Workday Job Aid HR: Contract Non-Employee

Transcription

1 Workday Job Aid HR: Contract Non-Employee Description This process is used to hire a new non-employee (not paid directly by Trinity Health) into a contract position. When to Use Use this process to hire a non-employee (not paid by Trinity Health) to a contract position: A new position: Fills a vacancy for a new position. The Create Position business process must be completed before this process may be done. An existing position: Fills a vacancy for an existing position. NOTE: This process is for new hires only. If an existing colleague/nonemployee is filling a vacant position, see Add Additional Job job aid. Related Reports SSN Search All Non-Employees Default Hours for Worker Audit New Hire Staffing and Compensation Position Restrictions as of Date Pre-hire Background Check Status Summary Trending Time to Fill Critical Positions 1

2 Business Process Steps and Roles Process roles are designated by security role, which do not reflect actual job titles. People may have multiple roles. Initiate: Recruiter, HR Representative, HR Shared Services (HRSS) Representative, HR Partner, or Manager (table below): Step Edit Government IDs Change Organization Assignments Review Organization Assignments Create Workday Account Complete Non-Employee Docs Confirm Background Check Complete Employee Health Process Roles HR/HRSS Representative HR/HRSS Representative HR Partner Security Partner HR/HRSS Representative HR Representative Employee Health Partner ROLE: Recruiter/ HR Representative/ HRSS Representative/ HR Partner/Manager Various Roles (see table above) Initiate 2 Page 2 of 28

3 Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before adding a new contract non-employee. This may include: Notifications (a colleague or department should be notified outside of the Workday system) Manager works with HR Partner to facilitate action Initiator runs SSN Search report in Workday to confirm if non-employee is already in Workday system (to support action for page 6, step 5) No notifications. Variations There may be variations by Health Ministry before this process is initiated. SEE NEXT PAGE FOR DATA REQUIRED TO COMPLETE THIS BUSINESS PROCESS Health Ministries with an outside agency for Employee Health will not have this data available in Workday. Other Resources Contact your Tier 1 resource, as noted on the Workday Help website at workday.trinityhealth.org. SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section. Page 3 of 28 3

4 Data Needed for Contract Non-Employee The following data will be required (shown by step): Initiate Supervisory Organization: Name of manager to whom nonemployee will report Legal Name : Country, First Name, Last Name Contact : At least one phone AND address Contract Start Date: Non-employee s start date Position: Exact position being filled Contract Pay Rate: Hourly pay amount due to agency for nonemployee Scheduled Weekly Hours: Determines FTE status Job Classification: Classification for regulatory reporting Work Shift: The shift to be worked by the non-employee Edit Government IDs National ID: At least one ID (e.g., Social Security Number) Organization Assignments Company: Name of Health Ministry Cost Center: Department or business unit used to track expenses and is responsible for the cost Workday Account User Name Password Page 4 of 28 4

5 Process Steps Initiate Which role(s) can do this step? Recruiter HR Representative HRSS Representative HR Partner Manager 1. Log in to Workday 2. Type contract non in the search box and press Enter SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen. 3. Click Contract Non-Employee from the search results 5 Page 5 of 28

6 Initiate 4. Type the name of the Supervisory Organization (i.e., manager s/supervisor s name) to whom the contract position will report NOTE: If you are a manager/supervisor, the form defaults to show your Supervisory Organization information. Click the X to clear value and get the search box. 5. Click the radio button next to the appropriate hire choice 6. Click OK to continue WHAT IS THIS? Click the prompt icon to search Existing Pre-Hire Use to rehire a former colleague/non-employee (see Note below for restrictions) or in Phase 2 when pre-hire information will come from recruiting system Create a New Pre-Hire In Phase 1, use to hire a new nonemployee who has not worked for Trinity Health previously or a former colleague/non-employee whose history is not in Workday What is a Supervisory Organization? (SUPV ORG) Supervisory Organization is the manager hierarchy within Trinity Health. Each person who has colleagues reporting to him/her represents a SUPV ORG. Colleagues or workers are members of their people manager s SUPV ORG. NOTE: Only colleagues/nonemployees terminated in 2016 or later will be available to choose as an Existing Pre-Hire in Workday. 6 Page 6 of 28

