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.
| Title | Summary |
|---|---|
| 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... Read More |
| 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... Read More |
| 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... Read More |
| 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... Read More |
| Title | Summary |
|---|---|
| Add Additional Job | The process for an HR Contact, HR Partner, Management Chain or Manager to initiate the process to add an additional job for an Employee in Workday |
| Add Flexible Work Arrangement for Worker | |
| Add Retiree Status (Termination) | 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 |
| Assign Costing Allocations | The process for a Payroll Partner, HR Contact, HR Partner or Manager to edit existing costing allocations for a position and / or worker as a stand-alone process |
| Change Contact Information for Your Employee | |
| Change Job | The activities for an HR Partner, HR Contact or Manager 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 for the Benefits Partner to add the Working Graduate Fellow custom ID before the HR Partner initiates the Change Job business process for changes a Graduate Fellow |
| Change My Contact Information | |
| Change My Name Pronunciation | |
| Change My Work Space | |
| Change Organization Assignments (Staffing Event) | The process for an HR Partner, HR Contact or Manager to assign or change the Company and TAMUS Member Part during staffing events or as a standalone process if the defaulted information is incorrect |
| Change Photo for Your Employee | The process for an HR Partner or Manager to change his / her Employee’s or Contingent Worker’s photo in Workday |
| Change Title for Emeritus Status | This job aid outlines the process for an HR Partner, HR Contact, Faculty Partner or Manager to update an individual’s Business Title for Emeritus Status |
| Change Work Space (Managers, HR Contacts or HR Partners) | |
| Change Your Photo | The process for an Employee or Contingent Worker to change his / her photo in Workday |
| Close Position | 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 | The process for an I-9 Partner to complete an Employee’s Form I-9 Section 3 |
| Contract Contingent Worker | 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 | The process to convert a Contingent Worker to an Employee in a paid position |
| Create Position | The tasks for an HR Partner, HR Contact and Manager to create a position |
| Edit Non-Effective Dated Additional Data | The process to edit Additional Data which is 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 | The process to edit an Employee's other IDs in Workday. Other IDs act as custom identification data for business purposes in Workday |
| Edit Payment Elections | The process for an Employee to set up and / or edit payment elections (outside of the onboarding process) |
| Edit Position Restrictions | 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 |
| Edit Service Dates | 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 | The process to edit a worker's System ID (UIN) during Hire or Contract Contingent Worker |
| Edit Worker Additional Data Event | The activities for an Employee to edit Additional Data on his or her worker profile. Other security roles can follow this process to initiate this business process on behalf of the Employee |
| End Additional Job | 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 | 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 | |
| End Flexible Work Arrangement for Worker | |
| Export Control Review (Edit Additional Data) | |
| Hire | The primary activities for various security roles during the Hire business process |
| Job Overlap Period | The process to move a current Employee who is pending termination into a temporary position created solely for the purpose of training his or her replacement |
| Manage Your Personal Information | The process for Employees, Retirees and Contingent Workers to manage his or her personal information in Workday |
| Manage Your SSN and Other Government IDs | The process for an Employee to verify a social security number and edit Government IDs in Workday. A Government ID includes National ID for employees to enter and edit their U.S. Social Security Number or Qatar ID Card number and Additional Government IDs such as Resident Citizen of the United States ID card (I-179) |
| Managing Supervisory Organizations | The process for an Organization Partner to manage Supervisory Organizations. This includes dividing, assigning superior and creating new Supervisory Organizations in Workday |
| Managing Vaccine Information for Your Employee | |
| Managing Your Vaccine Information | |
| Mark Pre-hires for Deletion | 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 possible selection during the Hire business process |
| Move to New Manager | The activities for an HR Contact, HR Partner and Organization Partner to move an Employee to a Manager who was not previously a Manager of Employees. 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) | 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 | Provides a new Employee guidance on how to complete the onboarding process in Workday |
