The steps outlined below will guide you through the process of hiring a co-op student, Undergrad Teaching Assistant, Undergrad Research Assistant, Graduate Teaching Assistant, and Graduate Research Assistant. A video demo on hiring a co-op student and a grad student is also available.
For other student hires such as Work Placement (WP), Undergraduate Research Internship (URI), or Undergraduate Student Research Awards (USRA), please view the User Guides for Managers > Hiring.
Initiate hire
- Type Employee Search into the main search bar to search by employee ID, student ID or WatIAM ID to determine if the new employee exists in Workday. If no results exist, go back and enter a name (in some cases, the ID entered may not be in Workday) and try the search again, validating the IDs or email address listed in the results match your hire. Verifying IDs ensures a different person with the same name will not be paid by mistake.
Note: Employees who are currently active but have a future-dated termination record in Workday will appear as a hyperlink but there will be no Add Job option. If there is no option to add a job, go to their Pre-hire name options and select Hire. The system will always only give you one option of Hire or Add Job, depending on the employee record in Workday. Select the one that is available.
- If their Employee Name:
a. Appears as a hyperlink: They are an active employee – hover over the Employee Name to click the related actions (3 dots) and hover over Job Change to select Add Job and continue to step 3 below.
Note: If you are a manager and this is a former employee who most recently reported to you, their name will appear as a hyperlink but there will be no Add Job option. In this case, proceed with option “b” below.
b. Appears in the search as text, not a hyperlink: They are a former employee in Workday - hover over the Pre-Hire Name to click the related actions (3 dots) and select Hire to rehire them and continue from step 3 below.
c. Does not appear: They are brand new to Workday – Type Hire Employee in the main search bar to hire them into the system and follow the steps below.
- Type the manager name of the supervisory organization (sup org) you are hiring into, in the Supervisory Organization search field and press enter to pull up a list of available sup orgs. From the available options, select the appropriate one with 'JM' denoted in the title.
Note: JM is short for Job Management. This is used to group positions without position numbers including casual, student and non-faculty appointments (i.e. post-doctoral fellows and research associates).
If you have not performed the Employee Search, please see Step 2 before continuing.
- If the Employee Search produced no results: Select Create a New Pre-Hire and click OK to continue to the employee's contact information.
If this is a rehire based off the Employee Search: Their name will now be populated in the Existing Pre-Hire field. Click OK to continue to Step 7 - Enter the employee's job details.
Enter the student's contact information
- Enter the employee’s First and Last Name and then select the Contact Information tab to add a home address and an email address.
- Click OK to continue to the job details. Hint: Entering Source and Referred by information is optional.
Enter the student's job details
- Enter the Hire Date and choose the appropriate Reason (New Hire if brand new, Rehire if there was a previous Workday record).
Tip: If requesting 4 equal payments, enter the first day of the month of the applicable term.
- Enter an End Employment Date for the employee.
Tip: If requesting 4 equal payments, enter the last day of the month of end of the term.
- Enter the appropriate Employee Type by selecting For Current Country > Student (Fixed Term).
- Select the building Location for the employee from the list of All Locations or type the abbreviation.
- In the Job Profile field, select or type the appropriate one from the list below:
- Co-op: 7661
- Undergrad Teaching Assistant: 7835
- Undergrad Research Assistant: 7836
- Graduate Teaching Assistant: 1671
- Graduate Research Assistant: 1672
- In the Job Title field, enter unique job title (e.g. Graduate Teaching Assistant ENG 109)
- Select the appropriate Time Type (if 35 hours or greater, select Full Time, otherwise select Part Time).
- Update Default Hours with the number of working hours per week to automatically adjust Scheduled Weekly Hours to the same amount.
Tip: Updating the Default Weekly Hours will avoid proration of the salary amount, by adjusting the FTE to 100%.
- If this student employee will be paid from a research account, please provide a short description of their job details in the comment box at the bottom of the page.
Note: If this is a graduate student working more than 10 hours per week (either in this position or combined with another position), academic supervisor approval must be obtained and a note that approval has been granted must be entered in the comment box.
- Click Submit to continue to enter SIN if this is a new hire (step 17) or to enter compensation details if this is a rehire (step 19).
If this is a brand new hire:
Enter Social Insurance number
- Click Open to add a Social Insurance Number (SIN) OR click Skip and OK on the next screen to skip this step and continue to step 19.
Tip: If you clicked Open or out of the pop-up, the SIN task will be in your inbox to complete or skip from there. To skip it from your inbox, click the gear icon at the top right of the task and select Skip This Task and OK.
- Click the + under the National IDs table to add the Canadian Social Insurance Number (SIN). Click in the empty fields to select the following:
Country – Canada
National ID Type - Social Insurance Number
Add/Edit ID - 9 digit Social Insurance Number
Issued Date - Leave blank
Expiration Date - Enter if Social Insurance Number starts with a “9”, otherwise leave blank
- Click Approve.
Enter the student's compensation information
- Click Open to go to the Compensation screen.
Tip: If you clicked out of the pop-up, navigate to your Workday inbox and continue the task from there.
- In the Salary section, click the Edit icon and enter a monthly salary in the Amount field and select Monthly in the Frequency field.
- Click Additional Details underneath Frequency to expand the fields.
- Enter the Actual End Date to be the same as the End Employment Date (i.e. the end date that was entered on the job details screen).
- Click Submit to continue to the account entry section and follow the steps below.
Enter change organization assignment
- Click Open.
Tip: If you clicked out of the pop-up, navigate to your Workday inbox and continue the task from there.
- In the Cost Center section, click the Edit icon and enter the work order and activity for the employee in the Cost Center field in this format xxxxx-xxxxx xxx.
- Click Submit.
- If there is only one applicable Cost Center, click Skip for Add Split Between Salary Accounts, then OK to send the hire to HR for review. If there is more than one cost center, click Open and see the steps below.
Tip: Leave the reason field blank for skipped fields. If you clicked Open or clicked out of the pop-up instead of Skipping, navigate to your Workday inbox and select the gear icon (task actions) in the top right of the Assign Costing Allocation inbox item and click Skip This Task and then OK on the next screen to skip.
If there is more than one Cost Center:
- Click Open to enter additional salary accounts.
- For Costing Allocation Level, select Worker and Position.
- Click Add.
- Select the + button to add an additional row and enter the additional Cost Centre to the Worktags field.
- Enter the appropriate Distribution Percent.
- Enter the End Date on costing allocation to be the same as the End Employment Date (i.e. the end date that was entered on the job details screen).
- Click Submit.The hire is now complete and will go to HR for review.
Tip: To view the status of your hire, type the employee's name into the main Workday search bar and press enter. Make sure All of Workday is selected under Categories and click the Hire:(employee name) link. Click the Process tab on the resulting screen and scroll down the table to see what part of the process the hire is in; OR find the submitted Hire event in the Archive section of your Workday inbox and click the Process tab (items are archived for 30 days).
Video demos
Please note that the user guides are more frequently updated than the video demos.