Human Capital Management

Product Summary

October 2023

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Contents

Human Capital Management.................................................................... 25

Worker Information....................................................................................25
Contact and Personal Information.................................................................................................... 25
Personal Information...............................................................................................................25
Public Profile Preferences...................................................................................................... 45
Names..................................................................................................................................... 49
IDs........................................................................................................................................... 54
Contact Information................................................................................................................ 62
Addresses............................................................................................................................... 67
Phone Numbers......................................................................................................................73
Vaccination and Workplace Test Tracking.............................................................................74
FAQ: Contact and Personal Information................................................................................ 84
Worker Photos...................................................................................................................................86
Load Worker Photos Individually............................................................................................86
Steps: Set Up Integration to Load Worker Photos in Bulk.....................................................87
Concept: Worker Photo Recommendations........................................................................... 88
Concept: Security for Worker Photos.....................................................................................88
Worker Documents............................................................................................................................ 89
Maintain Worker Documents.................................................................................................. 89
Personal Notes.................................................................................................................................. 90
Set Up Personal Notes...........................................................................................................90
Reference Letters.............................................................................................................................. 91
Steps: Manage Reference Letters..........................................................................................91
Steps: Set Up Segmented Security for Reference Letters.....................................................92
Find and Compare Workers..............................................................................................................93
Compare Workers...................................................................................................................93
Concept: Finding Workers...................................................................................................... 95
Concept: Worker Tags............................................................................................................97
Concept: Employee Timeline..................................................................................................97
Concept: Previous System History.........................................................................................98
Former Workers.................................................................................................................................99
Steps: Manage Former Worker Data..................................................................................... 99
Concept: Rehire Former Workers........................................................................................ 100
Worker Experience.......................................................................................................................... 100
Steps: Set Up Skills and Experience................................................................................... 100
Manage Skills and Experience............................................................................................. 101
Concept: Crowdsourced Skills and Experience Management..............................................102
Concept: Work Experience and Training Types...................................................................103
Competencies....................................................................................................................... 104
Certifications......................................................................................................................... 112
Job History............................................................................................................................117
Talent Statements........................................................................................................................... 122
Steps: Set Up Talent Statements.........................................................................................122
Set Up Segmented Security by Talent Statement Type...................................................... 123
Concept: Talent Statements................................................................................................. 124

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Country-Specific Information and Reporting........................................125

Locally Required Information...........................................................................................................125
Maintain Localization Settings.............................................................................................. 125
Maintain Name Components by Country............................................................................. 127
Concept: Custom Label for Country.....................................................................................127
Concept: Locally Required Reporting...................................................................................128
Reference: Locally Required Personal Information..............................................................129
China Employment Requirements...................................................................................................133
Maintain China Subregions.................................................................................................. 133
Maintain Location Subregions.............................................................................................. 134
Concept: China Employment Requirements........................................................................ 135
France Reporting Requirements..................................................................................................... 136
Steps: Set Up for MMO Preparation (France)..................................................................... 136
Steps: Set Up for RUP Reporting........................................................................................ 137
Steps: Set Up for DPAE Preparation (France).................................................................... 138
Steps: Set Up Establishments for DPAE Reporting (France).............................................. 139
Steps: Set Up Companies for DPAE Reporting (France).................................................... 140
Reference: Worker Data Requirements for DPAE Preparation (France)............................. 141
United States Reporting Requirements...........................................................................................142
Concept: United States Regulatory Reporting..................................................................... 142
Veteran Status...................................................................................................................... 143
EEO.......................................................................................................................................145
Self-Identification of Disability...............................................................................................150
Steps: Set Up Establishments........................................................................................................ 152
Reference: Global Library............................................................................................................... 154
Reference: Default Establishment Assignments............................................................................. 155

Recruiting................................................................................................. 156
Recruiting Setup.............................................................................................................................. 156
Setup Considerations: Recruiting......................................................................................... 156
Setup Considerations: Skills in Recruiting........................................................................... 163
Setup Considerations: Recruiting Notes.............................................................................. 168
Steps: Set Up Recruiting......................................................................................................170
Steps: Set Up the Recruiting Workflow................................................................................172
Steps: Set Up Recruiting Hub.............................................................................................. 175
Steps: Configure the Job Application Business Process..................................................... 176
Steps: Set Up Segmented Security for Recruiting Stages................................................... 178
Steps: Set Up Parallel Stages..............................................................................................179
Steps: Set Up Machine Learning for Recruiting...................................................................180
Steps: Add Notification Delays to Recruiting Business Processes...................................... 182
Set Up Recruiting to Staffing Field Defaults........................................................................ 183
Steps: Set Up Recruiting Notes........................................................................................... 184
Concept: Parallel Stages...................................................................................................... 185
Reference: Search Prefixes for Recruiting...........................................................................187
Reference: Tenant Analyzer.................................................................................................188
FAQ: Recruiting.................................................................................................................... 188
Example: Configure a Flexible Recruiting Process.............................................................. 190
Job Requisitions for Recruiting....................................................................................................... 191
Setup Considerations: Job Requisitions for Recruiting........................................................ 191
Steps: Set Up Job Requisitions for Recruiting.....................................................................196
Steps: Set Up and Create Confidential Job Requisitions.....................................................198
Steps: Set Up Primary Recruiters........................................................................................ 199
Steps: Set Up Spotlight Jobs............................................................................................... 200

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Find Jobs.............................................................................................................................. 201

Configure the Time to Fill Report.........................................................................................202
Create a Custom Time to Fill Report................................................................................... 203
Reference: Auto-Reassign Job Requisition Events..............................................................204
Concept: Confidential Job Requisitions, Prospects, and Candidates...................................206
Troubleshooting: Job Requisitions....................................................................................... 206
Evergreen Requisitions................................................................................................................... 207
Setup Considerations: Evergreen Requisitions.................................................................... 207
Steps: Set Up Evergreen Requisitions.................................................................................211
Create and Edit Evergreen Requisitions.............................................................................. 213
Concept: Candidate Eligibility Snapshots.............................................................................215
Concept: Moving Candidates Between Evergreen and Job Requisitions............................ 216
Concept: Link Evergreen Requisitions to Job Requisitions..................................................216
Candidates....................................................................................................................................... 217
Set Up Prospects and Candidates.......................................................................................217
Prospect and Candidate Management.................................................................................229
Candidate Skills Match......................................................................................................... 248
Candidate Ranking............................................................................................................... 252
Candidate Self-Scheduling................................................................................................... 254
Duplicate Candidate Merging............................................................................................... 261
Duplicate Management Framework for Recruiting............................................................... 272
External Candidate References............................................................................................275
Notifications for Candidates..................................................................................................279
Candidate Personal Information........................................................................................... 287
Candidate Expenses.............................................................................................................298
Career Sites.....................................................................................................................................305
Setup Considerations: External Career Sites.......................................................................305
Setup Considerations: Branding for External Career Sites.................................................. 309
Steps: Set Up External Career Sites................................................................................... 313
Steps: Set Up Candidate Home Accounts........................................................................... 315
Steps: Configure External Career Site Sidebars..................................................................316
Steps: Add Location Hierarchy Facets to Find Jobs............................................................317
Steps: Set Up Internal Recruiting.........................................................................................319
Steps: Set Up Jobs Hub...................................................................................................... 320
Steps: Set Up Internal Job Alerts........................................................................................ 321
Steps: Hide Similar Jobs on an Internal Career Site........................................................... 323
Steps: Set Up Notifications for Candidate Home Tasks...................................................... 323
Populate Job Applications with LinkedIn Profile...................................................................325
Populate Job Applications with SEEK Profiles.....................................................................326
Create External Career Sites............................................................................................... 326
Create Internal Career Sites for Non-Workers..................................................................... 332
Reference: Custom Events in Google Analytics 4............................................................... 333
Troubleshooting: External Career Sites............................................................................... 335
Candidate Engagement................................................................................................................... 336
Recruiting Campaigns...........................................................................................................336
Recruiting Landing Pages.................................................................................................... 341
Job Postings.................................................................................................................................... 346
Setup Considerations: Job Postings.................................................................................... 346
Steps: Set Up Job Postings................................................................................................. 349
Steps: Set Up Remote Jobs................................................................................................ 351
Create Job Posting Templates............................................................................................. 352
Post Jobs.............................................................................................................................. 353
Concept: Automatically Unpost Jobs....................................................................................354
Concept: Google Jobs.......................................................................................................... 355
Recruiting Agencies.........................................................................................................................355
Setup Considerations: Recruiting Agencies......................................................................... 355

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Steps: Set Up Recruiting Agencies and Agency Users....................................................... 359

Steps: Enable Self-Management for Recruiting Agencies................................................... 361
Create Recruiting Agencies and Agency Users................................................................... 362
Set Up Recruiting Agencies for Confidential Job Postings and Candidates.........................363
Identify Duplicate Recruiting Agency Candidates................................................................ 363
Concept: Recruiting Agency Management........................................................................... 364
Example: Upload Multiple Workday Accounts for Recruiting Agency Users........................ 364
Example: Enable Automatic Notifications for Recruiting Agency Users............................... 365
Referrals and Endorsements...........................................................................................................367
Setup Considerations: Referrals and Endorsements........................................................... 367
Steps: Set Up Referrals....................................................................................................... 372
Steps: Set Up Endorsements...............................................................................................374
Steps: Set Up Referral Payment Processes........................................................................ 376
Hide or Require Optional Fields for Referrals......................................................................377
Invite Referrals to Apply....................................................................................................... 378
Manage Unmatched Endorsement Requests.......................................................................378
Job Applications.............................................................................................................................. 379
Steps: Set Up Job Applications............................................................................................379
Steps: Manage Job Applications.......................................................................................... 380
Steps: Enable Candidates to Withdraw Their Job Applications........................................... 380
Steps: Set Up Job Application Templates............................................................................381
Create Job Application Templates....................................................................................... 383
Questionnaires................................................................................................................................. 384
Setup Considerations: Questionnaires for Recruiting.......................................................... 384
Steps: Set Up Questionnaires for Recruiting....................................................................... 388
Configure Supplementary Questionnaires for Recruiting..................................................... 390
Add Eligibility Questions to Job Applications....................................................................... 391
Change Questionnaires Assigned to Job Requisitions........................................................ 392
Concept: Segmented Security for Recruiting Questionnaires.............................................. 392
Example: Configure Segmented Security for Recruiting Questionnaires............................. 393
Example: Reuse Questionnaire Across Multiple Job Application Stages............................. 395
Assessments....................................................................................................................................396
Steps: Set Up Assessments for Candidates........................................................................ 396
Steps: Configure Segmented Security for Assessment Test Results...................................398
Example: Configure Segmented Security for Assessment Test Results..............................399
Interviews......................................................................................................................................... 401
Setup Considerations: Interviews......................................................................................... 401
Steps: Set Up Interviews......................................................................................................405
Steps: Set Up Interviews to Integrate with Microsoft Outlook.............................................. 407
Steps: Set Up Interviews to Integrate with Google Calendar...............................................408
Steps: Set Up Integration to Web Conference Provider...................................................... 408
Steps: Set Up Interview Reminders..................................................................................... 409
Steps: Manage Interviews.................................................................................................... 410
Configure the Interview Business Process...........................................................................413
Enable Interview Schedule Recommendations.................................................................... 415
Offers............................................................................................................................................... 416
Setup Considerations: Offers............................................................................................... 416
Steps: Set Up Offers............................................................................................................ 421
Steps: Configure the Offer Business Process......................................................................423
Steps: Set Up Inbox Task Consolidation for Offers............................................................. 425
Example: Add Documents to Job Offer............................................................................... 425
Example: Correct and Regenerate an Offer Document....................................................... 427
Example: Set Up Offer and Employment Agreement for Same Job Application.................. 428

Staffing......................................................................................................430

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Setup Considerations: Staffing........................................................................................................430

Setup Considerations: Autocomplete Staffing Events.....................................................................436
Set Up Security to Autocomplete Staffing Events.......................................................................... 440
Steps: Set Up Workday Assistant for Staffing................................................................................ 441
Basic Staffing Information............................................................................................................... 442
Steps: Set Up Basic Staffing Information.............................................................................442
Set Up Management Level Hierarchies............................................................................... 443
Set Up Job Level Hierarchies.............................................................................................. 444
Create Job Categories..........................................................................................................445
Create Job Classification Groups.........................................................................................446
Set Up Employee Types...................................................................................................... 447
Steps: Set Up Time Types and Subtypes............................................................................448
Create Contingent Worker Types.........................................................................................449
Create Company Insider Types............................................................................................450
Create Work Shifts............................................................................................................... 451
Set Up Work Hours Profiles................................................................................................. 452
Steps: Set Up Defaults for Service Dates............................................................................453
Steps: Set Up Custom Staffing Fields................................................................................. 456
Change Worker Service Dates.............................................................................................458
Change Creditable Service...................................................................................................462
Setup Considerations: Working Time Rules........................................................................ 462
Steps: Set Up Working Time Localized Fields.....................................................................466
Steps: Set Up Working Time Rules..................................................................................... 467
Concept: Working Time........................................................................................................ 468
Create Pay Rate Types........................................................................................................470
Reference: Search Prefixes for Staffing...............................................................................470
Job Catalog..................................................................................................................................... 472
Steps: Set Up Job Catalog.................................................................................................. 472
Create Job Profiles............................................................................................................... 473
Steps: Filter Job Profiles by Country................................................................................... 476
Create Job Families............................................................................................................. 477
Create Job Family Groups................................................................................................... 477
Mass Update Job Profile Skills with Workbooks.................................................................. 478
Reference: Job Catalog Reports.......................................................................................... 480
Staffing Models................................................................................................................................481
Manage Staffing Models.......................................................................................................481
Concept: Staffing Models..................................................................................................... 482
Concept: Hiring Restrictions................................................................................................. 484
Reference: Staffing Model Comparisons..............................................................................484
Maintain Jobs.................................................................................................................................. 489
Create Hiring Restrictions.....................................................................................................489
Change Hiring Restrictions...................................................................................................490
Change a Worker's Current Job Details.............................................................................. 491
Manage Organization Hiring Freeze.................................................................................... 492
Correct Jobs......................................................................................................................... 492
Maintain Positions........................................................................................................................... 493
Create Positions................................................................................................................... 493
View Position Restrictions Information................................................................................. 496
Change Position Restrictions............................................................................................... 497
Change a Worker's Current Position Details........................................................................498
Freeze and Unfreeze Positions............................................................................................ 499
Manage Position Hiring Freeze............................................................................................ 499
Close Positions..................................................................................................................... 500
Correct Positions.................................................................................................................. 501
Concept: When Position Restrictions Are Available to Fill................................................... 502
Job Requisitions.............................................................................................................................. 502

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Steps: Set Up Job Requisitions........................................................................................... 502

Set Up Security for Job Requisitions................................................................................... 504
Steps: Set Up Mass Actions on Job Requisitions................................................................505
Steps: Manage Job Requisitions..........................................................................................506
Create and Edit Job Requisitions.........................................................................................508
Create Job Requisition for Multiple Existing Positions......................................................... 513
Turn Off Job Requisitions.....................................................................................................514
Concept: Translated Job Requisitions..................................................................................515
Reference: Job Requisition Features for Recruiting and HCM............................................ 515
Reference: Default Job Requisition Data............................................................................. 517
Reference: Supervisory Organizations on Job Requisitions................................................ 519
Example: Add Custom Fields to Job Requisitions............................................................... 519
Pre-Hire Tracking............................................................................................................................ 521
Steps: Set Up Pre-Hire Tracking..........................................................................................521
Steps: Manage Pre-Hire Tracking........................................................................................ 522
Create Pre-Hires................................................................................................................... 522
Edit Personal and Contact Information for Pre-Hires........................................................... 523
Consider Pre-Hires for Positions.......................................................................................... 525
Delete Pre-Hires................................................................................................................... 525
Reference: Security Groups for Pre-Hires........................................................................... 526
Employment Agreements................................................................................................................ 527
Setup Considerations: Employment Agreements.................................................................527
Steps: Set Up Employment Agreements..............................................................................532
Steps: Set Up Inbox Task Consolidation for Employment Agreements............................... 534
Create Employment Agreements......................................................................................... 535
Contracts and Agreements..............................................................................................................536
Collective Agreements and Unions...................................................................................... 536
Employee Contracts............................................................................................................. 546
Probation Periods................................................................................................................. 560
Notice Periods...................................................................................................................... 571
Hire and Terminate......................................................................................................................... 578
Steps: Hire Inactive and Inactive External Students............................................................ 578
Steps: Set Up No Shows..................................................................................................... 579
Steps: Set Up Hire............................................................................................................... 580
Hire Employees.................................................................................................................... 580
Steps: Set Up Employee Resignation.................................................................................. 586
Steps: Set Up Termination..................................................................................................587
Terminate Employees........................................................................................................... 588
Steps: Set Up End Jobs.......................................................................................................592
Steps: Automate Initiation of Termination............................................................................ 594
Steps: Set Up Mass Action Workbooks to Initiate Termination............................................596
Initiate Termination in Mass Action Workbooks................................................................... 596
Hire and Terminate Concepts.............................................................................................. 598
Reference: No Shows and Terminations Comparisons....................................................... 602
FAQ: How do I import worker IDs during a hire?................................................................ 602
FAQ: Terminations................................................................................................................603
Troubleshooting: End Jobs Task Can't Terminate............................................................... 607
Contingent Worker Staffing............................................................................................................. 607
Steps: Set Up Contingent Workers...................................................................................... 607
Contract Contingent Workers............................................................................................... 608
Steps: Contract Inactive and Inactive External Students..................................................... 614
Change Contingent Worker Details......................................................................................614
End Contingent Worker Contracts........................................................................................615
Steps: Automate Initiation of Ending Contingent Worker Contracts.....................................616
Steps: Set Up Mass Action Workbooks to Initiate End Contingent Worker Contract............618
Initiate End Contingent Worker Contract in Mass Action Workbooks.................................. 619

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Convert Contingent Workers to Employees......................................................................... 621

Concept: Contingent Worker Purchase Orders....................................................................626
Concept: Contract Contingent Worker Initiating Actions...................................................... 626
Reference: Employee and Contingent Worker Differences..................................................627
Troubleshooting: Missing Onboarding Dashboard Items for Hired Contingent Workers.......628
Onboarding...................................................................................................................................... 630
Onboarding Dashboard.........................................................................................................630
Onboarding Landing Page....................................................................................................639
Form I-9................................................................................................................................ 642
Background Checks..............................................................................................................672
Change Job..................................................................................................................................... 674
Setup Considerations: Job Changes....................................................................................674
Steps: Set Up Job Changes................................................................................................ 678
Set Up Security for Job Changes........................................................................................ 681
Steps: Set Up Defaults for Change Job Fields.................................................................... 683
Set Up Reasons for Job Changes....................................................................................... 685
Set Up Rule Based Consolidated Templates for Job Changes........................................... 686
Set Up Change Job Templates............................................................................................687
Steps: Set Up Swap Positions............................................................................................. 692
Steps: Set Up Mass Action Workbooks to Initiate Change Job........................................... 694
Initiate Change Job in Mass Action Workbook.................................................................... 695
Create Help Text for Change Job........................................................................................ 696
Transfer, Promote, or Change Job...................................................................................... 697
Request Transfer.................................................................................................................. 698
Change Location...................................................................................................................700
Concept: Move Manager's Team......................................................................................... 700
Concept: Access to Job Profiles.......................................................................................... 702
Concept: Worker Transfers.................................................................................................. 702
Concept: Position Swaps......................................................................................................704
Concept: Promoting Workers to Managers.......................................................................... 705
Concept: Condition Rules for Job Changes.........................................................................705
Concept: Employee Contracts in Change Job Events......................................................... 706
Reference: Change Job Initiation......................................................................................... 706
Reference: Hiring Restrictions in Change Job..................................................................... 708
Multiple Jobs....................................................................................................................................709
Steps: Add Additional Jobs.................................................................................................. 709
Add Additional Jobs..............................................................................................................710
Ending Jobs.......................................................................................................................... 714
Switch Primary Job............................................................................................................. 715
Concept: Conditions for Switching a Primary Job................................................................716
Concept: Security Roles for Switching a Primary Job......................................................... 717
Reference: Impacts of Enabling Multiple Jobs..................................................................... 718
Reference: Impacts of Primary Position Designation........................................................... 720
International and Domestic Assignments........................................................................................724
Setup Considerations: International and Domestic Assignments.........................................724
Steps: Set Up International and Domestic Assignments......................................................728
Add International and Domestic Assignments......................................................................730
End International and Domestic Assignments......................................................................734
Reference: International Assignments Comparison............................................................. 735
FAQ: International and Domestic Assignments....................................................................736
Job Overlap..................................................................................................................................... 737
Steps: Set Up Job Overlap.................................................................................................. 737
Concept: Job Overlap...........................................................................................................740
Reference: Job Overlap Reporting.......................................................................................742
Organization Assignments...............................................................................................................743
Steps: Change Organization Assignments for Worker.........................................................743

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Mass Change Organization Assignments............................................................................ 744

Steps: Set Up Mass Action Workbooks to Initiate Change Organization Assignments........ 745
Initiate Change Organization Assignments in Mass Action Workbooks............................... 746
Set Up Out of Order Insertion and Correction for Organization Assignments...................... 747
Move Workers in Supervisory Organizations....................................................................... 749
Move Workers to New Managers.........................................................................................750
Assign Multiple Managers to Supervisory Organizations..................................................... 752
Concept: Moving Workers.................................................................................................... 753
Concept: Organization Assignment Worktags......................................................................754
Reference: Default Organization Assignments.....................................................................755
Reference: Manager Change Event Lite..............................................................................757
Job and Business Titles.................................................................................................................. 757
Concept: Changing Business Titles..................................................................................... 757
Reference: Job and Business Titles.................................................................................... 758
Flexible Work Arrangements........................................................................................................... 759
Setup Considerations: Flexible Work Arrangements............................................................759
Steps: Set Up Flexible Work Arrangements........................................................................ 763
Staffing History................................................................................................................................ 764
Setup Considerations: Worker Start Date Corrections.........................................................764
Steps: Set Up Worker Start Date Corrections..................................................................... 767
Correct Staffing Events.........................................................................................................769
Correct Hire Date and Reason for Multiple Employees....................................................... 771
Concept: Job History............................................................................................................ 771
Concept: Corrections to Staffing History.............................................................................. 772
Concept: Worker Start Date Corrections..............................................................................773
Concept: Out of Order Correction........................................................................................ 775
Concept: Out of Order Insertion...........................................................................................776
Example: Update Worker History for Terminated Employee................................................777
Headcount Plans............................................................................................................................. 777
Steps: Set Up Security for HCM Headcount Plans..............................................................777
Steps: Create Headcount Plans for HCM............................................................................ 778
Create Headcount Plan Structures for HCM........................................................................779
Create Templates for HCM Headcount Plans......................................................................782
Maintain Headcount Plans for HCM.....................................................................................783
Concept: Headcount Plan Reports for HCM........................................................................ 785
Reference: Headcount Plan Dimensions for HCM...............................................................787
Retirees............................................................................................................................................787
Retire an Employee.............................................................................................................. 787
Rehire a Retiree................................................................................................................... 788
HR Partner Hub...............................................................................................................................789
Steps: Set Up HR Partner Hub............................................................................................789
Concept: HR Partner Hub.................................................................................................... 790
Reference: HR Partner Hub Security and Data Sources..................................................... 791
Staffing FAQs.................................................................................................................................. 793
FAQ: How Does the Conversion Position Start Date Field Work?......................................793
FAQ: Supervisory Organizations and Staffing Events......................................................... 793
FAQ: Can I control which job details are visible on worker profiles?................................... 795
Troubleshooting: Staffing Tab Doesn't Display on a Supervisory Organization................... 795

Compensation.......................................................................................... 796
Components: Elements and Eligibility Rules.................................................................................. 796
Steps: Set Up Compensation Components......................................................................... 796
Create Frequencies.............................................................................................................. 797
Create Compensation Elements...........................................................................................798
Setup Considerations: Compensation Eligibility Rules.........................................................799

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Create Eligibility Rules for Compensation............................................................................803

Assign Compensation Components to an Eligibility Rule.................................................... 805
Grades and Grade Steps................................................................................................................ 805
Steps: Set Up Compensation Grades and Grade Steps......................................................805
Create Compensation Grades..............................................................................................806
Create Compensation Grade Steps..................................................................................... 808
Set Up Adjustments to Compensation Steps.......................................................................810
Create a Compensation Grade Hierarchy............................................................................811
Set Up Automatic Compensation Grade Step Progression Schedules................................ 811
Request Grade Change........................................................................................................813
Set Up Adjustments to Compensation Grades Assigned to Job Profiles............................. 814
Reference: Compensation Grade and Pay Range Security.................................................815
Reference: Compensation Step and Grade Progression Reports........................................816
Steps: Set Up Within Grade Increase Notifications............................................................. 817
Steps: Set Up Quality Step Increase................................................................................... 818
Compensation Survey Management and Benchmark.....................................................................819
Setup Considerations: Compensation Survey Management and Compensation
Benchmark....................................................................................................................... 819
Steps: Enable Machine Learning for Compensation Benchmark Job Matching................... 824
Steps: Manage External Compensation Surveys, Job Catalog, and Job Matches...............826
Steps: Manage External Compensation Survey Results......................................................828
Steps: Configure External Compensation Benchmarks from Survey Results...................... 830
Create External Compensation Survey Benchmark Cycles................................................. 832
Steps: Create Shadow Compensation Pay Ranges............................................................ 835
Steps: Configure Internal Compensation Benchmarks.........................................................835
Reporting on Compensation Benchmarks............................................................................837
Reference: Workday Compensation Benchmark Solutions..................................................838
Steps: Set Up Benchmark Jobs........................................................................................... 839
Manage Compensation................................................................................................................... 840
Steps: Propose Compensation for Employees or Positions................................................. 840
Create Compensation Packages..........................................................................................843
Set Up Compensation Package Analytics............................................................................844
Roll Out Compensation Plans to Employees....................................................................... 845
Remove Compensation Plans from Multiple Employees..................................................... 847
Remove Compensation Plans with Expected End Date...................................................... 847
Set Up Segmented Security by Compensation Plans..........................................................848
Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans..................851
Set Up Task Consolidation for Compensation in Recruiting................................................ 852
Steps: Analyze Pay Equity................................................................................................... 853
Configure Scramble Plans for Compensation...................................................................... 855
Example: Compensation Pay Ranges Scramble Field.........................................................857
FAQ: Propose Compensation...............................................................................................858
FAQ: Compensation Defaulting............................................................................................859
Reference: Full Time Equivalent in Compensation.............................................................. 864
Reference: Benefits and Pay Hub........................................................................................865
Reference: Out of Order Changes and Effective Dating......................................................867
Reference: Compensation Plan Comparisons..................................................................... 869
Salary and Hourly Plans................................................................................................................. 872
Steps: Set Up Salary Plans................................................................................................. 872
Create Salary Plans............................................................................................................. 873
Create Unit Salary Plans......................................................................................................874
Create Period Salary Plans..................................................................................................876
Create Hourly Plans............................................................................................................. 877
Allowance Plans.............................................................................................................................. 879
Steps: Manage Reimbursable Accounts.............................................................................. 879
Create Allowance Plans....................................................................................................... 881

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Commission Plans........................................................................................................................... 885

Create Commission Plans.................................................................................................... 885
Merit Plans.......................................................................................................................................886
Steps: Set Up Merit Plans....................................................................................................886
Create Merit Plans................................................................................................................887
Bonus Plans.................................................................................................................................... 890
Steps: Set Up Bonus Plans................................................................................................. 890
Steps: Pay for Company Performance.................................................................................891
Steps: Set Up Eligible Earnings Overrides for Bonuses...................................................... 892
Create Bonus Plans............................................................................................................. 892
Create Compensation Scorecards....................................................................................... 898
Create Compensation Scorecard Results............................................................................ 899
Create Deferred Bonus Calculations....................................................................................900
Create Future Payment Plans.............................................................................................. 901
Assign Future Payment Plans to Employees.......................................................................902
Calculate Outstanding Balances for Future Payment Plans................................................ 903
Steps: Rescind or Forfeit Bonus Payments for Employees................................................. 904
Concept: Company Performance Options............................................................................904
Concept: Future Payment Plans and True Ups................................................................... 905
Example: Deferred Bonus Progressive Calculation............................................................. 907
Stock Plans......................................................................................................................................908
Steps: Manage Stock Plans and Grants.............................................................................. 908
Create Stock Plans...............................................................................................................909
Request Stock Grants.......................................................................................................... 911
Add Stock Grants................................................................................................................. 912
Create Stock Participation Rate Tables............................................................................... 913
Update Approved Stock Grants........................................................................................... 915
Calculated Plans..............................................................................................................................915
Steps: Manage Calculated Plans for Compensation............................................................915
Concept: Calculated Plans for Compensation......................................................................917
Locality Pay..................................................................................................................................... 919
Steps: Set Up Locality Pay Areas........................................................................................919
Concept: Locality Pay Areas................................................................................................ 920
Compensation Basis........................................................................................................................920
Steps: Manage Compensation Basis................................................................................... 920
Create Configurable Compensation Basis........................................................................... 921
Create Calculation Compensation Basis.............................................................................. 924
Concept: Compensation Basis............................................................................................. 925
One-Time Payment Plans............................................................................................................... 928
Steps: Manage One-Time Payments................................................................................... 928
Create One-Time Payment Plans........................................................................................ 930
Request One-Time Payments for Employees...................................................................... 932
Steps: Enable Self-Service One-Time Payments.................................................................935
Set Up Compensation Reviews...................................................................................................... 936
Setup Considerations: Compensation Reviews................................................................... 936
Steps: Create a Compensation Matrix................................................................................. 941
Steps: Prepare for Compensation Reviews......................................................................... 943
Steps: Set Up the Compensation Review Business Process.............................................. 946
Steps: Manage Custom Calculations for Compensation Reviews....................................... 947
Create Eligible Earnings Overrides for Bonus and Stock.................................................... 949
Create Eligibility Waiting Periods for Compensation Review Processes..............................950
Create Time Proration Rules for Compensation Reviews....................................................952
Create Compensation Rounding Rules................................................................................954
Manage Compensation Review Participation Rule Sets...................................................... 955
Steps: Manage Custom Modifiers for Compensation Reviews............................................ 958
Create Grid Configurations for Compensation..................................................................... 959

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Create Compensation Review Options................................................................................ 961

Access Compensation Review Grids from Custom Reports................................................ 964
Restrict Viewing of Merit, Bonus, and Stock Plan Assignments.......................................... 965
Understand Compensation Reviews............................................................................................... 966
Concept: Compensation Reviews........................................................................................ 966
Concept: Coordination of Events During Compensation Reviews....................................... 968
Example: Coordination of Organization Events in Compensation Reviews......................... 969
Example: Time-Based Proration for Merit and Bonus Awards.............................................972
Example: Include Active Employees Assigned Plan During Process Period........................972
FAQ: Compensation Reviews.............................................................................................. 973
FAQ: Employee Visibility Date............................................................................................. 979
FAQ: Merit, Bonus, and Stock Pool Calculations.................................................................980
FAQ: Rounding and Precision in Compensation Review Calculations.................................985
FAQ: How is Total Eligible Earnings calculated?.................................................................986
Troubleshooting: Compensation Review Participation Rule Sets........................................ 987
Reference: Compensation Review Participation Rule Set Options...................................... 988
Reference: Terminations During Compensation Review Processes.................................... 990
Manage Compensation Reviews.....................................................................................................992
Initiate Compensation Review Processes............................................................................ 992
Steps: Add or Remove Employees to or from Compensation Reviews............................... 995
Steps: Manage Multiple Events During Compensation Reviews......................................... 996
Change Dates and Reasons on In-Progress Compensation Reviews................................. 997
Steps: Recalculate Bonus Targets, Pool, and Awards During Compensation Reviews....... 998
Manage Compensation Review Pools................................................................................. 999
Manage Awards for Compensation Reviews..................................................................... 1003
Review Promotions in Compensation Reviews..................................................................1004
Manage Funding for Bonuses............................................................................................ 1005
Compensation Statements............................................................................................................ 1005
Steps: Create Wage Theft Prevention Notices.................................................................. 1005
Steps: Set Up Total Rewards Statement........................................................................... 1007
Create Total Rewards Templates.......................................................................................1008
Steps: Create Custom Compensation Review Statements................................................ 1009
Steps: Manage Compensation Review Statements........................................................... 1010
FAQ: Compensation Review Statements........................................................................... 1012
Severance Plans........................................................................................................................... 1013
Steps: Manage Employee Severance................................................................................ 1013
Create Severance Matrix....................................................................................................1014
Create Severance Packages..............................................................................................1016
Create Severance Worksheets for Workers.......................................................................1017
Complete Severance Package Assignments..................................................................... 1019
Request Compensation Change After Termination............................................................1021

Benefits................................................................................................... 1021
Set Up Benefits............................................................................................................................. 1021
Steps: Set Up Benefits....................................................................................................... 1021
Setup Considerations: Benefits for Mergers and Acquisitions........................................... 1023
Manage Benefit Coverage Types.......................................................................................1028
Create Health Care Coverage Targets.............................................................................. 1031
Create Insurance Coverage Targets.................................................................................. 1032
Create Benefit Providers.................................................................................................... 1033
Create Benefit Groups........................................................................................................1034
Set Up Benefit Enrollment Instructions.............................................................................. 1037
Set Up Benefit Electronic Signatures................................................................................. 1038
Set Up Save for Later........................................................................................................ 1039
Create Benefit Eligibility Rules........................................................................................... 1039

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Concept: Checking Benefit Group Eligibility.......................................................................1041

Custom Validations............................................................................................................. 1042
Reference: Benefits and Pay Hub......................................................................................1045
FAQ: Benefit Groups.......................................................................................................... 1047
Costs and Rates............................................................................................................................1048
Steps: Set Up Insurance Costs..........................................................................................1048
Steps: Manage Individual Benefit Rates............................................................................ 1049
Create Health Care Rates..................................................................................................1050
Create Insurance Coverages..............................................................................................1052
Create Insurance Rates......................................................................................................1055
Enter Individual Benefit Rates............................................................................................ 1058
Troubleshooting: Incorrect Long-Term Disability Insurance Rates.....................................1059
Troubleshooting: Tobacco Question Missing for Dependents............................................1060
Set Up Employee Benefit Plans....................................................................................................1061
Setup Considerations: Payroll and Benefits....................................................................... 1061
Steps: Set Up Employee Benefit Plans..............................................................................1068
Create Health Care Plans.................................................................................................. 1069
Create Insurance Plans...................................................................................................... 1074
Setup Considerations: Critical Illness Insurance Plans...................................................... 1076
Create Retirement Savings Plans...................................................................................... 1080
Create Rules for Allocating Retirement Savings Contributions.......................................... 1082
Enroll Employees in Retirement Savings Plans................................................................. 1083
Create Health Savings Account Plans............................................................................... 1084
Create Spending Account Plans........................................................................................ 1088
Create Additional Benefit Plans..........................................................................................1090
Concept: Hiding Benefit Plans from Configuration Prompts...............................................1093
Concept: Employee Stock Purchase Plans........................................................................1094
Example: Add Expanded Details for Medical Plans...........................................................1095
Reference: Health Savings and Spending Accounts Enrollment Options.......................... 1096
Reference: Field Types for Health Care Expanded Plan Details....................................... 1099
FAQ: How do I stop calculated insurance coverage amounts from displaying?.................1108
FAQ: How do I make HSA contribution changes without a qualifying event?.................... 1108
Benefit Programs........................................................................................................................... 1108
Steps: Set Up Benefit Partner Programs........................................................................... 1108
Configure Visibility for Program Cards............................................................................... 1109
Concept: Benefit Partner Programs....................................................................................1111
Enrollment Events and Rules........................................................................................................1111
Steps: Set Up Enrollment Events and Rules..................................................................... 1111
Steps: Set Up Automatic Benefit Eligibility Checks............................................................1112
Create Enrollment Events...................................................................................................1113
Create Enrollment Event Rules.......................................................................................... 1119
Create Conditional Messages for Enrollment Events.........................................................1127
Enrolling New Hires in Benefits..........................................................................................1128
Discontinue Benefits on Termination..................................................................................1129
Concept: Enrollment Period for Benefit Events..................................................................1130
Concept: Coordination of Benefits Enrollment Events....................................................... 1131
Concept: Multiple Benefit Events on the Same Day.......................................................... 1133
Concept: Plan Changes and Waiting Periods.................................................................... 1135
Reference: Benefit Deduction Begin Date Rules............................................................... 1137
Reference: Benefit Deduction End Date Rules.................................................................. 1139
Example: Coordination of Benefits Events.........................................................................1140
Troubleshooting: Coordination of Events and Changed Retirement Savings Elections..... 1141
Troubleshooting: Enrollment Events...................................................................................1142
Default Coverage and Auto-Enrollment........................................................................................ 1144
Set Up Default Benefits Coverage..................................................................................... 1144
Set Up Auto-Enrollment for Benefit Plans..........................................................................1146

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FAQ: How does Workday check for changed employee benefits?.................................... 1146
Cross Plan Dependencies.............................................................................................................1147
Create Cross Plan Enrollment Prerequisites......................................................................1147
Create Cross Plan Insurance Coverage Maximums.......................................................... 1149
Create Cross Plan Insurance Percentage Maximums....................................................... 1151
Create Cross Plan Retirement Savings Plan Contribution Maximums...............................1152
Examples: Cross Plan Enrollment Prerequisites................................................................1153
Benefit Credits and Surcharges.................................................................................................... 1155
Steps: Manage Benefit Credits and Surcharges................................................................ 1155
Steps: Set Up Benefit Credits............................................................................................ 1156
Steps: Set Up Benefit Surcharges..................................................................................... 1157
Create Benefit Annual Credit Types...................................................................................1157
Create Benefit Credits........................................................................................................ 1158
Create Benefit Credit Bundles............................................................................................1160
Create Benefit Surcharges................................................................................................. 1161
Change Wellness Data.......................................................................................................1163
Include Coverage Types in Total Benefit Costs.................................................................1163
Concept: Benefit Credits and Surcharges..........................................................................1164
Multiple Jobs..................................................................................................................................1165
Steps: Set Up Multiple Jobs for Benefit Eligibility.............................................................. 1165
Create Selection Rules for Benefit Jobs............................................................................ 1166
Assign Benefit Job Selection Rules to Benefit Groups...................................................... 1167
Change Jobs Used for Benefit Eligibility............................................................................ 1168
Open Enrollment............................................................................................................................1169
Setup Considerations: Open Enrollment............................................................................ 1169
Steps: Set Up Open Enrollment.........................................................................................1177
Steps: Manage Open Enrollment....................................................................................... 1179
Create Benefit Plan Year Definitions..................................................................................1181
Start Open Enrollment........................................................................................................ 1181
Add Employees to Open Enrollment.................................................................................. 1183
Remove Employees from Open Enrollment....................................................................... 1184
Send Open Enrollment Reminders to Employees..............................................................1184
Close Open Enrollment...................................................................................................... 1185
Finalize Open Enrollment Elections................................................................................... 1186
Correct an Employee's Open Enrollment Elections........................................................... 1187
Concept: Benefits Enrollment Events on Mobile................................................................ 1188
Concept: Enrollment Status Indicators............................................................................... 1189
Concept: Integration Implications for Using Correct Benefits.............................................1190
Concept: Irrevocable Beneficiaries for Quebec..................................................................1190
FAQ: Open Enrollment....................................................................................................... 1190
Benefit Changes............................................................................................................................ 1192
Change Benefit Elections................................................................................................... 1192
Change Retirement Savings Elections...............................................................................1194
Finalize Open Benefit Event Elections............................................................................... 1195
Correct Benefits.................................................................................................................. 1197
Extend Benefits Coverage for an Individual Employee...................................................... 1197
Concept: Change Benefits Web Services.......................................................................... 1198
Reference: Election Status for All Effective Dates............................................................. 1200
Example: Create and Send Alerts for Benefit Changes.....................................................1200
Passive Events.............................................................................................................................. 1201
Steps: Set Up Passive Events........................................................................................... 1201
Set Up Passive Event Business Processes.......................................................................1202
Create Passive Event Rules.............................................................................................. 1203
Schedule Passive Events................................................................................................... 1204
Concept: Processing Passive Events for the First Time.................................................... 1207
Concept: Passive Event Rules........................................................................................... 1207

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Concept: Preview Alerts for Passive Events......................................................................1209

FAQ: Passive Events..........................................................................................................1209
Troubleshooting: Passive Events....................................................................................... 1210
Evidence of Insurability................................................................................................................. 1212
Steps: Set Up Evidence of Insurability...............................................................................1212
Steps: Manage Evidence of Insurability............................................................................. 1213
Correct Employee EOI Approval and Denial Dates........................................................... 1214
Concept: Evidence of Insurability Processes..................................................................... 1214
FAQ: How are coverage levels determined for evidence of insurability?........................... 1216
COBRA.......................................................................................................................................... 1217
Steps: Set Up COBRA Automation.................................................................................... 1217
Grant COBRA Eligibility......................................................................................................1218
Correct COBRA Eligibility Records.................................................................................... 1219
Grant COBRA to an Ex-Spouse.........................................................................................1219
FAQ: How is the Qualifying Event Date determined?........................................................ 1220
Patient Protection and Affordable Care Act.................................................................................. 1220
Setup Considerations: Affordable Care Act Reporting....................................................... 1220
Steps: Set Up Affordable Care Act Measurements and Eligibility...................................... 1225
Steps: Manage Affordable Care Act Measurements and Eligibility.................................... 1227
Steps: Set Up ACA Software Partner Transmission.......................................................... 1227
Steps: Set Up ACA Forms 1094-C and 1095-C................................................................ 1229
Steps: Import ACA 1095-C Recipient Data........................................................................1232
Configure Affordable Care Act Reporting...........................................................................1233
Create Affordable Care Act Measurement Periods............................................................1234
Create an ACA Company Configuration............................................................................ 1237
Prepare ACA Recipient Data for EIB Upload.....................................................................1239
View and Correct ACA Data Transmission Status.............................................................1241
Concept: Worker Eligibility for Affordable Care Act Benefits..............................................1242
Reference: Worklets and Reports for Affordable Care Act Compliance.............................1243
FAQ: Patient Protection and Affordable Care Act..............................................................1244
Troubleshooting: 1095-C IRS Transmission Errors............................................................1247
Medicare........................................................................................................................................ 1248
Steps: Set Up Medicare Tracking...................................................................................... 1248
Manage Medicare Information............................................................................................1249
Dependents and Beneficiaries...................................................................................................... 1250
Manage Personal Relationship Types................................................................................1250
Manage Dependents and Beneficiaries............................................................................. 1251
Add or Delete Court-Ordered Benefits (QDRO).................................................................1253
Steps: Set Up Fair Market Value for Health Care Plans....................................................1254

Talent.......................................................................................................1255
Goals..............................................................................................................................................1255
Setup Considerations: Organization Goals........................................................................ 1255
Steps: Set Up Goals...........................................................................................................1258
Set Up Individual Goals......................................................................................................1260
Set Up Goals for Employee Reviews.................................................................................1261
Set Up Organization Goals................................................................................................ 1262
Set Up Goal Completion Statuses..................................................................................... 1263
Steps: Configure Goal Templates...................................................................................... 1264
Steps: Manage Organization Goals................................................................................... 1265
Create or Edit Organization Goals..................................................................................... 1266
Create or Edit Individual Goals.......................................................................................... 1268
Cascade Goal to Employees..............................................................................................1270
Add Additional Employees to Goal.................................................................................... 1272
Enable Archiving Goals...................................................................................................... 1272

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Mass Archive Individual Goals........................................................................................... 1273

Concept: Hide and Require Goal Fields by Security Group...............................................1274
Reference: Individual Goal Fields...................................................................................... 1275
Example: Hide the Track By Field in Individual Goals....................................................... 1276
Example: Require Fields in Individual Goals..................................................................... 1276
FAQ: Individual Goals.........................................................................................................1277
Development Items........................................................................................................................1278
Manage Development Items...............................................................................................1278
Career Interests............................................................................................................................. 1280
Steps: Set Up Interests...................................................................................................... 1280
Steps: Set Up Opportunity Graph...................................................................................... 1281
Create a Public Job Catalog.............................................................................................. 1282
Set Up Career Interests..................................................................................................... 1283
Set Up Travel Preferences.................................................................................................1284
Set Up Relocation Preferences.......................................................................................... 1284
Concept: Opportunity Graph...............................................................................................1285
Concept: Interests...............................................................................................................1286
FAQ: Opportunity Graph.....................................................................................................1287
Career Hub.................................................................................................................................... 1288
Setup Considerations: Career Hub.................................................................................... 1288
Steps: Set Up Career Hub................................................................................................. 1293
Process: Refine Maintained Skills for Career Hub Matching............................................. 1297
Concept: Career Hub..........................................................................................................1299
Reference: Career Hub Security........................................................................................ 1300
FAQ: Career Hub............................................................................................................... 1303
Talent Marketplace........................................................................................................................ 1305
Setup Considerations: Talent Marketplace.........................................................................1305
Steps: Set Up Talent Marketplace..................................................................................... 1311
Steps: Set Up Security for Talent Marketplace.................................................................. 1314
Steps: Set Up Gigs............................................................................................................ 1316
Promote Gig........................................................................................................................1318
Process: Refine Maintained Skills for Talent Marketplace Matching..................................1319
Reference: Gigs Notifications............................................................................................. 1320
FAQ: Talent Marketplace....................................................................................................1322
Manager Insights Hub................................................................................................................... 1323
Setup Considerations: Manager Insights Hub....................................................................1323
Steps: Set Up Manager Insights Hub................................................................................ 1327
Reference: Manager Insights Hub Security....................................................................... 1328
Career Profile................................................................................................................................ 1335
Setup Considerations: Career Profile.................................................................................1335
Steps: Set Up Career Profile..............................................................................................1338
Reference: Security for Career Profile Sections................................................................ 1340
Talent Reviews.............................................................................................................................. 1341
Steps: Manage Talent Reviews..........................................................................................1341
Create Talent Review Rules.............................................................................................. 1341
Create Talent Review Templates....................................................................................... 1342
Start Talent Reviews.......................................................................................................... 1344
Add Logo to Talent Cards.................................................................................................. 1346
View and Print Talent Cards.............................................................................................. 1347
Steps: Create Custom Talent Card Layouts...................................................................... 1348
Concept: Talent Reviews....................................................................................................1349
Concept: Talent Cards........................................................................................................1351
FAQ: Talent Reviews..........................................................................................................1353
Employee Reviews........................................................................................................................ 1357
Common Employee Review Setup.....................................................................................1357
Employee Review Process.................................................................................................1392

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Performance Reviews.........................................................................................................1408
Development Plans.............................................................................................................1426
Disciplinary Actions.............................................................................................................1429
Performance Improvement Plans....................................................................................... 1433
Employee Review Ratings and Weightings....................................................................... 1437
FAQ: Employee Reviews....................................................................................................1443
Talent and Performance Calibration............................................................................................. 1444
Steps: Calibrate Talent and Performance Ratings.............................................................1444
Configure Custom Organizations for Calibration................................................................1445
Setup Considerations: Calibration nBox Reports............................................................... 1446
Create Calibration nBox Reports........................................................................................1449
Set Up Calibration nBox Reports....................................................................................... 1451
Define Calibration Program Rules......................................................................................1453
Set Up Calibration Programs............................................................................................. 1454
Steps: Set Up Calibration...................................................................................................1457
Hide Calibration Workers....................................................................................................1459
Concept: Calibration nBox Placement................................................................................1460
Concept: Manage Calibration............................................................................................. 1460
Concept: Calibration Facilitation.........................................................................................1462
Concept: Calibration Results.............................................................................................. 1463
Concept: Calibration Dashboard........................................................................................ 1464
Example: Calibration nBox Placement............................................................................... 1464
FAQ: Talent and Performance Calibration......................................................................... 1465
Feedback....................................................................................................................................... 1466
Setup Considerations: Anytime Feedback......................................................................... 1466
Setup Considerations: Requested Feedback..................................................................... 1469
Steps: Set Up Feedback.................................................................................................... 1472
Set Up Feedback Security................................................................................................. 1474
Set Up Feedback Business Processes.............................................................................. 1474
Confidential, Private, and Anonymous Feedback.............................................................. 1475
Feedback Templates.......................................................................................................... 1484
Set Up Anytime Feedback Notifications.............................................................................1490
Steps: Set Up Mass Operation Feedback Events..............................................................1490
Concept: Give Feedback to Multiple Recipients................................................................ 1493
Reference: Feedback Security Domains............................................................................ 1493
Reference: Feedback Business Processes........................................................................1494
Reference: Feedback Reports............................................................................................1495
Example: Condition Rule to Prevent Feedback to Multiple Recipients...............................1496
Check-Ins....................................................................................................................................... 1497
Setup Considerations: Check-Ins....................................................................................... 1497
Steps: Set Up Check-Ins....................................................................................................1499
Succession.....................................................................................................................................1500
Setup Considerations: Succession..................................................................................... 1500
Steps: Set Up Succession..................................................................................................1505
Steps: Set Up Assess Potential......................................................................................... 1505
Steps: Set Up Mass Operations for Assess Potential........................................................1507
Steps: Set Up Succession Pool Security........................................................................... 1509
Steps: Manage Succession Plans......................................................................................1509
Steps: Manage Succession Pools......................................................................................1510
Steps: Manage Succession Candidates.............................................................................1511
Reference: Succession Planning Reports.......................................................................... 1512
FAQ: Succession Plans......................................................................................................1513
Mentors and Connections............................................................................................................. 1514
Steps: Set Up Mentorships................................................................................................ 1514
Concept: Connections.........................................................................................................1516
Talent Matrix Reports.................................................................................................................... 1517

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Steps: Set Up Talent Matrix Reports................................................................................. 1517

Steps: Enable Manual Talent Matrix Placement................................................................ 1518
Configure nBox Reports..................................................................................................... 1519
Run Talent Matrix Reports................................................................................................. 1520
Set Up Talent Matrix Placement Indicator......................................................................... 1522
Concept: Talent Matrix Reports..........................................................................................1523
Concept: Talent Matrix Worklets........................................................................................ 1525
Talent Pools...................................................................................................................................1525
Steps: Manage Talent Pools.............................................................................................. 1525
Create Talent Pools............................................................................................................1526
Add Members to Static Talent Pools................................................................................. 1528
Concept: Talent Pools........................................................................................................ 1529
Concept: Talent Pool Security............................................................................................1530
Example: Set Up the Private Talent Pool (Limited Owner Access) Domain.......................1532
Example: Give Administrators Access to Restricted Talent Pools..................................... 1533
Reference: Talent Pool Reporting...................................................................................... 1534
Talent Data Across Workday........................................................................................................ 1535
Steps: View Talent Across Organizations.......................................................................... 1535
Steps: Set Up Talent Data Removal for Terminated Workers........................................... 1535
Workforce Metrics..........................................................................................................................1536
Create Custom Metrics for HCM........................................................................................1536
Concept: Management Reporting Dashboard.................................................................... 1538
Reference: Workforce Composition Dashboards............................................................... 1539
FAQ: HCM Metric Calculations.......................................................................................... 1542
Talent Insight Apps....................................................................................................................... 1543
Steps: Set Up the Retention Risk Insight Application........................................................ 1543
Configure Talent Insight Applications.................................................................................1544
Concept: Retention Risk Insight Application...................................................................... 1545
Reference: Worklets on the Retention Analysis Dashboard.............................................. 1545
Professional Profiles...................................................................................................................... 1546
Steps: Set Up Professional Profiles................................................................................... 1546
Steps: Set Up Upload My Experience............................................................................... 1548

Skills and Skills Cloud..........................................................................1550

Skills...............................................................................................................................................1550
Steps: Maintain Skills......................................................................................................... 1550
Steps: Maintain Skill Categories.........................................................................................1551
Steps: Manage Skill Profiles.............................................................................................. 1552
Set Up Critical Skills...........................................................................................................1552
Manage Skills and Experience........................................................................................... 1553
Concept: Skills and Competencies Comparison................................................................ 1555
Concept: Crowdsourced Skills and Experience Management............................................1557
Skills Cloud....................................................................................................................................1558
Setup Considerations: Skills Cloud.................................................................................... 1558
Steps: Set Up Skills Cloud................................................................................................. 1566
Enable Skills Cloud.............................................................................................................1568
Steps: Enable Importing of External Skills......................................................................... 1570
Steps: Set Up Skill Endorsements and Ratings.................................................................1570
Steps: Set Up Skill Level................................................................................................... 1571
Maintain Skill Level.............................................................................................................1572
Concept: Skills Verification................................................................................................. 1573
Concept: Skills Cloud Translations.....................................................................................1574
Concept: Automated Skill Management............................................................................. 1575
Reference: Skill Sources.................................................................................................... 1577

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Learning.................................................................................................. 1579
Learning Setup and Maintenance................................................................................................. 1579
Setup Considerations: Learning......................................................................................... 1579
Setup Considerations: Learning Instructors....................................................................... 1588
Steps: Set Up Learning...................................................................................................... 1591
Steps: Set Up Learning Instructors.................................................................................... 1594
Steps: Set Up Express Interest for Learning Courses....................................................... 1596
Steps: Set Up Learning Discovery Boards.........................................................................1597
Steps: Set Up Machine Learning for Learning Recommendations.................................... 1598
Configure Learning Dashboards.........................................................................................1600
Maintain Learning Validations............................................................................................ 1601
Maintain Drop Course Event Categories............................................................................1602
Maintain Learning Unit Types............................................................................................ 1603
Concept: Learning Topics...................................................................................................1603
Example: Create a Custom Report for Learning Unit Types..............................................1604
Reference: Learning Content Organization........................................................................ 1605
Learning Security................................................................................................................ 1607
Learning Pricing Enablement............................................................................................. 1627
Learner Experience............................................................................................................ 1634
Learning Content........................................................................................................................... 1644
Setup Considerations: Learning Content........................................................................... 1644
Setup Considerations: Learning Lessons...........................................................................1652
Setup Considerations: Learning Campaigns...................................................................... 1655
Steps: Manage Learning Content.......................................................................................1660
Steps: Set Up Advanced Catalog Management.................................................................1662
Steps: Set Up and Launch Learning Campaigns...............................................................1662
Steps: Set Up Learning Certifications................................................................................ 1664
Steps: Set Up Integration System User Security for Virtual Classroom Integration with
Microsoft Teams............................................................................................................ 1665
Steps: Set Up Integration System User Security for Cloud Connect for Learning.............. 1666
Steps: Set Up Cloud Connect for Learning........................................................................1667
Steps: Set Up Public Learning Content............................................................................. 1669
Steps: Set Up External Tracking........................................................................................1670
Steps: Set Up Virtual Classroom Integration with Microsoft Teams...................................1673
Create Learning Courses................................................................................................... 1675
Create Learning Course Offerings..................................................................................... 1682
Move Instructor-Led Classroom Training Online................................................................1684
Create Learning Programs................................................................................................. 1685
View and Edit Learning Content........................................................................................ 1688
Create Learning Equivalency Rules................................................................................... 1691
Create Learning Prerequisite Rules................................................................................... 1694
Configure Microsoft Outlook Calendar for Learning........................................................... 1695
Configure Google Calendar for Learning........................................................................... 1696
Configure External Content................................................................................................ 1697
Configure Learning Content Highlights Rules.................................................................... 1700
Concept: Expiry Periods for Learning Content...................................................................1700
Concept: Completion Status for Learning Content.............................................................1702
Example: Create a Message Template for Learning Campaigns.......................................1704
Example: Set Up Attendance Synchronization to Track Full Attendance...........................1706
Example: Set Up Attendance Synchronization to Track Full and Partial Attendance......... 1706
Example: Set Up Attendance Synchronization to Track Full, Partial, and Non-
Attendance..................................................................................................................... 1707
Reference: External Content Provider Configurations........................................................1708

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FAQ: Attendance Synchronization for Virtual Classroom Integration with Microsoft

Teams............................................................................................................................ 1712
Troubleshooting: Learning Content Access........................................................................1715
Troubleshooting: Microsoft Outlook Calendar for Learning................................................ 1716
Packaged Content.............................................................................................................. 1716
Learning Enrollments.....................................................................................................................1727
Setup Considerations: Learning Enrollments..................................................................... 1727
Mass Enroll Learners..........................................................................................................1732
Mass Drop Learners........................................................................................................... 1734
Manage Waitlists for Learning Course Offerings............................................................... 1736
Manage Schedules and Grading and Attendance............................................................. 1737
Manage Enrollment Completion......................................................................................... 1738
Create and Manage Reminders for Learning Content....................................................... 1739
Reset Learning Due Dates.................................................................................................1740
Steps: Waive Learning Assignments..................................................................................1741
Concept: Learning Assignments.........................................................................................1743
Concept: Waitlists for Learning Course Offerings.............................................................. 1745
Reference: Learning Records and Report Data Sources...................................................1747
Reference: Workday-Delivered Reports for Learning.........................................................1750
Example: Create a Custom Report for Learning Assignment Completions........................1752
Example: Create a Custom Report for Learner Attendance.............................................. 1753
Example: Define Custom Email Notifications for Learning Enrollments............................. 1755
Example: Define an Approval Condition Rule for Learning Enrollments............................ 1756
Troubleshooting: Learning Notifications Sending Incorrectly............................................. 1757
Extended Enterprise Learning.......................................................................................................1758
Setup Considerations: Extended Enterprise Learning........................................................1758
Steps: Set Up Extended Enterprise Learning.................................................................... 1767
Steps: Set Up Access for Extended Enterprise Learning.................................................. 1768
Steps: Set Up Extended Enterprise Affiliations.................................................................. 1770
Steps: Set Up Internal Hiring and Transcript Transition for Extended Enterprise
Learners......................................................................................................................... 1771
Create External Learning Users......................................................................................... 1772
Create Extended Enterprise Learners................................................................................1773
Concept: Extended Enterprise Affiliations.......................................................................... 1775
Reference: Extended Enterprise Learning Feature Availability.......................................... 1776
Example: Assign Multiple Personas to External Learning Users....................................... 1777
Request Extended Enterprise Learner Business Process................................................. 1778
Managed Self-Registration................................................................................................. 1784

Workday Scheduling............................................................................. 1791

Steps: Set Up Workday Scheduling and Labor Optimization....................................................... 1791
Steps: Set Up Scheduling Organizations......................................................................................1793
Steps: Set Up High-Level Scheduling Organizations....................................................................1793
Steps: Create Schedule Validations..............................................................................................1796
Steps: Assign Schedule Tags....................................................................................................... 1797
Steps: Automatically Assign Scheduling Settings to Workers...................................................... 1798
Steps: Set Up Shift Change Notifications..................................................................................... 1799
Steps: Set Up the Time and Scheduling Hub...............................................................................1800
Steps: Set Up Static Scheduling...................................................................................................1801
Steps: Set Up Predictive Scheduling Rule Sets........................................................................... 1803
Create Schedule Tags...................................................................................................................1805
Create Scheduling Eligibility Rules............................................................................................... 1806
Define Additional Working Hours.................................................................................................. 1807
Set Up the Optimization Engine....................................................................................................1809
Set Up Schedule View for Managers............................................................................................1810

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Add Labor Demand....................................................................................................................... 1812

Set Up Daily Notes....................................................................................................................... 1813
Concept: Scheduling Organizations.............................................................................................. 1814
Concept: Scheduling Optimization Engine....................................................................................1815
Concept: Swap Shifts.................................................................................................................... 1818
Concept: Open Shift Board........................................................................................................... 1819
Concept: Override Scheduling Settings........................................................................................ 1820
Concept: Productivity Modal..........................................................................................................1820
Concept: Audit Schedules and Shifts........................................................................................... 1822
Reference: Scheduling Business Processes................................................................................ 1823
Reference: Scheduling Validations............................................................................................... 1825
Reference: Scheduling Reports.................................................................................................... 1826
Reference: Shift Statuses..............................................................................................................1827
Reference: Scheduling Settings Details Web Service.................................................................. 1828
Example Steps: Automatically Assign Scheduling Settings When Workers Change Jobs............1830
Troubleshooting: Workday Scheduling..........................................................................................1831
Troubleshooting: Scheduling After Organization Changes........................................................... 1832

Absence.................................................................................................. 1833
Setup Considerations: Absence Management.............................................................................. 1833
Steps: Enable Absence for Mobile................................................................................................1844
Steps: Set Up Absence Thresholds..............................................................................................1845
Reference: Tenant Analyzer..........................................................................................................1847
Absence Calendar......................................................................................................................... 1852
Setup Considerations: Absence Calendar..........................................................................1852
Steps: Set Up the Absence Calendar................................................................................ 1856
Steps: Set Up the Team Absence Calendar......................................................................1858
Concept: Absence Calendar...............................................................................................1862
Concept: Absence and Time Off Terminology on the Worker Profile.................................1863
Configure Absence Type Groups....................................................................................... 1864
Concept: Team Absence.................................................................................................... 1864
Time Off.........................................................................................................................................1866
Set Up Time Off................................................................................................................. 1866
Set Up Accruals, Period Schedules, and Balances........................................................... 1923
Examples: Time Off Setup................................................................................................. 1952
Time Off Requests............................................................................................................. 1977
Sell Time Off.......................................................................................................................1985
Time Off Adjustments......................................................................................................... 1989
Absence Tables.................................................................................................................. 1999
Accrual Adjustments and Overrides................................................................................... 2024
Time Off Plan Balances..................................................................................................... 2034
Time Off Reports and Dashboards.................................................................................... 2066
Troubleshooting Time Off................................................................................................... 2069
Leave of Absence......................................................................................................................... 2075
Set Up Leave of Absence.................................................................................................. 2075
Managing Leaves of Absence............................................................................................ 2127
Absence Event Tracking............................................................................................................... 2134
Steps: Manage Absence Cases......................................................................................... 2134
Create Absence Case Groups........................................................................................... 2134
Initiate Absence Cases.......................................................................................................2137
Absence Occurrences................................................................................................................... 2138
Setup Considerations: Absence Occurrences....................................................................2138
Steps: Set Up Absence Occurrences.................................................................................2143
Configure Absence Occurrences........................................................................................2144
Recalculate Absence Occurrences.................................................................................... 2146

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 | Contents | xxii

Concept: Absence Occurrences.........................................................................................2147

Example: Create Condition Rules for Absence Occurrences.............................................2147
Troubleshooting: Absence Occurrences.............................................................................2151
FAQ: Absence Occurrences...............................................................................................2152
Absence Calculations.................................................................................................................... 2153
Evaluate Absence Calculations.......................................................................................... 2153
Evaluate Absence Eligibility................................................................................................2153
Concept: Absence Calculations..........................................................................................2154

Time Tracking........................................................................................ 2156

Time Tracking Basics.................................................................................................................... 2156
Steps: Set Up Time Tracking............................................................................................. 2156
Steps: Enable Time Tracking for Mobile............................................................................ 2157
Steps: Enable Time Administrator Home Worklet..............................................................2159
Concept: Time Tracking Flow............................................................................................ 2160
Reference: Time Tracking Links on External Sites............................................................ 2161
FAQ: Time Tracking on Mobile.......................................................................................... 2162
Time Tracking Hub........................................................................................................................ 2163
Concept: Time Tracking Hub............................................................................................. 2163
Time Entry Setup.......................................................................................................................... 2164
Time Entry Setup Basics....................................................................................................2164
Time Entry Templates........................................................................................................ 2180
Worktags for Time Entry.................................................................................................... 2203
Time Calculations.......................................................................................................................... 2206
Steps: Set Up Calculations for Time Tracking................................................................... 2206
Create Time Calculation Tags............................................................................................2207
Create Standard Overtime Calculations............................................................................. 2208
Create Consecutive Day Calculations................................................................................2212
Create Flextime Calculations..............................................................................................2214
Create Minimum Daily Hours Calculations.........................................................................2215
Create Minimum Rest Calculations.................................................................................... 2216
Create Minimum Weekly Hours Calculations..................................................................... 2217
Create Override Rate Calculations.....................................................................................2219
Create Schedule Deviation Calculations............................................................................ 2220
Create Shift Differential Calculations..................................................................................2221
Create Time Block Conditional Calculations...................................................................... 2222
Create Time Block Create Calculations............................................................................. 2224
Create Time Calculations for Statutory Holidays (CAN).................................................... 2227
Create Time Calculation Groups........................................................................................ 2228
Assign Time Calculation Priorities......................................................................................2229
Steps: Set Up Calculated Time Off....................................................................................2230
Manually Run Time Calculations........................................................................................2232
Concept: Time Calculations................................................................................................2233
Concept: Time Calculation Tags........................................................................................ 2236
Concept: Flextime Bands................................................................................................... 2237
Concept: Rolling 24-Hour Periods......................................................................................2238
Reference: Time Calculation Types................................................................................... 2239
Example: Calculate Double Time on Seventh Consecutive Day........................................2240
Example: Calculate Minimum Rest Time........................................................................... 2241
Example: Calculate Monthly Overtime............................................................................... 2243
Example: Calculate Location-Based Overtime................................................................... 2244
Example: Calculate Nevada Rolling Overtime................................................................... 2246
Example: Calculate the Majority of a Shift......................................................................... 2247
Time Accumulator............................................................................................................... 2250
Time Attestations........................................................................................................................... 2261

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Setup Considerations: Time Attestations........................................................................... 2261

Steps: Set Up End of Shift Time Attestations.................................................................... 2263
Steps: Set Up Meal and Break Validations........................................................................2265
Create Rules for Meals and Breaks...................................................................................2267
Time Entry Validations.................................................................................................................. 2268
Steps: Create Time Entry Validations................................................................................ 2268
Concept: Time Entry Validations........................................................................................ 2271
Concept: Managing Incomplete Time Blocks..................................................................... 2272
Example: Validate Holiday Time Entry...............................................................................2272
Period Schedules.......................................................................................................................... 2274
Setup Considerations: Period Schedules........................................................................... 2274
Set Up Period Schedules for Time Tracking......................................................................2277
Concept: Period Schedules for Time Tracking...................................................................2279
Worker Eligibility for Time Tracking.............................................................................................. 2281
Create Worker Eligibility Rules for Time Tracking............................................................. 2281
Concept: Worker Eligibility for Time Tracking.................................................................... 2283
Reference: Time Tracking Eligibility Reports..................................................................... 2284
Time Tracking, Payroll, and Absence........................................................................................... 2285
Steps: Set Up Payroll to Pay Time.................................................................................... 2285
Configure Earnings to Retrieve Calculated Time............................................................... 2286
Concept: How Payroll Processes Calculated Time............................................................2286
Concept: Time Tracking and Absence Management......................................................... 2288
FAQ: Paying Time.............................................................................................................. 2291
Entering and Correcting Time....................................................................................................... 2294
Enter Time for Worker Using Calendar-Based Time Entry................................................ 2294
Enter Time for Worker Using High-Volume Time Entry..................................................... 2295
Mass Enter Time................................................................................................................ 2296
Mass Auto-Fill from Schedule............................................................................................ 2297
Mass Submit Time..............................................................................................................2299
Manage Time Clock Events............................................................................................... 2300
Manually Schedule Time Clock Event Matching................................................................ 2301
Adjust Calculated Time.......................................................................................................2302
Concept: Time Clock Events.............................................................................................. 2303
Concept: Importing Time Clock Events..............................................................................2305
Concept: Importing Reported Time Blocks........................................................................ 2307
Concept: Exporting Time Blocks........................................................................................ 2310
Reference: Time Clock Event Security.............................................................................. 2310
Reference: Time Entry Options.......................................................................................... 2311
Reference: Time Tracking Web Services...........................................................................2313
FAQ: Time Entry.................................................................................................................2314
Troubleshooting: All Imported Time Clock Events Unmatched.......................................... 2315
Reviewing and Approving Time.................................................................................................... 2316
Setup Considerations: Review Time and Project Time......................................................2316
Set Up the Review Time Report........................................................................................ 2319
Set Up the Review Project Time Report............................................................................ 2322
Steps: Set Up Machine Learning for Time Anomalies....................................................... 2324
Set Up Scheduled vs. Actuals Reporting........................................................................... 2325
Steps: Set Up Attendance Management............................................................................2326
Steps: Report on Time Across Supervisory Organizations................................................ 2327
Steps: Set Up Time Tracking Notifications........................................................................ 2328
Mass Approve Time............................................................................................................2330
Concept: Edit and Approve Time....................................................................................... 2331
Concept: Time Block Approval Moments........................................................................... 2332
Concept: Time Anomalies.................................................................................................. 2334
Concept: Dashboards for Time Tracking and Absence..................................................... 2337
Reference: Time Tracking Background Jobs and Processes............................................ 2339

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Troubleshooting: Can't View Project Time Blocks on Reports........................................... 2340

Troubleshooting: Review Time Report............................................................................... 2340

Safety Incident Tracking....................................................................... 2341

Steps: Set Up Safety Incident Tracking........................................................................................2341
Concept: Safety Incident Reports................................................................................................. 2342
Concept: Safety Incident Security................................................................................................. 2343

Employee and Manager Self-Service...................................................2344

Steps: Set Up Employee Self-Service.......................................................................................... 2344
Steps: Set Up Manager Self-Service............................................................................................ 2346

Worklets and Reports for Human Capital Management.....................2348

Add Worklets to Business Processes........................................................................................... 2348
Concept: Key HCM Reports by Functional Area.......................................................................... 2349
Reference: Embedded Analytics for HCM.................................................................................... 2350
Reference: FTE Report................................................................................................................. 2352
Example: Map Worklet Prompts................................................................................................... 2352

HCM Innovation Services..................................................................... 2353

Reference: HCM Machine Learning GA Features Innovation Service..........................................2353

Glossary..................................................................................................2355
Glossary......................................................................................................................................... 2355
Cross Application Services Glossary............................................................................................ 2355
Financial Management Glossary...................................................................................................2360
HCM Glossary............................................................................................................................... 2361
Integration Glossary...................................................................................................................... 2367
Payroll Glossary............................................................................................................................ 2368
Student Glossary........................................................................................................................... 2369

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Human Capital Management | 25

Human Capital Management

Welcome to the Human Capital Management Admininstrator Guide, where you can learn how to configure
and use product areas such as:
• Human Resource Management
• Employee Experience
• Workforce Management
• Talent Management
To learn more about how to use our documentation, click here or watch the video.
The last update to this guide was October 18, 2023.

Worker Information

Contact and Personal Information

Personal Information
Setup Considerations: Personal Information by Country
You can use this topic to help make decisions when planning your configuration and use of personal
information by country. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can concurrently maintain, view, and report on multiple sets of personal information for a worker that
are specific to a country when:
• A person has an international transfer and their active position moves to another country.
• A person has an international assignment and has 2 active positions, 1 in their home country and 1 in
their host country.
• A person has additional jobs in multiple countries.
In addition, you can maintain, view, and report on country-based personal information for a person who
was considered for a position as a pre-hire.

Business Benefits
• You can more easily manage personal information for countries in which a person currently has or had
a position and for countries where you'd like to track data outside of positions.
• You can provide an enhanced user experience by not limiting the country-specific data that you can
track for a person.

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 | Worker Information | 26

Use Cases
• You can accurately calculate pay for a person based on their country-specific information.
• You can configure payroll templates with country-specific fields for third-party payroll providers.

Questions to Consider

Question Considerations
What types of workers might need additional For a person with 1 active position who transfers
personal information? to another country, you can retain the existing
country-based personal information of their former
location. You can also collect personal information
in the country of their active position.
For a person on international assignment with 2
active positions, a home (primary) position and a
host position, you can add personal information
specific to the host country. You can also maintain
and continue to report on personal information
specific to the home position country.

Who will be able to view different sets of personal You can use role-based security and segmented
information? security to limit access to personal information.
When setting up security, consider:
• Personal information is associated with a
country. Role-based users can access personal
information associated with the country of the
position or positions they can access.
• When a role-based user has access to a person
that isn’t based on position, such as a student,
the user's access to personal information isn't
restricted by country.
• An unconstrained user with access to personal
information can access personal information for
any country.
• You can create country-segment security
groups to restrict access based on country for
unconstrained users.
• Self-service users only see the personal
information associated with the country of their
current and future positions. You can enable
a security policy to grant self-service users
access to all country-specific sets of personal
information that exist for them.

What personal information do you want to collect? Some types of personal information are only
applicable to certain countries. For other types
of personal information, different countries have
varying policies on tracking the information.
Workday enables you to specify which countries
track these types of personal information.

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 | Worker Information | 27

Recommendations
When setting up security, consider if you want to restrict or grant access to multiple sets of personal
information that is automatically available in your tenant.

Requirements
No impact.

Limitations
No impact.

Tenant Setup
No impact.

Security
The Personal Information Country Segmented Setup domain in the System functional area enables you to
restrict access to personal information based on the country associated with the personal information.

Business Processes
The Change Personal Information business process has a new initiating action, Edit Personal
Information by Country. It enables unconstrained or segment-based users to add personal information
for a country where the worker never worked or was never considered for a position.

Reporting
Users can see all their personal information in the countries in which they have an active or future position
in the View My Personal Information by Country report. The All Personal Information for Country
report field returns personal information for each country in which a person has personal information. It
includes numerous individual report fields that you can use in condition rules and custom reports. The
Personal Information for Country field prompts the user for country and returns personal information
specific to that country.

Integrations
New versions of the GET Change Personal Information and PUT Change Personal Information web
services support multiple sets of personal information by country.
Workday converted all tenants to support personal information by country so you don't need to modify your
integrations to use this feature.

Connections and Touchpoints

Feature Considerations
Payroll You can use Workday to manage payroll for:
• Canada
• France
• United Kingdom
• United States

Tenant Setup - Payroll You can enable different countries for Workday
Payroll and configure many tenant-wide payroll
options.

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 | Worker Information | 28

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Reference
2022R1 What's New Post: Personal Information by Country
The Next Level: Overview of Primary Position Designation Impact

Steps: Manage Personal Information by Country

Prerequisites
Review setup considerations for personal information by country.

Context
You can access and maintain more than 1 set of country-based personal information for a person.

Steps
1. Access 1 of these tasks or the View by Country button on a person's profile to display personal
information:
• View My Personal Information by Country task (ESS).
• View Personal Information by Country task (MSS).
Workday displays personal information for each country where a person has a position as a worker
or where a pre-hire was considered for a position. The location of the supervisory organization for a
considered pre-hire determines the country for personal information. This country can differ from the
location of the position.
Security permissions determine who can access personal information.
2. (Optional) Enable the Self-Service: Personal Information by Country domain security policy.
Add the relevant self-service security groups to enable self-service users to access their personal
information for countries where they don't have a current or future position.
3. (Optional) Configure the security policy for the Personal Information Change business process.
Add the relevant unconstrained or country-segment based security groups to the Edit Personal
Information by Country initiating action. This configuration enables editing of personal information for
additional countries where a worker hasn't held a position or been considered for one.
4. (Optional) Configure country segment-based security.
a. Create the security policy for the Personal Information Country Segmented Setup domain, if needed.
b. Configure the domain with the security groups that need to create Personal Information country
security segments.
c. Create Personal Information country security segments to control access to personal information for
a specific country or countries.
d. Create a segment-based security group to provide the unconstrained security groups access rights
to the Personal Information country security segments.
e. Add the new segment-based security groups to the relevant personal data security policies.
f. Remove the unconstrained security groups that are part of the segment-based security group from
the relevant personal data security policies.
g. If needed, create an aggregate security group if you have several country segment-based security
groups that have the same security permissions.
5. (Optional) Access the View My Personal Information report.
You can display personal information for all countries where personal information exists.

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 | Worker Information | 29

Result
You can collect, report on, and view multiple sets of country-based personal information at the same time.
Related Information
Reference
2022R1: What's New Post: Personal Information by Country
Reference: Personal Information Fields on page 40

Steps: Set Up Personal Information Fields

Context
You can define the values for certain personal information fields by country or country region.
On personal information tasks, Workday displays the fields and values for workers based on their primary
position location. When you opt in to the Personal Information by Country feature, Workday displays
personal information for each country where a person has a position as a worker or where a pre-hire was
considered for a position.
Depending on the field, you can select a value defined for the country or country region of that location.
Example: You can define 8 ethnicity values for Canada. Workers in Canada can select among those
values in personal information tasks. Example: If you don't want to track ethnicity in Austria, don't configure
values for Austria and Workday automatically hides ethnicity for workers in Austrian locations.
Workday includes personal information fields that can have different values by country and fields that
have the same set of values regardless of the country. Example: The value of Marital Status is different by
country.

Steps
1. Access the Edit Tenant Setup - Global task.
Specify which countries track:
• Citizenship
• Date Entered Workforce
• Dependents for Payroll Purposes
• Medical Exams
• Multiple Ethnicities
• Multiple Veteran's Preferences
• Place of Birth
Workday displays these fields for workers with a position in a specified country.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
2. Access the Maintain Localization Settings task.
Select the Personal Information Area. Specify which countries track certain types of personal
information, such as nationality, gender identity, and citizenship.
See Maintain Localization Settings on page 125.
3. Review personal information fields that are non country-specific and fields that are country specific.
See Reference: Personal Information Fields on page 40.

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 | Worker Information | 30

4. Define values for personal information fields by country or country region.

See Reference: Personal Information Localizations on page 41 for a list of maintenance tasks to
define values for:
• Aboriginal/Indigenous identification details
• Citizenship statuses
• Disability
• Ethnicities
• Gender identities
• Genders
• Marital statuses
• Military ranks, statuses, and service types
• Political affiliations
• Pronouns
• Race/ethnicity details
• Religions
• Relative types
• Sexual orientations
• Sexual orientation and gender identities
• Social benefits localities
• Uniform Service Statuses
• Veteran's Preferences
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
5. (Optional) Access the Maintain Feature Opt-Ins report.
Select the Multi Select for Gender, Pronoun, and Sexual Orientation task to select multiple values
for those fields.
6. (Optional) Access the Maintain Non-Country Nationalities task.
Create non-country nationalities and specify which countries track them.
7. (Optional) Access the Maintain Custom Labels task.
Create alternative terms for these fields:
• Aboriginal/Indigenous Identification
• Additional Military Service
• Gender Identity
• Pronoun
• Race/Ethnicity Details
• Sexual Orientation
Security: Custom Label Management domain in the System functional area.

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 | Worker Information | 31

8. (Optional) Send personal data to external endpoints in the Russian Federation using Enterprise
Interface Builder.
a) Create an outbound EIB that uses a copy of 1of these standard reports as a data source:
• Contact Information Changes
• Dependents
• Hire
• Job History
• Propose Compensation
• Proposed/Current Name Changes
• Proposed/Current Personal Information Changes
See: Steps: Set Up Outbound EIB.
b) Add the EIB as an Integration step on 1 of these business processes:
• Legal Name Change
• Personal Information Change
• Preferred Name Change

Next Steps
View the Localized Fields and Values report. It has a consolidated list of worker and job information
fields that are specific to each country. This report doesn't display all localized and country-specific fields in
Workday. It also excludes fields for which you haven't defined values, even fields applicable to the location.
Related Information
Concepts
Concept: Access to Worker Information on page 64
Concept: Country-Specific Information, Locales, and Languages
Tasks
Edit Personal and Contact Information for Pre-Hires on page 523
Steps: Set Up Race and Ethnicity Details on page 38
Reference
Workday Community: Global Matrix
2023R2: What's New Post: Non-Country Nationalities
2023R2 What's New Post: Military Service Fields

Steps: Set Up Genders by Country

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
You can configure country-specific genders that enable users to select the gender to which they self-
identify.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Worker Information | 32

Steps
1. Access the Maintain Genders task.
You can:
• Keep existing configured genders.
• Select the Inactive check box to remove an existing gender you don't want to use.
• Select the Inactive check box to remove all existing genders so that you can configure all new
genders by country.
2. Access the Maintain Genders by Country task.
Enter values in the Gender Code and Gender Description fields to display as prompts for gender-
related tasks associated with the selected country. Example: Select Canada, enter Male_Canada for
Gender Code, enter Male for Gender Description, and select the Is Male check box.

Result
Country-specific genders display in the Change Personal Information task for a worker associated with
the configured country.
Related Information
Tasks
Steps: Manage Personal Information by Country on page 28
Reference
2022R1 What's New Post: Configure Gender by Country

Steps: Set Up Reporting Gender

Context
An administrator can report on the gender of an employee who doesn't self-identify or who self-identifies as
a gender that doesn't map to male or female.

Steps
1. Edit Domain Security Policies.
Security: Set Up: Contact Info, IDs, and Personal Data in the Contact Information functional area.
Set up the Person Data: Reporting Gender domain in the Personal Data functional area.
2. Maintain Localization Settings on page 125.
In the Area prompt, select Personal Information.
Select the Reporting Gender (Worker) field and countries in the Allow for Countries or Regions
column. Select the Active check box for the Reporting Gender (Worker) localized field.
3. (Optional) Access the Maintain Genders task and the Maintain Genders by Country task to verify
gender values and configure as needed.
Ensure the gender values display on the Reporting Gender prompt.
4. (Optional) Access the Maintain Custom Labels task or the Maintain Non English Custom Labels
task.
Select HR Compliance and enter a term to override Reporting Gender.

Next Steps
Create custom reports for workers' reporting gender details.
View reporting gender details in the Personal Details report.

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 | Worker Information | 33

Related Information
Tasks
Steps: Set Up Personal Information Fields on page 29

Steps: Set Up Gender Pronouns to Display on a Worker Profile

Context
Enable your organization and workers to configure gender pronouns to display with their name and job title
on their public profile.

Steps
1. Set up public profile preferences.
See Steps: Set Up Public Profile Preferences on page 47.
2. Access the Maintain Public Profile Preference task to enable the tenant setting for displaying
personal information.
Select the Pronoun check box to enable pronouns to display.
Note: If you selected the Pronoun check box in Workday 2020R2, the check box is cleared in
Workday 2021R1. Select the check box again to re-enable the feature.
3. Have your workers access the Change Public Profile Preferences task to set up their sharing
preferences.
At the Pronoun prompt, select Show to all.
Note: The Show to all option for the Pronoun prompt is hidden in Workday 2021R1 and set to Hide
from public profile. If a worker selected Show to all in Workday 2020R2, they must re-enable the setting
to select that option again.
4. Access the Change Personal Information task to select a pronoun, or have your workers complete
this step. In the Pronoun section, select 1 pronoun option from the Pronoun prompt to display under
the worker's name on their profile and on their Personal Details card. The pronoun will display exactly
as you configure it for the Pronoun prompt. You can configure pronouns in multiple ways, depending
on the needs of your organization. Example:
• He
• He/Them
• She / Her
• They-Them
• they/them/their
5. (Optional) Access the Configure Profile Summary task. Select Worker Profile, and remove the
Personal Details card if you don't want to share other personal information such as Military Status or
Sexual Orientation.

Result
Workers pronouns are visible within the organization, depending on how your organization has configured
visibility for pronouns. Workers and support personnel with appropriate security permissions can see
pronouns under a person's name and on their Personal Details card, regardless of their sharing
preferences.
Related Information
Reference
2021R1 What's New Post: Display Gender Pronouns With Worker Names

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Worker Information | 34

Steps: Set Up Name Pronunciation on Profile

Context
Enable workers to display the phonetic pronunciation of their name on their profile.

Steps
1. Edit Domain Security Policies.
Edit permissions for these domain security policies:
• Person Data: Name Pronunciation in the Personal Data functional area.
• Self-Service: Name Pronunciation in the Personal Data functional area.
2. Maintain Localization Settings on page 125.
At the Area prompt, select Personal Information. Enable the Phonetic Pronunciation field. Select the
countries for the localized field.
3. (Optional) Access the Name Pronunciation business process definition to add an approval step.
4. Access the Change My Name Pronunciation task.
Enter a phonetic pronunciation for your name. Example: Enter A-ver-ree Shi-vawn as the phonetic
pronunciation of Avery Siobhan.
5. (Optional) Maintain Custom Labels.
At the Term Context prompt, select Global and override the Phonetic Pronunciation field.

Result
The phonetic pronunciation displays under a worker's name on their profile.
Related Information
Reference
2022R1 What's New Post: Name Pronunciation on Profiles

Steps: Set Up Audio Name Pronunciation on Profile

Context
Enable workers to record and upload an audio pronunciation of their name to their profile on their mobile
device.

Steps
1. Enable Workday on Android, iPad, or iPhone.
2. Sign the Media Cloud Agreement.
3. Edit Domain Security Policies.
Edit permissions for these domain security policies:
• Person Data: Name Pronunciation in the Personal Data functional area.
• Self-Service: Name Pronunciation in the Personal Data functional area.
4. Maintain Localization Settings on page 125.
At the Area prompt, select Personal Information. Enable the Audio Pronunciation field. Select the
countries for the localized field. Select the Active check box to activate the setting.
5. (Optional) Access the Name Pronunciation business process definition to add an approval step.
6. Access the Change My Name Pronunciation task.
Click the microphone icon and record an audio pronunciation of your name. You can listen to
the recording and retake it if desired.

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7. Click Submit to upload the recording to your profile, or route it for approval if you configured an approval
step. Once approved, the recording uploads.
8. (Optional) Maintain Custom Labels.
At the Term Context prompt, select Global and override the Audio Pronunciation field.

Result
The audio pronunciation displays under a worker's name on their profile.
Related Information
Reference
2023R1 What's New Post: Name Pronunciation on Profile

Steps: Set Up Personal Information for Multiple Person Types

Context
A company or institution can have several different person types, such as candidates, students, and
workers. In addition, individuals within an organization can be more than 1 of these person types at once:
• Academic affiliate.
• External committee member.
• External student.
• Student.
• Student prospect.
• Worker.
When your organization uses multiple person types, you must configure personal information business
processes and security policies to ensure that personal data for all person types is secure.

Steps
1. Set up all of these business processes that apply to your organization:
• Edit Government IDs
• Edit ID Information
• Edit Licenses
• Edit Other IDs
• Legal Name Change
• Passports and Visa Change
• Preferred Name Change
• Personal Information Change
See Steps: Configure Business Process Definitions.
2. Maintain Organization Type Precedence.
In a company or institution with multiple person types, you must define an organization type precedence
to enable Workday to know which business process to launch first. Example: For a person who is both
a student and a worker, the precedence definition for the Legal Name Change business process is the
Supervisory organization.

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3. Create Business Process Condition Rules.

Configure condition rules to route business processes for a supervisory organization or academic unit
using these fields as conditions:
• Active worker.
• Is Affiliate.
• Is Student.
• Is Student Prospect.
Example: A university administrator can set up condition rules so that student approval steps route to a
student administrator and worker approval steps route to an HR administrator.
Condition rules take priority over organization precedence.
Note: If your business processes use unconstrained security groups, those groups automatically have
access to the personal information of person types other than workers. If that is acceptable, the setup is
complete. If you don't want the unconstrained security groups to have that type of access, continue with
steps 4 - 6.
4. (Optional) Create Segment-Based Security Groups.
Create segment-based security groups so that unconstrained security groups in your business
process don't have access to certain information. Example: If a university administrator doesn't want
workers to access personal information of academic affiliates, they can replace the unconstrained HR
Administrator security group for both person types. A new segment-based security group called HR
Administrator for Worker can control access to the personal information.
5. (Optional) Edit Business Process Security Policies.
Set up the business process security policy using the security groups you set up. If you assign a
segment-based security group to actions on a business process, you must also assign the group to the
subprocess actions so they initiate successfully.
6. (Optional) Edit Domain Security Policies.
Set up the domain security policy using the security groups you set up. If you assign segment-based
security groups to these domains, you must do the same for any custom objects on the domain. If you
don't, the business processes that use these custom objects won't execute successfully.
Related Information
Concepts
Concept: Configurable Security
Concept: Security Policies
Concept: Security for Custom Objects

Steps: Set Up Disability Tracking

Prerequisites
Security:
• Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.
• Set Up: Tenant Setup - Global domain in the System functional area.

Context
You can track disability types by country or country region. You can also track disability certification data,
severity, and grades by country. When you enable disability tracking, global disability fields are available in
the Edit Personal Information task along with any localized fields you configure.

Steps
1. Access the Maintain Disability Configuration task.

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2. Select the Country or Country Region.

3. In the Disability Type grid, define the types of disabilities and the applicable subjects you want to track.
You can restrict a disability type from either workers or dependents using the Applicable Subjects
prompt and selecting:
• Worker: The disability type applies to workers and all other person types except dependents.
• Dependent: The disability type applies to dependents and all other person types except workers.
The disability type applies to all person types if the Applicable Subjects prompt is blank.
Note: Define at least 1 disability type to enable disability tracking in the country or country region. If
you want to track other disability data but not the type, create a generic disability type.
4. In the Certification and Severity and Grade sections, specify which fields to track by selecting the
check boxes.
• If you select Certification Basis or Grade, you must also define country-specific values for
selection.
• If you select Certified By, you can define values for selection or leave the table blank to use a free-
form text field for certifying authorities.
• If you leave the Restricted to Disability Types field blank, that basis, authority, or grade is
available for all disability types in that country.
• If you add a new disability type, save it and navigate back to this task to restrict basis, authorities,
or grades.
The fields in these sections apply to all workers in the country, regardless of country region.
5. (Optional) Select or clear the check boxes to enable or disable any fields in these sections:
• Disability Date
• Severity and Grade
• Additional Disability Information
• Notes and Attachments
When you disable a field, you can no longer enter, edit, or add data to it. Existing disability data remains
on a field, unless you manually remove it. Disabled fields no longer display when you edit a worker's
personal information.
6. Access the Maintain Localization Settings task.
a) Select Personal Information.
b) Select the Active check box to display disability information on worker or candidate profiles by
country and when viewing or editing personal information.
c) Clear the check box to hide disability information.

Next Steps
Track disability data for workers and pre-hires with the Edit Personal Information or Edit Personal
Information for Pre-Hire task.
Related Information
Concepts
Concept: Country-Specific Information, Locales, and Languages
Tasks
Steps: Set Up Personal Information Fields on page 29
Reference
2021R1 What's New Post: Configure Disability Fields by Country

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Steps: Set Up Aboriginal/Indigenous Identification Details

Prerequisites
Security:
• Person Data: Aboriginal/Indigenous Identification domain in the Person Data functional area.
• Self Service: Aboriginal/Indigenous Identification domain in the Person Data functional area.

Context
Workday enables workers to provide more granularity around self-identifying as Aboriginal/Indigenous,
helping you with your diversity and inclusion goals.

Steps
1. Edit Domain Security Policies.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
2. Maintain Localization Settings on page 125.
At the area prompt, select Personal Information. Enable the Aboriginal/Indigenous Identification
(Worker) field and the Aboriginal/Indigenous Identification Details (Worker) field. Select the
countries for these localized fields.
3. Access the Maintain Aboriginal/Indigenous Identification Details task.
Configure values for Aboriginal/Indigenous details that display for workers on the Aboriginal/
Indigenous Identification Details prompt on the Change My Personal Information task.
4. (Optional) Create Custom Labels.
At the Term Context prompt, select Global and override the Aboriginal/Indigenous Identification
Details field.

Next Steps
Create custom reports for workers' Aboriginal/Indigenous identification details.
View your configuration for Aboriginal/Indigenous identification details using the View Aboriginal/
Indigenous Identification Details report.
Related Information
Tasks
Steps: Set Up Aboriginal/Indigenous Self-Identification for Candidates on page 295
Reference
2021R2 What's New Post: Aboriginal and Indigenous Identification

Steps: Set Up Race and Ethnicity Details

Context
Workday enables workers to provide more granularity around self-identifying their race and ethnicity,
helping you with your diversity and inclusion goals.

Steps
1. Edit Domain Security Policies.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.

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2. Access the Maintain Ethnicities task.

Configure race and ethnicity values that display for workers on the Race/Ethnicity prompt on the
Change My Personal Information task.
3. Maintain Localization Settings on page 125.
At the Area prompt, select Personal Information, and enable the Race/Ethnicity Details (Worker) field.
4. Access the Maintain Race/Ethnicity Details task.
Configure values for race and ethnicity details that display for workers on the Race/Ethnicity Details
prompt on the Change My Personal Information task.
5. (Optional) Create Custom Labels.
At the Term Context prompt, select Global, and override the Race/Ethnicity Details field.

Next Steps
Create custom reports for workers' race and ethnicity details.
View your configuration for race and ethnicity details using the View Race/Ethnicity Details report.
Related Information
Tasks
Steps: Set Up Personal Information Fields on page 29
Reference
2021R2 What's New Post: Expand Race and Ethnicity Capabilities
Reference: Personal Information Localizations on page 41

Add Help Text for Personal Information

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
Configure help text on the Change Personal Information business process by adding text to sections and
fields on the Edit Personal Information task. The help text explains the reason for collecting personal
information.

Steps
1. Access the Maintain Personal Information Help Text task.
Select a Country. Enter and format help text that is appropriate for the country and your organization.
2. Access the View Personal Information Help Text report.
Select a Country to display its personal information help text.

Result
Instructional text is available to guide users entering self-identification data.
Related Information
Reference
2021R2 What's New Post: Personal Information Help Text

Concept: Custom Label for Gender

If you want to use a different term for gender throughout Workday, access the Maintain Custom Labels
task to override the term. Example: you can use a term such as sex or sex assigned at birth instead

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 | Worker Information | 40

of gender. Using a custom label for gender can help support inclusion and diversity, and comply with
government regulatory requirements in Canada.
Workday displays the custom label instead of the default label in:
• Field labels.
• Help text.
• Prompts.
• Task names.
• Validations.
• Workday-delivered report fields and report names.
Custom labels can't replace gender in certain fields required by government agencies:
• Centers for Medicare & Medicaid Services (CMS) VDSA integration:
• Beneficiary Sex Code report field.
• Gender - CMS label.
• UK Government:
• Gender Pay Gap
• Current Gender label in the RTI FPS report.
In addition, you can't override the term gender in the gender identity value on the Maintain Custom
Labels task.
Related Information
Tasks
Create Custom Labels

Reference: Personal Information Fields

Workday includes personal information fields that can have different values by country and fields that have
the same set of values regardless of the country.
Non Country-Specific Personal Information Fields:
• Additional Nationalities
• Blood Type
• Citizenship Status
• City of Birth
• Country of Birth
• Date of Birth
• Date of Death
• Gender Identity
• Medical Exams
• Military Service
• Primary Nationality
• Pronoun
• Region of Birth
• Sexual Orientation
Country-Specific Personal Information Fields:
• Aboriginal/Indigenous Identification & Aboriginal/Indigenous Identification Details
• Additional Military Service
• Disability
• Gender
• Hispanic/Latino

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• Hukou
• Marital Status
• Political Affiliation
• Race/Ethnicity
• Relative Names
• Religion
• Reporting Gender
• Sexual Orientation & Gender Identity (LGBT Identification)
• Social Benefits Locality

Reference: Personal Information Localizations

Localized fields refer to personal information that applies to certain countries. Workday enables you to
specify which countries track these types of personal information.
When applicable, use the related actions to define values for a localization after enabling it for a country.

Localized Field Description Related Task

Aboriginal/Indigenous Tracks Aboriginal/Indigenous
Identification (Worker) Identification for a worker.
Aboriginal/Indigenous Tracks Aboriginal/Indigenous Maintain Aboriginal/Indigenous
Identification Details (Worker) Identification details for a worker. Identification Details
Active Military Uniformed Tracks active military uniformed Change My Personal
Service service for the specified person Information
type.
Additional Nationalities Tracks additional nationalities
(Worker, Dependent, Pre-Hire) for workers, dependents, and
pre-hires. To track additional
nationalities, a country must first
track primary nationalities.
Advanced Disability Tracks advanced disabilities for
(Dependent) dependents.
Basic Disability (Dependent) Tracks basic disabilities for
dependents.
Allowed for Tax Deduction Tracks whether dependents are
(Dependent) eligible for tax deductions.
Annual Income (Dependent) Tracks the annual income for
dependents.
Audio Pronunciation (Worker) An audio pronunciation of a
person's name.
Blood Type (Worker)* Tracks the blood type for the
worker.
Citizenship Status Tracks the citizenship status for Maintain Citizenship Statuses
(Dependent)* dependents.
Citizenship Status (Pre-Hire)* Tracks the citizenship status for Maintain Citizenship Statuses
pre-hires.
Citizenship Status (Worker)* Tracks the citizenship status for Maintain Citizenship Statuses
workers.

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Localized Field Description Related Task

City of Birth (Dependent)* Tracks the city of birth for
dependents.
City of Birth (Pre-Hire)* Tracks the city of birth for pre-
hires.
City of Birth (Worker)* Tracks the city of birth for
workers.
Country of Birth (Dependent)* Tracks the country of birth for
dependents.
Country of Birth (Pre-Hire)* Tracks the country of birth for pre-
hires.
Country of Birth (Worker)* Tracks the country of birth for
workers.
Covered by Worker's Health Tracks whether or not a
Insurance (Dependent) dependent has valid health
insurance.
Date of Birth (Candidate)* Tracks the date of birth for
candidates.
Date of Birth (Pre-Hire)* Tracks the date of birth for pre-
hires.
Date of Birth (Worker)* Tracks the date of birth for
workers.
Disability (Candidate) Tracks disability for candidates. Maintain Disability
Configuration
Disability (Worker) Tracks disability for workers. Maintain Disability
Configuration
Full-Time Student Status Tracks full-time student status for
(Dependent) the specified person type.
Gender (Candidate)* Tracks the gender for candidates. Maintain Genders
Gender (Pre-Hire)* Tracks the gender for pre-hires. Maintain Genders
Gender (Worker)* Tracks the gender for workers. Maintain Genders
Gender Identity (Worker)* Tracks gender identities for Maintain Gender Identities
workers.
Government Identifiers Tracks government identifiers for
(Candidate) the specified person type.
Hispanic/Latino (Candidate) Tracks Hispanic or Latino for the
specified person type.
Hispanic/Latino (Worker) Tracks Hispanic or Latino for the
specified person type.
ID Info (Pre-Hire) Tracks IDs for pre-hires. Create National ID Type
Maintain Additional
Government ID Types

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Localized Field Description Related Task

Lives with Worker (Dependent) Tracks if dependents live with a
worker.
Marital Status (Candidate)* Tracks the marital status for Maintain Marital Statuses
candidates.
Marital Status (Pre-Hire)* Tracks the marital status for pre- Maintain Marital Statuses
hires.
Marital Status (Worker)* Tracks the marital status for Maintain Marital Statuses
workers.
Medical Exams (Worker) Tracks medical exams for
workers.
Military Service (Candidate) Tracks military service for Maintain Military Service Types
candidates.
Military Service (Worker) Tracks military service for Maintain Military Service Types
workers.
Occupation (Dependent) Tracks the occupation of
dependents.
Personal Information (Pre-Hire) Tracks personal data (marital
statuses, ethnicities, and so on)
for pre-hires.
Phonetic Pronunciation The phonetic pronunciation of a Change My Name
(Worker) person's name. Pronunciation
Political Affiliation (Pre-Hire)* Tracks political affiliations for pre- Maintain Political Affiliations
hires.
Political Affiliation (Worker)* Tracks political affiliations for Maintain Political Affiliations
workers.
Preferred Communication Tracks the preferred Configure Preferred
Language (Worker) communication language for Communication Languages
workers.
Primary Nationality Tracks the primary nationality for
(Dependent)* dependents.
Primary Nationality (Pre-Hire)* Tracks the primary nationality for
pre-hires.
Primary Nationality (Worker)* Tracks the primary nationality for
workers.
Pronoun (Candidate) Tracks pronoun for a specified
person type.
Pronoun (Worker)* Tracks pronoun for a specified Maintain Pronouns
person type.
Race/Ethnicity (Worker) Tracks race/ethnicity for workers. Maintain Ethnicities
Race/Ethnicity Details (Worker) Tracks race/ethnicity details for Maintain Race/Ethnicity Details
workers.

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Localized Field Description Related Task

Region of Birth (Dependent)* Tracks the region of birth for
dependents.
Region of Birth (Pre-Hire)* Tracks the region of birth for pre-
hires.
Region of Birth (Worker)* Tracks the region of birth for
workers.
Relatives' Names (Worker) Track the names of relatives for Maintain Relative Types
workers.
Religion (Candidate) Tracks religion for candidates. Maintain Religions
Religion (Pre-Hire)* Tracks religion for pre-hires. Maintain Religions
Religion (Worker)* Tracks religion for workers. Maintain Religions
Reporting Gender (Worker) Tracks the gender of an Maintain Genders and Maintain
employee who doesn't self- Genders by Country
identify or who self-identifies as a
gender that doesn't map to male
or female.
Selective Service Registration Tracks Selective Service Change My Personal
Registration for the specified Information
person type.
Sexual Orientation (Candidate) Tracks the sexual orientation for Maintain Sexual Orientations
the specified person type.
Sexual Orientation (Worker)* Tracks the sexual orientation for Maintain Sexual Orientations
the specified person type.
Sexual Orientation & Gender Tracks sexual orientation and Maintain Sexual Orientations &
Identity (Worker) gender identity for workers. Gender Identities
Social Benefits Locality Tracks social benefits locality for Maintain Social Benefits
(Worker) workers. Localities
Uniform Service Reserve Tracks Uniform Service Reserve Change My Personal
Status Status for the specified person Information
type. Configure values on the
Maintain Uniform Service
Reserve Statuses task.
Veteran's Preference Tracks a veteran's preference Change My Personal
for the specified person Information
type. Configure values on the
Maintain Veteran's Preferences
task.
Veteran's Preference for RIF Tracks a veteran's preference for Change My Personal
RIF for the specified person type. Information

* You can require these localizations for a country.

You can hide localizations for a country by not selecting the country from the Allow for Countries or
Regions prompt.

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Related Information
Concepts
Concept: Access to Worker Information on page 64
Tasks
Steps: Set Up Personal Information Fields on page 29
Steps: Set Up Prospects and Candidates on page 219
Manage Dependents and Beneficiaries on page 1251
Edit Personal and Contact Information for Pre-Hires on page 523
Steps: Set Up Race and Ethnicity Details on page 38
2023R2 What's New Post: Military Service Fields

Public Profile Preferences

Setup Considerations: Public Profile Preferences
You can use this topic to help make decisions when planning your configuration and use of public profile
preferences. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Public profile preferences enable workers to select certain personal and talent information as public on
their worker profile and related reports.

Business Benefits
• Help create a corporate culture of diversity and inclusion.
• Continue to collect personal information while giving workers more control over the information shared
with others in their organization.
You can enable workers to:
• Control their personal brand with how they want to identify themselves.
• Find others with similar backgrounds, creating affinity groups.

Use Cases
• Continue collecting information that’s restricted to support roles.
• Enable workers to specify certain personal and talent information as public on their worker profile and
related reports.

Questions to Consider

Questions Considerations
What happens if a worker has a primary job You can configure localization settings to override
location in a country that restricts certain personal the preferences you set for workers when they work
information collection? in a particular location.

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Questions Considerations
Example: You enable sexual orientation tracking
for the entire company, but the company has a
business location in a country with restrictions.

Can anyone access the personal information that a When a user has security access, they can view the
worker selects to hide from their worker profile? information.
How can I report on public profile preferences? You can use these report fields in custom reports
and condition rules:
• Public Preference - Education
• Public Preference - Military Service
• Public Preference - Pronoun
• Public Preference - Sexual Orientation

Recommendations
Configure help text for workers on these business processes:
• Manage Education
• Personal Information Change
Create a To Do on the Personal Information Change business process. When workers make a change
to their personal or talent information, they receive a reminder to check their public profile preference
elections.

Requirements
No impact.

Limitations
When a worker shares their information, all elements associated with that information are visible. Example:
When a worker shares their education information, Workday displays all of their education information to
anyone with access. The worker can't select to display only certain colleges.

Tenant Setup
You determine which fields workers can select to display on their public profiles.

Security

Domains Considerations
Reports: Public Profile in the Personal Data Secures report fields for public profile preferences.
functional area.
The report fields provide information on whether the
worker decided to enable certain person and talent
information as public on their public profile cards.
The information these report fields return depends
on your settings on these tasks:
• Change Public Profile Preferences
• Maintain Localization Settings
• Maintain Public Profile Preferences

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 | Worker Information | 47

Domains Considerations
Set Up: Public Profile in the System functional area. Secures tasks that give access to configuring public
profile preferences.

Business Processes

Business Processes Considerations

Public Profile Preferences Enables workers to decide which personal
information is public on their worker profile.

Reporting

Report Fields Considerations

Public Preference - Education Indicates whether education is public on the
worker's profile and related reports.
Public Preference - Military Service Indicates whether military service is public on the
worker's profile and related reports.
Public Preference - Pronoun Indicates whether pronouns are public on the
worker's profile and related reports.
Public Preference - Sexual Orientation Indicates whether sexual orientation is public on the
worker's profile and related reports.

Integrations
No impact.

Connections and Touchpoints

Public profile preferences interact with:
• Talent.
• Worker information.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Steps: Set Up Public Profile Preferences

Context
Enable your workers to decide which personal and talent information is public on their worker profile and in
related reports.

Steps
1. Edit Domain Security Policies.
Edit permissions for these domain security policies:
• Reports: Public Profile in the Personal Data functional area.
• Self-Service: Pronoun in the Personal Data functional area.
• Set Up: Public Profile in the System functional area.
2. Activate Pending Security Policy Changes.

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3. Access the Create Business Process Definition (Default Definition) task.

Create the default definition for the Public Profile Preferences business process in the Personal Data
functional area if it doesn't exist in your tenant.
4. Edit Business Process Security Policies.
Configure the Public Profile Preferences business process security policy in the Personal Data
functional area.
5. Set up segment-based security groups on the appropriate domains for public profile preferences.
See Steps: Set Up Segmented Security for Public Profile Preferences on page 48.
6. Set up profile cards.
On the Configure Profile Summary task, select Personal Details to display the public profile card for:
• Birthday.
• Military Service.
• Pronoun.
• Sexual Orientation.
Select Education to display the public profile card for education.
See Steps: Set Up Profile Cards.
7. Access the Maintain Public Profile Preferences task.
Select the Personal Information and Talent Related Information fields that you want to enable for
workers.
8. Maintain Localization Settings on page 125.
At the Area prompt, select Personal Information. Localization settings are available for these fields:
• Date of Birth (Worker)
• Military Service (Worker)
• Pronoun (Worker)
• Sexual Orientation (Worker)

Next Steps
You can create custom affinity reports for your workers.
Workers can access the Change Public Profile Preferences task to select the enabled personal and
talent information they want public on their worker profile and in related reports.
Related Information
Tasks
Create Custom Reports
Steps: Set Up Gender Pronouns to Display on a Worker Profile on page 33
Reference
2020R2 What's New Post: Public Profile Preferences
Reference: Core Navigation
2023R2 What's New Post: Birthday Sharing with Public Profile Preferences

Steps: Set Up Segmented Security for Public Profile Preferences

Context
Configure segment-based security to grant access to certain personal and talent information to members
of designated security groups. Example: You can configure a segment-based security group to enable
members of the All Employees security group to view education information for employees who make their
education data public.

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Steps
1. Create Segment-Based Security Groups.
Specify which security groups can access these segments:
• Public Profile: Birthday
• Public Profile: Education
• Public Profile: Military Service
• Public Profile: Pronoun
• Public Profile: Sexual Orientation
Include only 1 public profile security segment for each segment-based security group.
Example: The Public Profile Access (Education) segment-based security group includes the All
Employees security group with access to the Public Profile: Education segment.
2. Edit Domain Security Policies.
Grant View access to the appropriate segment-based security groups on the appropriate domain:
• Public Profile Preferences: Birthday
• Person Data: Education
• Person Data: Military Status
• Person Data: Pronoun
• Person Data: Sexual Orientation
Remove any existing security groups that grant access to all users from these security policies.
Example: Remove All Employees and replace it with the appropriate segment-based security group.
Note: You must add the correct segment-based security group to the appropriate domain or you could
allow others to view other sensitive worker information.
3. Activate Pending Security Policy Changes.

Result
Segment-based security group members can view public information on worker profile cards, which are on
the Summary section of the worker profile.
Related Information
Reference
2023R2 What's New Post: Birthday Sharing with Public Profile Preferences

Names
Setup Considerations: Name Configuration by Country
You can use this topic to help make decisions when planning your configuration and use of names by
country. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday enables you to control how your tenant collects name data at the country level, so you can:
• Hide or require name components, such as prefixes or middle names, or make them optional.

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• Select basic configuration options for countries with local script.

• Control the behavior of name components you define for specific countries.

Business Benefits
Name configuration by country enables you to:
• Only collect name data relevant for your company.
• Improve the user experience by reducing data entry confusion, which improves data accuracy and
worker efficiency.

Use Cases
• Hiding optional name components, such as middle name, prefix, and suffix, so you collect only name
data that meets your business needs.
• Enforcing local names for workers who only have a local name, giving you more control over your name
data.

Questions to Consider

Question Considerations
What is the recommended option to require local We recommend you use the Local Script required
script? option to collect a minimum set of local script name
components and other name components on the
Maintain Name Components by Country task.
Otherwise, you can use the Western Script required
option to collect a minimum set of Western script
name components and any local script name
components you select.
Why do you want to override required local script or An administrator without knowledge of a local script
Western script name components? might need to add a person's name for a country
with local script names. You can select the Enable
Western Script check box option on the Maintain
Name Components by Country task. When you
do this, Workday displays a check box on name
tasks that the administrator can select to enter a
name in Western script instead. Enabling Western
script makes it required and makes local script not
required for a particular name.
What does the Enable Enter Western Script check This option:
box option do?
• Makes the Enable Western Script check box
available on name tasks.
• Gives you the flexibility to make Western script
or local script required, depending on if you
select the check box.
• When you select it, Western script name
component fields become available for edit.

What happens if name data exists on a component When you modify a name configuration, your
that you want to hide? selections on the Maintain Name Components by
Country task can impact the name data you collect
and save after you edit it.

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Question Considerations
Example: When you collect middle names but hide
them later, Middle Name is no longer collected
when a user makes a change to their name.

When you make Western script names optional Those name configurations are set by default to the
for a country, what is the default option for those Enable Western Script check box option.
names?
When you require Western script names for a Those name configurations are set by default to the
country, what is the default option for those names? Western Script required option.
Does the Maintain Name Components by No. This task only controls collection of names;
Country task control how names display in your it doesn't affect how names display. Access the
tenant? Name Formats for Country report to view how
names are set up for display.

Recommendations
Workday recommends that you require the same name components for both web services and the user
interface, especially when you want web services to initiate business process approvals. When you set
web services and the user interface to require different name components, you risk bringing incomplete
data into your tenant.
In addition, when web services trigger approvals, the user interface requirements apply and approvers
must enter any missing data. If you do need a web service to bring in different name data, we recommend
that you set up web services to autocomplete and bypass approvals.

Requirements
You must use Workday Web Services v.33 or higher for name configuration changes that you make on the
Name Components and Recruiting Name Components tabs of the Maintain Name Components by
Country task to take effect.

Limitations
No impact.

Tenant Setup
No impact.

Security
The Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area
enables you to configure name components.

Business Processes
No impact.

Reporting
Access the Name Components tab on the View Country report or the View Name Components by
Country report to see country name configurations.

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Integrations
Hiding or requiring name components can impact your integrations. Setting up names in your tenant
without properly assessing how it works with your integrations might cause them to fail. We recommend
that you test your name configuration with your integrations before you set up names in your Production
tenant.

Connections and Touchpoints

Names touch all functional areas in Workday. Access the Name Components tab on the Maintain Name
Components by Country task to configure names, except for recruiting. To configure names for Workday
Recruiting, access the Recruiting Name Components tab on the Maintain Name Components by
Country task.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Reference
Workday 33 What's New Post: Configurable Name Components By Country

Steps: Set Up Worker Names

Context
Workday enables you to track both legal and preferred names for people. You enter the legal name when
you create a pre-hire, dependent, or beneficiary. When you convert a pre-hire to a worker, you can also
enter a preferred name. By default, Workday uses the legal name for the preferred name unless you
specify a different preferred name. In that case, Workday tracks the names separately.
Local script name components are available for countries that use a non-Western script. If you enter any
name component in local or Western script, you must complete all required fields in that script.

Steps
1. Access the Edit Tenant Setup - System task.
Decide if you want a worker's legal name, preferred name, or both their legal and preferred name to
display throughout Workday and on reports. Define the format:
• Long
• Short
• Reporting
You can only select the Legal and Preferred option on the General Name Display Type prompt. You
can use the Name Formats for Country report to view the display formats for a specific country.
Security: Set Up: Tenant Setup - System domain in the System functional area.
See Reference: Edit Tenant Setup - System.
2. Access the Maintain Name Components by Country task.
Select the country where you want to configure names.
On the Name Components tab, select the options you want for name components.
If you’re setting up names for a country with local script name components, there are additional options
to select.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.

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3. Access the Maintain Name Types task.

Define additional name types. This enables you to search for workers by other names or aliases. To
view your additional name types, use the Name Types report.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
4. Access the Maintain Predefined Name Component Values task.
Define the name prefix or suffix values for a specific country. Example: Dr., Mrs., Jr., Sr., III, or PhD.
The country associated with a person's name determines which components display, their order, and
whether they’re required. You must set up predefined name component values for the country for the
field to be available. You must do this before you can set it to required.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.

Next Steps
• To edit a worker's legal or preferred name, select Personal Data > Maintain Names from the worker's
related actions menu.
Note: Employees can update their own names using the Change My Legal Name or Change My
Preferred Name tasks.
• To view a worker's Name Change History:
• In a worker profile, click the Names tab in the Personal profile group.
• Select Personal Data > Maintain Names from the worker's related actions menu.
• To see a list of name changes for workers in 1 or more organizations, access the Name Change
Report.
Related Information
Tasks
Set Up Name Components on page 53
Maintain Name Components by Country on page 127
Reference
Workday Community: Name and Address Formats

Set Up Name Components

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
You can review name components and configure names in your tenant.

Steps
1. Access the Maintain Name Components by Country task.
2. Select the country to configure name components for.
3. Select the Recruiting Name Components tab to set up names only for Workday Recruiting. Select
the Name Components tab to set up names for all other functional areas in Workday and for recruiting
agencies.

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4. Use these options to hide or require name components, or make them optional:
• Allowed to control the component the user interface and web services can collect.
• Required to control the component the user interface enforces.
• Required in web services to control the component web services enforce.
5. Select from these options if you're setting up names for a country that has local script name
components:
• Enable Western Script check box to allow your users to override required local script or Western
script name components.
• Western Script required to enforce a minimum set of Western script name components.
• Local Script required to enforce a minimum set of local script name components.

Result
Access the View Country report or View Name Components by Country report to view name
configurations by country for all functional areas in Workday.
Related Information
Reference
Workday 33 What's New Post: Configurable Name Components by Country

IDs
Steps: Set Up Workday IDs

Context
You can configure different types of Workday IDs based on a sequence generator for pre-hires,
employees, contingent workers, dependents, beneficiaries, and academic persons. You can also define
a universal ID so you can consistently track a person as they transition through these person types with a
single ID:
• Contingent Workers
• Employees
• Pre-hires
• Prospects
• Students

Steps
1. Create ID Definitions and Sequence Generators.
Configure how Workday automatically generates Workday IDs such as employee IDs, contingent
worker IDs, and universal IDs.
2. Access the Edit Tenant Setup - HCM task.
Select the ID definition for the Workday ID from the applicable prompt in the ID Sequence Generators
section.
See Reference: Edit Tenant Setup - HCM.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
3. (Optional) Access the Edit Tenant Setup - System task.
Select the ID definition from the ID Definition for Universal Id prompt.
See Reference: Edit Tenant Setup - System.
Security: Set Up: Tenant Setup - System domain in the System functional area.

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4. (Optional) Manually create a universal ID.

Select Integration IDs > Create Universal Id from a worker's related actions menu.
Security: Person Data: Universal ID in the Personal Data functional area.
5. (Optional) Access the Maintain Custom Labels task.
Create a different name for universal ids.
Security: Custom Label Management domain in System functional area.
Related Information
Reference
Reference: ID Management on page 58

Steps: Set Up Identification Documents

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
Workday enables you to add and track several types of external identification documents and custom IDs
such as licenses and passports to comply with local regulatory requirements. You can assign the IDs to:
• Academic persons
• Beneficiaries
• Contingent Workers
• Employees
• Pre-hires
• Students

Steps
1. Access the Maintain Global Identifier Usage Types task.
Configure the reasons for using IDs such as to establish identity or provide international travel
identification.
When you create ID types, you can associate them with these usage types. You can then report on a
specific usage type when you audit for IDs that are about to expire.
2. Access the Create Authority task.
Configure licensing authorities for countries and country regions. When you edit a person type's ID
information, except beneficiaries, you can select the authority that issued the license ID.
3. Create Identification Document Types on page 56.
4. Edit Business Processes.
Configure business processes and their security policies in the Personal Data functional area.
• Individual business processes for different ID types:
• Edit Government IDs
• Edit ID Information
• Edit Licenses
• Edit Other IDs
• Passports and Visa Change
• Edit ID Information business process to modify any of the 4 ID types in 1 business process event.

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Related Information
Reference
Reference: ID Management on page 58
Workday Community: Global Matrix
Workday Community: National IDs in Workday

Create Identification Document Types

Prerequisites
• Configure reasons for using IDs.
• Configure licensing authorities if you're creating a license ID type.
• Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.

Context
You can create different identification document types such as licenses and passports to comply with local
regulatory requirements. You can then assign the IDs to:
• Academic Persons
• Beneficiaries
• Contingent Workers
• Employees
• Pre-hires
• Students

Steps
Access these tasks to create different ID types:
• Maintain Additional Government ID Types
• Maintain Custom ID Types
• Maintain License ID Types
• Maintain Passport ID Types
• Maintain Visa ID Types
As you complete these tasks, consider:
Option Description
ID Definition / Sequence Generator (Custom IDs only) Select from definitions created
on the task for a custom ID type.
Identifier Validation Indicate whether the ID values for the ID type must
be unique:
• Globally Unique: ID values must be unique
across all issuers of the ID type.
• Unique to Issuer: ID type values must be
unique for a specific issuer, but are reusable by
a different issuer.
• Leave the field blank to require no ID recurrence
validation.
Workday issues a warning for duplicate IDs,
but you can still save the reused value. If you
change the Identifier Validation setting, you could

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Option Description
have existing duplicate IDs that violate the new
validation.

Global Identifier Usage Type Associate a usage type for reporting on specific
usage types when you audit IDs that are about to
expire to establish identity or provide international
travel identification.
Maps to (Additional Government IDs only) Select an ID
type to which the government ID maps for the RUP
(France) report.
Public Enable access to custom ID data in a report field
secured to a different domain than the domain for
a custom ID. Example: If you don't have security
access to the Person Data: Other IDs domain, but
you do have security access to the Worker Data:
Current Staffing Information domain, select the
Public check box to provide access to the custom
ID information.
For noncustom IDs, the check box delivers a value
that indicates if it’s selected.
Note: The Public check box doesn't make
information public for ID types.

Access an Encrypted National ID

Context
Some countries require that you store their National ID in an encrypted state. Workday complies with
encryption requirements by storing data on disk.
When you need an encrypted National ID, Workday can retrieve it and temporarily decrypt the data in an
in-memory data cache. You can access the data for a single use and then Workday removes the data from
memory.

Steps
1. Access the Schedule National ID Migration task to configure a job to migrate a National ID from a
cached to an uncached data state or from an uncached to a cached data state.
This job creates a copy of an existing National ID. It also purges and deletes the old National ID
instance. As a result, the audit history associated with the National ID no longer exists and can't be
restored. Following the migration, you can't search for an uncached National ID by value in Workday.
This might impact your integrations. Because of this, we recommend that you run the Schedule
National ID Migration task in a sandbox tenant to determine the impact before you run it in a
production tenant.
2. Use the Uncached National ID Instance report field to display data about uncached National IDs.

Result
Your decrypted National ID data complies with regulatory requirements, but you can't search for it in
Workday by value.

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Reference: ID Management
Workday enables you to manage multiple types of IDs for different person types:
• Workers.
• Pre-hires.
• Student prospects.
• Academic affiliates.
• Dependents.
• Beneficiaries.
Workday also enables National ID verification for these self-service person types:
• Academic affiliates.
• Candidates.
• Employees.
• External committee members.
• External students.
• Pre-hires.
• Students.
Note: Users secured to the Person Data: Add Government IDs domain in the Personal Data functional
area can enter IDs in the Edit Government IDs and Edit IDs subprocesses of the Hire and Contract
Contingent Worker business processes. Users with access to that domain can't view or modify the ID after
they complete the subprocess.
Enable security access to the Edit ID Information business process only for users who can edit all 4 of
these ID types:
• Government IDs.
• Licenses.
• Other IDs.
• Passports and Visas.
Users with security access to some of these ID types should use the business process specific to the
ID type. Example: Use the Edit Government IDs business process for Government IDs. If a user without
access to all 4 ID types edits 1 or more of them, Workday deletes the IDs the user can't access.
To maintain and view IDs for different person types, access these tasks:

For Workers, Pre-Hires, and Academic Affiliates:

Action Access
Enter and update IDs. • Edit Government IDs task.
• Edit Licenses task.
• Edit Passports and Visas task.
Security: Person Data: Personal Photo and
Self-Service: Personal Photo domains in the
Personal Data functional area.
• Edit ID Information for Pre-Hire task.
Security: Pre-Hire Person Data: ID Information
domain in the Pre-Hire Process functional area.

View IDs. • ID Information report.

