HR Payroll Benefits - Worker Sub-Types for Employee Positions in Workday

Purpose

This document provides HR Partners (HRPs) with a list of worker sub-types for employee positions, along with their definitions, within Workday.

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Keep in Mind

When creating a position in Workday for a worker classified as an employee, HRPs must select the appropriate Worker Sub-Type from the given options. This step is crucial to ensure the correct classification of workers within the system.

Worker Sub-Types

Worker Sub-Type	Description	What it drives	Examples
Faculty	For any tenure track faculty.	- Benefits eligible. - No Background Check Required. - No End Employment Date. - Faculty status.	Assistant Professor, Associate Professor, Professor.
Academic	For any other academic appointee whose initial appointment is greater than or equal to one year.	- Benefits eligible. - No Background Check Required. - No End Employment Date. - Other Academic Appointee (OAA) status.	Clinical Assistant Professor, Research Associates, Professor SOM, Institute Fellows.
Temporary Academic	For any other academic appointee whose initial appointment is less than one year.	- Non-benefits eligible. - No Background Check Required. - Requires End Employment Date. - Other Academic Appointee (OAA) status.	Lecturer, Adjuncts, Visiting Scholars, Visiting Professors.
Postdoctoral	For any worker with a postdoctoral appointment, who has already received a PhD and is engaged in mentored training.	- Postdoctoral benefits eligible. - No Background Check Required. - Requires End Employment Date. - Postdoctoral status.	Postdoctoral Scholars, Postdoctoral Fellows.
Staff	For any worker with an indefinite job regardless of part time or full time status.	- Benefits eligibility. - Eligible for Paid Time Off (PTO). - Background Check Required. - No End Employment Date. - Staff status.	Business Administrators, Grant Administrators, IT Analysts.
Temporary Staff	For any worker with a temporary staff position regardless of part time or full time status. A job is considered temporary if the position is expected to continue for less than 12 months.	- Non-benefits eligible. - Eligible for Paid Time Off (PTO) in accordance with Policy 509 and Policy 512. - Background Check Required. - Requires End Employment Date. - Temporary status.	Temporary Office Support, Temporary Technical Support.
Seasonal	For any worker in a position that is for a temporary need, regardless of part time or full time status, that is defined by the time of year and service is not continuous.	- Non-benefits eligible. - Eligible for Paid Time Off (PTO) in accordance with Policy 509 and Policy 512. - Background Check Required. - Requires End Employment Date. - Temporary and seasonal status.	Graham School Instructional Staff, Lab School Summer Staff.
Student	For any worker who holds a student status at the University (and reflects as such in the Academic Information System – AIS) regardless of academic appointment.	- Non-benefits eligible. - Eligible for Paid Time Off (PTO) in accordance with Policy 509 and Policy 512. - No Background Check Required. - Requires End Employment Date. - Student status, classifications, and exceptions.	Pedagogical Training Assignment, Clerical Student Office Assistants, Research Training Assignment A & B.

Faculty and Academic employees do not accrue Paid Time Off (PTO), such as vacation and personal holidays, but instead work with their units to determine paid time off usage.
Postdoctoral employees are eligible for paid sick leave of up to 12 days per twelve-month appointment period. Postdoctoral workers with appointments of less than twelve months are eligible for sick leave in proportion to the appointment period.
Part-time Staff employees working 19.5 hours per week or less are not eligible for benefits. Similarly, employees in Seasonal, Temporary, and Student positions are also not eligible for benefits.
- These employees must adhere to the 1,000-hour rule as per the Employee Retirement Income Security Act (ERISA) guidelines. According to this rule, employees who complete 1,000 hours of service in a 12-month period qualify to participate in any retirement plan offered to full-time employees and will receive a portion of the benefit proportional to their hours worked.
Any employee, including Students, working an average of 30 hours per week over a 10-month period, will be eligible for the UChicago ACA Benefits Plan.
Typically, Students can only hold part-time positions and cannot work more than 20 scheduled hours per week. They may be classified into a federal work study (FWS) position if receiving an award through financial aid.