Convert Contingent Worker to Employee

This guide provides a detailed, step-by-step process for converting a contingent worker to an employee in Workday, ensuring a smooth transition. It highlights essential actions, such as entering job details, setting hire dates, and managing approvals, which are crucial for compliance and onboarding. If the contingent worker currently does not report to you but you would like to hire them, contact HR to move them under you before following these steps.

Ranjit Kaur
57 steps
4 minutes

Workday

Navigate to [https://impl.workday.com/sjsurf/d/search.htmld?q=create+position&state=searchCategory-all%3Adefault](https://impl.workday.com/sjsurf/d/search.htmld?q=create+position&state=searchCategory-all%3Adefault)

Click "Create Position"

Click "OK"

Click the "Job Posting Title" field and enter the new title for the worker.

Click the "Availability Date" field and enter today's date if you are going to complete the process today.

Click the "Earliest Hire Date" field and enter the hire date. It is recommended to enter today's date and when you start the hiring process enter the actual (future) date.

Click the "Job Profile" field and enter the title.

Click this checkbox.

Click the "Job Description Summary" field and enter the description of this position.

Click the "Location" field and enter the location for this position.

Click the "Time Type" field and select either Full time or Part time.

Click the "Worker Type" field and select employee as you are going to convert contingent worker to employee.

Click the "Worker Sub-Type" field and select the employee type. In most cases, it will be Faculty.

Click "Submit"

Click the "Search" field enter the contingent worker's name you wish to convert to employee and select the name.

Click "Actions"

Go to 'Job Change' and click "Convert to Employee"

Click "OK"

Alert! Converting contingent worker to employee is similar to new hire. It will require completion of onboarding and I-9. Hire date must be in future to make sure employee completes the onboarding on time.

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

Click the "Reason" field. Once you click that you will get an error message and it will require you to enter the contract end date.

Click the "Contract End Date" field and enter the end date (a day before the hire date). The error will dissappear.

Now go back to the "Reason" field and select the reason for hire.

Click "Hire Employee"

Click the "Reason" field under 'End Contract Details' and select 'Voluntary'.

Click this radio button.

Click here to close the position.

Uncheck 'Is this position available for overlap?'

Click "Positions without Job Requisitions"

Select the position you created initially.

Click the "End Employment Date" field and add the employment end date.

Tip! Do not change Default Weekly Hours field.

Double-click the "Scheduled Weekly Hours" field and enter the average weekly hours this employee will work.

Click "Submit"

Click "Open" in the pop up window to enter the account number.

Click this icon.

Click "Worker and Position"

Click "Add"

Enter start and end date in these fields for this assignment.

Tip! While entering grant/program number in Workday, use GR+grant number for grant (GR2115052345) and PR+program number for program (PR3514021234).

Type in the grant/program number in 'Additional Worktags' field and press enter.

Once grant/program number assigned, click "Submit" if this is non-faculty.

If it is SJSU faculty, click the "enter your comment" field and add the hours by each semester in the comment section.

Once that information is entered, click "Submit"

The following steps will show how to enter salary information. Click "Open" in the pop up window.

Scroll down to 'Hourly' section and click here.

Click the "Amount" field and enter the hourly rate for this employee.

Click "Submit"

Alert! Once you submit, it will go to OSP for approval. After OSP approvals, the task will show in your inbox to assign additional approvers. Open the task and add approvers as shown below. This is only for faculty hires. Do not add UPFA as RF HR will route it.

Click "Add Approvers" at the bottom of the page.

Click here.

Click "Dean" and select/type Dean's name.

Click this checkbox.

Click here.

Click "Department Chair"

Select the Chair from the list or type the name and press enter.

Click "Resource Analyst"

Select the name from list or type the name and press enter.

Click this icon to go back.

Click here to go back.

Click "Approve and Send to Approvers"

Tip! The appointment now will routed to additional approvers to approve. Once approved it will go to RF HR for approval. Once approved, hire will receive onboarding instructions. Please note that hire is not authorized to work until I-9 and all other onboarding tasks has been completed in Workday.

Convert Contingent Worker to Employee

Ranjit Kaur
57 steps
4 minutes

Workday

Click "Create Position"

Click "OK"

Click the "Job Posting Title" field and enter the new title for the worker.

Click the "Availability Date" field and enter today's date if you are going to complete the process today.

Click the "Earliest Hire Date" field and enter the hire date. It is recommended to enter today's date and when you start the hiring process enter the actual (future) date.

Click the "Job Profile" field and enter the title.

Click this checkbox.

Click the "Job Description Summary" field and enter the description of this position.

Click the "Location" field and enter the location for this position.

Click the "Time Type" field and select either Full time or Part time.

Click the "Worker Type" field and select employee as you are going to convert contingent worker to employee.

Click the "Worker Sub-Type" field and select the employee type. In most cases, it will be Faculty.

Click "Submit"

Click the "Search" field enter the contingent worker's name you wish to convert to employee and select the name.

Click "Actions"

Go to 'Job Change' and click "Convert to Employee"

Click "OK"

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

Click the "Reason" field. Once you click that you will get an error message and it will require you to enter the contract end date.

Click the "Contract End Date" field and enter the end date (a day before the hire date). The error will dissappear.

Now go back to the "Reason" field and select the reason for hire.

Click "Hire Employee"

Click the "Reason" field under 'End Contract Details' and select 'Voluntary'.

Click this radio button.

Click here to close the position.

Uncheck 'Is this position available for overlap?'

Click "Positions without Job Requisitions"

Select the position you created initially.

Click the "End Employment Date" field and add the employment end date.

Tip! Do not change Default Weekly Hours field.

Double-click the "Scheduled Weekly Hours" field and enter the average weekly hours this employee will work.

Click "Submit"

Click "Open" in the pop up window to enter the account number.

Click this icon.

Click "Worker and Position"

Click "Add"

Enter start and end date in these fields for this assignment.

Tip! While entering grant/program number in Workday, use GR+grant number for grant (GR2115052345) and PR+program number for program (PR3514021234).

Type in the grant/program number in 'Additional Worktags' field and press enter.

Once grant/program number assigned, click "Submit" if this is non-faculty.

If it is SJSU faculty, click the "enter your comment" field and add the hours by each semester in the comment section.

Once that information is entered, click "Submit"

The following steps will show how to enter salary information. Click "Open" in the pop up window.

Scroll down to 'Hourly' section and click here.

Click the "Amount" field and enter the hourly rate for this employee.

Click "Submit"

Click "Add Approvers" at the bottom of the page.

Click here.

Click "Dean" and select/type Dean's name.

Click this checkbox.

Click here.

Click "Department Chair"

Select the Chair from the list or type the name and press enter.

Click "Resource Analyst"

Select the name from list or type the name and press enter.

Click this icon to go back.

Click here to go back.

Click "Approve and Send to Approvers"