Security: Person Data: ID Information, Person
Data: Government IDs, Person Data: Passports

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Action Access
and Visas, Person Data: Licenses, and Person
Data: Other IDs domains in the Personal Data
functional area. Worker Data: I-9 Forms in the
Onboarding functional area.
• Pre-Hire ID Information report.
Security: Pre-Hire Personal Data: ID Information
domain in the Pre-Hire Process functional area.

Track expiring or duplicate IDs. • Expiration Dates for Worker IDs report.
Security: Audit: Worker IDs domain in the
Personal Data functional area.
• Workers with the Same National ID report.
Security: Person Data: Government IDs domain
in the Personal Data functional area.

Identify invalid IDs. Workers with Invalid National IDs report.

Security: Person Data: Government IDs domain in
the Personal Data functional area.

For Student Prospects:

Action Access
Enter IDs. Create Student Prospect task.
Security: Manage: Student Prospect domain in the
Student: Recruiting functional area.

Update IDs. IDs report on the Personal profile group of the

prospect profile.

For Dependents and Beneficiaries:

Action Access
Enter and update IDs. On the profile of the worker with a beneficiary or
dependent, select either View Beneficiaries or
View Dependents report on the Benefits profile
group.
Security: Worker Data: Beneficiaries and
Dependents domain in the Benefits functional area
and the Personal Data functional area.

For Workers, Contingent Workers, Pre-Hires, Students, and Student Prospects:

Action Access
Enter and update IDs. Select Integration IDs > Create Universal ID.
Select Integration IDs from the person's related
actions menu.

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Action Access
Security: Person Data: Universal ID domain in the
Personal Data functional area.

For Academic Affiliate, Candidate, Employee, External Committee Member, External Student, Pre-
Hire, and Student:

Action Access
Verify National ID To access the Verify National ID button, on a
person's profile, select Personal and IDs.
Security: Self-Service: Verify National ID domain in
the Personal Data functional area.

Example: Restrict a National ID Length

This example illustrates 1 way to restrict the number of digits that users can enter for a national ID.

Context
Workday enables you to enter 10 or 12 digits for the Swedish national ID, Personnummer. You want
to restrict the ID length so that users must enter 12 digits. You create a condition rule on the Edit ID
Information business process using calculated fields to extract the Personnummer ID length.

Prerequisites
Security: Custom Field Management in the System functional area.

Steps
1. Access the Create Calculated Field task.
2. Enter these values:

Field Value
Field Name CF National ID is Personnummer ID
Business Object National Identifier
Function True/False Condition
3. Click OK.
4. Enter these values:

Field Value
Field National Identifier
Operator in the selection list
Comparison Type Value specified in this filter
Comparison Value Personal ID Number (Personnummer)
5. Click OK, then click Create Another Calculation.

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6. Enter these values:

Field Value
Field Name CF Proposed Personnummer on Composite ID
Event
Business Object Composite Identifier Event
Function Extract Single Instance
7. Click OK.
8. Enter these values:

Field Value
Source Field National IDs - Proposed
Condition CF National ID is Personnummer ID
Sort Field Current Entry Date
Sort Direction Descending (Z to A)
Instance to be returned First occurrence
9. Click OK, then click Create Another Calculation.
10.Enter these values:

Field Value
Field Name CF Unformatted Personnummer on Composite ID
Event
Business Object Composite Identifier Event
Function Lookup Related Value
11.Click OK.
12.Enter these values:

Field Value
Lookup Field CF Proposed Personnummer on Composite ID
Event
Return Value National ID Unformatted
13.Click OK, then click Create Another Calculation.
14.Enter these values:

Field Value
Field Name CF Proposed Personnummer Length on
Composite ID Event
Business Object Composite Identifier Event
Function Text Length
15.Click OK.
16.On the Text Field prompt, select CF Unformatted Personnummer on Composite ID Event.
17.Click OK and click Done.

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18.Select Business Process > Create Condition Rule from the related actions of the initiation step on
the Edit ID Information business process.
19.Create a condition rule with these 2 conditions:

Field Rule Condition 1 Rule Condition 2

Description Personnummer ID Personnummer ID Length
Source External Field or National ID Type - Proposed CF Proposed Personnummer
Condition Rule Length on Composite ID Event
Relational Operator any in the selection list equal to
Comparison Type Value specified in this filter Value specified in this filter
Comparison Value Personal ID Number 10
(Personnummer)
20.Click OK.

Next Steps
• Configure custom validation text for the initiation step on the Edit ID Information business process.
• You can also restrict the Personnummer national ID length on the Edit Government IDs business
process by creating:
• Similar calculated fields based on the Government Identifier Event business object.
• A similar condition rule on the initiation step of the Edit Government IDs business process.
Related Information
Tasks
Steps: Set Up Identification Documents on page 55

Contact Information
Steps: Set Up Contact Information

Prerequisites
Set up 1 or both of these business processes:
• Contact Change to manage contact information updates in 1 task.
• Home Contact Change and Work Contact Change to manage contact information updates in 2 parallel
tasks.
Set up the domain security policies in the Contact Information functional area. Set up the security policies
on the business process.

Context
You can set up the Contact Change business process to add, edit, or delete contact information for
workers.
You can set up the Home Contact Change and Work Contact Change business processes to add, edit, or
delete contact information for these people:
• Workers
• Students
• External Committee Members
Using these business processes requires you to disable the security policies on the Contact Change
business process.

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Steps
1. Access the Maintain Localization Settings task.
Identify which countries use certain contact information localizations.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
See Reference: Contact Information Localizations on page 66.
2. Steps: Set Up Address Components by Country on page 67.
3. Steps: Set Up Phone Numbers on page 73.
4. Access the Maintain Instant Messenger Types task.
Define the available instant messenger providers.
• Providers listed in the Integration Action prompt have an active link to launch the application.
• Providers that have no Integration Action display as plain text in contact information displays.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
5. Access the Maintain Social Network Types task.
Define which social networks are available by country.
Add links to social network accounts in these formats:

Social Network Required Format

Facebook http(s)://*.facebook.com/profile.php?id=
Google+ http(s)://plus.google.com/<number>/
IBM Connections URL of the user account
LinkedIn http(s)://*.linkedin.com/profile/view?id=
http(s)://*.linkedin.com/pub/
http(s)://*.linkedin.com/in/

Twitter Username (no URL)

XING http(s)://www.xing.com/profile/
Yelp http(s)://www.yelp.com/user_details?userid=

Note: Social network icons are active links. LinkedIn™ displays a preview card in Workday, while all
other profiles launch in new pages.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
6. Configure the Manage Social Networks business process in the Contact Information functional area.
7. Configure the Change Emergency Contacts business process and security policy in the Personal Data
functional area.
8. Use the Maintain Related Person Relationships task to specify relationships between people.

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9. (Optional) Edit contact information for a person. Select Personal Data from the related actions menu of
their profile and then select the relevant task:
• Change Contact Information
• Social Network
• Change Home Contact Information
• Change Work Contact Information
• Edit Pre-Hire Contact Information
Once you enter a primary home address for a worker, you can change or share it, but you can't delete
the address entry.
When you enter an Alternate Work Location on the Work Contact Change business process, Workday
displays the current date as the effective date. When you enter a different effective date, Workday uses
the last effective date entered for all addresses that the Work Contact Change event updates.

Result
Workers can edit their own contact information in the Personal Information worklet. To provide access to
the self-service tasks:
• Add Employee as Self to initiating actions for the Contact Change, Home Contact Change, Work
Contact Change, and Manage Social Networks business processes.
• Add Employee as Self to the Self-Service: Home Contact Information and Self-Service: Work Contact
Information security domains.
• Use the Configure Worklet task to add the Contact Information and Social Networks actions to the
Personal Information worklet.
Related Information
Concepts
Concept: Country-Specific Information, Locales, and Languages
Tasks
Edit Personal and Contact Information for Pre-Hires on page 523
Steps: Set Up Companies
Manage Personal Relationship Types on page 1250
Reference
Workday Community: Global Matrix – Country Support for Workday
Workday Community: Name and Address Formats
Reference: Edit Tenant Setup - Global
Reference: Phone Number Formats on page 74

Concept: Access to Worker Information

You can secure access to worker names, contact information, and personal information through a
combination of domain and business process security policies. You can constrain access by organization
context.
• Domain security policies determine who can view or modify each type of worker information in business
processes, tasks, related actions, worker profiles, and reports. To manage permissions, use the
Domain Security Policies for Functional Area report.
• Business process security policies determine who can perform actions in the Contact Change, Home
Contact Change, Work Contact Change, Personal Information Change, Legal Name Change, and
Preferred Name Change business processes. To manage permissions, use the Business Security
Policies for Functional Area report.
• Role-based security groups limit access to secured items (such as reports, tasks, and data) to members
of specific organizations.

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Worker Profiles
To view personal and contact information on worker profiles, set up domain security:

Section Domains Notes

Contact Information Person Data: Home Contact When you disable these security
Information policies, you can't see the
Contact section of the worker
Person Data: Work Contact
profiles.
Information
Self-Service: Home Contact
Information
Self-Service: Work Contact
Information

Personal Information Person Data: Personal When you disable these security
Information policies, you can't see the
Personal Information section of
Self-Service: Personal Information
the worker profiles.
The Self-Service: Personal Data
and Person: Personal Data parent
domains don't provide access to
personal information, but can be
used for subdomains to inherit
permissions.

Public and Private Contact Information

You can designate each type of contact information (except home addresses) as public or private. The
designation only affects the visibility of contact information on worker profiles and worker preview cards.
Anyone with view permission on the Worker Data: Public Worker Reports domain can see public contact
information on worker profiles and worker preview cards.
A worker's home address is always private unless it's also their work address, in which case you can make
the home address public.
For broader access to contact information, you must have permission on the Person Data: Work Contact
Information and Person Data: Home Contact Information domains. These domains provide access to both
public and private contact information in these places:
• Change Contact Information, Contact Information, and Work Contact Information for Worker
standard reports.
• Change Contact Information and View Contact Information related actions on workers.
• Worker Contact tab on worker profiles.
Workday recommends that you limit permission on these domains to administrators. Don't assign the
All Users, All Employees, All Contingent Workers, All Retirees, or All Terminees security groups to the
Person Data: Work Contact Information and Person Data: Home Contact Information domains if you want
to restrict visibility of private contact information.
Note: You can further restrict access to worker information by creating an intersection security group.
This group enables only administrators or specific organization roles to view directory information. It also
excludes workers from search results, organization profiles and charts, and reports.

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Security Permissions
Workers secured to actions in the Contact Change, Home Contact Change, Work Contact Change,
Personal Information Change, Legal Name Change, and Preferred Name Change business processes
need these domain security permissions to view and modify data in the business processes:
• Groups assigned to the initiation or review steps in the business processes require modify permission
on the domains that control access to each type of information.
• Groups with view all, view completed only, approve, cancel, or rescind permission in the business
processes require view permission (at a minimum) on the domains that control access to each type of
information.
Access the Template-Driven Business Process Security report to confirm that the business process and
domain security permissions are aligned.
Related Information
Tasks
Steps: Set Up Profiles and Profile Groups
Create Intersection Security Groups
Edit Business Process Security Policies
Edit Domain Security Policies
Create Role-Based Security Groups

Reference: Contact Information Localizations

Workday enables you to specify which countries use different contact information localizations.

Localized Field Description

City Prompt Enables you to select from a Workday-maintained
list of cities for the selected countries.
Note: We recommend that you contact
Professional Services for assistance when
activating this localization, which significantly
impacts your data, existing integrations, EIBs, and
web services. When you activate City Prompt,
Workday prevents you from entering city names as
text for the selected countries. If you later inactivate
the City Prompt, you must re-enter all cities for
which you selected an address using the prompt.

Country Names Enables custom names for countries.

Note: Activating this localized field for any
country is a significant tenant change and requires
additional setup in the Maintain Workday
Delivered Country Names task. Workday displays
custom country names based on the country of the
primary position.
Example: If you activate this localized field for Hong
Kong, workers in your organization with a primary
position within Hong Kong see the custom names
you configured in the Maintain Workday Delivered
Country Names task for Hong Kong.

Enable Address Lookup Enables you to search for an address based on

address components such as Postal Code.

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Localized Field Description

Number of Days (Worker) Enables you to track the number of days a worker
in the selected country works from home. If you
activate this localized field, you can track both the
Number of Days Per Week and the Days of the
Week in a worker's home contact information. Once
enabled, access the Maintain Address Usages
task and activate the Work From Home address
usage as the default for Communication Usage
Behavior Default to use and display these fields.

Related Information
Tasks
Steps: Set Up Contact Information on page 62
Steps: Set Up Custom Names for Countries

Addresses
Steps: Set Up Address Components by Country

Context
You can enable, hide, or require address components by country in your tenant.

Steps
1. Access the Maintain Address Components by Country task.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
2. Select a country to configure address components for it.
3. Select the Address Components tab to configure addresses for all functional areas in Workday other
than Recruiting.
4. As you complete the task, consider:
Option Description
Allowed Select the check box to enable the relevant
address component.
Required Select the check box to require the relevant
address component.
Enforce Required in Web Services If you require an address component, select
this check box to include this component in the
relevant web services.
Label Override If you provide a label override, Workday uses it as
the description label instead.
5. As you complete the task for a country with local script address components, consider:
Option Description
Enable Enter Western Script Check Box This option enables you to:
• Enter the required local script address
components that display by default.

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Option Description
• Select the Enter Western Script check box.
When you select it, you can enter either local
or Western script address components, but
Western are required.

Western Script Required This option enables you to enter only Western
script address components.
Local Script Required This option enables you to enter only local script
address components.

Some address components are always required and you can't configure them. The required
components vary by country. Example: For Canada, the required components are: Address Line 1,
Region, and Postal Code. For Japan, the required components are: Postal Code, City, and Address
Line 1. For the United States, the required components are: Address Line 1, City, Region, and Postal
Code.
6. (Optional) Use the directional arrows to configure the display order of address components in tasks
where you enter address data, and in the View Address Components by Country report.
7. (Optional) Access the Maintain Address Usages task to rename, inactivate, or restrict worker address
usages to certain countries. The country restriction is for a worker's primary position location; it isn't for
the location of a Contact Change address.
See Reference: Address Usages on page 69.

Next Steps
Use the View Address Components by Country report to view your address component configurations.
Related Information
Reference
Reference: Edit Tenant Setup - Global
Workday Community: Name and Address Formats
2023R1 What's New Post: Configurable Addresses by Country

Set Up Global Address Lookup

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services order form, or see Workday Innovation Services in the
Workday Community for more information.

Context
Workday enables you to enter a small portion of an address, such as a postal code or street name, to
retrieve possible matching addresses in the selected country.

Steps
1. Access the Innovation Services and Data Selection Opt-In report.
Security: Manage: Innovation Services domain in the Innovation Services functional area.

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2. On the Innovation Services Opt-In task, select the country for address lookup on the Available
Services tab in the Global Address Lookup category:
• Address Lookup Australia
• Address Lookup Belgium
• Address Lookup Canada
• Address Lookup Denmark
• Address Lookup Finland
• Address Lookup France
• Address Lookup Germany
• Address Lookup Italy
• Address Lookup Netherlands
• Address Lookup Norway
• Address Lookup Spain
• Address Lookup Sweden
• Address Lookup Switzerland
• Address Lookup UK
• Address Lookup United States
3. (Optional) Access the Change Home Contact Information task or the Change Work Contact
Information task. In the Country field, select a country that has Global Address Lookup enabled,
such as Australia, France, or United Kingdom. The Search Address powered by Google field
displays. Enter some portion of an address to retrieve possible matches.

Result
When you select an address returned by address lookup, Workday populates all address component fields,
overwriting any existing information.
Related Information
Reference
2022R1 What's New Post: Address Lookup for the United Kingdom

Reference: Address Usages

Address usages track what you use an address for. Example: Billing, Mailing, Shipping, and so on.
Workday delivers several address usages and corresponding mapping values that you can configure
using the Maintain Address Usages task. You can rename the address usages or restrict them to certain
countries. You can also create your own address usages and map them to the Workday-delivered values.
The mapping values determine which address usages are available for selection when you enter or edit
an address. Example: When you create a Corporate Billing address usage, you can map it to the Billing
value. Corporate Billing then displays as an option on the Usage prompt when you enter or edit a business
address. It's not an option if you enter or edit a home address.
Address usages and address types can be useful for tracking and reporting purposes. Workday provides
6 address types that you can associate with address usages. The combination of address usage and
address type indicates the purpose of the address. Example: If your company has several addresses for a
supplier business, you can track which address is for billing and which is for shipping.
You can link a single address type to several different usages. Example: A person's home address
can have a type of international assignment, mailing, other - home, or permanent address, but not
procurement. You can select an address usage in the Usage or Use For prompt when you enter or edit the
corresponding address types:

Address Usage Address Type

Billing Academic Contact

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Address Usage Address Type

Business
Home
Institutional
Work

International Assignment Home

Lockbox Lockbox
Mailing Academic Contact
Business
Home
Institutional
Work

Mileage Calculation Home

Work

Other - Business Business

Other - Home Home
Other - Work Work
Paycheck Home
Work

Payroll Tax Form Home

Work

Permanent Home
Institutional

Procurement Business
Remit To Business
Shipping Business
Home
Institutional
Work

Storage Business
Work

Street Address Academic Contact

Business
Home
Institutional

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Address Usage Address Type

Work

Tax Reporting Business

Work From Home Home

Workday determines which address types are valid for different business objects. The association of
address type to business object also indicates which address usages are appropriate for a business
object. Example: An educational institution can have an academic contact address, but not a home or work
address. Similarly, a student can have an address type of home or institutional, but not one for business or
lockbox. These business objects can have these address types:

Address Type Business Object

Academic Contact Educational Institution
External Association
Student Recruiting Event Ad Hoc Location

Business Ad Hoc Payee

Authority
Benefit Provider
Business Entity
Business Entity Contact Info Change
Business Site
Corporate Credit Card Account
Miscellaneous Payee
Professional Affiliation
Recruiting Agency
Requisition
Service Center
Subaward Contact
Supplier Change
Supplier History

Home Beneficiary Trust

Person
Professional Affiliation
Student
Subaward Contact

Institutional Student
Lockbox Lockbox
Work Ad Hoc Payee
Beneficiary Trust

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Address Type Business Object

Person
Professional Affiliation
Student
Subaward Contact

The Business Entity and Person business object groups contain business objects. The contained business
objects have the same address types as their business object group. Example: A pre-hire can have a
home address and a work address because the Person business object can have a home address and a
work address.

Business Object Group Business Object

Business Entity Bank Branch
Company
Customer
Deduction Recipient
Donor
Financial Institution
Investor
Prospect
Sponsor
Supplier
Tax Authority

Person Academic Affiliate

Beneficiary
Candidate
Committee Member
Dependent
Emergency Contact
Former Worker
Pre-Hire
Student
Student Prospect
Service Center Representative
Worker

Related Information
Tasks
Steps: Set Up Address Components by Country on page 67

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Phone Numbers
Steps: Set Up Phone Numbers

Context
You can configure what kinds of phone devices and numbers workers can select and enter for your
Workday tenant.

Steps
1. Access the Maintain Phone Device Types task.
Set the available phone device types you can use to enter or update contact information in Workday.
Phone number validations are available for mobile and landline device types, but not VoIP device
types. If you've enabled the Recruiting functional area, you can also select device types to exclude from
Recruiting phone numbers.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
2. Access the Edit Tenant Setup - System task.
a. Set the default phone number view format to control how phone numbers display in your tenant.
b. (Optional) Select the Include National Prefix check box to include the national prefix, such as
zero, with the area code. If you select this setting, the national prefix displays in all web services
that use an area code. This setting affects new phone numbers that you save in the Workday
Traditional Phone Format, and any phone numbers that you later edit. The setting doesn't affect
phone numbers that use E164, International, or National formats. Workday recommends selecting
this setting only once.
3. (Optional) Access the Edit Tenant Setup - Global task.
Enable phone number validations by country to have Workday validate phone numbers. If you select
this setting, Workday won't accept invalid phone numbers. When necessary, Workday has defined
separate validations for mobile and landline types of phone numbers.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
4. (Optional) Access the Invalid Phone Numbers report.
View invalid phone numbers for workers.
You can use an EIB based on the Maintain Contact Information web service to correct invalid phone
numbers or incorrectly formatted phone numbers. Make sure that you include the Country ISO Code
(Alpha-3). Workday automatically assigns the correct Country Phone Code after you load the EIB.
Security: Audit: Contact Information domain in the Contact Information functional area.
Related Information
Reference
Reference: Edit Tenant Setup - Global
Reference: Edit Tenant Setup - System
Reference: Phone Number Formats on page 74
Workday 31 What's New Post: Single Field Phone Number
Workday Community: Incorrect Phone Number Formatting

Concept: Entering and Validating Phone Numbers

Workday has required fields for both Country Phone Code and Phone Number. After you enter the phone
number, Workday:
• Validates the phone number for a country, if you select Allowed Phone Validations in the Edit Tenant
Setup - Global task.

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• Automatically formats a valid phone number for a country in the format selected in the Phone Number
View Format setting in the Edit Tenant Setup - System task.
Workday uses the Google libphonenumber library to validate and format phone numbers. If you enter an
invalid phone number, Workday doesn't format it and displays the number as entered. If the phone number
digits are valid, Workday automatically formats the number based on the Country Phone Code.
Access the View Sample Phone Number Library report to see the allowed number of digits in phone
numbers for different countries. You can also view sample phone numbers for different countries in the
report. It includes fixed line and mobile numbers in these formats:
• International Phone Number
• National Phone Number

Reference: Phone Number Formats

Workday displays phone numbers in your tenant based on the selected Phone Number View Format
setting in the Edit Tenant Setup - System task.
Workday supports 4 phone number formats. International is the default format. These examples display the
differences in the formats:

Country Workday E164 International National

Traditional Phone
Format
USA +1 (925) 2006574 +19252006574 +1 925-200-6574 (925) 200-6574
United Kingdom +44 (7974) 424832 +447974424832 +44 7974 424832 07974 424832
Japan +81 (90) 17901357 +819017901357 +81 90-1790-1357 090-1790-1357
France +33 (6) 86579014 +33686579014 +33 6 86 57 90 14 06 86 57 90 14

Related Information
Reference
Reference: Edit Tenant Setup - System

Vaccination and Workplace Test Tracking

Set Up Vaccination Tracking

Prerequisites
Security: Person Data: Vaccination Setup domain in the Vaccination Tracking functional area.

Context
You can specify the vaccination types, status, and manufacturers for your workers as part of your disease
preparedness and control plans.
Once users have entered vaccination data, any changes you make on the Vaccination Tracking Setup
report might impact that data.

Steps
1. Access the Vaccination Tracking Setup report.

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2. As you configure vaccine types, consider:

Option Description
Order Specify the order in which Workday displays the
values in the Vaccine Type prompt on these
tasks:
• Add My Vaccination
• Add Vaccination

Vaccination Type Name Enter the name of the disease that the vaccination
is providing immunity against.
Inactive Select to inactivate the type. Users won't be able
to select the type when adding vaccinations. You
might have downstream impacts if there's existing
vaccination data.
In Use Workday automatically selects this check box
when someone uses the Vaccine Type in a
worker's vaccination record.
3. As you configure vaccination statuses, consider:
Option Description
Order Specify the order in which values display on these
tasks:
• Add My Vaccination
• Add Vaccination

Vaccination Status Name Enter the status of the worker's vaccination.

Example:
• Vaccinated
• Not Applicable - Medical Exemption

Valid for Vaccine Types Enter the vaccine types the vaccination status
applies to.
Workday displays this vaccination status when
workers enter vaccinations for the selected
vaccine type.

Attestation Enter custom text that workers view when they

verify to their vaccination status.
Collect Vaccination Details Select to display a Vaccination Details section
where workers can enter the manufacturer,
vaccination event type, and date on these tasks:
• Add My Vaccination
• Add Vaccination

Fully Vaccinated Select to mark the worker as Fully Vaccinated

when they select this Vaccination Status on
these tasks:
• Add My Vaccination
• Add Vaccination

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Option Description
Inactive Users won't be able to select the status when
adding vaccinations on these tasks:
• Add My Vaccination
• Add Vaccination
You might have downstream impacts if there's
existing vaccination data.
In Use Workday automatically selects this check box
when someone uses the Vaccination Status in a
worker vaccination record.
4. As you configure vaccination event types, consider:
Option Description
Order Specify the order in which Workday displays
vaccination event types on these tasks:
• Add My Vaccination
• Add Vaccination

Vaccination Event Type Name Enter the type of vaccination event workers can
select when entering their vaccination. Example:
First Dose.
Valid for Vaccine Types Enter the vaccine types the vaccination
event type applies to. Workday displays this
vaccination event type when workers are entering
vaccinations for the selected vaccine type.
Inactive Select to inactivate the event type. Users won't be
able to select the type when adding vaccinations
on these tasks:
• Add My Vaccination
• Add Vaccination
You might have downstream impacts if there's
existing vaccination data.
In Use Workday automatically selects this check box
when someone uses the Vaccination Event
Type in a worker vaccination record.
5. As you maintain vaccine manufacturers, consider:
Option Description
Vaccine Manufacturer Name Workday displays the manufacturer on these
tasks:
• Add My Vaccination
• Add Vaccination

Inactive Select to inactivate the vaccine manufacturer.

Users won't be able to select the type when
adding vaccinations. You might have downstream
impacts if there's existing vaccination data.

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Option Description
In Use Workday automatically selects this check box
selected when someone uses the Vaccine
Manufacturer in a worker vaccination record.
6. Configure your vaccine tracking requirements using the selections that you created.
Select Vaccine to display the Maintain Vaccines task.
7. As you complete the task, consider:
Option Description
Vaccine Type Select the relevant type that you created.
Vaccine Manufacturer Select the relevant manufacturers that you
created.
Selectable Vaccination Event Type Enter the event types that you want workers to be
able to select for the vaccine.
Inactive Select to inactivate the vaccine. Users won't be
able to select the type when adding vaccinations.
You might have downstream impacts if there's
existing vaccination data.
In Use Workday automatically selects this check box
when someone uses the Vaccine in a worker
vaccination record.

Example
You want to support workers as they return to the workplace after COVID-19. You create these values for
workers to select when adding vaccinations:

Option Value
Vaccine Type COVID-19
Vaccination Status Vaccinated
Partially Vaccinated
Not Vaccinated
Other
Enter the attestation: I certify the information that
I provided is true and correct to the best of my
knowledge.

Selectable Vaccination Event Type Single Dose

First Dose
Second Dose
First Booster
Second Booster

Vaccine Manufacturer AstraZeneca

Johnson and Johnson
Moderna

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Option Value
Pfizer

Vaccine Moderna, with these selectable event types:

• First Dose
• Second Dose
• First Booster
• Second Booster
Pfizer, with these selectable event types:
• First Dose
• Second Dose
• First Booster
• Second Booster
AstraZeneca, with these selectable event types:
• First Dose
• Second Dose
• First Booster
• Second Booster
Johnson and Johnson, with these selectable event
types:
• Single Dose
• First Booster
• Second Booster

Next Steps
Configure the Add Vaccination business process.
You can report on workers who are Fully Vaccinated, and create condition rules that includes or excludes
them.
Use the Configure Worklet task to add the My Vaccination task as an option on the Personal
Information worklet. The option displays as Vaccination Status on the worklet.
Related Information
Reference
2021R2 What's New Post: Vaccination and Workplace Test Tracking
The Next Level: Vaccination Tracking

Set Up Workplace Test Tracking

Prerequisites
Security: Person Data: Workplace Testing Setup domain in the Workplace Test Tracking functional area.

Context
You can set up different workplace health and safety tests for your organization. This can help you with
reacting to different regulations. Example: Covid-19 Tests.

Steps
1. Access the Workplace Test Tracking Setup report.

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2. As you configure workplace test types, consider:

Option Description
Workplace Test Type Name Enter what the workplace health and safety test is
checking for. Example:
• COVID-19
• Measles

Inactive Users won't be able to select the type when

adding workplace tests. You might have
downstream impacts if there's existing workplace
test data.
In Use Workday automatically selects this check box
when someone uses the Workplace Test Type in
a workplace test record for a worker.
3. As you maintain workplace test results, consider:
Option Description
Workplace Test Result Name Enter the types of results workers can receive
from their workplace health and safety test.
Example:
• Pending Results
• Negative
• Positive

Attestation Enter custom text that workers view when they

verify to their workplace test results.
Inactive Users won't be able to select the result when
adding their workplace tests. You might have
downstream impacts if there's existing workplace
test data.
In Use Workday automatically selects this check box
when someone uses the Workplace Test Result
in a workplace test record for a worker.

Example
You want to support workers as they return to the workplace after COVID-19. You create these values for
workers to select when adding workplace tests:

Option Value
Workplace Test Types COVID-19
Workplace Test Results Pending Results
Positive
Negative
Not Applicable
Enter the attestation: I certify the information that
I provided is true and correct to the best of my
knowledge.

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Next Steps
Configure the Add Workplace Test business process.
Use the Configure Worklet task to add the My Workplace Test task as an option on the Personal
Information worklet. The option displays as Workplace Test Result on the worklet.
Related Information
Reference
2021R2 What's New Post: Vaccination and Workplace Test Tracking
The Next Level: Workplace Test Tracking

Steps: Configure the Add Vaccination Business Process

Prerequisites
Security: The Person Data: Vaccination domain in the Vaccination Tracking functional area.
These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
You can configure the Add Vaccination business process to track worker vaccinations. You have the
flexibility to react to health and safety concerns in the workplace. Example: You require workers to get
vaccinated against Covid-19 before they return to the office.

Steps
1. Edit Business Process Security Policies.
Select the Vaccination Tracking functional area and add the appropriate security groups.
2. Edit Business Processes.
Configure the Add Vaccination business process as a subprocess of the Onboarding business process.
3. (Optional) Hide or Require Optional Fields.
Configure these fields on the Add Vaccination and Add My Vaccination tasks:
Option Description
Vaccination Event Type When you hide this field, users can still view and
enter values in the Vaccine field.
Vaccine When you hide this field, users can't enter values
in the Vaccination Event Type field.

Example: You hide both the Vaccination Event Type and Vaccine fields so that you can only track the
vaccination status and vaccination date for workers.
4. (Optional) Create Security Rules.
From the Security Field prompt, select Fully Vaccinated.
5. (Optional) Create Custom Labels.
Select HR Compliance from the Term Context prompt.

Result
Users can add vaccinations for themselves or for workers using the Add Vaccination web service, and
these tasks:
• Add My Vaccination

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• Add Vaccination

Next Steps
• Add the Vaccinations report to the Personal for Worker Profile profile group. This profile report
enables you to view all vaccinations for a worker.
• You can create custom reports for worker vaccine events using the indexed Vaccinations report data
source.
• You can use the Get Vaccinations web service to retrieve vaccination data in bulk from Workday.
• You can access the Vaccination purgeable data type on the Purge Person Data and Create Purge
Plan tasks to remove vaccination data you no longer need.
Related Information
Tasks
Steps: Configure Business Process Definitions
Reference
2021R2 What's New Post: Vaccination and Workplace Test Tracking

Steps: Configure the Add Workplace Test Business Process

Prerequisites
Security: The Person Data: Workplace Testing domain in the Workplace Test Tracking functional area.
These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
You can configure the Add Workplace Test business process to complete the series of steps for workplace
test tracking. This configuration provides you with the flexibility to react to health and safety concerns in the
workplace. Example: Requiring employees to provide proof of a negative Covid-19 test.

Steps
1. Edit Business Process Security Policies.
Select the Workplace Test Tracking functional area.
2. Edit Business Processes.
Configure the Add Workplace Test business process as a subprocess of the Onboarding business
process.
3. (Optional) Create Custom Labels.
Select HR Compliance from the Term Context.

Result
Users can add workplace tests for themselves or for workers using the Add Workplace Test web service,
and these tasks:
• Add My Workplace Test
• Add Workplace Test

Next Steps
• Add the Vaccinations report to the Personal for Worker Profile profile group. This profile report
enables you to view all workplace tests for a worker.

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• You can create custom reports for worker vaccine events using the indexed Workplace Tests report
data source.
• You can use the Get Workplace Tests web service to retrieve vaccination data in bulk from Workday.
• You can access the Workplace Test purgeable data type on the Purge Person Data and Create Purge
Plan tasks to remove workplace test data you no longer need.
Related Information
Tasks
Steps: Configure Business Process Definitions
Reference
2021R2 What's New Post: Vaccination and Workplace Test Tracking

Example: Create Alerts for Not Fully Vaccinated Workers

This example illustrates how to set up an alert based on the vaccination status of workers.

Context
You’re managing the return to office for your workplace. You want to remind workers to complete their
COVID-19 vaccination. You configure a monthly alert that routes to the inboxes of not fully vaccinated
workers.

Prerequisites
Set up vaccination tracking. Create a Vaccinated status for COVID-19 vaccine types. Mark it as Fully
Vaccinated.
Configure the Add Vaccination business process.
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports
• Report Tag Management
• Notification Alerts

Steps
1. Access the Create Custom Report task.
2. Enter these values:

Option Description
Report Name Workers Not Fully Vaccinated
Report Type Advanced
Optimized for Performance Clear the check box.
Data Source Workers for HCM Reporting
3. Click OK.
4. Select All Active Workers for the Data Source Filter.
5. Select these values in the first grid on the Columns tab:

Business Object Field Options

Worker Worker Worker Indicator
6. Access the Filter tab.

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7. Select these values in the Filter conditions for filtering on instances grid:

And/Or Field Operator

and Fully Vaccinated is blank
8. Access the Prompts tab.
9. Select these values in the Prompt Defaults grid:

Field Default Type Default Value Do Not Prompt at

Runtime
Vaccine Type Specify default value COVID-19 Select the check box.
Parameter
10.Click OK.
11.Access the Configure Alert task.
12.Select Workers Not Fully Vaccinated for the Report Name.
13.Select Monthly Recurrence for the Run Frequency.
14.Click OK.
15.Enter Alert for Not Fully Vaccinated Workers for the Request Name.
16.Select General Notifications for the Notification Type.
17.Select these values in the Alert Configuration tab:

Section Field Description

Included Task Task Add My Vaccination
Recipients Groups • Employee As Self
• Contingent Worker As Self

Subject Notification Subject Update Your Vaccination Status

Body Introductory Comments We are reaching out to you
regarding your vaccination
status.
Body Details In the Text field, enter As
we return to an in-person
environment, we are asking
all workers to be vaccinated.
Please add your vaccination
details.
Body Concluding Comments Thank you for doing your part
to keep our workplace and our
customers safe.
18.Access the Schedule tab.
19.Select these values in the Monthly Recurrence Criteria section:
Option Description
Every Month Select the check box.
Day of the Week First Monday
Start Time 4:00 AM
Time Zone GMT-08:00 Pacific Time (Los Angeles)

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Option Description
Catch Up Behavior Run Once
20.Select these values in the Range of Recurrence section:
Option Description
Start Date 03/01/2022
End Date 01/01/2023

Result
Workday:
• Displays the alert in the Process Monitor report as an Alert Job process.
• Sends the alert to all workers who don't have the Vaccinated status.

Next Steps
Access the View Alerts report to view defined configurable alerts.
Related Information
Concepts
Concept: Alerts
Reference
2021R2 What's New Post: Vaccination and Workplace Test Tracking

FAQ: Contact and Personal Information

• What is the purpose of an alternate work location?
• How does Workday display primary and alternate work locations?
• Can I add a date when removing an alternate work address?
• Why can't I remove a worker's primary contact information?
• Does deleting emergency contact information for a worker impact dependent or beneficiary records? on
page 85
• How can I prevent duplicate IDs when I hire an employee?
• Why are parts of an address missing on worker profiles?
• Is it possible to display some worker names in Western script only and others in both Western and a
local script?
• How do I enter the date of death in Workday for a worker who dies?

What is the purpose of an alternate work An alternate work location enables you to define
location? a primary work address that is different than the
business address. By default, the business location
address is a worker's primary work address.
When a worker defines a different address as their
alternate work location, that address becomes
their primary work address. Example: a worker
who always works from home selects their home
address as an alternate work location; their home
address becomes their primary work address.

How does Workday display primary and Worker profiles display the primary business
alternate work locations? location unless an employee has an alternate work
location. The Change Contact Information task

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and the Change Work Contact Information task

specifies:
• Current work location is business location for
workers who don't have an alternate work
location.
• Current work location is home for workers whose
alternate work location is their primary home
address.
• Current work location is alternate location for
workers who have an alternate work location
with a different address.

Can I add a date when removing an alternate Yes. To include an effective date when you remove
work address? an alternate work address:
1. Access the Change Contact Information task.
2. Open the edit window and select the alternate
work location.
3. Specify the Effective Date that the address is
no longer valid.
4. Save the date by clicking away from the address
field.
5. Remove the alternate work address and submit
your changes.
In the worker's history, the Contact Change event
displays the specified date.

Why can't I remove a worker's primary contact You can't remove primary contact information when
information? the worker:
• Has additional contact information.
• Shares the contact information with others.
First remove the worker's additional contact
information or remove the shared information from
the other person's record. Then remove the primary
contact information.

Does deleting emergency contact information Deleting an emergency contact won't affect
for a worker impact dependent or beneficiary any entries that exist for the deleted individual.
records? Example: A worker deletes an emergency
contact listed as a dependent. Workday removes
the dependent as an emergency contact, but
continues to store the existing contact and personal
information of the dependent.

How can I prevent duplicate national IDs when I You can add a condition rule to the Edit
hire an employee? Government IDs or the Edit ID Information business
process. The rule stops the business process
when the employee's proposed ID duplicates an ID
already in Workday.

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1. Add a condition rule on the initiating step of the

business process with these Rule Conditions:

Field Value
Source External National IDs -
Field or Condition Proposed with
Rule Duplicates
Relational Operator Is not empty
Comparison Type Leave blank
2. (Optional) Configure a custom validation
message for the step.
3. Add the Edit Government IDs or Edit IDs step
before the completion step of the Hire business
process.

Why are parts of an address missing on worker Workday displays addresses in a format typical of
profiles? mailing addresses for a country. This format doesn't
necessarily include all the fields you can enter.
Example: In the U.S., you can enter a county, but
it's not typically included in mailing addresses, so it
doesn't display on worker profiles.

Is it possible to display some worker names in Workday displays names in the script that you enter
Western script only and others in both Western for the worker.
and a local script?
How do I enter the date of death in Workday for Workday makes the Date of Death field available
a worker who dies? on the Edit Personal Information task after the
Termination business process completes for the
involuntary termination.

Related Information
Tasks
Create Business Process Condition Rules
Reference
Workday Community: Postal Code Validations
Workday 31 What's New Post: Custom Country Names

Worker Photos

Load Worker Photos Individually

Prerequisites
• Configure the Photo Change business process. Workday recommends that you add an Approval step to
the business process.
• Configure security for each initiating action on the Photo Change business process:
• Change My Photo
• Delete My Photo
• Delete Photo
• Edit Photo

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• Security for the initiating actions:

• Self-Service: Personal Photo domain in the Personal Data functional area.
• Person Data: Personal Photo domain in the Personal Data functional area.

Context
Use the Edit Photo task to change worker photos, 1 photo at a time. To upload a batch of worker photos
from an external server, see Steps: Set Up Integration to Load Worker Photos in Bulk on page 87.
Workers can change their own photos by selecting the related Personal Data > Change My Photo action.
Optionally, configure the Personal Information worklet on the Home landing page to include Photo as an
action. You can also include the Change My Photo task as a step in the Onboarding business process to
require the step in a workers' inbox.

Steps
1. Access the Edit Photo task to update the photograph associated with a particular employee.
2. In the Worker for Photo field, enter the name of the employee (or select the name of the employee
from the search results) and click OK.
3. Add the photo as an attachment.
Related Information
Concepts
Concept: Landing Pages
Concept: Worker Photo Recommendations on page 88
Tasks
Create Custom Business Processes

Steps: Set Up Integration to Load Worker Photos in Bulk

Context
Create an integration to upload multiple worker photos from an FTP or SFTP server. The integration only
supports those 2 protocols.

Steps
1. Create Integration System.
Enter Image Upload Template at the New Using Template prompt.
2. In the Configure Integration Services task, enable the Document Image Retrieval Service.
Security: Integration Build and Integration Configure domains in the Integration functional area.
Note: Workday recommends that you disable the FTP Client service.
3. Create an Integration System User (ISU) and grant the ISU Put access to these domains:
• Integration Event
• Person Data: Personal Photo
See: Steps: Grant Integration or External Endpoint Access to Workday.
4. Select Integration System > Configure Integration Attributes as a related action on the integration
system and enter integration service attributes.
5. Set Up Integration Retrieval.
Set up the FTP or SFTP endpoint for retrieval.
6. Launch an Integration .

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Related Information
Tasks
Launch an Integration
Steps: Grant Integration or External Endpoint Access to Workday

Concept: Worker Photo Recommendations

Once you upload an image, it can display in many places throughout Workday. Therefore, images are
dynamically scaled and cropped so that they display at an appropriate size. Although an image might be
scaled and cropped at run time, the aspect ratio of the original image never changes.
For best results and performance, follow these guidelines:

Feature Description
Size The maximum image size (in terms of storage) is
10 MB.
Aspect Ratio Use square images for best results. Because
images typically display as circles within Workday,
images in any other shape don't fit properly,
resulting in white spaces in the circular area. An
image about 200 x 200 pixels produces good
results for most applications. Example: The worker
profile image is 150 x 150 pixels. Elsewhere, the
same images might display at 50 x 50 pixels. At
run time, users can enlarge the image to its original
size.
Background A transparent background (available with PNG
images, but not with the JPG format) is optimal.
However, a solid white background also produces
good results.
Color Space Workday doesn't support images in the CMYK color
space.
File Format Workday supports JPG, PNG, and GIF formats for
worker images. However, PNG and JPG images
produce the best results in terms of size and
quality. Worker images in GIF format might produce
undesirable results when resized for different uses
at run time.
Layout Use a consistent photographic layout for all
workers.

Related Information
Tasks
Load Worker Photos Individually on page 86
Steps: Set Up Integration to Load Worker Photos in Bulk on page 87

Concept: Security for Worker Photos

Access to worker photos is secured through a combination of:
• Domain security policies, which control who can view and modify worker photos.
• The business process security policy for the Photo Change business process, which controls who can
perform actions on the Photo Change business process.

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Viewing Worker Photos

To view and modify worker photos in Workday, set up the security on these domains:
• Self-Service: Personal Photo
• Person Data: Personal Photo
These domains control access to worker photos on profiles, preview cards, directory swirls, and elsewhere
in Workday.
Note: On the Person Data: Personal Photo domain, users can see worker photos in directory swirls if they
are granted access to either the Report/Task Permissions or the Integration Permissions. Visibility for
all other worker photos is secured to Report/Task Permissions only.
Use the Domain Security Policies for Functional Area report to manage permissions. These domains
are in the Personal Data functional area.

Changing and Editing Photos

The security policy for the Photo Change business process controls who can perform these initiating
actions:
• Change My Photo
• Edit Photo
• Delete Photo
• Delete My Photo
You can also regulate who can perform actions on the business process such as approve, cancel, and
rescind.
Use the Business Process Security Policies for Functional Area report to manage permissions. The
Photo Change business process is secured to the Personal Data functional area.
Related Information
Tasks
Edit Domain Security Policies
Edit Business Process Security Policies

Worker Documents

Maintain Worker Documents

Prerequisites
• Create categories for worker documents with the Maintain Document Categories task.
• Secure document categories by segment and restrict access to certain types of documents with the
Create Document Category Security Segment task.
• Security: Worker Data: Add Worker Documents and Worker Data: Edit and Delete Worker Documents
domains in the Personal Data functional area.

Context
Government regulations and internal policies require that you maintain supporting documentation for many
business processes. You can manage these documents with the Maintain Worker Documents task.
The Maintain My Worker Documents task is available for self-service employees to add, edit, and delete
their worker documents. Employees who have permission on the Self-Service: Add Worker Documents
domain can add worker documents. Employees who have permission on the Self-Service: Edit and Delete

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Worker Documents domain can edit and delete worker documents. You can also provide access to this
task for pre-hires and terminated employees.
Note: Terminated employees can only view their worker documents. Terminated employees can't add,
edit, or upload worker documents.
You can use these tenant setup tasks to configure attachments:
• The Edit Tenant Setup - System task specifies the allowed file types and size limits.
• The Edit Tenant Setup - Business Processes task enables business process attachments at the
tenant level. Alternatively, you can enable attachments for a specific business process by configuring
the business process security policy.

Steps
1. Access the Maintain Worker Documents task.
2. Add, update, or delete documents in the Worker Documents section.
You can view documents uploaded through various transactions in staffing, benefits, and
compensation, but you can't update or delete them. Instead, correct the related events.
3. If the worker has Reviewed Documents as part of a business process, you can:
• View the effective date, signature type, and the signature date.
• Access the document as an attachment or through a link.
Related Information
Tasks
Define Document Categories
Attach Documents to a Business Process Step
Steps: Maintain Access to Documents
Reference
Reference: File Size and Printing Limits
Workday 32 What’s New Post: Worker Document Security

Personal Notes

Set Up Personal Notes

Prerequisites
Security: Security Configuration domain in System functional area.

Context
Personal notes to enable workers to capture notes about other workers directly on their worker profile. You
can use personal notes to engage with other workers. Only you can view and edit your own notes. There
are no web services for personal notes.

Steps
1. Set up security for the Worker Data: Personal Notes domain in the Worker Profile and Skills functional
area.
We recommend that you grant permission to all employees.
2. Add the Personal Notes report to the Overview or Personal profile group on the worker profile.

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Next Steps
You can use the Personal Notes report field in a custom report to view your personal notes.

Reference Letters

Steps: Manage Reference Letters

Context
You can set up the Request Reference Letter business process to create, review, and generate dynamic
documents for reference letter requests from your workers.
Either you or your workers can initiate the Request Reference Letter business process, so you can create
reference documents for your workers. These documents can provide your workers with information
needed for local procedures such as:
• Applying for a visa.
• Renting a property.
• Requesting a mortgage.
• Setting up bank accounts.
You can complete reference letter requests for active, future, and terminated workers.

Steps
1. Edit Domain Security Policies.
Set up these domains in the Staffing functional area:
• Set Up: Reference Letters
• Worker Data: Reference Letters
2. Access the Maintain Reference Letter Categories task.
Create reference letter categories to organize reference letter templates.
3. Access the Maintain Reference Letter Templates task.
Create reference letter templates for the Reference Letter Category and select whether you want to
secure them to a country.
The countries you select control access through the location of the worker's primary position when:
• You create a reference letter for a worker.
• A worker requests a reference letter.
4. (Optional) Configure segment-based security groups to secure reference letter templates by security
groups.
See Steps: Set Up Segmented Security for Reference Letters on page 92.
5. Edit Business Process Security Policies.
Set up security for the Request Reference Letter business process policy.
6. Create Custom Business Processes.
Set up the Request Reference Letter business process.
You can either configure:
• A single business process definition with condition rules for the different reference letter categories
and templates.
• Multiple business process definitions with a separate definition for each reference letter category or
template.
See Configure Rule-Based Business Processes.

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7. Set up the Request Reference Letter business process to generate dynamic documents using
document templates associated with reference letter templates. See Steps: Generate Dynamic
Documents.
You can also create document templates for reference letters using Workday Docs. See Steps: Set Up
Workday Docs.
For information on how generated and uploaded reference letter documents display in the Worker
Document File, see Concept: Review Documents Step.
8. Set up security segments for the Reference Letter document category.
See Steps: Maintain Access to Documents.
9. Hide or Require Optional Fields.
Workday recommends that you hide the Document Language field on the Request Reference Letter
business process. The Generate Document step sets the document language based on the locale and
language settings of the requester. Hiding the Document Language field simplifies the user experience.
We recommend that you hide the Document Language field for all security groups to provide
consistency between the Create Reference Letter for Worker task and Request Reference Letter
tasks.
10.Activate Pending Security Policy Changes.

Result
You can now create a reference letter when:
• You select Worker Request > Create Reference Letter from a worker's related actions menu.
• A worker requests a reference letter by selecting Worker Request > Request Reference Letter from
their related actions menu.

Next Steps
Configure the Create Reference Letter for Worker and Request Reference Letter tasks as:
• Bulletin worklets on the My Dashboard and Home dashboards.
• Announcements on the My Dashboard and Home dashboards.
• Actions on the Requests worklet.
Configure the Create Reference Letter for Worker as a bulletin worklet and announcement on the My
Team Management dashboard.
Related Information
Concepts
Concept: Workday Docs
Tasks
Add Dashboard Menus
Set Up Worklets
Add Home and Dashboard Announcements
Reference
Reference: Edit Tenant Setup - Business Processes

Steps: Set Up Segmented Security for Reference Letters

Prerequisites
• Security: Configure these domains in the Staffing functional area:
• Set Up: Reference Letters
• Set Up: Reference Letter Segment

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• Set up reference letter categories and reference letter templates.

Context
You can use segment-based security to restrict access to reference letter templates by security groups
when:
• HR administrators create reference letters for workers.
• Workers request reference letters.
If you use segment-based security groups for reference letters, you must secure all reference letter
templates to a segment-based security group.
When you restrict a reference letter template to a segment-based security group, the workers in this group
can view the template in both of these tasks on the Reference Letter prompt:
• Create Reference Letter for Worker
• Request Reference Letter

Steps
1. Access the Create Reference Letter Security Segment task.
Create security segments to restrict access to reference letter templates.
2. Create Segment-Based Security Groups.
Select segments from the Reference Letter Security Segment category in the Access to Segments
prompt and map these segments to security groups.
Note: We recommend that you link each segment-based security group to its own segment. As a
result, you can remove the segment-based security groups individually from reference letter templates.
3. Edit Domain Security Policies.
Configure access for the segment-based security groups on the Set Up: Reference Letter Segment
domain in the Staffing functional area.
4. Access the Maintain Reference Letter Templates task.
Select the segment-based security groups for the reference letter templates.
5. Activate Pending Security Policy Changes.
Related Information
Concepts
Concept: Configurable Security
Concept: Security Groups

Find and Compare Workers

Compare Workers

Prerequisites
• Security: Compare Workers domain in Worker Profile and Skills functional area.
• Configure access to the domains that secure each attribute:

Area Attribute Domain

Core Compensation Base Pay Worker Data: Compensation by
Organization

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Area Attribute Domain

Compensation Basis Worker Data: Compensation by
Organization
Quartile Worker Data: Compensation by
Organization
Grade Worker Data: Compensation by
Organization
Qualifications Competencies Person Data: Competencies
Self-Service: Competencies

Certifications Person Data: Certifications

Self-Service: Certifications

Education Person Data: Education

Self-Service: Education

Talent Performance Over Time Self-Service: Performance Reviews

Worker Data: Performance Reviews

Current Review Rating Self-Service: Performance Reviews

Worker Data: Performance Reviews

Project Rating Worker Data: Project Performance

Potential Worker Data: Talent
Retention Worker Data: Talent
Loss Impact Worker Data: Talent
Relocation - Short Term Worker Data: Relocation Preferences
Relocation - Long Term Worker Data: Relocation Preferences
Willing to Travel Worker Data: Travel Preferences
Job Interests Worker Data: Job Interests
Career Preference Worker Data: Career Interests
Tenure Length of Service Worker Data: Current Staffing
Information
Current Job History Self-Service: Historical Staffing
Information
Worker Data: Historical Staffing
Information

Job History Person Data: Job History

Self-Service: Job History

Time in Job Worker Data: Current Staffing

Information

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Context
Compare worker information in a convenient side-by-side layout from the Find Workers report. You can
analyze key worker attributes related to compensation, skills and experience, talent, and work history.
You can also compare workers from a custom version of the Find Workers report. Enable the Compare
mass action in the Mass Actions section on the Advanced tab of the report definition.

Steps
1. Access the Find Workers report.
2. Select up to 5 workers from the search results.
3. Click Compare.
On the Compare Workers report:
• Arrange the comparison to meet your needs by expanding or collapsing individual sections.
• Click Table View to display the comparison in a grid.

Concept: Finding Workers

Use the Find Workers report to search and filter your worker population. You can search by text and
faceted options, such as location, job profile, and supervisory organization. When you select a value in
the facets, Find Workers dynamically updates the list of workers and facet value counts. The facet value
counts help you understand the worker population that satisfies the current filter criteria and guides your
exploration.
Security:
• Search: Find Worker domain in the Worker Profile and Skills functional area.
• Self-Service: Search: Find Person domain in the System functional area.

Facets and Facet Values

Workday displays search facets on the Find Workers report.
• Facets correspond to generic categories, such as location and Job Profile.
• Each facet contains 1 or more facet values, which correspond to specific values in your tenant.
Example: The location facet displays values for your specific locations.
• The number in parentheses indicates how many workers are associated with the facet value. Example:
If you have a Chicago location with 8 workers, the location facet displays a value of Chicago (8).
• Workday displays the 5 facet values with most workers. Click More to display additional values.
• If a facet has many possible values, a prompt enables you to select an additional facet value.
• The Skills facet displays recognized skills on the skills table, including both maintained skills and Skills
Cloud skills.
• As you narrow your search, Workday updates the count numbers for other facet values. When a facet
value count is zero, Workday hides the facet. If all values for a facet are zero, Workday hides the facets.
When workers have multiple jobs, Find Workers doesn't return data for on these facets:
• Management Level
• Job Classification
• Employee Type
• Job Profile
• Base Pay Quartile

Keyword Search Options

You can use the keyword search field in combination with faceted search with these restrictions:

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• Keyword search applies only to workers currently returned by the faceted search.
• Keyword search applies a (hidden) worker: prefix to the keyword that you enter.

Search Results
Workday displays the search results that match your search criteria in a continuous list.

Facet Search Index Updates

Workday updates the search index when any worker-related event is complete, ensuring that the facets
reflect the most current information.

Search Security
The Find Workers report is secured to the Search: Find Worker domain. Individual facets are secured to
the same domains as their underlying report fields.
• If you don't have view access to a facet domain, Workday doesn't display that facet on the Find
Workers report.
• When you do have access to the facet domain, Workday only includes those employees whose data
you have permission to see. Example: You have permission to see the performance rating facet,
but only for certain employees. The facet value counts for the ratings only includes the appropriate
employees.
To determine how a facet is secured in your tenant, search for the associated report field and select
Security > View Security from its related actions menu. The View Report Field report also briefly
describes the purpose of the report field and facet.
To identify the facet report fields, copy the Find Workers report and view the Facet Options on the
Advanced tab.

Saving Your Search

You can save Find Workers searches to use later or to determine membership in a dynamic talent pool.
Saved searches are for your personal use and not available to others.
You can Clear All, Open, or Save a search. Clicking Open presents additional options that enable you to:
• Continue your last search, if there was a previous search during the same session.
• Select a search from a list of saved searches. The search options are displayed in alphabetical order.
• Manage saved searches. This option enables you to rename or delete any saved searches. You can't
change the criteria of a saved search.

Custom Search Reports

You can create a custom version of the Find Workers report using the Workday Report Writer. A custom
search report enables you to control the available search facets, the order, and the fields that display in the
search results.
To simplify creation of a custom search report, access the delivered Find Workers report and select
Standard Report > Copy from its related actions menu. You can then modify the report to meet your
needs.
If you want to replace the standard version of Find Workers with the custom report, access the Hide
Workday Delivered Report task. This task enables you to remove the standard report from menus and
search results.
Related Information
Concepts
Concept: Crowdsourced Skills and Experience Management on page 102

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Tasks
Steps: Manage Talent Pools on page 1525
Configure Faceted Search Reports for Mobile
Reference
Reference: Search Workday

Concept: Worker Tags

Workday enables you to put workers into candidate, succession, or talent pools using tags. You can tag up
to 500 workers at a time. Example: You can tag workers as outstanding contributors, potential directors, or
ready for promotions.
To tag workers, use the Tag icon at the top of reports. You can tag workers when you include the Worker
report field in your report definitions and the primary business object is either:
• Contingent Worker
• Employee
• Worker
You can also tag workers using:
• A report created on the Worker business object.
• The Find Workers report.
In addition to tagging workers manually, you can use the search results of a saved search from the Find
Workers report to update talent pool membership automatically.
You can use search reports to tag workers. However, Workday recommends using another report type
when you want to use a report to tag workers.
Related Information
Tasks
Add Members to Static Talent Pools on page 1528
Steps: Create Search Reports
Steps: Manage Talent Pools on page 1525

Concept: Employee Timeline

You can use the Employee Timeline report to compare the job, compensation, performance, and talent
information for an employee on an annual basis. To access this report, you need access to either of these
domains:
• Self-Service: Historical Staffing Information
• Worker Data: Historical Staffing Information
You can search for the report or add it to worker profiles. Using a side-by-side layout, it displays this
information by year:
• Job: Job Profile, Manager, Location, Management Level.
• Compensation: Base Pay, Bonus, Pay Segment, and Compa-Ratio.
• Performance: Manager Rating, Manager Comment, Employee Rating, Employee Comment.
• Skills: Awards.
The report information is effective as of:
• The current date for the current year.
• December 31 for previous years.
You can also create a custom version of the Employee Timeline report with your own data points.

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Concept: Previous System History

You can add a worker's job and compensation history from a previous system in 2 ways:
• Enter data manually for 1 worker at a time. From the related actions menu of the worker, select Worker
History > Maintain Worker History from Previous System.
Security: Worker Data: Historical Staffing Information domain in the Staffing functional area.
Use the Maintain Custom Labels and Configure Optional Fields tasks to customize the data that you
track in this grid. Workday doesn't enforce optional field configurations for previous system history in
web service operations.
• Load data from a spreadsheet for 1 or more workers. Use the Create EIB task to set up an inbound
integration and generate a spreadsheet template from a public Workday Web Service operation:
• Put Previous System Job History
• Put Previous System Compensation History
Security: Worker Data: Historical Staffing Information domain in the Staffing functional area, and
Integration Build, Integration Event, and Integrations: EIBs domains in the Integration functional area.

Reference IDs
Workday assigns a unique reference ID to each event from a previous system. When you enter events
manually, Workday automatically generates the reference IDs. When you load history from a spreadsheet,
you can either define your own reference ID values or have Workday create them during the upload.

Update or Delete History

You can also update or delete previous system history from a spreadsheet. Populate the spreadsheet
ID column (Previous_System_Job_History_ID or Previous_System_Compensation_History_ID) with the
reference IDs for the existing events. Follow these steps to find the existing reference IDs:
1. Access the worker profile.
2. In the Job profile group, click the Worker History tab.
3. In the Worker History from Previous System grid, select Integration IDs > View IDs from the related
actions menu of the event.

View History
You can view the previous system job history of a worker by selecting Worker History > View Worker
History by Category from a worker's related actions menu.

Report History
You can report on worker information from a previous system by creating custom reports using the My
Direct Reports report data source. To report on:
• Compensation history, use the Compensation History - Previous System business object.
• Job history, use the Job History from Previous System business object.
Related Information
Concepts
Concept: EIB Template Models and Spreadsheet Templates
Tasks
Steps: Set Up EIBs Using Templates from Web Service Operations
Hide or Require Optional Fields
Create Custom Labels

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Former Workers

Steps: Manage Former Worker Data

Prerequisites
Security: Former Worker Storage and Former Worker Documents domains in the Staffing functional area.

Context
Former workers are workers you terminate before your Workday implementation, but whom you still want
to continue tracking. When storing data for former workers, you can identify rehires more quickly and
access former worker data without impacting Workday performance. You can track these details for former
workers:
• Names (legal, preferred).
• IDs (worker, national).
• Dates (hire, termination, service).
• Contact information (address, phone, country).
• Personal information (birthdate, ethnicity).
• Job details (title, manager, location, compensation).
You can't store previous Workday history or track events for former workers.

Steps
1. Use the Enterprise Interface Builder (EIB) to bulk load former worker data from a spreadsheet.
The Get Former Worker and Put Former Workers web services have a 50,000 row limit for all
transactions.
Note: To enter or update former workers manually, access the Create Former Worker or Edit Former
Worker task.
See Steps: Set Up EIBs Using Templates from Web Service Operations.
2. (Optional) Access the Former Worker Documents report to add attachments for former workers.
If you secure document categories by segment, you must have access to a category to view or update
attachments in that category.
3. (Optional) Create and Edit Custom Object Definitions.
Store additional data about former workers using custom fields.
4. (Optional) Access the Edit Tenant Setup - HCM task to manage data for rehired former workers.
Option Description
Reuse Former Worker ID Select this check box to reuse a former worker's
ID as the employee ID or contingent worker ID
when rehired.
Hide Former Worker Personal Data when Select this check box to hide personal data in a
Rehired former worker's record when rehired.

See Reference: Edit Tenant Setup - HCM.

Result
You can use the View Former Worker report to search for and view former workers by their legal or
preferred name, national ID, or worker ID.

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Next Steps
Rehire a former worker with the Hire Employee or Contract Contingent Worker tasks.
Related Information
Tasks
Steps: Maintain Access to Documents

Concept: Rehire Former Workers

Former workers are workers you terminate before your Workday implementation, but you loaded them
into storage. To access these workers, use the Former Worker Storage security domain. You can rehire a
former worker using these tasks:
• Contract Contingent Worker
• Hire Employee
When you rehire former workers, Workday:
• Creates a pre-hire record.
• Populates the Original Hire Date field from the former worker's record.
• Prevents you from using the Edit Former Worker task to change the former worker's name, contact
information, personal data, and national ID. However, you can update this information in the worker's
profile.
• Adds a link to the former worker record on the worker's profile.
Related Information
Tasks
Steps: Manage Former Worker Data on page 99
Contract Contingent Workers on page 608
Hire Employees on page 580
Merge Duplicate Candidates on page 265
Reference
Reference: Edit Tenant Setup - HCM

Worker Experience

Steps: Set Up Skills and Experience

Prerequisites
Configure these business processes and security policies in the Worker Profile and Skills functional area:
• Manage Awards and Activities
• Manage Certifications
• Manage Competencies
• Manage Education
• Manage Internal Projects
• Manage Job History
• Manage Languages
• Manage Professional Affiliations
• Manage Publications
• Manage Training
• Manage Work Experience

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Context
Skills and experience are components of worker profiles. Before you can assign a skill or experience to a
worker, set up these components:
• Award and Activity Types.
• Competencies.
• Education.
• Certifications.
• Languages.
• Publication Types.
• Work Experiences.
• Training Types.
• Job History Companies.

Steps
1. Create a set of maintained skills that your organization wants to track.
See Steps: Maintain Skills on page 1550.
2. Create a library of skill competencies to track.
See Steps: Set Up Competencies on page 104.
3. Create schools, degrees, and fields of study to track.
See Steps: Set Up Education on page 119.
4. Create certifications to track.
See Steps: Set Up Certifications on page 112.
5. Create a library of languages, ability types, and proficiency levels to track.
See Steps: Set Up Languages on page 120.
6. Define the different types of work experience and training types that you want to track.
See Concept: Work Experience and Training Types on page 103.
7. Create a library of professional affiliations to track.
See Steps: Set Up Professional Affiliations on page 121.
8. Create a list of companies to track.
See Steps: Set Up Job History Companies on page 118.
Related Information
Concepts
Concept: Skills and Competencies Comparison on page 108

Manage Skills and Experience

Prerequisites
• Set up the individual skills and experiences that you want to track.
• Add skills and experience to worker profiles with the Configure Profile Group task.
• Security: Set Up: System domain in the System functional area.

Context
Manage a worker's skills and experience:

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• Achievements.
• Awards.
• Activities.
• Publications.
• Certifications.
• Competencies.
• Education.
• Job History.
• Internal Projects.
• Languages.
• Professional Affiliations.
• Skills.
• Training.
• Work Experience.
• Worker Projects.

Steps
1. Add skills and experience for a worker:
a) From the worker's related actions menu, select Talent > View Skills and Experience.
b) Add each type of skill or experience on a separate tab.
For certifications, competencies, professional affiliations, and schools, you can select values or create
new ones if needed.
You can also upload certification documents and view them in the Maintain Worker Documents report.
2. Compare a worker's competencies to the competencies associated with their job:
a) From the worker's skills and experience, select the Competencies tab.
b) Click Compare to Job.
This option is only available for workers assigned to jobs. 1 chart displays the competencies required
for the job and the other chart displays additional competencies.
3. View the history of a worker's competencies:
a) From the worker's Skills and Experience, click the Competencies tab.
b) Click the History link.

Next Steps
• You can remove a worker's skills and experience unless they have pending actions.
• You can't remove competencies from a worker.
• Access the Business Process Security Policies for Functional Area report to give security groups
permission to remove skills and experience.
Related Information
Tasks
The Next Level: Establishing a Skills Blueprint
The Next Level: Power of Skills
Steps: Set Up Profiles and Profile Groups

Concept: Crowdsourced Skills and Experience Management

Administrators maintain libraries of recognized skills and experience that users can search for and add to
their profiles. You can find recognized skills and experience on these reports:
• Maintain Certifications

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• Maintain Job History Companies

• Maintain Schools
• Maintain Skills
If candidates and workers can't find certain skills and experience in your tenant, they can create
crowdsourced versions to add on their profile. Crowdsourced skills and experience enable users to expand
their profiles, but variations of the same crowdsourced skills and experience can create redundancies.
Example: A worker creates Math as a crowdsourced skill, and a candidate creates Arithmetic.
Workday stores crowdsourced skills and experience on these reports:
• Find Certifications
• Find Job History Companies
• Find Schools
• Find Skill
To manage crowdsourced data, you can use these reports to merge crowdsourced skills and experience
with recognized versions. Workday updates profiles to use the recognized versions.
You can prevent workers from creating crowdsourced skills by selecting the Disable Create New Skill for
Edit Skills check box on the Maintain Skills and Experience Setup task.
If you enable this option, candidates can still create crowdsourced skills, but Workday won't migrate these
crowdsourced skills to other person types. Example: When the candidate is hired, Workday won't copy
crowdsourced skills from the candidate's skill profile to the worker's profile. The crowdsourced skills remain
on the candidate's skill profile.

Concept: Work Experience and Training Types

Work Experience
You can add different types of work experiences and associate levels with the experiences in:
• Job profiles.
• Talent reviews.
• Worker profiles.
You can use the Maintain Work Experience task to create, edit, and delete work experiences. For
each work experience, create different experience Levels. Levels can track years of experience, level of
proficiency, or other tiered measurement you want to associate with the experience. You can optionally
specify a Talent Card Sort Order to control the priority of the experience as it displays on the talent card.

Training Types
Training types are available to add to worker and job profiles. Examples:
• Classroom.
• Online.
• Textbook.
• On-the-job.
Add Training to worker or job profiles using the Configure Profile Group task. You can add this section to
the:
• Overview, Career, or Performance profile group on worker profiles.
• Qualifications profile group on job profiles.
When you convert contingent workers to employees, or when you rehire former employees, Workday
carries over their previous training to the new role.

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Delete or Inactivate Work Experience or Training Types

• Select the Inactive check box to remove a work experience, experience level, or training type from
selection lists. Though inactive, these items remain valid for employees who have already selected
them.
• Delete a work experience, experience level, or training type by removing its row from the setup table.
You can only delete items that aren't in use.

Competencies
Steps: Set Up Competencies

Prerequisites
Security: Set Up: Skills and Experience domain in Worker Profile and Skills functional area.

Context
Create a library of skill competencies and associate them with a:
• Job family.
• Management level.
• Job profile.
• Position.
You can:
• Group related competencies into categories and related categories into classes.
• Set up multiple proficiency rating scales to measure competencies.
• Define behaviors associated with a competency by:
• Management level.
• Compensation grade.

Steps
1. Access the Maintain Skills and Experience Setup task.
To associate competency behaviors to either management level or compensation grade, select
Compensation Grade or Management Level from the Proficiency Rating prompt.
2. (Optional) Access the Maintain Competency Classes task.
Create classes for grouping related competency categories.
3. (Optional) Access the Maintain Competency Categories task.
Create categories for grouping related competencies.
4. (Optional) Access the Maintain Competency Precedence task.
See Concept: Competency Precedence on page 112.
5. (Optional) Create Proficiency Rating Scales on page 105.
Define the values that measure an employee's performance or proficiency rating in a specific
competency.
6. Create or Edit Competencies on page 106.
7. Assign expected competencies and proficiency ratings to job families or management levels.
See Concept: Job Family or Management Level Competencies on page 111.
8. (Optional) Edit Business Process Security Policies.
Enable managers and workers to hide and restore competencies on worker profiles. Specify
the security groups for the Archive and Restore Competencies initiating action on the Manage
Competencies business process in the Performance Enablement functional area.

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9. Configure the Competencies report on any of these profile groups:

• Career for Worker Profile.
• Overview for Worker Profile.
• Performance for Worker Profile.
See Steps: Set Up Profiles and Profile Groups.
Related Information
Tasks
Steps: Set Up Skills and Experience on page 100
Reference
The Next Level: Engaging Talent
The Next Level: Skills versus Competencies

Create Proficiency Rating Scales

Prerequisites
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.

Context
Measure the proficiency of employees in specific competencies by creating rating scales with values and
behaviors.

Steps
1. Access the Create Proficiency Rating Scale task.
2. For each proficiency rating scale, specify:
Option Description
Rating You can use alphabetic or numeric values.
Exclude From Calculations To exclude items with this rating from calculations
for section ratings or overall ratings, select this
check box.
Rating Value Enter a numeric value up to 2 decimal points.
Workday uses this value to calculate employee
performance rating.
Begin Range/End Range Enter a numeric value up to 2 decimal points.
Determines which rating value to use when
calculating a section summary or overall rating.
Example: If the rating is 3.25 and you don't have
a 3.25 rating value, Workday finds the range for
the value and converts it. Beginning and ending
ranges can't overlap or have gaps.

Example

Rating Rating Value Begin Range End Range Behavior

Limited 1 0 1.49 Limited or no use
of competency
required for the job.
Might have had

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Rating Rating Value Begin Range End Range Behavior

limited opportunity
to apply the
competency.
Basic 2 1.5 2.49 Basic
understanding
and sufficient
knowledge to do
routine tasks.
Understands
and can discuss
terminology and
concepts related to
the competency.
Proficient 3 2.5 3.49 Requires minimal
guidance or
supervision. Works
independently.
Capable of
assisting others in
the application of
the competency.
Advanced 4 3.5 4.49 Highly developed
knowledge,
understanding,
and application of
the competency.
Has a long-term
perspective.
Expert 5 4.5 5 Recognized by
others as an expert
in the competency.
Has a strategic
focus.

Next Steps
• To view details about the proficiency rating scale, access the View Proficiency Rating Scale report.
• To change or inactivate an existing proficiency rating scale, access the Edit Proficiency Rating Scale
task.
Note: You can't change a proficiency rating scale after associating it with a competency.
• To define competencies, access the Configure Competency task.
Related Information
Tasks
Steps: Set Up Skills and Experience on page 100
Create Rating Scales on page 1378

Create or Edit Competencies

Prerequisites
• Security: Set Up: Skills and Experience domain in Worker Profile and Skills functional area.

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• Enable competency description and behaviors for either management level or compensation grade
using the Maintain Skills and Experience Setup task.

Context
You can create a library of skill competencies to associate with a:
• Job family.
• Management level.
• Job profile.
• Worker.
You can change or inactivate existing competencies and assign a proficiency rating scale to measure each
competency.

Steps
1. Access the Configure Competency task.
2. Select an Effective Date.
For more information, see Concept: Competency Effective Date on page 112.
3. Click OK and Edit.
4. As you complete the task, consider:
Option Description
Category Workday displays the classes that the
competency belongs to based on the categories
you select.
Inactive Select when the competency isn't ready for use
or to discontinue use. Workday hides inactive
competencies on worker profiles.
Description Applies to All Levels Select to apply the description to all levels in your
organization.
Leave blank to define description by either the
employee’s:
• Management level.
• Compensation grade.

Proficiency Rating Scale Select or create a proficiency rating scale to

measure this competency.
When you select an option, you can use the grid
to enter behaviors that best reflect the ratings for
this competency.

Behaviors Apply to All Levels Select to apply behaviors to all levels in your
organization.
Leave blank to define behaviors by either the
employee’s:
• Management level.
• Compensation grade.

5. Click Save.

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6. (Optional) Click the Configure for Management Level or Configure for Compensation Grade button
to create different descriptions for the levels within the competency.
Workday displays the applicable button from your setting on the Maintain Skills and Experience
Setup task.

Next Steps
To use a competency in a talent matrix report, access the Set Up nBox Report task to map rating values
to each box in the talent matrix grid.
You can't delete competencies, but you can rescind or correct employee competencies with the Manage
Competencies business process.
Related Information
Concepts
Concept: Talent Matrix Reports on page 1523
Tasks
Steps: Set Up Skills and Experience on page 100
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Performance Improvement Plans on page 1433
Steps: Set Up Performance Reviews on page 1413

Concept: Skills and Competencies Comparison

Comparing Skills with Competencies

Skills describe what tool sets workers need to perform the job, while competencies describe how well
workers perform the job. Skills are specific learned abilities. Examples:
• Cloud Applications
• Cloud Security
• Python
• Software as a Service (SaaS)
Competencies are proficiencies workers use to achieve role objectives. Examples:
• Building Talent
• Championing Innovation
• Leadership
• Results Orientation
You can use skills and competencies to track the capabilities that users acquire from various sources.
Examples include education, certifications, and languages. Knowledge of these capabilities can help you
to make smart decisions in growing your organization. Skills and competencies provide different levels
of configurability and insight. Familiarize yourself with both features to learn how each can support your
organization.
You can use skills or competencies, or both, depending on your use cases and objectives.
Skills and competencies provide different approaches to administrative control and worker development.

Approach Skills Competencies

Administrative Control Provide a user-driven approach Provide a high degree of control
to understanding the capabilities defined by the organization,
of your workforce. When you and relies on administrative
enable Skills Cloud, you can configuration to maintain the
organize your skills catalog with catalog. Competencies contribute

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Approach Skills Competencies

less administrative maintenance. to selected machine learning
Skills Cloud also contributes to solutions for suggested learning,
machine learning products and connections, and mentors.
solutions.
Worker Development Skills support discovery and Competencies help improve
growth for your workers. evaluations, including reviews
Examples: and retrospective conversations.
Examples:
• How to bridge the skill gaps
between an employee's • How did your competency
current role and targeted rating compare to your target?
future roles. • How do competency ratings
• Determining what resources impact overall performance
might support the employee in ratings and compensation?
building more skills.
• How to match the right people
to the right job.

Use Cases and Maintenance

Skills and Competencies address different use cases and require different levels of maintenance.

Skills Competencies
Use Cases • You need to optimize your • You need to rate all
talent (such as building, employees at specific, defined
buying, or redeploying talent) levels or compensation grades
based on a wide variety of on 8 leadership competencies
technical skills, knowledge, defined by your organization.
and capabilities. • You need to rate targeted
• You need to build a broad and employees on 4 core values
deep understanding of your that you define for your
workers' skill data, gaps, and organization.
trends. • You need detailed control over
• You need to help your all definitions and descriptions,
workforce understand their including proficiency rating
skill gaps to help them scales, to evaluate employees
increase their skills. by specific bands.
• You need to encourage • You need to conduct
a career development assessments of various
experience based on a wide worker populations to meet
variety of technical skills, compliance requirements.
knowledge, and capabilities.

Maintenance If you don't enable Skills You must maintain the

Cloud, or if you have customer- competency catalog in your
specific skills (such as unique tenant. Workday supports
or proprietary skills), you must Competencies business
maintain the skills in your tenant. processes, so you can set
If you enable Skills Cloud, effective dates for any changes.
Workday continuously maintains
and updates Skills Cloud skills.

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Functionality
You can use Skills and Competencies to address different methods for evaluating workers.

Function Skills Competencies

Assign to employees Mark skills as critical for Assign competencies based on
employees based on supervisory worker's compensation grade and
organization, job family, and job management level.
profile. You can also assign skills
as being critical to all employees.
Ratings You can set ratings using skill You can set targets by a
levels. Skills support peer-to-peerworker's management level or
rating, manager-to-direct-report compensation grade. Rating
rating, and self-rating. scales might vary by competency.
Descriptions on ratings might vary
You can apply weights to different
based on compensation grade
skill rating sources.
and management level. You can
You can add the Get Feedback also change ratings over time and
step in employee review business set effective dates for them.
processes to include skill ratings
and surface ratings in employee
reviews.

Definitions Skills don't support definitions. Competencies support definitions.

Skills Cloud skills are skills in You can change competency
Workday that are commonly names and descriptions over
understood in the market. time, and set effective dates for
them.
Categorization and structure You can set skill item categories You can set up competency
and category groups to create an classes and categories to
internal skills hierarchy. organize a competency catalog.
You can also mark skills as
critical for a specific context.
Examples: Job families,
job profiles, or supervisory
organizations.

Skills Cloud Features

You can use skills with or without enabling Skills Cloud. We recommend using Skills Cloud to take
advantage of Workday's machine learning capabilities to:
• Collect the data to help you understand the skills of your workforce.
• Gain insight to plan for future organizational growth, including developing existing workers and hiring
new ones.
• Optimize your programs for adding new skills and increasing expertise in existing skills of your workers.
Skills Cloud provides additional features when you enable it.

Features without Skills Cloud Features with Skills Cloud

• Administrators maintain a list of skills that users • Increases the number of skills users can add to
can add to their profile. their profile.
• Returns related skills based on a person's
search.

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Features without Skills Cloud Features with Skills Cloud

• Workers and candidates can create • Automatically performs regular background jobs
crowdsourced skills that they can't find, and add that can reduce the number of skills to maintain.
them to their profile. • Prepares your tenant for machine learning
solutions from Workday.

Note: You can't disable Skills Cloud once you enable it.
For more information, see Setup Considerations: Skills Cloud on page 1558.
Related Information
Tasks
Steps: Set Up Competencies on page 104
Reference
The Next Level: Skills versus Competencies

Concept: Job Family or Management Level Competencies

You can set expected competencies and competency ratings for all employees in a job family or
management level as a single action. Before you can work with Job Family or Management Level
competencies:
• Create proficiency rating scales.
• Create competencies.
• Security: Set Up: Skills and Experience domain in Worker Profile and Skills functional area.
Use 1 of these tasks and select a Job Family or Management Level:
• Maintain Competencies for Job Family
• Maintain Competencies for Management Level
Select 1 or more competencies for this job family or management level. Managers and workers see these
competencies in the Competencies from Other Sources section on the Competencies tab of their job
profiles.
Each worker inherits specific competencies and competency ratings from all job levels. If the same
competency is assigned to a worker at more than 1 job level, the competency rating set at the lower job
level takes precedence:
• Job Family - Applies to any lower level unless overridden.
• Management Level - Overrides any competency rating for the same competency set at the job family
level.
• Job Profile - Overrides any competency rating for the same competency set at the job family or
management level.
• Position - Overrides any competency rating for the same competency set at the job family, management
level, or job profile.
Specify that all employees with a management level of Director must have a rating of 3 (Proficient) on the
Negotiating Skills competency. Then, edit the Director of Sales job profile to have a rating of 4 (Advanced)
on the same competency. The job profile setting overrides the setting at the management level.
Related Information
Tasks
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Performance Improvement Plans on page 1433
Steps: Set Up Performance Reviews on page 1413
Steps: Set Up Skills and Experience on page 100

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Concept: Competency Precedence

You can add a single competency to a worker multiple times from different sources. Examples of sources
include performance reviews, talent reviews, a talent administrator, and the worker. The Competencies
tab on the Skills and Experience report displays a single instance of the worker's competency. The
Compare to Job button compares a single instance of the worker's competency to the same competency
associated with the job profile or position.
Competency precedences enable you to rank the priority of the sources so Workday can determine which
instance of the competency to use. If you don't set up a precedence list, Workday uses the most recent
update of a competency.
These precedences apply only to competency proficiency levels, not to competency ratings. On the worker
profile, the assessed and target ratings for competencies reflect evaluations based on proficiency scales.
If you use a rating scale to evaluate competencies in an employee review, access the history from the
competency's related actions menu to view the ratings.

Concept: Competency Effective Date

When you create a competency, you set the date it becomes effective. The effective date applies to these
attributes:
• Description.
• Proficiency scale.
• Proficiency ratings.
• Behaviors.
If you make multiple changes to these attributes and start an employee review with the changed
competency, Workday applies only the first change. Changes you make to other attributes of a
competency immediately impact the competency throughout Workday. If you change the proficiency rating
scale on a competency, talent cards display competency ratings only after you evaluate the competency
using the new scale.
When a competency is pulled into an employee review, the competency effective date might be different
from the date the review was launched. In this situation, Workday pulls in the competency description of
the compensation grade that's effective before or on the day the review was initiated.
Example: If you initiate the review on 3/14/22 with a competency effective date of 3/14/22, then Workday
pulls the competency description into the employee review with the description as of 3/14/22. If you initiate
the review on 3/14/22 and you change the competency grade with an effective date of 3/17/22, then
Workday still pulls in the competency description with the description as of 3/14/22.

Certifications
Steps: Set Up Certifications

Context
You can create certifications that workers and academic affiliates can add on their worker or academic
affiliate profiles. You can also access these certifications when you create or edit:
• Job profiles.
• Job requisitions.
• Positions.
• Position restrictions.
The combination of issuer name and certification must be unique.

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Steps
1. Access the Maintain Certification Issuers task.
Create a list of organizations that issue certifications.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
2. (Optional) Access the Maintain Skills and Experience Setup task.
Select the Enable Specialties for Certifications check box.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
3. (Optional) Create or Edit Specialties and Subspecialties on page 114.
4. (Optional) Hide or Require Optional Fields.
Configure specialty date fields on the Manage Certifications business process.
5. Access the Create Certification task.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
6. Set up security segments for the Certification document category and assign segment-based security
groups to these domains:
• Worker Data: Add Worker Documents
• Worker Data: Edit and Delete Worker Documents
See Steps: Maintain Access to Documents.
7. Steps: Set Up Profiles and Profile Groups.
Configure the Certifications report on any of these profile groups:
• Academic for Academic Affiliate Profile
• Career for Worker Profile
• Overview for Academic Affiliate Profile
• Overview for Worker Profile

Result
Users with security permission on the Manage Certifications business process can view certification
attachments.

Next Steps
• Access the Find Certifications report to merge crowdsourced certifications with recognized
certifications.
• Access the Maintain Certifications report to:
• Delete unused certifications.
• View recognized certifications.
• To see worker certifications, access one of these reports:
• Worker Certifications.
• Worker Certifications with Specialties.
Related Information
Tasks
Steps: Set Up Skills and Experience on page 100
Reference
Workday 32 What's New Post: Recognized Certifications

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Create or Edit Specialties and Subspecialties

Prerequisites
Enable specialties for certifications on the Maintain Skills and Experience Setup task.
Security:
• Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
• Set Up: Appointment Specialties domain in the Academic Faculty functional area.

Context
Use specialties and subspecialties to give context to the certification achievements of workers and
academic affiliates. You can:
• Track them on the worker or affiliate profile.
• Include them in job requisitions, position restrictions, and job profiles.

Steps
1. Access 1 of these tasks:
• Create Specialty.
• Edit Specialty.
• Create Subspecialty.
• Edit Subspecialty.
2. Enter a Name and a Code.
The combination of name and code must be unique.
3. (Optional) To associate this specialty with only predefined certifications, select Restrict Specialty
Usage.
Use the Create Certification task to create predefined certifications.

Result
• Associate 1 or more specialties to a certification on the Create Certification or Edit Certification task.
• Workers and academic affiliates can select the associated specialties and subspecialties on the Add
Certification task when they add a certification achievement to their profile.
• Search for workers with a specific specialty or subspecialty on the Find Workers report.

Next Steps
To see worker certifications with specialties and subspecialties, access the Worker Certifications with
Specialties report.
Related Information
Tasks
Steps: Set Up Skills and Experience on page 100

Create Qualification Equivalence Rules

Prerequisites
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.

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Context
Create qualification equivalence rules to define complex certification requirements for job profiles that can
be satisfied by multiple certifications. These rules help you track worker compliance with the certification
requirements on their job profiles.

Steps
1. Access the Create Qualification Equivalence Rule task.
As you complete this task, consider:

Option Description
Description This description will be the name of the rule.
Category Select a category to make this rule easier to find.
You can create Qualification Equivalence Rule
categories using the Maintain Condition Rule
Categories task.

Copy Condition from Rule Select an existing rule to copy its existing
condition.
2. In the Rule Conditions grid, build a qualification rule that identifies equivalent or additional certification
requirements.

Example
You want to create a rule for an Imaging Technologist job profile that requires the ODHC - Ohio
Department of Health Certification and any 1 of these certifications:
• ARRT(CI) - Cardiac Intervent Radio Certification
• ARRT(CT) - Computed Tomography Certification
• ARRT(MR) - Magnetic Resonance Imagery Certification
• ARRT(N) - Nuclear Medicine Technology Certification
1. In the Description field, enter a name such as Imaging Technologist Certification Rule.
2. In the Rule Conditions grid, enter these 2 rows:

And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
And Unexpired exact match Value ODHC - Ohio
Certification with the specified in Department
Achievements selection list this filter of Health
Certification
And Unexpired any in the Value ARRT(CI)
Certification selection list specified in - Cardiac
Achievements this filter Intervent
Radio
Certification
ARRT(CT)
- Computed

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And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
Tomography
Certification
ARRT(MR)
- Magnetic
Resonance
Imagery
Certification
ARRT(N)
- Nuclear
Medicine
Technology
Certification

Next Steps
• Assign the qualification equivalence rule to an active job profile.
• Access the Maintain Qualification Equivalence Rules task to view or update your qualification
equivalence rules.

Assign Qualification Equivalence Rules

Prerequisites
• Create a qualification equivalence rule.
• Security:
• Set Up: Job in the Jobs & Positions functional area.
• Set Up: Skills and Experience in the Worker Profile and Skills functional area.

Context
Assign qualification equivalence rules to job profiles so that HR administrators and managers can easily
keep track of worker compliance with certification requirements.
You can assign a rule to multiple job profiles, but job profiles can only have 1 rule at a time.

Steps
Access the Assign Qualification Equivalence Rule task.
As you complete this task, consider:

Option Description
Qualification Equivalence Rule Select an active qualification equivalence rule to
assign to a job profile.
Already Assigned to: Workday displays this field if there are any job
profiles associated with the rule you select.
Job Profile Select 1 or more job profiles for the rule.

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Option Description
You can't select job profiles with a future effective
date.

Result
• Workday assigns the rule to the job profiles in addition to any previous job profiles.
• If a job profile that you select already has a rule, Workday replaces the existing rule with the new one.

Next Steps
• Use the Maintain Qualification Equivalence Rules to manage and view any rule assignments
• Use the Job Profile Qualification Equivalence Rule Compliance report to assess worker compliance
with the rule on their job profile.

Job History
Steps: Set Up Job History

Context
Set up the Manage Job History business process so that workers, academic affiliates, and students can
add their previous or current jobs on their talent profiles. If you want Workday to initiate job history changes
during staffing events, you can configure the Manage Job History (Sub Process) action step on these
staffing business processes:
• Add Additional Job
• Change Job
• Hire
• Title Change

Steps
1. Edit Business Process Security Policies.
Set up security for the Manage Job History business process policy.
(Optional) Assign security groups to the Manage Job History (Sub Process) action step.
2. Activate Pending Security Policy Changes.
3. Edit Business Processes.
Set up the Manage Job History business process.
(Optional) Add the Manage Job History (Sub Process) action step after the completion step of any of
these business processes:
• Add Additional Job
• Change Job
• Hire
• Title Change
4. Create a library of companies for users to add on their job history.
See Steps: Set Up Job History Companies on page 118.
5. (Optional) Access the Edit Tenant Setup - HCM task.
On the Default Job History Company prompt in the Talent section, select a company that Workday
populates during the Manage Job History (Sub Process) step.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.

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6. Configure the Job History report on any of these profile groups:

• Career for Worker Profile
• Overview for Academic Affiliate Profile
• Overview for Worker Profile
• Performance for Worker Profile
• Portfolio for Student
See Steps: Set Up Profiles and Profile Groups.

Result
If you configure Manage Job History (Sub Process) as a step of a staffing business process, Workday
updates a worker's job history to include the new job. During the subprocess, Workday populates these
fields based on a worker's new job details and a default job history company if you selected one:
• Company
• Job Title
• Location
• Start Date
Related Information
Reference
Reference: Edit Tenant Setup - HCM
2020R1 What's New Post: Manage Job History

Steps: Set Up Job History Companies

Prerequisites
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.

Context
Create a list of companies that workers can select from when they add their job history to their worker
profile. You can associate a company with 1 or more industries to track job history industries for workers.
Workers can also add new companies when they add their job history on the worker profile. Workday
automatically adds these companies and the companies imported from the Upload My Experience task to
this list.

Steps
1. (Optional) Access the Maintain Job History Industries report.
Create and maintain a list of job industries to associate with job companies.
2. Access the Maintain Job History Companies report.
3. Click Add.
As you create companies, consider:
Option Description
Industry Select 1 or more industries to associate to this
company.
Watching Select to watch this company for recruiting or
other purposes. You can then report on watched
companies.
Duplicate of Select to:

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Option Description
• Merge company with a duplicate.
• Link all usages to the existing company.
• Inactivate a company.

Next Steps
To view the list of industries in your tenant, access the View Job History Industries report.
Related Information
Concepts
Concept: Crowdsourced Skills and Experience Management on page 102
Tasks
Steps: Set Up Skills and Experience on page 100

Steps: Set Up Education

Prerequisites
Configure the Manage Education business process and security policy in the Worker Profile and Skills
functional area.

Context
You can create schools, degrees, and fields of study that workers or academic affiliates can use to
complete or modify the education records on their profiles.

Steps
1. Access the Maintain School Types task.
Define the types of educational institutions to group schools.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
2. Access the Create School task.
Create recognized schools to add on the Maintain Schools table.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
3. Access the Maintain Degrees task.
Define the degrees students can earn from educational institutions.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
4. Access the Maintain Fields of Study task.
You can define the:
• Classification of Instructional Programs (CIP) code.
• Terminal degree by country.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
5. Set up security segments for the Education document category and assign segment-based security
groups to these domains:
• Worker Data: Add Worker Documents
• Worker Data: Edit and Delete Worker Documents
See Steps: Maintain Access to Documents.

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6. Steps: Set Up Profiles and Profile Groups.

Configure the Education report on any of these profile groups:
• Academic for Academic Affiliate Profile
• Career for Worker Profile
• Overview for Worker Profile
• Overview for Academic Affiliate Profile
• Performance for Worker Profile
7. (Optional) Access the Edit Tenant Setup - Global task.
In the Use Date with Day Precision for Education section, select the countries that track academic
attendance by calendar date rather than by year. Workday doesn't convert yearly values to date values.
When you select a country with existing worker and academic affiliate records, Workday leaves the date
of attendance fields blank.
Security: Set Up: Tenant Setup - Global domain in the System functional area.

Result
A worker or academic affiliate can use the Add Education task to add the schools, degrees, and fields of
study you created to their academic record.
Users with security permission on the Manage Education business process can view education
attachments.

Next Steps
• Access the Find Schools report to merge unrecognized schools with recognized schools.
• Access the Maintain Schools report to:
• Delete unused schools.
• View recognized schools.

Steps: Set Up Languages

Prerequisites
Security: Set Up: Skills and Experience domain in the Worker Profile Skills functional area.

Context
You can add language abilities to:
• Job profiles.
• Worker profiles.
• Talent Reviews.
To measure the language abilities, create a library of:
• Languages.
• Ability types.
• Proficiency levels.

Steps
1. Access the Maintain Languages task.
Define languages.

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2. Access the Maintain Language Ability Types task.

Define language ability types.
If you include languages in talent reviews, select 1 language ability type for the talent review template.
Employees specify their proficiency level for the selected ability type.
3. Access the Maintain Language Proficiency Levels task.
Create language proficiency levels.

Next Steps
• To add language skills for workers:
• From the worker's related actions menu, select Talent > View Skills and Experience >
Languages.
• From the worker's profile, select Languages in the Overview, Career, or Performance profile
group.
• From the worker's Talent Review, complete the Languages section if it is part of the review
template.
• To delete a language, ability type, or proficiency level:
• Select the Inactive check box. Inactive languages remain valid for employees who selected them.
• Remove the row from the setup table. You can only delete language options if they aren't in use.

Steps: Set Up Professional Affiliations

Prerequisites
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.

Context
With professional affiliations, you can track external work experience details, such as board membership,
volunteer work, and visiting professorship, for workers, academic affiliates, and external committee
members.
To track professional affiliations, create a library of:
• Professional affiliation types.
• Professional affiliation relationship types.
• Professional affiliations.

Steps
1. Access the Maintain Professional Affiliation Types task.
a) Create a list of professional affiliation types, such as Foundation and Military.
b) (Optional) Select the Enable Workday Delivered Professional Affiliation Types (School/
Company) check box to display Workday delivered professional affiliation types in your tenant.
2. Access the Maintain Professional Affiliation Relationship Types task.
Create a list of professional affiliation relationship types, such as Board Member and Volunteer.
3. Access the Maintain Professional Affiliations task.
Create a list of professional affiliations, such as Salvation Army and YMCA.

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4. Configure the Professional Affiliations report on any of these profile groups:

• Academic for Academic Affiliate Profile
• Career for Worker Profile
• Overview for Academic Affiliate Profile
• Overview for External Committee Member Profile
• Overview for Worker Profile
• Performance for Worker Profile
See Steps: Set Up Profiles and Profile Groups.

Result
You can select from predefined values when you add your professional affiliations on the worker,
academic affiliate, or external committee member profile using the Add Professional Affiliation or Edit
Professional Affiliation task.

Next Steps
• To view professional affiliation information, access these reports:
• View Professional Affiliation Types.
• View Professional Affiliation Relationship Types.
• View Professional Affiliations.
• Professional Affiliations for Organizations.
• To inactivate a professional affiliation, affiliation type, or relationship type, select the Inactive check
box. The professional affiliation, affiliation type, or relationship type remains active for workers,
academic affiliates, or external committee members who have already selected them.

Talent Statements

Steps: Set Up Talent Statements

Prerequisites
• Read Concept: Talent Statements on page 124.
• Security: Security Configuration domain in the System functional area.

Context
Set up talent statements so workers and academic affiliates can add personal, research, or talent-specific
statements on their Workday profiles.

Steps
1. Edit Domain Security Policies.
Configure the security policies for these domains:
• Person Data: Talent Statements in the Worker Profile and Skills functional area.
• Self-Service: Talent Statements in the Worker Profile and Skills functional area.
• (Optional) Talent Review: Talent Statements domain in the Talent Pipeline functional area.

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2. Access the Maintain Talent Statement Types task.

• Define talent statement types for your tenant.
• Select only the types that workers write about themselves to display on the card on the worker
profile.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
3. Set Up Segmented Security by Talent Statement Type on page 123.
4. Edit Business Processes.
Configure the Manage Talent Statements business process and security policy in the Worker Profile
and Skills functional area.
If you include an approval step, make sure that the approver has view-only access to the talent
statement type on the Access Talent Statement Type (Segmented) security domain. Example: a
manager or dean.
5. Configure the Talent Statements report on the applicable profile group:
• Career for Worker Profile
• Overview for Academic Affiliate Profile
See Steps: Set Up Profiles and Profile Groups.
6. (Optional) Add the My Team's Talent Statements report to the:
• Home landing page.
• My Dashboard dashboard.
See Steps: Set Up Dashboards and Landing Pages.
7. (Optional) Embed Related Worklets in Business Processes.
Add the My Team's Talent Statements report as an embedded worklet on the Assess Potential
business process.

Result
• The Statements card on the worker profile Summary enables workers to add, edit, or remove their
personal talent statements.
• The Talent Statements section of the talent review enables workers to add their personal talent
statements as part of their talent reviews.
• The Talent Statements report on the worker profile enables you to view talent statements others wrote
about you.
• The Talent Statements report on the academic affiliate profile enables you to manage talent
statements you write for yourself or view talent statements others wrote about you.
• Managers can use the My Team's Talent Statements report to view talent statements for their direct
reports.

Set Up Segmented Security by Talent Statement Type

Prerequisites
• Define talent statement types with the Maintain Talent Statement Types task.
• Security: Security Configuration domain in the System functional area.

Context
You can secure potentially sensitive statement content with segmented security. Configure it to restrict
access of certain talent statement types to members of designated security groups.
Example: You can configure security so only career coaches can see career coach statement types.

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Note: Even if you don't secure talent statements by type, you must create a segment with all statement
types.

Steps
1. Create a segment-based security group for a talent statement type.
a) Access the Create Security Group task.
b) For Type of Tenanted Security Group, select Segment-Based Security Group.
c) Enter a Name that reflects the statement type you're segmenting.
d) Select 1 or more groups from the Security Groups prompt.
These groups will have access to the talent statement types you select in the next step.
e) Select 1 or more talent statement types from the Access to Segments prompt.
2. Add the segmented security groups to the Access Talent Statement Type (Segmented) domain in the
Worker Profile and Skills functional area.
a) Access the Access Talent Statement Type (Segmented) domain.
b) From the related actions menu of the domain, select Domain > View Security Policy.
c) From the related actions menu, select Domain Security Policy > Enable.
d) From the related actions menu, select Domain Security Policy > Edit Permissions.
e) Add the segmented security groups in the Report/Task Permissions section.
f) Select View or Modify.
3. Access the Activate Pending Security Policy Changes task to confirm changes.

Result
On the Add Talent Statement task, you can only see the talent statement types for which you have Modify
permission.

Example

Statement Type Description Display on Worker Security Groups for Segment

Profile Card Security

Personal Workers write Yes Employee as All Employees

statements about Self (View and (View Only)
(Talent Statement for their career interests. Modify)
Self)

Professional Managers write No Manager All Managers'

Development statements for their (View and Managers (View
direct reports about Modify) Only)
(Talent Statement for development areas.
Others)

Related Information
Tasks
Create Segment-Based Security Groups

Concept: Talent Statements

Talent statements are brief professional descriptions about a person on their Workday profile. You can
write talent statements about yourself or others. You can edit or remove the statements you write or
statements that users in your security segment write if that is the group secured to the type of talent
statement. Example: As an HR partner, you can edit or delete talent statements other HR partners write for
any worker that you have security to view.

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Workers and academic affiliates can use talent statements. You can use talent statements to support
performance reviews, development discussions, and career planning.
Examples:
• Workers and academic affiliates can add statements about their career interests or research interests.
• Managers and deans can add statements about the performance or talent of their workers or affiliates.
• Career coaches can add statements about professional development areas of workers they coach.

Talent Statement Types

You can set up the types of talent statements for your tenant based on your business requirements. Create
distinct types for statements about self and those statements written for others.
Examples:
• Personal (Self).
• Research (Self).
• Career Coaching (Others).
• Performance (Others).

Talent Statements for Workers

You can add, edit, and view talent statements written about a worker in the Statements card on the worker
profile summary.
You can view talent statements others write about you on the Talent Statements report on the Career
profile group of the worker profile.

Talent Statements for Academic Affiliates

You can add, edit, and view talent statements you write about yourself and others on the Talent
Statements report on the Overview profile group of the affiliate profile.

Talent Statement Security

In addition to domain security policy, you must set up segmented security by talent statement type to
control access to talent statements.
Related Information
Tasks
Set Up Segmented Security by Talent Statement Type on page 123

Country-Specific Information and Reporting

Locally Required Information

Maintain Localization Settings

Prerequisites
Security: Set Up: Tenant Setup - Global in the System functional area.

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Context
Some types of information are only applicable to certain countries or regions. For other types of
information, countries and regions have varying policies on tracking the information. You can enable, hide,
or require information with localized fields according to country-specific settings for areas, such as:
• Contact Information
• Personal Information
• Staffing

Steps
1. Access the Maintain Localization Settings task.
2. As you complete the task, consider:
Option Description
Applies to Person Type Filter by person type to view applicable localized
fields.
Allow for Countries or Regions Select the countries or regions in which you want
to enable the relevant localized field. If a country
displays in the field, only workers in that country
have the option to enter the localized field on the
Edit Personal Information task.
To hide the localized field, clear a country or
region from this field.
Workday hides this column if there are no
countries or regions listed.
Require for Countries This column only displays in areas that have
localized fields you can require for specific
countries. If the field is blank, all workers have
the option to leave the localized field blank on
the Edit Personal Information task. If a country
displays in the field, only workers in that country
are required to enter the localized field on the Edit
Personal Information task.
Enforce Required in Web Services If you required a localized field, you can select
this check box to require the localized field in the
relevant web services.
Active To activate your settings, select the check box.

Note: The localized fields you hide or require in the Maintain Localization Settings task override
any settings for the related optional fields in the Configure Optional Fields task. Example: If you hide
the Reason optional field on the Manage Probation Periods business process, but you require the
Probation Period: Reason localized field in the Maintain Localization Settings task for France, the
field will be required for users managing probation periods in France.
3. Select the Active check box to activate the localized field settings.
Related Information
Reference
Workday 32 What's New Post: Recruiting National and Goverment IDs

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Maintain Name Components by Country

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data in the Contact Information functional area.

Context
You can enable, hide, or require name components by country on the Maintain Name Components by
Country task for:
• Your tenant-wide settings.
• Workday Recruiting.
• All other functional areas in Workday.
Note: Workday uses the General Name Display Type field in the Name & Address Display section on
the Edit Tenant Setup – System task for candidates and prospects.

Steps
1. Access the Maintain Name Components by Country task.
2. Click either the Name Components tab or the Recruiting Name Components tab.
3. As you complete the task, consider:
Option Description
Allowed Select the check box if you want to enable the
relevant name component.
Required Select the check box if you want the relevant
name as a required component.
Enforce Required in Web Services If you require a name component, you can select
this check box to include this component as the
relevant web services.
Label Override If you provide a label override, Workday uses the
label override as the description label instead.

Result
You configured name components for Workday Recruiting or other functional areas in Workday or both.

Next Steps
You can use the View Name Components by Country report to view your name component
configurations.
Related Information
Tasks
Set Up Name Components on page 53
Reference
Workday 32 What's New Post: Recruiting Legal and Preferred Names
Workday 33 What's New Post: Configurable Name Components by Country

Concept: Custom Label for Country

If you want to use a different term for country throughout Workday, access the Maintain Custom Labels
task to override this term. Workday displays the custom label instead of the default label in:

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• Field labels.
• Help text.
• Prompts.
• Task names.
• Validations.
• Workday-delivered report fields and report names.
Custom labels don't replace country in these terms:
• Country ISO code.
• Country region.
• Country subregion.
Custom labels are available in English only. If you need a translation of country / territory in languages
other than English, Simplified Chinese, and Traditional Chinese, select the Enable Country / Territory
Label check box in Edit Tenant Setup - Global. This setting replaces country with country / territory
in field labels in some Workday tasks. To override the term country everywhere in your tenant, we
recommend that you use both a custom label and the Country / Territory Label setting.
Related Information
Tasks
Create Custom Labels
Reference
Workday 33 What's New Post: Custom Labels for Country

Concept: Locally Required Reporting

Workday helps you meet local reporting requirements by enabling you to track and report on job and
worker information. You can also define the values of fields for jobs and employees for a country or country
region, enabling you to comply with local requirements.
Example: If your enterprise operates within a single country or country region, you can define values that
are specific to that location for fields such as:
• Citizenship statuses.
• Disabilities.
• Ethnicities.
• Job classifications.
If you operate in multiple locations and track different worker and job information, you can define values
that are specific to each country or country region. The worker's primary business site location determines
which country or country region data fields track personal information.
This level of flexibility is useful for countries that track or report data at the state or provincial level instead
of, or in addition to, the country level.

Delivered Reports
Workday provides reports that enable you to view staffing information, headcount information, and worker
details by organization.
Note: These reports only enable you to track or extract data. They don't output the data in a final,
deliverable format. Workday doesn't assume responsibility for your compliance with regulatory reporting
requirements.
You can use these reports for turnover analysis and measuring the effectiveness of staffing plans. They
also assist you in meeting local reporting requirements, such as:
• Determining adverse impact to protected groups and minorities.
• Providing workers with personal details that your organization stores.

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Key reports include:

• Employment Equity Report
• Gender Equality Report
• Headcount Report
• Labor Movement Report
• Retrenchment Report - Search
• Retrenchment Report with Known Termination Date
• Staffing Activity
• Staffing Activity Summary
• Termination Details
• Terminations
• Turnover Summary
• Worker Details
Workday also delivers country-specific reports to assist you in meeting local reporting requirements in
France and the United States.
Workday recommends that you copy and customize these reports according to your organizational and
local regulatory requirements.

Custom Reports
Using the Workday Report Writer, you can:
• Extract information from various data fields into custom reports.
• Export data into spreadsheets or web services.
As a best practice, verify that these reports conform to the reporting requirements in the given country or
country region.
Related Information
Concepts
Concept: Custom Reports
Concept: United States Regulatory Reporting on page 142
Tasks
Steps: Set Up Personal Information Fields on page 29
Reference
Reference: Edit Tenant Setup - Global
Workday Community: Contributed Solutions

Reference: Locally Required Personal Information

You can create custom reports for locally required reports with these worker and job data fields. Workday
doesn't make specific recommendations in this area because your requirements for tracking personal data
depend on your organization's legal and local regulatory requirements.

Name and Address

Field Report Category Notes

Legal Name Name Includes all components of a
worker's legal name. In Workday,
name components are country-
specific.
Addresses Address & Phone Returns all addresses that a
worker has entered. If the work

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Field Report Category Notes

address doesn’t exist, returns the
default location address.

Basic Bio and IDs

Field Report Category Notes

Age Basic Bio Useful for protected group and
diversity reporting.
Citizenship Status Basic Bio Tracks a worker's citizenship in
countries where the worker is
employed or has citizenship. Use
the Edit Tenant Setup - Global
task to specify which countries
track citizenship.
City of Birth Basic Bio Useful in countries where tracking
city of birth is required for local
reports.
Country of Birth Basic Bio Useful in countries where tracking
country of birth is required for
local reports.
Date of Birth Basic Bio Useful for protected group and
diversity reporting.
Disability Basic Bio Useful for protected group and
locally required reporting.
Ethnicity Basic Bio Useful for census, protected
group, and diversity reporting.
Values vary according to specific
country requirements. If you’re
required to track multiple ethnicity
values for a given worker, access
the Edit Tenant Setup - Global
task.
Gender Basic Bio Useful for census, protected
group, and diversity reporting.
Marital Status Basic Bio Useful for census reporting and
other locally required reporting.
Values vary by country, such as
capturing De Facto in Australia
and not capturing Widowed
or Divorced in certain Asian
countries.
Primary Nationality Basic Bio Tracks a worker's primary
nationality if required in the
worker's country of work. Use the
Maintain Localization Settings
task to specify which countries
track primary nationality.

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Field Report Category Notes

Use the Maintain Non-Country
Nationalities task to configure
and edit non-country nationalities,
as well as specify which countries
track non-country nationalities.

Additional Nationalities Basic Bio Tracks a worker's additional

nationalities if required in the
worker's country of work. Use the
Maintain Localization Settings
task to specify which countries
track additional nationalities.
Use the Maintain Non-Country
Nationalities task to configure
and edit non-country nationalities,
as well as specify which countries
track non-country nationalities.

Religion Basic Bio Useful in countries where tracking

religion is needed for locally
required reporting or other
purposes.
Employee ID IDs Returns the employee
identification used at your
enterprise.
Government Identifiers IDs Returns the government ID name
and number. Government IDs
include national IDs such as:
• Social Security Number in the
United States
• Citizen ID Number in China
Also includes any additional
government IDs that you
define, such as work permits or
residence permits.
Licenses IDs Returns all licenses, including
driver's license. You can use
licenses to track qualification for
a given position where such a
license is required.
Passports IDs Returns passport information that
you can use for identification and
employment eligibility.
Visas IDs Returns visa information that
you can use to verify ongoing
employment eligibility.

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Staffing

Field Report Category Notes

Employee Type Employment Indicates whether a person is an
employee or contingent worker.
Hire Date Employment Use to track worker job changes
for locally required reporting
(such as adverse impact) and
turnover analysis.
Termination Date Employment Useful to track worker job
changes for locally required
reporting (such as adverse
impact) and turnover analysis.
Time Type Employment Indicates whether a worker is full-
time or part time.
Company Insider Type Job & Position Use to track employees who are
considered company insiders for
reasons of stock purchasing.
Job Classification Groups Job & Position Returns categories typically
established for compliance, such
as EEO-1 in the United States;
workers' compensation, or census
reporting, such as Australian
Classification of Occupations
(ASCO).
Job Code Job & Position Returns new and old job codes
based on the effective dates of
the codes.
Job Title Job & Position Returns new and old job titles
based on the effective dates of
the titles.
Location Organization Use to determine the new and
old locations for a worker after a
reorganization with the effective
dates of the organization changes
or job transfers.
Supervisory Organization Organization Use to determine the new and old
organizations for a worker after a
reorganization with the effective
dates of the organization changes
or job transfers.
Termination Reason - Local Staffing History Use for locally required reporting
(such as adverse impact) and
turnover analysis.
Time of Hire Staffing History Use for countries where tracking
time of hire for employees is
required for local reports.

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Talent

Field Report Category Notes

Education Skills and Experience Returns the names of the
educational institutions that a
worker attended.
Highest Degree Skills and Experience Returns the highest degree
earned by a worker.
Military Statuses Skills and Experience Returns military status, such as
whether an individual served
in the military or has been
waived from service. Also useful
for assessing the impact of
employment status if a worker
is likely to be called to active
military service due to active
military or reserve status. This
type of tracking is available for
any country that requires you
to track military status for these
purposes.
Training Skills and Experience Returns training classes that a
worker has completed.

Related Information
Concepts
Concept: Custom Reports
Reference
Reference: Edit Tenant Setup - Global

China Employment Requirements

Maintain China Subregions

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
Set up and maintain subregions in China. Once you define China subregions, you can associate them with
your office locations in order to provide different benefits or allowances to employees based on their hukou
residence. When a subregion is no longer valid, you can inactivate it.

Steps
1. Access the Maintain China Subregions task.
2. Select the China Region for which you want to add subregions.
3. Add a row to the table.
4. Enter the Subregion Name and any other useful identifying text. You can't reuse a subregion name
within the same region.

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Result
For workers in China, Workday automatically determines whether a worker's hukou is local for social
insurance purposes. A complete list of provinces and autonomous regions is available in Workday.

Example
Your location site is in Fuzhou in Fujian province and local authorities consider that a hukou issued outside
the city of Fuzhou is nonlocal. In this case, you only need to define 2 subregions for Fujian province:
Fuzhou City and Other Fujian.

Next Steps
• Access the Maintain Location Subregions task to link the China subregions with your location sites.
• Access the China Subregions report to view the subregions setup for particular regions in China.

Maintain Location Subregions

Prerequisites
• Define subregions for any region of China you need to differentiate. You might need to differentiate
regions to offer different benefits or allowances, or to specify the portion of a region that's considered
local to the worksite from the standpoint of statutory social benefits.
• Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.

Context
Once you have defined subregions, link them to a business location in order to assign them to workers
in that location. HR Partners can then use the hukou fields to update personal information for workers
located in China who are Chinese citizens (as defined in the citizenship classifications). Only companies
with locations in China currently use location subregions (also called hukou subregions).

Steps
1. Access the Maintain Location Subregions task.
2. Select the Location.
3. Add a row to the table.
4. Enter the Subregion name.
You can set multiple subregions for a location.
5. If the subregion is considered local to the location (for social insurance), select the Local Hukou check
box.
When a subregion is no longer valid, you can inactivate it.

Example
Your company has 2 locations, Nanjing and Beijing. Employees in Nanjing receive special benefits if their
hukou is for the city of Nanjing, but not if their hukou is for another place in Jiangsu Province.
To accommodate this situation, you must:
1. Define 2 subregions for Jiangsu: Nanjing and Other Jiangsu.
a. Access the Maintain China Subregions task.

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2. Associate both subregions with your Nanjing business location.

a. Access the Maintain Location Subregions task.
b. Select Nanjing as your Location.
c. Add Nanjing and Other Jiangsu as subregions.
d. Select the Local Hukou check box for Nanjing, if applicable.

Next Steps
Access the Location Subregions report to view the subregions defined for a specific location.

Concept: China Employment Requirements

Workday supports worker regulation in China.

Hukou Data - China

Workers in China are required to have an identifying document called a hukou. This document is a type
of household registration that employers use to determine a worker's classification for social insurance
rates in payroll. Example: A worker whose hukou was issued in Sichuan province might be taxed at a
different rate when working in Guangzhou, compared to another worker whose hukou was issued in
Guangzhou. In some cases, hukou classifications can also impact a worker's eligibility for leave, benefits,
or compensation.
You can only collect hukou data for a worker who is both a Chinese citizen (as defined in the citizenship
classifications) and located in China. Hong Kong and Macau don't use the hukou, though identification
cards are mandatory for residents there.
The hukou enables an employer to know whether the worker:
• Is considered local to the work site.
• Belongs to an urban or rural locality.
When you enter hukou information for a worker, you can define places as local based on your work sites
in China, by specifying the region and subregion where the hukou was issued. Workday then determines
whether or not the hukou is local. This process is automatic whenever a worker transfers.
To determine which locations are local, you must define at least 1 subregion in the province or municipality
where your work site is located. Use the Maintain China Subregions and Maintain Location Subregions
tasks. You only need to set up subregions in provinces where you have locations.
Workday enables you to:
• Specify the subregions of China where you have operations.
• Enter, view, and update a worker’s hukou region, subregion, locality, type, and native region.
• See whether a worker’s hukou is local, based on the worker's location and the hukou subregion.
• Create reports containing China-specific data elements.
• Perform mass entries for new hires using one or more spreadsheets.

Personnel File - China

Workers in China have a Personnel File (人事档案), maintained by an authorized third party or a
government agency. This file records their academic and employment history.
You can track the name and address of the agency that holds the worker's Personnel File in the
Personnel File Agency field on these tasks:
• Edit Personal Information.
• Edit My Personal Information .
This field displays only when all of these requirements are true:

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• The worker is an employee.

• The worker is a citizen of China, as defined in the citizenship classifications for China.
• The worker's location is in China.

Prior Work Experience - China

Chinese regulations require employers to grant employees a minimum amount of annual paid time off
based on their total experience in the workforce, including experience with other employers. Use the
Edit Service Dates task to enter the date when the worker first entered the workforce and the number of
unemployed days since then. Workday then calculates the total work experience in months and displays
it with the other service dates. You can also meet requirements for annual leave entitlement by specifying
the number of continuous months of employment in the employee's most recent prior job.

France Reporting Requirements

Steps: Set Up for MMO Preparation (France)

Prerequisites
Create the PCS-ESE classifications using the Edit Job Classification Group task.

Context
You can configure Workday to run the MMO Preparation (France) report, enabling you to track all
employee movements for a given month and help satisfy the data requirements for the Déclaration
mensuelle obligatoire des mouvements de main-d'œuvre (DMMO) pertaining to employers operating in
France. An employee movement can be a hire, termination, or transfer event.
Note: This report enables you to only extract data but not output the data in a final, deliverable format.
You must transform the data to an appropriate form for submission and ensure that your reporting complies
with application regulations. Workday enables you to track data for this report, but doesn't assume
responsibility for your compliance with regulatory reporting requirements.

Steps
1. Access the Edit Company Tax Details task.
Identify your company as a French establishment.
Security:
• Set Up: Company General domain in the Common Financial Management functional area.
• Set Up: Payroll - Company Specific (Accounting) domain in the Core Payroll functional area.
On the Tax IDs tab, add a row with these values:
Option Description
Country for Tax ID Type France
Tax ID Type SIRET
Identification # Enter the SIRET number.

We recommend that you use the RUP for Workers (France) and RUP for Trainees (France)
reports instead of RUP (France) (Do Not Use). You don't have to identify companies as French
establishments when you use these reports.

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2. Access 1 of these tasks:

• Create Job Profile
• Edit Job Profile
Security: Set Up: Job domain in the Jobs & Positions functional area.
Add Professions et Catégories Socioprofessionnelles (PCS-ESE) job classifications to all job profiles
that contain a reportable employee.
3. Access the Maintain Employee Types task.
Security: Set Up: Position domain in the Jobs & Positions functional area.
Identify trainee and fixed-term employee types by selecting the Fixed Term Employee and Trainee
check boxes.
Note: To ensure proper accounting on the MMO Preparation (France) report for trainees converted
to CDI or CDD, terminate the trainee and rehire as an employee rather than changing the employee
type. report, terminate the trainee and rehire as an employee rather than changing the employee type.
4. Access the Maintain Local Termination Reasons task.
Security: Set Up: Staffing domain in the Staffing functional area.
Add codes to the local termination reasons.
You can use the same code for multiple reasons.
5. (Optional) Access the Maintain Employee Contract Types task.
Security: Set Up: Employee Contracts domain in the Staffing functional area.
On the Code column, enter OR for the contract type you want to identify.
Related Information
Tasks
Create Job Profiles on page 473
Set Up Employee Types on page 447

Steps: Set Up for RUP Reporting

Prerequisites
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional area.

Context
You can configure Workday to help prepare your Registre Unique du Personnel (RUP) reporting
obligations for employers operating in France.
You can use the RUP for Workers (France) report to view:
• Active workers.
• Information from staffing, person, and contract events.
• Terminated workers, or those who changed establishments, in the 5 years before the report run date.
The RUP for Workers (France) report doesn't contain information on workers for whom you require hiring
or dismissal authorization.
You can use the RUP for Trainees (France) report to view:
• • All trainees in selected establishment(s), including terminated trainees or those who changed
establishments in the 5 years before the report run date.
• Entry and exit dates for trainees assigned to the selected establishment.
The RUP for Trainees (France) report doesn't contain information on:
• Multiple successive internships in the same establishment.
• Trainees with an international assignment or an additional job

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Note: Workday enables you to track data for the Registre Unique du Personnel report, but doesn’t assume
responsibility for your compliance to regulatory reporting requirements.

Steps
1. Configure French establishments for your organization.
See Steps: Set Up Establishments on page 152.
2. Access the Maintain Additional Government ID Types task.
As you complete the Maps To column, consider:
Option Description
Work Permit Type Displays as work permits on RUP reports.
Authorization Type Displays as authorizations on RUP reports.

Steps: Set Up for DPAE Preparation (France)

Context
Workday provides you with these reports to help you gather the data requirements for the Déclaration
préalable à l'embauche (DPAE) reporting obligations:
• DPAE Preparation (France) identifies French establishments as companies with a SIRET tax ID. This
report displays information regarding information from the Company organization structure in Workday,
regardless of whether the worker is attached to an establishment.
• DPAE Preparation by Establishment identifies establishments based on entities configured in the
Maintain Establishment task.
Both reports track all hires within a date range for a French establishment.
Note: These reports only extract data and don't output the data in a final, deliverable format. You can
use the data as a support for creating the submission. You must ensure that your reporting complies
with applicable regulations. Workday enables you to track data for these reports, but doesn't assume
responsibility for your compliance to regulatory reporting requirements.

Steps
1. Configure your French organizations for DPAE reporting.
See:
• Steps: Set Up Companies for DPAE Reporting (France) on page 140.
• Steps: Set Up Establishments for DPAE Reporting (France) on page 139.
2. Access the Maintain Localization Settings task.
From the Area prompt, select the Staffing option.
On the Time of Hire row, select France from the Allow for Countries or Regions prompt.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
3. Access the Maintain Employee Types task.
For employee types you want to report as a fixed-term contract, select Fixed Term Employee.
Security: Set Up: Position domain in the Jobs & Positions functional area.
4. Verify personal and staffing information in Workday for French employees.
See Reference: Worker Data Requirements for DPAE Preparation (France) on page 141.
Related Information
Tasks
Set Up Employee Types on page 447

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Reference
Reference: Edit Tenant Setup - Global

Steps: Set Up Establishments for DPAE Reporting (France)

Prerequisites
• Set up establishments for French business sites.
• Define a primary business address for the location of your establishment.

Context
You can configure your establishments with the information required for Déclaration Préalable A
l'Embauche (DPAE) reporting.
Note: When preparing a DPAE report based on establishments, use the DPAE Preparation by
Establishment (France) report. The DPAE Preparation (France) report doesn't support establishments
configured in Workday.

Steps
1. Access the Maintain Establishment task.
Enter these establishment details:
• Establishment Name
• Industry Code
• NIC
• URSSAF Code
Security: Set Up: Establishment domain in the Regulatory Reporting (HCM) functional area.
2. Access the Edit Establishment FRA Reporting task.
On the DSN Header tab, add a row to the Declaration Contracts grid with these values:
Option Description
Worker Select a worker with a defined work phone
number.
Type 06 - Contact sur l'identification des salaries (NIR)

Security: Set Up: Payroll (DSN) - FRA domain in the FRA Payroll functional area.
3. Access the Edit Establishment FRA Tax Configuration task.
On the URSSAF tab, add a row to the URSSAF grid with a start date and a deduction recipient.
Security: Set Up: Payroll - Company Specific (Taxes) - FRA domain in the FRA Payroll functional area.
4. Access the Maintain Health Treatment Types report.
Add a row with these values:
Option Description
Treatment Type Name Occupational health services
Code CMT

Security: Set Up: Safety Incident Tracking domain in the Safety Incident Tracking functional area.

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5. Access the Maintain Health Facilities task.

Add a row with these values:
Option Description
Health Facility Name Name of the health facility.
Health Facility Code CMT
Health Treatment Type Occupational health services

Security: Set Up: Safety Incident Tracking domain in the Safety Incident Tracking functional area.

