Faculty New Hire Process In Workday

Ranjit Kaur
|
56 steps
|
6 minutes

Workday

Log into Workday.

Click "Create Position"

Click "OK"

Click "Create Position > Create Position"

Click this radio button.

Click the 'Job Posting Title' field and enter the title of the position. This is being a faculty member, you can enter Faculty or Professor/academic (Job profile).

Click the "Availability Date" field.

Availability date and Earliest hire date should be today's date if you wish to complete the hiring process. Please change the hire date to a future date in step 26.

Enter 'Availability Date' and 'Earliest Hire Date'. If you chose multiple positions you can still select today's date even if you will be hiring them in the future.

Click "By Job Family"

You will click Faculty and then select Professor/academic. You can also type Professor and press enter. Click this checkbox.

Click the "Job Description Summary" field.

Click here.

Tip! Locations for HR-Campus, NASA, MLML, Central Office

Location will provide where this position is being hired. Based on your location, please choose one. You can type one of these and press enter.

Click the "Time Type" field.

Worker type field shows contingent worker and employee option. As you will be hiring faculty as employees, select this option.

Click this checkbox.

Click "Close"

To avoid duplicate records, please conduct a global search to determine whether the individual you wish to hire is already in the system. If the employee is already active under another PI, follow [Add Job](https://scribehow.com/shared/Add_Job-Hiring_existing_employee_under_different_ManagerPI__SIoz4YMsQPuiqD0TUkFf5Q?referrer=workspace) process.

Once you confirm that the applicant is not in the system already, you can proceed with hire process. Type Hire employee in search bar and click 'Hire Employee' task.

Click the "Search" field and enter the name of the employee to ensure no duplicate pre-hires. The new window (step 26) will open if pre-hire already exists or if this new hire was a terminated employee.

Click "OK" if it gives error message, select the create 'Create a New Pre-Hire' option.

Click the "Create a New Pre-Hire" field if a new window does not open. Click "OK".

Click the "First Name" field and enter new hire's first name. Click the "Last Name" field and enter the last name.

Click "Contact Information"

Click "Add" under Email and enter a valid email address. Please note that Workday will send the login instructions to this email.

Please provide a valid email address for the pre-hire, as the login instructions will be sent to this address.

Click the "Type" field and select if it is a work or home email address. Click "OK".

The faculty hiring process involves several approvers, including the Dean, Chair, RA, and UPFA. It typically takes about 10 business days to complete. Please ensure that you start this process in advance, as the hire date will be adjusted by HR once all approvals are secured and the faculty member has completed the I-9 form.

Click the "Hire Date" field.

Click here.

Click this radio button.

Click "Positions without Job Requisitions"

This will show all the open positions under you. Select the position you need to fill. Once selected, system automatically complete rest of the information based on the information you entered during 'Create Position' process.

Click the "End Employment Date" field.

Click "SJSU Employee/Sensitive Position"

Click the 'Scheduled Weekly Hours' field and enter how many hours per week this employee will work (fte). Click submit.

The next step is costing allocations (account numbers). Click Open.

If you forget to click open in the window, go to your tasks (inbox) and it will be there.

Under Costing Allocation Details, in the Costing Allocation Level field select Worker and Position.

Click "Worker and Position"

Click "Add" below the Proposed Costing Allocations tab.

If employee is going to work on multiple accounts for the same date range you can enter at the same time. If the date range is different, select the add button again.

The 'Start Date' defaults to today's date, you can overwrite it and use the future date. Enter the end date in the "End Date" field for this assignment.

Grant/project number is entered in Additional Worktags field. Grants start with GR+grant number and programs PR+program number.

In the Additional Worktags field, enter the grant or program number and press enter.

Once you see the grant/program number select by clicking the checkbox.

If employee is going to work on multiple accounts for the same date range, you can click on + button, add the grant/program number and the fte under the distribution percent. Total distribution needs to be 100%.

You need to enter the hours for each semester (dates) in the comments section for the total assignment period.

For faculty appointments, you must add the hours worked for each semester(dates) in the comments section. If they are not added, UPFA will send it back. Click Submit.

Click "Open"

Click "Make Changes"

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

Click "Edit"

Enter the hourly rate in 'Amount' field and click 'Save' and then click 'Submit'.

After submission, OSP will review and approve the appointment. Once approved, a task will appear in your inbox. You will then add the additional approvers—Chair, Dean, RA, and UPFA—so they can review and approve the appointment.

Go to your inbox and locate the appointment for the faculty.

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

In the pop up window, click in the 'Additional Approvers' field.

Click Dean and then select the name of the dean.

Once selected, click on the back arrow button and select Department Chair.

Select the Department Chair name.

Click 'Resource Analyst' and select the name of the resource analyst.

Once you have added Chair, Dean, and RA, click "Approve and Send to Approvers"

You have completed the PI portion of the appointment process.

Alert! Once all approvals are signed off, the RF HR will approve the appointment and send it to the UPFA. Please note that UPFA can take up to 10 business days to approve the appointment. Once approved, new hire will receive login instructions to complete the onboarding and I-9 . The new hire is not authorized to work until they complete the new hire onboarding steps, the I-9, and present the documents to HR.