Workday Job Aid HR: Hire Description This process is used once a candidate is chosen and has accepted the position (new hire/rehire). It enters the candidate (new/returning colleague) into the Workday system. When to Use Use this process to add a new/returning colleague to Workday in either: New Position: Fills a vacancy for a new position. The Create Position business process must be completed before this process may be done. Existing Position: Fills a vacancy for an existing position. NOTES: This process is for new hires/rehires only. If an existing colleague is filling a vacant position, see the job aid for Change Job. Related Reports SSN Search Staffing Activity View Open Positions Critical Open Positions SPECIAL NOTES: Applicant Tracking System (ATS) will remain the sole recruiting tool until Phase 2 is implemented. RHMs will not open requisitions in Workday during Phase 1. Hires will be initiated off of the open position in Workday. Current feeds between ATS and HRIS will be eliminated. 1
Business Process Steps and Roles Process roles are designated by security role, which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first.) Initiate Hire: Recruiter, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative Propose Compensation: HR Representative or HRSS Representative (table below): Step Process Roles Step Process Roles Change Personal HR/HRSS Representative Pension Exclusion HR/HRSS Representative Verify Licenses and Certifications License Certification Partner Assign Collective Agreement HR/HRSS Representative Edit Government IDs HR/HRSS Representative Review Collective Agreement Colleague Relations Partner Change Organization Assignments HR/HRSS Representative Maintain Employee Contract HR/HRSS Representative Review Organization Assignments HR Partner Review Employee Contract Recruiter Enter Payroll Reporting Codes HR/HRSS Representative Request One-Time Payment HR/HRSS Representative Continued in next column Review One-Time Payment HR Partner ROLE: Edit Service Dates Add Probation Period HR/HRSS Representative HR/HRSS Representative Recruiter/ HR Partner HR Representative/ HRSS Representative Various Roles (see table at left) Local Employee Documentation Background Check Complete HR/HRSS Representative HR/HRSS Representative Initiate Initiate Complete Employee Health Employee Health Partner Propose Compensation NOTE: Once the Change Organization Assignments step is complete, the new hire will have an employee ID number. Page 2 of 51 2
Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before adding a new hire. This may include: Notifications (a colleague or department should be notified outside of the Workday system) Manager works with Recruiter in the interview and selection process Manager and Recruiter determine salary offer in accordance with compensation guidelines Recruiter extends the offer and receives acceptance from the candidate Initiator runs SSN Search report in Workday to confirm if new hire is already in Workday system (to support action for page 8, step 8) Manager will be notified of Identity Management steps and complete system access requests Coming in Phase 2 Recruiting and onboarding will be available through Workday. This means all pre-hire information (currently part of the Initiate step) will already be in the Workday system. Variations SEE NEXT PAGE FOR DATA REQUIRED TO COMPLETE THIS BUSINESS PROCESS There may be variations by Health Ministry before this process is initiated. Health Ministries with an outside agency for Employee Health will not have this data available in Workday. Other Resources NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section. Contact your Tier 1 resource, as noted on the Workday Help website at workday.trinityhealth.org. Page 3 of 51 3
Data Needed for Hire The following data will be required (shown by step): Supervisory Organization: Name of new hire s manager Position: Exact position being filled Name: First and last name of new hire Contact : At least one phone AND address (including County) Hire Date: New hire s first date of employment Reason: Menu options available Scheduled Weekly Hours: Determines FTE status Job Classification: Determines benefits/pto Work Shift: The shift to be worked by the colleague Amount: Hourly pay amount Change Personal Initiate Hire Propose Compensation Gender: Male, female, or not declared Date of Birth Marital Status: Divorced, married, partnered, separated, single, or widowed Race/Ethnicity: As self-declared (choose from options) Citizenship Status: As self-declared (choose from options) Disability (if applicable) Military Service (if applicable) Continued in next column Licenses and Certifications (as required, based on Job Profile) Edit Government IDs National ID: At least one ID (e.g., Social Security Number) Organization Assignments HR Company: Code assigned to HR department Financial Organization: Business Unit or Process Level Payroll