Contracting Contingent Workers

Overview

A contingent worker is an individual who needs access to Workday but is not an Employee of the Texas A&M University System (TAMUS). The purpose of this reference guide is to provide a brief overview of the worker type and important steps in the set-up process in Workday.

Key Points:

• • Contingent workers are not paid by TAMUS through Workday and therefore are not eligible for TAMUS benefits
  • A UIN will be required for a Contingent Worker to exist in Workday
  • A Contingent Worker record is NOT required for the individual to have access to Time & Effort, Maestro, TrainTraq or other non-Workday systems

Contingent Worker Defined

A contingent worker is an individual who is not a TAMU Employee but manages TAMUS employees or has an HR or Payroll-related business need to have an account in Workday.

About Contingent Workers

Some individuals whose records were managed in the legacy HR system, called BPP, were required to have a record in Workday for non-payroll purposes. The worker type Contingent Worker in Workday was used for these individuals. The Workday implementation project in 2017 converted only BPP “U” and “N” records for employees at the Texas A&M campus in Doha, Qatar campus, but no other “U” or “N” records were converted to Workday. Individuals who fit the definition of contingent workers but were not converted from a “U” or “N” record can be added to Workday using Contract Contingent Worker.

What Can They Do in Workday?

Contingent workers can perform business processes in their role as a manager of TAMUS employees, e.g., federal military personnel supervising member employees. Contingent workers can be assigned security roles to support HR, payroll or other Workday business processes for a supervisory organization, e.g., affiliated development foundation employees who support member student workers.  A contingent worker cannot be the subject of certain business processes such as job application, performance evaluation, enter time and time off and others.

The Process to Contract a Contingent Worker

Contingent workers should only be contracted into a job management staffing model. The job management staffing model is necessary to minimize conflict with FAMIS and other downstream budgeting systems. The job management staffing model is enabled by Workday Services.

A Supervisory Organization created as a job management staffing model uses hiring restrictions to default some field data like, Location, which simplifies the contracting process. Hiring restrictions are enabled by Workday Services.

Contingent workers and other worker types, e.g., Faculty or Staff, cannot be members of the same Supervisory Organization because paid TAMUS employees are employed in a different staffing model than contingent workers.

To contract a contingent, worker you will need to do the following:

1. Determine the Supervisory Organization and Manager to whom the contingent worker will report
2. Create the Subordinate Supervisory Organization if one does not already exist for contingent workers
3. Email workdaysupport@tamus.edu to enable the organization staffing model and hiring restrictions
4. Contract the contingent worker in Workday
5. Assign security roles as needed to the contracted contingent worker just as would be done for any other worker type

For more detailed explanations on the steps provided and the order in which to complete them, refer to the job aids: Managing Supervisory Organizations, Contract Contingent Worker and Managing Security Role Assignments for an Employee.