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Temporary Overlap Staff Jobs

The following resources and information will help explain the process behind temporary overlap staff jobs that Classification and Compensation reviews, analyzes, and processes. The temporary overlap process has been revised to establish standards to maximize efficiencies, promote best practices, and simplify the user experience.

If a department has an employee who is retiring or leaving the University, and the department would like to hire their replacement before the current employee's departure, they need to create a temporary overlap staff job in Workday. The department must create a temporary overlap staff job as two employees cannot be in the same position number in Workday. The temporary job may be used for a maximum of 4.5 months. Typically, the temporary overlap job is needed for 2 weeks to 12 weeks. Once the current employee departs the office and/or Texas A&M University, the department will need to close the temporary overlap staff job.

Requirements:

  • The temporary overlap job is restricted to Staff only.
    • Student Workers, Graduate Assistants, and temporary/casual employees are excluded from using the temporary overlap staff job process.
  • The terminating employee must submit their resignation early enough to train the replacement.
  • The terminating employee must move from a permanent to temporary position.
  • The replacement employee begins work prior to terminating the employee’s last day.

Option 1: If the terminating employee has no changes that need to be made to their employment, supervisor, and position description, follow the process below:

  1. The temporary overlap staff position should be created in Workday through the Create Position business process. Select the reason “Job Overlap Period” and ensure that the worker sub-type is Staff. If the position is labeled as “Temporary/Casual” the leaving employee would lose their benefits.
  2. The HR Contact/Liaison must copy the current employee’s position description and place it into the Workday Position Description Template format. The Workday Position Description Template will then need to be added to the Create Position action in Workday. Reminder: The position description being created should be an exact match of the one being copied for the employee that is leaving. Position details, such as Job Profile, Annual Work Period and Scheduled Hours, must be identical to the terminating Employee’s current position to maintain benefits eligibility during the job overlap period.
  3. The Job Profile selected in the Create Position business process must match the departing employee's current classification.
  4. The HR Contact/Liaison will need to fill out the Temporary Staff Position Comment Template and paste it into the comments box of the Create Position action. This will allow the HROE Classification and Compensation Office to understand why the new position is being created, the duration of the role, and the position number being copied.
  5. The Create Position will be streamlined and will not have an Assign Costing Allocations to-do. The department will complete an Assign Costing Allocations in the Change Job action. The Costing Allocations can be end-dated to be in sync with the planned termination date. The department can also use the same or different TAMUS Cost Centers at member discretion.
  6. After the position is created, the employee who is leaving should be placed in the new position using the Change Job business process. Select the reason “Data Change – Job Overlap Period” for the Change Job request. In the comments section of the request add in comments to explain why you are moving the employee into the new position.
  7. After the Transfer action has successfully been completed in Workday, the department can hire the replacement employee in the vacated position.

The HR Contact/Liaison will need to terminate the departing employee and close the temporary overlap staff position. Both may be done using the Termination business process to terminate the employee and close the position. To close the position in the Termination business process, check the “Close Position” checkbox.

Example of Option 1:

  • A Business Coordinator II is retiring from Texas A&M University and the department wants to hire their replacement before they leave so training can occur. The Business Coordinator II is not changing any type of employment, supervisor, and position description. The department must create a temporary overlap staff job for the terminating Business Coordinator II to be transferred into.

Option 2: If the terminating employee has a change that needs to be made to their employment, supervisor, and/or position description, follow the process below:

  1. The temporary overlap staff position should be created in Workday through the Create Position business process. Select the reason “Create Replacement Position” and ensure that the worker sub-type is Staff. If the position is labeled as “Temporary/Casual” the leaving employee would lose their benefits.
  2. The HR Contact/Liaison must copy the current employee’s position description and place it into the Workday Position Description Template format. The Workday Position Description Template will then need to be added to the Create Position action in Workday. Reminder: The position description being created should be an exact match of the one being copied for the employee that is leaving. The Job Profile selected in the Create Position business process must match the departing employee's current classification.
  3. The HR Contact/Liaison will need to fill out the Temporary Staff Position Comment Template and paste it into the comments box of the Create Position action. This will allow the HROE Classification and Compensation Office to understand why the new position is being created, the change in employment, supervisor, and/or position description, the duration of the role, and the position number being copied.
  4. After the position is created, the employee who is leaving should be placed in the new position using the Change Job business process. Select the reason “Transfer” for the Change Job request. The department can make the necessary changes to the employees’ employment, compensation, and/or supervisor if needed. In the comments section of the request add in comments to explain why you are moving the employee into the new position.
  5. After the Transfer action has successfully been completed in Workday, the department can hire the replacement employee.

The HR Contact/Liaison will need to terminate the departing employee and close the temporary overlap staff position. Both may be done using the Termination business process to terminate the employee and close the position. To close the position in the Termination business process, check the “Close Position” checkbox.

Examples of Option 2:

  • A Business Coordinator II is retiring from Texas A&M University and the department wants to reclassify their position down and post it as a Business Coordinator I. The department plans to have the Business Coordinator II train their replacement once onboarded. The department must create a temporary overlap staff job for the terminating Business Coordinator II to be transferred into, even though their current position description (PD) in Workday is a Business Coordinator I. In this case, the department must copy and use the most recent Business Coordinator II PD, before the position was reclassified down. The department should NOT submit the Business Coordinator I PD.
  • A full-time Customer Service Associate III is planning to leave Texas A&M University but wishes to go to part-time during their training replacement period. The department has posted the full-time Customer Service Associate III position and is ready to onboard their replacement. The department must create the temporary overlap staff job, but as a part-time Customer Services Associate III. Once the Create Position has been approved, the department will create the Transfer action and update the scheduled weekly hours and time type.
  • A Program Coordinator II P11 is planning to leave Texas A&M University and they are under Supervisor A but will move to Supervisor B during the training replacement period. The replacement Program Coordinator II P11 will be under Supervisor C. The department has posted the position and is ready to onboard their replacement. The department will now create the position under Supervisor B and in the Transfer action, the terminating employee will be transferred to the temporary overlap staff job under Supervisor B.

Note: As this resource talks about temporary, this means for a short period of time; not temporary/casual.