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Administrator Guide
Last Updated: 2024-03-08
Convert Contingent Workers to Employees

Convert Contingent Workers to Employees

  • Configure the
    Hire
     business process and security policy in the Staffing functional area.
  • Define categories and reasons for ending contracts with the
    Maintain Termination Categories
     task.
  • Create a position or hiring restrictions for the hiring organization.
The
Convert to Employee
 task enables you to hire a contingent worker with an active contract and no future
End Contingent Worker Contract
 and
Hire
 event. If you have an
End Contingent Worker Contract
 or
Hire
 event, you must rescind them before you can use the
Convert to Employee
 task. You can specify the details for ending the current contract and then hire the worker into the same position or a different position.
  1. Access the Worker. From their related actions, select
    Job Change
     >
    Convert to Employee
     to access the task.
  2. Select the
    Supervisory Organization
    .
  3. Specify the
    Hire Date
     and select a
    Reason
    .
  4. As you complete the task, consider:
    Workday automatically populates many of the fields with values defined on the job profile, position or job requisition. If you use job requisitions, you can't change those values; update the job requisition itself.
    Option Description
    Hire Date
    Select a date that's on or after the:
    • Recruiting Start Date
       on the requisition if you use job requisitions.
    • Earliest Hire Date
       on the position if you don't use job requisitions.
    Reason
    Only reasons for the
    Hire
     event are available.
    If you're automating the benefit enrollment process for new employees, Workday suggests you select a hire reason in this field.
    First Day of Work
    Automatically populates from the
    Hire Date
    , but you can change it.
    Correcting the
    Hire Date
     automatically corrects this date.
    End Employment Date
    Available when you assign the worker to a fixed-term employee type in the
    Employee Type
     field.
    If you configured your tenant to synchronize employment and contract end dates, Workday populates this date whenever the employee's end date for their contract changes.
    Current Job
    Automatically populates from the worker's contract.
    Contract End Date
    This date must be earlier than the
    Hire Date
    .
    Last Day of Work
    Automatically populates from the
    Contract End Date
    , but you can change it.
    Correcting the
    Contract End Date
     automatically corrects the
    Last Day of Work
    .
    Reason
    Select from the reasons you defined in the
    Maintain Termination Categories
     task.
    Secondary Reasons
    Select from the reasons you defined in the
    Maintain Termination Categories
     task.
    Close Position
    Leave blank if you want to keep the position open for staffing. You can't close a position that has an open job requisition.
    Is this position available for overlap?
    Specify whether another worker can fill the position before the incumbent departs. Available in position management organizations if
    Enable Job Overlap for Vacating Positions
     is enabled in the
    Edit Tenant Setup - HCM
     task.
    Position
    For position management organizations, select:
    • (If you use job requisitions), a position with an open, approved job requisition, and a
      Recruiting Start Date
       that's on or after the current date.
    • (If you don't use job requisitions), a position or job with an
      Availability Date
       that's on or after the current date.
    Job Requisition
    Available for job management and position management organizations based on tenant settings.
    Job Management: Available if
    Enable Job Requisitions for Job Management
     is selected.
    Position Management:
    • Required if
      Require Job Requisitions for All Position Management staffing events
       is selected.
    • Available if
      Enable Job Requisitions for Position Management based on rules
       is selected. Exit conditions defined on the Contract Contingent Worker business process determine whether a job requisition is required.
      Example: You can add an exit condition that requires job requisitions for all hiring in Canada, but not elsewhere.
    Employee Type
    Select from the types you defined in the
    Maintain Employee Types
     task.
    Location
    Select from the locations you specified on the
    Create Position
     or
    Set Hiring Restrictions
     task, or from the primary or additional locations on the job requisition.
    Work Space
    Select from the work spaces (such as building, floor, or cubicle) associated with the
    Location
    .
    Job Profile
    Select from the profiles you specified on the
    Create Position
     or
    Set Hiring Restrictions
     task.
    Job Title
    Populates from the
    Job Profile
    .
    Business title
    Populates from the
    Job Title
    .
    You can control the display of business titles by enabling the
    Worker Data: Business Title on Worker Profile
     domain security policy in the Staffing functional area.
    Pay Rate Type
    Select from the pay rate types available for the country associated with the
    Location
    .
    Job Category
    Populates from the
    Job Profile
    .
    Job Classifications
    Populates from the
    Job Profile
    .
    Management Level from Job Profile
    Populates from the
    Job Profile
    .
    Additional Job Classifications
    Select classifications as needed.
    Company Insider Types
    Select from the types associated with the
    Job Profile
    .
    Define company insider types on the
    Maintain Company Insider Types
     task. Assign them to a job profile on the
    Edit Job Profile
     task.
    Workers' Compensation Code from Job Profile
    Populates from the
    Job Profile
    .
    Workers' Compensation Code Override
    Select an override for the compensation code.
    Time Type
    Select from the types you specified on the
    Create Position
     or
    Set Hiring Restrictions
     task, unless you allow overrides at the tenant level. Populates from the value defined on the job profile.
