V4Business Processes

Business Processes
Introduction
Introduction
There are several key business processes that are critical to the tasks you
complete in the Workday system. This section provides a detailed overview
of each of those business processes.
Business
Processes
Definition
A business process is a sequence of one or more tasks that accomplishes a

desired business objective. Examples of business processes include:
Create Job Requisition

Request Compensation Change
Hire Employee
Business processes are frequently initiated at the department level; your

security role dictates whether you may initiate a business process.
Business
Process
Types
The key business processes covered in this training are:

Phase 1
Create Requisition with Create Position embedded
Hire Employee
Request One-Time Payment
Edit Position
Continued on next page
August 2012 U17
The Fundamentals of Workday

Participant Guide V3
Introduction, Continued
Business
Process
Types
(continued)
Phase 2
Add Job
End Job
Terminate Employee
Phase 3
Infrequently
Used Business
Processes
Change Organization Assignments
Assign Costing Allocation
You will also receive step-by-step directions for the following infrequently
used business processes:
Assign Matrix Members/Organization
Remove Matrix Members/Organization
Freeze Position or Headcount Group
Close Position or Headcount Group
More as they become available
Note: You will seldom use these business processes above. Please review
documentation and consult with HR before initiating any of these processes.
August 2012 U17

Create Job Requisition with Create Position Embedded

Overview
Steps to
Complete
Create Job Requisition opens a requisition to fill or refill a position. There

are two stages: Initiation and Final Approval. All data for this process
defaults in from an existing position for review and editing at the initiation
stage and is routed for final approval. The following provides information on
creating a NEW requisition. A second business process, Create Position, is
also completed within this process when you are adding to staff.
Step
1
Action
From the landing page, click on Your Name
Click on your Organization
August 2012 U17

Create Job Requisition with Create Position Embedded,

Continued
Steps to
Complete
(continued)
Step
3
Action
Click on Organization to which the position will report
Select Job Change and then Create Job Requisition
Once you begin the process of creating a job requisition, the

system will require you to choose between:
Create New Position

For Existing Position
IMPORTANT NOTE
When Create New Position is chosen, Workday will automatically prompt
you to enter data for the new position as indicated in next step. Create
New Position routes through three additional stages after you initiate the
process. They are:
Review
Approval
Final Approval
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
6
Action
From the Create Job Requisition screen, click on
Create New Position and select Worker Type
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
7
Action
Fill in Position Details by following steps below:
Item
Reason
Requestor
Recruiting
instructions
Job posting
title
Description
Justification
Attach Job
Description
Comment
Action
Options:
Create Job
Requisition>Administrative
(Waiver)>Non-competitive fill; no
recruiting required
Create Job Requisition>Recruiting
(Post) >Post for competitive fill
Create Job Requisition>Recruiting
(Post)>Post internally only
Create Job Requisition>Contingent
Position
Create Job Requisition>Student
Position
Your name
Choose:
Faculty hire
Postdoc hire
Staff hire
Student hire
Paste title from job description
From job description, paste the job
summary and qualifications
From job description paste justification
REQUIRED
Brief for reviewer/ approver
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
8
Action
Scroll down to fill in Job Details; see table below for action
steps:
Item
Action
Job Profile
Choose:
Job Profiles
Job Profiles by Job Family
Job Profile-specifically defines the

work (Administrative Assistant, Regular
faculty tenured)
Job Family-group of Job Profiles
specific to employment type-(Facilities,
Library, Admin support)
Worker Sub-Type
Time Type
Location
Scheduled Weekly
Hours
Shift
Job Family Group-Staff, Faculty,

Student, etc.
Choose from:
Fixed Term
Regular
Seasonal/Intermittent
Student
Full or Part Time
Where position receives mail
Defaults to 37.5-change if appropriate
Select if applicable
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
9
Action
Scroll down to fill in Job Details; see table below for action
steps:
Item
Action
Choose date you would like to make
Recruiting Start
open to recruit for hire.
Date
Target Hire Date
Target End Date
Note: Position will be unavailable for

hire until this date occurs.
Choose date you would like to make
available for hire.
Note: Position will be unavailable for
hire until this date occurs.
For term appointments if applicable
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
10
Action
Change Organization Assignment: This process is used to
assign and change organizational information on a
position/employee such as Company, Cost Center, Business Unit
and Campus Box. The following fields should be populated:
Company-Always select Brown University-does not

default in
Cost Center-Reference Cost Center to Business Unit

Mapping Document* for code
Business Unit- Reference Cost Center to Business Unit

Campus Box -Type in or select from list
Ledger Code-Reference Brown Sub code to Workday

