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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· 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.
· This request should not be used for student employees or academic positions.
· 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 near the bottom of the page.
· The following information is needed to complete the Add Additional Job business process:
· Worker’s Name
· Supervisory Organization
· New Position Number
· Start and End Dates (if a fixed term employee)
· Scheduled Weekly Hours
· Compensation Amount
· Costing allocation details: Chart of Account (COA) and/or Project Cost Collection Segments (POETAF).
· The Chart of Accounts (COA) is a 10 segment string of numbers used to track income and spending at the University.
· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
· These segments translate into Workday as worktags, which have the same name except for Organization, which is called Cost Center in Workday.
· Out of these 10 segments, there are two, Affiliate and Future which are not used within Workday and therefore are not required for data entry.
· Since Program, Activity and Site are secondary segments, not all COA values will include them, as they are not required for every transaction.
· Additionally, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· Project Cost Collection Segments (POETAF) are accounting segments used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects.
· POETAF comprises six specific segments: Project Number, Organization Type, Expenditure Type, Task, Award, and Funding Source.
· These segments are also translated into Workday as worktags. However, four of these segments will have different names in Workday: Project will be called PPM Projects, Organization will be Cost Center, Expenditure Type will be Account, and Award will be Grant.
· Also, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· 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 initiation and completion of the entire business process is completed by the HRP. This includes from initiation through Assigning Costing Allocations.
· Student Employment Administrators (SEA) Assign the Pay Group.
· 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
· 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 & 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
· 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.
· Initiating Adding an Additional Job
· Changing Organization Assignments
· Assigning Costing Allocations
· Enter STS Course Information Task
· Adding a Period Activity Pay
1. Log into Workday using your CNetID 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.
5. A new window will populate. The Supervisory Organization and Employee fields may auto-fill. Review and/or update each field for accuracy and then 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. If this occurs, change to the new job’s supervisory organization.
6. Input the Effective Date, which must be the start of the new pay period. The Reason code will auto-fill.
7. Fill in Job Details.
a. Position – manually enter the new position number or select the new position using the Hamburger Menu (icon with three dots and three dashes).
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.
Note: If any fields referenced in step 7b-g do not auto-populate, manually enter them. If this information is not readily available, to locate these attributes open a new Workday tab and search for the position. Then, return to the Add Job tab and utilize the Hamburger Menu to select the appropriate information for each field.
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. Work Space – if known, select the specific office, cubicle, lab, or other campus area where the new hire will be working.
g. Pay Rate Type – auto-fills once position is selected.
8. Complete Working Time
a. 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).
i. When adding Default Weekly Hours, it will reset Scheduled Weekly Hours to the default weekly hours.
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) – This percentage will auto-fill based on Scheduled Weekly Hours and Default Weekly Hours.
i. Note: Make sure FTE 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.) FTE should be less than 100% for part-time workers.
ii. Full-time employees have 35 or more scheduled weekly hours, while part-time employees have fewer than 35.
d. Work Shift – (Optional) E represents evening shift, and N represents night shift.
i. For example, for Local 743, an Evening shift is 5pm to midnight and a Night shift is midnight to 7AM.
9. Review/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. Student positions under the following job profiles must have DOS approval uploaded: Student Teaching Support (STS) Graduate & Student Teaching Support (STS) Undergraduate. 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. Costing Allocation Level – either “Worker and Position” or “Worker, Position, and Earning.”
iii. Costing Allocation Details – COA/POETAF segments used to fund the position
iv. If the add job requires a Period Activity Pay (PAP), the HRP is responsible for completing the PAP. Add a note that HRP will complete the PAP so the DMS’s are aware HRP is executing the PAP.
v. Select Submit.
11. For Student workers, the Comment box is optional, unless a Student Teaching Support (STS) Job Profile is used. Student Teaching Support positions require the HRP to add a comment indicating which of the following roles the student worker will hold:
a. Teaching Assistant
b. Lecturer
c. Preceptor
d. Instructional Grader
12. Select Submit.
*For Student workers, this step routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.
**For student workers under a Student Teaching Support (STS) Job Profile, the propose compensation step is skipped and the process routes immediately to the Changing Organization Assignments step.
13. 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 Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Propose Compensation Hire task on the left side of the screen.
14. The Propose Compensation Hire screen will display.
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 exempt fixed-term employees, expand Additional Details by selecting the arrow next to it and enter an Actual End Date using the calendar icon.
a. Actual End Dates must be entered for fixed-term employees with a salary plan for the compensation to stop paying.
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. To delete pre-populated information, use the Cross (X) icon to the right of the section that needs to be removed.
b. Select Submit.
*For Student workers, this step routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.
15. A dialog box will pop 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 to navigate to My Tasks, and then select the Assign Organizations task on the left side of the screen.
