Hire a Work Study employee

Initiate hire

The steps outlined below will guide you through the process of hiring a Work Study employee in Workday.

1. 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.

2. 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.

3. 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 and student hires.

If you have not performed the Employee Search, please see Step 2 before continuing.

4. 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 employee's contact information

5. Enter the employee’s First and Last Name and select the Contact Information tab to add a home address and an email address.

6. Click OK to continue to the job details.

Enter the employee's job details

7. Enter the Hire Date
8. Choose 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.

9. Enter an End Employment Date for the employee.

Tip: If requesting 4 equal payments, enter the first day of the month of the applicable term.

10. Select or type Casual (Fixed Term) in the Employee Type list.
11. Select the building Location for the employee from the list of All Locations or type the abbreviation.

12. In the Job Profile field, select or type Casual – International Work Study 1518 OR Casual – Ontario Work Study 1519.
13. Update the Job Title to the employee’s actual title.

Note: This ensures the correct casual position is selected when entering time for multiple casual positions.

14. For Time Type, select Part Time.
15. Leave Default Weekly Hours as is and update Scheduled Weekly Hours with the expected number of hours per week.

16. 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

17. 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

18. Click Approve.

Enter employee compensation information

19. 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

20. Click the edit icon in the Hourly section.
21. In the Amount field, enter an hourly rate.

22. Click Submit to continue on to enter the salary account details.

Enter change organization assignment

23. Click Open to continue to update the Cost Centre.

Tip: If you clicked out of the pop-up, navigate to your Workday inbox and continue the task from there.

24. In the Cost Center section, click the Edit icon.

25. Enter the Work Study work order and activity for the employee (Ontario WS: 10000-10739 100 OR International WS: 10000-10706 100)
26. Click Submit.
27. Click Open forAdd Split Between Salary Accounts.

Tip: If you clicked out of the pop-up, navigate to your Workday inbox and continue the task from there.

28. In the Costing Allocation Level field, select Worker and Position.
29. Click Add to open the account fields.
30. Click the + in the table to add a new row and enter the department work order and activity in the Worktags field and press Enter on the keyboard.
31. In the *Distribution Percent field, enter 25 for the department owned account and 75 for the Work Study account.
32. Click Submit to send 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).

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