(Last Revised 02/06/2015) FAQs for HR and Payroll Teams: Hiring Employees. Staff, Student and Temporary Only

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1 For positions that were posted in UChicago Jobs, how should I close the requisition? Once a final candidate is selected and has accepted an offer, the candidate s status should be changed to Hired in UChicago Jobs. All other candidates will need to be dispensed and the requisition should be changed to a status of Closed. The Hire in Workday will not be approved until these activities are completed in UChicago Jobs. When can I start the hire process in Workday? How far in advance can I start the process? The Hire process can be initiated soon as an offer is accepted and it has been verified that the new hire does not already have a record in Workday.* It is also recommended that, for staff positions, the background check be initiated prior to starting the hire process in Workday. *If the individual already has a record in Workday, the Change Job business process will need to be completed instead of the Hire process. What if the new hire already has a record in Workday? Do NOT initiate the Hire process for the individual. The Change Job business process should likely be initiated instead. Initiating the Hire process for a current employee has the potential to create two employee records for the same person which should be avoided. Completing Change Job will bypass the onboarding process which, if the employee is already in Workday, has already been completed. For more information on how to determine if a worker already exists in Workday see the Avoiding Duplicate Hires QRG. How should I bridge the service dates for employees that were previously laid off or were formerly employed by the medical center? Please indicate in the comments in Workday whether the employee was previously laid off or was formerly employed by the medical center. Benefits will ensure the service dates are bridged. Does there have to be an unfilled position in my supervisory organization in order to start the hire process? Yes, there must always be an unfilled position available in the supervisory organization that the employee will be hired in to. What if I need to backfill a position that hasn t yet been vacated? Do I have to create a new position? If you have already processed the Termination or Change Job business process on the current employee and ensured the Is this position available for overlap? check box was checked, once that process has been approved, the position will become available for overlap. This will allow you to temporality put more than one worker in a position. If you are not yet ready to vacate an employee from a position, a new position will need to be created for the new worker.

2 What is UCAT Pre-Feed and how does it relate to Workday? The UCAT Pre-feed website should be used to find or create Chicago IDs for new hires. A Chicago ID is required in order to complete the Hire process in Workday. If you need access to Prefeed, please contact the Workday Knowledge Center. If you are hiring a student, they will already have a Chicago ID in UCAT. If hiring faculty or staff, it is still a good idea to search in UCAT for the Chicago ID before creating a new Chicago ID. Once the Chicago ID is retrieved from the UCAT Prefeed, it is best to copy and paste the Chicago ID found in UCAT in to the Edit Other IDs step of the Hire Process. It is also important to ensure the Other ID Type that is selected is Chicago ID. Remember, you must search for the new hire in the Workday search bar first, to avoid inadvertently hiring someone who already has a record in Workday. If the employee is returned as a search result, you will need to either add a job or change their job versus hiring them. See the Avoiding Duplicate Hires QRG for more information on how to avoid hiring a worker who is already in Workday. If you have not used the UCAT Pre-feed website before, please review the following training materials: In addition, the following guide should be referenced when determining which Employment Type to select when creating a new Chicago ID in the Pre-feed system: Pre Feed Category Faculty Other Academic Appointees Staff Postdoc Academic Associate Lab School Faculty Workday Worker Type Employee > Faculty Employee > Academic Employee > Temporary Academic (Fixed Term) Employee > Staff Employee > Temporary Staff (Fixed Term) Employee > Seasonal (Fixed Term) Contingent Worker > Argonne Staff Contingent Worker > Contractor Contingent Worker > International Staff Contingent Worker > Medical Center Employee Employee > Postdoctoral (Fixed Term) Contingent Worker > Academic Affiliate Employee > Staff (Lab School Faculty only)

3 What information do I need to start the Hire process? You will need to identify which position the employee will be hired in to as well as the start date of the job, the scheduled weekly hours, end date (if a fixed term employee), compensation details and FAS Accounts/Sub Accounts that will fund the salary. See the Hire quick reference guide for more information on what is needed to start the Hire process. Can I hire someone with a start date in the past? Yes, start dates in the past can be entered; however you should always strive to meet the I-9 compliance regulations. *Important information about 2014 hire dates* Workday cannot process retro payments for anything with an effective date in If you need to submit a transaction for 2014 pay, please select the current date as the effective date and/or payment dates. The One-Time Payment process is recommended for processing a request for retro payment the actual time period in which the work was performed can be referenced in the comment section, and the effective date must be in Can I use special characters in Workday if I am hiring someone with an accent or other diacritical mark in their name? Although Workday does accommodate the use of special characters, downstream systems on campus will not able to process these characters. Diacritical marks such as tildes (ñ), umlauts (ü) or acute accents (á) should not be used when entering a new worker s name. Using special characters will cause adverse downstream impacts and will prevent records from being processed in payroll. A hyphen being included as part of a name is an acceptable character in Workday. Does the offer letter and UChicago Jobs signed Profile need to be uploaded into Workday? No, it is not required that these documents be uploaded, though if you upload either of these documents, they will become a part of the worker s profile and will be accessible to HR Partners and Academic HR Partners in Workday. Do the DCFS Mandated Report form, Policy Acknowledgement form, Employment Survey and other new hire checklist documents need to be completed by the employee and uploaded in to Workday? No, these documents should not be completed on paper. The onboarding step of the Hire process will replace all of the former new hire checklist documents (this excludes the BSD compliance form). What is the difference between default weekly hours and scheduled weekly hours? Default Weekly Hours represent full time hours at the University of Chicago. Default Weekly Hours should either be 37.5 or 40. For academic employees, always use 40. Scheduled Weekly Hours reflect the number of hours an employee is scheduled to work each week.

