3) Click the Orange Prompt icon next to the name on the Applicant record.

Transcription

1 Workday Job Aid October 26, 2015 Hire Employee The Hire Employee business process requires an open position available to fill (for classified SUBD positions, this means having a Job Requisition) and an applicant. For further information, please see the Create Job Requisition, Create Position, Create Headcount, and/or Create Applicant Job aids. In order to avoid duplicate Hires, it is a Workday Best Practice to initiate the Hire business process from the Applicant record of the person being hired. If no Applicant record exists, the Create Applicant business process must be done. Important Note: If the Hire is being generated via the Taleo integration, the event will be at the Propose Compensation step when it appears in Workday. As Taleo does not populate the Job Classification field (the initiate step is automatically generated), it is critical the HR Partner add /edit these values at the Review step, prior to Consolidated Approval/Successful Completion of the hire. If not, a separate, Edit Position event must be done to define the Job Classifications. To initiate a Hire that has not gone through Taleo: 1) In the Search field, enter the name of the Applicant. 2) From the Business Data returned, find the Applicant record for the correct applicant for the position being hired. 3) Click the Orange Prompt icon next to the name on the Applicant record ) Select Hire > Hire Employee. The Hire Employee page displays. 5) Select the Supervisory Organization. Note: As a result of the 10/17/2015 transition from the HC to the JM staffing model, please do not hire (or Add Jobs) to any of the remaining HC supervisory organizations. Our goal is to completely phase-out of the headcount staffing model.

2 6) The Existing Applicant radio button will be selected and the Applicant s name will default into the name field. 7) Click OK. The Hire Employee page refreshes with information. Enter the effective date of the hire in the Hire Date field, or select it using the calendar (e.g., 02/25/2013). 8) Select a Reason for the hire from the menu (e.g., Hire Employee>Open Position). 9) Click the menu prompt next to the Job Details field to show the list of open positions in the selected supervisory org. Choose the appropriate position. 10) Complete any other necessary fields. Hire Employee - Job Details page fields: PM Description Example Position This is the vacant position number being Admin Asst I hired into. (Unfilled) Employee Type Defined when creating the position. Regular If Employee Type is Fixed Term, enter an Employment End Date in the Additional Details section. Job Profile Defined when creating the position Administrative Asst I Time Type Defined when creating the position. Full time) Specifies full or part time. Can be changed to other open positions in the org. Default. Not available to change Default. Cannot be changed. Default. Can be changed. Location Location specified for the position. Ithaca Main Campus. Can be changed. Work Space Select a location, if. Locations Ex. 355 Pine Tree Road Can be changed. are from the facilities inventory Pay Rate Type Defines hourly or salary. Salary Default. Cannot be changed. JM Description Example Employee Type Defines length of service and benefits eligibility. If Employee Type is Fixed Term, enter an Employment End Date in the Additional Details section. Student Hourly Choose from the menu. Regular employees are not employed in JM positions. Job Profile Defines position category. Temp Serv Prof Exempt Choose from the menu. Time Type Defines full or part time. Part time Choose from the menu. Location Location of the position Ithaca Main Campus Choose from the menu. Work Space Select a location, if. Locations are from the facilities inventory 355 Pine Tree Road Choose from the menu. Pay Rate Type Hourly or Salary Hourly Choose from the menu. 11) Click the blue drill-down arrow to open the Additional Information section. Many fields will auto-fill with position information previously entered. Page 2

