This document provides HR Partners (HRPs) directions on how to convert a contingent worker to an employee role in Workday.
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· The Convert to Employee business process can only be performed for contingent workers who currently hold a position in Workday. If the worker’s contract has already ended, the Hire business process must be initiated instead, and the Existing Pre-Hire option should be selected. Please review the Hiring Employees from a Non-Competitive Search in Workday Knowledge Base Article for more information on this process.
· There must be an approved unfilled position with appropriate attributes available in the supervisory organization in which the contingent worker will be converted to an employee.
· For staff employees, it is important to initiate the background check (and any other employment eligibility requirements) as soon as the offer is accepted.
· Information required to complete the Convert to Employee process in Workday is:
· Employee’s legal name and contact information.
· When hiring someone with a diacritical mark in their name (such as tildes (ñ), umlauts (ü), or acute accents (á), etc.), do not use these marks when entering the worker’s name in Workday. Although Workday does accommodate the use of special characters, downstream systems on campus will not be able to process them, causing adverse impacts and preventing records from being processed in Payroll. A hyphen being included as part of a name is an acceptable character in Workday.
· Start and end date (if a fixed term employee).
· Scheduled weekly hours.
· Compensation and job details.
· Costing allocation details (FAS Account/Sub Account – soon to be known as COA/POETAF).
· Chicago ID.
· The UCAT Prefeed website should be used to find or create Chicago IDs for new hires. It is a good idea to search in UCAT for the Chicago ID before creating a new one, because new hires may already have a Chicago ID in UCAT.
1. Log into Workday using your CNET ID and password.
2. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.
a. Use the prefixes worker: or id: to refine your search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
3. Within the Employee’s Profile, select the Actions button located under their name and title on the left-side of the page. Hover over Job Change and choose Convert to Employee.
a. Make sure that the contingent worker has a valid email address on file in Workday, so they can receive the notification email with the Onboarding tasks.
i. Within the Employee’s Profile, select Contact on the left-side of the page to check for an existing email address. If no email address is present, select the Edit button to add it.
4. The Convert to Employee dialog box will pop up.
a. Confirm the correct supervisory organization is listed. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Supervisory Organization prompt box to select a different organization if needed.
b. Select OK.
c. Type in or use the calendar icon to select the Hire Date. Then, use the Hamburger Menu to the right of the Reason field to indicate why employee is being hired.
i. The Earliest Hire Date for the position must be before the actual Hire Date selected.
d. Go to the Job Details section and select the Position using the Hamburger Menu to the right of the prompt box.
i. After the position is selected, the Employee Type, Job Profile, Time Type, Location and Pay Rate Type automatically populate. This content appears highlighted in gray. Review the information to confirm accuracy and make changes if needed.
ii. If the office, cubicle, lab, or other campus area where the employee will be working is known, complete the Work Space field. This information can be modified later, once the Convert to Employee process is complete. Please refer to the Managing Work Location in Workday Knowledge Base Article to review instructions on how to do it.
e. Go to the End Contract Details section and type in or use the calendar icon to select the Contract End Date.
i. The Reason field will auto populate.
ii. Contract End Date must be before the Hire Date.
iii. Check the Close Position box to close the position in the employee’s former organization.
1. Take into consideration that closing a position is a permanent action. The position will not be available to be backfilled if closed.
iv. Check the Is this position available for overlap? box if it is anticipated to backfill the position before it is vacated. This will allow to temporarily put more than one worker in the position.
v. The Last Day of Work field will populate automatically after the Contract End Date has been entered. If required, update this field with the appropriate date.
f. Scroll down to the Working Time section and enter the Default Weekly Hours and the Scheduled Weekly Hours. Ensure they are updated accurately to calculate the correct FTE (Full-Time Equivalent).
i. Default Weekly Hours represent full-time hours at the University of Chicago. Default Weekly Hours should either be 37.5 (for salary employees) or 40 (for hourly employees).