Reporting Code Payroll Reporting Code(s): Code(s) based on the new hire s physical work location Pension Exclusion (if applicable) Reason: Vow of Poverty or Sisters of Providence Surgeon Contract Physician Assign Collective Agreement (if applicable) Collective Agreement: Union agreement (choose from menu options) Maintain Employee Contract (if applicable) Contract Start Date: Date new hire will be active on employee contract (hire date is most common) Contract Type: Choose from menu options Status: Closed, open, or pending Request One-Time Payment (if applicable) Effective Date: Date for the one-time payment to take place One-Time Payment Plan: Choose from menu options Amount: Amount of one-time payment Edit Service Dates Original Hire Date (if rehire) Add Probation Period (if applicable) End Date: Date probation period ends Page 4 of 51 4
Process Steps Initiate Hire Which role(s) can do this step? Recruiter HR Partner HR Representative HRSS Representative 1. Log in to Workday 2. Type org: and the name of the manager to whom the new hire will report in the search box and press Enter Alternate Starting Steps: 1. Type Hire Employee in the search box and press Enter 2. Do steps 7-14 3. For step 15, Job Details will not autopopulate; choose the job the new hire will fill from the Position box (using the prompt icon) 4. Continue with the remaining steps Page 5 of 51 5
Initiate Hire 3. Click the link for the Supervisory Organization the new hire will be added to What is a Supervisory Organization? (SUPV ORG) Supervisory Organization is the manager hierarchy within Trinity Health. Each person who has colleagues reporting to him/her represents a SUPV ORG. Colleagues or workers are members of their people manager s SUPV ORG. 4. Click Staffing Page 6 of 51 6
Initiate Hire 5. From the search results, click the related actions icon ( brick ) that appears when you hover next to the position you re assigning to the new hire 6. Click Hire 7. Click Hire Employee Page 7 of 51 7
WHAT IS THIS? HR: Hire Initiate Hire 8. Click the radio button next to the appropriate choice Click the prompt icon to search NOTE: Only colleagues terminated in 2016 or later will be available to choose as an Existing Pre-Hire in Workday. 9. Click OK Existing Pre-Hire Use to rehire a former colleague (see Note above for restrictions) or in Phase 2 when pre-hire information will come from recruiting system Create a New Pre-Hire In Phase 1, use to hire a new colleague who has not worked for Trinity Health previously or a former colleague whose history is not in Workday Page 8 of 51 8
WHAT IS THIS? HR: Hire Initiate Hire 10.Complete the Hire Employee form Click the prompt icon for options Source How the new hire came into contact with Trinity Health (e.g., referral, website) Referred by Type name of colleague who referred this new hire Click Allow Duplicate Name on every entry. Comment For example, the current referral campaign name Supervisory Organization Auto-populates with supervisory organization assigned to this position SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Position Auto-populates with position requisition number and name Allow Duplicate Name If a colleague already exists with this name, an error will appear; check the box to allow another colleague with this name Page 9 of 51 9
Initiate Hire 11.Complete Legal Name (* indicates required information) 12.Click Contact PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) Add all information that is available at this point. At least one phone AND address are required. Include County with Home address (for tax purposes). 13.Click Add to add available contact information 14.Click OK NOTE: Zip code is not connected to USPS. Please double-check your entry. HINT: You can add more than one (e.g., two phone numbers) by clicking Add again for that section. Page 10 of 10 51
WHAT IS THIS? REASON HR: Hire Initiate Hire 15.Complete the Hire Employee form (* indicates required information) Click the prompt icon for options NOTE: Some items may auto-populate based on the information provided when the position was created. PROCEDURAL REQUIREMENT: (differs from Workday system requirements) Reason field is required. Choose Hourly for Pay Rate Type. Hire Employee: Acquisition/Merger Hired from Non Workday Affiliate New Hire Resident Rehire Employee: Rehired from Non Workday Affiliate after less than 1 Year Rehired from Non Workday Affiliate after more than 1 Year Rehire Greater Than 1 Year Rehire Less Than 1 Year 16.Click the arrow next to Additional to expand the section SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Hire Date The new hire s start date Reason Procedural requirement; choose from list above Position Auto-populates based on position chosen to be filled Employee Type Auto-populates based on position chosen to be filled Job Profile Auto-populates based on position chosen to be filled Time Type Auto-populates based on position chosen to be filled Location Auto-populates based on position chosen to be filled Pay Rate Type Choose Hourly for all colleagues; exempt/non-exempt status Page 11 of 11 51
