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©2014 Trinity Health. All Rights Reserved. 1
Workday Job Aid
HR: Contract Non-Employee
Updated as of October 2, 2017
Description
This process is used to hire a new non-employee (not paid directly by
Trinity Health) into a contract position.
When to Use
Use this process to hire a non-employee (not paid by Trinity Health) to
a contract position:
• A new position: Fills a vacancy for a new position. The Create
Position business process must be completed before this process
may be done.
• An existing position: Fills a vacancy for an existing position.
NOTE: This process is for new hires only. If an existing colleague/non-
employee is filling a vacant position, see Add Additional Job job aid.
Related Reports
SSN Search
All Non-Employees
Default Hours for Worker Audit
New Hire Staffing and Compensation
Position Restrictions as of Date
Pre-hire Background Check Status Summary
Trending Time to Fill Critical Positions
©2014 Trinity Health. All Rights Reserved. 2
HR: Contract Non-Employee
Business Process Steps and Roles
Process roles are designated by “security role,” which do not reflect actual job titles.
People may have multiple roles.
Initiate: Recruiter, HR Representative, HR Shared Services (HRSS)
Representative, HR Partner, Onboarding Representative or Manager
Add Non-Employee Information (table below):
Workday Job Aid: Contract Non-Employee Page 2 of 21
Recruiter/
HR Representative/
HRSS Representative/
HR Partner/Manager
Initiate
Add Non-Employee
Information
ROLE: Various Roles
(see table above)
Step Process Roles
Edit Government IDs Initiator
Change Organization Assignments Initiator
Review Organization Assignments Initiator
Create Workday Account System
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 3
Before You Start
Ensure local policies and procedures have been followed and
appropriate approvals have been received before adding a
new contract non-employee. This may include:
Manager works with HR Partner to facilitate action
Initiator runs SSN Search report in Workday to confirm if
non-employee is already in Workday system (to support
action for page 6, step 5)
Notifications (a colleague or department should be notified outside of the
Workday system)
• No notifications.
Variations
• There may be variations by Health Ministry
before this process is initiated.
• Health Ministries with an outside agency for
Employee Health will not have this data
available in Workday.
Other Resources
• Contact your Tier 1 resource, as noted on the
Workday Help website at workday.trinity-
health.org.
Page 3 of 21
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
SEE NEXT PAGE FOR DATA REQUIRED TO
COMPLETE THIS BUSINESS PROCESS
SPECIAL NOTE: While adding comments where indicated
may be helpful for the process, please note
that comments are auditable and therefore
should be appropriate for the section.
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 4
Data Needed for Contract Non-Employee
The following data will be required (shown by step):
Supervisory Organization: Name of manager to whom non-
employee will report
Legal Name Information: Country, First Name, Last Name
Contact Information: At least one phone AND address
Contract Start Date: Non-employee’s start date
Position: Exact position being filled
Contract Pay Rate: Hourly pay amount due to agency for non-
employee (optional)
Scheduled Weekly Hours: Determines FTE status
Job Classification: Classification for regulatory reporting
Work Shift: The shift to be worked by the non-employee
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Initiate Add Non-Employee Information
Page 4 of 21
Edit Government IDs
National ID: At least one ID (e.g., Social Security Number)
Organization Assignments
Company: Name of Health Ministry
Cost Center: Department or business unit used to track
expenses and is responsible for the cost
Workday Account
User Name
Password
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 5
Process Steps
1. Log in to Workday
2. Type contract non in the search box and press Enter
3. Click Contract Non-Employee
from the search results
Which role(s) can do this step? • Recruiter
• HR Representative
• HRSS Representative
• HR Partner
• Manager
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee Page 5 of 21
Initiate
SHORTCUT: When you start
typing in the search box, options
appear as you type. Click the
option here rather than continuing
to the Search Results screen.
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 6
Process Steps (continued)
4. Type the name of the Supervisory Organization (i.e., manager’s/supervisor’s name)
to whom the contract position will report
5. Click the radio button next to
the appropriate hire choice
6. Click OK to continue
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee Page 6 of 21
Initiate
NOTE: If you are a manager/supervisor,
the form defaults to show your Supervisory
Organization information. Click the X to
clear value and get the search box.
What is a Supervisory Organization?
(SUPV ORG)
Supervisory Organization is the manager
hierarchy within Trinity Health. Each person
who has colleagues reporting to him/her
represents a SUPV ORG. Colleagues or
“workers” are members of their people
manager’s SUPV ORG.
WH
AT
IS
TH
IS?
Existing Pre-Hire
Use to rehire a former
colleague/non-employee (see Note
below for restrictions) or in Phase 2
when pre-hire information will come
from recruiting system
Create a New Pre-Hire
In Phase 1, use to hire a new non-
employee who has not worked for
Trinity Health previously or a former
colleague/non-employee whose
history is not in Workday
NOTE: Only colleagues/non-
employees terminated in 2016 or
later will be available to choose as
an Existing Pre-Hire in Workday.
Click the prompt
icon to search
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 7
Process Steps (continued)
7. Complete the Contract Non-Employee form (* indicates required information)
HR: Contract Non-Employee
Page 7 of 21 Workday Job Aid: Contract Non-Employee
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
WH
AT
IS
TH
IS?
