business hire process
TRANSCRIPT
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Hire Business Process
Refer to job aid “Hire Job Aid”
Hire Overview• The Hire business process comprises all actions, approvals, reviews, to-do’s,
and system-initiated tasks required after a candidate has selected for hire.
• A position and job requisition is required to initiate the Hire process for a regular employee being hired into a Position Management supervisory organization.
• A position and job requisition is not required to initiate the Hire process for an employee being hired into a Job Management supervisory organization (CBC, State Fair Board, Federal Employees).
Hire Overview (cont.)● Before initiating the hire in Workday make sure to verify the employee has not
worked for the State or a non-Central Payroll area (DOT, CBC, State Fair Board, etc). ○ If hiring someone who has previously worked for the State, this would be
treated as a rehire vs. a new hire during the Hire BP.○ If hiring an employee from the DOT, please reach out to the WorkSmart
team for additional guidance.
● The HR Specialist initiates this process, entering an employee’s personal information, compensation, job profile, start date, worker type, offer letter attachments etc.
● The HR Partner reviews and approves.
Hire BP Flow
Add Probation Period
Review Employee Hire Initiate Hire
Edit Government
IDs
Propose Compensation
Hire Create Pre-Hire
Onboarding Setup
Assign Pay Group
Approvals Edit Service Dates
Create Workday Account
Onboarding To do’s
Required Information to Hire● Employee Social Security Number● Personal information including date of birth, gender, race (enter “I do not wish
to answer” if unsure)● Contact information such as address, phone number, email address
;Demo
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Onboarding
Employee Onboarding Tasks
The below are defined statewide Employee Self-Service onboarding tasks:
● Enter Contact Information (completed prior to other steps)● Enter Personal Information (completed prior to other steps)● Change Benefits Elections (if eligible)● Complete State and Local Withholding Elections● Complete Federal Withholding Elections● Manage Payment Elections Change● Emergency Contacts Change● Complete Form I-9● Change Photo● Veterans Preference
Onboarding Setup Task
● The employee’s manager sets up an onboarding task for their new employee.
The Onboarding Setup Task includes the following:
○ A welcome message to the employee. ○ People the employee should meet. ○ Notifications to relevant people about the new hire’s arrival.
● Refer to the Manager’s Onboarding Setup Smart Guide for the detail task for onboarding setup tasks.
HRs Onboarding Responsibilities • HR must review the following information in Section 1 of the I-9:
o Employee’s information
o Translator’s information, if applicable.
• The HR Specialist or HR Partner must verify the employee’s identification from
the approved list on Form I-9.
• HR must complete Section 2 of the I-9 and acknowledge or attest that they
reviewed and entered the employee’s respective identification.
Onboarding Status Summary The Onboarding Status Summary report provides HR Specialist and HR Partners with the status of the employee’s onboarding tasks. ● You must know the Supervisory Organization of the employee to run this
report.
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Job Changes
Refer to Job Aid “Change Job-HR”
Change Job Overview
• If an employee is moving to a new position, the first step of this process is to
initiate Change Job.
o Some examples include transfers, promotions, demotions, etc.
• However, if the employee is in an existing position that is being reclassified,
complete the Edit Position Restrictions BP first.
o Some examples include employee status changes such as going from part-time to full-time, temporary to regular, etc.
• The HR Specialist initiates this process. The HR Partner reviews and approves.
Change Job BP Flow
Initiate Change Job (complete Edit Position
Restrictions first if applicable).
Propose Compensation
Hire
Change Organization Assignment
Approvals
Add Probation Period
Offboarding Procedure
OnboardingReview Security Assignments
Change Benefit Elections (if applicable)
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Demo 3.0Change Job
Termination
Refer to Job Aid “Termination - HR”
Lesson Objectives
After completing this lesson, you should be able to:
• Explain the Termination Process
• Understand Termination Reasons
• Terminate an Employee
Termination Overview● Termination is used when an employee leaves voluntarily,
involuntarily, or retirees.● The HR Specialist initiates this process, and the HR Partner
reviews and approves.● Recommend marking “available for overlap” box on terminations to allow
for quicker recruitment of vacant position.● Can process termination day notice is given as payouts will be delayed.● Will not show as terminated in the system until actual termination date.
Termination BP Flow
Initiate Termination
Review Termination
Add Retiree Status (if applicable)
ApprovalsOffboarding Procedure
Review Security Assignments
Primary Termination Reasons• Transfer: Employee is transferred to a non-central payroll agency (e.g., DOT,
CBC, State Fair Board).
• Involuntary: Employee is let go for a business decision that is outside of
their control.
• Voluntary: Employee decides to leave their job.
• Retirement: Employee reaches certain qualifications (e.g., age, years of service, etc.) and decides to leave their occupation or job.
Retirees Overview• Retiree Organizations are used to group terminated workers who have retired.
○ Workers can remain terminated or can be rehired and retain retiree status.
• Added via the Termination BP for reasons of Retirement.
• Retirees Benefits will be in Workday, but the current open enrollment process will continue as is for now.
• Payroll Team notes: ‘Pay Through Date’ is important for these types of Retirees: SLIP, SPOC DNR Retirement and Peace Officer Retirement. Always set this date for 40 yrs out from the Termination date. This allows certain types of banked leave transactions to be processed in Pay Results after the employee retires.
Retirement Reasons• DNR SPOC Retirement: Must be a retiree in the DNR Supervisory
Organization and is a SPOC covered employee.
• IPERS Disability: Must qualify for social security/disability benefits or qualify
for LTD benefits under the State plan.
• Judicial Retirement: Only applies to those retiring from the Judicial
Supervisory Organization.
Retirement Reasons (cont.)• Peace Officer Retirement: Only applies to those in an eligible Peace Officer retiree
plan.
• SLIP Retirement: Retiree under the age of 65 and has available sick leave to
convert.
• Voluntary Retirement: Volunteer retiree who does not qualify for any of the other
retiree plans listed and must be age 55 and accepting IPERS at the time of
retirement.
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Demo 4.0Termination
;Resources ● https://worksmart.iowa.gov/workday
-schedule-hr● All job aides for today’s activities are
listed under HCM Core
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