| Payment Election Enrollment Event (Onboarding) | The process for an Employee to manage payment elections during the onboarding process |
| Report No Show | The activities for an HR Partner, HR Contact or Manager to initiate the Report No Show business process when an Employee has been hired but will not fill the position as expected |
| Request Delegation Change for Administrative User | The Request Delegation Change process HR Partners use to view and modify a worker’s delegation settings, as well as see current delegations and past delegations for the worker |
| Request Flexible Work Arrangement | |
| Request One-Time Payment | The process for an Absence Partner, 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 | The process for a for an HR Partner, HR Contact, Manager, Benefit Partner or Retiree Partner to correct the Hire Date of a Worker using the Correct Worker Start Date business process System (TRS) |
| 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 |
| Switch Primary Job | 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 |
| Termination (Involuntary) | The process for Managers, HR Partners or HR Contacts 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) | The process for Managers, HR Partners or HR Contacts to end employment of an Employee's Primary Job when the termination reason is voluntary |
| Update Your Passport or Visa | 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 |
| Title | Summary |
|---|---|
| Additional Data Custom Objects | Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc. |
| 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 | The purpose of this reference guide is to provide an overview of Academic Pay Period, guidelines for how they should be used in Workday, and guidelines when needing to make changes to Academic Pay Periods for active Employees |
| Title | Summary |
|---|---|
| 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. |
| 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. |
| 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. |
| 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 |
| 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 |
| 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. |
| 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. |
| 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. |
| Faculty Tenure and Emeritus Status | Overview of how Workday has been configured to be the official record of source for Faculty Tenure and Emeritus awards. |
| 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. |
| Job Classifications | 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 |
| 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 |
| 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. |
| 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 |
| 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. |
| Spotlight on UINs | Provides an overview of UINs, best practices for locating and using the correct UIN, as well as discusses the downstream impacts based on UIN selection and compares the UIN process for newly hired versus rehired employees |
| Staffing Changes and Impacts to Benefits | Best practices when employees’ appointments change for the summer or fall semester and how those can impact their insurance coverage. |
| 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. |
| Students as Employees | Provides a comprehensive overview of how Workday has been configured to employ, pay and manage student workers. |
| Work Space for Vaccine Management | Introduces Work Space and reviews the purpose and design for using Work Space and where the functionality is seen in several staffing events. |
| Workday Staffing Pt 1: UINs and Prehire Records | Part 1 of the series will train you on best practices for starting a hire, checking UIN Search and Manager, using the Workday Search feature, running the Ineligible for Rehire Report and more. Topics will include: learning to identify duplicate records and pre-hire records linked to a requisition, finding no show and ineligible for hire records, correcting pre-hire records and marking the correct pre-hire for deletion. |
| Workday Staffing Pt 2: Hiring New Employees | Part 2 of the series will detail the Hire business process from beginning to end. Topics will include understanding how to appropriately complete details of the Hire such as Annual Work Period and Disbursement Period; Job Classifications and Costing Allocations. We will also cover best practices to avoid common pitfalls. |
| 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. |
| 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 |
| Workday Area | Release Notes | Release Date |
|---|---|---|
| Staffing | The Contact Change Information for primary work address now includes usage types for Primary Work Station and Remote Work Location supporting Flexible Work Arrangements | 1/19/2023 |
| Staffing | The Request Flexible Work Arrangement and End Flexible Work Arrangement processes can be initiated by Employee, Manager or HR Partner | 1/19/2023 |
