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. |
Add Flexible Work Arrangement for Worker This job aid outlines the process for a Manager or 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 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. |
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. |
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. |
Change My Work Space This job aid describes the task for an Employee to assign the Work Space (physical facility and office) where the job duties are performed. |
Change Organization Assignments (Staffing Event) This job aid outlines the process for an HR Partner, HR Contact, or Manager to assign or change the Company and TAMUS System Member Part during staffing events or as a standalone process if the defaulted information is incorrect. |
Change Photo for Your Employee This job aid outlines the process for an HR Partner or Manager to change their Employee’s or Contingent Worker’s photo in Workday. |
Change Work Space (Managers, HR Contacts or HR Partners) This job aid describes the task for Managers, HR Contacts or HR Partners to assign the Work Space (physical facility and office) where a Worker primarily performs job duties. |
Change Your Photo This job aid outlines the process for an Employee or Contingent Worker to change their photo in Workday. |
Close Position This job aid outlines the process for an HR Partner, Manager or Department Head to close a position that is no longer needed, can be eliminated due to reorganization, or for which funding has ended. There is also the option to close a position after a termination, the end of an additional job, or when an Employee transfers to a new position. |
Complete Form I-9 Section 3 in Workday This job aid outlines the process for an I-9 Partner to complete an Employee’s Form I-9 Section 3. |
Contract Contingent Worker 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. |
Convert to Employee This job aid details the process for an HR Partner to convert a Contingent Worker to an Employee in a paid position. |
Create Position This job aid outlines the tasks for a HR Partner, HR Contact, and Manager to create a position. |
Edit Non-Effective Dated Additional Data This job aid outlines the process to edit Additional Data which are a variety of Custom Objects in Workday. Custom Objects are either effective-dated or non-effective dated and are specific to an Employee. |
Edit Other IDs This job aid outlines the process for various security roles edit an Employee’s other IDs. Other IDs act as custom identification data for business purposes in Workday. |
Edit Payment Elections This job aid outlines the process for an Employee to edit their own payment elections outside of the onboarding process. |
Edit Position This job aid outlines the process for an HR Partner to make changes to job details of a filled position. |
Edit Position Restrictions This job aid outlines the process for an HR Contact, HR Partner or Manager to make changes to the Hiring Restrictions and Qualifications of a position using the Edit Position Restrictions business process. Member version: TAMU |
Edit Service Dates This job aid outlines the process for an Absence Partner, HR Contact or HR Partner to edit an Employee’s service dates only when there is supporting documentation due to potential impact to Employee benefits eligibility. |
Edit System ID This job aid outlines the process to edit a Worker’s System ID (UIN) in Workday during Hire or Contract Contingent Worker. |
Edit Worker Additional Data Event This job aid outlines the activities for an Employee to edit Additional Data on their Worker Profile. Other security roles can also initiate the Edit Worker Additional Data Event on behalf of the Employee. |
End Additional Job This job aid outlines the process for a HR Contact, HR Partner, Manager or Management Chain to end an additional job assigned to an Employee. |
End Contingent Worker Contract This job aid outlines the process for an HR Partner, HR Contact, Manager or someone in the Management Chain to end the relationship between a Contingent Worker and a Member. |
End Flexible Work Arrangement This job aid outlines the process for an Employee to request to end a previously approved Flexible Work Arrangement. |
End Flexible Work Arrangement for Worker This job aid outlines the process for a Manager or a HR Partner to request to end a previously approved Flexible Work Arrangement for a Worker. |
Export Control Review (Edit Additional Data) This job aid outlines the process for an Export Control Partner to document in Workday an Export Control Review using the Edit Additional Data business process. |
Hire This job aid outlines the primary activities for various security roles during the Hire business process. |
Job Overlap Period This job aid outlines the activities for an HR Partner, HR Contact, or a Manager to move a current Employee who is pending termination into a temporary position created solely for the purpose of training their replacement. Member version: TAMU |
Manage Your Personal Information This job aid outlines the process for employees, retirees and contingent workers to manage personal information in Workday such as Gender, Date of Birth, Race/Ethnicity, Citizenship Status, and Nationality. |
Manage Your SSN and Other Government IDs This job aid outlines the the process for an Employee to verify their U.S. Social Security Number (SSN) and edit Government IDs in Workday. Government IDs include National IDs, U.S. Social Security Numbers or Qatar ID Card numbers, and additional Government IDs such as Resident Citizen of the United States ID cards (I-179) and Driver’s License. |
Managing Supervisory Organizations This job aid outlines the process for an Organization Partner to manage Supervisory Organizations. This includes creating new supervisory organizations, assigning superior, and dividing supervisory organizations. |
Mark Pre-hires for Deletion This job aid outlines the activities for an HR Partner to mark a duplicate Pre-Hire record for deletion. Marking a Pre-Hire record for deletion will prevent the record from being selected during the Hire business process. |
Move to New Manager This job aid outlines the activities for an HR Contact, HR Partner and Organization Partner to move an Employee to a Manager who was not previously a Manager. A new Supervisory Organization will be automatically created because one does not already exist for this new Manager. This business process will create the new Supervisory Organization and move the Employee to be a member of the Supervisory Organization at the same time. |
Move Workers (Supervisory) This job aid outlines the process for an HR Partner or HR Contact to move positions and Workers from one Supervisory Organization to another without a change in their position details. |
Onboarding The purpose of this job aid is to provide a new Employee with guidance on how to complete the onboarding process in Workday. However, the experience shown here is only a sample of what an Employee might typically encounter. Onboarding is a process that varies depending on the position and characteristics of the worker hired. Not every Employee will see everything shown in this job aid. If you have questions on any part of this process, refer to the Additional Resources tab for instructions on how to reach out to your Human Resources department. |
