quick reference guide: create pre-hire & hire...quick reference guide: create pre-hire &...

(Last Revised: 09/10/2015)

Quick Reference Guide: Create Pre-Hire & Hire (Pre-Offer & Post-Offer for Academic Hires only)

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Keep in mind Information Needed

Create Pre-Hire Steps (Pre-Offer):

1. Using the Search bar, search for the Create Pre-Hire action. Select the Create Pre-Hire task that appears in your search

results.

Prior to initiating the Create Pre-Hire & Hire process, Academic HR Coordinators and

Academic Partners must search for the candidate first to ensure they do not already have a

record in Workday. If there is already a record, the Change Job process should be initiated

instead.

The legal name of the academic or faculty candidate needs to be accurately entered during

the first step of this process.

The email address must be entered when creating a Pre-Hire. The home address and phone

number of the candidate are optional when creating a Pre-Hire.

The Case File should be submitted to the Division and Provost office concurrent to this

process being initiated in Workday.

Candidate’s full name and contact

information.

Candidate’s CV

Job details of the offer (start date and job

profile)



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2. Using the fields under the Legal Name Information tab, enter the full legal name of the candidate.

Do not enter the prefix of “Dr.” unless the candidate has a medical license.

3. Click on the Contact Information tab, under the Email section click on the Add button .

4. In the Email Address row, enter the Email Address of the Pre-Hire.

5. Use the Prompt Icon to select the Type of email.

You may also enter other forms of contact (address and

phone number) and this step if you chose. If this

candidate is selected and hired for the position, the

contact information entered here will display for the new

hire to review and/or edit.

6. Click the OK Icon to complete this task.



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7. Next, the Pre-Hire’s education and experience must be entered from the CV. In order to do this, search for the name of the

Pre-Hire in the Search Bar. If the name of the Pre-Hire does not automatically appear, click on the All of Workday search

category to widen the search.

8. Find the Pre-Hire’s name and use the related action icon to open the list of available actions. Hover over the Talent

action and select Edit Skills and Experience.

9. Under the External Job History section, add a row by clicking the Add button . Add the job details for the candidate’s

most recent position by filling in the Job Title, Company (Not Predefined), Start Date and End Date (if applicable).

If the candidate’s CV only references month and year, use the first day of the month indicated. If the candidate’s CV only

references a year, please use January 1 as the month and date along with the listed year.



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10. Once the candidate’s External Job History has been entered, navigate to the Education tab. The candidate’s terminal

degree (often the highest degree received) information must be entered in this section. Select the Country (country where

the institution is located), School (Predefined), Degree earned, Degree Received, Year Degree Received and Field of

Study.

If the School is not listed in the Predefined field, use the School Name (Not Predefined) field to enter the school name.

11. Click on the OK Icon to continue.

If an error message presents itself at the time the OK Icon is selected, ensure that there are no rows of

data within any of the tabs that have empty fields. To remove a row, click the minus icon next to the row.



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12. In order to return to the Edit Skills and Experience page, navigate to the related action icon, hover over Talent

and click on Edit Skills and Experience. You will then be able to continue editing.



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Initiating Hire (Pre-Offer) Steps:

The Academic HR Coordinator role can only perform steps 1-5 of this process. The Academic HR Partner may

perform this entire process.

For searches being administered through ACO (Academic Career Opportunities) the Hire process should be

initiated prior to the offer being made. The offer should not be made until the Academic Administrator has approved all

Academic Appointments (see steps 9 and 10).

1. In order to initiate the Hire (pre-offer) process in Workday, there must be a corresponding position in the status of Available

to Fill in the Supervisory Organization in which the candidate is being made an offer. Navigate to the Supervisory

Organization and select the Staffing tab. From the related action of the position (listed in the Position Restrictions column

under Available to Fill) select Hire and Hire Employee.



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2. Select Existing Pre-Hire and select the name of the candidate. Click the OK Icon



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3. Enter the Job Details of the proposed offer

(Anticipated Hire Date and Job Profile). Ensure

that the information under Additional Details is

entered. This includes Default Weekly Hours and

Scheduled Weekly Hours. If an Academic Pay: 9

over 12 job profile is selected, the Annual Work

Period and Disbursement Plan Period must be

entered before submitting this page. Click the

Submit Icon

The Disbursement Plan Period should have a

start date that aligns with the Hire date of the

employee.

4. The next step will be the Change Organization

Assignments step. The values on this page will default

from what was listed on the position. If nothing is changing,

click the Submit icon .



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5. [Academic HR Coordinators only] The next step will route to the Academic HR Partner in the organization to continue with

the Proposed Compensation and the remaining steps of the Academic Hire (pre-offer) process. To view the process history

and Remaining Process, click on Details and Processes and navigate to the Hire: [Pre-Hire Name] – [Posting Title] link

and click on the Process tab.