Related Information
Tasks
Steps: Set Up Establishments on page 152

Steps: Set Up Companies for DPAE Reporting (France)

Prerequisites
Set up companies.

Context
You can prepare data for a Déclaration préalable à l'embauche (DPAE) based on companies in Workday.
Note: When preparing a DPAE report based on establishments, use the DPAE Preparation by
Establishment (France) report. The DPAE Preparation (France) report only reports information based on
companies.
For regulatory reporting requirements, you can identify a company in Workday as a French establishment,
as opposed to configuring establishments in Workday. When you configure a company as a French
establishment, you can report on them in these reports:
• DPAE Preparation (France)
• MMO Preparation (France)
• RUP (France) (Do Not Use).
We recommend that you use the RUP for Workers (France) and RUP for Trainees (France) reports
instead of RUP (France) (Do Not Use). You don't have to identify companies as French establishments
when you use these reports.

Steps
1. Access the Edit Company Tax Details task.
Identify your company as a French establishment.
On the Tax IDs tab, add a row with these values:
Option Description
Country for Tax ID Type France
Tax ID Type SIRET
Identification # Enter the SIRET number.

Security:
• Set Up: Company General domain in the Common Financial Management functional area.
• Set Up: Payroll - Company Specific (Accounting) domain in the Core Payroll functional area.

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2. (Optional) Access the Edit Company Industry Codes task.

Define the NAF/APE industry codes that apply to the establishment.
Security: Set Up: Company General domain in the Common Financial Management functional area.

Reference: Worker Data Requirements for DPAE Preparation (France)

To ensure that you retrieve accurate data, Workday recommends that you verify worker staffing and
personal data before running a DPAE preparation report.

Data Options Where to View It How to Correct It

Hire Date Hire Date. On the worker profile, Correct Staffing Events
access the Job Details on page 769
Workday doesn't report
report on the Job profile
a worker when they
group.
change companies.

Job details Employee Type. On the worker profile, Correct Staffing Events
Workday reports access the Job Details on page 769
employees with an report on the Job profile
Set Up Employee Types
employee type defined group.
on page 447
as a Fixed Term
Employee on the
Maintain Employee
Types task as a fixed
term contract. Workday
reports other contracts
as unlimited contracts.
Personal Data • Gender. On the worker profile, Steps: Set Up Personal
• Date of Birth. access the Personal Information Fields on
Information report of page 29
• Country of Birth.
the Personal group.
• Region of Birth.
• City of Birth.

Position • End Employment On the worker profile, Correct Staffing Events

Date. For fixed-term access the Job Details on page 769
contracts only. report on the Job
• Time of Hire. For the profile group. Click the
DPAE Preparation Position.
by Establishment
(France) report,
Workday reports 9
am by default.

Probation period Probation Duration Select Job Change Select Job Change
> Manage Probation > Manage Probation
Periods from a worker's Periods from a worker's
related actions menu. related actions menu.
Social Security Number • Identification. ID Information report. Edit IDs task.
• National ID Type: Security: Person Data:
Social Security ID ID Information domain
(INSEE) Number. in the Personal Data
functional area.

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Data Options Where to View It How to Correct It

URSSAF Code URSSAF code Add the URSSAF code • Configure
report field to your Establishment By
custom reports. Country
• Maintain
Establishment
• Assign
Establishment

Worker name • Legal name. On the worker profile, Steps: Set Up Worker
• Preferred name (if access the Names Names on page 52
available). report on the Personal
profile group.

Related Information
Reference
2023R1 What's New Post: Establishment Enhancements for France and Germany

United States Reporting Requirements

Concept: United States Regulatory Reporting

Workday enables you to track data for United States reporting obligations.
Note: These reports only enable you to track or extract data. They don't output the data in a final,
deliverable format. Workday doesn’t assume responsibility for your compliance with regulatory reporting
requirements.

Benchmark Reporting
In accordance with the Office of Federal Contract Compliance Programs (OFCCP) regulation updates on
August 27, 2013, Workday provides 2 benchmark reports you can use to track hiring goals for veterans
and individuals with disabilities:
• Veteran Hire Benchmark
• Disability Placement Benchmark
You can use these reports to review your performance against the OFCCP benchmarks. The benchmark
reports track data for the current calendar year as well as the 3 previous calendar years. The Veteran
Hire Benchmark report measures your data against a benchmark of 8%. The Disability Placement
Benchmark report uses 7%. To use a different benchmark percentage for either report, copy the report
and change the percentage.

VETS-4212 Reporting
Workday provides 2 reports to help you meet your VETS-4212 reporting obligations:
• VETS-4212
• VETS-4212 Monthly Headcount for Minimum and Maximum
The VETS-4212 report displays the total number of employees in your organization as of the selected
effective date and the number of employees who identify as protected veterans. The report doesn’t include
terminated employees in these counts, but does include rehires.
It also displays the total number of newly hired employees in your organization as of an effective date,
including employees who identify as protected veterans. The report includes terminated employees in

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these counts and possibly rehires, depending on their initial hire date. The VETS-4212 report defines new
hires as employees initially hired in the 12-month period before the effective date you select.
If the effective date of the report is within 3 years of the discharge date of a recently separated, protected
veteran, the report includes that veteran in the count.
On the VETS-4212 Monthly Headcount for Minimum and Maximum report, you can specify a reporting
period.
Contingent workers aren't included in any of the counts on the VETS-4212 or VETS-4212 Monthly
Headcount for Minimum and Maximum reports.

Diversity Data for U.S. Higher Education

For organizations in the U.S. higher education sector, Workday provides 4 reports to help satisfy
requirements for the Integrated Postsecondary Education Data System (IPEDS) reporting requirements:
• Number of Non-Instructional Staff by Occupational Category
• Number of Instructional Staff With Faculty Status On Tenure Track
• Number of Instructional Staff With Faculty Status Not on Tenure Track
• Number of Instructional Staff With Faculty Status Tenured
Workday also provides a methodology and reporting tools to gather additional diversity data for compliance
with IPEDS reporting requirements. You can search for IPEDS on Workday Community for step-by-step
instructions. Organizations in other sectors can adapt this methodology to satisfy similar diversity reporting
requirements.

Reporting for Affirmative Action Analysis

Workday provides 4 reports to help give you insight into the diversity and demographics of your workforce.
These reports help you gather employment activity data that you can use to analyze Affirmative Action
Programs in your organization:
• Hires by Race and Gender
• Promotions by Race and Gender
• Terminations by Race and Gender
• Transfers by Race and Gender
Related Information
Tasks
Steps: Set Up Reporting for IPEDS
Steps: Set Up Veteran Status Identification and Reporting on page 143

Veteran Status
Steps: Set Up Veteran Status Identification and Reporting

Context
Configure Workday to track veteran statuses for employees and extract data for compliance reports using
the:
• Veteran Status Identification business process.
• VETS-4212 report.
Note: The VETS-4212 report in Workday helps you extract data you can use for VETS-4212 reporting for
the U.S. Department of Labor. Workday doesn't assume responsibility for your compliance with regulatory
reporting requirements.

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Steps
1. Edit Business Process Security Policies.
Configure the Veteran Status Identification business process security policy in the Personal Data
functional area.
2. Edit Business Processes.
Configure the Veteran Status Identification business process in the Personal Data functional area.
You can configure the business process as a stand-alone business process or as a subprocess of the
Onboarding business process.
3. Edit Domain Security Policies.

Report Domain
VETS-4212 Regulatory Reporting - USA domain in the
Regulatory Reporting (HCM) functional area.
VETS-4212 Monthly Headcount for Minimum Trended Worker Data domain in the Staffing
and Maximum functional area.
View My Veteran Status Identification Self-Service: Veteran Status Identification domain
in the Personal Data functional area.
View Veteran Status Identification for Worker Worker Data: Veteran Status Identification domain
in the Personal Data functional area.
4. (Optional) If you want to report on veteran data for terminated workers, configure access to these
domains and business process security policy in the Staffing functional area:
• Worker Data: Active and Terminated Workers domain.
• Worker Data: Current Staffing Information domain.
• Worker Data: Historical Staffing Information domain.
• Termination business process security policy.
5. Create Job Classification Groups on page 446.
Create job categories matching the categories listed on the VETS-4212 form.
6. (Optional) Access the Maintain Veteran Status Identification Form task.
a) Set the default description that displays for employees when they identify their veteran status. You
can also configure your own descriptions for veteran status identification.
Note: All configured responses that identify a protected veteran must map to the Workday delivered
value IDENTIFY AS ONE OR MORE OF THE CLASSIFICATIONS OF PROTECTED VETERANS.
The mapping ensures that the VETS-4212 report includes those responses as protected veterans.
b) If you want employees to specify the type of protected veteran, select the Display Type of
Protected Veteran Options check box.
Security: Set Up: Veteran Status Identification - USA domain in the Regulatory Reporting (HCM)
functional area.
7. Configure your tenant to use trended data that's required to run the VETS-4212 Monthly Headcount
for Minimum and Maximum report.
See Steps: Set Up Tenants for Trended Worker Reporting.

Result
You can extract data from the VETS-4212 report for compliance reporting.

Next Steps
You can use the View Veteran Status Identification for Worker report to view completed veteran status
identification forms.

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You can access the Change Veteran Status Identification for Worker task to change veteran status
identification for employees.
Employees can access the Change My Veteran Status Identification task or the View My Veteran
Status Identification report.
Related Information
Tasks
Steps: Set Up Personal Information Fields on page 29

EEO
Steps: Set Up EEO Reporting

Context
You can configure Workday so that these reports extract the data necessary for EEO reporting required by
the Equal Employment Opportunity Commission (EEOC):
• EEO-1 Employment Data
• EEO-1 Employment Data – Performance Enhanced
• EEO-1 Employment Data by Establishment or Location
• EEO-1 Component 2 Employee Data
• EEO-1 Component 2 Employee Data by Establishment or Location
• EEO-3 Members
• EEO-4 Full-Time Employees
• EEO-4 Other Than Full-Time Employees
• EEO-4 New Hires
• EEO-5 Staff by Employee and Time Type
• EEO-5 New Hires Full-Time
Note: These reports only extract data. Output the data to an appropriate form for submission and ensure
that your reporting complies with application regulations. Workday enables you to track data for these
reports, but doesn't assume responsibility for your compliance.

Steps
1. Edit Domain Security Policies.
Security:
• Person Data: Ethnicity Visual Survey in the Personal Data functional area.
• Regulatory Reporting - USA and Reports: EEO Compliance in the Regulatory Reporting (HCM)
functional area.
2. Access the Edit Tenant Setup - Global task.
Determine if you want to enable multiple races for the United States of America by selecting United
States of America on the Allow in these Countries prompt in the Allow Multiple Ethnicities section.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
3. Maintain Localization Settings on page 125.
In the Area prompt, select Personal Information.
Select United States of America for the Allow for Countries or Regions column, and select the Active
check box for these localized fields:
• Hispanic/Latino (Worker)
• Race/Ethnicity (Worker)

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4. Access the Maintain Ethnicities task.

Select United States of America from the Country / Country Region prompt.
Use the Maps to field to map your races to the Workday-delivered EEOC races required to run the
reports. For visual survey, select the Declined to Answer option.
Note: For EEO-1 purposes, don’t create a Hispanic or Latino Race/Ethnicity on this task.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
5. Access the Maintain Genders task.
Ensure your gender codes map to the Is Male or Is Female check boxes.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
6. Create Job Classification Groups on page 446.
a) Select United States of America as the Country/Country Region.
b) In the Maps to field, map your job classifications to the United States of America - EEO job
classifications.

Result
When you enable multiple race values and run EEO reports, the values map to the appropriate EEO
categories.
Related Information
Concepts
Concept: Visual Survey for EEO Reporting on page 147
Reference
Reference: EEO Reports on page 147

Set Up EEO-1 Component 2 Employee Data Reports

Prerequisites
• Configure EEO reporting.
• Upload Hours Worked data through the Put EEO Data Record web service.
• If you subscribe to Workday Payroll, complete the Create W-2 Data task.
• If you don't subscribe to Workday Payroll, use the Put EEO Data Record web service to upload both
Hours Worked and W-2 Box 1 data.
Security: Reports: EEO Compliance in the Regulatory Reporting (HCM) functional area.

Context
The EEO-1 Component 2 Employee Data and EEO-1 Component 2 Employee Data by Establishment
or Location reports require employers to report wage information from W-2 Box 1 and total hours worked.

Steps
1. Access the EEO-1 Component 2 Employee Data report.
Leave the EEO-1 Show Hours Worked check box clear to display the number of workers in the cells.
Select the check box to replace these values with the hours worked for these workers. You can't display
both views simultaneously.

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2. (Optional) Access the EEO-1 Component 2 Employee Data by Establishment or Location report.
a) From the Establishment or Location prompts, select the establishments or locations you want to
aggregate results by.
b) In the Report By section, you can select Location or Establishment to group results by
establishment or location.
Related Information
Tasks
Steps: Set Up, Audit, and Print Year-End Tax Forms (USA)

Concept: Visual Survey for EEO Reporting

You can configure the visual survey functionality in your Workday tenant to record and report on the race
and ethnicity of employees who don't self-identify. Workday secures visual survey race and ethnicity values
separately from employee-entered race and ethnicity values. The Race/Ethnicity - Visual Survey section
on the Edit Personal Information task and View Personal Information Details report is only visible
when you’re secured to the Person Data: Ethnicity Visual Survey domain in the Personal Data functional
area.
Workday displays self-identified or visual survey race and ethnicity values on these reports:
• EEO-1 Component 2 Employee Data
• EEO-1 Component 2 Employee Data by Establishment or Location
• EEO-1 Employment Data
• EEO-1 Employment Data – Performance Enhanced
• EEO-1 Employment Data Audit
• EEO-1 Employment Data by Establishment or Location
• EEO-3 Members
• EEO-4 Full-Time Employees
• EEO-4 New Hires
• EEO-4 Other Than Full-Time Employees
• EEO-5 New Hires Full-Time
• EEO-5 Staff by Employee and Time Type
When you configure the Maintain Ethnicities task for United States of America, you can select the
Declined to Answer option under the Maps to column. If available, Workday populates EEO reports with
visual survey values when an employee doesn't self-identify their race or ethnicity.

Reference: EEO Reports

Workday provides 11 preparatory reports that you can use to help reach your Equal Employment
Opportunity Commission (EEOC) goals. You only need to run the Workday reports that are specific to the
reports you use. To collect all of the data you need for an EEO report, run the corresponding Workday
reports.
Note: These reports only extract data. Output the data to an appropriate form for submission and ensure
that your reporting complies with application regulations. Workday enables you to track data for these
reports, but doesn't assume responsibility for your compliance.

EEO Report Corresponding Description of Security

Workday Reports Workday Report
EEO-1 Report EEO-1 Employment Displays U.S. employees Regulatory Reporting -
Data by job classification, USA in the Regulatory
Also known as the
race, ethnicity, and Reporting (HCM)
Employer Information
gender. The report functional area.
Report.
uses the employee's
primary job classification

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 | Country-Specific Information and Reporting | 148

EEO Report Corresponding Description of Security

Workday Reports Workday Report
when an employee has
additional jobs.
Employees without
EEO-1 job classifications
display on the (Blank)
row of the report.

EEO-1 Employment Generates EEO-1 data Regulatory Reporting -

Data – Performance faster than the EEO-1 USA in the Regulatory
Enhanced Employment Data Reporting (HCM)
report. functional area.
EEO-1 Employment Displays U.S. employees Regulatory Reporting -
Data by Establishment of an organization by USA in the Regulatory
or Location establishment or location Reporting (HCM)
in individual reports for functional area.
each establishment or
location.
EEO-1 Component 2 Displays employees by: Reports: EEO
Employee Data Compliance in the
• Job classification
Regulatory Reporting
• Race or ethnicity (HCM) functional area.
• Gender
• Pay band
The report uses the
employee's primary job
classification when an
employee has additional
jobs.
Displays U.S. employees
by job category, hours
worked, and pay band
based on W-2 payroll
data.

EEO-1 Component Displays wage Reports: EEO

2 Employee Data by information from W-2 Compliance in the
Establishment or Box 1 and total hours Regulatory Reporting
Location worked for all U.S. (HCM) functional area.
employees by:
• Job classification
• Race or ethnicity
• Gender
• Pay band
The report uses the
employee's primary job
classification when an
employee has additional
jobs.

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EEO Report Corresponding Description of Security

Workday Reports Workday Report
You can filter the report
by establishment or
location.

EEO-3 Report EEO-3 Members Displays U.S. employees Regulatory Reporting -

in unions by: USA in the Regulatory
Also known as the Local
Reporting (HCM)
Union Report. • Job classification
functional area.
• Race or ethnicity
• Gender

EEO-4 Report EEO-4 Full-Time Displays full-time Regulatory Reporting -

Employees U.S. state and local USA in the Regulatory
Also known as the State
government employees Reporting (HCM)
and Local Government
by: functional area.
Report.
• Job classification
• Race or ethnicity
• Gender

EEO-4 New Hires Displays newly hired Regulatory Reporting -

U.S. state and local USA in the Regulatory
government employees Reporting (HCM)
by: functional area.
• Job classification
• Race or ethnicity
• Gender

EEO-4 Other Than Full- Displays U.S. state Regulatory Reporting -

Time Employees and local government USA in the Regulatory
employees that aren't Reporting (HCM)
full-time by: functional area.
• Job classification
• Race or ethnicity
• Gender

EEO-5 Report EEO-5 Staff by Displays newly hired Regulatory Reporting -

Employee and Time public elementary USA in the Regulatory
Also known as the
Type and secondary district Reporting (HCM)
Elementary-Secondary
employees by: functional area.
Staff Information Report.
• Job classification
• Race or ethnicity
• Gender

EEO-5 New Hires Full- Displays public Regulatory Reporting -

Time elementary and USA in the Regulatory
secondary district Reporting (HCM)
employees by: functional area.
• Job classification
• Race or ethnicity
• Gender

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Related Information
Tasks
Steps: Set Up EEO Reporting on page 145

Self-Identification of Disability
Steps: Set Up Self-Identification of Disability

Context
You can configure Workday so pre-hires and employees can complete the Voluntary Self-Identification of
Disability (Form CC-305). You can track this data for the Office of Federal Contract Compliance Programs
(OFCCP) compliance reporting in the United States. You can also upload externally collected self-
identification of disability data from a spreadsheet using the Enterprise Interface Builder (EIB). Example:
You can upload disability statuses, invitation dates, and response dates.
Note: Workday doesn’t assume responsibility for your compliance with regulatory reporting requirements.

Steps
1. Edit Business Process Security Policies.
(Optional) Add security groups to the Complete Employer Use Only Section action step.
This action step enables you to enter information in the For Employer Use Only section on the
Change Self-Identification of Disability (For Employer Use Only) Inbox task. The information you
enter is visible to pre-hires and employees.
You can only correct data in the For Employer Use Only section. You can't correct previous versions
of the form.
Configure the Disability Self-Identification business process and security policy in the Personal Data
functional area.
2. Edit Business Processes.
3. Edit Domain Security Policies.
Security:
• Set Up: Tenant Setup - BP and Notifications domain in the System functional area.
• Self Service: Self-Identification of Disability - USA and Worker Data: Self-Identification of Disability -
USA domains in the Personal Data functional area.
4. Send Self-Identification of Disability Invitations on page 151.

Next Steps
You can use these reports to track invitation statuses and retrieve self-identification data:

Report Description
Disability Placement Benchmark Extract the data necessary for compliance reports
related to the placement of individuals with
disabilities in the United States.
Invitations to Disability Self-Identification Form • Track the status of disability self-identification
Latest Disability Self-Identification Results for invitations that you've sent.
Active Employees • View the latest self-identification of disability
results for 1 or more organizations, including
Latest Disability Self-Identification Results for results loaded externally.
Terminated Employees

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 | Country-Specific Information and Reporting | 151

Report Description
View Disability Self-Identification Form for View a worker's most recent disability selection.
Worker

The View Disability Self-Identification Form for Worker and Disability Placement Benchmark reports
only display data from the Edit Personal Information task. They don't display externally collected and
uploaded data.

Send Self-Identification of Disability Invitations

Prerequisites
• Configure the Disability Self-Identification business process and security policy in the Personal Data
functional area.
• Security:
• Set Up: Tenant Setup - BP and Notifications domain in the System functional area.
• Self Service: Self-Identification of Disability - USA and Worker Data: Self-Identification of Disability -
USA domains in the Personal Data functional area.

Context
Invite pre-hires and employees to self-identify their disability status. You can track this data for the Office of
Federal Contract Compliance Programs (OFCCP) compliance reporting in the United States.

Steps
1. Access the Edit Tenant Setup - Notifications task.
In the Notifications Delivery Settings section:
a. On the HCM tab, access the Voluntary Self-Identification of Disability row and select the
Override Parent Notification Type Settings check box.
b. From the Rule prompt, select or create a routing rule that enables Email as the Channel and
Immediately as the Default Frequency.
2. Access the Send Disability Self-Identification Invitations task.
3. Select 1 or more organizations or workers.
If organizations have a mix of workers in the United States and other countries, only workers in the
United States receive the invitation. Workers in other countries who have additional jobs or international
assignments in the United States still receive the invitation.
4. (Optional) Select the Send Email Notification check box.

Result
Pre-hires and employees can update their disability status using the Change Self-Identification of
Disability task.

Next Steps
You can print self-identification of disability forms with the Print Disability Self-Identification Form task.
Workday prints the version of the Form CC-305 that was effective at the time of submission.
Related Information
Reference
Reference: Edit Tenant Setup - Notifications

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 | Country-Specific Information and Reporting | 152

Steps: Set Up Self-Identification of Disability (SF-256)

Context
Federal agencies must present the Self-Identification of Disabilities (SF-256) form to an employee during
onboarding for voluntary self-identification of disabilities.
Note: Workday doesn’t assume responsibility for your compliance with regulatory reporting requirements.

Steps
1. Access the My Personal Data > Change Self-Identification of Disability (SF-256) task to
voluntarily specify if you do or don’t have a disability, or you decline to answer.
2. Edit Domain Security Policies.
Security:
• Self Service: Self-Identification of Disability - US Federal domain in the Personal Data functional
area.
• Worker Data: Self-Identification of Disability - US Federal domains in the Personal Data functional
area.
3. View your disability information in the View My Disability Self-Identification Form (SF-256) report.
Employers can use the View Disability Self-Identification Form for Worker (SF-256) report to view
disability information for workers in their organization.

Steps: Set Up Establishments

Context
You can set up establishments for physical or service locations where your company conducts business.
You can assign establishments to workers manually or automatically, making it easier to comply with global
regulatory reporting standards, such as EEO reporting.
You can also propose establishments for candidates and assign establishments to workers.

Steps
1. Edit Domain Security Policies.
Security: These domains in the in the Regulatory Reporting (HCM) functional area:
• Set Up: Establishment
• Worker Data: Establishments
2. Edit Business Process Security Policies.
Configure the Assign Establishment business process security policy in the Jobs & Positions functional
area.

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 | Country-Specific Information and Reporting | 153

3. Edit Business Processes.

Configure the Assign Establishment business process to assign establishments to workers.
You can either add Complete Observer Assignment as an action step to the Assign Establishment
business process or add Assign Establishment as a substep to these business processes:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Edit Position
• Hire
If you configure Assign Establishment as a substep, you must have a completion step before the Assign
Establishment step.
If you add Complete Observer Assignment as an action step:
• You must set it as the completion step.
• Workday recommends you add a condition rule so the step initiates for locations that use EEO-1
reporting.
• Workday secures the establishment to the security group you specify for this step.
Note: If you add Complete Observer Assignment step to the Assign Establishment business process
and then add Assign Establishment as a substep to an applicable staffing business process, Workday
ignores the Complete Observer Assignment step even if there is a condition rule to skip the Assign
Establishment substep.
4. Access the Configure Establishment by Country task.
As you complete the task, consider:

Option Considerations
Legal Entity Type Select the organization level to associate with
establishments.
Allow assignment of multiple jobs per worker If you don't select this check box, automatic
assignments are only based on a worker's primary
position.
Inactivate auto-reassignment of Select this check box to turn off assigning
establishments establishments automatically.
Allow Establishment on Employment Select this check box to add the Establishment
Agreement/Offer prompt to the Employment Agreement and Offer
business processes.

Select the organization level to associate with establishments in the Legal Entity Type field.
Note: If you don't select the Allow assignment of multiple jobs per worker check box, automatic
assignments are only based on a worker's primary position.
5. Access the Maintain Establishment task to create or update establishments.
Select the business sites associated with the Country for Establishment in the Location field. Enter
the code numbers for the reports specified in the Configure Establishment by Country task.
6. (Optional) Access the Assign Establishment task to assign establishments to workers manually.
You can also manually assign establishments to workers when you enable automatic assignments.
However, Workday reassigns them based on your automatic establishment configuration the next time
the business process runs. Workday recommends that you turn off automatic assignments to prevent
automatic overrides before you manually assign establishments to workers.

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 | Country-Specific Information and Reporting | 154

7. (Optional) Enable autocomplete on the Add Establishment business process definition.

When you select the Enable Autocomplete check box and there is a default establishment, Workday
automatically completes the add establishment step as a substep of applicable staffing events.
See Set Up Security to Autocomplete Staffing Events.

Next Steps
• You can create a custom report using the Staff Movements (Reporting France) Events data source
for French legal reporting requirements.
• You can view all establishments set up in your tenant for a particular country using the Establishment
Set Up report.
Related Information
Tasks
Steps: Set Up EEO Reporting on page 145
Reference
Reference: Default Establishment Assignments on page 155
Workday 2023R1 What's New Post: Establishment on Employment Agreement, Offer, and Staffing

Reference: Global Library

When adding on another Workday product area or expanding into new countries or regions, use the
Global Library report to view sample configurations and common compliance requirements.
The Global Library report is a preconfigured profile of 2 types of configurations:
• Workday delivered and maintained statutory guidance configurations. Example: State minimum wages,
tax calculations, withholding and court order data, address and name formats.
• Sample configurations. On the sample configuration tabs, you'll see a description of how to implement
them.
The Global Library report is also available as a menu item from these Workday-delivered dashboards:
• Pay Cycle Command Center
• Payroll Compliance Updates
When you click View Library for that country or country region, the Global Library reports display under
these product areas:

Product Area Reports Security Domain

Contact Information • Basic Address Format Set Up: Contact Info, IDs, and
• Address Region Personal Data
• Address Subregions
• Extended Address Format
• Postal Code Validations
• Name Components
• International Phone Code

Personal Data • Ethnicity Set Up: Contact Info, IDs, and

• Marital Status Personal Data
• Religion
• Military Status
• Visa Types
• Disabilities

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 | Country-Specific Information and Reporting | 155

Product Area Reports Security Domain

• National ID Types

Staffing • Local Termination Reasons Set Up: Staffing

• Job Classifications

Time Off and Leave Time off and Leave One of these domains:
• Set Up: Time Off (General)
• Set Up: Leave of Absence

Time Off and Leave Holiday Calendars Set Up: Calendar

Time Tracking Time Tracking Library Set Up: Time Tracking
Payroll Minimum Wages Set Up: Payroll (Minimum Wages
View) - USA
Payroll • Multistate Withholding Set Up: Payroll (Taxes View)
Rules
• Tax/Allowance Data
(Current)
• Compliance Updates (Last 2
Years)

Payroll Withholding/Court Order Data Set Up: Payroll (Income

(Current) Withholding Orders)

You can use the Configure Profile Group task to configure which reports display in the product areas.
This information isn’t a source of record for regulatory requirements. Verify requirements for the regions in
which you operate.
Note: These reports only display if Workday has uploaded the relevant information for the country.
Your company is expanding and will have workers in Australia. You want to know what time off and leave
sample configurations Workday offers for a starting point.
1. Select Australia for the Country.
The Global Library report returns all configurations for Australia.
2. On the Australia row, click View Library.
3. On the Time Off and Leave tab, you'll see sample configurations and a description of how to
implement them.
Related Information
Tasks
Steps: Set Up Profiles and Profile Groups

Reference: Default Establishment Assignments

Workday assigns default establishments to workers according to this logic:
• If there's no establishment in the employment agreement/offer, then Workday retains the existing
establishment for a job or position if the location and legal entity remains the same.
• If there's no establishment in the employment agreement/offer and if the location or company changes
for a job or position, then establishment populates from the legal entity/location.
• If there's no establishment in the employment agreement/offer and the legal entity/location has multiple
establishment options, you'll have to select an establishment manually.

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 | Recruiting | 156

• If there's no establishment in the employment agreement/offer and legal entity/location, you'll have to
select an establishment manually.

Recruiting

Recruiting Setup

Setup Considerations: Recruiting

You can use this topic to help make decisions when planning your configuration and use of Workday
Recruiting. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday Recruiting is a single platform that enables your organization to find, engage, and select the best
candidates.

Business Benefits
• Increase efficiency by managing the entire recruiting process in Workday.
• Attract top candidates with a consistent and engaging candidate experience.
• Work flexibly by moving candidates through the recruiting process using the Workday mobile
application.
• Manage your candidate pipeline more efficiently using candidate pools.
• Improve data accuracy by identifying and merging duplicate candidate records.
• Minimize biased candidate screening by masking identifiable candidate information.
• Increase recruiting efficiency with interview schedules for interviewers and locations.
• Improve productivity by automatically moving candidates forward in the recruiting process.
• Keep communication and collaboration in Workday by enabling recruiters and users involved in the
recruiting process to add notes to job requisitions and candidate job applications.

Use Cases
• Track position requirements by creating job requisitions.
• Use custom branding on external career sites.
• Work with recruiting agencies to source external candidates using agency career sites.
• Create calendars to enable candidates to schedule their own times for high-volume recruiting events.
• Set up Candidate Engagement recruiting campaigns with message and notification templates that
enable recruiters to target pools of prospects or candidates.
• Set up Candidate Engagement recruiting landing pages to enable recruitment marketers to design and
publish external web pages that market your organization to specific populations.
• Use recruiting sources to track where your candidates come from. Example: LinkedIn.
• Set up referral payment plans to encourage workers to refer candidates to job openings.
• Collect candidate references and complete a reference check.

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 | Recruiting | 157

• Assess candidates using questionnaires.

• Send a request to external candidates at any stage in the recruiting process to ask them to provide
personal information.
• Send or correct an offer of employment.
• Track background check information and automatically process candidates based on results.

Questions to Consider

Questions Considerations
What kind of positions do you need to fill? You can create:
• Job requisitions to track requirements for unfilled
positions.
• Evergreen requisitions to continually source
and track candidates for high-turnover or high-
volume positions.
• Confidential job requisitions for classified
positions. Example: Executive level positions.

How do you want to advertise jobs openings? You can:

• Create internal and external career sites to post
job openings.
• Use job posting templates to target specific
audiences. Example: You can add a video to
your job posting advertising your office space in
Dublin to attract candidates.
• Enable candidates to create alerts on career
sites for relevant job postings.

How do you want to manage high-volume recruiting You can:

events?
• Create calendars that enable candidates to
reserve time slots. Example: Phone screenings.
• Enable recruiters to schedule and manage event
time slots on behalf of candidates.

How do you want to manage referrals and You can enable:

endorsements?
• Workers to submit candidates to open job
requisitions.
• Candidates to identify a referring worker when
applying to a job posting.
• Workers to endorse a candidate’s job
application.
Configure referral payment plans to reward workers
who refer successful candidates.

How do you want to work with recruiting agencies? You can create:
• Agencies and establish hierarchies between
them.
• Agency career sites for job postings.
• Agency types for different types of vacancies.

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 | Recruiting | 158

Questions Considerations
You can also track agency payments for successful
candidates.

How do you want to collect candidate information? Gather and manage information from candidates
using:
• Applications.
• Questionnaires.
• Assessments.
• Background check results.

How do you want to organize your candidates? Create candidate pools to manage your candidate
pipeline and group internal and external candidates
based on set criteria. Example: Recruiting sources.
Create a:
• Dynamic pool to automatically and continuously
add candidates who match your search criteria.
• Static pool to add candidates manually.

How do you want to manage duplicate candidate Workday enables you to manage duplicate records
records? using 1 of these functionalities:
• Recruiting match and merge, which enables you
to merge candidates to different person types.
• Duplicate Management Framework, which
provides flexibility when configuring merge rules
and supports a variety of merge types.
When you opt in to the Duplicate Management
Framework, you can't opt out or access Recruiting
match and merge functionality again.

How do you want to manage interviews? Manage your interviews entirely in Workday or use
1 of these calendar integrations for scheduling:
• Google Calendar
• Microsoft™ Outlook 365
You can configure Workday to:
• Recommend interview schedules based on
interviewer and location availability.
• Enable interviewers to provide feedback in
Workday. Example: Competency ratings.

How do you want to manage offers or employment You can manage and submit multiple offer or
agreements? employment agreement tasks at once.
You can also negotiate and regenerate offers
through Candidate Home accounts. Example: The
candidate requests a later start date and you need
to update and regenerate the offer letter.

How do you want to manage compliance Workday enables you to:

obligations?
• Track diversity goals by delivering metrics and
reports that analyze candidate gender and
ethnicity information.

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 | Recruiting | 159

Questions Considerations
• Identify and purge candidate and job application
data when you no longer need it.

How do you want to manage access to your To control access to recruiting processes:
recruiting processes?
• Use segmented security to restrict access
to recruiting processes. Example: Configure
access to questionnaire responses.
• Hide certain information on the candidate profile
to help prevent biased candidate screening.
Example: You can mask education details
during the candidate screening process.

Recommendations
To increase efficiency, configure business process steps to:
• Post or unpost jobs when you create, edit, or freeze job requisitions.
• Automatically unpost jobs when you close or fill a job requisition.

Requirements
Configure job requisitions to track requirements for unfilled positions and move candidates through the
recruiting process.

Limitations
You can't use Outlook for Microsoft Office 365 with Workday Recruiting when you have:
• More than 1 instance of Outlook for Microsoft Office 365.
• Any combination of hybrid, on-premise, or cloud data storage.
When you opt in to the Duplicate Management Framework, you can't use Recruiting match and merge
functionality.
The Recruiting business processes don't support the Hide Details from Person check box. We recommend
that you don't select the check box when you edit your business process policies.

Tenant Setup
Access the Edit Tenant Setup - Recruiting task to configure:
• Referral ownership levels.
• A duplicate referrals policy.
• Automatic candidate merging for the Recruiting Match and Merge functionality.
• Integrations for interview scheduling calendars.
• The ability for candidates to reapply to job requisitions.
• Settings for populating and copying personal information on job applications.
• Preferred name settings.
• A link to your privacy policy on external career sites.
• Calculations for the Time to Fill report.
• Required Candidate Home accounts.
• Verification emails for candidates creating Candidate Home accounts.
You can also configure the Edit Tenant Setup - HCM task to:
• Create ID definitions. Example: Job requisition IDs.

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 | Recruiting | 160

• Enable Workday to populate organizations on job requisitions.

• Enable users to remove or replace a questionnaire on a job requisition.

Security
Use segment-based security groups to grant specific users access to job application data during the
recruiting process.
To view the different security domains for Recruiting, access the Domain Security Policies for
Functional Area report and select the Recruiting functional area.
Security domains in the Recruiting functional area enable users to configure, manage, and use Recruiting
features, such as:
• Candidates
• Evergreen Requisitions
• External Career Sites
• Interviews
• Job Applications
• Job Postings
• Job Requisitions
• Offers
• Prospects
• Questionnaires
• Recruiting Agencies
• Recruiting Notes
• Referrals and Endorsements

Business Processes

Business Processes Considerations

Assess Candidate Configure to send assessment tasks to candidates.
Background Check Configure to manage background check information
for candidates.
Interview Configure to:
• Schedule interviews.
• Collect candidate feedback.
• Forward candidate feedback to a decision-
maker.

Job Application Configure to create a flexible or linear workflow for

candidate management.
Job Requisition Configure to create job requisitions for new or
existing positions.
Offer Configure to:
• Set a compensation basis.
• Request and get approval for stock grants or
one-time payment plans.
• Generate, send, and receive electronically
signed documents.
• Renegotiate offers.

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 | Recruiting | 161

Business Processes Considerations

Refer a Candidate Configure to manage candidate referrals.
Reference Check Configure to manage candidate reference checks.
Ready for Hire Configure to initiate staffing transactions
automatically. Example: Hire, Change Job.
Screen Configure the workflow for candidate screening.
Submit Recruiting Agency Candidate Configure to enable agency users to submit
candidates to open job requisitions.

Reporting
To view the available reports for Workday Recruiting, access the Workday Standard Reports report and
select one of these categories:

Report Categories Considerations

Recruiting Use reports in this category to report on:
• Assessments
• Candidates
• Diversity metrics
• Interviews
• Job applications
• Job postings
• Job requisitions
• Recruiting agencies
• Recruiting self-schedule calendars
• Referrals

Set Up Recruiting Use reports in this category to verify and view a

summary of your recruiting configuration.

Integrations
Consider these web services and integrations when configuring Workday Recruiting:

Web Services Considerations

Assess Candidate Use to request and manage assessment tests for
candidates.
Candidate Attachments Use to load documents for prospects and
candidates.
Create Job Requisition Use to create job requisitions for positions in
position management supervisory organizations.
Offer Use to initiate offers for job applications.
Post Job Use to post jobs to third-party websites.
Put Background Check Use to mass upload background information for
multiple records.
Put Candidate Use to load prospects and candidates.

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 | Recruiting | 162

Web Services Considerations

Submit Recruiting Agency Candidate Use to submit recruiting agency candidates.

Integrations Considerations
Adobe Sign Use to obtain digital signatures from candidates.
DocuSign

LinkedIn Recruiter System Connect Enables users on LinkedIn Recruiter to view

relevant candidate data from Workday.
Report-as-a-Service (RaaS) Use to post job openings to third-party websites.

Connections and Touchpoints

Touchpoints Considerations
Compensation Workday derives compensation values for offers or
employment agreements from job requisitions.
Duplicate Management Framework Use to manage duplicate records in your tenant.
Opting in to the Duplicate Management Framework
is a tenant-wide change that you can't repeat or
undo.

Extended Enterprise Learning You can enable extended enterprise learners

to view and apply for jobs for nonworkers within
your organization. When you hire an extended
enterprise learner, their learning transcripts and
talent certifications transition with them to their new
role.
Skills Cloud Configure Skills Cloud to build qualification
requirements and enable suggested skills on job
requisitions and job applications.
Note: You must subscribe to Innovation Services
to use this feature. Contact your Customer Success
Manager to request the Innovation Services
Addendum (ISA), or see Workday Innovation
Services in the Workday Community for more
information.

Staffing Job requisitions support the position and job

management staffing models.
Talent You can enable the Opportunity Marketplace
to include internal job postings. Employees can
browse jobs and access job postings from the
Opportunity Marketplace.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Job Requisitions for Recruiting on page 191

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 | Recruiting | 163

Setup Considerations: Skills in Recruiting on page 163

Setup Considerations: Evergreen Requisitions on page 207
Setup Considerations: Duplicate Candidate Merging on page 261
Setup Considerations: Candidate Self-Scheduling on page 254
Setup Considerations: Candidate Personal Information on page 287
Setup Considerations: Notifications for Candidates on page 279
Setup Considerations: External Career Sites on page 305
Setup Considerations: Branding for External Career Sites on page 309
Setup Considerations: Job Postings on page 346
Setup Considerations: Recruiting Agencies on page 355
Setup Considerations: Referrals and Endorsements on page 367
Setup Considerations: Questionnaires for Recruiting on page 384
Setup Considerations: Interviews on page 401
Setup Considerations: Offers on page 416
Setup Considerations: Extended Enterprise Learning on page 1758
Tasks
Steps: Set Up Internal Hiring and Transcript Transition for Extended Enterprise Learners on page 1771
Reference
Preconfigured Content: HCM Delivered Configurations
The Next Level: One Stop Recruiting
The Next Level: All Things 2021R1 in Recruiting
The Next Level: All Things 2020R1 in Recruiting
The Next Level: All Things 2020R2 in Recruiting
The Next Level: COVID-19 Webinar - Adapt to Changing Recruitment and Hiring Needs
The Next Level: All Things 2022R1 in Recruiting
The Next Level: HCM Touchpoints with Assignments

Setup Considerations: Skills in Recruiting

You can use this topic to make decisions when planning to use skills in Recruiting. The topic explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday offers a variety of ways to add, maintain, and select skills for job requisitions, job applications,
and candidate profiles. Candidates can identify their skills that match your job requirements, and you can
search for candidates with the most relevant skills.
This topic explains the differences between configuration options for skills, enabling you to make an
informed decision about using skills for Recruiting.

Workday Solution Description

Machine Learning for Recruiting Workday uses a machine learning algorithm and
integration with Skills Cloud to suggest skills based
on similar worker profiles and job requisition data.
Recruiters can select required or optional skills for

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Workday Solution Description

job requisitions. Candidates can select suggested
skills when applying to a job.
Skills Cloud The Skills Cloud is a library of skills. In Recruiting,
candidates and recruiters can add these skills
during the recruitment process. You can also use
Skills Cloud to build qualification requirements.
Crowdsourced Skills As a feature of Skills Cloud, you or your external
candidates can create and add a skill that isn't
available in Skills Cloud. Workday adds these skills
to the candidate's profile.
Maintained Skills You can maintain a list of skills specific to your
organization that recruiting administrators and
candidates can add to candidate profiles.

Business Benefits
You can streamline the process of working with skills using any combination of solutions, which:
• Use machine learning intelligence to adapt skills suggestions over time and improve efficiency and
accuracy.
• Improve identification of candidates based on the relevant skills that they select.
• Enable candidates to select and create skills for better job matches.
• Maintain skills data, including skills specific to your company, for roles specific to your company.

Use Cases

Solution Use Case

Machine Learning for Recruiting When applying to a job, candidates can review and
accept suggested skills as the best matches for the
job application.
When creating a job requisition, you can review and
accept suggested skills as required or optional for
the job requisition.

Skills Cloud You and candidates can access a library of skills to

add to candidate profiles.
You can convert crowdsourced and maintained
skills to Skills Cloud skills. You can also view
reports based on selected skills.

Crowdsourced Skills You can increase the number of skills for

candidates to add to their profiles without using
Skills Cloud.
Maintained Skills You can create a categorized list of specialized and
proprietary skills for your company.

Questions to Consider
When setting up machine learning for job requisitions and suggested skills in Recruiting, consider:

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Question Considerations
How do you want to manage machine learning for Machine learning automates the process of
Recruiting? managing skills, but you can delete suggested skills
from job requisitions.
Does machine learning consider more than the Machine learning uses logic to consider matches
Skills section of a resume to suggest skills for job from the entire uploaded resume, not just the Skills
applicants? section, including:
• Certificates
• Company
• Degree
• Description
• Education
• Experience
• Honors
• Major and minor
• Objective
• Publication
• Skills
• Summary

When setting up Skills Cloud for Recruiting, consider:

Question Considerations
Where does Skills Cloud get its data? Skills Cloud gets its data from:
• Contributed data from Innovation Services Data
Contribution.
• Public data sets.
• Purchased data sets.

How do I get skills onto a candidate and job You can convert maintained skills to Skills Cloud
requisition? skills on candidate profiles. Workday automatically
converts duplicate maintained skills to Skills Cloud
skills if they're an exact text match.
You can load Skills Cloud skills with web services
by reference ID or an exact text match. If there's
no exact text match and no reference ID, Workday
creates a:
• Crowdsourced skill for candidates.
• Maintained skill for the Qualifications tab on job
requisitions.

How does automated skill management work and Workday Skills Cloud performs regular automated
how does it impact skills on candidates? background processes to clean up duplicate and
synonymous skills in your tenant.
Workday always retains the skill string inputted
by a candidate, even if that skill gets added as a
synonym or canonical skill to the Skills Cloud.

When managing crowdsourced skills, consider:

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Question Considerations
How do you want candidates to submit External candidates can add skills on their job
crowdsourced skills? application, which become part of their candidate
profile. You can view crowdsourced skills on the
Find Skill report.
Can you view crowdsourced skills in the Maintain Crowdsourced skills don't display in this report.
Skills report?

When managing maintained skills, consider:

Question Considerations
Do you need Skills Cloud to use maintained skills? Maintained skills don't require Skills Cloud. If you
enable Skills Cloud, however, you can convert
maintained skills into Skills Cloud Skills.
How do you manage maintained skills? For maintained skills, you can:
• Add skills, find duplicate skills, and manage
translations.
• Merge duplicates skills.
• Create categories for skills.

How do you want to search for candidates by You can use the Find Candidates report if the
maintained skill? skills haven't been converted to Skills Cloud skills.

Recommendations
No impact.

Requirements
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.
Understand how Workday implements machine learning when you:
• Set up machine learning for suggested skills and job requisitions. See Steps: Set Up Machine Learning
for Recruiting on page 180.
• Set up Skills Cloud skills. See Steps: Set Up Skills Cloud on page 1566.
• Set up maintained skills. See Steps: Maintain Skills on page 1550.

Limitations
• You can't disable Skills Cloud skills once enabled.
• Reports don't make the distinction between suggested skills and candidate-selected skills.

Tenant Setup
No impact.

Security
Configure these security domains in the Recruiting functional area:

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Domains Considerations
Staffing Actions: Job Requisition Qualifications Controls the visibility of suggested skills on job
requisitions.
Set Up: Skills and Experience Allows users to enable the Workday Skills Cloud.
Self-Service: Candidate Enables candidates to enter crowdsourced skills.

Business Processes
No impact.

Reporting
You can manage skills with these reports:

Reports Considerations
Innovation Service Data Details You can view the report fields you contribute for
each Innovation Services data category.
Find Candidates You can filter candidates by Skills Cloud skills and
maintained skills.
Find Skill Workday stores crowdsourced data in this report.
Maintain Skills You can add, search for and edit maintained skills.
You can also hide skills from candidates and flag
skills as inactive.

Integrations
These web services support skills in Recruiting:

Solution Web Services

Machine learning for job requisitions • Evergreen Requisition
• Job Requisition

Machine learning for suggested skills • Tenant Setup – HCM

Skills Cloud skills • Candidates

• Evergreen Requisition
• Job Profile
• Job Requisition
• Manage Skills
• Position
• Position Restrictions
• Recruiting Agency Candidate
• Skill Profile

Connections and Touchpoints

Skills in Recruiting interact with Talent features in Workday. You can search for workers by skill. You and
workers can also select skills to include in their worker profiles.

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Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Maintain Skills on page 1550
Reference
Workday 32 What's New Post: Skills Cloud for Recruiting
2020R1 What’s New Post: Suggested Skills for External Candidates
2020R2 What's New Post: Suggested Skills for Job Requisitions
Workday Community: Available Innovation Services – Service Descriptions and Exhibits

Setup Considerations: Recruiting Notes

You can use this topic to help make decisions when planning your configuration and use of notes. It
explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Recruiting notes enable users to create and view notes on job requisitions and candidate job applications.

Business Benefits
Notes support collaborative hiring across recruiting and hiring team roles. Storing your notes in Workday
reduces the need for third-party applications and potential data compliance issues.

Use Cases
Users such as hiring managers, hiring teams, and recruiters can use notes to:
• Communicate updates to job requisitions or job applications.
• View and track recruiting and hiring activity on job requisitions and job applications.
• Discuss decisions to close or progress a job requisition or a job application.

Questions to Consider

Question Consideration
What kind of recruiting activity do you want users to You can enable users to add, view, or modify notes
create notes for? on:
• Candidates
• Candidate job applications
• Job requisitions
• Prospects
Users must have access to the candidate profile to
add notes to a candidate's job application.

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Question Consideration
Which roles do you want to enable to add or view You can enable users to view notes or view and
notes? modify notes.
Users can only see notes for candidates, job
applications, prospects, and job requisitions that
they have access to. You can use the Maintain
Recruiting Notes task to hide notes for masked
candidate job applications.

Recommendations
No impact.

Requirements
Your organization must use session storage in order to store notes data. Check your browser settings or
confirm with your IT team.

Limitations
You can only currently add or view notes on job requisitions or candidate job applications.

Tenant Setup
No impact.

Security

Domain Consideration
Manage: Candidate Job Application Notes Enables you to add, edit, and view notes on
candidate job applications from the candidate
profile.
Manage: Job Requisition Notes Enables you to add, edit, and view notes on job
requisitions.
Manage: Maintain Recruiting Notes Enables you to use the Maintain Recruiting
Notes task to view or delete notes. This task is for
administrators.
Manage: Candidate Notes Grants access to add, edit, and view notes on the
candidate and prospect profile.

Business Processes

Business Process Consideration

Job Application When you rescind or cancel a job application event,
Workday removes any notes associated with the
job application.
Job Requisition When you rescind or cancel a job requisition event,
Workday removes any notes associated with the
job requisition.

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Reporting
You can use these data sources to create custom reports on notes:
• Candidate Job Application Notes
• Candidate Notes
• Job Requisition Notes

Integrations
No impact.

Connections and Touchpoints

When you purge a user, Workday removes their name from any notes they created. Optionally, you
can also purge the content of their notes. When you purge a candidate, Workday also purges the job
application or the notes on the candidate job application.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
Workday hides notes for masked candidate job applications on the candidate profile and the Maintain
Recruiting Notes task.
Related Information
Tasks
Steps: Set Up Recruiting Notes on page 184
Reference
2022R1 What's New Post: Job Requisition Notes
2022R1 What's New Post: Candidate Job Application Notes

Steps: Set Up Recruiting

Context
Workday Recruiting enables your hiring teams to find, engage, and select candidates for your job
openings.
You can also use Recruiting on the Workday mobile app for:
• Android.
• iPad.
• iPhone.

Steps
1. Access the Maintain Functional Areas task.
Select the Enabled check box for the Recruiting functional area.
Security: Security Configuration domain in the System functional area.
2. Access the Edit Tenant Setup - Recruiting task.
Configure tenant-level settings for Recruiting features.
See Reference: Edit Tenant Setup - Recruiting.

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 | Recruiting | 171

3. (Optional) Access the Edit Tenant Setup - System task.

Enable activity streams for prospects and job applications so your workers can post comments to
collaborate. These changes take effect after you sign out of Workday and sign-in again.
See Steps: Enable Activity Stream.
4. Configure the Workday-delivered Recruiting dashboard.
Security: Management Dashboard: Recruiting domain in the System functional area.
See Steps: Set Up Dashboards and Landing Pages.
5. Steps: Set Up Profiles and Profile Groups.
Configure these profiles and their profile groups:
• Candidate Pool
• Candidate Profile
• Job Requisition Composite View
• Prospect Profile
• Referral Activity Composite View
6. Set Up Assignable Roles.
Create a Recruiter role and assign it to your organizations.
7. Set up and create 1 or more external career sites.
External career sites enable candidates to find and apply to job openings. Workers can share job
postings to their social networks or use them to refer candidates.
See Steps: Set Up External Career Sites on page 313.
8. Create internal career sites.
You can create:
• A site that enables workers to apply to internal job openings.
• Multiple sites that enable nonworkers with a Workday account, such as students and contingent
workers, to apply to internal job openings.
See Steps: Set Up Internal Recruiting on page 319.
9. Set up Recruiting-specific job requisition features.
See Steps: Set Up Job Requisitions for Recruiting on page 196.
10.Set up evergreen requisitions.
Use evergreen requisitions to source and track candidates continuously for seasonal or high-volume
positions.
See Steps: Set Up Evergreen Requisitions on page 211.
11.Set up job postings.
You can post jobs to these types of career sites:
• Internal
• External
• Recruiting agency
See Steps: Set Up Job Postings on page 349.
12.Set up recruiting agencies.
Manage your relationship with third-party recruiting agencies through Workday. Recruiting agents can
submit candidates to your job postings directly. You can see agency performance metrics, such as:
• Number of candidates submitted.
• Time to the first candidate interview.
See Steps: Set Up Recruiting Agencies and Agency Users on page 359.

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13.Set up job applications to configure the data you collect from candidates who apply to jobs.
See Steps: Set Up Job Applications on page 379.
14.Configure how a candidate moves through the recruiting process.
See Steps: Set Up the Recruiting Workflow on page 172.
15.Configure prospects and candidates.
Specify the:
• Candidate information that Workday collects and stores, as well as how Workday processes that
information.
• Security permissions for internal and external candidates.
See Steps: Set Up Prospects and Candidates on page 219.
16.Configure referrals.
Referrals enable your workers to refer their connections to job postings. Candidates can also specify a
worker they know at your company as a self-identified referrer. You can configure Workday to process
payments for successful referrals and approved endorsements based on condition rules.
See Steps: Set Up Referrals on page 372.
17.(Optional) Steps: Set Up Recruiting Notes on page 184
Enable users involved in the hiring process to collaborate, communicate, and track recruiting activity by
adding and viewing notes on job requisitions and candidate job applications.
18.(Optional) Create Custom Labels.
Use the Maintain Custom Labels task to rename Workday terms such as prospect, contingent worker,
or evergreen requisition. These values display in object names and search results.
19.(Optional) Create and Edit Custom Object Definitions.
Create custom objects to track additional fields that Workday-delivered objects don't include. Example:
Create a custom object to track recruiting agency payments from a specific cost center.
Related Information
Concepts
Setup Considerations: Recruiting Notes on page 168
Tasks
Steps: Set Up Job Catalog on page 472
Set Up Recruiting to Staffing Field Defaults on page 183
Steps: Set Up Recruiting Notes on page 184
Reference
Workday 31 What's New Post: Recruiting User Experience
Workday 32 What's New Post: Step Notification and Candidate List Grid Pop-Up
Examples
Example: Return Candidate to the Recruiting Process on page 247

Steps: Set Up the Recruiting Workflow

Prerequisites
Security: Set Up: Recruiting domain in these functional areas:
• Recruiting
• Talent Pipeline

Context
You can configure your recruiting process using Workday-provided stages, and include steps such as:

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• Automatic Stage Routing.

• Automatically Unpost Jobs.
• Change Government IDs.
• Change Personal Information.
• Document Review, including electronic signatures.
Workday automatically assigns candidates applying to a job to the Review stage. From there, you define
the stages a candidate can move to. They can be:
• Linear: Move a candidate to a specific stage in a specific order. Example: Review to Screen, to
Interview, to Reference Check, to Offer, to Ready for Hire.
• Flexible: Select from a list of stages to move a candidate to. Example:
• Review to Screen, Assessment, or Interview.
• Screen to Assessment or Interview.
• Interview to Reference Check, Background Check, or Ready for Hire.

Steps
1. Set up electronic signatures.
To enable candidates to sign documents electronically, add a Review Documents type step on any
subprocess of the Job Application business process for the Candidate as Self group.
See:
• Set Up Electronic Signatures.
• Set Up Review Documents Steps.
2. Create Custom Business Processes.
Configure these business processes for your organization:

Stage Corresponding Business Processes

Review Review Candidate
Screen Screen
Reference Check Reference Check
Ready for Hire • Add Additional Job
• Change Job
• Contract Contingent Worker

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Stage Corresponding Business Processes

• Hire Employee

Use the External Site Homepage Link report field to direct candidates to your external career site
when you:
• Configure a business process to include parallel Candidate Home action steps such as Change
Government Identifiers or Change Personal Information.
• Create custom notifications for candidates.
Configure business process steps that you might identify as high-volume as they're displayed in the
Inbox. On a business process definition, you can apply the exclude task configuration on these step
types so that it doesn't deliver notifications to the Inbox:
• Action
• Approval
• To Do
Once a step is configured for exclusion, you can still access any excluded Inbox tasks from the
Recruiter Hub.
3. Configure the Assessment stage.
See Steps: Set Up Assessments for Candidates on page 396.
4. Configure the Interview stage.
See Steps: Set Up Interviews on page 405.
5. Configure the Offer stage.
See Steps: Set Up Offers on page 421.
6. Configure the Employment Agreement stage.
See Steps: Set Up Employment Agreements on page 532.
7. Configure the Background Check stage.
See Steps: Set Up Background Checks for Candidates on page 232.
8. (Optional) Steps: Set Up Parallel Stages on page 179.
Configure parallel stages.
9. Access the Maintain Recruiting Dispositions task.
Create reasons for terminating a job application of a candidate.
Security: Set Up: Recruiting domain in the Recruiting functional area.
10.Configure the Job Application dynamic business process.
See Steps: Configure the Job Application Business Process on page 176.
11.(Optional) Access the Configure Dynamic Action Labels task for the Job Application business
process type.
You can change the name of the stage a candidate or agency user sees when reviewing information.
As you complete the task, consider:

Option Description
Action Label Override Enter a label that displays to internal users when
they move candidates through the recruiting
process.
External Label Override Enter a label that displays on the:
• Communications sent to external and internal
candidates.

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 | Recruiting | 175

Option Description
• Active Posting tab on the View Recruiting
Agency report.

12.(Optional) Set up task consolidation for Recruiting business processes.

See Steps: Set Up Inbox Task Consolidation.

Result
When a candidate applies for a job, Workday:
• Creates a job application and associates it with the candidate record.
• Sets the status of the candidate to Review.

Next Steps
You can configure:
• Workday to decline the remaining job applications for a hired candidate.
• A condition rule on the Initiation step of the Hire business process. Ensure:
• Source External Field or Condition Rule: Job Application Business Process Created From.
• Relational Operator: Is empty.
• The Undo Move from Hire action to move a candidate from the hire process back to the Make Decision
step of the last recruiting stage they were in.
Related Information
Tasks
Steps: Automatically Decline a Candidate's Remaining Job Applications on page 239
Steps: Automatically Advance or Decline Candidates on page 237
Steps: Enable Candidates to Withdraw Their Job Applications on page 380
Create Business Process Condition Rules
Reference
Workday 32 What's New Post: Add Additional Job for Internal Candidates
Examples
Example: Return Candidate to the Recruiting Process on page 247

Steps: Set Up Recruiting Hub

Prerequisites
Create 1 or more configurations for the candidate list grid.

Context
Recruiting Hub enables recruiters to manage their workload more efficiently. Recruiters can use the
Recruiting Hub to take action on candidates in different stages. You configure the Recruiting Hub, but
recruiters can customize their experience to:
• Display information they want to see.
• Monitor candidate activity.
• Navigate quickly between tasks.

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Steps
1. Edit Domain Security Policies.
Configure these domains in the Recruiting functional area:
• Recruiting Hub: Enable Recruiting Hub by adding security groups to this domain. Use role-based,
unconstrained security groups with view and modify access.
• Job Requisition Workspace.
• Candidates for My Jobs: Defines who has access to the information that displays on the Recruiting
Hub. Workday recommends that you assign the role tied to job requisitions. Example: Primary
Recruiter.
2. Access the Configure Default Shortcuts task.
Define a list of shortcuts for specific security groups. Recruiting Hub users can update their list in the
Shortcuts section.
Security: Set Up: Tenant Setup – General domain in the System functional area.
3. Access the Maintain Navigation Menu Overrides task.
You can replace the Recruiting dashboard on the navigation toolbar with a custom dashboard or hide
the navigation item all together.
Security: Set Up: Tenant Setup – General domain in the System functional area.
4. Access the Maintain Hubs task.
You can configure the Announcements and the cards that display on the Recruiting Hub. You can
display 10 cards or fewer at a time. The cards each display 5 items, but you can expand the list.
Security: Set Up: Tenant Setup – General domain in the System functional area.
5. Access the Maintain Candidate List Assignment task.
You can use different candidate list grids when you view the complete list of candidates from the New
Internal Candidates and New Referred Candidates cards. Assign a candidate list grid to these
prompts:
• Internal Job Applications
• Referral Job Applications
6. (Optional) Access the Maintain Job Requisition Workspace task.
Workday recommends selecting your most commonly used role as the Default Role for the Job
Requisition Workspace. Example: Primary Recruiter. You can also add up to 4 additional recruiting
roles as filters. When users access the Job Requisition Workspace, the Owned By Me filter
automatically displays results relevant to the selected default role. It can take up to an hour for changes
to your role selections to display.

Steps: Configure the Job Application Business Process

Prerequisites
• Create recruiting dispositions on the Maintain Recruiting Dispositions task.
• Security: Security Configuration domain in the System functional area.

Context
You can use Workday-delivered stages to configure the path that candidates follow in recruiting on the Job
Application business process. From each stage, you can select the:
• Stages you want available as possible next steps for moving a candidate forward.
• Options for removing the candidate from the recruiting process.
If you want to renegotiate the terms, you can add the Offer and Employment Agreement stages twice. Use
label overrides to distinguish between 2 stages with the same name.

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Workday uses the job application of a candidate date to determine which Job Application business process
definition to use.

Steps
1. Access the Job Application business process definition.
2. Click Edit Dynamic Definition.
3. Select the groups that can initiate the business process on the Initial Step grid.
4. As you complete the Possible Next Steps grid for each stage, consider:
Option Description
Specify Select the stages that the candidate can move
to from this stage. You can select any stages,
including the current one.
After you add the Ready for Hire step and
click OK, Workday automatically populates the
Completion Event row with these business
processes:
• Add Job
• Change Job
• Contract Contingent Worker
• Convert to Employee
• Hire Employee

Group Select from the security groups you added on the

security policy of the Job Application business
process. If you leave this field blank, Workday
sends notifications to the role defined on the
subprocess definition for that step.
If you select Initiator as the group for step b on a
subprocess definition, you must select a Group.

Step Label Override The label you enter:

• Becomes the label for the Move Forward
option.
• Displays on the Candidate tab of the job
requisition and on mass action tasks.

5. For integration steps, select Business Process > Maintain Redirect from the related actions menu of
an integration step.
Configure a redirect to prevent the job application process from canceling when the integration fails.
6. (Optional) As you complete the Possible Parallel Steps grid, consider:
Option Description
Specify Select the parallel stages you want to run in
parallel. Ensure that the Decision step is also the
Completion step on any parallel stage.
Group Add the security groups that you want to initiate
parallel stages.
Step Label Override The label you enter:
• Becomes the label for the Move Forward
option.

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 | Recruiting | 178

Option Description
• Displays on the Candidate tab of the job
requisition and on mass action tasks.

7. As you complete the Possible Dispositions grid for each stage, select 1 or more reasons for declining
the job application of a candidate.
If you leave this section blank, the Decline button doesn't display on the task associated with the stage.
8. (Optional) Access the Maintain Business Process Definition Selection report.
For the Job Application business process, click Enable Use Latest Dynamic Business Process.
This selection changes the effective date of any Job Application subprocess to the date the business
process initiates it. Selecting this option ensures that you always use the most current definition for all
subprocesses.
Security: Business Process Administration domain in the System functional area.
9. (Optional) From the related actions menu of the Job Application business process, select Business
Process Type > Maintain Business Process Definition Selection.
As you complete the task, consider:
Option Description
Use Subprocess Initiation Date Select to use the most recent business process
definition for Recruiting-related subprocesses in
the Job Application dynamic business process.
Use Latest Business Process Definition Select to use the most recent definition for the Job
Application dynamic business process.

Next Steps
Configure automatic stage routing so you can use condition rules to advance or decline candidates
automatically.
Related Information
Tasks
Steps: Automatically Advance or Decline Candidates on page 237

Steps: Set Up Segmented Security for Recruiting Stages

Prerequisites
Security: Segmented Setup domain in the System functional area.

Context
You can restrict access to job application information based on these stage-related security segments:
• Job Application - Assessment
• Job Application - Background Check
• Job Application - Declined by Candidate
• Job Application - Employment Agreement
• Job Application - Interview
• Job Application - Offer
• Job Application - Ready for Hire
• Job Application - Reference Check
• Job Application - Rejected
• Job Application - Review

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• Job Application - Screen

Recruiters can only view information that they have permission to view based on the stage of the job
application on these tasks, reports, and profiles:
• Candidate Pipeline.
• Candidate profile.
• Candidate Time Per Stage.
• Compare My Candidates.
• Evergreen profile.
• Internal Sourced Candidates.
• Job requisition profile.
• My Applications.
• My Candidates.
• My Job Applications.
• Source Effectiveness.
• Source to Pipeline.

Steps
1. Create Segment-Based Security Groups.
Create a security group that grants specific security groups access to specific security segments.
2. Edit Domain Security Policies.
Update the security policy for these domains on the Recruiting functional area:
• Candidate Data: Job Application
• Candidate Data: Other Jobs
• Candidates for My Jobs
3. Activate Pending Security Policy Changes.

Result
Only users with segmented security with can view candidate job application information based on the
recruiting stage of the candidate’s job application.
Related Information
Reference
2020R1 What's New Post: Segmented Security by Recruiting Stage

Steps: Set Up Parallel Stages

Prerequisites
• Configure the Job Application business process.
• Confirm that your subprocess Completion steps are also your Make Decision steps on the Job
Application business process.

Context
Parallel stages improve recruiter efficiency by enabling candidates to be in more than 1 stage in the job
application process at the same time. However, a candidate can only receive 1 offer or employment
agreement at a time.

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Steps
1. Access the Maintain Feature Opt-Ins report.
Enable the Dynamic Parallel Stages feature.
Note: You can't disable Dynamic Parallel Stages once you enable it.
2. Edit Business Process Security Policies.
For the Job Application business process, add security groups to the Initiate Parallel Step action.
3. For each primary stage from which you want to initiate parallel stages, complete the Possible Parallel
Steps section on the Job Application business process.
See Steps: Configure the Job Application Business Process on page 176.
4. (Optional) Access the Maintain Business Process Definition Selection task.
To enable parallel stages on existing job applications, click Enable Use Latest Dynamic Business
Process for the Job Application business process type.

Example
To initiate the Background Check stage once a candidate accepts a verbal offer, configure these stages to
run at the same time:
• Offer or Employee Agreement (Primary)
• Background Check (Parallel)

Steps: Set Up Machine Learning for Recruiting

Prerequisites
For suggested jobs, configure the Candidate as Self security group to enable modify access on these
domains in the Recruiting functional area:
• Self-Service: Candidate
• Self-Service: External Recommended Jobs
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Context
You can enable machine learning for Recruiting to display:
• Suggested skills on job applications and job requisitions.
• Suggested jobs to external candidates.
Candidates can view and select suggested skills when entering skills on their job application. Workday
bases the suggestions on an external candidate’s uploaded documents when using the Quick Apply
option. For internal candidates, the suggested skills are based on several factors from the worker profile,
such as their:
• Skills
• Current job title and job description
• Job history
• Projects
• Public feedback
• Completed Learning courses

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You can view suggested skills for job requisitions on the Skills section when you create or edit a job
requisition. Workday bases suggested skills on similar worker profiles and the data that you enter for these
fields on the Job section:
• Job Posting Title
• Job Description
• Additional Job Description
• Job Description Summary
External candidates can view active job suggestions on the:
• Candidate Home page of an external career site.
• Job Posting page, whether they sign in to their account or not.
Workday suggests jobs based on jobs the candidate:
• Applies to.
• Views.

Steps
1. Access the Innovation Services and Data Selection Opt-In report.
On the Innovation Services Opt-In task, select the HCM: Machine Learning GA Features service on
the Available Services tab of the HCM category.
On the Maintain Innovation Services Data Selection Opt-In task, select the check box for the Job
Requisition Data category to enable suggested jobs.
When you opt out of data contribution, Workday purges your data within 30 days.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
2. (Optional) Access the Edit Tenant Setup - Machine Learning task.
Select the region in which Workday hosts data contributed to the Machine Learning Development
Environment (MLDE). The default region for the MLDE is the U.S.
Security: Set Up: Tenant Setup - Machine Learning in the System functional area.
3. Access the Maintain Skills and Experience Setup task.
To enable suggested skills, select these check boxes:
• Enable Workday Skills Cloud
• Populate Suggested Skills for Workers
• Populate Suggested Skills for Internal Candidates
• Populate Suggested Skills for External Candidates
• Populate Suggested Skills on Job Requisitions

Result
Workday displays suggested jobs within 24 hours. When you post a new job requisition or update an
existing one, Workday displays those changes in the Suggested Jobs section within 24 hours.
Related Information
Reference
2023R2 What's New Post: Suggested Skills on Internal Apply
2020R2 What's New Post: Suggested Skills for Job Requisitions
2020R1 What's New Post: Suggested Skills for External Candidates
2020R1 What's New Post: Suggested Jobs for External Candidates
Workday Community: Available Innovation Services – Service Descriptions and Exhibits

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Steps: Add Notification Delays to Recruiting Business Processes

Context
Workday enables you to add a timed delay to custom workflow notifications on recruiting-related business
processes. Delaying a notification can prevent a candidate from receiving a rejection message immediately
after they submit their job application.
You can create the delay using either the moment the trigger occurs or a report field and define the amount
of time for the delay.
Delayed notifications don't work with attachments.

Steps
1. Create Notification Routing Rules.
Create a routing rule that enables Email as a Channel and Immediately as the Default Frequency.
2. Access the Edit Tenant Setup - Notifications task.
Select the Enable Reminders check box on the Reminder Settings section.
On the Notification Delivery Settings section, select the Business Processes parent notification
type. Add the new routing rule in the Rule prompt on the Custom Business Process Notifications
notification type.
3. Access the business process definition for 1 of these business processes:
• Assessment
• Background Check
• Employment Agreement
• Interview
• Job Application
• Ready for Hire
• Reference Check
• Review
• Screen
4. From the related actions menu, select Business Process > Add Notification.
5. Complete the Triggers section.
The trigger for the delay can be a disposition status, or an entry or exit step in the business process
definition.
6. Complete the Delay Notification section.
Workday displays this section when you must select the Enable Reminders check box on the Edit
Tenant Set Up - Notifications task.
The timing of the delay can be the moment the trigger occurs or a report field. You can define the
amount of time for the delay. A 1-day delay occurs at midnight of the next day.

Result
You can view pending notifications using the:
• Pending Notifications grid on the All Events profile on the Full Process Record task.
• Delay column on the Custom Notification section on the business process definition.
• Pending Recruiting Notifications report.
Candidates won't see their job application disposition until they receive the delayed notification. The
notification delay also applies to the job application status on the Candidate Home page of an external
career site.

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Related Information
Reference
Reference: Edit Tenant Setup - Notifications
Workday 32 What's New Post: Delay Notifications on Recruiting Business Processes

Set Up Recruiting to Staffing Field Defaults

Prerequisites
Set up these business processes in the Staffing functional area:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Hire
Set up Workday Recruiting.

Context
You can set up Workday to populate these fields when you move a candidate to the Ready for Hire stage
in Workday Recruiting:
• Benefits Service Date
• Company Service Date
• Continuous Service Date
• Cost Center
• First Day of Work
• Insider Types
• Job Classification
• Job Title
• Pay Rate Type
• Work Shift
• Worker’s Compensation Code Override
These defaults apply only to these Staffing business processes:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Hire
When you configure this feature, you:
• Improve the flow of data from Workday Recruiting to Workday HCM.
• Reduce data entry and errors.
• Support autocomplete for staffing events in Workday HCM.

Steps
1. Access the Create Staffing Field Defaults Condition Rule task.
Create a set of rules that you can use to determine when to populate a specific field.
Security: Set Up: Staffing domain in the Staffing functional area.
2. (Optional) Create Calculated Fields.
Create custom fields to use in staffing field defaults. Select the Staffing Field Defaults business object.

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3. Access the Maintain Staffing Field Defaults task.

Select a business process tab. Associate 1 or more condition rules for specific staffing fields in the
business process and define the value that populates that field. As you complete this task, consider:
• Workday processes rules in the order they display in the grid. Once a field meets the conditions for a
rule, Workday ignores any remaining rules for that field.
• You can't use calculated fields that contain sensitive data in the Report Field. Example: Date of
Birth.
• To ensure that a field always populates, create a row at the bottom of the grid where:
• The Condition Rule field is blank.
• The Value field has a value.
• The Field that display are on the Staffing Field Defaults business object, and can be:
• An existing Workday-delivered field.
• Calculated fields you created.
Security: Set Up: Staffing domain in the Staffing functional area.

Result
When you move a candidate to Ready for Hire, Workday applies the rules you created to populate fields in
the staffing event. When an event has autocomplete enabled on the business process definition, Workday
attempts to complete the event automatically with the information in the populated fields.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Setup Considerations: Job Changes on page 674
Tasks
Hire Employees on page 580
Contract Contingent Workers on page 608
Add Additional Jobs on page 710
Reference
2020R2 What’s New Post: Staffing Field Defaults

Steps: Set Up Recruiting Notes

Prerequisites
This feature requires session storage. Check your browser settings or contact your IT team to confirm
whether your organization enables session storage.

Context
Users can collaborate, communicate, and track recruiting activity by adding and viewing notes on:
• Candidates.
• Candidate job applications.
• Job requisitions.
• Prospects.
Notes support collaborative hiring across recruiting and hiring team roles. Storing your notes in Workday
reduces the need for third-party applications and potential data compliance issues.

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Steps
1. Create Segment-Based Security Groups.
Create security groups and give them appropriate view or modify access.
2. Edit Domain Security Policies.
Configure these domains in the Recruiting functional area:

Domain Description
Manage: Candidate Job Application Notes Grants access to add, edit, and view notes at
candidate-level on the candidate profile.
Manage: Job Requisition Notes Grants access to add, edit, and view notes on job
requisitions.
Manage: Maintain Recruiting Notes Enables you to use the Maintain Recruiting
Notes task to view or delete notes.
Manage: Candidate Notes Grants access to add, edit, and view notes on the
candidate and prospect profile.
3. (Optional) Create Custom Reports.
You can use these data sources:
• Candidate Job Application Notes
• Candidate Notes
• Job Requisition Notes

Result
To add a note, access the job requisition, candidate, or prospect profile. Select the note icon to expand the
side panel, and select the Add a Note button.
To view or delete notes, access the Maintain Recruiting Notes task.
To purge notes, you can select these purgeable data types on the Purge Person Data task:
• Candidate Job Application Notes
• Candidate Notes
• Job Requisition Notes

Example
As a hiring manager, you can add a note to a job requisition to ask recruiters to inform candidates that the
role involves 50% travel. Recruiters and others with access to job requisition notes can see and reply to
this note.
Related Information
Concepts
Setup Considerations: Recruiting Notes on page 168
Reference
2022R1 What's New Post: Job Requisition Notes
2022R1 What's New Post: Candidate Job Application Notes

Concept: Parallel Stages

Overview
A parallel stage is a recruiting stage a candidate can be in at the same time as a primary stage. Workday
categorizes stages as:

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• Primary.
• Parallel.
You can configure the Job Application dynamic business process to define:
• The order in which candidates move through the recruiting process.
• The primary stages that can have parallel stages.
When configuring parallel stages on the Job Application business process, consider stages that aren't
dependent upon another stage to complete before you begin it; such as:
• Interview.
• Background Checks.
• Reference Checks.
Example, a company might want:
• A candidate to complete an assessment test (parallel) when they are in the interview stage (primary).
• Run a background check (parallel) when making an offer (primary).
You can use condition rules to refine when a parallel stage runs.
You can only run 1 offer or employment agreement stage at a time. Parallel stages don't support automatic
stage routing.

Start a Parallel Stage

Workday enables you to start a parallel stage for either an individual candidate or multiple candidates at a
time.
For individual candidates, start a parallel stage from the:
• Start Parallel Stage button on the candidate profile.
Note: The Start Parallel Stage button is separate from the Move Forward and Decline buttons and
isn’t available on mobile devices.
• Job Application > Move Candidate related action menu on the candidate name.
For multiple candidates, start a parallel stage from these reports and tasks:
• Candidate Job Applications report accessed from the Recruiting Hub.
• Review Candidate report on the Recruiting Hub and the Job Requisition profile.
• View Internal Candidates report accessed from Recruiting Hub.
• View Referred Candidates report accessed from the Recruiting Hub.
When you start a parallel stage, Workday records the event in the Process History. You:
• Can only have 1 Offer or Employment Agreement in progress for a job application at any given time.
• Can't have the same parallel stage running at the same time.
• Can't use the Move Forward task to move a candidate to another stage from a parallel stage.

Complete a Parallel Stage

Use the Move Forward task to complete a parallel stage that's in the Make Decision step. You can also
move a candidate forward in a primary stage. However, you can only take 1 action at a time and it's
recorded on the candidate's Process History report.
The Move Forward button displays only when a primary or parallel stage is in the Make Decision step in
the applicable business process definition.
Workday completes all parallel stages when you hire a candidate or disposition a job application. To
prevent Workday from completing the parallel stages, configure a condition rule.

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Decline from a Parallel Stage

Workday enables you to decline a job application from an in-progress primary or parallel stage for:
• Individual candidates. Workday enhances the Decline button to include parallel stages. Declining
enables you to select the disposition reason for a primary stage or a parallel stage.
• 1 or more candidates using the Candidate List report or candidate profile. The Decline Job
Applications task also displays the dispositions for both primary and parallel stages.
Workday closes the job application and the entire job application event and records the action in the
candidates' Process History report.
Related Information
Reference
Workday 33 What's New Post: Parallel Stages

Reference: Search Prefixes for Recruiting

You can use prefixes in Workday Search to locate particular recruiting objects quickly. Search prefixes are
lowercase letters, followed by a colon (:). You can use the search categories to narrow down your search
results.

Object Prefix Example

Candidate cand: Search using the candidate's
name, ID, or email address:
• cand: [email protected]
• cand: C00000087
• cand: sara lee

Candidate Pool pool: Search using the candidate pool

name:
• pool: sales candidates

Contingent Worker worker: Search using the contingent

worker's name, ID, or email
address:
• worker: alice becker
• worker: A06746
• worker: [email protected]

Employee worker: Search using the employee's

name, ID, or email address:
• worker: sophie petit
• worker: C00000037
• worker: [email protected]

Job Family jobfamily: Search using the job family name:

• jobfamily: sales

Job Profile job: Search using the job profile name

or ID:
• job: accountant
• job: A503004

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Object Prefix Example

Job Requisition jr: Search using the job posting title
or job requisition ID:
• jr: store clerk
• jr: R00245

Location loc: Search using the location name:

• loc: sydney

Pre-Hire ph: Search using the pre-hire's name

or email address:
• ph: david flores
• ph: [email protected]

Prospect prospect: Search using the prospect's name

or ID:
• prospect: evan smith
• prospect: C00000088

Related Information
Reference
Reference: Search Workday

Reference: Tenant Analyzer

The Tenant Analyzer (secured to the Set Up: Tenant Setup - Tenant Analyzer domain in the System
functional area) is a preconfigured profile of reports for reviewing your recruiting configurations to enable
you to:
• Verify your tenant configuration against Workday recommendations.
• Troubleshoot performance issues.
As your tenant grows, you can also use Tenant Analyzer to get a quick inventory of your recruiting setup.

Recruiting Profile Group

Report Description Example
Recruiting Displays Identify report
Performance recruiting fields that you
Considerations configurations can update
that don’t to improve
meet Workday performance.
recommendations.
Recruiting Displays Verify
Tenant Level recruiting tenant level
Settings configurations configurations.
that don’t
meet Workday
recommendations.

FAQ: Recruiting
• Can I cancel a recruiting event? on page 189

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 | Recruiting | 189

• How do I share job postings on social media networks? on page 189

• Can I include the same step multiple times in the Job Application business process? on page 189
• Can I correct or rescind job requisition events? on page 190
• How do I enable the career site from the Recruiting System account? on page 190

Can I cancel a recruiting event? If you have security access to the Job Application
business process, you can cancel an In Progress
event. This action also cancels all steps in the
business process. The candidate can then reapply
for the job.
How do I share job postings on social media To share jobs posted to both internal and external
networks? career sites:
1. Add either the All Employees or All Contingent
Workers or both roles to the security policy on
the Recruiting Social Share domain.
2. Select the countries where you want to enable
social sharing using the Configure Social
Sharing Targets task.
Security: Set Up: Social Sharing domain in the
System functional area.
When workers search for a job on your internal
career site, they can click the social media icon
on the job posting description page and sign in to
their social media account. Workday creates a new
posting with the We're Hiring! header and a link to
the external job posting. The worker can edit the
We're Hiring! text.

Can I include the same step multiple times in Yes, but when you configure the Job Application
the Job Application business process? business process, use Step Label Override to
distinguish between the steps. Example: Phone
Interview versus On-site Interview.
If you want the notification sent to different people,
configure:
1. The security policy for the applicable business
processes. Enter Initiator in the Security Group
field for all Action Steps:
• Assess Candidate
• Background Check
• Interview
• Offer
• Ready to Hire
• Reference Check
• Review Candidate
• Screen
2. The applicable business processes. Select
Initiator as the security group for Step b (after
the initiation step) in the business process
definition.

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3. The Job Application business process and select

a specific role, such as Recruiter or Manager, in
the Group field for the step.

Can I correct or rescind job requisition events? You can correct or rescind a Job Requisition event
when the Post Job business process is a step in the
business process. Job Requisition events include
events resulting from:
• Close Job Requisition
• Create Job Requisition
• Edit Job Requisition
Job Requisition events can be:
• Corrected if the Recruiting Start Date is earlier
than the Job Posting Start Date. Corrections
don't reflect in active job postings. You have to
remove the job posting and post the job again
for the changes to display.
• Rescinded when there aren't any job
applications associated with the job. Workday
also rescinds the job posting event.

How do I enable the career site from the The Recruiting System account offers the ability to
Recruiting System account? modify settings in the Edit Workday Account task.
If the Account Disabled check box is selected,
candidates can’t access the career site. To provide
access, clear the check box.
Additionally, if a date and time in the Account
Expiration Date fields has passed, candidates
can't access the career site. To provide access,
clear the date fields.

Example: Configure a Flexible Recruiting Process

Context
This example illustrates a recruiting plan that enables complete flexibility in the recruiting process. Your
company wants to be able to move candidates to any stage in the process and repeat any stage. For legal
and security reasons, you must include reference and background checks.

Prerequisites
Create 2 candidate dispositions on the Maintain Recruiting Dispositions task:
• Doesn't meet requirements.
• Not interested.

Steps
1. Access the Job Application business process.
2. Click Edit Dynamic Definition and click OK.
3. In the Initial Step section, select Recruiter in the Group field.
Only the recruiter can complete the Review stage.

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4. For each stage, in the Possible Next Steps section, add these steps:

Specify Group
Screen Manager
Assessment Manager
Interview Manager
Reference Check Recruiter
Offer Recruiter
Background Check Recruiter
Ready for Hire Not available

After you add the Ready for Hire step and click OK, Workday automatically populates the Completion
Event with these business processes:
• Add Job
• Change Job
• Contract Contingent Worker
• Convert to Employee
• Hire Employee
5. For each stage, select these dispositions in the Possible Conclusions section:
• Doesn't meet requirements
• Not interested

Job Requisitions for Recruiting

Setup Considerations: Job Requisitions for Recruiting

You can use this topic to make configuration decisions for job requisition functionality. It explains:
• Why to set it up.
• How this feature fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
With Workday Recruiting, you can use job requisition functionality to track requirements for unfilled
positions or jobs and to move candidates through the recruiting process.

Business Benefits
By configuring job requisitions, you can:
• Improve recruiting efficiency by tracking candidate movement within the job requisition.
• Easily manage your job requisition activities using the Job Requisition Workspace.
• Ensure accurate high-volume recruiting by carrying out mass actions on the candidate grid.
• Increase the number of positions on your job requisitions to reflect your changing business needs.
• Report on your recruiting data to support your planning and compliance needs.

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• Recruit for sensitive positions using confidential job requisitions.

• Highlight critical or difficult-to-fill job requisitions using Spotlight Jobs.
• Provide nonspecialist users, such as hiring managers, an easier way to create job requisitions.
• Quickly view the status of your in-progress job requisition events using the Workday Assistant chatbot.

Use Cases
You can use job requisition functionality to:
• Create a new position using recruiting data.
• Track requirements for unfilled positions or jobs.
• Replace a terminated worker.
• Increase the number of positions on a job requisition if your hiring needs change.
• Post to internal and external career sites to advertise jobs.
• Hire confidential candidates for sensitive positions.
• Create job requisitions using a simplified process.
• Request the details of your in-progress job requisition events using Workday for Slack or Workday for
Microsoft Teams.

Questions to Consider

Questions Considerations
How do you want to manage compensation details? You can include compensation:
• At your preferred stage of the Job Requisition
business process.
• As a part of the job requisition consolidated
template.

What fields do you want to display on your job You can configure which fields display on a job
requisitions? requisition by configuring optional fields, security
domains, and embedded analytics.
When using the Configure Optional Fields task
for job requisitions and confidential job requisitions,
you can set these fields as nonenterable for some
or all security groups:
• Additional Job Description
• Job Description
• Job Description Summary
Example: You can enable recruiters to edit job
descriptions while managers can only view them.

How do you want to configure questionnaires and You can:

assessments?
• Configure the assessments and questionnaires
that you want to make available for users to
select.
• Control which assessments and questionnaires
Workday populates on job requisitions by
creating condition rules.

How do you want to populate job requisition You can configure Workday to populate job
information? requisitions with information from existing positions.
You can use information from the:

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Questions Considerations
• Position when you first created it.
• Worker last hired into that filled position.
You can also configure Workday to populate the job
description and job description summary from the
job profile instead of the position.
When you create a new position as part of a job
requisition, Workday populates the position details
from the job requisition.
You can configure Workday to populate scheduled
weekly hours automatically from a working time rule
if you:
• Define a working time eligibility rule.
• Enter information when creating a job requisition
that matches the working time eligibility rule.

Who do you want to create your job requisitions? For nonspecialist users, such as hiring managers,
you can configure the simple, one-page Start Job
Requisition task, or items in prompts.
How do you want to manage several job You can use mass actions to close, freeze, or
requisitions at the same time? unfreeze up to 10, 000 unfilled job requisitions at
the same time. Example: Your organization has
introduced a hiring freeze, and you need to freeze
all of your job requisitions at once.
How do you want to highlight critical job You can use Spotlight Jobs to highlight important or
requisitions? hard-to-fill job requisitions.
How do you want to number your job requisitions? You can define IDs to track your job requisitions.
Example: R-2

Recommendations
• Keep your job profiles up to date so that Workday can use them to populate information on the job
requisition.
• When configuring your security, only enable users to override hiring restrictions if you want them to be
able to change details during the hiring process. Example: Location or Time Type.
• To improve your recruiting efficiency, use evergreen requisitions for your high-volume recruiting needs.
• Don't use padding when configuring your ID definitions for job requisitions as it can impact performance.
When you need to use padding, use a setting of 10 zeros or more. Example: R-000000000001

Requirements
No impact.

Limitations
When you create a job requisition for new positions, you can only recruit for 100 positions or fewer.
You can increase the number of positions on a job requisition after you've created it, but you can't
decrease the number.
When you create a job requisition using an existing position, you can only select that position.

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Tenant Setup
You can configure settings on the Edit Tenant Setup - HCM task to enable:
• Workday to populate organizations on job requisitions.
• Job requisitions for all staffing events in position management organizations or based on condition
rules.
• Defaulting behavior for job requisition data in position management organizations.
• Workday to populate the Job Description and Job Description Summary fields from the job profile.
• Users to remove or replace a questionnaire on a job requisition, even after a candidate applies.
• You to create your ID definition for new job requisitions.
You can configure settings on the Edit Tenant Setup - Recruiting task to enable candidates to reapply to
job requisitions from the Candidate Home or internal career sites for nonworkers.
You can also access the Edit Tenant Setup - Assistant task to enable or disable the in-progress job
requisitions feature for the Workday Assistant chatbot.

Security
Configure these security domains in the Recruiting functional area.

Domains Considerations
Confidential Job Requisitions Users can view and manage confidential job
requisitions.
Job Requisitions for Recruiting Users can access job requisition details that are
specific to recruiting. Example: Job posting details.
Job Requisition Workspace Users can access the Job Requisition Workspace.
Link Evergreen and Job Requisitions Users can link an evergreen requisition to 1 or more
job requisitions.
Move Candidate to Linked Requisition Users can move candidates between an evergreen
requisition and linked job requisitions.

Configure these security domains in the Pre-Hire Process functional area:

Domains Considerations
Job Requisition Data Users can access job requisition data.
Pre-Hire Process: Mass Action on Job Requisitions Users can carry out mass actions to close, freeze,
or unfreeze job requisitions.

Business Processes

Business Processes Considerations

Close Job Requisition Enable users to close a job requisition. You can't:
• Hire into a closed job requisition.
• Reopen a closed job requisition.

Freeze Job Requisition Enables users to freeze or unfreeze job

requisitions. Example: You want to freeze job
requisitions during a hiring freeze.

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Business Processes Considerations

Job Requisition Enables users to review and approve steps for job
requisitions.
Job Requisition Change Enables users to edit job requisitions.

Reporting

Reports Considerations
Job Requisition Aging View how long job requisitions have been open to
help with planning and recruiting.
Workday calculates the data in this report using
the difference between the current date and the
recruiting start date.

Job Requisition Audit Report View closed, filled, or frozen job requisitions that
have active job postings or candidates. Users can
take mass action on this report to:
• Disposition candidates.
• Unpost jobs.

My Open Job Requisitions View a list of your open job requisitions.

View In-Progress Job Requisitions View a list of Create Job Requisition events that are
awaiting submission or approval.

Use these data sources in custom reports:

• All Job Requisitions
• Job Requisitions - Indexed
• Job Requisitions by Role

Integrations

Web Services Considerations

Close Job Requisition Use this web service to manage your job
requisitions.
Create Job Requisition
Edit Job Requisition

Move Candidate to Linked Job Requisition Use this web service to move a candidate from an
evergreen requisition to a job requisition.
Manage Job Requisition Freeze Use this web service to freeze or unfreeze open job
requisitions.
Move Job Requisition Use this web service to move a job requisition from
1 job management organization to another.

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Connections and Touchpoints

Features Considerations
Assessments You can configure assessments to include in your
job requisitions.
Compensation You can include compensation details on your job
requisitions.
Evergreen Requisitions You can move candidates from evergreen
requisitions to job requisitions when you're ready to
hire them.
Job Application Templates You can assign job application templates to job
requisitions.
Job Postings You can use open job requisitions to post jobs on
career sites.
Headcount Plans You can create condition rules to check for budget
plans when you create job requisitions for existing
positions.
Offer You can use job requisitions to move candidates to
the Offer stage.
Qualifications You can add qualifications on job requisitions for
position management organizations.
Questionnaires You can configure questionnaires to attach to your
job requisitions.
Staffing You can add the Create Job Requisition business
processes on these staffing business processes:
• Change Job
• Termination

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
Workday populates job postings using the data that you enter on a job requisition. You can use job posting
templates to configure this data.
When a user updates a job requisition that affects role assignments, Workday automatically reassigns
related in-progress inbox items to the enabled roles.

Steps: Set Up Job Requisitions for Recruiting

Context
Set up job requisitions for Recruiting so you can post jobs that candidates can apply to. Recruiters can
also create job applications on behalf of candidates. You can view and compare candidates for each job
requisition.
You can use candidate questionnaires at any stage of the recruiting process, and assign them to:
• Candidates.
• Any security group involved in the hiring process, such as interviewers or hiring managers.

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Steps
1. Edit Domain Security Policies.
Configure the Job Requisitions for Recruiting domain in the Recruiting functional area.
2. Set up questionnaires.
You can include up to 4 questionnaires with a job requisition.
See Steps: Set Up Questionnaires for Recruiting on page 388.
3. (Optional) Steps: Set Up Profiles and Profile Groups.
Select the content you want to display on:
• The Job Requisition Composite View profile.
• Each of the profile groups for the Job Requisition Composite View profile.
4. (Optional) Access the Maintain External Recruiting Instructions task.
If you select the Don’t Send to Recruiting System check box, Workday doesn't send the instruction to:
• External recruiting companies.
• Third-party recruiting vendors.
Security: Set Up: Pre-Hire Process domain in the Pre-Hire Process functional area.
5. Hide or Require Optional Fields.
You can hide or require fields on job requisition tasks, reports, and profiles. If you want to enable these
features, select:

Feature Functional Area Field

View the number of candidates Recruiting > View Job Candidate Stage Metrics
who are in these stages: Requisition Detail
• Review.
• Interview.
• Employment Agreement,
Offer, or Ready for Hire
(excluding declined offers).

View the Extend My Search Recruiting > Job Requisition Extend My Search
button. Overview for Composite View
6. (Optional) Set up Spotlight Jobs.
Use Spotlight Jobs to highlight critical job requisitions with a customizable label.
See Steps: Set Up Spotlight Jobs on page 200.
7. (Optional) Enable suggested skills for job requisitions.
You can enable machine learning to suggest skills when creating or editing a job requisition.
See Steps: Set Up Machine Learning for Recruiting on page 180.

Next Steps
View all open, pending approval, frozen, and closed job requisitions using the Manage Job Requisitions
report.
Post jobs to internal, external, or recruiting agency career sites.
Related Information
Reference
2020R2 What's New Post: Suggested Skills for Job Requisitions

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Steps: Set Up and Create Confidential Job Requisitions

Context
You can create sensitive job requisitions that are only visible to a specific set of workers for confidential
recruiting efforts. Example: Executive level positions.
Confidential job requisitions respect contextual security like regular job requisitions, with additional security
for confidentiality. This confidentiality also applies to job applications for confidential job requisitions.

Steps
1. Set Up Assignable Roles.
Create roles for groups of users who should have access to confidential job requisitions.
2. Edit Domain Security Policies.
Access the security policy for the Confidential Job Requisitions domain in the Recruiting functional area.
Specify the security groups that need to view and edit confidential job requisitions.
3. Edit Business Process Security Policies.
For the Job Requisition business process, specify the security groups that can create a confidential job
requisition for the Create Confidential Job Requisitions initiating action.
4. Activate Pending Security Policy Changes.
5. Edit Business Processes.
Configure the Job Requisition business process definition in the Recruiting functional area. You can
create a rule-based process definition to:
• Determine if the requisition is confidential.
• Route approval steps to a different role when the job requisition is confidential.
6. Access the Create Confidential Job Requisition task to create a confidential job requisition.
You can't copy details from an existing job requisition or enter a position, even if you use position
management.
Workday generates a unique ID for the confidential job requisition when the Create Job Requisition
business process starts. The ID displays in the job requisition name and all related communications,
making it easier to differentiate between job requisitions with the same name.
You can search for an in-progress Create Confidential Job Requisition task using the automatically
generated job requisition ID when you:
• Save the task.
• Submit the task for approval.

Result
Candidates can apply to the confidential job requisition. Applicants for the confidential requisition are also
confidential.

Next Steps
Send the job requisition to candidates by:
• Posting the job to the internal and external career sites you want to use for confidential candidates.
• Sending candidates a secret URL.
• Using the Create Job Application task to apply on their behalf.

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Related Information
Tasks
Create and Edit Job Requisitions on page 508

Steps: Set Up Primary Recruiters

Prerequisites
Security: These domains:
• Staffing Actions: Job Requisition Role Assignment in the Staffing functional area.
• Manage: Recruiters in the Recruiting functional area.

Context
You can manage recruiter workload by assigning primary recruiters to job requisitions. Instead of all
recruiters receiving notifications associated with the job application process, they go to only 1 person.

Steps
1. Set Up Assignable Roles.
a) Enter the name of a new recruiter role.
b) Select Primary Recruiter in the Workday Role column.
c) Select Job Requisition in the Enabled for column.
d) Select the Hide on View if Not Assigned check box.
e) (Optional) Select the users or positions you want to restrict the assignment of job requisitions to in
the Role Assignees Restricted to column.
2. Create Role-Based Security Groups.
Create a role-based security group called Primary Recruiter.
3. Edit Domain Security Policies.
a) Configure the security policy for the Staffing Actions: Job Requisition Role Assignment domain in the
Staffing functional area.
b) Add Primary Recruiter to domains in the Recruiting functional area where Recruiter is already
assigned.
4. From the related action menu of the Job Requisition and Job Requisition Change business process
type, select Business Process > Configure Consolidated Template.
Add Assign Roles as a business process type.
5. From the related action menu of the Job Requisition and Job Requisition Change business process,
select Business Process > Edit Definition.
Add Assign Roles as an action step.
6. Edit Business Process Security Policies.
a) Add the Primary Recruiter role to the security policies for business processes where the Recruiter
role is already assigned.
Example:
• Assess Candidate
• Job Requisition Change
• Manage Internal Career Apply
• Post Job
• Refer a Candidate
b) Replace the Recruiter role with the Primary Recruiter role for the business process configurations
where you want the Primary Recruiter role to take action.

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7. Access the Edit Tenant Setup - Recruiting task.

Enter the number of job requisitions that you consider too many for a single recruiter or primary recruiter
in the Recruiter Overload Count field.
See Reference: Edit Tenant Setup - Recruiting.
8. Create and Edit Job Requisitions on page 508
You can assign a Primary Recruiter to a job requisition.

Result
You can see the assigned primary recruiter on these reports and profiles:
• Candidate Pipeline
• Candidate Time Per Stage
• Candidate profile
• Internal career site
• Internal Sourced Candidates
• Job requisition profile
• My Applications
• Source Effectiveness
• Source to Pipeline
The Candidate Time Per Stage report assigns the last recruiter assigned to a job full credit for all job
application stages. Example: Initially, you assign Recruiter A to a job requisition. Later, you assign the
same job requisition to Recruiter B. Recruiter B gets credit for all stages.

Next Steps
Use the Manage Recruiter Workload report to manage recruiters and their active assigned job
requisitions.

Steps: Set Up Spotlight Jobs

Context
Workday enables you to highlight job or evergreen requisitions with a customizable Spotlight Job label.
This increases visibility for positions that are critical or difficult to fill.

Steps
1. Hide or Require Optional Fields.
Define the security groups for which the Spotlight Job field displays. You can also remove the
Spotlight Job row from the grid to display the field for all users.
On the By Functional Area prompt, select:

Option Description
Pre-Hire Process > Job Requisition • Create Job Requisition task.
• Find Jobs report.
• Internal job postings.

Pre-Hire Process > Job Requisition Change Edit Job Requisition task.
Pre-Hire Process > Job Requisition Details for • Job requisition profile.
Composite View • View Job Requisition report.

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Option Description
Recruiting > Evergreen Requisition • Create Evergreen Requisition task.
• Evergreen requisition profile.
• Find Jobs report.

Recruiting > Evergreen Requisition Change Edit Evergreen Requisition task.

Recruiting > Close Evergreen Requisition Close Evergreen Requisition task.
2. (Optional) Create Custom Labels.
Select Recruiting on the Term Context prompt to enter a custom label for spotlight jobs.
3. Add Spotlight Job as a facet on your internal career site.
a) From the related actions menu of a custom report, select Custom Report > Edit.
b) On the Search Results grid, add a new row for the Spotlight Job - Text field.
c) On the Advanced tab, on the Facet Options grid, add a new row for the Spotlight Job field.

Result
Spotlight Jobs display at the top of searches on external career sites, but don't display a custom label.
The My Referrals report displays an additional Spotlight Jobs column if at least 1 referral has a job
application for a highlighted job requisition.

Find Jobs

Prerequisites
Security: These domains in the Recruiting functional area:
• Internal Careers
• Set Up: Career Sites
• Set Up: External Career Site Access

Context
Workday has 2 reports for workers to browse through job postings:
• Browse Jobs: Available to workers using the Workday browser application. Workers can access this
task through Jobs Hub. Workday redirects workers who click the Find Jobs standard report in global
search to this report.
• Find Jobs: Available to workers using the Workday mobile app. You can copy this report to create
custom Find Jobs reports for your employees and contingent workers.
These reports enable you to search for and filter job postings. You can search by text or facets, such as
Type, Hiring Manager, or Job Family.
With the Find Jobs report, you can use AND, OR, and NOT to build logical expressions in your text
search. You can also save your searches to use later. Saved searches are for your personal use and not
available to others.
You can create a custom report to add to your internal and external career sites by copying these standard
reports:
• Find Jobs for internal career sites.
• Find Jobs Template for External Career Sites for external career sites.
Workday recommends that you make a copy of these standard reports and keep the Workday-delivered
version intact.

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On your custom report, select Advanced tab > Facet Options to add, remove, or change the display order
of facets.
If you edit a custom report that is configured on a career site and it can't execute, Workday reverts to the
Workday-delivered Find Jobs report.

Steps
1. Access the Browse Jobs or Find Jobs report.
2. Use the search and facets to find jobs.

Result
When you click a result, the View Job Posting Details page displays.
Related Information
Tasks
Steps: Create Search Reports

Configure the Time to Fill Report

Prerequisites
Security: Set Up: Recruiting domain in the Recruiting functional area.

Context
The Time to Fill report enables you to track the average length of time (in calendar days) it takes to fill an
opening. The report displays the number of days it took to fill requisitions for each recruiter:
• Under 30 days
• 30 - 59 day
• 60 - 89 days
• 90+ days
Use the Edit Tenant Setup - Recruiting task to define the start and end times used in the time to fill
calculation:
(End Time - Start Time) - Days Frozen / # of Positions tied to the job requisition.
Start time can be the:
• Completion date of the job requisition.
• Creation date of the job requisition.
• Earliest date for the job posting.
• Recruiting start date.
End time can be the:
• Fill date of the job requisition.
• Completion date of the offer or employment agreement.
• Hire date.
• Latest initiation date of the hire.
The delivered standard Time to Fill report is based on a calculation defined by the Average Time
Calculation 1 report field.

Steps
1. Access the Edit Tenant Setup - Recruiting task.

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2. Complete the Time to Fill section.

Related Information
Tasks
Create a Custom Time to Fill Report on page 203

Create a Custom Time to Fill Report

Prerequisites
Configure the Time to Fill report.

Context
You can create up to 4 different versions of the Time to Fill Report based on the parameters you defined
for these time-to-fill calculations:
• Average Time Calculation 1
• Average Time Calculation 2
• Average Time Calculation 3
• Average Time Calculation 4

Steps
1. Access the Copy Standard Report to Custom Report task.
a) Enter Time to Fill in the Standard Report Name prompt.
b) Rename the report.
Example: Time to Fill - Calculation 2
2. Under the Additional Info section, complete the Matrix profile group.
a) In the Column Grouping (Optional) section, right-click the Date Range Bands for Time to Fill
Report option and select See in New Tab.
b) Select Calculated Field for Report > Edit from the Action menu on the Date Range Bands for
Time to Fill Report calculated field.
c) In the Source Field prompt on the Edit Calculated Field for Report task, select 1 of these options:
• Average Time Calculation 2
• Average Time Calculation 3
• Average Time Calculation 4
d) Click OK and close the windows for the Calculated Field - Lookup Range Band task for the Date
Range Bands for Time to Fill Report calculated field.
3. Complete the Drill Down profile group on the Copy Standard Report to Custom Report task.
a) In the Detail Data section, right-click the Number of Position Available option in the Field column
and select See in New Tab.
b) Select Calculated Field for Report > Edit from the Action menu on the Number of Positions
Available calculated field.
c) Change the Number of Positions Filled Calculation 1 option in the Field column to 1 of these
options:
• Number of Positions Filled Calculation 2
• Number of Positions Filled Calculation 3
• Number of Positions Filled Calculation 4
d) Click OK and then click Done.
e) Close the windows for the Calculated Field - Arithmetic Calculation task for the Number of
Positions Available calculated field.

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4. In the Detail Data section on the Drill Down profile group on the Copy Standard Report to Custom
Report task, change:

Change To 1 of these options

Number of Positions Filled - Calculation 1 Number of Positions Filled - Calculation 2
Number of Positions Filled - Calculation 3
Number of Positions Filled - Calculation 4

Average Time Calculation 1 Average Time Calculation 2

Average Time Calculation 3
Average Time Calculation 4

5. In the Filter on Instances section on the Filter profile group, change Number of Position Filled
Calculation 1 in the Field column to 1 of these options:
• Number of Positions Filled Calculation 2
• Number of Positions Filled Calculation 3
• Number of Positions Filled Calculation 4

Result
You have another version of the Time to Fill report based on the parameters you entered.
Related Information
Reference
Reference: Edit Tenant Setup - Recruiting

Reference: Auto-Reassign Job Requisition Events

When a requisition has a related event with an in-progress step and you modify role-enabled access,
Workday automatically reassigns the step to the updated role-enabled users. Workday also automatically
reassigns steps when you rescind an event.
Auto-reassign occurs when you modify these role-enabled instances:
• Business Unit
• Company
• Cost Center
• Custom Organization
• Fund
• Gift
• Grant
• Location
• Program
• Region
• Supervisory Organization
Auto-reassign doesn't occur when you use a web service to modify a requisition.
This table summarizes the events related to each requisition type that this feature supports:

Job Requisition Events Confidential Job Requisition Evergreen Requisition Events

Events

• Requisition Compensation • Edit Job Requisition Additional • Compensation

• Create Job Requisition Data

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Job Requisition Events Confidential Job Requisition Evergreen Requisition Events

Events
• Edit Job Requisition Additional • Freeze Job Requisition • Edit Job Requisition Additional
Data • Job Application and related Data
• Edit Job Requisition subprocesses • Job Application and related
• Freeze Job Requisition • Job Posting subprocesses
• Job Application and related • Supplementary • Job Posting
subprocesses Questionnaires • Recruiting Agency Candidate
• Job Posting • Referral
• Recruiting Agency Candidate • Supplementary
• Referral Questionnaires
• Supplementary
Questionnaires

This table summarizes the job requisition events Workday reassigns for different requisition types:

Event Job Requisition Confidential Job Evergreen Requisition

Requisition
Close Job Requisition No No No
Compensation Event for Yes No Yes
Job Requisition
Create Evergreen No No No
Requisition
Create Job Requisition

Edit Evergreen No No No
Requisition
Edit Job Requisition

Edit Job Requisition Yes Yes Yes

Additional Data
Freeze Job Requisition Yes Yes No
Job Application Yes Yes Yes
Job Posting Yes Yes Yes
Move Job Requisition No No No
Recruiting Agency Yes Yes Yes
Candidate
Referral Yes No Yes
Supplementary Yes Yes Yes
Questionnaires for Job
Requisition
(Post-completion steps
only)

Related Information
Concepts
Setup Considerations: Job Requisitions for Recruiting on page 191

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Setup Considerations: Evergreen Requisitions on page 207

Concept: Confidential Job Requisitions, Prospects, and Candidates on page 206

Concept: Confidential Job Requisitions, Prospects, and Candidates

Confidential Job Requisitions

You can make some sensitive job requisitions, such as those for executive-level replacements, accessible
to only a specific set of users. Use the Confidential Job Requisitions domain in the Recruiting functional
area to control who can view and work with these requisitions. Confidential job requisitions don't use
a position until you initiate the decision to hire, even if you use position-based job tracking. When you
initiate a hire for a confidential job requisition, the selected position doesn't have the additional confidential
security.
Workday automatically makes job applications to confidential job requisitions confidential.
Use the Create Job Application task to apply for the confidential job requisition on behalf of a candidate.
You can also invite a prospect to apply by sending them a secret URL to the job posting. Instruct prospects
not to share the URL with others, because access to the job posting doesn't require users to sign in.

Confidential Prospects and Candidates

Use the View Confidential Prospects and Create Confidential Prospects domains in the Recruiting
functional area to control who can create and who can view confidential prospects.
When a confidential prospect applies for a confidential job requisition:
• Users with access to confidential prospects can view the prospect, even if they don't have access to the
confidential job requisition.
• Users who only have access to the confidential job requisition can't view the confidential prospect.
Confidential prospects:
• Only display on the Find Candidates report if they also apply for a nonconfidential job.
• Display on the My Candidates report and other reports for the users who have access to view them.
When a confidential prospect applies for a normal job requisition:
• The prospect's job application for the nonconfidential job requisition isn't visible to users who only have
access to the confidential prospect.
• The prospect isn't visible to users who only have access to the job application and not the confidential
prospect.
• The candidate displays on the Find Candidates report.

Nonconfidential Prospects and Confidential Requisitions

If a nonconfidential prospect applies to a confidential job requisition, they display on the Find Candidates
report. Users without access to confidential prospects can't see which job requisition the nonconfidential
prospect applied for.

Troubleshooting: Job Requisitions

This topic provides strategies for diagnosing and resolving these job requisition problems:
• Users can't search for job requisitions in global search. on page 206
• Some job requisitions don't display on the Job Requisition Workspace. on page 207
• Job posting title updated on Edit Job Requisition task not reflected on internal Find Jobs report. on page
207

Users can't search for job requisitions in global search.

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Cause: You didn't enable job requisitions for the staffing model of your supervisory organization.
Solution:

Steps
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
1. Access the Edit Tenant Setup - HCM task.
2. In the Job Requisitions section, select 1 of these options:
• Enable Job Requisitions for Job Management
• Enable Job Requisitions for Position Management

Some job requisitions don't display on the Job Requisition Workspace.

Cause: When you have more than 1,000 job requisitions, Workday only displays 1000 requisitions on the
Job Requisition Workspace.
Solution: Use filters on the Job Requisition Workspace report to narrow down your search results.
Example: Primary Recruiter, Hiring Manager.
Cause: You didn't configure the correct security access for the Job Requisition Workspace.
Solution: Add the user to the Job Requisition Workspace domain.

Job posting title updated on Edit Job Requisition task not reflected on internal Find Jobs report.
Cause: The job posting template for the internal career site incorrectly uses the Job Posting Title report
field that's secured to the Job Requisition Event business object. This enables Workday to return the job
posting title from the original Create Job Requisition event.
Solution:

Steps
Security: Set Up: Job Postings domain in the Recruiting functional area.
1. Access the Edit Job Posting Template Content task.
Select the template content for your internal career site.
2. Select Job Posting Title in the External Field prompt on the Section Content grid.
Use the related actions to ensure that the Job Posting Title report field is on the Job Requisitions
business object.

Evergreen Requisitions

Setup Considerations: Evergreen Requisitions

You can use this topic to help make decisions when planning your configuration and use of evergreen
requisitions. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

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What It Is
Evergreen requisitions remain constantly open. With evergreen requisitions, you can:
• Continually source and track candidates for high-turnover, high-volume, or hard-to-fill-positions.
• Move candidates through the Job Application business process.
• Move candidates to regular job requisitions when you want to hire them.

Business Benefits
With evergreen requisitions you can:
• Maintain a pool of skilled candidates for positions that are difficult to fill.
• Expedite the hiring process for seasonal or high-volume positions.
• Source candidates for positions when you don't have all the details yet. Example: Location.
• Have multiple job profiles, enabling you to select the most suitable job profile at the time of hire.

Use Cases
• You need to recruit for more than 100 farm workers in a short period of time.
• You want to continually source candidates for a position that is hard to fill.
• You want to recruit graduates well in advance of their start date, before you know which organization
they'll belong to.
• You have a position with constant turnover.

Questions to Consider

Questions Considerations
Do you want to generate offers? You can configure offers on evergreen requisitions
using condition rules. If you don't configure
offers, you can move candidates to a regular job
requisition to send offers.
Do you want to generate employment agreements? To generate employment agreements, move
candidates to a regular job requisition.
Do you want to include compensation details? Add compensation details to evergreen requisitions
by adding Request Requisition Compensation as a
step on these business processes:
• Evergreen Requisition
• Evergreen Requisition Change

What fields do you want to display on your You can define which fields you display by using:
evergreen requisitions?
• The Configure Optional Fields task.
• Security domains.
When configuring options, you can set these fields
as nonenterable for some or all security groups:
• Additional Job Description
• Job Description
• Job Description Summary
Example: You can enable recruiters to edit job
descriptions while managers can only view them.

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Questions Considerations
Do you want applications to include candidates' Specify the location when you create an evergreen
personal information? requisition to ensure that applications contain
personal information related to the location.
Do you want to enable your candidates to complete You can:
assessments during the application process?
• Configure assessments using the Maintain
Recruiting Assessment Tests task.
• Create condition rules using the Maintain
Job Requisition Assessment Defaults
task to populate assessments into evergreen
requisitions.

Do you want your candidates to complete You can:

questionnaires during the application process?
• Add Complete Questionnaire as an action
step to any subprocess of the Job Application
business process. Example: Review.
• Create condition rules using the Maintain Job
Requisition Questionnaire Defaults task
to populate questionnaires into evergreen
requisitions.

Recommendations

Features Considerations
Assign Roles If you don’t know the supervisory organization,
Workday recommends that you configure the
assigned roles when creating an evergreen
requisition. This prevents steps without anyone
assigned to them.
Route steps on your Job Application business
process to Primary Recruiter. If any steps in
your Job Application business process route to
organization-aligned roles, such as Recruiter or
Manager, you can use condition rules to prevent
unassigned tasks.

Load Candidates Using Web Services To prevent performance issues, Workday

recommends loading 3000 candidates or fewer for
each evergreen requisition.
Linking Evergreen Requisitions and Job If you know your future hiring needs and recruiting
Requisitions details, make it easier to hire candidates by
creating your evergreen and job requisitions at the
same time.

Requirements
No impact.

Limitations
You must move candidates to regular job requisitions to:

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• Generate employment agreements.

• Hire candidates.

Tenant Setup
You can use the:
• Edit Tenant Setup - Recruiting task to enable candidates to reapply to the same evergreen requisition
after they're moved to a linked job requisition and dispositioned.
• Edit Tenant Setup - HCM task to enable users to remove or replace questionnaires on evergreen
requisitions.

Security
Users secured to the Manage: Evergreen Requisitions domain in the Recruiting functional area can view
and carry out tasks and reports for evergreen requisitions.
You can also individually configure security for these subdomains:
• Consolidated Candidate Pool
• Evergreen Reporting
• Link Evergreen and Job Requisitions
• Move Candidate from Evergreen to Evergreen
• Move Candidate from Job Requisition to Job Requisition
• Move Candidate to Link Requisition

Business Processes
When configuring the Job Application business process for evergreen requisitions:
• You can configure offers by removing the Allow Offer if Job Application is not for Evergreen Requisition
condition rule from the Offer step on all stages of the Job Application business process.
• To avoid unassigned next steps for hiring managers, use condition rules on the Job Application
business process to hide relevant steps when you don't know the supervisory organization.

Reporting
You can use the Job Requisition Audit Report report to view the status of your evergreen requisitions.
Access the Workday Standard Reports report and select the Recruiting category to view activity on your
evergreen requisitions.

Integrations
You can use these web service operations to manage evergreen requisitions:
• Create Evergreen Requisitions
• Close Evergreen Requisition
• Edit Evergreen Requisition
• Move Candidate to Linked Evergreen Requisition
• Move Candidate to Linked Job Requisition

Connections and Touchpoints

Evergreen requisitions interact with these parts of Workday:
• Supervisory Organizations
• Nonsupervisory Organizations
• Job Profiles

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• Questionnaires
• Assessments
• Qualifications
• Job Postings
• Compensation
• Job Applications
• Offer
• Candidates
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
Workday populates job postings using the data that you enter on an evergreen requisition. You can use job
posting templates to configure this data.
When a user updates an evergreen requisition that affects role assignments, Workday automatically
reassigns related in-progress inbox items to the enabled roles.
Related Information
Concepts
Concept: Translated Job Requisitions on page 515
Concept: Link Evergreen Requisitions to Job Requisitions on page 216
Tasks
Create and Edit Evergreen Requisitions on page 213
Create Job Posting Templates on page 352
Steps: Set Up Assessments for Candidates on page 396
Steps: Set Up Questionnaires for Recruiting on page 388

Steps: Set Up Evergreen Requisitions

Prerequisites
Create job requisitions.
Review setup considerations for evergreen requisitions.

Context
You can use evergreen requisitions to fill seasonal, high-volume, or hard-to-fill positions.
Evergreen requisitions and job requisitions follow the same recruiting workflow. While you can configure
the Offer stage on evergreen requisitions using condition rules, you can't move candidates to the Hire
stage. To proceed in the job application process, you must transfer candidates to a regular job requisition.
You can use candidate eligibility snapshots to create a list of candidates who were eligible for
consideration on the evergreen requisition to help compliance and productivity reporting.

Steps
1. Edit Business Process Security Policies.
Define and configure security policies for these business processes:
• Evergreen Requisition
• Evergreen Requisition Change
• Close Evergreen Requisition

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2. Edit Domain Security Policies.

Set up the security policy for these domains in the Recruiting functional area:
• Evergreen Reporting
• Link Evergreen and Job Requisitions
• Manage: Evergreen Requisitions
• Move Candidate from Evergreen to Evergreen
• Move Candidate to Linked Requisition
3. Hide or Require Optional Fields.
Configure optional fields that display on evergreen requisitions.
a) On the By Functional Area prompt, select Recruiting.
b) Select an option:
• Evergreen Requisition
• Evergreen Requisition Change
• Close Evergreen Requisition
4. (Optional) Configure offers on evergreen requisitions.
Remove the Allow Offer if Job Application is not for Evergreen Requisition condition rule from the Offer
step on all stages of the Job Application business process.
5. (Optional) Configure compensation on evergreen requisitions.
To enable compensation on evergreen requisitions, add Request Requisition Compensation as a step
on these business processes:
• Evergreen Requisition
• Evergreen Requisition Change
6. (Optional) Set up Spotlight Jobs.
Use Spotlight Jobs to highlight critical evergreen requisitions with a customizable label.
See Steps: Set Up Spotlight Jobs on page 200.
7. (Optional) Assign primary recruiters to job requisitions.
The location and supervisory organization fields are optional for evergreen requisitions. However, if
you leave these fields blank when you create an evergreen requisition, you have to enter a primary
recruiter.
See Steps: Set Up Primary Recruiters on page 199.
8. Access the Maintain Event Categories and Reasons task.
Define reasons for completing these events:
• Close Job Requisition
• Edit Job Requisition
Security: Set Up: Staffing domain in the Staffing functional area.
9. Link evergreen requisitions to job requisitions.
When you're ready to make an offer or hire a candidate, you must move the candidate to a linked open
job requisition.
See:Concept: Link Evergreen Requisitions to Job Requisitions on page 216.

Next Steps
Post evergreen requisitions to external and internal career sites.
Move unhired candidates back to the evergreen requisition after you've made a hiring decision.

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Related Information
Concepts
Concept: Candidate Eligibility Snapshots on page 215

Create and Edit Evergreen Requisitions

Prerequisites
Set up evergreen requisitions.

Context
Create evergreen requisitions so you can track seasonal or hard to fill job positions.
You can also create evergreen requisitions using the Create Evergreen Requisition web service.
Workday generates a unique ID for the evergreen requisition when starting the:
• Create Evergreen Requisition business process.
• Create Evergreen Requisition web service.
The ID displays in the evergreen requisition name and all related communications, making it easier to
differentiate between job requisitions with the same name. You can search for an in-progress Create
Evergreen Requisition task using the automatically generated job requisition ID when you:
• Save the task.
• Submit the task for approval.

Steps
1. Access the Create Evergreen Requisition or Edit Evergreen Requisition task.
2. In the Recruiting Information section, consider:
Option Description
Spotlight Job Highlights evergreen requisitions with a
customizable label. To change the Spotlight Job
label, access the Maintain Custom Labels task.
Recruiting Instruction Instructions for third-party recruiting vendors.
Define using the Maintain External Recruiting
Instructions task.
Target Hire Date Optional for evergreen requisitions.
Job Application Template Displays only on the Edit Evergreen Requisition
task.
Security: Staffing Actions: Job Requisition Job
Application Template domain in the Staffing
functional area.

Use Updated Version Template Displays only on the Edit Evergreen Requisition
task when the selected job application template
has changed.
3. In the Job section, consider:
Option Description
Job Profile Defines the default values for other job requisition
fields. You can only select 1.

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Option Description
Additional Job Profiles Determines if you can link an evergreen
requisition to a job requisition. You can select
more than 1.
Job Description Enter additional information about the job. You
can configure these fields to display on your
Additional Job Description
internal or external career site using job posting
templates.
Primary Location Location for the evergreen requisition.
Enter a U.S. location and create location-based
questions in the Apply - Personal Information
section of the Edit External Career Site task
to collect specific information when a candidate
applies to a job posting. Example: Ethnicity,
gender, veteran status, and voluntary self-
identification of disability information.

Primary Job Posting Location Post jobs to a location that is different from the
primary location. Workday also uses this location
to identify the location-related facets on the Find
Jobs report.
Automatically populates from the Default Job
Posting Location field on the Create Location
task. If no default job posting location exists,
automatically populates from the Primary
Location field.
If you edit a job requisition, Workday won’t
automatically populate the Primary Job
Posting Location and Additional Job Posting
Locations fields with data from the Primary
Location and Additional Location fields.
You can only select a location that has Business
Site or Job Posting as the Location Usage.

Scheduled Weekly Hours Populates from a rule when:

• You define a working time rule.
• The data populated on the Maintain Working
Time for country task applies the rule.
Weekly hours default from the scheduled weekly
hours on:
• The job requisition that you are copying.
• The worker who is in a position, or previously
filled a position if you create a job requisition
on a position management organization.
• The restriction on the existing unfilled position,
if you create a job requisition on a Position
Management Organization.
• The time profile on the primary location set
when you create the job requisition.

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Option Description
Questionnaire For Recruiting only.
Workday populates questionnaires using
condition rules that you can create. Only
Recruiting type questionnaires are available.
Candidates complete these questionnaires when
they apply to jobs on internal and external career
sites.
To remove or replace questionnaires, select the
Enable Primary or Secondary Questionnaire
Removal or Replacement on Evergreen and
Job Requisitions check box on the Edit Tenant
Setup - HCM task.