WHAT IS THIS? HR: Hire Initiate Hire 17.Review Additional form and make changes PROCEDURAL REQUIREMENT: (differs from Workday system requirements) Scheduled Weekly Hours Job Classification Work Shift To learn more about Job Classification and Work Shift options, go to the Workday Help website at workday.trinity-health.org. Job Title/Business Title Auto-populates based on position chosen to be filled Weekly Hours Only change scheduled weekly hours (or FTE will calculate incorrectly) Job Exempt Not editable for Hourly hires Job Classification Classification for regulatory reporting and ensures correct benefits/pto; choose from menu options Work Shift The shift to be worked by the colleague; choose from menu options (NOTE: Values are new for the Workday system) First Day of Work Auto-populates to match Hire Date Time of Hire DO NOT USE Continuous Service Date Auto-populates to match Hire Date if new hire; if rehire, add original Hire Date to bridge the continuity of service SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Click the prompt icons for options Company Insider Types DO NOT USE Workers Compensation Code Override DO NOT USE UNTIL PHASE 2 Benefits Service Date Tracks length of service for benefit programs Company Service Date Tracks an additional service date, such as date of acquisition Page 12 of 12 51
Initiate Hire 18.Click the add icon and Attach to add attachments (if applicable) HINT: For example, in Phase 1, this could be a copy of the offer letter. 19.Type comments and click Submit 20.If Recruiter/HR Partner is the initiator, process moves to next step; click Done OR If HR/HRSS Representative is the initiator, process continues; click Open HINT: If you click Done instead of Open, you can access the next step from your Inbox. Page 13 of 13 51
Which role(s) can do this step? HR Representative HRSS Representative NOTE: If you DID NOT initiate the process, start with step 1. If you DID initiate the process, the process skips 1. Log in to Workday steps 1 3; move to the next page. 2. Click Inbox Propose Compensation 3. Find the email and click to open (opens in the right pane of the screen) Click the gear to skip a step. Page 14 of 14 51
WHAT IS THIS? HR: Hire 4. Review the auto-populated information at the top of the form Propose Compensation IMPORTANT: These fields cannot be updated from this screen. Effective Date & Reason Shows effective date entered during Initiate step Primary Compensation Basis Auto-populates based on information provided in this process; not an editable field Guidelines Compensation guidance/information based on Job Profile chosen during Initiate step SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Page 15 of 15 51
WHAT IS THIS? WHAT IS THIS? HR: Hire 5. Click the edit icon to update the compensation amount, if needed Click the checkmark icon to accept changes Propose Compensation Total Base Pay Range guideline of base pay autopopulated based on Job Profile Amount Hourly pay amount within the Total Base Pay range Currency DO NOT CHANGE from USD IMPORTANT: Use Hourly for all colleagues Frequency Frequency of payroll; autopopulated based on Job Profile SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Salary DO NOT USE Hourly Use for all colleagues; exempt/nonexempt status Period Salary DO NOT USE NOTE: You will receive a warning message if you type an amount above or below the Total Base Pay range. This warning will not stop you from proceeding. Unit Salary DO NOT USE Page 16 of 16 51
WHAT IS THIS? HR: Hire 6. Additional compensation types for the new position auto-populate based on Job Profile; DO NOT MODIFY Propose Compensation Allowance Auto-populates based on position; DO NOT MODIFY Commission DO NOT USE 7. Type comments and click Submit 8. Process continues; click Open HINT: If you click Done instead of Open, you can access the next step from your Inbox. Page 17 of 17 51
OPTIONS HR: Hire Which role(s) can do this step? HR Representative HRSS Representative 1. Click the edit icon next to each item to add personal information for the new colleague PROCEDURAL REQUIREMENT: (differs from Workday system requirements) Include all known information. Click the checkmark icon to accept change Change Personal Info Date of Birth is required Click to access options SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Gender Male Female Not declared Marital Status Divorced Married Partnered Separated Single Widowed Race/Ethnicity American Indian or Alaska Native Asian Black or African American Declines Self-Identification Hispanic or Latino Native Hawaiian or Other Pacific Islander Two or more races White Page 18 of 18 51
