Quick Reference Guide: Create Pre-Hire ... - Workday · PDF file1. In order to initiate the Hire (pre-offer) process in Workday, there m ust be a corresponding position in the status

(Last Revised: 01/03/2015)

Quick Reference Guide: Create Pre-Hire & Hire (Pre-Offer & Post-Offer for Academic Hires only)

1

Keep in mind Information Needed

Create Pre-Hire Steps (Pre-Offer):

1. Using the Search bar, search for the Create Pre-Hire action. Select the Create Pre-Hire task that appears in your search results.

2. Using the fields under the Legal Name Information tab, enter the full legal name of the candidate.

Do not enter the prefix of “Dr.” unless the candidate has a medical license.

• Prior to initiating the Create Pre-Hire & Hire process, Academic HR Coordinators and Academic Partners must search for the candidate first to ensure they do not already have a record in Workday. If there is already a record, the Change Job process should be initiated instead.

• The legal name of the academic or faculty candidate needs to be accurately entered during the first step of this process.

• The email address must be entered when creating a Pre-Hire. The home address and phone number of the candidate are optional when creating a Pre-Hire.

• The Case File should be submitted to the Division and Provost office concurrent to this process being initiated in Workday.

• Candidate’s full name and contact information. • Candidate’s CV • Job details of the offer (start date and job profile) • The Search Narrative and Search Information files.



2

3. Click on the Contact Information tab, click on the Add Email button .

4. In the Email Address row, enter the Email Address of the Pre-Hire.

5. Use the Prompt Icon to select the Type of email. You may also enter other forms of contact (address and phone number) and this step if you chose. If this candidate is selected and hired for the position, the contact information entered here will display for the new hire to review and/or edit.

6. Click the Done Icon to complete this task.

7. Next, the Pre-Hire’s education and experience must be entered from the CV. In order to do this, search for the name of the

Pre-Hire in the Search Bar. If the name of the Pre-Hire does not automatically appear, click on the All of Workday search category to widen the search.



3

8. Find the Pre-Hire’s name and use the related action icon to open the list of available actions. Hover over the Talent action and select Edit Skills and Experience.

9. Under the External Job History section, add a row by clicking the Add button . Add the job details for the candidate’s

most recent position by filling in the Job Title, Company (Not Predefined), Start Date and End Date (if applicable).

If the candidate’s CV only references month and year, use the first day of the month indicated. If the candidate’s CV only references a year, please use January 1 as the month and date along with the listed year.

10. Once the candidate’s External Job History has been entered, navigate to the Education tab. The candidate’s terminal

degree (often the highest degree received) information must be entered in this section. Select the Country (country where the institution is located), School (Predefined), Degree earned, Degree Received, Year Degree Received and Field of Study.

If the School is not listed in the Predefined field, use the School Name (Not Predefined) field to enter the school name.



4

11. Click on the OK Icon to continue.

If an error message presents itself at the time the OK Icon is selected, ensure that there are no rows of data within any of the tabs that have empty fields. To remove a row, click the minus icon next to the row.

12. In order to return to the Edit Skills and Experience page, navigate to the related action icon, hover over Talent

and click on Edit Skills and Experience. You will then be able to continue editing.



5

Initiating Hire (Pre-Offer) Steps:

The Academic HR Coordinator role can only perform steps 1-5 of this process. The Academic HR Partner may perform this entire process.

For searches being administered through ACO (Academic Career Opportunities) the Hire process should be initiated prior to the offer being made. The offer should not be made until the Academic Administrator has approved all Academic Appointments (see steps 9 and 10).

1. In order to initiate the Hire (pre-offer) process in Workday, there must be a corresponding position in the status of Available

to Fill in the Supervisory Organization in which the candidate is being made an offer. Navigate to the Supervisory Organization and select the Staffing tab. From the related action of the position (listed in the Position Restrictions column under Available to Fill) select Hire and Hire Employee.



6

2. Select Existing Pre-Hire and select the name of the candidate. Click the OK Icon .

3. Enter the Job Details of the proposed offer (Anticipated Hire Date and Job Profile). Ensure that the information under Additional Details is entered. This includes Default Weekly Hours and Scheduled Weekly Hours. If an Academic Pay: 9 over 12 job profile is selected, the Annual Work Period and Disbursement Plan Period must be entered before submitting this page. The Search Narrative and Search Information will both need to be uploaded at this step by clicking on the plus icon under the Attachments section. Select the corresponding document reason in this section. Click the Submit icon .



7

4. The next step will be the Change Organization Assignments step. The values on this page will default from what was listed on the position. If nothing is changing, click the Submit icon .

