This job aid guides users to create a contingent worker record in Workday. Contingent workers are grouped into types that “bundle” the services they should be able to receive. See the Contingent Services Guide for guidance on contingent worker services. Review the instructions in Next Steps for additional actions and details about approval routing. Contract duration is one year. To renew the contract for an additional year, use the Change Job task. To end the worker's job, initiate the End Contract Contingent Worker task.
Note regarding Academic Affiliates (Special Members of Graduate Faculty at UMCP): The HR Analyst should create a non-paid, non-worker type of Graduate Affiliate in order to facilitate the creation of a UID and temporary SSN. From there, the Academic Analyst can create the academic appointment and the Department Graduate Program Coordinator completes the Graduate Faculty Nomination Questionnaire.
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Create a Contingent Worker
This job aid guides users to create a contingent worker record in Workday. Contingent workers are grouped into types that “bundle” the services they should be able to receive. See the Contingent Worker Services Guide for guidance on contingent worker services. Review the instructions in Next Steps for additional actions and details about approval routing.
Contract/appointment duration is one year. To renew the contract/appointment for an additional year, use the Change Job task. To end the worker's job, initiate the End Contract Contingent Worker task.
Considerations
Not all contingent workers require a contract (e.g., Special Members of Graduate Faculty), though Workday requires entry of contract/appointment dates (one year max). Special Members of Graduate Faculty require a Graduate Affiliate appointment, as explained in the UMCP Graduate Faculty Nomination Process Guide.
For instructions on creating Basic Affiliates, refer to the Getting a Directory ID for Offsite Collaborators (Basic Affiliate) Knowledge Base Article.
Security Roles Required
Initiator(s) - To initiate this business process, you must have at least one of these assigned security roles: HR Analyst, HR Partner
Approver(s) - Approvers for this business process vary depending on the contingent worker job and selected services but may include: HR Partner, HR Divisional Partner, VPR Partner, and Research Security & Export Control.
To check your security roles, use this job aid: View Security Roles
Create a Contingent Worker
To create a contract contingent worker, log in to Workday and complete the following steps:
- Search for and select Contract Contingent Worker using the search bar.
- Select the correct pre-hire status:
- If the worker has a profile in Workday complete the Search for Person fields, select Search, select the checkbox beside the person, and select Start Contract.
Note: Now to skip to step 8 of this job aid. - If the worker is new to Workday, select Create a New Pre-Hire.
- If the worker has a profile in Workday complete the Search for Person fields, select Search, select the checkbox beside the person, and select Start Contract.
- The Country is auto-populated but can be updated as needed.
- Enter First Name.
- Enter Last Name.
On the Contact Information tab: - In the Email section, click Add to enter a non-UMD Email Address.
- Under Type, select Home.
- Select OK.
- Enter the JM Supervisory Organization.
- Select OK.
On the Contract Contingent Worker - Worker Name - JM Sup Org page: - Enter Contract Start Date.
- Select Reason.
- Select Contingent Worker Type.
- Select Job Profile > By Job Family > Contingent Worker. Select the contingent worker type.
- Select Time Type - Part time. All contingent workers are 0% FTE.
- Select Location.
In the Contract Details section: - Select Not Applicable in the Supplier field
Note: Every contingent worker is required to have the ""Not Applicable" value entered to ensure contingent workers are not paid through AP. - Enter Contract End Date.
Note: The end date should be within one year of the start date.
In the Additional Information section, the Job Title, Business Title, Job Classifications, and First Day of Work auto-populate. Selections may be updated as needed. - Select Additional Job Classifications to choose services based on the Contingent Worker Type.
Note: See the Contingent Worker Services Guide for guidance on service selection. - Optional: Enter a comment, if applicable.
Note: This field is required for Discovery District and Research Affiliates; enter purpose of the affiliation and a brief description of research collaboration or project. - Optional: Attach required documents, as applicable.
- Select Submit.
Next Steps
You will receive a Change Personal Information task in My Tasks.
Then, you will receive the Assign Organizational Assignments task in My Tasks. You must select Auxiliary Fund as the Fund under Costing.
When the Contingent Worker is a non-citizen, you will be asked to Edit Passports and Visas. See the Edit Passports and Visas job aid for the completion steps.
Once the Contingent Worker is approved, return to the Contingent Worker’s Profile and add a Sponsor. You will locate that area under their Personal tab on the left side of the screen, select Additional Data, scroll to the Contingent Worker Sponsor section, and select the Sponsor. Once the sponsor is entered, select OK to submit.
By clicking Details and Process, you can view the steps completed so far. By clicking Remaining Process, you can view the steps remaining to complete the business process. Related subprocesses will route to the appropriate security role as applicable.
Approval Details
For any worker type designated non-citizen, Research Security & Export Control is included as the first approval step.
HR Partner approves all contingent worker types except Basic Affiliate and Employee Designee.
HR Divisional Partner is added as an approver if any of the following services are added: Library Services, Campus Building Access, Residential Facilities Building or Campus Recreation Services.
VPR Partner approves all Research and Discovery District Affiliates.