4. In the Link To Job Requisitions section, select 1 or more open job requisitions with which to associate
the evergreen requisition from the Job Requisitions prompt.
You can associate an evergreen requisition with more than 1 job requisition, but you can only associate
a job requisition with 1 evergreen requisition. The evergreen requisition and job requisition must have at
least 1 common job profile.
5. (Optional) In the Questionnaire section, associate questionnaires with the evergreen requisition.
When a candidate applies to a job, they must complete these questionnaires (not available on mobile).
If you have questionnaires associated with the job profile, Workday automatically populates these fields:
• Internal Career Site - Primary
• Internal Career Site - Secondary
• External Career Site - Primary
• External Career Site - Secondary
You can manually change or remove the associated questionnaires.
6. (Optional) In the Assign Roles section, assign the roles for the evergreen requisition.
Required if the Supervisory Organization and Location fields are blank.
You can only change the Supervisory Organization using the Edit Evergreen Requisitiontask.

Result
When you create an evergreen requisition, Workday uses the Maintain Job Application Templates task
to evaluate which template to assign to the requisition. If you add Review Job Application Template
as a step to the Evergreen Requisition business process, Workday sends the Review Job Application
Template task to the Inbox of the assigned security group. This task enables you to change the assigned
template.
Related Information
Concepts
Concept: Translated Job Requisitions on page 515
Tasks
Steps: Set Up Job Applications on page 379

Concept: Candidate Eligibility Snapshots

When making a hiring decision for a job requisition that's linked to an evergreen requisition, you can create
a list of candidates who were eligible for consideration. Workday displays this candidate eligibility snapshot
as part of the candidate pool on the job requisition.
Candidates considered eligible for consideration are those that:

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• Applied directly to the job requisition.

• Applied to an evergreen requisition before the date of the snapshot.
• Moved from an evergreen requisition to the linked job requisition. Of these candidates, those not
considered eligible for consideration:
• Were rejected before the recruiting start date on the job requisition.
• Withdrew from the linked evergreen requisition before the date of the snapshot.
You can create as many snapshots as you need.

Concept: Moving Candidates Between Evergreen and Job Requisitions

You can move candidates between evergreen and job requisitions using the More menu on the
Candidates tab of the requisitions.
You can't move candidates between requisitions if:
• The requisition is closed or frozen.
• The candidate is rejected or the candidate declines an offer.
You can move candidates from:

Action Consideration
An evergreen requisition to a job requisition. You need to move candidates to a regular job
requisition when you're ready to move them to the
Offer or Ready to Hire stages, unless you have
offers configured on evergreen requisitions.
A job requisition to an evergreen requisition. Change the candidate's stage to anything other
than Ready for Hire.
You can only move candidates back to their original
evergreen requisition.

An evergreen requisition to another evergreen You can move candidates from one evergreen
requisition. requisition to another when both requisitions have a
matching job profile.
Move candidates from a job requisition to another You can move candidates between job requisitions
job requisition. that have a common evergreen requisition.

Workday:
• Moves the candidate and all related data.history from 1 requisition to the other. The candidate's job
application is no longer connected to the original evergreen or job requisition.
• Sends an Inbox item to the role assigned to the appropriate stage in the recruiting process.
• Records the action on the Activity Stream tab on the candidate’s job application.
• Assigns all pending events to the person responsible for the requisition.
Related Information
Tasks
Take Action on Multiple Candidates on page 243
Steps: Set Up Evergreen Requisitions on page 211

Concept: Link Evergreen Requisitions to Job Requisitions

You can use condition rules to configure the Offer stage on evergreen requisitions. Otherwise, when you're
ready to make an offer or hire a candidate, you must move the candidate to a linked open job requisition to
complete the process. You can link an evergreen requisition to a job requisition using these tasks:

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• Create Evergreen Requisition

• Edit Evergreen Requisition
• Create Job Requisition
• Edit Job Requisition
The evergreen requisition and job requisition must have 1 job profile in common.
You can no longer change the link between an evergreen requisition and a job requisition when:
• The candidates have been moved.
• The job requisition is closed or filled.

Candidates

Set Up Prospects and Candidates

Steps: Set Up Candidate Security

Context
Set up candidate security so you can determine who can view candidate information and perform
candidate-related actions. You can also enable self-service access for candidates by configuring the
Candidate as Self security group.
You can also enable domain access for these security groups to provide them with candidate information:
• Active Interviewer
• Interviewer
• Candidate Share
Note: You can't view the members of these security groups. You can only test to determine if a given user
is a member of these groups. Additionally, you can't remove users from these security groups.
Workday automatically assigns interviewers of a job application to the Active Interviewer security group.
Active Interviewer members have access to the candidate that they’re interviewing for as long as the
Interview event is in progress. If you want interviewers to always have access to the information of their
candidate, you can configure domain access for the Interviewer security group instead.
When a recruiter shares a candidate, Workday automatically assigns the recruiter that receives the shared
candidate to the Candidate Share security group.

Steps
1. Edit Domain Security Policies.
Configure the security policy for these domains in the Recruiting functional area:

Domain Controls Access To

Candidate: Global Search Candidate information accessed in global search.
Candidate Communication All communications sent to a candidate.
Candidate Data: Edit Job Application Edit job application information for candidates.
Candidate Data: Employee Referrals Referral management-related tasks and reports.
Candidate Merge View and merge duplicate candidates.
Invite to Apply Invite candidates to apply to job requisitions.

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Domain Controls Access To

Manage: Candidates Candidate status tasks.

Configure these super domains, or their subdomains, in the Recruiting functional area:

Domain Controls Access To

Candidate Data: Job Application Candidate job application with details such as
assessment results, language skills, and interview
feedback.
Candidate Data: Other Information Additional candidate data such as attachments on
the Candidate Profile through the Candidate Data:
Attachment subdomain.
Candidate Data: Personal Information Personal information that candidates can submit
either with their applications or during the Job
Application business process. The information
is often highly sensitive. Includes access to the
Personal Information tab on the Candidate profile
page.
Candidate Reporting Recruiting standard reports data.
Move Candidate View and move candidates.
Prospects Prospect tasks, reports, and profiles.
Self-Service: Recruiting Personal Personal notes for candidates as well as contacts,
prospects, and candidates linked to a job
requisition.

If a candidate has a worker record, configure the security policies for these super domains in the
Staffing functional area:

Domain Controls Access To

Person Data: Home Contact Information Contact information of the candidate, including
contact information marked as private.
Person Data: Work Contact Information Work contact information of the candidate.
2. Maintain Security Group Permissions.
Configure permissions for these security groups:
• Candidate as Self
• (Optional) Active Interviewer
• (Optional) Interviewer
• (Optional) Candidate Share
3. Configure access to questionnaire response context security segments.
See Concept: Segmented Security for Recruiting Questionnaires on page 392.
4. Activate Pending Security Policy Changes.

Next Steps
Set up job applications and configure internal and external career sites so candidates can apply for jobs.

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Steps: Set Up Candidate Pool Security

Context
You can set up role-based security groups to manage public, private, and restricted candidate pools.

Steps
1. Set Up Assignable Roles.
Create a role enabled for candidate pools with Candidate Pool Manager as the Default Role.
2. Create Role-Based Security Groups.
Select:
• Role-Based Security Group (Unconstrained) on the Type of Tenanted Security Group prompt.
• A role you created on the Assignable Role prompt.
3. Edit Domain Security Policies.
Assign the security groups you created to 1 or more of these domains in the Recruiting functional area:
• Candidate Pool: Manage Membership
• Candidate Pool: My Private Pools
• Candidate Pool: Private Pool Create
• Candidate Pool: Private Pool View and Modify
• Candidate Pool: Restricted View
• Candidate Pool: View and Modify Pool
4. Activate Pending Security Policy Changes.
Related Information
Tasks
Steps: Manage Candidate Pools on page 232

Steps: Set Up Prospects and Candidates

Context
There are 2 types of candidates in Workday:
• Active candidates, who have at least 1 job application.
• Prospects, who are contacts you want to track but don't match any specific job postings.
Set up candidates so you can:
• Create and track prospects.
• Share prospects and candidates with other recruiters.
• Invite candidates to apply for jobs.
• Create job applications on behalf of candidates.

Steps
1. Configure candidate security.
See Steps: Set Up Candidate Security on page 217.
2. Access the Maintain Prospect Statuses task.
Create statuses to track prospects. Examples: New, Nurturing, Ready.
You can define an external-facing status label for prospects in the Prospect Label Override column.
This status displays on the My Referrals report until the candidate applies for a job.
Security: Set Up: Recruiting domain in the Recruiting functional area.

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3. Access the Maintain Prospect Types task.

Separate prospects into categories for easier searching. Example: Contact, Networker, Key Influencer.
Security: Set Up: Recruiting domain in the Recruiting functional area.
4. Create your library of schools, degrees, and field of studies.
See Steps: Set Up Education on page 119.
5. Create your library of companies.
See Steps: Set Up Job History Companies on page 118.
6. Create your library of languages.
See Steps: Set Up Languages on page 120.
7. Create your library of skills.
See Steps: Maintain Skills on page 1550.
8. Steps: Set Up Profiles and Profile Groups.
Configure the candidate and prospect profiles.
9. (Optional) Create Custom Reference IDs for Candidates on page 226.
Change the naming convention for the candidate reference ID that Workday generates.
10.Maintain Recruiting Sources on page 241.
11.Set up notifications for internal and external candidates.
See Steps: Set Up Notifications for Candidates on page 283.
12.Hide or Require Optional Fields.
For the Recruiting functional area, configure optional fields for the Create Prospect task.
13.(Optional) Access the Edit Tenant Setup - Recruiting task.
a) Select the Enable Automatic Candidate Merging check box to have Workday merge duplicate
candidates that:
• Apply to a job posting on an external career site.
• You upload with the Put Candidate web service.
b) Select the Enable Candidate School Look Up for External Career Sites check box.
This check box enables external candidates to search for and select schools from your tenant when
completing job applications. External candidates won't be able to add their school if it doesn't exist in
your tenant.
c) Select the Copy Personal Information from Job Application on Initiate Hire check box.
When you enable this setting and hire a candidate that was merged to a contingent worker, Workday
populates some information on the worker profile from their job application.
See Reference: Edit Tenant Setup - Recruiting.

Next Steps
Use these reports to view candidate information:

Report Candidate Information

Find Candidates All candidates that you have access to.
My Candidates • Candidates who applied to your job requisitions.
• Prospects that you added to your prospect list.

My Recruiting Jobs Number of active candidates for your job

requisitions.

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Related Information
Tasks
Steps: Set Up Recruiting on page 170

Steps: Set Up Prospect and Candidate Profiles

Prerequisites
Security: Set Up: System domain in the System functional area.

Context
Workday delivers a prospect and candidate profile that enables you to view detailed information about your
candidates and prospects. Workday automatically configures these profiles for you. However, you can
change the Summary profile group.

Steps
1. Access the Configure Profile Group task.
Define the profile groups that display on the candidate and prospect profile. The Summary profile group
isn't available for configuration using this task.
a) Select either prospect or candidate profile, then the specific group you want to configure.
b) Add, remove, or reorder the reports that Workday delivers for the profile group.
2. Access the Configure Profile Summary task.
Define the information that displays on the Summary profile group.
a) Select either candidate and prospect profile.
b) Add, remove, or reorder the cards that Workday delivers for the Summary profile group.
3. Access the Configure Profile Header Card task.
Define the information that displays on the top card on Summary profile group. If you don't select any
items, the card doesn't display.
a) Select either candidate or prospect profile.
b) Add, remove, or reorder the items that Workday delivers for the header card on the Summary profile
group.

Steps: Set Up Masked Candidate Profiles

Context
You can configure a Masked Candidate Profile to hide certain cards on the profile, which helps eliminate
any biased candidate screening.

Steps
1. Access the Configure Profile Summary task.
Add the summary cards you want to display on the Masked Candidate Profile.
Workday automatically adds these cards on the Masked Candidate Profile:
• Job Application Details
• Active Masked Job Applications
See: Steps: Set Up Profile Cards
2. Access the Configure Profile task.
Select the profile groups you want to display on the Masked Candidate Profile.
See Steps: Set Up Profiles and Profile Groups.

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3. Access the Maintain Masked Recruiting Configurations task.

Create a masked configuration and add the unconstrained security groups you want to mask for any of
these recruiting stages:
• Assessment
• Review
• Screen
Security: The Set Up: Recruiting domain in these functional areas:
• Recruiting
• Talent Pipeline
4. Create Business Process Condition Rules.
Select Job Requisition on the Business Process Type prompt.
5. Access the Maintain Masked Job Requisitions Defaults task.
Assign job application condition rules to your masked configurations.
Click Default All Job Applications button to apply condition rules and masked configurations to all
pre-existing active and frozen job requisitions.

Result
Workday doesn't support these recruiting functionalities if you have a masked configuration on a job
application:
• Candidate pools.
• Duplicates.
• Parallel stages.
On masked candidate profiles, you won't have access to the:
• Candidate email and resume attachments, but you can still email a candidate using the Send Message
task.
• Business process event history while viewing a masked job application.
Workday doesn't apply the masked configuration on candidate-based reports if at least 1 of a candidate's
multiple applications is in an unmasked stage. Workday recommends you use job application-based
reports instead, to avoid exposing candidate information. Example: Use the My Candidates in Progress
report in place of the My Candidates report.

Next Steps
Configure your candidate list assignment in accordance with your masked configuration. Example: Remove
Education from candidate list if you mask school information.
Related Information
Reference
2020R2 What's New Post: Masked Candidate Screening

Steps: Set Up Candidate Mass Actions on Recruiting Hub

Prerequisites
Set up the Recruiting Hub.
If you’ve hidden the Candidates navigation button on the Recruiter Hub, reconfigure it using the Maintain
Navigation Menu Overrides task.

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Context
You can configure the Candidate Job Applications grid to enable recruiters to take action on multiple
candidates at once.

Steps
1. Steps: Maintain Custom Candidate List Grids on page 234.
Use the Edit Grid Configuration task to select the Default Candidate Job Applications Grid.
2. Hide or Require Optional Fields.
Select Candidate Job Applications as the functional area.
Configure fields for the Candidate Job Applications prefilter page that Workday displays if you’ve
more than 5,000 candidates. The Applied After field always displays and can't be configured.
If a user creates a saved filter, the prefilter is automatically configured as Hidden.
3. Access the Maintain Candidate List Assignment task.
Select the Candidate Job Applications Grid as the Default Grid to display on the Job Requisition
composite view.

Result
Recruiters can now save column filters you've selected on the Candidate Job Applications grid and
quickly reapply filters in the future.
Related Information
Reference
Workday 2020R1 What's New Post: Mass Actions Across Job Requisitions
The Next Level: Enabling the Candidate List and Mass Actions

Steps: Create Confidential Prospects

Context
You can secure confidential prospects to the View Confidential Prospects and Create Confidential
Prospects domains to control who can view and who can create them.

Steps
1. Set Up Assignable Roles.
Create roles for the users who can view and create confidential prospects. Select the Self-Assign
check box for the role and enable it for prospects.
2. Create Role-Based Security Groups
Create role-based security groups to:
• Enable all users in the View Confidential Prospects domain to access the prospect.
• Limit access to the user who created the prospect.
3. Edit Domain Security Policies
Configure the security policy for these domains:
• Create Confidential Prospects
• View Confidential Prospects
4. Access the Create Confidential Prospect task.
Workday secures the prospects you create to the View Confidential Prospects domain.

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Next Steps
Invite the prospect to apply for a confidential job requisition or create a job application on their behalf.
Related Information
Concepts
Concept: Confidential Job Requisitions, Prospects, and Candidates on page 206
Tasks
Set Up Assignable Roles

Steps: Set Up Prospect Consent Collection

Context
To comply with General Data Protection Regulation (GDPR) and other regulations, you can configure
emails that Workday automatically sends to prospects to request consent for storing their data. The emails
direct prospects to a page on your external career site where they can read and accept or decline your
terms and conditions.
If you opt in to the Notification Designer Innovation Service, you can design emails with more advanced
branding and layout options than a standard email template.

Steps
1. Create Email Templates.
Select Prospect Consent Collection from the Email Template Behavior prompt.
2. (Optional) Create a Notification Template.
If you use Notification Designer, you can create and activate a template for the Prospect Consent
Collection notification type instead of creating an email template.
See Create and Activate Notification Templates.
3. Create a message template for the Prospect Consent Collection notification type.
Click Insert Tag on the text editor to add the External Site ~Prospect~ Consent Link report field into
the body of the email. This report field generates an Accept and Decline Terms and Conditions link that
prospects can click to access the correct page on your external career site. You can't override the link
text.
See Steps: Set Up Message Templates.
4. Configure Prospect Consent Terms and Conditions on page 227.
5. (Optional) Hide or Require Optional Fields.
Workday recommends that you make the Email field required on these tasks so prospects can receive
emails:
• Create Prospect
• Create a Referral
• Refer a Candidate
6. (Optional) Display responses from prospects on the Prospect Profile profile.
You can add Consent Status as an item on the profile header card.
See Steps: Set Up Prospect and Candidate Profiles on page 221.
7. Edit Domain Security Policies.
Grant users who need to report on consent statuses and manually send emails access to the Manage:
Prospect Consent domain.

Result
Workday automatically:

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• Sends emails to prospects when you create them through the user interface.
• Records emails and consent status updates as timeline events on the Recruiting History report on the
Prospect Profile profile.

Next Steps
Access the View Prospect Consent Status report to:
• Review responses from prospects.
• Manually send reminder emails to prospects who haven't responded or manually send emails to
prospects who haven't received one. Examples: prospects created before feature setup or created by
web services.
You can use the Purge Person Data report to purge data for prospects who decline consent.
Related Information
Concepts
Concept: Notification Designer
Tasks
Steps: Purge Person Privacy Data
Reference
2020R1 What's New Post: Prospect Consent Collection

Create Prospects

Prerequisites
• Set up candidates.
• Security: Prospects domain in the Recruiting functional area.

Context
Creating prospects in Workday enables you to track individuals who don't match a specific job posting. You
can add prospects from outside or inside your company.

Steps
1. Access the Create Prospect task.
2. (Optional) In the New Prospect Details section, enter the prospect's details.
Workday checks these details and displays the Duplicate Information Page if there are any potential
duplicates for you to review. If you find an exact match, you can continue working with the existing
record instead of creating a new prospect.
3. As you complete the Create Prospect task, consider:
Option Description
Phone Device Type You can restrict the phone device types available
for prospects using the Hide for Recruiting
check box on the Maintain Phone Device Types
task.
Source Workday automatically populates the field with
Internal for existing workers.
Complete the Referred By field when you select
a Source mapped to 1 of these sources:
• Employee Referral
• Proxy Referral

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Option Description
• Self-Identified

LinkedIn URL Recruiters with Linkedin™ accounts can view

LinkedIn Shared Connections on the prospect's
profile in Workday. This field only displays when
you create a new prospect.
Recognized Skills Recognized skills automatically populate from the
worker profile for internal prospects. You can also
select 1 or more skills configured on the Maintain
Skills task.
Additional Skills Displays only when you create a prospect from an
existing worker who has at least 1 skill that isn't
configured on the Maintain Skills task on their
profile.

Result
You can only see these values on an external prospect's profile if you have access on the Prospects
domain:
• Home Address
• Email
• Phone Number
For internal prospects, Workday:
• Doesn't populate candidate pool and succession pool membership.
• Automatically populates the Address, Email, and Phone from the worker profile. You can't change
these values, and can only see them on the Edit Prospect task if you have access to these domains:
• Person Data: Home Address
• Person Data: Home Email
• Person Data: Home Phone

Next Steps
Add the new prospect to:
• Candidate pools.
• Succession pools.
Create a job application for the new prospect.
Related Information
Tasks
Steps: Set Up Prospects and Candidates on page 219
Reference
2021R1 What's New Post: Duplicate Management
2021R1 What's New Post: Phone Device Type Field for Recruiting

Create Custom Reference IDs for Candidates

Context
Third-party vendors might require a specific format for reference IDs in integrations. You can change the
naming convention for the candidate reference ID that Workday generates.

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Steps
1. Access the Create ID Definition / Sequence Generator task.
Create the naming convention for the candidate ID definition.
Security: Set Up: Contact Info, IDs, and Personal Data domain in the Contact Information functional
area.
2. Access the Edit Tenant Setup - HCM task.
In the ID Sequence Generators section, select the ID definition you created from the ID Definition for
Candidate prompt.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.

Result
To view the reference ID for a prospect or active candidate, select Integration IDs > View IDs from the
related actions menu of the prospect or candidate.

Configure Prospect Consent Terms and Conditions

Prerequisites
• Create a message template for the Prospect Consent Collection notification type.
• Security: Set Up: Recruiting domain in the Recruiting functional area.

Context
You can enable prospect consent collection and configure a page with these details on your external
career site:
• Instructions for prospects.
• Default terms and conditions.
• Terms and conditions to display to prospects located in specific countries.
• Consent responses.

Steps
Access the Maintain Prospect Consent task.
As you complete the task, consider:

Option Description
Email Template Email templates specify the structure and layout of
emails.
You can use the Create Email Template task
to create a template using the Prospect Consent
Collection email template behavior, or select the
default email template to use for prospect consent
emails.
If you use Notification Designer, this field displays
as Notification Template instead of Email
Template. You can only select templates that
you've made active for the Prospect Consent
Collection notification type using the Maintain
Notification Templates task.

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Option Description
Message Template Message templates specify the text within the body
and subject line of emails.
You can select templates created with the Create
Message Template task.

Terms and Conditions Enter text for the terms and conditions that you
want to display to prospects. You can use the grid
to:
• Configure terms and conditions by country.
• Disable consent collection in specific countries.
Note: Only configure 1 country per row.

Next Steps
Use the Translate Business Object report to translate instances on the Prospect Consent Collection
business object.

Concept: Resume Parsing

Resume parsing enables recruiters to create a prospect or job application when attaching a resume in
Workday. You can use resume parsing on the View Prospect report and these tasks:
• Create Confidential Prospect
• Create Job Application
• Create Prospect
• Edit Prospect
• View Prospect
You can also use resume parsing on the Attachments tab of the prospect profile.
Resume parsing populates fields from a resume, and Workday enables you to review the resume data.
Workday doesn't auto-fill fields you configure as hidden or these fields:
• Languages
• Skills
Resume parsing results can vary based on resume format and order of words. For best results, use
resumes that don't have images or image-based styles.
You can configure job application templates to hide resume parsing for external candidates. This enables
applicants to apply to jobs that don't require resumes more quickly, without disabling resume parsing for:
• Recruiters
• Prospects who submit resumes though the Prospect Introduce Yourself page.
Related Information
Tasks
Steps: Set Up Job History Companies on page 118
Steps: Set Up Notifications for Candidate Home Tasks on page 323
Steps: Set Up Job Applications on page 379
Reference
Workday 32 What's New Post: Resume Parsing for Recruiters
The Next Level: Uses for the Resume Parsing Message
2021R1 What's New Post: Configurable Resume Parsing for External Job Applications

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Reference: Candidate Attachments on Candidate and Worker Profiles

You can configure these domains to grant access to candidate attachments on candidate and worker
profiles:

Domain Attachment

Candidate Data: Attachments • Generated Standard Attachments

• Other Attachments
• Standard Attachments

Candidate Data: Offer Details • Generated Offer Attachments

• Non-Generated Offer Attachments

Pre-Hire Data: Employment Agreement • Generated Employment Agreement

Attachments
• Non-Generated Employment Agreement
Attachments

You can create segment-based security groups using these segments to limit view and modify access to
candidate attachments:
• Candidate Resume and Cover Letter
• Prospect Resume and Cover Letter
Note: No other security segment can support the Candidate as Self security group.

Worker Profile
Workday enables you to view candidate attachments on the worker profile if you have access to candidate
attachments and corresponding worker.
You can't see candidate attachments from linked candidates, or attachments from candidates weren't hired
through the Job Application process.
If you want to view a standard review document that relates to an offer on the worker profile, configure both
of these domains:
• Candidate Data: Job Application.
• Candidate Data: Offer Details.
Related Information
Reference
2021R1 What’s New Post: Candidate Attachment Security

Prospect and Candidate Management

Steps: Manage Prospects and Candidates

Context
You can create and manage prospects and candidates to track people for job openings at your company.
For sensitive job requisitions, you can create confidential prospects with added security.
To decrease recruiter workload, Workday enables you to find and merge duplicate candidates manually
or automatically. You can also take action on multiple candidates at once, such as declining their job
application or moving them to a different job requisition.

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Steps
1. Create Prospects on page 225.
2. Create and manage confidential prospects.
See Steps: Create Confidential Prospects on page 223.
3. Access the Find Candidates report.
See Concept: Find Candidates on page 244.
4. Take Action on Multiple Candidates on page 243.
5. Access the View Candidate As Of task.
You can research changes in profile information for a candidate. Workday doesn't recommend changing
profile information from this task because the information isn't current.
Security: Candidate Data: Personal Information
6. Merge Duplicate Candidates on page 265.
7. Create custom Candidate List grids.
Create custom grid configurations enabling you to view and filter profile information with different worker
subtypes.
See Steps: Maintain Custom Candidate List Grids on page 234.
Related Information
Tasks
Merge Duplicate Candidates on page 265

Steps: Restrict Access to a Candidate's Other Job Applications

Prerequisites
Security: Segmented Setup domain in the System functional area.

Context
You can configure segmented security to control who can see job applications for other jobs a candidate
has applied to. Example: An employee or contingent worker has applied to a job outside of his
organization. Segmented security enables managers to see other job applications for external candidates
while restricting them from seeing any other job applications for those candidates who are employees or
contingent workers.

Steps
1. Create Segment-Based Security Groups.
Use these Workday delivered security segments to configure who has access to internal and external
job applications:
• Job Application - Contingent Worker
• Job Application - Employee
• Job Application - External
2. Edit Domain Security Policies.
Add the segment-based security groups with Modify access to the Report/Task Permissions section
for the Candidate Data: Job Application domain in the Recruiting functional area.
Delete any security groups that you don't want to restrict access to.
3. Activate Pending Security Policy Changes.

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Result
Security groups that have access to a job requisition and job application data can see a job application
accessed from Jobs Applied To on the candidate profile.
Related Information
Concepts
Concept: Configurable Security

Steps: Set Up Reminders

Context
You can add reminders to your recruiting process. You can maintain reminders in a more efficient way and
use them to:
• Follow up and market to passive candidates.
• Contact candidates and prospects.
• Get notifications through email link that include the candidate or job application.
• Get notifications about reminders in Workday.
• View complete or incomplete reminders.
• View all upcoming reminders.

Steps
1. Access the Edit Tenant Setup - Notifications task.
Select the Enable Reminders check box.
Security: Set Up: Tenant Setup - BP and Notifications in the System functional area.
2. Access the Configure Profile Group task.
Add Reminders for Candidate Profile and Reminders for Prospect Profile 1 at a time.
Select the Display in Profile check box for candidate and prospect reminders to add reminders on
candidate and prospect profiles.
Move the upcoming reminders to the top of the grid with the Order arrows.
Security: Set Up: System in the System functional area.
3. (Optional) Access the Configure Profile task.
Move reminders in the preferred order for Candidate Profile and Prospect Profile.
Security: Set Up: System in the System functional area.
4. Select the Configure Worklet task.
Access the Recruiting worklet.
Add View All Upcoming Reminders to the actions list and move it to the desired placement.
Security: Set Up: System in the System functional area.

Result
Recruiters can set personal reminders about specific candidates and prospects that help support a more
personalized and efficient recruiting process.
Related Information
Examples
Workday 31 What's New Post: Personal Reminders on Candidates

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Steps: Set Up Background Checks for Candidates

Context
You can record background check results on candidate, pre-hire, or worker profiles using the Background
Check stage.

Steps
1. Edit Domain Security Policies.
Configure the security policies for these domains:
• Candidate Data: Background Check History domain in the Recruiting functional area.
• Pre-Hire Data: Background Check Status and Set Up: Background Checks domains in the Pre-Hire
Process functional area.
2. Edit Business Process Security Policies.
Configure the Background Check business process and security policy.
Add these steps:
• Select Background Check Overall Status: Assign a background check status.
• Make Background Check Decision: Mark this as the completion step.
3. Set up the integration with your third-party vendor using the Core Connector: Background Check
Order Outbound integration.
See Steps: Set Up Core Connector: Background Check Order Integrations.
4. Access the Maintain Background Check Packages task.
Security: Set Up: Recruiting domain in the Recruiting functional area.
5. Access the Maintain Background Check Statuses task.
Security: Set Up: Background Checks domain in the Pre-Hire Process functional area.
6. Access the Maintain Background Check Package Conditions Rules task.
Security: Set Up: Background Checks domain in the Pre-Hire Process functional area.

Result
When you advance a candidate to the Background Check stage, Workday:
• Creates a Background Check event.
• Sets the status of the candidate to Background Check.
• Creates a pre-hire record for the candidate.
• Sends an Inbox notification to the assigned role for the configured step.

Next Steps
Use the Put Background Check web service to upload background check information for multiple records in
bulk.
Related Information
Reference
Workday 31 What's New Post: Background Check Condition Rules

Steps: Manage Candidate Pools

Prerequisites
• Use the Maintain Assignable Roles task to select the Candidate Pool Manager role, enable it for
Candidate Pool organization type, and select the Self-Assign check box for the role.

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• For private talent pools, configure the security policies on the Candidate Pool: Private Pool Create,
Candidate Pool: Private Pool View and Modify, and Candidate Pool: My Private Pools domains in the
Recruiting functional area.
• Security: Candidate Pool: Create, Candidate Pool: View and Modify Pool, and Candidate Pool: Manage
Membership in the Recruiting functional area.

Context
Workday enables you to group candidates into candidate pools according to criteria you define. You can
use these pools to fill and manage your talent pipeline. Candidate pools can include internal and external
candidates.
You can create as many public or private candidate pools as you need and place candidates in multiple
pools.
You can provide a custom label for the Add to Pool button using the Maintain Custom Labels task, and
this change will reflect everywhere this button exists in Workday.

Steps
1. Access 1 of these tasks:
• Create Candidate Pool
• Create Private Candidate Pool
As you complete the task, consider:
Option Description
Type When you select:
• Dynamic Pool, Workday automatically and
continuously adds candidates that match your
search criteria. These pools can include up to
50,000 members.
• Static Pool, you can add candidates manually.
These pools can include up to 25,000
members.
Once you create a pool, you can't change its type.

Restricted View Only available for public candidate pools.

Workday automatically restricts private candidate
pools.
When you select this check box, users can only
see the candidates for job requisitions to which
they have access when they view the pool.
You must have access to the:
• Candidate Pool: Restricted View domain
can view candidates with job applications
in candidate pools. Without access to the
domain, you can only view prospects without
job applications.

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Option Description
• Prospects domain in the Recruiting functional
area can also see nonconfidential prospects in
restricted candidate pools.

You can't restrict or inactivate any pools from the Edit Candidate Pool task when they’re used in active
recruiting campaigns.
2. Add members to static candidate pools.
Use 1 or more of these reports:
• Find Candidates or Find Workers: Select up to 5000 candidates, and click Add to Pool.
• View Candidate Pool: Select up to 5000 candidates, and from the related actions menu, select Add
to Pool.
• View Job Requisition: On the Candidates tab, select up to 5000 candidates, and from the related
actions menu, select Add to Pool.
This action is only available if you select a default grid on the Maintain Candidate List Assignment
task
You can add to candidate pools by accessing the:
• Worker Profile, click the tag icon next to the worker's photo, and select 1 or more candidate pools
from the prompt.
• Prospect or Candidate Profile, use the related actions menu of the prospect or candidate,
Candidate Actions select Add to Pool.
Security:
• Candidate Pool: Manage Membership and Find Candidates: Internal and External domains in the
Recruiting functional area.
• Search: Find Worker domain in the Worker Profile and Skills functional area.
3. Access the Configure Profile Group task.
See Steps: Set Up Profiles and Profile Groups.
From the Profile Group prompt, select Overview for Candidate Pool.
Add the Pool Members report on a new row.
Select the Display in Profile check box.
4. Define categories and statuses to track candidate readiness on the Maintain Candidate Pool
Readiness Statuses task, secured to the Set Up: Recruiting domain.

Next Steps
Use the View Candidate Pool report to assign readiness statuses to members.
Related Information
Examples
The Next Level: Candidate Pools

Steps: Maintain Custom Candidate List Grids

Prerequisites
Security:
• Grid Management domain in the System functional area.
• Set Up: Recruiting domain in the Recruiting functional area.

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Context
Create custom candidate list grids to manage and view candidates for a job requisition. Candidate lists
display active and inactive candidates according to stage.
You can define more than 1 grid configuration and associate different grid configurations with specific
worker subtypes. Example: Define 1 grid configuration for all candidates and another for seasonal
candidates. You can also select a default grid configuration that permanently replaces the Workday-
delivered candidate list grid.

Steps
1. Access the Edit Grid Configuration task.
2. Select a grid type:
Option Description
Grid Configuration Select a grid you would like to edit or to create
a new grid, select Create > Create Grid
Configuration.

What type of grid do you want to create? To create a new grid, select By Category >
Recruiting > Candidate List.
Copy Details from Existing Configurable Grid To use an existing grid as a template, select
Delivered Grid Configurations by Category >
Recruiting > Candidate List.
3. Add or remove columns to display on the grid. Consider:
Option Description
Composite Column Select the Include Composite Column check
box to select up to 3 report fields and 1 image to
display in the same column.
Note: Workday recommends that you don’t use
this column type for custom candidate grids.

Individual Columns Include separate columns for fields and analytics.

Grouped Columns Group 1 or more fields under a separate tab.
Example: Overview contains Added Date,
Candidate Location, and Current Job Title.

Workday also recommends that you configure these columns and fields under the Individual Columns
and Grouped Column sections:
Option Description
Read Only Add Read Only columns to include report fields
with job application information from the Job
Applications, Prospects and Referrals business
object.
To view jobs that the candidate applied for,
include the Jobs Applied For field.

Advanced To access the Inbox task when you have a

pending action for the job application, include the
Awaiting Me field.

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4. Access the Maintain Candidate List Assignment task. Assign a Default Grid to display on the Job
Requisition composite view.

Result
On the Candidates tab of the job requisition profile:
• You can save and name up to 10 filters on the candidate list grid for future use.
• Workday records any action taken on more than 1 candidate on the Candidate Search Audit report.
• You can take action on more than 1 candidate when you assign a default grid.
Related Information
Examples
Workday 31 What's New Post: Candidate List
Workday 33 What's New Post: Saved Filters for Job Requisition Candidate Grids

Steps: Maintain Custom Candidate Pool Grids

Prerequisites
Security
• Grid Management domain in the System functional area.
• Set Up: Recruiting domain in the Recruiting functional area.

Context
Create a configurable grid to manage and view candidate pools. You can define 1 grid configuration for
all candidate pools using fields from the External or Internal Candidate business object. We recommend
reviewing the grid configuration for the View Candidate Pool task in the Tenant Analyzer report after
selecting fields to improve performance.

Steps
1. Access the Maintain Candidate List Assignment task.
2. Select a grid type:
Option Description
Candidate Pool Grid Select a grid that you would like to apply or to
create a new grid select Create > Create Grid
Configuration.
What type of grid do you want to create? To create a new grid, select By Category >
Recruiting > Candidate Pool.
Copy Details from Existing Configurable Grid To use an existing grid as a template, select
Custom Grid Configuration by Category >
Recruiting > Default Candidate Pool Grid.
3. Add or remove columns to display on the grid. Consider:
Option Description
Sorting Define a field to sort order of the grid.
Composite Column Select the Include Composite Column check
box to select up to 3 report fields and 1 image to
display in the same column.

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Option Description
Individual Columns By default, the Candidate field is available on the
grid. Add up to 15 static columns displayed on the
left side of the grid.
Grouped Columns Add up to 15 columns in the Overview section on
the right side of the grid.

Workday recommends that you configure Read Only and Editable column types under the Individual
Columns and Grouped Columns sections.
Option Description
Read Only Add Read Only columns to include report fields
with candidate information from the External or
Internal Candidate business object.
Editable To update the status of the candidate, include the
Readiness Status field.
4. Change existing Candidate Pool Grids through the Edit Grid Configuration task or by using the View
Grid Configuration task and clicking Configure.

Result
On the View Candidate Pool task:
• Only active candidate pools are available.
• Add fields on the View Candidate Pool prefilter page if your dynamic candidate pools exceed 50,000
candidates.
• You can create and save filters for future use.
• You can take action on 1 or more candidates.
Related Information
Tasks
Steps: Manage Candidate Pools on page 232
Reference
Reference: Tenant Analyzer on page 188
2023R1 What's New Post: Candidate Pools Enhancements

Steps: Automatically Advance or Decline Candidates

Prerequisites
• Create candidate dispositions on the Maintain Recruiting Dispositions task.
• Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
You can use condition rules to automatically advance or decline candidates:
• When a candidate applies to a job. Example: Decline candidates who are ineligible to work in the
country where the position is located.
• At any other stage in the recruiting process. Example: Decline candidates who failed the background
check.

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Workday evaluates condition rules in the order you add them. When a condition rule is met, Workday
automatically moves the candidate to the stage you specified and ignores any remaining rules. The step
that you toggle automatic stage routing on must complete before Workday automatically routes candidates
to the next stage.
You do this by configuring automatic stage routing for 1 or more of the business processes of the stages
where you want to advance or decline candidates. You can enable automatic stage routing for these
business processes:
• Assess Candidate
• Background Check
• Employment Agreement
• Interview
• Offer
• Reference Check
• Review Candidate
• Screen
You can't configure automatic stage routing to occur on back to back stages of the Job Application
business process.

Steps
1. Create Business Process Condition Rules.
Create condition rules that determine whether a job application event should continue or end. Use
information from the:
• Job application.
• Job profile.
• Job requisition.
• Questionnaires completed when a candidate first applies.
Note: If you want to use condition rules for assessment results, create a calculated field for the status
of each assessment test result.
2. Access a business process where you want to enable automatic stage routing and add the condition
rules.
From the related actions menu of a business process step, select Business Process > Toggle
Automatic Stage Routing:
• Review Candidate business process: Add the condition rule to the Initiation step.
• All other business processes: Add the condition rule on any step.
If you have parallel steps, automatic stage routing runs after all parallel steps complete.
3. Access the Job Application business process.
a) Click View Dynamic Definition.
b) Select a stage where you enabled automatic stage routing.
c) Click Configure Automatic Stage Routing.
Workday evaluates the rules in the order of display. When a candidate meets a rule, Workday:
• Processes the step or disposition you selected in the Step column.
• Ignores all other rules and any remaining business process steps.
d) Repeat for each additional stage where you enabled automatic stage routing.
Related Information
Tasks
Steps: Configure the Job Application Business Process on page 176

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Reference
The Next Level: Utilize Automatic Stage Routing to Automatically Decline or Move Candidates Forward

Steps: Automatically Decline Candidates for Filled Jobs

Prerequisites
Security: Move Candidate domain in the Recruiting functional area.

Context
You can configure Workday to decline the remaining active job applications when you fill the last job
opening on a job requisition.

Steps
1. Edit Business Processes.
Add the Decline Remaining Candidates batch process as a step to the Ready for Hire business
process.
You can also include a step delay on this business process step so that the initiation doesn't occur until
you enter a Candidate Start Date on the offer.
2. Access the Maintain Recruiting Dispositions task.
Select the Disposition Remaining Candidates check box for the Reason you want to use when
closing the remaining job applications on the job requisition. You can only select this check box for 1
reason.
Security: Set Up: Recruiting domain in the Recruiting functional area.

Result
When you move a candidate to the Ready for Hire stage and there are no more open positions on the job
requisition, Workday:
• Identifies all other candidates who applied to the job requisition.
• Declines their active job applications, and closes their job application events.
• Displays Recruiting System in the Person column on the Event Process History report for the events
initiated by this step.
Related Information
Tasks
Maintain Step Delay

Steps: Automatically Decline a Candidate's Remaining Job Applications

Context
You can configure Workday to automatically close the remaining job applications for a candidate when you
move them to the Ready for Hire stage.

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Steps
1. Access the Maintain Recruiting Dispositions task.
a) Add the disposition you want to use for automatically declined job applications. Example: Candidate
Hired for Another Job.
b) Map the disposition to a Workday-delivered one.
This mapping displays as the status for automatically declined job applications on the candidate
profile.
c) Select the Disposition Remaining Jobs check box.
Security: Set Up: Recruiting domain in the Recruiting functional area.
2. Edit the Job Application dynamic business process.
Add the disposition you created in step 1 to the Possible Dispositions section of each stage where
you want Workday to close a hired candidate's remaining job applications.
See Steps: Configure the Job Application Business Process on page 176.
3. Edit Business Processes.
Add the Decline Remaining Jobs batch process as a step to the Ready for Hire business process.
Workday recommends sending a notification to the recruiter or manager of the jobs for the declined job
applications.

Result
When a candidate moves to the Ready for Hire stage and reaches this step, Workday:
• Declines their remaining active job applications.
• Displays Recruiting System in the Person column on the Event Process History report for the events
initiated by this step.
Related Information
Reference
The Next Level: Automatic Decline and Un-posting Actions

Steps: Set Up Disposition for Purged Candidates

Context
You can configure a recruiting disposition that enables Workday to decline active job applications of
candidates that you purge. This can help you reduce the number of Inbox tasks that are a result of purged
candidates with active job applications.

Steps
1. Access the Maintain Recruiting Dispositions task.
Select the Default Disposition when Candidate is Purged check box for the Reason you want to use
to automatically decline job applications.
Security: Set Up: Recruiting domain in the Recruiting functional area.
2. From the related actions menu of the Job Application business process, select Business Process >
Edit Dynamic Definition.
Select the disposition reason you configured on each stage of the Job Application business process.
3. From the related actions menu of the Job Application business process, select Business Process
Type > Maintain Business Process Definition Selection.
Select the Use Latest Business Process Definition check box to ensure that Workday declines the
remaining applications of candidates you purged before configuring the disposition.

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Result
Workday runs a background job every weekday at 8 AM PST that declines:
• Existing job applications with previously purged candidates if the disposition is valid for the job
application stage.
• Job applications associated with active candidates that you purge.
You will receive Inbox items after configuring the disposition, but Workday should eventually clear these
items. However, Inbox items from job applications in the Ready for Hire stage might remain even though
you configured the disposition.

Maintain Recruiting Sources

Prerequisites
• Set up the social networks you want to track using the Maintain Social Network Types task.
• Security: Set Up: Pre-Hire Process domain in the Pre-Hire Process functional area.

Context
Recruiting sources track where you post jobs and where your candidates come from. Workday assigns a
recruiting source to a candidate when creating their job application. You can manually assign a different
source to the candidate by editing their job application. You can also use the Put Candidate web service to
assign recruiting sources to candidates.

Steps
1. Access the Maintain Recruiting Sources task.
2. (Optional) Enable recruiting source categorization on external and internal non-worker career sites by
selecting the Allow Recruiting Source Categorization on Career Sites check box.
Workday categorizes sources on the How Did You Hear About Us? prompt when career sites have 8
or more sources configured for 2 or more categories.
3. Create and edit recruiting sources.
Custom recruiting sources display in prompts and reports. You can optionally map them to Workday-
delivered sources in the Maps To column. You can't map more than 1 custom source to the same
Workday-delivered source.
The Source Administrator column represents the worker assigned to manage a particular recruiting
source. This column is for informational purposes only.
Workday delivers these recruiting sources:

Option Description
Employee Referral Applications created using the:
• Create a Referral task.
• Refer button on a job posting.
• Refer a Candidate task.
• Refer a Candidate web service.

Internal Application Applications from your internal career site.

Proxy Referral Applications created using the Create Job
Application task.
Recruiting Campaigns Applications submitted by campaign email
recipients.

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Option Description
Recruiting Landing Pages Applications submitted by landing page visitors
and prospects.
Self Identified Applications for external candidates who identify a
Referred By worker. You can configure Workday
to automatically send the worker a request to
endorse the candidate's job application.
Endorsement Denied Applications for external candidates whose self-
identified referring worker refused to endorse their
job application.
Social Share: <Name> Applications created using a link from:
• Email
• Facebook
• LinkedIn
• Twitter

Deleting a category deletes all the sources within it. You can only delete a category if its sources aren't
in use.

Example

Source Category Source Maps To

Internal Worker Internal Internal Application
Employee Referral Referral Employee Referral
Referred by Proxy Proxy Referral
I know someone at the company Self Identified
Social Referral Facebook Social Share: Facebook
LinkedIn Social Share: LinkedIn
Twitter Social Share: Twitter
Email Social Share: Email
Recruiter / Agency Agency
Recruiter
Corporate Website University Website
Corporate Website
Job Posting Site Indeed
Monster
LinkedIn
Campus Campaign Vocational
Polytechnic
University
LinkedIn Middleware LinkedIn Recruiting LinkedIn Job Posting

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Related Information
Tasks
Steps: Set Up Recruiting on page 170
Steps: Set Up Endorsements on page 374
Examples
The Next Level: Enabling Source Categories on the External Career Site

Take Action on Multiple Candidates

Prerequisites
• Select a default grid in the Maintain Candidate List Assignment task. Workday recommends that you
select the Default Candidate List Grid.
• Security: These domains in the Recruiting functional area:
• Candidate Communication
• Move Candidate
• Move Candidate to Linked Job Requisition

Context
Workday enables you to take action on multiple candidates who have active job applications for a job
requisition. Example: After you fill a job requisition, decline the remaining candidates.
When you complete this task on behalf of another user who is assigned to the active candidates, Workday
removes their pending Inbox item.

Steps
1. Access the View Job Requisition report.
2. On the Candidates tab, select 1 or more candidates.
3. Select an action to perform.
Option Description
Move Forward Workday recommends you only Move Forward
candidates who are in the same stage.
Move to Linked Evergreen Requisition You can't move candidates who are in the Ready
for Hire stage.
Note: You can only move candidates to a
common evergreen requisition.

Copy to Another Job Requisition When you copy an application to another job
requisition, Workday moves the candidate to the
Review stage.
You can't copy a candidate's job application to
another job requisition if the:
• Candidate is confidential or has a job
application for the target job requisition.
• Target job requisition is confidential, frozen,
closed, or filled.
Security: Copy Candidate domain in the
Recruiting functional area.

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Option Description
To copy the personal information of the candidate
with their job application, select the Copy
Personal Information when Copying Job
Applications check box on the Edit Tenant
Setup - Recruiting task.

Related Information
Tasks
Steps: Set Up Prospects and Candidates on page 219

Concept: Find Candidates

To search for candidates, you can use the:
• Global search.
• Find Candidates report, for your entire candidate population.
• My Candidates report, which displays candidates for whom you are the recruiter or manager.

Candidate Search Security

These domains in the Recruiting functional area secure access to candidate search:
• Candidate: Global Search
• Candidates for My Jobs
• Employee Referrals
• Find Candidates: External
• Find Candidates: Internal and External
The Reports: Headcount Planning domain in the Headcount Planning functional area secures access to
internal candidate search.

Confidential Candidates
If you have access to view them, confidential candidates display on the:
• Find Candidates report only if they apply for a nonconfidential job requisition.
• My Candidates report.

Report Facets
Facets enable you to filter candidates based on 1 or more criteria. Workday uses information on the:
• Primary job for internal candidates.
• All job applications for external candidates.

Candidate Actions
The Find Candidates and My Candidates reports enable you to perform these actions:

Action Secured To Domain

Add to Pool • Candidate Pool: Manage Membership
• Talent Pool: Manage Membership

Compare • Find Candidates: Internal and External

• My Candidates

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Action Secured To Domain

Invite to Apply Invite to Apply
Send Message Candidate Communication

Related Information
Tasks
Configure Faceted Search Reports for Mobile

Concept: Recruiting Source Tracking

You can configure Workday to track sources from job boards using the Recruiting Sources for Auto-
Tracking prompt on these tasks:
• Create External Career Site
• Edit External Career Site
Provide the source ID value to your job board vendor. When a candidate applies to a job using a URL that
contains a source ID that you've configured in the prompt, Workday automatically assigns the source to the
candidate.
Workday also hides the How Did You Hear About Us? question on the:
• Job application.
• Review page.
• View My Submitted Application page.
Related Information
Examples
Workday 33: What's New Post: Auto-Tracking for Recruiting Sources

Concept: Candidates by Active Stage

The Candidates by Active Stage analytic displays these statistics for each active stage of the recruiting
process:
• Number of active candidates.
• Percent of dispositioned candidates.
• Percent of candidates that moved to another stage.
You can view this analytic on the:
• Overview profile group on the job requisition profile.
• Job requisition, by selecting Active Candidates. This option only displays if 1 or more candidates
applied to the job requisition.
The Active Candidates report is Workday-defined and only available on mobile. It returns candidates for
job requisitions in all recruiting stages, except Ready for Hire and Disposition stages. It only returns results
for a job requisition if the user is in a:
• Primary recruiter role.
• Leadership role other than a recruiter role.
• Recruiter role when no primary recruiter role exists.

Candidate Lists
When you select a default grid on the Maintain Candidate List Assignment task, you can take action on
candidates from the Candidates by Active Stage analytic.
Note: Workday recommends that you assign Job Requisition Default as the default candidate list grid.
Assigning a default grid permanently replaces the Workday-delivered grid.

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Example
This example displays how Workday calculates Conversion and Drop Off percentages for a job
requisition for which 44 candidates applied.

Stage Active Inactive Total Drop Off Conversion

Candidates Candidates Candidates
Review 9 7 16 16% 64%
7/44 (44-16)/44

Screen 7 3 10 11% 64%

3/(44-16) (44-16-10)/
(44-16)

Assessment 5 3 8 17% 56%

3/(44-16-10) (44-16-10-8)/
(44-16-10)

Interview 3 1 4 10% 60%

1/(44-16-10-8) (44-16-10-8-4)/
(44-16-10-8)

Reference 2 1 3 17% 50%

Check
1/ (44-16-10-8-4-3)/
(44-16-10-8-4) (44-16-10-8-4)

Offer 1 1 2 33% 33%

1/ (44-16-10-8-4-3-2)/
(44-16-10-8-4-3) (44-16-10-8-4-3)

Background 1 0 1 0% 0%
Check
0/ (44-16-10-8-4-3-2-1)/
(44-16-10-8-4-3-2)(44-16-10-8-4-3-2)

Ready for Hire 0 0 0 0% 0%

0/ (44-16-10-8-4-3-2-1-0)/
[(44-16-10-8-4-3-2-1)+1]
[(44-16-10-8-4-3-2-1)+1]

Example: Automatically Decline Remaining Candidates on Close Job Requisition

This example illustrates how to automatically decline all the unhired candidates when you close a job
requisition.

Context
As HR Administrator, you now want to close a job requisition that still has several active candidates on
these stages of the job application:
• Review
• Screen
You also want all the unhired candidates to have the same disposition reason.

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Prerequisites
Security: Move Candidate domain in the Recruiting functional area.

Steps
1. Access the Maintain Recruiting Dispositions task.
2. Add a row, and the Reason: Job Requisition Closed.
3. On the Maps to column select: Rejected.
4. Select the check box on the Disposition Candidates on Close Job Requisition column.
5. Click OK and Done.
6. Access the Job Application business process.
7. Click Edit Dynamic Definition.
8. On the Review tab, add a row to the Possible Dispositions section.
9. On the Disposition section, select Job Requisition Closed from the prompt.
Add the same disposition to the Possible Dispositions section of the Screen stage.
10.Click OK and Done.
11.Access the Close Job Requisition business process.
12.From the related actions menu of the Close Job Requisition business process, select Business
Process > Edit Definition.
13.Under the Business Process Steps section, add a row and these values:
Option Description
Type Batch/Job
Specify Decline Remaining Candidates for Close Job
Requisition.
Run As User HR Admin
14.Click OK and Done.
15.Access the Configure Optional Fields task.
16.Select Close Job Requisition on the By Functional Area prompt.
17.Remove the row Decline Remaining Candidates so as to display the Decline Remaining Candidates
check box on the Close Job Requisition task.

Result
When you close a job requisition and you select the Decline Remaining Candidates check box, Workday:
• Dispositions all the remaining candidates on the Review and Screen stages.
• Displays Job Requisition Closed as the Disposition Reason.

Next Steps

Related Information
Tasks
Steps: Automatically Decline a Candidate's Remaining Job Applications on page 239

Example: Return Candidate to the Recruiting Process

This example illustrates how to move a candidate from the hire process back to the recruiting process
when you need to renegotiate an offer.

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Context
As a recruiting administrator, Sofia needs to renegotiate an offer for a candidate who is currently in the
Ready for Hire stage. Before she can renegotiate the offer, Sofia has to move the candidate back to the job
application process.

Prerequisites
Security: Undo Move from Hire domain in the Recruiting functional area.

Steps
1. Access the Maintain Event Categories and Reasons task.
2. Select Undo Move in the Event prompt.
3. Click OK.
4. On the Undo Move Category grid, add a new row.
5. In the row you created, add a Reason row.
6. Enter these values:
Option Description
Reason Category Offer Adjusted
Reason Renegotiate Offer
Manager Reason Select the check box.
7. Click OK and Done.
8. Access the candidate profile.
9. Select Job Application > Undo Move from Hire from the related actions menu of the candidate
profile.
10.Click OK.
11.In the Reason prompt, select Offer Adjusted > Renegotiate Offer.
12.Click Submit.

Result
Workday reverts the candidate to the Make Decision step of the last stage of the Job Application business
process.

Candidate Skills Match

Steps: Set Up Candidate Skills Match

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Context
You can configure your tenant to review candidate job applications and assign a Skills Match Score
based on the similarity of skills between the job application and job requisition. You can also configure
the candidate grid on the job requisition to display the Skills Match Score and score details for each job
application. Recruiters might use this machine learning-powered analysis of candidates’ applications to
improve the efficiency of the application review process.

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Note: Workday continues to monitor and periodically test the Candidate Skills Match feature to proactively
identify impermissible bias. In light of the evolving nature of machine learning tools, and in order to
uphold our commitments to ethical AI, Workday reserves the right to change or remove, temporarily or
permanently, the Candidate Skills Match feature and accompanying functionality (e.g., match details
functionality) at its sole discretion. Where reasonably possible, Workday will provide advance notice of
such changes to customers.
Customers are responsible for understanding and complying with any legal obligations arising from
their use of Candidate Skills Match, including any assessment, testing, or documentation that may be
required under anti-discrimination laws. Customers should consult with their legal counsel to determine
whether their configuration and use of Candidate Skills Match satisfies their organization’s compliance
requirements.

Steps
1. Enable Skills Cloud on page 1568.
2. Access the Innovation Services Opt-In task.
On the Available Services tab in the HCM category, select the HCM Machine Learning GA Features
service.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
3. (Optional) Access the Maintain Innovation Services Data Selection Opt-In task.
For the HCM: HCM Machine Learning GA Features service, opt in to the Job Requisition Data
category in the ML for Recruiting section.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
4. Edit Domain Security Policies.
Configure these domains in the Recruiting functional area:
• Candidate Data: Candidate Skills Match
• Candidate Skills Match Details Lookup
5. Activate Pending Security Policy Changes.
6. Access the Edit Tenant Setup - Recruiting task.
Use the Candidate Skills Match Location Exclusion and Candidate Skills Match Location
Hierarchy Exclusion prompts to select which locations to exclude from Candidate Skills Match.
See Reference: Edit Tenant Setup - Recruiting.
7. Configure the candidate list grid on job requisitions to display skills match scores.
From the Grid Configuration prompt on the Edit Grid Configuration task, select Default Candidate
List Grid or a custom grid used on the job requisition. On the Individual Columns grid, add these fields
that are on the Job Application business object.
• Skills Match Score Details
• (Optional) Skills Match Score
• (Optional) Skills Matched
• (Optional) Skills Not Found
See Steps: Maintain Custom Candidate List Grids on page 234.

Result
A background process automatically begins scoring all active job applications on open job requisitions.
If you exclude a location after Workday calculated a skills match score for a candidate application, the
score will still be available. You can use the Maintain Candidate List Assignment task to create a
condition that hides these scores for excluded locations or location hierarchies.

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Next Steps
Access the Innovation Services Summary report (secured to the Manage: Innovation Services and View:
Innovation Services domains) to view service opt-in status and last-modified information, and to access the
service descriptions on Workday Community.
Create a custom report with these fields on the Job Application business object to assess Candidate Skills
Match data:
• Skills Match Score Details
• Skills Match Score
• Skills Matched
• Skills Not Found
Related Information
Reference
2023R1 What's New Post: Candidate Skills Match Location Exclusion
2021R2 What's New Post: Candidate Skills Match
Available Innovation Services – Service Descriptions and Exhibits
Reference: HCM Machine Learning GA Features Innovation Service on page 2353

Concept: Candidate Skills Match

Workday uses machine learning algorithms to calculate skills match similarity. We calculate the similarity
based on how well the skills derived from the candidate’s job application match skills derived from the job
requisition.
For calculations, Workday uses Skills Cloud skills:
• Derived from the job application and resume.
• That applicants enter on the job application and resumes.
• Derived from the job details and qualifications sections on the job requisition.
• That recruiters enter on the job requisition.
Workday processes applicant resumes in these file types:
• DOC
• DOCX
• HTM
• HTML
• PDF
• RTF
• TXT
The skills match similarity improves as the skills on the job application match more of the job requisition.
Workday assigns greater weight to job applications with the required skills specified on the job requisition.
Possible skills match scores are:
• Strong
• Good
• Fair
• Low
• Pending
• Unable to Score

Score Details
When you configure your job requisition to display Skills Match Score Details, you can drill down on the
score to view:

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 | Recruiting | 251

• Education and certification details on the job application.

• Job experience details on the job application.
• Skills match details.
Details display on these sections when applicable:

Section Considerations
Required Skills Relevant skills on the job application that match
required skills on the job requisition. Workday
assigns greater weight to these skills in the match
calculation.
Relevant Skills All other skills on the job application that match the
skills on the job requisition.
Skills Not Found Skills on the job requisition that aren't on the job
application.

Any masked information doesn’t display in the skills match details.

Score Processing
When you first set up this feature, the background process calculates the skills match for all active job
applications on open job requisitions. These results display on the candidate list grid on the job requisition.
Depending on the volume, this process can take a few hours to days.
After the initial calculation, the background process runs every hour to calculate skills match for job
applications. The background process calculates a match for an active job application when you create,
update, or partially purge a job application or associated job requisition.
Workday scores most job applications through the background process every hour, however Workday
immediately scores job applications when you:
• Add resume attachments from the Attachments profile group of the job application.
• Edit the job application using the related actions menu.
• Move the job application.
• Reactivate the job application.
• Use the Create Job Application task.
• Use the Edit Evergreen Requisition task.
• Use the Edit Job Requisition task.
Workday can’t calculate a skills match score and displays Low or Unable to Score when:
• Either or both the job application or job requisition are in another language than English.
• Either or both the job application or job requisition don’t have enough skills data.
• The uploaded resume is in an unsupported format.
• A recruiter or administrator completely purges the job application or the candidate.
Skills match score calculation doesn’t consider:
• How recently a candidate has acquired relevant skills.
• How long a candidate used relevant skills.
• Years of total work experience.

Reset Skills Match Scores

If you disable Candidate Skills Match and want to re-enable it, you can reset skills match scores for all
active job applications so that the scores reflect the latest changes to the job application and requisitions.

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You can use the Reset Skills Match Scores task only while the feature remains disabled. Once reset, you
can’t undo this change.

Candidate Ranking
Steps: Set Up Candidate Ranking

Prerequisites
Create job requisitions or evergreen requisitions.

Context
You can rank candidates of a job requisition or evergreen requisition by assigning a candidate ranking
template. Configure ranking templates to specify the criteria to rank candidates and how Workday
calculates rankings.

Steps
1. Edit Domain Security Policies
Configure these domains in the Recruiting functional area:
• Process: Rating and Ranking
• Process: Ranking - Link Job Requisition
• Set Up: Ranking
2. Create Candidate Ranking Template on page 252.
Create candidate ranking templates to assign to job requisitions.
3. Access the Assign Candidate Ranking Template task.
Select the job requisitions that you want to apply the ranking template to.
Security: Set Up: Ranking domain in the Recruiting functional area.
4. Access the Edit Grid Configuration task.
Edit the configuration for the Default Candidate List Grid or a custom grid used for job requisitions and
select:
• Candidate Rank (Sort) from the Field prompt in the Sorting section.
• Candidate Rank from the Field prompt in the Individual Columns grid.
Security: Grid Management domain in the System functional area.

Result
Workday displays a Rank Candidates button in the Candidates list of a job requisition with a ranking
template. Recruiters can use this button to have Workday calculate candidate rankings for the requisition.
Related Information
Reference
2023R1 What's New Post: Candidate Ranking

Create Candidate Ranking Template

Prerequisites
Security: Set Up: Ranking domain in the Recruiting functional area.

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Context
Create candidate ranking templates to define how candidates are ranked on a job requisition. You can
rank candidates based on any of these types of fields on the Job Applications, Prospects and Referrals
business object:
• Boolean
• Instance
• Numeric
• Text

Steps
1. Access the Create Candidate Ranking Template task.
2. As you complete the Ranking Order & Sort grid, consider:
Option Description
Ranking Field Select the field to use as a ranking criteria for the
template.
Ranking Field Priority Mapping Select the ranking data mapping that determines
how candidates are ranked with instance or text
fields.
This prompt only displays if you select a ranking
field that's either an instance or text field. If there
are no ranking data mappings for the field, access
the Create Ranking Data Mapping task from the
prompt to create one.

Sort Direction Select how Workday should sort the candidate

ranking results for the field.
3. If you need a ranking data mapping for an instance or text field, access the Create Ranking Data
Mapping task from the Ranking Field Priority Mapping prompt.
4. As you complete this task, consider:
Option Description
Ranking Field Instance Value Select the options that you want to use as ranking
criteria for the ranking field. You can select
multiple options for each row.
This prompt only applies to instance ranking
fields.

Ranking Field Text Value Enter the text that you want to use as a ranking
criteria for the ranking field.
This field only applies to text ranking fields.

Priority Enter a whole number greater than zero that

represents the priority of the options you selected
or text your entered. Workday uses this number to
calculate how to rank candidates.

Next Steps
Assign the candidate ranking template to a job requisition.

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Candidate Self-Scheduling
Setup Considerations: Candidate Self-Scheduling
You can use this topic to help make decisions when planning your configuration and use of Candidate Self-
Scheduling. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can create calendars for high-volume recruiting events that candidates can use to reserve and
manage event time slots. Example: Interviews, orientations, assessments, phone screenings, and campus
recruiting events. Recruiters can also schedule and manage event time slots on behalf of candidates.

Business Benefits
Candidate Self-Scheduling:
• Improves recruiter efficiency by reducing the need for manual scheduling administration.
• Streamlines your ability to view, manage, and report on recruiting event metrics.
• Enhances the candidate experience by giving candidates control over their scheduled events.

Use Cases
Candidate Self-Scheduling enables you to:
• Use self-schedule calendars at any stage of the recruiting process for high-volume recruiting events.
• Schedule, reschedule, and cancel events on behalf of a candidate.
• Send tasks to candidates to schedule themselves for an event.
• Track event activity and calendar availability.
Candidates Self-Scheduling enables candidates to:
• Reserve a time slot.
• Reschedule a time slot.
• Cancel a time slot.
• View their upcoming events.

Questions to Consider

Questions Considerations
How much control do you want to give candidates You can configure:
when self-scheduling?
• The number of hours before an event that
candidates can reschedule.
• A visibility range to limit the range of dates
(within the start and end date of the calendar)
that a candidate can select when scheduling a
time slot.

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Questions Considerations
• A minimum number of dates to display to
candidates when all time slots within the initial
visibility range are filled.

Where do you plan to hold your recruiting events? If you plan to hold recruiting events at external
locations such as hotels or convention centers, you
can create off-site recruiting locations and align a
self-schedule calendar to the location. You can set
a date to inactivate the location when it's no longer
needed. You don't need to configure anything for
internal locations.
Who's involved in your recruiting events? You can set up assignable roles and configure an
event leader role to give certain workers access
to candidate and job application data. You can
assign roles to schedules when creating or editing
a calendar. Example: You need to give interviewers
access to job applications before group interviews.
How do you want to manage recurring recruiting You can configure recurring event schedules
events? for recurring events, such as seasonal group
interviews.
You can also copy schedules to reduce manual
effort.

Recommendations
You can view a candidate's self-scheduled calendar events efficiently by configuring a Scheduled Events
for Candidate Profile profile group on candidate profiles.
To avoid confusing candidates, add notifications to the Candidate Self-Schedule business process to notify
candidates of:
• A pending self-schedule task.
• Confirmation of their scheduled event.
• Confirmation of their rescheduled event.
• Confirmation of an event cancellation.

Requirements
External candidates require a Candidate Home account to schedule and manage their time slots for
events.

Limitations
• You can't prevent candidates from rescheduling events.
• You can't integrate Candidate Self-Scheduling with any third-party systems such as Microsoft® Outlook,
iCal, or Google Calendar.
• Calendars don't detect the candidate's time zone. The time zone associated with the calendar is the
time zone that displays to the candidate.

Tenant Setup
No impact.

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Security

Domains Considerations
Manage: Candidate Recruiting Self-Schedule Event Users secured to this domain can schedule,
in the Recruiting functional area. reschedule, and cancel an event on behalf of a
candidate.
Manage: Job Requisition Self-Schedule Calendars Users secured to this domain can assign a self-
in the Recruiting functional area. schedule calendar to a job requisition.
Set Up: Recruiting in the Recruiting functional area. Users secured to this domain can maintain
recruiting self-schedule calendar types.
Set Up: Recruiting Self-Schedule Calendar in the Users secured to this domain can create self-
Recruiting functional area. schedule calendars.

Business Processes
You can configure the Candidate Self-Schedule business process to enable external or internal candidates
to reserve time slots for a calendar event by adding it as a step to business processes.

Reporting

Reports Considerations
All Recruiting Self-Schedule Calendars Use to view all recruiting self-schedule calendars.
My Recruiting Self-Schedule Event Roster Use to view your event roster and manage events
on behalf of candidates.
Recruiting Self-Schedule Calendar Availability Use to view available and reserved time slots for
1 or more recruiting self-schedule calendars. This
report returns a maximum of 1000 available dates
regardless of the selected start and end dates.
Recruiting Self-Schedule Event Roster Use to view recruiting events and manage events
on behalf of candidates.
Self-Scheduled Events Configure this report on the Schedule Events
profile group to view scheduled events and awaiting
actions.

Integrations

Web Services Considerations

Recruiting Self-Schedule Calendar Types Use to create and edit calendar types.
Recruiting Self-Schedule Calendars Use to create a new calendar.
Assign Recruiting Self-Schedule Calendars Use to assign 1 or more calendars to an evergreen
or job requisition.

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Connections and Touchpoints

Features Considerations
Assignable Roles You can set up assignable roles and assign them
to calendar schedules to give workers access to
candidate information.
Candidate Profile You can add the Scheduled Events profile group
to the Candidate Profile to display the candidate's
events on their profile.
Locations You can create off-site recruiting locations for
events at external locations.
Requisitions You can assign 1 or more calendars to an
evergreen or job requisition.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Roles, Time Zones, and Snapshots
Concept: Locations and Location Hierarchies
Reference
Workday 32 What's New Post: Internal Candidate Self-Scheduling

Steps: Set Up Candidate Self-Scheduling

Prerequisites
Review setup considerations for Candidate Self-Scheduling.

Context
Candidate Self-Scheduling enables you to:
• Create predefined calendars for recruiting events, such as mass interviews or orientations, at any stage
in the recruiting process.
• Schedule, reschedule, and cancel events on behalf of a candidate.
• Send tasks to external candidates through Candidate Home so they can schedule themselves for an
event.
• Send tasks to internal candidate through their Inbox.
• Track event activity and calendar availability.
Candidate Self-Scheduling enables candidates to reserve, reschedule, view, and cancel time slots for
events.

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Steps
1. Edit Domain Security Policies.
Configure these security domains in the Recruiting functional area:
• Manage Candidate Recruiting Self-Schedule Event
• Manage Job Requisition Recruiting Self-Schedule Calendars
• Manage: Recruiting Self-Schedule Events
• Self-Service: My Scheduled Recruiting Events
• Set Up: Recruiting
• Set Up: Recruiting Self-Schedule Calendar
2. Configure the Candidate Self-Schedule Event business process.
See Steps: Configure the Candidate Self-Schedule Event Business Process on page 259.
3. Set Up Assignable Roles.
Configure the Workday delivered Self-Schedule Event Leader role to give access to workers who
might not normally be able to view specific candidate information. This role can be assigned to
calendar schedules by those security groups listed in Assigned by Security Groups on the Maintain
Assignable Roles task.
4. Steps: Set Up Profiles and Profile Groups.
Add the:
• Scheduled Events profile group to the Candidate Profile.
• Self-Scheduled Events report to the Scheduled Events profile group. This report contains a
section for Awaiting Actions and another for Scheduled.
5. Access the Create Off-Site Recruiting Location task.
Create Off-Site Recruiting locations if you have events that are held at external locations such as hotels
or convention centers. This task behaves the same as the Create Location task except that Off-Site
Recruiting is automatically assigned as the Location Usage. You can set a date on which the location
is no longer valid.
See Create Locations.
6. Access the Maintain Recruiting Self-Schedule Calendar Types task.
Create calendar types, such as Group Interview, Orientations, or On-site Assessments, and associate it
with a recruiting stage. You can have more than 1 calendar type mapped to the same recruiting stage.
Also define the messages candidates see when they access the self-scheduling task on Candidate
Home.
7. Access the Create Recruiting Self-Schedule Calendar task to create a new calendar.
Candidate Visibility Range limits the range of dates (within the start and end date of the calendar) that
a candidate can select when scheduling a time slot.
Example: On January 5, a candidate goes to schedule a time slot. The calendar schedule has start and
end dates of January 1 - January 31. The visibility range is 2 days and 10 days. Workday uses the date
that the candidate initiated the scheduling and adds the number of days of the visibility range to it. The
candidate can select from time slots available on January 7 through January 15.
8. Access the Assign Recruiting Self-Schedule Calendars task.
You can assign more than 1 calendar to an evergreen or job requisition. Example: Job requisition
(JR-10026) can have:

Calendar With Calendar Type Mapped to

Assessment Calendar Skills Test Assessment Stage
Interview Calendar Interview Interview Stage
Orientation Calendar Orientation Ready for Hire

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Result
When you move a candidate to a stage that has the Candidate Self-Schedule Event action step, Workday:
• Creates a Candidate Self-Schedule Event.
• Sends a task to the:
• Registered Candidate Home account of the candidate.
• Inbox of the internal candidate.

Next Steps
Manage candidate self-schedule events.
Related Information
Concepts
Setup Considerations: Candidate Self-Scheduling on page 254

Steps: Manage Candidate Self-Schedule Events

Prerequisites
Set up candidate self-scheduling.
Move candidates to a stage that has the Candidate Self-Schedule Event action step.

Steps
1. Schedule, reschedule, and cancel time-slots on behalf of a candidate.
Use the Awaiting Action or Scheduled tabs on the candidate profile to manage time-slots on behalf of
the candidate.
2. Use these reports to manage calendars and events:
For calendars:
• All Recruiting Self-Schedule Calendars
• Delete Recruiting Self-Schedule Calendars
• Edit Recruiting Self-Schedule Calendars
For events:
• My Recruiting Self-Schedule Event Roster
• Recruiting Self-Schedule Calendar Availability
• Recruiting Self-Schedule Event Roster

Steps: Configure the Candidate Self-Schedule Event Business Process

Context
Configure the Candidate Self-Schedule Event business process to enable external or internal candidates to
reserve time-slots for a calendar event.

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Steps
1. Create a default definition for the Candidate Self-Schedule Event business process type.
a) Access the Create Business Process Definition (Default Definition) task.
Workday recommends that you only include the initiation step in the business process definition.
b) Select Business Process Policy > Edit from the Actions menu on the Candidate Self-Schedule
Event business process.
Workday recommends that you add Candidate As Self on the initiating action. Add Employee As
Self to View All or View Completed, if you want employees to see a confirmation message when
they’ve self-scheduled for an event.
c) Select Business Process > Add Notification from the Actions menu on the Candidate Self-
Schedule Event business process.
As you complete this task, consider these types of notifications:

If you want an email sent to the candidate to Then:

confirm that they’ve:
A Schedule Your Event task on Candidate Trigger(s) = On Entry for Initiation
Home when candidate doesn't have a
Candidate Home account.
A Schedule Your Event task on Candidate Trigger(s) = On Entry for Initiation
Home when candidate has a Candidate Home
account.
Scheduled a time slot. Trigger(s) = Trigger on Status for Completed
Rescheduled a time slot. Trigger(s) = Trigger on Status for Corrected
Canceled a time slot. Trigger(s) = Trigger on Status for Rescinded
d) Activate Pending Security Policy Changes.
2. Add Candidate Self-Schedule Event as an action step to 1 or more of these business processes.

Business Process Where to add

Assess Candidate Before Make Decision step.
Background Check Before any Review or Approval steps and before
Make Decision step.
Employment Agreement Before any Review or Approval steps and before
Make Decision step.
Interview Before Make Decision step
Offer Before any Review or Approval steps and before
Make Decision step.
Ready to Hire Before or after Completion step.
Reference Check Before Make Decision step
Review Candidate Before any Review or Approval steps and before
Make Decision step.
Screen Before Make Decision step.

See Steps: Configure Business Process Definitions.

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Duplicate Candidate Merging

Setup Considerations: Duplicate Candidate Merging
You can use this topic to make configuration decisions for duplicate candidate merging. It explains:
• Why to set it up.
• How this feature fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
With Workday Recruiting match and merge functionality, you can identify potential duplicate candidates
and merge a candidate to a:
• Contingent worker.
• Candidate.
• Pre-hire.
• Previous worker.

Business Benefits
Duplicate candidate merging enables you to:
• Keep important and up-to-date candidate information on a single record.
• Expedite the recruiting process for high-volume positions.
• Reduce recruiter workload by merging candidates early in the recruiting process.

Use Cases
You can use duplicate candidate merging to:
• Identify duplicate candidates who apply for jobs through external career sites.
• Identify previous or seasonal workers by asking candidates previous worker questions.
• Merge confidential candidates or candidates with confidential job applications to other candidates,
contingent workers, or former workers.

Questions to Consider

Questions Considerations
How do you want to merge duplicates? You can merge duplicates manually or
automatically.
When you enable automatic candidate merging,
Workday automatically merges candidates based
on specific matching criteria to help you save time.
You can merge candidates manually when they
don't meet the criteria for automatic candidate
merging. Example: Workday doesn't automatically
merge candidates if at least 1 of them has a
Candidate Home account.

Which types of duplicates do you want to merge? You can merge candidates to:

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Questions Considerations
• Contingent workers
• Other candidates
• Pre-hires
• Previous workers
• Terminated workers
Workday identifies duplicate pre-hires when they’re
eligible for hire and share the same country.
You can merge candidates who apply through an
external career site with their active contingent
worker profile.
Workday enables you to merge confidential
candidates or candidates with confidential job
applications to:
• Contingent workers
• Former workers
• Other candidates
• Terminated workers

When do you want to identify and manage You can add the duplicate candidate merging as a
duplicates? required step at any stage of the recruiting process.
When you include previous worker questions on
your external career site, external candidates can
identify themselves as previous workers. You can
display responses to previous worker questions
on the candidate grid to make recruiters aware of
potential duplicates early in the recruiting process.
You can configure Workday to prevent a referral
when:
• The candidate applied for the job requisition
previously.
• There's a duplicate prospect for the same job
requisition or job area.
• The person already exists anywhere in
Workday.
You can configure Workday to notify recruiters of
potential duplicate agency candidates for review.

Recommendations
To avoid duplicate candidates, enable candidates to identify themselves as previous workers.

Requirements
No impact.

Limitations
You can't:
• Automatically merge 2 candidates when at least 1 of them has a registered Candidate Home account.

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• Merge external candidates with active internal employees.

• Merge a candidate to a worker who has an in-progress event. Example: Personal information change or
future-dated Hire event.
• Merge records when the source record has an in-progress event. Example: You can't merge a pre-hire
with an in-progress Hire event to a previous worker.
• Unmerge records that have an in-progress or completed Hire event.

Tenant Setup
You can enable automatic candidate merging on the Edit Tenant Setup - Recruiting task.

Security

Domains Considerations
Candidate Merge domain in the Recruiting Users secured to this domain with View and Modify
functional area. access can view and merge potential duplicate
candidates. Users with View access can't take
action on duplicates.
Former Worker Storage domain in the Staffing Users secured to this domain can access
functional area. information on former workers.

Business Processes
You can add:
• Duplicate candidate merging as a To Do step on the Job Application business process.
• Condition rules to To Do steps to review responses to previous worker questions and send a task to
recruiters to review and manually merge duplicates.

Reporting

Reports Considerations
Find Duplicates for Candidate Use this report to view and manually merge or link
duplicate records.
Merged Candidates Use this report to review merged and unmerged
records.

Integrations
You can use the Put Candidate web service to mass load candidates. When you enable automatic
candidate merging, Workday searches for duplicates created with the Put Candidate web service.

Connections and Touchpoints

Duplicate candidate merging interacts with these parts of Workday:

Features Description
Cash When merging, Workday takes this pre-hire data
into account:
• Ad hoc payment status.
• Ad hoc payment template status.

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Features Description
Expenses When merging, Workday takes this expenses data
on candidate and pre-hire records into account:
• Credit card transactions.
• Expense item attributes.
• Expense payees.
• Expense payments.
• Expense reports.
• Mobile expenses.
• Spend authorizations.
• Ticket details.

Learning When merging, Learning takes this pre-hire data

into account:
• Contact person for a course offering.
• Learning history.
• Learning paths.
• Topics.

Settlements When merging, Workday takes this payment data

on pre-hire records into account:
• Ad hoc payments.
• Expense payments.

Student The Match and Merge process suggests potential

duplicates for merging.
Talent When merging, Talent takes this pre-hire data into
account:
• Awards and activities.
• Certifications.
• Competencies.
• Education.
• Internal projects.
• Job history.
• Languages.
• Professional affiliations.
• Skills.
• Training.
• Work experience.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Manual Candidate Merging and Linking on page 267
Concept: Automatic Candidate Merging on page 269
Tasks
Identify Duplicate Recruiting Agency Candidates on page 363

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Merge Duplicate Candidates

Prerequisites
• If candidate merging isn't enabled in your tenant, enable it on the Enable Candidate to Person
Merging task.
• Security:
• Candidate: Global Search and Candidate Merge domains in the Recruiting functional area.
• Exit Interview and Former Worker Storage domains in the Staffing functional area.

Context
Workday Recruiting Match and Merge automatically identifies potential duplicate records for a candidate
and enables you to:
• Manually merge a candidate to another candidate, pre-hire, former worker, or contingent worker.
• Unmerge records.
You can merge Internal Candidate to External Candidates.
You can't merge Internal Candidate with Workers or Pre-hires.
Merge events have a:
• Source (the candidate that you want to merge).
• Target (the worker or candidate with whom you want to merge the Source).
The Source is the candidate:
• Who applied to a job on the external career site.
• Created by the Put Candidate web service.
• From whose profile you initiate the merge on the Duplicates tab.
• Whose name you enter in the Find Duplicates for Candidate report.
Note: You can now opt in to the new Duplicate Management Framework. After you opt in, you can't
opt out and won't be able to access the Workday Recruiting Match and Merge functionality. For more
information, see:
• Duplicate Candidate Merging/Duplicate Management Framework Feature Comparison
• Steps: Set Up the Duplicate Management Framework for Recruiting on page 272

Steps
1. Access the Edit External Career Site task.
Complete the Apply - Previous Worker section to check whether external candidates previously
worked at your company. Workday uses candidate answers to flag potential duplicates.
2. (Optional) Access the Edit Tenant Setup - Notifications task.
Configure Workday to send a notification to the email address associated with a deactivated Candidate
Home account.
a) In the Notification Delivery Settings section, access the Recruiting parent notification type.
b) Configure the Candidate Home Account Deactivated notification category.
See Reference: Edit Tenant Setup - Notifications.
3. Access the Find Duplicates for Candidate report.
4. Select a candidate and click OK to advance to the list of potential duplicates for that candidate.

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5. Select an action on the Merge column:

• Merge: Merges the candidate to the selected record.
Clicking Remove prevents that record from displaying as a duplicate for the candidate in future
searches.
If you merge a candidate to a former worker, Workday uses the former worker information when you
hire the candidate. This type of merge might trigger data updates on the former worker record. All
processes triggered by the merge have (Merge) appended to the process name.
Before merging a person record, close all other browser tabs, windows, and mobile instances where
that record is open.
6. If you want to merge the candidate with a person not shown on the Potential Duplicates grid, click
Merge with Other.
Search for a person with whom you want to merge the candidate. The Last Name that you enter must
fully match the person's last name.
Example: If you want to search for a terminated worker named Ava Coulson-Greene, enter Coulson-
Greene in the Last Name field.

Result
Workday automatically sets these types of records as the Target when you merge them with a candidate:
• Candidates with a Candidate Home account, except when you merge 2 candidates with different
accounts.
• Contingent workers.
• Terminated workers.
When you merge a candidate with a terminated worker, Workday:
• Automatically sets the terminated worker as the Target.
• Updates the terminated worker profile with candidate information, including their:
• Contact information.
• Legal name.
• Marks the merged record as a former worker on the job application.
When you merge a:
• Candidate who has a Candidate Home account with a contingent or terminated worker, Workday
automatically sets the worker as the merge Target. You can't select any of these record types as a
Source for merging.
• Prospect created through Prospect Introduce Yourself with another prospect, Workday displays Terms
and Conditions from the merge Target and not the merge Source in the merged record. Terms and
Conditions for the Source are still available in audit reports.
When a prospect applies on an external career site that requires a Candidate Home account, Workday
creates a candidate record independent of the prospect record. The 2 records don't merge automatically.

Next Steps
Review merged records on the:
• Candidate profile.
• Merged Candidates report.
You can use these report fields to identify and report on merge targets and the former or terminated worker
that a candidate was merged to:
• Candidate is Merge Target
• Merged Former Worker

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• Merged Terminated Worker

To restore a merged record to its original state, click the Unmerge button on the Merged Candidates
report. All actions you take on the merged record, such as creating a job application, transfer to the target
record of the original merge. You can't unmerge records when:
• There's an in-progress or completed Hire event.
• The source record is purged.
Related Information
Tasks
Create External Career Sites on page 326
Steps: Set Up Duplicate Management

Concept: Manual Candidate Merging and Linking

You can view and manually link or merge potential duplicate records on the:
• Find Duplicates for Candidate report.
• Duplicates tab on the Overview profile group of the candidate profile.

Possible Actions on Duplicate Records

Workday enables you to take action on duplicate records, depending on the source and target of the merge
event. On the grid below:
• The top row lists potential merge targets.
• The first column lists potential merge sources.

ProspectCandidate
Candidate
Pre- Pre- Terminated
Former Active Pre- Active
without with Hire Hire Worker Worker Contingent
Hire Worker
Candidate
Candidate
with Worker with
Home Home Candidate Initiated
Account Account or
Future-
Dated
Hire
ProspectMerge Merge Merge Merge Merge Merge Merge Merge N/A N/A
Candidate
Merge Merge Merge Merge Merge Merge Merge Merge N/A N/A
without
Candidate
Home
Account
Candidate
Merge - Merge - Merge Merge Merge Merge Merge Merge N/A N/A
with CandidateCandidate- Latest
Candidate
Home Home updated
Home account account primary
Account moves moves email
to to address
target target becomes
Candidate
Home
account
username
Candidate
Merge Merge Merge Merge Merge Merge Merge Merge N/A N/A
with

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ProspectCandidate
Candidate
Pre- Pre- Terminated
Former Active Pre- Active
without with Hire Hire Worker Worker Contingent
Hire Worker
Candidate
Candidate
with Worker with
Home Home Candidate Initiated
Account Account or
Future-
Dated
Hire
Pre-
Hire
and
Without
Hire
Events
Candidate N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
with
Pre-
Hire
and
Initiated
Hire
Event

You can't merge a candidate to a worker who has an in-progress event, such as a personal information
change or future-dated hire event.
You can't merge 2 candidates if at least 1 candidate's Job Application event is complete.
If you unmerge 2 candidates who previously had different Candidate Home accounts, Workday restores
both accounts. You can't unmerge candidates out of order. Example: If you merge 2 candidates, then
merge the record with a third candidate, you must undo the second merge before you undo the first.
When you merge a prospect created through Prospect Introduce Yourself with another prospect, Workday
displays Terms and Conditions for the merge Target and not the merge Source. Terms and Conditions for
the Source are available in audit reports.

Duplicate Record Identification

Workday compares this information on both records to find and display potential duplicates for a candidate:

Type Description
Candidate name At least one of these combinations must be an
exact match:
• First letter of the First Name and full Last
Name.
• Full First Name and Last Name.

Contact information The Phone Number or Email must be an exact

match. Only available for candidate-to-candidate
matching.
Workday doesn't match phone numbers if the
formatting differs. Example: 555-1234 doesn't
match with 5551234.

Date of birth Must be an exact match.

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Type Description
National ID You can merge records with national IDs that have
different expiration or issue dates when the national
ID type and ID are the same.
You can't merge 2 records that have different
values for the same type of national ID. If both the
source and target records have national IDs of the
same type, either:
• All of the source's national IDs of that type must
be contained within the target's IDs of the same
type, or
• All of the target's national IDs of the same type
must be contained within the source's IDs of the
same type.
Example: You can merge 2 records if the source
and target share the same SSN (Social Security
Number) and the source has an additional SSN.
However, you can't merge the records if they share
the same SSN, but both of them have additional,
different SSNs.
Workday doesn't compare government IDs when
identifying duplicate candidates.

Previous worker questions If you enable previous worker questions on the Edit
External Career Site task, Workday compares
existing worker data with these candidate answers:
• Previous work email.
• Employee ID.
If at least one of these answers matches with
a former or terminated worker, Workday also
compares their data with these candidate answers
for increased accuracy:
• Manager name.
• Work location.

Social media At least 1 of these fields must be an exact match:

• LinkedIn URL
• Twitter User Name
• Facebook URL
• Google+ URL

Concept: Automatic Candidate Merging

When you enable automatic candidate merging on the Edit Tenant Setup - Recruiting task, Workday:
• Searches for duplicates for a candidate who applies to a job on an external career site.
• Automatically merges the candidate with any duplicates.
Workday checks for duplicates within these candidate populations:
• External candidates.
• Candidates created from the Create Job Application related action off a prospect.

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• Prospects and candidates created with the Put Candidate web service.
Workday automatically merges 2 candidates when their First Name and Last Name are exact matches
and at least 1 of these fields is an exact match:
• Phone Number
• Email Address
• LinkedIn URL
• Twitter User Name
• Facebook URL
• Google+ URL
Workday doesn't automatically merge 2 candidates if at least 1 of them has a registered Candidate Home
account.

Concept: Confidential Candidate Merging

Workday enables you to merge confidential candidates or candidates with confidential job applications to:
• Other candidates.
• Contingent workers.
• Former workers.
If you have access to view them, confidential candidates display on the:
• Duplicates tab on the candidate profile.
• Find Duplicates for Candidate report.
The prospect on the merged record has the same confidential or nonconfidential status as the target
person. If the target person has no prospect, the merged prospect has the same confidential or
nonconfidential status as the source candidate's prospect.
Individual job applications retain their confidential or nonconfidential status. If you unmerge, prospects
and job applications revert to their original confidential or nonconfidential status. Confidential and
nonconfidential prospects can have confidential job applications.
Example of merging confidential candidates to other candidates:

Source Prospect Source Job Target Prospect Target Job Merged Record
Application Application Information
Confidential Job application 1 Nonconfidential Job application 2 • Nonconfidential
(confidential) (nonconfidential) prospect.
• Job application
1 (confidential).
• Job
application 2
(nonconfidential).

Confidential Job application 1 Nonconfidential Job application 2 • Nonconfidential

(nonconfidential) (nonconfidential) prospect.
• Job applications
1 and 2
(nonconfidential).

Nonconfidential Job application 1 Confidential Job application 2 • Confidential

(nonconfidential) (confidential) prospect.
• Job
application 1
(nonconfidential).

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Source Prospect Source Job Target Prospect Target Job Merged Record
Application Application Information
• Job application
2 (confidential).

Nonconfidential Job application 1 Confidential Job application 2 • Confidential

(confidential) (confidential) prospect.
• Job applications
1 and 2
(confidential).

Confidential Job application 1 No prospect Job application 2 • Confidential

(nonconfidential) (nonconfidential) prospect.
• Job applications
1 and 2
(nonconfidential).

Example of merging confidential candidates or candidates with confidential job applications to former or
contingent workers:

Source Target Former or Contingent Merged Record Information

Worker
Confidential prospect No prospect Confidential prospect
Confidential job application No job application Confidential job application
Confidential prospect Confidential prospect Confidential prospect
Confidential job application Confidential job application Confidential job application
Confidential prospect Nonconfidential job application • Nonconfidential prospect
• Nonconfidential job application

Confidential job application Nonconfidential job application • Nonconfidential candidate

• Nonconfidential job application
• Confidential candidate
• Confidential job application

Confidential prospect Nonconfidential prospect Nonconfidential prospect

Confidential job application Nonconfidential prospect • Confidential candidate
• Confidential job application

Related Information
Concepts
Concept: Confidential Job Requisitions, Prospects, and Candidates on page 206

Troubleshooting: Candidate List Grid and Candidate Custom Report Performance

To find duplicate candidates, you can use a calculated field in a business process condition on a job
application. Example: Create a calculated field and add a condition to the Review business process that
notifies the primary recruiter of duplicate candidates.

Users report performance issues on the candidate list grid.

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Cause: The candidate list grid uses invalid calculated fields.

Solution:

Steps
Security: Set Up: Recruiting domain in the Recruiting functional area
1. Access the Candidate List Assignment task.
2. Open the default grid in a new tab.
3. Remove these invalid calculated fields:
• Duplicate Candidates
• Duplicates Found

Users report performance issues on candidate custom reports.

Cause: The custom reports use invalid calculated fields.
Solution:

Steps
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports
1. Search Workday for these invalid calculated fields using the field: search prefix.
• Duplicate Candidates
• Duplicates Found
2. Select the calculated field from the search results.
3. In the Closely Related Indexed CRF section, select the field from the Object Details column of the
Where Used grid.
4. Select the Where Used tab to view the usage count and custom reports containing the calculated field.
5. Access each custom report listed in the Object Details column and remove the calculated field.
Related Information
Concepts
Setup Considerations: Calculated Fields
Concept: Calculated Fields

Duplicate Management Framework for Recruiting

Steps: Set Up the Duplicate Management Framework for Recruiting

Prerequisites
Review setup considerations for the Duplicate Management.
Access the Maintain Functional Areas task to enable the Duplicate Management functional area.
Security: These domains in the Duplicate Management functional area:
• Set Up: Duplicate Management
• Manage: Duplicate Records for a Person
• Manage: Duplicate Records for the Tenant

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Context
Workday Recruiting supports the Duplicate Management Framework, enabling you to find, merge, and
unmerge duplicate candidates and prospects in Workday.

Steps
1. Steps: Set Up Duplicate Management.
2. (Optional) Configure profile groups.
Access the Configure Profile Group task to add the Duplicates worklet to these profile groups:
• Duplicates for Candidate Profile
• Duplicates for Prospect Profile
• Overview for Candidate Profile
• Overview for Prospect Profile
3. (Optional) Configure the Duplicate Check or Review step on the Agency business process.
Workday displays an Identified Potential Duplicates grid in your inbox for you to review potential
duplicates for the agency candidates you submitted based on your configured match rules.
4. (Optional) Configure a Duplicates card on the Summary tab of candidate and prospect profiles.
The Duplicates card displays up to 5 potential duplicates on the candidate or prospect profile. To
configure the card:
a. Access the Configure Profile Summary task.
b. Select Candidate Profile or Prospect Profile.
c. Add the Duplicates Overview card.
The Duplicates card doesn't currently support masked profiles.

Result
Workday ensures that the referrals policy that you configure on the Edit Tenant Setup – Recruiting task
persists when you opt in to the Duplicate Management Framework. The framework identifies duplicates
based on your configured duplicate referrals policy and match rules.
Workday flags any potential duplicates for referrals when you use these tasks:
• Create a Referral Exception
• Refer a Candidate
The Refer a Candidate task initiates the Refer a Candidate business process and displays a grid listing
potential duplicates on the Review Refer a Candidate page.
When creating a new prospect, Workday checks the New Prospect Details that you enter or the curriculum
vitae/resumé you upload for potential duplicates. Workday displays a list of potential duplicates for you to
review, enabling you to continue working with an existing record if you find an exact match.

Next Steps
• Find Duplicate Records in the Tenant
• Merge Duplicate Records
Related Information
Concepts
Setup Considerations: Duplicate Management
Reference
2020R2 What's New Post: Duplicate Management Framework
Duplicate Candidate Merging/Duplicate Management Framework Feature Comparison

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Reference: Duplicate Management Framework Report Fields for Recruiting

Workday provides these report fields that you can use to identify duplicates in the recruiting process when
using the Duplicate Management Framework:

Report Field Description

Duplicate Candidates Found for the Referral This field has a value of Yes (true) if there are
potential duplicate candidates for a referral
candidate or job application.
Duplicate Candidates Found for the Same Job This field has a value of Yes (true)if there are
Requisition potential duplicate candidates for a referral for the
same job requisition.
Duplicates for Candidate The potential duplicate candidates, pre-hires,
workers (employee or contingent), former workers,
terminated workers, or retirees for a candidate.
Duplicates for Prospect or Job Application The potential duplicate candidates, pre-hires,
workers (employee or contingent), former workers,
terminated workers, or retirees for a job application.
Duplicates for Recruiting Event The potential duplicate candidates, pre-hires,
workers (employee or contingent), former workers,
terminated workers, or retirees for a candidate
included in a recruiting event.
Duplicates Found for Candidate This field has a value of Yes (true) if the candidate
has any potential duplicate:
• Candidates
• Former workers
• Pre-hires
• Retirees
• Workers (employee or contingent)
This field excludes confidential candidates. For
optimal performance, don’t use this field in the
Candidate List grid or in calculated fields in custom
reports.
Duplicates Found for the Prospect, Referral, This field has a value of Yes (true) if the prospect or
and Job Application job application has any potential duplicate:
• Candidates
• Former workers
• Pre-hires
• Retirees
• Workers (employee or contingent)
This field excludes confidential candidates. For
optimal performance, don’t use this field in the
Candidate List grid or in calculated fields in custom
reports.
Duplicates Found for Recruiting Event This field has a value of Yes (true) if the recruiting
event has any potential duplicate:
• Candidates
• Former workers

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Report Field Description

• Pre-hires
• Retirees
• Workers (employee or contingent)
This field excludes confidential candidates. For
optimal performance, don’t use this field in the
Candidate List grid or in calculated fields in custom
reports.
Duplicates Found for the Job Requisitions This field has a value of Yes (true) if any of
(Recruiting Agency Candidate) these person types are potential duplicates of
the recruiting agency candidate for the same job
requisition:
• Candidates
• Former workers
• Pre-hires
• Retirees
• Workers (employee or contingent)
This field excludes confidential candidates.
Duplicates Found for the Recruiting Agency This field has a value of Yes (true) if the recruiting
Candidate agency candidate has any potential duplicate:
• Candidates
• Former workers
• Pre-hires
• Retirees
• Workers (employee or contingent)
This field excludes confidential candidates.
Duplicates Found with Conflicting Ownership This field has a value of Yes (true) if there are
Periods potential duplicate candidates for a recruiting
agency candidate under conflicting ownership
periods. This excludes confidential candidates.

External Candidate References

Steps: Set Up External Candidate References

Context
You can streamline the recruiting process to collect referees from external candidates during the job
application process. Workday sends referees an email that enables them to submit a reference for the
external candidate. Referees can decline to send a reference, and Workday enables the recruiter to collect
more references using the Manage References inbox task.

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Steps
1. Edit Business Processes.
Enable these Reference Check business process steps as tasks that recruiters can use to manage
reference details:
• Add References
• Manage References
• Reference Check Decision
• (Optional) Review Add References
Security:
• Manage: Assign Reference Templates domain in the Recruiting functional area.
• Manage: External References domain in the Recruiting functional area.
• Candidate Data: Reference Check Results domain in the Recruiting functional area.
• Self-Service: External References domain in the Recruiting functional area.
• Set Up: External References domain in the Recruiting and Talent Pipeline functional areas.
2. Access the Maintain Referee Relationship Types task.
Create candidate relationship types for referees.
3. Hide or Require Optional Fields.
Select Add References and configure these fields:
• Contact me before reaching out to referee
• Company Name
• Job Title
• Phone Number
• Relationship Type
You can't optionally configure these fields:
• Email Address
• Name
4. Configure Questionnaires and Questions.
Create a Reference Check type questionnaire.
5. Create Reference Templates on page 277.
6. Access the Maintain Reference Template Rules task.
Use condition rules to assign reference templates to a specific job requisition. You can view the
reference template assigned to a job requisition on the Details tab.
7. (Optional) Access the Assign Reference Template task to change the reference template used on a
job requisition.
Security: Manage: Assign Reference Templates domain in the Recruiting functional area.
8. Access Edit Tenant Setup - Notifications task.
In the Notification Delivery Settings section, select the Business Process tab. As you complete the
Custom Business Process Notifications section, select:
• Email for the Channel prompt.
• Immediately for the Default Frequency prompt.
Security: Self-Service: External References domain in the Recruiting functional area.
See Reference: Edit Tenant Setup - Notifications.

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9. Create Custom Notifications

On the Reference Check business process, to notify candidates about the Add References task,
select:
• Candidate as Self for Recipients.
• On Entry of Add References for Trigger on Status.
To notify referees about the reference, select:
• Referee as Self for Recipients.
• On Shared Participation Step of Manage References for Trigger on Status.
10.Create Calculated Fields.
To collect questionnaire answers, create a Referee (from Reference) calculated field on the
Questionnaire Answers business object.
Security: Candidate Data: Reference Check Results domain in the Recruiting functional area.

Result
Recruiters can collect references and resend referee links. When recruiters resend referee links:
• Workday resends all notifications associated with the Manage References step of the Reference Check
business process.
• Any step delays don't respect the Step Delay, but Workday does respect the Notification Delay.
When a candidate gets purged, you can also purge their references and associated referees.

Next Steps
Configure the term referee with a custom label.
Related Information
Tasks
Create Custom Labels
Reference
2020R2 What's New Post: External Candidate References

Create Reference Templates

Prerequisites
Security: The Set Up: External References domain on the Recruiting and Talent Pipeline functional areas.

Context
You can create reference templates to assign to different job requisitions. The reference templates enable
you to add questionnaires in the reference.

Steps
1. Access the Create Reference Template task.
2. As you complete this task, consider:
Option Description
Inactive Select this check box if you want to use the
template in the future. You can also select this
check box for an existing template that you no
longer want to use.

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Option Description
Minimum The minimum number of references you'd like to
collect for the job requisition.
Maximum The maximum number of references you'd like to
collect for the job requisition.
Help Text to Candidate Instructions to help guide candidates on which
referees they need to submit.
Default Questionnaire The questionnaire you configured for this type of
reference.
Referee Relationship Type Select the referee relationship types that can
submit a reference. Example:
• Coworker
• Customer
• Employee
• Friend
• Manager
• Mentor

Default Questionnaire Override You can override the default questionnaire and
assign different questionnaires for the referee
relationship types.

Result
You have a template for the references you want to collect.

Next Steps
Assign the external reference template to the desired job requisition. You can also create more templates
to cater to specific job requisitions.
Related Information
Reference
2021R1 What’s New Post: External Candidate References

Concept: External Candidate References

Workday supports the collection of external candidate references. Candidates can submit referees directly
to Workday without having to go through a third-party vendor using the Add References button on external
career sites. Recruiters can then manage those referees from the candidate profile.
Workday enables you to:
• Assign custom reference templates to job requisitions using conditional rules or an override task.
• Create different referee relationship types to collect.
• Create multiple reference templates.
• Create questionnaires for referees to complete and include attachments on the questionnaire.
• Override the default questionnaire and assign different questionnaires for each referee relationship
type.
• Purge a candidate, their referees, and their references.
• Report on references after they’re submitted.
Workday sends the referee request though email. The referee can:

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• Accept to write this reference.

• Decline to write this reference.
• Decline to write this reference and would like Workday to remove their contact information.
You can use these reports to manage reference checks:

Report Description
Reference Check Results Reference check results for job applications with
completed reference check events.
Reference Request Status Referees that haven't submitted a reference for a
job application.

Notifications for Candidates

Setup Considerations: Notifications for Candidates
You can use this topic to help make decisions when planning your configuration and use of notifications for
candidates. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday enables you to create predefined message templates so that recruiters can send email
notifications to candidates. You can send recruiting marketing information or notifications about specific
jobs.

Business Benefits
By configuring notifications for candidates, you can:
• Give recruiters control and flexibility over the content and timing of their emails to candidates.
• Provide consistent communication between recruiters and candidates by creating message templates.
• Improve the candidate experience by reviewing candidate communication history to reduce the risk of
sending duplicate emails.
• Reduce manual effort for recruiters by adding merge fields to message templates.
• Increase efficiency by sending emails to candidates in bulk.

Use Cases
You can use notifications for candidates to:
• Invite 1 or more candidates to apply for a job.
• Decline 1 or more candidates on a job requisition.
• Send follow-up emails to candidates after interviews.
• Notify university prospects of upcoming career events.
• Notify a pool of candidates about new positions.

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Questions to Consider

Questions Considerations
What information do you want to communicate to You can send 2 types of notifications to candidates
candidates? during the recruiting process:
• Emails to candidates who apply for a specific
job. Candidates can't unsubscribe from these
emails.
• Emails to offer marketing information to
candidates that isn't related to a specific job
they've applied for. Example: Information about
a career event involving your organization. You
can enable candidates to unsubscribe from
these emails.

Who is responsible for sending notifications to You can limit certain groups or individuals from:
candidates?
• Creating message templates.
• Editing email content.
• Sending emails.
Example: You can enable recruiting administrators
to create message templates and enable recruiters
to edit and send emails only.
How do you want to communicate with candidates? If you need to contact a large number of candidates
at once, you can email candidates in bulk.
Example: You have a pool of candidates who
weren't hired on a job requisition and you want to
invite them to apply to a different job requisition.
You can also email candidates individually.
How do you want to communicate with candidates You can translate your message templates into
who speak different languages? different languages so that candidates receive
messages in their preferred language.

Recommendations
You can enter or configure a default Reply To email for message templates. If you don't enter a Reply To
email, candidate replies go to the email configured for your tenant.

Requirements
• Create a recruiting communications email template to define the appearance and branding of your
email. Message templates provide the content of your email.
• Create segment-based security groups so that only authorized users are able to create or edit message
templates.

Limitations
• You can't delete message templates once you've created them but you can edit them at any time.
• You can only have 1 active recruiting communications email template at a time.
• You can only send attachments through email.
• Attachments have a size limitation of 7MB.

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Tenant Setup
You can configure settings in the Recruiting section of the Edit Tenant Setup - Notifications task to
enable recruiters to send emails to candidates on an ad hoc basis. You can also set up routing rules for
notifications to specify how you send notifications.

Security

Domains Considerations
Set Up: Message Templates in the System You can create a segment-based security group
functional area. that only enables users in the group to create
recruiting message templates. Example: You
want to enable your recruiting administrator to
create message templates and you don't want your
Learning administrator to have access.
Candidate Communications in the Recruiting Users secured to this domain can send notifications
functional area. to candidates and prospects using message
templates for candidates who have applied for a
specific job.
Invite to Apply in the Recruiting functional area. Users secured to this domain can invite candidates
to apply for other job requisitions using message
templates for marketing information.

Business Processes
You can configure custom notifications that trigger on any business process step or on the status of a
business process. You can also add a timed delay to custom workflow notifications on recruiting-related
business processes. Example: You want to prevent a candidate from receiving a rejection message
immediately after they submit their job application.

Reporting

Reports Considerations
Candidate Communication View a record of communications sent to a
candidate, including:
• Message content
• Attachments
• Sender
• Subject
• Timestamp

Candidate Job Applications Access candidates' job applications and send

notifications to candidates.
Find Candidates Search your entire candidate population and send
notifications to candidates.
My Candidates Search candidates for whom you're the recruiter or
manager and send notifications.

Integrations
To see how candidates interact with your campaigns and engagement plans, you can use the SparkPost
integration to collect email analytics for Recruiting Marketing email notifications.

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Note: Workday no longer uses SparkPost for Email Analytics. We plan to release a new Email Analytics
feature in a future update.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Notifications
Setup Considerations: Workday Messaging
Tasks
Steps: Set Up Workday Notifications
Examples
The Next Level: Ad Hoc Communications

Steps: Configure Access to Fields in Candidate Notifications

Context
You can:
• Enable Workday to create notification system accounts for candidates.
• Set up security to determine which fields candidates can view.
Workday only uses notification system accounts to evaluate security. These accounts don't store
information about candidates.

Steps
1. Access the Edit Tenant Setup - Recruiting task.
Select the Enable Candidate Fields in Notifications check box. When you select this check box,
Workday initiates a background job to create notification system accounts for all candidates.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
2. Edit Domain Security Policies.
Grant View access for the Candidate Notification Receiver security group to any of these domains that
secure your preferred report fields.

Functional Area Domain

Contact Information • Person Data: Work Email
• Person Data: Work Phone

Pre-Hire Process • Pre-Hire Personal Data: Sexual Orientation &

Gender Identity
• Pre-Hire Personal Data: Social Benefits
Locality

Recruiting • Candidate Data: Attachments

• Candidate Data: Bundle Resumes
• Candidate Data: Interview Schedule
• Candidate Data: Job Application
• Candidate Data: Language Skills
• Candidate Data: LinkedIn Recruiter System
Connect

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Functional Area Domain

• Candidate Data: Questionnaires
• Candidate Data: Reference Check Results
• Candidate Data: Offer Details
• Confidential Job Requisitions
• Job Requisitions for Recruiting
• Manage: Assign Reference Templates
• Manage: External References
• Masked Recruiting Candidates
• Move Candidate

Next Steps
To verify that candidates have a notification system account, create a custom report with the Notification
System Account report field on the External or Internal Candidate business object.
Related Information
Reference
2021R2 What's New Post: Fields in Candidate Notifications
Reference: Edit Tenant Setup - Recruiting

Steps: Set Up Notifications for Candidates

Context
You can use the Workday notification framework to send notifications at any stage in the recruiting
process:
• To active candidates who apply to a specific job. Candidates can't unsubscribe from these emails.
• As informational-only recruiting marketing, unrelated to a job the candidate has applied to. Candidates
can unsubscribe from these emails.
In addition to emails, you can also send:
• Mobile push notifications.
• SMS notifications by configuring Workday Messaging.
You can include attachments in emails that you send through the Invite to Apply or Send Message tasks.
The notification framework also enables you to configure message templates for these communications.

Steps
1. Create Segment-Based Security Groups.
Configure these Workday-delivered security segments for the Set Up: Message Templates domain:
• Active Candidate Security Segment
• Recruiting Marketing Security Segment
2. Edit Domain Security Policies.
Configure the security policies for the Set Up: Message Templatesdomain in the System functional area
and these domains in the Recruiting functional area:
• Candidate Communication
• Invite to Apply
3. Activate Pending Security Policy Changes.

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4. Access the Edit Tenant Setup - Notifications task.

In the Notification Delivery Settings section, configure the Active Candidates notification type in the
Recruiting tab:
a. Select the Override Parent Notification Type Settings check box to view the options to configure
individual notification settings.
b. Select a notification routing rule from the Rule prompt, which applies to individual notification types
under the parent.
See Reference: Edit Tenant Setup - Notifications.
Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.
5. Set up Workday Messaging and enable your candidates to opt in to SMS notifications.
See Steps: Set Up SMS Notifications for Candidates on page 284.
6. Enable Candidates to Unsubscribe from Marketing Notifications on page 286.
7. Access the Create Message Template task.
To include a report field in the subject and body of an email or in an SMS message or a push
notification, click the Insert tag icon and select it.
Example: To email a candidate about a job posting that they applied to, add the:
• Job Posting Title field to the Subject text area.
• Job Posting field to the Body text area.
Security: Set Up: Message Templates domain in the System functional area.
8. Create Email Templates.
Select Recruiting Communications from the Email Template Behavior prompt.
Example: Create an email template that includes your company name, company logo, and physical
address.

Next Steps
Send Recruiting Marketing notifications to candidates using the:
• Candidate Actions > Invite to Apply or Candidate Actions > Send Message related action from a
candidate's name.
• Invite to Apply task.
• Invite to Apply or Send Message mass candidate actions on the Candidates tab of a job requisition
profile.
Related Information
Concepts
Setup Considerations: Workday Messaging
Tasks
Steps: Set Up Prospects and Candidates on page 219
Steps: Set Up Message Templates

Steps: Set Up SMS Notifications for Candidates

Prerequisites
Review setup considerations for Workday Messaging.

Context
You can send SMS notifications to internal or external candidates who opt in to receive them. Candidates
can receive these types of notifications through SMS at any stage in the recruiting process:

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• Active Candidates
• Candidate Reminders
• Custom Business Process Notifications
• Recruiting Marketing
You can also enable candidates to view dynamic information from report fields that you include in
notifications.

Steps
1. Set up Workday Messaging and configure notification settings for your tenant.
See Steps: Set Up Workday Messaging in Production.
2. (Optional) Enable candidates and prospects to view data from report fields included in ad hoc
messages and candidate notifications.
See Steps: Configure Access to Fields in Candidate Notifications on page 282.
3. From the related actions of the Recruiting business process you want to create a custom SMS
notification for, select Business Process > Add Notification.
Complete the SMS Message Content section.
4. Manage SMS Preferences for Candidates on page 285.
Opt in or opt out of SMS notifications for external candidates and prospects.

Result
• Internal candidates can opt into SMS notifications on their:
• Contact Information
• Preferences

Next Steps
• You can encourage existing external candidates to opt in to SMS notifications with a message that
includes the Update Contact Information URL report field.
• To identify the candidates who are receiving SMS notifications, you can create a custom report from the
Find Candidates report and add the Opted In to SMS report field as a facet filter.
Related Information
Concepts
Setup Considerations: Workday Messaging
Tasks
Create Custom Reports
Reference
2022R2 What's New Post: Workday Messaging as an Innovation Service

Manage SMS Preferences for Candidates

Prerequisites
• Set up Workday Messaging in your production tenant.
• Add the SMS channel to the notification rule for any of these notification types:
• Active Candidate
• Candidate Reminders
• Custom Business Process Notifications
• Recruiting Marketing
• Security: Candidate Data: SMS Opt-In/Opt-Out domain in the Recruiting functional area.

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Context
Sending SMS notifications enables you to communicate directly with candidates. You can opt in or opt out
of SMS messaging on behalf of external candidates and prospects with Canadian and U.S. mobile phone
numbers (excluding numbers from America Samoa, U.S. Virgin Islands, and United States Minor Outlying
Islands). You can also resend opt-in confirmation texts to remind external candidates and prospects who
haven't replied.

Steps
1. Access the Manage SMS Preferences for Candidate task.
You can also access this task from the Candidate Actions option on the related actions menu of a
candidate.
2. As you complete the task, consider:
Option Description
No U.S. Mobile Phone Displays candidates without a valid Canadian or
U.S. mobile phone number and are ineligible for
opt-in.
You can apply up to 2 criteria to filter the
candidate list.

Candidates Eligible for Opt-In Displays candidates that have at least 1 Canadian
or U.S. mobile phone number.
Select the Opt-In check box for each candidate
you want to opt in to receive SMS.
Workday sends a confirmation text to the
candidates that you opted in to receive SMS
messages.

Candidates with Unconfirmed Opt-In Displays candidates who haven't responded to the
opt-in confirmation, including those:
• Who opted in through a job application.
• For whom a recruiter opted in.
When you select the Opt-Out check box,
Workday cancels the opt-in process for the
candidate.
Candidates Eligible for Opt-Out Displays candidates who have fully opted in to
receive SMS.
Select the Opt-Out check box to opt the
candidate out of receiving SMS messaging.
Candidates won't receive a notification that
they've been opted out when you opt out on their
behalf.

Enable Candidates to Unsubscribe from Marketing Notifications

Prerequisites
Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.

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Context
To help you comply with anti-spamming regulations, you can enable internal and external candidates to
unsubscribe from the following Recruiting Marketing email notifications:
• Invite to Apply
• Send Message (excluding messages referencing job applications).

Steps
1. Access the Edit Tenant Setup - Notifications task.
2. In the Email Compliance section, enter content to display in Recruiting Marketing email notifications.
3. In the Notification Delivery Settings section, select the Recruiting parent notification type.
4. From the Rule prompt, select a routing rule that includes Mute as an allowed frequency.
This rule applies to all individual notification types under the parent, unless you select the Override
Notification Parent Type Settings check box for an individual notification type.

Result
When internal candidates access the Change Preferences task, they can select the Mute frequency for
Recruiting Marketing email notifications.
When external candidates receive a Recruiting Marketing email notification, they can click the
unsubscribe link you entered in the Email Compliance section.
Related Information
Reference
Reference: Edit Tenant Setup - Notifications

Candidate Personal Information

Setup Considerations: Candidate Personal Information
You can use this topic to help make decisions when planning your configuration and use of Workday
Recruiting to collect and manage candidate personal information. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday Recruiting enables you to request, track, and manage candidate personal information, such as
gender identity and ethnicity.

Business Benefits
• Support your regulatory compliance obligations by collecting personal information from candidates at
any stage of the recruiting process.
• Support your compliance with privacy regulations by purging candidate and job application data.
• Analyze hiring trends to help track your diversity goals through metrics and reports.

Use Cases
• Send requests to external candidates to upload a government or national ID and their date of birth.

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• Creating custom reports to access candidate personal information quickly for compliance assessments.
• Send requests to external candidates applying for jobs based in the United States to complete the
Voluntary Self-Identification of Disability form.
• View a summary of the gender and ethnicity of employees your organization hired for the current
quarter.

Questions to Consider

Questions Considerations
What kind of information do you want to collect from You can collect:
candidates?
• Additional nationalities
• Citizenship status
• City of birth
• Country of birth
• Date of birth
• Disability
• Ethnicity
• Gender identity
• Hispanic or Latino
• Marital status
• Military service
• National ID/Government ID
• Primary nationality
• Pronouns
• Region of birth
• Religion
• Sexual orientation
• Social benefits locality
• Veteran status

Do you need to collect different information from The primary location you configure for a job
candidates based on the location of the job? requisition determines the information you can
request from candidates who apply. Example: You
can only collect a candidate's veteran status for job
requisitions based in the United States.
You can configure Workday to hide or require
personal information fields based on country.

What kind of diversity goals do you want to track? Workday enables you to track your diversity goals
by delivering metrics and reports that analyze
candidate gender and ethnicity information. You
can:
• Analyze hiring trends.
• Identify which sources are giving you diverse
candidates.
• Review the diversity of your recruiting pipeline.

Recommendations
To ensure your processes when collecting and managing candidate personal information meet compliance
obligations, seek guidance from your compliance team and legal advisers.

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To avoid purging data unintentionally, test the Purge Person Data task and custom report in your Sandbox
tenant before you purge any data in your Production tenant.
Configure custom notifications to notify candidates of requests for personal information.

Requirements
Access the Maintain Localization Settings task to select the personal information you want to collect
from candidates and configure country-specific settings.

Limitations
Personal information and national and government ID collection are separate steps and tasks.
Workday only supports purge plans for candidates and job applications.

Tenant Setup
You can configure Workday to transfer country, city, and region of birth information from a candidate
record to their pre-hire record by accessing the Edit Tenant Setup- Global task and adding the countries
configured on the Maintain Localization Settings task to these fields:
• Country of Birth for Workers and Dependents in these Countries
• Track City of Birth for Workers and Dependents in these Countries
• Track Region of Birth for Workers and Dependents in these Countries

Security
Configure the Candidate Data: Personal Information domain and the subdomains in the Recruiting
functional area for each item of personal information you want to request from candidates.

Business Processes
You can configure the Personal Information Change business process and add it as a step to
subprocesses of the Job Application business process to collect personal information from candidates.

Reporting
You can use these reports to help you track your diversity goals:

Reports Considerations
Candidate Flow View personal information belonging to candidates
who applied for a job within a specific date range.
Candidate Flow Summary View a summary of candidates according to:
• Ethnicity
• Gender
• Job categories
• Race

Candidate Hire View personal information belonging to candidates

hired within a specific date range.
Candidate Profile Data View stored information on candidates with job
applications such as:
• Assessments
• Attachments
• Personal information

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Reports Considerations
You can also use this report to create custom
reports that provide quick access to candidate
information.

Candidate Search Audit View the results of actions initiated by:

• Automatic stage routing. Example: Automatically
move candidates forward when they meet
certain criteria.
• The Decline and Move Forward buttons.
• The Candidate Job Applications report.

Candidate Source Diversity Metrics - Ethnicity Track how your recruiting sources are helping you
reach your ethnicity and gender diversity goals.
Candidate Source Diversity Metrics - Gender

Diversity Metrics Review diversity information and breakdowns of

ethnicity and gender according to requisition and
job profile.
Pipeline Diversity Metrics - Ethnicity Track how your organization is meeting diversity
goals related to ethnicity and gender.
Pipeline Diversity Metrics - Gender

Quarterly Diversity Metrics - Ethnicity View a summary of the gender and ethnicity of
employees you hired for the current quarter and
Quarterly Diversity Metrics - Gender
past 4 quarters.

Integrations
You can collect candidate personal information through third-party integrations, such as background check
providers, and upload the information to the candidate record.

Connections and Touchpoints

Features Considerations
Benchmark Reporting Workday provides 2 benchmark reports you
can use to track hiring goals for veterans and
individuals with disabilities:
• Veteran Hire Benchmark
• Disability Placement Benchmark

VETS 4212 Report You can use the VETS-4212 report to view the total
number of employees or newly hired employees
who identify as protected veterans.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Request Personal Information from Candidates on page 293
Steps: Purge Person Privacy Data
Reference
The Next Level: Recruiting - Collecting Candidate Personal Information

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Steps: Set Up Government and National IDs for Recruiting

Context
You can ask external candidates with a Candidate Home account to upload a government or national ID at
any stage of the recruiting process. To do this, you configure a candidate task on any of these recruiting-
related business processes:
• Assess Candidate
• Background Check
• Interview
• Offer
• Ready for Hire
• Reference Check
• Review Candidate
• Screen
To enter information on behalf of external candidates, select Edit Government IDs from the related
actions menu of the candidate. This action isn't available for internal candidates.

Steps
1. Access the Maintain Localization Settings task.
a) Select the Personal Information area.
b) For Government ID Info (Candidate) and National ID (Candidate) localization, select the countries
where you want to collect ID information.
This localization, along with access to the Candidate Data: National and Government IDs domain,
determines whether you can select Personal Data > Edit Government IDs from the candidate's
related actions menu.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
2. Edit Domain Security Policies.
Configure the security policy for these domains:
• Self-Service: Government IDs
• Candidate Data: National and Government IDs
3. Edit Business Process Security Policies.
For each recruiting-related business process where you want candidates to enter IDs, assign the
Candidate as Self security group to the Change Government Identifiers action step.
4. Edit Business Processes.
For each recruiting-related business process where you want candidates to enter IDs, add the Change
Government Identifiers step between the Initiation step and Review Decision or Completion steps.
Assign the step to the Candidate as Self security group.
5. Create Custom Notifications.
For each recruiting-related business process where you want candidates to enter IDs, add a notification
to inform the candidate that you're requesting information from them.
a) Select the Do Not Include Notification Details Link check box.
b) In the On Entry field, select Edit Government ID.
c) In the Recipients field, select Candidate.
d) Include either of these report fields:
• External Site Homepage: Link to the external career site where the candidate originally applied
to the job.
• External Career Site Task Link: Link that takes the candidate to the specific task.

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6. Edit Domain Security Policies.

Define the security policy for the Candidate Data: National and Government IDs domain in the
Recruiting functional area.
7. Steps: Set Up Profiles and Profile Groups.
Configure the candidate profile to include government and national IDs. This step adds a Personal tab
and 2 subordinate tabs to the candidate profile. It also removes Personal Information from the Overview
tab.
a) Access the Configure Profile Group task.
b) In the Profile Group field, select Personal for Candidate Profile.
c) Select the Display in Profile check box.
d) Add 2 rows.
In the Report column, select:
• Personal Information
• IDs

Steps: Set Up Veteran Status Identification for Candidates

Context
When candidates apply for a job requisition that has the primary location in the United States, the Office of
Federal Contract Compliance Programs (OFCCP) allows you to ask whether they identify as a protected
veteran.