4 Where do I enter the compensation for a new hire? During the Hire process, after the Organization Assignments appear for you to confirm, the step of Propose Compensation should appear. Please see the quick reference guide for Propose Compensation for more information. How do I know whether the type of work the employee is performing should receive Period Activity Pay versus a salary? The recommended use for Period Activity Pay is for compensation that is not scheduled to last 12 months or more in duration. If compensation is going to be scheduled to last more than 12 months (i.e. Staff, Academics, Postdoctoral), the Salary section within the Propose Compensation screen should be used to input the salary. Ensure that an Actual End Date is also entered and maintained for all employees other than staff and tenured faculty. How do I move past the Propose Compensation screen if I will be issuing Period Activity Pay instead of a compensation plan? Within the Propose Compensation screen, hover over the assignment details that will have prepopulated and click on the minus icon that appears to delete the row of fields. If an academic hire, you may also see Assignment Details populate in the Allowances section. Ensure these are also removed if not being used. Workday will not let me submit the Propose Compensation step. What do I need to do to submit this step? Ensure any unused Assignment Details rows are deleted by hovering over the Assignment Details and clicking on the minus icon. What if I make a mistake on the job details but don t realize until after I have submitted? You can contact the individual(s) who are responsible for the next step of the business process if in your department (i.e. your Budget Partner). They may be able to send the process back to you to correct. If the process has moved on to a central role, you can contact the Workday Knowledge Center (WKC). To find out where the process is sitting, you can click on the Details and Process icon after submitting, or you can navigate to the Archive tab of your inbox and click on the Hire process you just submitted. Click on the Process tab to view the business process history. For more information on how to view Worker History, see the quick reference guide. Alternatively, you can cancel the business process by navigating to the process, using the related action, hovering over Business Process and selecting Cancel. For detailed instructions on how to cancel a business process, see the quick reference guide.

5 Once I submit the hire process, how can I see where the business process is sitting? Directly after submitting, you can click on Details and Process to see the business process history including where the process is currently sitting. You can view more information on viewing Worker History by reviewing the quick reference guide on this topic. How do I skip the One Time Payment when hiring someone if the new hire will not be receiving a One Time Payment? When the One Time Payment task is presented to you, the option to either Open or Skip will be available. Click Skip is you will not be requesting a One Time Payment for the new hire. If you click Open or if you navigate away from this page, you will need to go back to your inbox, click on the task and then use the setting wheel in the upper right hand corner to select Skip this Task. How long will it take for the HR Operations role to approve the staff hire I submitted? HR Operations will need to ensure that all employment requirements are satisfied before approving the employment eligibility steps. The background check will need to have been passed as well as any other employment requirements that were outlined on the requisition in UChicago Jobs. Once all requirements have been satisfied, the step will be approved. How will I know when the HR Operations role has approved the employment eligibility steps? The step following the employment eligibility steps is Edit Other IDs and is the responsibility of the HR Partner to complete. This step requires that the employee s Chicago ID be entered in to Workday. Once you receive this step, you will know the Hire has been approved. Do student workers and temporary employees still have end dates? What other types of employees will have end dates in Workday? Workday will prompt for an employment end date for employee types that are fixed term. Students, temporary staff, temporary academic and postdoctoral are all fixed term employee types. Fixed term employees will have an End Employment Date in Workday, however non-fixed term employees may still have end dates to their compensation and costing allocations. To summarize, these are the three end dates in Workday that should be maintained: Fixed term employees (i.e. students, temporary faculty and staff, and postdoctoral) will have an End Employment Date. This date is a part of the job details. Non-fixed term employees will not have an End Employment Date. The End Employment Date does not impact the payment of compensation. For example, if the End Employment Date for a worker is 03/31/2015 and the Actual End Date of the compensation plan is 06/30/2015, the compensation will continue to pay until 06/30/2015. The Actual End Date on the Compensation screen is assigned to any employee whose compensation plan (whether it s their base salary/hourly rate or an allowance plan) should have an end date. Typically, this date is not assigned to base salary plans for Staff or tenured faculty. Workday will delete the compensation plan the day following the Actual End Date.

