This document provides HR Partners (HRPs) directions on how to hire employees from a non-competitive search in Workday.
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· Human Resources Policy 202 – Talent Acquisition must be adhered prior to initiating the Hire process.
· Hiring from a non-competitive search occurs when the position was not posted and is common for the seasonal and temporary worker sub-types.
· As of June 28, 2021, all UChicago staff, seasonal, and temporary staff positions must have an associated job requisition in order to complete the Hire, Add Additional Job, or Change Job processes.
· It is best practice to search Workday for the name of the employee to avoid a duplicate hire prior to starting the Hire business process. If the individual already has an active record in Workday, initiate the Change Job or the Add Additional Job business process instead. Please review the Avoiding Duplicate Hires in Workday Knowledge Base Article for more information on how to determine if a worker already exists in Workday.
· This process described in this document is used for students who do not have a record in Workday at all (because they neither hold a wage-earning position nor receive any form of stipend, grant, or reimbursement), or for students who have been terminated in Workday and will be rehired.
· Starting the Hire process for a current employee has the potential to create two records for the same person.
· Completing the Change Job or the Add Additional Job process will bypass the Onboarding process which, if the employee is already in Workday, has already been completed.
· There must be an approved unfilled position with appropriate attributes available in the supervisory organization in which the employee will be hired. It is important to remember that a position exists in Workday independent of a worker.
· Background check, if applicable, must be initiated by the HRP.
· The information required to complete the Hire 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 hire 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.
· If backfilling a position that hasn’t yet been vacated, check the “Is this position available for overlap?” box when processing the Termination or Change Job business process. This will allow the ability to temporarily put more than one worker in a position.
· To see where the Hire business process is sitting, navigate to the Archive tab of your Inbox and choose any of the tasks, related to the process, that have been submitted. The View Event screen will display. In the Overall Process field, select Hire: Employee Name, and go to the Process tab where details of the business process history (including the step, the status, and the person who is assigned to the task) are displayed.
· If a mistake is made in any of the tasks after submission, contact the individual(s) who are responsible for the next step of the business process. They may be able to send the process back to you to correct. If the process has moved on to a central role, contact the Service Desk at (773) 702-5800, or submit an Ask a Human Resources Question request.
· Alternatively, canceling the business process can be completed by using the Related Actions icon (the icon made of a small rectangle with three dots in the middle) to the right of the process name. Hover over Business Process and then select Cancel.
· If the new hire does not show up to work (i.e., a no call no show), contact the Service Desk at (773) 702-5800, or submit an Ask a Human Resources Question request so that they may rescind the Hire process.
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 Hires
· For new academic hires or out-of-track-promotions (i.e., a Lecturer that is promoted to Assistant Professor), the position must be posted in Interfolio according to Provost requirements.
· A new academic hire is defined as a worker who currently does not have an academic appointment.
· For searches being administered through Interfolio, the Hire process should be initiated prior to the offer being made. The offer should not be made until the Academic Administrator has approved all Academic Appointments.
· Any proposed secondary appointments included in the case file must also be submitted in Workday by the appropriate Academic HR Partner before the Provost Office will approve all appointments.
· The Academic HR Coordinator can complete all steps up through Change Organization Assignments (step 2g). All steps after Change Organization Assignments must be completed by the Academic HRP.
1. Log into Workday using your CNET ID and password.
2. To Hire an employee for a position that was NOT POSTED through Workday Recruiting:
a. Find the supervisory organization where the unfilled position resides. To do so, type in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with your search criteria will populate. Select the desired result.
b. From the Supervisory Organization screen, go to the Staffing tab, and locate the unfilled position under the section Positions without Job Requisition.
i. Review the attributes of the position (Job Family, Job Profile, Job Profiles for Job Family, Location, Availability Date, Earliest Hire Date, Time Type, Worker Type and Worker Sub-Type) to ensure no changes are required. If modifications are needed, select the Related Actions icon to the right of the position’s title, choose Position Restrictions, and then Edit Position Restrictions. Pick a Position Change Reason, make necessary updates and select Submit.
c. To initiate the Hire business process, select the Related Actions icon to the right of the position’s title, hover over Hire, and choose Hire Employee.
i. The Hire process can also be initiated by selecting Menu in the top-left corner and choosing the Hiring App. Under the View menu, select Hire (Create Pre-Hire) to start the process.
d. The Hire Employee screen will show up.
i. If initiating the process from the Supervisory Organization screen, ensure the correct position populated. To edit, use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Position prompt box.
ii. If starting the process from the Hiring App, use the Hamburger Menu to the right of the Supervisory Organization prompt box to choose proper supervisory organization.
iii. Select the appropriate option button: Existing Pre-Hire or Create a New Pre-Hire.