Steps
1. Access the Maintain Veteran Statuses for Candidates task.
a) (Optional) Enter a Disclaimer Text. This text displays on the Veteran Status Identification Form
for candidates.
b) Give each status a unique Veteran Status Name.
c) Select a Workday-delivered status that corresponds to each Veteran Status Name in the Maps to
column.
You can map more than 1 Veteran Status Name to 1 Workday-delivered status. You can't delete a
status once you use it, but you can inactivate it.
Security: Candidate Data: Personal Information domain in the Recruiting functional area.
2. Access the Create External Career Site or Edit External Career Site task.
Add the Veterans Status field to the Apply - Personal Information section.
Security: Set Up: Career Sites domain in the Recruiting functional area.
3. Edit Business Process Security Policies.
Add the Candidate as Self security group to the Update Candidate U.S. Veteran Status action step for
any subprocess of the Job Application business process.
4. Activate Pending Security Policy Changes.
5. Edit Business Processes.
Add the Update Candidate U.S. Veteran Status action step to the subprocess of the Job Application
business process for which you completed step 3. This step enables you to collect veteran status
information for candidates who didn't enter it when they first applied. You can use condition rules to

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configure which candidates complete this step. Example: Candidates who didn't submit veteran status
information when applying to a job posting on the external career site.
Select these values:

Option Description
Specify Update Candidate U.S. Veteran Status
Group Candidate As Self

Result
Candidates applying to job requisitions in the United States on the external career site can complete the
optional Veteran Status Identification Form. The Update Candidate U.S. Veteran Status action step
sends external candidates a request to enter their veteran status information.
For internal candidates applying to job requisitions in the United States, Workday extracts their military
status from their personal information. If they:
• Have a military status that maps to the Workday-delivered Active Duty military status, Workday
populates their veteran status as IDENTIFY AS A VETERAN, JUST NOT A PROTECTED VETERAN
on the job application.
• Have a military status that maps to other Workday-delivered military statuses, Workday populates
their veteran status as IDENTIFY AS ONE OR MORE OF THE CLASSIFICATIONS OF PROTECTED
VETERANS.
• Don't have any military status information, Workday populates the veteran status as I DO NOT WISH
TO SELF-IDENTIFY.

Steps: Request Personal Information from Candidates

Prerequisites
• Hide or require personal information fields by country on the Maintain Localization Settings task.
• Security: Configure these domains in the Recruiting functional area:
• Candidate Data: Gender Identity
• Candidate Data: Pronoun
• Candidate Data: Sexual Orientation

Context
You can send a request to external candidates at any stage in the recruiting process to provide additional
personal information.
Workday uses the primary location of the job requisition to determine what types of information you can
request. Example: You can collect a candidate's veteran status only for job requisitions based in the U.S.

Steps
1. Set up personal information for candidates.
Selecting the Hide Hispanic or Latino for Person in US check box on the Edit Tenant Setup -
Global task has no impact on collecting this information for candidates.
See Steps: Set Up Personal Information Fields on page 29.
2. Maintain Security Group Permissions.
For the Candidate as Self security group, enable Modify permission on the Self-Service: Personal
Information domain and relevant subdomains.

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3. Edit Business Processes.

Add the Personal Information Change business process as a step to these business processes:
• Assess Candidate
• Background Check
• Interview
• Offer
• Reference Check
• Review Candidate
• Screen
Add the Change Personal Information step between the Initiation step and the Review Decision or
Completion steps. Select Candidate as Self as the Group.
4. Create Custom Notifications.
Set up a custom notification on the Personal Information Change business process to let candidates
know they received a request to provide personal information. To include a link to the external career
site in the notification body, use the External Site Homepage Link report field.
5. Edit Domain Security Policies
Define the security policy for the Candidate Data: Personal Information domain and its associated
subdomains.

Result
Candidates who apply to jobs on the external career site receive an email notification when they move to
a stage that has the Change Personal Information step. Requests for personal information also display as
tasks on Candidate Home.

Next Steps
Update personal information for internal and external candidates from the candidate profile.
To support your compliance obligations, purge candidate data and job applications when you no longer
need them. You can use the:
• Agency Candidates in Progress report field to identify agency candidates for purging that have a
Submit Recruiting Agency Candidate event in progress.
• Candidate Only Has Non-Submitted Job Applications report field to identify candidates who started
a job application but didn't submit it.
• Latest Job Application Created On report field to identify incomplete job applications from a specific
date range.
• Partially Completed Job Application report field to identify incomplete external candidate job
applications that haven't been submitted.
The Candidate Only Has Non-Submitted Job Applications and Partially Completed Job Application
fields exclude:
• Candidates who have at least 1 submitted job application that's not canceled or rescinded.
• Recruiting agency candidates.
• Purged candidates.
To include purged candidates in your custom reports, you can use these data source filters:
• Existing and Purged Job Applications, which won't return purged job applications when used with
search reports.
• My Applied Candidates (Including Purged Candidates)

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Related Information
Tasks
Steps: Purge Person Privacy Data
Reference
Reference: Purgeable Data Types
The Next Level: Recruiting - Collecting Candidate Personal Information
2020R2 What's New Post: Include Purged Candidates in Reports

Steps: Set Up Aboriginal/Indigenous Self-Identification for Candidates

Context
You can configure career sites with options for candidates to self-identify as Aboriginal or Indigenous.

Steps
1. Configure Aboriginal and Indigenous identification for workers.
See Steps: Set Up Aboriginal/Indigenous Identification Details on page 38.
2. Edit Domain Security Policies.
Configure the Candidate Data: Aboriginal/Indigenous Identification domain in the Recruiting functional
area.
3. (Optional) Create External Career Sites on page 326.
As you configure personal information, add both of these fields:
• Aboriginal/Indigenous Identification
• Aboriginal/Indigenous Identification Details
4. (Optional) Create Internal Career Sites for Non-Workers on page 332.
As you configure personal information, add both of these fields:
• Aboriginal/Indigenous Identification
• Aboriginal/Indigenous Identification Details

Result
Candidates can specify how they identify as they complete their application.

Concept: Purging Recruiting Data

To meet privacy regulations and General Data Protection Regulation (GDPR), Workday enables you to
purge Personally Identifiable Information (PII) from your tenant for data types you select.
You can purge specific PII from your Workday tenant for populations you select in a custom report.
Examples:
• Active workers
• Candidates
• Prospects
• Terminated workers
Workday enables you to create and manage purge plans where you can specify data populations to
include in a purge.
Note: When you purge data, you permanently remove it from your tenant. Workday can't reverse or roll
back the data deletion.
To protect against deleting crucial data, Workday recommends that you:
• Grant the ability to purge data to users who understand the purging process and its consequences.

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• Only purge the data that you've tested and confirmed in Sandbox before you purge in your Production
environment.

Person Data Purge

You can use the Purge Person Data task to remove only the PII that you specify in the purge plan. You
can use this task when you periodically need to purge sets of data. Example: For terminated workers.

Single Entity Purge

Workday enables you to purge a single entity like a candidate or a job application using the related
actions menu of that entity. Security groups with access to the Purge Single Entity Data domain can purge
individual records.

Candidate Data Purge

You can purge candidates or candidate documents upon request or when you no longer need them.
Example: Candidate job applications when they've accepted another job.
When you purge a:
• Candidate who you don't hire, Workday removes the candidate PII, their Candidate Home username,
and all documents associated with the candidate.
• Candidate who you hire, Workday removes their Candidate Home username and the Candidate
Documents section from their worker profile.

Worker Data Purge

Workday only purges workers who you:
• Mark as Eligible for Purge in a custom report that you can create using the Purge Person Data task.
• Terminate. You can't purge workers with an active worker position or a pending termination.
Workday doesn't purge:
• Candidates for an open or frozen job.
• Future hires.

Terminated Worker Data Purge

When you purge terminated workers, Workday no longer returns them in searches, and removes all their
PII. For historical headcount purposes Workday:
• Indicates the purged instance as Purged Person wherever their name normally displays.
• Associates any remaining data with Purged Person instead of an identifiable person.
Related Information
Concepts
Concept: Purging Person Privacy Data
Tasks
Steps: Purge Person Privacy Data
Reference
FAQ: Purge Person Data
Reference: Purgeable Data Types

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Collect Candidate Disability Statuses

Prerequisites
Security: Candidate Data: Personal Information domain in the Recruiting functional area.

Context
You can send a request to external candidates to complete the Voluntary Self-Identification of Disability
form at any stage in the recruiting process. The request also displays as a task on Candidate Home.
If you configure the Voluntary Self-Identification of Disability form to display in the job application and in
another stage of the recruiting process, the candidate only receives the form once.

Steps
1. Access the corresponding business process of the stage in which you want external candidates to be
able to self-identify a disability status.
Example: If you want the Voluntary Self-Identification of Disability form to display in the Review
Candidate stage, access the Review Candidate business process.
Note: Ensure that the business process you select is configured as a step on the larger Job Application
business process.
2. Select Business Process > Edit Definition from related actions menu of the business process.
3. Add Update Candidate U.S. Disability Status as an action step on the business process for the
Candidate as Self group.

Next Steps
To change a candidate's disability status, select Candidate > Update Disability Status from the
candidate's related actions menu.
Related Information
Tasks
Steps: Set Up the Recruiting Workflow on page 172
Create External Career Sites on page 326

Troubleshooting: Incorrect Candidates or Job Applications Purged

When you run a custom purge report in your Sandbox tenant, Workday purges the wrong records or more
records than intended.
Note: Purging is permanent and irreversible. Test custom purge reports in your Sandbox tenant before
purging in your Production tenant.
Cause: The custom purge report uses an OR filter condition.
Solution:

Steps
Security: The Purge Person Data domain in the System functional area.
1. Access the Edit Custom Report task.
2. Select your custom purge report.
3. On the Filter tab, replace rows that use OR filter conditions with AND filter conditions.
Related Information
Concepts
Setup Considerations: Data Purging

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Reference
Reference: Event-Specific Best Practices

Candidate Expenses
Setup Considerations: Candidate Expense Reports
You can use this topic to help make decisions when planning your configuration and use of candidate
expense reports. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

You can enable workers to create expense reports on behalf of candidates to reimburse them for incurred
expenses.

Business Benefits
• Analyze candidate expense data to make more informed decisions for HR initiatives.
• Eliminate manual workarounds, such as ad hoc payments and use of noncandidate payee types.
• Expedite reimbursement by routing candidate expense reports to specific reviewers and approvers.
• Reduce data duplication by centralizing candidate expense data in Workday.
• Track and report on recruiting costs for greater spend control.

Use Cases
• Reimburse candidates who incur recruitment costs, such as flights to interview sites and hotel stays.
• Report on job requisition totals, such as total costs for supplier invoices and candidate expenses.
• Submit expense reports that include multiple payee types, such as candidates and employees who
attend the same team lunch.

Questions to Consider

Questions Considerations
What expense data do workers manage? You can configure segmented security to enable
workers to access only candidate expense data.
When you enable segmented security, workers
with:
• Constrained security can work only with
candidate expense data and job applications for
the companies they can access.
• Unconstrained security can access expense
data and job applications for candidates
associated with all companies in their tenant.
When you don't enable segmented security,
constrained and unconstrained workers can select
all nonworker payee types, including candidates,
on the Create Expense Report for Non-Worker

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Questions Considerations
task. However, without the adequate security
permissions, workers won't have the ability to select
specific nonworkers on the Pay To prompt.

How do you manage credit card transactions for Although candidates don't use corporate expense
candidates? credit cards, you can reassign credit card
transactions to them to expense costs incurred on
their behalf.
When you reassign credit card transactions to
candidates, Workday displays the transactions on
their expense reports so you can select them for
inclusion.
When you don't reassign credit card transactions
to candidates, your custom and standard reports
might contain limited expense data, which can
affect your ability to analyze total spend.

What expense report data can you purge for When you select the Financials – Expense Reports
candidates? purgeable data type on the Purge Person Data
task, Workday purges:
• Any memos on the expense report header and
line items.
• The file, filename, and comments on any
attachments.

Recommendations
• For accurate reporting, enable the Job Requisition worktag type on expense reports to track cost totals
for job requisitions.
• When evergreen job requisitions don't have an associated manager or supervisory organization,
configure calculated fields to route expense reports to other reviewers and approvers.

Requirements
• Assign workers with constrained security access to the required companies so that they can access
candidate data and associated job applications.
• To submit expense reports on behalf of candidates, add expense payments as an option on their
payment elections.

Limitations
Candidates don't have the ability to create their own expense reports in Workday.
We don't provide a Candidate worktag for use on expense reports. Instead, you can use these report fields
to report on candidate expenses:
• Expense Payee Type
• Expense Report Payee
Workday doesn't support:
• Confidential job requisitions on candidate expense reports.
• Spend authorizations and cash advances for candidates.

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Tenant Setup
No impact.

Security

Domains Considerations
Candidate Data: Candidate Expenses in the Enables you to create expense reports for
Recruiting functional area. candidates and associate job applications with
candidate expenses.
Process: Credit Card in the Common Financial Enables you to reassign credit card transactions to
Management functional area. candidates.
Process: Expense Reports in the Expenses Enables you to manage expense reports and
functional area. related reporting.
You can configure segmented security on this
domain to enable workers to access only candidate
data on expense tasks and reports.

Manage: Payment Election in the Expenses Enables you to manage payment elections on
functional area. behalf of candidates.

Business Processes
You can configure the Expense Report Event business process to route candidate expense reports for
review and approval. You can also route candidate expense reports to specific reviewers and approvers.

Reporting

Reports Considerations
Find Credit Card Transactions Use to view credit card transactions you reassign to
candidates.
Find Expense Report Lines for Organization Use to view expense report lines for candidates by
organization.
Find Expense Reports Use to view expense reports you create for
candidates.
Find Payments Use to view candidate expense payments:
• For auditing purposes.
• To review payment statuses.

Maintain Worktag Usage Use to enable the Job Requisition worktag type on
expense reports and supplier invoices.
To make manual corrections on journal entries
related to expense reports and supplier invoices,
you can also enable the Job Requisition worktag
type on:
• Accounting journals.
• Ad hoc bank transactions.

When you enable segmented security, you can use these report data sources and their filters to create
custom reports with candidate expense data only:

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• Expense Report Lines and Itemizations

• Expense Report Lines for Company
• Expense Reports for Company
You can configure multiple security segments to enable workers to access expense data for multiple payee
types on custom reports. Example: Create a custom report that includes candidate and student expense
data, but not expense data for external committee members.

Integrations

Web Services Considerations

Get Expense Reports Use to retrieve data for candidate expense reports.
When you enable segmented security, you can use
this web service to retrieve expense data only for
candidates.

Get Payments Use to retrieve data for candidate expense

payments.
Get Settlement Run Custom Filters Use to upload and retrieve data for the custom
filters you create for candidate settlement runs.
Put Settlement Run Custom Filter

Get Payment Election Options Use to upload and retrieve payment election
options for candidate expenses.
Put Payment Election Option

Submit Expense Report for Non-Worker Use to upload data to submit expense reports for
candidates.
When you enable segmented security, you can use
this web service to upload expense data only for
candidates.

Submit Settlement Run Use to upload data to settle and reimburse

candidate expenses.

Connections and Touchpoints

Features Considerations
Accounting Workday automatically generates a Job Requisition
worktag on accounting journal lines associated
with candidate expense reports and their job
applications. We generate this worktag only on
spend journals, not on journals related to:
• Liabilities.
• Payables.
• Payments.

Settlement You can create:

• Custom filters for settlement runs for candidates.
• Settlement runs to settle and reimburse
candidate expenses.

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Features Considerations
Supplier Accounts You can enable the Job Requisition worktag type
on supplier invoices to capture more detailed cost
totals for job requisitions.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Set Up Expense Reports
Create Segment-Based Security Groups
Steps: Create Expense Reports for Nonworkers on page 303
Reference
Reference: Purgeable Data Types
2022R1 What's New Post: Expense Reporting for Candidates
Workday 32 What's New Post: Reassign Expense Credit Card Transactions

Steps: Enable Workers to Create Expense Reports for Nonworkers

Prerequisites
• Set up expense reporting.
• Review setup considerations for nonworker expense reports.

Context
You can enable workers to create and submit expense reports on behalf of these nonworker types as they
don't typically have access to Workday:
• Candidates.
• External committee members (ECMs).
• Students.

Steps
1. Steps: Set Up Security Permissions.
Add workers to the Process: Expense Reports domain in the Expenses functional area and 1 or more of
these domains so they can create expense reports for nonworkers:

Nonworker Domains
Candidate Candidate Data: Candidate Expenses in the
Recruiting functional area.
ECM Committees: View in the Organizations and Roles
functional area.
Student For matriculated students, these domains in the
Student Core functional area:
• Student Data: Student ID
• Student Data: Student Profile
For external students:
• External Student Data: Student ID in the
Personal Data functional area.

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Nonworker Domains
• External Student Data: Student Public Reports
in the Staffing functional area.

2. (Optional) Create Segment-Based Security Groups.

Configure which nonworker types display on the Create Expense Report for Non-Worker task.
3. (Optional) Customize the Expense Report Event Business Process.
Use these report fields to route nonworker expense reports to specific reviewers and approvers:
• Expense Report Pay To is Candidate
• Expense Report Pay To is External Committee Member
• Expense Report Pay To is Student
4. (Optional) Access the Maintain Worktag Usage report.
In the Expense Report section, enable the Job Requisition worktag type to select Job Requisition
worktags manually on these tasks:
• Create Expense Report
• Create Expense Report for Non-Worker: ECMs and students only
• Create Expense Report for Worker
When you add nonworkers on the Attendees prompt on these tasks, you can use the Job Requisition
worktag to associate attendee expenses with job requisitions. Example: You create an expense report
for an employee lunch that a candidate also attends.
Note: Workday always automatically includes Job Requisition worktags on journal lines for candidate
expense reports that you create on the Create Expense Report for Non-Worker task. You can't
remove these worktags as they help ensure accurate accounting and reporting.
Security: Set Up: Enable Worktags domain in these functional areas:
• Common Financial Management
• Worktags
5. (Optional) Define Settlement Run Custom Filters.
Create custom filters for the settlement runs that you make for nonworkers.
6. (Optional) Access the Reassign Expense Credit Card Transactions task.
Reassign credit card transactions to nonworkers to include the transactions on their expense reports.
Security: Process: Credit Card domain in the Common Financial Management functional area.

Next Steps
• Add expense payments on payment elections for nonworkers.
• Create nonworker expense reports and itemize expense lines.
Related Information
Concepts
Concept: Worktags
Reference
2022R1 What's New Post: Expense Reporting for Candidates
Workday 32 What's New Post: Reassign Expense Credit Card Transactions

Steps: Create Expense Reports for Nonworkers

Prerequisites
• Configure the Expense Report Event business process and security policy in the Expenses functional
area.

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• Enable workers to create expense reports on behalf of nonworkers.

Context
You can create expense reports on behalf of these nonworker types to reimburse them for incurred
expenses:
• Candidates
• External committee members (ECMs)
• Students

Steps
1. Maintain Payment Elections.
Add the Expense Payments option on payment elections for nonworkers.
2. Access the Create Expense Report for Non-Worker task.
As you complete the task, consider:
Option Description
Payee Type Workday displays these options when you don't
enable segmented security:
• Candidate
• External Committee Member
• Student
When you enable segmented security, you can
select only the nonworker types for which you
have access.

Pay To You need the adequate security permissions to

select specific nonworkers from this prompt.
You can enter unique student IDs to ensure that
you select the correct student.

Committee Workday displays this prompt when you select

External Committee Member as the payee type.
When ECMs have:
• One associated committee, Workday
populates this prompt automatically.
• Multiple committees, you can select a
committee manually.

Job Application Workday displays this prompt when you select

Candidate as the payee type.
When candidates have:
• One associated job application, Workday
populates this prompt and any related
worktags automatically. This functionality
doesn't apply to evergreen job requisitions.
• Multiple job applications, you can select a job
application manually.

Creation Options Workday doesn't copy:

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Option Description
• Attachments.
• Expense itemizations.
• Quick expenses.

Worktags Use worktags as keywords to more easily classify

and find transactions. Configure the allowed
worktag types on the Maintain Worktag Usage
task. When you select a worktag type that
has related worktags, Workday automatically
populates transactions with the related worktag
values.

Credit Card Transactions Select the reassigned expense credit card

transactions that you want to include on the
expense report.

Next Steps
Create a manual settlement run or schedule an automatic settlement run to settle expense
reimbursements.
Related Information
Tasks
Create Expense Lines
Itemize Expense Lines

Career Sites

Setup Considerations: External Career Sites

You can use this topic to help make decisions when planning your configuration and use of external career
sites. It explains:
• Why to set up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday provides you the ability to create 1 or more external career sites. You can post and market jobs
that candidates can apply to.

Business Benefits
You can configure external career sites to:
• Enable your candidates to complete tasks.
• Support specific countries and locations.
• Use company branding.

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• Enable prospects to submit a resume and additional information without applying to a job, logging in, or
creating an account.
• Define the sections that candidates must complete when they apply for a job.
• Integrate it with your social media recruiting outlets, such as Facebook, Twitter, Glassdoor®, and more.
• Detail terms and conditions by country as well as collect account creation consent.
• Provide job alerts.
Workday also makes it easier for candidates to use Quick Apply, to apply to jobs. Quick Apply populates
fields on the job application from the resume, CV, or previous applications of a candidate. Workday also
performs a virus scan on files that candidates upload using industry standard virus scanning tools, but
doesn't guarantee that all files are scanned or that all viruses are detected.

Use Cases
• Collect information for particular job requisitions from candidates including their skill-set, experience,
and interests to assess their qualifications.
• Candidates can create and manage their account.
• Prospects can submit information and create a prospect record.
• Workday enables you to configure language options that your candidates can select.
• Workday enables you to require candidates to complete regulatory compliance information when
applying to jobs.

Questions to Consider

Question Considerations
Why should you create multiple career sites? You can target specific audiences with each career
site to present relevant data to specific populations
like brands and locations.
What features are available if you want to Workday enables you to stay GDPR compliant
communicate important messages to candidates or by enabling you to configure certain settings that
collect candidate consent? maintain data privacy for external candidates, such
as:
• To explain your data collection and retention
policies, configure a link to your company
privacy policy.
• Configure terms and conditions by country for
your candidates to agree, on a job application.
• Require consent when external candidates
create an account.
• Enable external candidates to request that their
information gets deleted from Workday.

Can you brand your career site? You can use the Create Brand task to brand your
career site to match your company branding.
You can also add an About Us description in the
Candidate Home section.

Can you use Google Analytics? You can attach your Google Analytics account.
Can you track where candidates see your job You can set up tracking pixel URLs for each
postings? external career site. Workday uses values in the
section to embed a URL from your third-party
application, on the confirmation pop-up. The

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Question Considerations
tracking pixels send conversion data for completed
applications back to your third-party application.
If you configure the EU Cookie Policy settings for
an external site: Workday only sends the tracking
pixel data to the third party after the candidate
dismisses the EU Cookie Policy and they reach
the Apply Confirmation pop-up. If you don’t
configure an EU Cookie Policy or candidates are
in a different time zone, then tracking happens
automatically.

Can you edit or delete external career sites? You can't delete used sites, but you can maintain
sites with the Edit External Career Sites task.
Can you automatically announce when your You can set up external job alerts, which enable
company posts new jobs? candidates to set and receive automated
notifications of new jobs posted either daily or
weekly.

Recommendations
Set up accounts with third-party vendors that do your tracking pixel reporting.
You can ensure that your candidates have helpful facets to find the jobs, by selecting a custom report in
the Find Jobs Custom Report field.
You can configure and display sidebar configurations that provide candidates with information about your
organization.

Requirements
Before enabling candidates to use Skills Cloud skills, you must opt in to the Skills Cloud.
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Limitations
You can configure items like Tracking Pixels, but Workday doesn't support the reporting. You need
separate third-party vendors for reporting.

Tenant Setup
You can configure these external career site features for your tenant on the Edit Tenant Setup -
Recruiting task:
• Require Candidate Home Account
• Enable Candidate Verification Email
• Enable Alternate External Career Site URL
• Candidate Consent
• Collect Preferred Name
• Privacy Policy Link URL
• Privacy Policy Link Text

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Security
Configure these domains in the Recruiting functional area:

Domains Considerations
Set Up: Career Sites The security groups in this domain have access to
create and edit external and internal career sites.
Set Up: External Career Site Access This domain enables you to create, manage, and
edit external career sites.
Candidate Data: Personal Information This domain enables you to collect personal
information from candidates.
Self Service: External Recommended Jobs This domain enables similar recommended job
postings to display on the Candidate Home.

Business Processes
You can configure steps on the Job Application business process that you can send to external candidates
in the Candidate as Self group. Candidates can complete the task in their Candidate Home. Candidates
have the option to withdraw a job application, which cancels the Job Application business process.

Reporting
You can use these reports:

Report Considerations
Candidates With Purge Request You can use this report to view candidates who
request that you delete their information from
Workday.

• Find Jobs for External Career Sites You can use these reports to present a list of
• Find Jobs Template for External Career Sites published job postings to candidates.
You can also use these reports to configure the
subtitle fields that display for job posting search
results.

Integrations

Integration Technology Description Advantages

Adobe Sign This tool replaces paper and ink You can easily send, sign, track,
signature processes with fully and manage signature processes
automated electronic signature using a browser or mobile device.
workflows.
Apply with LinkedIn This tool prefills the job Reduces the amount of time a
application of a candidate based candidate takes to apply to a job
on information from their LinkedIn posting.
account.
Apply with SEEK This tool prefills the job Reduces the amount of time a
application of a candidate based candidate takes to apply to a job
on information from their SEEK posting.
account.

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Integration Technology Description Advantages

DocuSign This tool enables you to collect This tool enables you to have
electronic signatures and manage electronic exchanges of signed
digital transactions. documents.
Google Analytics This tool helps you track data This data gives you information
on how users interact with your about candidate traffic on your
company. external career sites.
Inline Assessments This tool enables you to integrate You can collect and view data
with third-party assessment to find the best candidate for the
vendors for registering candidates position you’re hiring for.
that are applying for a job.
Tracking Pixels This tool enables you to configure You can use the conversion data
multiple tracking pixel URLs to track and analyze website
for each career site that you data.
configure, so that you can track
conversions for third-party
vendors.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
External career sites also have some impact on these tenant configurations:
• Compliance
• Global
• Translations
Related Information
Reference
Workday 32 What’s New Post: Recruiting Legal and Preferred Names
Workday 32 What’s New Post: External Candidate Job Alerts
Workday 32 What’s New Post: External Career Site Privacy Policy
Workday 32 What’s New Post: Multiple Tracking Pixels
Workday 32 What’s New Post: Candidate Delete My Information
Workday Community: Innovation Services Descriptions and Exhibits
The Next Level: Giving Candidates Direction - Configurable Homepage URL and Hide Search for Jobs
The Next Level: Capitalizing on Your Career Site
Preconfigured Content: HCM Delivered Configurations

Setup Considerations: Branding for External Career Sites

You can use this topic to help make decisions when planning your configuration and use of Branding for
External Career Sites. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.

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What It Is
Custom branding enables you to align external career sites to the brand of your company. You can create
custom brands that you can publish and apply to your published external career sites. Custom branding
provides a better experience for external users when they apply to your company.

Business Benefits
Configurable branding presents candidates with an external career site that continues the look and feel of
your company brand instead of a third party. You can configure separate brands per career site.

Use Cases
You can brand your external career sites to maintain branding throughout external career sites.

Questions to Consider

Questions Considerations
How can you create new brands? You can use these tasks to create, view, edit, and
publish brands:
• Create Brand
• Edit Brand
• Review Brand Summary
• View All Brands

How do you apply a brand to an external career First create and publish a brand to apply it to an
site? external career site. You can then apply it to an
external career site by editing the external career
site.
What are Hex colors? The Create Brand task uses Hex codes for all
colors.
A color Hex code is a 6-digit code to specify color
using hexadecimal values. The code itself is a
Hex triplet, which represents 3 separate values
that specify the levels of the component colors.
Workday designed the brand tasks this way in order
to support 16,777, 216 colors.
Example: #b4d455
If you don't enter a Hex color code in a field,
Workday populates a Workday defined-default color
for that field.

What can you brand with Hex colors? Use the Create Brand task to specify Hex colors
for:
• Header
• Buttons
• Additional Components

What header elements can you brand? You can specify Hex colors for:
• Accent Color
• Background Color

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Questions Considerations
• Text Color

What button elements can you brand? You can specify Hex colors for:
• Border Color
• Color
• Hover Border Color
• Hover Color
• Hover Text Color

How does Workday calculate active and disabled Workday calculates colors based on other button
button colors? color configuration for these button elements:
• Active buttons change color when you click
them. Active button colors are a slightly darker
version of Hover Color. If you use white for
Hover Color, Workday uses gray for the active
color.
• Disabled buttons are buttons that aren't active.
They’re a slightly lighter version of Color, Border
Color, and Text Color.

What additional components can you brand? You can specify Hex colors for the progress bar.
• Accent Color
• Header Text Color
• Progress Bar
The Accent Color value applies to UI objects that
include:
• Check boxes.
• The field focus color.
• The prompt selection color.
• Radio buttons.
• The upload resume icon.

What happens if you don't specify something for a If you select not to configure an element, then
branding element? the element gets the default color that Workday
provides. You can review the default color for a
given element on the Review and Submit section
of the Create Brand task.

Where can you upload images? In the Header section, you can upload:
• A banner image
• An image
• Your logo

What is an image pixel width and height? Workday identifies resolution for branding on
external career sites with pixels.
What is the difference between Maintain If you select Maintain Proportions option,
Proportions and Keep Height and Crop Image Workday keeps the entire Logo Attachment image
for the Image Banner? in view. The Maintain Proportions option also
aligns the banner image with the web page content.

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Questions Considerations
If you select this option, select a width bigger than
1098 pixels wide.
If you select the Keep Height and Crop Image,
Workday maintains height specified in pixels and
expands the image width according to the window
size. If you select this option, select an image
bigger than 1920 pixels wide. You can select this
option if you don't need to see the entire image on
every screen size.

What are the different statuses of brands? Brands can be in these statuses:
• Edited (Unpublished Changes)
• Published
• Not Published
To view brand changes on an external career site,
you need to first republish a brand. These changes
might take up to 15 minutes.
To apply a brand, you must first have a published
career site.

What is the difference between an Edited and When you edit both types of brands, your changes
Published brand? only affect the Published brand.
You can also only apply Published brands on
external career sites.

Is there anything that you need to know about You’re responsible for evaluating whether
accessibility and Web Content Accessibility your color contrast choices comply with your
Guidelines (WCAG)? accessibility obligations, including default and non-
default Workday colors.

Does Logo have any special limitations? Workday uses the Logo Attachment for the About
Us image.

Recommendations

Functionality Recommendation
Logo For best results on social media sites, attach an
image that is 1200 x 630 pixels.
This image also displays when you share job posts
on LinkedIn. We recommend that you test out
different sizes to ensure it renders appropriately on
both sites. Use an image that is at least 400 pixels
wide to ensure optimal viewing on shared posts.
You can review documentation on LinkedIn for their
image specifications.

Maintain Proportions Select a banner with a width that is more than 1098
pixels wide.

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Functionality Recommendation
Keep Height and Crop Image Select an image for image banner with a width
more than 1920 pixels wide.
Color Contrast Ratio Select a Color Contrast Ratio of 4.5 or higher
between background and text colors because
of Web Content Accessibility Guidelines AA
(WCAGAA).
Start Your Application Message When candidates click Apply on a job, Workday
displays available apply options in a pop-up. You
can use this field to configure a message with up to
150 characters to display in the pop-up with apply
options.

Requirements
No impact.

Security
Users with security enabled for the Set Up: Site Branding domain in the Recruiting functional area can
create, edit, and maintain brands.

Integrations
You can use these web services to create, edit, or bulk upload brands:
• Get Site Brands
• Put Site Brand

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
Branding directly affects your live external career sites that are using brands.
Related Information
Reference
Workday 33 What’s New Post: External Career Site Custom Branding
The Next Level: Custom External Career Site Branding
2020R2 What's New Post: Job Application Branding and Usability for External Career Sites

Steps: Set Up External Career Sites

Prerequisites
Security: Set Up: Career Sites domain in the Recruiting functional area.

Context
Workday enables you to create 1 or more external career sites where you publish and market jobs that
candidates can apply to. Candidates can also use Quick Apply that populates fields on the job application
from their resume or CV automatically. Workday performs a virus scan on files that candidates upload

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using industry standard virus scanning tools, but doesn't guarantee that all files are scanned or that all
viruses are detected.

Steps
1. Maintain Security Group Permissions.
Add the Candidate as Self group with Modify access to the security policies on these domains:
• External Application History
• External Careers
• External Recommended Jobs
2. Access the Edit Tenant Setup - Recruiting task.
Consider these fields:
• Enable Automatic Candidate Merging
• Enable Candidate Verification Email
• Require Candidate Home Account
See Reference: Edit Tenant Setup - Recruiting.
Security: Set Up: Tenant Setup - HCM in the System functional area.
3. Maintain Recruiting Sources on page 241.
4. Create Job Posting Templates on page 352.
5. Create Locations.
6. Create External Career Sites on page 326.
7. Create sidebar configurations.
See Steps: Configure External Career Site Sidebars on page 316.
8. (Optional) Configure automatic address lookup for Japan and Republic of Korea.
Select Contact Information for the Area.
Enter Japan and Korea, Republic of in the Allow for Countries or Regions column for the Enable
Address Lookup localized field and select the Active check box.
See Maintain Localization Settings on page 125.

Next Steps
Use these reports to view candidate sign-in activity:
• Candidate Signons and Attempted Signons
• Candidate Invalid User Signon Attempts
To add, remove, and reorder subtitle fields on the Search for Jobs page for external career sites, use the
Find Jobs for External Career Sites report.
To support global recruiting, you can translate external career sites.
Related Information
Tasks
Translate External Career Sites
Reference
Reference: Track Sign-In Activity for External Sites
Workday 31 What's New Post: Address Lookup for Japan and Korea
The Next Level: Clarity - Configurable Privacy Policy Link URL and Text
The Next Level: External Career Site Changes

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Steps: Set Up Candidate Home Accounts

Prerequisites
Set up external career sites.

Context
When you set up Candidate Home accounts, candidates can register an account on your external career
site. You can also require Candidate Home accounts for all job applications.
You can send candidates with a Candidate Home account requests to:
• Complete questionnaires.
• Provide additional information.
• Schedule, reschedule, or cancel an event.
• Sign electronic documents.
• Upload government or national IDs.
• Take assessment tests.
Workday uses the most recent language that the candidate selects in the Language field on their account
settings to determine their preferred language for communications.

Steps
1. Access the Edit Tenant Setup - Security task.
Configure tenant-wide password requirements.
See Reference: Edit Tenant Setup - Security.
2. Access the Edit Tenant Setup - Recruiting task.
To prevent email delivery issues, Workday recommends selecting the Require Candidate Home
Account check box. If you don’t select this check box, Workday selects the Enable Candidate
Verification Email check box to restrict application data to the candidate.
a) (Optional) Select the Require Candidate Home Account check box and enter an Account
Creation Consent Message.
b) Select the Enable Candidate Verification Email check box.
See Reference: Edit Tenant Setup - Recruiting.
3. Edit Domain Security Policies.
Configure the security policy for the Manage: Candidate Account domain in the Recruiting functional
area.
4. Create External Career Sites on page 326.
a) In the Apply - Terms and Agreement section, enter an Apply Confirmation Message.
b) Complete the Candidate Home section.

Result
Workday automatically assigns candidates who create a Candidate Home account to the Candidate as Self
security group.

Next Steps
Use the Manage External Accounts task to perform these actions on external accounts in bulk:
• Lock accounts.
• Reset passwords.

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Merge 2 candidates who have separate Candidate Home accounts, as long as neither candidate has a
complete Job Application event. Workday sets the email address of the most recent candidate record as
their Candidate Home username.
Related Information
Concepts
Concept: User Accounts for External Sites
Tasks
Manage External Accounts
Reference
The Next Level: To Require or Not to Require - The Candidate Home Debate
The Next Level: Candidate Home Messaging
The Next Level: Candidate Agreements - Configurable Candidate Consent Messages

Steps: Configure External Career Site Sidebars

Context
You can configure sidebar panels to display on the Search for Jobs and Candidate Home pages of your
external career sites. Sidebars enable you to provide applicants with additional information about your
organization. You can configure additional sections that include a combination of these components:
• A Prospect Introduce Yourself shortcut (on Search for Jobs page only)
• Images
• Rich Text
• Videos
Note: You must have a valid Workday Media Cloud contract before you can upload videos. See: Workday
Community: Media Cloud.
You can also configure job post template-specific sidebars that only display when users view jobs.

Steps
1. Create sidebar configurations.
Access 1 of these tasks:
• Create Sidebar Configuration.
• Edit Sidebar Configuration.
• Copy Sidebar Configuration.
Avoid using nonbreaking spaces to control the spacing and flow of text. Consider manually entering text
to avoid copying and pasting in unsupported HTML characters that can impact how content displays.
Security: Set Up: Career Sites domain in the Recruiting functional area.
2. Access the Edit External Career Site task.
Select the sidebar configuration from the:
• Default Sidebar prompt in the Branding section for the sidebar to display on the Search for Jobs
page.
• Sidebar prompt in the Candidate Home section.
3. Create Job Posting Templates on page 352.
You can configure the job posting template content with a different sidebar that displays when users
click a job from the search results page.

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Result
Changes to sidebar configurations that are in use on a published external career site are effective
immediately.
Related Information
Reference
2022R2 What's New Post: Welcome Page for Candidate Home
2021R2 What's New Post: External Career Site Search Experience and Job Details

Steps: Add Location Hierarchy Facets to Find Jobs

Context
You can configure the Find Jobs report that displays on external and internal career sites to include 2
additional location hierarchy subtype facets.
Example: You might want to see job postings according to these location hierarchy subtypes:
• Geographic region
• Product line
There's no limit on the location hierarchy subtypes you can configure. You can also configure different
types for different external career sites.

Steps
1. Access the Maintain Organization Subtypes task.
Create a new organization subtype. Example:
• Organization Subtype Name: Product
• Organization Type(s): Location Hierarchy
Security: Set Up: Organization and Committee Definition: Set Up domains in the Organizations and
Roles functional area.
2. Create Location Hierarchies.
Associate a location hierarchy with the organization subtype. Example:
• Name: Electronic Games
• Subtype: Product
3. From the related actions menu of the location hierarchy, select Reorganization > Assign Locations.
Associate locations to the location hierarchy. To see facet results on the Find Jobs report after
completing this setup, you must have at least 1 job posting associated with the locations mapped to this
location hierarchy.
Security: Manage: Organization Edit and Reorganization Action domain in the Organizations and Roles
functional area.
4. Access the Edit Internal Career Site task.
To use the location hierarchy as a facet on Find Jobs, select it on the Location Hierarchy Subtype 1
or Location Hierarchy Subtype 2 prompt. Example: Location Hierarchy Subtype 1: Product.
For immediate results, we recommend testing new facets using your internal career site.
Security: Set Up: Career Sites domain in the Recruiting functional area.

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5. Access the Edit Internal Career Site for Non-Workers task.

To use location hierarchy as a facet on Find Jobs, select it on the Location Hierarchy Subtype 1
or Location Hierarchy Subtype 2 prompt for a specific type of internal career site for nonworkers.
Example: Location Hierarchy Subtype 1: Country.
Security: Set Up: Career Sites in the Recruiting functional area.
6. Copy the Find Jobs standard report.
a) Click the Advanced profile group.
b) In the Facet Options section, add Location Hierarchy 1 as a Facet Filter.
c) Add a Label Override. Example: Product Area
d) Add or remove other facet fields as needed.
e) Run the report.
f) Repeat these steps if you want to add additional location hierarchy facets on the copy of your
internal Find Jobs report.
Security: Internal Careers domain in the Recruiting functional area.
7. Access the Edit External Career Site task.
Select the location hierarchy on the Location Hierarchy Subtype 1 or Location Hierarchy Subtype 2
prompt. Example: Location Hierarchy Subtype 1: Product.
Wait 2 hours for Workday to index the entries.
Security: Set Up: Career Sites domain in the Recruiting functional area.
8. Copy the Find Jobs Template for External Career Sites standard report.
a) In the Search Results tab, don't change anything.
b) In the Share profile group, select the Share with all authorized users option in the Report Definition
Sharing Options section.
c) In the Facet Options section of the Advanced tab:
• Select the Enable As Web Service check box.
• Add the Location Hierarchy 1 or Location Hierarchy 2 fields in the Facet Filters grid and enter
a Label Override.
Security: Set Up: Career Sites domain in the Recruiting functional area.
9. Access the Edit External Career Site task.
In the Job Details section, select the report you created in step 7 on the Find Jobs Custom Report
prompt.
Security: Set Up: Career Sites domain in the Recruiting functional area.
10.(Optional) Update the Find Jobs report for internal career sites.
a) Access the Edit Internal Career Site task and complete Location Hierarchy Subtype 1 or 2.
b) Copy the Find Jobs report.
Security: Set Up: Career Sites domain in the Recruiting functional area.

Result
The Find Jobs report used on the external career site reflects the changes you made.
Related Information
Tasks
Steps: Create Search Reports
Reference
Workday 31 What's New Post: Internal Apply for Non-Workers

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Steps: Set Up Internal Recruiting

Prerequisites
• Create job posting templates.
• Configure the Manage Internal Career Apply business process.

Context
Workday enables you to create 1 internal career site to source talent from within your organization or
company. When you post jobs for your employees, they can:
• Add jobs to their job interests on their worker profile.
• Apply for jobs and track their applications.
• Review their upcoming scheduled recruiting events.
• Refer other candidates.
• Share job postings on their social media profiles.

Steps
1. Edit Domain Security Policies.
Configure the security policy for the Internal Careers domain in the Recruiting functional area to enable
workers to find and apply for jobs, or to withdraw their application.
2. Edit Business Process Security Policies.
Add the Employee As Self security group to the Manage Internal Career Apply business process
security policy.
3. Access the Create Internal Career Site task.
Create an internal career site for your employees.
Security: Set Up: Career Sites domain in the Recruiting functional area.
4. Set up Jobs Hub.
See Steps: Set Up Jobs Hub on page 320.
5. Steps: Set Up Profiles and Profile Groups.
Add the My Job Applications report to the Career, Job, or Personal profile group of the worker
profile.
6. (Optional) Access the Hide Workday Delivered Report task.
• We recommend you hide the My Job Applications and old My Applications standard reports and
use the newer My Applications report instead.
• If you use a custom report named Find Jobs, hide the Find Jobs report that redirects workers
to the Browse Jobs report from global search. You can select this specific report from the
Recruitingprompt category. Hiding this report enables workers to access your custom report in
global search without being redirected.
Security: Set Up: Tenant Setup - General domain in the System functional area.
7. (Optional) Hide or Require Optional Fields.
From the By Functional Area prompt, select:
• Manage Internal Career Apply to configure which fields are hidden or required on internal job
applications.
• My Applications to hide any columns from the report as needed.
8. (Optional) Steps: Set Up Internal Job Alerts on page 321.
Create job alerts templates and enable employees to create, manage, edit, and delete their job alerts.

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9. (Optional) Set Up Worklets.

Add tasks, reports, or links you want internal candidates to access from the Career worklet.

Next Steps
Post jobs to your internal career site.
Related Information
Reference
2023R1 What's New Post: Internal Mobility
The Next Level: Making a Match - Job Alerts
The Next Level: Recruiting - Link to Talent

Steps: Set Up Jobs Hub

Context
Jobs Hub provides employees a single place to access:
• Job alerts
• Job postings
• Their applications and relevant tasks
• Their referrals
• User-configured Quicklinks

Steps
1. Access the Configure Home Page Content task.
Add the Jobs Hub worklet to the Workday Home page menu.
Security: Set Up: Tenant Setup - Worklets domain in the System functional area.
2. Set Up Hubs.
Configure Jobs Hub and customize its:
• Name
• Announcements
• Navigation items
• Suggested links
• Sections and cards
3. Edit Domain Security Policies.
Configure employee access to the Self-Service: Career Alerts domain in the Career and Development
Planning functional area and these domains in the Recruiting functional area:
• Employee Referrals
• Self-Service: My Applications

Next Steps
If you configured Opportunity Marketplace or Career Hub, you can add the Manage Job Alerts and My
Referral Activity reports as Quick Links.
Related Information
Concepts
Setup Considerations: Career Hub on page 1288
Setup Considerations: Talent Marketplace on page 1305

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Steps: Set Up Internal Job Alerts

Prerequisites
Security: Self-Service: Career Alerts domain in the Career and Development Planning functional area.

Context
Employees can create custom job alerts and directly apply to internal job opportunities that interest them.
When you configure internal job alerts, your employees can:
• Create, manage, edit, and delete job alerts.
• Access job alerts from internal job postings, the Talent and Performance dashboard, or the Career
worklet.
• Receive job alerts through email, push notification, and Workday Notifications.

Steps
1. Edit Domain Security Policies.
Configure these domains:

Domain Description
Reports: Job Alerts in the Recruiting functional This domain controls access to the Job Alert
area. Preferences for All Candidates report data
source and the Job Alert Insights report.
Set Up: Message Template in the System Configure to have a segment-based security
functional area. group with Edit access. Give the segment-based
security group access to the Job Alerts for
Internal Candidates notification type security
segment.
2. Access the Edit Tenant Setup - Notifications task.
a) In the Mobile App Notification Settings section, select these check boxes:
• Enable Apple Push Notifications
• Enable Google Cloud Messaging
b) In the Recruiting notification category, select a routing rule and enable delivery settings for email
and push notifications.
Workday recommends configuring a unique routing rule on the Job Alerts - Internal Candidates
notification type by enabling the Override Parent Notification Type Settings check box in the
Recruiting parent notification type. Internal job alerts use the notification settings on the parent
routing rule unless you override it.
See: Reference: Edit Tenant Setup - Notifications.
3. Create Email Templates.
From Email Template Behavior, select Job Alerts to define the branding elements, layout, and
content for your custom internal job alerts email template.
4. Access the Maintain Email Templates task.
• Activate the custom email template.
• Select a default email template, if you’ve more than 1 template.

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5. Access the Create Message Template task.

Create a message template with the Job Alerts – Internal Candidates notification type. You can use
the Job Alert Name and Job Alert Links merge tags to personalize job alerts and include links to the
job postings.
See: Steps: Set Up Message Templates.
6. Create Custom Reports.
a) Copy the Find Jobs report to create a custom report with these values:

Prompt Value
Report Type Select Search.
Data Source Select Job Posting Anchor
Data Source Filter Select Approved Job Posting Anchor.
b) On the Advanced tab, add job alerts-specific facets in the Facet Options section.
These facets determine the filters workers can use when creating or editing their job alerts.
Workday supports only these job alerts filters:
• Company
• Full/Part-time
• Hiring Manager
• Job Families
• Job Family
• Job Posting Employee Contract Type
• Job Profiles
• Job Type
• Location Country
• Location Hierarchy 1
• Location Hierarchy 2
• Location Region/State/Province
• Locations
• Management Level
• Organization
• Primary Location
• Skills
• Work-Study
• Work Shift
7. Access the Maintain Dashboard task.
a) Edit the Talent and Performance dashboard.
b) On the Content tab, add the My Job Alerts worklet.
c) On the Menu section, configure relevant tasks.
You can also add job alerts tasks to the Career worklet through the Configure Worklets task.
8. Access the Edit Internal Career Site task.
As you complete the Job Alerts section, consider:

Option Description
Enable Select check box to enable internal candidates to
create job alerts.

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Option Description
Message Template Select the message template that you created
to enable standardized messaging for internal
candidate job alerts.
Override Email Template Select an email template to override the default
job alerts email template.
Override Find Jobs Report for Job Alerts Select the custom report whose facets that you
Filters modified earlier. If you don't select a custom
report, the job alert filters use the facets on the
Find Jobs report.

Result
Employees can now create and customize their job alerts when searching for jobs internally or viewing a
job posting. Workday processes sending job alerts at:
• 4:00 AM PST for the daily frequency.
• 9:00 AM PST for the weekly frequency.

Next Steps
You can access the Job Alert Insights report to view the status of job alerts.

Steps: Hide Similar Jobs on an Internal Career Site

Prerequisites
Security: Internal Recommended Jobs domain in the Recruiting functional area.

Context
You can hide the Similar Jobs section on the View Job Posting Details report of an internal career site
from specified security groups. Candidates in those security groups can then focus solely on referred jobs.

Steps
1. Edit Domain Security Policies.
Edit permissions on the Internal Recommended Jobs domain in the Recruiting functional area to
exclude selected security groups.
2. Activate Pending Security Policy Changes.
Enter a comment about the security changes.

Steps: Set Up Notifications for Candidate Home Tasks

Prerequisites
Create an email template for external candidates.

Context
When external candidates have tasks to complete on Candidate Home, you can configure notifications that
inform them of the tasks. In some cases, however, candidates might not have Candidate Home accounts,
such as when:
• An agency submits the candidate.

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• A recruiter creates a prospect and then creates a job application for the candidate.
• A data migration of candidate records occurred.
To send Candidate Home task notifications to external candidates:
• Create a condition rule that identifies if candidates have a Candidate Home account.
• Create 2 messages: 1 for candidates with a Candidate Home account and another for candidates
without an account.

Steps
1. Access the business process where candidates must complete a task. Example: Offer or Screening.
2. Identify the step in which to send a notification.
Example: Review Documents or Change Personal Information.
3. Disable Workday-generated business process notifications for the step.
a) Click Notifications.
b) Click Maintain System Notifications.
c) Click OK.
d) Click the Disabled check box for the step.
4. Create Custom Notifications.
Create 2 notifications for the business process. As you complete the task, consider:

Prompt External Candidate with a External Candidate without a

Candidate Home account. Candidate Home account.
Overall Email Template Select a template. Select a template.
Don’t Include Notification Yes. Yes.
Details Link
Triggers On Entry. On Entry.
Conditions and Rules Leave blank until you create the Leave blank until you create the
conditions and rules. conditions and rules.
Recipient Candidate. Candidate.
Message Content Include the External Site Task Include the Create Candidate
Link report field in the body of Home Account URL in the body
the message. of the message.
5. Create Business Process Condition Rules.
Create 2 condition rules for the notifications. As you complete the task, consider:

Source External Field or Relational Operator Candidate Home Status

Condition Rule
Valid for Candidate Account Is blank Candidate has a Candidate
Creation Home account.
Valid for Candidate Account Is not blank Candidate doesn't have a
Creation Candidate Home account.
6. Add the appropriate Rules and Conditions to the new notifications.
Related Information
Concepts
Concept: User Accounts for External Sites

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Populate Job Applications with LinkedIn Profile

Prerequisites
An agreement with LinkedIn for LinkedIn Recruiter or Job Slots.
Security: These domains in the Recruiting functional area:
• Set Up: Recruiting
• Set Up: External Career Site Access

Context
Workday enables candidates to use information from their LinkedIn profile to populate information in their
job applications. Using their LinkedIn profile enables candidates to save time by using information they
have already entered in LinkedIn.

Steps
1. Access the Edit Tenant Setup - Recruiting task.
a) Click the Configure LinkedIn Integrations button.
b) On the Terms and Conditions Agreement page, agree to the terms and conditions.
c) In the Apply with LinkedIn section on the LinkedIn Integration Configuration page, click the
Request button.
2. Access the Create External Career Site or Edit External Career Site task.
a) In the Apply - Social Profiles section, select the Enable Apply with LinkedIn check box.

Result
When candidates apply for a job using an external career site, they’ll see an Apply with LinkedIn or a
Sign In to LinkedIn button. Workday automatically populates their job application with these fields from
their LinkedIn profile when candidates sign into their account:
• Country
• Contact and Personal Information
• First and Last Name
• Phone Number
• Email Address
• Education
• School Name
• Field of Study
• Start Date (Year)
• End Date (Year)
• Degree
• Experience
• Title
• Company Name
• Summary
• Start Date (Month/Year)
• End Date (Month/Year)
• Currently Employed
• Skills

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Populate Job Applications with SEEK Profiles

Prerequisites
Obtain a license agreement with SEEK and a SEEK Advertiser ID.

Context
Workday enables candidates to use information from their SEEK profile to populate information in their
job applications. Using their SEEK profile enables candidates to save time by using information they have
already entered in SEEK.

Steps
1. Access the Create or Edit Career Sites tasks.
2. Select the Enable Apply with Seek check box.
3. Enter your SEEK Advertiser ID.

Result
When candidates apply for a job using an external career site, they’ll see an Apply with SEEK button.
SEEK will request the candidate to authorize access to their profile. Workday automatically populates job
applications with these fields from their SEEK profile:
• Achievements
• Company Name
• Description
• Email Address
• End Date
• Experience
• First Name
• Job Title
• Last Name
• Phone Number
• Resume
• Skills
• Start Date
• Work History

Create External Career Sites

Prerequisites
• Set up veteran statuses for Recruiting.
• Create a message template.
• Security: These domains in the Recruiting functional area:
• Candidate Data: Personal Information
• Set Up: Career Sites
• Set Up: External Career Site Access
• Set Up: Site Branding

Context
You can create 1 to 100 active external career sites to support specific:

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• Countries or locations.
• Population groups, such as college graduates.
When you create an external career site, you can:
• Brand it with your company logo or embed it into another website.
• Define sections that candidates must complete when they apply for a job.
• Integrate it with your social media recruiting outlets.
• Add a Prospect Introduce Yourself page to branded external career sites. Prospective candidates can
submit information without signing in or applying to a specific job. The submission creates a prospect
record. When the prospect uploads a resume, Workday parses contact information, education, and
experience, which becomes part of the prospect record.

Steps
1. Access the Create External Career Site task.
2. As you complete the task, consider:
Option Description
ID Enter a unique alphanumeric identifier that
becomes part of the URL. Workday converts
spaces to dashes.
Languages When you select more than 1 language, Workday
displays the external career site in English, and
enables candidates to select another language
from this list.
Embed Mode Embed mode enables you to display your external
career site within another page, which offers
flexibility regarding customization.
Note:
If you enable embed mode, you're allowing other
sites outside of Workday-delivered domains to
host your external career site within their pages.
This can be done by third parties with or without
your consent. This means you’re incurring the
risk of exposing your users to social engineering
scams such as phishing. As a result, users can
be misled into performing unwanted actions on
your career site. We advise that users should
be educated on basic internet safety, as well as
which third-party websites they can expect to see
with your job postings or other career site-related
information.
When you enable embed mode, these items don't
display on the embedded page:
• Follow Us icons.
• Privacy Policy link.
• Prospect Introduce Yourself link, which you
can add manually.
Embed mode doesn't support LinkedIn
applications.

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Option Description
Note: Users with these browsers might not be
able sign in or complete applications because
they block third-party cookies by default:
• All browsers on iPhone and iPad devices.
• Safari on desktop.
Workday recommends that you include
instructions for impacted users so they know how
to adjust browser settings.

3. The EU Cookie Policy section includes a Cookie Display Notice.

When you select Show only in limited time zones, the notice displays for users who set their local time
for 1 of these time zones:
• UTC
• UTC+1
• UTC+2
• UTC+3
4. As you complete the Tracking and Analytics section, consider:
Option Description
Google Analytics Tracking ID Workday accepts IDs from Google Universal
Analytics (UA) and Google Analytics 4 (GA4). You
can configure 1 Tracking ID type for each external
career site.
Tracking Pixels To count completed applications, enter the URL
of an image pixel tracker. If you configure multiple
tracking pixel URLs, each must have a unique
URL.
Workday doesn't support these URL types:
• HTML
• Image tags
• JavaScript
Work with your third-party vendors to get a URL
that meets Workday's requirements. Depending
on the vendor, you might need to:
• Complete additional steps to set up conversion
tracking in a third-party application.
• Wait for a period of time before you can report
on conversion data.
• Omit unnecessary attributes from the image
tag that contains the URL.
Example: If the vendor gives you this tag, only
enter. https://ExampleURL.com/pixeltracking.gif:
<img height="1" width="1"
src="https://ExampleURL.com/
pixeltracking.gif">

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5. As you complete the Branding section, consider:

Option Description
Published Brand You can use the Create Brand task to configure
branding settings then select brands from this
prompt.
6. As you complete the Prospect Introduce Yourself section, consider:
Option Description
Header Link Text and Page Title Workday recommends entering fewer than 25
characters. If you edit text in this field later, the
page URL won’t change. The format for the direct
link to the Prospect Introduce Yourself page is
[External site URL]/introduceYourself.
Default Opt-in Terms and Conditions Default terms and conditions are specific to
the Prospect Introduce Yourself page. Enter
terms and conditions that display when you don't
configure Opt-in Terms and Conditions by
Country.
Opt-in Consent Text that you enter in the Opt-in Consent field
displays next to the consent check box.
Auto-Append Source You can select 1 source, which applies to all
submissions for the site.
Auto-Tag to Candidate Pool Tag up to 50,000 prospects to candidate pools.
When you reach the limit, Workday no longer
adds prospects to the pool but continues to
create a prospect record. The pools apply to all
submissions for the site. If you anticipate over
50,000 submissions and don't have a process
to move prospects from the selected pool into
another, Workday recommends that you don't use
this feature.
Auto-Tag with Candidate Tag The tags apply to all submissions for the site.
Confirmation Message for Direct Links Enter a confirmation message that displays:
• When prospects access the Prospect
Introduce Yourself page from a direct link
(other than the header link).
• If the Hide Search for Jobs link is selected in
the Branding section.
Otherwise, Workday displays the confirmation
message on the job search page.
7. As you complete the Job Details section, consider:
Option Description
Location Hierarchy Subtype 1 and Subtype 2 Select additional location-related subtypes to use
as facets on the Find Jobs report. It can take up
to 2 hours for Workday to make facets available.
Find Jobs Custom Report Select the custom report you want to use to
display jobs on this external career site.
Custom reports must be:

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Option Description
• Based on the Find Jobs Template for
External Career Sites report.
• Shared with all authorized users.
• Web service enabled.
Workday doesn't recommend changing the XML
alias for these report fields as it can impact the
filtering and placement of icons:
• Any of the Location fields.
• Date Posted
• Distance
• Time Type
When you leave this field blank or Workday
detects a problem with the selected custom
report, the external career site uses the Find
Jobs report.

8. As you complete the Apply - Intro section, consider:

Option Description
How Did You Hear About Us? When you configure more than 1 source,
Workday displays the How Did You Hear About
Us? prompt on the job application. If candidates
select a source mapped to 1 of these Workday-
delivered sources, they can identify the worker
who referred them:
• Employee Referral
• Proxy Referral
• Self-Identified

Recruiting Sources for Auto-Tracking Assign 1 or more recruiting sources for this
career site. When a candidate applies through a
URL with a reference ID for 1 of these sources,
Workday hides the How Did You Hear About
Us? prompt on the job application.
Resume Parsing Message Replace the standard message on the Quick
Apply page of the job application.
9. In the Apply - Background section, enter social network types that candidates can select.
Workday supports Facebook, Glassdoor®, LinkedIn, Twitter, and YouTube in this section.
10.In the Apply - Previous Worker section, select the Enable Previous Worker Verification check box.
Select options from the Field prompt on the Previous Worker Questions grid to collect information on
candidates who previously worked at the company.
11.As you complete the Apply - Terms and Agreement section, consider:
Option Description
Provider Select the provider that you want you use to
configure terms and conditions in Workday.
Integrate with a third-party vendor for alternative
configuration options.

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Option Description
Hosted Web Form Link Enter the OneTrust Collection Point URL to
integrate the web form hosted by OneTrust.
Terms and Conditions by Country Add 1 or more countries on the grid and enter
terms and conditions for each country.
Candidate Consent (optional) Enter a message for when candidates consent
to terms and conditions. Workday automatically
includes a check box for the candidate consent
message.
Apply Confirmation Message (Optional) Replace the standard confirmation message that
displays when candidates submit job applications.
You can configure 1 message for the entire career
site. Workday recommends that you use 200
characters or fewer.
12.(Optional) Complete the Apply - Voluntary Self Identify Disability (US Only) section.
a) To display the Voluntary Self-Id Disability Form (CC-305), select the Include Voluntary Self-
Identification of Disability check box.
b) To require that external candidates complete disability information, select the Require Completion
of Voluntary Self-Identification of Disability check box.
13.In the Apply - Inline Assessment section, add instructions that display on the Take Assessment task.
14.As you complete the Candidate Home section, consider:
Option Description
Enable Delete My Information When you select this check box, the Delete
My Information Message and Delete My
Information Confirmation Message fields
populate.
Delete My Information Message Enter text that candidates review before
submitting a request for your company to delete
their information.
Delete My Information Confirmation Message Enter text to display after candidates confirm
that they want your company to delete their
information.

Next Steps
Add or update personal and contact information for external candidates from their candidate profile.
Publish your brands to your external career sites using the View All Brands report. You can edit your
brands on the Edit Brand task.
Related Information
Concepts
Concept: User Accounts for External Sites
Tasks
Create Job Posting Templates on page 352
Maintain Recruiting Sources on page 241
Steps: Set Up Message Templates
Reference
Workday 32 What's New Post: Configurable Downtime URL
2020R1 What’s New Post: Prospect Introduce Yourself on External Career Sites

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The Next Level: Giving Candidates Direction - Configurable Homepage URL and Hide Search for Jobs
The Next Level: Clarity - Configurable Privacy Policy Link URL and Text
The Next Level: Previous Worker Questions and Adding Responses to the Candidate Grid
2020R2 What’s New Post: Resume Parsing for Prospect Introduce Yourself
External Career Site Cookies FAQ
2021R2 What's New Post: External Career Site Search Experience and Job Details
Reference: Custom Events in Google Analytics 4 on page 333
What's New Post: External Career Site Consent Collection Through Third Parties

Create Internal Career Sites for Non-Workers

Prerequisites
Security: Configure these domains in the Recruiting functional area:
• Candidate Data: Job Application
• Self-Service: Candidate
• Self-Service: My Applications
• Set Up: Career Sites

Context
Workday enables you to create internal career sites for nonworkers. Nonworkers can be either contingent
or external students who have Workday accounts to search and apply for jobs.
When you create an internal career site for nonworkers, you can define the sections that candidates must
complete when they apply for a job.
You can configure internal career sites for nonworkers to enable you to:
• Reduce duplicate candidate records for nonworker applications.
• Provide an easy apply flow within Workday.
• Manage different job postings with separate nonworker career sites.

Steps
1. Access the Create Internal Career Site for Non-Workers task.
2. As you complete the task, consider:
Option Description
Location Hierarchy Subtype 1 Select additional location-related subtypes to use
Location Hierarchy Subtype 2 as facets on the Find Jobs report. It can take up
to 2 hours for Workday to make facets available.

Recruiting Source You can't map more than 1 custom source to the
same Workday-delivered source.

Inactive You can make the site inactive. Candidates will be

able to see the site but can't apply.

Withdraw Confirmation Message This message displays to candidates on the

Withdraw Application confirmation page when
they withdraw their job application.

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3. (Optional) Complete the Apply - Personal Information (U.S.) section if job requisitions on the internal
career site for nonworkers are in the United States of America.
Add fields on the Personal Information - U.S. grid to collect from candidates when they apply to job
requisitions in the United States of America.
4. (Optional) Complete Apply - Personal Info (Non-U.S.) section if job requisitions on the internal career
site for nonworkers aren't in the Unites States of America.
a) Add 1 or more countries and personal information fields on the grid for Personal Information - Non-
U.S.
b) Add 1 or more fields for Personal Information Question Text Override - Non-U.S. and enter
question text for each field.
5. (Optional) Complete the Apply - Voluntary Self Identify Disability (US Only) section.
a) To display the Voluntary Self-Id Disability Form (CC-305), select the Include Voluntary Self-
Identification of Disability check box.
b) To require that internal non-workers complete disability information, select the Require Completion
of Voluntary Self-Identification of Disability check box.
6. Complete the Apply - Terms and Agreement section.
a) Enter text to display in the Default Terms and Conditions section on the job application.
Workday automatically includes a check box for the candidate consent.
b) Add 1 or more countries on the grid Terms and Conditions by Country and enter terms and
conditions for that country.
You can replace the standard confirmation message that displays when a candidate submits their job
application in the Apply Confirmation Message field. You can only configure 1 message for the entire
career site. Workday recommends that you use 200 characters or fewer.
You can use these report fields to create custom reports for Terms and Conditions:
• Candidate Terms and Conditions Consent
• Job Application Language
• Terms and Conditions for Job Application
• Terms and Conditions Lock Date

Result
Workday enables nonworkers to:
• Search for their applications on a desktop. They can also view those applications on the Careers
worklet.
• View submitted applications on mobile in the Careers worklet.
Related Information
Reference
Workday 31 What's New Post: Internal Apply for Non-Workers

Reference: Custom Events in Google Analytics 4

Workday delivers custom events and parameters for tracking external career site metrics in Google
Analytics 4.

Job Search and Facet Usage

Custom events and parameters for job search and facet usage.

Event Name Description

facet_filter Candidate selects a value from a facet filter.

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Event Name Description

search Candidate enters a search term.
view_job_posting Candidate views a job posting.
view_search Candidate views the Search for Jobs page.

Parameter Name Description

facet_name Included in facet_filter events.
facet_value Included in facet_filter events.
job_posting_id Included in view_job_posting and the Workday
delivered custom apply flow events.
search_term Included in search events.

Apply Flow
Custom events and parameters for apply flow pages. Events listed in apply flow order.

Event Name Description

apply_login Candidate asked to sign in or create an account.
apply_start Candidate begins the job application process.
apply_autofill_with_resume Candidate lands on page to autofill application with
a resume.
apply_my_information Candidate lands on the My Information page.
apply_my_experience Candidate lands on the My Experience page.
apply_personal_information_agreement Candidate lands on the Voluntary Disclosures
page.
apply_self_identify Candidate lands on the Self Identify page.
apply_assessment Candidate launches the Assessment page.
apply_primary_questionnaire Candidate lands on Application Questions 1 of 2
page.
apply_secondary_questionnaire Candidate lands on Application Questions 2 of 2
page.
apply_supplementary_questionnaire Candidate lands on Supplementary
Questionnaire page.
apply_review Candidate lands on the Review page.
apply_job_application_submitted Candidate successfully submits a job application.

Parameter Name Description

apply_method Included in the apply_start event, and indicates the
method that the candidate selected to apply.

Candidate Lifecycle
Custom events for candidate lifecycle events.

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Event Name Description

sign_up Candidate creates an account on the career site.
login Candidate logs into the career site.

Troubleshooting: External Career Sites

This topic provides strategies for diagnosing and resolving these external career site problems:
• External career site is down or failing to load. on page 335
• Users are unable to sign in or complete applications. on page 335

External career site is down or failing to load.

Cause Solution
Career site isn't published. Security: Set Up: Career Sites domain in the
Recruiting functional area.
1. Access the Edit External Career Site report.
2. Ensure that the Publish Site check box is
selected.

The Recruiting System account is disabled, For disabled or expired accounts:

expired, or locked.
Configure the Edit Workday Account business
process and security policy in the System functional
area.
1. Access the Edit Workday Account task.
2. Select Recruiting System.
3. Clear the Account Disabled check box and
Account Expiration Date fields.
For locked accounts:
Security: Lock Out Workday Accounts domain in
the System functional area.
1. Access the Manage Workday Accounts task.
2. Click the Unlock Workday Accounts option.
3. Select Recruiting System from the Include
Selected Workday Accounts prompt.

Recruiting System isn't excluded from any current Security: Security Administration domain in the
session restrictions. System functional area.
1. Access the View Workday Maintenance
Window History report to see if a session
restriction is in progress.
2. Access the Manage Workday Maintenance
Window task.
3. Click System Accounts Excluded from Session
Restriction and select Recruiting System.

Users are unable to sign in or complete applications.

Cause: Embed mode is enabled for the external career site. Users with these browsers might run into
issues because they block third-party cookies by default:

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 | Recruiting | 336

• All browsers on iPhone and iPad devices.

• Safari on desktop.
Solution: Provide text that mentions that browsers on iOS devices and Safari on desktop might block third-
party cookies by default, preventing the career site from working properly. You can include this text where
you link to the external career site or somewhere visible on the page with the embedded site.

Candidate Engagement

Recruiting Campaigns
Steps: Set Up Recruiting Campaigns

Prerequisites
See: 2022R2 What's New Post: Recruiting Campaigns

Context
You can set up message and notification templates that enable recruiters to send branded marketing
communications to pools of prospects or candidates. The emails can include links to job postings. You can
also configure an analytics discovery board so recruiters can view engagement metrics and conversion
rates for job applications submitted by campaign recipients.

Steps
1. Enable the Candidate Engagement functional area.
See Steps: Enable Functional Areas and Security Policies.
2. Edit Domain Security Policies.
Configure the Manage: Recruiting Campaigns domain in the Candidate Engagement functional area.
3. Ensure recruiters who manage campaigns can view candidate pools.
See Steps: Set Up Candidate Pool Security on page 219.
4. Create templates with Notification Designer.
You can create and activate notification templates for the Recruiting Campaigns notification type.
You can insert the Recruiting Campaign data row on the template to enable recruiters to add up to 25
job posting links in a message.
See Create and Activate Notification Templates.
5. (Optional) Create message templates for the Recruiting Campaigns notification type.
See Steps: Set Up Message Templates.
6. (Optional) Maintain Recruiting Sources on page 241.
Add a new recruiting source category and recruiting source and map it to the Recruiting Campaigns
option. This enables you to view the campaign that is the source of the job application on a candidate's
profile.
7. (Optional) Access the Edit Tenant Setup - Recruiting task.
Select the Enable Automatic Candidate Merging check box. This supports candidate source tracking
by merging candidates who submit applications with email recipients.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
8. (Optional) Enable workers to mute internal recruiting campaigns.
Set up the Notification Routing Rule for Recruiting Campaigns in the Edit Tenant Setup –
Notifications task to include Mute as an Allowed Frequency.
See Concept: Notifications

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9. Steps: Set Up Recruiting Campaign Email Analytics Discovery Board on page 340.
10.(Optional) Access the Candidate Engagement Hub.
The hub displays published recruiting campaign and landing page analytics and provides links that
enable you to drill down to further details and reports.
Recruiters can add a link to the Candidate Engagement Hub in the Recruiting Hub under Shortcuts or
add the Candidate Engagement worklet to their Workday homepage.

Result
Recruiters can manage campaigns and access analytics using the Maintain Recruiting Campaigns task.
Related Information
Tasks
Steps: Set Up Recruiting Hub on page 175
Reference
2022R2 What's New Post: Recruiting Campaigns

Manage Recruiting Campaigns

Prerequisites
• Create candidate pools that include external or internal candidates.
• For internal recruiting campaigns, configure the Apply to Job initiating action on the Manage Internal
Career Apply business process security policy to include the Employee as Self security group to allow
employees to apply to jobs from internal recruiting campaigns.
• Security: Manage: Recruiting Campaigns domain in the Candidate Engagement functional area.

Context
Workday enables you to create recruiting campaigns and schedule them to send to pools of prospects and
candidates. You can configure a series of messages within a campaign and specify the conditions and
timeframe in which Workday should send each message. Example: You can send a message to prospects
who read your first email and another message to prospects who don't read your email after 5 days. You
can also monitor campaign analytics using the Recruiting Campaign Analytics dashboard.

Steps
1. Access the Manage Recruiting Campaigns task.
2. Click Add New Campaign.
As you complete the guided sections on the task, consider:

Option Description
Campaign Name Enter a unique name for the campaign.
Audience Type Select External or Internal for your targeted
audience type.
Campaigns for external and internal candidates
are mutually exclusive.

Select Recipients Add recipients from existing candidate pools.

Workday displays a count for recipients based
on the audience type and exclusions. Workday
doesn't send messages to these recruiting
campaign recipients:
• Purged candidates.

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Option Description
• Recipients who unsubscribe from receiving
campaign emails.
External recruiting campaign exclusions:
• Active workers in your tenant.
• Confidential candidates and prospects.
• Prospects who have declined consent for
collecting their information
Internal recruiting campaign exclusions:
• External candidates or prospects.
• Terminated workers.
• Workers who have removed their primary work
email address.
• Workers who aren't internal candidates.
• Workers that don't have a Workday account.
You can't use private pools in recruiting
campaigns. You also can't restrict or inactivate a
pool used in a campaign until the campaign ends.

Set Up Messages Set the campaign start and end dates, then
configure emails and conditions.
As you configure emails, you can select:
• A notification template to specify the layout
and design.
• A message template to specify the text within
the body and subject line.
• How long you want to delay the message from
sending.
• Up to 25 job postings to link to if the
notification template has the Campaign data
row on it. The audience type selected restricts
job postings listed.
You can also draft messages by editing an
existing template or by selecting a notification
template and writing a custom message.
However, if you modify a campaign message,
Workday won't persist your edits in the message
template.
After configuring the initial email, you can
configure subsequent emails and select
conditions for sending them. The Previous Email
Is Clicked Into condition checks if recipients click
a link in the email. The Previous Email Is Opened
condition checks if recipients read an email.

Review If you don’t publish the campaign, Workday saves

it as a draft.

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3. Add or remove recipients individually from campaigns from the related actions menu on the Candidate
profile.
• Add recipients by selecting Candidate Actions > Add to Campaign.
• Remove recipients by selecting Candidate Actions > Remove from Campaign.

Result
Workday begins processing campaign messages at 11:00 AM in the default time zone for your
tenant. Campaign messages might take up to an hour to send to all recipients. Messages display on the
timeline on the Recruiting History profile group of the Candidate profile.

Next Steps
• Click a campaign to view details or view the analytics dashboard to monitor campaign and recipient
activities.
• Purge campaign records for job applications and candidates.
Related Information
Reference
What's New Post: Internal Recruiting Campaigns

Concept: Recruiting Campaign Analytics

Workday delivers email analytics so you can drill into email metrics and understand actions candidates
take in response to campaigns. Examples:
• Number of emails delivered.
• Number of bounced, or undeliverable emails.
• Number of emails clicked and click-through rate.
• Number and rate of opened emails.
• Number and rate of unsubscribed emails.
Workday calculates open and click rates by dividing the number of opens or clicks for an email by the
number of emails successfully delivered. When a recipient opens and clicks the same email more than
once, Workday only counts 1 open and 1 click.

Purging and Merging Candidate Records

When you purge recruiting campaign communications for job applications, Workday no longer counts them
in analytics. Purging campaigns for candidates has no impact on analytics.
You can use the Candidate Actions > Find Duplicates related action on the Candidate profile to merge
candidate records. Workday automatically updates campaign data and analytics after a merge. Consider
the impacts of these merge scenarios:

Scenario Impact
You merge 2 prospects who each click the same Workday keeps the merge target in the campaign.
email once. Analytics show that 1 person clicked the email
once.
You merge 2 prospects. One is in a campaign and Workday keeps the merge target in the single
the other isn't. campaign.
You merge 2 prospects who are each in different Workday keeps the merge target in both
campaigns. campaigns.
You want to unmerge a prospect who was Workday separates the merge source from the
previously 2 prospects in different campaigns. merge target. Analytics show that only the merge
target clicked the email.

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Scenario Impact
While merged, the prospect clicked an email in a
campaign.

Steps: Set Up Recruiting Campaign Email Analytics Discovery Board

Prerequisites
• Set up your tenant for Drive.
• Security: These domains in the System functional area:
• Discovery Boards: Administration
• Discovery Boards: Create
• Discovery Boards: Manage Delivered Discovery Boards

Context
You can use the Recruiting Campaign Email Analytics discovery board to examine key performance
indicators, including these tabs:
• Engagement: Provides information on recruiting campaigns and a breakdown of each campaign by
open rate, click rate, and job application rate. You can determine which messages result in the most
engagement and which recipients are most engaged. You can also see which campaigns have the
highest unsubscribe, spam, and bounce rates.
• Job Applications: Displays data on job applications by campaign and details on which campaigns
result in the most applications, interviews, offers, and hires.
The email analytics calculations include:
• Bounce Rate
• Click-Through Rate
• Job Application Conversion Rate
• Open Rate
• Spam Complaint Rate
• Total Clicked
• Total Opened
• Total Spam
• Total Unsubscribed
• Unsubscribe Rate

Steps
1. Access the Delivered Discovery Boards report.
2. Select Recruiting Campaign Email Analytics from the list of Workday-delivered discovery boards
available in your tenant.
3. Select Make a Copy and save it in your Drive.
4. Configure your Recruiting Campaign Email Analytics discovery board and select controls as you see fit.
Workday updates indexed data sources and fields every hour.
5. Configure which discovery board displays when you click the View Analytics button from a recruiting
campaign.
Access the Maintain Candidate Engagement task and select a discovery board from the Recruiting
Campaigns prompt. When you click View Analytics from the Manage Recruiting Campaigns task,
your selected discovery board displays.

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Next Steps
You can customize the Recruiting Campaign Email Analytics discovery board by adding visualizations and
sheets. Examples:
• Add indicators to your visualizations.
• Configure the Show Details functionality to enable users to drill down to prospect and job application
records.
Related Information
Concepts
Concept: The Discovery Board Workflow
Concept: Discovery Board Workspace
Tasks
Copy Workday-Delivered Discovery Boards
Steps: Set Up Tenant for Discovery Boards
Steps: Set Up Recruiting Hub on page 175

FAQ: Recruiting Campaign Email Analytics

Why don't the job application counts on the Job You can enable Automatic Candidate Merging in
Application tab match the Engagement tab on the Edit Tenant Setup - Recruiting task to merge
the delivered discovery board? the candidate records.
See Concept: Automatic Candidate Merging on
page 269.
Example: Workday creates a candidate record for
when a candidate receives a campaign message.
When the same candidate applies to a job marketed
through a recruiting campaign, Workday creates
another candidate record. Enabling Automatic
Candidate Merging allows Workday to count the
job application for the campaign recipient.

Why is a campaign message in my spam folder Candidate Engagement email analytics calculations
not counted as Spam on the discovery board? for spam only capture messages marked as
spam by the message recipient. Workday counts
messages delivered to the spam folder as delivered
emails.

Recruiting Landing Pages

Steps: Set Up Recruiting Landing Pages

Context
You can enable recruitment marketers to design and publish external web pages that market your
organization to specific populations. A landing page can include prospect forms, job postings, photos,
videos, and content relevant to the target population. You can also configure an analytics dashboard
to view engagement metrics and conversion rates for prospect forms and job applications submitted by
landing page visitors.

Steps
1. Enable the Candidate Engagement functional area.
See Steps: Enable Functional Areas and Security Policies.

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2. Edit Domain Security Policies.

Grant access to these domains:
• Manage: Recruiting Landing Pages to create landing pages.
• Drive to upload video media files stored in Workday.
3. Create External Career Sites on page 326.
Landing pages share the URL path, header, and footer of your career site. Workday doesn't support
embed mode with landing pages.
Enable Prospect Introduce Yourself on the external career site if you plan to use a Prospect Form on
landing pages.
4. (Optional) Create candidate pools and candidate tags to apply to prospects who introduce themselves
from landing pages.
Use these tasks:
• Maintain Candidate Tags (secured to the Set Up: Recruiting domain).
• View All Candidate Pools (secured to the Candidate Pool: View and Modify Pool domain).
You can only use static candidate pools for landing pages.
5. (Optional) Maintain Recruiting Sources on page 241.
Add a new recruiting source category and recruiting source and map it to the Recruiting Landing Pages
option. This step enables you to view the landing page that is the source of a prospect record on the
prospect's profile.
6. Steps: Set Up Recruiting Landing Pages Analytics Discovery Board on page 345.
7. (Optional) Access the Candidate Engagement Hub.
The hub displays high level metrics for campaigns and landing pages and provides a link to the
analytics dashboard. Consider adding Candidate Engagement as a worklet on your Workday
homepage or in your Recruiting Hub shortcuts.

Result
Recruitment marketers can create, publish, and analyze landing pages using the Manage Recruiting
Landing Pages task.
Related Information
Reference
2022R2 What's New Post: Recruiting Landing Pages

Manage Recruiting Landing Pages

Prerequisites
• Set up landing pages and analytics.
• Create and publish an external career site with branding.
• Security: Manage: Recruiting Landing Pages domain in the Candidate Engagement functional area.

Context
You can create landing pages that are associated with an external career site. You can include these
components on a landing page:
• Branded buttons.
• Images.
• Job postings.
• Prospect sign up forms.
• Text blocks.

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• Videos

Steps
1. Access the Manage Recruiting Landing Pages or the Create Recruiting Landing Page tasks.
Select an external career site to associate with the landing page.
2. Configure landing page contents.
You can access these options by clicking Insert on the toolbar or by hovering over an existing content
container. You can add new contents by clicking the + icon along the border of existing containers.
Workday recommends that you click Save frequently on the header as you make changes.

Component Settings
Image Select an image that is less than 10MB.
On the Image properties panel, you can:
• Adjust positioning.
• Expand the image to the full width of the page.
• Resize images that aren't full-width.
• Add descriptive text for screen reader users.
• Enter a link.

Text Use options available on the toolbar to configure

text formatting, such as styling, font size, adding
links.
On the Text properties panel, you can adjust
positioning.

Buttons Workday limits the shape and color of buttons to

what’s available on the associated career site.
You must have access to the Edit Brand task to
change button styling.
On the Button properties panel, you can:
• Adjust positioning.
• Change a button to a primary or secondary
brand style.
• Enter button label text.
• Enter a link.

Job Postings You can add a subset of job postings from

the associated career site. You can filter job
postings to display only jobs relevant to the target
audience.
The filters that display depend on the
configuration of the career site associated with the
landing page.
Up to 5 jobs display. Select the overflow button to
display all the jobs that match page criteria.
Workday automatically updates the list of jobs that
display as you repost or unpost jobs.

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Component Settings
If you’ve mapped a recruiting source, Workday
indicates the name of the landing page as the
source after users submit the job application.

Prospect Form You can add a link to the prospect form so

interested users can create a prospect record.
On the form properties panel, you can:
• Adjust positioning.
• Select a button style.
• Enter button label text.
• Specify candidate pools and candidate tags
to associate with prospects who complete the
form.
If you’ve mapped a recruiting source, Workday
indicates the name of the landing page as the
source after users complete the form.
Video You can upload a video from your device or select
1 available in Drive.
All Components From the properties panel on any component you
can:
• Adjust the padding, or amount of blank space
around the component.
• Select a background color.
To change the background color for the entire
landing page, select Settings > Background on
the toolbar.
3. Translate page contents.
To translate a landing page, select Language > Add Languages on the toolbar. You can only edit
the layout of the landing page in the base language, English. Workday doesn’t update content in other
languages as you make changes to the base language. Consider adding languages after you finalize
the base language content.
Candidates who visit a published landing page can change the language on the web page header.
4. Publish the landing page or save it as a draft.

Result
When you publish a landing page, anyone who has the URL can view it.

Next Steps
Copy the published landing page URL and share it on your social media sites or in your recruiting
campaigns. To make changes to a published landing page, edit and republish it. To archive a landing page
permanently, unpublish it. You can reuse the contents of an archived landing page by copying it into a new
page.
Click View Analytics on the Manage Recruiting Landing Pages task to access conversion rates and
metrics.

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Steps: Set Up Recruiting Landing Pages Analytics Discovery Board

Prerequisites
• Set up your tenant for Drive.
• Security: These domains in the System functional area:
• Discovery Boards: Administration
• Discovery Boards: Create
• Discovery Boards: Manage Delivered Discovery Boards

Context
You can use the Recruiting Landing Pages Analytics discovery board to examine key performance
indicators, including these tabs:
• Engagement: Provides information to help you determine which pages result in the most engagement
for your audience, including page views, prospects, and job applications.
• Prospects and Job Applications: Provides data on prospects and job applications and details on
which landing pages result in the most job applications that advance to interviews, offers, and hires.

Steps
1. Access the Delivered Discovery Boards report.
2. Select Recruiting Landing Pages Analytics from the list of discovery boards available in your tenant.
3. Select Make a Copy and save it in your Drive.
4. Share the copied discovery board with the security groups you want to view landing page analytics.
5. Configure which discovery board displays when you click the View Analytics button from a recruiting
landing page.
Access the Maintain Candidate Engagement task and select a discovery board from the Recruiting
Landing Pages prompt. When you click View Analytics from the Manage Recruiting Landing Pages
task, your selected discovery board displays.

Next Steps
You can customize the Recruiting Landing Pages Analytics discovery board by adding visualizations and
sheets. Examples:
• Add indicators to your visualizations.
• Add Prospects and Job Applications to the Drill By Fields tab.
• Configure the Show Details functionality to enable users to drill down to prospect and job application
records.
Related Information
Concepts
Concept: The Discovery Board Workflow
Concept: Discovery Board Workspace
Tasks
Copy Workday-Delivered Discovery Boards
Steps: Set Up Tenant for Discovery Boards

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Job Postings

Setup Considerations: Job Postings

You can use this topic to help make decisions when planning your configuration and use of Job Postings
functionality. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Job Postings functionality enables you to advertise open job requisitions on internal and external career
sites.

Business Benefits
Workday Job Postings functionality helps you attract candidates to your organization by enabling you to:
• Post your job openings to internal and external career sites.
• Add a video to configurable templates.

Use Cases
• Post confidential job postings.
• Automatically unpost jobs when you've filled all positions on a job requisition.
• Post jobs to agency career sites.
• Add a video advertising your organization on your job postings.

Questions to Consider

Question Consideration
How do you want to send job posting details to You can use integrations with external job board
third-party sites? services to send job postings to third-party career
sites. Example: Use eQuest to send job postings to
a job board.
Where do you want to post your available roles? You can post your jobs to configurable internal,
external, and agency career sites.
How do you want to share confidential job Workday doesn't display confidential job openings
openings? in the search results on external career sites. You
can share the link to a confidential job posting
directly with candidates. Example: A job posting for
a CEO.
What media do you want to add to your job You can configure your job posting templates to
postings? include videos.
What social media websites do you want to enable You can configure social media platforms for users
internal users share your job postings on? to share jobs from a job posting page. To support

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Question Consideration
social media sharing from internal career sites, post
a job requisition both externally and internally.

Recommendations
To increase efficiency, Workday recommends that you configure business process steps to:
• Post or unpost jobs when you create, edit, or freeze job requisitions.
• Automatically unpost jobs when you close or fill a job requisition.
When you use the Find Jobs Template for External Career Sites report, we recommend that you ensure
the report displays correctly on external career sites by:
• Creating a custom report.
• Modifying only the search facets associated with the report.

Requirements
Before configuring job postings:
• Set up job requisitions for Recruiting.
• Configure the Update Job Posting business process to manage your job postings.

Limitations
To update a job posting, you must unpost it, and repost the updated job posting.

Tenant Setup
No impact.

Security

Domain Description
Internal Careers Users can access tasks and reports associated with
internal careers. Example: Using the Browse Jobs
report to view current openings.
Job Postings Users can view job postings posted to internal and
external career sites.
Job Postings: External
Job Postings: Internal

Set Up: Job Postings Users can create and edit job posting templates.
Set Up: Social Sharing Users can configure social sharing tasks and
reports.

Business Processes

Business Process Consideration

Post Job You can use the Post Job business process to post
jobs. You can add this as a subprocess of these
business processes:
• Evergreen Requisition

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Business Process Consideration

• Job Requisition

Update Job Posting You can use the Update Job Posting business
process to manage existing job postings. You
can add this as a subprocess of these business
processes:
• Evergreen Requisition Change
• Close Evergreen Requisition
• Close Job Requisition
• Freeze Job Requisition
• Job Requisition Change

Close Job Requisition You can also use the Automatically Unpost Jobs
step in the Close Job Requisition business process,
and on subprocesses of the Job Application
business process. Example: You can configure
the business process to unpost a job automatically
once you send an offer to a candidate.

Reporting

Report Description
Browse Jobs Enables workers to view approved internal job
postings on the Workday browser application.
Find Jobs Enables workers to view approved internal job
postings with Workday on:
• Android
• iPad
• iPhone
You can copy this report to create custom Find
Jobs reports for your employees and contingent
workers.
Find Jobs for External Career Sites Enables external candidates to view with a list of
published job postings.
Find Jobs Template for External Career Sites Enables users to create a custom Find Jobs report
for an external career site. Workday recommends
that you only modify the search facets associated
with the report.
Job Requisition Audit Enables users to view any closed, frozen, or filled
job requisitions, that have active postings. You can
also unpost job postings from this report.

Integrations
You can use integrations to post jobs to third-party sites using:
• Core Connector.
• The Post Job web service.
• Report-as-a-Service (RaaS).

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 | Recruiting | 349

You can also use the Get Job Posting web service to retrieve active posted jobs, jobs from a specific date
range, or from a specific job requisition.

Connections and Touchpoints

Touchpoint Description
Career Sites You can post your job postings to external, internal,
and agency career sites.
Job Applications Candidates can apply to jobs from external and
internal career sites. Agency users can also submit
applications on behalf of a candidate.
Evergreen Requisitions You can post jobs for open evergreen or job
requisitions.
Job Requisitions

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Steps: Set Up Job Postings

Prerequisites
Security: These domains in the Recruiting functional area:
• Internal Careers
• Set Up: Job Postings

Context
Configure Workday so you can post your job openings to external and internal career sites and source
candidates.

Steps
1. Configure the Post Job and Update Job Posting business processes and security policies.
Note: To unpost jobs from the Job Postings tab of the job requisition profile, users need access to the
Unpost Jobs initiating action on the Update Job Posting business process security policy.
See:
• Edit Business Processes.
• Edit Business Process Security Policies.
2. (Optional) Send an Inbox notification to post a job when you create, edit, or unfreeze a job requisition.
Add Post Job as a step on these business processes:
• Close Evergreen Requisition
• Create Job Requisition
• Evergreen Requisition
• Evergreen Requisition Change
• Job Requisition Change
• Unfreeze Job Requisitions

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3. (Optional) Send an Inbox notification as a reminder to remove a job posting when you edit, close, or
freeze a job requisition.
Add Unpost Job as a step on these business processes:
• Close Evergreen Requisition
• Close Job Requisition
• Evergreen Requisition
• Evergreen Requisition Change
• Freeze Job Requisitions
• Job Requisition Change
4. (Optional) Configure Workday to remove jobs from career sites automatically.
Add Automatically Unpost Jobs as an Action step on 1 of these business processes:
• Assess Candidate
• Background Check
• Interview
• Offer
• Reference Check
• Screen
Workday recommends that you add this step after the Make Decision step. When the step is added, a
condition rule; Event is valid for auto unposting?, also displays.
You only need to edit the business processes you would hire a candidate from. If you never move a
candidate from the Assessment stage to the Ready for Hire stage, there's no need to edit the Assess
Candidate business process.
Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions
5. Create Job Posting Templates on page 352.
6. Create External Career Sites on page 326.
7. Set up an internal career site.
See Steps: Set Up Internal Recruiting on page 319.
8. Steps: Set Up Profiles and Profile Groups.
Configure the Job Postings for Job Requisition Composite View profile group. You can add these
reports:
• Current
• Future
• Historical
9. Access the Configure Social Sharing Targets task to enable workers to post job links on their social
media accounts.
Enable the applicable country for a specific social media site.
Security: Set Up: Social Sharing domain in the Recruiting functional area.
Related Information
Tasks
Steps: Set Up Recruiting on page 170
Post Jobs on page 353
Reference
The Next Level: Engaging Job Postings - Adding Video and Configurable Job Posting Content
The Next Level: Capitalizing on Your Career Site

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Steps: Set Up Remote Jobs

Prerequisites
Security: Set Up: Recruiting in the Recruiting functional area to provide access to these tasks:
• Maintain Job Requisition Remote Types
• View Job Requisition Remote Types

Context
Create custom values that you can use when creating remote job requisitions. You can post these remote
jobs to your career sites making it easier for prospects to search, find, and apply to remote opportunities in
your organization.
This feature is hidden by default. Use the Configure Optional Fields task to display the Remote Type
field.

Steps
1. Access the Maintain Job Requisition Remote Types task and configure Remote Types to display on
Job Requisitions and Evergreen Requisitions.
2. Access the Configure Optional Fields task.
From the By Functional Area prompt add the Remote Type field to these areas appropriate for your
use cases:
• Job Requisition
• Job Requisition Change
• Job Requisition Details for Composite View
• Close Job Requisition
• Freeze Job Requisition
• View Job Requisition Detail
• Evergreen Requisition
• Evergreen Requisition Change
• Close Evergreen Requisition
3. (Optional) Add the Remote Type filters to your External Career Site, enabling prospects to filter jobs
on your career site.
Edit the Find Jobs custom report:
• Under the Advanced tab:
• Add the Is Remote field to enable it to display as a boolean filter under the Location/Distance
facet on the career site.
• Add the Remote Type report field under the Advanced tab to display the specific remote type as
an additional filter.
• Under the Search Results tab:
• Add the Remote Type field to display the specific remote value for each individual job posting
preview card and job posting.

Example
Use the Maintain Job Requisition Remote Types task to assign your remote type an internal facing
name. You can also assign the same remote type an external facing name, which displays on the career
site of your organization.

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Next Steps
Use the View Job Requisition Remote Types report to view:
• The Name of the Remote Type.
• If Primary Job Posting Location is required.
• If the Remote Type is Inactive or In Use.
Related Information
Tasks
Post Jobs on page 353
Reference
2022R2 What's New Post: Support for Remote Jobs

Create Job Posting Templates

Prerequisites
Security: Set Up: Job Postings domain in the Recruiting functional area.

Context
Templates define the look and content of a job posting. Once you create a template, you can assign it to
an external or internal career site. Workday enables you to create as many templates as you need, but you
can only assign 1 template to a career site.

Steps
1. Access the Create Job Posting Template Content task.
2. Select a sidebar configuration to display next to job details on external career sites.
3. Add rows for template content using the Section Content grid.
If your job posting requires compensation information, consider adding these report fields:

Report Field Description

• Job Profile Compensation Grades These fields pull compensation data from the
• Job Profile Minimum - Maximum primary job profile and any additional job profiles.
Compensation Pay Range If you use these fields, ensure the compensation
grade and applicable compensation grade
profiles are added to a job requisition's primary
and additional job profiles.

Minimum - Maximum Requisition Compensation This field displays the pay range of job
Pay Range requisitions using requisition compensation.
If you use this field, you must have the Request
Requisition Compensation step in your Job
Requisition business process.

4. (Optional) Upload a logo to display next to the job title on the posting. This logo can be different than
your external career site logo.
5. (Optional) Upload a video or select a video from Drive.
Note: You must have a valid Workday Media Cloud contract before you can upload videos. See:
Workday Community: Media Cloud.

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6. Access the Create Job Posting Template task.

Use condition rules to associate content with job posting templates.
If no rules evaluate as true, the job posting will use the default template content.

Next Steps
To assign the job posting template to your:
• External career site, access the Edit External Career Site task and select the Job Posting Template
prompt under Job Details.
• Internal career site, access the Edit Internal Career Site task and select the Job Posting Template
prompt.
• Internal career site for nonworkers, access the Edit Internal Career Site for Non-Workers task and
select the Job Posting Template prompt.
Related Information
Tasks
Steps: Configure External Career Site Sidebars on page 316
Reference
2021R2 What's New Post: External Career Site Search Experience and Job Details
2023R1 What's New Post: Salary and Compensation Grade Ranges for Job Postings

Post Jobs

Prerequisites
• Set up job requisitions for Recruiting.
• Set up job postings.
• Configure these security domains in the Recruiting functional area:
• Job Postings: External
• Job Postings: Internal
• Set Up: Social Sharing

Context
Post jobs to career sites to source candidates for your job openings. Candidates can apply to job postings
directly. Recruiters can also create job applications on behalf of candidates.
You can post jobs to:
• External career sites.
• Recruiting agencies.
• Your internal career site.
You can only post jobs for open requisitions. You can't post a job when the requisition is assigned to
someone and has a pending Inbox item. If you schedule a job posting, Workday uses the time zone of the
primary location defined on the job requisition.

Steps
1. Access the Post Job task or click Post Job on the Job Posting profile group of the job requisition
profile.
2. As you complete the task, consider:
Option Description
Job Posting Site Select 1 or more job posting sites.

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Option Description
Preview Job Posting Workday displays a preview of the job posting
based on the job posting template.
Primary Posting Workday uses the Primary Posting check box
to determine the site to use as the link to the job
posting for:
• Notifications sent by the Refer a Candidate
task.
• Social share links on the internal career site
job posting.
You can only select 1 primary posting site for a
job requisition.
Forecasted Agency Payout When you post a job to an agency, this field
populates with the percentage or value set in
the Payout Terms section on the Create or Edit
Recruiting Agency tasks.

Result
The Job Postings grid on the job requisition profile displays all internal, external, and agency postings for
the job requisition.

Next Steps
You can also post jobs to third party websites using:
• The Core Connector: Job Postings integration.
• The Post Job web service.
• A Report-as-a-Service (RaaS) integration.
To manage job postings, use these tasks:
• Update Job Posting.
• Unpost Job. You can also unpost multiple job postings at once from the Job Postings profile group on
the job requisition. You can't remove job postings assigned to a user who has a pending Inbox item.
You can use the Get Job Posting web service to retrieve all active posted jobs, jobs posted within a
specific date range, or a specific job requisition.
To change recruiting agency payout information, edit a job application and update the Recruiting Agency
Payout.
Related Information
Tasks
Steps: Set Up Job Requisitions for Recruiting on page 196
Steps: Set Up Job Postings on page 349
Steps: Set Up Job Applications on page 379

Concept: Automatically Unpost Jobs

When a candidate moves from one of the stages where you added Automatically Unpost Jobs as a step,
Workday uses the Event is valid for auto unposting? condition rule to determine whether to perform the
step based on the outcome of the decision step.

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If the candidate is declined at the decision step, Workday skips the Automatically Unpost Jobs step and
marks it as Not Required in the business process history. Otherwise, Workday completes the step and
moves to the next step of the Job Application business process.
The Automatically Unpost Jobs step determines how many positions are left on the job requisition.
• If no positions remain, Workday removes all related job postings on all career sites, including current
and future dated listings.
• If 1 or more positions remain, the job postings stay posted.
You can manually unpost jobs when the Automatically Unpost Jobs step is configured. Workday skips the
step if an Update Job Posting business process is already in progress.
If you rescind the Job Application business process, Workday rescinds the Automatically Unpost Jobs step
and reposts all unposted jobs.
Related Information
Tasks
Steps: Set Up Job Postings on page 349
Reference
The Next Level: Automatic Decline and Unposting Actions

Concept: Google Jobs

Workday enables you to draw external candidates to your job postings by ensuring that your job postings
are compliant with Google for Jobs search.
When you post a job, the data structure for the posting includes:
• Date Posted: The start date on the job posting.
• Employment Type: The time type on the position or hiring restrictions. If time type is Full time or Part
time, then Workday uses those values. If time type is anything else, Workday uses Other as the value.
• Hiring Organization: The company on the evergreen or job requisition.
• Identifier: The requisition Id.
• Job Description: The job description associated with the job posting.
• Job Location: The city and country from the primary location on the evergreen or job requisition.
Exception is when evergreen requisition doesn't have a location.
• Job Title: The job title from the evergreen or job requisition.

Recruiting Agencies

Setup Considerations: Recruiting Agencies

You can use this topic to help make decisions when planning your configuration and use of recruiting
agencies, it explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Recruiting agency management enables you to work with recruiting agencies who source and submit
candidates for your open job requisitions.

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Business Benefits
• Create agencies and establish hierarchies between them.
• Share job postings with specific agencies, including confidential postings.
• Create Workday accounts for agency users and enable them to submit candidates to job postings.
• Send questionnaires to agency users.
• Track agency payouts for successful candidates.

Use Cases
• Manage multiple recruiting agencies that each specialize in 1 type of vacancy by creating different
agency types.
• Manage multiple types of vacancies that each have different payouts.
• Use Candidate Home accounts to collect further candidate information from agency candidates.

Questions to Consider

Question Considerations
How do you want to track recruiting agency You can create any number of custom recruiting
candidates? sources on the Maintain Recruiting Sources task.
Decide whether you want to create:
• Individual sources for each recruiting agency,
which enables more granular reporting for
agency candidates, but requires additional
configuration and maintenance.
• A single source for all recruiting agencies.

Do you want to organize agencies by their type? You can create recruiting agency types on the
Maintain Recruiting Agency Types task.
Do you want to restrict agency job postings to When you create and edit recruiting agencies, you
specific locations? can limit job postings on the agency career site to
specific locations.
Do you want recruiters to review agency candidates Add a Review step on the Submit Agency
before they enter the recruiting workflow? Candidate business process.
Do you use recruiting agencies to fill sensitive You can post confidential job requisitions to
positions? recruiting agencies so they can source confidential
candidates.

Recommendations
Workday recommends that you configure external label overrides for the Job Application business process
type on the Configure Dynamic Action Labels task. These labels replace the internal names of job
application stages on the:
• Agency Job Applications report for recruiting agency users.
• Candidate Home for external candidates.
To ask agency candidates to create a Candidate Home account, configure a custom notification on one of
the subprocesses of the Job Application business process.
Workday also recommends that you configure regions when setting up recruiting agencies. Configuring
regions improve search results for jobs posted on the career site.

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Requirements
To create Workday accounts for agency users, they must have a valid Primary Work email address.

Limitations
Workday doesn't create invoices or process automatic payments to recruiting agencies for successful
agency candidates. The agency fees that you specify are for informational purposes only.
Workday doesn't enable you to:
• Send ad hoc messages to agency users. You can configure business process notifications to notify
agency users of important events, such as newly posted jobs.
• Mass distribute tasks and documents to agency users within Workday. However, you can store
document attachments, such as terms and conditions, on the agency profile.

Tenant Setup
When creating Workday accounts for agency users you can select tenant-wide configurations on the Edit
Tenant Setup - Security task to determine whether to:
• Enable agency users to receive Workday generated emails, such as password reset confirmation. For
security reasons, select the Send to work email only option.
• Email a temporary password to agency users when a Workday account is created.
• Enable agency users to reset their password at the Workday sign in page.
Note: These settings aren't limited to agency users. They impact all users with Workday accounts.

Security

Domain Considerations
Set Up: Recruiting Agency in these functional Users with Modify permission on this domain can
areas: create and edit:
• Recruiting • Recruiting agencies.
• Talent Pipeline • Agency users.
They can also view agency performance statistics.
Manage: Recruiting Agency in the Recruiting Users secured to this domain can:
functional area
• View recruiting agencies.
• View, create, and edit agency users.

Recruiting Agency Careers in the Recruiting Agency users secured to this domain can:
functional area
• Access the agency career site (Find Agency
Jobs report).
• View their own candidates.
We recommend adding the All Recruiting Agency
Users security group to this domain policy.
Recruiting Agency Careers Self-Service in the Users secured to this domain can:
Recruiting functional area
• View agency candidates and their job
applications on the Find Agency Jobs report.
• View job posting details.
• Set personal candidate reminders.

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Domain Considerations
We recommend adding the Recruiting Agency User
as Self group to this security policy.

Self-Service: Recruiting Agency User in the This domain provides recruiting agency users with
Recruiting functional area access to their own information.
Worklet: Recruiting in the Recruiting functional area We recommend adding the Recruiting Agency User
as Self group to this security policy if you want to
use the Recruiting worklet for agency users.
Confidential Job Requisitions in the Recruiting Agency users secured to this domain can:
functional area
• View confidential jobs posted to their agency
career site.
• Submit confidential candidates to these job
postings.

Business Processes

Business Process Considerations

Create Workday Account business process in the Users with access to this business process security
System functional area policy can create new Workday accounts. Add a
role that can create Workday accounts for new
agency users.
Submit Recruiting Agency Candidate business Add the Recruiting Agency User as Self security
process in the Recruiting functional area group to the Submit Candidate initiating action.
Consider adding a Review Recruiting Agency
Candidate Duplicates step on this business
process. This step notifies the assigned security
group when:
• The candidate is a potential duplicate of another
candidate.
• More than 1 agency potentially owns this
candidate.

Reporting

Reports Considerations
Agency Job Applications report Agency users can access this report to view a list of
approved candidates submitted by their agency.
Agency Performance Summary report Recruiting administrators can access this report to
view and compare agency performance metrics.
Find Agency Jobs report Agency users can access this report to view a
list of approved agency job postings and submit
candidates.
Recruiting Agency Payouts report Recruiting administrators can access this report
to view and compare agency fees, forecasted
payouts, and actual payouts for hired agency
candidates.

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Reports Considerations
Source Effectiveness report Recruiters can access this report to view and
compare recruiting source effectiveness, including
agency sources.
Recruiting worklet You can add these tasks and reports to the
Recruiting worklet and enable them for agency
users:
• Find Agency Jobs task.
• View Recruiting Agency report.
• View Recruiting Agency User report.

Integrations
You can perform bulk data operations using these Workday-delivered web services:

Web Services Considerations

• Put Recruiting Agency Enables you to mass upload recruiting agency and
• Put Recruiting Agency Additional Data agency user information.
• Put Recruiting Agency User

• Get Recruiting Agencies Enables you to mass retrieve recruiting agency and
• Get Recruiting Agency Additional Data agency user information.
• Get Recruiting Agency Users

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Segmented Security for Recruiting Questionnaires on page 392
Tasks
Steps: Enable Self-Management for Recruiting Agencies on page 361
Steps: Set Up Notifications for Candidate Home Tasks on page 323
Reference
Reference: Edit Tenant Setup - Security
Workday Community: Workday Recruiter Experience for End Users
https://community.workday.com/articles/162601

Steps: Set Up Recruiting Agencies and Agency Users

Prerequisites
Review setup considerations for recruiting agencies.

Context
You can configure Workday to:
• Manage your relationship with third-party recruiting agencies.
• Enable recruiting agency users to submit candidates to job postings.

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• Enable recruiting agencies to support confidential job postings and enable agency users to submit
candidates to these job postings.
Use these Workday-delivered security groups to configure access for recruiting agency users:
• All Recruiting Agency Users
• Recruiting Agency User as Self
The Set Up: Recruiting Agency domain enables users with Modify permission to create recruiting agencies.
You can also create or configure a Recruiting Agency Administrator role who can create and manage
agency users.

Steps
1. Edit Domain Security Policies.
Configure security for these domains:
• Confidential Job Requisitions
• Manage: Recruiting Agency
• Recruiting Agency Careers
• Recruiting Agency Careers Self-Service
• Self-Service: Recruiting Agency User
• Set Up: Recruiting Agency
• Worklet: Recruiting
2. Edit Business Processes.
Configure the Submit Recruiting Agency Candidate business process. Consider these steps:
• Complete Questionnaire: The candidates' answers display on their profiles. To send the notification
to the recruiting agent who referred a candidate, use the Initiator security group.
• Review Recruiting Agency Candidate Duplicates: Sends an Inbox notification to the assigned
security group when:
• The candidate is a potential duplicate of another candidate submitted by the recruiting agency.
• There's a potential ownership conflict for this candidate.
• Candidate Review of Agency Submission: Sends the submission to the candidate so they can
review and edit information that an agency has submitted on their behalf. Workday recommends you
add this step after any internal review steps you've configured.
3. Edit Business Process Security Policies.
Configure security for the Submit Recruiting Agency Candidate business process.
4. Create Segment-Based Security Groups.
Configure the segment-based security groups that have access to the Candidate Data: Recruiting
Agency Questionnaires security segment.
5. (Optional) Create Custom Notifications.
You can create custom notifications on the:
• Post Job business process to notify recruiting agency users when you post a job to their agency
career site.
• Submit Recruiting Agency Candidate business process to notify candidates that they have a
submission to review. You can configure separate notifications for candidates with existing home
accounts, and candidates with no home account.
6. Maintain Recruiting Sources on page 241.
7. Create Job Posting Templates on page 352.
8. Create Recruiting Agencies and Agency Users on page 362.

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9. Create Workday accounts for recruiting agency users.

From an agency user's related actions menu, select Security Profile > Create Workday Account.
Security: Configure the Create Workday Account business process security policy in the System
functional area.
10.(Optional) Set Up Recruiting Agencies for Confidential Job Postings and Candidates on page 363.
11.Set Up Worklets.
Add these reports and tasks to the Recruiting worklet:
• Find Agency Jobs task.
• View Recruiting Agency report.
• View Recruiting Agency User report.
12.Identify Duplicate Recruiting Agency Candidates on page 363.
Prevent recruiting agencies from submitting duplicate candidates.

Next Steps
• Create recruiting agency types on the Maintain Recruiting Agency Types task.
• Post jobs to the recruiting agency career site.
Related Information
Concepts
Concept: Recruiting Agency Management on page 364
Tasks
Steps: Set Up Recruiting on page 170
Edit Domain Security Policies
Set Up Recruiting Agencies for Confidential Job Postings and Candidates on page 363

Steps: Enable Self-Management for Recruiting Agencies

Context
You can enable the Recruiting Agency Administrator to create recruiting agency users and manage their
information.

Steps
1. Set Up Assignable Roles.
Create a Recruiting Agency Administrator role and enable it for recruiting agencies on the Enabled for
prompt.
2. Create Role-Based Security Groups
Create the Recruiting Agency Administrator role-based security group and associate it with the
Recruiting Agency Administrator role on the Assignable Role prompt.
3. Maintain Security Group Permissions.
Enable View and Modify permission on the Manage: Recruiting Agency domain for the Recruiting
Agency Administrator security group.
4. Activate Pending Security Policy Changes.
5. Assign the Recruiting Agency Administrator role to an active recruiting agency user.
See Concept: Assign Roles.

Result
The Recruiting Agency Administrator role now has access to the:

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• Create Recruiting Agency User task.

• Edit Recruiting Agency User task.
• View Recruiting Agency report.
• View Recruiting Agency User report.

Create Recruiting Agencies and Agency Users

Prerequisites
• Create recruiting sources for agency-submitted candidates.
• Security: Configure these domains in the Recruiting functional area:
• Set Up: Recruiting Agency
• Manage: Recruiting Agency

Context
You can create recruiting agencies, establish hierarchies between them, and create recruiting agency
users. You can assign a user to more than 1 agency.
Each agency has its own internal career site where agency users can submit candidates for job postings.

Steps
1. Access the Create Recruiting Agency task.
2. On the Career Site Configuration tab, consider:
Option Description
Ownership Period (Months) The ownership period begins once the candidate
is in the Review stage of the Job Application
business process. More than 1 recruiting agency
can own a candidate.
Linked External Career Site Enables Workday to route agency candidates to
the external career site, where they can review
and complete their application.
Allow Confidential Job Postings Enables you to post confidential job requisitions to
this recruiting agency.
Restrict to Locations Limit job postings only to job requisitions with this
location as the primary location.
Terms and Conditions This text displays before a recruiting agency user
submits a candidate.
Require e-signature Require agency users to acknowledge they read
the terms and conditions before they submit a
candidate.
3. On the Payout Terms tab, select a Fee Type.
Workday calculates percentage fees based on the candidate's total compensation. The payment
options you select are for informational purposes only. Workday doesn't generate invoices or make
automatic payments to recruiting agencies based on these settings.
4. On the Agency Users tab of the confirmation page that displays once you finish creating the agency,
click Create Agency User.
If you want to create a Workday account for an agency user, they must have a Primary Work email
address.

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Next Steps
Workday provides a number of standard reports to help you track and manage recruiting agencies. For
a complete list with report descriptions, access Workday Standard Reports and select the Recruiting
category.

Set Up Recruiting Agencies for Confidential Job Postings and Candidates

Prerequisites
• Set up agencies and agency users.
• Security: These domains in the Recruiting functional area:
• Confidential Job Requisitions
• Set Up: Recruiting Agency
• Security: Set Up: Assignable Roles in the Organizations and Roles functional area.

Context
You can configure recruiting agencies to support confidential job postings and enable agency users to
submit candidates to these job postings.

Steps
1. Access the Edit Recruiting Agency task.
2. On the Career Site Configuration tab, select the Allow Confidential Job Postings check box.
3. Create an assignable role for recruiting agencies on the Maintain Assignable Roles task.
4. Add agency users to the Confidential Job Requisitions domain.

Result
You can now post confidential job requisitions to agency career sites and agency users can submit
candidates to these job postings.

Next Steps
Update the agency job posting template to include job postings from confidential requisitions.

Identify Duplicate Recruiting Agency Candidates

Prerequisites
• Configure the Submit Recruiting Agency Candidate business process and security policy in the
Recruiting functional area.
• Security: Candidate Merge domain in the Recruiting functional area.

Context
You can configure the Submit Recruiting Agency Candidate business process to prevent recruiting
agencies from submitting duplicate candidates. Workday flags candidates with matching first and last
names as a duplicate if at least one of these fields is also an exact match:
• Any social network username or profile.
• Email.
• Phone.

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Steps
1. Access the Submit Recruiting Agency Candidate business process definition.
2. Add a new condition rule on the initiation step.
As you complete the task, consider:
Option Description
Source External Field or Condition Rule Select Exact Duplicate Match.
Relational Operator Select equal to.
Comparison Type Select Value specified in this filter.
Comparison Value Select the check box.

Related Information
Tasks
Create Business Process Condition Rules

Concept: Recruiting Agency Management

Workday enables you to manage your relationship with third-party recruiting agencies. You can create
recruiting agencies and agency users, or you can assign the Recruiting Agency Administrator role to
manage agencies and their user information.
Each recruiting agency has its own internal career site based on the Find Agency Jobs report. You can
post jobs to the agency career site and create an agency-specific job posting template to control which
information displays.
You can configure recruiting agencies to support confidential job postings and enable agency users to
submit candidates to these job postings. To view confidential agency job postings, users must:
• Belong to the agency that the confidential job requisition was posted to.
• Have permission to view the confidential job requisition.
Recruiting agents with a Workday account can:
• Receive notifications about new job postings on the agency career site.
• Submit candidates to job postings using the agency career site or the Submit Recruiting Agency
Candidate web service.
Candidates submitted by an agency user can create a Candidate Home account on your external career
sites, where they can complete tasks and answer questionnaires.
Related Information
Tasks
Set Up Recruiting Agencies for Confidential Job Postings and Candidates on page 363

Example: Upload Multiple Workday Accounts for Recruiting Agency Users

Context
As the recruiting administrator for Global Modern Services, you want to upload 2 Workday accounts
simultaneously for your newest external recruiting agency users, Kim Jin, and Marie Stanley.

Steps
1. Access the Create Recruiting Agency User task.
Create agency users for Kim and Marie.

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2. Access the View Reference IDs report.

a) On the Business Object prompt, select Recruiting Agency User.
b) Copy or export Kim and Marie's Recruiting Agency User IDs from the Reference ID Value column.
3. Access the Create EIB task.
a) Name your EIB Add Workday Account for Agency Users.
b) Select Inbound, and click OK.
c) In the Get Data section, select Add Workday Account (Web Service) on the Web Service
Operation prompt.
d) Click Next and OK to advance to the View Integration System page.
e) From the related actions menu of the integration system, select Template Model > Generate
Spreadsheet Template.
f) Select the Confirm check box, and click Submit.
4. Download the spreadsheet and replace the column header Academic_Affiliate_ID with
Recruiting_Agency_User_ID.
5. Enter the required information for each agency user.
Option Description
Spreadsheet Key Enter a unique value for each row.
Recruiting_Agency_User_ID The Reference ID value from the View Reference
IDs report

6. Access the Launch/Schedule Integration task.

a) In the Integration field, enter Add Workday Account for Agency Users.
b) In the (Attachment) Add Workday Account (Web Service) row of the Integration Criteria grid,
select:
• Specify Value on the Value Type prompt.
• Create Integration Attachment on the Value prompt.
c) Select and upload your spreadsheet, and click OK.
d) Click OK to run the integration.

Result
Access the View Recruiting Agency report to confirm that Kim Jin and Marie Stanley now have active
Workday accounts.

Example: Enable Automatic Notifications for Recruiting Agency Users

This example describes how to configure Workday to send automatic email notifications when you:
• Create a Workday account for a recruiting agency user.
• Post a job to the recruiting agency career website.

Context
As the recruiting administrator for Global Modern Services (GMS), you want to create a Workday account
for Alex, the newest hire at an external recruiting agency. You also want to send her a custom email
notification with her sign-in details.
You also want to notify all users of that recruiting agency whenever you post a job to their career site.

Prerequisites
Create the GMS Recruiting: EMEA recruiting agency in Workday.

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Steps
1. Access the Edit Tenant Setup - Notifications task.
a) In the Default Email Settings section, from the Default SMTP Configuration prompt, select
Workday SMPT: Default SMTP Configuration.
b) In the Notification Delivery Settings section:
• Select the Business Processes tab.
• On the Custom Business Process Notifications row, select the Override Parent Notification
Settings check box.
• From the Rule prompt, select a routing rule that enables Email as a channel and Immediately as
the email channel frequency.
2. From the related actions menu of the Create Workday Account business process definition, select
Business Process > Add Notification.
a) Enter an Effective Date.
b) Select Completed from the Trigger on Status prompt.
c) Select Recruiting Agency User as Self from the Group(s) prompt.
d) In the Message Content section, add a subject and body for the notification email:
• Subject: New Workday Account.
• Body: This is an automatic notification that a Workday account has been created for you. You’ll
receive separate emails containing your username and password.
3. Access the Create Recruiting Agency User task.
a) In the Recruiting Agency field, select GMS Recruiting - EMEA for the agency user's organization.
b) In the Legal Name Information section, enter:
• First Name: Alex.
• Last Name: Morgan.
c) In the Contact Information section, add a new Email and enter:
• Email Address: [email protected]
• Type: Work
• Primary Work: Workday automatically selects this check box
4. From the agency user's related actions menu, select Security Profile > Create Workday Account.
a) In the User Name field, enter alex.morgan.
b) Select the Generate Random Password check box.
5. Access the Create Calculated Field task.
Create a calculated field that returns all agency users that work for the agency.
a) Enter:
• Field Name: Agency Users for Recruiting Agency
• Business Object: Post Job Event
• Function: Aggregate Related Instances
b) Click OK.
c) On the Calculation tab, enter:
• Source Field: Job Postings - Proposed
d) Fields to Aggregate: Agency User Names
e) Click Done.

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6. From the related actions menu of the Post Job business process definition, select Business Process >
Add Notification.
a) Select an Effective Date.
b) Select Completed from the Trigger on Status prompt.
c) From the Recipients prompt, select Agency Users for Recruiting Agency.
d) In the Message Content section, add a subject and body for the notification email:
• Subject: Job Posting
• Body: This is an automatic notification that a new job was posted to your external career site.

Result
When you create her account, Alex receives the custom email notification you set up, as well as 2 system-
generated emails containing:
• Their user name.
• The random password.
Agency users from a specific agency receive an automatic email notification every time a job is posted to
their agency career site.
Related Information
Tasks
Create Custom Notifications
Create Calculated Fields
Reference
Reference: Edit Tenant Setup - Notifications
Reference: Edit Tenant Setup - Security

Referrals and Endorsements

Setup Considerations: Referrals and Endorsements

You can use this topic to help make decisions when planning your configuration and use of referrals and
endorsements. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Referrals enable workers to submit candidates to open job requisitions. Candidates can also identify a
referring worker when they apply to a job posting. The worker they've identified can then optionally endorse
the candidate's job application. You can also setup referral payment plans to award workers for referring or
endorsing successful candidates.

Business Benefits
Referrals and endorsements enable you to:
• Reach qualified candidates who current workers already know and support.
• Maintain accurate records for reporting and compensation purposes.

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• Process a one-time referral bonus payment to a worker who refers a hired candidate.
• Report on referred candidates who don't have job applications.

Use Cases
• Encourage workers to recommend qualified candidates by offering rewards for successful referrals and
endorsements.
• Award points to your workers for sharing a job posting on social media.
• Rank your workers by their referral activity and process rule-based payments to the top referrers.

Questions to Consider

Question Considerations
Do you want to differentiate between referral You can access the Maintain Recruiting Sources
sources? task to manage your sources and source types for
referrals.
Do you want to award referral bonus payments to You can configure eligibility rules to include,
employees for endorsing candidates? exclude, or differentiate between endorsements
and regular referrals. Use recruiting sources that
map to these Workday-delivered sources:
• Self Identified
• Endorsement Denied

Do you want to enable referrals from social media You can use the Configure Social Sharing
channels? Targets task to enable the social media channels
where workers can share job postings. You can
enable each social media channel to be available
only for specific countries.
Do you want to use referral payments? Referral payment plans are optional. You can
prevent the Referral Payment Plan prompt from
displaying on job and evergreen requisitions.
How do you want to track how workers know their Workday enables you to track the type of
referral candidate? relationship between a worker and the candidate
they referred.
You can:
• Define any number of referral relationships.
• Require that a worker specifies a referral
relationship.

Do you want to enable referrals to job areas as well When you enable job areas on the Edit Tenant
as specific requisitions? Setup - Recruiting task, workers can refer
candidates to a job area, in addition to specific job
requisitions.

Recommendations

Feature Recommendations
Recruiting sources Map your recruiting sources for employee referrals
and self-identified referrals these Workday-
delivered sources:

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Feature Recommendations
• Employee Referral for referrals submitted by
workers.
• Self Identified for candidates who identify a
worker to endorse them when they apply to a
job.

Refer a Candidate business process Workday recommends that you:

• Use the default definition and don't add
additional steps.
• Set up a custom notification that triggers on
completion to let the candidate know that
someone has referred them.
• Mark the Email field required for all users who
create referrals. Marking this field will ensure
that the referred candidates receive all email
communications.

Requirements

Feature Requirements
Referral ownership Enable referral ownership in your tenant.
Endorsements Create recruiting sources mapped to these
Workday-delivered sources:
• Endorsement Denied
• Self Identified
Note: Configure an Endorsement Denied
recruiting source to ensure that Workday removes
the referral relationship between the worker and
the candidate. This will ensure that payments to
workers who declined to endorse the candidate
won’t be processed.

Referral payment plans. Configure:

• At least 1 amount-based one-time payment plan
in the Referral category.
• A Request One-Time Payment for Referral by
Action step on the Hire business process.

Referral business processes Configure these business process definitions:

• Endorse Candidate
• One-Time Payment for Referral
• Refer a Candidate

Limitations
If you use referral payment plans, you can't split referral payments to a worker across multiple installments.

