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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 (Afghanistan Local Worker, 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 where you want to contract the Contingent Worker.
    • Supervisory Organizations with a Job Management staffing model will have the name of the person who is authorized to hire in the name of the supervisory organization.
    • Search for them using the “sup:” prefix and “Contingent Worker” or “CW”.
      Search results for supervisory organizations that have a Job Management staffing model that can hire a 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.
  2. Select the Supervisory Organization’s Related Actions icon. Then select Hire > Contract Contingent Worker.Start the hiring process for a Contingent Worker by selecting the Related Actions icon which is highlighted with an arrow. Select Hire from the menu and the Contract Contingent Worker item which is highlighted with a blue box.

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. Details are shown that include employee ID and Pre-hire ID.
  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. Check to make sure that the correct Supervisory Organization is being used for this Worker’s contract.
  2. Select OK.
  3. Complete the following Contingent Worker Contract details: Contract Start Date, Reason (required), Contingent Worker Type, Job Profile, Time Type, Location and Work Space.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.

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.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.

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.Complete To Do Get UIN and edit the Contingent Worker ID box that is prompting the manager to complete this task.
  2. Enter the UIN in the comments box. This is not required but is 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.