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Add a Graduate Fellow

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This job aid outlines the activities for the Benefits Partner to add a Graduate Fellow in Workday, as well as the tasks the Graduate Fellow will need to complete such as editing personal and contact information and Government IDs.

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Important Information

  • All graduate fellows are added in the Non-Employee Benefits Administration Supervisory Organization.
  • The Onboarding Questions for Benefits and Privacy Flag are not required for a Graduate Fellow.

Getting Started

Initiate Hire

  1. Navigate to the Supervisory Organization where you need to hire a Graduate Fellow.
  2. Select the Supervisory Organization’s Related Actions icon and select Hire > Hire Employee.The Related Actions menu with the Hire option selected.

Note: Alternatively, you can search for Hire in the Search Bar and select the Supervisory Organization.

Locate/Create Pre-hire Record

Before a Graduate Fellow can be hired, they must have a pre-hire record. To determine whether a potential candidate has a pre-hire record, search Workday for the existing pre-hire record. If none exists, you will create a pre-hire record for the Employee.

  1. Enter a First Name and Last Name and select Search.The Hire Employee page
  2. Review the results by selecting the Details drop-down menu.Search Results displayed with the details drop down highlighted.
  3. Select the Related Actions icon next to Profile to view more details.The details section displayed with the worker's related actions icon selected.
  4. When you have located the correct Pre-Hire record, select Pre-Hire’s checkbox.
  5. Select Start Hire at the bottom of the page.
  6. Move to the Hire Details section of this job aid to continue.

Pre-hire Record Not Found

If there are 0 results 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.the search for person

  1. On the Legal Name Information tab, enter a First Name and Last Name.Legal name information
  2. On the Contact Information tab, enter the Pre-Hire’s Phone, Address and Email information.The Contact Information tab phone sectionThe Contact Information tab address sectionThe Contact Information tab email section and submit button
  3. Select OK.
  4. Select OK again to continue.

Hire Details

  1. On the next page, complete the following Hire details:
    • Hire Date. This is the date the fellowship begins.
    • Reason. Select Use for Benefits Purposes Only.The Hire page showing the hire details section
  2. In the Job Details section, complete the following details:
    • Employee Type. Select Non-Employee Benefits Only.
    • Job Profile. Select Graduate Fellow.
    • Time Type. Select Part Time.
    • LocationThe job details section of the Hire page.

Note: If a workstation has more than one location, select the College Station location. Enter any additional information, as needed.

  1. Enter any comments, as needed.
  2. Select Submit.

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

Up Next

  • The business process will be routed to the Benefits Partner to Assign Organizations.
  • The UIN Partner receives an inbox item to Confirm New or Rehire Worker Record.
  • The UIN Partner receives an inbox item to Get UIN and Edit the Employee ID.

Onboarding

The Graduate Fellow receives several Onboarding tasks that they need to complete.

  • Personal Information Change. Enter birthdate and gender.
  • Contact Information Change. Review contact information and update as needed.
  • Change Emergency Contacts. Provide a name and contact details in case of emergency.
  • Change Benefit Elections. Enter tobacco usage and select health coverages.
  • Edit Government IDs. Enter Social Security Number.
  • Change 1095-C Printing Election. Choose how to receive this tax form.

This completes the Add a Graduate Fellow business process.