3 Option Description Enter this Value Job Title University title driven by the Job Profile. Leave as default Business Title The employee s working title. Use default or Change as Location Weekly Hours Displays the standard weekly hours associated with the worker's business site using the Create Business Site or Edit Business Site tasks. Leave as default Default Weekly Hours Scheduled Weekly Hours FTE Defaults from weekly hours for the business site. Defaults from Default Weekly Hours. This is the actual number of hours the employee works in a typical week. Formerly known as standard hours.. Scheduled Weekly Hours value divided by the Default Weekly Hours value; displays as percentage. Company Insider Types Not. Do not use. Leave blank Leave as 40 for all Ithaca full-time employees. For extension, change as necessary to 35, 37.5 or 40 per association protocol. (See Extension job aids for more information.) Change as appropriate for part-time positions, students, etc Leave as 40 for exempt, full time employees. For non-exempt, fulltime employees change as necessary to 39 hours, etc. as the position dictates. Choose the appropriate part time hours for all other exempt and nonexempt employees. Leave as default Work Shift Defines the work shift for a position. Enter workshift for Biweekly only, never for Nonpaid or Exempt. First Day of Work Defaults to hire date. Leave as default Continuous Service Defaults to hire date. Leave as default Date Probation Start Date The date on which the probation period Leave blank begins. Probation End Date The date on which the probation period ends. Leave blank End Employment Date Benefits Service Date Company Service Date Available only if the worker is assigned to an employee type reserved for Fixed Term Employees. Assign workers to a fixed term employee type in the Employee Type field. The date on which the benefit enrollment begins. The date on which employment begins. This can different than the hire date. Enter for any category of Fixed Term Employees Leave blank Leave blank Important: Default Weekly Hours should default to 40 for all positions. Leave at 40 for all employees. Workday compares the Scheduled Weekly Hours to the Default Weekly Hours to compute the employee s FTE. For instance, if you set the Scheduled Weekly Hours to 39 and leave the Default Weekly Hours at 40, the FTE will read 97.5%, a number that may (or may not) be correct. Update the Scheduled Weekly Hours to accurately reflect FTE per your department s business. 12) The Job Classification field is a critical identifier for a number of employees and payroll purposes. Make selections for in several fields: Page 3

4 Do not make selections for EEO1, EEO Job Group, Employment Group, Job Function, or Primary Function, all of which the job profile defaults; for NYSERS, which Benefits sets; or for Time Off, which central will set for accruals that are allowed over the maximum. Faculty Type use this field for academic hires: e.g., lecturers or tenure-track professors. Make the appropriate selection based on your knowledge of the academic hire. Federal Work Study make the appropriate selection for Student hires. FTE - Actual Job Duration (CUFY Work Months), choose the appropriate duration for all positions Examples: 12 for a regular employee, 9 for a faculty professor, 4.5 for a visiting fellow academic. FTE - Standard Full Time Duration, choose either 12 or 9. Kronos Device Groups use this field to assign hourly employee to a (or many) time clock(s), if the employee will physically use a time clock. Kronos Pay Rep Group select the Pay Rep Group for every hourly worker AND for every exempt worker who is a manager. (Note: Without a Pay Rep Group, the workers will not appear in KRONOS, and because many exempt workers may manage hourly workers, the exempts should also be viewable in KRONOS so that the KRONOS team can set up the exempt workers as a approvers in KRONOS.) Kronos Time Card select the Kronos Time Card H to create a time card, which is the employee s online time card; every hourly employee MUST have at least one timecard for each unique Pay Rep Page 4

5 Group. (Note: even if an employee uses a time clock, that employee still needs a time card; otherwise, the approver cannot see the employee s punches and won t have anything to approve.) (Note: For exempt employees, no selection is necessary: just leave this field blank.) State Certified Position only Contract Colleges need to make a selection, based on Budget Office information. Union only for Building Trades Council Electrician positions (both temporary and regular) working in Facilities Services. Based on the Electrician s A or B card status as designated by the employee at the time of hire, select either corresponding value within this field. Note: Several selections can be made from the menu before closing the window. The choices will be shown in the space beneath the field. 13) Company Insider Types and Work Shift fields are not used. 14) The dates First Day of Service and Continuous Service Date will default from the Hire Date (entered at the top of the page). If the employee was previously employed at Cornell, their Continuous Service Date may need to be adjusted. Central will be responsible for updating this field via audit. However, if you need to notify Central, do so by ing support at hrpayrollsupport@cornell.edu. 15) The End Employment Date field will not be available for Regular employee hires, however, if the hire is for a fixed term employee the End Employment Date will be a required field. 16) The other date fields are not needed. 17) Click Submit. A confirmation is displayed along with Up Next information. Next Steps: Propose Compensation (Hire Initiator) 1) Click the Open button. 2) To skip this step, choose the Skip link. 3) Once the Propose Compensation page is open, click on the pencil symbol next to Guidelines, to add the Compensation Package of Cornell Compensation Package. Page 5

