The basic affiliate category is appropriate to provide a directory ID for remote collaborators both within the US and Internationally. For collaborators who physically come to the UMD campus and need additional services such as building access or parking permits, the Research Affiliate or Regular Affiliate categories are more appropriate. Refer to this guide for the types of affiliates available and the services offered.

The process begins with a request process initiated by the unit’s HR staff. Information about the sponsored affiliate should be provided directly to the HR analyst. Within Workday, an affiliate is entered using the contract contingent worker process, and the HR analyst is responsible for entering and managing the contingent worker process in Workday to complete the affiliate process. If the affiliate is outside the US, please carefully enter the VISA status as shown in the Edit Passports and Visas section.

Create a new Pre-Hire

1. After logging in to Workday, type Contract in the search bar and click Contract Contingent Worker.
   
2. Use the Search field to ensure the requested affiliate does not have a previous record.
   • If a previous record exists, click Start contract and navigate to the Contract details.
3. Click Create New Pre-Hire.
   

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Affiliate information 

1. Scroll to the Legal Name Information tab and fill in the First Name and Last Name fields.
   
2. Click the Contact Information tab and in the Phone section click Add.
   .
3. Fill in the Phone Number field and select Mobile for the Phone Device field.
   
4. The Type field needs to be Home to complete this process.
   
   NOTE: Do not select Work, this can be updated after the contingent worker process has been completed.
   
5. Scroll to the Address section and click Add to complete the required fields.
6. In the Usage section, set the Type field to Home to complete this process.
   
   NOTE: Do not select Work, this can be updated after the contingent worker process has been completed.
   
7. Click Add in the Email section.
8. Provide the affiliate's personal email (not a UMD email) and set the Type field to Home to complete this process. An activation email for UMD credentials will be sent to the Home email listed. 
9. Click OK.
   NOTE: Do not select Work, this can be updated after the contingent worker process has been completed.
   
10.  At the bottom of this page, enter a Supervisory Organization, and click OK.
    
    NOTE: The HR Analyst must use a Job Management (JM) supervisory organization.
    

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Contract details

Scroll down and fill in the following fields:

1. Set the Contract Start Date.
2. In the Reason field select Contract Contingent Worker and then Contract Contingent Worker > New Contract Contingent Worker.
   
   
3. Set Contingent Worker Type to Non Paid Non Worker.
4. Set Job Profile to Basic Affiliate. Refer to this guide for the types of affiliates available and the service offered.
5. Set Time Type to Part Time.
6. Set Location to University of Maryland College Park (or applicable tenant institution such as UMCES or UMES) even if the affiliate lives overseas.
7. In the Contract Details section, always set the Supplier field to Not Applicable.
8. Complete the Contract End Date field.
   
   NOTE: The Affiliate services and credentials will expire one day after the contract end date. To renew or extend the contract end date, use the change job process to update the contract.
   
   
9. Job Title and Business Title always remain Basic Affiliate. 
10. Click Submit at the bottom of the screen.

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Change Personal Information form

At this step the citizenship status needs to be entered. There are three options: Citizen (United States of America), Non-Citizen (United States of America) and Permanent Resident (United Status of America).  

1. Complete the mandatory fields on the Change Personal Information form by clicking and then click the to save your changes.
2. If the affiliate is not located in the US, Edit the Citizen Status to Non-Citizen (United States of America).
   
3. Click Submit at the bottom of the screen.

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Assign organizational assignments 

1. Complete the required fields on this page:
   • Company
   • Cost Center
   • Fund
2. Click Submi at the bottom of the screen.

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Edit passports and visas 

1. In the Visas section, click the + icon.
2. Country must be United States of America.
3. For Collaborators physically outside the US, the Visa ID Type must be OS - Non-US Citizen Overseas. For all other non-citizens, select the Visa type the collaborator has (e.g. H1).
4. Identification # must be N/A.
   
   
5. Click Approve at the bottom of the screen.

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Export Control initial screen and questionnaires

For Non-Citizens, the Export Control questionnaire will appear and must be completed. Answer the required screening questionnaires. Questions related to the Export Control process should be directed to the export compliance office.

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Approval

HR Partners review the processes the HR Analysts have completed to create this contingent worker request. Access the item in your My Tasks Archive. Select Process to view the steps completed so far and the remaining approvals required to complete the process.

NOTE: Upon approval and completion of the contingent worker process in Workday, the activation email will be sent to the affiliate overnight.

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Add sponsor

After the HR Partner and Export Control (non-citizens only) reviews, the HR Analyst who entered the information needs to add the sponsor information for the collaborator. They will receive a request in their Workday Inbox to do this. The sponsor should be the person who will be working with the collaborator (e.g. a faculty member) and not the HR Partner who entered the data into Workday. 

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