Who is Impacted?

• Employees who create employment contracts or appointment letters
  • With Workday, employees responsible for creating employment contracts or appointment letters will create the contracts directly within Workday. Once the contract or letter is created, an automatic workflow will begin which will populate templates with the employee and position information. HR Business Partners will review the letters before they are sent to the candidate.
• HR Administration Staff
  • HR Admins will no longer manually enter/upload contracts. Instead, they will be auditing the process post final signature and maintaining new aspects within Workday.
• New Hires with an employment contract
  • New hires must continue to submit hiring paperwork within three days. If not received within this time frame new hires may not be able to complete their job duties. There are federal government audit consequences. There will be reports in Workday available to ensure forms can be turned in on time to meet federal requirements. HR will partner with the hiring department to ensure appropriate paperwork has been completed and submitted.

Benefits

• Departments will have greater control of contract processing speed and timing of creating new employee network credentials. Bottlenecks created by HR processing will be eliminated.
• Autonomy for hiring departments around timing, and any updated payments to employee contracts. Any revisions can be updated directly by the department in real time. They do not have to write up a new contract to send to HR and wait for HR to process.
• Departments will have visibility of their fund allocation
• Systematic process for contract entry university wide
• Less opportunity for error

Potential Challenges

• Workday will allow more automation however current processes may need to change to accommodate
• Training employees across campus to do this work
• Departments may feel like they will be doing additional work, but they will essentially be entering the same data they currently send to HR into Workday instead

Other Important Information

In December 2022, HR had a backlog of 100 employment contracts.