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Home / Job Aids / Add Additional Job

Add Additional Job

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This job aid outlines the process for an HR Contact, HR Partner, Manager or someone in the Management Chain to initiate the process to add an additional job for an Employee in Workday.

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Important Information

  • If the additional job will be the Employee’s new primary job, first complete the Add Additional Job business process, then use the Switch Primary Job business process to designate the newly added job as the Employee’s primary position.
  • If the Company assigned to the additional job is different than the Company assigned to the Employee’s primary position, a new Form I-9 will need to be completed in Guardian. Refer to the Form I-9 Quick Reference Guide on Workday Help for additional details on Form I-9 processing.
  • If the additional job is eligible for overtime pay, Workday calculates the hourly pay rate for federal overtime as the weighted average of the two positions.
  • Depending on whether your member has elected to participate in export control related processes, additional steps may be required.

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.

Getting Started

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

Note: Based on the selected Position, the other fields will be automatically populated.

  1. In the Additional Details section, complete the following fields:
    • The Job Title, Business Title, Default Weekly Hours 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.
      Fill-in additional job details

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.

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

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

Up Next

Propose Compensation Hire (Initiator)

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

Change Organization Assignments (HR Partner)

The business process will route to the HR Partner to Change Organization Assignments. Review the Company and System Member Part fields, which will default from the Position Restrictions. In most cases, no changes are needed.

Change Organization Assignments page

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.

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.Assign Costing Allocation for add Job inbox task
  3. Enter the duration of the costing allocation. Complete the following fields:
    • Start Date: This signifies the first date that the salary/wages will be charged to the designated account
    • End Date (Optional): This signifies the last date that the salary/wages will be charged to the designated account.
  4. Update the account number in the Worktags field (e.g., Business Computing Services) as needed. Projects are searchable from this field, but should not be selected.
  5. Update Distribution Percentage fields 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%.The Costing Allocation page
  6. 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 receives an Inbox task to review the Review Costing Allocation for Start Additional Job.Review Costing Allocation inbox task

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.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.

Quicklinks

  • Propose Compensation Hire (Initiator)
  • Change Organization Assignments (HR Partner)
  • Review and Approvals
  • Assign Costing Allocation (Budget Contact)
  • Consolidated Approval
  • Review Costing Allocation (Budget Partner)
  • Assign Pay Group (Payroll Partner)
  • Other Onboarding Procedures (HR Contact or HR Partner)
  • Other To Dos

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