Reminders for HCM Action Initiators
1. Does your hire already exist in Workday?
Be sure to start the appropriate business process or it will cause delays with provisioning and access for the worker. You want to Search for Person to avoid creating a duplicate prehire or hire.
- Are they terminated? – use the termed record, don’t create a new prehire
- Are they a student? - use the external student report
- Are they a prior faculty or staff? – use the former worker report
- Are they a contingent worker? – use the contingent worker record and from Job - convert to employee
I have attached the job aid for former worker report to this email. Job aids are in Workday Learning for hiring and other modules.
Navigation starts by going to your home page and selecting Menu > Learning
Click Discover > Browse Learning
In the browse learning search bar, type in key word.
See results for hire:
2. Generate a Contract Step
Be sure to review and revise a contract prior to submitting it in Workday.
This is the task you’ll see in your inbox Generate Document – Temporary Job Change
- Click on the review button.
- The contract will appear, and you can then remove the header, confirm data, make corrections, unhighlight, etc.
- Sample of a revised contract
3. Dotting Is and Crossing Ts
- Remember when you are doing a direct hire to enter the name using mixed case (Jack Black) – not all CAPS (JACK BLACK) or all lower case (jack black).
- Double check your entries for social security numbers, email, address, and other demographic data. Incorrect data causes negative implications with Central Payroll Bureau and other state agencies.
- Never enter a fake social security number in Workday for a new hire. It will cause issues with internal and external interface processes and result in delayed payment by Central Payroll Bureau.
- Central Payroll Bureau requires wet signatures for new hire paperwork (tax forms, direct deposit, etc.) New hires also need to provide support documentation for their I-9. We appreciate your support in directing new hires to OHR prior to their start date to avoid payroll delays.