Add Job-Hiring existing employee under different Manager/PI

This guide provides a step-by-step process for hiring an existing employee under a different manager.

Ranjit Kaur
55 steps
4 minutes

Workday

Navigate to Workday and log in.

Click the "Search" field and enter the name of the employee you would like to hire. If you cannot find the employee, it means employee is not hired. Please follow the New Hire Process to hire that applicant.

You will be able to see the employee's current supervisor/PI, title and employee type.

To hire the existing employee, you will create the position to hire the employee in. Enter "Create Position" in the search bar.

Click "Create Position"

Click "OK"

Click the "Position Request Reason" field. Click "Create Position > Create Position".

Select the appropriate option.

Click the "Job Posting Title" field and enter the appropriate title.

If you wish to complete the hiring process right away, choose today's date for both 'Availability Date' and 'Earliest Hire Date' even when you wish to hire in the future.

Click the "Availability Date" field and enter the date.

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

Tip! All non-benefited positions are hourly. Please refer to this[ list](https://docs.google.com/spreadsheets/d/1ODijb2FGGAQgWAGb5pqU96Cwo_RJPzJG/edit?gid=1284446604#gid=1284446604) for Job Profiles

Click the "Job Profile" field and enter the title for this position.

You can search by name, or job family.

Click the "Job Description Summary" field and enter the brief job description for this position.

Tip! Four locations for HR purposes-Central Office, Campus, Moss Landing Marine labs, NASA.

Click the "Location" field.

Select the appropriate location.

Click the "Time Type" field.

"Worker Type" is either part time or full time. As this is an additional job, this will be part time.

Click the "Worker Type" field.

Click the "Worker Type" field and select "Employee".

Click the "Worker Sub-Type" field.

Faculty-for any faculty hire\ Non-benefited- for all temporary positions\ Benefited-for all benefited positions (require recruitment)

Click " Non-benefited"

Click "Submit"

Double-click the "Search" field and search for the employee you wish to hire.

Click "Dolly Singh"

Click "Actions"

Click "Job Change" and then "Add Job"

Click "OK"

Click the "Effective Date" field and enter the start date for this position. It can be today or in the future.

Click the "Reason" field.

Click "Add Additional Employee Job > Add Additional Job"

Click this radio button.

Click the "Position" field.

Click "Positions without Job Requisitions" and select the position you created in step 23.

Select the created position.

Click the "Scheduled Weekly Hours" field and enter the average hours this employee will work.

Click "Submit"

Next step is to assign account number for this position. Click "Open". If you forget to click, go to your task inbox and you will see the task there also.

Click this icon.

Click "Worker and Position"

Click "Add"

Enter start and end dates for this assignment. Start date will default to current date. It can be changed to any future date.

Tip! In Workday all grants begin with 'GR' and all the programs (Self Support accounts) begin with 'PR'. For example, if your grant number is 2110002100 then you will enter GR2110002100. If you are adding self support account such as 3410003400 then it will be PR3410003400.

In the 'Additional Worktags' field enter the account number for the grant/program.

Tip! If you hiring faculty, add the dates and hours for each semester. E.g. if you are appointing from 2/1/26-8/22/2026, in the comments section, add 2/1/26-5/21/2026-40 hours, 5/22/2026-8/22/2026-100 hours.

If you wish to add multiple accounts for the same time period, click the add button below. If you wish to add another account for different time period, click the add button above the dates. Once done, click "Submit".

Next step is to assign compensation. Click "Open".

Click "Make Changes" on top of the page.

Scroll down to "Hourly" section and click this icon.

Click "Edit"

Click the "Amount" field and enter the hourly rate.

Click "Save" and then "Submit".

Once you submit, OSP recieves the assignment information for approval. After OSP approval, employee recieves notification to review and approve the new assignment. HR then receives the assignment for final review and approval. Once approved, the assignment shows up on employee profile.

If this is for a faculty, after OSP approval, PI will receive it back in taskbox to assign additional approvers. Click "Add Approvers" at the bottom of the page and add the names of Chair, Dean, and department resource analyst and click send to approvers. Once they approve, HR will receive and review. UPFA will then approve and than can take 10 business days.

You can see now that employee has multiple jobs.

Click this icon will show the other position.

Click "P100751 PROJECT ASSISTANT (+)"

You can see that the manager for the second position is different.

Add Job-Hiring existing employee under different Manager/PI

This guide provides a step-by-step process for hiring an existing employee under a different manager.

Ranjit Kaur
55 steps
4 minutes

Workday

Navigate to Workday and log in.

You will be able to see the employee's current supervisor/PI, title and employee type.

To hire the existing employee, you will create the position to hire the employee in. Enter "Create Position" in the search bar.

Click "Create Position"

Click "OK"

Click the "Position Request Reason" field. Click "Create Position > Create Position".

Select the appropriate option.

Click the "Job Posting Title" field and enter the appropriate title.

If you wish to complete the hiring process right away, choose today's date for both 'Availability Date' and 'Earliest Hire Date' even when you wish to hire in the future.

Click the "Availability Date" field and enter the date.

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

Tip! All non-benefited positions are hourly. Please refer to this[ list](https://docs.google.com/spreadsheets/d/1ODijb2FGGAQgWAGb5pqU96Cwo_RJPzJG/edit?gid=1284446604#gid=1284446604) for Job Profiles

Click the "Job Profile" field and enter the title for this position.

You can search by name, or job family.

Click the "Job Description Summary" field and enter the brief job description for this position.

Tip! Four locations for HR purposes-Central Office, Campus, Moss Landing Marine labs, NASA.

Click the "Location" field.

Select the appropriate location.

Click the "Time Type" field.

"Worker Type" is either part time or full time. As this is an additional job, this will be part time.

Click the "Worker Type" field.

Click the "Worker Type" field and select "Employee".

Click the "Worker Sub-Type" field.

Faculty-for any faculty hire\ Non-benefited- for all temporary positions\ Benefited-for all benefited positions (require recruitment)

Click " Non-benefited"

Click "Submit"

Double-click the "Search" field and search for the employee you wish to hire.

Click "Dolly Singh"

Click "Actions"

Click "Job Change" and then "Add Job"

Click "OK"

Click the "Effective Date" field and enter the start date for this position. It can be today or in the future.

Click the "Reason" field.

Click "Add Additional Employee Job > Add Additional Job"

Click this radio button.

Click the "Position" field.

Click "Positions without Job Requisitions" and select the position you created in step 23.

Select the created position.

Click the "Scheduled Weekly Hours" field and enter the average hours this employee will work.

Click "Submit"

Next step is to assign account number for this position. Click "Open". If you forget to click, go to your task inbox and you will see the task there also.

Click this icon.

Click "Worker and Position"

Click "Add"

Enter start and end dates for this assignment. Start date will default to current date. It can be changed to any future date.

In the 'Additional Worktags' field enter the account number for the grant/program.

Next step is to assign compensation. Click "Open".

Click "Make Changes" on top of the page.

Scroll down to "Hourly" section and click this icon.

Click "Edit"

Click the "Amount" field and enter the hourly rate.

Click "Save" and then "Submit".

You can see now that employee has multiple jobs.

Click this icon will show the other position.

Click "P100751 PROJECT ASSISTANT (+)"

You can see that the manager for the second position is different.