| Staffing | The Request Flexible Work Arrangement process now includes an approval step to Chief Executive Approver. The Request Flexible Work Arrangement and End Flexible Work Arrangement processes can now be used for specific work arrangement types based on member selection | 1/19/2023 |
| Staffing | A new report "Employee Work Contact Address Information" is now available to support Flexible Work Arrangement functionality | 1/19/2023 |
| Staffing | The report "Exit Survey Responses" now displays the Terminee's company at the time of termination | 1/19/2023 |
| Staffing | Terminated employees' Exit Surveys will be mass advanced to completion after 30 days from their termination date on a daily basis | 1/19/2023 |
| Staffing | The Contact Change business process now allows edits to a worker's Web Address for HR Partner and Employee as Self roles | 2/2/2023 |
| Staffing | The checkbox "Use Primary Home Address as Work Address" in the Work Contact Information Alternate Work Location section can no longer be selected | 2/2/2023 |
| Staffing | The Legal Name and Preferred Name business processes now allow only alphabetic characters, apostrophes (), hyphens (-), and spaces | 2/2/2023 |
| Staffing | Staffing events now include a data feed with employment status information for members selecting to use the integration service | 2/2/2023 |
| Staffing | The "Business Process Transactions of Type Awaiting Action" report now includes additional details of the event and provides users with additional prompt options | 2/2/2023 |
| Staffing | The "New Hire/Promotion/Transfer Within 6 Months" report now includes Employee outbound Supervisory Organization, Job Profile and Position details | 2/2/2023 |
| Staffing | A new report "Audit - Supervisory Organization Structure" is available to HR Partner, HR Contact, and Organization Partner | 2/2/2023 |
| Staffing | The Passport and Visa Change business process now only allows one active Visa ID Type for Employees with Non-Immigrant citizenship | 3/2/2023 |
| Staffing | The Assign Costing Allocation step(s) in the Hire, Change Job, Add Additional Job, Termination, End Additional Job, Create Position, Edit Position Restrictions, and Request Compensation Change business processes will now route to Budget Contact only | 3/2/2023 |
| Staffing | The onscreen text has been modified for Assign Costing Allocations steps in Hire, Add Job, Create Position, Change Job, Termination, End Additional Job, Edit Position Restrictions and Request Compensation Change | 3/2/2023 |
| Staffing | Request One-Time Payment step in the Change Job business processes will now route to HR Partner or HR Contact based on member selection | 3/9/2023 |
| Staffing | The HR Contact and Manager will receive an email notification when an Edit Position Restrictions process is completed for reason of Reclassification | 3/9/2023 |
| Staffing | The "Termination Details" report now includes position information | 3/9/2023 |
| Staffing | Step Help Text has been added to the Report No Show Business Process | 3/16/2023 |
| Staffing | The help text in Request Flexible Work Arrangement has been updated to include language that reminds employees to review guidelines provided by their system member prior to submitting a Flexible Work Arrangement Request | 3/16/2023 |
| Staffing | The Request One-Time Payment Step in Hire and Change Job now only routes when a One-Time Payment was specified during the Offer stage in Recruiting | 3/23/2023 |
| Staffing | The "Employees with Flexible Work Arrangement" report now shows the requests Approved Date and can be filtered by Subtype | 3/23/2023 |
| Staffing | The Tenure Status Other ID validation text has been updated to reflect the correct valid values | 3/29/2023 |
| Staffing | Terminated employee's Exit Surveys will be mass advanced to completion after 30 days from their termination date on a daily basis | 3/30/2023 |
| Staffing | Job Family is now included on the "Business Process Events - Worker Staffing Details" report | 3/30/2023 |
| Staffing | The Hire, Add Additional Job, and Change Job business processes now cannot be submitted if the Exclude from Overtime Job Classification is used on a Student or Graduate Assistant position | 4/6/2023 |
| Staffing | A new report, "Delegation Changes Needed" available to HR Partners, has replaced "Delegation Termination Alert" report and will notify the HR Partner and Delegator when a Delegate transfers to a new company or terminates within 30 days | 4/13/2023 |
| Staffing | A primary email address longer than 50 characters can no longer be added when using the "Contact Change" business process | 4/20/2023 |
| Staffing | The "Audit - Workers with Primary Work Address Not Equal to Location State" report was renamed to "Audit - Employees with Primary Work, Home or Location Address State Not Equal". The report now includes Company, Employee ID, and Home Address State fields and is available to additional security roles including HR Partner, HR View Only, Payroll Partner, Payroll View Only and Tax Compliance Partner | 4/20/2023 |
| Staffing | The Add Additional Job business processes can now be submitted if the Exclude from Overtime Job Classification is used on a Salaried Graduate Assistant position | 5/4/2023 |
