Workday Job Aid HR: Contract Non-Employee

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Workday Job Aid

HR: Contract Non-Employee

Updated as of October 2, 2017

Description

This process is used to hire a new non-employee (not paid directly by

Trinity Health) into a contract position.

When to Use

Use this process to hire a non-employee (not paid by Trinity Health) to

a contract position:

• A new position: Fills a vacancy for a new position. The Create

Position business process must be completed before this process

may be done.

• An existing position: Fills a vacancy for an existing position.

NOTE: This process is for new hires only. If an existing colleague/non-

employee is filling a vacant position, see Add Additional Job job aid.

Related Reports

SSN Search

All Non-Employees

Default Hours for Worker Audit

New Hire Staffing and Compensation

Position Restrictions as of Date

Pre-hire Background Check Status Summary

Trending Time to Fill Critical Positions



Business Process Steps and Roles

Process roles are designated by “security role,” which do not reflect actual job titles.

People may have multiple roles.

Initiate: Recruiter, HR Representative, HR Shared Services (HRSS)

Representative, HR Partner, Onboarding Representative or Manager

Add Non-Employee Information (table below):

Workday Job Aid: Contract Non-Employee of 21

Recruiter/

HR Representative/

HRSS Representative/

HR Partner/Manager

Initiate

Add Non-Employee

Information

ROLE: Various Roles

(see table above)

Step Process Roles

Edit Government IDs Initiator

Change Organization Assignments Initiator

Review Organization Assignments Initiator

Create Workday Account System



Before You Start

Ensure local policies and procedures have been followed and

appropriate approvals have been received before adding a

new contract non-employee. This may include:

Manager works with HR Partner to facilitate action

Initiator runs SSN Search report in Workday to confirm if

non-employee is already in Workday system (to support

action for page 6, step 5)

Notifications (a colleague or department should be notified outside of the

Workday system)

• No notifications.

Variations

• There may be variations by Health Ministry

before this process is initiated.

• Health Ministries with an outside agency for

Employee Health will not have this data

available in Workday.

Other Resources

• Contact your Tier 1 resource, as noted on the

Workday Help website at workday.trinity-

health.org.

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Workday Job Aid: Contract Non-Employee

SEE NEXT PAGE FOR DATA REQUIRED TO

COMPLETE THIS BUSINESS PROCESS

SPECIAL NOTE: While adding comments where indicated

may be helpful for the process, please note

that comments are auditable and therefore

should be appropriate for the section.


http://workday.trinity-health.org/




Data Needed for Contract Non-Employee

The following data will be required (shown by step):

Supervisory Organization: Name of manager to whom non-

employee will report

Legal Name Information: Country, First Name, Last Name

Contact Information: At least one phone AND address

Contract Start Date: Non-employee’s start date

Position: Exact position being filled

Contract Pay Rate: Hourly pay amount due to agency for non-

employee (optional)

Scheduled Weekly Hours: Determines FTE status

Job Classification: Classification for regulatory reporting

Work Shift: The shift to be worked by the non-employee



Initiate Add Non-Employee Information

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Edit Government IDs

National ID: At least one ID (e.g., Social Security Number)

Organization Assignments

Company: Name of Health Ministry

Cost Center: Department or business unit used to track

expenses and is responsible for the cost

Workday Account

User Name

Password



Process Steps

1. Log in to Workday

2. Type contract non in the search box and press Enter

3. Click Contract Non-Employee

from the search results

Which role(s) can do this step? • Recruiter

• HR Representative

• HRSS Representative

• HR Partner

• Manager



Initiate

SHORTCUT: When you start

typing in the search box, options

appear as you type. Click the

option here rather than continuing

to the Search Results screen.



Process Steps (continued)

4. Type the name of the Supervisory Organization (i.e., manager’s/supervisor’s name)

to whom the contract position will report

5. Click the radio button next to

the appropriate hire choice

6. Click OK to continue



Initiate

NOTE: If you are a manager/supervisor,

the form defaults to show your Supervisory

Organization information. Click the X to

clear value and get the search box.

What is a Supervisory Organization?

(SUPV ORG)

Supervisory Organization is the manager

hierarchy within Trinity Health. Each person

who has colleagues reporting to him/her

represents a SUPV ORG. Colleagues or

“workers” are members of their people

manager’s SUPV ORG.

WH

AT

IS

TH

IS?

Existing Pre-Hire

Use to rehire a former

colleague/non-employee (see Note

below for restrictions) or in Phase 2

when pre-hire information will come

from recruiting system

Create a New Pre-Hire

In Phase 1, use to hire a new non-

employee who has not worked for

Trinity Health previously or a former

colleague/non-employee whose

history is not in Workday

NOTE: Only colleagues/non-

employees terminated in 2016 or

later will be available to choose as

an Existing Pre-Hire in Workday.

Click the prompt

icon to search




7. Complete the Contract Non-Employee form (* indicates required information)


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SCREEN INSTRUCTIONS

CONTINUE ON NEXT PAGE

WH

AT

IS

TH

IS?

