(Last Revised: 08/21/2017) Quick Reference Guide: Add Additional Job

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1 (Last Revised: 08/21/2017) Quick Reference Guide: Add Additional Job Keep in mind Information Needed For staff/temporary/seasonal employees, the following processes will be completed by the Shared Services Office using information provided by the HR Partner in the Comments box of the Additional Job Do not leave the comments box blank if completing an Additional Job for staff/temporary/seasonal employees In order to compensate an employee performing work for more than three months, a position must exist in your supervisory organization and the Add Additional Job business process will need to be completed. If the position is equal to or less than three months, you can initiate a One-Time Payment for an employee in your supervisory organization, or you can request via ServiceNow that the Shared Services Office initiates and processes a One-Time Payment for an employee who does not sit in your supervisory organization. The student employment policy and FLSA primary duty considerations need to be adhered to when adding an additional job. Employee name Supervisory organization New Position Job Details (i.e. Scheduled Weekly hours) Compensation FAS account and Sub-account For student employees, HR Partners should follow the steps below For staff, temporary or seasonal employees, remember to add the following into the Comments section; Compensation Organization Assignments Costing Allocations Choose: Regular Compensation OR Period Activity Pay o For Regular Compensation: amount and frequency o For Period Activity Pay: total amount, and, activity (if applicable) HRMS Department Default FAS account and FAS subaccount Funding distribution percentages, Start/End dates (if applicable) Add Additional Job is used to hire workers in an additional position within a new supervisory organization. Workday allows HR Partners and Academic HR Partners to search for any employee in the organization and initiate the Add Additional Job business process. Note: The HR Partner can request via ServiceNow that the Shared Services Office initiate and process an Additional Job for an staff, temporary, or seasonal employee

2 Steps: Quick Reference Guide: Add Additional Job 1. Workday allows HR Partners and Academic HR Partners to search for any employee at the University and view limited job details for those employees. These details include scheduled weekly hours for all jobs the employee holds. 2. From the Employee s Record, click on the All Jobs tab and view the current jobs and scheduled weekly hours for each job. Click the Related Actions Icon to display the menu of Available Actions. Hover over Job Change and click Add Job. Additional jobs that bring a student s total scheduled weekly hours over 19.5 will not be approved without a letter of exception from the student s academic advisor (undergraduate) or Dean of Students (graduate) will not be approved. 3. On the next screen, use the Prompt Icon to select the Supervisory Organization. Click the OK button. 4. Use the Calendar Icon to enter the Effective Date. A position must exist in the supervisory organization selected here in order to Add an Additional Job. Graduate Student Lecturer should be in the Student (Fixed Term) employee type. 5. Use the Prompt Icon to select the Position, Job Profile and Location (if not prepopulated from position). Note: some items may default in based on the attributes assigned to the position. 2

3 Default Weekly Hours must be entered prior to Scheduled Weekly Hours For compliance with the Affordable Care Act (ACA), you must enter accurate Scheduled Hours for the job, even if issuing a One-Time Payment Graduate Student Lecturer jobs should be assigned the Academic Regular Pay Job Family and to the Job Profile Lecturer Academic Regular Pay X Use the Arrow Icon to expand the Additional Details section. 7. Enter the Default Weekly Hours. In order for Workday to generate an accurate FTE, Default Weekly Hours should always be equal to either 40 or 37.5 (even for students). 3

4 8. Enter the Scheduled Weekly Hours. 9. For Academic employees in a 9 over 12 job family, Annual Work Period and Disbursement Plan Period must be indicated under Additional Details. 10. Use the Plus Sign Icon to attach any pertinent documentation you would like to become a part of the employee s Workday documents. Note: Student workers who have been granted an exemption from the 19.5 hour a week limit, require the exemption approval from the Academic Advisor (for undergrad students) or the Associate Dean (for graduate students) for approval. This documentation should be uploaded here. 11. Use the Prompt Icon to select the Document Category and click the Attach Button to browse your computer for the documentation you want to upload. 12. If the additional job is for a staff, temporary, or seasonal employee, indicate in the comments section the following: a. Dollar amount for Salary v. Period Activity Pay b. FAS account, FAS sub account c. Supervisory Org; if changing d. End Date for ALL a fixed term employee 13. Click the Submit Button to submit this task. 4

5 The following steps only apply to student employees. For staff, temporary and seasonal employees, the Shared Services Office will be setting the following steps. 14. Compensation for the Additional Job is next. Click the Open button to begin the Propose Compensation task. If the additional job will be assigned Period Activity Pay or a One-Time Payment instead of a Salary Plan, the Propose Compensation step MUST be skipped. 15. Click on the Edit Icon to enter the Assignment Details to enter pay amounts in the Salary section (if a monthly job) or the Hourly section (if an hourly job). The Guidelines section should not be edited. 5

6 Within each compensation section, you can enter the Actual End Date of the plan amount by clicking on the arrow next to Additional Details. Actual End Dates should only be entered for fixed-term employees with a salary plan. Once the plan details are entered, click Save. The Merit and Bonus sections of this page will automatically populate based on employee type and supervisory organization. These sections should not be edited. 16. Enter the proposed amount and click Save. Click Submit at the bottom of the page when finished. 17. Change Organizational Assignments will be next in the business process. Review and click submit or make changes as appropriate. For academic jobs, the Add Academic Appointment sub-process will kick-off at this time. 18. The next step is to Assign Pay Group. 19. The next step is the option to add or skip Period Activity Pay. See the Period Activity Pay Quick Reference Guide for more information on assigning Period Activity Pay. 6

7 To skip Period Activity Pay, from the action item in your inbox, click on the settings wheel Quick Reference Guide: Add Additional Job and select Skip this Task. 20. The next step is Assign Costing Allocations. Select the Costing Allocation level of Worker and Position. 21. Click the Add button to include the default FAS Account(s) and Sub Accounts. 22. Enter the start date of the additional job, using the Plus Icon. If the FAS Account that was assigned to the position will pay the employee s salary, no overrides need to be entered. The percent distribution can be left at 100%. 23. Add other FAS Accounts and percent distributions as necessary. All Fixed Term employees must have End Dates assigned to their Costing Allocations. Note: If the addition of the job will cause the employee to become benefits eligible, Change Benefits Elections will be sent to the employee as the last step of this process. 7