ELC-02

Workday Transaction Guide

Hiring an Employee
This Transaction Guide describes the process by which an employee is hired into Workday.

Process Initiator Scope Relevance

HR Analyst Global Employee

Workflow HR Analyst: Initiate /

Submit

Navigation / Search Search for: Hire Employee

Before you start:

Ensure you have all the relevant information to hand. Before you start you must know their agreed start
date and the position to which they are being hired.
If you have not already pre-hired the employee, you can do so at the same time as processing the Hire.

Step by Step Instruction

1. Supervisory Organization: Select the

relevant supervisory organization. This will be
the department in which the employee is to be
hired. Note: You can type the Manager name if
you do not know the department name and as
you [Tab] out of the field the department name
will be completed for you. You can also use the
prompt to search for values.

2. Pre-Hire: If you have already pre-hired the

employee select their name. Otherwise check
the box to create the pre-hire at the same time.

3. Click the OK button to start the transaction.

Hire and Job Details

4. Hire Date: Input the hire date. This must be

on or after the Position’s earliest hire date.

5. Reason: Select the hire reason.

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6. Position: Using the prompt, search for and

select the position.

Only unfilled positions as per the hire dated

specified will be listed. After selecting the
position, some job details will default.

Review the job details carefully and update as

required.

Not all items may default, so ensure all fields

are completed.

Some items are part of the hiring restrictions

assigned to the position and cannot be
changed.

7. Click on the expand button to expand the

additional information section.

Additional Information

The additional information section contains more

information about the hire and job. Many of the
details will be defaulted from the position or job
profile selected but can be adjusted where
necessary.

Review the information carefully and update as

necessary, in particular:

8. Job Title: This will default from the Job Profile

selected. Check and if necessary update.

9. Business Title: This will default from the Job

Title (if changed). Update if necessary. The
employee’s business title will usually reflect the
same title as seen on their business cards.

10. Scheduled Weekly Hours: For part time

employees, be sure to check and adjust the
Scheduled Weekly hours as this should reflect
the actual hours the employee is going to work.
Do not adjust the default weekly hours as this
will result in an incorrect FTE calculation.

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11. First Day of Work: This will default from the

Hire Date. Update if necessary.

12. Continuous Service Date: This will default

from the Hire Date. Update if necessary. For
example, if this employee is being hired as a
result of an acquisition, a different continuous
service may have been agreed.

13. Benefits Service Date: Only applicable to the

UK. Input the Benefits Service Date and don’t
forget that if this employee is being hired as a
result of an acquisition, a different benefits
service date may have been agreed.

14. Company Service Date: Input the Company

Service Date. This should be the same as the
Note: End Employment Date is mandatory for fixed
Hire Date unless this employee is being hired
term employees and contingent workers.
as a result of an acquisition.

15. If you are not yet ready to submit the new hire,
click on the Save for Later button so you can
return to it at a later date. Otherwise click on
the Submit button.

Note: If you click Cancel at this stage, the hire

process will be cancelled. If you created a pre-
hire this is still saved.

Read any error or warning messages displayed carefully and take appropriate action.

Workflow

After submitting the initial hire step, additional steps will be triggered for you and others to action and you
will receive action notifications in your inbox for the steps for which you are responsible. For example, you
will need to initiate a background check and collate local employee documentation, as well as add other
information such as National IDs.

For further details of these steps and others refer ELC-06 Completing the Hire Steps

Email & Notifications

Workday Business Processes may generate system notifications to those involved in the process. If emails
are generated to prompt review or approval, these will be delivered via a daily digest to the user’s email
account.

NOTES

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