The payroll processing calendar deadlines for employee transactions remain unchanged. Departments must have fully approved transactions due to UHR/ Student Employment by the start of the pay period, in general. Please refer to Payroll's processing calendar for specific pay period deadlines.
Use this list to determine which form or Workday business process to use to submit a personnel action. Available job aids are linked in the descriptions.
Personnel Action Descriptions
Hiring (Non-Student) Employee
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory)
To hire for Faculty, Adjunct Faculty (new hire or rehire after break), or staff positions, follow the procedures outlined in the job aid.
Special considerations:
Adjunct Faculty: If this will be an additional job on top of a primary job for an established employee, use the "Add Job" task. *All adjunct positions will need Period Activity Pay (PAP) to get paid for their work.
Reappointed Adjunct: Signed contract must accompany the Period Activity Pay request
Retired Faculty Member: Must have a six-month break. If returning as adjunct, follow adjunct procedures. If returning in other non-benefited role, they will come back as hourly; determination made by Classification & Compensation. ACA rules apply in all cases.
Hire/Reappoint Student Employee
Workday security role needed to initiate: Manager, Department Admin
For more information to hire for a VIMS graduate student assistantship, VIMS workship, W&M graduate student assistantship, resident assistant, undergraduate or graduate hourly position, student internship or fellowship, or to process a student support payment or student award, visit the Student Employment site.
Faculty-Specific Pay & Position Changes
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner
Change Job
Change contract from 9- to 12-month or vice versa
Period Activity Pay (PAP)
Summer research salary (GN position)
Overload teaching
Request Compensation Change
Named professorship (FS and FS positions). Choose "Allowance on primary job"
Change base salary. Faculty salary increases due to promotion, retention, equity, etc., usually take affect at the start of a contract year.
Actions for All (Non-Student) Employees
Workday security role needed to initiate: Manager, Department Admin
Assign Costing Allocation
Funding change (faculty and staff)
Change Job
Extend end date for temporary hourly employee (Up to one year total time. Include in the comments the start date of the temp hourly job.)
Temporary pay (For additional duties required over and above the normal position requirements for three months or more; must be submitted at the beginning of the assignment and be over the timeframe the extra work is necessary.)
Request Leave of Absence
Leave status change: SSRL (faculty); FMLA (W&M Sickness & Disability)
Professional Service Agreement (active faculty and FLSA-exempt employees only)
Termination of Job or Employment
Workday security role needed to initiate: Manager, Department Admin
End Additional Job
Termination of job only (employee still has another job)
Termination of student hourly job only (required before a student can move into a non-student job. Processed by Student Employment)
Terminate Employee
Termination of employment (leaving the university completely and must be initiated by the supervisor or department admin prior to the employee's last day)
Termination of GA/RA job only (this is under special circumstances and is required before a student can move into a non-student job. Processed by UHR)
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