OPTIONS HR: Hire 2. Finish adding personal information PROCEDURAL REQUIREMENT: (differs from Workday system requirements) Include all known information. Change Personal Info Citizenship Status Citizen Naturalized citizen Permanent resident Temporary resident Visitor 3. Type comments and click Submit 4. Process moves to next step; click Done Page 19 of 19 51
Which role(s) can do this step? License Certification Partner Licenses and Certifications 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) Page 20 of 20 51
4. Read Instructions and act; type comments NOTE: This acts as a notice for the License Certification Partner to actively verify the new hire s licenses and certifications. Licenses and Certifications 5. Click Submit 6. Process moves to next step; click Done If the manager is supported by Shared Services, the process goes to the Recruiter. Page 21 of 21 51
Which role(s) can do this step? HR Representative HRSS Representative Edit Government IDs 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) Page 22 of 22 51
4. Click the add icon to add an ID NOTE: At least one national ID is required (e.g., SSN for U.S. citizens). Edit Government IDs Click the prompt icon for options 5. Click Approve 6. Process continues; click Open HINT: Type USA in the Country box (press Enter) and SSN (press Enter) in the National ID Type box for quickest access to those choices. Page 23 of 23 51
WHAT IS THIS? HR: Hire Which role(s) can do this step? HR Representative HRSS Representative 1. Scroll down, review the Organizations form; click the edit icon to make updates NOTE: This acts as a confirmation step based on information added during the Create Position process. Click the prompt icon for options Change Organization Assignments PROCEDURAL REQUIREMENT: (differs from Workday system requirements) HR Company and Financial Organization are required. Click the checkmark icon to accept change Company Name of Health Ministry To find information on the companies and cost centers, contact the RHM Accounting/Payroll Dept. Cost Center The department or business unit used to track expenses and is responsible for the cost Religious Order Employment agreement used to capture affiliation with the religious order (for specific set of colleagues) HR Company Code assigned to HR department; ties to Health Ministry Financial Organization Business Unit or Process Level; ties to Health Ministry Absence Group Exceptions Sick/Illness, PTO, and other leave groups; choose from menu options Pay Rule Important for timekeeping system; code that determine this colleague s timekeeping rules Page 24 of 24 51
2. Type comments and click Submit Change Organization Assignments 3. Process moves to next step; click Done NOTE: Once this step is complete, the new hire now has an employee ID number. Page 25 of 25 51
Which role(s) can do this step? HR Partner Review Organization Assignments 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) To learn more about these items, see What Is This? on page 24. 4. Review and click Approve or Send Back with instructions 5. Process moves to next step; click Done Page 26 of 26 51
Which role(s) can do this step? HR Representative HRSS Representative Enter Payroll Reporting Codes 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) Page 27 of 27 51
WHAT IS THIS? HR: Hire 4. Click Maintain Payroll Reporting Codes for Worker Enter Payroll Reporting Codes Payroll reporting codes are NOT applicable to every site. Please confirm with your local payroll team if you must complete this step. 5. Complete the form Effective Date Enter the date of hire (first day of work) Worker Name of new hire 6. Click OK Page 28 of 28 51
7. Click the prompt icon to select the payroll reporting code for the new hire s physical work location Enter Payroll Reporting Codes HINT: Click the add icon to add more payroll reporting codes. To learn more about the payroll reporting codes and which you should use, go to the Workday Help website at workday.trinity-health.org. 8. Type comments and click Submit 9. Click Done to return to your Workday inbox Page 29 of 29 51
10.From the inbox message, click Submit Enter Payroll Reporting Codes 11.Process continues; click Edit Additional Data to enter a Pension Exclusion HINT: If a Pension Exclusion does not apply, click Skip here. Page 30 of 30 51
Which role(s) can do this step? HR Representative HRSS Representative 1. Click the prompt icon to choose an exclusion reason Pension Exclusion To skip this step if not applicable: 1. From the email, click the gear icon 2. Click Skip This Task Note: You will be required to type a skip reason. 2. Type comments and click Submit 3. Process continues; click Open HINT: If a Collective Agreement does not apply, click Skip here. Page 31 of 31 51
