Frequently Asked Questions
HCM Action Initiators
10/11/2024
1. What information do I need to hire before I start the process?
Answer:
You will need a new worker’s home email address, social security number and birth date to create the pre-hire and complete the hire process in Workday.
2. A temporary worker’s (student, C1, adjunct) contract ended earlier this month, and their position is showing in my organization chart in Workday. Can I initiate a termination in Workday for the temporary worker?
Answer:
A termination action should only be initiated by the HCM Action Initiator for a temporary worker if they are officially separating from the university and not because they are ending the fixed term contract with your SUP ORG. OHR will monitor fixed term end dates for mass termination actions on a periodic basis like the process performed in PeopleSoft.
An end jobs action can be initiated by the HCM Action Initiator for a temporary worker if they have at least one additional active job. For example, the worker has two jobs for the semester in different departments and one ends with your SUP ORG and another one is still active in another SUP ORG.
- You can end the job in your SUP ORG by going to the worker's profile.
- Select the Actions button.
- Go to Job Change > End Jobs.
- Click end job button next to the one that is no longer active.
- Note: If the Primary Job is attached to this position, it will require HR to switch the secondary job to be the primary one.
- Enter End Date and Reason Fields.
- Click Ok.
Note: If the employee only has one job, the End job action will be treated like a termination.
3. I want to hire a new Adjunct worker and I’m looking at the hire job aid but not sure of the order of the steps.
Answer:
Follow these steps to initiate a new hire for an ADJ.
Pre-hire
- Enter Hire Employee in the Search Bar in Workday.
- See Search for Person and type in the first/last name or email address and search to find a match. If there is one you want to do a Change Job, not hire because the ADJ already exists (see job aid). If there isn’t a match click on the button Create New Pre-Hire.
- Enter legal first name and last name then in the Contact Information section enter an email. address. You can also add a home address and phone number if available.
- Once you have created the pre-hire – select the check box next to the name and click the button Start Hire.
Hire Employee (Job Details)
- Details page will pop up with your new pre-hire and now you can enter the JM supervisory organization.
- Enter job details.
- Hire Date (Class Begins)
- Reason (New Hire or Rehire)
- Employee Type (Temporary)
- Job Profile (9130 or 9131)
- Time Type (Part time)
- Location
- Pay Rate Type (Stipend - it should automatically default but if it doesn't, you'll need to enter)
- Schedule Weekly Hours (10)
- Work Shift (Not Applicable)
- Additional Information section enter the end date(Grades due date)
- "New" Edit Government ID for new hire.
- Select the plus sign in the National ID section to then enter country, national id type, and SS#. Then click the submit button.
- "New" Change Personal Information.
- Enter Date of Birth for the new hire.
- Then click the Submit button.
Change Organization Assignments
- Company, Cost Center, and Fund are required fields. If these do not default, you must enter in Workday.
Add Period Activity Pay
- Enter the Academic Period.
- Period Activity Rate Matrix will default based on what you enter in the Academic Period field.
- Click Ok.
- Enter details for Add Period Activity Pay.
- Reason(Period Activity > Add New Activity Pay > New Hire Assignment)
- Activity (Adjunct Faculty Course Instruction – Credit Hour)
- Activity Start Date (Class Begins)
- Activity End Date (Grades Due)
- Work Hours Per Week (3)
- Quantity (3) – this is credit hours
- Total Amount – this is the compensation for the course
- Comment – enter the course details
- Payment Start Date
- Payment End Date
- Note: ADJ payment should be biweekly or a one-time payment.
- If the stipend payment is to be split into equal payments throughout the contract period, the contract start and stop dates would be the same as the pay start and stop dates.
- For a one-time payment at the end of the contract, you would follow the contractual pay period schedule for the start and end dates.
Period Activity Pay Print Screen
- Click on the circle button below Costing Override to open that screen.
- Enter Detail Code (DC00001 Contractual Pay).
- Enter USource, Grant, or Project number.
- Additional Worktags will default based on USource, Grant, or Project number.
- Enter percent.
- Amount will populate based on percent and must equal 100 to move to next step.
Costing Override Print Screen
- This business process will route for the appropriate approvals.
- It will route back to the HCM Action Initiator to generate the ADJ contract where you can edit and tailor as needed.
- It will route to the new worker for their signature and then generate the new hire onboarding and I9 tasks.
4. I need to modify an existing Period Activity Pay because: contract cancellation, employee resigned, increased amount, etc.
Answer:
As the HCM Action Initiator, you can make corrections to an existing period activity pay by following these instructions.
- Go to the worker profile.
- Select the Actions button.
- Scroll to Compensation > Manage Period Activity Pay Assignments.
- Enter the required fields for Employee Selection.
- Effective date
- Employee name
- Academic period - period activity rate matric field will default appropriately once you enter in the academic period
- Click Ok
- Manage Period Activity Pay Assignments screen displays so you can make corrections.
- Select the appropriate reason code.
- A new contract will generate and route for approvals unless the code selected also includes contract already generated.
- Enter the appropriate data in the fields requiring correction.
- Note: If an ADJ’s class is cancelled and a 10 percent payment is owed, you will want to follow these instructions to modify their current period activity pay. Be sure to change the compensation amount and payment dates to avoid overpayment.
5. How can I add a period activity pay when there is already one in the same academic period?
Answer:
You can add a period activity pay when there is already one in the same academic period by following these steps.
- Go to the worker profile.
- Select the Actions button.
- Scroll to Compensation > Manage Period Activity Pay Assignments.
- Enter the required fields for Employee Selection.
- Effective date
- Employee name
- Academic period - period activity rate matric field will default appropriately once you enter the academic period
- Once the Manage Period Activity Pay Assignments screen displays click on the plus sign icon to add another period activity pay and proceed with the completion of the period activity pay.
6. What reports should I run to track business processes and monitor employees in my area of responsibility?
Answer:
- USM Business Process Transactions Awaiting Action by Business Process and Worker
- RPT169 – HCM Employee Roster
- RPT077 – HCM Onboarding Status Summary (shows onboarding progress)