Add Job

Add Additional Job

In Workday, the "Add Job" business process is meant to add any additional job when employee is already working. The effect is to put the employee in a dual employment status. This must be completed in any situation where an employee is currently working at the university. Even if the additional job will be considered the employee’s primary job, this process must first be completed, then a second business process called “Switch Primary Job” must be run to set the employee's multiple positions in the correct order.

"Add Job" may be initiated on its own, or it may be triggered automatically as part of the recruiting process for applicants that are current employees of the Texas A&M System.

Please remember that the "Add Additional Job" business process is a form of hire, and an appropriate Criminal Background Check must be run for an employee if one has not been complete in the past 365 days.

Below is a text-only guide to using this business process at Texas A&M University. For a job aid that includes images, please visit "Workday Help" in your Single Sign On (SSO) menu.

 

START SCREEN

  • Supervisory Organization - Choose the supervisory org within which the vacant position is located.
  • Employee - If this was initiated off of the worker profile, the employee will already be filled out; If the BP was initiated from search results, select the employee for whom a job is being added.

 

NEXT SCREEN

  • Effective Date - The date on which the employee will start their additional job.
  • Reason
    • Add Additional Employee Job, Conversion - Disregard this option.
    • Add Additional Employee Job, New Position - Select if the position being added is new and has never had an employee in it before.
    • Add Additional Employee Job, Vacant Position - Select if the position being added is a vacancy that used to have an employee in it.
  • Position - Select the position being added; the options will only display vacant positions under the supervisory org originally selected that are available on the effective date indicated.
    • Once position is selected, the other items will automatically fill in with data from the position.
      • Employee Type - Staff, Faculty, Temporary/Casual, etc.
      • Job Profile - This is the position’s official title.
      • Time Type - Full-Time, Part-Time.
      • Location - College Station, Galveston, etc.
      • Pay Rate Type - Hourly, Salaried
      • Scheduled Weekly Hours - This will affect FTE; should be number of hours employee is estimated to work on a weekly basis.

ADDITIONAL DETAILS (required fields in here, please expand this section)

  • Job Title - Should match Job Profile.
  • Business Title - This is the working title of the position and may be different. This title will show up on the worker's profile page and in advertisements.
  • Location Weekly Hours - Cannot edit, will read 40.
  • Default Weekly Hours - DO NOT EDIT, this is used to calculate FTE so it must remain at 40.
  • FTE - Will calculate based on Scheduled Weekly Hours and Default Weekly Hours. If employee is scheduled for 20 hours and the default is 40, Workday will display 50% effort, and etc.
  • Annual Work Period - This space enables selection of varying work periods, from as little as 1.5 months (a summer semester) to 9 months (a regular academic year), to 12 months (standard for staff).
  • Note: Will have to scroll a very little bit to find 12 month. Once this is selected you will immediately get a red error because Workday also wants you to select Disbursement Plan Period.
  • Job Classification - Select one of the following overtime flags:
  • Exclude from Overtime - Hours from this job are not combined with other jobs for overtime purposes (select for all exempt additional jobs).
  • Include in Overtime - Hours are combined for overtime (select for all non-exempt additional jobs). NOTE: Classification and Compensation will discuss with department if positions are found to be eligible for exclusion and will update the overtime flag to exclude from overtime.
  • Disbursement Plan Period – Must match the Annual Work Period. 
  • Company Insider Types - NOT USED; LEAVE BLANK.
  • Workers’ Compensation Code from Job Profile - Cannot edit.
  • Workers’ Compensation Code Override - NOT USED; LEAVE BLANK.
  • Work Shift - NOT USED; LEAVE BLANK.
  • First Day of Work - First day employee is working additional job.
  • End Employment Date - Required field for Temporary/Casual positions, but otherwise should leave blank.
  • Exclude from Headcount - Can choose to do this if supervisor does not want to see workers who are doing additional jobs in their headcount reports which show the number of employees that work for them (some supervisors may only want to see full-time staff rather than temporary employees in a headcount report, for instance).

 Enter Your Comment Box

  • Copy and Paste the completed Dual Employment Comment Template for staff and student worker positions. This information is used to review the Dual Employment Agreement and determine if the positions should be combined for overtime or excluded from overtime.

 After the above material is submitted, the business process will to the HR Partner to Change Organization Assignments. The following subprocess will trigger for the security role who initiated the action:

 

Change Organization Assignments For Worker

This subprocess will show the employee in question, the additional job being assigned, the supervisory org, and the effective date. There is very little to fill out or change.

  • Company - Verify System Member is correct.
  • TAMUS System Member Part - Verify member part is correct, ie 02 for main, 10 for Galveston, etc.

Propose Compensation Hire

Effective Date & Reason - Shows the earlier selected effective date and reason for processing.

Total Base Pay

  • This will update automatically when salary data is entered below. This is an uneditable field.

Guidelines

  • Pay Range - This will automatically show the full range of the Pay Grade that has been selected. This information will either appear as an annual or hourly rate depending on what has been selected for the Grade Profile.
  • Compensation Package - This should always say "TAMUS Compensation Package."
  • Grade - This will automatically display the pay grade associated with the title's job profile.
  • Grade Profile - For TAMU employees, this will always be either "System Level Structure" or "System Level Structure (Hourly)" depending on how the employee needs to be paid.
  • Step - This should always remain empty.
  • Progression Start Date - This should always remain empty.

Salary

  • Compensation Plan - This should always be set to "Salary."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Apply FTE% - This should always be set to "Yes." This allows Workday to automatically apply the employee's FTE to the salary entered.
  • Amount - This is where the monthly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For salaried employees, this should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Hourly

  • Compensation Plan - This should always be set to "Hourly."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Amount - This is where the hourly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For biweekly employees, this should always be set to "Hourly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Allowance

  • Compensation Plan - This is where you will select the type of allowance you wish to give to the employee (example: Cell Phone Service Allowance, Department Head Stipend, etc.)
  • Amount - This is where you enter the monthly amount of the allowance being offered.
  • Currency - This should always be set to "USD."
  • Frequency - This should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields. Please note that Allowances do not conform to the Annual Term Period so the fields contained here may be necessary if there are specific periods in which the allowance will not be earned.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate the allowance payment on that date. It will remove the entire allowance plan from the employee.

Merit

  • Do not add or alter a merit plan to any position as merit is handled via a separate process.

 

Continued Routing:

  • Consolidated review goes to HR Partner for review and consolidated approval.
  • Action then flows to both Department Heads and others (depending on the position) for consolidated approval.
  • The initiator receives an Inbox task to Assign Costing Allocation

 

Possible Additional Routing:

  • Payroll Partner will receive an Inbox action item to Assign Pay Group
  • HR Contact or HR Partner receives the To Do: Other On boarding Procedures if the Company, Location or Supervisory Organization assigned to the additional job is different from the Company assigned to the Employee’s primary position
  • The Employee may receive various onboarding tasks
  • The I-9 Processor will receive the To Do: Complete Form I-9 in Guardian for Transfer or Additional Job if the company assigned to the additional Job is changed
  • The I-9 Partner receives a To Do to Record Form I-9 Completed in Guardian. Refer to the Form I-9 Processing Quick Reference Guide on Workday Help for more details
  • If the additional job is benefits eligible, the Benefit Partner receives the To Do: Review Benefits Onboarding Questions and SGIP Date Driver

 

This completes the Add Additional Job business process