Payment Election Enrollment Event (Onboarding) This job aid outlines the process for an Employee to manage payment elections during the onboarding process. |
Report No Show This job aid outlines the activities for an HR Partner and HR Contact to rescind the Hire event for an Employee who does not arrive as expected or who completed the Hire process but will no longer fill the position. |
Request Compensation Change This job aid describes the steps for a Compensation Partner, HR Partner, HR Contact or Manager to request ad hoc compensation changes for an Employee. Member version: TAMU |
Request Delegation Change for Administrative User This job aid outlines the Request Delegation Change process used by HR Partners to view and modify a worker’s delegation settings, including the ability to view current and past delegations for the worker. |
Request Flexible Work Arrangement This job aid outlines the process for an Employee to request a Flexible Work Arrangement. The request can be submitted for working at an Alternate Work Location or using a Flexible Work Schedule. Member version: TAMU |
Request One-Time Payment This job aid outlines the process for an Absence Partner, Budget Contact, Compensation Partner, HR Partner, HR Contact, or a Manager to request a one-time payment for an Employee. One-time payments can be used to issue ad hoc payments to an Employee for additional work, awards programs, reimbursements, or lump sum vacation payouts. |
Request Worker Start Date Correction This job aid outlines the process for a for an HR Partner, HR Contact, or Benefit Partner to correct the Hire Date. |
Start Job Change This job aid outlines the activities for an HR Contact, HR Partner, and Manager to initiate and complete the Start Change Job business process when only the Additional Job Classification is changing for the Worker Position. |
Submit Your Resignation This job aid describes the process for an Employee to submit their voluntary resignation in Workday. |
Switch Primary Job This job aid outlines the process for an HR Contact, HR Partner, Manager, or someone in the Management Chain to switch an Employee’s additional job to be their primary job. Member version: TAMU |
Termination (Involuntary) This job aid describes the process for HR Contacts, HR Partners, or Managers to end employment of an Employee’s Primary Job when the termination is involuntary. Additional information is included for when the primary reason for termination is death. |
Termination (Voluntary) This job aid describes the process for HR Contacts, HR Partners or Managers to end employment of an Employee’s Primary Job when the termination reason is voluntary. |
Update Your Passport or Visa This job aid outlines the process for an Employee to change their passport and visa information in Workday. |
View Position Restrictions This job aid outlines the process for an Employee, Manager, and other Workday security roles to view an Employee’s Position Restrictions. Position Restrictions comprise the job summary, job description, responsibilities and required qualifications of a specific position. |
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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 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 |
Using Academic Pay Period |
Using Flexible Work Arrangement 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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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 | 2022/02/16 |
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 | 2022/04/13 |
Change Job Template for Job Classification Changes Overview of the new Change Job Template functionality that allows authorized security roles to more easily perform Job Classification changes for the Worker. |
May 05, 2021 | 2021/05/05 |
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 | 2022/01/19 |
Correct Worker Start Date Discusses the new business process Request Worker Start Date Correction that allows authorized security roles to more easily respond to blocking events when correcting the hire date for a worker |
February 24, 2021 | 2021/02/24 |
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 | 2022/02/02 |
Ending Employment Reviews the Termination and End Additional Job business processes and best practices for completing these processes. Discusses actions that touch payroll such as paying out vacation balances and death benefits. |
November 03, 2021 | 2021/11/03 |
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 | 2022/09/14 |
Hiring & Onboarding Graduate Assistants Describes the Hire and Onboarding business processes for Graduate Assistants. Topics will include understanding how to appropriately complete the Hire process, the Onboarding actions by Employer and Employee, and taking an active approach in monitoring new hire activities. |
July 14, 2021 | 2021/07/14 |
Job Classifications This webinar discusses and defines the various job classifications, demonstrates how the job classification can be overridden at the position level, and discusses reports that can be used to identify job classifications |
June 25, 2019 | 2019/06/25 |
Job Overlap Period This solution promotes a system-wide standard approach and maximizes efficiency when an employee is terminating in the future and a replacement employee is brought on board early for training and knowledge sharing |
December 03, 2020 | 2020/12/03 |
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 | 2022/04/06 |
Onboarding Dashboard Discusses the new Onboarding Dashboard that offers an effective way for new employees to integrate into their organization and enhances an employee's overall onboarding experience |
June 03, 2020 | 2020/06/03 |
Retirement Reviews the business processes and best practices for terminating and retiring an employee in Workday, as well as actions that touch benefits and payroll activities. |
November 17, 2021 | 2021/11/17 |
Student and Graduate Assistant Employees Describes the Hire and Onboarding business processes for undergraduate and graduate students. Topics will include understanding how to appropriately complete the Hire process, the Onboarding actions by Employer and Employees, and taking an active approach in monitoring new hire activities. |
October 20, 2021 | 2021/10/20 |
Students as Employees Provides a comprehensive overview of how Workday has been configured to employ, pay and manage student workers. |
January 13, 2021 | 2021/01/13 |
Workday Staffing Pt 3: Onboarding & Benefits Part 3 of this series will walk you through the New Employee’s onboarding experience. We will train you on how to support employees as they navigate their onboarding dashboard and make benefits elections. You will learn onboarding pitfalls to avoid and which issues impact benefits and retirement enrollment. |
August 14, 2021 | 2021/08/14 |
Workday Staffing Pt 4: Report No Show Part 4 of this series will cover the Report No Show and Correct Worker Start Date business processes so you can handle those “oops” that occur when hiring new employees |
August 25, 2021 | 2021/08/25 |