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Contract Contingent Worker

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This job aid described the process for an HR Partner, HR Contact, a Manager or someone in the Management Chain to formalize the relationship between a Contingent Worker and The Texas A&M University System.

Prerequisites

The Supervisory Organization for a Contingent Worker must be set up with the Job Management Staffing Model. If a Supervisory Organization must be created, please see the Managing Supervisory Organization job aid.

Important Information

  • A Contingent Worker is an individual who is not a Texas A&M University System Employee or paid through Workday Payroll, but who may be a Manager of Texas A&M University System Employees or has an HR- or Payroll-related business need to have an account in Workday.
  • The employing Supervisory Organization is responsible for ensuring appropriate approvals prior to initiating any Hire event (including any additional approvals required beyond what is configured in Workday).
  • You will need to designate a Contingent Worker Sub-Type (Manager-Special Programs, Qatar Local Worker or Visiting Faculty/Scholar) while contracting the Contingent Worker.
  • Contingent workers do not go through Workday Recruiting to become a Contingent Worker. A Pre-Hire record must be created if one does not already exist.
  • Contingent workers will be clearly designated in Workday with a “[C]” next to their name.
  • Contingent Workers can be later hired as an Employee. A Contingent Worker can apply for an unfilled position using the member’s external posting site. Alternatively, the hiring Supervisory Organization can do a direct hire using the Convert to Employee business process.

Getting Started

  1. Navigate to the Supervisory Organization wherein you want to contract the Contingent Worker.Note: The Supervisory Organization must be set up for the Job Management Staffing Model. Do not contract a Contingent Worker in a Supervisory Organization with a Position Management Staffing Model.Search bar with name of supervisory organization entered and options listed.
  2. Select the Supervisory Organization’s Related Actions icon. Then select Hire > Contract Contingent Worker.Display showing items in the Action menu with Hire in the main menu and Contract Contingent Worker in the submenu highlighted for emphasis.

Locate or Create a Pre-Hire Record

Before Contracting a Contingent Worker, a pre-hire record must exist for them. First, search Workday for an existing pre-hire record. If none exists, you will create a pre-hire record for the Employee.

Locate the Supervisory Organization

  1. On the Contract Contingent Worker page, enter a First Name and Last Name. Then select Search.Contract Contingent Worker page with Search Pre-Hires section completed and search button highlighted for emphasis.
  2. Review the results by selecting the drop down icon next to Details.Sample results shown with John Smith as an example and the drop down arrow next to Details highlighted for emphasis.
  3. Select the Related Actions icon next to Profile to view more details about the Worker.Related action button selected next to profile for the individual and displaying additional information about the worker such as the location.
  4. When you have located the correct Pre-Hire record, select the corresponding checkbox.Details section highlighted with additional emphasis on the checkbox next to an employee's name.
  5. Select Start Contract at the bottom of the page.
  6. Move to the Contract the Worker section of this job aid to continue.

Pre-Hire Record Not Found

If there are 0 results after searching for a pre-hire record and you have exhausted all possibilities, or if the results do not include the individual you are looking for and you have exhausted all possibilities, select Create New Pre-Hire.Search prehires section with Create New Prehire button selected and 0 search results highlighted for emphasis.

  1. On the Legal Name Information tab, enter the Worker’s First Name and Last Name.The Legal Information tab displays with entries made in the Country, First Name, and Last Name fields.
  2. On the Contact Information tab, enter the Worker’s address, phone number and email in the corresponding sections.The contact Information tab displays the phone, address, and Email sections where you can add information about a new pre-hire.
  3. Select OK.
  4. Select OK again to continue.

Contract the Worker

Once the correct pre-hire record has been selected or created, use the following steps to complete the Worker’s contract.

  1. Complete the following Contingent Worker Contract details: Contract Start Date, Reason (required), Contingent Worker Type, Job Profile, Time Type, and Location.Job details section including fields for contract start date and reason, contingent worker type, job profile, time type and location.

IMPORTANT: Contract Details in Workday will not be used. Do not enter data in the Contract Details section.

  1. Enter any additional information, as needed. Note: Do not add information in the Additional Job Classifications section. The primary piece of information to edit is the Scheduled Weekly Hours, if needed.Additional Information section with prepopulated information for various fields such as job title and business title. Other fields are blank such as additional job classifications.

IMPORTANT: The Default Weekly Hours will always be 40 and should not be changed. Update Scheduled Weekly hours to obtain the correct FTE.

  1. Use the Select Files section under Attachments to upload any attachments, if required by your member.
  2. Workday Services recommends you enter the UIN in the comments section as a best practice to assist the UIN Partner later in the process.
  3. Select Submit.

Navigate to the Up Next tab for the next steps in the process.

Up Next

Change Organization Assignments (HR Partner)

The HR Partner will receive the Change Organization Assignments Inbox Task to determine if edits are needed for the Company and System Member Part number. Typically, no edits are needed.

  1. Review the information and make edits as needed.Displays the Review Change Organization Assignments screen.
  2. Select Submit.

To Do Get UIN and edit the Contingent Worker ID (UIN Partner)

The UIN Partner receives a To Do Get UIN and edit the Contingent Worker ID.

  1. Follow the instructions on the To Do first.Displays the Compete To Do: Get UIN and edit Contingent Worker ID message sent to the UIN Partner.
  2. Enter the UIN in the comments box. This is not required, but is generally considered best practice.
  3. Select Submit to move the business process forward.

Up Next

Onboarding is triggered once these steps have been completed.

This completes the Contract Contingent Worker business process.