Initiate hire
The steps outlined below will guide you through the process of hiring an Engineering Undergraduate Research Internship (URI) student. This process is to be used by the Faculty of Engineering only. If the student is receiving Dean’s Office Top Up funding without the Eng-URI program funding, please proceed with the Hire a Student user guide instead.
- 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 and student hires.
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 employee's contact information
- Enter the employee’s First and Last Name and select the Contact Information tab to add a home address and an email address.
- Click OK to continue to the job details.
Enter the employee'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 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 Undergrad Research Intern (URI) 7663.
- In the Job Title field, enter unique job title
- 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.
- 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 employee compensation information
- Click Open to go to the compensation screen.
- In the Salary section, enter the total salary top up amount that is not including the Eng-URI or Dean’s Top Up. Frequency should default to Monthly.
Note: Monthly salary should total $2,670, including ENG-URI allowance and Dean’s top up (if applicable), i.e. monthly salary amount should be $2,670 ($750 in URI support + $1,920 from supervisor) OR if receiving Dean’s top up, salary amount would be $2,670 ($750 in URI Support + $625 in Dean’s top up + $1,295 from supervisor)
- Click Additional Details underneath Frequency to expand the fields.
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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).
- Scroll down to click Add in the Allowance section.
- Click in the Compensation Plan field and select All Compensation Plans to choose Eng-URI Program Funding.
- The amount field will populate to $750.
- 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).
Tip: Vacation percentage will be automatically calculated. Do not add it here.
- Repeat steps 23-27 to add the Eng Dean’s Office Top Up allowance if applicable.
- Click Submit to continue on to the account entry screen (Change Organization Assignment).
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 Centre section, click the Edit iconand enter the Eng-URI account information as 10021-10174 801.
- Click Submit.
Note: The account information for the Dean’s top up allowance plan is hard coded into the system and does not need to be entered.
- Click Open to enter the department top up account(s).
Tip: If you clicked out of the pop-up, navigate to your Workday inbox and continue the task from there
- For Costing Allocation Level, select Worker and Position.
- Click Add.
- In the resulting table, enter the department (salary top up) work order and activity in the Worktags field of the first row. If only entering one salary account, click Submit and Done to send the hire to HR for review. If more than one salary accounts needs to be added, continue to the next step.
Tip: This screen is for the department salary top up accounts only. Do not enter the Eng-URI or Dean's Top Up accounts on this screen.
- If more than one account for the department salary amount, click the + in the table to add a row and enter the additional account in the Worktags field.
- Enter the appropriate Distribution Percent.
- Click Submit and Done. 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.