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Tenant Setup
You can configure referral-related parameters on the Edit Tenant Setup - Recruiting task. You can
specify 1 of these referral ownership levels:
• Candidate-level ownership, which enables you to see the worker who owns the prospect or candidate
across all of their job applications.
• Job application-level ownership, which enables more granular referral rewards. Consider how you want
ownership to work when 2 or more workers refer the same candidate to different job requisitions.
You can also specify an optional Duplicate Referrals Policy to prevent employee referrals in 1 of these
situations:
• If the candidate already applied for the job requisition.
• If there's a duplicate prospect for the same job requisition or job area.
• If the person already exists anywhere in Workday.
• If the candidate has a duplicate referral with an active owner.
When you configure Candidate Level ownership and your Duplicates Referral Policy is set to Prevent
referral if the candidate has a duplicate referral with an active owner, Workday:
• Prevents the referral from being created if a duplicate candidate exists and the candidate has an active
candidate owner.
• Enables the creation of the referral if a duplicate candidate exists but the candidate owner has expired.
These tenant settings also impact referrals:
• Enable Recruiting Job Areas: Enables workers to submit a referral when no job openings match the
candidate's skills.
• Enable Recruiting Referral Levels: Enables you to configure and track the relationship between a
worker and the candidates they refer.

Security

Security Considerations
Candidate Data: Employee Referrals domain in the Enables you to view and modify information for
Recruiting functional area referral ownership, referrals, and endorsements.
Employee Referrals domain in the Recruiting Enables you to refer candidates and view their
functional area referral activity when you add the All Employees
security group to this domain.
Set Up: Social Sharing domain in the System Enables you to configure social sharing tasks and
functional area reports.
Social Share domain in the Recruiting functional Enables workers to share job postings on social
area media when you add the All Employees security
group to this domain.
Refer a Candidate business process security policy Configure security for these initiating actions:
• Refer a Candidate
• Refer a Candidate from Internal Career
• Refer a Candidate (Web Service).
Enable workers, contingent workers, and pre-hires
to refer candidates by selecting one or more of
these employee security groups:
• Employee as Self
• Contingent Worker as Self

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Security Considerations
• Pre-Employee as Self
• Pre-Contingent Worker as Self

One-Time Payment for Referral business process Enable one-time payments for referrals by
security policy configuring the Request One-Time Payment for
Referral by initiating action.

Business Processes

Business Process Considerations

Endorse Candidate To ask a nominated worker to endorse a
candidate's job application, you can add a
Send Endorsement Request Action step on
any subprocess of the Job Application business
process.
One-Time Payment for Referral You can enable referral payments by adding
a Request One-Time Payment for Referral by
Action step on the Hire business process, after the
completion step.
Workday doesn't automatically cancel future
dated One-Time Payments to terminated workers.
We recommend adding a notification on the
Termination business process to remind the
appropriate role to rescind any unprocessed
payments to the terminated worker.
If the referred worker gets terminated before the
One-Time Payment is due, Workday removes all
future dated One-Time Payments to the referring
worker.

Refer a Candidate Workday only recognizes prospects that you create

using the Refer a Candidate business process
as referrals once the business process event is
complete.

Reporting
Workday provides reports that offer insights into the referral activity of your company. For a list, access the
Workday Standard Reports report and select the Recruiting category.

Integrations
You can use the Refer a Candidate web service to:
• Refer a candidate to multiple job requisitions and job areas.
• Build an inbound EIB integration to upload referrals in bulk.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

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Workday ensures that the referrals policy that you configure on the Edit Tenant Setup – Recruiting task
persists when you opt in to the Duplicate Management Framework. The framework identifies duplicates
based on your configured duplicate referrals policy and match rules. Workday flags any potential duplicates
for referrals when you use these tasks:
• Create a Referral
• Refer a Candidate
Related Information
Tasks
Maintain Recruiting Sources on page 241
Invite Referrals to Apply on page 378
Reference
Reference: Edit Tenant Setup - Recruiting

Steps: Set Up Referrals

Context
Setting up referrals enables workers to:
• Refer candidates to your company.
• Invite candidates to apply to open positions.
Workday supports these referral types:

Type Description
Direct Referral Referrals created using the:
• Create a Referral task, which enables workers
to provide information about candidates like their
contact details, and their relationship to them.
• Refer a Candidate task, which enables workers
to refer candidates for specific job requisitions or
to a manager.
• Refer a Candidate web service, which enables
workers to refer candidates for specific job
requisitions or to a manager using a web
service.

Referral Application An application where a worker in your organization

is the referring worker.
Referral Hired A successful hire from an application where a
worker in your organization is the referring worker.
Social Media Referral Referrals who apply using links that workers have
posted on social media.
Spotlight Job When a job requisition flags a position as a
Spotlight Job.
Self-Identified Referral (Endorsement) Where candidates, during the job application
process, identify workers they know in your
organization.

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Steps
1. Edit Domain Security Policies.
Configure the security policies for these domains in the Recruiting functional area:
• Candidate Data: Employee Referrals
• Candidate Data: Referral Candidate Ownership
• Employee Referrals
• Social Share
2. Access the Edit Tenant Setup - Recruiting task.
Configure the:
• Referral ownership type and period.
• Duplicate referrals policy for employee referrals.
See Reference: Edit Tenant Setup - Recruiting.
3. Access the Maintain Referral Relationships task.
Configure referral relationships to identify the type of connection between a candidate and their
referring worker.
Security: Set Up: Recruiting domain in the Recruiting functional area.
4. Maintain Recruiting Sources on page 241.
You can map only 1 Workday-delivered recruiting source as a referral source.
5. Configure these business process definitions:
• One-Time Payment for Referral
• Refer a Candidate
See Steps: Configure Business Process Definitions.
6. Edit Business Process Security Policies.
Configure these business process security policies:
• One-Time Payment for Referral
• Refer a Candidate
7. (Optional) Create Custom Notifications.
Set up email notifications to personal or work email addresses.
You can override the email template. If you use Notification Designer, you can create a template and
enable it for the Custom Business Process notification category. You can use the notification template
to send notifications when using the Refer a Candidate business process.
8. (Optional) Set up referral questionnaires.
Add Allow Questionnaire as a step on the Refer a Candidate business process to enable recruiters to
ask referring workers questions about their candidate.
9. (Optional) Access the Maintain Referral Activity Points task.
Configure the number of points that Workday assigns to workers for completing set stages of the
recruiting and referral processes.
Security: Set Up: Recruiting domain in the Recruiting functional area.
10.(Optional) Set up candidate endorsements.
Set up endorsements to enable candidates to enter the name or email of a referring worker when they
apply to a job posting.
See Steps: Set Up Endorsements on page 374.
11.(Optional) Hide or Require Optional Fields for Referrals on page 377.

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12.(Optional) Access the Edit Referral Candidate Owner task.

Update these details for an existing referral candidate:
• Referral candidate ownership.
• Ownership expiry date.

Result
Workday recognizes prospects that you create using the Refer a Candidate business process as referrals
once the business process event is complete.
You can only merge or unmerge records when you’ve completed all associated referral events.
When you configure candidate-level ownership and view the candidate profile of a candidate referred using
the Refer a Candidate task, Workday displays these updated fields:
• Candidate Owner
• Ownership Expiry Date
When you configure Job Application Level ownership, the Referral Details tab on the candidate profile
displays these fields:
• Current Job Application Owner
• Ownership Start Date
• Ownership Expiry Date
When you don't configure any ownership level, the Referral Details tab displays the Current Job
Application Owner.

Next Steps
Configure Workday to process a payment to the referring worker when their candidate gets hired.
Access the:
• Referral Activity Leaderboard report to view workers' referral activity points.
• Referral Ownership grid on the Referral Details tab on a candidate's profile to view details of previous
candidate owners.
Related Information
Tasks
Steps: Set Up Recruiting on page 170

Steps: Set Up Endorsements

Prerequisites
• Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
Workday enables external candidates to enter the name or email of a company worker they know when
applying to a job. If the information matches an existing worker, the worker receives a request to endorse
the candidate's job application.
If the worker:
• Accepts the endorsement request, Workday creates a referral record for the candidate's job application.

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• Declines the endorsement request, Workday deletes the association between the worker and the
candidate's job application.
Workday blocks existing endorsement requests and doesn't allow any new endorsements if:
• The candidate is hired.
• The job requisition is filled or closed.
Workday doesn't delete endorsement requests from the worker's My Tasks, even when it's no longer
possible to endorse that candidate.
If the candidate doesn't have an active worker or pre-hire record, you can delete all endorsement
information from the candidate's profile and job application.
Note: Workday stores endorsement information for dispositioned candidates.

Steps
1. Create Custom Business Processes.
Configure the Endorse Candidate business process in the Recruiting functional area.
Assign the Endorse Candidate action step to the appropriate security groups.
Example: If you want employees to endorse candidates, assign the group Employee As Self to the
Endorse Candidate action step.
2. Edit Business Process Security Policies.
Access the Business Process Security Policies for Functional Area report and enter these details:
Option Description
Functional Area Recruiting
Business Process Endorse Candidate

In the Who Can Do Action Steps in the Business Process section, add or remove security groups for
the Endorse Candidate action step.
(Optional) In the Policy Restrictions section, select the Disable Comments check box. This prevents
Workday from displaying 2 comment fields for candidate endorsements.
3. Activate Pending Security Policy Changes.
4. (Optional) From the related actions menu of the Endorse Candidate business process, select
Business Process > Maintain Help Text.
Enter instructional text that explains the endorsement process for a referring worker.
5. Edit Business Processes.
Add the Send Endorsement Request action step to the appropriate stage of the Job Application
business process definition where you want a nominated worker to endorse a candidate's job
application.

Result
When a candidate identifies a worker they know at your company, the worker receives a request to
endorse that candidate.
Workday displays positive endorsement details on the candidate's:
• Profile.
• Job application.

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Next Steps
Configure Workday to process a one-time referral payment to the worker if you hire the candidate they
endorsed. You can also use eligibility rules to specify how and when to process this payment.

Steps: Set Up Referral Payment Processes

Context
Referral payment processes offer an easier and more convenient way to reward workers for successful
referrals. Set up the One-Time Payment for Referral business process so you can:
• Manage your referral payment processes.
• Generate referral payments to workers if you hire a candidate they referred.

Steps
1. (Optional) Access the Create One-Time Payment Plan Schedule task.
Create a plan schedule for referral payments. After a successful hire, you can delay paying the referring
worker by a number of days, months, or years from the Date of Hire.
Security: Set Up: Base and Plan domain in the Core Compensation functional area.
2. (Optional) Create Eligibility Rules for Compensation on page 803.
Configure rules to determine which workers are eligible to receive the one-time payment for the referral.
Example: The referring worker is in Paris and is in the Engineering organization.
3. Create One-Time Payment Plans on page 930.
Create an amount-based plan for referral payments. Select:
• Referral on the Category prompt.
• (Optional) A referral Payment Schedule. This section displays after you select a Category.
4. Create Job Profiles on page 473.
Select the payment plan that you want to associate with the job profile from the Referral Payment Plan
prompt.
5. Create and Edit Job Requisitions on page 508.
When you create a job requisition from a job profile, Workday automatically associates the payment
plan of the job profile with the job requisition.
You can also select a payment plan from the Referral Payment Plan prompt in the Recruiting
Information section.
6. Access the Create Business Process Definition (Default Definition) task.
Create the default definition for the One-Time Payment for Referral business process if it doesn't exist
in your tenant.
7. Edit Business Process Security Policies
Configure the security policy for the One-Time Payment for Referral business process.
8. Add the One-Time Payment for Referral subprocess to the Hire business process.
9. (Optional) Access the Edit Tenant Setup - HCM task.
Select the Route Business Processes Based on Costing Overrides option in the Compensation
section. If you use worktags on the One-Time Payment for Referral business process, Workday routes
steps to the managers associated with the worktags.

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10.(Optional) Hide or Require Optional Fields.

If you don't want to use referral payment plans, you can hide the Referral Payment Plan field on job
requisitions.
a) Select the Pre-Hire Process functional area.
b) Select an option:
• Job Requisition
• Job Requisition Change
• Job Requisition Details for Composite View

Result
Workday creates a one-time payment to a referring worker if you hire their referral. The candidate owner
receives the one-time referral payment for any candidate job application that reaches the One-Time
Payment for Referral subprocess on the Hire business process. When you enable the Referral Ownership
Level on the Edit Tenant Setup - Recruiting task, the worker named on the Referred By field receives
the one-time referral payment.
If you terminate a referred worker, Workday removes any future dated referral payments to the referring
worker.
Changes made to referral payment plans don't impact in-progress and historical job requisitions.

Next Steps
Manually review and approve payments before Workday processes them.

Hide or Require Optional Fields for Referrals

Prerequisites
Security: Set Up: Configure Optional Fields domain in the System functional area.

Context
You can hide or require fields on these referral tasks to control what information you collect:
• Create a Referral.
• Refer a Candidate.

Steps
1. Access the Configure Optional Fields task.
2. Select one of these options on the By Functional Area prompt:
• Create a Referral.
• Refer a Candidate.
Workday recommends that you hide and require the same fields for both of these functional areas to
ensure data consistency.
3. As you complete the task, consider:
Option Description
Email We recommend that you require this field
to ensure that the candidate receives all
communications.
Relationship Require this field to track how workers know the
candidates that they referred.

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4. Configure visibility for the Referral Payment Plan field.

You can hide or require the Referral Payment Plan field on job and evergreen requisitions. Select one
of these functional areas:
• Evergreen Requisition.
• Evergreen Requisition Change.
• Job Requisition.
• Job Requisition Change.
If your company doesn't use referral payment plans, hide this field for all users.
Related Information
Tasks
Hide or Require Optional Fields

Invite Referrals to Apply

Prerequisites
• Configure email notifications for candidates.
• Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.

Context
You can configure Workday to automatically notify a candidate when a worker refers them for a job. This
notification can also include a link to the job posting that the candidate can use to apply.

Steps
1. From the related actions menu of the Refer a Candidate business process, select Business Process >
Add Notification.
2. As you complete the task, consider:
Option Description
Recipient(s) Select External Candidate for Business Process.
Message Content Use the Job Posting Referral URL field to
include a link to the job posting.

Result
The referred candidate receives an email notification with a link where they can apply to the job posting.
These business process notifications don't display on the candidate's job requisition.
Related Information
Reference
Reference: Edit Tenant Setup - Notifications

Manage Unmatched Endorsement Requests

Prerequisites
• Configure the Endorse Candidate business process in the Recruiting functional area.
• Security: Employee Referrals domain in the Recruiting functional area.

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Context
If Workday can't match a candidate's self-identified referrer with an existing worker, you can edit the job
application and enter the worker's correct name. You can then send the worker a request to endorse the
candidate's job application.
You can create a custom report to display all job applications with a self-identified referral that doesn't
match an existing worker. Job applications with unmatched self-identified referrals store the name or email
that the candidate entered in the Referred by (unmatched) field.

Steps
1. Access the Create Custom Report task.
a) Create an Advanced custom report based on the Job Applications data source, and clear the
Optimized for Performance check box.
b) Select All Job Applications from the Data Source Filter prompt.
c) In the Columns grid, add a new row for the Referred by (unmatched) field.
Add other fields as required. Example: Candidate Name, Job Application.
d) In the Filter section, select:
• Referred by (unmatched) on the Field prompt.
• is not blank on the Operator prompt.
2. Run the custom report.
3. From a candidate's related actions menu, select Candidate Actions > Edit Job Application.
a) Select the job application to edit from the Job Applications for Candidate prompt.
b) Edit the candidate's job application and enter the correct worker's name in the Referred by field.
4. From the candidate's related actions menu, select Candidate Actions > Send Endorsement Request.

Result
• Workday creates a link between the worker and the candidate's job application.
• The worker receives a request to endorse the candidate's job application.

Job Applications

Steps: Set Up Job Applications

Context
With Workday, you can configure the job application to collect only the information you want from a
candidate.

Steps
1. Create External Career Sites on page 326.
Define the sections you want included in the job application a candidate completes when they apply for
a job using an external career site. Complete the Create External Career Site task sections that begin
with the word Apply.
2. Steps: Set Up Job Application Templates on page 381
Define what resume data you collect on a job application.
3. Set up candidate assessments.
See Steps: Set Up Assessments for Candidates on page 396.

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4. Set up questionnaires.
See Steps: Set Up Questionnaires for Recruiting on page 388.

Steps: Manage Job Applications

Prerequisites
Set up job applications.

Context
Use this process flow to manage job applications.

Steps
1. Create and Edit Job Requisitions on page 508.
2. Create and Edit Evergreen Requisitions on page 213.
3. Post Jobs on page 353.
4. Candidates apply to jobs using external or internal career sites.
Job applications created by:
•External candidates applying to jobs use the job application template associated with the job posting.
•Internal candidates applying to jobs use content that displays on their worker profile, such as
education, job history, and skills. The job application displays using the job application template
associated with the internal job posting.
5. Recruiters create job applications on behalf of candidates.
The Create Job Application task uses the job application template that is associated with the
evergreen or job requisition.
6. View the template assigned to a requisition on the Details profile group on the requisition profile.

Next Steps
To meet compliance requirements, purge the job application data of former workers, active workers, or
candidates if you no longer need it. Use the Purge Person Data task and the Job Applications for Purging
data source for your custom report.
Related Information
Tasks
Steps: Purge Person Privacy Data

Steps: Enable Candidates to Withdraw Their Job Applications

Context
You can set up Workday to enable candidates to withdraw their own job applications, improving recruiter
productivity. Candidates can withdraw from consideration using the:
• Withdraw button next to their job application for external candidates with a Candidate Home account.
• Withdraw Application task for internal candidates.

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Steps
1. Edit Domain Security Policies.
To enable internal candidates to withdraw their job applications, add these security groups to the
Internal Careers domain:
• All Contingent Workers.
• All Employees.
2. Access the Maintain Recruiting Dispositions task.
Select the Candidate Withdrawal check box for the reason you want to use when a candidate
withdraws their job application. The reason you select must:
• Be active.
• Map to Declined by Candidate.
The Candidate Label Override is the label candidates see in any communications that they receive
related to their job application.
Security: Set Up: Recruiting domain in the Recruiting functional area.
3. Edit the Job Application business process definition.
Add the candidate withdrawal reason you configured to the Possible Dispositions grid for each stage
where you want a candidate to be able to withdraw their job application. If a stage has no candidate
withdrawal disposition, the Withdraw button doesn't display for external candidates.
See Steps: Configure the Job Application Business Process on page 176.
4. (Optional) Create Custom Notifications.
You can configure a custom a notification on the Job Application business process to let you know
when a candidate withdraws their job application. Configure the notification to trigger only for candidate
withdrawal reasons.
5. Create External Career Sites on page 326.
Enter a Withdraw Confirmation Message in the Candidate Home section. This message displays to
external candidates when they withdraw their job application.
6. Set Up Worklets.
Add the Withdraw Application task to the Actions section of the Careers worklet.

Result
When a candidate withdraws their job application, Workday:
• Sets their status to the one defined as candidate withdrawal status.
• Closes the job application event.

Next Steps
Review the status of candidate job applications on the:
• Candidate profile.
• Candidates profile group of the job requisition profile.
You can also create a custom report that includes the Candidate Withdrawn report field.

Steps: Set Up Job Application Templates

Context
Workday enables you to create job application templates to collect only the information from a candidate
that is relevant to a specific evergreen or job requisition. You can hide or require sections or fields for all or
for a specific security group.

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Steps
1. Edit Domain Security Policies.
Set up security for these domains in the Recruiting functional area:
• Candidate Data: Attachments
• Candidate Data: Edit Job Application
• Candidate Data: Job Application
• Submit Recruiting Agency Candidate
2. Create Job Application Templates on page 383.
Define the sections and fields that you want hidden or required on job applications.
3. Access the Create Job Requisition Condition Rule task.
Create the condition rules that Workday uses to determine which job application template to associate
with an evergreen or job requisition. Workday delivers a default template called Job Application
Default Template.
You can use these report fields when creating condition rules:
• Current Job Application Template on the Job Requisition business object.
• Current Job Application Template on the Job Applications, Prospects and Referrals business
object.
• Job Application Template – Current on the Job Requisition Event business object
• Job Application Template – Proposed on the Job Requisition Event business object
• Job Requisition Has/Had Job Applications on the Job Requisition business object
Security: These domains in the Recruiting and Talent Pipeline functional areas:
• Set Up: Job Postings
• Set Up: Recruiting
4. Access the Maintain Job Application Templates task.
Assign a job application rule to a job application template. When you create an evergreen or job
requisition, Workday evaluates the rules in the order they display. When a rule is met, Workday assigns
that template to the requisition. When no rule is met, Workday assigns the default template.
Security: Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.
5. (Optional) Edit Business Processes.
Configure these business processes to include the Review Job Application Template step, which
enables you to change the assigned job application template:
• Evergreen Requisition.
• Job Requisition.
Add this step after the completion step but before the Post Job step. Workday will send the Review Job
Application Template task to the Inbox of the security group assigned to the step.

Result
When you create an evergreen or job requisition, Workday uses the Maintain Job Application Templates
task to evaluate which template to assign to the requisition. If you added the Review Job Application
Template as a step to one or both of the business processes, Workday sends a new Review Job
Application Template task to the Inbox of the assigned security group. This task enables you to change
the assigned template.
Workday also adds a new Job Application Template section (secured to the Staffing Actions: Job
Requisition Job Application Template domain) to these tasks that also enables you to change the template:
• Edit Evergreen Requisition.
• Edit Job Requisition.

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You can view the template assigned to a requisition on the Details profile group on the requisition profile.
Related Information
Tasks
Create Business Process Condition Rules

Create Job Application Templates

Prerequisites
Security: Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.

Context
Job application templates enable you to control the information you gather about a candidate from a job
application when:
• Candidates apply to a job using an external career site.
• Recruiters or administrators use the Create Job Application task or the Attachments profile group of
a job application.
A template enables you to select the sections to display on a job application, and Workday includes a
Default Section Label for each section:
• Certifications
• Education
• Languages
• Resume/CV
• Resume Parsing
• Skills
• Websites
• Work Experience
You can use the Section Label Override fields to change the section labels. In the Instructional Text
column, rich text fields enable to you to add instructions and additional information for each section. The
text configured in the Instructional Text fields displays on the My Experience page of a job application.
You can include or hide sections and fields within sections based on security groups.

Steps
1. Access the Create Job Application Template task.
2. As you complete the task, consider:
Option Description
Section Label Override Text that you enter here replaces section
label text on the My Experience page of a job
application. The candidate record also displays
the Section Label Override text. You can
configure the plain-text editable fields with up to
100 characters.
Instructional Text Text that you enter here displays below the
section label text. Configure these rich-text
editable fields with up to 500 characters.
Criteria If you select Security Group, Workday enables
you to select options from the Hidden For and
Required For prompts.

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Option Description
Enforce Required in Web Services Selecting Required for All enforces the criteria
defined by the job application template in the Put
Candidate and Submit Agency Candidate web
services.
Doesn't apply to the Resume/CV section.

Hidden For Hide or require a section or fields for selected

security groups.
Required For
Workday automatically checks for conflicts
between your selected criteria.

Result
When you select Hide for All in the Criteria column for the From or To fields in the Education section,
Workday suppresses this information in any associated:
• Job applications.
• Report fields.
• Web services.
When you hide resume parsing for external candidates, Workday doesn't display the:
• Autofill with Resume button on custom branded external career sites.
• Quick Apply page on external career sites without custom branding.
For the Put Candidate web service, don't remove the Resume_Data section when the Enforce Required
in Web Services check box and Required For are selected for any section or field.

Next Steps
To translate configured text in Section Label Override and Instructional Text fields, use the Translate
Job Application Template report.
To manage job application templates, use the Edit Job Application Template task. Workday uses the
job application template on the requisition at the time of posting. To use the updated template for job
applications, edit the job requisition and select Use Updated Version of Template check box in Job
Application Template section. Then you can unpost and repost the job requisition.

Questionnaires

Setup Considerations: Questionnaires for Recruiting

You can use this topic to help make decisions when planning your configuration and use of recruiting
questionnaires. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

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What They Are

Recruiting questionnaires in Workday enable you to gather and collate candidate, recruiter, and interviewer
data. You can issue questionnaires at any stage of the recruiting process.

Business Benefits
With recruiting questionnaires, you can:
• Assess and narrow down candidates efficiently during the recruiting process.
• Collect different types of candidate data at the job application stage.
• Ensure recruiters and interviewers systematically assess candidates by using questionnaires as a guide
during screenings and interviews.
• Narrow down a large number of candidates by assigning scores and weights to questions.
• Request feedback from candidates, interviewers, and recruiters at any stage of the recruiting process.
• Improve recruiting efficiency by configuring follow-up questions on questionnaires.

Use Cases
• You need to collect information from a large number of candidates.
• You want to eliminate ineligible candidates quickly.
• You want to interview candidates on their experiences or competencies.

Questions to Consider

Question Consideration
What kind of questionnaires do you want to create? You can create primary questionnaires to ask
candidates general questions. You can create
secondary questionnaires to ask more specific
questions, such as questions about job location.
Supplementary questionnaires enable recruiters to:
• Create and customize questionnaires and add
them to job requisitions.
• Ask candidates additional questions.
• Use nested branching functionality to configure
follow-up questions to gather more detailed
information.

How do you want to view questionnaires? You can set questionnaires on a job profile. To
display questionnaires automatically on job or
evergreen requisitions that use that job profile, set
a condition rule on the Maintain Job Requisition
Questionnaire Defaults task. If you update any of
the fields on the job requisition before submitting it,
Workday:
• Runs the condition rules again.
• Overrides any questionnaires that you selected,
depending on your defaulting rules.
You can also access the View Questionnaire
report to view and preview completed
questionnaires.

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Question Consideration
How do you want to filter eligible and ineligible You can assign points to multiple choice questions
candidates? to eliminate ineligible candidates and advance high
scoring candidates. Example: A candidate gets
low scores because of age threshold. Workday
eliminates the candidate.
You can also create a branching question for
possible answers and assign points to possible
responses.

Recommendations
Workday recommends that you create question tags to help you search and keep track of questions.
Example: Create question tags for internal and external questions so that you can easily search for these
question types.
To ensure that candidates, complete a questionnaire, you can add the Complete Questionnaire action step
on any subprocess of the Job Application business process. Workday recommends that you add this step
before the Make Decision step.
When using questionnaires on an external career site, Workday recommends that you keep the total
number of questions, including branched questions, to under 100 questions.

Requirements
No impact.

Limitations
If you add a Complete Questionnaire step to the Interview business process, you can't send questionnaires
to the groups specified in the Schedule Interview Team step. You can associate a questionnaire with the
Schedule Interview and Manage Interview Feedback business process steps of the Interview business
process so that interviewers receive the questionnaire.

Tenant Setup
To enable changes to primary and secondary questionnaires, select the Enable Primary and Secondary
Questionnaire Removal or Replacement on Evergreen and Job Requisitions check box under the Job
Requisition section of the Edit Tenant Setup - HCM task.

Security

Domains Considerations
Candidate Data: Questionnaires in the Recruiting Provides access to questionnaire responses.
functional area.
You can use segment-based security groups to
determine access to questionnaire responses.

Candidate Data: Questionnaire Total Score in the Provides access to the total score of a
Recruiting functional area. questionnaire on the Job Requisition composite
view.
Configure Questions for Business Process and Enables you to manage access to supplementary
Configure Questionnaires for Business Process in questionnaires.
the System functional area.

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Domains Considerations
Provides access to these tasks during the
Supplementary Questionnaires for Job Requisition
event:
• Create Questions
• Create Questionnaires

Set Up: Questionnaire Calc Fields in the Recruiting Enables you to create a question report field for
and Talent Pipeline functional areas. a question from the related actions menu of the
question.
Set Up: Recruiting domain in the Recruiting Enables you to add eligibility questions to job
functional area. applications for external candidates.
Staffing Actions: Job Requisition Job Provides access to job requisition questionnaires
Questionnaires in the Staffing functional area. and the questionnaire sections on these tasks:
• Create Job Requisition.
• Edit Job Requisition.
Provides access to job requisition questionnaires
and controls whether the Questionnaire section
displays on the Create Job Requisition and Edit
Job Requisition tasks.

Questionnaire in the System functional area. Provides access to all tasks and reports related to
configurable questionnaires.
Questionnaire Creation and Distribution in the Enables you to access the Maintain
System functional area. Questionnaires task and create, edit, delete, view,
and preview questionnaires.

Question Library in the System functional area. Provides access to all tasks and reports related to
questions and question tags.
Questionnaire Results in the System functional Provides access to all the tasks and reports related
area. to accessing the results and the attachments for a
questionnaire.

Business Processes

Business Processes Considerations

Job Requisition To add or update questionnaires assigned to job
or evergreen requisitions, you can configure the
Job Requisition business process and security
policy for the Staffing Actions: Job Requisition Job
Questionnaires domain in the Staffing functional
area.
Supplementary Questionnaires for Job Requisition Configure this business process to enable
recruiters to create supplementary questionnaires
on job and evergreen requisitions.

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Reporting

Reports Considerations
View Questionnaire View questionnaires you have access to.
View Questionnaire Security Segment Enables you to identify who has access to
questionnaire responses.

Integrations
No impact.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Segmented Security for Recruiting Questionnaires on page 392
Tasks
Configure Supplementary Questionnaires for Recruiting on page 390
Configure the Interview Business Process on page 413
Reference
Workday 2021R2 What's New Post: Nested Branching Questions for Supplementary Questionnaires
The Next Level: Recruiting - BP Questions/Questionnaires

Steps: Set Up Questionnaires for Recruiting

Context
You can ask candidates to complete questionnaires when they:
• Apply for a job on your internal or external career site.
• Reach any stage in the recruiting process. To do this, external candidates must have a Candidate
Home account.

Steps
1. Edit Domain Security Policies.
Configure security for these domains:
• Candidate Data: Questionnaires and Candidate Data: Questionnaire Total Score domains in the
Recruiting functional area.
• Questionnaire, Questionnaire Creation and Distribution, and Questionnaire Results domains in the
System functional area.
• Staffing Actions: Job Requisition Job Questionnaires in the Staffing functional area.
2. Create your questionnaires.
See: Steps: Create and Manage Questionnaires.
3. Set up segmented security for Recruiting questionnaires.
See Example: Configure Segmented Security for Recruiting Questionnaires on page 393.

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4. Edit Business Processes.

To have candidates complete a questionnaire, add the Complete Questionnaire action step to any
business process that can be a subprocess of the Job Application business process. Workday
recommends that you add this step before the decision step.
If you want to send the questionnaire to:
• External candidates, enter Candidate As Self in the Group column. The candidate must have a
registered Candidate Home account. Questionnaire requests also display as tasks for a candidate
on Candidate Home.
• Internal candidates, enter Employee As Self or Contingent Worker As Self in the Group column.
If you add a Complete Questionnaire step to the Interview business process, you can't send
questionnaires to the groups specified in the Schedule Interview Team step.
5. (Optional) Configure Supplementary Questionnaires for Recruiting on page 390.
6. Access the Edit Tenant Setup - HCM task.
Manage tenant-wide settings in the Job Requisition section. Configure the Enable Primary or
Secondary Questionnaire Removal or Replacement on Evergreen and Job Requisitions setting to
enable changes to questionnaires, even if candidates have already applied.
7. (Optional) Access the View Job Requisition Defaults task.
View all defaults for assessments and questionnaires.
8. Access the Maintain Job Requisition Questionnaire Defaults task.
Create and maintain condition rules and defaults for questionnaires.
9. Create and Edit Job Requisitions on page 508.
You can select up to 4 questionnaires when creating a job or evergreen requisition. Workday also
populates questionnaires using condition rules.
10.Access the Maintain Questionnaires task.
Select Question > Create Report Field from the related actions menu of a question.
Generate a calculated report field for any question and its answers. You can use these report fields to:
• Include questionnaire responses on the Candidate List grid.
• Create condition rules for business processes based on questionnaire responses.
Security: Set Up: Questionnaire Calc Fields domain in the Recruiting and Talent Pipeline functional
areas.

Next Steps
View questionnaire responses for each job requisition on the Questionnaire Results tab of the candidate
profile.
Related Information
Concepts
Concept: Complete Questionnaire Step
Tasks
Steps: Set Up Recruiting on page 170
Change Questionnaires Assigned to Job Requisitions on page 392
Reference
Workday 31 What's New Post: Evergreen and Job Requisition Rules
Workday 2021R2 What's New Post: Nested Branching Questions for Supplementary Questionnaires

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Configure Supplementary Questionnaires for Recruiting

Prerequisites
Set up the Supplementary Questionnaires for Job Requisition business process and security policy in the
Recruiting functional area.
Add the Supplementary Questionnaires for Job Requisition business process as a subprocess on the Job
requisition and Evergreen Requisition business processes.
Security: These domains in the System functional area:
• Configure Questions for Business Process
• Configure Questionnaires for Business Process
• Setup: Configure Optional Fields

Context
You can configure supplementary questionnaires to enable recruiters to create questions and
questionnaires while creating job and evergreen requisitions.

Steps
1. Access the Configure Optional Fields task to enable the Supplementary Questionnaires for Job
Requisition fields.
2. Select By Functional Area > Recruiting.
Enable the supplementary questionnaire fields on 1 or both of these options:
• Evergreen Requisition
• Evergreen Requisition Change
3. Select By Functional Area > Pre-Hire Process.
Enable the supplementary questionnaire fields on 1 or more of these options:
• Job Requisition
• Job Requisition Change
• Job Requisition Details for Composite View

Result
When you're creating job or evergreen requisitions, you can:
• Add questions or questionnaires.
• Select supplementary questionnaires.
You can add supplementary questionnaires by selecting Job Change > Configure Supplementary
Questionnaires on the related actions of the requisition.
You can configure up to 6 levels of branching questions to add to supplementary questionnaires.
When using questionnaires on an external career site, Workday recommends that you keep the total
number of questions, including branched questions, to under 100 questions.

Example
Amy is creating a job requisition to recruit for an IT Support Worker. This position requires weekend work
but there are no questions about weekend work available to select. Amy creates new supplementary
questions to ask applicants about their ability to work weekends. These questions display as a separate
questionnaire page when applicants are applying to the job requisition.

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Next Steps
You can use the Maintain Questionnaires task to inactivate supplementary questionnaires when you no
longer require them.
Related Information
Tasks
Steps: Create and Manage Questionnaires
Configure Questionnaires and Questions
Hide or Require Optional Fields
Reference
Workday 2021R2 What's New Post: Nested Branching Questions for Supplementary Questionnaires
Workday 32 What's New Post: Supplementary Questionnaires for Job Requisitions

Add Eligibility Questions to Job Applications

Prerequisites
Security: Set Up: Recruiting domain in the Recruiting functional area.

Context
You want to screen external candidates who submit job applications to ensure that they’re eligible for
consideration of employment. You can have them answer these eligibility questions:
• Are you at least 18 years of age? Or if under age 18, can you provide work permits?
• Are you legally eligible to work in the country to which you’re applying?
• Are you willing to relocate?
• Do you have relatives who work for our company?
• Do you require sponsorship?
• Have you been convicted of a felony?
• Have you been previously employed by our company?
• Can we contact you at your current place of employment?
• What is the notice period that you need to give your current employer?
• What is your current annual salary?
• What is your minimum annual salary requirement?
• When are you available to start?
Example: The age eligibility field maps to the response to the question: Are you at least 18 years of age?
Or if under age 18, can you provide work permits?

Steps
1. Create a questionnaire that includes 1 or more eligibility questions.
2. Access the Map Job Application Questions task.
Map the answers to the eligibility questions so you can:
• Include them in the Group column on the Candidate List configurable grid.
• Use them as facets in the My Candidates report.

Next Steps

Add the questionnaire to a job requisition or an evergreen requisition.

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Related Information
Tasks
Steps: Maintain Custom Candidate List Grids on page 234

Change Questionnaires Assigned to Job Requisitions

Prerequisites
Configure the Job Requisition business process and security policy in the Pre-Hire Process functional area.

Context
Workday enables you to add or update questionnaires associated with an evergreen or job requisition
using these tasks:
• Edit Job Requisition
• Edit Evergreen Requisition
When a candidate has applied to a job and there are regulatory restrictions that require you to change the
associated questionnaire, Workday recommends that you:
• Create a new questionnaire.
See Steps: Set Up Questionnaires for Recruiting on page 388.
• Update the existing questionnaire.

Next Steps
If you have candidates that applied to the old requisition, follow your regular policy for addressing those
candidates.

Concept: Segmented Security for Recruiting Questionnaires

You can use multiple types of security to control access to questionnaire responses in each stage of the
Job Application business process.

Segment-Based Security Groups

You can use the Create Security Group or Edit Security Group task to give users access to
questionnaire responses. Use these types of security segments:
• Questionnaire security segments restrict access to 1 or more questionnaires. You can create as many
as you need using the Create Questionnaire Security Segment task.
• Questionnaire response context security segments secure access to all Recruiting questionnaire
answers within a specific stage of the Job Application business process. Workday delivers these
segments:
• Candidate Data: Assessment Questionnaire
• Candidate Data: Background Check Questionnaire
• Candidate Data: Initial Questionnaire
• Candidate Data: Interview Questionnaire
• Candidate Data: Offer Questionnaire
• Candidate Data: Ready for Hire Questionnaire
• Candidate Data: Recruiting Agency Questionnaire
• Candidate Data: Reference Check Questionnaire
• Candidate Data: Review Questionnaire
• Candidate Data: Screen Questionnaire
You can't combine access to both types of segments for the same security group.

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Security Domains
Workday delivers these domains:
• Candidate Data: Questionnaire Total Score: Secures the total score to a candidate's screening
questionnaire on the Job Requisition composite view.
• Candidate Data: Questionnaires: Secures all questionnaire responses submitted by internal and
external candidates.
Related Information
Reference
Workday 31 What's New Post: Segmented Security for Recruiting Questionnaire Responses

Example: Configure Segmented Security for Recruiting Questionnaires

This example illustrates how to configure access to questionnaire responses across different stages of the
Job Application business process.

Context
You are the Security Administrator at Global Modern Services. Your recruiting process includes these
questionnaires at these stages of the Job Application business process:

Stage Questionnaire
Review • Eligibility Questionnaire
• Work Experience and Education

Interview • Interview Feedback

• Salary Expectations and Culture Fit

Background Check • Criminal Convictions

• Work References

For privacy and compliance purposes, you only want to share candidate answers to these questionnaires
with the appropriate roles in your organizations. You also want to enable managers to see total scores for
all screening questionnaires.
You can use a combination of questionnaire security segments, questionnaire response context security
segments, and security domains to restrict questionnaire access to these roles:
• Recruiters have access to all questionnaires in the Review stage.
• Managers have access to all questionnaires except for the Criminal Convictions questionnaire in the
Background Check stage.
• HR partners only have access to the Criminal Convictions questionnaire in the Background Check
stage.

Prerequisites
Create the questionnaires and add them to the appropriate recruiting stages.

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Steps
1. Configure Questionnaire Security Segments.
Create these questionnaire security segments:
Option Description
Work Experience and Education Work Experience and Education
Questionnaire
Criminal Convictions Questionnaire Criminal Convictions
2. Create Segment-Based Security Groups.
a) Create a new security group to give recruiters access to all questionnaires in the Review stage.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Screening Questionnaires.
• Security Groups: Recruiter.
• Access to Segments: Candidate Data: Review Questionnaire.
b) Create a new security group to give managers access to all questionnaires in the Interview stage.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Interview Questionnaires.
• Security Groups: Manager.
• Access to Segments: Candidate Data: Interview Questionnaire.
c) Create a new security group to give managers access to the Work Experience and Education
questionnaire.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Work Experience and Education Questionnaire.
• Security Groups: Manager.
• Access to Segments: Work Experience and Education Questionnaire.
d) Create a new security group to give HR partners access to the Criminal Convictions questionnaire.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Criminal Convictions Questionnaire.
• Security Groups: HR Partner.
• Access to Segments: Criminal Convictions Questionnaire.
3. From the related actions of the Candidate Data: Questionnaire Total Score domain, select Domain >
Edit Security Policy Permissions.
a) Add a new row on the Report/Task Permissions grid.
b) In the Security Groups column, select the Manager group.
c) Select the View check box.

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4. From the related actions of the Candidate Data: Questionnaires domain, select Domain > Edit
Security Policy Permissions.
a) Add a new row on the Report/Task Permissions grid.
b) In the Security Groups column, select the Access to Screening Questionnaires group.
c) Select the View check box.
d) Repeat the steps for these security groups:
• Access to Criminal Convictions Questionnaire
• Access to Interview Questionnaires
• Access to Work Experience and Education Questionnaire
5. Activate Pending Security Policy Changes.

Result
The security groups and roles you configured now have access to the appropriate questionnaires.

Example: Reuse Questionnaire Across Multiple Job Application Stages

This example illustrates how to:
• Use 1 questionnaire across multiple stages of the Job Application business process.
• Restrict access to questionnaire responses based on job the application stage.

Context
You've configured a feedback questionnaire that you want to use in the Review and Interview stages of the
Job Application business process. You want to give access to questionnaire responses to these groups,
based on these job application stages:

Job Application Stage Group

Review Recruiter
Interview Manager

To do this, you can use a combination of:

• Domain security policies.
• Questionnaire security segments.
• Questionnaire response context security segments.

Prerequisites
• Create the Feedback questionnaire.
• Add the questionnaire to the Review and Interview stages of the Job Application business process.

Steps
1. Configure Questionnaire Security Segments.
Create a new questionnaire security segment and enter:
Option Description
Name Feedback Questionnaire
Questionnaire Feedback

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2. Create Segment-Based Security Groups.

a) Create a new security group to give recruiters access to the Feedback questionnaire.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Recruiter Access to Feedback Questionnaires.
• Security Groups: Recruiter.
• Access to Segments: Feedback Questionnaire.
b) Create a new security group to give managers access to the Feedback questionnaire.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Manager Access to Feedback Questionnaires.
• Security Groups: Manager.
• Access to Segments: Feedback Questionnaire.
c) Create a new security group to give recruiters access to questionnaires in the Review stage.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Review Questionnaires.
• Security Groups: Recruiter Access to Feedback Questionnaires.
• Access to Segments: Candidate Data: Review Questionnaire.
d) Create a new security group to give managers access to questionnaires in the Interview stage.
Enter:
• Type of Tenanted Security Group: Segment-Based Security Group.
• Name: Access to Interview Questionnaires.
• Security Groups: Manager Access to Feedback Questionnaires.
• Access to Segments: Candidate Data: Interview Questionnaire.
3. From the related actions of the Candidate Data: Questionnaires domain, select Domain > Edit
Security Policy Permissions.
a) Add a new row on the Report/Task Permissions grid.
b) In the Security Groups column, select the Access to Review Questionnaires group.
c) Select the View check box.
d) Repeat these steps for the Access to Interview Questionnaires security group.
4. Activate Pending Security Policy Changes.

Result
Managers and recruiters now have access to the Feedback questionnaire responses for the appropriate
stages.

Assessments

Steps: Set Up Assessments for Candidates

Prerequisites
Security:
• Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.
• Staffing Actions: Job Requisition Assessments domain in the Staffing functional area.

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Context
You can request candidates to complete assessment tests when:
• You move candidates to the Assessment stage in the recruiting process.
• The candidate applies for a job using an external career site.
You can also complete the Assessment stage for a candidate using the Assess Candidate web service. To
retrieve assessment information, use the Get Assess Candidate web service.

Steps
1. Set up assessment-related integrations with your vendors.
See:
• Concept: Workday Studio.
• Steps: Set Up Inline Assessments Integration.
2. Edit Domain Security Policies.
Configure the security policies for the Candidate Data: Assessment Results domain in the Recruiting
functional area.
3. Edit Business Processes.
Configure the Assess Candidate business process.
As you complete this step, consider:

Business Process Step Description

Assess Candidate Enables recruiters to select the recruitment tests
the candidate takes. If there are assessment tests
configured on the evergreen or job requisitions,
they automatically display.
Integration Enables a third-party vendor to administer 1 or
more assessment tests.
Take Candidate Assessment Enables recruiters to send the Take Assessment
task to:
• An external candidate's Candidate Home
account.
• An internal candidate.
• A nonworker.
Workday recommends that you configure this step
to run parallel with an Integration step.

Make Assessment Decision Enables you to move the candidate to the next
stage in the recruiting workflow or decline the
candidate. Make this step the completion step.
4. (Optional) Access the Maintain Recruiting Assessment Categories task.
Create categories for your assessment tests.
5. Access the Maintain Recruiting Assessment Tests task.
Set up individual assessment tests to track and evaluate candidates at a more granular level. Inline
assessments must have an integration system.
6. Access the Maintain Assessment Statuses task.
Create assessment statuses for use on individual tests, overall ratings, or both.

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7. (Optional) Access the Maintain Job Requisition Assessment Defaults task.

If there aren't any assessments aligned to a job requisition, select the Automatically Include Blank
Row on Assess Candidate Task check box to create an empty row on the Assess Candidate task
grid.
Create condition rules to use to populate assessment tests on job requisitions and the Assess
Candidate task.
8. (Optional) Set up task consolidation for the Assess Candidate business process.
See Steps: Set Up Inbox Task Consolidation.
9. Configure the Job Application business process to include Assessment as a stage.
See Steps: Configure the Job Application Business Process on page 176.
10.Create evergreen and job requisitions.
See:
• Create and Edit Evergreen Requisitions on page 213.
• Create and Edit Job Requisitions on page 508.
11.(Optional) Create External Career Sites on page 326.
Enter instructions in the Apply Inline Assessment section. These instructions provide help to
candidates taking an inline assessment test as a part of their job application.
12.(Optional) Configure segmented security for assessment test results.
See Steps: Configure Segmented Security for Assessment Test Results on page 398.

Result
When a candidate applies to a job using an external career site and completes an assessment test,
Workday records the results on the candidate profile. The status displays if you or the assessment vendor
included it.
When a candidate moves to the Assess Candidate stage, Workday:
• Creates an Assessment event.
• Sets the status to Assessment.
• Sends an Inbox notification to the assigned role for the configured step.
Related Information
Concepts
Concept: Inline Assessments Integration
Reference
2021R1 What’s New Post: Consolidated Tasks for Assessments

Steps: Configure Segmented Security for Assessment Test Results

Prerequisites
Create:
• Integrations with third-party assessment test vendors.
• Assessment test categories.
• Assessment tests.

Context
You can configure segmented security to restrict access to assessment test results based on assessment
test categories.

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Steps
1. Access the Create Recruiting Assessment Category Security Segment task.
Create a security segment for an assessment category.
Security: Recruiting Assessment Category Segment Setup domain in the Recruiting functional area.
2. Create Segment-Based Security Groups.
Create a security group that grants specific security groups access to specific security segments.
3. Edit Domain Security Policies.
Update the security policy for the Candidate Data: Assessment Results domain.
4. Activate Pending Security Policy Changes.

Example: Configure Segmented Security for Assessment Test Results

This example demonstrates how to configure segmented security to determine who can access
assessment test results.

Context
As a recruiting administrator, you want to configure security so:
• Only recruiting administrators can view the results from a Work Opportunity Tax Credit (WOTC)
assessment.
• All recruiting-related roles can view the results of all other assessment tests.

Prerequisites
Set up assessment-related integrations with your vendors.

Steps
1. Create a WOTC assessment test category.
a) Access the Maintain Recruiting Assessment Categories task.
b) Enter these values:

Field Value
Category Name WOTC Eligibility
ID WOTC-1
c) Click OK, then click Done.
2. Add assessment tests.
a) Access the Maintain Recruiting Assessment Tests task.
b) Enter these values:

Field Value
Test Name WOTC Survey
Assessment Category WOTC Eligibility
c) Click OK, then click Done.

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3. Create a security segment for an assessment category.

a) Access the Create Recruiting Assessment Category Security Segment task.
b) Enter these values:

Field Value
Name WOTC Assessments Security Segment
Assessment Category WOTC Eligibility
c) Click OK, then click Done.
4. Create a segment-based security group for restricted assessment tests.
a) Access the Create Security Group task.
b) Enter these values:

Field Value
Type of Tenanted Security Group Segment-Based Security Group
Name WOTC Assessments Security Segment
c) Click OK.
d) Enter these values:

Field Value
Security Groups Recruiting Administrator
Access to Segments WOTC Assessments Security Segment
e) Click OK, then click Done.
5. Create a segment-based security group for nonrestricted assessment tests.
a) Access the Create Security Group task.
b) Enter these values:

Field Value
Security Groups HR Administrator
Manager
Recruiter
Recruiting Administrator

Access to Segments Non-Segmented Recruiting Assessments

c) Click OK, then click Done.
6. Update the security policy for the Candidate Data: Assessment Results domain.
a) Access the Domain Security Policies for Functional Area report.
b) Select Recruiting in the Functional Area prompt.
c) Click Candidate Data: Job Application, then click Candidate Data: Assessment Results.
d) Click Override Parent Permissions.
e) In the Report/Tasks Permissions section, delete all existing security groups.
f) In the Report/Tasks Permissions section, add view access to these security groups:
• WOTC Assessments Security Segment
• Non-Segmented Recruiting Assessments
7. Activate Pending Security Policy Changes

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Result
• Recruiting Administrators can see that test event and view the results.
• HR Administrators, Managers, and Recruiters can see that overall test event but can't view the results.

Interviews

Setup Considerations: Interviews

You can use this topic to help make decisions when planning your configuration and use of interview
functionality. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Interviews in Workday help you schedule and track interview details during the recruiting process.

Business Benefits
Interview functionality enables you to:
• Schedule interviews and receive feedback on candidates.
• Integrate with Google Calendar or Outlook for Microsoft Office 365 to manage interview scheduling in
Workday.
• Create rating scales for interviewers to use when providing feedback.
• Manage interview feedback by sending relevant tasks to interviewers.
• Configure candidate profiles to display interview details, feedback, and interviewers.
• Enable your candidates to view their scheduled interview on their Candidate Home page.
• Include additional questions to rate candidates on competencies.

Use Cases
• Configure video interviews for candidates in remote locations.
• Create an executive-level interview panel for CEO job requisitions.

Questions to Consider

Questions Considerations
How can you configure your interview process? Workday enables you to configure your Interview
business process in 1 of these 3 options:
• Interviews solely in Workday.
• Interviews with Google Calendar.
• Interviews with Microsoft Outlook 365.
You can configure a simplified interview experience
with minimal steps for interviewers without a
calendar integration.

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Questions Considerations
When you want interview schedulers to access
scheduling data outside of Workday, you can use 1
of these integrations:
• Google Calendar.
• Microsoft Outlook 365.

How do you want recruiters and hiring managers to When you don't configure the calendar integration,
communicate with interviewers? you can create email templates to send
communications to interviewers in Workday.
When you configure a calendar integration,
Workday sends calendar invitations, updates, and
cancellations to interviewers.

How do you want to notify interview schedulers You can configure calendar integration to send an
when interviewers accept or decline an interview? email to the interview scheduler when interviewers
respond to an invitation.
How do you want to notify candidates about You can set up email, mobile push notification,
upcoming interviews? and SMS reminders that automatically send to
candidates before their interview. The reminders
can use message templates or notification
templates, if you use Notification Designer.
Interview schedulers can configure the reminders
as they complete the Manage Interview
Scheduling Settings task.
What feedback do you want interviewers to You can elicit specific feedback by including
provide? competency ratings or custom questions specific to
your organization.
Interviewers can provide feedback directly in
Workday, and you can enable interview schedulers
to send back feedback to interviewers for edits.

Recommendations
To ensure you can move the interview process forward when an interviewer can't complete an interview
rating or make an interview decision, configure these business process steps concurrently:
• Make Interview Decision
• Rate Interview

Requirements
No impact.

Limitations
• You can view invitation responses when you use Outlook for Microsoft Office 365, but Workday doesn't
store the response data. You can't report on responses or configure business process notification
condition rules based on the data.
• Candidates can't schedule their own interviews in Workday.

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• You can't use Outlook for Microsoft Office 365 with Workday when you have:
• More than 1 instance of Outlook for Microsoft Office 365.
• Any combination of hybrid, on-premise, or cloud data storage.
• You can't use the Schedule Interview Team step on the Interview business process with these
integrations:
• Google Calendar
• Microsoft Outlook

Tenant Setup
No impact.

Security

Domains Considerations

These domains in the Recruiting functional area: Users can:

• Candidate Data: Interview Feedback Comments • Request interview feedback and view interview
• Candidate Data: Interview Feedback Results ratings.
• Self-Service: Give Interview Feedback • View interview feedback comments entered by
interviewers.
• Give interview feedback.

Candidate Data: Interview Schedule in the Users can view interview schedules.
Recruiting functional area
Person Data: Work Email in the Contact Information Users can view work email addresses of the
functional area interviewers.
Set Up: Recruiting in these functional areas: Users can view information about recruiting setup,
including:
• Recruiting
• Talent Pipeline • Candidates.
• Prospects.
• Job postings.
• Recruiting statuses.

Business Processes
Configure the Interview business process with specific roles in mind.

Reporting

Reports Considerations
Compare Candidate Interview Feedback View interview feedback results for all candidates
associated with an active job requisition.
Candidate Interview Schedule View the interview schedule for a candidate.
Candidate Interview Feedback History View all interview feedback submitted for a
candidate, grouped by job requisition for completed
interviews.

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Reports Considerations
Interview Feedback Details View all interview feedback submitted for each job
application, including applicable competency and
questionnaire feedback.
Interview Feedback Ratings Summary View feedback ratings for all job applications
associated with a job requisition.
My Interviews Users can view all of their scheduled interviews.

Integration
Workday imports or exports this security information to or from Microsoft Office 365 when the interview
scheduler:
• Creates and sends a calendar event.
• Views the available schedule of an interviewer.
• Selects a room.
• Accesses a calendar event in Workday using calendar view.
• Receives an interviewer’s response to a calendar event.
Workday also uses the Microsoft Graph API to call these operations:
• Add Attachment
• Create Event
• Delete Attachment
• Delete Event
• Get Event
• Get Schedule
• List Places (Room Lists)
• List Places (Rooms)
• Update Event
Before you can schedule interviews, an IT administrator must accept the Microsoft Graph API permissions
on behalf of all users in your tenant. The permissions grant access to:
• Calendars.
• Places, or conference room locations.
• Sign in to Workday and read profile data.

Connections and Touchpoints

Features Considerations
Competencies Configure competencies in the worker profile and
Skills functional area to use them in the Interview
business process.
External Career Sites task You can display the interview schedule for the
candidate on their Candidate Home page per your
career site.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Reference
Workday 33 What's New Post: Interview Management

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Workday Community: Recruiting Interview Management Workgroup

The Next Level: Recruiting Interview Management Workgroup
The Next Level: COVID-19 Webinar - Adapt to Changing Recruitment and Hiring Needs

Steps: Set Up Interviews

Prerequisites
• Security: Set Up: Recruiting domain in the Recruiting functional area.
• Create interview-scheduling location types when you're not integrating with a third-party calendar and
you want to assign locations to interview sessions.
• Create competencies if you want to include them in an interview.
• Create questionnaires if you want to include them in an interview.

Context
You can add interviews as a component of your recruiting process. With interviews, you can:
• Define different types of interviews.
• Include 1 or more interview stages in the Job Application dynamic business process.
• Create an interview team and link it to a specific evergreen or job requisition.
• Create rating scales used by interviewers when providing feedback.
• Configure interviews to include competencies and questionnaires.
• Configure the candidate profile to display interview details and feedback.
• Configure the evergreen and job requisition profile to include interview-related information.
• Schedule and manage interviews.

Steps
1. Edit Domain Security Policies.
Define the security groups that can access interview information for these interview-related domains in
the Recruiting functional area:
• Candidate Data: Interview Feedback Comments
• Candidate Data: Interview Feedback Results
• Candidate Data: Interview Schedule
• Person Data: Work Email
• Self-Service: Give Interview Feedback
• Self-Service: My Scheduled Recruiting Events
2. Configure the Interview Business Process on page 413.
3. (Optional) Create Email Templates.
If you don't integrate with Microsoft® Outlook and want to send an email to interviewers, access the Edit
Tenant Setup - Notifications task. In the Notification Delivery Settings section, select a routing rule
from the Rule prompt that enables Email as a Channel and Immediately as the Default Frequency for
either the:
• Recruiting parent notification type.
• Interview Schedule Communications individual notification type.
Create an interview scheduling template. Use the Candidate URL report field to include a link to the
candidate profile in the message.
4. (Optional) Configure Candidate Reminders.
See Steps: Set Up Interview Reminders on page 409.
5. Enable Interview Schedule Recommendations on page 415.

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6. Access the Maintain Interview Feedback Ratings task.

Create a rating scale that interviewers use when providing feedback about the candidate. Once you
create a rating scale, you can't change it. As you complete your rating scale, consider:
• Enter at least 2 rows, but not more than 5.
• For a 2-scale rating on the desktop or mobile application, enter a feedback description such as Yes
or No.
• For a 3 to 5-scale rating on the desktop application, enter the description exactly as you want it to
display.
• For a 3 to 5-scale rating on the mobile application, the scale displays as stars. Example: 3 = ***, 4=
****, and 5 = *****.
7. Access the Maintain Interview Types task.
Create different types of interviews so you have flexibility when scheduling an interview. Example:
Phone or In-Person.
8. (Optional) Add interview reports to profiles.
Add:
• Interview Team on the Details for Job Requisition Composite View profile group.
• Interview Feedback Details and Interview Schedule on the Interview for Candidate Profile profile
group.
See Steps: Set Up Profiles and Profile Groups.
9. Access the Edit Tenant Setup - Recruiting task.
Select Location Types for Interview Scheduling.
Available to users not integrated with Microsoft® Outlook and when Enable Microsoft Outlook
Interview Scheduling Integration isn't selected. Enables you to select organization-related locations
when scheduling interviews using the Schedule Interview task. Locations only display in this prompt if
tied to the location type specified here.
10.(Optional) Access the Edit External Career Sites task.
To display the complete interview schedule on Candidate Home, select the Enable Interview
Schedule on Candidate Home check box. Otherwise, the first-time slot for the interview displays. This
setting doesn't apply to Candidate Self-Schedule events.
11.(Optional) Set up internal recruiting.
See Steps: Set Up Internal Recruiting on page 319.
12.Hide or Require Optional Fields.
To configure hidden or required fields on Interview Scheduling and Interview Feedback tasks, select
Interview for the Recruiting functional area.
13.(Optional) Set Up Guided Tours.
Add text to help users with the interview feedback task.
14.(Optional) Set up interviews to integrate with Microsoft® Outlook.
See Steps: Set Up Interviews to Integrate with Microsoft Outlook on page 407.
15.(Optional) Set up interviews to integrate with Google Calendar.
See Steps: Set Up Interviews to Integrate with Google Calendar on page 408.
16.(Optional) Add web conference links to interview schedules.
See Steps: Set Up Integration to Web Conference Provider on page 408.
Related Information
Tasks
Create Locations
Steps: Set Up Competencies on page 104
Steps: Set Up Questionnaires for Recruiting on page 388

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Steps: Set Up Interviews to Integrate with Microsoft Outlook

Prerequisites
• A Microsoft® work account through Azure Active Directory.
• Microsoft Exchange Online.
• Microsoft Outlook 365 email work addresses for interviewers.
• Microsoft Outlook 365 room lists.

Context
When you create an interview schedule, Workday integrates with Microsoft Outlook when:
• Viewing the availability of an interviewer.
• Viewing the availability of room lists and rooms.
• Creating a calendar event.
• Sending a notification to the interviewer.
Workday also integrates when:
• Rescheduling or canceling a calendar event.
• Checking the response of an interviewer to a calendar event.

Steps
1. Access the Edit Tenant Setup - Recruiting task.
Click Microsoft Outlook for Enable Interview Scheduling Calendar Integration.
Note: This takes up to 15 minutes to activate in Workday.
See Reference: Edit Tenant Setup - Recruiting.
Security: Set Up: Tenant Setup - HCM domain System functional area.
2. Configure the Interview Business Process on page 413.
Don't add Schedule Interview Team as a step. It doesn't work with Microsoft Outlook.
3. (Optional) Access the Maintain Interview Rooms task.
Sync the available rooms in Outlook with Workday to enable you to search for rooms when scheduling
interviews. You'll want to run this task whenever you add new rooms to Outlook.
Security: Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.

Next Steps
When performing these interview-related tasks, interviewers might see a Microsoft Permissions page when
Microsoft validates their email address and password:
• Create an interview schedule.
• Cancel an interview schedule.
• Reschedule an interview.
• Manage interview feedback.
They must accept all permissions listed.
Related Information
Reference
Workday 33 What's New Post: Interview Management

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Steps: Set Up Interviews to Integrate with Google Calendar

Prerequisites
• A Google account with G Suite Basic, G Suite Enterprise, or G Suite Business.
• Google Calendar email work addresses for interviewers.
• Google Calendar buildings.

Context
When you create an interview schedule, Workday integrates with Google Calendar when you:
• View the availability of an interviewer.
• View the availability of room lists and rooms.
• Create a Google Calendar event.
• Create a Google Calendar event with an attachment.
• Send a notification to the interviewer.
Workday also integrates when:
• Checking the response of an interviewer to a calendar event.
• Rescheduling or canceling a calendar event.
• Rescheduling or canceling a calendar event with an attachment

Steps
1. Access the Edit Tenant Setup - Recruiting task.
Click Google Calendar for Enable Interview Scheduling Calendar Integration.
Note: This takes up to 15 minutes to activate in Workday.
See Reference: Edit Tenant Setup - Recruiting.
Security: Set Up: Tenant Setup - HCM domain System functional area.
2. Configure the Interview Business Process on page 413.
Confirm that the Schedule Interview Team isn't a step on the Interview business process.
3. (Optional) Access the Maintain Interview Rooms task.
Sync the available rooms in Google Calendar with Workday to enable you to search for rooms when
scheduling interviews. Run this task whenever you update rooms in Google Calendar.
Security: Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.

Result
You can schedule interviews using Google Calendar.
Related Information
Reference
2020R1 What's New Post: Workday Google Calendar Interview Scheduling Integration

Steps: Set Up Integration to Web Conference Provider

Prerequisites
• Configure the Interview business process.
• Register your application client with your third-party web conference provider.

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• Configure and deploy an integration system in Workday Studio using these web services:
• Get Web Conference Interview Data
• Put Web Conference Interview Data

Context
You can configure Workday to use a Workday Studio integration that adds a unique link to web conference
meetings when you schedule interviews.

Steps
1. Access the Register External OAuth Client task.
Register your application client with the integration system to enable access to your web conference
within Workday.
Enter these values provided by your web conference provider:
• OAuth 2.0 Client Name
• OAuth 2.0 Client ID
• OAuth 2.0 Client Secret
• (Optional) Authorize Endpoint URL
• (Optional) Token Endpoint URL
Security: Security Administration domain in the System functional area.
2. Create and configure access for an integration system user (ISU) account.
Grant the ISU Get and Put access to the Interview Integrations domain.
See Steps: Grant Integration or External Endpoint Access to Workday.
3. Access the Edit Tenant Setup - Recruiting task .
Select your Studio integration system from the Web Conference Integration System prompt.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.

Result
Interview schedulers who access the Schedule Interview task through their Inbox can:
• Sign in to their web conference account.
• Select the Include Web Conference Link check box before selecting an interview time.
• Click Confirm to run the integration after selecting an interview time.
Once confirmed, Workday adds the meeting link to:
• The location or web conference field in your meeting invitation if you have a calendar integration set up.
• The schedule interview email if you don’t have a calendar integration set up.
• The Interview profile group on the candidate's profile.
• The candidate's home page on your external career site.
Related Information
Reference
Reference: Edit Tenant Setup - Recruiting
2021R1 What's New Post: Custom Web Conference Integration for Interview Management

Steps: Set Up Interview Reminders

Prerequisites
Set up interviews.

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Context
You can configure emails, mobile push notifications, and SMS messages to remind candidates about
upcoming interviews. If you opt in to the:
• Notification Designer Innovation Service, you can design emails with more advanced branding and
layout options than a standard message template.
• Workday Messaging Innovation Service, you can send candidates interview reminders through SMS.

Steps
1. (Optional) Set up Workday Messaging for the Candidate Reminders notification type to send interview
reminders through SMS.
See Steps: Set Up Workday Messaging in Production.
2. Create a message template for the Candidate Reminders notification type.
See Steps: Set Up Message Templates.
3. (Optional) Create a notification template.
If you use notification designer, you can create and activate a template for the Candidate Reminders
notification type.
See Create and Activate Notification Templates.
4. Access the Edit Tenant Setup - Notification task.
Select the Enable Reminders check box on the Reminder Settings section. You can also configure
notification routing rules for candidate reminders.
Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.

Result
Workday displays the Candidate Reminder Settings tab on the Manage Interview Scheduling Settings
task. Interview schedulers can use the tab to configure:
• Custom Reminders.
• Reminders from message templates you've created.
• Reminders from notification templates you've created.
They can also use the View All Upcoming Candidate Interview Reminders report (secured to the
Candidate Data: Interview Schedule domain) to view future reminders configured for job requisitions.
Related Information
Reference
2021R2 What's New Post: Interview Reminders

Steps: Manage Interviews

Prerequisites
Set up interviews.

Context
With interviews, you can:
• Create interview schedules.
• Create or update interview teams.
• Select locations or rooms.
• Reserve a room (for Microsoft® Outlook users),
• Evaluate and rate candidates.

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• Move forward or decline candidates.

• Reschedule and cancel interviews.
• Send notifications and invitations to interviewers for those using and not using Microsoft® Outlook.
• View availability and responses (for Outlook users).
• View reports on schedules and interview details.
When you advance a candidate to the Interview stage, Workday:
• Creates an Interview event.
• Sets the status of the candidate to Interview.

Steps
1. (Optional) Access the Manage Interview Scheduling Settings task.
Create an interview team and associate it with a specific evergreen or job requisition before you begin
the interview process.
You can also add Manage Interview Scheduling Settings as a To Do step in these business processes:
• Close Evergreen Requisition
• Close Job Requisition
• Evergreen Requisition (Must be after the completion step.)
• Evergreen Requisition Change
• Freeze Job Requisition
• Job Requisition (Must be after the completion step.)
• Job Requisition Change
• Move Job Requisition
When a candidate moves to the interview stage, the interview team assigned to the requisition
automatically populates in the Schedule Interview task.
Note: Works only if you configured the Schedule Interview step in the Interview business process.
Security: Job Requisitions for Recruiting domain in the Recruiting functional area.
2. (Optional) Access the Recommended Interview Settings tab.
You can specify recommended interview settings for the Schedule Interview task to override the
Workday settings.
3. (Optional) Access the Candidate Reminder Settings tab.
You can configure a custom reminder, select an available message template and notification template,
and specify when you want the reminders to send. Workday can't translate messages if you select the
Edit Message Content check box and edit a template.
4. Access the Evergreen or Job Requisition profile.
Review the candidates who have applied to the requisition.
5. Move a candidate to the interview stage.
Workday sends the Schedule Interview or Schedule Interview Team task to the Inbox of the security
group assigned to the step.
6. Click the Inbox notification to schedule the interview for the candidate.
As you complete Schedule Interview, consider:

Field Description
Time Zone Applies to the entire schedule. Workday uses the
primary location of the job requisition to determine
the time zone.

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Field Description
Interviewers Automatically populates with the interviewers
defined on the Manage Interview Scheduling
Settings task.
Use Same Location or Room Select this check box to indicate that you want
to use the same rooms for the entire interview
schedule.
Location Displays only when you select the Use Same
Location or Room check box.
Recommended Interview Settings Expand the field for options that enable Workday
to recommend schedules:
• Range of Dates enables Workday to
recommend interview dates up to 1 or 2 weeks
after the selected date. You can also constrain
the recommendation to the selected date.
• Use Enable Order of Interviewers

Include Web Conference Link Displays only when you set up a web conference
integration.
This check box adds a web conference link to the
interview schedule. After selecting an interview
time, you can click Confirm to run the integration
and retrieve the link.

7. Configure the interview schedule.

You have 2 options:
• Use Recommend Times For Me, which enables Workday to suggest interview schedules based on
your Recommended Interview Settings.
• Schedule the interview manually.

Field Description
Recommended Times For Me Use to enable Workday to recommend schedules.
When you select a recommendation, Workday
populates the calendar with the schedule.
The calendar or schedule grid To schedule the interview manually, click a
time slot to enter the detailed information in the
Schedule Interview edit window. Don't click Next
until the entire schedule is complete.
If you selected rooms on the previous page, they
automatically populate the grid.
If you selected the Use Same Location or Room
check box, the rooms in the calendar grid change
to reflect any updates you make in the Rooms
prompt.
If you didn't select Use Same Location or Room,
Workday includes all available rooms in the
Room prompt on the Schedule Interview edit
window. The calendar doesn't reflect any changes
you make to the rooms.

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Field Description
Available Rooms and Room Lists. Displays for Microsoft Outlook® users.
Location Displays for those not using Microsoft® Outlook.
Don’t send email Displays for those not using Microsoft® Outlook.
Include Link to Candidate Profile Displays for those using Microsoft® Outlook.
Include Interview Schedule Displays for those using Microsoft® Outlook.
Submit Click when the entire schedule is complete.
8. Review interview schedules.
View the interview schedule of a candidate or your scheduled interviews for a range of dates:
• Candidate Interview Schedule
• My Interviews
9. Review the progress of the interviews and the interviewer feedback.
Give Interview Feedback: the task interviewers use to provide interview feedback.
If you've configured calendar integration, interviewers receive an interview invitation. Otherwise, you
can create email templates to send to interviewers.
Manage Interview Feedback: The task delivered by the Manage Interview Feedback action step.
Configuration is on the Interview business process. Workday sends the Manage Interview Feedback
task to the Inbox of the security group assigned to the step. You can:
• Move the interview process to the next step.
• Reschedule an interview.
• Send the feedback back to an interviewer for rework.
• View the interview schedule.
10.Review interview information.
Use:
• Candidate Profile to review interview schedule and feedback information.
• Interview Feedback Details to view all interview feedback comments, including comments for
competencies and questionnaires.
Security: Candidate Data: Interview Feedback Results domain.
• Interview Feedback Ratings Summary to view a list of all job applications for a job requisition and
all interview feedback.
Security: Candidate Data: Interview Feedback Results domain.
• A custom report that includes report fields from Interview Feedback business object.
11.Move forward or decline the candidate.
Related Information
Reference
2020R2 What’s New Post: Recommended Interview Scheduling
2021R2 What's New Post: Interview Reminders

Configure the Interview Business Process

Context
When a candidate reaches the Interview stage in Workday, you can configure a workflow that enables you
to:
• Schedule multiple interviews with 1 or more interviewers.

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• Collect candidate feedback from interviewers.

• Forward candidate feedback to a decision-maker, who can then move forward or decline the candidate.
You configure this workflow by adding steps to the Interview business process. You can also specify what
information you want to require when scheduling an interview or collecting feedback from interviewers.
Workday enables you to use these combinations of Action steps:
• Schedule Interview > Manage Interview Feedback > Make Interview Decision (recommended)
• Schedule Interview > Rate Interview > Make Interview Decision
• Schedule Interview Team > Rate Interview > Make Interview Decision

Steps
1. Access the Interview business process.
2. From the related actions menu of the Interview business process, select Business Process Policy >
Edit.
Select the security groups that can perform specific actions and business process steps.
3. From the related actions menu of the Interview business process, select Business Process > Edit
Definition.
As you complete this step, consider:

Business Process Step Description

Schedule Interview Team This step doesn't work with Microsoft® Outlook or
Google Calendar.
Schedule interviews for a specific job application.
You can schedule multiple interviews with 1 or
more interviewers. Workday doesn't populate
interview teams created using the Manage
Interview Scheduling Settings task for this step.

Schedule Interview Schedule interviews for a specific job application.

Workday automatically populates the interview
team from the Manage Interview Scheduling
Settings task.
Interviewers who use Outlook or Google
Calendar receive a meeting invitation. For
other interviewers, you can configure a custom
notification on this business process step.

Rate Interview Workday sends the Rate Interview task to the

Inbox of interviewers.
Note: Workday no longer recommends using this
step in your interview process. Manage Interview
Feedback, as an alternative, provides more
features and greater flexibility.

Manage Interview Feedback Manage Interview Feedback is a Shared

Participation type step. Workday initiates 2 Inbox
tasks:

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Business Process Step Description

• Manage Interview Feedback: Track the
progress of the interview, including:
• Feedback.
• Returning feedback to interviewer.
• Rescheduling.
• Initiating the next action step.
• Give Interview Feedback: Interviewers add
ratings and comments, providing feedback
about the candidate. Workday sends the Give
Interview Feedback task to the Inbox of the
security group defined on the security policy
for the Self-Service: Give Interview Feedback
domain. Example: Contingent Worker As Self
or Employee As Self.
Once you add this step and click Configure
Shared Participation Step, you can:
• Add a step delay in the Participant Detail
Step Delay section. This delay controls when
recipients receive their allocated Inbox tasks.
• Use the Maintain Custom Validations task to
configure custom validation rules.
If you configure questionnaires on the Interview
business process, the results don't display on
the Questionnaire Results tab of the candidate
profile.

Make Interview Decision Move the candidate to the next stage in the
recruiting workflow or decline their job application.
We recommend that you make Make Interview
Decision the completion step.

Related Information
Reference
2020R1 What's New Post: Workday Google Calendar Interview Scheduling Integration

Enable Interview Schedule Recommendations

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Context
You can save recruiters time when scheduling interviews by opting in to Recommended Interview
Scheduling. Workday proposes interview schedules based on settings recruiters specify. Example:
Locations, days of the week, times, and rooms.

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Steps
1. Access the Innovation Services and Data Selection Opt-In report.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
2. On the Innovation Services Opt-In task, select the Recommended Interview Scheduling service on
the Available Services tab in the HCM category.
3. On the Maintain Innovation Services Data Selection Opt-In task, click Next.

Result
Workday displays a Recommended Interview Settings tab on the Manage Interview Scheduling
Settings task (secured to the Job Requisition for Recruiting domain). Recruiters can use the tab to
configure recommendation settings for job requisitions. When scheduling interviews, they can view and
select recommended times on the calendar page.
Related Information
Reference
Workday Community: Available Innovation Services – Service Descriptions and Exhibits

Offers

Setup Considerations: Offers

You can use this topic to help make decisions when planning your configuration and use of Offers
functionality. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can configure Workday Offers to manage all stages of sending an offer of employment to a selected
candidate.

Business Benefits
• Improve efficiency by grouping compensation components, such as base pay and stock grants, into 1
task.
• Create offer statuses to track candidates at different stages of the offer process.
• Remain flexible with the ability to regenerate offer letters to update details for candidates already moved
into the staffing processes. Example: Hire date, compensation.
• Consolidate and manage large numbers of inbox tasks using workbooks.
• Use additional job profiles to provide more flexibility on the job requisition at the Offer stage.
• Use Employment Agreement as a step in the Offer business process to suit legal requirements.

Use Cases
• Consolidate multiple inbox offer and review tasks into 1 workbook and submit them at once.
• Enable candidates to decline offers directly from the external career site.
• Initiate all components of an offer at once. Example: Initiation, compensation, one-time payment, and
stock.

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• Design, create, and preview templates for offer letters with Workday Docs.
• Regenerate offer letters with a new start date.
• Attach extra documents that you can send to candidates.
• Send candidates an offer followed by employment agreement in the same job application flow.
• Add Notice Period and Probation Period details to the offer documents that you send to successful
candidates.

Questions to Consider

Questions Considerations
Do you want to send candidates an offer followed You can configure the Employment Agreement step
by employment agreement in the same job on the Offer business process.
application flow?
Do you need to generate and have candidates sign If yes, then you need to use both Offer and
both an offer letter and an employment agreement Employment Agreement business processes
document? sequentially.
Do you need to include these details on the You must add the same details on the Offer
employment agreement document? business process.
• Notice Period The configurations of the Offer and Employment
• Probation Period Agreement business processes need to mirror each
• Collective Agreement other in order for data to flow down from Offer to
• Contract Details Employment Agreement and onwards to Staffing
Events.
You can edit these details on Employment
Agreement if desired.

How do you want to manage multiple offer tasks? You can configure Workbooks to consolidate Offer
Initiation and Review Offer Inbox tasks, and submit
them all at once.
Who do you want to change information during the Security domains enable you to control who can
offer process? update information when initiating an offer.
How do you want to manage negotiations with You can enable candidates to decline an offer
candidates? directly from the Candidate Home.
When you renegotiate an offer, the new offer
uses the details from the original offer, even if you
update the job requisition.

How do you want to update offer document details You can configure the regeneration of offer letters
after a candidate accepts? after you move a candidate into a staffing process.
Example: When you update the hire date after
you’ve moved the candidate to the Hire stage, you
can regenerate a new offer document to send to the
candidate.

Do you want to send other documents to You can configure the Add Documents step to
candidates together with the offer letter? the Offer business process. This action step
enables you to attach documents. Example: Health
Insurance Package.

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Questions Considerations
How do you want to populate offer information You can configure condition rules and data fields
during high volume hiring? Example: Internships on the Maintain Staffing Field Defaults task to
populate these fields on an Offer during recruiting:
• Hire Date
• Contract End Date

Do you wish to include Compensation in the Add Compensation to the Offer and Employment
generated offer document? Agreement business processes for data to flow
properly.
Do you want to: Remove the Entry Condition Allow Employment
Agreement step if there is no prior Offer event
• Renegotiate Employment Agreement
from every stage of the Job Application business
• Run any other business process between process where Employment Agreement is
Offer and Employment Agreement. Example: configured as a Next Possible Step.
Background Check.

Do you want to include these details on the offer Ensure to add the same details on to Employment
document? Agreement so that they can flow down to:
• Compensation • Staffing Events
• One Time Payment • Hire
• Stock Grants • Change Job.

Do you wish to make corrections to an Offer? If you make a Correct to Offer, the corrected Offer
data will flow down to Employment Agreement.
• Any subprocesses of Employment Agreement
that haven’t started will get corrected data from
Offer.
• Any subprocesses of the Employment
Agreement that have started won’t get corrected
data from Offer.
• Corrections made to Employment Agreement
will update all the values on the Employment
Agreement.

Do you want to report on Compensation in the Configure Compensation on the Employment

context of an Employment Agreement or have Agreement business process.
Compensation in the generated employment
agreement document?

Recommendations
Workday recommends that you don't configure Offer and Employment Agreement as parallel stages to
each other. Initiating Employment Agreement first with Offer as a parallel stage will cause Offer not to
initiate.
On the Generate Document step on the Offer business process, Workday bases the document language
on the user's locale and language. We recommend you hide the Document Language field for offers.
Configure the Make Offer Decision step as the completion step on your Offer business process.
To propose establishments in offers, Workday recommends that you select the Allow Establishment on
Employment Agreement/Offer check box on the Configure Establishment by Country task.

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Use Employment Agreement instead of Offer, if you need to include these details but don't want to send an
offer followed by an employment Agreement:
• Collective Agreement
• Probation Period
• Contract Details
• Notice Period
Workday recommends that you renegotiate Offer before you initiate Employment Agreement.
You can't go back to Offer or renegotiate Offer after you initiate the Employment Agreement step.

Requirements
Set up job requisitions to track job requirements and move candidates through the recruiting process.

Limitations
When consolidating tasks in a workbook:
• You can include a maximum of 200 offers.
• You can't consolidate delegated tasks.
If you remove mutual exclusivity between Offer and Employment Agreement, you can’t use the Maintain
Staffing Field Defaults task to populate these details on Employment Agreement:
• Hire Date
• Contract End Date

Tenant Setup
No impact.

Security

Domains Considerations
Candidate Data: Offer Details in the Recruiting Users can access a candidate's offer details and
functional area. related documents.
Only users with access to this domain can view the
Compensation tab on the candidate's profile.

Candidate Data: Offer Initiation Users can access these fields when initiating an
offer:
Candidate Data: Offer Initiation Business Title
• Start Date
Candidate Data: Offer Initiation Weekly Hours in the
Recruiting functional area. • Location
• Document Language
• Business Title
• Weekly Hours

Candidate Data: One-Time Payment Offer in the Users can access a candidate's one-time payment
Recruiting functional area. details during the offer process. Example: Signing
bonus.
Candidate Data: Stock Grant Offer in the Recruiting Users can access a candidate's stock grant details
functional area. during the offer process.

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Domains Considerations
Candidate Data: Attachments in the Recruiting Users can view documents on the Candidate
functional area. Attachments tab on the candidate profile.
Example: Stock plan policy.
Docs Users can access Workday Docs to create
templates for offer letters.
Drive in the System functional area.

Manage: Candidates in the Recruiting functional Users can update candidate statuses.
area.

Business Processes

Business Processes Considerations

Offer Configure steps for:
• Compensation.
• Document generation and review.
• Renegotiation of offers.

Job Application Configure the Offer business process on the

Job Application business process to enable
renegotiation of offers.
Propose Compensation Offer/Employment Configure these business processes as part
Agreement of the Offer business process. These business
processes enable you to request and get approval
Request One-Time Payment Offer/Employment
for compensation plans, such as stock grants, and
Agreement
add them to compensation packages.
Request Stock Grant Offer/Employment Agreement

Regenerate Offer Documents You can configure this business process to enable
regeneration of offer documents.

Reporting
You can use the View Document Template Details report to view offer letter templates created with
Workday Docs.

Integrations
You can use the Offer web service to initiate offers in bulk.

Connections and Touchpoints

Offers functionality interacts with these areas of Workday:

Features Considerations
Career Sites You can configure your career sites to enable
candidates to respond to offers from Candidate
Home.
Compensation You can include and group compensation
components together in your candidate offers.

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Features Considerations
Job Requisitions Your offers use details from the job requisition that
you initiate them from.
When renegotiating an offer, the details come from
the latest completed offer.

Workday Docs You can configure Workday Docs to create

templates for offer letters.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Set Up Inbox Task Consolidation for Offers on page 425
Reference
2023R1 What's New Post: Offers and Employment Agreements Field Defaulting

Steps: Set Up Offers

Context
When you configure offers in Workday, you can:
• Group compensation components, such as base pay, stock grants, and one-time payments, as 1 task.
• Use security domains to control who can add and update specific information when initiating an offer.
• Create offer statuses to track candidates at different stages of the offer process.
If you enable the Additional Job Profiles field on job requisitions, you can also change the job profile
associated with a requisition during the Offer stage for requisitions that have more than 1 profile.
If you select the Allow Establishment on Employment Agreement/Offer check box on the Configure
Establishment by Country task, you can display the Establishment prompt on the Details section of
Offer events.
If you propose an establishment in offer, the proposed establishment populates in the applicable staffing
events.

Steps
1. Edit Domain Security Policies.
Configure the security policies for these domains in the Recruiting functional area:
• Candidate Data: Offer Details
• Candidate Data: Offer Initiation
• Candidate Data: Offer Initiation Business Title
• Candidate Data: Offer Initiation Weekly Hours
• Candidate Data: One-Time Payment Offer
• Candidate Data: Stock Grant Offer
• Manage: Candidates

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2. Edit Business Process Security Policies.

Configure these business processes and their security policies in the Core Compensation functional
area:
• Propose Compensation Offer/Employment Agreement
• Request One-Time Payment Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
3. Steps: Configure the Offer Business Process on page 423.
4. Create Segment-Based Security Groups.
Configure the segment-based security groups that have access to the Candidate Data: Offer
Questionnaires security segment.
5. Access the Maintain Offer and Employment Agreement Statuses task.
These statuses display on the candidate profile, along with the candidate's current stage. Example:
Offer - Verbal Offer Accepted.
Security: Set Up: Recruiting domain in the Recruiting functional area.
6. Hide or Require Optional Fields.
a) Configure the optional fields that display on candidate offers. Select 1 of these functional areas:
• Recruiting > Offer
• Recruiting > Offer Details Composite View
If you configured the Generate Document step, we recommend that you hide the Document
Language field in the Offer functional area. The Generate Document step sets the document
language based on the locale and language settings of the user. Hiding the Document Language
field simplifies the user experience.
b) (Optional) Enable additional job profiles on job requisitions.
Select the Pre-Hire Process > Job Requisition functional area.
7. Set up compensation components for the Offer business process and its subprocesses.
See Steps: Set Up Compensation Components.
8. (Optional) Create One-Time Payment Plans.
Set up one-time payment plans, such as referral bonuses or new hire grants.
9. (Optional) Configure stock plans for new hires.
See Steps: Manage Stock Plans and Grants.
10.(Optional) Maintain Localization Settings on page 125.
Configure these localized fields to display on Offer business process:
• Paid FTE (Worker)
• Working FTE (Worker)

Result
When a candidate moves to the Offer stage, Workday:
• Creates an Offer event.
• Sets the candidate's status to Offer.
• Creates a pre-hire record for the candidate.
• Sends Inbox notifications to the roles that need to take action on the next business process step you
configured.

Next Steps
• Add Offer as a Possible Next Step on 1 or more stages of the Job Application business process.
• Set up task consolidation to enable users to work on multiple tasks at once from a workbook.

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• Regenerate an accepted offer document.

Related Information
Tasks
Steps: Set Up Salary Plans on page 872
Reference
Workday 31 What's New Post: Candidate Offers
The Next Level: Negotiations - Enabling Candidates to Decline Offers
The Next Level: Document Generator for Offer Letters in Recruiting
The Next Level: COVID-19 Webinar- Adapt to Changing Recruitment and Hiring Needs
Workday 2023R2 What's New Post: Establishment on Employment Agreement, Offer, and Staffing
Examples
Example: Correct and Regenerate an Offer Document on page 427

Steps: Configure the Offer Business Process

Prerequisites
• Configure the Offer business process security policy.
• Security: Security Configuration domain in the System functional area.

Context
You can configure the Offer business process to:
• Set a compensation basis.
• Request and get approval for stock grants or one-time payment plans, and add them to compensation
packages.
• Get candidate endorsements from workers.
• Generate, send, and receive electronically signed documents.
• Renegotiate offers.
• Enable candidates to update their government IDs and personal information.
• Enable you to attach extra documents that you can send to candidates together with other generated
documents.
You can also configure Workday to unpost jobs automatically once you've made an offer to a candidate.

Steps
1. Edit the Offer business process definition.
Add 1 or more of these business processes as steps:
• Propose Compensation Offer/Employment Agreement.
• Request One-Time Payment Offer/Employment Agreement.
• Request Stock Grant Offer/Employment Agreement.
Configure the Make Offer Decision step as the completion step.
See Steps: Configure Business Process Definitions.

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2. (Optional) Access the View Business Process Template report.

From the related actions menu of the Offer business process type, select Business Process--
>Configure Consolidated Template to combine these compensation components into a single task:
• Propose Compensation Offer/Employment Agreement
• Request One-Time Payment Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions
3. (Optional) Add a Review Offer step.
The Order of this step must be b.
If you include this step in the Offer business process, Workday recommends that you omit the review
step on these individual business processes:
• Propose Compensation Offer/Employment Agreement
• Request One-Time Payment Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
4. (Optional) Configure Generated Documents.
Add a Generate Document step to create an offer letter. You can create templates for offer letters using
the Create Document task or Workday Docs. When you configure this step, you must select a Default
Document from the Workday-delivered Offer category.
To view offer documents, users must be:
• Assigned to the Review Documents step.
• Assigned as the Run as User on the Review Document step. You can only select users who are
assigned to a user-based security group.
• Secured to the Candidate Offer Details domain and belong to a document category security segment
with access to the Workday-delivered Offer Letter and Offers document categories.
5. (Optional) Add the Add Documents step to enable you to attach extra documents that you can send to
selected candidates. Example: Code of Conduct.
Define a security group for the Add Documents step. Example: Recruiter.
• Edit your Configure Document Review on the Review Documents step to include the documents
from the Add Documents step.
6. (Optional) Add a Review Documents step to request candidates to view and electronically sign the offer
letter.
To ensure that candidates receive their offer letters, Workday recommends that you enable candidate
email verification on the Edit Tenant Setup - Recruiting task.
7. (Optional) Select Business Process Policy > Edit from the related actions menu of the Offer business
process.
Enable document attachments for Initiation and Action steps when sending offer for approval internally.
In the Attachment Setting in BP Toolbar section:
a. Select Enable Attachments.
b. Select which security groups have permission to view and edit attachments.
Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.

Next Steps
To regenerate an accepted offer document, configure the Regenerate Offer Documents business process
and access the Regenerate Offer Documents task.

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Related Information
Concepts
Concept: Automatically Unpost Jobs on page 354
Concept: Workday Docs
Tasks
Steps: Maintain Access to Documents
Reference
Workday Community: Offer Document Generation Configuration Tips
The Next Level: Document Generator for Offer Letters in Recruiting
2021R1 What's New Post: Offer Attachments
Examples
Example: Correct and Regenerate an Offer Document on page 427

Steps: Set Up Inbox Task Consolidation for Offers

Prerequisites
Set up offers.

Context
You can consolidate multiple tasks for these stages into a workbook to process them at one time:
• Offer
• Offer Review
You need to consolidate tasks for each stage separately.

Steps
1. Set up task consolidation for the Offer business process.
See Steps: Set Up Inbox Task Consolidation.
2. (Optional) Set up task consolidation for Compensation subprocesses.
See Set Up Task Consolidation for Compensation in Recruiting on page 852.
3. Grant Modify access to security groups in these domains in the Recruiting functional area:
Candidate Data: Offer Initiation
Candidate Data: Offer Initiation Business Title
Candidate Data: Offer Initiation Weekly Hours
4. Activate Pending Security Policy Changes

Next Steps
Access the Consolidate Tasks report to consolidate available tasks.
Related Information
Reference
2020R1 What's New Post: Task Consolidation for Review Offer
The Next Level: Task Consolidation for Offers

Example: Add Documents to Job Offer

This example illustrates how to configure the Offer business process so that you can attach documents to
employment offers that display on the Candidate Home page.

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Context
You want to include documentation about the company health plan along with offers of employment to
successful candidates. You need to add these steps on the Offer business process to add and review the
documents before sending them for managerial approval:
1. Add Documents
2. Review Documents

Prerequisites
Security:
• Candidate Data: Attachments domain in the Recruiting functional area.
• Candidate Data: Offer Details domain in the Recruiting functional area.
• Pre-Hire Data: Employment Agreement in the Recruiting and Pre Hire Process functional areas.

Steps
1. Access the Edit Tenant Setup - Business Processes task.
2. Select the Enable Attachments check box.
3. Click OK and Done.
4. From the related actions menu of the Offer business process, select Business Process > Edit
Definition.
5. Select current date from the Effective Date prompt.
6. Click OK.
7. On the Edit Business Process Definition section, add 3 rows to the Business Process Steps grid
and enter these values:

Order Type Specify Group

b Action Add Documents HR Administrator
c Action Generate Document HR Administrator
d Review Documents HR Administrator
8. On the Make Offer Decision step, set the step order to z.
9. Click OK.
10.Click Configure Generate Document Step.
11.Click OK.
12.On the Configure Generate Document Step task, enter these values:

Option Value
Default Document Select Active Documents then Offer Letter Doc
Gen
Run As User HR Administrator/Recruiter
13.Click OK and Done.
14.Click Configure Document Review.
15.Click OK.
16.On the Configure Review Document task, select Today from the Document Effective As Of prompt.
17.In the Documents section, select Generate Document Step then c - Generate Document from the
Document prompt.
18.Click Add.

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19.From the Document prompt, select Add Document Step then b - Add Documents.
20.Click OK and Done.

Next Steps
Move the selected candidate to the Offer stage and attach the health insurance package of your
organization.
Related Information
Concepts
Concept: Add Documents Step
Reference
2023R1 What's New Post: Add Documents to Offers and Employment Agreements

Example: Correct and Regenerate an Offer Document

This example describes how to correct and regenerate an accepted offer document.

Context
You send an offer document that includes a start date of 2020-08-27 to a successful candidate. The
candidate signs and returns the offer document and you move the candidate to the Hire stage. The
candidate contacts you to request a start date of 2020-09-27 instead. You need to correct and regenerate
the accepted offer document for the candidate to review and sign.

Prerequisites
• Configure the Regenerate Offer Documents business process and security policy in the Recruiting
functional area.
• Add the Generate Document followed by the Review Document steps to the Regenerate Offer
Documents business process definition.
• Security: Security Configuration domain in the System functional area.

Steps
1. Access the candidate profile.
2. Select Business Process > Business Process Event History from the related actions menu.
3. In the Job Application field, select the candidate.
4. Click OK.
5. On the Process tab, select Business Process > Correct from the related actions menu on the Offer
business process.
6. Change the Hire Date to 2020-09-27.
7. Enter a Comment to explain the update to the offer document.
8. Click Submit.
9. Select Business Process > Regenerate Offer Documents from the related actions menu on the Offer
event.
10.Click OK.
11.Click Open to review the regenerated offer document.
12.Click Submit.

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Result
Workday sends a notification to the candidate requesting them to review and sign the regenerated offer
document. Workday displays the regenerated offer document on the Attachments tab of the candidate
profile.

Example: Set Up Offer and Employment Agreement for Same Job Application
This example illustrates how to configure the job application business process to enable you to send
candidates an Offer letter followed by an Employment Agreement.

Context
As HR Administrator, you want to send an offer letter to a candidate informing them that you wish to
hire them. After the candidate accepts the job offer, you want to send them a contractual Employment
Agreement with these details:
• Collective Agreement
• Contract Details
• Probation Period
• Notice Period
You also want the candidate to sign both the offer letter and the employment agreement document. Both
documents will be accessible on the candidate profile within Workday.

Steps
1. Access the Job Application business process.
2. Click View Dynamic Definition.
3. Select the Employment Agreement tab.
4. From the related actions menu of the Step on the Possible Next Steps section, select Business
Process > Maintain Step Conditions .
5. On the Entry Conditionstab, remove the Rule Allow Employment Agreement step if there’s no prior
Offer event.
Note: Workday recommends that you remove this tenanted rule Allow Employment Agreement step if
there’s no prior Offer event. from every stage where the Employment Agreement step is configured as a
possible next step.)
6. Click OK and Done.
7. On the View Dynamic Business Process Definition page of the Job Application business
process, click Edit Dynamic Definition.
8. Select the Offer tab.
9. Add a row on the Next Possible Steps grid and enter these values:

Specify Group
Employment Agreement HR Administrator
Recruiter

10.Click OK and Done.

11.Access the Offer business process.
12.From the related actions menu of the Offer business process, select Business Process > Edit
Definition.

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13.On the Edit Business Process Definition section, add 5 rows to the Business Process Steps grid
and enter these values:

Order Type Specify Group

b Action Initiate - Pre Hire- HR Administrator
Probation Period Details
Recruiter

c Action Initiate - Pre Hire- HR Administrator

Contract Details
Recruiter

d Action Initiate - Pre Hire- HR Administrator

Collective Agreement
Details Recruiter

e Action Initiate - Pre Hire- HR Administrator

Notice Period Details
Recruiter

f Action Propose Compensation HR Administrator

Offer/Employment
Agreement Recruiter

14.Click OK and Done.

15.Access the Employment Agreement business process definition.
16.From the related actions menu of the Employment Agreement business process, select Business
Process > Edit Definition.
17.On the Edit Business Process Definition section, add 5 rows to the Business Process Steps grid
and enter these values:

Order Type Specify Group

b Action Initiate - Pre Hire- HR Administrator
Probation Period Details
Recruiter

c Action Initiate - Pre Hire- HR Administrator

Contract Details
Recruiter

d Action Initiate - Pre Hire- HR Administrator

Collective Agreement
Details Recruiter

e Action Initiate - Pre Hire- HR Administrator

Notice Period Details
Recruiter

f Action Propose Compensation HR Administrator

Offer/Employment
Agreement Recruiter

18.Click OK and Done.

Result
If you move candidates from Offer to Employment Agreement, all the details added during the offer stage
will move down to employment agreement and onwards to Staffing Events. You can edit these details in
Employment Agreement if desired.

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Next Steps
After you initiate the Employment Agreement step, you can't revert to the Offer stage. You also can't
renegotiate Offer.
Workday recommends that you renegotiate Offer before you initiate Employment Agreement.
Related Information
Reference
2023R1 What's New Post: Offer and Employment Agreement Alignment

Staffing

Setup Considerations: Staffing

You can use this topic to help make decisions when planning your configuration and use of key staffing
features. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Staffing features in Workday enable you to create jobs, manage your workforce, and report on a range of
employment details to guide decisions in your organization.

Business Benefits
With staffing features, you can:
• Flexibly manage employees during onboarding, job changes, additional jobs, assignments, and
termination.
• Report on a range of details to inform your decisions.
• Track staffing and employment details that your organization requires.
• Track and generate contracts and agreements to help comply with regulatory requirements.
• Process staffing events in bulk, such as hires and terminations, reducing manual effort.

Use Cases
You can use staffing features to:
• Create a job catalog to group your jobs into families.
• Create job requisitions to track requirements for positions.
• Hire employees and contingent workers into jobs and positions.
• Transfer, promote, or change job details for workers.
• Create employment agreements to outline conditions of employment for pre-hire contracts.
• Create and renew contracts for employees.
• Assign country-specific notice periods and probation periods to employees.
• Set up unions and assign collective agreements to employees.
• Manage headcount through headcount plan reports.

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• Terminate employees or end contingent worker contracts.

• Manage retired employees.

Questions to Consider

Questions Considerations
How do you want to fill job openings in your Workday enables you to fill jobs and positions using
organization? these staffing models:
• Job management
• Position management
Position management provides greater control
over hiring and enables you to define hiring
requirements for each position. Position
management is a useful staffing model to use if
your organization prefers defining detailed job
requirements.
Job management hiring requirements apply to all
jobs in the supervisory organization. There are also
no limits on the number of jobs that you can fill. Job
management is a useful staffing model to use if
your organization defines broad job requirements.
Certain features are only applicable to 1 staffing
model. Example: You can only swap positions for
workers in the position management staffing model.

How do you want to organize your job profiles? You can set up a job catalog to create job profiles
that define characteristics for jobs and positions.
When you want to group related job profiles, you
can create job families. You can also group related
job families into job family groups.
Workday can populate downstream businesses
with details from the job profile. You can also create
eligibility rules based on job details.
You can use management levels to categorize job
profiles based on management types or compare
similar roles across an organization.

How do you want to manage employees with You can enable multiple jobs, international
multiple jobs? assignments, and domestic assignments to place
an employee with a primary job or position into
another job or position.
Workday populates many fields for the additional
job from the position or job requisition. If you use
job requisitions, you can't change those fields on
the additional job because you must update the job
requisition instead.
Workday Payroll for the UK and Workday Payroll
for France don't support multiple jobs.

How do you want to assess candidates for a job or If you use Workday Recruiting, you can use job
position? requisitions to assess candidates that you're hiring.

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Questions Considerations
If you don't use Workday Recruiting, you can use
job requisitions for employment agreements to
outline employment requirements for new hires and
internal candidates changing jobs.
How do you want to manage job changes for You can create simplified job changes for initiators
employees? using the templates for the Change Job business
process. You can also configure Workday Assistant
to help complete job changes.

Recommendations
To improve user experience, Workday recommends that you hide or enable:
• Optional fields on the Configure Optional Fields task.
• Localized fields on the Maintain Localization Settings task.

Requirements
Set up a single staffing model for each supervisory organization.

Limitations
After you assign a worker to a supervisory organization, you can't change the staffing model.

Tenant Setup
Access the Edit Tenant Setup - HCM task to enable:
• Management levels and job hierarchies.
• Multiple jobs for employees.
• Overlap between jobs.

Security
Configure these domains in the Staffing functional area:

Domains Considerations
Self-Service: Staffing Reports Enables users to access reports with their
employment details.
Set Up: Staffing Enables users to set up features such as:
• Collective agreements.
• Employee contracts.
• Staffing models.
• Terminations.

Staffing Actions Enables users to manage staffing data in business

processes.
Worker Data: Staffing Enables users to access staffing data.

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Business Processes

Business Processes Considerations

Add Additional Job Enables you to place an employee with a primary
job or position into another job or position when
using multiple jobs functionality. You can enable
autocomplete for this business process to complete
events that initiate from Workday Recruiting
automatically.
Change Job Enables you to manage job changes such as
promotions, job detail changes, and transfers. You
can enable autocomplete for this business process
to complete events that initiate from Workday
Recruiting automatically.
Change Organization Assignments Enables you to change
organization assignments. You can enable
autocomplete for this business process.
Contract Contingent Worker Enables you to hire contingent workers into open
positions and optionally create purchase orders.
You can enable autocomplete for this business
process to complete events that initiate from
Workday Recruiting automatically.
Create Position Enables you to create positions for the position
management staffing model. You can enable
autocomplete for this business process.
End Contingent Worker Contract Enables you to end a contingent worker's contract.
You can also create a mass actions workbook to
initiate ending contingent worker contracts in bulk.
Hire Enables you to hire pre-hires or former workers
into jobs or positions in your organization. You can
enable autocomplete for this business process
to complete events that initiate from Workday
Recruiting automatically.
Hiring Restrictions Enables you to set hiring restrictions for the job
management staffing model.
Termination Enables you to manage terminations for
employees. You can also create a mass actions
workbook to initiate terminations for employees in
bulk.

A subset of staffing business processes supports Workday Docs to create document templates for worker
documents.

Reporting

Reports Considerations
Active Employees View employment details for all active employees in
all organizations.
All Contingent Workers View all employment details for contingent workers.

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Reports Considerations
Critical Open Positions View unfilled critical positions by supervisory
organization.
Headcount Analysis View headcount by supervisory organization.
Position Summary View information about all positions in your
organization.
Worker's Job History View the job history for 1 or more workers.

Integrations

Web Services Considerations

Add Additional Job Enables you to add additional jobs for workers
when they have multiple jobs.
Change Job Enables you to perform changes for workers when
they change jobs, job details, or location.
Change Organization Assignments Enables you to change the organizations that are
assigned to workers.
Contract Contingent Worker Enables you to hire contingent workers for
contracts.
Create Position Enables you to create positions for the position
management staffing model.
End Contingent Worker Contract Enables you to end contracts for contingent
workers.
Hire Employee Enables you to hire pre-hires into jobs or positions.
Set Hiring Restrictions Enables you to set hiring restrictions for jobs in the
job management staffing model.
Terminate Employee Enables you to terminate employees.

Connections and Touchpoints

Features Considerations
Absence You can configure absence rules and calculations
based on employment and position data to
determine absence plan eligibility.
Benefits You can configure benefit eligibility rules based
on employment, position, and organization data.
Organizations can also impact security for ESS.
Budgets Job families, job family groups, or job profiles can
determine the plan structure in financial budgets
and position budgets. Position budgets only support
the position management staffing model. Financial
budgets support both position and job management
staffing models.

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Features Considerations
Compensation You can configure compensation eligibility rules
based on employment and position data to
determine compensation plan eligibility.
Expenses If you deploy Expenses after HCM, you might
require changes to management levels.
Management levels can determine routing and
approvals for business processes related to
Expenses.
Payroll CAN Your configuration of staffing components, such
as organization assignments and positions,
Payroll FRA
have a significant impact on Payroll products.
Payroll UK Workday recommends that you review the Workday
Touchpoints Kit for your Payroll product.
Payroll US

Procurement You can use Procurement to track and manage

contingent workers, their expenses, and business
assets assigned to your workforce.
Recruiting Recruiting uses job requisitions that represent an
organizational document to request a new hire.
You can require a job requisition for all position
management staffing events, conditionally require
them based on rules, or not require job requisitions.
Job requisitions support both the position and job
management staffing models.
Succession Planning You can link job profiles and job families to
competencies. Succession plans are also linked to
positions.
Time Tracking You can configure time tracking eligibility rules
based on employment and position data to
determine working time calculations.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Job Changes on page 674
Setup Considerations: Employment Agreements on page 527
Setup Considerations: Employee Contracts on page 546
Setup Considerations: Collective Agreements on page 536
Setup Considerations: Notice Periods on page 571
Setup Considerations: Probation Periods on page 560
Concept: Key HCM Reports by Functional Area on page 2349
Concept: Workday Docs
Tasks
Steps: Set Up Workday Docs
Reference
Reference: Staffing Model Comparisons on page 484
Reference: Business Processes That Support Workday Docs

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Setup Considerations: Autocomplete Staffing Events

You can use this topic to help make decisions when planning your configuration and use of autocomplete
for staffing business processes. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can enable autocomplete on these business process definitions to automatically complete hire events
or job changes that initiate from Workday Recruiting:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Hire
Once a candidate is Ready for Hire, Workday attempts to complete the event initiation step and the rest of
the business process. Any steps that can't autocomplete route normally.

Business Benefits
You can use autocomplete to streamline the flow from Workday Recruiting to staffing business processes.
This configuration reduces manual labor and errors because you only need to enter information once when
hiring a candidate.
Autocomplete also decreases the number of Inbox items for managers and administrators to complete by
skipping some parts of the parent event, including:
• Approval
• Batch/Job
• Checklist
• Complete Questionnaire
• Edit Additional Data
• Report
• Report Group
• Review action step
• To Do
When you enable autocomplete on a business process definition, you can select which steps you want to
route normally. Integrations and service steps always route normally.

Use Cases
You can autocomplete external and internal hires from Workday Recruiting. Autocomplete helps you more
easily fill positions that don't usually require additional information or manual input, such as:
• High-volume hires.
• Retail positions.
• Seasonal positions.

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Questions to Consider

Questions Considerations
What information do you need in order to hire a Autocomplete uses fields entered in Workday
worker in your organization? Recruiting and Staffing Field Defaults. When a hire
event requires fields that don't populate from one
of these sources, the event can't autocomplete.
Instead, Workday reverts to the normal routing
configured in the staffing business process
definition.
You can create rules to ensure that required
staffing fields have values when you opt into and
configure the Staffing Field Defaults feature.
Test populating fields thoroughly to ensure that they
provide the correct values for business processes
that you want to autocomplete.

How do you want autocomplete to affect your You can enable autocomplete on these staffing
staffing subprocesses? subprocesses:
• Assign Employee Collective Agreement
• Assign Pay Group
• Change Organization Assignments for Worker
• Edit Notice Periods
• Employee Contract
• End Payroll Inputs
• Manage Probation Period
• Propose Compensation Change
• Propose Compensation Hire
• Request One-Time Payment
• Request Stock Grant
All other subprocesses route normally.
Subprocesses with autocomplete enabled will
attempt to autocomplete every time data is
available and valid for all fields. To prevent these
subprocesses from autocompleting, you can use
separate business process definitions without
autocomplete enabled.
The details of your autocomplete configuration
depend on the subprocess. Example: You enable
autocomplete on the Employee Contract business
process definition. To complete the subprocess
automatically, you must also configure a default
contract status for the relevant parent business
processes.

Do workers in your organization have multiple jobs? When you have multiple jobs enabled in your
tenant, autocomplete doesn't skip the staffing
action to select Change Job or Add Additional
Job for internal hires. Once the staffing action
is complete, the selected business process will
attempt to autocomplete normally.

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Questions Considerations
Do you want to ensure that only some events You can use rule-based business process
autocomplete? definitions to specify which events should
autocomplete.
Example: Your retail store enables autocomplete
for hiring cashiers, but not for a vice president, who
is more likely to need additional manual input.

Do you use consolidated templates for your You can only autocomplete a consolidated
Change Job business process definitions? Change Job business process definition when all
consolidated subprocesses are also configured to
autocomplete.
Example: You enable a consolidated Change Job
business process definition to autocomplete. You
decide not to configure the Propose Compensation
Change subprocess to autocomplete, so you
remove it from the consolidated template.
When any subprocess on the consolidated template
fails to autocomplete, the parent process also fails
to autocomplete.

Do you want to alter your recruiting timeline to When you move a candidate into Ready for Hire
incorporate autocomplete functionality? status, Workday attempts to autocomplete the
event instantly. You might want to modify your
current recruiting process to account for this
change in the hiring timeline.
Example: You normally move candidates to
Ready for Hire as soon as the recruiting process
completes. To retain flexibility when you enable
autocomplete, you modify your processes to move
candidates to Ready for Hire within a week of their
Hire Date.

Do you use the Offer business process in your The hire event populates the Hire Reason using
organization? information entered in the Offer business process.
When you don't use the Offer business process:
• Ensure that the Hire business process doesn't
require a Hire Reason.
• Workday populates the Hire Date for the hire
event from the Target Hire Date on the job
requisition.

Recommendations
• Because autocomplete can remove approvals and other verifying steps, configure autocomplete only
for events that aren't likely to need additional information or manual input.
• Because job changes always require a hire reason, configure the Offer business process to require the
Hire Reason field. This configuration ensures that recruiters always complete the field.
• If you add additional jobs from Recruiting, ensure that you select Multiple Jobs as the position setup
option in the Edit Tenant Setup – HCM task.

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• If you would like skipped steps to run even when an event successfully autocompletes, Workday
recommends that you select the Route Normally check box for business processes and specify the
skipped steps you would like to execute.

Requirements
To ensure that staffing events have all required field values, Workday only enables you to autocomplete
staffing events that initiate from Workday Recruiting.

Limitations
Autocomplete doesn't support send-backs.
While service steps never skip, the notifications for service steps always skip.

Tenant
Autocomplete doesn't support the Work Hours Profile field in the Position Setup Options prompt on the
Edit Tenant Setup - HCM task because the field isn't available in Recruiting.

Security
To autocomplete a staffing event, you must specify which security groups can initiate and complete the
event from the job application. When someone without the correct security moves a candidate to Ready for
Hire from Workday Recruiting, the event doesn't autocomplete.

Business Processes
When your Ready for Hire business process definition includes Batch/Job steps, select the Don't wait for
this step to complete, move immediately to the next step check box on every Batch/Job step. This
configuration ensures that the staffing event can autocomplete.
Workday sends custom business process notifications on business processes that autocomplete. You can
configure a step condition to bypass the custom notification.

Reporting
If you want to report on events that have automatically completed using the autocomplete functionality,
not through a web service, Workday recommends that you create custom reports that include the External
Load and the Event Autocompleted fields.
You can set the filter parameters on these fields to flag as:
• False for External Load
• True for Event Autocompleted

Integrations
The autocomplete setting on a staffing business process definition doesn't affect web services.
When you enable autocomplete and configure custom notifications on a business process definition,
Workday creates an event record and generates a custom notification for action steps that initiate
subprocesses. But when you initiate a business process that allows autocomplete through a web service,
Workday creates an event record but doesn’t generate a custom notification for action steps that initiate
subprocesses.

Connections and Touchpoints

Autocomplete for staffing events interacts with:
• Compensation.

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• Payroll.
• Workday Recruiting.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Hire Employees on page 580
Steps: Set Up Job Changes on page 678
Steps: Set Up Contingent Workers on page 607
Add Additional Jobs on page 710
Set Up Recruiting to Staffing Field Defaults on page 183
Reference
2020R1 What's New Post: Autocomplete Staffing Processes
2020R2 What’s New Post: Staffing Field Defaults

Set Up Security to Autocomplete Staffing Events

Prerequisites
Enable autocomplete on the relevant staffing business process definitions.

Context
Specify who can initiate staffing events that autocomplete from Workday Recruiting.

Steps
1. Access the business process security policy for the staffing process that you want to autocomplete and
add security groups to the initiating action.
This configuration ensures that users can initiate the business process when they move a candidate to
Ready for Hire.
2. Access the Job Application business process definition.
3. Click View Dynamic Definition.
For every application stage tab that has Ready for Hire specified as a possible next step:
a. Access the related actions menu in the Step column of the Ready for Hire specified action step and
select Business Process > Configure Dynamic Completion Step.
b. Add security groups to the actions that you want to autocomplete. These actions must match the
business process definitions configured in Step 1.
4. (Optional) When you have multiple jobs enabled in your tenant, and you enable autocomplete on either
the Change Job or Add Additional Job business processes:
a. Access the Ready for Hire business process security policy.
b. Add security groups to the Staffing Action action step. These security groups must match the
groups selected in Step 3 to ensure that the job change autocompletes correctly.
This configuration ensures that the Change Job and Add Additional Job business processes
autocomplete correctly after you complete the staffing action for an internal hire from Workday
Recruiting.

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Result
Users can initiate staffing events that autocomplete when moving candidates into the Ready for Hire step
in Workday Recruiting.

Example
Example: You enable autocomplete on the Hire business process. To ensure that recruiters can
autocomplete hires, you add the Recruiter security group to:
• The Hire business process definition initiating action.
• The Hire Employee action on the Job Application dynamic completion steps.
Related Information
Tasks
Hire Employees on page 580
Steps: Set Up Job Changes on page 678
Steps: Set Up Contingent Workers on page 607
Add Additional Jobs on page 710
Reference
2020R1 What's New Post: Autocomplete Staffing Processes

Steps: Set Up Workday Assistant for Staffing

Prerequisites
Review setup considerations for Workday Assistant and Workday Staffing.
Configure these domain security policies in the Staffing functional area:
• Staffing Actions
• Staffing Organizations (for consolidated templates)
• Worker Data: Collective Agreements
Configure these domain security policies in the Advanced Compensation functional area for consolidated
templates:
• Add Compensation Management Plans
• Change Compensation Management Plans

Context
You can use Workday Assistant to initiate the Change Job business process for staffing transactions such
as:
• Change Business Title.
• Change Job Profile.
• Change Job Templates.
• Change Location.
• Change Supervisory Organization.
You can also initiate the Change Cost Center staffing transaction on the Change Organization
Assignments for Worker business process.

Steps
1. Set up Workday Assistant.
Steps: Set Up Workday Assistant.

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2. Edit Business Process Security Policies.

To initiate either of these business processes through Assistant, grant security groups access to these
initiating actions in the Staffing functional area:

Business Process Initiating Action

Change Job Change Job (REST)
Change Organization Assignments for Worker Change Organization Assignment (REST)
3. Edit Domain Security Policies.
To initiate these staffing transactions through Assistant, grant security groups access to these domains:

Business Process Domain

Change Job • Worker Position: View in the Staffing functional
area.
• Manager (Unconstrained) security group on
the Assistant domain.

Change Organization Assignments for Worker • Staffing Organizations: Cost Center in the
Staffing functional area.
• Staffing Organizations: Header in the Staffing
functional area.

4. Activate Pending Security Policy Changes.

Next Steps
Access the Edit Tenant Setup - Assistant task to configure the actions you want users to be able to
perform in Workday Assistant.
Related Information
Reference
2021R1 What's New Post: Workday Assistant for Change Job Templates
2020R2 What's New Post: Workday Assistant for Cost Center Changes
2020R2 What's New Post: Workday Assistant for Job Changes

Basic Staffing Information

Steps: Set Up Basic Staffing Information

Context
Set up basic staffing information to support job profiles. Although not required, this basic staffing
information adds detail and depth to your definition of a job. When you perform staffing tasks such as hiring
or transferring employees, Workday automatically populates this information from the job profile.
You can also report on basic staffing information with a number of standard reports. For a list, access
Workday Standard Reports and select the Set Up Staffing category.

Steps
1. Set Up Management Level Hierarchies on page 443.
2. Set Up Job Level Hierarchies on page 444.
3. Create Job Categories on page 445.

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4. Create Job Classification Groups on page 446.

5. Set Up Employee Types on page 447.
6. Create Contingent Worker Types on page 449.
7. Create Company Insider Types on page 450.
8. Create Work Shifts on page 451.
9. Set Up Work Hours Profiles on page 452.
10.Steps: Set Up Working Time Localized Fields on page 466.
11.Steps: Set Up Working Time Rules on page 467
12.Create Pay Rate Types on page 470.
13.Change Worker Service Dates on page 458.

Next Steps
Create the job catalog, including job profiles, job families, and job family groups.
Related Information
Tasks
Steps: Set Up Job Catalog on page 472
Reference
The Next Level: Reporting Foundation - Core HCM

Set Up Management Level Hierarchies

Prerequisites
Security: Set Up: Position domain in the Jobs & Positions functional area.

Context
You can use management levels to categorize job profiles based on management types, or compare
similar roles across an organization. Example: A particular job profile belongs to the Director management
level, while another job profile belongs to the Individual Contributor level.

Steps
1. Access the Maintain Management Types task.
a) Set up the management types that you want to include in the management level hierarchy. Example:
Chief Executive Officer, Director, Manager, and Individual Contributor.
Note: Once management types are in use, you can rename but not delete them.
2. Access the Create Management Level Hierarchy task.
a) In the Management Type prompt, select a management type to use as the name of your hierarchy,
and create the hierarchy.
b) Select Level > Insert Subordinate Level from the related actions menu of the management
hierarchy name.
c) In the Management Type field, select the highest management type in the hierarchy.
This management type displays as level 1 in the Order column. Additional subordinate levels display
as level 1, 2, 3, and so on.
d) (Optional) Select Level > Insert Peer Level from the related actions menu of the management level.
Peer levels will also display as level 1, 2, 3, and so on.
e) (Optional) To create equal levels, select Level > Insert Subordinate Level from the related actions
menu of the management level name. These subordinate levels will display as level 1.1, 1.2, 1.3,
and so on.

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3. Continue to use the related actions menu to insert management levels until the hierarchy is complete.
4. Access the Edit Tenant Setup – HCM task. Select your new hierarchy on the Management Level
Hierarchy field.

Next Steps
• Assign management levels to job profiles in the Create Job Profile task.
• Hide level numbers by selecting the Hide Management and Job Levels check box in the Edit Tenant
Setup – HCM task.
• Provide access to information for workers across organizations by setting up a management level-
based security group.
Related Information
Tasks
Create Job Profiles on page 473
Steps: View Talent Across Organizations on page 1535
Reference
Reference: Edit Tenant Setup - HCM

Set Up Job Level Hierarchies

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
You can use job levels to categorize job profiles based on factors like the level of education, experience, or
training required for the job. Example: A particular job profile belongs to the Principal Consultant job level,
while another job profile belongs to the Consultant job level.

Steps
1. Access the Create Job Level Hierarchy task.
2. In the Name field, enter a name for your job hierarchy.
3. Select Level > Insert Subordinate Level from the related actions menu of the hierarchy name.
4. In the Name field, enter the highest job level type in the hierarchy.
This job level type displays as level 1 in the Order column. Additional subordinate levels display as
level 1, 2, 3, and so on.
Note: Once job levels are in use, you can rename them but not delete them.
5. (Optional) Select Level > Insert Peer Level from the related actions menu of the job level. Peer levels
display as level 1, 2, 3, and so on.
a) (Optional) To create equal levels, select Level > Insert Subordinate Level from the related actions
menu of the management level. These subordinate levels will display as level 1.1, 1.2, 1.3, and so
on.
6. Continue to use the related actions menu to insert job levels until the job level hierarchy is complete.
7. Access the Edit Tenant Setup – HCM task. Select your new hierarchy on the Job Level Hierarchy
field.

Next Steps
• Assign job levels to job profiles in the Create Job Profile task.
• Hide level numbers by selecting the Hide Management and Job Levels check box in the Edit Tenant
Setup – HCM task.

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Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473
Reference
Reference: Edit Tenant Setup - HCM

Create Job Categories

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
You can use job categories to group job profiles by broad categories. You can define your own job
categories based on your company's needs.

Steps
1. Access the Maintain Job Categories task.
2. For each category, specify the Job Category Name and Job Category Description.

Example

Job Category Name Job Category Description

Direct Labor Workers directly involved in the production of goods
or services.
Indirect Labor Workers who don't directly produce goods or
services, but who make their production possible
or more efficient. Indirect labor costs are not readily
identifiable with a specific task or work order.
Sales Labor Workers who are directly involved in the selling of
goods and services.
Research contract and grant administration Workers who are responsible for administration
and monitoring of research contracts and research
grants.
Data collection, processing, and analysis Workers who collect, process, and analyze data.

Next Steps
Assign a job category to a job profile. When you staff a job or position based on a job profile, the assigned
job category populates.
During a hire, transfer, or other staffing event, you can't override or modify job categories that populate to a
worker's job or position.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473

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Create Job Classification Groups

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
You can use Job classifications for job-related regulatory reporting and to categorize job profiles. Combine
your job classifications into job classification groups so that you can meet occupation or job-related
reporting requirements. You can define job classification groups for jobs or positions in all locations or a
specific country or region.
Note: Once job classifications are in use, you can inactivate them but not delete them.
Workday also delivers several country-specific job classification groups.

Steps
1. Access the Create Job Classification Group task.
2. As you complete the task, consider:
Option Description
Job Classification Group Mapping If using Workday for compliance reporting, select a
Workday-delivered job classification group.
Select:
• Primary Function (IPEDS) to use this job classification
group for IPEDS reporting.
• DSN Job Classification Group (PCS-ESE 2003) to
use this job classification group in Déclaration Sociale
Nominative (DSN) reporting.
• DSN Job Classification Group (Complément PCS-ESE
2003) to report complementary PCS-ESE codes in DSN
reporting.

Maps to For U.S. EEO and IPEDS reporting only.

Select the EEO or IPEDS occupational category that your
job classification maps to. You can use this mapping to
expedite downstream reporting specific to that reporting
entity.

Next Steps
Add job classifications to job profiles. The job classifications that you assign to a job profile can come
from different job classification groups. When you fill a job or position based on a job profile, Workday
automatically assigns the job classifications on the job profile to the worker.
When a job profile has multiple job classifications, Workday automatically populates the classifications
applicable to all countries and any country- or region-specific classifications. Workday uses the job location
address of a worker to determine the country or region-specific classifications to associate with the worker.
You can assign additional classifications to a job or position during staffing events, such as hires or
transfers, or when you edit a job or position. However, you can't override classifications that automatically
populate from the job profile during those events.

