Non-Benefited New Hire Process In Workday

This guide provides a step-by-step process for hiring non-benefited employees in Workday, ensuring a smooth and efficient onboarding experience. It highlights essential tips and alerts to avoid common pitfalls, such as duplicate records and incorrect job profiles. By following this guide, users can streamline their hiring process, ensuring compliance with HR requirements and facilitating timely onboarding for new hires.

Ranjit Kaur
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52 steps
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6 minutes

Workday

Log into Workday.

Click "Create Position"

Click "OK"

All fields with red asterick are required fields and you must complete those to move forward.

Click the "Position Request Reason" field and select the reason. The options are Create position> Grant Funded: for grant funded positions; Create position>Central Office: only for CO employees; Create Position>Program funded: for program funded positions.

Tip! Job Profile is the official job titles. They have salary ranges, EEO categories and Worker's compensation codes associated to them based on standard job duties associated with that job profile. You can use different business title than job profile but it should align with duties. For example you can have student assistant as business title and job profile can be Grad student assistant if employee is grad student.

Click the "Job Posting Title" field and add the title for this position. This can be business title in line with the Job Profile.

Click the "Number of Positions" field.

Alert! if you want to start the hiring process today, please use the availability and hire date as of today's date while creating the position. You can choose future hire date when you start the hiring process.

Click the "Availability Date" field and enter today's date.

Click the "Earliest Hire Date" field and enter the hire date. If you wish to complete the hire process today, enter today's date. You can adjust the hire date once you start hiring process.

Tip! Ensure that you select appropriate job profile. All non-benefited positions are hourly. For example, if you choose job profile which is salaried, you cannot assign hourly rate and vice versa. Here is the [list](https://docs.google.com/spreadsheets/d/1ODijb2FGGAQgWAGb5pqU96Cwo_RJPzJG/edit?usp=drive_link&ouid=112194441662867126221&rtpof=true&sd=true) of hourly positions.

Click the "Job Profile" field.

Click the "Job Description Summary" field.

Tip! Locations for HR-San Jose State University Campus, NASA, Moss Landing, Central Office. If this position is remote, you can add in the comments but location should be chosen based on where this position is being hired into. Do not select any other location for HR purposes.

Click the "Location" field.

Click the "Time Type" field.

Click this radio button.

Tip! Worker Types- Faculty (for SJSU faculty hires); Non-benefited (for all other non-benefited positions; SJSU EE (if new hire is SJSU EE); Benefited (if it is a benefited position.

Click the "Worker Sub-Type" field. Click "Worker Types" and this position is non-benefited, we will check that box as this is a non-benefited position.

Click "Submit"

Please conduct a global search to determine if the individual you wish to hire is already in the system, in order to avoid duplicate records.

Click the "Search" field.

Click here.

Click "Hire Employee"

Click the "Search" field and enter the name of the employee to ensure no duplicate prehires.

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. The new window (step 29) will open if pre-hire already exists or if this new hire was terminated employee.

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"

Hire date can be either today or in the future. HR recommends in future as new hire needs to complete I-9. Hire date will be adjusted based on when new hire completes I-9. New hires requiring livescan can take upto 2 weeks. Hire date will be adjusted based on when livescan is cleared.

Click the "Hire Date" field.

Click "Hire Employee"

Click this radio button.

Click "Positions without Job Requisitions"

Click this radio button.

Click "SJSU Employee/Sensitive Position"

Alert! Do not change Default Weekly Hours. Only change Scheduled Weekly Hours based on projected weekly hours this new hire will work.

Click on the "Scheduled Weekly Hours" field to enter the number of hours the new hire will work, and then click Submit.

Click "Open"

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

Click this icon.

Click "Worker and Position"

Click "Add"

Click the "End Date" field.

Alert! The naming convention for our grants and programs is different in Workday. All the grants will start with GR and Programs with PR.

Click the "Search" field.

Click this checkbox.

Tip! You can add multiple rows for the same date range. Total distribution percent should add up to 100% for all the rows.

Click this icon.

Click this text field.

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'.

Click "Submit"

Click here.

Alert! New hire is not authorized to work until they complete new hire onboarding steps, I-9 and present the documents to HR.