ii. Scheduled Weekly Hours reflect the number of hours an employee is scheduled to work each week.
g. Select the small blue arrow to the left of the Additional Details section header to expand this segment and review and update the information if applicable.
i. For fixed term employees, enter an End Employment Date in the appropriate field under this section.
ii. If an Academic Pay: 9 over 12 job profile is selected, the Annual Work Period and Disbursement Plan Period fields must be filled out.
h. To attach supporting documentation, scroll down to the Attachment section at the bottom of the screen. Start uploading documents either by choosing Select Files and selecting the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add appropriate files. If an incorrect document is mistakenly uploaded, select the Trash Can icon.
i. Select Submit to continue.
5. A To Do to Start Background Check will appear in the Inbox.
a. Initiate the background check process by using the appropriate third-party agency website. If hiring for regular staff positions, start a Standard Background Check Package, unless otherwise noted on the Job Requisition. For temporary and non-benefits eligible staff positions, proceed with a Voluntary Background Check Package if the Job Requisition is posted.
b. Once background check has been initiated, navigate back to the Inbox by selecting the Mail icon in the top-right corner of the page, and further choosing the Start Background Check: Hire task on the left side of the screen.
c. Select Submit on the To Do step to move the process forward.
i. Be cautious with To Do steps in Workday. These steps instruct to complete an action outside of the business process. After completing the task, the To Do must be submitted, otherwise the business process will not route to the next step.
6. A dialog box pops up with the next task (Change Organization Assignments) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page, and further select the Assign Organizations: Hire task on the left side of the screen.
7. The Change Organization Assignments screen will show up next.
a. Review the information listed in the Organizations section and select the Pencil icon to modify any of the fields if necessary.
i. If UChicago HRMS Department account is not defaulted as desired, please update.
ii. If the worker is affiliated with an established external organization (i.e., Argonne, Fermi Lab, Marine Biological Lab, etc.), please indicate it in the Affiliated Organization field.
iii. Check FAS Account and FAS Sub Account (soon to be known as COA & POETAF) for accuracy. enter ONE FAS Account and ONE FAS Sub Account at this point as these accounts will be the default accounts for the position. The opportunity to enter additional accounts or overrides will occur during the Assign Costing Allocations step.
iv. If applicable, enter one or more values in the Time and Absence Management Handling field. Refer to the Changing Organization Assignments in Workday Knowledge Base Article for details on completing this field.
b. Select Submit.
8. A dialog box will pop up with the next task (Propose Compensation Hire) to complete. Select Open.
a. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or the Mail icon in the top-right corner of the page, and further select the Propose Compensation Hire task on the left side of the screen.
9. The Propose Compensation Hire screen will show up.
a. Review all fields in the Compensation section to confirm accuracy and make changes if needed using the Pencil icon.
i. Do not edit the Guidelines segment, because it displays the pay grade and is autogenerated by job profile.
1. If offering a pay rate that is outside (below or above) of the Total Base Pay Range, provide justification in the Comment box. HR-Compensation will review justification for pay rates that are outside of their base pay range.
ii. Exempt job profiles can ONLY have a Salary compensation plan. Non-exempt job profiles can ONLY have an Hourly compensation plan.
1. If entering compensation for a worker in the Salary plan, enter a monthly amount. If entering compensation for a worker in the Hourly plan, enter an hourly amount.
a. Only edit the Amount, do not change the Currency or the Frequency.
2. For fixed term employees, enter an Expected End Date and an Actual End Date. To do so, go either to the Salary or to the Hourly section (depending on the job profile), and select the small blue arrow to the left of the Additional Details header to expand this segment and add the information.
iii. If the employee will receive lump sum compensation over a period of time (term appointment), please leave all fields at this step blank. These details must be provided at the Add Period Activity Pay step.
1. Enter a comment on this page to indicate why compensation is blank (e.g., “This employee will receive Period Activity Pay”).
2. To delete pre-populated information, use the Cross icon to the right of the section to be removed.
b. After the review and editing is complete, select Submit.
