Adding an Additional Job in Workday


Purpose

This document informs Human Resource Partners (HRP’s) how to add an additional job to a worker record in Workday. This document discusses the process for Staff, Temporary, Seasonal, Student, and Academic workers.

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Keep in Mind

General

· Add Additional Job is used to hire workers into an additional position.

· This business process is common for student employees, though Staff, Seasonal, Temporary, and Academic employees can hold more than one job.

· HR Partners and Academic HR Partners can view limited job details for workers that belong to other supervisory organizations.

· For any job that is anticipated to extend beyond a three-month period, a position must exist in the HRP’s supervisory organization to complete the Add Additional Job business process.

· If the employment duration for a position is expected to be three months or less:

· Initiate a One-Time payment if the employee belongs to your supervisory organization.

· Submit a request via ServiceNow if the employee is outside your supervisory organization. This will prompt the Data Management Specialists to initiate and process a One-Time Payment.

· The Effective Date of an Add Additional Job needs to be the start of the next pay period. Please use the University Payroll Paydates documents located here.

· The following information is needed to complete the Add Additional Job business process:

· Worker’s Name

· Supervisory Organization

· New Position Details

· Compensation Amount

· FAS Accounts and Sub Accounts (Soon to be known as COA/POETAF)

Staff, Temporary, or Seasonal Employees

· The initiation and entering of job details for Adding an Additional Job is completed by the HRP but the remainder of the process routes to Data Management Specialists (DMS) to complete Proposing Compensation, Changing Organization Assignments, Assigning Costing Allocations, and Assigning the Pay Group.

· The HR Partner can request an Add Additional Job via a ServiceNow ticket where the Data Management Specialists initiate and process the add job.

Student Employees

· Students cannot work more than 20 hours per week. Workday will not stop HRP’s from adding a job even if it will put students over 20 scheduled weekly hours. Therefore, check the student’s profile first to ensure they are not scheduled over this threshold.

· If a student will be scheduled for more than 20 hours per week, permission must be granted from the Dean of Students. Undergraduate students must complete a petition process that can be initiated by the student by emailing studentemployment@uchicago.edu.

· During the summer, graduate and undergraduate students not enrolled in classes, or enrolled less than ½ time, can work a maximum of 40 hours per week.

· If a student does not have a current wage-earning position and payment is through a One-Time Payment, the Add Job business process must be used. To compensate the student, a position with the appropriate student attributes must exist in your supervisory organization first.

· HRP’s and Academic HRP’s can only see student registration statuses for students that work in their supervisory organization.

· PhD Primary Funding Positions

· Student positions with the Job Profiles listed below are not added into Workday by the HRP. Instead, they are added by the Dean of Students (DOS) Office.

· Pedagogical Training Assignment (PTA)

· Nominal hours are 10 hours

· As of 7/1/23, the following Job Profiles should no longer be used and should be replaced with PTA:

· Instructor, Instructional Grader, Language Assistant, Lecturer, Preceptor, Masters Program Preceptor, Teaching Assistant, Teaching Intern, Teaching Lab Assistant, Writing Intern, and Writing Lector

· Research Training Assignment (RTA) A

· Nominal hours are 10 hours

· Research Training Assignment (RTA) B (Tuition Rem)

· Nominal hours are 10 hours

· Fellowship Stipend

· No primary funding from the University

· Each quarter the DOS identifies their PhD students and sends the required positions directly to Payroll to be added into Workday.

· HRPs do not have visibility into these positions because the students are in a Supervisory Organization viewable by the DOS, not managed by the HRP.

· Student Employment Administrators (SEA) & Payroll handle the onboarding process, not HRP’s.

· These positions are always paid on a monthly/salary schedule.

· Any issues associated with PhD primary funding can be sent directly to the student’s DOS and/or UChicagoGRAD (gradhelp@uchicago.edu).

· For PhD, Masters/Professional, and Undergraduate students completing non-required teaching (teaching that is in addition to any academic or funding requirement), use Student Teaching Support (STS) Graduate or Student Teaching Support (STS) Undergraduate Job Profiles located within the Exempt Student Roles Job Family.

· HRP must confirm approval from the intended student hire’s DOS before initiating the Add Job process and indicate the DOS’s approval in the comments section of the business process or upload the approval to Worker Documents. See the Uploading Documents to Worker Profile in Workday Knowledge Base article for further instructions.

· An Enter STS Course Information To Do routes to the HRP after Student Employment Administrators assign the pay group. HRP must indicate course information and type of position within this To Do. Follow the Help Text at the top of this To Do for successful completion.

· Nominal hours are 5, 10, 15 or 20 hours.

· HRP’s handle the onboarding process.

· These positions are always paid on a bi-weekly schedule, using Period Activity Pays.

· Amounts are set by the department/division.