7 Initiate Hire 7. Complete the Contract Non-Employee form (* indicates required information) Click the prompt icon for options Source How the non-employee came into contact with Trinity Health (e.g., referral, website) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE WHAT IS THIS? Referred by Type name of colleague who referred this non-employee Comment For example, the current referral campaign name Supervisory Organization Auto-populates with supervisory organization assigned to this position Allow Duplicate Name If a colleague/non-employee already exists with this name, an error will appear; check the box to allow another colleague/non-employee with this name Page 7 of 28 7

8 Initiate Hire 8. Click Contact 9. Click Add to add available contact information PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) Add all information that is available at this point. At least one phone AND address are required. 10.Click OK HINT: You can add more than one (e.g., two phone numbers) by clicking Add again for that section. Page 8 of 288

9 Initiate 11.Complete the Contract Non-Employee form (* indicates required information) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Click the prompt icon for options WHAT IS THIS? Contract Start Date Non-employee s start date Reason Choose New Non Employee OR Reinstate Non Employee Position Choose the position the non-employee will fill from list of open positions in menu; choice will auto-populate other fields Non-Employee Type Auto-populates based on Position chosen Job Profile Auto-populates based on Position chosen Time Type Auto-populates based on Position chosen Location Auto-populates based on Position chosen HINT: Reason will be required. Page 9 of 28 9

10 Initiate 12. Scroll down and complete the Contract Details Click the prompt icon for options Supplier Choose Supplier (drop-down menu) Default Payment Terms Choose Default Payment Terms (drop-down menu) WHAT IS THIS? Contract End Date Last work date for which contract is valid Contract Pay Rate Hourly pay amount due to agency for non-employee Currency Choose USD (drop-down menu) 13. Click the arrow next to Additional SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Frequency Frequency of payroll (drop-down menu) Assignment Details Describe the assignment Page 10 of 10 28

11 Initiate 14. Complete the Additional section NOTE: Parts of form will auto-populate based on the Position chosen and the information provided when it was created. Job Title/Business Title Auto-populates based on position chosen Weekly Hours Only change scheduled weekly hours (or FTE will calculate incorrectly) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE WHAT IS THIS? Job Classification Classification for regulatory reporting; choose from menu options Company Insider Types DO NOT USE Workers Compensation Code Override DO NOT USE UNTIL PHASE 2 Work Shift The shift to be worked by the nonemployee; choose from menu options (NOTE: Values are new for the Workday system) First Day of Work Auto-populates to match Hire Date Page 11 of 11 28

12 Initiate 15. Click the add icon and Attach to add attachments (if applicable) HINT: For example, in Phase 1, this could be a copy of the nonemployee contract. 16. Type comments and click Submit 17. Process moves to next step; click Done Page 12 of 12 28

13 Which role can do this step? HR Representative HRSS Representative 1. Log in to Workday 2. Click Inbox NOTE: If you DID NOT initiate the process, start with step 1. If you DID initiate the process, the process skips steps 1 3; move to the next page. Edit Government IDs 3. Find the and click to open (opens in the right pane of the screen) Page 13 of 13 28

14 4. Click the add icon to add an ID Edit Government IDs NOTE: At least one national ID is required (e.g., SSN for U.S. citizens). Click the prompt icon for options 5. Click Approve 6. Process continues; click Open HINT: Type USA in the Country box (press Enter) and SSN (press Enter) in the National ID Type box for quickest access to those choices. Page 14 of 14 28

15 Which role(s) can do this step? HR Representative HRSS Representative NOTE: This acts as a confirmation step based on information added during the Create Position process. Change Organization Assignments 1. Scroll down, review the Organizations form; click the edit icon to make updates Click the prompt icon for options Click the checkmark icon to accept change Company Name of Health Ministry To find information on the companies and cost centers, contact the RHM Accounting/Payroll Dept. WHAT IS THIS? Cost Center Department or business unit used to track expenses and is responsible for the cost Religious Order Employment agreement used to capture affiliation with the religious order (for specific set of colleagues) HR Company Code assigned to HR department; ties to Health Ministry Financial Organization Business Unit or Process Level; ties to Health Ministry Absence Group Exceptions Sick/Illness, PTO, and other leave groups; choose from menu options Pay Rule Important for timekeeping system; code that determine this colleague s timekeeping rules Page 15 of 15 28

