Staffing Learning Hub
Our Hub page brings Staffing content from across our site in to one central location. Use the tabs below to find specific learning materials. For information about the Guardian I-9 application, please visit the Guardian I-9 Help website.
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How can I update Military Status (on the Personal tab) in Workday? The Military Status section data was converted from our previous personnel system and is not editable; it is maintained for reporting purposes. You can update your Veteran Status Identification in Workday using the Department of Labor reporting requirements by selecting Worker Profile > Personal Data > Change my Veteran Status Identification. The updated veteran status […] |
How can I view veteran status in Workday? To view veteran status, go to Worker Profile > Personal Data > View Veteran Status Personal Identification; if self-identification has not been completed using the Department of Labor reporting requirements implemented in 2014, and the employee was actively employed in 2017, go to Worker Profile > Personal Data > Military Status. The View Veteran Status […] |
How do I edit the Other IDs for an employee, such as Benefit Replacement Pay or Tenure Status? The Edit Other ID business process is used to edit various IDs. Refer to the Job Aid Edit Other IDs for instructions on the process and the reference guide Custom Other IDs for a list of all IDs, their purpose, and valid values. |
How do I enter veteran status in Workday? To enter or update veteran status go to Worker Profile > Personal Data > Change my Veteran Status Identification. |
How will a new hire get access to Workday in order to do their onboarding process? During the recruiting process, a candidate will enter an email address that will be used to communicate with the hiring department. For direct hires, the hiring department will enter the new hire’s email address when creating the Pre-Hire record during the initiation step of the Hire process. Once an Employee’s Hire process reaches the completion […] |
When is a new Employee notified about their Workday account after hire? An email is sent to the Employee (using the email address associated with their pre-hire record) from Single Sign On (SSO) which will give them access to Workday. After completing the Hire business process in Workday, the Employee’s record is sent in the overnight integration. If the record is successfully validated (i.e., it has a […] |
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Add Additional Job This job aid outlines the process for an HR Contact and HR Partner to initiate the process to add an additional job for an Employee in Workday. Member version: TAMU |
Add Flexible Work Arrangement for Worker This job aid outlines the process for a HR Partner to request a Flexible Work Arrangement on behalf of a Worker. The request can be submitted for working at an Alternate Work Location or using a Flexible Work Schedule. It can also be used to document a workplace accommodation when submitted by an HR Partner. Member version: TAMU |
Add Retiree Status (Termination) This job aid describes how to Add Retiree Status to an Employee after the Termination business process has been initiated and how to initiate a Change Benefits Event when the termination reason is Retirement. |
Change Contact Information for Your Employee This job aid outlines the process for the Benefits Partner, HR Contact, HR Partner, or System Benefits Support to change an Employee’s contact information in Workday. |
Change Job (Graduate Fellow) This job aid outlines the activities necessary to set up the appropriate custom ID and initiate the Change Job business process for a Graduate Fellow who has been hired into a non-benefits eligible position.
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Change Job This job aid outlines the activities for an HR Partner and HR Contact to complete a Change Job business process and the related transactions. Related transactions may include, promotions, transfers, reclassifications, changes in hours or work periods, and changing location. Member version: TAMU |
Change My Business Title This job aid outlines the process for an Employee to update their Business Title. |
Change My Contact Information This job aid outlines the process for an Employee to change their contact information in Workday. |
Change My Legal Name This job aid outlines the process for an Employee to add or edit their legal name in Workday. |
Change My Name Pronunciation This job aid describes the business process for an Employee to display the pronunciation of their name in Workday. |
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Guardian I-9 Administrator Training This Guardian I-9 Administrator training provides information on the use, assignment and duties of individuals given administrator privileges in the Guardian I-9 System. Users should already be knowledgeable about Form I-9 and E-Verify compliance. |
TAMUS UIN Management The purpose of this course is to familiarize UIN Administrators and UIN Partners with essential concepts and business processes relevant to their responsibilities within UIN Manager and Workday. |
Workday Hiring Series – Part 1: Preparing for the Hire This course overviews the first part of the process of preparing for hiring an employee in Workday. |
Workday Hiring Series – Part 2: Hiring Employees This course overviews the Hire business process from beginning to end. |
Workday Hiring Series – Part 3: Onboarding This course overviews the Onboarding process of the Hire business process. |