16. The Change Organization Assignments screen will display.
a. Review the information listed in the Organizations section and select the Pencil icon to modify any of the fields if necessary.
i. A position's organization assignments must match the organization assignments of the supervisory organization in which the position sits for the Entity, Cost Center, and Purpose segments. Attempting to change these values will cause an error, preventing submission.
ii. Ensure that the appropriate values for the remaining Chart of Accounts (COA) segments are entered. If necessary, enter or update any of the following fields: Program, Fund, Activity, and Site.
1. Validation errors may occur if the values entered in these fields are not active or if the segments added are not a valid combination in Oracle. In such cases, collaborate with the department’s finance team to correct the error.
iii. 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.
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.
*For Student workers, this step routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary workers this step routes to DMS’s.
17. A dialog box will pop up with the next task (Assign Costing Allocation for Add Job) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Costing Allocation for Start Additional Job task on the left side of the screen.
18. The Assign Costing Allocation for Add Job screen will display. For detail information about this process, please refer to the Assigning Costing Allocations in Workday Knowledge Base Article.
a. Under the Costing Allocation Details section, choose the Costing Allocation Level using the drop-down menu.
i. Most of the time, select the Worker and Position level. If funding a specific earning for the employee different than the rest of their salary, select the Worker, Position and Earning level of costing allocations and choose the Earning type. In this case, set up the costing allocations for the specific earning first. Then, assign another costing allocation at the Worker and Position level for the remainder of the salary.
b. Costing allocations are divided into two tabs: Proposed Costing Allocations and Existing Costing Allocations. The Existing Costing Allocations tab displays a read-only table of current costing allocations, if any have been set up. Conversely, the Proposed Costing Allocations tab allows users to add new costing allocations and view previous ones.
c. In the Proposed Costing Allocations tab, select the (+) Add option to enter costing allocations. This action creates a navigation menu on the left-hand side and inserts a new tab to assign costing allocations. Whenever the (+) Add option is selected, a new tab is inserted in the left navigation menu to assign additional costing allocations. Each tab displays the Start and End Date, if applicable, for the corresponding allocations.
i. Enter the Start and End Date for the allocations.
1. All employees, excluding staff and tenured faculty, must have end dates assigned to their costing allocations.
ii. Under the Costing Allocations section, insert rows as needed by selecting the Plus (+) icon.
1. Enter the appropriate COA and/or POETAF segments to override the default account values previously selected on the Change Organization Assignments task.
a. This step allows for overriding the default funding either entirely or partially by allocating a portion to alternative accounts.
b. Multiple COA and/or POETAF values may be entered to fund a position or an earning.
c. Data entry must occur from left to right using the Hamburger Menu to the right of the appropriate prompt boxes.
i. For COA segments, fill out the Entity, Cost Center, Fund and Purpose columns. Within the Additional Worktags column, enter the remaining segments, if required: Program, Activity and Site.
ii. For POETAF segments, leave the Entity, Cost Center, Fund, and Purpose columns blank (unless these fields require updating). Within the Additional Worktags column select the appropriate options for Funding Source, Grant, PPM Projects and Task.
2. Under the Distribution Percent column, type in the percentage of the salary or earning that will be paid from the specified account values. 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.
d. Select Submit when complete.
19. 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.
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, if PAP is applicable.
**For applicable student workers, the Enter STS Course Information step routes to the HRP as a Workday task after SEA’s Assign the Pay Group.
20. A dialog box will pop up with the next task (Enter STS Course Information) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Enter STS Course Information: Start Additional Job task on the left side of the screen.
21. Within the Enter STS Course Information To Do, select the View Selected Additional Data button.
22. A new window 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; select the Position 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.
23. A View Selected Additional Data page will populate. Within this page, select the Edit button.
24. 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 Quarter of Position, Subject Code, Course Section(s), Course Number, and AIS Teaching Roles for each course the student is teaching. If the position is a full-quarter teaching assistant role, select the checkbox in the last column labeled Full-Quarter TA Role (Check for Yes).
c. Once all course information is entered, select OK to return to the Edit Additional Data window.
25. In the Edit Additional Data window, select Done.
26. IMPORTANT: Return to My Tasks in Workday and re-locate the Enter STS Course Information To Do and select Submit.
a. The Add Job business process cannot move forward to Add Period Activity Pay until this To Do is submitted.
*For Student, Staff, Seasonal, and Temporary workers, this step routes to the HRP as a Workday task, if applicable.
**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.
27. A dialog box will pop up with the next task (Add Period Activity Pay) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Period Activity Pay task on the left side of the screen.
28. The Add Period Activity Pay screen will be displayed. Enter the Academic Period and select OK.
a. The Period Activity Rate Matrix field will auto-fill with UChicago.
29. To complete the remaining steps, see the Managing Period Activity Pay Assignments in Workday Knowledge Base Article and begin at step 8 under the Completing the Period Activity Pay Matrix section.