Ledger Account*
FRS Legacy Account Number
Note: Brown Sub code to Workday Ledger Account and Cost

Center to Business Unit Mapping Document are subject to
change as the new financial system is being developed
Do Not Select: Any of the following options as they are being
used for HR/Administrative purposes:
11
Legacy 403B (Designated HR Use Only)

Class (Designated HR Use Only)
Capped/Uncapped (Designated HR Use Only)
457(b) (Designated HR Use Only)
Kronos ID
NRA
Click Submit
August 2012 U17


Continued
Steps to
Complete
(continued)
Step
12
Action
Request Default Compensation: Compensation Plans are
assigned to all paid positions and will default in based on the job
profile selected. Additionally, benefits eligibility, taxation, and
time tracking requirements are all tied to compensation plans.
Therefore, it is critical that the correct job profile be chosen so
that the correct compensation plan is chosen.
To Request Default Compensation, you must enter either a
salaried or hourly rate depending on whether the position is
exempt (salary) or nonexempt (hourly). Click on the plus sign or
pencil icon as shown below.
Next, click on the Icon that looks like a notebook as shown (See
arrow 1 below). Doing so will launch a small pop-up screen into
which you will enter either the annualized (12) month salary or
hourly rate for the position.
Note: Clicking on Details (See arrow) brings you to a screen into

which you can enter a compensation end date. A compensation
end date is seldom used. To end compensation, end the job or
terminate the employee in Workday.
August 2012 U17

10

Continued
Steps to
Complete
(continued)
Step
13
14
Action
Assign Pay Group
Proposed Pay Group choose Monthly, Biweekly or Weekly
Choose Applicable Costing Components
Cost Center > Reference Cost Center to Business Unit
Mapping Document for code
Fund>Select 1 of 10 e.g., General Operating, Sponsored
Grants & Contracts
Grants> Skip-will be used when Workday Financial
goes live-July 2013
Business Units> Reference Cost Center to Business Unit
Ledger Code>Reference Brown Sub code to Workday
Ledger Account for code
FRS Legacy Account>6-digit FRS Account; type in LC
with 6 digit code-no hyphens
See Assign Costing Allocation Stand Alone Directions.
August 2012 U17

11

Continued
Steps to
Complete
(continued)
Step
15
16
Action
Once all data is entered at the Initiation Stage of Create Job
Requisition, Workday routes it to the HR Business Partner or
Faculty or Postdoc Partner, depending on position type, for
review and Approval and then to the HR Generalist for Final
Approval
The reviewer/approver selects a choice from list of options

below:
Action
Approve
Send Back
Deny
17
August 2012 U17
Result
Create Requisition and Position
successfully completed
Comment is required
Conversation with initiator is
recommended
DO NOT CHOOSE
Note: Selecting DENY wipes out all
data entered. Choose rarely and not
without prior conversation with
initiator.
COMPLETED

12
Hire Employee
Overview
Steps to
Complete
Hire Employee finalizes the hiring of an employee. There are four stages:
Initiation, Approval, Review, and Final Approval.
Step
1
Action
From the landing page click on Your Name>Your
Organization
Select Staffing>Position Available to fill
August 2012 U17

13
Hire Employee, Continued

Steps to
Complete
(continued)
Step
4
Action
Click Related Action icon > Hire>Hire Employee
Select Applicant Type

Options:
Existing Applicant-HR to add applicants to system; system

routes to Job Details
Create a New Applicant- System routes to Create Applicant

then Job Details
August 2012 U17

14

Steps to
Complete
(continued)
Step
6
Action
Create Applicant is where you will establish a Workday record
for the new hire by adding the persons legal name and contact
information. The following information is required:
Item
Source
Referred by
Action
N/A
Provide name of Brown employee if
applicable
Allow Duplicate
Name
Legal Name
Information
Check mark required
Click on Contact
Information tab
August 2012 U17
Required:
Country
First name
Last name
Must be legal name- Ensure that the
name entered matches the legal name of
the applicant
Required: Home address and at least 1
additional i.e. phone number or email
address
Job Details will default in. You will need to select the
following:
Item
Action
Select employees first day of work
Hire Date
Options:
Reason
New Hire Employee>New Hire