5. [Academic HR Coordinators only] The next step will route to the Academic HR Partner in the organization to continue with the Proposed Compensation and the remaining steps of the Academic Hire (pre-offer) process. To view the process history and Remaining Process, click on Details and Processes and navigate to the Hire: [Pre-Hire Name] – [Posting Title] link and click on the Process tab.

An alternate way to view the Business Process History and Remaining Process, is to use the main Search bar to type in the name of the candidate and to refine your search by clicking the Processes category. You can then click directly on the Hire: [Pre-Hire Name] – [Posting Title] event.



8

6. [Academic HR Partners only] Once the step of Change Organization Assignments has been submitted, the Propose Compensation step will appear. The anticipated compensation should be entered in this page. Navigate to either the Salary (if a monthly employee) or Hourly (if a bi-weekly employee) section of the Compensation screen to enter the rate of

pay for the employee. Use the Edit Icon to the far right of the screen to view the entry window.

Do not click the Edit Icon within the Guidelines section. This section is intended to display the pay range for the grade, which will automatically populate based on the job profile selected during the initial step of the hire process.

Within the entry window, click on Additional Details to view Actual End Date and Expected End Date. Indicate the Actual End Date for any salary or hourly plans that have an end date (all non-tenured faculty and academics should have an Actual End Date). For more information, see the Propose Compensation quick reference guide.

If the employee will be assigned Period Activity Pay or a One-Time Payment instead of a Salary Plan, the minus icon should be used to delete all plans on the compensation screen. It is recommended that you enter a comment on this page to indicate why the compensation will be blank (i.e. "This employee will receive Period Activity Pay”)

Within the Allowances section, the allowance plans that will default in should be removed, if not being used, by clicking the minus icon . If an allowance is anticipated, the details can be entered here.

Common types of allowances include, Administrative Supplements, Housing Allowances and Clinical Term Allowances. Use the plus and minus signs to add and delete allowance plans. Use the Edit Icon to enter an allowance amount and ensure the Actual End Date is entered. The Merit Plan should not be edited.



9

7. Once proposed compensation is entered within each entry window, click the Done Icon . Click the Submit Icon

when finished. The process will route to the Budget Partner assigned to the organization to approve.

8. Once the Budget Partner has approved the Compensation, the next step of Request One-Time Payment will appear in the Academic HR Partner’s inbox. Find the action item in the inbox and either enter the one-time payment information or find the Settings Icon and click Skip This Task. This task is part of the Hire process to allow the issuance of initial One-Time Payments such as signing bonuses. If issuing a One-Time Payment, use the Prompt Icon to select the One-Time Payment Plan and click the OK icon. The reason One-Time Payment is a part of the hire process is to process Sign-on bonuses where applicable. This task should be skipped if no one-time payment is being administered or if you are unsure whether a one-time payment will be administered. Request One-Time Payment exists as a stand-alone business process in Workday and can be completed at a later time once the offer has been accepted if necessary.

9. Next, you will receive a To-Do for Secondary Academic Appointment. The Academic Partner(s) in any division where the pre-hire is being offered a Secondary Academic Appointment needs to be notified. This academic partner will need to initiate the "Add Academic Appointment" business process on the pre-hire prior to this transaction receiving approval from the Provost's Office. Ensure that any Academic HR Partner who will need to submit a secondary appointment for the proposed hire is notified outside of Workday. For Collegiate Academic Appointments, no notification is necessary.



10

10. Next, you will receive the step of Add Academic Appointment. Use the prompt icons to enter the relevant information for the candidate’s proposed Primary Academic Appointment. See the Add Academic Appointment quick reference guide for details on adding academic appointments.

Once submitted the Add Academic Appointment process will be routed to the Associate Dean for approval. Once approved by the Associate Dean assigned to the academic unit, the process will route to the Academic Administrator (a role held by the Provost Office).



11

Hire (Pre-Offer) Steps

11. Once the Provost has approved the academic appointments, the next step the Academic HR Partner will receive is a To Do step indicating that it is appropriate to make an offer. If the offer is accepted, proceed to the next step. If the offer is declined, the Termination process should be initiated using the Offer Declined/Rescinded reason.

12. The Edit Other IDs step is next. The purpose of the Edit Other IDs step in the hire process is to indicate the Chicago ID on

the new employee’s record in Workday. The entry of the Chicago ID at this stage is required to allow the new hire to log in to Workday once they have activated their CNET ID and once the Hire process has been routed to the new hire to complete Onboarding (New Hire Tasks). For more information, see the Edit Other IDs quick reference guide.

