Hire a contingent worker (Volunteer)

This guide provides a step-by-step process for hiring a contingent worker, specifically a volunteer, through Workday. This process should be used to hire volunteers, PIs who oversee the project but are not paid by the Research Foundation and SJSU employees who approve faculty appointments. If the individual needs manager access or need to be added to additional approvers (Dean, Chair, Resource Analyst List), please add in the comment section so HR can assign those roles after approval.

Ranjit Kaur
28 steps
2 minutes

Workday

Click "Create Position"

Click "OK"

Click the "Job Posting Title" field and enter volunteer. Contingent worker is a volunteer either to manage the project or an approver for faculty appointments.

Click the "Number of Positions" field. Multiple positions can be created at same time if you are going to hire multiple volunteers.

Click the "Availability Date" field and enter today's date. Please note that if you enter future date, you will not be able to hire until that date.

Click the "Earliest Hire Date" field and enter the hire date.

Click the "Job Profile" field and enter Volunteer.

Click the "Job Description Summary" field and enter why you are hiring this volunteer.

Click the "Location" field and enter the location.

Click the "Time Type" and enter *Part time*, click "Worker Type" and enter *contingent worker* and "Worker Sub-Type" and enter *volunteer*.

Click "Submit"

Alert! Before beginning the hiring process for contingent worker, search the name of the person you wish to hire, if the name already exist in Workday, please contact HR to guide you with hiring process.

Click the "Search" field and enter *Contract Contingent Worker*.

Click the "Existing Pre-Hire" field to search if there is existing pre-hire.

Click the "Search" field and enter the name of the person you wish to hire. If they show up, you proceed with the existing prehire.

Click the "Create a New Pre-Hire" field and ok.

Click the "First Name" field and enter the first name.

Click the "Last Name" field and enter the last name.

Click "Contact Information"

Click "Add" under email and enter the email address of the contingent worker. Please note that this email address will be used to send the login instructions to the volunteer.

Click the "Email Address" field and add the email address.

Click the "Type" field and enter the type of email address.

Click "OK"

Click the "Contract Start Date" field and enter the hire date for the volunteer. Select the reason for hire-Hire Volunteer-for true volunteer, Add Project director/Co-PI if adding to a new PI/CoPI who will not be paid by the Research Foundation, Add project staff who will assist in day to day grant/program management. (Add Retiree is for HR purposes only)

Click the "Position" field, click "Positions without Job Requisitions"

Select the volunteer position you created earlier. This will fill most of the fields required for hiring.

For 'Hire Volunteer' reason, you must complete 'Contract End Date', 'Assignment Details', 'SJSU Email', 'Sensitive position', and "Scheduled Weekly Hours" field. For other reasons, you will need to enter 'Scheduled Weekly Hours'. Please note that it should be no more than 25% for SJSU employees.

Click "Submit"

Tip! This will go to OSP for approval and once approved will go to HR for approval and onboarding. Contingent worker will receive login instructions after that.

Hire a contingent worker (Volunteer)

Ranjit Kaur
28 steps
2 minutes

Workday

Click "Create Position"

Click "OK"

Click the "Job Posting Title" field and enter volunteer. Contingent worker is a volunteer either to manage the project or an approver for faculty appointments.

Click the "Number of Positions" field. Multiple positions can be created at same time if you are going to hire multiple volunteers.

Click the "Availability Date" field and enter today's date. Please note that if you enter future date, you will not be able to hire until that date.

Click the "Earliest Hire Date" field and enter the hire date.

Click the "Job Profile" field and enter Volunteer.

Click the "Job Description Summary" field and enter why you are hiring this volunteer.

Click the "Location" field and enter the location.

Click the "Time Type" and enter *Part time*, click "Worker Type" and enter *contingent worker* and "Worker Sub-Type" and enter *volunteer*.

Click "Submit"

Click the "Search" field and enter *Contract Contingent Worker*.

Click the "Existing Pre-Hire" field to search if there is existing pre-hire.

Click the "Search" field and enter the name of the person you wish to hire. If they show up, you proceed with the existing prehire.

Click the "Create a New Pre-Hire" field and ok.

Click the "First Name" field and enter the first name.

Click the "Last Name" field and enter the last name.

Click "Contact Information"

Click "Add" under email and enter the email address of the contingent worker. Please note that this email address will be used to send the login instructions to the volunteer.

Click the "Email Address" field and add the email address.

Click the "Type" field and enter the type of email address.

Click "OK"

Click the "Position" field, click "Positions without Job Requisitions"

Select the volunteer position you created earlier. This will fill most of the fields required for hiring.

Click "Submit"

Tip! This will go to OSP for approval and once approved will go to HR for approval and onboarding. Contingent worker will receive login instructions after that.