Will whoever the time sheet approval is delegated to see everyone in that same supervisor org?

Transcription

1 WORKDAY FAQs fr AGRILIFE Additinal Jbs Hw d we see/access the ttal number f jbs an emplyee has in within TAMUS? Yu can see all jbs fr an emplyee frm the emplyee Wrker Prfile > Overview and then access the All Jbs - TAMUS tabs. Additinally, yu can see that an emplyee has mre than just a Primary Jb frm the reversed arrws symbl next t their name in Wrker Prfile. Yu can then see the list f jbs by clicking n the reversed arrws symbl. If smene s primary jb is with my department, but he als hlds an additinal jb elsewhere, hw can I terminate the primary jb and leave the additinal jb alne? Wrkday gives yu an errr that yu cannt terminate the emplyee because he hlds additinal jbs. Switch primary jb t change the additinal jb t the primary jb. Yu can then terminate the additinal jb (which was riginally the primary jb.) The unit wh is terminating the psitin is respnsible fr taking this actin. Backgrund Check Hw will the Backgrund Check prcess wrk? If yu are using Sterling fr backgrund checks, when a candidate is mved t the Backgrund Check step f the Jb Applicatin prcess an inbx task will trigger t the Recruiting Partner wh will trigger the integratin with SterlingTalent Slutins. Upn receipt f the data, Sterling will the candidate, the candidate will prvide their infrmatin t Sterling and Sterling will run the backgrund check. When the backgrund check prcess is cmplete, the Recruiting Partner will receive an inbx task infrming them the backgrund check results are Ready fr Review. The Recruiting Partner will update the Status n the backgrund check step in their inbx. After this, the Recruiting Partner will receive in inbx task fr the Backgrund Check Decisin, where they will decide whether t advance r decline the candidate. Fr psitins nt hired in Wrkday (student wrkers, graduate assistants, temp/casual), when r hw is the backgrund check handled? Units will cntinue t submit backgrund check requests and degree verificatins as they currently d (via LF/WIP- HR flder r t HRBackgrund@ag.tamu.edu). The HR Cntact/Recruiting Crdinatr (whmever initiated) will receive anther T D step t recrd the backgrund check and selective service verificatins using Edit Other ID business prcess (HR Partner receives T D if they r manager initiated). After receiving the backgrund check cmpletin certificate the HR Cntact enters Cmpleted r Dne in the Cmment bx and Submits the T D step. Business Prcesses If we begin a business prcess (fr instance, terminating an emplyee) and submit it fr apprval then realize it was a mistake hw d we stp the prcess frm ging frward? Is there a methd fr recalling the prcess? Or canceling it? Click the gear icn in the upper crner and select cancel if that ptins exists. Or, the persn wh is next in the apprval prcess can send back r deny. Deny cancels the prcess entirely. Nt all BPs can be cancelled nce submitted withut actin by an administratr at the System level. Wh shuld initiate Business Prcess? Many BPs can be initiated by multiple security rles including Manager. The primary initiatr shuld cntinue t be the unit cntact (HR Cntact, Recruiting Crdinatr, Absence Partner, Timekeeper, Talent Analyst). Delegatins If a manager r department head delegated leave apprval t smene else, can that persn apprve their wn leave? If nt, wh wuld the leave apprval be dne by, the alternate delegate? And hw is the alternate delegate ntified t d this? Business prcesses delegated t anther persn will nt trigger t the delegate if the delegate is the subject f the business prcess; rather the step will trigger t the alternate delegate which defaults t the delegatr's manager. Delegatrs are encuraged t have cnversatins with their manager and the persns they intend t delegate business prcesses t in rder t clarify expectatins and the delegated wrk. Can a manager delegate timesheet apprval t smene in their supervisry rg? Fr example, can a PI delegate t a Grad Assistant t apprve student wrker timesheets? Yes. Will whever the time sheet apprval is delegated t see everyne in that same supervisr rg? 1