6 The Costing Allocation End Date is part of the worker s costing allocations. For fixed term employees and for employees paid from grant funds, the Costing Allocation End Date should be maintained. Remember, it is important to end the current costing allocation and start a new costing allocation section when changing the FAS Accounts for a worker. Always add a new row when costing allocations are being updated using the effective date of the new costing allocations. Never override historical costing allocations.

7 These are a sample of FAQs regarding Costing Allocations in the Hire business process. For more FAQs regarding costing allocations, visit the Costing Allocations FAQs document If I have already indicated the FAS account that will pay the employee s salary when I created the position, do I need to Assign Costing Allocations? Yes, costing allocations need to be assigned regardless of whether the FAS Account that was assigned to the position will fund the salary. Costing Allocations must always be assigned at the worker and position level, and never just the worker level. You can run the All Worker Costing Allocations report at any time in Workday to view the Costing Allocations that are assigned to workers as well as any workers that are missing costing allocations. When the step of Assign Costing Allocations is sent to me, which costing allocation level should l select? The majority of the time, you will need to select the worker and position level. If you are going to be funding a specific earning for the employee differently than the rest of their salary, you will need to select the worker, position and earning level of costing allocations. In this situation, the costing allocations for the earning will need to be set up first, and then another costing allocation will need to be assigned at the worker and position level so that the remainder of the salary has costing allocations assigned. For more information, see the Assign Costing Allocations quick reference guide. Can I click submit once I have selected the costing allocations level or am I required to click Add? You must always click Add whenever Costing Allocations appear in a business process. In addition, the start date of the costing allocation should be entered and the plus sign within the costing allocation section should be used to ensure there is an FAS Account and Sub Account associated with the costing allocation. Is there any limit to the number of FAS accounts that can fund a position? No, there is no limit. How do I know if I need to enter an end date? End dates should be entered on any costing allocations that are ending. Unless a staff employee of artenured faculty member, there should always be an end date on the latest costing allocation that corresponds with their End Employment Date.

8 These are a sample of FAQs regarding new hire Onboarding, for more FAQs regarding onboarding, visit the Onboarding FAQs document When the process routes to the employee for onboarding, do they receive a notification? Yes, Workday will send a notification to the address that was entered during the onset of the Hire process. The notification will include information on how to activate their CNET ID and how to log in to Workday. There will also be information regarding the tasks that will be awaiting their attention when they log in to Workday. How will they log in to Workday? All employees will need to log in to Workday using their CNET ID. Employees will be able to log in to Workday within 18 hours of activating their CNET ID. If they have not yet activated their CNET ID, they will not be able to log in to Workday. The integration that will replace the temporary Workday username with the new employee s CNET ID will run at 8:30am, 1:00pm and 4:00pm. If an employee does not activate their CNET ID until after 4:00pm, they will need to wait until the following morning after 9:00am to log in to Workday. My new hire is not able to log in to Workday to complete their onboarding, how do I fix this? If a new employee is not able to log in to Workday within the timeframe outlined above, please ensure that the Chicago ID was entered accurately in the Other IDs section of their Worker Profile. You can correct the ID, by selecting the Edit option in the worker profile under Personal > IDs. If the Chicago ID is correct, contact the Workday Knowledge Center for assistance with troubleshooting. My new hire does not have a computer, how can they complete their onboarding tasks? All new hires will be required to complete onboarding tasks online in Workday. Employees can complete the tasks at any computer as long as it is connected to the internet and has the appropriate web browser. They can visit your department s office to complete these tasks or visit another resource with a computer (i.e. a library). How can I tell whether the new employee has completed their onboarding tasks? The Worker History tab on the employee s job profile can be used to view the Hire process for the worker. This process history will show you what the employee has and has not completed. In addition, the Onboarding Status Summary is a worklet on your homepage that will display a report of all the supervisory organizations that currently have or have had an employee in the onboarding process. Expand on this report by clicking the number next to the supervisory organization in which your employee has been hired. This will show you the name of the worker, the onboarding tasks they have completed and the onboarding tasks that are still awaiting their attention in their inbox.

