Add Additional Job

1. Navigate to the Employee’s Worker Profile and select Actions > Job Change > Add Job.
2. Enter the name of the Supervisory Organization where the additional job is located.
3. Select OK.
4. In the next window, enter the Effective Date and Reason.
5. Under Job Details, verify/edit the details populated in the following fields as necessary: Position, Employee Type, Job Profile, Time Type, Location, and Pay Rate Type.
   
6. Under Working Time, verify/edit the Scheduled Weekly Hours and FTE fields as necessary.

7. In the Additional Details section, complete the following fields:
   • The Job Title, Business Title, and Job Classifications fields will be automatically populated from the selected position.
   • Annual Work Period. This must match Disbursement Plan Period.
   • Disbursement Plan Period. This must match Annual Work Period.
   • Job Classifications
   • The Additional Job Classifications field will be used to override or add Job Classifications on the Position.
   • End Employment Date (if required)
   • The Default Weekly Hours will always be 40 and should not be changed.
   • For all additional jobs, an Overtime Flag must be added into the Additional Job Classifications field.
     

Important: For positions that require risk training, be sure to select the Additional Job Classifications: Exposure Risk Training, if the job classification is not already assigned at the Job Profile level.

8. Enter any comments, as needed.
9. Select Submit.

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

Propose Compensation Hire (Initiator)

The HR Contact will receive the Inbox action item to Propose Compensation Hire. Fields will default from the Position Restrictions, if they exist for this position.

1. Review the Default Compensation. If no changes are needed, select Submit. If changes are needed, select Make Changes.

2. Edit the Salary or Hourly section, as needed. When you adjust the Amount, Amount Change, or Percent Change fields, Workday automatically calculates the other two fields. Do not add or change the additional details section, which includes adding an end date to the compensation.
3. Select Save.
4. To add a Plan Assignment, such as an Allowance, select the Add Plan Assignment button.

5. The Add Plan Assignment slide-out will appear on the right.
   • Compensation Plan Type. Select Hourly, Allowance or Merit.

IMPORTANT: Merit should not be added during the Request Compensation Change business process unless coordinated with the designated Merit Partner during the annual merit process.

1. • Compensation Plan. Select the type of allowance (e.g., Communication Allowance, Department Head Stipend, Temporary/Interim Increase, etc.).

6. Select OK.
7. On the next screen add the plan details:
   • Amount. This is where you enter the monthly amount of the allowance being offered.
   • Currency. This will always be set to USD.
   • Frequency. This will always be set to Monthly.
   • Additional Details. Selecting this will reveal optional fields.
     • Expected End Date. This field will not terminate payment, it is only entered to indicate when you expect the payment will need to end.
     • Actual End Date. Any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan for the Employee.

8. Select OK.
9. Select Submit.

Once submitted, the Propose Compensation Hire inbox item will be archived.

Review and Approvals

• The business process will route to HR Partner, both Department heads and others (depending on the position) for a consolidated approval.
• Additional Job Classification change to MSO Code will route to the HR Partner for review.
• HR Partner may receive approval if the employee is adding a job at a different system member.

Note: Some members have chosen additional approval steps that may route to the HR Partner.

Assign Costing Allocation (Budget Contact)

The initiator receives an Inbox task to Assign Costing Allocation. Costing Allocations are required for all individuals employed in additional jobs.

1. Select a Costing Allocation Level.
2. Select Add.
3. Enter the duration of the costing allocation. Complete the following fields:
   • Start Date: This indicates the first date that the salary/wages will be charged to the designated account
   • End Date (Optional): This indicates the last date that the salary/wages will be charged to the designated account.
   • Worktags. Add the account number (e.g., Business Computing Services) as needed. One or more cost centers may be needed. This is a required field. It cannot be left blank.
   • Distribution Percentage. Update as needed. To distribute percentages across multiple cost centers, select the Plus Sign (+) icon which will create a new row. The percentages from all cost centers must add up to 100%.
     
4. Select Submit.

Consolidated Approval

The business process will route to the Budget Partner and Payroll Partner for a consolidated approval.

Review Costing Allocation (Budget Partner)

The Budge Partner receives an Inbox task to review the Review Costing Allocation for Start Additional Job.

Assign Pay Group (Payroll Partner)

The Payroll Partner for the Supervisory Organization where the additional job is located will receive an Inbox action item to Assign Pay Group.

Other Onboarding Procedures (HR Contact or HR Partner)

The HR Contact or HR Partner receives the To Do: Other Onboarding Procedures if the Company, Location or Supervisory Organization assigned to the additional job is different from the Company assigned to the Employee’s primary position.

Other To Dos

• If the additional job is benefits eligible, the HR Contact or HR Partner receives the To Do to trigger the Edit Effective-Dated Custom Object event for the Employee. This will prompt the Employee to receive various onboarding tasks.
• The I-9 Processor will receive the To Do: Complete Form I-9 in Guardian for Transfer or Additional Job if the company assigned to the additional Job is changed.
• The I-9 Partner receives a To Do to Record Form I-9 Completed in Guardian. Refer to the Form I-9 Processing Quick Reference Guide on Workday Help for more details.
• The Background Check Partner receives a To Do to Complete a Background Check. Refer to the Background Check job aid for additional details.
• If the additional job is benefits eligible, the Benefit Partner receives the To Do: Review Benefits Onboarding Questions and SGIP Date Driver.

This completes the Add Additional Job business process.