2 Yes. WORKDAY FAQs fr AGRILIFE Can a manager delegate timesheet apprval t the timekeeper? It is nt necessary fr a manager t delegate timesheet apprval. A timekeeper has access t apprve timesheets. I-9 s Hw will the I-9 prcess wrk? The I-9 will be kicked ff during the nbarding prcess. Emplyee can fill in sectin 1 and then it rutes t the I-9 Prcessr t cmplete sectin 2 when they physically view the emplyee s dcuments. Once sectin 2 is signed and cmplete, it will rute t the HR partner t review and submit t E-verify. A jb aid and an nline tutrial are bth available frm the Wrkday Help link n SSO fr I-9 prcessing. Please make sure t review sectin 1 befre signing sectin 2 t ensure it is cmpleted crrectly. A scial security number is required fr E-verify. If the emplyee is a U.S. citizen, please send it back and have the emplyee enter the SSN. If the emplyee is a freign natinal withut a SSN at this time, submit and crrectins will be made when they btain a SSN. I-9s will nw be required any time an emplyee mves frm ne cmpany t anther, including within AgriLife. This is a change frm ur practice f allwing mvement between AgriLife agencies withut initiating a new I-9. Jb Requisitins Can an AgriLife psitin requisitin that is in an 02-supervisry rg be psted n bth the AgriLife and the TAMU career sites? If s, and the applicant applies t it n the TAMU career site, will they be rejected r get sme srt f message if they then try t apply fr the same jb n the AgriLife career site? Are there any ther dwnstream impacts that we need t knw abut? Yes, it is pssible t pst an AgriLife psitin n the AgriLife and TAMU external career sites. Since the jb requisitin is tied t the psitin, the candidate can nly apply nce t the psitin - whether they apply via TAMU r AgriLife. Hwever, if they create a separate candidate accunt in Wrkday, fr example tw accunts with different s, then in thery they culd apply twice with separate accunts (which is similar t tday). Any ntificatins the candidate receives will be based n the requisitin infrmatin which, in this scenari, wuld be AgriLife related. Based n this scenari, n there are n dwnstream impacts. Hw can I pst a jb requisitin shwing the salary as cmmensurate? In rder t have the jb requisitin/psting read as cmmensurate, the salary needs t be deleted and nt blanked ut n the jb requisitin. Yu wuld need t click the X bx next t the pencil icn n the cmpensatin tab f the jb requisitin. If it is a salaried psitin (shwn belw) yu wuld click the X bx in the Salary sectin, and if it is an hurly paid psitin yu wuld click the X bx in the Hurly sectin. This will remve the cmpensatin frm the requisitin, and Wrkday is cnfigured t pst the wrd "cmmensurate" n the psting nce the jb requisitin is psted n the internal and/r external career site. Nte: yu will nt see the wrd "cmmensurate" n the jb requisitin, nly n the jb psting nce the requisitin is psted. Time Off Wrkday des nt currently have functinality t allw us t restrict time ff apprval steps t nly the primary manager. Fr emplyees wh have multiple psitins, the request will be sent t all managers. Only the manager f the "time ff (aka leave) eligible" psitin shuld apprve. If the manager f the nn-time ff eligible psitin apprves the time ff befre the apprpriate 2

3 WORKDAY FAQs fr AGRILIFE manager des, it will be remved frm their inbx. Managers can still view their emplyee's time ff request thrugh the emplyee's prfile and can crrect r delete the time ff if it is nt apprved. We have requested new functinality frm Wrkday n this knwn gap and will cmmunicate future changes as they are made. Wh shuld initiate a terminatin in Wrkday? HR Cntacts in Wrkday shuld initiate the terminatin prcess, instead f the Manager, fr any emplyees including student wrkers. If the emplyee s Manager initiates the terminatin, the ff-barding tasks that are triggered in Wrkday will rute t HR Partners, rather than t the unit HR cntact. Such ff-barding tasks include cllecting keys, terminating netwrk access and ther steps that are usually cmpleted in the unit. Be sure t fllw yur usual ffbarding unit checklists and please remind Managers, even thse wh supervise student wrkers, that the HR Cntact in the unit shuld be the ne initiating the terminatin prcess. Supervisry Organizatins, Mving Emplyees Hw d I make an emplyee supervisr? When an active emplyee will begin supervising thers fr the first time r a new emplyee being hired int a newly created psitin will be a supervisr, a new supervisry rganizatin must be created s the emplyee can have the manager rle assigned t them. Please send yur requests t yur HR Generalist and include the emplyee s name, UIN number, and the first date they will be supervising thers. This is a multi-step prcess