    Time Type Subtype
    This field displays when you configure it on these tasks:
    • Maintain Time Type Subtype
    • Configure Optional Fields
    This functionality supports US Federal agency requirements for classifying positions, and Personnel Action Request (PAR) processing. You can also use the field for organizations that aren't related to US Federal by configuring custom field values.
    Scheduled Weekly Hours
    Populates from a rule when:
    • You've defined a working time rule.
    • The data populated on the task applies the rule.
    Populates from the
    Default Weekly Hours
     if there's no working time rule.
    Populates based on the position restrictions when:
    • You select the
      Enable FTE for Position Restriction
       check box on the
      Edit Tenant Setup – HCM
       task.
    • There's no work hours profile or job requisition for the position.
    Location Weekly Hours
    Displays the standard weekly hours associated with the
    Location
    .
    Default Weekly Hours
    Populates from a rule when:
    • You've defined a working time rule.
    • The data populated on the task applies the rule.
    Populates from the
    Location Weekly Hours
     field if there's no working time rule.
    Populates based on the position restrictions when:
    • You select the
      Enable FTE for Position Restriction
       check box on the
      Edit Tenant Setup – HCM
       task.
    • There's no work hours profile or job requisition for the position.
    FTE
    Calculated by dividing the
    Scheduled Weekly Hours
     by the
    Default Weekly Hours
    . This value displays as a percentage.
    Specify a Paid FTE
    Available when you enable
    Paid FTE
     on the
    Maintain Localization Settings
     task.
    Paid FTE %
    You can enter a percentage that overrides the
    FTE
     field for use in your Workday Compensation and Workday Payroll calculations.
    Available when you enable
    Paid FTE
     on the
    Maintain Localization Settings
     task.
    Specify a Working FTE
    Available when you enable
    Working FTE
     on the
    Maintain Localization Settings
     task. For use in custom reporting.
    Working FTE %
    Used in custom reporting.
    Available when you enable
    Working FTE
     on the
    Maintain Localization Settings
     task. For use in custom reporting.
    Work Shift
    Available when you enable
    Work Shift
     on the
    Maintain Localization Settings
     task.
    Available when you select the
    Work Shift Required
     check box on the job profile.
    Define the work shifts for a location using the
    Maintain Work Shifts
     task.
    Frequency
    Select from the working time frequencies you specified on the
    Maintain Frequencies
     task.
    Available when you enable
    Working Time (Frequency, Time Unit, and Time Value)
     on the
    Maintain Localization Settings
     task.
    Unit
    Select from the preconfigured options of hours or days.
    Available when you enable
    Working Time (Frequency, Time Unit, and Time Value)
     on the
    Maintain Localization Settings
     task.
    Value
    Enter the duration of the working time in selected units. Automatically populates to zero.
    Available when you enable
    Working Time (Frequency, Time Unit, and Time Value)
     on the
    Maintain Localization Settings
     task.
    Appointment Type
    This field displays when you configure it on these tasks:
    • Maintain Appointment Type
    • Configure Optional Fields
    This functionality supports US Federal agency requirements for classifying positions. You can also use the field for organizations that aren't related to US Federal by configuring custom field values.
    Employee Tenure
    This field displays when you configure it on these tasks:
    • Maintain Employee Tenure
    • Configure Optional Fields
    This functionality supports US Federal agency requirements for classifying positions, and Personnel Action Request (PAR) processing. You can also use the field for organizations that aren't related to US Federal by configuring custom field values.
    Annuitant Indicator
    This field displays when you configure it on these tasks:
    • Maintain Annuitant Indicator
    • Configure Optional Fields
    This functionality supports US Federal agency requirements for classifying positions, and Personnel Action Request (PAR) processing. You can also use the field for organizations that aren't related to US Federal by configuring custom field values.
    Annual Work Period
    The period of time during which a contingent worker earns an annual salary.
    Work Period Percent of Year
    Available if you selected
    Annual Work Period
    .
    Enter a percentage up to 100%. This is used to appropriately prorate the contingent worker's compensation rate.
    Disbursement Plan Period
    The period of time during which a contingent worker receives the annual compensation.
    Continuous Service Date
    Populates from the
    Hire Date
    , but you can change it.
    Correcting the
    Hire Date
     automatically corrects this date.
    Benefits Service Date
    Enables you to track length of service for benefit programs. Example: Workers become eligible for insurance after a 3-month probation period.
    Available for use in user-defined calculations and eligibility rules.
    Workday empties the field during rehire.
    This service date only applies to employees.
    Company Service Date
    Enables you to track an additional service date, such as date of acquisition.
    Available for use in user-defined calculations and eligibility rules.
    Workday empties the field during rehire.
    This service date only applies to employees.
Workday initiates an
End Contingent Worker Contract
 event that completes upon completion of the
Hire
 event. The contingent worker record inactivates when the contingent worker contract ends, and the employee record activates on the hire date.
Workday assigns the
Pre-Employee as Self
 security group to the worker until the
Hire Date
. Then Workday transfers the worker to the
Employee as Self
 and
All Employees
 security groups.
If you're converting a contingent worker whose position has a purchase order, update the purchase order manually to reflect changes resulting from the conversion. Example: If you have an existing purchase order and the contract end date changes during conversion, Workday reminds you to create a change order manually.