Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-09-20
Hire Employees

Hire Employees

  • Select an ID definition, configure job requisitions, and specify whether to permit overrides of hiring restrictions on the
    Edit Tenant Setup - HCM
     task.
  • Create jobs or positions.
  • Create categories and reasons for hiring employees on the
    Maintain Event Categories and Reasons
     task.
  • Configure optional fields for the
    Search for Person
     and
    Search Results
     interfaces of the
    Hire Employee
     task:
    • Each field is secured through existing domain or security constraints.
    • Additional worker data is secured through terminated worker security. Terminated workers' information only displays if you're part of a security group that has access to terminated worker information. See: FAQ: Terminations.
You can hire a pre-hire or former worker into a job or position in your organization. This position automatically becomes the worker's primary position.
If you use job requisitions, confirm that you have an open and approved job requisition.
When completing the hiring details, many of the fields populate 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.
  1. Access the
    Hire Employee
     task.
  2. As you complete the task, consider:
    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
    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.
    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
    Based on selections on the
    Edit Tenant Setup - HCM
     task. If you selected:
    • Enable Job Requisitions for Job Management
      , select Job Management.
    • Require Job Requisitions for All Position Management staffing events
      , you must make a selection for Position Management.
    • Enable Job Requisitions for Position Management based on rules
      , make a selection based on exit conditions defined on the
      Hire
       business process.
      Requires a job requisition if defined on the
      Hire
       business process. Example: An exit condition requires job requisitions for all hiring in Canada, but not elsewhere.
    Employee Type
    If the type is for fixed-term employees, specify an
    End Employment Date
    .
    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, unless you allow overrides at the tenant level.
    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.
    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.
    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.
    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:
  • Assigns the
    Employee as Self
     and
    All Employees
     security groups to the employee. If the
    Hire Date
     is in the future, Workday places the employee into the
    Pre-Employee as Self
     security group until the hire date.
  • Displays results for workers that:
    • Have a future contract date.
    • Have a future hire date.
    • Have an in-progress contract or hire date.
    • Are not eligible for hire.
  • Filters out active workers who don't have a termination date, and limits the results to 100.
  • Prevents you from selecting the check box for workers who aren't eligible for hire and provides additional help text.
  • Sets the status of the position and job requisition (if applicable) to
    Filled
    .
You can assign a worker to additional jobs or positions on the
Add Job
 task. Worker-related events, such as paychecks and time off, are based on the primary job or position. You can change the worker's primary job or position on the
Switch Primary Job
 task.
If you can access the
Worker Data: Current Staffing Information
 domain, you can only see workers whose
Hire Date
 is in the future .
Correct or reverse a hire. From the employee's related actions menu, select
Worker History
View Worker History
, and select either
Correct
 or
Rescind
 from the related actions menu of the
Hire
 event. If the worker's position had a job requisition, it reopens when you rescind the event.
If you rehire a former employee and that employee still has an active user account, Workday doesn't automatically disable that former employee's Workday account if you rescind a hire event for them.
You can also correct the
Hire Date
 and
Reason
 for multiple employees using the
Mass Correct of Hire
 task.
If necessary, correct or remove the status of a rehired employee. Examples:
  • You terminated Maria while she was on a leave of absence. Because the leave type inactivates the employee, Maria's rehire employee status is also inactive.
  • Tom is a retiree, but no longer eligible for retiree status. Correct the status on the
    Remove Retiree Status
     task.
We use the
Hire Date
 to calculate the
Next Anniversary
 date on the
Anniversaries for this week and next
 report.