Employee>New Hire
Rehire>Rehire> Reactivate Seasonal

Employee
Rehire>Rehire>Reactivate Student
Worker
Rehire>Rehire>Rehire


15

Steps to
Complete
(continued)
Step
7
contd
Action
Item
Additional
Information
Action
Additional Information will default in.
Select Job Classification as follows:
By Job Classification
Group>Actual>Select actual total months
position is scheduled to work
Group>Standard>Reflects normal
months of operation for position
o 10-10 months
o 12-12 months
o 9-9 months
Note: Benefits for employee are calculated

based on Job Classification. This Fieldshould
be populated for student worker positions
too.
Select two dates:
Probationary Start Date
Probationary End Date
Note: Probationary period is 3 months for
non-exempt staff and is 6 months for exempt
staff
August 2012 U17

16

Steps to
Complete
(continued)
Step
8
Action
Change Organization Assignment: Information will default in
from the organizations assigned on the position. You may update
these assignments when additing an additional position.
Organizations you may choose are:

default in


Campus Box Number-Type in or select from list

Ledger Account*

Kronos ID
NRA
August 2012 U17

17

Steps to
Complete
(continued)
Step
9
10
11
Action
Propose Compensation: Information will default in from
position. You may update annualized salary or hourly rate during
Hire process if applicable.
Assign Pay Group
Proposed Pay Group choose Biweekly, Monthly or Weekly
Once all data is entered at the Initiation Stage of Hire,
Workday routes through three other stages: Review,
Approval and Final Approval.
12
Position
Manager
Staff (non-union)
13
Reviewer/Approver
First Approver
HR Business Partner for Review
and Approval then to HR
Generalist for Review and Final
Approval
Faculty or Postdoc Partner for
Faculty and Postdoc
Review and Final Approval
A To Do is triggered and sent to the HR Coordinator to Assign
Costing Allocation in order to adjust allocations when position
was created.
August 2012 U17

18

Steps to
Complete
(continued)
Step
14
Action
A series of notification are triggered within the system, giving a
number of system roles To Dos. These include:
Role
Security
Action
Assign Workday access
New Employee
Make or waive benefit elections
Benefits Partner
Reviews and approves employees

benefit elections
Initiate onboarding process for employee
HR Coordinator
15

below:
Action
Approve
Result
Hire successfully completed
Send Back
Deny
16
Important Note
August 2012 U17
Comment is required
Conversation with initiator is
recommended
DO NOT CHOOSE
initiator
COMPLETED
See the Compensation Glossary for definitions of compensation-related

terms.

19
One-Time Payment
Overview
Steps to
Complete
Request One-Time Payment is used to request a one instance payment for a

lump sum pay supplement, performance bonus, or sign on bonus. There are
three stages: Initiate, Approval, and Final Approval.
Step
1
Action
Organization
Select Members Tab>Employee Name (related actions

icon)>Compensation> Request One-Time Payment
August 2012 U17

20
One-Time Payment, Continued

Steps to
Complete
(continued)
Step
4
Action
Select effective date:
Choose first day of upcoming pay period for monthly,
biweekly and weekly
One-Time Payment Plan
Options:
Option
Faculty Award
Description
National Resident Alien (NRA)
Undergraduate Fellowship Award
NRA
Undergraduate
Fellowship
Pay Supplement
Pay for non-resident alien

undergraduate fellows.
Payment for a temporary assignment

of higher-level work or a negotiated
pay supplement
Performance Bonus Pay for extraordinary achievement or
superior performance
Recruitment bonus negotiated upon
Sign on Bonus
hire
Uniform Allowance In accordance with terms of bargaining
(Public Safety only) unit contract
Important Note: Do not initiate Excellence Awards or centrally-funded
bonus payments. One- time payments should not be requested for students
without prior approval.
August 2012 U17