10. At this point, the process is routed to the Budget Partner for approval. Once the proposed compensation is approved, and only for staff hires, the Recruitment and Retention Specialists Team will receive the business process to check employment eligibility requirements such as background check completion, drug screening, skills evaluation, etc., if applicable. The process will not move forward until these requirements are met.
a. If the employee is being hired into a BSD organization, the process may be sent to the Lead HRP or Lead Academic HRP depending on the Employee Type.
b. For academic, faculty and postdoctoral employee types, the next step of the process will be the Add Academic Appointment task. For detailed information regarding this task, review the Managing Academic Appointments in Workday Knowledge Base Article.
11. After the previous steps are completed, the Edit Other IDs task will appear in your Inbox. Select the Mail icon in the top-right corner of the page to go to your Inbox and find this task on the left side of the screen.
12. The Edit Other IDs screen will display.
a. Contingent workers should already have their Chicago ID populated in Workday. Go to the Proposed IDs section and check the Identification # field to verify the ID on file is correct. If not, update the Identification # field with the appropriate ID.
i. To search for a Chicago ID, go to the UCAT Prefeed website.
b. Select Approve.
13. A dialog box will pop up with the next task (Assign Costing Allocation for Hire) to complete. Select Open.
a. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or the Mail icon in the top-right corner of the page, and then select the Costing Allocation for Hire task on the left side of the screen.
14. The Assign Costing Allocation for Hire Employee screen will show up.
a. Under the Costing Allocation Details section, choose the Costing Allocation Level using the drop-down menu.
i. In most circumstances, select the Worker and Position level. If funding a specific earning for the employee differently than the rest of their salary, select the Worker, Position and Earning level of costing allocations and choose the Earning type. In this situation, the costing allocations for the earning will need to be set up first, and then another costing allocation will need to be assigned at the Worker and Position level so that the remainder of the salary has costing allocations assigned. For more information, see the Assigning Costing Allocations in Workday Knowledge Base Article.
b. Select the Add button to enter costing allocations.
i. Enter the End Date (all employees, excluding staff and tenured faculty, must have end dates assigned to their costing allocations).
ii. Insert rows as needed by selecting the Plus (+) icon.
1. Use the field under the Worktags column to type in the FAS Account and the FAS Sub Account (COA/POETAF) to override the default account values previously selected on the Change Organization Assignments task.
a. This step allows to override the default funding entirely with alternative accounts or override only a portion of the default funding.
b. Multiple accounts and sub accounts may be entered to fund a position or an earning.
2. Under the Distribution Percent column, type in the percentage of the salary or earning that will be paid from the specified account and sub account. The total must equal 100%.
3. Regardless of funding source or number of sources, all employees who receive compensation through Workday payroll are required to have costing allocations assigned.
iii. Select Submit when complete.
1. For academic and faculty employee types, the next step of the process will be a To Do step reminding the Academic HRP to only proceed to the next stage for individuals that have accepted an offer.
15. The process is routed to the employee to complete the following Onboarding tasks in Workday: Enter Personal Information, Enter Contact Information, Change Emergency Contacts, Edit Government IDs, Change Self-Identification of Disability, Change Veteran Status Identification, Complete Federal Withholding Elections, Complete State and Local Withholding Elections, Change Year-End Tax Document Printing Options, Complete Questionnaire, Review Documents, and Complete Form I-9.
a. Depending on how much information the employees completed in the Contract Contingent Worker business process, some of the Onboarding tasks listed above will not be required, as the information is already populated in Workday.
b. Employees will receive a notification from Workday to the email address on file on their contingent worker record with instructions for logging into Workday to complete the Onboarding tasks.
c. Foreign Nationals who do not have a Social Security Number or ITIN will enter their placeholder ID. Contact Payroll Services for a placeholder ID assignment or generate one from UCAT.
d. Foreign Nationals who are not U.S. Citizens nor Permanent Residents will receive an additional task to upload document UPP-192 Alien Determination of Residency. The UPP-192 is a paper form. It is recommended to distribute the document to these workers prior to the start of the onboarding process so they have the form to upload.
e. It is a good practice to provide workers with the Onboarding Tasks in Workday for New Hires Knowledge Base Article to aid in the process.