An alternate way to view the Business Process History and Remaining Process is to use the main Search bar to

type in the name of the candidate and to refine your search by clicking the Processes category. You can then click

directly on the Hire: [Pre-Hire Name] – [Posting Title] event.



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6. [Academic HR Partners only] Once the step of Change Organization Assignments has been submitted, the Propose

Compensation step will appear. The anticipated compensation should be entered in this page. Navigate to either the Salary

(if a monthly employee) or Hourly (if a bi-weekly employee) section of the Compensation screen to enter the rate of pay for

the employee. Use the Edit Icon to the far right of the screen to view the entry window.

Do not click the Edit Icon within the Guidelines section. This section is intended to display the pay range for the

grade, which will automatically populate based on the job profile selected during the initial step of the hire process.

Within the entry window, click on Additional Details to view Actual End Date and Expected End Date. Actual End Dates

should only be entered for fixed-term employees with a salary plan. For more information, see the Propose Compensation

quick reference guide.

If the employee will be assigned Period Activity Pay or a One-Time Payment instead of a Salary Plan, the minus

icon should be used to delete all plans on the compensation screen. It is recommended that you enter a comment

on this page to indicate why the compensation will be blank (i.e. "This employee will receive Period Activity Pay”).



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Within the Allowances section, the allowance plans that will default in should be removed, if not being used, by clicking the

minus icon . If an allowance is anticipated, the details can be entered here.

Common types of allowances include,

Administrative Supplements, Housing

Allowances and Clinical Term

Allowances. Use the plus and minus

signs to add and delete allowance

plans. Use the Add or Edit Icon to

enter an allowance amount and ensure

the Actual End Date is entered.

The Merit Plan should not be edited

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7. Once proposed compensation is entered within each entry window, click the Save Icon. Click the Submit Icon when finished.

The process will route to the Budget Partner assigned to the organization to approve.

8. Once the Budget Partner has approved the Compensation, the next step of Request One-Time Payment will appear in the

Academic HR Partner’s inbox. Find the action item in the inbox and either enter the one-time payment information or find the

Settings Icon and click Skip This Task. This task is part of the Hire process to allow the issuance of initial One-Time

Payments such as signing bonuses. If issuing a One-Time Payment, use the Prompt Icon to select the One-Time

Payment Plan and click the OK icon.



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The reason One-Time Payment is a part of the hire process is to process Sign-on bonuses where applicable. This task

should be skipped if no one-time payment is being administered or if you are unsure whether a one-time payment will be

administered. Request One-Time Payment exists as a stand-alone business process in Workday and can be completed at a

later time once the offer has been accepted if necessary.

9. Next, you will receive a To-Do for Secondary Academic Appointment.

The Academic Partner(s) in any division where the pre-hire is being offered a Secondary Academic Appointment needs to be notified. This academic partner will need to initiate the “Add Academic Appointment" business process on the pre-hire prior to this transaction receiving approval from the Provost's Office. Ensure that any Academic HR Partner who will need to submit a secondary appointment for the proposed hire is notified outside of Workday. For Collegiate Academic Appointments, no notification is necessary.

10. Next, you will receive the step of Add Academic Appointment. Use the prompt icons to enter the relevant information for the

candidate’s proposed Primary Academic Appointment. See the Add Academic Appointment quick reference guide for

details on adding academic appointments.



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Once submitted the Add Academic Appointment process will be routed to the Associate Dean for approval. Once approved by the Associate Dean assigned to the academic unit, the process will route to the Academic Administrator (a role held by the Provost Office).

Hire (Post-Offer) Steps

11. Once the Provost has approved the academic appointments, the next step the Academic HR Partner will receive is a To Do step indicating that it is appropriate to make an offer. If the offer is accepted, proceed to the next step. If the offer is declined, an email should be submitted to [email protected] with the subject line of Academic: Offer Declined. The email should include the candidate’s name, the date the offer was declined, and why the offer was declined (i.e., accepted another offer).

12. The Edit Other IDs step is next. The purpose of the Edit Other IDs step in the hire process is to indicate the Chicago ID on

the new employee’s record in Workday. The entry of the Chicago ID at this stage is required to allow the new hire to log in to Workday once they have activated their CNET ID and once the Hire process has been routed to the new hire to complete Onboarding (New Hire Tasks). For more information, see the Edit Other IDs quick reference guide.

