Onboarding Processes by Security Role

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Overview

Onboarding is a dynamic process that varies depending on the worker hired, the position, and the business process that has triggered onboarding. 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.

Key Points:

• • Onboarding triggers when all of the steps of the Hire, Change Job or Add Additional job business processes are complete
  • There are four stages within onboarding for Hire. Each stage is dependent on completion of all tasks and To Dos in the previous stage by both security roles (HR Contact, Benefits Partner, etc.) and the Employee
  • There are four possible groups of onboarding tasks to complete by the Employee. All but one group of onboarding tasks trigger during Stage 1 of Onboarding. The benefits eligible Employee will enroll in benefits as a final group task during Stage 3
  • Many tasks and To Dos are conditional on characteristics of the new Employee and the position for which they are hired
  • For a look at what the Employee experiences in a typical onboarding process for a new hire, refer to the job aid Onboarding: The Employee Perspective available on Workday Help
  • An email containing login credentials to SSO will be sent to New Hires after the Hire process completes and a successful record is received by SSO from Workday. Rehires will not receive an email. An SSO Central Administrator can reset an SSO password for Rehires if needed

STAGE 1

First UP! Employee Submits To Do: Begin Your Onboarding Tasks and Completes Tasks

During Stage 1 of onboarding, the Employee receives a To Do to launch the onboarding process. Completion of this To Do in turn initiates four possible groups of tasks for the Employee to complete.

To Do: Begin Your Onboarding Tasks (Employee)

This To Do consists of a brief welcome to the Employee and explains what is going to happen when the Employee submits the To Do.

Complete Onboarding Tasks Groups 1 – 4 (Employee)

Group 1 Tasks

• • Additional Data Event: Direct Deposit Declaration
  • Additional Data Event: TRS ISD Onboarding Question
  • Additional Data Event: Onboarding Benefits Questions*

Group 2 Tasks

• • Personal Information
  • Contact Information
  • Change Emergency Contacts

Group 3 Tasks

• • Enter Social Security Number
  • Complete Federal Withholding Elections
  • Manage Payment Elections
  • Complete State and Local Withholding Elections*

Group 4 Tasks

• • Review Required New Employee Notices
  • Edit Passports and Visas*
  • To Do: Complete W-4 in GLACIER and Submit to Payroll*
  • Enroll in Electronic W-2
  • Change Self-Identification of Disability

*Only when applicable

—–Integration Runs for Benefits Values—-

STAGE 2

Additional Support Role Activities

The following tasks / To Dos trigger to the respective security role after all tasks / To Dos for Stage 1 are completed. All of the following trigger at the same time and are not dependent on each other. Remember, not all items listed here will trigger depending on whether the new Employee meets criteria relevant to the To Do or task.

Benefits Partner

• • To Do: Rescind TRS event

Prompts to rescind the TRS enrollment for employees who already retired from ORP or are enrolled in ORP

• • To Do: Review Insurance and Retirement Benefits Eligibility Questions, SGIP Driver, TRS9 Date and BARs

Employee is benefits eligible

• • To Do: Review Insurance and Retirement Benefits Eligibility Questions and TRS ISD Question

Employee is not benefits eligible

• • To Do: Update Original ORP Start Date

Employee was previously enrolled at another state agency

• • To Do: Add Medicare Information

Employee is 65 years or older and is benefits eligible

• • To Do: Add a Medical Only Change benefit event for retiree

Employee is a retiree actively employed

Payroll Partner / Tax Compliance Partner

• • To Do: Obtain TRS Temporary ID

Employee does not have a social security number

—–Integration Runs for Time Off Date—-

STAGE 3

Final Activities for Employee and Security Role personnel

When all tasks / To Dos for Stage 2 are completed, the following will trigger (as applicable) to the Employee and security roles for completion.

Employee

Group 5 Task

• • Change Benefits Elections Life Event

Employee is benefits eligible

Benefits Partner

• • Review Documents

Prompts to review ORP Eligibility Documents

Absence Partner

• • To Do: Confirm prior state service, update state service plans and time off service date. Update vacation and sick time offs for any balances being transferred in

Employee is transferring from a Texas state agency, college or university

• • To Do: Employee is a rehire. Do they qualify for restoration of Sick time off?

Employee is a rehire

Faculty Partner

• • To Do: Update Faculty Tenure Status

If the tenure status is unknown at the time of onboarding, the Tenure Status can be set to “N” or left blank. The security role can return to the task at a later date when tenure status is known. This will not hold up the business process

Stage 4

HR Contact Receives Confirmation that Onboarding is Complete

When all tasks and To Dos for Stage 3 are complete, the HR Contact receives a final confirmation that the onboarding process is complete for the new Employee.

• • To Do: Employee Onboarding Process is Complete

Review information submitted by the Employee in Workday to ensure payroll, insurance and leave benefits eligibility are accurately setup

Employee Onboarding Tasks for Change Job and Add Additional Job

Employees who are the subject of a Change Job or Add Additional Job business process will receive the following:

Notifications

• • Enroll in Electronic W-2
  • Change 1095-C Printing Election

Tasks

• • Change Contact Information
  • Complete Federal Withholding Elections

Benefits Eligible Now?

If the Employee is now benefits eligible as a result of Change Job or Add Additional Job, they will also receive the following Tasks / To Dos:

• • To Do: Employee Should Update Onboarding Benefits Questions
  • Change Benefit Elections