in Wrkday, s please allw sufficient time fr the business prcess t cmplete. Yu will be ntified when the new supervisry rganizatin is ready. Hw d I mve emplyees frm ne supervisr t anther WITHIN the same cmpany (A t A, X t X)? HR Cntacts have the ability t initiate a change in the reprting structure within an rganizatin. Fr example, XYZ Emplyee reprts t ABC Admin currently in Wrkday but 123 Manager is her actual supervisr. The HR Cntact can mve XYZ Emplyee t 123 Manager s supervisry rganizatin by fllwing the steps detailed within the Mve Wrkers (Supervisry) jb aid available in Wrkday Help n the SSO menu. When shuld I use Mve Wrkers and when shuld I use the Change Jb BP? Use Mve Wrkers when mving an emplyee t a different supervisry rganizatin, and therefre manager, if n ther changes are needed t the jb r emplyment agreement at the same time. Reminder that Mve Wrkers shuld nt be used t mve an emplyee t a different Cmpany, i.e. wrkstatin r System Member Part. Use Change Jb fr any mves r transfers between cmpany and System Member Part. Use Change Jb if the jb r emplyment agreement is being changed and the emplyee mved t a new supervisry rganizatin at the same time. If yu are using Change Jb t mve a wrker, the step t Assign Rles will trigger s yu can chse whether r nt the rles will mve with that wrker. In Mve Wrkers, that step des NOT trigger, s the rles travel with the persn even if the rles n lnger apply. If the manager f a supervisry rganizatin needs t change and that s it, simply use Assign Rles and assign the Manager Rle t anther individual. Payrll With the implementatin f Wrkday, the Budget Verificatin Dcument (BVD) n lnger exists. Instead, HR Cntacts may review the reprt called Pay Calculatin Results fr a Perid which includes similar infrmatin t what was previusly prvided in the BVD, but nt identical infrmatin. It is recmmended that units run this reprt befre and after payrll calculates t ensure that all the emplyees in their respective units are paid crrectly. Steps t run this reprt: 1. Click in the Search Bar n the tp left f the Wrkday screen and type, Pay Calculatin Results fr a Perid 2. Select the perid (i.e. as nted belw) 3. Next, enter the Supervisry Organizatin (i.e Payrll Services (Danny Grimes)) and check the bx Include Subrdinate Organizatins Hw d vacatin accruals wrk with faculty? If an emplyee is faculty and less than 12 mnths, vacatin will nt accrue at all. If an emplyee is faculty and is in a 12 mnth annual wrk perid, vacatin will accrue. If an emplyee is in an 11 mnth annual wrk perid, time ff will accrue fr the 11 mnths in that perid. N time ff (sick r vacatin) will accrue fr the mnth nt in their wrk perid. 3

4 WORKDAY FAQs fr AGRILIFE Hw d yu handle a 9 mnth faculty wh needs t be extended int the summer? Use Add Additinal Jb fr the summer term. Changing the term (Annual Wrk Perid) t a shrter time n the primary psitin causes sme prblems fr benefits. What des the Time Off Service Date cntrl? The time ff service date cntrls when emplyees can begin using Vacatin. It shuld trigger and be set fr all emplyees. While sme emplyees are nt eligible fr time ff in the psitin they are currently being hired fr, if they later change psitins t ne that is eligible fr time ff, they will nt be able t take vacatin if the time ff service date is missing. Inbx Management When yu click n "save fr later" - hw can thers access the actin t keep mving in prcess if the persn wh saved fr later is absent and unable t delegate frm their inbx t smene? If ne persn uses Save fr Later, that persn then has the item and it is n lnger available fr ther peple in the same rle. Any security rle with access t the histry f the business prcess can see the status "Saved fr Later" and the persn wh saved it. If that persn can n lnger perfrm the remaining duties fr sme reasn, a Business Prcess Administratr can reassign the step t anther persn in the business prcess security grup fr that step. Users will be able t wrkdaysupprt@tamus.edu t reassign the task t anther persn in the security grup fr that step. Psitin Why desn t the create psitin business prcess includes a mechanism fr shwing the funding accunts? The assign csting allcatin BP is triggered during the create psitin BP and that s the pint at which funding accunts are assigned t the psitin. What are psitin restrictins? Psitin verview, restrictins fr hiring int the psitin, qualificatins needed fr the psitin, incumbent histry, and