end date for the new appointment if the position is terminal or Faculty (the directions at the top of the workday screen are misleading for this situation)
- If the employees current appointment end date is after the transfer date then you would need to end the contract
- To end the current contract and create a new contract for the new position:
- Enter a Contract End Date that is one day prior to the effective date shown.
- Update the contract status to Inactive
- You will get a warning message alerting you that Workday has automatically adjusted the effective date after you enter the end date. This is the desired behavior and will not prevent you from submitting.
- You will have the opportunity to enter new contract details on the next screen.
- Select the contract type
- Enter contract end date, if position has an end date or is faculty (see link below)
- To end the current contract and create a new contract for the new position:
- If Faculty hire (Tenure, CHS, CT RP, TP) complete steps outlined in [Link for document 151760 is unavailable at this time]
- Task: I-9 questionnaire (IGNORE this task - HR Ops will handle) - The HR Process Coordinator receives this step to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt. This task will continue to pop-up until handled
Up Next: If there are open tasks in employee inbox, Manage Business Processes for Worker
HRBP/HRA - Manage Business Processes for Worker
- If there are open tasks in employee’s inbox that need to be delegated/managed, cancel or reassign to another employee.
- Contact previous supervisory organization with questions.
Post Hire/Onboarding
HRBP/FR Send New Hire Notification
- Send New Hire Chart Email
HRBP/FR - Post Hire Completion Steps
- Task: Add Academic Appointment in Workday (ONLY Tenure Faculty) - If the new hire is in a Faculty job profile, the Academic HR Partner AU (HRBP) will receive this step to enter details about their academic appointment, such as tenure review dates.
- Task: Assign matrix organization (IGNORE this task - Faculty HR Associate Director will handle) (ONLY Tenure Faculty). Both the HRBP and Faculty HR Associate Director will receive this step to assign the appropriate matrix organization based on what the employee self entered in the Faculty Division Selection step below.
- NOTE: 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
- If Travel is required, screen on this requirement post-offer and before the start date. Use the Pre-Hire Driver Authorization Check Form to conduct the check.
- The candidate must provide a valid driver's license at the time of hire. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorized-driver (click on Become an authorized driver; then click on Required criteria).
- Save the completed Pre-hire Driver Authorization Check email in the personnel file for documentation of meeting this requirement.
- Enter operational area in HRMed.
- Update department org chart (if applicable)
- For Instructional Staff, enter degree data - It was optional for the candidate to enter this during their application. If they did not enter it, review their CV and enter the degree into Workday.
- If hiring an employee who will supervise other employees:
- Email Change in Supervisor memo to employees.
- If new org is needed, create a new sup org.
- Upload memo during workday transaction
- Update Org Chart (if applicable)
- 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
- Follow template steps to include all applicable onboarding tasks per hire grid.
- I-9
- I-9 questionnaire - You will receive this as the HR Process Coordinator to indicate if the employee will complete their I-9 in person, remotely, or if they are exempt.
- Ensure I-9 is completed within federal requirements
- If the employee is considered a Form I-9 Rehire, the I-9 Coordinator will receive a task to complete form I-9 section 3
- Manager & HR will receive Onboarding Setup task
- Leave the message as is. Update Helpful Contacts to include supervisor, HRBP, Department P&B, and HR Ops. Click submit.
- Ensure completion of required compliance training and tasks
- Receive CBC results from HireRight
- Direct any CBC issues or concerns to SMPH Employment Relations Manager, include the background check report in the communication
- Enter CBC results on the worker profile
- From the Workday Home Page, search for and select the name of the employee in search bar.
- Click Actions.
- Hover over Personal Data and select Start Background Check.
- Enter the type of background check into the Name field.
- Click Submit.
- The initiator of the background check will have a task in their My Tasks Select Background Check Overall Status to record the results of the background check on the Worker Profile.
- From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
- Click the Background Check task.
- Confirm the Status Date.
- Select a Status based on the results of the background check. Pending > Meet Company Standards
- Click Submit to update the status of the background check for the employee. This record will now live on the Worker Profile.
Central Benefits/UWSS
- Task: WRS Eligibility Review
- Task: Change Benefit Elections
- Task: Edit Service Dates - UW Shared Services will receive a task to update service dates.
Manager/Supervisor
- Task: 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.