21
One-Time Payment, Continued

Steps to
Complete
(continued)
Step
Action
6
Enter Amount
7
Currency-Defaults in
8
Additional Information
9
Comments on Plan-Include Justification
Important Note: Brown will no longer provide hand-drawn checks
effective July 1, 2012. A best practice recommendation for a manager is to
write a letter to the employee acknowledging the one-time payment.
10
Once all data is entered at the Initiation Stage of One-Time
Payment, Workday routes to the HR Business Partner,
Compensation Partner or Faculty or Postdoc Partner,
depending on position type, for review and approval.
11
12
13
Position
Action
Staff (non-union) HR Business Partner for Review and
Approval then to Compensation Partner
for Review and Final Approval
Student Worker HR Business Partner for Final Approval
A Notification is triggered and sent to:
HR Coordinator to assign costing allocations; HR Coordinator
should do this if applicable
below:
Choice
Result
One-Time
Payment
is successfully
Approve
completed.
Send Back
comment is required
conversation is recommended with
initiator
Deny
DO NOT CHOOSE
initiator.
COMPLETED
August 2012 U17

22

Overview
Steps to
Complete
Request Compensation Change modifies a salary on a filled position in the

current grade on an ongoing basis. There are three stages: Initiate Approval
and Final Approval.
Step
1
Action
Organization
Select Members Tab>Employee Name (related actions icon)>

Compensation>Request Compensation Change
August 2012 U17

23
Request Compensation Change, Continued

Steps to
Complete
(continued)
Step
4
5
Action
Select effective date:
Use first day of next pay period or other future effective date
Select Reason
Request Compensation Change>Adjustment
Activate Compensation
Allowance
Correction
Equity
Pay Supplement
Performance
Remove Salary spread (exempt only)
Remove Compensation (HR Use Only)
Remove Spread Salary (exempt only)
Summer Pay
Request Compensation Change>Conversion

Request Compensation Change>Union
Annual Rate Increase

Correction
Step Progression
August 2012 U17

24

Steps to
Complete
(continued)
Step
6
Action
Click on the Icon that looks like a notebook as shown below to
launch a small pop-up screen into which you will enter the
proposed annualized (12 month) amount or hourly rate for
the compensation change request under proposed column.
Note: Example illustrates request compensation change for

hourly rate. A request for annualized salary rate change would be
achieved in a similar manner via Salary Plans.
7
Once all data is entered at the Initiation Stage of

Compensation Change, Workday routes to the HR Business
Partner, Compensation Partner or Faculty or Postdoc
Partner, depending on position type, for review and approval.
Position
Action
Staff (non-union) HR Business Partner for Review and
Approval then to Compensation Partner
for Review and Final Approval
Faculty or Postdoc Partner for Review
Faculty and
Postdoc
and Final Approval
Student Worker Student Employment Partner for Review
and Final Approval
Faculty Partner f
August 2012 U17

25

Steps to
Complete
(continued)
Step
8
Action
A Notification is triggered and sent to:
HR Coordinator to assign costing allocations if applicable
10
Important Note
August 2012 U17

below:
Choice
Result
Compensation Change is successfully
Approve
completed.
Send Back
comment is required
conversation is recommended with
initiator
Deny
DO NOT CHOOSE
initiator.
COMPLETED
See the Compensation Glossary for definitions of compensation-relate

terms.

26
Edit Position
Overview
Steps to
Complete
Edit Position edits a position that may be filled or unfilled in the Workday
system. The following are all initiated with the edit position business process:
Full-time Equivalent (FTE), job profile, location, request for a job audit or job
description review, shift changes, change business title, update position end
date, update job classifications.
Step
1
Action
Organization
Select Members Tab>Position>Edit Position
August 2012 U17

27
Edit Position, Continued

Steps to
Complete
(continued)
Step
4
5
Action
Choose Effective Date-cannot retro date an action in Edit
Position
Select reason:
Business Title Change
Update Job Classification
Update Job End Date
Job Profile Change Request>
Change
Location Change>
Percent Time Change>
Job Description Review

Request Job Audit
Request Job Profile
Office/Department Move
Worker Move
Decrease Percent Time
Increase Percent Time
Job Details (pre-filled with default information)