default cmpensatin. Psitin Restrictins are the hiring restrictins, qualificatins, educatin, experience and skills required t perfrm the functins f the jb. What are the ptential ramificatins f leaving a psitin pen and unfilled, versus clsing it? At this time there is n requirement t clse a psitin and there are n knwn ramificatins t leaving the psitin vacant. Sick Leave Pl Sick leave pl hurs will be handled by the same way as they currently are. The department will submit the AG-434, alng with the supprted dcumentatin frm the physician t HR. HR will review the medical dcumentatin and the sick leave pl request. Once apprved, HR will add the apprpriate number f sick leave pl hurs needed t the emplyee s leave balance in Wrkday. The sick leave pl hurs will appear and be available fr use nce their ther paid leave balances are exhausted. Time Off/Leave Will Wrkday knw t suspend accruals when a Leave f Absence is apprved, and restart them autmatically when a Return frm Leave f Absence is apprved? Once an emplyee s leave f absence (unpaid leave fr mre than 30 days) fr an entire given mnth is apprved, the accruals fr that mnth, will autmatically be suspended in Wrkday. When the emplyee s request t return frm the Leave f Absence is apprved, the accruals fr the mnth that they return t wrk in, will be added autmatically. When an emplyee is ut n extended paid leave, the accruals will nt autmatically be suspended. If an emplyee is n a paid time ff, yu can either use the Maintain accrual and time ff adjustments/verrides r Using Accrual Overrides t change the accruals t 0 s the emplyee cannt access the time. Yu culd then re-issue the time t them upn their return. 4

5 WORKDAY FAQs fr AGRILIFE Optin 1: Using Accrual Adjustments (assuming 8 hrs sick &10 hrs vacatin per mnth) Sick accrual = -8 hurs 12/01/17 Vacatin accrual = -10 hurs 12/01/17 Sick accrual = -8 hurs 1/01/18 Vacatin accrual = -10 hurs 1/01/18 On 1/3/18 when the EE returns t wrk Sick accrual +16 hurs 1/01/18 Vacatin accrual +20 hurs 1/01/18 Yu must chse the January perid in rder fr the emplyee t use it during any part f January. This als means they wuld have access t use it retractively fr 1/1-1/2 even thugh plicy des nt allw it s yu wuld still have t mnitr the use. Optin 2: Using Accrual Overrides Sick Accrual verride =0 12/1/17-1/1/18 Vacatin accrual =0 12/1/17-1/1/18 On 1/3/18 when the EE returns t wrk Sick Accrual verride = +16 fr perid 1/1/18 Vacatin accrual = +20 fr perid 1/1/18 Yu must chse the January perid in rder fr them t use it during any part f January. This als means they wuld have access t use it retractively fr 1/1-1/2 even thugh plicy des nt allw it s yu wuld still have t mnitr the use. If the timekeeper is nt a biweekly emplyee, they dn t have the time wrklet s hw will they apprve timesheets? They can see timesheets thrugh the Review Time Reprt. This reprt is nt recmmended fr thse wh manage large grups f peple. Wrkday ffers additinal reprts fr Timekeepers. Time Off Apprvals fr Emplyees with mre than ne psitin: At this time, Wrkday des nt currently have functinality t allw us t restrict time ff apprval steps t nly the primary manager. Fr emplyees wh have multiple psitins, the request will send t all managers. Only the manager f the "leave eligible" psitin shuld apprve them. If the manager f the nn-leave eligible psitin apprves the time ff befre the apprpriate manager des, it will be remved frm their inbx. Managers can still view their emplyee's time ff request thrugh the emplyee's prfile and can crrect r delete the time ff if it is nt apprved r t have the emplyee resubmit t get the crrect manager's apprval n the recrd. Emplyees shuld cntact their manager fr their nn-accruing psitin and ask them t disregard the t d task f apprving the request. Hw will Absence Partners and/r HR Cntacts knw if smene requests FMLA time ff r time ff that may qualify as FMLA since the leave requests are nw ruted nly t managers fr apprval? HR Cntacts and Absence Partners will need t run the View All Wrker Time Off reprt t see wh has requested time ff and/r FMLA and then fllw FMLA prcedures fr ntificatin. Payrll/ Funding Hw d we knw if smene is ging t get paid r nt n mnthly payrll? There will be a reprt HR cntacts will review when the mnthly prcess cmes abut. Reprt name is Payrll Calculatins Results Reprt fr a perid. This includes the same elements identified in the ld Mnthly Payrll (BVD) detail reprts. When d funds encumber? Overnight nce the prcess COMPLETES. Nt while still in ruting. If yu use a previus date n a cst allcatin, des that generate a payrll crrectin, r give yu a ntice that a payrll crrectin shuld be dne? 5

