This document provides HR Partners (HRPs) directions on how to convert a contingent worker to an employee role in Workday.
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· The Convert to Employee business process can only be performed for contingent workers who currently hold a position in Workday. If the worker’s contract has already ended, the Hire business process must be initiated instead, and the Existing Pre-Hire option should be selected. Please review the Hiring Employees from a Non-Competitive Search in Workday Knowledge Base Article for more information on this process.
· There must be an approved unfilled position with appropriate attributes available in the supervisory organization in which the contingent worker will be converted to an employee.
· For staff employees, it is important to initiate the background check (and any other employment eligibility requirements) as soon as the offer is accepted.
· Information required to complete the Convert to Employee 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 job details.
· 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. Navigate to the Contingent Worker’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Contingent Worker 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 contingent worker.
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. Within the Contingent Worker’s Profile, select the Actions button located under their name and title on the left-side of the page. Hover over Job Change and choose Convert to Employee.
a. Make sure that the contingent worker has a valid email address on file in Workday, so they can receive the notification email with the Onboarding tasks.
i. Within the Contingent Worker’s Profile, select Contact from the blue menu on the left side of the page to check for an existing email address. If no email address is listed, select the Edit button to add one.
4. The Convert to Employee screen will appear.
a. Confirm the correct supervisory organization is listed. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Supervisory Organization prompt box to select a different organization if needed.
b. Select OK.
c. Review the instructions at the top of the screen. On the right side, the Worker Information section displays pre-hire data.
d. Type in or use the calendar icon to select the Hire Date. The First Day of Work field will automatically populate with the same date; update this value if needed. Then, use the Hamburger Menu to the right of the Reason field to indicate why the employee is being hired.
i. The Earliest Hire Date for the position must be before the actual Hire Date selected.
ii. 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).
e. In the End Contract Details section, review or enter the Contract End Date by typing it manually or selecting it using the calendar icon.
i. Contract End Date must be before the Hire Date.
ii. The Last Day of Work field automatically populates with the same date as the Contract End Date. If required, update this field with the appropriate date.
iii. The Reason field will auto populate. If needed, enter the Secondary Reasons in the corresponding field.
iv. Check the Close Position box to close the position in the contingent worker’s former organization.
1. Take into consideration that closing a position is a permanent change that impacts UChicago’s planning, budgeting, and forecasting. If there is any chance the position may be backfilled or needed in the future, DO NOT close it. The position will not be available to be backfilled if closed.
v. Check the Is this position available for overlap? box if it is anticipated to backfill the position before it is vacated. This will allow to temporarily put more than one worker in the position.
f. Navigate to the Position section and select the desired Position using the Hamburger Menu to the right of the prompt box.
i. After selecting the position, the Job Requisition (if applicable), Employee Type, and Location fields will automatically populate. If the position is linked to an open job requisition, these fields cannot be updated. If no job requisition is associated with the position, review the information for accuracy and make any necessary changes.
ii. For fixed term employees, ensure an End Employment Date is entered in the corresponding field.
iii. If the office, cubicle, lab, or other campus area where the employee will be working is known, complete the Work Space field. This information can be modified later, once the Convert to Employee process is complete. Please refer to the Managing Work Location in Workday Knowledge Base Article to review instructions on how to do it.
g. Go to the Job Details section, where certain fields (such as Job Profile, Job Title, and Pay Rate Type) will automatically populate based on the selected Position. Update these fields as needed and enter any additional information, if applicable.
h. Scroll down to the Working Time section and enter the Default Weekly Hours and Scheduled Weekly Hours. Ensure these values are accurate to calculate the correct FTE (Full-Time Equivalent). If applicable, select the appropriate Work Shift.
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 an employee 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.
i. In the Academic section, review and update any available fields if needed.
i. 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.
1. The Disbursement Plan Period should have a start date that aligns with the Hire Date of the employee.
j. In the Service Dates section, enter any required information.
k. 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.
l. Select Submit to continue.
5. A To Do to Start Background Check will appear in My Tasks.
a. Initiate the background check process by using the appropriate third-party agency website. If hiring for regular staff positions, start a Standard Background Check Package, unless otherwise noted on the job requisition. For temporary and non-benefits eligible staff positions, proceed with a Voluntary Background Check Package if the job requisition is posted.
b. Once background check has been initiated, navigate back to My Tasks by selecting the Mail icon in the top-right corner of the page, and further choosing the Start Background Check: Hire task on the left side of the screen.
c. Select Submit on the To Do step to move the process forward.
i. Be cautious with To Do steps in Workday. These steps instruct to complete an action outside of the business process. After completing the task, the To Do must be submitted, otherwise the business process will not route to the next step.
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: Hire 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.
v. During the Assign Costing Allocations step, the unit will have the opportunity to enter one or multiple COA and/or POETAF accounts to fund a worker’s position and/or earnings using segment combinations different from those defined in the organization assignments.
b. Select Submit.
8. 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.
9. The Propose Compensation Hire screen will show up.
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 at the bottom of the screen. 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 fixed term employees, enter an Expected End Date and/or Actual 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.
iii. 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. These details must be provided at the Add Period Activity Pay step.
