Hire FAQ

1. Hire Details screen
2. Social Insurance Number – only for brand new employees; skippable
3. Propose Compensation
4. Change Organization Assignments (cost center)
5. Add Split for Salary Accounts (costing allocations); skippable

The hire will be finalized once it goes through all of the approvals in Workday. The typical approval path looks like this – Initiator >Supervisory Org Manager (if not Initiator) > Cost Center Signing Authority> Human Resources.  You can monitor the process by checking the status of your hire.

New hires must complete onboarding action items once the hire is finalized to ensure there is no delay in payments. You can view your direct reports’ onboarding status by clicking the Onboarding Status Summary application from your Workday home screen.

The new employee will receive an email invitation from WatIAM as soon as the hire is finalized in Workday. This invitation will ask them to (1) claim their WatIAM if they already have one OR (2) to create a new WatIAM for brand new employees. A link to sign into Workday will also be provided. They will also receive a Daily Digest email from Workday to let them know there are onboarding action items to complete in their Workday inbox.

To view the comments for denied hires, click the notification link found in the body of the notification to go to the hire event details page. From there, click the Process tab beside Details (underneath Overall Status) and scroll down to view the comments in the last column. Common reasons for hires to be denied are:

• The employee already exists as a pre-hire (use the existing employee ID to hire)
• The employee is currently working at UW (use the Add Job process to hire)
• Multiple instances f the same hire have been initiated. In this case, HR will deny the duplicates.

1. Type event: followed by the employee’s name into the main Workday search bar and press enter.
2. Find the Hire: Employee Name event (i.e. Hire: John Doe) and click on it to go to the hire event details page.
3. From there, click the Process tab beside Details (underneath Overall Status) and scroll down to view the Awaiting Action status to see where in the process it is sitting

Tip: If there is more than one hire event, click the related actions to view initiation date and status (i.e. in progress, cancelled, completed) to find the right event. 

A Pre-Hire is an individual in Workday that is not currently assigned to a job. Examples are terminated employees or employees who are created that have not yet been fully hired.

No. The next step in the hire process will be sitting in your Workday inbox as an action item. You will be able to proceed from there to complete the hiring process.

One-time payments should be used for non-UW employees who are receiving the following types of payments:

• Award
• External guest speaker/lecturer
• External reviewer/examiner/assessor
• Honourarium of $500 or less
• Research participant payment of more than $300

Individuals who qualify for the above payments will need to be hired into Workday as casual employees, following the steps in the Hire for a one-time payment user guide.

• If the person you need to pay is a current UW employee, you will need to fill out the One Time Payment Request Form (paper form) to send to Payroll in EC1.
• If the employee is external but does not fall into one of the categories listed above, confirm the type of payment with payroll@uwaterloo.ca and they will let you know how to proceed.

Compensation information such as hourly rates and cost centers are approved during the hire of a casual employee.In addition, one-time payments have specific definitions, therefore the process flows to HR for approval. Comments justifying the one-time payment are required and are reviewed by the HR Administration team.

Casual employees are paid by entering hours into the Time Entry system of Workday. They first need to be hired into Workday and once the hire is finalized, you, the employee, or timekeeper needs to enter time for them by following the Enter time for casual staff user guide. If the employee or timekeeper entered the hours, you will need to approve them in Workday in order for them to be paid. Please see the Pay Dates webpage for payroll cut-off dates.

Please refer to the Hiring Chart (PDF) for hiring type definitions and process instructions