Select Change if applicable to any of the following:
Employee Type
Job Profile
Job Title
Business Title
Time Type
Location
Pay Rate Type
Scheduled Weekly Hours
August 2012 U17

28

Steps to
Complete
(continued)
Step
7
Action
Additional Information: Select Change if applicable to any of
the following:
Item
Location Weekly
Hours
Default Weekly Hours
FTE
Job Exempt
Information/Action
Defaults in
Job Classification
Defaults in
Defaults in
select if position is transitioning
from nonexempt to exempt status
Group>Actual>Select actual
total months position is
scheduled to work
Group>Standard>Reflects the
normal months of operation for
the position
o 10-10 months
o 12-12 months
o 9-9 months
Note: Benefits for employee are

calculated based on Job
Classification
Company Insider Type

(inherent to Workday)
Workers
Compensation Code
Work Shift Comp
End Employment Date
Difficulty to Fill
Skip
From Job Profile
If applicable
If applicable
If applicable choose one of the
following:
Critical Job
Available for Hire
Hiring Freeze
Exclude from Headcount
August 2012 U17

29

Steps to
Complete
(continued)
Step
8
Action
To Request Default Compensation, you must enter either a
salaried or hourly rate depending on whether the position is
exempt (salary) or nonexempt (hourly). Click on the plus sign or
pencil icon as shown below.
Next, click on the Icon that looks like a notebook as shown (See
arrow 1 below). Doing so will launch a small pop-up screen into
which you will enter either the annualized (12) month salary
or hourly rate for the position.
Note: Clicking on Details (See arrow 2) brings you to a screen

into which you can enter a compensation end date. A
compensation end date is seldom used. To end compensation end
the job or terminate the employee in Workday.
August 2012 U17

30

Steps to
Complete
(continued)
Step
9
Action
Once all data is entered at the Initiation Stage of Edit Position,
Workday routes through two other stages: Approval and Final
Approval.
Staff positions route to the HR Business Partner for review and

approval. Faculty and postdoc positions route to the Faculty or
Postdoc Partner for review and final approval. Student worker
positions route to the Student Employment Partner for review
and final approval.
Position
Faculty & Postdoc
positions
Student Worker
Action
Faculty or Postdoc Partner for
Student Employment Partner for
HR Generalist for Final Review
and Approval
Staff (non-union)
Increase percent time
change
Decrease percent time
change
Position location
changes
Compensation Partner- Final
Staff (non-union)
Review and Approval
Job Profile Change
Request for Job Audit
Request for Job
Description Review
Staff (union)
Shift Change
HR Business Partner for Review

and Approval
August 2012 U17

31

Steps to
Complete
(continued)
Step
10
11
Action
A To Do is triggered and sent to:
Compensation Partner to update pay group if applicable.
below:
Choice
Approve
Send Back
Deny
12
Important Note
August 2012 U17
Result
Edit Position is successfully completed
Comment is required
Conversation is recommended with
initiator
DO NOT CHOOSE
initiator
COMPLETED
See the Compensation Glossary for definitions of compensation-related

terms.

32
Add Job
Overview
Steps to
Complete
Add Job is used to add an additional, secondary job to an employee for a

fixed length of time or an ongoing assignment. This process is used when an
employee already has a primary position. This process is also used to hire
student workers. In Workday, all student workers first jobs (primary
positions) reside in the Student Employment supervisory organization. There
are three stages: Initiation, Approval, and Final Approval.
Step
1
Action
From the landing page, use the search bar to search by name for
the employee to whom the job will be added.
Note: If a Student Workers name does not appear in Workday,

instruct the student to go to HR to complete the I-9 process.
Once this is done, the students information will be entered into
Workday and you will be able to complete the Add Job process.
2
Click on related-action icon next to Employee Name> Job

Change>Add Job
Select Supervisory Organization of Additional Job and

employee name
Note: Your supervisory organization will default in; select the
supervisory organization where the additional job will live
August 2012 U17

33
Add Job, Continued

Steps to
Complete
(continued)
Step
4
Action
Job Details- Once position is selected, other details default in
Item
Effective Date
Reason
Action
Select employees first day of work for
additional job
Options:
Add Additional Employee Job>Add
Additional Job>
Fixed Term Current and Contingent
Appointment
Fixed Term Assignment
Ongoing Assignment
Add Additional Employee Job>Student
Additional Job>Student Job
Position
Choose appropriate position from selection