1. To delete pre-populated information, use the Cross (X) next to the value to be removed.
b. After the review and editing is complete, select Submit.
10. At this point, the process is routed to the Budget Partner for approval. Once the proposed compensation is approved, and only for staff hires, the Recruitment and Retention Specialists Team will receive the business process to check employment eligibility requirements such as background check completion, drug screening, skills evaluation, etc., if applicable. The process will not move forward until these requirements are met.
a. If the employee is being hired into a BSD organization, the process may be sent to the Lead HRP or Lead Academic HRP depending on the Employee Type.
b. For academic, faculty and postdoctoral employee types, the next step of the process will be the Add Academic Appointment task. For detailed information regarding this task, review the Managing Academic Appointments in Workday Knowledge Base Article.
11. After the previous steps are completed, the Edit Other IDs task will show in My Tasks. Select the Mail icon in the top-right corner of the page to find this task on the left side of the screen.
12. The Edit Other IDs screen will display.
a. Contingent workers should already have their Chicago ID populated in Workday. Go to the Proposed IDs section and check the Identification # field to verify the ID on file is correct. If not, update the Identification # field with the appropriate ID.
i. To search for a Chicago ID, go to the UCAT Prefeed website.
b. Select Submit.
13. A dialog box will pop up with the next task (Assign Costing Allocation for 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 Costing Allocation for Hire task on the left side of the screen.
14. The Assign Costing Allocation for Hire Employee 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 End Date and update the Start Date if needed (it defaults to the Hire Date).
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 and sub account. 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.
iii. Select Submit when complete.
15. For academic and faculty employee types, the next step of the process will be a To Do step reminding the Academic HRP to only proceed to the next stage for individuals that have accepted an offer.
16. 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.
a. Depending on how much information the employees completed in the Contract Contingent Worker business process, some of the Onboarding tasks listed above will not be required, as the information is already populated in Workday.
b. Employees will receive a notification from Workday to the email address on file on their contingent worker record with instructions for logging into Workday to complete the Onboarding tasks.
c. Foreign nationals without a Social Security Number or ITIN must enter a placeholder ID. They should contact their HR Partner or Payroll Services to obtain a placeholder ID generated in UCAT.
d. All new hires who are not U.S. Citizens or Permanent Residents must create and complete a Sprintax Calculus profile. This profile requires entering immigration information by uploading documents such as the I-20, DS-2019, I-797, current I-94 form, work authorization documents, etc. Sprintax Calculus will then perform the Substantial Presence Test and generate necessary forms such as the W8BEN or W9. Sprintax Calculus will REPLACE the existing UPP-192 Alien Determination of Residency document.
i. It is recommended that new hires complete their Sprintax Calculus profile in advance to enable them to upload necessary documents to Workday when completing their Onboarding tasks.
e. 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.
17. After the employee submits the Onboarding tasks and uploads the required documentation, a task will appear in My Tasks to review Form I-9. Select the Mail icon in the top-right corner of the page to navigate to My Tasks and choose the Complete Form I-9 on the left side of the screen.
18. The Review Form I-9 screen is next.
a. Review Section 1. Employee Information and Attestation for completeness and accuracy.
i. If mistakes are found 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 My Tasks to make corrections and submit the task again.
b. Complete Section 2. Employer Review and Verification. This part must be completed and signed within 3 business days of the employee's first day of employment.
i. 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.
1. 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.
2. Physically examine or examine consistent with an alternative procedure authorized by the DHS, the unexpired document(s) the employee presents from the Lists of Acceptable Documents to complete the fields in Section 2. Employer Review and Verification.
c. Enter the Employee's First Day of Employment (this field is right above the Signature of Employer or Authorized Representative section header).
d. Go to the Signature of Employer or Authorized Representative section, review all fields for accuracy and edit if needed. Check the I Agree box.
i. 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.
e. Attach the required supporting documentation in the Attachments 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 a document is uploaded by mistake, select the Trash Can icon.
i. If supporting documentation has already been uploaded, this step can be submitted without uploading additional documents.
f. Select Approve.
19. A dialog box pop up will display with the next task (Final U.S. Employment Verification Status) 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 Complete Form I-9 task on the left side of the screen.
20. The Final U.S. Employment Verification Status screen will show up.
a. Go to the Verification section and enter or change the U.S. Employment Verification Status and the Final E-Verify Case Number.
i. For non E-Verify cases, select Employment Authorized as the employment verification status, and enter N/A in the Comment section.
b. Select Submit.
21. The Data Management Specialists Team (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.
22. Once this step is completed, the Add Period Activity Pay task in appear in My Tasks (if applicable).
a. 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.
b. If period activity pay must be used, please ensure that the Start Payment Date indicates the current date or a future date.
c. If no period activity pay will be administered, skip the task.
i. To skip this task, select the Gear icon on the top-right section of the screen and select Skip this Task. Indicate the reason for skipping the task in the Skip Reason box.
ii. It is important to act on this task as soon as possible, to allow seamless continuity of the process.
23. 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.
a. Benefits eligible employees have 31 days from their hire date to elect benefits.