Setup Considerations: Employment Agreements
You can use this topic to help make decisions when planning your configuration and use of employment agreements. It explains:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
In Workday, you can use employment agreements to outline and negotiate conditions of employment for internal and external candidates.
Business Benefits
You can easily track, report, and negotiate employment agreement details for candidates. Employment agreement details then populate during the
Hire
, Change Job
, and Additional Job
business processes. You can also autocomplete approved employment agreement data from job applications in relevant business processes.Use Cases
You can use the employment agreement functionality to:
- Record and report on the expected duration of the candidate's contract.
- Record and report on conditions of the employment such as compensation, notice periods, probation periods, and collective agreements.
- Renegotiate the conditions of employment and track the renegotiation changes.
- Generate documents for the employment agreement.
If you use employment agreements as part of the Recruiting workflow, you can also:
- Complete employment agreements in bulk with Worksheets during high-volume times of recruitment.
- Autocomplete approved employment agreement data in other business processes.
Questions to Consider
Questions | Considerations |
|---|---|
How can you complete employment agreement tasks in a guided view? | You can configure the Employment Agreement consolidated template to complete tasks in a guided view instead of completing them separately.
When you consolidate the business process template, you must add validation rules for the subprocesses on the Initiation step of the Employment Agreement business process. You also can't add condition rules on any of the business process steps. |
As a Recruiting customer, can you complete employment agreements from job applications in bulk? | You can configure task consolidation to complete employment agreement tasks in bulk using Worksheets by generating a workbook, enabling you to manage high-volume recruitment more flexibly.
You can consolidate a maximum of 100 employment agreement events in a workbook. |
How can you configure additional fields required in certain countries? | You can configure localized fields on the Maintain Localization Settings task for subprocesses of the Employment Agreement business process to:
|
How can you populate employment agreement data? | You populate data in employment agreements by configuring eligibility rules for compensation, notice periods, and probation periods. Populating data can reduce manual effort and increase accuracy.
Compensation data can populate differently from notice periods and probation periods. We recommend you review how compensation data populates in employment agreements. You can configure condition rules and data fields on the Maintain Staffing Field Defaults task to populate these fields on an employment agreement during recruiting:
|
As a Recruiting customer, how can you autocomplete employment agreements? | You can configure the relevant business process definition to autocomplete approved employment agreement data from job applications on these business processes:
|
Do you want to send other documents to candidates together with the employment agreement? | You can configure the Add Documents step to the Offer business process. This action step enables you to attach documents before sending an employment agreements. Example: Terms and Conditions. |
Do you want to make corrections to an Employment Agreement after a candidate accepts? | If you correct details on an Employment Agreement after a candidate has accepted, you can regenerate a new Employment Agreement document using the:
|
Recommendations
To populate data in the most efficient order, Workday recommends that you configure the steps on the
Employment Agreement
business process definition and consolidated template in this order:
- Initiate Pre-Hire Contract Details
- Initiate Pre-Hire Collective Agreement Details
- Initiate Pre-Hire Probation Period Details
- Initiate Pre-Hire Notice Period Details
- Propose Compensation Offer/Employment Agreement
- Request Stock Grant Offer/Employment Agreement
- Request One-Time Payment Offer/Employment Agreement
We also recommend that you complete these steps for employment agreements in this order.
When you configure the
Hire Employee
initiating action on the Hire
business process, we recommend that you hire directly from the employment agreement. The employment agreement data then populates on the Hire
business process.To propose establishments in employment agreements, Workday recommends that you select the
Allow Establishment on Employment Agreement/Offer
check box on the Configure Establishment by Country
task.To keep data consistent, Workday recommends that you make any changes required to the employment agreement before initiating the
Hire
business process. If you change data during the Hire
business process, these changes won't update the approved employment agreement. Requirements
Employment agreements require a job requisition for the position and a pre-hire record.
Limitations
You can only consolidate review events in Worksheets for these subprocesses on the
Employment Agreement
business process:- Propose Compensation Offer/Employment Agreement
- Request One-Time Payment Offer/Employment Agreement
- Request Stock Grant Offer/Employment Agreement
You can't consolidate any other approval or review events for employment agreements.
Tenant Setup
No impact.
Security
Domains | Considerations |
|---|---|
Pre-Hire Data: Employment Agreement in the Pre-Hire Process and Recruiting functional area. | Users secured to this domain and its subdomains can view or modify these types of data:
|
Add Compensation Plans in the Core Compensation functional area. | Users secured to this domain and its subdomains can view or modify compensation plan data. |
Compensation Change: Guidelines in the Core Compensation functional area. | Users secured to this domain can view or modify compensation grade data, grade profile data, and step assignments. |
Add Compensation Management Plans in the Advanced Compensation functional area. | Users secured to this domain and its subdomains can view or modify bonuses, merit plans, and stock plans. |
Business Processes
Configure these business processes and business process policies:
Business Processes | Considerations |
|---|---|
Employment Agreement
| Enables you to maintain employment agreements for candidates as a standalone business process if you're not using employment agreements as part of the Recruiting workflow. |
Job Application
| You can configure Employment Agreement as a subprocess of the Job Application business process to maintain employment agreements for candidates as part of the Recruiting workflow. |
Pre-Hire Collective Agreement Details
| Enables you to maintain collective agreement details for the Initiate Pre-Hire Collective Agreement Details step on the Employment Agreement business process. |
Pre-Hire Contract Details
| Enables you to maintain contract details for the Initiate Pre-Hire Contract Details step on the Employment Agreement business process. |
Pre-Hire Notice Period Details
| Enables you to maintain notice period details for the Initiate Pre-Hire Notice Period Details step on the Employment Agreement business process. |
Pre-Hire Probation Period Details
| Enables you to maintain probation period details for the Initiate Pre-Hire Probation Period Details step on the Employment Agreement business process. |
Propose Compensation Offer/Employment Agreement
| Enables you to maintain compensation details for the Propose Compensation Offer/Employment Agreement step on the Employment Agreement business process. |
Request One-Time Payment Offer/Employment Agreement
| Enables you to maintain one-time payment details for the Request One-Time Payment Offer/Employment Agreement step on the Employment Agreement business process. |
Request Stock Grant Offer/Employment Agreement
| Enables you to maintain stock grant details for the Request Stock Grant Offer/Employment Agreement step on the Employment Agreement business process. |
Reporting
You can use the
Find Employment Agreements
report to display all employment agreements by supervisory organization.Integrations
You can build an inbound EIB integration based on the
Employment Agreement
web service to upload employment agreement data from job applications in bulk.Connections and Touchpoints
If you're using employment agreements as part of the Recruiting workflow, employment agreements interact with HCM Core and Compensation.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.