Find or create a Chicago ID from the UCAT Employee Prefeed Website. For more information regarding the UCAT Prefeed website, access the following presentation: http://humanresources.uchicago.edu/fpg/forms/Prefeedintro_HR%20Admins_Revised12122012.pptx Enter Chicago ID as the Other ID type and paste the Chicago ID into the Identification Number field. NOTE: Copying and pasting the Chicago ID from the UCAT website into the Workday field is recommended to avoid typos. Chicago ID MUST be entered with the letter capitalized (i.e. 12345678M). The Edit Other IDs step should only be completed if the candidate has accepted the offer. If the offer is not accepted, the business process should be Canceled. To cancel the business process, navigate to the supervisory organization in which the position is located and click on the Unavailable to Fill tab. Click directly on the appropriate Position Restrictions and click the related action icon . Hover over Business Processes and click Cancel. Include a comment to indicate that the offer was not accepted.

13. Next, the Assign Costing Allocations step will appear. Use the Dropdown to select the Costing Allocation Level. Use

the Plus and Minus Icons to add/remove Costing Allocation rows. For more information, see the Assign Costing Allocations quick reference guide. Ensure the Distribution Percent equals 100 for all Costing Allocations and click the Submit Icon.

http://humanresources.uchicago.edu/fpg/forms/Prefeedintro_HR%20Admins_Revised12122012.pptx



12

Once the Assign Costing Allocaitons step is submitted, a To Do step will appear that explains that at this point in the process, the offer should be accepted and by submitted the To Do step, the process will route to the employee to complete Onboarding documents.

14. Next, the new hire will receive the following Onboarding (New Hire) Tasks. A notification from Workday will be sent to the email address that was entered when the Pre-Hire was created.

• Enter Personal Information • Conflict of Interest Agreement • Enter Contact Information • Change Emergency Contacts • Review Documents (i.e., Policy Acknowledgement Form, Department of Children & Family Services Form)

o The Student Worker Confidentiality Form will be required to be acknoweldged for Student Employees only. • Complete Federal Withholding Elections • Complete I-9 • Voluntary Self-Identification of Disability Acknowledgement • Edit Government IDs (requires that the employee enters their social security number).

Foreign National employees who do not yet have a Social Secuirty Number will need to enter their placeholder ID in the Edit Government IDs Social Security Number field. New hires who indicate they are not either a U.S. Citizen nor a Permenant Resident will receive an additional task to upload the UPP 192. The UPP 192 is a paper form and it is recommended that HR Partners disturbute the UPP 192 to new hires if they have been identified as Foreign Nationals prior to the start of the onboarding process so new hires have the document to upload.

The Onboarding (New Hire Tasks) quick reference guide is available to distribute to new hires. This guide is designed to assist new hires navigate through the onboarding process.



13

15. Once the Onboarding steps are complete, the Academic HR Partner will be sent a step to Review the I-9 form. The HR

Partner will need to complete section 2 of the I-9. If the I-9 form is overdue, Wokrday will open a field to enter an Overdue Reason. You will receive a To-Do to upload the documentation associated with the I-9 Form. You must navigate to the

Maintain Worker Documents task, search for the worker, and attach all supporting documentation for the I-9. The documents may be uploaded together as one file, or as individual files (if multiple documents).

Reminder: The To Do step in the inbox MUST be submitted after the worker documents are uploaded in order

for the business process to progress.

16. Next, you will record the E-Verify status, and case number if an E-Verify hire. For non E-verify hires, select Employment Authorized as the Employment Verfication Status. A comment will be required. For non E-Verify cases, N/A is a permissible comment.

17. Once the E-Verify page has been submitted as Employment Authorized, the process will route to the Accademic HR Administrator to Assign Pay Group. The iniator of the Hire process will be notified when the pay group is assigned to the employee’s job. Any compensation entered thus far for the employee will be sent to payroll for processing on the next applicable pay period.



14

18. After the pay group is assigned, the Academic HR Partner will be sent the task of Add Period Activity Pay. If no period activity pay will be adminsitered, skip the task.. To Skip this task after launching it, click on the Settings Icon and click Skip This Task.

Reminder: Even if Period Activity Pay will not be administered, it is important to take action on this task as soon as possible so that the process can progress to the next step which allows the employee to add payment elections (enroll in direct deposit), upload their State W-4 and, if being hired in to a benefits eligible position, enroll in their beneifts selections. Workday will send a notification to the employee’s email address to alert them that there are important items awaiting their attention in Workday.

For more information on administering Period Activity Pay, see the Period Activity Pay quick reference guide.

19. Once Period Activity Pay is either submitted or skipped, the process will route to the Benefits Partner (a central role), to update the benefits annual rate when applicable. The process will then route to the new hire for the following tasks:

• Change Benefits Elections • Add Payment Elections (direct deposit information) • Upload State W-4

Reminder: new employees have 31 days from their hire date to elect their benefits.