Hire a Graduate Assistant in Workday

This guide provides a comprehensive walkthrough of the process to hire a Graduate Assistant in Workday. The audience for this includes HR Partners, Graduate Assistant Coordinators, and Managers involved in the hiring process. Key Reminders: * Graduate Assistant can be hired directly without creating a Job Requisition. * They MUST be hired into a Job Managed (JM) Supervisory Organization. Note: If the manager does not have a JM sup org, please request one through the Create Request process.

Workday

Start from the Workday homepage.

Enter and select the **Job Management (JM) Supervisory Organization** using the **Search** bar.

Select the **three dots** next to the sup org, then hover over **Hire** and select **Hire Student.**

Enter the **Student** and then **OK**. **Note:** The **Supervisory Organization** defaults based on the initial selection.

If the **Hire Student** screen displays, the student is already an employee. Select **Add Job** to continue the Hire Process.

Enter the **Effective Date**. **Note:** The **Reason** defaults to **Add Additional Employee Job**.

Complete the require fields under **Job Details**. Select **Graduate Assistant (Fixed Term)** for the **Employee Type** field.

Select the correct **Job Profile** from the drop-down options. **Note:** Pay attention to the campus designation codes, for example, **FC - Fort Collins** and **P - Pueblo**.

Select **Part time** from the **Time Type** dropdown menu.

Select the appropriate **Location** from the dropdown menu.

The **Pay Rate Type** defaults to **Salary** and should not be changed.

Enter **Scheduled Weekly Hours**, for example either 10 or 20 hours. **Note:** Workday will automatically calculate FTE based on the entered hours.

The **Job Title** will auto-populate. **Note:** A job title can be edited to something more specific - this is helpful when the GA has split cost allocation. An example would be GRA Kermit Lab and GTA CO150.

Select the **Annual Work Period** and **Disbursement Plan Period**. For example, for a standard 9-month Graduate Assistant, choose "9 Month - Mid" for both fields. For a 12-month Graduate Assistant, choose "12 Month" for both fields. **Note:** This must be entered or grad school will send it back.

Enter the **End Employment Date**, enter any **Comments**, as needed, add **Attachments**, as needed, and then select **Submit**. **Note:** The End Employment Date is for tracking purposes but will NOT automatically stop an employee from being paid after that date. A termination or end job process will need to be run to actually stop payment on the employee.

You'll receive a confirmation message, and the Assign Organization task goes to the HR Partner.

Assign Organization - HR Partner

Select the **My Task** icon or the **Assign Organizations** task from the **Awaiting Your Action** section.

Select the **Assign Organizations** task.

Select the **Pencil** icon to enter the correct **KFS Account**. Only one KFS Account can be entered at this stage. **Note:** The associated **Department** and **Fund** will auto-populate.

Enter any **Comments**, as needed, add **Attachments**, as needed, and then select **Submit**.

You'll receive a confirmation message, and the **Propose Compensation Hire** task goes to the HR Partner. **Note:** The HR Partner can select **Open** to complete this task.

Propose Compensation - HR Partner

Select the **Make Changes** button.

Select the **three dots** and then **Edit**.

Enter the annual salary **Amount** the graduate assistant should receive. Enter the actual amount they will be paid, not the full-time equivalent. For example, .25 or .5 FTE. Select **Save** and then **Submit**. **Note:** The CSUS Academic Salary Plan should always be used for GA hires.

You'll receive a confirmation message, select **Review** to **Review Add Additional Job**.

Review the information and then select **Approve**.

You'll receive a confirmation message that the event has been approved. Select the **X** to close.

Generate Document for Add Additional Job - HR Partner

Select the **My Tasks** icon.

Select the **Generate Document for Add Additional Job** task and then the **Review** button.

Review the auto-populated appointment letter and complete the yellow highlighted sections and delete what does not apply. Scroll down to the yellow highlighted area and enter the **percentage**, select either **resident** or **non-resident**, and the appropriate **Tuition payment method**.

Select **Submit**. **Note:** This document is critical for tuition, billing, and sponsor invoicing accuracy.

Appointment Letter - Graduate Assistant

Once the Appointment Letter has been submitted, the Graduate Assistant receives the needed tasks to complete the hiring process. Select the **My Tasks** icon.

Select the **Data Change** task.

Review and select the **I Agree** checkbox and then **Submit**. **Note:** This is where the GA states they have read and agrees to the DEV plan. HR Partners and Managers should verbally reinforce that this document is the official contract.