This document provides HR Partners (HRPs) directions on how to contract a contingent worker in Workday.
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· There must be an approved unfilled position with appropriate attributes available in the supervisory organization in which the contingent worker will be contracted.
· If a suitable position is not available, create one by following the instructions in the Creating a Student/Academic/Contingent Worker Position in Workday Knowledge Base Article.
· Contingent workers cannot receive pay in Workday.
· The information required to complete the process in Workday is:
· The title of the position for the contingent worker.
· Contingent worker’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.
· Any academic appointment information if the contingent worker will have one.
· Start and end date of the contract (if applicable).
· Scheduled weekly hours.
· 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.
· 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 CNetID and password.
2. 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 the search criteria will populate. Select the desired result.
3. From the Supervisory Organization screen, select the Related Actions icon (the icon made of a small rectangle with three dots in the middle) to the right of the organization’s name to display the menu of available Actions. Hover over Hire and select Contract Contingent Worker.
a. Alternatively, the process can be started by typing Contract Contingent Worker into the search bar at the top of the screen and selecting the corresponding task.
4. The Contract Contingent Worker dialog box will pop up.
a. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Supervisory Organization prompt box to select or change the organization if needed.
i. If the process was initiated from the Supervisory Organization screen, confirm the correct supervisory organization is listed. If it was initiated by searching for the task, enter the appropriate value.
b. Select the appropriate option button: Existing Pre-Hire or Create a New Pre-Hire.
i. 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.
ii. If selecting the Create Pre-Hire option, choose OK to continue, and fill out the applicable fields. Fields identified with a red asterisk are required for submission.
1. If desired, fill out the Source and Referred by fields using the Hamburger Menu to the right of the corresponding prompt boxes.
2. Under the Legal Name Information tab, enter the First Name and Last Name.
a. 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.
3. 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).
a. The contingent worker will be given the opportunity to review and update their contact information during the Onboarding tasks, which occur later in the Contract Contingent Worker process.
c. Select OK.
5. The Contract Contingent Worker screen will show up.
a. Type in or use the calendar icon to select the Contract Start Date. Then, use the Hamburger Menu to the right of the Reason field to indicate why the contingent worker is being contracted if the field hasn't already auto populated.
i. The Earliest Hire Date for the position must be before the actual Contract Start Date selected.
b. 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 Contingent Worker Type, Job Profile, Time Type and Location 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 contingent worker will be working is known, complete the Work Space field. This information can be modified later, once the Contract Contingent Worker process is complete. Please refer to the Managing Work Location in Workday Knowledge Base Article to review instructions on how to do it.
c. Go to the Contract Details section and fill out any fields in this area that are relevant to the specific contract or contingent worker.
i. Type in or use the calendar icon to select the Contract End Date if applicable.
d. 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). If needed, complete the Work Shift field as well.
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 a contingent worker is scheduled to work each week.
iii. For the Work Shift options, E represents evening shift, and N represents night shift.
1. For example, for Local 743, an Evening shift is 5pm to midnight, and a Night shift is midnight to 7AM.
e. 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.
f. 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.
g. Select Submit to continue.
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 to navigate to My Tasks, and further select the Assign Organizations: Contract 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. 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. The opportunity to enter additional accounts or overrides will occur during the Assign Costing Allocations step.
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.
8. A dialog box pops up with the next task (Edit Other IDs) 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 further select the Edit Other IDs task on the left side of the screen.
9. The Edit Other IDs screen will display.
a. Go to the Proposed IDs section and insert a new row by selecting the Plus (+) icon under the column Other IDs.
i. Select Chicago ID as the Other ID Type, and paste the Chicago ID found and/or created in UCAT into the Identification # field.
1. To create or search for a Chicago ID, go to the UCAT Prefeed website.
2. To ensure proper synchronization between Workday, related databases, and the contingent worker’s CNetID (once claimed), it is crucial that the Chicago ID is entered accurately in this step.
3. To avoid login issues, this step should be completed at least one day before a contingent worker tries to access Workday. After the Edit Other IDs step is completed, systems synchronize three times a day, at approximately 10:00 a.m., 2:00 p.m., and 4:00 p.m., but updates can take up to 24 hours to process.
b. Select Approve.
10. If the Contingent Worker Type is Academic Affiliate, the Add Academic Appointment step will appear at this point. For detailed information regarding this task, review the Managing Academic Appointments in Workday Knowledge Base Article.
11. The process is now routed to the contingent worker to complete the Onboarding tasks in Workday. These tasks may vary depending on the type of contingent worker. However, at a minimum, they will include Enter Personal Information, Enter Contact Information and Change Emergency Contacts.
a. Contingent workers will receive a notification from Workday at the email address they provided. This notification will include information on how to activate their CNetID, along with instructions for logging into Workday to complete the Onboarding tasks.