Workday Hiring Series – Pt 4: Report No Shows This course overviews the process of preparing for hiring an employee in Workday. Topics include Report No Show; Correct Worker Start Date; Cancel, Correct & Rescind; Termination. |
Workday Staffing Part 1 This course is designed to give you an overview of Staffing, associated business processes, and to provide context for their functions. |
Workday Staffing Part 2 This course is designed to give you an overview of Staffing, associated business processes, and to provide context for their functions. |
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Additional Data Custom Objects Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc. |
Change Job Reasons This guide provides details for the various reasons that would prompt the need to initiate the Change Job business process. |
Contracting Contingent Workers Provides a brief overview of the worker type and important steps in the set-up process in Workday |
Correct Worker Start Date Provides an overview of the business process and provides guidance on facilitating the process effectively. Best practice guidelines are also provided when the business process has advantages over using the Correct task that is also available in Workday. |
Form I-9 Processing Since a Form I-9 for an employee may be located in Workday or in Guardian, actions required during a business process will be based on various factors. Use this reference guide to learn how Form I-9 processes need to be completed |
Onboarding Processes by Security Role This guide focuses in detail on onboarding for Hire. Information regarding onboarding for Change Job and Add Additional Job is provided in the last section of this reference guide. |
Report No Show – Decisions and Impacts This guide provides guidelines for when the Report No Show business process is appropriate to initiate, outline examples for when Report No Show is not possible and explains the possible downstream impacts to recruiting processes |
Summer Appointments (Faculty and Graduate Assistants) This guide provides best practice guidance for when making an additional appointment for Faculty and Graduate Assistants during the summer months to avoid a disruption to benefits for the Employee |
Termination Reasons Overview When Terminating an Employee in Workday, you are required to select a Termination Reason. Termination Reasons fall into two categories: Voluntary and Involuntary. Within each category, there are multiple Termination Reasons to choose from. Key Points Some Termination Reasons drive additional functionality, therefore selecting the correct reason is essential. For example: Retirement You can […] |
Using Flexible Work Arrangements The purpose of the Using Flexible Work Arrangement reference guide is to provide Employees with an overview of the business process, eligibility requirements, terminology, and other critical details about the process. |
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Change Job: Data Change This video demonstrates the Change Job process specific to several Data Change scenarios. |
Change Job: Employee Transfer This video demonstrates the Change Job process specific to a Transfer scenario. |
Change Job: Promotion Reclassification This video demonstrates the Change Job process specific to a Reclassification for Promotion scenario. |
Edit Position Restrictions This video demonstrates the Edit Position Restrictions process. |
Manage Supervisory Organizations This video demonstrates the Manage Supervisory Organizations process. |
Report No Show This video demonstrates the Report No Show process. |
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Export Control – Phase II Reviews the new functionality for managing export control compliance in the employment process. This session focuses on Phase II, which includes new features for tracking positions with export control implications, review steps in staffing events, and reporting. |
September 14, 2022 |
Background Checks – Updated Workday Functionality Overviews the additional Background Check functionality that allows authorized security roles the flexibility to easily run and record background checks on Employees during Hire, Change Job, Add Additional Job and as a standalone process. Also reviews the current Background Check process and introduces the new Background Check Partner security role. |
April 13, 2022 |
Keeping Organizations Organized in Workday During this webinar, an overview of the different types and purpose of organizations in Workday. We covered best practices for creating and using supervisory organizations, the manager role, inactivation, and specific actions for contingent workers. We reviewed reports to monitor your member’s organizational health, including the dreaded Supervisory Org Error Report. |
April 06, 2022 |
Add Additional Job/Switch Primary Job This webinar discusses the Add Additional Job and Switch Primary Job business processes. We will review steps and best practices for adding subsequent jobs and switching which job is primary. |
February 16, 2022 |
Creating and Editing Positions This webinar discusses the three core business processes for your staffing needs: Create Position, Edit Position Restrictions, and Edit Position. It goes over the steps, impacts based on unfilled and filled positions, and best practices for worker types. |
February 02, 2022 |
Changing or Moving Jobs Discusses the Change Job and Move Workers business processes. We will review steps and best practices for editing details of the employee’s current job, transferring the employee to a different job, giving a promotion or simply moving the worker to a new manager |
January 19, 2022 |