6 WORKDAY FAQs fr AGRILIFE N, using a back date n yur cst allcatin desn t affect any previus pay perids. If yu d need t crrect prir pay cycles, yu ll d a payrll cst transfer. What has t ccur in rder fr a vacant psitin nt t encumber funds? When an emplyee terminates frm a psitin r additinal jb the funds encumbered will be released nce that BP is cmplete during the vernight prcess. When an emplyee is hired int their psitin and the csting allcatin prcess has cmpleted the funds will be encumbered during the vernight prcess. What happens if there is n csting allcatin r accunt is clsed/invalid/frzen? Or if funding stps will they still get paid and frm what accunt? They will get paid even if there is nt funding. The emplyee will be paid frm an agency default accunt. The unit will then be respnsible fr crrecting via the payrll cst transfer (PCT) prcess. When are changes, such as csting allcatins, due t make payrll? Any BP t make a change t payrll must be cmplete befre the payrll runs. And as in tday s wrld, the payrll dates will be established in advance. Hw des smene in the Business Office change his r her wn funding accunt? A different emplyee with the apprpriate rle has t d it. After cmpleting a cst allcatin change, hw d I knw hw the encumbrances n my accunts are affected? Net Pay calculatr that is utside f Wrkday (in Canpy) that will tell us hw much will be encumbered r released frm an accunt after a cst allcatin change. This represents an extra step the business ffice staff will need t d in rder t prevent verspending an accunt, r leaving t much mney at the end f a cntract. Reprts Which reprts (if any) are the business ffice staff required t run, and when? The list f cmmnly-used reprts is nw available n the Wrkday Help link frm SSO. Users shuld refer t that list, specific t their security rles, t help them perfrm their duties in Wrkday. Wrkday will cntinue t prvide awareness and best practices, including best reprts t run prir t payrll, r end f the mnth, etc. Be watching fr mre infrmatin t cme. Will there be a Net Funding Spreadsheet that includes benefits, lngevity percentages and wh will send that and when, r is it a reprt and if s, what is name f reprt? Net funding Calculatr available in January. Which reprts will be useful t me in carrying ut my jb duties? D I have t turn in a BVD fr mnthly payrll? There is a reprt in Wrkday called Payrll Calculatins Results Reprt fr a perid that mimics the BVD that yu will be able t run t verify mnthly emplyees, but there will be n requirement t submit anything t payrll. Security Rles Where can an emplyee see what security rles they have been assigned? If the emplyee is an HR cntact r Manager, where can they lk t see what security rles emplyees in their supervisry rgs have been assigned? An HR Cntact can view the rle assignments fr any emplyee they are an HR Cntact fr. A Manager can nly lk at the rle assignments by lking at the rle assignments n the supervisry rganizatin. HR Cntacts can use assign rle ptin and then see rles. Student Wrker If we have a student wrker emplyed in ne jb, supervised by ne manager, but wrking n multiple prjects: right nw, we simply add all needed surce lines n the EPA and the emplyee s when payrll is due s that we may allcate their hurs acrss the accunts (i.e. this pay perid they wrked 2 hurs n prject X, 6 hurs n prject Y, and 10 hurs n prject Z). Ging frward, is it true that each f thse funding surces must be its wn separate jb? 6

7 WORKDAY FAQs fr AGRILIFE There is nt a way t allcate hurs wrked n ne jb t separate funding s they way t d that wuld be t set up separate psitins. Each funding surce must be its wn separate jb. If the emplyee is wrking three different jbs, particularly if there are different Managers, ur best practice guideline is t have the emplyee be emplyed in three different psitins using Add Additinal Jb. If yur System Member has already talked with Amy Suter, Time and Absence Lead, t use Prject time reprting, please refer back t thse arrangements and view the jb aids that will be available n the Wrkday Help link frm SSO. Hw d yu create a psitin under smene wh is nt currently a manager? Submit a request t make the persn a manager (Mve t New Manager) first and then