16 2. Type comments and click Submit Change Organization Assignments 3. Process moves to next step; click Done NOTE: Once this step is complete, the nonemployee now has an employee ID number. Page 16 of 16 28

17 Which role(s) can do this step? HR Partner Review Organization Assignments 1. Log in to Workday 2. Click Inbox 3. Find the and click to open (opens in the right pane of the screen) To learn more about these items, see What Is This? on page Review and click Approve or Send Back with instructions 5. Process moves to next step; click Done Page 17 of 17 28

18 Which role can do this step? Security Partner Create Workday Account 1. Log in to Workday 2. Click Inbox Sam Security ( ) 3. Find the and click to open (opens in the right pane of the screen) Page 18 of 18 28

19 4. Complete the Create Workday Account form (* indicates required information) Create Workday Account User Name WHAT IS THIS? New/Verify Password Require New Password at Next Sign In Defaults as checked; do not uncheck Account Disabled Account Expiration Date Specify how long non-employee will have access to Workday account (if known) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Page 19 of 19 28

20 5. Complete the Create Workday Account form (* indicates required information) Create Workday Account Session Timeout Minutes Specify how long it takes for session to expire when user is inactive Allow Mixed-Language Transactions WHAT IS THIS? Show User Name in Browser Window Select; shows non-employee s user name in Workday window when logged in Display XML Icon on Reports OpenID Internal Identifier OpenID Connect Internal Identifier 6. Type comments and click Submit 7. Process moves to next step; click Done Exempt from Delegated Authentication Page 20 of 20 28

21 Which role(s) can do this step? HR Representative HRSS Representative Complete Non-Employee Docs 1. Log in to Workday 2. Click Inbox HINT: Non-Employee Docs and Background Check are both available to the HR Representative in the Inbox and can be done in either order. 3. Find the and click to open (opens in the right pane of the screen) Page 21 of 21 28

22 4. Click Maintain Worker Documents Complete Non-Employee Docs 5. Type the name of the non-employee and click OK 6. Click Add Page 22 of 22 28

23 7. Drag and drop attachments into the box or click the Select files button to browse for a file Complete Non-Employee Docs 8. Click the prompt icon to choose the Document Category and type comments DOCUMENT CATEGORIES Address Verification Agency Assessment Background Check Benefits Certification Company Policy Related Compensation Education Reimbursement Employee Contract Employment Eligibility Hire ID Verification Interview Leave of Absence Legal Name Change License Marital Status Change Meal Waiver Non-Disclosure Agreement Non Employee Contract Offer Letter Offers Other Documents Performance Review Personal Personal Verification Promotion Tax Forms Termination Time Off Time Tracking Transfer 9. Click Upload to add more documents; click OK when done Page 23 of 23 28

24 10.Click Done Complete Non-Employee Docs 11.Click the home icon NOTE: This step doesn t have direct access to return to the main screen and submit; therefore, you will need to go to the home screen and return to the step from your Inbox. 12.Click Inbox Page 24 of 24 28

25 13.Find the again and click to open (opens in the right pane of the screen) Complete Non-Employee Docs 14.Type comments and click Submit 15.Process continues; click To Do HINT: If Background Check does not apply, click Skip here. Page 25 of 25 28

26 Which role(s) can do this step? HR Representative Background Check 1. Type comments and click Submit NOTE: This acts as a notice for the HR Representation to confirm background check is complete. 2. Process moves to next step; click Done Page 26 of 26 28

27 Which role(s) can do this step? Employee Health Partner Employee Health 1. Log in to Workday 2. Click Inbox NOTE: This acts as a notice for the Employee Health Partner to complete the employee health information. Heather Health (51006) 3. Find the and click to open (opens in the right pane of the screen) 4. Act, type comments, and click Submit 5. Process is complete; click Done Page 27 of 27 28

28 End of Process: Next Steps WHEN CONTRACT NON-EMPLOYEE PROCESS IS COMPLETE Identity Management automatically detects changes and updates the identity vault once candidate is hired for identification, account, etc. Manager completes system access requests Page 28 of 28