| Staffing | The Contract Contingent Worker business process now prohibits selection of a Supervisory Organization with a Position Management staffing model | 5/4/2023 |
| Staffing | The Termination business process can no longer be submitted for employees that are in a status of On Leave | 5/4/2023 |
| Staffing | Managers now have the option to delegate the approval step in Preferred Name Change events | 5/4/2023 |
| Staffing | Change Job Transfers will now route the initial review step to HR Partner or HR Contact, instead of Receiving Manager, based on member selection | 5/11/2023 |
| Staffing | The HR Partner will receive a Review step in the Edit Position Restrictions process based on member selection | 5/18/2023 |
| Staffing | The Selective Service, Background Check, and Degree Verification To Do's are now consolidated into one questionnaire in the Hire Business Process | 6/1/2023 |
| Staffing | HR Partner and HR Contact will receive a notification upon final approval of a Flexible Work Arrangement, based on member selection | 6/1/2023 |
| Staffing | Requisition information is now included on the Business Process Events: Worker Staffing Details, New Employee Event Status Summary, and Onboarding Status Summary reports | 6/8/2023 |
| Report Name | Description | Usage |
|---|---|---|
| Audit - Temporary Casual Employee Staffing Events | Returns hire, add additional job, or change job events for temp/casual employees. | used by HR, Benefits and Payroll to monitor when Temporary/Casual employee types are nearing the maximum 4.5 months before benefits eligibility should be evaluated. |
| Benefit Eligible Employees Missing Benefit Event | Returns employees with a Hire or Change Job event into a benefit eligible position in the specified company but with no benefit event initiated. | This report can be used to identify any employees with a staffing event that changed them from benefit ineligible to benefit eligible, but missing a benefit event that should be initiated due to this staffing event. |
| Business Process Events | Returns general information for all business process events. Two detail reports are available with more data on before and after values for worker's staffing events and compensation events. | Used to view general information for business process events. Two other reports, "Business Process Events = Worker Compensation Details" and "Business Process Events - Worker Staffing Details" provide more detailed information. |
| Business Process Events - Worker Staffing Details | Detail report for Business Process Events. Returns all details for staffing events on workers. | Used to view detailed information specific to staffing business process events. |
| Inbound/Outbound History | Returns completed hire and termination events, along with job change events to a different company on the Worker's Profile page. | Used to view a worker's completed hire and termination events, and/or job change events to a different company. This report provides better view for worker's employment history than "Worker History -> Staffing category" page since it only returns limited BP types. The report can also be used by members to assist with calculating service time (since Workday go live) based on each member’s business needs. |
| Late Staffing Events | Returns late staffing events that may impact the 60-day window for benefit enrollment. | Benefit Partners can use the report to correct benefit event dates when the event is triggered by a passive event but the staffing action was effective in the past. |
| My Direct Reports Staffing History | View information related to all the staffing processes for your direct reports | |
| New Employees Event Status Summary | Returns event details for new employees so that HR can track the hire or transfer progress. | The HR office will use this report to track new employee's staffing events (including hire, change job, transfer, promote/demote). This will allow the HR office to track progress and move the hiring process forward in an efficient way. |
| Pay Frequency Benefit Event Needed | Returns employees who may need a pay frequency benefit event based on their most recent staffing event. | Used by Benefits and Payroll personnel to identify which employees have mismatching pay frequencies when comparing their current benefit group with the benefit group associated with the most recent staffing change. |
| Position Status | Returns the distribution of position statuses and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return the count of positions by staffing status and the total annual budgeted salary for each status. |
| View All Positions | Returns all positions based on the prompted staffing status as of an effective date. | Used to view all positions in a given organization as of a specified effective date. |
| Worker Change History Report | View a summary of worker changes in one or more organizations. | Used to analyze staffing and compensation changes by person within organizations. The work history includes current and proposed changes to positions |