create psitin in their supervisry rg. Timesheets Hw can a timekeeper apprve timesheets fr a manager? Search fr Mass Advance Business Prcess Business Prcess Type TimeTracking enter time Select the biweekly time perid yu are wrking with D nt select anything fr wrker Initiated Date Range The Frm mment date shuld be the beginning f the prir pay perid. The T mment date shuld be the day the reprt is being prcessed. D nt check include subprcesses r cmpleted events. Click k Transfer When prcessing a transfer frm a different district with change jb, we aren't getting the ability t select the psitin. Culd this have smething t d with the fact that the adlc is als changing? Is there a different step rather than change jb when mving frm ne district t anther (tw different adcs?) Change Jb behaves differently depending if the incming r the utging supprt rles fr the supervisry rganizatin starts the prcess. The psitin itself is selected by the incming (think f it as the 'hiring' rganizatin). S, in the example screen sht, the next step triggered t the manager wuld have the psitin selectin pprtunity. Remember that a psitin must exist in the target supervisry rganizatin t be able t transfer an emplyee, unless yu are mving the psitin and headcunt with the emplyee t the target supervisry rganizatin. Overtime Timekeepers and Payrll Partners can run the Time Tracking Details reprt t quickly review what the Cmp Time Banked ID is set t fr their emplyees. It s best t read the ID name as a questin: Cmp Time Banked? N r NO will pay vertime. Any ther value (Y, Yes r blank) will bank any vertime as cmp time. T edit vertime pay, use the Edit Other ID jb aid. Terminatins What date is used as the terminatin date When yu start a separatin (terminatin) business prcess in Wrkday, yu must enter the emplyee s terminatin date differently than ur prir EPA prcess. With the prir EPA prcess, yu entered the day after the emplyees last day wrked as their terminatin date. In Wrkday, the Terminatin Date and Pay Thrugh Date fields shuld be the actual terminatin / retirement date. The Last Day f Wrk may be the same r different. Example: A unit enters 1/1/2018 fr bth the Terminatin Date and Pay Thrugh Date fields and 12/31/2017 as the Last Day f Wrk. The separating emplyee wuld be paid fr 1/1/2018 alng with benefits fr the mnth f January. If the true terminatin date was 12/31/2017, this date shuld be used in all three fields thus the final pay check wuld reflect pay thrugh 12/31/2017 nt 1/1/2018. Aviding Duplicate Pre-Hire Recrds: When Wrkday recruiting is nt used, a pre-hire recrd must exist befre an individual can be hired int a psitin. It is critical that pre-hire recrds NOT be created fr individuals wh already exist in Wrkday. T avid creating a duplicate pre-hire recrd, please d the fllwing: 7

8 WORKDAY FAQs fr AGRILIFE 1. Change Search Preferences t All f Wrkday by selecting My Accunt and then entering All f Wrkday as the Preferred Search Categry. 2. Use the search feature and type in the emplyees UIN and hit enter. 1. Des the UIN bring up any results? Yes - the emplyee already exists in the system. D nt create a new recrd r pre-hire. mve n t Hire BP and chse "use existing pre-hire" type in the emplyees name and chse the crrect pre-hire recrd. N- Mve n t search fr name. 3. Use the search feature and type in the emplyees name and hit enter. 1. Des the emplyees name appear? Yes - the emplyee already exists in the system. D nt create a new recrd r pre-hire. mve n t Hire BP and chse "use existing pre-hire" type in the emplyees name and chse the crrect pre-hire recrd. N - Emplyee is brand new and a recrd needs t be created fr them. mve n t Hire BP and chse "create new pre-hire recrd." Type in as much infrmatin as yu currently have n emplyee. (First, middle, last name, , etc.) Hiring: Reminder: An emplyee may nt start wrk befre cmpletin f a backgrund check. Candidates must be mved thrugh stages f the Jb Applicatin prcess in the fllwing rder: Interview => Reference Checks => Offer => Backgrund check *** Please ensure managers d NOT mve the candidates thrugh the prcess using the candidate grid. Ding s bypasses a critical step fr the Recruiting Partner t review fr duplicates. When a candidate is mved t Ready fr Hire via Wrkday recruiting OR when yu begin the Hire BP fr an temp/casual psitin, student wrker, graduate assistant r budgeted psitin previusly recruited and selected thrugh GreatJbs, please btain the UIN as yu have in the past by using 8