1. If choosing the first option, utilize the Hamburger Menu to the right of the corresponding prompt box to find an existing pre-hire. If multiple people are listed with the same name, select the Related Actions icon next to the name of the pre-hire to verify the email address.
2. If choosing the Create Pre-Hire option, select OK to continue, and fill out the fields. Fields identified with a red asterisk are required for submission.
a. Under the Legal Name Information tab, enter the First Name and Last Name.
i. If another pre-hire already exists with the same name and is available for hire, an error will occur. Check the Allow Duplicate Name box to create this pre-hire with the duplicate name.
b. Under the Contact Information tab, scroll to the Email section, select the Add button, enter the email address, and choose the Type (either Home or Work).
i. The new worker will be given the opportunity to review and update their contact information during the Onboarding tasks, which occur later in the Hire process.
iv. Type or use the calendar icon to select the Hire Date and use the Hamburger Menu to the right of the Reason field to indicate why employee is being hired.
1. Hire dates in the past can be entered; however, always strive to meet the I-9 compliance regulations (employees should be properly verified within 3 business days of hire).
2. To bridge service date for employees that were previously laid off or were formerly employed by the Medical Center or affiliate, indicate this in the comments section. Benefits will ensure the service dates are bridged.
v. Go to the Job Details section and select the Position (if not already populated) using the Hamburger Menu to the right of the prompt box.
1. 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.
2. If the office, cubicle, lab, or other campus area where the new hire will be working is known, complete the Work Space field. This information can be modified later, once the Hire process is complete. Please refer to the Managing Work Location in Workday Knowledge Base Article to review instructions on how to do it.
vi. 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).
1. 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).
2. Scheduled Weekly Hours reflect the number of hours an employee is scheduled to work each week.
vii. 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.
1. For fixed term employees, enter an End Employment Date in the appropriate field under this section.
2. For academic employees, if an Academic Pay: 9 over 12 job profile is selected complete the Annual Work Period and Disbursement Plan Period fields before submitting this page.
a. The Disbursement Plan Period should have a start date that aligns with the Hire date of the employee.
viii. 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.
ix. Select Submit to continue.
e. Only for positions requiring a background check to be completed, a dialog box will pop up with the task Start Background Check. Select the To Do button.
i. If the dialog box disappears, select the Mail icon in the top-right corner of the page, and then choose the Start Background Check: Hire task on the left side of the screen.
1. To Do steps instruct to take care of an item outside of the business process. In this case, HRPs must initiate the background check directly from the third-party vendor’s website. After completing the To Do task, navigate back to the Inbox and select Submit to move the business process forward.
f. A dialog box pops up with the next task (Change Organization Assignments) to complete. Select Open.
i. If the dialog box disappears, select the Mail icon in the top-right corner of the page, and then choose the Assign Organizations: Hire task on the left side of the screen.
g. The Change Organization Assignments screen will show up next.
i. Review the information listed in the Organizations section and select the Pencil icon to modify any of the fields if necessary.
1. If UChicago HRMS Department account is not defaulted as desired, please update.
2. 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.
3. 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.
4. 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.
ii. Select Submit.
h. A dialog box will pop up with the next task (Propose Compensation Hire) to complete. Select Open. For Academic hires, this task will route to the Academic HR Partner.
i. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Propose Compensation Hire task on the left side of the screen.
i. The Propose Compensation Hire screen will show up.
i. Review all fields in the Compensation section to confirm accuracy and make changes if needed using the Pencil icon.
1. Do not edit the Guidelines segment, because it displays the pay grade and is autogenerated by job profile.
a. 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.
2. Exempt job profiles can ONLY have a Salary compensation plan. Non-exempt job profiles can ONLY have an Hourly compensation plan.
a. 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.
i. Only edit the Amount, do not change the Currency or the Frequency.
b. For salaried (exempt) positions, only if it is a temporary role or a Post Doctoral Scholar, enter an Expected 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.