Source

How the non-employee came into contact

with Trinity Health (e.g., referral, website)

Supervisory Organization

Auto-populates with supervisory

organization assigned to this position

Referred by

Type name of colleague who referred

this non-employee

Comment

For example, the current referral

campaign name

Allow Duplicate Name

If a colleague/non-employee already

exists with this name, an error will appear;

check the box to allow another

colleague/non-employee with this name

Click the prompt

icon for options

Initiate Hire




8. Click Contact Information

9. Click Add to add available

contact information

10.Click OK



Initiate Hire

PROCEDURAL REQUIREMENTS: (differs from Workday system requirements)

• Add all information that is

available at this point.

• Address is NOT required.

• Enter the main phone number for

the RHM. Selecting “work” for

phone type will display as public.

HINT: You can add more

than one (e.g., two phone

numbers) by clicking Add

again for that section.




11.Complete the Contract Non-Employee form (* indicates required information)

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WH

AT

IS

TH

IS?

Job Profile

Auto-populates based on Position chosen

Location


Time Type


Contract Start Date

Non-employee’s start date

Non-Employee Type


Position

Choose the position the non-employee will

fill from list of open positions in menu;

choice will auto-populate other fields

Reason

Not required.



Initiate

SCREEN INSTRUCTIONS


Click the prompt

icon for options




12.Scroll down and complete the Contract Details

13.Click the arrow next to Additional Information

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Default Payment Terms

Choose Default Payment Terms (drop-down menu)

Contract Pay Rate

Hourly pay amount due to agency for non-employee

Contract End Date

Last work date for which contract is valid

WH

AT

IS

TH

IS?

Supplier

Choose Supplier (drop-down menu)

Currency

Choose USD (drop-down menu)

Frequency

Frequency of payroll (drop-down menu)

Assignment Details

Describe the assignment



Initiate

Click the prompt

icon for options

SCREEN INSTRUCTIONS





14.Complete the Additional Information section

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NOTE: Parts of form will auto-populate

based on the Position chosen and the

information provided when it was created.



Initiate

WH

AT

IS

TH

IS?

Job Title/Business Title

Auto-populates based on position chosen

Weekly Hours

Only change scheduled weekly hours (or FTE will calculate incorrectly)

Workers’ Compensation

Code Override

Auto populates based on position chosen

First Day of Work

Auto-populates to match Hire Date

Job Classification

Classification for regulatory reporting;

choose from menu options

Company Insider Types

DO NOT USE

Work Shift

The shift to be worked by the non-

employee; choose from menu options (NOTE: Values are new for the Workday system)

SCREEN INSTRUCTIONS





15.Click the add icon and Attach to add attachments (if applicable)

16.Type comments

and click Submit

17.Process moves to next step;

click Done

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Initiate

HINT: For example, in Phase 1,

this could be a copy of the non-

employee contract.




1. Scroll down, review the Organizations form;

click the edit icon to make updates



Change Organization

Assignments

WH

AT

IS

TH

IS?

Company

Name of Health Ministry

Cost Center

Department or business unit used

to track expenses and is

responsible for the cost

HR Company

Code assigned to HR department;

ties to Health Ministry

Financial Organization

Business Unit or Process Level;

ties to Health Ministry

Religious Order

Employment agreement used to

capture affiliation with the religious

order (for specific set of colleagues)

Absence Group Exceptions

Sick/Illness, PTO, and other leave

groups; choose from menu options

Pay Rule

Important for timekeeping system;

code that determine this

colleague’s timekeeping rules

Click the prompt

icon for options

NOTE: This acts as a confirmation

step based on information added

during the Create Position process. Which role(s) can do this step? • Initiator

Click the checkmark

icon to accept change

Add Non-Employee

Information


To find information on

the companies and cost

centers, contact the RHM

Accounting/Payroll Dept.



2. Type comments and click Submit

3. Process moves to next step; click Done



Change Organization

Assignments

Add Non-Employee

Information




1. Log in to Workday

2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

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Which role can do this step? • Initiator



Edit Government IDs

Add Non-Employee

Information

NOTE: • If you DID NOT initiate the process, start with step 1.

• If you DID initiate the process, the process skips

steps 1 – 3; move to the next page.




4. Click the add icon to add an ID

5. Click Approve

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Edit Government IDs

Add Non-Employee

Information

NOTE: At least one national ID is

required (e.g., SSN for U.S. citizens).

HINT: Type USA in the Country box

(press Enter) and SSN (press Enter)

in the National ID Type box for

quickest access to those choices.

Click the prompt

icon for options


NOTE: Once this step is complete, the non-

employee now has an employee ID number.


End of Process: Next Steps

WHEN CONTRACT NON-EMPLOYEE PROCESS IS COMPLETE

Identity Management automatically detects changes and updates the

identity vault once candidate is hired for identification, email account, etc.

Manager completes system access requests

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Workday Job Aid: Contract Non-Employee Updated as of October 2, 2017

Workday Job Aid HR: Contract Non-Employee

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