9 WORKDAY FAQs fr AGRILIFE UIN Manager. Include the UIN in the cmment bx befre submitting the Hire. [The UIN Partner is a centralized rle and fr AgriLife the UIN is btained at the unit level] *If Wrkday Recruiting is nt used, it is critical that duplicate pre-hire recrds nt be created. Please see instructins belw. During the Hire prcess, submit the fllwing dcuments t via Laserfiche t WIP-Payrll. Because f the time invlved in the final step f putting an emplyee n the payrll, please submit these dcuments well in advance f the start date: Backgrund check cmpletin Cpy f Scial Security Card if available at this time If applicable: Offer letter if budgeted psitin and nt hired thrugh Wrkday recruiting Applicatin fr Temp/Casual Psitins, AG-402 (nt required fr student assistant psitins) Statement f Selective Service Registratin Status, AG-401 (all males yrs. f age) Online Verificatin f Selective Service Registratin (unless exempt) Glacier Tax Summary Reprt & Required Frms & Dcuments (fr freign natinals) Exprt Cntrl Check (fr all freign natinals except J-1s) Emplyment Verificatin Eligibility Minr s Emplyment Release, AG-416 (if under 18) certificatin f age dcument, if needed (DL, passprt, birth cert, sht recrd, etc.) Statement f Previus State Emplyment, AG-419 sent t previus emplyer(s) Request t Hire (required fr Extensin Cunty Prgrams nn-classified psitins) Fr 02 Faculty: Apprval t Hire (n campus) / Tenure Track (n campus) / If 12 mnth appintment, apprval t accrue leave frm If nt prvided earlier, please prvide n the date f hire: Cpy f Scial Security Card. (Fr freign natinals, please prvide as sn as pssible.) Frm I-9, paper versin (nly when a Transfer between Cmpanies and a previus I-9 exists in Wrkday) I-9: Please make sure t review sectin 1 befre signing sectin 2 t ensure it is cmpleted crrectly. A scial security number is required fr E-verify. If the emplyee is a U.S. citizen, please send it back and have the emplyee enter the SSN. If the emplyee is a freign natinal withut a SSN at this time, submit and crrectins will be made when they btain a SSN. Assign Csting Allcatin: Please d nt skip the assign csting allcatin step. Transfers: Receiving unit shuld initiate the transfer (Change Jb BP) s that the ffbarding tasks rute t the apprpriate HR Cntact. Extending emplyment: We have seen several instances f units wh intend t extend the term r emplyment fr a psitin, typically graduate assistants, by submitting a csting allcatin change with date changes t the fund surces. This will NOT extend an individual s emplyment. T extend the term f emplyment fr a psitin, use the Change Jb business prcess (BP) t d a Data Change and enter a new Annual Wrk Perid/Term. This BP will als trigger the csting allcatin BP at which time the dates can be extended fr the funding surces as well. 9

10 WORKDAY FAQs fr AGRILIFE Salary Rate/Change Jb BP: Each time yu make an adjustment t term, percent effrt, r rate Wrkday will require yu t verify the salary and click the check mark. If yu d nt verify the rate the cmpensatin will be changed t zer. Default Weekly Hurs shuld ALWAYS be 40. Scheduled weekly hurs is the hurs expected t be wrked. FTE percentage will be calculated by Wrkday (Scheduled hurs / Default Weekly Hurs). Hurly paid emplyees will be paid fr hurs wrked, even if greater than the number f scheduled weekly hurs. Graduate Assistants: Scheduled Weekly Hurs shuld be 20 (50% effrt). The salary entered shuld be the FTE amunt (what the emplyee wuld make if they wrked 100% effrt.) Terminatins: Terminatins shuld be initiated by the HR Cntact rather than the manager t ensure ffbarding tasks trigger t the crrect rles. When yu start a separatin (terminatin) business prcess in Wrkday, yu must enter the emplyee s terminatin date differently than the EPA prcess. With the EPA prcess, yu entered the day after the emplyees last day wrked as their terminatin date. In Wrkday, the Terminatin Date and Pay Thrugh Date fields shuld be the actual terminatin / retirement date. The Last Day f Wrk may be the same r different. Nn-benefit eligible psitins (less than 4 ½ mnths r less than 50%): When creating the psitin, use Wrker Sub-Type Temprary/Casual Staff (Fixed Term). When hiring, if the term is 4 ½ mnths r mre, enter 19.6 r less as the Scheduled Weekly Hurs s the FTE percentage is calculated at less than 50% effrt, therwise the psitin will be benefit eligible. 10