Find or create a Chicago ID from the UCAT Employee Prefeed Website. For more information regarding the UCAT Prefeed website, access the following presentation: http://humanresources.uchicago.edu/fpg/forms/Prefeedintro_HR%20Admins_Revised12122012.pptx When looking someone up in UCAT, you may find that they have a temporary account if they had a contractual, non-employee relationship with the University prior to the current position. You can recognize a temporary account because the CNetID starts with t-9; for instance, Jane Doe might have a temporary account of t-9jdoe. Temporary accounts must not be used in the Workday system. If you have an employee who appears to have a temporary account, you should prefeed the person from scratch. Do not use the temporary account or the Chicago ID that you find associated with that account in the Workday system, as this can cause serious problems. Enter Chicago ID as the Other ID type and paste the Chicago ID into the Identification Number field. NOTE:

Copying and pasting the Chicago ID from the UCAT website into the Workday field is recommended to avoid

typos. Chicago ID MUST be entered with the letter capitalized (i.e. 12345678M).

mailto:[email protected]

http://humanresources.uchicago.edu/fpg/forms/Prefeedintro_HR%20Admins_Revised12122012.pptx



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The Edit Other IDs step should only be completed if the candidate has accepted the offer. If the offer is not accepted,

the business process should be Canceled. To cancel the business process, navigate to the supervisory

organization in which the position is located and click on the Unavailable to Fill tab. Click directly on the appropriate

Position Restrictions and click the related action icon . Hover over Business Processes and click Cancel.

Include a comment to indicate that the offer was not accepted.

13. Next, the Assign Costing Allocations step will appear. Use the Dropdown to select the Costing Allocation Level. Use the

Plus and Minus Icons to add/remove Costing Allocation rows. For more information, see the Assign Costing

Allocations quick reference guide. Ensure the Distribution Percent equals 100 for all Costing Allocations and click the

Submit Icon.

Once the Assign Costing Allocaitons step is submitted, a To Do step will appear that explains that at this point in

the process, the offer should be accepted and by submitted the To Do step, the process will route to the employee to

complete Onboarding documents.

14. Next, the new hire will receive the following Onboarding (New Hire) Tasks. A notification from Workday will be sent to the

email address that was entered when the Pre-Hire was created.

Enter Personal Information

Conflict of Interest Agreement

Enter Contact Information

Change Emergency Contacts

Review Documents (i.e., Policy Acknowledgement Form, Department of Children & Family Services Form)

o The Student Worker Confidentiality Form will be required to be acknoweldged for Student Employees only.

Complete Federal Withholding Elections

Complete I-9

Voluntary Self-Identification of Disability Acknowledgement

Edit Government IDs (requires that the employee enters their social security number).



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Foreign National employees who do not yet have a Social Secuirty Number will need to enter their placeholder ID in

the Edit Government IDs Social Security Number field.

New hires who indicate they are not either a U.S. Citizen nor a Permenant Resident will receive an additional task to upload the UPP 192. The UPP 192 is a paper form and it is recommended that HR Partners disturbute the UPP 192 to new hires if they have been identified as Foreign Nationals prior to the start of the onboarding process so new hires have the document to upload.

The Onboarding (New Hire Tasks) quick reference guide is available to distribute to new hires. This guide is

designed to assist new hires navigate through the onboarding process.

15. Once the Onboarding steps are complete, the Academic HR Partner will be sent a step to Review the I-9 form. The HR

Partner will need to complete section 2 of the I-9.

If the I-9 form is overdue, Wokrday will open a field to enter an Overdue Reason.

You will receive a To-Do to upload the documentation associated with the I-9 Form. You must navigate to the

Maintain Worker Documents task, search for the worker, and attach all supporting documentation for the I-9.

The documents may be uploaded together as one file, or as individual files (if multiple documents).

Reminder: The To Do step in the inbox MUST be submitted after the worker documents are uploaded in order

for the business process to progress.

16. Next, you will record the E-Verify status, and case number if an E-Verify hire. For non E-verify hires, select Employment

Authorized as the Employment Verfication Status. A comment will be required. For non E-Verify cases, N/A is a permissible

comment.



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17. Once the E-Verify page has been submitted as Employment Authorized, the process will route to the Accademic HR

Administrator to Assign Pay Group. The iniator of the Hire process will be notified when the pay group is assigned to the

employee’s job. Any compensation entered thus far for the employee will be sent to payroll for processing on the next

applicable pay period.

18. After the pay group is assigned, the Academic HR Partner will be sent the task of Add Period Activity Pay. If no period

activity pay will be adminsitered, skip the task. To Skip this task after launching it, click on the Settings Icon and click

Skip This Task.

Reminder: Even if Period Activity Pay will not be administered, it is important to take action on this task as

soon as possible so that the process can progress to the next step which allows the employee to add payment

elections (enroll in direct deposit), upload their State W-4 and, if being hired in to a benefits eligible position,

enroll in their beneifts selections. Workday will send a notification to the employee’s email address to alert them

that there are important items awaiting their attention in Workday.

For more information on administering Period Activity Pay, see the Period Activity Pay quick reference guide.

19. Once Period Activity Pay is either submitted or skipped, the process will route to the Benefits Partner (a central role), to

update the benefits annual rate when applicable. The process will then route to the new hire for the following tasks:

Change Benefits Elections

Add Payment Elections (direct deposit information)

Upload State W-4



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Reminder: new employees have 31 days from their hire date to elect their benefits.