Source
How the non-employee came into contact
with Trinity Health (e.g., referral, website)
Supervisory Organization
Auto-populates with supervisory
organization assigned to this position
Referred by
Type name of colleague who referred
this non-employee
Comment
For example, the current referral
campaign name
Allow Duplicate Name
If a colleague/non-employee already
exists with this name, an error will appear;
check the box to allow another
colleague/non-employee with this name
Click the prompt
icon for options
Initiate Hire
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 8
Process Steps (continued)
8. Click Contact Information
9. Click Add to add available
contact information
10.Click OK
HR: Contract Non-Employee
Page 8 of 21 Workday Job Aid: Contract Non-Employee
Initiate Hire
PROCEDURAL REQUIREMENTS: (differs from Workday system requirements)
• Add all information that is
available at this point.
• Address is NOT required.
• Enter the main phone number for
the RHM. Selecting “work” for
phone type will display as public.
HINT: You can add more
than one (e.g., two phone
numbers) by clicking Add
again for that section.
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 9
Process Steps (continued)
11.Complete the Contract Non-Employee form (* indicates required information)
Page 9 of 21
WH
AT
IS
TH
IS?
Job Profile
Auto-populates based on Position chosen
Location
Auto-populates based on Position chosen
Time Type
Auto-populates based on Position chosen
Contract Start Date
Non-employee’s start date
Non-Employee Type
Auto-populates based on Position chosen
Position
Choose the position the non-employee will
fill from list of open positions in menu;
choice will auto-populate other fields
Reason
Not required.
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Initiate
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
Click the prompt
icon for options
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 10
Process Steps (continued)
12.Scroll down and complete the Contract Details
13.Click the arrow next to Additional Information
Page 10 of 21
Default Payment Terms
Choose Default Payment Terms (drop-down menu)
Contract Pay Rate
Hourly pay amount due to agency for non-employee
Contract End Date
Last work date for which contract is valid
WH
AT
IS
TH
IS?
Supplier
Choose Supplier (drop-down menu)
Currency
Choose USD (drop-down menu)
Frequency
Frequency of payroll (drop-down menu)
Assignment Details
Describe the assignment
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Initiate
Click the prompt
icon for options
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 11
Process Steps (continued)
14.Complete the Additional Information section
Page 11 of 21
NOTE: Parts of form will auto-populate
based on the Position chosen and the
information provided when it was created.
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Initiate
WH
AT
IS
TH
IS?
Job Title/Business Title
Auto-populates based on position chosen
Weekly Hours
Only change scheduled weekly hours (or FTE will calculate incorrectly)
Workers’ Compensation
Code Override
Auto populates based on position chosen
First Day of Work
Auto-populates to match Hire Date
Job Classification
Classification for regulatory reporting;
choose from menu options
Company Insider Types
DO NOT USE
Work Shift
The shift to be worked by the non-
employee; choose from menu options (NOTE: Values are new for the Workday system)
SCREEN INSTRUCTIONS
CONTINUE ON NEXT PAGE
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 12
Process Steps (continued)
15.Click the add icon and Attach to add attachments (if applicable)
16.Type comments
and click Submit
17.Process moves to next step;
click Done
Page 12 of 21
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Initiate
HINT: For example, in Phase 1,
this could be a copy of the non-
employee contract.
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 13
Process Steps (continued)
1. Scroll down, review the Organizations form;
click the edit icon to make updates
HR: Contract Non-Employee
Page 13 of 21 Workday Job Aid: Contract Non-Employee
Change Organization
Assignments
WH
AT
IS
TH
IS?
Company
Name of Health Ministry
Cost Center
Department or business unit used
to track expenses and is
responsible for the cost
HR Company
Code assigned to HR department;
ties to Health Ministry
Financial Organization
Business Unit or Process Level;
ties to Health Ministry
Religious Order
Employment agreement used to
capture affiliation with the religious
order (for specific set of colleagues)
Absence Group Exceptions
Sick/Illness, PTO, and other leave
groups; choose from menu options
Pay Rule
Important for timekeeping system;
code that determine this
colleague’s timekeeping rules
Click the prompt
icon for options
NOTE: This acts as a confirmation
step based on information added
during the Create Position process. Which role(s) can do this step? • Initiator
Click the checkmark
icon to accept change
Add Non-Employee
Information
Updated as of October 2, 2017
To find information on
the companies and cost
centers, contact the RHM
Accounting/Payroll Dept.
©2014 Trinity Health. All Rights Reserved. 14
Process Steps (continued)
2. Type comments and click Submit
3. Process moves to next step; click Done
HR: Contract Non-Employee
Page 14 of 21 Workday Job Aid: Contract Non-Employee
Change Organization
Assignments
Add Non-Employee
Information
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 15
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Page 13 of 21
Which role can do this step? • Initiator
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Edit Government IDs
Add Non-Employee
Information
NOTE: • If you DID NOT initiate the process, start with step 1.
• If you DID initiate the process, the process skips
steps 1 – 3; move to the next page.
Updated as of October 2, 2017
©2014 Trinity Health. All Rights Reserved. 16
Process Steps (continued)
4. Click the add icon to add an ID
5. Click Approve
Page 16 of 21
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee
Edit Government IDs
Add Non-Employee
Information
NOTE: At least one national ID is
required (e.g., SSN for U.S. citizens).
HINT: Type USA in the Country box
(press Enter) and SSN (press Enter)
in the National ID Type box for
quickest access to those choices.
Click the prompt
icon for options
Updated as of October 2, 2017
NOTE: Once this step is complete, the non-
employee now has an employee ID number.
©2014 Trinity Health. All Rights Reserved. 17
End of Process: Next Steps
WHEN CONTRACT NON-EMPLOYEE PROCESS IS COMPLETE
Identity Management automatically detects changes and updates the
identity vault once candidate is hired for identification, email account, etc.
Manager completes system access requests
Page 17 of 21
HR: Contract Non-Employee
Workday Job Aid: Contract Non-Employee Updated as of October 2, 2017
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