Avoiding Duplicate Hires in Workday


Purpose

This document provides HR Partners (HRPs) directions on how to search Workday for the name of an employee to avoid a duplicate hire prior to starting the hire process.

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Keep in Mind

· Creating a duplicate record for a worker can cause significant adverse issues that will be further compounded if the employee is paid on both records. Remember to check that you are not hiring someone who already has a record in Workday.

· If the individual is returned as a search result because they already have an active record in Workday, initiate either the Change Job or the Add Additional Job business process instead of hiring them.

· If unsure whether the employee already has a record in Workday, please contact the Service Desk at (773) 702-5800, or submit an Ask a Human Resources Question request.

· You will need a unique identifier (name, Chicago ID, or SSN) to use to search for the individual you intend to hire.

· The UCAT Prefeed website can be utilized to search for previously assigned Chicago IDs and CNET IDs.

Steps

1. Log into Workday using your CNET ID and password.

2. Use the search box at the top of the screen to find duplicates by typing in the unique identifier (name, Chicago ID, or SSN) and pressing Enter to run the complete search.

a. When searching by name, try different forms of the name (e.g., John, Jonathan, etc.). Remember that Workday only needs three characters to run a search, and partial searching is allowed.

i. Workday search includes all results with the entered letters in the sequence you typed them. For example, if you type dave, the search will include results such as Dave Matthews, Daveed Diggs, and Marcus Davenport, but it would not include David Bowie.

ii. Always look at the left side of the screen and select the More Categories option (rather than Saved Categories) to review search results in all Workday categories.

b. When searching by Chicago ID or SSN, don’t forget to type in the prefix id: and the unique number in the search box at the top of the screen.

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

3. Particularly for staff members, try searching UCAT to determine if the employee has a pre-existing Chicago ID or CNET ID. UCAT can search on name, SSN, birthdate, CNET ID, Chicago ID, or Student ID. Use the results to search for the person in Workday.

a. Students should always have a Chicago ID and will not need a new Chicago ID created for them.

b. When searching for an individual in UCAT, make sure you add the wild card (*) in the name fields (e.g., search for chris* or thom*) when uncertain of the value (i.e., if there is a possibility the last name could be recorded differently in UCAT). That will help to catch cases where a person returns to campus with a newly hyphenated name or unusual spellings.

c. Try searching in several different ways using the various pieces of data before assuming there is no match.

d. SSN is not the best unique identifier to search for in UCAT. Many records, such as student and alumni records, do not always contain an SSN, so searching using this field can prevent you from seeing a current record.

e. If you find a record for someone with the same name but aren’t sure whether your new employee had a previous affiliation, ask the person to confirm if they were previously employed by UChicago or if they were students in the past.

4. If starting the Hire process, and any of the Alerts below display, there is a duplicate record for this employee. Reach out to Service Desk at (773) 702-5800, or submit an Ask a Human Resources Question request before proceeding.

a. On the Edit Other IDs step, an alert saying: “Enter an identifier that isn’t already in use”.

b. On the Edit Government IDs task of the Onboarding step, an alert that says: “This national identifier you entered is already in use. Verify that the information is accurate”.