· For PhD, Masters/Professional, and Undergraduate students completing research that is not considered primary funding, use the Research Assistant D (non-exempt) Job Profile located within the Student Research Job Family. For this Job Profile, note the following:

· Students in this Job Profile should always be performing research.

· If the student is not participating directly in research, use the Student General Asst or Cler-Student Office Asst Job Profiles.

· Nominal hours are not pre-determined but should be an accurate estimate of effort each week.

· HRP’s handle the onboarding process.

· These positions are always paid on a bi-weekly schedule, paid hourly.

· One-Time Payments are not an option for research done outside of primary funding.

· UChicago students that work with non-degree seeking students must be placed into one of the following Job Profiles (located within the Exempt Student Roles Job Family):

· Non-Degree Program – Assistant

· Non-Degree Program - Lead

Academic Employees

· Do not use the Add Job process for faculty/academic employees that have secondary academic appointments. Instead, refer to the Managing Academic Appointments in Workday Knowledge Base article and complete the Add Academic Appointment business process to add a secondary academic appointment for a faculty or academic employee.

Steps

Initiating Adding an Additional Job

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 the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. For students, check their Current Positions and Weekly Hours to ensure the additional job will not take them over the 20 hour per week threshold.

a. Within the student’s profile select Job on the left-side of the page.

i. Select All Jobs at the top of the page to view the student’s Current Positions and Weekly Hours.

4. Within the Employee’s Profile, select the Actions button located under the worker’s name and title on the left-hand side of the page.

a. Hover over Job Change and select Add Job.

Entering Job Details

5. A new window will populate. The Supervisory Organization and Employee will auto-fill. Select OK.

a. Caution: Supervisory Organization may default to your own personal employee supervisory organization and not the supervisory organization of the new job being added. Change to the new job’s supervisory organization if this occurs.

6. Input the Effective Date. The Reason code will auto-fill.

7. Fill in Job Details.

a. Position – select the new position to be added.

i. For staff, seasonal, and temporary positions:

1. Search Positions With Job Requisitions since they do require requisitions.

ii. For student positions:

1. Search Positions Without Job Requisitions since they do not require requisitions.

b. Employee Type – auto-fills once position is selected.

c. Job Profile – auto-fills once position is selected.

d. Time Type – auto-fills once position is selected.

i. Student positions are always Part-Time.

e. Location – auto-fills once position is selected.

f. Workspace – may not auto-fill, select specific workspace for employee.

g. Pay Rate Type – auto-fills once position is selected.

i. Note: If any of the above fields do not auto-populate, utilize the hamburger menu (the icon with 3 dots and 3 dashes) to select the appropriate information.

8. Complete Working Time

a. Default Weekly Hours – Input 37.5 hours for exempt positions or 40 hours for non-exempt positions.

i. When adding Default Weekly Hours it will reset Scheduled Weekly Hours to the default.

ii. Re-adjust Scheduled Weekly Hours after completing this step.

b. Scheduled Weekly Hours – enter the number of hours that will be worked each week in the new position.

c. FTE (Full Time Equivalency) – Should be less than 100% for part-time workers. This percentage will auto-fill based on Scheduled Weekly Hours and Default Weekly Hours.

i. Note: Make sure FTE (Full-Time Equivalency) percentage aligns with Time Type. (i.e., an FTE of 100% must have a Time Type of Full-Time whereas an FTE of 25% must have a Part-Time Time Type.)

9. Complete Additional Details

a. Job Title – auto-fills.

b. Business Title – auto-fills.

c. First Day of Work – auto-fills and should match the Effective Date.

d. End Employment Date – enter the date the position will end. This is required for Temporary, Seasonal, and Student positions.

e. Attachments – If position is a student Federal Work Study (FWS) then the FWS form must be uploaded here. For all other positions, attachments are optional.

10. For Staff, Seasonal, and Temporary workers:

a. In the Comments box, enter the following information to be used by DMS’s to complete the remainder of the process:

i. Proposed Compensation Rate – monthly or hourly.

ii. FAS Account(s) and Sub-Account(s) funding the position (soon to be known as COA/POETAF).

iii. Costing Allocation Level – either “Worker and Position” or “Worker, Position, and Earning.”

iv. If the add job requires a Period Activity Pay (PAP), note that HRP will complete the PAP here so the DMS’s are aware.

v. Select Submit.

11. For Student workers, Comments box is optional except for Student Teaching Support (STS) Graduate & Student Teaching Support (STS) Undergraduate Job Profiles. For positions with STS job profiles, add DOS approval. Select Submit.

Proposing Compensation

*For Student workers, this step routes to the HRP as a Workday inbox task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.