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Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473
Steps: Set Up EEO Reporting on page 145
Steps: Set Up Reporting for IPEDS
Maintain Localization Settings on page 125
Reference
Workday Community: Job Classificaton Groups

Set Up Employee Types

Prerequisites
Security: Set Up: Position domain in the Jobs & Positions functional area.

Context
You can configure employee types to best suit your organizational needs. Once configured, you can assign
employee types to workers during staffing processes. You can also configure employee types into:
• Business process condition rules.
• Eligibility rules.
• Position restrictions.
• Reporting.

Steps
1. Access the Maintain Employee Types task.
2. Specify an Employee Type Name and an Employee Type Description for each type of employee that
applies to workers in your organization.
Examples: Regular, Intern, or Temporary.
3. (Optional) Select the Fixed Term Employee, Seasonal, Trainee, or Inactive check boxes.
Local regulations might require you to identify certain employee type characteristics.
You can select the Inactivate check box to identify employee types you don't want to use anymore, but
you can't delete employee types.
4. (Optional) In the Restricted to Countries field, select 1 or more countries in which the employee type
applies.
Leave the field blank if the employee type is applicable in all countries.
Note: Restricting employee types to a country doesn't prevent you hiring that employee type in other
countries. When you hire an employee, the All prompt category in the Employee Type field lists all
employee types, even those that aren't intended for the current country. You can use the For Current
Country prompt category to limit your selection to employee types that are restricted to that country
and those applicable in any country.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Steps: Set Up Basic Staffing Information on page 442
Hire Employees on page 580
Create Benefit Eligibility Rules on page 1039
Create Eligibility Rules for Compensation on page 803

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Configure Rule-Based Business Processes

Steps: Set Up Time Types and Subtypes

Prerequisites
Security: Set Up: Jobs & Positions domain in the Jobs & Positions functional area.

Context
You can use variable time type to categorize workers who don't have any scheduled work hours. Variable
time type provides insight into your workforce, job posting accuracy, and compliance in countries that
legally require a time type for all workers.
You can also configure time type subtypes in order to provide more granularity on a time type.
Note: Workday treats variable time type workers as part-time workers for pricing purpose. In order forms,
variable time type workers are referred to as part-time workers.

Steps
1. Access the Maintain Time Types task.
• Clear the Inactive check box to enable Variable time.
• You can also enter an override for variable time in the Time Type Override field.
• You can translate time types and the variable time override using the Translate Business Object
report.
• These business processes support variable time type:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Create Position
• Edit Position
• Edit Position Restrictions
• Evergreen Requisition
• Hire
• Job Requisition
• Start International Assignment
2. Configure the Time Type Subtype field.
a. Access the Maintain Time Type Subtypes task.
Create time type subtypes for your organization. Example:

Code Name Description

A Full-Time Seasonal A schedule that requires an
employee to work full-time for
less than 12 months each year
on an annually recurring basis.
B Part-Time Seasonal A schedule that requires an
employee to work part-time for
less than 12 months each year
on an annually recurring basis.
Z Variable Seasonal A schedule that requires an
employee to work:

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Code Name Description

• Less than 12 months a year
on an annually recurring
basis.
• An irregular number of
hours or days for which you
don't have a prearranged
scheduled.

b. Access the Configure Optional Fields task.

Select these business processes in the Unhide the Time Type Subtype field on these business
processes:
• Add Job
• Contract Contingent Worker
• Change Job
• Create Position
• Edit Position
• Edit Position Restriction
• Hire
• Start International Assignment
These business processes support variable time type, but don't support time type subtypes:
• Evergreen Requisition
• Job Requisition
3. (Optional) Override the label for time type subtype.
Access the Maintain Custom Labels task for the Staffing Term Context.

Result
You can now select:
• A variable time type from the Time Type prompt on the business processes you configured.
• A variable time type for job alerts.
• A time type subtype on the business processes you configured.
Related Information
Reference
2023R2 What's New Post: Variable Time Type

Create Contingent Worker Types

Prerequisites
Security: Set Up: Position domain in the Jobs & Positions functional area.

Context
You can define contingent worker types to categorize and track contingent workers in your organization.
You can also use contingent worker types to generate purchase orders.

Steps
1. Access the Maintain Contingent Worker Types task.

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2. Specify a Contingent Worker Type Name for each type of contingent worker contracted by your
organization.
Examples: Consultant, Contractor, or Vendor.
3. (Optional) Select the Require Cost Information on Job Requisition check box if you use job
requisitions and plan to create purchase orders automatically from contingent worker requisitions.
4. (Optional) In the Restricted to Countries field, select 1 or more countries in which the contingent
worker type applies.
Leave the field blank if the contingent worker type is applicable in all countries.
Note: Restricting contingent worker types to a country doesn't prevent you from contracting
that contingent worker type in other countries. The Contingent Worker Types prompt category in
the Contingent Worker Type field lists all contingent worker types, even types not intended for the
current country. The For Current Country prompt category limits your selection to contingent worker
types restricted to that country and applicable in any country.
5. (Optional) Select the Inactive check box to inactivate a contingent worker type.
Note: When a contingent worker type is no longer valid, you can inactivate it, but you can't delete it.
6. Review the Current Position Usage and total Usage Count for each contingent worker type. The
Current Position Usage only includes current, filled positions.

Result
You can apply contingent worker types to workers in the Contract Contingent Worker task and other
contingent worker staffing tasks.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Contract Contingent Workers on page 608

Create Company Insider Types

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
Some trading regulations require you to identify insiders within your organization who know sensitive
nonpublic information. You can create and track different company insider types and assign them to job
profiles. You can view details about your company insider types and inactivate types you no longer use.

Steps
1. Access the Maintain Company Insider Types task.
2. For each insider type, specify a Company Insider Type Name and Company Insider Type
Description.
To configure company insider types to different countries on the same job profile, specify the country in
which they’re valid in the name. Example: Include France in the name of a company insider type that's
valid in France.
Note: When a company insider type is no longer valid, you can inactivate the insider type, but you can't
delete it.

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Result
The Company Insider Types report displays the Used by Current Positions and the Company Insider
Type in Use for each company insider type.

Example

Company Insider Type Name Company Insider Type Description

United States: 10% Owner 10% Owner
France: 10% Owner 10% Owner
United States - Officer Insider Officer Insider

Next Steps
Associate a company insider type with a job profile. When you staff a job or position based on a job profile,
the assigned company insider type defaults to the employee.
You can override the default value during a hire, transfer, or other staffing event.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473

Create Work Shifts

Prerequisites
Security: Set Up: Work Shifts domain in the Jobs & Positions functional area.

Context
You can create location-specific work shifts to associate with jobs and positions.

Steps
1. Access the Maintain Work Shifts task.
2. Select a Country or Country Region.
3. For each work shift, specify a Work Shift Name and Work Shift Description.
Note: When a work shift is no longer valid, you can inactivate it, but you can't delete it.

Example

Work Shift Name Work Shift Description

Day Shift 8:00 am to 5:00 pm
Night Shift 11:00 pm to 7:00 am
Swing Shift 4:00 pm to 12:00 am
Weekend Shift Saturday and Sunday

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Next Steps
You can as associate a work shift with a position based on a job profile. Enable Work Shift for a
country on the Maintain Localization Settings task and select the Work Shift Required check box on the
job profile. Then select a work shift available for the primary location of the position using the Edit Position
task.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473
Maintain Localization Settings on page 125

Set Up Work Hours Profiles

Prerequisites
• Enable work hours profiles in the Edit Tenant Setup – HCM task.
• Security: Set Up: Work Hours Profiles domain in the Jobs & Positions functional area.

Context
The work hours profile specifies the time profile and regular paid hours equivalent for 1 or more job
profiles. Use work hours profiles to handle workers whose work week comprises a different number of
hours than specified by the time profile for the location.
• Workday can use the regular paid equivalent hours in a work hours profile to calculate estimated annual
pay (annualization).
• The regular paid equivalent hours are associated with a time profile. The full-time equivalent (FTE) is
100%, even though the number of hours is different. This affects the calculation of PTO accrual, for
example.
• If you have an integration with ADP PCPW, you can have a classification for each work hours profile
and exchange it with ADP.

Steps
1. Access the Maintain Work Hours Profiles task.
2. In the Work Hours Profile field, specify a name for this profile.
3. Select a Time Profile for the location where you use this work hours profile.
4. Specify the Regular Paid Equivalent Hours that these employees typically work.
Normalize this value for overtime. Example: If the typical work week is 44 hours, enter 44. If workers get
time-and-a-half for hours over 40, enter 46 to normalize the value so it represents the equivalent hours
in straight time. This enables Workday to calculate annualized compensation.
5. If you have an integration with ADP PCPW, enter a Classification for this profile. Otherwise, Workday
ignores this field.
6. If this work hours profile applies to all job profiles not associated with a Time Profile, select the Default
for Job Profiles check box.
When this check box is selected, you can have only 1 work hours profile for a given Time Profile. The
Job Profile field becomes unavailable.
7. Select 1 or more Job Profiles for which employees normally work the hours specified in the Regular
Paid Equivalent Hours field.
You can't select a job profile that is in another work hours profile with the same Time Profile.

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Example
Paramedics normally work a 44-hour week at locations where the normal time profile is 40 hours and also
35 hours (such as in France). You decide that a paramedic's 44-hour week is the equivalent of a standard
work week for the location.
Create a work hours profile for:
• The Paramedic job profile at locations where the Time Profile is 40 hours.
• The Paramedic job profile at locations where the Time Profile is 35 hours.
In addition, select the Default for Job Profiles check box for:
• All other workers who work a normal week at a 40-hour location.
• All other workers who work a normal week at a 35-hour location.

Next Steps
Enable Workday to calculate annualized compensation for hourly workers with work hours profiles:
• Access the Maintain Frequencies task:
• For the Hourly Frequency Name, select the Use Weekly Hours check box.
• For the Weekly Frequency Name, select Weekly at the Frequency Type prompt.
• Set up hourly workers' compensation as follows:
• They must have an hourly compensation plan.
• Their compensation package must have a grade with an annual frequency.
Whenever you hire an employee, specify the work hours profile that equates to the correct regular paid
equivalent hours with the time profile from the worker's location.
Whenever an employee changes jobs or locations, adjust their work hours profile accordingly.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Frequencies on page 797
Create Hourly Plans on page 877
Reference
Reference: Edit Tenant Setup - HCM

Steps: Set Up Defaults for Service Dates

Prerequisites
Configure the Service Dates Change business process and security policy in the Staffing functional area.
Add the Service Dates Change business process as a subprocess of a Staffing business process.

Context
You can default service dates when the Service Dates Change business process is a subprocess of a
Staffing business process such as Change Job or Hire.

Steps
1. Access the Create Service Date Defaults Condition Rule task.
Security: Set Up: Staffing domain in the Staffing functional area.

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2. Create a set of condition rules that you can use to determine when to populate a specific service date.
You can use these fields in your condition rules:
• Employee Was Contingent Worker
• Is Employee Rehired As Contingent Worker
• Worker Termination Date
Example: You create a condition rule to identify workers who you rehired within 30 days of their
termination date. You want to use the Original Hire Date to populate the Benefits Service Date for those
workers.
3. (Optional) Create condition rules to avoid overriding existing service dates.
To avoid overriding existing service date values, add the service date is blank report fields as conditions
for your rules:
• Benefits Service Date is Blank
• Company Service Date is Blank
• Continuous Service Date is Blank
• Date Entered Workforce is Blank
• Expected Retirement Date is Blank
• Original Hire Date is Blank
• Retirement Eligibility Date is Blank
• Seniority Date is Blank
• Severance Date is Blank
• Time Off Service Date is Blank
• Vesting Date is Blank
Example: You manually enter a Benefits Service Date when hiring a worker. To avoid overriding that
value, you add the Benefits Service Date is Blank report field to the condition rule.
4. (Optional) Create Calculated Fields.
Create custom fields to use in staffing field defaults. Select one of these business objects:
• Action Event
• Event
• Worker Business Process
5. Access the Maintain Staffing Field Defaults task.
6. Select the Service Dates Change tab.
7. Associate 1 or more condition rules for specific staffing fields in the business process and define the
value that populates that field.
As you complete this task, consider:
• Defaults only apply when Service Dates Change is a subprocess of a staffing business process.
• Workday processes rules in the order they display in the grid. Once a field meets the conditions for a
rule, Workday ignores any remaining rules for that field.
• To ensure that a field always populates, create a row at the bottom of the grid where:
• The Condition Rule field is blank.
• The Value field has a value.
Security: Set Up: Staffing domain in the Staffing functional area.
8. (Optional) Default the Worker Hire Date for worker service dates.
Add the Worker Hire Date report field to the Report Field.

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9. (Optional) Configure defaults to populate service dates from the previous job for a worker.
Select these fields in the Report Field:
• Benefits Service Date – Previous Job
• Company Service Date – Previous Job
• Continuous Service Date – Previous Job
• Date Entered Workforce - Previous Job
• Expected Retirement Date – Previous Job
• Hire Date – Previous Job
• Original Hire Date – Previous Job
• Retirement Date – Previous Job
• Retirement Eligibility Date – Previous Job
• Seniority Date – Previous Job
• Severance Date – Previous Job
• Time Off Service Date – Previous Job
• Union Seniority Date – Previous Job
• Vesting Date – Previous Job
10.(Optional) Configure calculated fields in the Report Field.
Note: You can't use calculated fields that contain sensitive data. Example: Date of Birth.

Result
When you complete the staffing business process, Workday applies the rules you created to populate
the service date fields in the staffing event. When the event has autocomplete enabled on the business
process definition, Workday attempts to complete the event automatically with the information in the
populated fields.

Example
You hire a worker in the USA who has a default value for the Benefits Service Date field. You want to
populate the Benefits Service Date automatically with the hire date for the worker.
1. Configure Service Dates Change as a subprocess of Hire.
2. Access the Create Staffing Field Defaults Condition Rule task and create a condition rule named
Hire in USA with Default Value

And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
And Part of In the Value Hire
another selection list specified in
business this filter
process of
Type
And Benefits Equal to Value Yes
Service Date Specified in
is Blank this filter
And Country of Equal to Value Yes
Location Specified in
Proposed this filter

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And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
is United
States
3. On the Maintain Staffing Field Defaults task, access the Service Dates Change tab.
4. Select the Add button.
5. Select Benefits Service Date as the Field.
6. Configure the Hire in the USA with Default Value condition rule.
Select Worker Hire Date as the Report Field.
Related Information
Reference
2023R1 What's New Post: Configurable Service Date Defaulting

Steps: Set Up Custom Staffing Fields

Prerequisites
Security:
• Set Up: Position domain in the Jobs & Positions functional area.
• Worker Data: All Positions in the Staffing functional area.

Context
You can configure these fields to add additional details to your filled and unfilled positions:
• Annuitant Indicator
• Appointment Type
• Cybersecurity Area
• Employment System
• Employee Tenures
• Retirement Special Population
• Security Clearance Level
• Sensitivity and Risk
• Time Type Subtypes
This functionality supports US Federal agency requirements for classifying positions, and Personnel
Action Request (PAR) processing. You can also use these fields for organizations that aren't related to US
Federal by configuring custom field values.

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Steps
1. Access these tasks to setup values for the new staffing fields.
• Maintain Annuitant Indicators
• Maintain Appointment Types
• Maintain Cybersecurity Areas
• Maintain Employment Systems
• Maintain Employee Tenures
• Maintain Retirement Special Populations
• Maintain Security Clearance Levels
• Maintain Sensitivity and Risks
• Maintain Time Type Subtypes
You can setup values for US Federal use cases, including Personnel Action Request (PAR) processing.
You can also setup values for your nonfederal staffing use cases.
2. Access the Configure Optional Fields task.
3. Select the relevant business process in the By Functional Area field. Unhide the fields and make them
required, optional, or view only on these business processes:

Business Process Field

• Add Job • Annuitant Indicator

• Change Job • Appointment Type
• Contract Contingent Worker • Employee Tenure
• Edit Position • Time Type Subtype
• Hire
• Start International Assignment

• Create Position • Cybersecurity Area

• Edit Position Restriction • Employment System
• Retirement Special Population
• Security Clearance Level
• Sensitivity and Risk
• Time Type Subtype

4. (Optional) Access the Maintain Custom Labels task.

Rename the fields names based on your organizational needs.

Result
Your fields display on the business processes you configured.

Example
You want to create a new field to use on the Hire business process to track Rehired Retirees.
1. Access the Maintain Custom Labels task.
2. Rename the annuitant indicator term to Rehired Retirees.
3. Access the Maintain Rehired Retireetask. (The label for the task is updated from Maintain Annuitant
Indicator.)

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4. Create these field values:

Code Name Description

A Former Phased Retiree An employee who went
through a phased retirement. A
phased retirement includes a
broad range of employment
arrangements that allow an
employee who is approaching
retirement age to continue
working with a reduced
workload, and eventually
transition from full-time work to
full-time retirement.
B Reemployed annuitant not An employee whose salary
subject to salary reduction annuity continues, and doesn't
impact their current salary.
5. Access the Configure Optional Fields task for the Hire functional area.
6. Select the Required for All Criteria on the Rehired Retiree field. (The label for the field is updated from
Annuitant Indicator).
7. Click OK.
Related Information
Reference
Steps: Configure the Personnel Action Request Business Process

Change Worker Service Dates

Prerequisites
Configure the Service Dates Change business process and security policy in the Staffing functional area.

Context
Manage the various service milestone dates for workers. You can tailor your use of these dates to meet
your needs.
You can select the Enable Autocomplete check box on the Service Dates Change business process
definition. Once enabled, Workday automatically completes the service dates change event.
You can rename service date fields in the Staffing context using the Maintain Custom Labels task.
Workday suggests that you work with your HR specialist to ensure that you aren't changing the field
meaning.
Many of these dates automatically populate from the Hire Employee or Contract Contingent Worker
tasks. Changes to some of the dates can impact other areas within Workday, such as Benefits,
Compensation, and Absence. Whether they determine eligibility for benefits depends on how you configure
your benefit and other eligibility rules.
You can add the Service Dates Change business process as a subprocess of Staffing business processes,
such as Hire and Change Job.
You can default service dates when the Service Dates Change business process is a subprocess of
a Staffing business process. Configure defaulting rules for Service Dates Change using the Maintain
Staffing Field Defaults task.
Because workers can have multiple jobs, you can find dates relating to:

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• Length of time in a position.

• End of employment on the position.
These scenarios can affect service dates:
• First hire or rehire. With or without the Edit Service Dates task as a subprocess, or when making a hire
date correction.
• Accessing the Edit Service Dates task: As a stand-alone or as a subprocess on any business process
other than Hire.
• Termination.

Steps
1. Access the Edit Service Dates task.
2. As you complete this task, consider:

Date Description
Hire Date or Contract Start Date Automatically populates from the most recent
Hire or Contract Contingent Worker business
processes.
Original Hire Date Enables you to track when the organization first
employed a worker.
Used for COBRA eligibility and Form I-9 for US
Payroll, and also for the Length of Service in
Months from Original Hire Date report field.
Automatically populates from the earliest Hire
Date. However, when you manually edit the
Original Hire Date, automatic population no
longer occurs. To ensure that the date once again
populates automatically, you can:
• Enter a new earliest Hire Date that is before
the current Original Hire Date.
• Manually edit the Original Hire Date to match
the earliest Hire Date.
• Rehire the worker.
This service date only applies to employees.

Continuous Service Date Enables you to give credit for past employment.
Used in benefit elections, compensation period
basis behavior, and length of service calculations.
Automatically populates from the most recent
Hire Date. However, after you manually edit the
Continuous Service Date to a different date,
it no longer automatically populates. To restore
automatic population, you can either:
• Manually edit the Continuous Service Date to
match the Hire Date.
• Rehire the worker.
When the Continuous Service Date and Hire
Date are the same, correcting the Hire Date
automatically corrects the Continuous Service

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Date Description
Date. However, when the 2 dates are different,
correcting the Hire Date doesn't affect the
Continuous Service Date. You can't manually
update the Continuous Service Date field on a
Hire business process correction.

Length of Service Automatically calculated from the Continuous

Service Date to the current date or termination
date.
If a worker has a future rehire date, this field
calculates from the Continuous Service Date to
their termination date. This field doesn't calculate
based on their future rehire date. When you rehire
a worker, their length of service includes the time
that you didn't actively employ them.
Use the Service Length Type field in the Edit
Tenant Setup - HCM task to specify the display
format.

Date Entered Workforce Supports statutory leave entitlements.

Use the Edit Tenant Setup - Global task to track
for workers in specific countries.
This service date only applies to employees.

Days Unemployed Used only for China. Impacts statutory leave

eligibility.
This service date only applies to employees.

Months Continuous Prior Employment Used only for China. Impacts statutory leave
eligibility.
This service date only applies to employees.

Benefits Service Date Enables you to track length of service for benefit
programs. Example: Workers become eligible for
insurance after a 3-month probation period.
Available for use in user-defined calculations and
eligibility rules.
Workday empties the field during rehire.
This service date only applies to employees.

Company Service Date Enables you to track an additional service date,

such as date of acquisition.
Available for use in user-defined calculations and
eligibility rules.
Workday empties the field during rehire.
This service date only applies to employees.

Time Off Service Date Enables you to track time off eligibility based on a
different service date. Example: Standard time off

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Date Description
is 3 weeks per year, but some workers negotiate
4 weeks.
Available for use in user-defined calculations and
eligibility rules.

Retirement Eligibility Date Enables you to track eligibility for retirement, such
as when eligibility is based on length of service or
age.
Available for use in user-defined calculations and
eligibility rules.
This service date only applies to employees.

Expected Retirement Date Enables you to report on retirement for workers

who announce their retirement date in advance.
Available for use in user-defined calculations and
eligibility rules.
This service date only applies to employees.

Seniority Date Enables you to track seniority based on a date

other than Hire Date or Company Service Date.
Used in the Length of Service in Months from
Seniority Date report field. Available for use in
user-defined calculations and eligibility rules.
Automatically populates from the earliest Hire
Date. However, when manually edited, this
automatic population no longer occurs until you
rehire the worker.
This service date only applies to employees.

Severance Date Enables you to track how long a worker receives

severance pay. Also used in compensation period
basis behavior.
Available for use in user-defined calculations and
eligibility rules.
This service date only applies to employees.

Vesting Date Enables you to track when a worker is fully

vested, when this differs from standard vesting
rules.
This service date only applies to employees.

Result
You can view service dates on worker profiles and in the View Service Dates report.
Related Information
Concepts
Concept: Termination Dates for DSN Reporting (FRA)
Concept: Workday Docs

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Tasks
Hire Employees on page 580
Contract Contingent Workers on page 608
Steps: Set Up Workday Docs

Change Creditable Service

Prerequisites
Configure the Creditable Service Change business process in the Staffing functional area.
Security: These domains in the Staffing functional area:
• Self Service: Creditable Service
• Set Up: Creditable Service Types
• Worker Data: Creditable Service

Context
You can collect, store, and view an employee's prior work history that can be used for absence, benefits,
and retirement eligibility calculations.
You can add the Creditable Service Change business process as a subprocess of the Hire business
process.

Steps
1. Access the Maintain Creditable Service Types task to configure service types.
2. Access the Edit Service Types task.
Enter the length of service in the years, months, and days.
3. Access these reports to view creditable service for employees and different types of creditable service:
• View Creditable Service for Employee
• View Creditable Service Types
• View My Creditable Service
4. (Optional) Maintain Custom Labels task.
Select the Staffing term context. Override the Creditable Service term with one that is better suited to
your organization.
Related Information
Reference
2023R2 What's New Post: Creditable Service

Setup Considerations: Working Time Rules

You can use this topic to help make decisions when planning your configuration and use of working time
rules. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

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What It Is
Working time rules enable you to populate default and scheduled weekly hours for workers.

Business Benefits
You can increase efficiency and reduce manual effort by:
• Creating rules to populate default and scheduled weekly hours for workers.
• Ensuring the correct assignment of full-time equivalent (FTE) percentages to workers.
• Assigning different default and scheduled weekly hours for workers based on job profile, time type,
location, and more.

Use Cases
• Record and report working time of a worker.
• Automatically update weekly hours by eligibility rules when workers change job. Example: When
changing a full-time worker to part time.
• Track working time for specific countries.

Questions to Consider

Questions Considerations
How do you want to populate scheduled and default You can use working time rules to populate
weekly hours for workers? scheduled and default weekly hours for workers.
You can assign different default and scheduled
weekly hours for workers based on:
• Collective agreements
• Company
• Cost center
• Job category
• Job family
• Job profile
• Location
• Supervisory organization
• Time type
• Work shift

How do you want to populate scheduled and default In Create Position: You can populate scheduled
weekly hours for workers if there are no working and default weekly hours from the Location
time rules? Weekly Hours field.
In Edit Position Restrictions: You can populate
scheduled and default weekly hours from:
• Position restrictions.
• The Location Weekly Hours field.
In all other supported business processes, you can
populate scheduled and default weekly hours from:
• Job requisition or position restrictions.
• The Location Weekly Hours field.
• The work hours profile.

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Questions Considerations
How can you make Workday apply working time Workday applies a working time rule, if you:
rules on supported business processes?
• Define a working time eligibility rule.
• Enter data on a task that matches the working
time eligibility rule.
Example: Workday populates rule data based on a
previous process when you initiate a task. To apply
a rule, enter data that matches the rule.
Workday respects the defaulting behavior of weekly
hours on initiation, revise, and review tasks of all
the related business processes.

How can you populate weekly hours values in web You can populate weekly hours values in the
services? recruiting and staffing web services from a rule if
applicable.
How do you want to populate weekly hours in mass You can populate scheduled and default weekly
action workbooks? hours in these workbooks based on the eligibility of
rules:
• Mass action: Mass Change Job.
• Inbox consolidation: Mass Employment
Agreement and Mass Offer.

How can you populate scheduled and default Using Offer and Employment Agreement as a
weekly hours for pre-hires and candidates? subprocess of Job Application you can populate
weekly hours for pre-hires and candidates from a
working time rule.
You can also use Employment Agreement as
a standalone business process to populate the
weekly hours for pre-hires and candidates from a
working time rule.
You can also configure Workday to automatically
populate scheduled and default weekly hours
for workers in the job and evergreen requisition
business processes using condition rules.

How can you ensure correct assignment of weekly You can configure the editable working time
hours and full-time equivalent percentages? fields like Default Weekly Hours and Scheduled
Weekly Hours to be non enterable for certain
security groups using the Configure Optional
Fields task. Restricting the fields for certain
security groups will avoid any incorrect entry of
weekly hours values and ensures correct full-time
equivalent percentages for workers.

Recommendations
If you want to define a working time rule based on collective agreements:
• Assign a collective agreement to a worker before you define a rule.
• Use Employment Agreement instead of Hire.

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Requirements
No impact.

Limitations
If you enable Work Hours Profile in the Edit Tenant Setup – HCM task, scheduled and default weekly
hours won't populate from the working time rules.

Tenant Setup
Enable Enable FTE on Position Restrictions on the Edit Tenant Setup - HCM task to populate default
and scheduled weekly hours in the Edit Position Restriction and Create Position business processes.

Security

Domains Consideration
Set Up: Working Time domain in the Staffing Users secured to this domain can set up country-
functional area. specific working time.
Set Up: Tenant Setup - Global domain in the Users secured to this domain can restrict settings to
System functional area. certain countries or regions.
Manage: Cost Center domain in the Organizations Provides access to managing all cost center
and Roles functional area. structures.
Manage: Supervisory Organization domain in the Provides access to viewing and maintaining
Organizations and Roles functional area. supervisory organizations to which the user has
access.
Public Reporting Items domain in the Tenant Non- Provides access to all publicly available report
Configurable functional area. fields and report data sources. It allows all users
with permissions to create or run reports to view
these fields.
Worker Data: Collective Agreements in the Staffing Provides access to collective agreement data for
functional area. employees.
Worker Data: Current Staffing Information domain Provides information on workers' current
in the Staffing functional area. information such as status, length of service,
seniority. Includes web services.
Worker Data: Work Shifts domain in the Staffing Provides access to information regarding workers'
functional area. work shifts.

Business Processes
Workday populates scheduled and default weekly hours from a working time rule on these business
processes:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Create Position
• Edit Position
• Edit Position Restriction
• Employment Agreement
• Hire
• Offer

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 | Staffing | 466

• Start International Assignment

Reporting

Reports Considerations
View Working Time Eligibility Rule Displays the eligibility rules that you create for
working time.
View Working Time for Country Displays the working time rules defined for a
country.

Integrations
You can use these web services to upload working time configuration and eligibility rules:
• Put Working Time Eligibility Rules
• Put Maintain Working Time for Country
You can use these web services to retrieve working time configuration and eligibility rules:
• Get Working Time Eligibility Rules
• Get Maintain Working Time for Country

Connections and Touchpoint

Feature Considerations
Recruiting You can populate scheduled and default weekly
hours for pre-hires and candidates using working
time rules on Employment, Offer, and Job
Requisition.

Related Information
Tasks
Set Up Work Hours Profiles on page 452
Reference
2022R2 What's New Post: Working Time

Steps: Set Up Working Time Localized Fields

Context
You can record details about a worker's expected schedule on these business processes:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Create Position
• Edit Position
• Edit Position Restrictions
• Employment Agreement
• Hire
• Offer
• Start International Assignment
These working time fields display for a job or position in a country that you set up to track working time:

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 | Staffing | 467

• Frequency
• Unit
• Value
• Paid FTE %
• Working FTE %
• Work Shift

Steps
1. Access the Maintain Localization Settings task.
Option Description
Area Select Staffing.
Working Time (Frequency, Time Unit, and Select the countries that track working time
Time Value) (frequency, time unit, and time value) for workers.
Paid FTE Select the countries that track paid full-time
equivalent for workers.
Working FTE Select the countries that track working full-time
equivalent for workers.
Work Shift Select the countries that track work shift
information for a worker.

Security: Set Up: Tenant Setup - Global domain in the System functional area.
2. Access the Maintain Frequencies task.
Set up frequency types for your selection list.
Security: Set Up: Compensation General domain in the Core Compensation functional area.

Steps: Set Up Working Time Rules

Prerequisites
Security: Configure these domains in the Staffing functional area:
• Set Up: Working Time
• Set Up: Staffing

Context
You can set up working time rules to:
• Populate default and scheduled weekly hours for workers based on rules.
• Ensure correct assignment of FTE to workers.

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• Assign different default and scheduled weekly hours for workers based on:
• Job profile
• Job family
• Job category
• Collective agreements
• Company
• Cost center
• Supervisory organization
• Location
• Time type
• Work shift

Steps
1. Access the Maintain Working Time for country task.
2. Select Create Working Time Eligibility Rule from the Working Time Eligibility Rule prompt.
3. Create an eligibility rule for the working time rule.
4. As you complete the Maintain Working Time for country task, consider:

Option Description
Default Weekly Hours Enter the default weekly hours associated with the
working time rule.
Scheduled Weekly Hours Enter the scheduled weekly hours associated with
the working time rule.
If you don't specify a value, the scheduled weekly
hour for a worker will be zero even if the worker is
eligible for a working time rule.

Result
When you add default and scheduled weekly hours for a worker, based on the eligibility of the rule
Workday populates the weekly hours values.

Example
You can create a working time rule to populate 40 default weekly hours and 20 scheduled weekly hours in
the WorkingTime section for a part-time consultant in France.
Related Information
Reference
2022R2 What's New Post: Working Time

Concept: Working Time

Overview
You can use the Working Time section to record details about a worker's working time and full-time
equivalent percentile. You can use full-time equivalent percentile to calculate compensation and to support
workforce planning and reporting.
Workday displays these fields for a job or position so that you can track working time:

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 | Staffing | 469

Field Description
Location Weekly Hours The standard weekly hours associated with the
Location.
Scheduled Weekly Hours The scheduled weekly hours of a worker.
Default Weekly Hours The standard weekly hours of a worker.
FTE The full-time equivalent percentage of a worker.
Specify a Paid FTE Enables you to specify paid full-time equivalent for
a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % Paid full-time equivalent of workers.

Available when you enable Paid FTE on the
Maintain Localization Settings task.

Specify a Working FTE Enables you to specify working full-time equivalent

for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Working full-time equivalent of workers. Used in

custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Work shift information for a worker.

Frequency Select the time frame to track a worker's working
time frequency.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Unit Select the time unit to track a worker's working

time.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of time unit for the corresponding

frequency.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

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Working Time Rules

You can create working time rules for each country to assign default and scheduled weekly hours to
workers. Based on the eligibility of the rules, default and scheduled weekly hours populate for a worker.
Note: The Work Hours Profile settings in the Edit Tenant Setup – HCM task take precedence over the
rules.
Related Information
Reference
2022R2 What's New Post: Working Time

Create Pay Rate Types

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
You can assign country-specific pay rate types to a job profile.

Steps
1. Access the Create Pay Rate Type task.
2. For each pay rate type, specify a Pay Type Name and select a Target Frequency.

Example

Pay Type Name Target Frequency

Hourly Hourly
Salary Semi-Monthly

Next Steps
• Associate a country-specific pay rate type with a job profile. When you staff a job or position based on a
job profile, the pay rate automatically assigns to the employee. If a job profile has more than 1 pay rate
type, Workday determines the country-specific classifications to apply to the employee. In this scenario,
assignment is based on the primary business address and country associated with the job or position
location.
• To update pay rate types, use the Edit Pay Rate Type task.
• To inactivate pay rate types that you don't want to continue using, use the Inactive check box on the
View Pay Rate Type report or the Create Pay Rate Type and Edit Pay Rate Type tasks.
• To delete pay rate types that aren't in use, use the Delete Pay Rate Type task.
Related Information
Tasks
Steps: Set Up Basic Staffing Information on page 442
Create Job Profiles on page 473

Reference: Search Prefixes for Staffing

You can use prefixes in Workday Search to locate particular staffing objects quickly. Search prefixes are
lowercase letters, followed by a colon (:). You can use the search categories to narrow down your search
results.

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Object Prefix Example

Contingent Worker worker: Search using the contingent
worker's name, ID, or email
address:
• worker: Adam Shreeve
• worker: 26712
• worker: [email protected]

Employee worker: Search using the employee's

name, ID, or email address:
• worker: Adam Shreeve
• worker: 25698
• worker: [email protected]

Job Family jobfamily: Search using the job family name:

• jobfamily: administration

Job Profile job: Search using the job profile name

or job code:
• job: consultant
• job: 45100

Location loc: Search using the location name:

• loc: Chicago

Pre-Hire • applicant: Search using the applicant or pre-

• ph: hire's name, ID, source name,
email address, or phone number:
• applicant: Adam Shreeve
• applicant: A07193
• applicant: LinkedIn
• applicant:
[email protected]
• applicant: 8001234567
Workday also supports searching
for a secondary last name.
Example: You have an applicant
or pre-hire named David Cook-
Smith. When you search using
ph: David Smith, Workday
displays David Cook-Smith.
Position or Position Restriction position: Search using the position,
position ID, position restriction ID,
location name, job posting title,
job profile name, position title,
worker name, or username:
• position: P-10613 Staff
Workforce Analyst - Adam
Shreeve
• position: P-10613

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Object Prefix Example

• position: Staff Workforce
Analyst
• position: Chicago
• position: Adam Shreeve
• position: ashreeve
When you search for a position
using the worker's name,
Workday supports searching by
current legal and preferred name
if you have access to the Search:
Current Legal and All Historical
Names domain.
You can search for positions or
position restrictions in prompts
using the:
• Contingent worker ID.
• Employee ID.
You can't search for:
• Closed positions.
• Positions using a worker's
historical preferred or legal
name.

Related Information
Reference
2021R1 What's New Post: Search for Positions, Pre-Hires, and Position Restrictions

Job Catalog

Steps: Set Up Job Catalog

Context
Define characteristics of jobs and positions in the job catalog before filling jobs or positions in a supervisory
organization. A job catalog can include levels, titles, grades, compensation, and other attributes.

Steps
1. Create Job Profiles on page 473.
This describes the jobs or positions in your organization. A job profile can belong to one or more job
families.
2. Create Job Families on page 477.
This groups job profiles within the job catalog. A job family can belong to a job family group.
3. Create Job Family Groups on page 477.
A job family group represents a collection of job families.

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Example

Job Profile Job Family Job Family Group

Senior Benefits Analyst HR - Benefits Human Resources
Staff Benefits Analyst

Senior Payroll Specialist HR - Payroll

Staff Payroll Specialist

Senior Recruiter HR - Recruiting

Staff Recruiter

Next Steps
• Create jobs or positions.
• View job catalog reports.
Related Information
Tasks
Create Hiring Restrictions on page 489
Create Positions on page 493
Reference
Reference: Job Catalog Reports on page 480
The Next Level: Build a Job Catalog to Stand the Test of Time

Create Job Profiles

Prerequisites
• Set up basic staffing information and job qualifications.
Example: Management levels, job categories, work shifts, pay rate types, certifications, competencies,
education, and skills.
• To generate job codes automatically, create an ID definition for job codes and select it in the Edit
Tenant Setup - HCM task.
• To configure a frequently used filter on the Restrict to Country prompt, select the relevant countries in
the Frequently Used Values section of the Edit Tenant Setup - Global task.
• To hide or require optional fields on the Create Job Profile and Edit Job Profile tasks, use the
Configure Optional Fields task.
• Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
Define characteristics of jobs and positions.

Steps
1. Access the Create Job Profile task.
2. Enter an Effective Date.
3. As you complete the task, consider:
Option Description
Job Profile Name If you leave the Job Title Default field blank,
Workday uses this name as the business title in

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Option Description
staffing events. You can override the business
title when you staff the job or position.
Job Code If you set up your tenant for automatic job codes,
leave this field blank to have Workday generate
the job code. If you enter your own job code, it
overrides the generated job code.
If you don't use automatic job codes, populate this
field.

Job Profile Summary Enter a description to help selecting an

appropriate job profile for a position.
The job profile summary automatically populates
in the Create Position and Create Job
Requisition tasks when you select this job profile.

Job Title Default If staffing events hire, transfer, or promote

employees into this job profile, the business title
automatically populates from this value. You
can override the title when you staff the job or
position.
Restrict to Country Select the countries where this job profile is valid,
or leave this blank if the job profile is available for
all countries.
• Country restrictions automatically apply to the
Change Job business process, which filters job
profiles based on a worker's location.
• In other staffing business processes, you can
create an exit rule using the Countries for
Job Profile or Job Profile Valid for Location
report field. The rule enables you to verify that
a job profile is valid for a worker's location.
• You can also use the Frequently Used prompt
category with the Job Family filter to identify
the proper job profile for staffing transactions.

Job Category The job category automatically populates in

staffing tasks that hire, transfer, or promote
employees into this job profile. During a staffing
event, you can't override or modify job categories
that automatically populate to a worker's job or
position from a job profile. You can only apply 1
job category to a job profile.
Company Insider Type The insider type automatically populates in
staffing tasks that hire, transfer, or promote
employees into this job profile. You can override
the default insider type for a worker when you
staff the job or position.
Referral Payment Plan For Recruiting only. Associates a payment plan
for successful referrals with the job profile.

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Option Description
Workday automatically associates the selected
referral payment plan with all job requisitions that
use this job profile.

Work Shift Required Specifies that the job profile is requiring a

work shift for any worker hired, transferred, or
promoted into a job or position based on this job
profile.
Public Job Enables employees to select this job profile as a
job interest.
Job Description The job description automatically populates in the
Create Position and Create Job Requisition
tasks when you select this job profile.
Additional Job Description For Recruiting only. The additional job description
automatically populates in the Create Job
Requisition and Create Evergreen Requisition
tasks when you select this job profile.
You can configure this field to display on your
internal or external career site using job posting
templates.

4. In the Pay Rate Types section, associate the job profile with default pay rate types by country.
This option enables you to create 1 global job profile that reflects local preferences and requirements
for pay rate types. These values automatically populate into the Hire Employee, Change Job, and
other Staffing tasks. You can override the country-specific defaults by editing the job profile.
When you staff a job or position based on this job profile, Workday determines the default pay rate type.
The default pay rate type is based on the job and position primary business address and location in
these tasks:
• Create Position
• Set Hiring Restrictions
5. (Optional) Enter additional information about the job profile, such as Characteristics, Compensation,
Unions, Work-Study , and specific qualifications.
As you complete the task, consider:
Option Description
Compensation Grade Select the standard compensation range for
the job profile. Grades are guidelines used in
determining compensation for a worker.
Compensation Grade Profile Select the grade profile associated with the
selected compensation grade. Grade profiles
create more granular compensation ranges within
the grade.

Next Steps
• Create jobs or positions.
• To select content for the Job Profile report, use the Configure Profile and Configure Profile Group
tasks.

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• The job profile doesn't display when you enter a date that's before the job profile Effective Date on the:
• Job Profile report.
• Edit Job Profile task.
• To modify or inactivate a job profile, use the Edit Job Profile task.
• To hide the job profile on the worker profile, use the Configure Optional Fields task.
• To review job profiles and pay amounts, view the Employee Compensation Ranges for Job Profiles
report.
• To identify and correct positions that don't meet the country restrictions for their job profile, view the
Positions with Invalid Location for Job Profile report.
Related Information
Tasks
Create a Public Job Catalog on page 1282
Steps: Set Up Basic Staffing Information on page 442
Create Positions on page 493
Create Hiring Restrictions on page 489
Steps: Set Up Skills and Experience on page 100
Hide or Require Optional Fields
Steps: Set Up Referral Payment Processes on page 376
Hide or Require Optional Fields for Referrals on page 377
Create Compensation Grades on page 806
Reference
Reference: Job and Business Titles on page 758

Steps: Filter Job Profiles by Country

Context
When you need to locate job profiles for Staffing transactions, you can filter by country to narrow your
search results. You can limit the results even further by selecting frequently used countries in your
Workday tenant. This enables you to filter job profiles to a subset of job family categories within those
frequently used countries.
You can select the Frequently Used prompt for the job profile on these tasks:
• Change Job
• Create Job Requisition
• Create Position
• Edit Job Profile
• Edit Job Requisition
• Edit Position
• Edit Position Restrictions

Steps
1. Access the Edit Tenant Setup - Global task.
In the Frequently Used Values section, select 1 or more frequently used countries.
See Reference: Edit Tenant Setup - Global.
2. Create Job Profiles on page 473.
In the Profile Details section, use the Frequently Used prompt category in the Restrict to Country
prompt to select the relevant countries for the new job profile.

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Create Job Families

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
Job families enable you to group related job profiles.
Note: If a job family contains positions associated with position budgets, it can't be modified or deleted.

Steps
1. Access the Create Job Family task.
2. Specify an Effective Date.
3. Specify a Job Family Name.
Job families and job family groups must have different names.
4. Select staffing elements related to this job family:
Option Description
In Job Family Group A job family can belong to only 1 job family group. You can add this job
family to a job family group when you create it.
Used in Job Profiles You can add more than 1 job profile to this job family.
5. Provide a Job Family Summary for reference.

Next Steps
• Create job family groups.
• To update or inactivate a job family, use the Edit Job Family task. You can't select an Inactive job
family from menu prompts, but it remains valid for workers to whom it is already assigned.
You can use the Worker Data: Job Family on Worker Profile domain to control the visibility of a worker's
job family when viewing their own or other workers' profiles.
Related Information
Tasks
Steps: Set Up Job Catalog on page 472

Create Job Family Groups

Prerequisites
Security: Set Up: Job domain in the Jobs & Positions functional area.

Context
Organize related job families into a job family group.

Steps
1. Access the Create Job Family Group task.
2. Specify an Effective Date.
3. Specify a Job Family Group Name.
Job families and job family groups must have different names.
4. Add 1 or more Job Families to the job family group.

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5. (Optional) Provide a Job Family Group Summary for reference.

Next Steps
To update or inactivate the job family group, use the Edit Job Family Group task.
You can use the Worker Data: Job Family on Worker Profile domain to control the visibility of a worker's
job family group when viewing their own or other workers' profiles.
Related Information
Tasks
Steps: Set Up Job Catalog on page 472

Mass Update Job Profile Skills with Workbooks

Context
The Edit Skills on Job Profile workbook makes it possible for users to maintain and update job profile
names, summaries, and skills data in bulk using Worksheets. This workbook only supports unconstrained
security groups.
If you want to access suggested skills within the workbook, you’ll need to:
• Opt into the HCM ML GA Innovation Services Agreement.
• Subscribe to Workday Skills Cloud.
Workday suggests that you enable Skills Cloud Skills and suggested skills within the workbook to use all
supported skills types on job profiles.

Steps
1. Steps: Set Up Mass Actions.
Configure Modify access for users on the Mass Action Events domain.
2. Edit Business Process Security Policies.
• Configure security permissions for the Mass Action Events business process policy.
• Configure the security groups that you'd like to launch the workbook on the Launch Mass Action
Event initiating action.
• Configure the security groups that you'd like to receive the workbook upon initial generation and
complete the mass action event with the Complete Mass Action Event action step type.
• (Optional) Configure the security groups that you'd like to cancel the workbook in the Cancel step
type.
3. Edit Domain Security Policies.
Grant access to these domains by selecting security groups and specifying whether they have
permission to view or modify data:

Domain Functional Area Access Modes Considerations

Initiate and Submit - Job and Positions View Enables users who
Edit Skills on Job Profile have access to launch
Worksheet mass actions the ability
to select the mass
action type.
These users should
also have Modify
access to the Setup
– Job or Modify –

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Domain Functional Area Access Modes Considerations

Fields on Job Profile
Workbook domains.

Modify Enables users to submit

the data found on
the Edit Skills on Job
Profiles workbook.
Workday recommends
that you give users both
View and Modify access
for this domain.

Modify – Fields on Job Job and Positions View and Modify Enables users to modify
Profile Workbook job profile data only
within the workbook but
not within the Create
Job Profile or Edit Job
Profile tasks.
You can also give users
Modify access on the
Set Up: Job domain
to modify data in the
workbook.
Users without Modify
access can only provide
comments in the
workbook.

Drive System View and Modify Gives users Drive

access to create and
manage worksheets
data.
Worksheets System View and Modify Gives users the ability
to generate workbooks.
4. Activate Pending Security Policy Changes.
5. (Optional) Hide or Require Optional Fields.
You can't hide or mark fields as view-only by security group.
6. (Optional) Access the Maintain Skills and Experience Setup task.
To enable Skills Cloud Skills and suggested skills within the workbook, in the Skills section, select:
• Enable Workday Skills Cloud
• Populate Suggested Skills for Job Profiles
• Include Tenanted Skills in Matching
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
7. Create Custom Reports.
Create or edit a custom report that has a data source containing job profiles. You can use the report or
report filter to populate up to 1000 workers in the workbook using the Launch Mass Action Event task.
You can also use Workday-delivered reports.

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8. Access the Launch Mass Action Event task to generate the workbook.
a. Select Edit Skills for Job Profiles as the Mass Action Type and any report that contains job
profiles. Workday recommends that you use the Suggested Skills on Job Profile report.
b. (Optional) Configure the Pre-populate Skills on Job Profile section with the skills that you'd like to
prepopulate into your Workbook once it generates.
9. After the workbook generates, access your inbox notifications and click Open Workbook.
Complete the details in the workbook using the prompts and validation messages. You can also share
this workbook with other users to collaborate on data entry.
Note: You can't add a row to the workbook but you can delete a row or cancel the workbook.
10.Select Validate All.
Resolve errors and submit the workbook. Any rows with errors remain in the workbook instead of
updating job profiles. You can access the workbook later to resolve and submit any remaining rows.
11.Complete the mass action event after you submit or delete remaining workbook rows.

Result
Workday updates job profiles. The workbook remains available in users' drive for evaluation.
Workday displays the skills on the Suggested Skills for Job Profile report in order of relevancy based on
workday machine learning. When you use the fields in this report to pre-populate the workbook, the most
relevant skills default first.

Next Steps
You can keep track of all the workbooks associated to job profile updates by using the All Events - Edit
Skills on Job Profile Mass Action report field.
You can also use the Job Profile - Current tab to compare updated values against pre-existing data in
the workbook.
Related Information
Reference
2022R2 What's New Post: Skills on Job Profile Workbook
FAQ: Collaboration and Security in Worksheets
2023R1 What's New Post: Skills on Job Profile Workbook Enhancements

Reference: Job Catalog Reports

Use these reports to view the job catalog and track the workers assigned to particular job profiles, job
families, or job family groups.

Report Description
Directory by Job Family Lists all workers assigned to specific job families,
including their organizations and contact
information.
Directory by Job Family Group Lists all workers assigned to specific job family
groups, including their organizations and contact
information.
Directory by Job Profile Lists all workers assigned to specific job profiles,
including their organizations and contact
information.

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Report Description
Job Catalog Offers a consolidated view of job family groups, job
families, and job profiles. For each job profile, you
can see:
• Assigned job codes.
• Compensation grade.
• Job classification groups.
• Management levels.

Job Profile Displays information about a specific job profile,

such as:
• Basic job information.
• Compensation.
• Pay data.
• Qualifications.
• Recruiting metrics.
You can select the content groups and reports that
you want to display on the profile using the tasks:
• Configure Profile
• Configure Profile Group

Suggested Skills for Job Profile Uses Workday Skills Cloud and machine learning
to provide suggested skills for job profiles. The skill
suggestions update hourly and provide up to 10
suggested skills for each reporting item. You can
view suggested skills for job profiles based on:
• Job profile text data
• Job requisition text data
• Job requisition skill data

Related Information
Tasks
Steps: Set Up Job Catalog on page 472
Steps: Set Up Profiles and Profile Groups
Reference
The Next Level: Reporting Foundation - Core HCM

Staffing Models

Manage Staffing Models

Prerequisites
To change a staffing model for your organization, rescind any in-progress or completed:
• Hiring or position restriction events.
• Move Worker (By Organization) events.
• Staffing events.

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Context
Assign staffing models to supervisory organizations to establish how you define and fill jobs and positions.

Steps
• Assign a staffing model to a new parent organization:
a) Access the Create Supervisory Organization task.
b) On the Staffing Model tab, select either Position Management Enabled or Job Management
Enabled.
A supervisory organization has 1 staffing model. However, not all supervisory organizations require the
same staffing model.
Security: Create: Supervisory Organization domain in the Organizations and Roles functional area.
Note: When you attach subordinate organizations to this organization using the Create Subordinate
Organization task, the subordinate organizations automatically inherit the staffing model of the parent
organization.
• Change the staffing model assigned to a parent organization or update the staffing model that a
subordinate organization inherits from its parent organization:
a) Search for the organization.
b) From the related actions menu of the organization, select Organization > Edit Staffing Model.
c) Specify either Position Management Enabled or Job Management Enabled.
Security: Set Up: Staffing Model domain in the Staffing functional area.
Note: Changing the staffing model of a parent organization doesn't automatically change the staffing
model of existing subordinate organizations. You can use the Edit Staffing Model task to change the
staffing model of a subordinate organization to match the parent organization.
• View and maintain the staffing models of all organizations that you own:
a) Access the Maintain Staffing Models task.
b) Update and maintain the staffing models assigned to the organizations that you own.
Set Up: Staffing domain in the Staffing functional area.

Next Steps
Create jobs or positions.
Related Information
Tasks
Set Up Supervisory Organizations
Create Hiring Restrictions on page 489
Create Positions on page 493
Reference
Reference: Staffing Model Comparisons on page 484

Concept: Staffing Models

Workday supports 2 types of staffing models: position management and job management. These staffing
models provide a different level of control over staffing and support different staffing goals.

Position Management
Position management provides the greatest control over hiring. It enables you to define separate hiring
rules and restrictions for each position.

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Key Features • Requires you to specify the number of positions

to fill.
• Requires an open, approved position before you
can hire, promote, transfer, or demote workers.
• Each position you create can have its own
definition and hiring restrictions.

Example Helen Meyer manages a team of customer support

specialists in different locations across the country.
The requirements vary widely by position and
location:
• Pay scales.
• Expected job skills.
• Experience.
In addition, each position Helen opens requires a
separate approval by her HR Partner.
Helen needs the ability to define each position
based on the hiring location and current company
needs. Because she's subject to tight hiring
controls, position management is an appropriate
staffing model for her organization.

Job Management
Job management provides the least control over the definition of individual positions. The hiring restrictions
you define apply to all jobs in the supervisory organization, and you can define only 1 set of hiring
restrictions per organization. In addition, there are no limits on the number of jobs that you can fill. For this
reason, job management is useful for organizations that prefer to define broad job requirements. These
organizations rely on staffing workflow and approvals to control the number of workers in a supervisory
organization.

Key Features • There's an unlimited number of openings.

• You don't have to create a separate, open
position for each job you want to fill.
• Any hiring restrictions you define apply equally
to all jobs in the organization.

Example Jake Lee manages a growing team of software

application specialists in a startup company. He
needs the flexibility to hire workers with a wide
range of skills, backgrounds, qualifications, and
work preferences. He doesn't, however, want to
restrict his ability to fill jobs as the right people
become available.
An expanding customer base requires that
he increase the size of his team in the areas
of: development, documentation, product
management, and QA. Jake's manager agrees
to let Jake fill 9 additional openings. After several
weeks of interviewing, he hires 2 developers
and 1 part-time product manager. Jake still has
management approval to expand his team, and he
does so as he finds the right people.

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Jake needs flexibility when hiring. He's not

interested in filling narrowly defined positions.
Instead, he needs to assemble a critical mass of
employees in the shortest possible time. Therefore,
Jake's HR Administrator selected job management
as their staffing model, enabling them to define
a broad set of job requirements that apply to all
potential hires.

Related Information
Tasks
Manage Staffing Models on page 481
Reference
Reference: Staffing Model Comparisons on page 484

Concept: Hiring Restrictions

Hiring restrictions define the rules and conditions for holding a job in a position or job management
organization and enable you to:
• Limit staffing to specific job families and job profiles.
• Restrict the locations where a job or position can be filled.
• Define the required qualifications, experience, and skill levels of workers hired into a job or position
(position management organizations only).
• Limit staffing for a job or position to a specific worker type (employees or contingent workers).
• Limit staffing for a job or position to a specific time type (full or part-time workers).
You can apply requirements associated with generic profiles to a job or position, and further refine them
using hiring restrictions. Example: Create a Senior Mechanical Engineer job profile that requires a college
degree and fluency in Spanish. Then, define 2 positions with different hiring restrictions:
• Senior Mechanical Engineer - Infrastructure is restricted to full-time employees in New York.
• Senior Mechanical Engineer - Systems is restricted to full-time contractors in San Francisco.
Optionally, you can select the Allow Override of Restrictions on Staffing Events check box in the Edit
Tenant Setup - HCM task. This setting enables you to bypass hiring restrictions on job profiles, locations,
time types, and worker types.
Related Information
Concepts
Concept: Workday Docs
Tasks
Create Job Profiles on page 473
Create Job Families on page 477
Create Job Family Groups on page 477
Create Hiring Restrictions on page 489
Create Positions on page 493
Steps: Set Up Workday Docs

Reference: Staffing Model Comparisons

Compare the 2 staffing models in Workday (position management and job management) in these areas:
• Staffing Restrictions
• Hiring Limits and Controls
• Moving Workers, Jobs, and Positions
• Organization Assignments

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 | Staffing | 485

• Change Job on page 487

• Compensation
• Tracking and Reporting

Staffing Restrictions

Position Management Job Management

Set hiring restrictions based on Yes Yes
job family, job profile, worker
type, location, and full-time or
part-time status?
Define hiring restrictions based Yes No
on personal qualifications such
as education, experience level,
languages spoken?
Level at which Workday sets Hiring restrictions apply at the Hiring restrictions apply to the
hiring restrictions? level of individual positions. entire organization. You can't
define hiring restrictions for
individual jobs in the organization.

Hiring Limits and Controls

Position Management Job Management

Imposes hiring limits? Yes. Specify the number of No. Workday imposes no limit on
positions that you want to fill; the number of jobs that you can
Workday enables you to fill only fill in an organization; however,
open positions. you can set up workflow to
require approval for individual
jobs.
Open position required before Yes No
you can hire a worker?
Approval required to fill positions There's no required approval There's no required approval
or jobs? process. Depending on your process. Depending on your
workflow configuration, you might workflow configuration, you might
need approval to create and fill a need approval to fill a job.
position.
Ability to adjust headcount up or Yes. You can request new No. Workday imposes no limit on
down? positions using the Create the number of jobs that you can
Position task; you can close fill in an organization; however,
existing ones using the Close you can limit hiring by enabling
Position task. Both tasks have approval workflow.
configurable workflow and
approvals.
Ability to use job requisitions? Yes Yes

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Moving Workers, Jobs, and Positions

Position Management Job Management

You can move multiple workers Yes Yes
from 1 organization to another?
You can move multiple positions Yes Yes
from 1 organization to another?
You can move a worker along Yes Yes
with their current position or job
into a new organization as part of
a job change?
A worker can be moved into a Yes Yes, depending on what you set
new position or job in another up at the tenant level for Change
organization as part of a job Job.
change?
Positions or jobs persist in the old • If you move a worker together • If you move a worker together
organization after a job change or with their current position with their current job into a
termination? into a new organization, the new organization, the job
position is unavailable for remains available for staffing
staffing in the old organization. in the old organization.
• If you move a worker into • If you move a worker
a new position in another into a new job in another
organization, you can either organization, the job remains
close the position in the old available for staffing in the old
organization or keep it open organization.
for staffing. • When you terminate an
• When you terminate an employee, the job remains
employee, you can either available for staffing in the
close the position in the employee's organization.
employee's organization or
keep it open for staffing.

Organization Assignments

Position Management Job Management

Organization assignments Yes Yes
automatically populate (ability
to define at the supervisory
organization level the company,
cost center, and region that
defaults to a newly created
position or job)?
Edit the organization assignments Yes. You can edit the No
for an open/unfilled position assignments for each position
(ability to change the company, separately.
cost center, or region that you
assigned the position to)?
Edit the organization assignments Yes Yes
(ability to change the company,
cost center, or region that you

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Position Management Job Management

assigned the position to) for a
filled position?

Change Job
You can configure change job for a tenant by selecting the Change Job Use Default Organizations for
Job Management check box on the Edit Tenant Setup - HCM task.

Position Management Job Management Job Management

with Change Job Use - Change Job Use
Default Organizations Default Organizations
for Job Management for Job Management
cleared selected

When you initiate a Yes No Yes

Change Job between
organizations, Workday
moves the worker into a
new position?

When you initiate a No No Yes

Change Job between
organizations, Workday
applies hiring restrictions
to the new position?

When you initiate a Yes No Yes

Change Job between
organizations, Workday
removes the worker's
role assignments?

When you initiate a Yes No Yes

Change Job between
organizations, Workday
populates organization
assignments from
the new position
or job requisition.
When there’s no job
requisition selected,
Workday populates
the organization
assignments from the
proposed supervisory
organization?

When you initiate a Yes No Yes

Change Job between
organizations, Workday
creates a new position
ID?

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 | Staffing | 488

Position Management Job Management Job Management

with Change Job Use - Change Job Use
Default Organizations Default Organizations
for Job Management for Job Management
cleared selected
You can reassign roles Doesn't apply. Doesn't apply. Yes
by configuring the Copy
Role Assignments
service step on the
Change Job business
process definition of the
receiving organization?

Compensation

Position Management Job Management

Assign default compensation to Yes Yes
a position or job based on either
rules or direct assignment?

Tracking and Reporting

Position Management Job Management

Ability to report on both open and Yes No. Workday only tracks filled
filled positions? positions.
Full reporting on staffing events Yes Yes
(reporting on all hires, job
changes, and terminations, with
access to details of the job,
worker, process, and approvals)?
Track worker history (ability Yes Yes
to track details of all business
processes from the perspective
of individual workers - hires,
job changes, terminations,
compensation changes, bonuses,
and so forth)?
Track basic position history Yes Yes
(ability to track position history
from the time an individual worker
is hired into a position until
the worker transfers out or is
terminated)?
Track advanced position history Yes No
(ability to track history of open
and closed positions across
different workers who have
occupied the position)?

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Related Information
Concepts
Concept: Staffing Models on page 482
Concept: Hiring Restrictions on page 484
Tasks
Manage Staffing Models on page 481

Maintain Jobs

Create Hiring Restrictions

Prerequisites
• Create supervisory organizations.
• Set up basic staffing information.
• Set up the job catalog.
• Configure the Hiring Restrictions business processes and security policy in the Staffing functional area.
• For academic jobs, enable educational institution features and tenure tracking in the Edit Tenant Setup
- HCM task.

Context
Before you can hire, transfer, promote, or demote workers into a supervisory organization, you must:
• Open jobs.
• Apply hiring restrictions to job profiles.
Hiring restrictions control these factors and more:
• The location of jobs.
• Which jobs you can fill.
• Which people can fill the jobs.
Note: Optionally, you can select the Allow Override of Restrictions on Staffing Events check box in the
Edit Tenant Setup - HCM task. If you use job requisitions, this option enables you to override job profile
restrictions specified on job requisitions.

Steps
1. Access the Set Hiring Restrictions task.
2. Select the Supervisory Organization in which you're opening the job.
3. On the Hiring Restrictions tab, add the hiring restrictions.
Option Description
Availability Date Enter the date when the job is available for
staffing transactions. The target hire date on job
requisitions can't be earlier than this date. Also,
you can't change this date after you fill a job for
the first time.
The Availability Date, which is associated with
the supervisory organization, also determines
when the job displays in prompts. If you view the
job before its availability date, the supervisory
organization is blank.

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Option Description
Earliest Hire Date Enter the earliest date that you can hire a worker
into the job.
This date can be later than the job Availability
Date.

No Job Restrictions Makes all job profiles in the job catalog available
for staffing. When selected, hiring is no longer
restricted based on location, worker type, or time
type.
Job Family Makes all job profiles associated with these job
families available for staffing.
Job Profile Makes individual job profiles from one or more job
families available for staffing.
Location Limits hiring to the listed locations. If you don't
select a location, all location partners can hire
workers into the job.
Time Type Limits hiring to the listed time types.
Worker Type Limits hiring to the listed worker type.
Worker Sub-Type Limits hiring to the specific type within the worker
type.

Next Steps
• Modify the hiring restrictions placed on a job.
• Correct the details of a job.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
The Next Level: Searching Efficiently for Staffing Organizations
Tasks
Steps: Set Up Basic Staffing Information on page 442
Steps: Set Up Job Catalog on page 472
Change Hiring Restrictions on page 490
Correct Jobs on page 492
Hide or Require Optional Fields
Steps: Set Up Custom Objects
Create Custom Labels

Change Hiring Restrictions

Prerequisites
• Define hiring restrictions for your organization.
• Configure Edit Hiring Restrictions business process and security policy in the Staffing functional area.

Context
You can modify the hiring restrictions that limit staffing of a job management organization to specific:

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 | Staffing | 491

• Job profiles
• Locations
• Time types
• Worker types
These changes don't affect the current incumbents.

Steps
1. Access the Edit Hiring Restrictions task.
2. Select the Supervisory Organization whose hiring restrictions that you want to modify.
3. On the Hiring Restrictions tab, modify the hiring restrictions that apply to the organization.

Next Steps
You can apply these changes to the current job after you update the hiring restrictions. Example: You
restricted a job to the Atlanta location, but you want to change the location to Chicago for a specific
employee. To do so, add Chicago to the list of allowed locations and then apply the change to the current
job holder.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Create Hiring Restrictions on page 489
Hide or Require Optional Fields
Steps: Set Up Custom Objects

Change a Worker's Current Job Details

Prerequisites
Configure the Edit Position business process and security policy in the Staffing functional area.

Context
You can modify the details of a worker's current job. These details include the job profile, worker type, time
type, location, job classifications, and work shift. These changes apply to the worker currently in the job,
but don't apply to future hires or occupants of the job.
The hiring restrictions that you define using the Set Hiring Restrictions task applies to future occupants
of a job. Updates apply to all future hires and job changes. You can optionally enable overrides of hiring
restrictions in the Edit Tenant Setup - HCM task.

Steps
1. Access the Edit Job task.
2. Select the Job currently occupied by a worker.
3. In the Job Details and Additional Information sections, specify changes to the worker's job.
Hiring restrictions limit changes to a worker's job profile, time type, and location. These hiring
restrictions are associated with the worker's job. Example: The hiring restrictions limit hiring to the
Atlanta location. To change the location to Chicago, you must first modify the hiring restrictions.

Result
Workday makes changes as of the Effective Date, except for these fields, which take effect immediately:

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 | Staffing | 492

• Contract End Date

• End Employment Date
• Exclude from Headcount
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Create Hiring Restrictions on page 489
Change Hiring Restrictions on page 490
Create Change Orders for Contingent Workers

Manage Organization Hiring Freeze

Prerequisites
Security: Manage Organization Hiring Freeze domain in the Staffing functional area.

Context
You can freeze and unfreeze hiring to manage staffing. The staffing model for job management supports a
hiring freeze for the entire organization.
The Manage Organization Hiring Freeze task isn't part of a business process and doesn't include
additional steps or approval workflow. Therefore, secure it to roles that don't require approval to freeze and
unfreeze jobs.

Steps
1. Select an organization.
2. From the related actions menu of the organization, select Staffing > Manage Organization Hiring
Freeze.
3. Select or clear the Hiring Freeze check box.

Correct Jobs

Prerequisites
The original Hiring Restrictions event must:
• Have a status of In Progress or Successfully Completed.
• Not have subsequent events that edit, freeze, or close the job.
• Not have subsequent job requisition events.
Configure the Hiring Restrictions business processes and security policies in the Staffing functional area.
Only administrators should have security permission to enter corrections.

Context
You can correct the details of a job with some restrictions:
• You can't correct the supervisory organization.
• If you correct the Availability Date, the new date must be on or before the date of:
• Subsequent staffing events.
• Default compensation, organizations, and pay group assignments, if those weren't subprocesses of
the original event.

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 | Staffing | 493

Steps
1. Access the Staffing Activity report:
a) Select the Organization.
b) Specify the Time Period or Date Range for the original Hiring Restrictions event.
c) Click OK.
2. From the related actions menu on the Headcount Activity or Staffing Activity event, select Business
Process > Correct.
3. Correct the event details as needed.

Result
Corrections to the Availability Date automatically apply to the Change Organization Assignments
subprocess within the original business process.
Related Information
Tasks
Create Hiring Restrictions on page 489

Maintain Positions

Create Positions

Prerequisites
• Create supervisory organizations.
• Set up basic staffing information.
• Set up the job catalog.
• Configure the Create Position business process and security policy in the Staffing functional area.
• If you use commitment accounting, include the Assign Pay Group for Position Restriction and
Request Default Compensation for Position Event subprocesses.
• You can hide or require optional fields.
• If you want to track additional data on position restrictions, you can add custom fields.
• For academic positions, enable educational institution features and tenure tracking in the Edit Tenant
Setup - HCM task.
• You can enable job overlap on the position restrictions in the Edit Tenant Setup - HCM task.

Context
Before you can hire, transfer, promote, or demote workers into a supervisory organization, you must:
• Open positions.
• Apply hiring restrictions to job profiles.
Hiring restrictions control these factors and more:
• The location of the positions.
• Which of the positions you can fill.
• Which workers can fill the positions.
Note: Optionally, you can select the Allow Override of Restrictions on Staffing Events check box in the
Edit Tenant Setup - HCM task. If you use job requisitions, this option enables you to override job profile
restrictions specified on job requisitions.

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 | Staffing | 494

Steps
1. Access the Create Position task.
2. Select the Supervisory Organization in which you're opening the position.
3. On the Hiring Restrictions tab, add the hiring restrictions that apply.
Option Description
Availability Date Enter the date when the position is available for
staffing transactions. The target hire date on job
requisitions can't be earlier than this date. Also,
you can't change this date after you fill a position
for the first time.
The Availability Date, which is associated with
the supervisory organization, also determines
when the position displays in prompts. If you
view the position before its availability date, the
supervisory organization is blank.

Earliest Hire Date Enter the earliest date that you can hire a worker
into the position.
This date can be later than the position
Availability Date.

No Job Restrictions Makes all job profiles in the job catalog available
for staffing. Provides more flexibility than
restricting hiring based on location, worker type,
or time type.
Job Family Makes all job profiles associated with these job
families available for staffing.
Job Profile Makes individual job profiles from one or more job
families available for staffing.
Job Description Summary Automatically populates from the first Job Profile
that you select, but you can override it. If you
select a job family with multiple job profiles, the
job description summary won't automatically
populate.
Job Description Enables you to use rich text formatting when
creating job descriptions.
Location Limits hiring to the listed locations. If you don't
select a location, all location partners can hire
workers into the position.
Time Type Limits hiring to the listed time types.
Worker Type Limits hiring to the listed worker type.
Worker Sub-Type Limits hiring to the specific type within the worker
type.
Critical Job Automatically populates from the Job Profile, but
you can override it.
Difficulty to Fill Automatically populates from the Job Profile, but
you can override it.

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 | Staffing | 495

Option Description
Available for Overlap Enables you to backfill a position that already has
a worker with an unknown vacating date.
4. (Optional) Enter full-time equivalent information for the position on the Hiring Restrictions tab.
These fields display when you opt in to the Enable FTE for Position Restrictions check box on the
Edit Tenant Setup – HCM task.
Option Description
Scheduled Weekly Hours Automatically populates based off of the location
and time type that you select.
Default Weekly Hours
For both fields, when you select multiple or no
locations, and select any time type, Workday uses
a default value of zero.
When a position restriction has a corresponding
job requisition, the position restriction now uses
the default and scheduled weekly hours on the
requisition:
• The Default Weekly Hours field is based on
the primary location that you select on the job
requisition.
• Workday inherits the Scheduled Weekly
Hours field from the Scheduled Weekly
Hours field on the job requisition.
For Scheduled Weekly Hours, Workday uses
the time profile of the location you select to
determine the default value for weekly hours.
When you select a single location with the:
• No or Full Time time types, Workday uses the
value in the Default Weekly Hours field. If the
value is too large, you can manually update
the value to be less than 168 hours.
• Part Time time type, Workday uses a value of
zero.

FTE This value is calculated by dividing the

Scheduled Weekly Hours by the Default
Weekly Hours, and displays as a percentage.
5. Complete the Qualifications tab.

Result
You can view position information with these reports:
• View All Positions displays open, filled, frozen, and future-dated positions.
• Position Summary displays filled positions, pending offers, future hires, and the number of position
restrictions available for hire by quarter.

Next Steps
• Modify the hiring restrictions placed on a position.
• Correct the details of a position.

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 | Staffing | 496

• Add custom data to position restrictions by selecting Additional Data > Edit or Additional Data > Edit
Effective-Dated Custom Object from the related actions menu.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Concept: Workday Docs
Tasks
Steps: Set Up Basic Staffing Information on page 442
Steps: Set Up Job Catalog on page 472
Hide or Require Optional Fields
Steps: Set Up Custom Objects
Create Custom Labels
Steps: Set Up Workday Docs
Reference
2021R2 What's New Post: Job Overlap for Positions
2022R1 What's New Post: Full-Time Equivalent on Position Restrictions
The Next Level: Searching Efficiently for Staffing Organizations

View Position Restrictions Information

Prerequisites
• Select content for the View Position Restrictions report using the Configure Profile and Configure
Profile Group tasks.
• Security: Worker Data: All Positions domain in the Staffing functional area.

Context
You can review information about a specific position, including:
• Hiring restrictions.
• Qualifications.
• Current and historical incumbents.
• Current and historical job requisitions.
• Available position budget.

Steps
1. Access the View Position Restrictions report.
2. Click the links for each profile group and then the tabs within each group.

Next Steps
From the related actions menu on the position restrictions, select Position Restrictions > View As Of to
view past hiring requirements for the position.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Steps: Set Up Profiles and Profile Groups

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 | Staffing | 497

Change Position Restrictions

Prerequisites
• Define hiring restrictions.
• Configure the Edit Position Restrictions business process and security policy in the Staffing functional
area.

Context
You can modify the hiring restrictions that limit staffing of an organization to specific job profiles, locations,
time types, or worker types. These changes don't affect the current incumbents.
In the Edit Tenant Setup - HCM task, you can configure to populate these job profile fields on the Create
Position and Edit Position Restrictions tasks:
• Critical Job
• Difficulty to Fill
• Job Description
• Job Profile Summary
These fields automatically populate only when you associate 1 job profile with the position restriction.
This task isn't available for positions with open job requisitions. Use the Edit Job Requisition task instead.

Steps
1. Access the Edit Position Restrictions task.
2. Select the Position whose hiring restrictions that you want to modify.
3. On the Hiring Restrictions tab, modify the hiring restrictions that apply to the organization.
4. (Optional) Enter full-time equivalent information for the position restrictions on the Hiring Restrictions
tab.
These fields display when you opt in to the Enable FTE on Position Restrictions check box on the
Edit Tenant Setup – HCM task.
Option Description
Scheduled Weekly Hours Automatically populates based off of the location
and time type that you select.
Default Weekly Hours
For both fields, when you select multiple or no
locations, and select any time type, Workday uses
a default value of zero.
When a position restriction has a corresponding
job requisition, the position restriction now uses
the default and scheduled weekly hours on the
requisition:
• The Default Weekly Hours field is based on
the primary location that you select on the job
requisition.
• Workday inherits the Scheduled Weekly
Hours field from the Scheduled Weekly
Hours field on the job requisition.
For Scheduled Weekly Hours, Workday uses
the time profile of the location you select to
determine the default value for weekly hours.
When you select a single location with the:

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Option Description
• No or Full Time time types, Workday uses the
value in the Default Weekly Hours field.
• Part Time time type, Workday uses a value of
zero.

FTE This value is calculated by dividing the

Scheduled Weekly Hours by the Default
Weekly Hours, and displays as a percentage.

Next Steps
If you want to track additional information on position restrictions, you can add custom fields to the Edit
Position Restrictions business process.
Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Hide or Require Optional Fields
Steps: Set Up Custom Objects
Reference
2022R1 What's New Post: Full-Time Equivalent on Position Restrictions

Change a Worker's Current Position Details

Prerequisites
Configure the Edit Position business process and security policy in the Staffing functional area.

Context
You can modify the details of a worker's current position. These details include the job profile, worker type,
time type, location, job classifications, and work shift. These changes apply to the worker currently in the
position, and don't apply to future hires or occupants of the position.
The hiring restrictions that you define using the Create Position or Edit Position Restrictions tasks apply
to future occupants of a position. Updates apply to all future hires and job changes. You can optionally
enable overrides of hiring restrictions in the Edit Tenant Setup - HCM task.

Steps
1. Access the Edit Position task.
2. Select the Position currently occupied by a worker.
3. In the Job Details and Additional Information sections, specify changes to the worker's position.

Result
Workday makes changes as of the Effective Date, except for these fields, which take effect immediately:
• Contract End Date
• End Employment Date
• Exclude from Headcount

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Related Information
Concepts
Concept: Hiring Restrictions on page 484
Tasks
Create Change Orders for Contingent Workers

Freeze and Unfreeze Positions

Prerequisites
Configure the Freeze Position business process and security policy in the Staffing functional area.

Context
You can freeze and unfreeze positions in position management organizations. Freezing positions makes
them temporarily unavailable for staffing. You can't hire into a position when the Freeze Position business
process is in progress.
The Manage Position Freeze task is part of a business process that can include review and approval
steps. Use these tasks when you want to submit freeze and unfreeze actions for approval by one or more
administrative roles. Alternatively, you can use the Manage Position Hiring Freeze task to freeze and
unfreeze hiring without approval workflow.
To close positions permanently in these organizations, use the Close Position task.

Steps
1. Access the Manage Position Freeze task.
2. Select a Position.
3. Specify a Reason and Date.
The freeze date is the last date that you can hire or move a worker into the position.
The unfreeze date is the first date that you can hire or move a worker into the position.
4. Select or clear the Frozen check box.
• You can't open a job requisition for a frozen position.
• If you freeze filled positions, you can't restaff as people leave.
• Frozen unfilled positions become temporarily unavailable for staffing.
Related Information
Concepts
Concept: Workday Docs
Tasks
Close Positions on page 500
Steps: Set Up Workday Docs

Manage Position Hiring Freeze

Prerequisites
Security: Manage Organization Hiring Freeze domain in the Staffing functional area.

Context
You can freeze and unfreeze hiring to manage staffing. The position management staffing model supports
a hiring freeze at these levels:

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• Entire organization.
• Specific positions.
The Manage Organization Hiring Freeze task isn't part of a business process and doesn't include
additional steps or approval workflow. Therefore, secure it to roles that don't require approval to freeze and
unfreeze positions.
Alternatively, you can use the Manage Position Freeze task to submit freeze and unfreeze actions for
approval in position management organizations.

Steps
1. Select an organization.
2. From the related actions menu of the organization, select the type of hiring freeze:
• For an entire organization, select Staffing > Manage Organization Hiring Freeze.
• For a specific position, select Staffing > Manage Position Hiring Freeze.
3. Select or clear the Hiring Freeze check box.
If you freeze filled positions, you can't re-staff as people leave. Frozen unfilled positions become
temporarily unavailable for staffing.
Related Information
Tasks
Freeze and Unfreeze Positions on page 499

Close Positions

Prerequisites
Configure the Close Position business process and security policy in the Staffing functional area.

Context
You can close unfilled positions to make them permanently unavailable for staffing, with this exception:
• If you use job requisitions, you can't close a position with an open job requisition.
For position management organizations, you can also close positions when you:
• Terminate employees or change their jobs.
• End additional jobs and international assignments.
You can't open or close individual jobs with job management.
The Create EIB task enables you to set up an inbound integration and generate a spreadsheet template
from the Close Position web service. To close many positions at the same time, use the Create EIB task.
Note: To freeze positions temporarily, use the Manage Position Freeze task.

Steps
1. Access the Close Position task.
2. Select the Position that you want to close.
3. Specify a Close Reason and a Close Date.
The close date is the last date that you can hire or move a worker into the position.

Result
You can't reopen a closed position. If you want to staff the position later, either rescind the closure or
create a position.

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Related Information
Concepts
Concept: EIB Template Models and Spreadsheet Templates
Concept: Workday Docs
Tasks
Freeze and Unfreeze Positions on page 499
Steps: Set Up Workday Docs

Correct Positions

Prerequisites
The original Create Position event must:
• Have a status of In Progress or Successfully Completed.
• Not have subsequent events that edit, freeze, or close the job or position.
Configure the Create Position business process and security policy in the Staffing functional area. Only
administrators should have security permission to enter corrections.

Context
You can correct the details of a position with some restrictions:
• You can't correct the supervisory organization.
• If you correct the Availability Date, the new date must be on or before the date of:
• Subsequent staffing events.
• Default compensation, organizations, and pay group assignments, if those weren't subprocesses of
the original event.
• You can't change the number of positions allocated.
• If the event opened more than 1 position, you can't change the Job Posting Title.
• You can't change the Availability Date to be after the Recruiting Start Date on the job requisition.

Steps
1. Access the Staffing Activity report:
a) Select the Organization.
b) Specify the Time Period or Date Range for the original Create Position event.
c) Click OK.
2. From the related actions menu on the Headcount Activity or Staffing Activity event, select Business
Process > Correct.
3. Correct the event details as needed.

Result
Corrections to the Availability Date automatically apply to any of these subprocesses within the original
business process:
• Assign Pay Group for Position Restriction
• Change Organization Assignments
• Request Default Compensation for Position Event
Workday doesn’t update job requisitions with corrections to Create Position events.

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Concept: When Position Restrictions Are Available to Fill

In position management organizations, a position restriction is available to fill when you have:
• Completed the Create Position business process.
• Made the Availability Date on or before the current date.
• Made the Earliest Hire Date on or before the effective date of the Hire business process.
• Not filled the position restriction, and don't have an in-progress or completed Freeze Position business
process.
• Not frozen the supervisory organization.
• Not added an in-progress merit promotion to the position restriction.
• Not proposed the position restriction in an in-progress staffing event.
• Not added a future-dated Move Worker (By Organization) or Move Worker (Supervisory) business
process event to the position restriction.
• No in-progress or completed Close Position business processes for the position restriction.
• No in-progress Job Requisition business process events for the position restriction.
If you check Require Job Requisitions for all Position Management staffing events in the Edit Tenant
Setup - HCM task, you must meet these additional conditions:
• Complete the Job Requisition business process.
• Don't fill, freeze, or close the job requisition.
• Have available job openings for the job requisition.

Job Requisitions

Steps: Set Up Job Requisitions

Context
Use job requisitions to track requirements for unfilled jobs or positions in supervisory organizations.
You can use the Create Job Requisition task to create requisitions that contain all necessary information.
Alternatively, you can give users access to the Start Job Requisition task. This simple, 1-page task
enable users, such as hiring managers, to easily create job requisitions, reducing the recruiter workload.

Steps
1. Access the Edit Tenant Setup - HCM task.
a) In the ID Sequence Generators section, create, or select an ID definition for new job requisitions.
b) In the Job Requisitions section, enable job requisitions for your staffing model and configure how
Workday automatically populates data.
Select the Enable Organization Defaults on Create Job Requisition check box if you want to
enable organizational defaults into the Create Job Requisition task.
See Reference: Edit Tenant Setup - HCM.
2. Access the Maintain Event Categories and Reasons task.
Define categories and reasons for these events:
• Close Job Requisition
• Create Job Requisition
• Edit Job Requisition
• Freeze Job Requisition
Security: Set Up: Staffing domain in the Staffing functional area.
3. Set Up Security for Job Requisitions on page 504.

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4. Create Custom Business Processes.

Configure these business processes:
• Job Requisition
• Job Requisition Change
• Freeze Job Requisition
• Close Job Requisition
• Move Job Requisition (Job Management)
You can also add a Create Job Requisition step to business processes that vacate jobs or positions,
such as Termination and End Contingent Worker Contract.
5. (Optional) Enable users to edit the supervisory organization on a job requisition after it's created.
Access the Configure Optional Fields task to display the Supervisory Organization field for the Job
Requisition Change business process.
6. (Optional) Enable users to increase the number of positions on position management job requisitions.
a) Add the Create Position step to the Job Requisition Change business process.
b) Give users Modify access to the Staffing Actions: Job Requisition Positions domain.
7. (Optional) Configure the Start Job Requisition task on the Job Requisition business process security
policy.
Give nonspecialist users, such as hiring managers, access to a simple, intuitive, 1-page task for
creating job requisitions.
8. (Optional) Hide or Require Optional Fields.
Hide or require optional fields for job requisitions on these options in the Pre-Hire Process functional
area:
• Close Job Requisition
• Freeze Job Requisition
• Job Requisition
• Job Requisition Change
• Mass Close Job Requisitions
You can hide or require these fields for the Start Job Requisition task only:
• Scheduled Weekly Hours
• Worker Supplier
9. Steps: Set Up Mass Actions on Job Requisitions on page 505.
10.Create Job Profiles on page 473.
11.(Optional) Access the Maintain External Recruiting Instructions task.
When you create or edit a job requisition, you can select 1 of these instructions in the Recruiting
Instruction field.
If you select the Do Not Send to Recruiting System check box, Workday doesn't send the instruction
to:
• External recruiting systems.
• Third-party recruiting vendors.
Security: Set Up: Pre-Hire Process domain in the Pre-Hire Process functional area.
12.(Optional) Create Contingent Worker Types on page 449.
13.(Optional) Access the Maintain Employee Contract Types task.
Create employee contract types.
Security: Set Up: Employee Contracts domain in the Staffing functional area.

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14.Set Up Worklets.
Add job requisition Actions to 1 or more of these worklets:
• Hiring
• My Team
• Recruiting

Next Steps
Create and manage job requisitions for your organization.
Related Information
Tasks
Steps: Manage Job Requisitions on page 506
Steps: Set Up Employee Contracts on page 550
Reference
2020R2 What's New Post: Simplified Job Requisition Experience
2020R2 What's New Post: Increase Number of Positions on a Job Requisition
2021R1 What's New Post: Edit Supervisory Organization on Job and Evergreen Requisitions

Set Up Security for Job Requisitions

Prerequisites
Security: These domains in the System functional area:
• Business Process Administration or Manage: Business Process Definitions
• Security Configuration

Context
Set up security to give managers and administrators access to business processes and their content
areas.
• Security policies for business processes specify who can complete steps in business processes.
• Domain security policies give you field-level control over who can view or modify data in each content
area.

Steps
1. Access the View Business Process Template report.
2. Select the Job Requisition business process type, and click OK to advance to the View Business
Process Template report.
3. From the related actions of the business process type, select Business Process Policy > Edit.
Add and review security groups who can perform initiating actions, review steps, and actions for the
business process.
4. Click OK, then Done to return to the View Business Process Template report.
5. On the Section Groups tab, review the template sections and their task dependencies to decide which
roles need access to each section.
6. Access the Task Security tab.
a) From the related actions of a security domain, select Domain > Edit Security Policy Permissions.
b) Grant view and modify permissions to the appropriate security groups.
7. Repeat these steps for the Job Requisition Change business process.
8. Access the Activate Pending Security Policy Changes task to confirm your changes.

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Next Steps
Access the Template-Driven Business Process Security report to confirm that domain security
permissions are aligned for these business processes:
• Job Requisition
• Job Requisition Change
Related Information
Concepts
Concept: Business Process Templates
Tasks
Activate Pending Security Policy Changes

Steps: Set Up Mass Actions on Job Requisitions

Context
You can close, freeze, or unfreeze up to 10,000 unfilled job requisitions at the same time, reducing manual
effort.

Steps
1. Create Custom Business Processes.
Configure these mass action business processes:
• Mass Close Job Requisitions
• Mass Freeze Job Requisitions
• Mass Unfreeze Job Requisitions
Add an Approval step if you want to approve mass actions on all selected job requisitions at once.
2. Edit Business Process Security Policies.
Configure security for these business processes:
• Mass Close Job Requisitions
• Mass Freeze Job Requisitions
• Mass Unfreeze Job Requisitions
3. Activate Pending Security Policy Changes.
4. Copy the Workday-delivered Job Requisition Events Awaiting Approval report.
You can use the custom report to view and approve in-progress events in bulk for these business
processes:
• Create Job Requisition
• Edit Job Requisition
Confidential job requisitions don't display on this report.
Security:
• Advanced Business Process segment on the Mass Operation Management domain in the System
functional area.
• Business Process Administration domain in the System functional area.
• Configure access to the Mass Advance action on the Job Requisition business process security
policy.
• Job Requisition Data domain in the Pre-Hire Process functional area.

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5. Create Business Process Condition Rules.

Create a condition rule that prevents Workday from generating an approval notification for each
requisition that the mass action affects.
Select these values:
• Mass Action of Job Requisition in the Source External Field or Condition Rule column.
• is empty in the Relational Operator column.
6. Edit Business Processes.
Add your newly created condition rule to the Approval step of these business processes:
• Close Job Requisition
• Freeze Job Requisition
• Unfreeze Job Requisition
7. Configure Workday to automatically unpost jobs.
Add the Automatically Unpost Jobs step to these business processes:
• Close Job Requisition
• Freeze Job Requisition
See Steps: Set Up Job Postings on page 349.

Result
The mass actions business processes launch the corresponding individual business process for each job
requisition you select. Example: The Mass Close Job Requisitions business process launches a Close Job
Requisition business process for each job requisition.

Next Steps
Access the Mass Action on Job Requisitions task to close, freeze, and unfreeze job requisitions. When
you:
• Close or freeze a job requisition; Workday automatically unposts it unless it has an in-progress posting
event.
• Unfreeze a job requisition; Workday doesn't automatically repost it.
Security: Pre-Hire Process: Mass Action on Job Requisitions domain in the Pre-Hire Process functional
area.
To close unfilled positions when closing 1 or more job requisitions, access the Configure Optional Fields
task and enable the Close Unfilled Positions field for these business processes in the Pre-Hire process
functional area:
• Close Job Requisition
• Mass Close Job Requisitions
Security: Set Up: Configure Optional Fields domain in the System functional area.
Related Information
Tasks
Create Business Process Condition Rules
Reference
The Next Level: Managing Mass Job Requisitions

Steps: Manage Job Requisitions

Prerequisites
Set up job requisitions.

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Context
Create and manage job requisitions for your organization. You can:
• Edit job requisitions.
• Copy Open, Closed, or Frozen job requisitions.
• Move job requisitions between job management organizations.
• Freeze or Unfreeze job requisitions.
• Close job requisitions for openings that you no longer plan to fill.

Steps
1. Create and Edit Job Requisitions on page 508.
You can edit a job requisition when there are:
• No in-progress events to fill the requisition.
• One or more openings available on the requisition.
If you edit a job requisition that has both filled and unfilled positions, your changes only apply to the
unfilled positions.
Security: Configure the Job Requisition Change business process in the Pre-Hire Process functional
area.
2. Access the Move Job Requisition task.
You can move a job requisition that is Open or Frozen.
You can't move a job requisition that is In Progress.
• If you move a job requisition with an in-progress hire, Workday completes the hire in the original
supervisory organization.
• If you move a job requisition that has both filled and unfilled openings, only the unfilled openings
move to the new organization.
After you move a job requisition and hire a worker in the new supervisory organization, you can't
rescind the Move Job Requisition (Job Management) business process.
Security: Configure the Move Job Requisition (Job Management) business process in the Staffing
functional area.
3. Access the Manage Job Requisition Freeze task.
You can freeze and unfreeze job requisitions to control when they're available for recruiting. If you
have Workday Recruiting, you can add Post Job, and Unpost Job steps to the Freeze Job Requisition
business process to manage job postings.
Security: Configure the Freeze Job Requisition business process in the Pre-Hire Process functional
area.
4. Access the Close Job Requisition task.
You can't reopen a closed job requisition. To restart the process of recruiting and hiring for open
positions, create a new job requisition.
Note: You can only close a job requisition when the Close Date is after the Recruiting Start Date.
Security: Configure the Close Job Requisition business process in the Pre-Hire Process functional area.

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5. Access the Mass Action on Job Requisitions task.

Close, Freeze, or Unfreeze up to 10,000 unfilled job requisitions at the same time.
Security:
• Indexed Data Source: Job Requisitions domain in the Pre-Hire Process and Staffing functional
areas.
• Job Requisition Data domain in the Pre-Hire Process functional area.
• Pre-Hire Process: Mass Action on Job Requisitions domain in the Pre-Hire Process functional area.

Result
When you update a job requisition that affects role assignments, Workday automatically reassigns related
in-progress Inbox items to the enabled roles.

Next Steps
• View job requisition information with standard reports. For a list, access Workday Standard Reports
and select the Job Change category.
• If you no longer want to use job requisitions, you can turn them off using the Edit Tenant Setup - HCM
task.
Related Information
Tasks
Turn Off Job Requisitions on page 514
Steps: Set Up Job Requisitions on page 502

Create and Edit Job Requisitions

Prerequisites
Configure the Job Requisition business process and security policy in the Pre-Hire Process functional area.

Context
You can create job requisitions for unfilled positions in organizations that use position or job management
as the staffing model.
For position management organizations, you can create multiple job openings with a single job requisition
if the requisition creates a new position. You can have only 1 job requisition for an opening. For job
management organizations, you can select multiple openings.
You can't create job requisitions for frozen or closed positions.
When you create a job requisition for an existing position, Workday automatically populates some
information from the:
• Position itself, for filled positions.
• Position restrictions, for open positions.
Workday generates a unique ID for the job requisition when you start the Create Job Requisition business
process. The job requisition name and all related communications display the ID, making it easier to
differentiate between job requisitions with the same name. You can search for an in-progress Create Job
Requisition event using the automatically generated job requisition ID when you:
• Save the task.
• Submit the task for approval.
You can also search for in-progress Create Job Requisition events using the View In-Progress Job
Requisition Events report.

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Steps
1. Access the Create Job Requisition or Edit Job Requisition task.
You can also select Copy > To Create Job Requisition from the related actions of a job requisition.
a) (Optional) Click the Copy Details from Existing Requisition prompt to select an existing requisition
to copy from.
b) Select the Supervisory Organization.
c) For position management, specify whether the requisition is for a new or existing position.
If you want to create multiple job openings with this requisition, create a new position.
d) Select the Worker Type.
2. On the Recruiting Information section, provide general information for the requisition.
Option Description
Number of Openings You can add up to 500 positions.
Spotlight Job For Recruiting only.
Highlights job requisitions and internal job
postings with a customizable label. To change the
Spotlight Job label, access the Maintain Custom
Labels task.

Replacement For You can select an active or terminated worker if:

• You have a requisition in a job management
organization.
• You have a new position in a position
management organization.
If the position is or was previously occupied,
Workday populates the current or preceding
incumbent.
Recruiting Instruction Instructions for third-party recruiters.
These instructions display on the Post Job task.

Recruiting Start Date For open positions with a previous job requisition,
the date must be later than the previous job
requisition.
For filled positions, the Recruiting Start
Date must be after the fill date of the current
incumbent.

Target Hire Date This date must be on or after the Recruiting Start
Date.
Target End Date The employment end date applies to fixed-term
employees and contingent workers.
Referral Payment Plan For Recruiting only.
If the job profile you selected already has
an associated referral payment plan, the job
requisition automatically uses that payment plan.
You can change an automatically populated
referral payment plan by selecting a different
payment plan from the prompt.

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Option Description
Job Application Template Displays only on the Edit Job Requisition task.
Security: Staffing Actions: Job Requisition Job
Application Template domain in the Staffing
functional area.

Use Updated Version of Template Displays only on the Edit Job Requisition task
when the selected job application template has
changed.
Security: Staffing Actions: Job Requisition Job
Application Template domain in the Staffing
functional area.

3. As you complete the Job section, consider:

Option Description
Additional Job Profiles Select additional job profiles for a job requisition.
You can select any of these job profiles at later
stages in the recruiting and staffing processes.
Primary Job Posting Location For Recruiting only.
Post jobs to a location that is different from the
Primary Location. This location is also used to
identify the location-related facets on the Find
Jobs report. Multiple locations can use the same
job posting location.
Automatically populates from the Default Job
Posting Location field on the Create Location
task. If no default job posting location exists,
automatically populates from the Primary
Location field.
If you edit a job requisition, Workday won’t
automatically populate the Primary Job Posting
Location field with data from the Primary
Location field.
You can only select a location that has Business
Site or Job Posting as the Location Usage.

Additional Job Posting Locations For Recruiting only.

Post jobs to locations that are different from the
additional locations.
If you edit a job requisition, Workday won’t
automatically populate the Additional Job
Posting Locations field with data from the
Additional Location field.
You can only select a location that has Business
Site or Job Posting as the Location Usage.

Scheduled Weekly Hours Populates from a rule when:

• You define a working time rule.

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Option Description
• The data populated on the Maintain Working
Time for country task applies the rule.
Weekly hours default from the scheduled weekly
hours on:
• The job requisition that you are copying.
• The worker who is in a position, or previously
filled a position if you create a job requisition
on a position management organization.
• The restriction on the existing unfilled position,
if you create a job requisition on a Position
Management Organization.
• The time profile on the primary location set
when you create the job requisition.

Questionnaire For Recruiting only.

Workday populates questionnaires using
condition rules that you can create. Only
Recruiting type questionnaires are available.
Candidates complete these questionnaires when
they apply to jobs on internal and external career
sites.
To remove or replace questionnaires, select the
Enable Primary or Secondary Questionnaire
Removal or Replacement on Evergreen and
Job Requisitions check box on the Edit Tenant
Setup - HCM task. When editing a job requisition,
ensure that the associated questionnaires are
active.

Assessments For Recruiting only.

Workday populates assessments using condition
rules that you can create.
Security: Staffing Actions Job Requisition
Assessments domain in the Staffing functional
area.

4. If the job requisition is for a contingent worker, and you plan to create a purchase order, complete the
Cost Information section.
Option Description
Cost Company Select the company for the purchase order. The
company automatically populates from the:
• Supervisory organization for new positions.
• Company assignment for existing positions. If
no company assignment exists, the company
automatically populates from the supervisory
organization.

Supplier Select a supplier if applicable. This selection

determines whether you pay suppliers or
contingent workers.

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Option Description
Spend Category Select the spend category for financial
accounting.
Pay Rate Specify the maximum pay rate for the contingent
worker.
Frequency Specify the pay frequency. If you want to enter
time against the purchase order, you must select
Hourly.
Maximum Amount Workday estimates the maximum amount by:
• Determining the number of weekdays between
the Target Start Date and Target End Date.
• Multiplying the weekdays by the Scheduled
Weekly Hours divided by 5 (days per week).
• Multiplying the calculated hours by Pay Rate.
You can override this calculation to better reflect
the estimated maximum amount for the contingent
worker. This estimate doesn't account for holidays
or work schedules.

Worktags Select worktags to expedite approvals and

reporting. Workday automatically populates
the cost center and region worktags for the
Requester. You can override these worktags or
select additional ones.

Note: If you create purchase orders for this contingent worker type, all fields except Supplier and
Worktags are required.
Workday automatically transfers this cost information to the contingent worker's contract and purchase
order.
5. (Optional) Assign a primary recruiter.
For Recruiting only. The Assign Roles tab displays if you have access to the Staffing Actions: Job
Requisition Role Assignment domain in the Staffing functional area.

Result
Workday uses the Maintain Job Application Templates task to determine which template to assign
to new requisitions. When you add Review Job Application Template as a step to the Job Requisition
business process, Workday sends the Review Job Application Template task to the Inbox of the
assigned security group.
Once the job requisition is approved, its status becomes Open. On the Recruiting Start Date, the position
becomes available for interview and pre-hire tasks as long as it meets these conditions:
• Its status remains Open.
• The Availability Date on the hiring restrictions isn't in the future.
• It's not in a job overlap.
The position is available to fill on or after the Recruiting Start Date.

Next Steps
• To hire a worker, select Hire > Hire Employee from the related actions menu of the job requisition.
• View job requisitions from the Hiring worklet on the Home page.

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• Click the Requisitions profile group on a position profile to view all job requisitions associated with a
position.
Related Information
Tasks
Steps: Request and Contract Contingent Workers
Steps: Set Up Questionnaires for Recruiting on page 388
Steps: Set Up Primary Recruiters on page 199
Reference
Reference: Default Job Requisition Data on page 517
Reference: Supervisory Organizations on Job Requisitions on page 519
2023R1 What's New Post: Create Job Requisitions for Multiple Existing Positions

Create Job Requisition for Multiple Existing Positions

Prerequisites
Configure optional fields to remove these rows from the Job Requisition business process so that the
options display on the Create Job Requisition task:
• Additional Positions
• For Multiple Existing Positions
Configure the Job Requisition business process and security policy in the Pre-Hire Process functional area.
Security: Staffing Actions: Job Requisition Positions in the Staffing functional area.

Context
You can create a single job requisition for multiple existing positions that are part of the same supervisory
organization enabling you to manage.
• High-volume hiring jobs. Example: Seasonal sales staff.
• High attrition jobs. Example: Warehouse operatives.

Steps
1. Access the Create Job Requisition task.
2. Click the For Multiple Existing Positions option.
3. Select a Defaulting Position.
4. (Optional) In the Recruiting Information section, you can add up to 500 filled and open positions as
Additional Positions.
You can't add positions that have a Check Budget step configured on the Job Requisition business
process.
When you save the Create Job Requisition task for later, Workday doesn't display a warning message
if any of the positions selected are no longer available when you resume the task.

Result
After submitting a job requisition, you can’t add or remove positions, however, you can edit other details on
the job requisition.
Related Information
Tasks
Hide or Require Optional Fields

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Reference
2023R1 What's New Post: Create Job Requisitions for Multiple Existing Positions

Turn Off Job Requisitions

Prerequisites
Security: Set Up: Tenant Setup - HCM domain in the System functional area.

Context
If you don't want to use requisition processes to support staffing, you can disable job requisitions for
staffing organizations that use:
• Job management.
• Position management.
Note: You can't disable job requisitions for position management if you use commitment accounting for
any company in your tenant.
Turning off job requisitions for either a position management or job management organization causes
these changes for the affected organizations:
• You can no longer initiate the Job Requisition business process.
• Open (nonfrozen) positions become available for recruiting and hiring on their availability date.
Previously filled positions become available 1 day after the position vacates.
• You no longer need open job requisitions to fill open positions. Workday only validates against position
restrictions.
• If you rescind an event that filled an open position, the related job requisition reopens and becomes
effective. To apply position restrictions to future hiring actions, close the job requisition.
• Corrections to events that filled open positions must comply with the job requisition requirements that
were in place when the event occurred.
• You can now edit position restrictions for all positions. Your changes to position restrictions have no
impact on any in-progress events that fill positions based on job requisitions.

Steps
1. Access the Edit Tenant Setup - HCM task.
2. For the Enable Job Requisitions for Position Management field, select None of the above.
3. Clear the Enable Job Requisitions for Job Management check box.

Result
Turning off job requisitions doesn't impact in-progress events that are based on job requisition hiring
restrictions, including transfers and other job changes.
You have continued access to the:
• Job Requisition Change business process, enabling you to support or correct staffing events that fill
positions.
• Close Job Requisition business process, enabling you to close open requisitions.
The View Supervisory Organization report changes:
• The Staffing tab displays all open, nonfrozen positions that have reached their availability date.
• The Unavailable to Fill tab displays open positions before their availability date, frozen positions, and
positions with in-progress events.

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Next Steps
When you disable job requisitions for either position management or job management for the affected
organizations:
• Close or rescind any open job requisitions.
• Cancel any in-progress Job Requisition or Job Requisition Change events.
Related Information
Tasks
Steps: Manage Job Requisitions on page 506

Concept: Translated Job Requisitions

You can translate job requisitions into multiple languages for the same position, enabling better support for
global recruiting.

Base Language for Job Requisitions

The base language is the preferred language of the person who creates the job requisition.
Example: Jacqueline, whose preferred language is French, creates a job profile. The base language of the
job profile is French. Elizabeth, whose preferred language is English, creates a job requisition using the
French job profile. The base language of the job requisition is English.

Viewing Translated Job Requisitions

Workday automatically displays the job requisition in your preferred language, if translations are available.
Workday displays translated job postings on external career sites for the target language.

Editing Job Requisitions

If you edit a job requisition, and translations exist for your preferred language, Workday saves the changes
to the translations. If translations don't exist, Workday saves the changes to the base language.
Example: Paul, whose preferred language is French, edits a job requisition that has English as its base
language. Workday saves these edits to the French translation. The English job requisition will remain
unchanged.
Elizabeth, whose preferred language is English, can update the English job requisition.

Translating Job Requisitions

To translate a job requisition, select Translation > Translate Instance from the related actions menu of
the job requisition. This action is secured to the Data Translation domain in the System functional area.
Related Information
Tasks
Steps: Manage Translations

Reference: Job Requisition Features for Recruiting and HCM

Workday enables HCM customers to access job requisition functionality, but some features require access
to Workday Recruiting. This table displays the job requisition features that Workday delivers to non-
Recruiting customers:

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Feature Available to Non-Recruiting Description

Customers
Assessments No You can request candidates to
complete recruiting assessments.
Assignable Roles Yes You can assign positions to
organization roles. You can
then assign the users in these
positions to a job requisition.
Background Checks Yes You can track background checks
for:
• Contingent workers.
• New hires.
• Pre-hires.
• Workers.

Close Job Requisitions Yes You can:

Create/Edit Job Requisitions • Close job requisitions when
you’ve filled the positions
Freeze Job Requisitions
or no longer need a job
Move Job Requisitions requisition.
• Create and update job
requisitions.
• Freeze job requisitions to
control when they're available
for recruiting.
• Move job requisitions that
are Open or Frozen. You
can't move In-Progress job
requisitions.

Compensation Details Yes You can configure Workday to

populate compensation details on
job requisitions.
Confidential Requisitions No You can display sensitive job
requisitions to a set of users.
Create Evergreen Requisitions No You can create requisitions that
remain constantly open.
Job Application business process No You can use Workday-delivered
stages to configure the path that
candidates follow during the
recruiting process.
Job Postings No You can advertise open jobs on
internal and external career sites.
You can also use the Additional
Job Description field on the
Create Job Posting Template
and Edit Job Posting Template
tasks.

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Feature Available to Non-Recruiting Description

Customers
Mass Actions Yes You can close and freeze up to
10,000 unfilled job requisitions at
the same time.
Questionnaires No You can send questionnaires
to candidates, recruiters, and
interviewers in Workday.

Related Information
Concepts
Setup Considerations: Job Requisitions for Recruiting on page 191
Tasks
Steps: Set Up Job Requisitions on page 502

Reference: Default Job Requisition Data

Workday populates data on each section of the Create Job Requisition task based on your settings on
the Edit Tenant Setup - HCM task and business process configuration.
When you use the Start Job Requisition task, Workday populates the fields not included on the task in
the background, and displays them on the job requisition after it's created.

Job Requisition Section Populated Data

Job Details If you select Defaulting Behavior for Position
Management Job Requirements, Workday uses
the position restrictions or the most recent filled
position for these fields:
• Job Profile
• Primary Location
• Scheduled Weekly Hours
• Time Type
• Worker Sub-Type
• Worker Type
If you select the Default Job Description and Job
Description Summary from Job Profile setting,
Workday populates those fields from the job profile.
Workday doesn't display the Recruiting Start
Date field on the Start Job Requisition task, and
populates the date in the background for:
• New positions. Workday sets it to the date
you're creating the job requisition.
• Existing positions. If the selected position is
linked to a closed job requisition, Workday sets
the Recruiting Start Date to 1 day after the
close date of the job requisition. If the selected
position was previously filled, Workday sets the
Recruiting Start Date to 1 day after the last filled
date for the position.

Compensation Details Workday automatically populates these details

when you configure:

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Job Requisition Section Populated Data

• Compensation on the position.
• A Request Requisition Compensation step on
the Job Requisition business process.
Otherwise, Workday uses eligibility rules to
populate this section.

Questionnaire Workday automatically populates questionnaires

using condition rules you create using the Maintain
Job Requisition Questionnaire Defaults task. If
you update any section of the job requisition before
submitting it, Workday runs the condition rules
again.
Assessments Workday automatically populates assessments
using condition rules you create using the Maintain
Job Requisition Assessment Defaults task. If
you update any section of the job requisition before
submitting it, Workday runs the condition rules
again.
Organization Data Workday automatically populates these details
when you select the Enable Organization
Defaults on Create Job Requisition option. The
source of this data depends on your staffing model:
• Job Management: Workday uses data from the
supervisory organization.
• Position management: Workday uses data
differently for new and existing positions:
• For new positions, Workday uses
organization data and the resulting
position restrictions from the supervisory
organization.
• For existing positions, Workday uses
organization data based on the Defaulting
Behavior for Position Management Job
Requisitions tenant setting.
When you select:
• Default from most recent filled position on
Create Job Requisition, Workday populates
data from the filled position.
• Default from Position Restriction on Create
Job Requisition, Workday populates data from
the unfilled position restrictions.

Related Information
Tasks
Create and Edit Job Requisitions on page 508
Reference
Reference: Default Organization Assignments on page 755
Reference: Edit Tenant Setup - HCM
2020R2 What's New Post: Simplified Job Requisition Experience

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2022R2 What's New Post: Sync Scheduled Weekly Hours Between Job Requisitions and Position
Restrictions

Reference: Supervisory Organizations on Job Requisitions

Most job requisitions display the supervisory organization that you've created them for, including:
• Job requisitions for job management organizations.
• Confidential job requisitions for position management organizations.
• Nonconfidential job requisitions for position management organizations, if all positions are in the same
supervisory organization.
When a nonconfidential job requisition has multiple positions in different supervisory organizations,
Workday determines which supervisory organization to display using these conditions:

Condition Supervisory Organization

Can you fill a position from the related actions Yes: Use the supervisory organization from the first
menu of the job requisition? available position, which has the lowest position
restrictions ID.
No: Go to next condition.

Does the job requisition have an open position Yes: Use the supervisory organization for that
that your organization has never filled? position. This position can be new or frozen.
No: Go to next condition.

Does the job requisition have 1 or more Yes: Use the supervisory organization for the
positions that your organization has filled in the position with the latest hire date. Workday
past? considers the organization for the most recent hire
as the most likely one for the job requisition.
No: Use the supervisory organization that you
created the job requisition for.

Business Process Impacts

When the Move Workers to New Manager business process completes, Workday moves workers into the
organization of their new manager. Workday displays the transaction as a Move Worker (Supervisory)
event in the worker's history. Related job requisitions reflect the new supervisory organization for the
workers.
Related Information
Tasks
Move Workers to New Managers on page 750

Example: Add Custom Fields to Job Requisitions

This example demonstrates how to add effective-dated custom fields to job requisitions.

Context
Bill is an HR administrator whose team needs to track different types of job requisitions to be able to kick
off the appropriate recruiting processes.
To accomplish this, Bill needs to create a custom list of requisition types and then add a custom field to the
job requisition process.

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Steps
1. Access the Create Custom Field Type report.
Create a custom list of requisition types called Requisition Type List and add these values:
• Student
• Professional
• Executive
2. Access the Create Custom Object task.
3. Enter these values:

Field Value
Workday Object Job Requisition (Effective Dated)
Custom Object Name Requisition Type
4. Click OK.
5. In the Field Definitions section, click Add and enter these values:

Field Value
Field Label Requisition Type
Field Type Requisition Type List
6. In the Permissions section, select the Job Requisition Data domains.
7. From the related actions menu of the Job Requisition Data domain, select Domain > Edit Security
Policy Permissions.
In the Report/Task Permissions section, make sure that the HR Administrator has Modify access to
the domain.
8. Access the Edit Job Requisition Additional Data business process.
9. From the related actions menu of the Edit Job Requisition Additional Data business process, select
Business Process Policy > Edit.
Add HR Administrator to the Edit Job Requisition Effective-Dated Custom Object initiating action.
10.From the related actions menu of the Edit Job Requisition Additional Data business process, select
Business Process > Edit Definition.
This is the stand-alone business process for editing custom object data, where you don't need to modify
any other information about a job requisition.
Add a step anywhere in the workflow and enter these values:

Field Value
Type Edit Additional Data
Specify Requisition Type
Group HR Administrator
11.Add the Edit Additional Data step to the Job Requisition and Job Requisition Change business
processes, following the same procedure as in preceding step.

Result
The HR administrator can now enter values for the Requisition Type field in 2 ways:
• When creating or editing a job requisition.
• By selecting Additional Data > Edit Effective-Dated Custom Object from the related actions menu of
an existing job requisition.

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Related Information
Tasks
Create Custom Field Types
Create and Edit Custom Object Definitions
Create Custom Lists

Pre-Hire Tracking

Steps: Set Up Pre-Hire Tracking

Prerequisites
Security: Set Up: Pre-Hire Process domain in the Pre-Hire Process functional area.

Context
A pre-hire is someone you track before employment. You can create pre-hire records, provide sourcing
and contact information, and track the pre-hire process. All employees have an active pre-hire record after
you've hired or terminated them. You can tie this pre-hire record to open positions for internal transfers or
rehires.
If you want to use a different term for pre-hires, access the Maintain Custom Labels task to override this
term.

Steps
1. Access the Maintain Pre-Hire Evaluation Methods task.
These methods describe how you evaluate pre-hires for open positions. Example: Reviewed Resume,
Phone Interview, Final Interview.
2. Access the Maintain Pre-Hire Evaluation Recommendations task.
These recommendations describe the proposed next step to take for a pre-hire. Example: Make Offer,
Postpone, Decline.
3. Maintain Recruiting Sources on page 241.
Sources describe how a pre-hire came to the attention of the company. You define custom categories,
and add as many sources to a category as you need. Example: Create an Advertising source category
containing the Internet, Newspaper, and Campus Fliers sources.
4. Access the Maintain Pre-Hire Statuses task.
Statuses display a person's current position in the pre-hire process, such as Pre-Screen, Interview, or
Make Offer. The order controls the sequence in which each status occurs. Example: You could have a
status of Interview from when an interview is scheduled until a recommendation is made.

Next Steps
Workday provides a number of standard reports to help you manage pre-hires. For a list, access Workday
Standard Reports and select the Pre-Hire Process category.
Related Information
Concepts
Concept: Rehire Eligibility on page 601
Tasks
Create Custom Labels

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Steps: Manage Pre-Hire Tracking

Prerequisites
Set up pre-hire tracking.

Context
Create pre-hires, track their information, and associate them with open positions. If necessary, you can
also delete pre-hire records from Workday.

Steps
1. Create Pre-Hires on page 522.
Create pre-hires individually or load groups of pre-hires with a web service.
2. Consider Pre-Hires for Positions on page 525.
Associate a pre-hire with a job or position, attach a resume, and assign a status to the application
process.
3. Edit Personal and Contact Information for Pre-Hires on page 523.
4. Access the Manage Pre-Hires for Job task.
View a list of all pre-hires for a particular job, including their status, the last comment added, and who
made the comment. You can also update the status and add a comment.
Security: Manage Pre-Hire Process: Consider Pre-Hires domain in the Pre-Hire Process functional
area.
5. Access the Enter Interview Results for Pre-Hire task.
Enter interview results for a pre-hire for a specific position. You can also view other interviewers'
responses to the pre-hire.
Security: Manage Pre-Hire Process: View Pre-Hire Interviews or Manage Pre-Hire Process: Enter Pre-
Hire Interviews domain in the Pre-Hire Process functional area.
6. Steps: Set Up Background Checks for Pre-Hires and Workers on page 672.
7. (Optional) Access the Change Hire Eligibility Status task.
Identify pre-hires who are ineligible for hire. These pre-hires won't display on the Contract Contingent
Worker or Hire Employee tasks. You can view these pre-hires on the Pre-Hires Ineligible for Hire
report.
Security: Manage Pre-Hire Process: Hire Eligibility Status Comment domain in the Pre-Hire Process
functional area.
8. Delete Pre-Hires on page 525.
Related Information
Concepts
Concept: Rehire Eligibility on page 601
Tasks
Steps: Purge Person Privacy Data

Create Pre-Hires

Prerequisites
Security: Manage Pre-Hire Process: Manage Pre-Hires domain in the Pre-hire Process functional area.

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Context
Before you can hire a worker, the person must exist as a pre-hire in Workday. You can create a pre-hire
during the hire process. You can also create pre-hires earlier and track their progress through the process
of interviews and evaluation.
Note: A separate integration bypasses this task, enabling you to load pre-hires from a spreadsheet with
the Enterprise Interface Builder (EIB).

Steps
1. Access the Create Pre-Hire task or, as part of a hire, click Create a New Pre-Hire in the Hire
Employee or Contract Contingent Worker tasks.
The fields on the Address tab are country-specific. Example: The United States have a required State
field and the United Kingdom has an optional County field.
2. Select a Source.
To create a new source, access the Maintain Recruiting Sources task.
3. Select 1 or more workers in the Referred by field.
You can only select workers who have Workday accounts.
4. (Optional) Select the Allow Duplicate Name check box to be able to create pre-hires with the same
first and last name.
Workday doesn't identify duplicate names if the pre-hires have different countries or aren't eligible for
hire. Example: If a pre-hire is already hired or marked for deletion.
5. On the Legal Name Information tab, enter the pre-hire's country and legal name.
You can optionally select Enter Western Script to enter the pre-hire's name in Western script if:
•The pre-hire’s country uses a local script.
•Local script names and addresses are enabled and Western script names and addresses are
optional for the pre-hire’s country on the Edit Tenant Setup - Global task.
6. On the Contact Information tab, specify at least 1 address, phone number, or email address.

Next Steps
Access the:
• Edit Pre-Hire Profile task to edit the source, referral, pre-hire pool, or comment.
• Pre-Hire Names report to add a preferred name.
Related Information
Concepts
Concept: Country-Specific Information, Locales, and Languages
Tasks
Steps: Set Up Pre-Hire Tracking on page 521
Steps: Set Up EIBs Using Templates from Web Service Operations
Reference
Reference: Edit Tenant Setup - Global

Edit Personal and Contact Information for Pre-Hires

Prerequisites
• Set up personal, contact, and ID information in Workday.

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• In the Maintain Localization Settings task, enable pre-hire information tracking by country. Activate
localizations in the Personal Information area:
• The ID Info (Pre-Hire) localization makes the Edit ID Information for Pre-Hire task available for
pre-hires in the selected countries.
• The Personal Information (Pre-Hire) localization makes the Edit Personal Information for Pre-
Hire task available for pre-hires in the selected countries.

Context
Add or update IDs, personal information, and contact information for pre-hires. Workday uses this
information as the pre-hire's ID, personal, and contact information if you hire or contract them as a
contingent worker. You can only edit personal information and IDs for a pre-hire if you consider them for 1
or more positions.
Note: Public contact information displays in directories and listings for all users. HR administrators can
see all contact information even if it's not public. To see which security groups can view public and private
contact information, check the domains in the Contact Information functional area.

Steps
1. Access the Edit Pre-Hire Contact Information task.
Supply at least 1 address, phone number, or email address when you create a pre-hire. After you
create a pre-hire, use this task to edit their contact information.
Security: Pre-Hire Data: Contact Information domain in the Pre-Hire Process functional area.
2. Access the Edit Personal Information for Pre-Hire task.
Pre-hire personal information is used for regulatory and compliance reporting. You can track personal
information for a pre-hire if:
• Workday can determine the location of the considered position.
• The Pre-Hire Personal Information localization is enabled for that country.
Workday determines the position location from the primary location of the supervisory organization
containing that position. If you're considering the pre-hire for multiple positions, Workday displays fields
and values for all position locations.
Security: Pre-Hire Personal Data: Personal Information domain in the Pre-Hire Process functional area.
3. Access the Edit ID Information for Pre-Hire task.
Social Security Number is a national ID type. If you hire someone, you must enter a tax ID.
Security: Pre-Hire Personal Data: ID Information domain in the Pre-Hire Process functional area.

Next Steps
After hiring, you can’t add or update personal information on the pre-hire record. Edit personal information
on the employee record or access the Edit Personal Information task.
Related Information
Tasks
Steps: Set Up Pre-Hire Tracking on page 521
Steps: Set Up Contact Information on page 62
Steps: Set Up Personal Information Fields on page 29
Steps: Set Up Workday IDs on page 54
Steps: Set Up Identification Documents on page 55

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Consider Pre-Hires for Positions

Prerequisites
• Set up pre-hire tracking options.
• Create pre-hires.
• Security: Manage Pre-Hire Process: Consider Pre-Hires domain in the Pre-Hire Process functional
area.

Context
Manage the pre-hire process by tracking information including:
• Organizations considering the pre-hire.
• Applicable jobs or positions within those organizations.
You can also designate interviewers and track the status of the pre-hire. Pre-hires can include current
workers who are applying for other positions in your organization.

Steps
1. Access the Edit Pre-Hire Profile task.
2. As you complete the task, consider:
Option Description
Considered for Select the position you're considering the pre-
hire for. You can consider pre-hires for multiple
positions.
You can select a position that includes a worker's
name. Workday assumes that you're hiring a
replacement for a current occupant who will
vacate the position at a future date.
Note: You don't have to hire into a listed position,
but you can't delete a position from this list.

Interviewers Select at least 1 interviewer. Workday sends

interviewers a request to enter interview
feedback.
Status Specify the current position of the person in the
pre-hire evaluation process.
To view the status of 1 or more pre-hires for the
same position, access the Manage Pre-Hires for
Job task.

Related Information
Tasks
Steps: Set Up Pre-Hire Tracking on page 521

Delete Pre-Hires

Prerequisites
Security: Manage Pre-Hire Data: Mark Pre-Hires for Deletion and Manage Pre-Hire Data: Delete Pre-Hires
domains in the Pre-Hire Process functional area.

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Context
Deleting a pre-hire is irreversible and involves 2 separate tasks. You can filter the list of pre-hires by
location, pre-hire pools, the positions for which they're being considered, statuses, and dates.
If you search for pre-hires by country or country region, Workday determines their location based on either
the:
• Country of their home address.
• Primary location of the supervisory organization that contains the position for which they're being
considered.
The location search results don't display pre-hires that:
• Aren't linked to positions.
• Have no home address listed.
Note: After a worker is hired, you can't delete that worker's pre-hire record.
Deleting pre-hires doesn't remove all of their information from Workday. To remove their personally
identifiable information from Workday completely, you must use the Purge Person Data task to purge the
terminated worker associated with the pre-hire record. You can't purge active workers.

Steps
1. Access the Mark Pre-Hires for Deletion task.
Find the pre-hires you want to delete and select the Mark for Deletion check box. The task doesn't
display pre-hire records if:
• The worker was hired or contracted.
• The worker was terminated or their contract ended.
• The Hire or Contract event is in progress.
• The pre-hire records were merged.
2. Access the Delete Pre-Hires task.
Select the Delete check box for the pre-hires you want to delete.
Related Information
Tasks
Steps: Set Up Pre-Hire Tracking on page 521
Steps: Purge Person Privacy Data

Reference: Security Groups for Pre-Hires

Workday provides these security groups that manage the onboarding process for pre-hires:
• Pre-Contingent Worker as Self
• Pre-Employee as Self
If you want users to view all unconstrained pre-hires on the Edit Pre-Hire Profile task and the View Pre-
Hire report, provide them with access to the View Pre-Hire domain.
Workday also delivers these security groups that enable employees and contingent workers to access
employee self-service:
• Contingent Worker as Self
• Employee as Self
Workday assigns future-dated completed hires to Pre-Employee as Self or Pre-Contingent Worker as Self
instead of:
• All Contingent Workers
• All Employees

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• Contingent Worker as Self

• Employee as Self

Access to Benefit Enrollment for Pre-Hires

You can configure access to benefit enrollment for your pre-hires:

Access Action
No access to Workday before start date. Add these security groups to the Change Benefits
for Life Event business process.
• Employee as Self
• Contingent Worker as Self

Access to both Workday and benefit enrollment Add these security groups to the Change Benefits
before start date. for Life Event:
• Contingent Worker as Self
• Employee as Self
• Pre-Contingent Worker as Self
• Pre-Employee as Self

Access to Workday only. Configure a step delay for enrollment to employee

self-service benefits.