Note: Position must be
requisitioned/created in order to add an
additional job to a worker
August 2012 U17

34
Add Job, Continued

Steps to
Complete
(continued)
Step
4
contd
Additional
Information
Action
Additional Information will default in
Note: Be sure to click on Additional
Details tab
By Job Classification Group>Actual>
Select actual total months position is

scheduled to work
Group>Standard>Reflects normal months
of operation for position
o 10-10 months
o 12-12 months
o 9-9 months
Note: Benefits for employee are calculated
based on Job Classification. This field
should be populated for student worker
positions too.
Select two dates:

Probationary Start Date
Probationary End Date
Note: Probationary period is 3 months for
non-exempt positions and is 6 months for
exempt positions.
Select Exclude Position from headcountBest Practice is to exclude student worker
position
August 2012 U17


35
Add Job, Continued

Steps to
Complete
(continued)
Step
5
Action
Change Organization Assignment: Information will default in
from the organizations assigned on the position. You may update
these assignments when additing an additional position.
Organizations you may choose are:

default in



Ledger Account*

Do Not Select: Options Designated as HR Use Only (used for
benefits)
August 2012 U17

36
Add Job, Continued

Steps to
Complete
(continued)
Step
6
Action
Propose Compensation: Information will default in from
position. You may update annualized salary or hourly rate during
Add Job process if applicable.
Assign Pay Group

IMPORTANT: Choose pay group of primary position held by
employee e.g., Stacey Smith is paid via the biweekly payroll for
her primary position and has an additional position that is paid
via the weekly payroll. Select biweekly for additional job.
August 2012 U17

37
Add Job, Continued

Steps to
Complete
(continued)
Step
8
Action
Once all data is entered in the Initiation Stage of Add
Additional Job, Workday routes through two other stages:
Approval and Final Approval.
Position
Staff
Faculty and
Postdoc
Student Worker
Action
HR Business Partner for Approval and
HR Generalist for Final Approval
Faculty/Postdoc Partner for Final
Approval
Student Employment Partner for Final
Approval
Faculty Partner f

below:
Choice
Approve
August 2012 U17
10
Result
Add Additional Job is successfully
completed
Send Back
Comment is required
initiator
Deny
DO NOT CHOOSE
initiator
(3) To Dos are triggered:
11
HR Coordinator to begin onboarding

HR Business Partner to Review union membership for
union staff
Employee as Self (Staff, Faculty, or Postdoc) to make or
waive benefit elections depending on eligibility
COMPLETE

38
End Job
Overview
Steps to
Complete
End Job is used to end an additional job that is not a primary position. There
are three stages: Initiate, Approval, and Final Approval.
Step
1
Action
From the landing page, use the search bar to search End Job and
click on End Job Task under search results
Select Employee Name, Job, End Date, Reason and Close

Position if applicable
Reason
Options:
Voluntary> End Additional Employee Job >Voluntary>
Career Opportunity
Resignation of Position
Personal
Involuntary> End Additional Employee Job > Involuntary >
Unsatisfactory Job Performance
Death
End of Position
Mutual Agreement
Close Position-If applicable
August 2012 U17

39
End Job, Continued

Steps to
Complete
(continued)
Step
3
Action
Additional Information
Last Day of Work
Pay Through Date
Notify Employee By -System fired notification to
employee. Should not replace conversation
Attachments-e.g., letter of resignation; Do Not include
Performance Documentation here
Once all data is entered in the Initiation Stage of End
Additional Job, Workday routes through two other stages:
Approval and Final Approval
Position
Staff
Action
HR Business Partner for Approval and
HR Generalist for Final Approval
Faculty/Postdoc Partner for Final
Faculty and
Postdoc
Approval
Student Worker Student Employment Partner for Final
Approval
below:
Choice
Approve
6
7
August 2012 U17
Result
End Additional Job is successfully
completed
Send Back
Comment is required
initiator
Deny
DO NOT CHOOSE
initiator
A To Do is triggered and sent out for Security to review and
update workday access
COMPLETE