6 Note: For non-paid positions, you must enter the Compensation Package of Cornell Compensation Package. 4) Click Done. 5) Next, on the Propose Compensation page click the plus sign (+) next to the type of plan; Salary, Hourly or Allowance plans. 6) Choose the Compensation Plan from the menu, and enter the Amount, according to the guidelines given. Currency and Frequency will default to USD and the plan chosen in the previous step respectively. 7) If the employee being hired is fixed term, click the plus sign to open the Additional Details section and enter the Expected End Date. 8) Select Done. 9) Click Submit. A confirmation is displayed along with Up Next information. Change Personal Information (Hire Initiator) 1) Click the Open button on the Change Personal Information for Hire process. 2) Enter the following information by clicking the pencil to open the field and the down arrow or menu button to open a menu. Gender, Date of Birth, Ethnicity and Citizenship Status are requested to be entered for all employees. It is a Cornell best practice to enter all available information. Field Description Enter Gender Required Choose from the Male, Female or Unknown. Date of Birth Required Enter or choose from the calendar. Place of Birth Not required Enter information in the fields provided. Marital Status / Date Not required Choose from the menu. Hispanic or Latino Required Check if Hispanic or Latino Ethnicity Required Choose from the menu. More than one choice can be made. Citizenship Status Required Choose from the menu. Nationality Not required Choose from the menu Disability Click the plus sign to open the field. Choose status from the menu and enter Disability Date if. Military Service Click the plus sign to open the field. Choose status from the menu and enter Military Discharge Date if 3) Click Submit. A confirmation is displayed along with Up Next information. Page 6

7 Edit Government Ids (Hire Initiator) Important Note: SSN must be entered on this step, with a country code value of USA. The SSN is needed for the employee to set-up a retirement savings account with our vendors without this critical piece of information, the employee can not participate in retirement contributions (including the Cornell Univeristy portion). If the employee has requested a new SSN, you may leave the field blank until the SSN is granted. 1) Click the Open button 2) In the Proposed IDs tab, in the National IDs section, click the plus sign to add a row. 3) Select the following information from the menus provided: Country- USA National Type - SSN 4) In the Identification field enter the employee s Social Security Number. 5) Leave Expiration Date blank and leave the Verification Date and the Verified By fields as the default. 6) Click Approve. Change Organization Assignments (Initiators) The Change Organization Assignments page has only one required field, it is however important to complete the fields required for the specific hire. Page 7