9 I have received the action item to complete section 2 of the new employee s I-9 and I notice mistakes. How can these be corrected? In order to send the I-9 back to the employee for them to correct, scroll down to the bottom of the page and select the Send Back button. Workday will prompt you for a comment. You can use the comment box to indicate why the I-9 is being sent back to the employee. The employee will receive an action item in their Workday inbox to correct the I-9. I have uploaded the documents supporting the new employee s work authorization. Am I done? What is the step of Final U.S. Employment Verification Status? There are three (3) separate steps that will be sent to the HR Partner once the employee submits section 1 of the I-9. The first is to complete section 2 of the form, the second will be to upload the supporting documentation for the employee and the third step will be to verify final U.S. Employment verification status. These steps will appear sequentially. You must submit the To Do: Load Documentation step in your inbox in order to receive the third step. The Final U.S. Employment Verification Status step is the final approval for the I-9. If the employee is covered by e-verify, then you must provide the e-verify case number. If the employee is not covered by e-verify, you can change the status to Employment Authorized and enter NA in the comments field. Must I still verify documents for worker for employees who were student workers in the previous system, but did not get converted over to Workday because they did not work past June 30, 2014? The I-9 step of the Hire process will always be sent to the employee to complete, this is not a skip-able step. For U.S. Citizens and Permanent Residents only, if the employee has previously worked for the University and was never terminated in HRMS, the documents do not need to be scanned and uploaded. Instead, the HR Partner can indicate in the comments section of the To-Do that the documentation is on file in the HR Records system (OnBase) and can submit the To-Do without taking further action. If you need to verify that the employee was not terminated in HRMS, please workdaysupport@uchicago.edu or call 773/ When will I have the ability to enter Period Activity Pay for the new hire? The step of Add Period Activity Pay will not be sent to you until the pay group has been assigned. The Assign Pay Group step in the Hire process must come before Period Activity Pay so that the period activity pay can acknowledge to which pay group (monthly or biweekly) the employee belongs. How do I know whether to enter the employee s compensation in the Propose Compensation screen or wait until the process sends me the Add Period Activity Pay step? During the Hire, Add Additional Job and Change Job processes, the Propose Compensation task can be used to accomplish most payments outside of one-time payments. The Actual End Date on the Compensation screen can be used to schedule the end date of the compensation. 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

10 be advised that these methods are preferable due to the flexibility in altering the terms of the compensation at a later date. If Period Activity Pay must be used, please ensure that the start payment date indicates the current date or a future date. Also, if Period Activity Pay must be used to compensate a student who already has an existing, nonexempt (biweekly) job, please be advised that Workday will display the end payment date as a final payment date although the actual last payment for the Period Activity Pay on the biweekly cycle will be the following biweekly pay date. For example, if an end payment date indicates 06/30/2015, but the employee is in the biweekly pay group, the actual payment date would be 07/10/2015. If this information surfaces a need for correction to a period activity pay, please workdaysupport@uchicago.edu. How do I know whether I have completed entering payment information in the Compensation screen? When entering compensation information in Workday, remember that a worker should typically only have one compensation plan in either the Salary or Hourly section. Duplicate plans should not be added. When entering the compensation details, click on the Edit Icon and NOT the plus sign to edit the current pay rate (see graphic below). For new jobs, the plan type (i.e. hourly/salary/academic) will default in to the compensation screen based on the proposed job profile selected. The following chart describes the typical Compensation Plans in Workday that should be used for base salary. - 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. Compensation Plan Name Hourly Plan Salary Plan Use Hourly Staff, Temporary Staff and Students Salaried Faculty, Academic, Staff and Student workers Academic Salary Faculty and Academic workers paid 9 over 12 Fellowship Plan Postdoctoral Fellows When will the new hire be able to enroll in their benefits? Will they receive a notification informing them that they should enroll in their benefits? The Change benefits step of the Hire process will be sent to the employee once the HR Partner/Academic HR Partner submits the step of Add Period Activity pay. It is important to take action on the Add Period Activity Pay step even if you are not going to be administering period activity pay for

11 the individual, this way the employee receives the opportunity to enroll in their benefits. A notification will be sent to the employee s when the step of Change Benefits is available for them to complete. Employees have 31 days from their date of hire to enroll in benefits. How do UChicago Time and Workday interact with each other? In order to ensure that student and staff records feed correctly in to UChicago Time from Workday, it is critical that all staff and student jobs have either Time Approvers or a Flex Time Indicator assigned to their position. Any jobs not requiring the employee to clock time (for example, student jobs with Period Activity Pay or staff jobs that have been created only to issue a One Time Payment), should be assigned the NT Indicator in the Flex Time field of the position. The NT Indicator will prevent the job record from feeding in to UChicago Time. All other positions should be assigned Time Approvers. If either the NT Indicator or Time Approvers are not entered for staff, temporary staff, seasonal or student positions, that position will be kicked out of UChicago Time. For more detailed instructions on how to update these fields, see the Enter and Update Time Approvers and the Adding/Updating the Flex Time Indicator quick reference guides. What should I do if the new hire never showed up to work (i.e. a no call no show)? If you have a situation in which the new hire does not show up to work, the Workday Knowledge Center should be contacted so that they may rescind the Hire process.