40
Terminate Employee
Overview
Steps to
Complete
Terminate Employee is used to dismiss an employee from their primary

position. There are three stages to this business process, Initiate, Approval,
and Final Approval.
Step
1
Action
Access the Terminate Employee task by selecting the employee
who will be terminated.
From the landing page type the employees name in the search
field.
Click related-action icon next to icon Job Change>Terminate

Employee
August 2012 U17

41
Terminate Employee, Continued

Steps to
Complete
(continued)
Step
4
Action
Job Details will default in. You will need to select the
following:
Item
Effective Date
Action
Select last day of work for employee.
Reason
Select Reason-(2) Options:

Voluntary> e.g. Retirement, Career
Opportunity
Involuntary>e.g. End of Position,
Graduated Student
Secondary
Reason
Date of
Resignation
Regrettable
Submit
Omit
Voluntary
Check when loss to organization
August 2012 U17

42

Steps to
Complete
(continued)
Step
6
Action
Once all data is entered at the Initiation Stage of Terminate,
Workday routes to the Staff or Faculty/Postdoc Partner,
depending on position type, for review and approval.
Position
Staff
Faculty and
Postdoc
Student Worker
Action
HR Business Generalist for Review and
Final Approval.
Faculty/Postdoc Partner Final Approval
Faculty Partner f
Student Employment Partner for Review

and Final Approval

below:
Choice
Approve
Send Back
Deny
Result
Terminate is successfully completed
Comment is required
initiator
DO NOT CHOOSE
initiator
August 2012 U17

43

Steps to
Complete
(continued)
Step
8
Action
A series of notification are triggered within the system, giving a
number of system roles To Dos. These include:
Department
Benefits
Data & Integrity

Security
Manager
HR Coordinator
Absence Partner
August 2012 U17
Action
Create off-boarding package, change
benefits, provide COBRA eligibility
information
Edit service dates
End Workday access
Delegate assignments, collect keys, etc.
Initiate terminal vacation payout-more to
come
Maintain accruals and time off
adjustments
COMPLETED

44
Change Organizational Assignment

Overview
Steps to
Complete
Change Organizational Assignment is used to assign and change

organizational information on a position. There are 6 required fields on this
screen and they include Company, Cost Center, Business Unit, Campus Box,
FRS Legacy Account and Ledger Code. These fields feed the Assign Costing
Allocation business process on a filled position. There are two stages: Initiate
and Approval.
Use the related-action icon off of employees name or off of the position, if
unfilled, to inititate this process.
Step
1
Action
Related Action>Organization>Change Organization
Assignments
August 2012 U17

45
Change Organizational Assignment, Continued

Steps to
Complete
(continued)
Step
2
Action
Select date on which organizational assignment(s) will change
and organization assignments to be changed as follows:

default in



Ledger Account*

Kronos ID
NRA
August 2012 U17

46
Change Organizational Assignment, Continued

Steps to
Complete
(continued)
Step
3
Action
System routes to the Cost Center Manager for approval. HR
Coordinator receives notification if not the initiator

below:
Choice
Approve
Send Back
Deny
August 2012 U17
Result
Comment is required
initiator
DO NOT CHOOSE
initiator
COMPLETED

47

Overview
Steps to
Complete
Assign Costing Allocation adds or updates costing information, including

Cost Center, Business Unit, Fund, FRS Legacy Account, and Ledger Code for
an employees salary distribution. There are three stages: Initiate, Approval,
and Final Approval.
Step
1
Action
Assign Costing Allocating for filled position
Related Action off of employee>Payroll>Assign Costing
Allocation
August 2012 U17

48
Assign Costing Allocation, Continued

Steps to
Complete
(continued)
Step
2
Action
Populate Worker Costing for a filled position-Worker,
Effective Date, and Position
Worker-Defaults in
Effective Date-Select future, first day of employees next pay
cycle-monthly, biweekly, weekly
Position-Select appropriate position for costing allocation;
select position that applies to your organization/Cost Center
IMPORTANT-No payroll impact will occur on current costing
unless position is selected
Earning- Do not select earning unless allocating for summer
faculty pay
August 2012 U17

