Add and End Additional Job

This job aid explains how authorized users initiate and manage the Add Job and End Job business processes in Workday. These processes allow HR Administrators, HR Partners, and Recruiters to assign an additional job to a worker or end an existing additional job while the worker maintains their primary position, as applicable. Understanding these processes helps ensure job changes are recorded accurately and processed through the appropriate workflow.

Purpose

This job aid explains how authorized users initiate and manage the Add Job and End Job business processes in Workday. These processes allow HR Administrators, HR Partners, and Recruiters to assign an additional job to a worker or end an existing additional job while the worker maintains their primary position, as applicable. Understanding these processes helps ensure job changes are recorded accurately and processed through the appropriate workflow.

When to Use

Use this job aid when you:

• Need to assign an additional job to an existing worker in Workday
• Need to end an existing additional job for a worker
• Are processing a secondary job while the worker retains their primary position
• Need to initiate the Add Job or End Job business process as an HR Administrator, HR Partner, or Recruiter
• Are managing workers who hold more than one job within the organization
• Need to end an additional job before terminating employment

Steps

There are two methods to access the Add Job task:

Step 1a: Enter Add Job in the Search Bar. Select the task that appears. Enter the Supervisory Organization name in the Supervisory Organization field. Enter the worker's name in the Employee field. Select the OK button.

Step 1b: Enter the worker's name in the Search Bar. Go to their Worker's Profile and select the Related Actions button. Hover over Job Change. Select the Add Job task. Enter the Supervisory Organization in the Supervisory Organization field.

Step 2: Enter the following information on the Add Job page. Use the Menu button to select a value from the available options for the field.

• Effective Date – The date the job begins (This should typically be a Sunday).
• Reason – The reason the job is being added.
• Position – The position that is being added.
  • Note: After the Position field is populated, the rest of the fields will auto-populate with information according to the position.
• Employee Type – Choose from Casual, Executive, Faculty, Physician, or Regular.
• Job Profile – The corresponding job profile attached to the position.
• Time Type – This field should usually have the value of Part Time, as a worker should not have jobs exceeding 100% FTE/40 hours.
• Location – The physical location of the position.
• Pay Rate Type – This will default from the job profile.

Step 3: Verify or update the following fields in the Working Time section:

• Scheduled Weekly Hours – The number of weekly hours for the job. The number of hours should be below 40 hours.
• Work Shift – Select or confirm the work shift for this position.

Step 4: Verify or update the following fields in the Additional Information section:

• Job Title – The title of the Job is the official title created by HR. This field will auto-populate after a Position is selected.
• Business title – The Business title appears in Workday and on the ID badge. This field will auto-populate after a Position is selected.
• Job Category – The category for the position.
• Additional Job Classifications – Enter any additional job classifications here.
• First Day of Work – The date of the First Day of Work for the employee.
• Exclude from Headcount – Leave this box unchecked unless advised otherwise by HR.

Step 5: Select Submit to finish. Select Save for Later to save your current progress before exiting the task. Select Cancel to exit the task without saving your progress. �

 

End Job

To end an additional job, log in to Workday and complete the following steps:

 

Step 1: Search for and select End Job using the search bar. 

In the End Job pop-up window:

 

Step 2: Select the Employee. 

Step 3: Select Job to choose the Additional Job to end.

Step 4: Click OK. 

On the End Job page:

Step 5: Enter the End Date.

Step 6: Select the Reason. 

In the Position Details section:

Step 7: Select Yes to Close Position or No to keep the position open.

Step 8: Select Yes or No if the position should be available for overlap during the transition to the backfill worker.

Step 9: Under Additional Information, enter the Last Day of Work. 

Step 10: Update Pay Through Date, if applicable.

Step 11: Update Notify By date, if applicable.

Step 12: Click Submit. 

Next Steps

By clicking Details and Process, you can view the steps completed. This task will route for final approval and processing.