16. After the employee submits Onboarding tasks, a task will appear in the Inbox to review Form I-9. Select the Mail icon in the top-right corner of the page to go to your Inbox and choose Complete Form I-9 on the left side of the screen.
17. The Review Form I-9 screen will display.
a. Review Section 1. Employee Information and Attestation for completeness and accuracy.
i. If mistakes are identified while going through the first section, select the Send Back button at the bottom of the page to send Form I-9 back to the employee for them to correct. Use the comment box to indicate why the form is being sent back. The employee will receive an action item in their Inbox to make corrections and submit the task again.
b. Complete Section 2. Employer or Authorized Representative Review and Verification. This part must be completed and signed within 3 business days of the employee's first day of employment.
i. Fill out the fields in the appropriate section (List A, or List B AND List C) depending on the type of document(s) presented by the employee.
1. Employees must present unexpired documentation that establishes their identity and employment authorization. The USCIS has established 3 Lists of Acceptable Documents: List A (documents that show both identity and employment authorization), List B (documents that show identity only) and List C (documents that show employment authorization only). Workers may present either one selection from List A or a combination of one selection from List B and one selection from List C.
2. Physically examine the unexpired document(s) the employee presents from the Lists of Acceptable Documents to complete the fields in Section 2.
c. Enter the Employee's First Day of Employment (this field is right above the Signature of Employer or Authorized Representative section header).
d. Go to the Signature of Employer or Authorized Representative section, review all fields for accuracy and edit if needed. Check the I Agree box.
i. If the I-9 completion is overdue, Workday will activate the field Overdue Reason under this section to provide a justification for not complying with the deadline.
e. Attach supporting documentation in the Attachment section at the bottom of the screen. Start uploading documents either by choosing Select Files and selecting the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add the files. If an incorrect document was mistakenly uploaded, select the Trash Can icon.
18. A dialog box will pop up with the next task (Final U.S. Employment Verification Status) to complete. Select Open.
a. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or the Mail icon in the top-right corner of the page, and then select the Complete Form I-9 task on the left side of the screen.
19. The Final U.S. Employment Verification Status screen will show up.
a. Go to the Verification section and enter or change the U.S. Employment Verification Status and the Final E-Verify Case Number.
i. For non E-Verify cases, select Employment Authorized as the employment verification status, and enter N/A in the Comment section.
20. The Shared Services Office (or Work Study Administrator for Work Study positions) will complete the next step: Assign Pay Group. Payroll receives any compensation for processing on the next applicable pay period. After the pay group is assigned, the process routes to a Benefits Partner for the Update Benefits Annual Rate task.
21. Once this step is completed, the Add Period Activity Pay task in your Inbox (if applicable) will appear.
a. The recommended use for period activity pay is for compensation that is not scheduled to last 12 months or more in duration. Caution should be used when using period activity pay as the means for compensating an employee. If a salary plan with monthly pay or a one-time payment could be used to compensate the employee, please be advised that these methods are preferable due to the flexibility in altering the terms of the compensation later.
b. If period activity pay must be used, please ensure that the Start Payment Date indicates the current date or a future date.
c. If no period activity pay will be administered, skip the task.
i. To skip this task, choose the Gear icon on the top-right section of the screen and select Skip this Task. Indicate the reason why this task is being skipped in the Skip Reason box.
ii. It is important to act on this task as soon as possible, to allow seamless continuity of the process.
22. Finally, the process goes back to the employee to complete the last 3 tasks: Add Payment Elections, Change Benefits Elections, and Enroll in cAlert/UCM Everbridge system notifications.
a. Benefits eligible employees have 31 days from their hire date to elect benefits.