Which role(s) can do this step? HR Representative HRSS Representative 1. Click the prompt icon to choose from the Collective Agreements (* indicates required information) Assign Collective Agreement To skip this step if not applicable: 1. From the email, click the gear icon 2. Click Skip This Task Note: You will be required to type a skip reason. 2. Type comments and click Submit 3. Process moves to next step; click Done Based on your choice, you may also be asked to choose an Area; click the prompt icon for options To learn more about Collective Agreements and who is eligible, go to the Workday Help website at workday.trinity-health.org. Page 32 of 32 51
Which role(s) can do this step? Colleague Relations Partner 1. Log in to Workday 2. Click Inbox Review Collective Agreement NOTE: This step will be skipped if the colleague is not part of a collective agreement. Renee Relations (5100019) 3. Find the email and click to open (opens in the right pane of the screen) 4. Review, type comments, and click Approve or Send Back with instructions 5. Process moves to next step; click Done Page 33 of 33 51
Which role(s) can do this step? HR Representative HRSS Representative 1. Log in to Workday 2. Click Inbox Maintain Employee Contract NOTES: If the prior step was skipped, you will not have to log in. See list of employee contract types on next page. If none are applicable, follow the skip steps below. To skip this step if not applicable: 1. From the email, click the gear icon 3. Find the email and click to open (opens in the right pane of the screen) 2. Click Skip This Task Note: You will be required to type a skip reason. Page 34 of 34 51
CONTRACT TYPE WHAT IS THIS? HR: Hire 4. Complete the Maintain Employee Contract form (* indicates required information) Maintain Employee Contract Contract ID Based on Health Ministry guidelines Contract Start Date Date contract will begin Contract Type Choose from menu options Status Choose closed, open, or pending Date Employee Signed Date colleague signed the contract Date Employer Signed Date employer representative signed the contract Contract End Date Date contract will end Contract Description Based on Health Ministry guidelines Contract Attachments Click Create Worker Document from menu options to go to an attachment screen SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Click the prompt icons for options Advanced Practice Professional Employment Agreement Allied Health Professional BSN Agreements Education Agreement Employee Loan Repayment Executive Contract Employment Agreement External Liaison Housing Allowance Contracts Medical Director Contract Physician Contract Employment Agreement Physician Loan Repayment Relocation Contract Retention Bonus Contract Scholarships Separation Agreement Sign-on Bonus Contracts Tuition Loan Agreements Vendor Contracts Page 35 of 35 51
5. Type comments and click Submit Maintain Employee Contract 6. Process moves to next step; click Done HINT: Click Add Contract on the event submitted screen to add more than one contract for a colleague. Page 36 of 36 51
Which role(s) can do this step? Recruiter 1. Log in to Workday 2. Click Inbox Review Employee Contract NOTE: This step will be skipped if the colleague is not part of an employee contract. 3. Find the email and click to open (opens in the right pane of the screen) 4. Review, type comments, and click Approve or Send Back with instructions 5. Process moves to next step; click Done Page 37 of 37 51
Which role(s) can do this step? HR Representative HRSS Representative 1. Log in to Workday 2. Click Inbox Request One-Time Payment To skip this step if not applicable: 1. From the email, click the gear icon 2. Click Skip This Task Note: You will be required to type a skip reason. 3. Find the email and click to open (opens in the right pane of the screen) Page 38 of 38 51
ONE-TIME PAYMENT (OTP) PLANS HR: Hire 4. Complete part one of the One-Time Payment (OTP) form (* indicates required information) Request One-Time Payment Click the prompt icon for options 5. Click OK Additional Pay Advanced Practice Clinician Incentive ARC Incentive Plan Bonus Attendance Bonus Certification Bonus Discretionary Bonus Lump Sum Merit Bonus Management Bonus Non-Discretionary Bonus Patient Satisfaction Bonus Physician (Non Discretionary) Bonus Referral Bonus Restoration Bonus Retention Bonus Signing Bonus Staffing Bonus Supplemental Employee Retirement Plan MD Incentive OB Differential OTP Aerobics OTP Bonus Base Pay OTP Bonus Contract Completion OTP Bonus Recognition OTP Charge/Lead OTP Colleague Incentive OTP Collection Bonus OTP Incentive OTP Premium Exempt Incentive OTP Wellness Transcription Incentive Uniform Allowance Urgent Care Differential Page 39 of 39 51
WHAT IS THIS? HR: Hire 6. Complete part two of the One-Time Payment form (* indicates required information) Request One-Time Payment Click the prompt icon for options NOTE: You can future date a one-time payment Effective Date Auto-populates to hire date Reason Choose from Incidental Expenses, One-Time Payment, or Relocation Expenses One-Time Payment Plan Auto-populates based on choice made in previous step Amount Type amount of one-time payment Currency Do not change from USD Worktags Paired with pay components and often a deduction (choose from menu options) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Send to Payroll Defaults as checked (yes); if paid some other way, please document in Additional Page 40 of 40 51
