Hire a Work Placement student

Initiate hire

The steps outlined below will guide you through the process of hiring a Work Placement (WP) student. Make sure to comment on the Job Details screen as to when the Work Placement application form was sent to Student Awards and Financial Aid (SAFA) so that approvers are aware the form has been submitted and when to expect it. 

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 and
8. 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.

9. 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

10. Enter the appropriate Employee Type by selecting For Current Country > Student (Fixed Term).
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 Co-op 7661.
13. In the Job Title field, enter unique job title 
14. Select the appropriate Pay Rate Type (if 35 hours or greater, select Full Time, otherwise select Part Time).
15. 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%.

15. Enter a comment at the bottom of the page as to when the Work Placement Application form was sent to Student Awards and Financial Aid (SAFA). 
16. 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.
17. Click Submit to continue to enter SIN if this is a new hire (step 18) or to enter compensation details if this is a rehire (step 20).

If this is a brand new hire:

Enter Social Insurance number

18. 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 20.

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

19. Click Approve.

Enter employee compensation information

20. 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.

21. Skip to step 24 if no top up is being provided, otherwise, if the department is paying a top up, enter the total top up amount not including the Work Placement amount (i.e. $625 from one account+$1200 from another account = $1825 -> enter this total top up amount) in the Salary section and for Frequency, select Monthly.

22. Click Additional Details underneath Frequency to expand the fields.
23. 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: The payments will be split into the appropriate accounts in the Assign Multiple Funding Sources section (up next).

24. If no top up is being provided, click the X in the Salary section and Delete to close it. 
25. Scroll down to click Add in the Allowance section. 
26. Click in the Compensation Plan field and select All Compensation Plans to choose Work Placement Funding.
27. In the amount field, enter maximum of $3,000 (updated from $3,000 as of Spring term 2024). 
28. Click Additional Details underneath Frequency to expand the fields.
29. 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.

30. Click Submit to continue on to the account entry screen (Change Organization Assignment).

Enter change organization assignment

31. Click Open.

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

32. Click the Edit icon for Cost Centerand enter the work placement account information as 10000-10738 100.

33. Click Submit.
34. Click Skip for Add Split Between Salary Accounts if only being paid the work placement funding and click OK and Done to complete the hire OR if there is a department top up, continue to next step.

Tip: 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 a department top up:

35. Click Open to enter the department top up amount.
36. For Costing Allocation Level, select Worker and Position.
37. Click Add.
38. In the resulting table, enter the department work order and activity in the Worktags field. If only entering one salary account, click Submit and Done to send the hire to HR for review. If more than one salary account needs to be added, continue to the next step. Tip: This screen is for the department top up accounts only. Do not enter the Work Placement account on this screen.
39. If more than one account for the department salary amount, click the + in the table to add a row and enter the additional work order in the Worktags field and press enter.
40. Enter the appropriate Distribution Percent.

Tip: The costing allocation should represent the department supplement amount and not include the work placement amount or cost center. 

41. 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).
42. 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; 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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