12. If compensation is changing from the Default Compensation amount, complete Propose Compensation Hire. If compensation will remain at the default, select Submit and move forward to Change Organization Assignments. If worker will be compensated by a Period Activity Pay (PAP) or by a One-Time Payment (OTP) then delete out the current compensation package by selecting the X in the top-right corner of the package and then add a comment indicating the worker will be paid by PAP or OTP.

a. Complete Propose Compensation Hire.

i. Under Guidelines, view the Total Base Pay Range to determine whether the employee is paid a salary or an hourly wage, and to see the compensation range the employee's pay must fall within.

ii. Depending how the employee is paid, select the pencil icon under Salary (for monthly-paid workers) or under Hourly (for bi-weekly paid workers) to edit compensation under the Amount field.

1. Most student positions are Hourly.

iii. Frequency will auto-fill based on the position being added.

iv. If editing Salary, first expand the Additional Details section by selecting the small blue arrow to the left of the section header. Then, add an Actual End Date of the position for exempt fixed-term employees.

v. If proposing a compensation amount that is outside (below or above) of the Total Base Pay Range, a justification must be provided in the Comment box and supporting documentation must be attached. The sub process will route to compensation for review.

vi. Once changes are made, select Submit.

Changing Organization Assignments for Adding an Additional Job

*For Student workers, this step routes to the HRP as a Workday inbox task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.

13. This step is simply a review step. If changes to the FAS Accounts or FAS Sub Accounts (soon to be known as COA/POETAF) are needed, these adjustments can be made in the next step of assigning Costing Allocations.

14. Select Submit and move forward to Assign Costing Allocations.

Assigning Costing Allocations for Adding an Additional Job

*For Student workers, this step routes to the HRP as a Workday inbox task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.

15. Complete Assign Costing Allocation.

a. Under Costing Allocation Details, select the Costing Allocation Level of Worker and Position or Worker, Position, and Earning.

i. Worker and Position – Select this option if employee will be paid for their position only.

ii. Worker, Position, and Earning – Select this option if employee will be paid for their position and receive specific earnings such as overtime, administrative supplements, allowances, vacation, etc.

b. Under Earning, select the Add button to add specific FAS Accounts and FAS Sub-Accounts (soon to be known as COA/POETAF) to fund this position.

i. If needed, add multiple costing allocations by selecting the plus sign in the top-left corner of the Costing Allocation table.

ii. It is possible to override the Default accounts by adding in new account numbers under the Worktags field.

iii. Input the desired Distribution Percentage for the FAS account(s) and sub-account(s) at-hand.

iv. Select Submit.

16. The process then routes to the new hire to complete onboarding (if this is their first wage-earning position) or routes to Student Employment Administrators to Assign the Pay Group. If onboarding is required, process will route to SEA’s after new hire completes onboarding.

Enter STS Course Information Task for Adding an Additional Job

STUDENT EMPLOYEES ONLY

*For Staff, Seasonal, and Temporary workers, skip to the Adding a Period Activity Pay for Adding an Additional Job section of this document.

*For applicable student workers, this step routes to the HRP as a Workday inbox task after SEA’s Assign the Pay Group.

17. Within the Enter STS Course Information To Do, select the View Selected Additional Data button.

18. A new screen will appear.

a. In the For field, either copy and paste the position number (suggested) or enter the worker's name to locate the position record. If you're using the worker's name as a search criterion, ensure you select the correct Student Teaching Support (STS) position.

i. Do not select the worker record. A worker record is indicated by a result that begins with a worker’s name rather than beginning with a position number.

1. Worker Record Example: Cosmo Kramer Lifeguard | ATH: Lifeguards.

2. Position Record Example: P12345678 Student Teaching Support (STS) Graduate – Cosmo Kramer (+))

b. Leave the Effective Date field blank.

c. In the Custom Objects field, select STS Course Information.

i. If this option is not available, make sure the For field contains a position record that starts with a position number, NOT a worker record that starts with a person's name.

d. Select OK.

19. A View Selected Additional Data page will populate. Within this page, select the Edit button.

20. An Edit Additional Data window will open.

a. Under the STS Course Information header, within the table, select the plus sign to add a row.

i. IMPORTANT: Add a new row for each course the student is teaching.

b. Enter the Course Number, Course Section(s), and AIS Teaching Roles for each course the student is teaching.

c. Once all course information is entered, select OK to return to the Edit Additional Data window.

21. In the Edit Additional Data window, select Done.

22. REMEMBER: Return to your Workday inbox and re-locate the Enter STS Course Information To Do and select Submit. The Add Job business process cannot move forward to Add Period Activity Pay until this To Do is submitted.

Adding a Period Activity Pay for Adding an Additional Job

*For Student, Staff, Seasonal, and Temporary workers, this step routes to the HRP as a Workday inbox task, if applicable.

23. When Adding an Additional Job, a Period Activity Pay can be used, if applicable.

a. For students, Period Activity Pay must be used when a student is in a Student Teaching Support (STS) Graduate or a Student Teaching Support (STS) Undergraduate Job Profile.

24. See the Managing Period Activity Pay Assignments in Workday Knowledge Base article for steps on how to complete a Period Activity Pay.