3. If the employee will receive lump sum compensation over a period of time (term appointment), please leave all fields at this step blank, and enter a note in the Comments section to indicate why compensation is blank. You will be asked to provide compensation details at the Add Period Activity Pay step.
a. To delete pre-populated information, use the Cross icon to the right of the section to be removed.
4. For Academic Employees ONLY: Add or edit Allowance Plans. Allowance plans without compensation will automatically populate.
a. If no allowances will be administered, hover over each plan assignment row and select the X to delete out the plan.
i. The Propose Compensation step cannot be submitted without removing any unused plan rows.
b. If allowances will be administered, use an existing plan row to enter the monthly allowance amount or add another allowance plan by selecting the Add button.
i. All allowance plans must have Actual End Dates entered.
ii. Common allowance types include Administrative Supplements, Housing Allowances, and Clinical Term Allowances.
ii. After the review and editing is complete, select Submit.
j. At this point, the process differs for academic hires compared to all other worker types. For academic hires, the Assign Costing Allocations step is next whereas for all other worker types, the process routes to the Budget Partner for approval.
i. To continue with hiring an academic worker, please skip to step 2v within this document.
ii. For all other worker types, once the proposed compensation is approved, the Edit Other IDs task in your Inbox will appear. 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.
k. The Edit Other IDs screen will display.
i. Go to the Proposed IDs section and insert a new row by selecting the Plus (+) icon under the column Other IDs.
1. Select Chicago ID as the Other ID Type, and paste the Chicago ID found and/or created in UCAT into the Identification # field.
a. To create or search for a Chicago ID, go to the UCAT Prefeed website.
ii. Select Approve.
l. A dialog box will pop up with the next task (Assign Costing Allocation for Hire) to complete. Select Open.
i. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Costing Allocation for Hire task on the left side of the screen.
m. The Assign Costing Allocation for Hire Employee screen will show up.
i. Under the Costing Allocation Details section, choose the Costing Allocation Level using the drop-down menu.
1. 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.
ii. Select the Add button to enter costing allocations.
1. Enter the End Date (all employees, excluding staff and tenured faculty, must have end dates assigned to their costing allocations).
2. Insert rows as needed by selecting the Plus (+) icon.
a. 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.
i. This step allows you to override the default funding entirely with alternative accounts or override only a portion of the default funding.
ii. Multiple accounts and sub accounts may be entered to fund a position or an earning.
b. 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%.
c. Regardless of funding source or number of sources, all employees who receive compensation through Workday payroll are required to have costing allocations assigned.
3. Select Submit when complete.
n. 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.
i. Employees will receive a notification from Workday to the email address that was entered with their job application. The notification will include information on how to activate their CNET ID and how to log into Workday.
ii. Employees will be able to log into Workday using their CNET ID and password. CNET IDs will be populated in Workday by 10AM, 2PM and 5PM Central Time.
iii. Employees should be encouraged to complete Onboarding tasks before the end of their first day in their position. 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.
iv. 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.
v. 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. If the employee is a rehire and visa information is still valid, no upload is required.
vi. If the employee is having issues to log into Workday to complete Onboarding tasks, please ensure that the Chicago ID was entered accurately. To do so, go to the employee’s profile, select Personal on the left-side of the page, and choose the IDs tab.
1. If the Chicago ID is incorrect, from the employee’s profile, select the Actions button under their name and title, hover over Personal Data, and choose Edit Other IDs. Update the ID under the Identification # column and select Submit.
2. If the Chicago ID is correct, contact the Service Desk at (773) 702-5800, or submit an Ask a Human Resources Question request for assistance with troubleshooting.
o. After the employee submits Onboarding tasks, you will receive a task in your 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 the Complete Form I-9 on the left side of the screen.
p. The Review Form I-9 screen will display.
i. Review Section 1. Employee Information and Attestation for completeness and accuracy.
1. If you notice mistakes 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.
ii. 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.
1. 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.
a. 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.
b. You must physically examine the unexpired document(s) the employee presents from the Lists of Acceptable Documents to complete the fields in Section 2.
iii. Enter the Employee's First Day of Employment (this field is right above the Signature of Employer or Authorized Representative section header).
iv. Go to the Signature of Employer or Authorized Representative section, review all fields for accuracy and edit if needed. Check the I Agree box.