7. Type comments and click Submit Request One-Time Payment 8. Process moves to next step; click Done Page 41 of 41 51
Which role(s) can do this step? HR Partner Review One-Time Payment 1. Log in to Workday 2. Click Inbox NOTE: This step will be skipped if the colleague will not receive a one-time payment. 3. Find the email and click to open (opens in the right pane of the screen) Page 42 of 42 51
4. Review, type comments, and click Approve or Send Back with instructions (* indicates required information) Review One-Time Payment NOTE: The one-time payment process defaults to send info to Payroll. If it should be paid some other way, please document in Additional. 5. Process moves to next step; click Done Page 43 of 43 51
Which role(s) can do this step? HR Representative HRSS Representative Edit Service Dates 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) Page 44 of 44 51
WHAT IS THIS? HR: Hire 4. Add service dates, as applicable Edit Service Dates Original Hire Date Same as hire date unless a rehire, then date of first hire Continuous Service Date Date that will be used to bridge the continuity in service; defines length of service Benefits Service Date Tracks length of service for benefit programs Company Service Date Tracks an additional service date, such as date of acquisition Time Off Service Date Tracks time-off eligibility based on a different service date Seniority Date Auto-populates with Hire Date; tracks seniority based on a date other than Hire Date or Company Service Date Retirement Eligibility Date Tracks eligibility for retirement, such as when it is based on length of service or age Expected Retirement Date Reports on retirement for workers who announce their retirement date in advance Severance Date Tracks how long a worker receives severance pay Vesting Date Tracks when a worker is fully vested, when this differs from standard vesting rules 5. Type comments and click Submit 6. Process continues; click Open HINT: If Probation Period does not apply, click Skip here. To learn more about these dates and their implications, go to the Workday Help website at workday.trinity-health.org. Page 45 of 45 51
WHAT IS THIS? HR: Hire Which role(s) can do this step? HR Representative HRSS Representative Add Probation Period 1. Update the Add Probation Period form (* indicates required information) NOTE: Probation Period does NOT drive any other business process. Click the prompt icon for options Start Date Auto-populates to date of hire End Date End date of probation period; varies by RHM (e.g., 12 weeks for non-managers and 6 months for managers) Type Choose 30, 60, 90, 120, or 180 days from menu Reason Auto-populates with Introductory Extended End Date DO NOT USE during Hire process HINT: End Date will be required. 2. Type comments and click Submit 3. Process continues; click To Do HINT: If Local Employee Documentation does not apply, click Skip here. Page 46 of 46 51
Which role(s) can do this step? HR Representative HRSS Representative Local Employee Documentation 1. Read Instructions and act; type comments NOTE: This acts as a reminder for the HR/HRSS Representative to actively gather locally required documentation, if needed. To learn more about additional documentation for local government, go to the Workday Help website at workday.trinity-health.org. 2. Click Submit 3. Process continues; click To Do Page 47 of 47 51
Which role(s) can do this step? HR Representative HRSS Representative Background Check Complete 1. Read Instructions and act; type comments NOTE: This acts as a reminder for the HR/HRSS Representative to review new hire file has been reviewed and all compliance and required information is completed. 2. Click Submit 3. Process moves to next step; click Done Page 48 of 48 51
Which role(s) can do this step? Employee Health Partner Complete Employee Health 1. Log in to Workday 2. Click Inbox 3. Find the email and click to open (opens in the right pane of the screen) Page 49 of 49 51
4. Read Instructions and act; type comments Complete Employee Health NOTE: This acts as a notice for the Employee Health Partner to complete the employee health information. 5. Click Submit 6. Process is complete; click Done Page 50 of 50 51
End of Process: Next Steps WHEN HIRE PROCESS IS COMPLETE Onboarding Representative sends Manager a final hire communication, and Manager completes the SAR New hire completes any remaining new hire paperwork New hire enrolls in benefits in Workday (if applicable) once position is started (must enroll within 30 days of hire date) INTEGRATION: Identity Management automatically detects changes and updates the identity vault for identification, email account, etc. Page 51 of 51