Setup Considerations: Multiple Positions
You can use this topic to help make decisions when planning your configuration and use of multiple positions. It explains:
- Why to set them up.
- How they fits 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
All workers have a primary position. Workers can also have additional positions. A multiposition worker is a worker who has more than 1 position assigned to them in Workday. These can include international assignments. When you configure multiple positions, you can track time worked and absences for all of the different positions that a worker holds. You can also change which position is a worker’s primary position.
Business Benefits
For multiposition workers, Workday ensures time and absences are correctly recorded for each position. Each position can have different:
- Compensation.
- Absence plans.
- Time calculations.
- Time entry codes.
- Time entry validations.
Use Cases
You can use multiposition support in Workday to:
- Configure different absence plans for different positions.
- Base time calculations for a position on a collective bargaining agreement, contract, or award.
- Calculate different premiums for each position.
- Validate time entry for each position.
- View time totals per position when entering, reviewing, and approving time.
Questions to Consider
Subjects | Questions | Considerations |
|---|---|---|
Absence | How can I track time or time off through a third-party system? | You can create an integration from Workday to the third-party system to load the position for each worker. The integration includes the position number and resolves in payroll. |
How does your organization manage time off for workers with multiple positions? | Workday enables you to create position or worker-based time off plans and leaves. You can also add position-based time offs to worker-based time off plans. When you configure time off plans and leaves as position-based, you can't change this setting after time off and leave data exist for the plan or leave type. | |
Staffing | How many additional positions can a worker have in Workday? | There’s no limit to the number of positions a worker can have. |
What visibility should managers have to workers’ other positions when those workers don't report to them? | Managers can view information about their workers' additional positions when those positions are in the same organization. You can control visibility to absence and time data with security policies. | |
How can you include steps for other administrators when they add jobs? | You can configure the Add Additional Job business process to include steps such as change organization assignments, approvals, reviews, and assign pay groups. | |
Time Tracking | How does Workday track time against different salary-based positions? | These workers' salaries flow from compensation to payroll. You can assign them position-based earning codes. |
Are workers subject to different time legislation for the positions that they hold? | You can create time calculations and time validations that reference attributes such as collective agreement when worker's positions are subject to different:
|
Recommendations
We recommend creating multiple positions rather than assigning multiple Workday IDs to multiposition workers.
Requirements
You can't add an additional job until a worker has a primary job.
Limitations
This functionality continues to be worker based:
- Holiday calendars.
- Period schedules.
- Time attendance rules.
- Time entry templates.
- Time requests.
- Work schedule calendars.
Tenant Setup
Access the
Edit Tenant Setup - HCM
task to enable:
- Workers to have multiple jobs.
- Time entry validations at the position level.
Security
When a worker holds multiple positions, role-based access to that worker’s personal and position data depends on the
Access Rights to Multiple Job Workers
setting on the role-based security group. If you set the role-based security group to
Role has access to the positions they support
, workers can still view the information they don't have access to, but can't take any action.Example: When a worker has 2 positions that report to different managers, you can route time approvals to the relevant manager. If the managers have access to create and edit time blocks through the
Enter Time
business process, they can view the time entered, time entry validations, and totals for both positions.Business Processes
Business Process | Considerations |
|---|---|
Add Additional Job
| Configure the business process and security policy in the Staffing functional area. |
End Additional Job
| Configure the business process and security policy in the Staffing functional area. |
Switch Primary Job
| Configure the business process and security policy in the Staffing functional area. You can use Switch Primary Job as a stand-alone business process or as a subprocess for Add Additional Job or Change Job . |
End Jobs
| Configure the business process and security policy in the Staffing functional area. |
Reporting
Reports | Considerations |
|---|---|
All Absence Balances
| View all absence balances for workers with multiple jobs and where they are in use based on your tenant configuration. |
| View position information for time calculation groups. |
Audit- Workers with Multiple Jobs having Different Organization Assignments
| View workers in Canada and the U.S. who have multiple jobs in different organizations. Use to identify workers who might be in more than 1 pay group. |
Integrations
Web Services | Considerations |
|---|---|
Add Additional Job
| Enables you to add additional jobs for workers when they have multiple jobs. |
Connections and Touchpoints
Product Area | Considerations |
|---|---|
Absence | You can define position-based time off plans. Position-based plans, balances, and limits apply to a position. You define eligibility rules, time off validations, and position-based accrual calculations. You can also define these rules to apply to the worker's primary position or across all positions instead. Worker-based plans have balances and limits that apply to the worker. Typically, eligibility rules, time off validations, and accrual calculations are based on the worker's primary position. |
Benefits | You can set up benefit eligibility based on information pulled from the worker's primary job or 1 or more of the additional jobs. |
Payroll | Workday Payroll uses the positions configured in HCM. |
Scheduling | You can schedule workers across multiple positions using scheduling tags. You can map schedule tags to worktags to automatically populate those values into time entries for the relevant position. You can also autofill time for multiposition workers based on their schedules. |
Time Tracking | Workday tracks time against the different positions or jobs. When a worker has multiple positions, Workday displays an additional prompt when a worker enters time enabling them to select which position to log time against. Workday runs time calculations and validations specific to the position. Workday passes the worker's position to payroll with the time block information. |
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.
Other Impacts
When you use both Workday Scheduling and Time Tracking, we recommend that you align their configurations. Consider:
- Scheduled hours compared to actual hours reporting.
- Validations across the products.
- Worktag configuration.