1. 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.
v. 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 you mistakenly uploaded an incorrect document, select the Trash Can icon.
q. A dialog box will pop up with the next task (Final U.S. Employment Verification Status) to complete. Select Open.
i. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Complete Form I-9 task on the left side of the screen.
r. The Final U.S. Employment Verification Status screen will show up.
i. Go to the Verification section and enter or change the U.S. Employment Verification Status and the Final E-Verify Case Number.
1. For non E-Verify cases, select Employment Authorized as the employment verification status, and enter N/A in the Comment section.
s. The Shared Services Office (or Work Study Administrator for Work Study positions or Academic HR Administrator for academic 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.
t. Once this step is completed, the Add Period Activity Pay task in your Inbox (if applicable) will appear.
i. 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.
ii. If period activity pay must be used, please ensure that the Start Payment Date indicates the current date or a future date.
iii. If no period activity pay will be administered, skip the task.
1. To skip this task, select the Gear icon on the top-right section of the screen and choose Skip this Task. You need to indicate why you are skipping the task in the Skip Reason box.
2. It is important to act on this task as soon as possible, to allow seamless continuity of the process.
u. Finally, the Hire business 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.
i. Benefits eligible employees have 31 days from their hire date to elect benefits.
v. ACADEMIC EMPLOYEES ONLY: After completing Propose Compensation (step 2i), the next step is Assign Costing Allocations.
i. A dialog box will pop up with the next task (Assign Costing Allocation for Hire) to complete. Select Open.
1. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Costing Allocation for Hire task on the left side of the screen.
ii. The Assign Costing Allocation for Hire Employee screen will show up.
1. Under the Costing Allocation Details section, choose the Costing Allocation Level using the drop-down menu.
a. 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.
2. Select the Add button to enter costing allocations.
a. Enter the End Date (all employees, excluding staff and tenured faculty, must have end dates assigned to their costing allocations).
b. Insert rows as needed by selecting the Plus (+) icon.
i. 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.
1. This step allows you to override the default funding entirely with alternative accounts or override only a portion of the default funding.
2. Multiple accounts and sub accounts may be entered to fund a position or an earning.
ii. 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%.
iii. Regardless of funding source or number of sources, all employees who receive compensation through Workday payroll are required to have costing allocations assigned.
c. Select Submit when complete.
iii. A dialog box will pop up with the next task (Add Academic Appointment) to complete. Select Open.
1. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Add Academic Appointment task on the left side of the screen.
iv. The Add Academic Appointment screen will show up. Follow the Managing Academic Appointments in Workday Knowledge Base article for directions on how to complete this step.
v. Once the Provost has approved the academic appointments, the next step the Academic HR Partner receives is a To Do indicating that it is appropriate to make an offer.
1. If the offer is accepted, proceed to the next step.
2. If the offer is declined, an email should be submitted to workdaysupport@uchicago.edu with the subject line of Academic: Offer Declined. The email should include the candidate’s name, the date the offer was declined, and why the offer was declined (i.e., accepted another offer).
vi. A dialog box will pop up with the next task (Edit Other IDs) to complete. Select Open.
1. If the dialog box disappears, select the Refresh button on the top-left side of the Inbox page or select the Mail icon in the top-right corner of the page, and then choose the Edit Other IDs task on the left side of the screen.
vii. The Edit Other IDs screen will show up. Go to the Proposed IDs section and insert a new row by selecting the Plus (+) icon under the column Other IDs.
1. The Edit Other IDs step should only be completed if the candidate has accepted the offer.
a. If the offer is not accepted, the business process should be Canceled. To cancel the business process, navigate to the supervisory organization in which the position is located and select the Unavailable to Fill tab. Choose the appropriate Position Restrictions and select the related action icon. Hover over Business Processes and select Cancel.
i. Include a comment to indicate that the offer was not accepted.
b. If the offer was accepted, select Chicago ID as the Other ID Type, and paste the Chicago ID found and/or created in UCAT into the Identification # field.
i. To create or search for a Chicago ID, go to the UCAT Prefeed website.
2. Select Approve.
viii. The process now routes to the new hire to complete onboarding. Please return to and complete steps 2n through 2u within this document.