8 Field Required Use Company Yes Designates the position in either Endowed (Cornell University) or Statutory (Cornell Univ (NYS Colleges & Exper Sta)). If the Company is designated when creating the supervisory org, that choice will default during the hire. Cost Center Yes Will create the 100% default costing allocation for the position. Region No 9/18 No Benefits No For central use only. Multi-Payroll Indicator Yes,if This field is not required for an initial hire. It is used to designate a position that is in a different company (Multi-Company), a different Paygroup (Multi Paygroup), or both (Multi Company and Multi Paygroup) from the Primary position. For Additional Jobs that meet this criteria, make the appropriate designation(s) for the Additional Job. Central will audit and add the designation(s) to the Primary Job. F3-Org Ref ID Yes,if F2-Sub Object Yes,if Union Role Yes,if Used only for Building Trade Council (BTC) employees. The appropriate value of Apprentice (1-10) or Journeyperson must be identified so that deductions will be appropriately applied. F4-Project No Budgeted Position Yes,if Select Budgeted from the menu for all budgeted positions and all Extension positions. Not Students/Grads Yes,if Needed for all non-students in HC supervisory orgs/positions. Choose Non Students for all hires that are not hourly students or graduate students. KFS Organization Yes Used to designate where positions are found in KFS. Extremely useful for reporting. FERPA No Click Submit. A confirmation is displayed along with Up Next information. Assign Pay Group (Automatically assigned by system) Note: This step in the business process will not be visible to the initiator at this point. Auto assign pay group is functionality used to have the system automatically assign the pay group based on the rules that have been established behind the scenes. The rules were built to look at one of three pay rate types set on every job profile identified in the system and default the correct pay group accordingly based on that information. Review/Approval of Hire (Approver) Either the HR Partner or the Student Employment Partner will review all elements of the appointment and either Approval, Send Back (will route back to the Initiator for correction) or Deny (will completely cancel the Add Job we do not recommend). Page 8

9 Assign Costing Allocation (Compensation Finance Partner) Finally, the Assign Costing Allocation sub-process is done by the Compensation Finance Partner. This role may also be held by the Hire Initiator or the HR Partner. 1) Click the Open button 2) The Event and Effective Date will fill from the previous information. 3) Select the Costing Allocation Level from the menu provided. Typically this is at the Worker and Position level. Separate earnings allocations, splits and overrides can be done via the Assign Costing Allocations business process. 4) Click Add button. 5) Enter the Start Date. 6) Enter an End Date if necessary. 7) Enter the Costing Override or choose it from the menu. For more information on Costing Allocation Levels see the Costing Allocation job aid. 8) When only one account is being used, the Distribution Percent will default to 100%. If entering more than one account, enter the Distribution Percent for each account. Distributions must equal 100%. If you are splitting the costing between multiple accounts, click the plus sign at the beginning of the row to add another row. 9) Click Submit. A confirmation is displayed along with Up Next information. 10) Click Done. Page 9

10 Onboarding Letter 1. Upon completion of the hire transaction in Workday, the Onboarding letter will be delivered to the employee electronically (if a Primary Home address and text message capable phone number is provided). 2. A hard copy will be sent through US Mail (if a Primary Home Address is provided) in 48 hours if either the address or text number is missing. This is an automated process. 3. The Onboarding letter will contain information about the employees netid, and if will include instructions on how to activate 4. Example: 5. Important Notes: o If the necessary contact information is not provided, an error message will be generated to onboarding (at onboarding@cornell.edu) to follow up with the department. o HRIS is developing an application that will allow the department to manually print/re-print the onboarding letter for their hires if necessary Page 10

11 Activating a NetID: - Only those employees that need to activate/reactivate their netid will receive activation instructions If the person is already in IdM's systems as a staff member (staff, faculty, or temp) then nothing will be sent. This should prevent concurrent hires from receiving a notification. If the netid was used to log in to something in the past 60 days, a letter that doesn't have an activation code will be sent. If the netid was not used in the past 60 days, a letter that does have an activation code is sent. - How the hire receives the netid activation information is dependent upon what contact information is provided on the hire transaction in Workday. There are 2 primary options for delivery: o An employee will receive instructions via text message if: Employee has a text enabled phone and that phone number is recorded in Workday with a device type of text enabled AND Employee has a valid address and the address is recorded in Workday with an type of Primary Home. Example: o An employee will only receive instructions via US mail if: The text message or activation does not work within 48 hours, or The employee does not have a text-enabled cell phone or Primary Home listed in Workday, and, Employee provides a mailing address and the address is recorded in Workday as the Primary Home mailing address. - Important Notes: o An employee will NOT receive activation instructions if the above contact information is not provided on the hire transaction in Workday. If the necessary contact information is not provided, an error message will be generated to onboarding (at onboarding@cornell.edu) to follow up with the department. Page 11