49

Steps to
Complete
(continued)
Step
3
Action
Assign Costing Allocation for Unfilled Position
View Organization>Staffing Tab>Related Action off of Position
Restrictions>Payroll>Assign Costing Allocation
Populate Other Costing for an unfilled position- Effective Date

and Position Restrictions

August 2012 U17

50

Steps to
Complete
(continued)
Step
3
contd
Action
Effective Date: Select future, first day of next pay cycle for
position-monthly, biweekly, weekly
Position Restrictions: Defaults in when this business process is
initiated off of Position Restrictions under Staffing Tab as
illustrated in steps 1-3 above
Assign Costing Allocation process is the same for filled and

unfilled positions at this screen
1. Start Date: Must coincide with future, first day of next

pay cycle-monthly, biweekly and weekly; See pay period
document for specific dates
End Date: Should coincide with last day of payperiod
and is necessary when adding a new costing allocation
for a new time period. See pay period document for
specific dates; End date may be left open.
Note: Workday will not change retro allocations-Use
Salary Reallocation Form for post-payroll run allocation
2. Default Organizational Assignments: Current
organization information will default in based on what is
entered in Change Organization Assignment on
selected filled position
3. Choose additional costing override components via
pick list including Fund, FRS Legacy Account, and
Ledger Account

August 2012 U17

51

Steps to
Complete
(continued)
Step
5
Action
Choose Applicable Costing Override Components -all are
necessary on unfilled positions
Cost Center > Reference Cost Center to Business Unit

Fund>Select 1 of 10 e.g., General Operating, Sponsored
Grants & Contracts
Grants> Skip-will be used when Workday Financial
goes live-July 2013
Business Units> Reference Cost Center to Business Unit
Ledger Code>Reference Brown Sub Code to Workday
Ledger Account for code
FRS Legacy Account>6-digit FRS Account
Note:
It is not necessary to override the default organization
information such as Cost Center and Business Unit.
You may add an additional Cost Center as part of a
costing element
If you would like to change the default assignments on
an ongoing basis you must do this via Change
Organization Assignment business process
o If the position is unfilled you must include all of
the costing fields
August 2012 U17

52

Steps to
Complete
(continued)
Step
6
Action
Enter Distribution Percentage: Each costing element (costing
with a new effective date) must total 100%. See Example below.
Example: The salary is being pulled from two different FRS
Legacy Accounts for the given time period. The Distribution
Percentage adds to 100%-If working with sponsored funds,
refer to Assign Costing Allocation for Summer Pay Spreadsheet
to determine percentages
August 2012 U17

53

Steps to
Complete
(continued)
Step
7
Action
System routes to cost Center Manager and Cost Center Financial
Analyst for approval
below:
Choice
Approve
Send Back
Deny
August 2012 U17
Result
Comment is required
initiator
DO NOT CHOOSE
initiator
COMPLETED

54

V4Business Processes

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V4Business Processes

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Business Processes

A business process is a sequence of one or more tasks that accomplishes a

Create Job Requisition

Business processes are frequently initiated at the department level; your

The key business processes covered in this training are:

Continued on next page

August 2012 U17

The Fundamentals of Workday

Change Organization Assignments

Assign Costing Allocation

Remove Matrix Members/Organization

Freeze Position or Headcount Group

Close Position or Headcount Group

More as they become available

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded

Create Job Requisition opens a requisition to fill or refill a position. There

Click on your Organization

Continued on next page

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Select Job Change and then Create Job Requisition

Once you begin the process of creating a job requisition, the

Create New Position

Continued on next page

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Continued on next page

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Continued on next page

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Job Profile-specifically defines the

Job Family Group-Staff, Faculty,

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Target Hire Date

Target End Date

Note: Position will be unavailable for

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Company-Always select Brown University-does not

Cost Center-Reference Cost Center to Business Unit

Business Unit- Reference Cost Center to Business Unit

Campus Box -Type in or select from list

Ledger Code-Reference Brown Sub code to Workday

FRS Legacy Account Number

Note: Brown Sub code to Workday Ledger Account and Cost

Legacy 403B (Designated HR Use Only)

Continued on next page

August 2012 U17

The Fundamentals of Workday

Create Job Requisition with Create Position Embedded,

Note: Clicking on Details (See arrow) brings you to a screen into

August 2012 U17

The Fundamentals of Workday