Related Information
Tasks
Convert Contingent Workers to Employees on page 621

Employment Agreements

Setup Considerations: Employment Agreements

You can use this topic to help make decisions when planning your configuration and use of employment
agreements. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
In Workday, you can use employment agreements to outline and negotiate conditions of employment for
internal and external candidates.

Business Benefits
You can easily track, report, and negotiate employment agreement details for candidates. Employment
agreement details then populate during the Hire, Change Job, and Additional Job business processes. You
can also autocomplete approved employment agreement data from job applications in relevant business
processes.

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Use Cases
You can use the employment agreement functionality to:
• Record and report on the expected duration of the candidate's contract.
• Record and report on conditions of the employment such as compensation, notice periods, probation
periods, and collective agreements.
• Renegotiate the conditions of employment and track the renegotiation changes.
• Generate documents for the employment agreement.
If you use employment agreements as part of the Recruiting workflow, you can also:
• Complete employment agreements in bulk with Worksheets during high-volume times of recruitment.
• Autocomplete approved employment agreement data in other business processes.

Questions to Consider

Questions Considerations
How can you complete employment agreement You can configure the Employment Agreement
tasks in a guided view? consolidated template to complete tasks in a guided
view instead of completing them separately.
When you consolidate the business process
template, you must add validation rules for
the subprocesses on the Initiation step of the
Employment Agreement business process.
You also can't add condition rules on any of the
business process steps.

As a Recruiting customer, can you complete You can configure task consolidation to complete
employment agreements from job applications in employment agreement tasks in bulk using
bulk? Worksheets by generating a workbook, enabling
you to manage high-volume recruitment more
flexibly.
You can consolidate a maximum of 100
employment agreement events in a workbook.

How can you configure additional fields required in You can configure localized fields on the Maintain
certain countries? Localization Settings task for subprocesses of the
Employment Agreement business process to:
• Track additional fields in certain countries to
comply with local regulatory requirements.
• Enable rules for components such as notice
periods and probation periods to populate data.

How can you populate employment agreement You populate data in employment agreements by
data? configuring eligibility rules for compensation, notice
periods, and probation periods. Populating data can
reduce manual effort and increase accuracy.
Compensation data can populate differently
from notice periods and probation periods. We
recommend you review how compensation data
populates in employment agreements.
You can configure condition rules and data fields
on the Maintain Staffing Field Defaults task to

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Questions Considerations
populate these fields on an employment agreement
during recruiting:
• Hire Date
• Contract End Date

As a Recruiting customer, how can you You can configure the relevant business process
autocomplete employment agreements? definition to autocomplete approved employment
agreement data from job applications on these
business processes:
• Add Additional Job
• Change Job
• Hire

Do you want to send other documents to You can configure the Add Documents step to
candidates together with the employment the Offer business process. This action step
agreement? enables you to attach documents before sending
an employment agreements. Example: Terms and
Conditions.

Recommendations
To populate data in the most efficient order, Workday recommends that you configure the steps on the
Employment Agreement business process definition and consolidated template in this order:
• Initiate Pre-Hire Contract Details
• Initiate Pre-Hire Collective Agreement Details
• Initiate Pre-Hire Probation Period Details
• Initiate Pre-Hire Notice Period Details
• Propose Compensation Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
• Request One-Time Payment Offer/Employment Agreement
We also recommend that you complete these steps for employment agreements in this order.
When you configure the Hire Employee initiating action on the Hire business process, we recommend that
you hire directly from the employment agreement. The employment agreement data then populates on the
Hire business process.
To propose establishments in employment agreements, Workday recommends that you select the Allow
Establishment on Employment Agreement/Offer check box on the Configure Establishment by
Country task.
To keep data consistent, Workday recommends that you make any changes required to the employment
agreement before initiating the Hire business process. If you change data during the Hire business
process, these changes won't update the approved employment agreement.

Requirements
Employment agreements require a job requisition for the position and a pre-hire record.

Limitations
You can only consolidate review events in Worksheets for these subprocesses on the Employment
Agreement business process:
• Propose Compensation Offer/Employment Agreement

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• Request One-Time Payment Offer/Employment Agreement

• Request Stock Grant Offer/Employment Agreement
You can't consolidate any other approval or review events for employment agreements.

Tenant Setup
No impact.

Security

Domains Considerations
Pre-Hire Data: Employment Agreement in the Pre- Users secured to this domain and its subdomains
Hire Process and Recruiting functional area. can view or modify these types of data:
• Business Title
• Collective Agreement
• Employee Contract
• End Date
• Location
• Notice Period
• Probation Period
• Scheduled Weekly Hours
• Start Date

Add Compensation Plans in the Core Users secured to this domain and its subdomains
Compensation functional area. can view or modify compensation plan data.
Compensation Change: Guidelines in the Core Users secured to this domain can view or modify
Compensation functional area. compensation grade data, grade profile data, and
step assignments.
Add Compensation Management Plans in the Users secured to this domain and its subdomains
Advanced Compensation functional area. can view or modify bonuses, merit plans, and stock
plans.

Business Processes
Configure these business processes and business process policies:

Business Processes Considerations

Employment Agreement Enables you to maintain employment agreements
for candidates as a standalone business process if
you're not using employment agreements as part of
the Recruiting workflow.
Job Application You can configure Employment Agreement as a
subprocess of the Job Application business process
to maintain employment agreements for candidates
as part of the Recruiting workflow.
Pre-Hire Collective Agreement Details Enables you to maintain collective agreement
details for the Initiate Pre-Hire Collective
Agreement Details step on the Employment
Agreement business process.

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Business Processes Considerations

Pre-Hire Contract Details Enables you to maintain contract details for the
Initiate Pre-Hire Contract Details step on the
Employment Agreement business process.
Pre-Hire Notice Period Details Enables you to maintain notice period details for the
Initiate Pre-Hire Notice Period Details step on the
Employment Agreement business process.
Pre-Hire Probation Period Details Enables you to maintain probation period details for
the Initiate Pre-Hire Probation Period Details step
on the Employment Agreement business process.
Propose Compensation Offer/Employment Enables you to maintain compensation details for
Agreement the Propose Compensation Offer/Employment
Agreement step on the Employment Agreement
business process.
Request One-Time Payment Offer/Employment Enables you to maintain one-time payment
Agreement details for the Request One-Time Payment Offer/
Employment Agreement step on the Employment
Agreement business process.
Request Stock Grant Offer/Employment Agreement Enables you to maintain stock grant details for the
Request Stock Grant Offer/Employment Agreement
step on the Employment Agreement business
process.

Reporting
You can use the Find Employment Agreements report to display all employment agreements by
supervisory organization.

Integrations
You can build an inbound EIB integration based on the Employment Agreement web service to upload
employment agreement data from job applications in bulk.

Connections and Touchpoints

If you're using employment agreements as part of the Recruiting workflow, employment agreements
interact with HCM Core and Compensation.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Tasks
Steps: Set Up Inbox Task Consolidation for Employment Agreements on page 534
Reference
FAQ: Compensation Defaulting on page 859
The Next Level: Employment Agreement — Easily Automate Your Pre-Hire Contracts

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Steps: Set Up Employment Agreements

Context
Set up employment agreements to streamline your global pre-hire negotiation and hire processes. In
addition to job requisition data, employment agreements can include these types of data:
• Collective agreement
• Compensation
• Contract details
• Establishment
• One-time payment
• Notice period
• Probation period
• Stock grant

Steps
1. Edit Domain Security Policies.
Configure the security policies for the Pre-Hire Data: Employment Agreement domain and its
subdomains in the Pre-Hire Process and Recruiting functional area.
2. Edit Business Process Security Policies.
Configure the Employment Agreement business process policy.
Configure the business process policies for the Employment Agreement subprocesses you want to
configure:
• Pre-Hire Collective Agreement Details
• Pre-Hire Contract Details
• Pre-Hire Probation Period Details
• Pre-Hire Notice Period Details
• Propose Compensation Offer/Employment Agreement
• Request One Time Payment Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
You can only configure these subprocesses on the Employment Agreement business process.
To initiate a hire from the related actions menu of an employment agreement, configure the Hire
Employee initiating action for employment agreements on the Hire business process.
3. Edit Business Processes.
a) Access the Employment Agreement business process.
b) Add steps for the relevant subprocesses.
c) (Optional) Configure the Generate Document and Review Document steps to generate and view
employment agreement documents in PDF format.
d) Add Make Employment Agreement Decision as the completion step.
4. (Optional) Access the View Business Process Template report.
From the related actions of the Employment Agreement business process type, select Business
Process > Configure Consolidated Template to start tasks from configured subprocesses at the
same time.
Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

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5. If you configure any of these subprocesses, set up their components so that the appropriate data
displays on the Employment Agreement business process.
Option Description
Collective agreements Steps: Manage Collective Agreements on page
541
Compensation Steps: Set Up the Compensation Framework
Contract details Steps: Set Up Employee Contracts on page 550
Probation Periods Steps: Manage Probation Periods on page 564
Notice Periods Steps: Manage Notice Periods on page 575
One-time payments Create One-Time Payment Plans
Stock grants Steps: Set Up Stock Plans
6. (Optional) Maintain Localization Settings on page 125.
Configure these localized fields to display on the Employment Agreement business process:
• Paid FTE (Worker)
• Working FTE (Worker)
7. (Optional) Access the Configure Establishment by Countrytask.
To display the Establishment prompt on the Details section of the Employment Agreement business
process, select the Allow Establishment on Employment Agreement/Offer check box.
If you propose an establishment in employment agreement, the proposed establishment defaults into
applicable staffing events.
8. (Optional) Hide or Require Optional Fields.
If you configured the Generate Document step, we recommend that you hide the Document Language
field. The Generate Document step sets the document language based on the locale and language
settings of the user. Hiding the Document Language field simplifies the user experience.
9. Activate Pending Security Policy Changes.
Hide or require employment agreement fields by role in the Staffing and Pre-Hire Process functional
areas.

Next Steps
Access the Template-Driven Business Process Security report to confirm that the Employment
Agreement business process and domain security permissions are correct.
If you want employment agreements in your Workday Recruiting workflow, add the Employment
Agreement business process as a step on the Job Application dynamic business process.
If you want to renegotiate an employment agreement on the Job Application business process, add the
Employment Agreement business process a second time. Workday recommends that you use a label
override to distinguish the initial employment agreement step from the renegotiate employment agreement
step. Example: Employment Agreement and Renegotiate Employment Agreement.
Related Information
Tasks
Configure Generated Documents
Reference
The Next Level: Employment Agreement — Easily Automate Your Pre-Hire Contracts
Workday 2023R2 What's New Post: Establishment on Employment Agreement, Offer, and Staffing

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Steps: Set Up Inbox Task Consolidation for Employment Agreements

Prerequisites
Configure the Employment Agreement business process and security policy in the Recruiting functional
area.

Context
You can set up task consolidation for employment agreements from job applications. You can then
consolidate employment agreement tasks from your Inbox to complete them at once.

Steps
1. Set up task consolidation for the Employment Agreement business process.
If you've configured the relevant subprocesses for the Employment Agreement business process, set
up task consolidation for these business process policies:
• Pre-Hire Collective Agreement Details
• Pre-Hire Contract Details
• Pre-Hire Notice Period Details
• Pre-Hire Probation Period Details
See Steps: Set Up Inbox Task Consolidation.
2. (Optional) Set up task consolidation for Compensation subprocesses.
See Set Up Task Consolidation for Compensation in Recruiting on page 852.
3. Edit Domain Security Policies.
Grant Modify access to security groups for these domains in the Recruiting functional areas:
• Pre-Hire Data: Business Title
• Pre-Hire Data: Employment Agreement
• Pre-Hire Data: End Date
• Pre-Hire Data: Start Date and Location
If you've configured the relevant subprocesses, grant Modify access to security groups for these
domains in the Recruiting functional areas:
• Employment Agreement: Collective Agreements
• Employment Agreement: Employee Contracts
• Employment Agreement: Notice Periods
• Employment Agreement: Probation Period
4. Activate Pending Authentication Policy Changes.

Result
You can now consolidate Inbox tasks for employment agreements from job applications into a workbook.

Next Steps
Access the Consolidate Tasks report to consolidate available tasks.
Related Information
Concepts
Concept: Managing Workbooks
Reference
Reference: Workbook Actions Available Based on Permissions
2020R1 What's New Post: Consolidated Tasks for Employment Agreements

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Create Employment Agreements

Prerequisites
• Configure the Employment Agreement business process and security policy in the Staffing functional
area.
• Security: Pre-Hire Data: Employment Agreement domain in the Pre-Hire Process functional area.
• Create job requisitions.

Context
You can create a detailed employment agreement for a pre-hire that includes:
• Collective agreements.
• Compensation.
• Contract details.
• Job requisition details.
• Notice Periods
• One-time payments.
• Probation periods.
• Stock grants.
If you’ve consolidated the Employment Agreement business process template, tasks from your configured
subprocesses start at the same time and display in a streamlined, guided workflow. This workflow enables
you to:
• Move easily between the components that make up the employment agreement.
• Review and approve all of the components of the employment agreement at once.

Steps
1. Access the Create Employment Agreement task.
2. (Optional) On the Start section, enter new values for the fields you want to change.
If the job requisition has additional job profiles, the primary job profile populates in the employment
agreement and you can select a different job profile. The Job Profile field is read-only if the job
requisition only has 1 job profile.
Changing the data on this section won't change the original data on the job requisition.
3. Complete the component tasks of the employment agreement.

Result
If you configured the Generate Document step on the Employment Agreement business process, you can
now generate employment agreement documents.

Next Steps
• Hire the pre-hire.
• Renegotiate the approved employment agreement for a job application.
Related Information
Tasks
Create and Edit Job Requisitions on page 508
Reference
The Next Level: Employment Agreement — Easily Automate Your Pre-Hire Contracts

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Contracts and Agreements

Collective Agreements and Unions

Setup Considerations: Collective Agreements
You can use this topic to help make decisions when planning your configuration and use of collective
agreements. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
In Workday, you can assign collective agreements to employees to determine their workplace conditions
and the duties of the employer as defined by union negotiations.

Business Benefits
To reduce manual effort and help you comply with regulatory requirements, you can use collective
agreements to determine these conditions for an employee:
• Duration of notice periods and probation periods.
• Eligibility for allowances and benefits.
• Eligibility for time off and absence plans.
• Minimum weekly working hours.
• Minimum base pay.
You can also configure eligibility rules that can automatically assign collective agreements, increasing
efficiency.

Use Cases
In addition to assigning collective agreements to each employee's position, you can:
• End or update collective agreement assignments for employees when unions renegotiate collective
agreements.
• Report on employees with collective agreements.
• Restrict collective agreements to certain countries or locations.
• Create eligibility rules that identify applicable collective agreements for the employee.

Questions to Consider

Questions Considerations
Do you want to restrict the collective agreement to You can restrict a collective agreement to a country
a certain country or location? or location when you create collective agreements
to prevent inaccurate assignments.
What criteria determines an employee's collective You can create eligibility rules to determine an
agreement? employee's collective agreement based on factors
such as an employee's job profile.

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Questions Considerations
If an employee is only eligible for 1 collective
agreement, the collective agreement populates
when you assign it. If an employee is eligible for
more than 1 collective agreement, you can select
an eligible collective agreement.
If you use eligibility rules, we recommend that you
also restrict collective agreements to countries or
locations to prevent inaccurate assignments.

What factor options apply to the classification You can configure factor option combinations
factors for each collective agreement? for 5 classification factors to define conditions of
employment. The classification factors include:
• Area
• Class
• Coefficient
• Group
• Level
• Position
• Professional Category
• Rating
• Step
Example: You configure Blue Collar for the
Professional Category factor and 140 for the
Coefficient factor. You also configure Blue Collar
for the Professional Category and 145 for the
Coefficient factor as another combination.
If you select a factor option from a unique
combination when assigning collective agreements,
Workday populates the other factor options.

Do you want to use collective agreements in the If you're using the consolidated template for the
Change Job business process guided view? Change Job business process, you can configure
the Assign Collective Agreement (Consolidated
Template) step on the business process. This step
enables you to update collective agreement data
and populate compensation data in a guided view.
If you're not using the consolidated template for the
Change Job business process, you can configure
the Assign Collective Agreement step.

Do you want to use collective agreements in the You can configure the Pre-Hire Collective
Employment Agreement business process guided Agreement Details subprocess in the consolidated
view? template for the Employment Agreement
business process. This setup enables you to
update collective agreement data and populate
compensation, probation period, and notice period
data in a guided view.
Do you want to autocomplete collective agreement If you're using Recruiting, you can configure the
assignments in staffing business processes? Initiate Pre-Hire Collective Agreement Details step
on the Employment Agreement business process
and enable autocomplete for the event.

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Questions Considerations
If you enable autocomplete for the event, the
employee must meet an eligibility rule that
populates the collective agreement to complete the
event.
You can configure the End Collective Agreement
Assignment step on the Termination business
process and enable autocomplete for the event.
This step autocompletes if the termination date is
the same as the collective agreement end date.

Recommendations
Workday recommends that:
• You configure the Assign Collective Agreement and End Collective Agreement Assignment steps on
available business processes to streamline data.
• If you're not using eligibility rules, hide the Eligibility Rule field on collective agreement tasks to
improve user experience.

Requirements
If you have collective agreements with classification factors, you must set up factor options.

Limitations
You can only add 5 classification factors to a collective agreement.

Tenant Setup
No impact.

Security

Domains Considerations
Employment Agreement: Collective Agreement Provides access to collective agreement data in
in the Pre-Hire Process and Recruiting functional employment agreements.
areas.
Self-Service: Collective Agreement Information in Provides users access to their own collective
the Staffing functional area. agreement data.
Set Up: Collective Agreement Rules in the Staffing Provides access to collective agreement eligibility
functional area. rules.
Set Up: Collective Agreements in the Staffing Provides access to collective agreement setup.
functional area.
Worker Data: Collective Agreements in the Staffing Provides access to collective agreement data for
functional area. employees.

Business Processes

Business Processes Considerations

Assign Employee Collective Agreement Enables you to assign a collective agreement to an
employee.

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Business Processes Considerations

You can streamline collective agreement
assignments by configuring the Assign Collective
Agreement step on these business processes:
• Add Additional Job
• Change Job
• Hire
If you’re using the consolidated template for
the Change Job business process, Workday
recommends that you configure the Assign
Collective Agreement (Consolidated Template) step
instead.

End Collective Agreement Assignment Enables you to end collective agreement

assignments for an employee.
You can configure the End Collective Agreement
Assignment step on the Termination business
process to end collective agreement assignments
for employees you plan to terminate.

Pre-Hire Collective Agreement Details Enables you to maintain collective agreement

details for the Initiate Pre-Hire Collective
Agreement Details step on the Employment
Agreement business process.

Reporting

Reports Considerations
Collective Agreement Report Use to view a summary of the details for
a collective agreement and the number of
assignments. The effective date is based on the
assignment date.
View Collective Agreement Use to view details such as location restrictions and
eligibility rules for a collective agreement.
View Collective Agreement Factor Options Use to view the factor options for a classification
factor.
Employees Covered by Collective Agreements Use to view employees with collective agreement
assignments.

You can use the All Collective Agreements report data source to create custom reports.
You can add a custom report to the Approval and Review steps on the Assign Employee Collective
Agreement business process to provide additional data for users completing these steps.

Integrations
You can use these web services to upload collective agreements, eligibility rules, and collective agreement
assignments in bulk:
• Assign Employee Collective Agreement Event
• End Collective Agreement Assignment
• Put Collective Agreement

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• Put Global Staffing Eligibility Rule

You can use these web services to retrieve collective agreements and eligibility rules for collective
agreements:
• Get Collective Agreements
• Get Global Staffing Eligibility Rules

Connections and Touchpoints

Features Considerations
Absence You can configure absence rules and calculations
based on collective agreements to determine
the absence plan for employees. Workday
recommends that you also consider collective
agreements assigned midperiod for rules and
calculations.
Benefits You can configure benefit eligibility rules based on
collective agreements to determine the benefit plan
or rate for employees. When you change collective
agreement assignments, benefit elections don't
automatically change.
Compensation You can configure base pay tables with
compensation grade steps to determine base
pay for a collective agreement assignment. You
can also create compensation eligibility rules
based on collective agreements to determine
compensation for employees. When you change
collective agreement assignments, compensation
assignments don't automatically change.
Notice Periods You can create eligibility rules based on collective
agreements that determine probation periods and
Probation Periods
notice periods for employees.
Payroll (FRA) If you use Workday Payroll France, you can map
collective agreement factor options to DSN rubric
values to identify appropriate payroll calculations
and reporting for each employee.
Time Tracking You can create eligibility rules based on collective
agreements to determine how Workday calculates
working time.
Unions You can associate a collective agreement with a
union.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Reference
The Next Level: Understand Collective Agreements

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Steps: Manage Collective Agreements

Prerequisites
• Configure these business processes and security policies in the Staffing functional area:
• Assign Employee Collective Agreement
• End Collective Agreement Assignment
• Security: These domains in the Staffing functional area:
• Set Up: Collective Agreements
• Worker Data: Collective Agreements

Context
You can set up collective agreement factors and options for collective agreements to comply with local
labor laws that apply to your business and employees. You can configure collective agreements as a
stand-alone business process or as a subprocess of these business processes:
• Add Additional Job
• Change Job
• Hire
• Termination
You can also create eligibility rules for collective agreements to reduce manual effort when you're
assigning collective agreements to employees.

Steps
1. Access the Maintain Collective Agreement Factor Options task.
Configure the collective agreement factor options for your organization.
2. (Optional) Access the Create Global Staffing Eligibility Rule task.
Create eligibility rules for collective agreements.
Security: Set Up: Collective Agreement Rules in the Staffing functional area.
3. Access the Create Collective Agreement task.
Add a row for each combination of Classification Factor Values for the classification factors that are
permitted for the collective agreement.
Example:

Factor 1 (Professional Factor 2 (Level) Factor 3 (Step) Factor 4 (Coefficient)

Category)
Blue Collar I 1 140
Blue Collar I 2 145
Blue Collar I 3 155
White Collar I 1 140
White Collar I 2 145
White Collar I 3 155

If you created eligibility rules, you can select an eligibility rule for the collective agreement.
Note: When you copy an existing collective agreement with an end date, the Start Date of the new
collective agreement automatically populates to 1 day after the End Date of the existing collective
agreement.

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4. (Optional) Set up Assign Employee Collective Agreement as a subprocess of the Change Job business
process to update collective agreement and compensation data in a guided view.
a. Configure the Assign Collective Agreement (Consolidated Template) initiating action as a step on
the Change Job business process.
b. Configure Assign Employee Collective Agreement as a subprocess of the Change Job business
process consolidated template.
5. (Optional) Hide or Require Optional Fields.
Hide or require fields on these tasks and reports:
• Create Collective Agreement
• Edit Collective Agreement
• View Collective Agreement
Workday recommends that you hide the Eligibility Rule field if you're not using eligibility rules for
collective agreements to improve your user experience.
6. (Optional) Add Worklets to Business Processes on page 2348.
Embed worklets on Approval or Review steps of the Assign Employee Collective Agreement business
process to display information from your custom reports to help users complete the step.

Result
If you configured eligibility rules for collective agreements, Workday populates the Collective Agreement
field on the Assign Collective Agreement task if an employee is only eligible for 1 collective agreement.

Next Steps
• Access the Edit Collective Agreement task to change the terms of an existing collective agreement.
• Access the Assign Collective Agreement task to assign a collective agreement to an employee.
• Access the End Collective Agreement Assignment task to end a collective agreement assignment for
an employee.
Related Information
Tasks
Set Up Rule Based Consolidated Templates for Job Changes on page 686
Steps: Purge Person Privacy Data
Reference
Workday 33 What's New Post: Collective Agreement Rules and Factors
The Next Level: Understand Collective Agreements

Steps: Manage Unions

Prerequisites
Security: Set Up: Unions domain in the Unions functional area.

Context
You can set up unions in Workday to:
• Define different types of union membership.
• Track a worker's membership in a union.
• Track union seniority.
You can also use union membership in eligibility rules and condition rules.

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Steps
1. Configure the Union Profile.
2. Set Up Unions on page 543.
3. Create Union Membership Types on page 544.
4. (Optional) Hide or Require Optional Fields.
Select the fields that you want to remove from the Manage Union Membership business process and
the fields you want all users to complete.
5. Manage Union Membership for Workers on page 544.
6. (Optional) Create Custom Labels.

Next Steps
You can track unions and union membership with standard reports. Access Workday Standard Reports
and select the Set Up Labor Unions and Unions categories.

Set Up Unions

Prerequisites
Security: Set Up: Unions domain in the Unions functional area.

Context
Set up the unions that your employees belong to.

Steps
1. Access the Maintain Unions task.
2. As you complete this task, consider:
Option Description
Union Name Name of the union. Example: Autoworkers - Local
1188.
Union ID Reference ID for web services that upload
membership information.
Active Members Number of workers associated with the union
whose membership type has the Active Member
check box selected.
Inactive Members Number of workers associated with the union
whose membership type doesn't have the Active
Member check box selected.

Next Steps
• Access the Maintain Union Membership Types task to define the different types of union
membership, and link the unions to the applicable membership types.
• Use the Unions report to see all unions entered in Workday.
Related Information
Tasks
Steps: Manage Unions on page 542

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Create Union Membership Types

Prerequisites
• Set up unions.
• Security: Set Up: Unions domain in the Unions functional area.

Context
Create the types of union memberships available to workers.

Steps
1. Access the Maintain Union Membership Types task.
2. As you complete this task, consider:
Option Description
Membership Type Identify the types of memberships, such as
Regular or Dues only.
Active Member Workers with this type of membership are active
members and included in the active count. You
can use active members in rules for Absence,
Benefits, and Compensation.
Pays Dues Workers with this type of membership pay
membership dues. You can use active members
in rules for Absence, Benefits, and Compensation.
Applicable Unions Indicates which membership types are available
to a worker.
Usage Number of the union membership entries, current
and past history, with this type of membership.

Next Steps
• To add a union membership to a worker, use the Manage Union Membership task.
• To see all membership types entered in Workday, use the View Union Membership Types report.
• Delete a membership type if the Usage Count is zero.

Manage Union Membership for Workers

Prerequisites
• Set up unions.
• Define union membership types.
• Configure the Union Membership Event business process and security policy in the Unions functional
area.

Context
Manage a worker's membership in a union. You can configure the Manage Union Membership business
process as a subprocess of these business processes:
• Add Additional Job
• Change Job
• Edit Position

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• End Additional Job

• Hire
• Termination
The Manage Union Membership business process is restricted to supervisory organizations and doesn't
support roles on a location hierarchy.
You can add custom worklets to the business process steps to provide related information for unions and
workers.

Steps
1. Access the Manage Union Membership task.
2. Select the Worker and Union.
3. Specify union membership details:
Option Description
Union Seniority Date Select the date when the worker gained seniority.
Termination Date Displays only if the employee was terminated or
the contingent worker's contract has ended.
Doesn't display future dates.

Start Date Date this activity began. The start date must be
after the end date of the preceding activity.
End Date Date this activity ended. If you have more than 1
record of activity, the end date:
• Must occur before the start date of the next
activity.
• Can only be blank if it's the last activity.

Type Select the type of membership.

Related Position (Optional) You can use this field to associate a
specific union with a position.
4. (Optional) Access the Purge Person Data task to purge Union Membership for active or terminated
workers.
Security: Purge Person Data domain in the System functional area.

Example
You can enter as many membership activity records as you need.

Start Date End Date Type

01/01/20xx 03/30/20xx Probation Period
04/01/20xx 04/15/20xx Waiting for Union Card
04/16/20xx Regular - Active

Related Information
Tasks
Steps: Manage Unions on page 542

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Employee Contracts
Setup Considerations: Employee Contracts
You can use this topic to help make decisions when planning your configuration and use of employee
contracts. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Employee contracts in Workday are a highly configurable way of managing details for fixed-term and open-
ended employee contracts.

Business Benefits
You can easily maintain contracts for employees, generate documents for contracts, and report on contract
details, enabling you to comply with regulatory requirements. You can also configure employee contracts to
increase efficiency and reduce manual effort by:
• Configuring warnings to limit fixed-term contract renewals and duration for contracts.
• Populating a contract review date for fixed-term contracts.
• Populating a contract status in business processes.

Use Cases
You can use employee contracts to:
• Record and report on the expected duration of an employee's employment.
• Record additional data for your requirements through creating custom fields.
• Generate documents for contracts that employees can view on their worker profile.
• Review fixed-term contracts and renew or end the contract as required.
• Schedule a contract review date.
• Create rules for fixed-term contract renewals and maximum combined contract duration.

Questions to Consider

Questions Considerations
Do you review and renew fixed-term employee You can use the Review Employee Contracts
contracts? business process to review and renew or end
their contract. The Review Employee Contracts
business process only initiates for employees who
have a review date on their latest active employee
contract.
Workday doesn't require you to review and renew
fixed-term contracts.

What are your criteria for fixed-term employee You can set up rules to define a maximum
contracts rules? combined contract duration, maximum number of
renewals, and populate a contract review date for
employees.

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Questions Considerations
If you set a maximum combined contract duration,
Workday displays a warning message when you
add a contract duration that exceeds the maximum.
Workday doesn't require you to define rules for
fixed-term contract reviews and renewals.

What actions do you want to take during the You can:

contract review?
• Add an open-ended contract.
• Add a fixed-term contract.
• Change the employee's job to update job and
contract details.
• Extend the contract.
• End the contract by terminating the employee.

Do you need to create contracts for contingent Employee contracts are only available to
workers? employees. You can configure the Contract
Contingent Workers business process to contract
contingent workers.
What requirements do you have for contract IDs? You can configure Workday to calculate employee
contract IDs for new contracts. An employee
contract ID doesn't change due to internal transfers
or contract conversions.
When you configure employee contract ID
calculations, Workday:
• Generates a new contract ID for contracts
created with the Hire business process or
related web service.
• Copies the contract ID from the previous
contract for contracts created outside of the
Hire business process, but within the same
employment. Example: Change Jobs.
Copying contract IDs ensures continuity in contract
IDs when producing regulatory reports, such as
Déclaration Socials Nominative (DSN) reporting.

Recommendations
Workday recommends that you:
• Configure the Maintain Employee Contract step on available business processes to streamline updates.
• Configure the Maintain Employee Contract step on the Termination business process to end contracts
and prevent overlapping contracts for rehires.
• Add 2 Maintain Employee Contract steps on the Change Job business process. The first step ends the
existing employee contract and the second step adds a new employee contract.
• Configure country-specific localized fields in the Staffing area on the Maintain Localization Settings
task to enable employee contract fields and components.
• Ensure that the contract is fixed-term before using contract reviews.
• Select days for a more accurate way to define a maximum combined contract duration. Example:
Workday calculates 52 weeks as 364 days.
• Test eligibility rules for employee contract reviews and renewals with the Test Global Staffing
Eligibility Rule report.

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Requirements
To enable employee contract reviews and renewals, configure the Employee Contract: Review localized
field.

Limitations
You can:
• Add only one contract review date for an employee.
• Review each fixed-term contract or contract extension only once.
• Select a contract review date only on the Maintain Employee Contracts web service. The web service
doesn't currently support populating review dates from contract rules.
• Configure only 1 active contract for a job at a time, based on the contract start and end date.

Tenant Setup
In the Maintain Localization Settings task, you can configure Workday to generate a contract ID for new
contracts based on DSN requirements.
In the Edit Tenant Setup – HCM task, you can:
• Configure a sequence generator for employee contract IDs.
• Automatically update the End Employment Date field for fixed-term employees whose Contract End
Date changes.

Security

Domains Considerations
Employment Agreement: Employee Contracts in Users secured to this domain can view or modify
the Pre-Hire Process and Recruiting functional employee contract data for pre-hires during the
areas. Employment Agreement business process.
Staffing Actions: Job Requisition Employee Users secured to this domain can view or modify
Contract Details in the Staffing functional area. employee contract details on job requisitions.
Set Up: Employee Contracts in the Staffing Users secured to this domain can configure
functional area. employee contract reasons and statuses.
Set Up: Employee Contract Rules in the Staffing Users secured to this domain can configure
functional area. employee contract rules.
Worker Data: Employee Contracts in the Staffing Users secured to this domain can view or modify
functional area. employee contract data for employees.

Business Processes

Business Processes Considerations

Employee Contract Enables you to add, edit, and extend employee
contracts.
Edit Employee Contract Additional Data Event Enables you to add custom fields for employee
contracts.
Review Employee Contracts Enables you to review and renew fixed-term
employee contracts.

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Business Processes Considerations

Termination You can configure the Terminate from Review
Employee Contract initiating action to terminate an
employee during a contract review.

Reporting

Reports Considerations
Employee Contracts Displays all employee contract details for an
employee.
Employees with Contracts Displays employees with contracts and details such
as location, job title, and contract type.
View Document Template Details Displays document templates for employee contract
created with Workday Docs.

Integrations
You can build inbound EIB integrations based on these web services to upload custom fields for employee
contracts, maintain employee contracts, and upload contract rules:
• Edit Employee Contract Additional Data
• Maintain Employee Contracts
• Put Global Staffing Eligibility Rule
• Put Maintain Employee Contract Rules for Country
You can use these web services to retrieve employee contract rules:
• Get Global Staffing Eligibility Rules
• Get Maintain Employee Contract Rules for Country

Connections and Touchpoints

Workday uses employee contracts in Payroll (FRA) for payroll calculations and DSN reporting. For DSN
reporting requirements:
• Workers must have a valid contract during their entire employment.
• The Contract ID for the contract must remain the same from hire to termination, even if the contract
information changes.
Employee contracts interacts with Workday Docs to create document templates for contract documents.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: HCM Mapping for Payroll (FRA)
Concept: Contract Setup for DSN Reporting (FRA)
Concept: Workday Docs
Tasks
Contract Contingent Workers on page 608
Steps: Set Up Workday Docs
Reference
Reference: DSN Data Requirements (FRA)
Workday 33 What's New Post: Employee Contract Reviews

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Steps: Set Up Employee Contracts

Prerequisites
• Configure the Employee Contract business process and business process policy in the Staffing
functional area.
• Security: Set Up: Employee Contracts domain in the Staffing functional area.

Context
You can set up employee contracts by defining types, statuses, and reasons so you can report on hiring
reasons and contract details within your organization. Optionally, you can set up renewals and reviews
for fixed-term employee contracts. You can also create custom fields for employee contracts to track data
according to your business requirements.
These contracts aren't the same as supplier contracts for contingent workers.

Steps
1. Access the Maintain Employee Contract Types task.
Optionally, you can enter a Code to label the contract type for specific reporting purposes.
Note: Use this field only if you’re labeling the contract type for the MMO Preparation (France) report
for the purpose of recrutement sous CDD de 18 à 36 mois à objet défini (pour cadres et ingénieurs, loi n
° 2008-596 du 25/06/2008).
2. Access the Maintain Employee Contract Statuses task.
If you select a business process from the Default for Business Process prompt, Workday only
populates the contract status in the final Maintain Employee Contract step.
If you select Enable Autocomplete on the Employee Contract business process definition, you must
populate a contract status in the relevant business processes to complete the Maintain Employee
Contract step automatically.
3. Access the Maintain Employee Contract Reasons task.
Set up employee contract reasons.
You can create and select employee contract categories from the Employee Contract Category
prompt.
4. (Optional) Maintain Localization Settings on page 125.
Configure these localized fields in the Maintain Localization Settings task:
• Employee Contract: Maximum Weekly Hours
• Employee Contract: Minimum Weekly Hours
These localized fields enable you to track minimum and maximum weekly contract hours for employees
with primary positions in the countries you configured.
5. (Optional) Set up employee contract reviews for fixed-term contracts.
See Steps: Set Up Employee Contract Reviews on page 551.
6. (Optional) Calculate Employee Contract IDs on page 552.
7. (Optional) Create custom fields for employee contracts.
See Example: Add Custom Fields to Employee Contracts on page 557.
8. (Optional) Steps: Set Up Profiles and Profile Groups.
To display a composite view of contract details, configure the Employee Contract profile and the
Overview for Employee Contract profile group.
9. (Optional) Hide or Require Optional Fields for Employee Contracts.

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Related Information
Concepts
Concept: Workday Docs
Tasks
Add Employee Contracts on page 553
Hire Employees on page 580
Display Additional Data in Profiles
Steps: Generate Dynamic Documents
Steps: Set Up Workday Docs

Steps: Set Up Employee Contract Reviews

Prerequisites
Security: Set Up: Employee Contracts domain in the Staffing functional area.

Context
You can set up contract reviews to renew or take other actions on fixed-term employee contracts. You can
also configure rules to define the maximum number of renewals, maximum duration of combined contracts,
and review date.

Steps
1. Edit Business Process Security Policies.
Set up security for the:
• Initiating actions on the Review Employee Contracts business process policy.
• Initiating actions on the Employee Contract business process policy.
• Terminate from Review Employee Contract initiating action on the Termination business process
policy if you want to terminate an employee from a contract review.
2. Create Custom Business Processes.
Configure the Review Employee Contracts business process.
Ensure that you configure the relevant steps for actions you want to select during the contract review.
3. Maintain Localization Settings on page 125.
Activate the Employee Contract: Review localized field.
4. (Optional) Set Up Employee Contract Rules on page 552.
Define rules for contract renewals and reviews.
5. (Optional) Hide or Require Optional Fields for Employee Contracts.

Result
You can now:
• Select a Contract Review Date when you add or edit contracts with end dates.
• Manually initiate a review by clicking Start Review on the Employee Contracts report to select an action
for the contract.
Related Information
Reference
Workday 33 What's New Post: Employee Contract Reviews

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Calculate Employee Contract IDs

Context
You can configure Workday to calculate employee contract IDs for new contracts for new hires, helping
ensure that an employee contract ID doesn't change due to internal transfers or contract conversions. This
can help you when producing regulatory reports, such as Déclaration Sociale Nominative (DSN) reporting,
by ensuring continuity in contract IDs.
When you configure employee contract ID calculations, Workday:
• Generates a new contract ID for contracts created with the Hire business process or related web
service.
• Copies the contract ID from the previous contract for contracts created outside of the Hire business
process, but within the same employment. Example: Change Jobs.
When configuring employee contract ID calculations, consider Workday:
• Doesn't calculate a contract ID when you create a new contract with a different employment. Example:
Add Additional Job.
• Only calculates a contract ID for a subsequent hire or rehire when you use the Hire business process or
subprocess to add the contract for the current employment.

Steps
1. Create ID Definitions and Sequence Generators.
2. Access the Edit Tenant Setup - HCM task.
In the ID Sequence Generators section, select the ID definition you created from the ID Definition for
Employee Contract ID prompt.
You can't specify a different logic for generating contract IDs for different countries.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
3. Access the Maintain Localization Settings task.
From the Area prompt, select Staffing.
Activate and configure the row for the Employee Contract: Generate Contract ID for each New
Employment localized field.
You can use this localized field outside France where the DSN reporting guidelines don't apply.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
Related Information
Reference
2021 R2 What's New Post: Employee Contract ID Calculations

Set Up Employee Contract Rules

Prerequisites
Security: Set Up: Employee Contract Rules in the Staffing functional area.

Context
You can set up rules for fixed-term contracts to:
• Define the maximum number of renewals.
• Define the maximum combined contract duration.
• Populate a contract review date.

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Steps
1. Access the Maintain Employee Contract Rules for Country task.
2. Select Create Global Staffing Eligibility Rule from the Employee Contracts Eligibility Rule prompt.
3. Create an eligibility rule for the employee contract rule.
4. As you complete the task, consider:

Field Description
Number of Employee Contract Renewals If you enter a Maximum number of contract
renewals, Workday displays a warning message
when the contract renewal exceeds this number.
If you select Do Not Allow, Workday displays a
warning message when you renew the contract.

Count Extensions as Renewals Select this check box to include contract

extensions in the number of contract renewals.
Maximum Combined Employee Contract If you enter a maximum combined contract
Duration duration, Workday displays a warning message
when the contract exceeds this duration.
Workday calculates the combined contract
duration by adding the duration of each fixed-term
contract. Workday doesn't include gaps between
contracts in this calculation.

Schedule Review (Time before contract end If you want to populate a review date for the
date) contract, enter an amount of time before the
contract the end date.

Result
If you schedule a review, Workday populates a review date for the contract and sends an Inbox item on
the review date.
Related Information
Reference
Workday 33 What's New Post: Employee Contract Reviews

Add Employee Contracts

Prerequisites
• Configure the Employee Contract business process and security policy in the Staffing functional area.
• Specify whether to synchronize employment and contract end dates for fixed-term employees in the
Edit Tenant Setup - HCM task.
Note: If there's a future Contract event, the End Employment Date synchronizes with the Contract
End Date of the most future dated Contract event. Also, the Contract End Date displays the end date
of the active contract.

Context
In some locations, you can have contracts for employees (as opposed to contingent workers). The Add
Contract task doesn't include the contract terms, but it enables you to:
• Attach a copy of the contract.

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• Track and report on the contract dates, effective dates, status, and type.
Optionally, you can add employee contracts as a subprocess by configuring the Maintain Employee
Contract step when you edit business processes such as:
• Add Additional Job
• Change Job
• Hire
• Termination
When Employee Contract is a stand-alone business process and the contract start date is in the future,
Workday sets the event effective date to the contract start date. If you synchronize these dates, Workday
prevents the employee from seeing the event or any attached documents until that date.
Employees can have only one active contract for a job at a time, based on the contract start and end
date. A contract can span multiple, nonconcurrent positions as an employee is transferred, promoted, or
otherwise moved into new positions of the same type (primary or additional).

Steps
1. Access the Add Contract task.
2. Select the Worker and the Contract Start Date.
If the employee has multiple jobs, also select the Job.
3. As you complete this task, consider:
Option Description
Reason Available if you configure reasons in the Maintain
Employee Contract Reasons task. You can
select a reason associated with the employee's
country or a reason not restricted by country.
Contract Start Date The start date can't be earlier than the employee's
hire date.
Type You can configure contract types in the Maintain
Employee Contract Types task. You can select
a type associated with the employee's location or
a type not restricted by location.
Status You can configure statuses in the Maintain
Employee Contract Statuses task. You can
select a status associated with the employee's
location or a status not restricted by location.
Date Employee / Employer Signed The Date Employer Signed can't be later than
the contract date.
Contract End Date This date displays in reports, but doesn't trigger
any action on the date.
If you enabled synchronization of employment
and contract end dates, Workday automatically
updates the employee's end employment date to
match this date.

Maximum Weekly Hours Available if the employee's primary position is

located in a country that tracks maximum contract
hours. You can configure this field for countries
using the Maintain Localization Settings task.

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Option Description
Minimum Weekly Hours Available if the employee's primary position is
located in a country that tracks minimum contract
hours. You can configure this field for countries
using the Maintain Localization Settings task.
Contract Review Date If there's a Contract End Date, you can schedule
a contract review. Select a Contract Review
Schedule Review
Date or enter an amount of time before the
Unit Contract End Date.
These fields can populate from an employee
contract rule that applies to the worker.

Next Steps
To view, edit, or review an employee contract select Job Change > Employee Contracts from an
employee's related actions menu.
To correct details on an employee contract, select Business Process > Correct from the related actions
of the Contract event:
• You can only correct the Contract Start Date on the Contract event that created the contract.
• You can only correct the Effective Date on a Contract event that edited the contract.
• You can correct only the Effective Date of a Contract event to a date between the Effective Date of
the first preceding or superseding Contract event.
• You can only correct contract dates so that the event doesn't overlap with other Contract events.

Hide or Require Optional Fields for Employee Contracts

Prerequisites
Security: Set Up: Configure Optional Fields domain in the System functional area.

Context
You can hide or require fields on the tasks that use these business processes to control what information
you collect:
• Employment Agreement
• Employee Contract
• Review Employee Contract

Steps
1. Access the Configure Optional Fields task.
2. Select 1 of these options on the By Functional Area prompt:
• Employee Contract
• Employee Contract Composite View
• Pre-Hire Contract Details
• Review Employee Contract
• View Employee Contracts

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3. As you complete the task, consider:

Field Description
Field Select a field that you want to hide or require.
Criteria Select Security Group to select the roles in
Hidden For and Required For to hide or require
the Field.
Enforce Required in Web Services Select to enforce required fields on all web
services within the functional area. Clearing this
check box enables you to correct data without
populating every field on the web service.
Hidden For Select a role from which you want to hide the
Field.
Required For Select a role for which you want to require the
Field.

Note: The localized fields that you hide or require in the Maintain Localization Settings task override
any settings for the related optional fields in the Configure Optional Fields task. Example: If you
hide the Maximum Weekly Hours optional field on the Employee Contract business process, but you
require the Employee Contract: Maximum Weekly Hours localized field in the Maintain Localization
Settings task for Germany, the field will be required for users managing employee contracts in
Germany.
Related Information
Tasks
Hide or Require Optional Fields

Concept: Employee Contracts

Overview
You can use employee contracts to issue a contract for employees and record the expected duration and
other details of employment. You can also track additional fields for employee contracts through:
• Activating localized fields for contracts in the Maintain Localization Settings task.
• Creating custom fields for your organization's requirements.

Employee Contract Reviews

Employee contract reviews enable you to review and perform actions to renew or end contracts for fixed-
term workers. You can't correct Employee Contract Review events but you can rescind these events.
Workday enables you to renew a contract by either adding a new contract or extending the contract. You
can only review a contract once for each contract or for each extension.

Employee Contract Rules

Some countries have regulations for the number of times you can renew fixed-term contracts and the total
duration of employment for a fixed-term contract. Employee contract rules enable you to define:
• A maximum combined contract duration
• Maximum number of contract renewals.
• A default contract review date.
Example: You can create a rule that defines an employee can only have 4 contract renewals with a
maximum combined contract length of 4 years.

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Workday displays warnings when a contract exceeds a maximum combined contract duration or number
of renewals. Workday also populates a default contract review date on employee contracts that you can
override.
Related Information
Reference
Workday 33 What's New Post: Employee Contract Reviews

Example: Add Custom Fields to Employee Contracts

This example illustrates how to add an effective-dated custom field to employee contracts.

Context
You want to track whether employees signed a nonsolicitation clause in their employee contracts. You
create a custom field on a custom object and add the custom object to the Employee Contract and Edit
Employee Contract Additional Data Event business processes.

Prerequisites
Security: Custom Object Management domain in the System functional area.

Steps
1. Access the Create Custom Object task.
2. Enter these values:

Field Value
Workday Object Employee Contract (Effective Dated)
Custom Object Name Additional Contract Details
3. Click OK.
4. In the Field Definitions section, click Add and enter these values:

Field Value
Field Label Nonsolicitation Clause
Field Type Boolean
5. In the Permissions section, select the Set Up: Employee Contracts and Worker Data: Employee
Contracts domains from the Domain prompt.
6. Click Next, then click OK.
7. Click OK, then click Done.
8. Access the Set Up: Employee Contracts domain. From the related actions menu of the Set Up:
Employee Contracts domain, select Domain > Edit Security Policy Permissions.
9. Grant HR Administrator Modify access to the domain.
10.Access the Worker Data: Employee Contracts domain. From the related actions menu of the Worker
Data: Employee Contracts domain, select Domain > Edit Security Policy Permissions.
11.Grant HR Administrator View access to the domain.
12.From the related actions menu of the Edit Employee Contract Additional Data Event business process,
select Business Process Policy > Edit and click OK.
13.Add HR Administrator to the Edit Employee Contract Additional Data Event initiating action.
14.From the related actions menu of the Edit Employee Contract Additional Data Event business process,
select Business Process Policy > Edit and click OK.

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15.Add this step:

Field Value
Type Edit Additional Data
Specify Additional Contract Details
Group HR Administrator
16.From the related actions menu of the Employee Contract business process, select Business Process
Policy > Edit and click OK.
17.Add this step:

Field Value
Type Edit Additional Data
Specify Additional Contract Details
Group HR Administrator
18.Access the Activate Pending Security Policy Changes task.
19.Enter I confirm these security changes in the Comment field and click OK.
20.Select the Confirm check box and click OK.

Result
HR administrators can now specify whether an employee signed a nonsolicitation clause in their employee
contracts when:
• Creating or editing an employee contract.
• Selecting Additional Data > Edit Effective-Dated Custom Object from the related actions menu of a
magnifying glass on the Employee Contracts report.
Related Information
Concepts
Concept: Updating Effective-Dated Custom Object Data
Tasks
Create Custom Field Types
Create and Edit Custom Object Definitions
Steps: Set Up Custom Objects

Example: Create Employee Contract Rules

This example illustrates how to create an employee contract rule for a fixed-term employee based on job
profile and location.

Context
You want to specify a maximum of 2 contract renewals, and a maximum combined contract duration of 1
year for a consultant in Munich. You also want to schedule a review date 2 weeks before the contract ends.

Prerequisites
• Security: Set Up: Employee Contract Rules domain in the Staffing functional area.
• Security: Set Up: Tenant Setup - Global domain in the System functional area.

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Steps
1. Access the Maintain Localization Settings task.
2. Select Staffing from the Area prompt.
3. Click OK.
4. For the Employee Contract: Review localized field, select Germany from the Allow for Countries or
Regions prompt, and select the Active check box.
5. Click OK and Done.
6. Access the Create Global Staffing Eligibility Rule task.
7. Enter Consultant in Munich in the Description field.
8. Add these rows to create an eligibility rule for the location and job profile:

Source External Field or Relational Operator Comparison Value

Condition Rule
Location (Global Staffing exact match with the selection Munich
Eligibility) list
Job Profile (Global Staffing exact match with the selection Consultant
Eligibility) list
9. Click OK.
10.Access the Maintain Employee Contract Rules for Country task.
11.Select Germany from the Country prompt.
12.Click OK.
13.Add this row to create an employee contract rule for Germany:

Field Value
Employee Contracts Eligibility Rule Consultant in Munich
Number of Employee Contract Renewals Enter 2 for the Maximum field.
Count Extensions as Renewals Select this check box to include contract
extensions in the number of contract renewals.
Maximum Combined Employee Contract Enter 52 for the Duration field and select
Duration Weeks(s) from the Unit prompt.
Schedule Review (Time before contract end Enter 2 for the Duration field and select Week(s)
date) from the Unit prompt.
14.Click OK and Done.

Result
• Workday displays a warning message when:
• You have more than 2 contract renewals.
• The contract exceeds 52 weeks.
• When you set a rule to schedule a contract review, Workday populates the contract review date when
you create a contract. The contract review date is based on the contract end date and the eligibility of
the contract rule.

Next Steps
Add a new contract with a Contract End Date.

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Related Information
Tasks
Set Up Employee Contract Rules on page 552
Add Employee Contracts on page 553

Troubleshooting: Start Review Button Doesn't Display Beside Contract

Cause: The Employee Contract: Review localized field isn't activated for the country.
Solution:

Steps
Security: Set Up: Tenant Setup - Global domain in the System functional area.
1. Access the Maintain Localization Settings task.
2. Activate the Employee Contract: Review localized field for the country.
Cause: The first Contract event doesn't have a contract end date.
Solution:

Steps
Security: Worker Data: Employee Contracts domain in the Staffing functional area.
1. Access the first Contract event.
2. From the related actions menu of the Contract event, select Business Process > Correct.
3. Enter a Contract End Date.
4. Access the most recent Contract event.
5. Verify that the Review Date is correct.

Probation Periods
Setup Considerations: Probation Periods
You can use this topic to help make decisions when planning your configuration and use of probation
periods. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Probation periods in Workday are a highly configurable way of managing employee probation.

Business Benefits
You can easily track, report, and adjust probation periods to support varying needs, such as compliance
with local regulatory requirements. You can also configure the feature to increase efficiency and reduce
manual effort by:
• Populating probation period durations for employees.
• Automatically sending notifications for reviewing probation periods.
• Tracking the outcomes of probation periods.

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Use Cases
You can use probation period functionality to:
• Extend probation periods for employees who don't meet the criteria for completing probation.
• Create rules to differentiate employee probation periods based on various factors.
• Efficiently evaluate probation reviews and manage outcomes.
• Record the evaluation of the probation reviews using attachments and questionnaires.
• Perform any necessary actions on the outcome of the probation period.

Questions to Consider

Questions Considerations
Do you need to set up probation period rules? You can create probation period rules for each
country that requires probation periods but you
don't need to enable rules for every country.
Workday doesn't require you to set up probation
period rules to manage probation periods.

Why should you set up probation period rules? For increased efficiency and accuracy, you can use
probation period rules to populate the duration and
review date when you add probation periods for
employees.
Example: In France, you create a probation period
rule to populate a duration of 6 months for fixed-
term employees. You then create another probation
period rule to populate a duration of 3 months for
permanent employees.
You can also use probation period rules to set
a maximum probation period. If you configure a
maximum probation period, a warning displays
when you add a probation duration that exceeds
the maximum length of the rule.

How do you manage probation period reviews for To review an employee's probation period, you can
employees? schedule a probation review date at a specific point
during the probation period.
Workday doesn't require you to set up probation
period reviews to manage probation periods.

What outcomes can you configure for a probation You can configure different outcomes to indicate
period review? the evaluation of the probation period according to
your requirements.
How do you take actions on the outcomes of You can link review outcomes to particular actions
probation reviews? in Workday. The action you select initiates the
relevant task. Example: If the outcome of the
probation review is unsuccessful, you can select
whether to extend the probation period or terminate
the employee.
How do you gather information from a You can configure questionnaires on the Review
questionnaire on the review? Probation Period business process to track
information on the evaluation of the probation
review.

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Recommendations
Workday recommends that you:
• Configure the Add Probation Period step on available business processes to streamline probation
updates.
• Configure country-specific localized fields in the Staffing area of the Maintain Localization Settings
task to enable probation period fields and components.
• Hide or require fields by role on the Manage Probation Period and Review Probation Period business
processes to streamline data entry.

Requirements
• To enable probation period rules, you must configure the Probation Periods localized field.
• To enable probation reviews, you must configure the Probation Period: Review localized field.

Limitations
You can only schedule 1 probation review for employees using a probation period rule. However, you can
manually initiate multiple reviews if no other probation reviews are in progress.

Tenant Setup
No impact.

Security

Domains Considerations
Employment Agreement: Probation Period in the Users secured to this domain can view and modify
Pre-Hire Process functional area probation period data for pre-hires during the
Employment Agreement business process.
Set Up: Staffing in the Staffing functional area. Users secured to this domain can configure
probation period reasons and types.
Set Up: Probation Period Rules in the Staffing Users secured to this domain can configure
functional area probation period rules.
Worker Data: Probation Periods in the Staffing Users secured to this domain can view and modify
functional area probation period data for employees.

Business Processes

Business Processes Considerations

Manage Probation Period Enables you to add, edit, and extend probation
periods. You can configure these initiating actions
on the business process policy.
Review Probation Period Enables you to schedule probation reviews.
Change Job Enables you to use the Change Job for Review
Probation Period action during the Review
Probation Period business process.
Termination You can configure the Terminate for Review
Probation Period initiating action to use the
Terminate for Review Probation Period action in
probation reviews.

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Reporting

Reports Considerations
Test Probation Period Eligibility Rules Enables you to verify the eligibility rules that you
create for probation period rules.
Workers with Probation Periods Displays probation period details for employees
with an active probation period on a specified date.
View Document Template Details Displays document templates for probation letters
created with Workday Docs.

Integrations
You can build inbound EIB integrations based on these web services to upload probation periods, rules,
and outcomes in bulk:
• Manage Employee Probation Periods Event
• Put Maintain Probation Periods For Country
• Put Probation Period Eligibility Rule
• Put Probation Period Outcomes
You can retrieve probation period data and probation period configuration with these web services:
• Get Probation Periods For Workers
• Get Probation Period Eligibility Rules
• Get Probation Period Eligibility Rules Without Dependencies
• Get Maintain Probation Periods For Country
• Get Probation Period Outcomes

Connections and Touchpoints

Probation periods interact with these other features in Workday:

Features Considerations
Adding Additional Jobs You can configure Workday to streamline probation
updates during a hire, job change, or additional job.
Job Changes
If you configure the Add Probation Period step and
Hiring
probation rules, Workday populates the employee's
probation length and review date on these business
processes:
• Add Additional Job
• Change Job
• Hire

Employment Agreements You can configure Workday to streamline probation

updates for a pre-hire's employment agreement.
If you configure the Initiate Pre Hire Probation
Period Details step and probation rules, Workday
populates these details for the pre-hire on the
Employment Agreement business process:
• Probation length.
• Review date.

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Features Considerations
Workday Docs You can configure Workday Docs to create
document templates for probation letters.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Workday Docs
Tasks
Steps: Set Up Workday Docs
Reference
The Next Level: Notice and Probation Periods

Steps: Manage Probation Periods

Prerequisites
• Security: Configure these domains in the Staffing functional area:
• Set Up: Staffing
• Worker Data: Probation Periods
• Configure the Manage Probation Period business process and business process policy in the Staffing
functional area.

Context
You can set up Workday to streamline probation period updates, enabling you to comply with local
regulations and policies by:
• Creating probation period rules to calculate an employee's probation period automatically.
• Setting up probation period reviews to notify you to review an employee's probation period and initiate
actions on the outcome.
• Configuring the Add Probation Period step on the Hire, Change Job, and Add Additional Job business
processes.

Steps
1. Access the Maintain Employee Probation Period Types task.
Create probation period types.
2. Access the Maintain Employee Probation Period Reasons task.
You can restrict reasons to a probation period action in the Restricted to Actions prompt.
Administrators and HR Partners have access to all reasons, including manager reasons. Managers only
have access to the reasons that you specify as a Manager Reason.
3. (Optional) Set up probation period rules.
See Steps: Set Up Probation Period Rules on page 565.
4. (Optional) Set up probation period reviews.
See Steps: Manage Probation Period Reviews on page 566.
5. (Optional) Maintain Localization Settings on page 125.
Hide or require probation period localized fields by country.
6. (Optional) Hide or Require Optional Fields.
Hide or require probation period fields by role on the Manage Probation Period business process.

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7. (Optional) Configure an alert for upcoming probation end dates.

See Example: Configure a Probation Period Alert on page 568.
8. (Optional) Enable autocomplete on the Manage Probation Period business process definition.
When you enable autocomplete on the Manage Probation Period business process, the End Probation
Period step completes automatically only:
• As a subprocess of Termination.
• When the termination date is between the start and end date of the probation period.

Next Steps
You can manage an employee's probation period by selecting Job Change > Manage Probation Periods
from an employee's related actions.
Related Information
Concepts
Concept: Workday Docs
Tasks
Add Additional Jobs on page 710
Hire Employees on page 580
Configure Generated Documents
Steps: Set Up Workday Docs
Reference
The Next Level: Notice and Probation Periods

Steps: Set Up Probation Period Rules

Prerequisites
Security: Configure these domains in the Staffing functional area:
• Set Up: Probation Period Rules
• Set Up: Staffing

Context
You can create probation period rules that populate the probation length when you're adding probation
periods to comply with local policies and regulations.

Steps
1. Maintain Localization Settings on page 125.
Activate the Probation Periods localized field to enable probation period rules for the countries you
select in the Maintain Localization Settings task.
2. Access the Create Probation Period Eligibility Rule task.
Create eligibility rules for probation period rules.
3. Access the Maintain Probation Periods for Country task.
Select a Probation Period Eligibility Rule and specify a Duration and Unit in the Probation Period
column to determine the probation period length for the rule.
(Optional) Specify a Duration and Unit for the Maximum Probation Period to display a warning
message when you add or edit a probation period that exceeds this length for the rule.
For information on scheduling a probation review with the Schedule Review (Time before probation
end date) column, see Steps: Manage Probation Period Reviews on page 566.

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Result
When you add an employee's probation period, the probation period length automatically populates. You
can override the rule by selecting a new Probation Duration and Unit for the probation period length.
Related Information
Examples
Example: Create Probation Period Rules on page 570

Steps: Manage Probation Period Reviews

Prerequisites
• Security: Set Up: Staffing domain in the Staffing functional area.
• Configure the Manage Probation Period business process.

Context
You can set up probation period reviews in Workday to:
• Manually schedule and initiate reviews for employees.
• Automatically schedule a review based on probation period rules.
• Automatically initiate related tasks based on the outcome and action that you select during the review.

Steps
1. Edit Business Process Security Policies.
Set up security for the:
• Initiating actions on the Manage Probation Period business process policy.
• Initiating actions on the Review Probation Period business process policy.
• (Optional) Terminate for Review Probation Period initiating action on the Termination business
process policy.
2. Create Custom Business Processes.
Set up the Review Probation Period business process.
Ensure that you configure the relevant steps for actions you want to select during the probation review.
Add the Submit Probation Period Review step to select an outcome and an action during the review.
If you configure the Complete Questionnaire step before the Submit Probation Period Review step, you
can view questionnaire responses on the Submit Probation Period Review step.
3. Maintain Localization Settings on page 125.
Activate these localized fields in the Staffing area of the Maintain Localization Settings task to enable
reviews, outcomes, and actions:
• Probation Period: Action
• Probation Period: Review
• Probation Period: Outcome
• Probation Periods
4. Access the Maintain Probation Period Outcomes for Country task.
Create probation period outcomes and select the available actions.

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5. (Optional) Access the Maintain Probation Periods for Country task.

Specify if probation period rules automatically calculate a review date.
Example: A probation period rule calculates a worker's probation end date as 2018-09-30. The worker's
probation period rule also specifies 1 month in the Schedule Review (Time before probation end
date) column. Workday calculates the worker's probation review date as 2018-08-30.
See Steps: Set Up Probation Period Rules on page 565.
Security: Set Up: Probation Period Rules in the Staffing functional area.
6. (Optional) Hide or Require Optional Fields.
Hide or require probation review fields by role on these business processes:
• Manage Probation Period
• Review Probation Period
7. (Optional) Add End Probation Period as a substep of Termination to cancel or edit probation period
reviews for employees with a future-dated termination.
You can cancel reviews only if you:
• Enable Probation Period: Review on the Maintain Localization Settings task.
• Select the Disable Probation Review Date check box on the End Probation Period step.

8. Activate Pending Security Policy Changes.

Result
• Workday sends an Inbox item on the scheduled review date.
• When you initiate the Review Probation Period business process, you can select the:
• Outcome of the probation period.
• Available action you want to initiate from the outcome.

Next Steps
When you select Job Change > Manage Probation Periods from an employee's related actions, you can
select:
• Add, to add a probation period with a review date or override the review date calculated by their
probation period rule.
• Start Review, to initiate the Review Probation Period business process manually.
• Edit or Extend, to add a new review date.
Related Information
Concepts
Concept: Workday Docs
Tasks
Configure Generated Documents
Steps: Set Up Workday Docs

Concept: Probation Periods

Workday enables you to streamline probation periods according to local regulations and your
organization's requirements.

Probation Period Rules

You can create probation period rules that automatically calculate the length of an employee's probation
period. The length of the probation period populates when you add a probation period.

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If you configure the Add Probation Period step on these business processes, the rule also populates
when you're hiring employee or when an employee changes job:
• Change Job
• Hire

Probation Period Reviews

You can use probation period reviews to decide on the outcome of an employee's probation period and
complete any relevant actions. Workday can automatically calculate a review date for employees when you
set up probation period rules.
You can manually initiate multiple reviews for an employee, but you must complete any existing Review
Probation Period events for the employee before initiating a new review. If a probation rule schedules a
review date for an employee with another in-progress Review Probation Period event, Workday still sends
an Inbox item so you can initiate the review.
When you cancel the Review Probation Period business process, Workday:
• Cancels all Review Probation Period events and related events that are in progress.
• Doesn't rescind any Review Probation Period events or related events that are complete.
When you rescind the Review Probation Period business process, Workday:
• Rescinds all Review Probation Period, Edit Probation Period, and Extend Probation Period events.
• Doesn't rescind any Change Job for Review Probation Period or Terminate for Review Probation Period
events.
Related Information
Reference
The Next Level: Notice and Probation Periods

Example: Configure a Probation Period Alert

This example illustrates how to set up an alert based on expiring probation periods.

Context
You want to inform managers in advance about a worker's probation period ending, so the manager can
perform any necessary actions. You configure a weekly alert that provides a report listing workers with
probation end dates occurring in the next 21 days.

Steps
1. Access the Create Calculated Field task.
As you complete the task, consider:

Field Name Business Object Function Lookup Field Return Value

Worker for Employee Lookup Related Position for Worker
Probation Period Probation Period Value Probation Period
2. Access the Create Custom Report task.
As you complete the task, consider:
Option Description
Report Name Enter Expiring Probation Periods.
Report Type Select Advanced.
Data Source Select Probation Periods for Workers.

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Option Description
Temporary Report Ensure this is clear.
3. On the Edit Custom Report task, select Alerts from the Report Tags prompt.
4. As you complete the Columns tab, add these rows:

Business Object Field

Employee Probation Period Worker for Probation Period
Employee Probation Period Position at Probation Period Start
Employee Probation Period Probation Start Date
Employee Probation Period Probation End Date
Employee Probation Period Probation Extended End Date
5. Create a calculated field for the report on the Filter tab:
a. Select Create > Create Calculated Field for Report from the Field prompt.
b. Enter Current Date + 21 Days in Field Name.
c. Select Increment or Decrement Date from the Function prompt.
d. On the Calculation tab, select Current Effective Date from the Date Field prompt.
e. Select 21 from the Days to Add or Subtract prompt.
f. Click OK.
6. Remove the row that Workday automatically populates in the Filter tab.
7. Add these rows on the Filter tab:

And/Or ( Field Operator Comparison Comparison )

Type Value
And ( Probation less than or Value from Current Date
End Date equal to another field + 21 Days
And Probation greater than Value from Current )
End Date another field Entry Date
Or ( Probation less than or Value from Current Date
Extended equal to another field + 21 Days
End Date
And Probation greater than Value from Current )
Extended another field Entry Date
End Date
8. To save the report, click OK.
9. Access the Configure Alert task.
10.As you complete the task, consider:
Option Description
Report Name Select Expiring Probation Periods.
Run Frequency Select Weekly Recurrence.
Request Name Enter a unique name for the alert. Example:
Expiring Probation Periods Alert.

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11.As you complete the Alert Configuration tab, consider:

Option Description
Notification Type Select General Notifications.
Effective Date Select Determine Value at Runtime from the
Value Type column and Today from the Value
column.
Group(s) Select the security Group(s) you want to receive
this alert. Example: Manager.
Subject Enter the subject for the alert. Example: Probation
Periods Expiring.
Body Enter a description for the alert. Example: The
probation period for these workers is expiring in
21 days.
Details Select the Field option and select the Worker for
Probation Period calculated field from the prompt.
12.On the Schedule tab, consider:
Option Description
Recurs Every x Week(s) Enter 1.
Day(s) of the Week Select the day of the week that you want to
receive the alert. Example: Monday.
Start Time Select a start time. Example: 9.00 AM.
Time Zone Select a time zone. Example: GMT-08:00 Pacific
Time (Los Angeles).
Start Date Select the date when you want the alert to begin.
End Date Select the date when you want the alert to end.

Result
Workday sends the alert to the Manager security group every week on Monday with a report of probation
periods ending in 21 days. The alert displays in the Alert Notification category under Process Monitor.
Related Information
Concepts
Concept: Alerts
Concept: Calculated Fields
Tasks
Create Custom Reports
Create Calculated Fields

Example: Create Probation Period Rules

This example illustrates how to create a probation period rule based on an employee type.

Context
You want to calculate a default probation period of 3 months automatically for regular employees in
Germany. You also want to specify their maximum probation period as 6 months. You create a condition
rule and define a default and maximum probation period.

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Steps
1. Access the Maintain Localization Settings task.
2. Select Staffing from the Area prompt.
3. Click OK.
4. For the Probation Periods localized field, select Germany from the Allow for Countries or Regions
prompt, and select the Active check box.
5. Click OK and Done.
6. Access the Create Probation Period Eligibility Rule task.
Create this condition rule enclosed in parentheses:

Field Value
Description Regular Employees
Source External Field or Condition Rule Employee Type (Probation Period)
Relational Operator in the selection list
Comparison Value Regular
7. Click OK.
8. Access the Maintain Probation Periods for Country task.
9. Select Germany from the Country prompt.
10.Click OK.
11.Add this row to create a probation period rule:

Field Value
Probation Period Eligibility Rule Regular Employees (has exceptions)
Probation Period Enter 3 for the Duration field and select Month(s)
from the Unit prompt for the default probation
period.
Maximum Probation Period Enter 6 for the Duration field and select Month(s)
from the Unit prompt for the maximum probation
period.
12.Click OK and Done.

Result
• When you add a probation period for regular employees in Germany, Workday automatically calculates
their probation period as 3 months.
• If you add a probation period that's greater than 6 months, a warning message displays.
Related Information
Tasks
Steps: Set Up Probation Period Rules on page 565

Notice Periods
Setup Considerations: Notice Periods
You can use this topic to help make decisions when planning your configuration and use of notice periods.
It explains:
• Why to set them up.

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• How they fit into the rest of Workday.

• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
In Workday, you can define notice periods for employees and pre-hires to populate notice periods on a
worker's profile and during a termination or resignation.

Business Benefits
You can easily maintain country-specific notice periods, helping you to comply with local regulatory
requirements. You can increase efficiency and reduce manual effort by creating rules to populate notice
periods for pre-hires and employees.

Use Cases
• Track and report on notice periods for employees and employers.
• Create different notice periods for employers and employees based on whether the termination reason
is voluntary or involuntary.
• Populate notice periods for employees during a termination or resignation.

Questions to Consider

Questions Considerations
What criteria in your organization do you use to You can define country-specific periods to populate
determine a worker's notice period? based on criteria in relevant business processes by:
• Creating rules that populate the notice period.
• Entering the notice period manually.
The employer notice period applies when the
termination reason is involuntary. The employee
notice period applies when the termination reason
is voluntary.
If you create rules based on factors such as length
of service, Workday automatically updates any new
notice period rule that applies to the employee.
If you create notice period rules, you can override
the rule at any time by entering a different notice
period. If you override the notice period rule,
Workday won't automatically update any new rules
that the employee becomes eligible for.

Do you want to exclude certain employees from If you have enabled notice periods for a country,
having a notice period? you can exclude certain employees from having a
notice period in that country. You can create a rule
for the group of employees with the Has Notice
Period check box cleared on the Maintain Notice
Periods for Country task.

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Questions Considerations
How do you want to calculate the employee's last You can define a notice period in days, weeks,
day using the notice period? or months. Workday calculates the employee's
recommended last day based on:
• The notice period start date and the employee's
notice period, if you enabled Notice Period
Start Date for the employee's work location
country.
• The notification date of the resignation or
termination and the employee's notice period, if
you haven't enabled Notice Period Start Date
for the employee's work location country.
You can select a different termination date from the
recommended termination date.
How is an employee's notice period calculated Workday calculates an employee's notice period
when you change the primary position of the based on the country or country region of the
employee? primary position. If the eligibility changes with the
change in the primary position, the notice periods
will dynamically update unless you assign custom
notice periods to the employee.
Do you want to include the notification date within You can configure a localized field to include the
the notice period? notification date within the length of the notice
period.
Example: If the employee's notice period is 14
days and the notification date is September 1,
Workday calculates the proposed termination date
as September 14.

Do you need to adjust the notice period to a certain You can configure a localized field to adjust notice
point in time, such as the end of month? periods to a point in time, helping you to comply
with certain regulatory requirements.
Example: An employee has a notice period of
2 weeks with an adjustment that calculates the
notice period length until the end of the month.
If the employee resigns on September 1, their
recommended last day of work is September 30.

Recommendations
Workday recommends that you:
• Configure the Edit Notice Periods step on available business processes to streamline updates to notice
periods.
• If you’re using employment agreement as part of the Recruiting workflow, configure the Edit Notice
Periods step on the Hire and Change Job business processes to update a custom notice period from
employment agreement to HCM Core.
• Configure country-specific localized fields to enable notice periods and notice period fields.
• Place notice period rules that exclude employees from notice periods at the top of the grid in the
Maintain Notice Periods for Country task. Workday then applies those rules to the employees first.

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Requirements
Configure the Notice Periods localized field to use notice period functionality.

Limitations
You can't enable employees to view their own notice periods.

Tenant Setup
No impact.

Security

Domains Considerations
Employment Agreement: Notice Periods in the Pre- Users secured to this domain can view or modify
Hire Process and Recruiting functional areas. notice periods in employment agreements.
Set Up: Notice Period Rules in the Staffing Users secured to this domain can create and
functional area. manage notice period rules.
Worker Data: Notice Periods in the Staffing Users secured to this domain can view or modify
functional area. notice period data for employees.
Staffing Actions: Termination Notice in the Staffing Users secured to this domain can view or modify
functional area. notice period information during a termination.

Business Processes

Business Processes Considerations

Change Job You can add the Edit Notice Periods step to these
business processes to streamline notice period
Hire
updates for employees.
Edit Notice Periods Enables you to maintain notice period details for
employees as a standalone business process.
Pre-Hire Notice Period Details Enables you to maintain notice period details for the
Initiate Pre-Hire Notice Period Details step on the
Employment Agreement business process.
Submit Resignation Workday calculates a recommended termination
date or proposed termination date based on the
Termination
notification date and employee's notice period.

Reporting

Reports Considerations
Test Notice Period Eligibility Rule Enables you to verify eligibility rules that you create
for notice period rules.
View Notice Periods Displays the notice period for an employee.
View Notice Periods for Country Displays the notice period rules for a country.

You can use report fields for custom reports on these business objects:
• Employee

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• Notice Period
• Notice Period Event

Integrations
You can use these web services to upload notice periods and notice period rules in bulk:
• Put Edit Notice Period Event
• Put Maintain Notice Periods For Country
• Put Notice Period Eligibility Rule
You can retrieve notice period data and notice period rules with these web services:
• Get Notice Periods
• Get Maintain Notice Periods For Country
• Get Notice Period Eligibility Rules
• Get Notice Period Eligibility Rules Without Dependencies

Connections and Touchpoints

Features Considerations
Employment Agreements If you use notice periods in employment
agreements, you can manage notice periods for
pre-hires.
Payroll DSN reporting in Payroll (FRA) requires information
on an employee's notice period to calculate the
amount of paid and worked notice.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Reference
The Next Level: Notice and Probation Periods

Steps: Manage Notice Periods

Prerequisites
Configure the Edit Notice Periods business process and business process policy in the Staffing functional
area.

Context
You can set up Workday to add voluntary and involuntary notice periods for employees. You can also
streamline country-specific notice period updates to comply with local regulatory requirements by creating
notice period rules. Notice period rules can be based on a range of milestones such as length of service or
the employee's termination reason.

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Steps
1. Maintain Localization Settings on page 125.
Activate the Notice Periods localized field to enable notice periods.
(Optional) Activate these localized fields:
• Notice Periods: Adjustments to enable adjustments for notice periods that adjust the notice period to
specific points in time.
• Notice Periods: Include Notification Date in Notice Period to include the day that the notice is
received in the notice period length.
• Notice Period Start Date to include the day the notice period starts.
2. (Optional) Set Up Notice Period Rules on page 576.
3. Edit Domain Security Policies.
Configure these domains in the Staffing functional area:
• Worker Data: Notice Periods domain for reporting on notice period details.
• Staffing Actions: Termination Notice domain for access to notice periods in the Termination business
process.
4. Activate Pending Security Policy Changes.

Result
• You can maintain notice periods for an employee by selecting Job Change > Edit Notice Periods from
an employee's related actions menu.
• Based on an employee's notice period and Notification Date, Workday calculates the:
• Recommended Termination Date in the Submit Resignation business process.
• Proposed Termination Date in the Termination business process.

Next Steps
• Configure the Initiate Pre-Hire Notice Period Details step on the Employment Agreement business
process.
• Configure the Edit Notice Periods step on the Hire and Change Job business processes. The Edit
Notice Periods step has a condition rule that initiates the step when both the:
• Country of the proposed location has an active Notice Periods localization.
• Employee has an existing custom notice period.
Related Information
Reference
The Next Level: Notice and Probation Periods

Set Up Notice Period Rules

Prerequisites
Security: Configure these domains in the Staffing functional area:
• Set Up: Notice Period Rules
• Set Up: Staffing

Context
You can create country-specific notice period rules that automatically determine a worker's notice period,
enabling you to more efficiently comply with local policies and regulations.

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Steps
1. Access the Maintain Notice Periods for Country task.
2. Select Create Notice Period Eligibility Rule from the Notice Period Eligibility Rule prompt.
Create eligibility rules for the notice period rules.
3. As you complete the Maintain Notice Periods for Country task, consider:
Option Description
Has Notice Period You can clear this check box to create an
exclusion rule so that by default the employee
doesn't have a notice period. You can override the
exclusion rule by adding a custom notice period in
the Edit Notice Periods task.
Employee Select if the eligibility rule applies to the
Employee, Employer, or both.
Employer
Workday evaluates the Employee and Employer
notice period rules separately. Example: If there's
an exclusion rule for Employee and a notice
period rule for Employer, the Employee section
won't display when you're updating an employee's
notice period. The Employer section will display
and populate the notice period rule from the first
row that the employee is eligible for that applies to
Employer.

Workday selects the first notice period rule from the grid that an employee is eligible for. Workday
recommends that you arrange the rows with exclusion rules at the top of the grid.

Result
Workday automatically calculates your employee's proposed or recommended termination date from the
notification date according to the employee's notice period rule when:
• Your employee resigns using the Submit Resignation business process.
• You terminate your employee using the Termination business process.

Example: Create Notice Period Rules

This example illustrates how to create a notice period rule based on the primary termination reason.

Context
You want to create a notice period rule that automatically calculates 1-week notice if the primary
termination reason for an employee in France is poor job performance. You create a condition rule and
define the notice period.

Prerequisites
Configure primary termination reasons.

Steps
1. Access the Maintain Localization Settings task.
2. Select Staffing from the Area prompt.
3. Click OK.

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4. For the Notice Periods localized field, select France from the Allow for Countries or Regions prompt,
and select the Active check box.
5. Click OK and Done.
6. Access the Create Notice Period Eligibility Rule task:
Create this condition rule enclosed in parentheses:

Field Value
Description Poor Job Performance
Source External Field or Condition Rule Primary Termination Reason (Notice Period)
Relational Operator in the selection list
Comparison Value Terminate Employee > Involuntary > Poor Job
Performance
7. Click OK.
8. Access the Maintain Notice Periods for Country task.
9. Select France from the Country prompt.
10.Click OK.
11.Add this row to create a notice period rule:

Field Value
Notice Period Eligibility Rule Poor Job Performance
Employer (Involuntary) Select this check box.
Duration 1
Unit Week(s)
12.Click OK and Done.

Result
When you're terminating an employee with the Terminate Employee task and select Involuntary > Poor
Job Performance from the Primary Reason prompt, Workday automatically calculates the notice period as
1 week after the Notification Date.

Hire and Terminate

Steps: Hire Inactive and Inactive External Students

Prerequisites
• Create jobs or positions.
• Manage inactive student or inactive external student records.

Context
Workday enables you to hire these worker types using the Hire Employee task, enabling you to take
advantage of their workforce potential:
• Inactive external students.
• Inactive students.

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Steps
1. Edit Domain Security Policies.
a) Select the Staffing functional area.
b) Configure access to the External Student Data: Student Public Reports domain security policy.
c) Select the Student Core functional area.
d) Configure access to the Student Data: Student Profile domain security policy.
2. Edit Business Process Security Policies.
Select the Staffing functional area. Configure any of these Hire Employee initiating actions on the Hire
business process:
• Search for pre-hires, former workers, inactive students, or inactive external students.
• Hire an employee from the related actions menu of a pre-hire, former worker, inactive student, or
inactive external student.
• Search for existing pre-hires, former workers, inactive students, inactive external students, or create
a new pre-hire.

Next Steps
Access the Hire Employee task to hire an inactive student or inactive external student.
Related Information
Steps: Hire Inactive and Inactive External Students

Steps: Set Up No Shows

Context
You can configure the No Show business process to enable users to report employees who don't come
on their first day of work. Once reviewed, the No Show business process rescinds the Hire event of the
worker. You can configure this business process to stop some downstream processes and integrations that
are related to the worker's Hire event. The specific processes Workday is able to stop depends on:
• The configuration of your organization.
• How far along these processes are when you complete the No Show event.
The No Show event enables you to mark a worker as a No Show on their pre-hire record. Workday can
automatically inform hiring managers when they attempt to hire a worker who was previously a no show.
You can also mark the worker as a No Show directly on their pre-hire record without initiating the business
process.
You can only use the No Show business process for employees, not contingent workers.

Steps
1. Edit Business Processes.
Ensure that the Review and Complete No Show step is the Complete step on the No Show business
process. Add any approval steps before the Complete step.
You can configure the No Show business process to stop some downstream processes related to the
worker within Workday. Use the Hire Rescinded integration attribute on the Core Connector: Worker
integration to inform third-party processes. The ability to cancel events can depend on the frequency of
integration updates, as well as how quickly you can report and complete the No Show event.
2. Maintain Localization Settings on page 125.
Configure localization settings for the Mark as No Show field on the No Show business process.
3. Edit Domain Security Policies.
Configure the No Show Event Detail report secured to the Staffing Actions: No Show domain.

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4. (Optional) Add Dashboard Menus.

You can add No Show events to the My Team Management dashboard. That enables managers to
keep track of the no shows they report.

Steps: Set Up Hire

Context
You can hire a pre-hire or former worker into a job or position in your organization using the Hire
Employee task.

Steps
1. Edit Business Process Security Policies.
Configure the security policy for the Hire business process in the Staffing functional area. Any security
groups that you assign to the initiating action can create a pre-hire, and hire a pre-hire or former worker.
To track additional data for new hires, add custom fields to the business process.
2. Edit Business Processes.
Configure the Hire business process in the Staffing functional area.
3. (Optional) Hide or Require Optional Fields.
4. (Optional) Create Custom Notifications.
Set up email notifications to personal or work email addresses.
You can override the email template. If you use Notification Designer, you can create a template and
enable it for the Custom Business Process notification category. You can use the notification template
to send notifications when using the Hire business process.
Related Information
Tasks
Set Up Security to Autocomplete Staffing Events on page 440
../basic-staffing-information/Steps--Create-Custom-Staffing-Fields.dita

Hire Employees

Prerequisites
• Select an ID definition, configure job requisitions, and specify whether to permit overrides of hiring
restrictions on the Edit Tenant Setup - HCM task.
• Create jobs or positions.
• Create categories and reasons for hiring employees on the Maintain Event Categories and Reasons
task.

Context
You can hire a pre-hire or former worker into a job or position in your organization. This position
automatically becomes the worker's primary position.
If you use job requisitions, confirm that you have an open and approved job requisition.
When completing the hiring details, many of the fields populate with values defined on the position or job
requisition. If you use job requisitions, you can't change those values; update the job requisition itself.

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Steps
1. Access the Hire Employee task.
As you complete the task, consider:
Option Description
Hire Date Select a date that's on or after the:
• Recruiting Start Date on the requisition if you
use job requisitions.
• Earliest Hire Date on the position if you don't
use job requisitions.

Reason Only reasons for the Hire event are available.

If you're automating the benefit enrollment
process for new employees, Workday suggests
you select a hire reason in this field.

Position For position management organizations, select:

• (If you use job requisitions), a position with
an open, approved job requisition, and a
Recruiting Start Date that's on or after the
current date.
• (If you don't use job requisitions), a position or
job with an Availability Date that's on or after
the current date.

Job Requisition Based on selections on the Edit Tenant Setup -

HCM task. If you selected:
• Enable Job Requisitions for Job
Management, select Job Management.
• Require Job Requisitions for All Position
Management staffing events, you must make
a selection for Position Management.
• Enable Job Requisitions for Position
Management based on rules, make a
selection based on exit conditions defined on
the Hire business process.
Requires a job requisition if defined on the
Hire business process. Example: An exit
condition requires job requisitions for all hiring
in Canada, but not elsewhere.

Employee Type If the type is for fixed-term employees, specify

an End Employment Date in the Additional
Information section.
Job Profile Select from the profiles you specified on the
Create Position or Set Hiring Restrictions task,
unless you allow overrides at the tenant level.
Time Type Select from the types you specified on the Create
Position or Set Hiring Restrictions task, unless
you allow overrides at the tenant level. Populates
from the value defined on the job profile.

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Option Description
Time Type Subtype This field displays when you configure it on these
tasks:
• Maintain Time Type Subtype
• Configure Optional Fields
This functionality supports US Federal agency
requirements for classifying positions, and
Personnel Action Request (PAR) processing. You
can also use the field for organizations that aren't
related to US Federal by configuring custom field
values.
Location Select from the locations you specified on the
Create Position or Set Hiring Restrictions task,
or from the primary or additional locations on the
job requisition.
Work Space Select from the work spaces (such as building,
floor, or cubicle) associated with the Location.
Pay Rate Type Select from the pay rate types available for the
country associated with the Location.
2. Complete the Working Time section.
Workday initially populates many of these fields with values from the position or job requisition. As you
complete the task, Workday updates the values.
Option Description
Scheduled Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Default Weekly Hours if
there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

Location Weekly Hours Displays the standard weekly hours associated

with the Location.
Default Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Location Weekly Hours field
if there's no working time rule.

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Option Description
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

FTE Calculated by dividing the Scheduled Weekly

Hours by the Default Weekly Hours. This value
displays as a percentage.
Specify a Paid FTE Select the check box to specify paid full-time
equivalent for a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % You can enter a percentage that overrides the

FTE field for use in your Workday Compensation
and Workday Payroll calculations.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Specify a Working FTE Select the check box to specify working full-time
equivalent for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Enter a working full-time equivalent percentage.

Used in custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Available when you enable Work Shift on the

Maintain Localization Settings task.
Available when you select the Work Shift
Required check box on the job profile.
Define the work shifts for a location using the
Maintain Work Shifts task.

Frequency Select from the working time frequencies you

specified on the Maintain Frequencies task.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Unit Select from the preconfigured options of hours or

days.

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Option Description
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of the working time in selected

units. Automatically populates to zero.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

3. As you complete the Additional Information section, consider:

Option Description
Job Title Populates from the Job Profile.
Business Title Populates from the Job Title.
You can control the display of business titles
by enabling the Worker Data: Business Title
on Worker Profile domain security policy in the
Staffing functional area.

Job Category Populates from the Job Profile.

Job Classifications Populates from the Job Profile.
Company Insider Types Select from the types associated with the Job
Profile.
Define company insider types on the Maintain
Company Insider Types task. Assign them to a
job profile on the Edit Job Profile task.

Appointment Type This field displays when you configure it on these

tasks:
• Maintain Appointment Type
• Configure Optional Fields
This functionality supports US Federal agency
requirements for classifying positions. You can
also use the field for organizations that aren't
related to US Federal by configuring custom field
values.
Employee Tenure This field displays when you configure it on these
tasks:
• Maintain Employee Tenure
• Configure Optional Fields
This functionality supports US Federal agency
requirements for classifying positions, and
Personnel Action Request (PAR) processing. You
can also use the field for organizations that aren't
related to US Federal by configuring custom field
values.

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Option Description
Annuitant Indicator This field displays when you configure it on these
tasks:
• Maintain Annuitant Indicator
• Configure Optional Fields
This functionality supports US Federal agency
requirements for classifying positions, and
Personnel Action Request (PAR) processing. You
can also use the field for organizations that aren't
related to US Federal by configuring custom field
values.
First Day of Work Populates from the Hire Date.
Continuous Service Date Populates from the Hire Date.
End Employment Date Available when you assign the worker to a fixed-
term employee type in the Employee Type field.
If you configured your tenant to synchronize
employment and contract end dates, Workday
populates this date whenever the employee's end
date for their contract changes.

Benefits Service Date Enter the date that benefit enrollment begins.
Company Service Date Enter the date that employment begins, which can
differ from the hire date.

Result
Workday:
• Sets the status of the position and job requisition (if applicable) to Filled.
• Assigns the Employee as Self and All Employees security groups to the employee. If the Hire Date is
in the future, Workday places the employee into the Pre-Employee as Self security group until the hire
date.

Next Steps
You can assign a worker to additional jobs or positions on the Add Job task. Worker-related events, such
as paychecks and time off, are based on the primary job or position. You can change the worker's primary
job or position on the Switch Primary Job task.
If you can access the Worker Data: Current Staffing Information domain, you can only see workers whose
Hire Date is in the future .
Correct or reverse a hire. From the employee's related actions menu, select Worker History > View
Worker History, and select either Correct or Rescind from the related actions menu of the Hire event. If
the worker's position had a job requisition, it reopens when you rescind the event.
You can also correct the Hire Date and Reason for multiple employees using the Mass Correct of Hire
task.
If necessary, correct or remove the status of a rehired employee. Examples:
• You terminated Maria while she was on a leave of absence. Because the leave type inactivates the
employee, Maria's rehire employee status is also inactive.

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• Tom is a retiree, but no longer eligible for retiree status. Correct the status on the Remove Retiree
Status task.
Related Information
Concepts
Setup Considerations: Worker Start Date Corrections on page 764
Concept: Rehire Former Workers on page 100
Concept: Updating Effective-Dated Custom Object Data
Setup Considerations: Autocomplete Staffing Events on page 436
Concept: Hire Employee Initiating Actions on page 598
Concept: Workday Docs
Tasks
Rehire a Retiree on page 788
Convert Contingent Workers to Employees on page 621
Add Additional Jobs on page 710
Steps: Set Up Worker Onboarding on page 630
Correct Hire Date and Reason for Multiple Employees on page 771
Hide or Require Optional Fields

Steps: Set Up Employee Resignation

Context
You can configure Workday so employees can submit their own resignation, enabling you to track
employee resignation reasons and termination reasons separately.
If you enable notice periods for employees' work location country, then you can track their resignation
notification dates and applicable notice periods. Workday uses this information to suggest a proposed
termination date.
Contingent workers can't submit a resignation.

Steps
1. Access the Maintain Event Categories and Reasons task.
Configure reasons for the Worker Resignation business process.
Security: Set Up: Staffing domain in the Staffing functional area.
2. Create Custom Business Processes.
Configure the Submit Resignation business process in the Staffing functional area. If the reason is
confidential or a management issue, you can add a condition rule on the business process approval
step that routes to the HR Partner.
3. Edit Business Process Security Policies.
• Configure the Submit Resignation business process security policy in the Staffing functional area.
Add the Employee as Self security group to the Submit Resignation initiating action.
• Update the Termination business process security policy by adding security groups to the Terminate
from Submit Resignation initiating action. Only the roles listed in this group receive the Review
Worker-Initiated Termination step when the termination is due to a resignation.
4. (Optional) Hide or Require Optional Fields.

Result
Employees can resign by selecting Job Change > Resign from the related actions menu of their worker
profile. When the Submit Resignation business process completes, Workday initiates the Termination
business process.

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Related Information
Tasks
Terminate Employees on page 588
Steps: Manage Notice Periods on page 575

Steps: Set Up Termination

Context
Complete the necessary configuration steps before initiating the termination process.

Steps
1. Create Custom Business Processes.
Configure the Termination business process in the Staffing functional area. Example: You can
synchronize termination and return from leave dates for employees terminated while on leave. Add a
Service step after the completion step and specify Automated Leave Processing.
2. Edit Domain Security Policies.
Set up the security policies for these domains in the Staffing functional area:
Option Description
Staffing Actions: Termination Details Provides access to termination dates and
reasons.
Staffing Actions: Termination Notice Provides access to information relating to notice
periods.
Staffing Actions: Termination Regrettable Provides access to information about whether
the termination of an employee is regrettable for
your organization. You can use the Configure
Optional Fields and the Maintain Localization
Settings tasks to hide or require the field.
Staffing Actions: Termination Rehire Eligibility Provides access to an employee's rehire eligibility
status upon termination.
Staffing Actions: Termination Additional Provides access to additional details, usually
Details entered by the administrator. These details can
include resignation, severance, and ROE details.
Staffing Actions: Termination Position Details Provides access to information about whether:
• A position closes upon an employee's
termination.
• The position is available for overlap.

3. Edit Business Process Security Policies.

If you want to allow employees to resign, add security groups to the Terminate from Submit
Resignation initiating action.
4. Access the Maintain Termination Categories task.
Define categories and reasons for terminating employment.
You can select an option from the Eligible for Rehire column to populate the Eligible for Rehire field
based on the termination reason during the Termination business process.
Security: Set Up: Staffing domain in the Staffing functional area.

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5. (Optional) Enable managers to enter local reasons for terminating employment when completing the
Termination business process.
a) Access the Maintain Local Termination Reasons task.
Create local termination reasons by country.
Security: Set Up: Staffing domain in the Staffing functional area.
b) Maintain Localization Settings on page 125
Allow and require the Local Termination Reason (Worker) field for the selected countries. To activate
your settings, select the Active check box.
Example: You make the Local Termination Reason field:
• Required for workers terminated in Canada.
• Optional for USA workers.
Security: Set Up: Tenant Setup - Global domain in the System functional area.
6. (Optional) Set up notice periods for employees.
See Steps: Manage Notice Periods on page 575.
7. (Optional) Add the End Payroll Inputs business process on the Termination business process to enable
ending ongoing payroll inputs when terminating workers.
See Steps: Set Up End Payroll Inputs for Terminated Workers.
8. (Optional) Enable people other than payroll administrators (such as HR partners) to provide final
payslips to workers.
See Steps: Set Up Decentralized Processing for On-Demand Payments.
9. (Optional) Enable autocomplete on the Employee Contract business process definition.
For employees with existing contracts, ensure you populate a contract status for the Termination
business process to complete the Maintain Employee Contract step on the termination date.
See Steps: Set Up Employee Contracts on page 550.
10.(Optional) Enable autocomplete on the End Collective Agreement Assignment business process
definition.
Workday automatically completes the End Collective Agreement Assignment step on the termination
date if the employee has an existing collective agreement.
11.(Optional) Enable autocomplete on the Manage Probation Period business process definition.
Workday automatically completes the End Probation Period step on the termination date if the
termination date is between the start and end date of a probation period.
12.(Optional) Set up job overlap for vacating positions.
Steps: Set Up Job Overlap on page 737.

Next Steps
Access the Template-Driven Business Process Security report to confirm that you've aligned the
Termination business process and domain security permissions.
Related Information
Concepts
Concept: Workday Docs

Terminate Employees

Prerequisites
• Configure the Termination business process and security policy in the Staffing functional area.
• End additional jobs or positions.

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• If you want to pay out a severance package with Workday Payroll, set up and assign severance
packages.
• You can hide or require optional fields on the Termination business process.

Context
End an employee's primary job or position within an organization.
If you want to track additional data for terminations, you can add custom fields to the business process.
You can track the termination notification date and applicable notice period if you enabled notice periods
for the employee's work location country. Workday recommends a termination date that meets notice
period guidelines using this information.

Steps
1. Access the Terminate Employee task.
2. Complete the Reason section:
Option Description
Primary Reason Select from the termination reasons you defined on the Maintain
Termination Categories task.
Secondary Reasons Select from the termination reasons you defined on the Maintain
Termination Categories task.
Local Termination Reasons Select from the local termination reasons you defined on the
Maintain Local Termination Reasons task.
The field displays as optional or required based on the countries
you configured on the Maintain Localization Settings task.

3. Complete the Notice Period section.

This section only displays if you enabled notice periods for the employee's work location country.
Option Description
Notification Date Enter the date that the employee notified you of their resignation or
the date you notified the employee of their termination.
Populates when the employee's resignation initiates the
termination.
For Workday Payroll for France, you must enter the date the notice
period starts because Workday uses this date for statutory payroll
calculations and in regulatory reporting.

Notice Period Start Date Available when you enable Notice Period Start Date for the
employee's work location country.
If you leave this field empty, the value populates from the
Notification Date.
You can't hide but only require this field on the Configure Optional
Fields task.

Notice Period If you enable Notice Period Start Date, this field displays the
notice period in effect as of the Notice Period Start Date.
If you don't enable Notice Period Start Date, this field displays the
notice period in effect as of the Notification Date.

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Option Description
This field is the employee's notice period if the termination reason
is voluntary or if the employer's notice period is for involuntary
termination reasons.
If the employee doesn't have a notice period, displays 0 day(s).

Recommended Termination If you enable Notice Period Start Date, this field is Notice Period
Date Start Date plus the Notice Period.
If you don't enable Notice Period Start Date, this field is
Notification Date plus the Notice Period.
If both Notice Period Start Date and Notice Period don't exist, it's
the Notification Date.

4. Complete the Details section:

Option Description
Termination Date Select the effective date of the termination.
Automatically populates from the Recommended Termination
Date if one exists.
The date must be after or same as the Notice Period Start Date.
If the employee has a completed severance package, the
termination date automatically populates from the date on the
severance package. You can't change the date.

Last Day of Work Automatically populates from the Termination Date,

Recommended Termination Date, or the date on the severance
package. If the severance package is complete, you can't change
the date.
Pay Through Date This date refers to severance pay that continues past the
termination date. It automatically populates from the Termination
Date, Recommended Termination Date, or the date on the
severance package. If the severance package is complete, you
can't change the date.
Resignation Date Automatically populates when the employee's resignation initiates
the termination.
Agreement Signature Date Available when you enable Agreement Signature Date for the
employee's work location country.
The date must be before or same as the Termination Date.

Dismissal Process Start Date Available when you enable Dismissal Process Start Date for the
employee's work location country.
The date must be before or same as the Termination Date.

5. Use the Regrettable section to specify whether the termination is a loss to the organization, regardless
of the reason.
6. Use the Eligibility section to indicate whether the employee is available for rehire.
Depending on your configuration, the Eligible for Rehire field can populate based on the termination
reason you select.

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7. Complete the Severance Details section.

This section only displays if the employee has an assigned severance package with a start date after
the hire date.
8. For positions in Canada only, complete the ROE Details section:
Option Description
Last Date for Which Paid Automatically populates from the Pay Through
Date.
Expected Date of Return The date must be equal to or greater than the
Last Day of Work.
Not Returning Unavailable if you entered the Expected Date of
Return or selected Return Unknown.
Return Unknown Unavailable if you entered the Expected Date of
Return or selected Not Returning.
9. Complete the Position Details section:
Option Description
Close Position Select this check box to close the position in the employee's former
organization. You can't close positions with an open job requisition.
This field is only available in position organizations. With job
management, you can't open or close individual jobs.

Is this position available for Specify whether another worker can fill the position before
overlap? the incumbent departs. Available for position management
organizations when you enable job overlap on the Edit Tenant
Setup - HCM task.
10.Add one or more attachments in the Attachments section.

Result
If you didn’t close the position, Workday sets its status to Open:
• If you use job requisitions, the position is available as soon as you have an open requisition.
• If you don’t use job requisitions, the position is available the next day.
If you use severance packages, Workday automatically creates and completes a severance compensation
event in these cases:
• For a one-time payment.
• For post-termination severance payments that cause a change in the defined salary plan of an
employee.

Next Steps
You can correct or reverse an employee termination. From the related actions menu of an employee,
select Worker History > View Worker History. Then select either Correct or Rescind as a related action
on the Terminate event.
When rescinding a termination, if the position has an open job requisition:
• With no candidate applications: Rescind the job requisition before rescinding the termination.
• With candidate applications: You can rescind the termination and preserve the posting and applications.
We recommend that you close the job requisition upon rescinding the termination.

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When you terminate an employee, the employee can still access their Inbox tasks in the Save for Later
status. To reassign or cancel business process steps automatically, Workday recommends that you
configure the Auto-Manage Business Processes service step.
Related Information
Concepts
Concept: Updating Effective-Dated Custom Object Data
Tasks
Steps: Manage Notice Periods on page 575
Retire an Employee on page 787
Steps: Manage Employee Severance on page 1013
Deactivate Worker Payment Elections
Hide or Require Optional Fields
Discontinue Benefits on Termination on page 1129
Initiate Compensation Review Processes on page 992
Initiate Termination in Mass Action Workbooks on page 596
Examples
Concept: Termination Dates for DSN Reporting (FRA)

Steps: Set Up End Jobs

Prerequisites
Set up the Termination business process.

Context
Set up the End Jobs task, enabling managers to end 1 or more jobs and terminate workers with multiple
jobs.

Steps
1. Edit Domain Security Policies.
Configure security for the Staffing Actions: End Jobs domain.
On the End Additional Job business process security policy:
• Update security permissions for the End Job initiating action.
• Configure these new initiating actions:
• End Job (initiates End Additional Job as a subprocess of Termination).
• End Additional Job from End Jobs.
On the Termination business process, configure security for the Termination from End Jobs initiating
action.
To terminate workers using the End Jobs task, users must have permission for both of these initiating
actions:
• End Additional Jobs from End Jobs
• Termination from End Jobs

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2. Edit Business Processes.

Configure the End Additional Job business process as a subprocess of the Termination business
process. Ensure that the End Additional Job subprocess step is:
• After the Review step and before the Completion step.
• Required and has no entry conditions. This configuration ensures that all jobs can end.
You can add a Termination Review step to the End Additional Job business process. This review step
ensures that all required fields have a value, such as fields that aren't part of the End Jobs task.
Note: When you enable End Additional Job as a subprocess of Termination, Workday ends all jobs
during all terminations and resignations. Resignations continue to route through Termination.
Configure the Switch Primary Job business process as a subprocess of the End Additional Job
business process. Ensure that the Switch Primary Job subprocess step is:
• After the Review step and before the Completion step.
• Required and has no entry conditions. This configuration ensures that the worker has a primary job.
Note: When you add Switch Primary Job as a subprocess of End Additional Job, you can no longer
correct End Additional Job events. Corrections might remove the worker's primary job.
3. (Optional) Hide or Require Optional Fields.
Access Configure Optional Fields task to control the display of optional fields on the Terminate
Employee section. From the By Functional Area prompt, you can select End Jobs to access the fields.
The fields display in the Additional Information for Terminate Employee section.
4. (Optional) Enable autocomplete on the End Additional Job and Switch Primary Job business process
definitions.
Enabling autocomplete on the Switch Primary Job business process definition also enables
autocomplete when Switch Primary Job is a subprocess of these business process definitions:
• Add Additional Job
• Change Job
To specify when you want to autocomplete, use rule-based business process configurations.
When you enable autocomplete on the End Additional Job business process, End Additional Job events
automatically complete only:
• As a subprocess of Termination.
• When initiated by the End Jobs task.
See Set Up Security to Autocomplete Staffing Events on page 440.
5. (Optional) Access the Maintain Staffing Field Defaults task and configure these fields for Switch
Primary Job:
• Proposed Primary Job
• Reason
See Set Up Recruiting to Staffing Field Defaults on page 183.
6. (Optional) Enable the End Jobs task on the My Team Management dashboard so that managers can
more easily access the task.
7. (Optional) Set up job overlap for vacating positions.
Steps: Set Up Job Overlap on page 737.

Result
Managers can use the End Jobs task to end 1 or more jobs for a worker, or terminate a worker with 1 or
more jobs.

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Next Steps
To simplify access for managers, remove security for the existing End Job and Termination tasks. This
security configuration ensures that users can only access the End Jobs task.
Related Information
Concepts
Concept: End Jobs on page 599
Tasks
Steps: Set Up Termination on page 587
Configure Rule-Based Business Processes
Hide or Require Optional Fields
Set Up Guided Tours
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
Troubleshooting: End Jobs Task Can't Terminate on page 607
2021R1 What's New Post: End Jobs and Terminate Workers

Steps: Automate Initiation of Termination

Context
You can determine how you want to initiate the Termination business process for up to 500 fixed-term
employees. The Mass Operation Management (MOM) task enables you to either:
• Automatically initiate the business process.
• Use a Mass Actions workbook to process fixed-term employees in bulk.
If you want to initiate the Termination business process automatically, Workday enables this initiation
through a background job. Alternatively, you can review and verify the data before initiating termination
by enabling the Mass Actions workbook. You don’t need to set up a Mass Actions workbook to initiate the
business process automatically.

Steps
1. (Optional) Set up the Mass Actions workbook.
See Steps: Set Up Mass Actions.
2. Edit Business Process Security Policies.
Add appropriate security groups to the Terminate from Launch Mass Action Event initiating action.
Ensure that these security groups are also on the Mass Action Event business process security policy.
Configure the Termination business process security policy in the Staffing functional area.
3. Create a Segment-Based Security Group for Mass Operations.
Create a segment-based security group with the Initiation of Termination segment.
4. Edit Domain Security Policies.
Add your segment-based security group and grant View and Modify permissions.
Security: Mass Operation Management domain in the System functional area.
5. Create Custom Reports.
Create or edit an existing custom report. Ensure you use the:
• Indexed All Workers report data source.
• Worker report field on the Columns tab.
• End Employment Date report field on the Filter tab.

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 | Staffing | 595

6. Access the Mass Operation Management task.

As you complete the task, consider:

Option Description
Input Report Select the custom report that you created.
Primary Reason Select the primary reason for initiating the
Termination business process for fixed-term
employees.
Close Position (Optional) Select this check box to close positions
associated with fixed-term employees who are
part of a position management organization.
Is this position available for overlap? (Optional) Select this check box to set the fixed-
term employee's position for overlap who is part of
a position management organization.
Termination If you select this check box, the Mass Operation
Management task automatically initiates a
Termination event for fixed-term employees in the
custom report that:
• Are active.
• Don't have blocking transactions.
• Have an end employment date.
If you don't select the Termination check box, the
Mass Operation Management task creates an
entry in the Mass Actions workbook for fixed-term
employees that:
• Are active.
• Have an end employment date.
When the background job completes, you'll
receive a notification. Access your Inbox and
click the Open Workbook button to view your
workbook. Click the Begin Error Validation
button to ensure that there are no errors. After
verifying, submit the Mass Actions workbook to
initiate the Termination business process in bulk
for all valid fixed-term employees.
7. (Optional) Access the Scheduled Future Processes report.
Use this report to change the run frequency or schedule. If you need to change any other Mass
Operation Configuration parameters, you must delete it and create a new one.

Next Steps
View the status of the background job for the Termination events using the Mass Operation Management
Runs report.
You can also manually initiate the Termination business process in bulk using workbooks for employees.
Related Information
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 596

Steps: Set Up Mass Action Workbooks to Initiate Termination

Prerequisites
Configure the Termination business process and business process security policy.

Context
You can set up a Mass Action workbook to initiate the Termination business process manually in bulk for
employees.

Steps
1. Set up Mass Action workbooks.
See Steps: Set Up Mass Actions.
2. Edit Business Process Security Policies.
Configure security permissions for the Terminate from Launch Mass Action Event initiating action on the
Termination business process.
Ensure that these security groups are also on the Mass Action Event business process security policy.
3. (Optional) Add additional facets to the Launch Mass Termination report. To add additional facets,
copy the delivered Launch Mass Termination report to a custom report and add any additional filters
in the report definition.
4. (Optional) Create Custom Reports.
Create or edit a custom report to use in the Launch Mass Action Event task to identify active
employees to populate in the workbook.
Workday won't generate a workbook if the selected report includes more than 500 employees. You can
set up filter options on a custom report to filter the employees you want to include.
5. (Optional) Create or edit a search report to use to access the Launch Mass Action Event task.
Ensure that you select Launch Mass Action Event from the Mass Action column on the Advanced tab
of the search report.
See Steps: Create Search Reports.

Next Steps
Access the Launch Mass Action Event task to initiate the Termination business process manually in a
workbook.
Related Information
Concepts
Setup Considerations: Org Studio and Mass Actions
Tasks
Steps: Set Up Termination on page 587
Set Up Filter Options for Custom Reports
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract

Initiate Termination in Mass Action Workbooks

Prerequisites
• Configure the Termination business process and business process security policy.
• Set up mass action workbooks for terminations.

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 | Staffing | 597

• End additional jobs or positions for the relevant employees.

• Security: Mass Action Events domain in the System functional area.

Context
You can initiate the Termination business process for employees in bulk with a Mass Actions workbook.
You can add employees to a workbook by:
• Using the Launch Mass Termination report.
• Selecting a report in the Launch Mass Action Event task.
• Using a search report to access the Launch Mass Action Event task.
• Adding them manually.
The Mass Operation Management (MOM) task also enables you to use a Mass Actions workbook to
process fixed-term employees in bulk.
Workday recommends that HR administrators complete fields in the workbook from left to right so data can
populate efficiently.

Steps
1. Access the Launch Mass Action Event task.
2. As you complete the task, consider:

Option Description
Mass Action Select Termination.
Report To populate the workbook, select a standard
report or a custom report that includes up to 500
employees.
You can filter the population by report definition
parameters, if you select a custom report with
configured parameters.

3. After the workbook generates, click Open Workbook.

4. As you complete the workbook, consider:

Field Description
Share You can share the workbook with other individuals
or security groups. Members can't edit the
workbook if they’re only granted access to the
Complete Mass Action Event step on the Mass
Action Event business process policy.
You can share mass action worksheets with
constraint security groups, but view and edit
access to mass action worksheets depends on
the position and domain security settings that you
apply to the profiles.

Employee If you select a report on the Launch Mass Action

Event task, the number of employees in the
workbook can differ from the report. Workday
automatically removes inactive employees, future
employees, and contingent workers from the
workbook.

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 | Staffing | 598

Field Description
Notification Date This field can populate the Notice Period field
based on the Primary Reason you select if the
employee doesn't have a severance package.
Recommended Termination Date This field can populate based on the Notice
Period and Notification Date fields.
Termination Date These fields populate if you select a Termination
Date on the Launch Mass Action Event task or
Last Day of Work
in the workbook.
Pay Through Date
Employees can have different termination dates in
the same workbook.

Assigned Severance Package This read-only field populates if the employee has
an assigned severance package.
Begin Error Validation Click this button to resolve any errors and submit
the workbook.

Result
The Termination business process initiates for employees in the workbook. Any other steps on the
business process route for completion.
Related Information
Tasks
Steps: Set Up Mass Actions
Steps: Set Up Mass Action Workbooks to Initiate Termination on page 596
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract
2020R2 What's New Post: Automate Initiation of Termination

Hire and Terminate Concepts

Concept: Hire Employee Initiating Actions
The Hire business process offers multiple Hire Employee initiating actions to suit the needs of your
organization. When configuring the business process, you can decide which initiating actions are most
appropriate for your security groups. Workday recommends that your users have access to only 1
version of the Hire Employee task from Workday global search. The main differences between the Hire
Employee initiating actions are the ability to:
• Use additional search fields and view staffing information in search results.
• Create pre-hires.
• Hire directly from an employment agreement.
If your organization prioritizes preventing creation of duplicate person records, Workday recommends
using 1 of the initiating actions with additional search capabilities. These versions of the Hire Employee
task make it easier for you to find existing person records. In addition to the pre-hires and former workers,
your search results include:
• Active workers.
• Pre-hires marked ineligible for hire.
• Active students with a pre-hire record.
• Inactive students and inactive external students without a pre-hire record.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 599

• Terminated workers marked ineligible for rehire.

Related Information
Reference
2020R1 What’s New Post: Prevent Duplicate Records During Hiring and Contracting

Concept: End Jobs

The End Jobs task enables users to:
• End 1 job for a worker.
• End multiple jobs for a worker.
• Terminate a worker with 1 or more jobs.

End Jobs Grid

The End Jobs task grid displays jobs as of the worker's latest staffing event, including events or changes
that are effective on a future date. When you schedule a job to end on a future date, that job doesn't
display in the grid. Example: A job is active today, January 1, but has an End Additional Job event
effective on February 1. The job doesn't display in the End Jobs task today because the future-dated End
Additional Job event is the latest event for that job.
When a worker has a future Add Additional Job event, you can't end that job or terminate the worker from
the End Jobs task. To terminate the worker, you must first cancel or rescind the future Add Additional Job
event.
The End Jobs task only displays jobs that you have permission to see. The task also respects localization
settings for additional job classifications.

Subprocesses
The End Date for the End Jobs task automatically populates into the initiation of both subsequent
Termination and End Additional Job subprocesses. Example: You select an End Date of January 31 on
the End Jobs task. January 31 automatically populates in both the Termination and End Additional Job
events. When you change the End Date to February 15 on the Termination event, the End Additional Job
event still automatically populates an End Date of January 31.
Related Information
Tasks
Steps: Set Up End Jobs on page 592
Reference
2021R1 What's New Post: End Jobs and Terminate Workers

Concept: Worker Data Streams

Organizations with complex structures that function like separate entities can use worker data streams to
report on information across their businesses while maintaining separation at the business entity level.
When moving regular or contingent workers between subsidiary structures, you can terminate them and
rehire or recontract them in the new organization, rather than transferring them directly. Through this
process, Workday enables you to preserve workers' work-related information while keeping it hidden from
the worker and the new organization.
When you rehire or recontract a worker, use the Assign Worker Record step on the Hire Employee and
Contract Contingent Worker business processes to either select an existing worker record or create a new
one. Prehires can only have 1 active worker record at a time. To see if workers have more than 1 active
worker record, access the Worker Data Streams Audit report.
To configure the Assign Worker Record step, Workday recommends you work with Workday Professional
Services or a Workday Consulting Partner. Once configured, the Assign Worker Record step displays
whenever you rehire or recontract a worker without changing their worker type (employee or contingent

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 | Staffing | 600

worker). If you change a worker's worker type during the termination and rehiring or recontracting process,
Workday automatically generates a new worker record.
New worker records include all previous personal information but exclude all work-related information, such
as:
• Absence calendar.
• Benefits.
• Custom objects.
• Employee calendar.
• I-9 data.
• Job data.
• Performance reviews.
• Time tracking.
• Time entry.

Concept: Termination Impact

Employee terminations have a broad impact in Workday. It affects areas such as staffing, compensation,
benefits, security, reports, and integrations.
Note: The Termination business process definition for your organization might include some of these
actions by default.

General • Complete the Termination business process.

• Document the results of an exit interview with
the Create Exit Interview task. The Termination
business process doesn't support this task as an
allowed action. You can configure it as a To Do
step.
• Deactivate the employee's Workday account.
You can also automate this process.
• Grant access to payslips, tax documents, and
contact information in Workday.
• Change the employee's security groups. To see
the current security group assignments, select
from Security Profile > View Security Groups
the employee's related actions menu.
• Reassign roles held by the terminated employee
to prevent tasks from becoming unassigned.
• Enter the date of death on the Edit Personal
Information task if a termination is involuntary
because of death.

Tasks, Reports, and Integrations • Reassign Inbox items, business processes,

and delegations. Configure the Auto-Manage
Business Processes service step on business
processes to reassign or cancel business
process steps that are in Save for Later status
automatically.
• Transfer ownership of custom reports to another
worker. From the employee's related actions
menu, select Security Profile > View Custom
Reports. Access the Transfer Ownership of

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 | Staffing | 601

Custom Reports task. The intended new owner

must be in:
• The Report Writer security group.
• One or more security groups that are
associated with the data source accessed in
the report.
• Transfer ownership of background processes to
another worker.

Financial • Reassign business assets.

• Submit a final expense report for the terminated
employee.

Benefits and Compensation • Discontinue Benefits on Termination on page

1129.
• Review COBRA eligibility.
• Request One-Time Payments for Employees on
page 932.
• Initiate Compensation Review Processes on
page 992.
• Concept: Pay for Terminated Workers and set
up payroll input.
• Steps: Add or Remove Employees to or from
Compensation Reviews on page 995.

Staffing and Talent • Review and update service dates.

• Review union membership.
• Assign retiree status.
• Steps: Set Up Talent Data Removal for
Terminated Workers on page 1535.
• Cancel or complete in-progress employee
reviews. You can also manually advance a
review to the completion step.
• Steps: Set Up Auto-Manage Business
Processes Service Step to take action on
business processes and Inbox items for a
person automatically.
• End any active collective agreement
assignments without an end date.

Related Information
Tasks
Initiate Compensation Review Processes on page 992
Steps: Manage Collective Agreements on page 541
Reference
FAQ: Terminations on page 603

Concept: Rehire Eligibility

While completing a termination, Workday includes the Eligible for Rehire prompt on the Termination
business process and the Exit Interview tasks. Workday also includes this prompt on the No Show
business process. You can use the Configure Optional Fields and the Maintain Localization Settings
tasks to hide or require the prompt.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 602

You can configure a default value for the Eligible for Rehire field based on the termination reason using
the Maintain Termination Categories task. Workday populates the default value after you select a
termination reason on the Termination business process.
Your selection during the Termination or No Show business processes or Exit Interview tasks
automatically updates the field on a pre-hire's profile. If you make conflicting Yes and No selections
between the business process and the tasks, then the value on the pre-hire's profile is No. If you make
Yes and blank selections, then the value on the pre-hire's profile is Yes.
Note: You can use the Change Hire Eligibility Status task on a worker's pre-hire profile. However,
doing so doesn't automatically populate the Eligible for Rehire prompts on the Termination or No Show
business processes or Exit Interview tasks.
Related Information
Tasks
Terminate Employees on page 588

Reference: No Shows and Terminations Comparisons

The No Show and Termination business processes provide different levels of control when a worker has
not shown up for the first day of work. Use the Termination business process when you've run payroll for a
worker. Otherwise, you can compare the 2 business processes.

No Shows Terminations
Runs a payroll event against the No Yes
worker?
Usable when you've paid the No Yes
worker?
Usable when the worker has No Yes
benefit events?
Unhires the employee and Yes No
rescinds the hire event so that the
worker goes back to being a pre-
hire?
Displays workers in your No Yes
headcount and attrition rate
reports?
Reports on workers who don't Yes Yes, if you create a reason for the
arrive on their first day of work? termination to mark them as not
showing up. This reason doesn't
display on the pre-hire record for
the worker.
Marks the worker as a No Show Yes No
on their pre-hire record, and when
you go to rehire the worker?

FAQ: How do I import worker IDs during a hire?

To import third-party worker IDs as part of a Hire event, configure these steps:
• Verify Proposed Contingent Worker ID step on the Contract Contingent Worker business process.
• Verify Proposed Employee ID step on the Hire business process.
These steps enable you to pull in a worker ID from the Put Hire Event Proposed Worker ID web service.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 603

Related Information
Tasks
Hire Employees on page 580

FAQ: Terminations
• What is the difference between terminating an employee and ending a contingent worker's contract?
• What time of day does a termination take effect?
• How do I handle organization assignments for terminated workers?
• How do I enable terminated workers to access their personal, compensation, and benefits information in
Workday?
• How do I grant bonuses to terminated employees?
• Which domains provide access to terminated workers?
• How can I view terminated workers in active organizations?
• Which data sources return terminated workers?
• Why do reports display different addresses for terminated workers?
• Which email address does Workday use for terminated workers?
• What if a performance review is in progress for a terminated worker?
• Can terminated employees receive payments through Workday Payroll?
• Can a nonpayroll administrator end ongoing payroll inputs for terminated workers? on page 606
• Can a nonpayroll administrator terminate a worker and pay them on the day you terminate them or any
other day? on page 606
• What if the employee has an active collective agreement assigned? on page 606

What is the difference between terminating an The Termination and End Contingent Worker
employee and ending a contingent worker's Contract business processes are similar, except for
contract? the steps related to benefits and compensation. The
Termination business process can include:
• Change Benefit Elections
• Create Change Benefits Event
• Edit Service Dates
• Request One-Time Payment
• Review COBRA Eligibility
The End Contingent Worker Contract business
process only allows a Create Change Order
from Contract Contingent Worker step. You can
customize these 2 business processes to meet the
needs of different organizations.

What time of day does a termination take effect? Terminations are effective at the end of the
termination date, based on the time zone of the
position location.
How do I handle organization assignments for You have several options:
terminated workers?
• Keep terminated workers in their current, active
organizations.
• Pros: Role assignments and inheritance
don't change.
• Cons: Staffing reports include the terminated
workers.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 604

• Move terminated workers into a separate

organization specifically for terminated workers.
• Pros: Role assignments require less
maintenance and inheritance is available.
However, if you inactivate the organization
later, role inheritance remains available if you
keep the organization in the hierarchy.
• Cons: You can't restrict access to specific
terminated workers. Anyone who has
permission to access the organization can
access all of the terminated workers. Also,
the organization is available for selection in
prompts even though it's not a valid choice.
• Inactivate the organizations that terminated
workers belong to. Inactive organizations remain
in their respective hierarchies and inherited
roles remain in the inactive organization. This
behavior applies unless you explicitly select
the Remove from Hierarchy option when
inactivating an organization. The best way to
ensure that you continue to have visibility into
inactive organizations and to maintain role
inheritance within them is to accept the default
behavior (to keep inactive organizations within
their associated hierarchies).

How do I enable terminated workers to access Assign the terminated workers to the Terminee
their personal, compensation, and benefits as Self security group and add this group to the
information in Workday? domains that control access to the tasks:
• Landing Page - Home
• Self-Service: Contact Information
• Self-Service: Device Tokens
• Self-Service: Add Worker Documents
• Self-Service: Edit and Delete Worker Documents
• Self-Service: Emergency Contacts
• Self-Service: Government IDs
• Self-Service: Home Contact Information
• Self-Service: ID Information
• Self-Service: Legal Name
• Self-Service: Licenses
• Self-Service: Name
• Self-Service: Other IDs
• Self-Service: Passports and Visas
• Self-Service: Payroll (My Payslips)
• Self-Service: Payroll (My Tax Documents) - USA
• Self-Service: Personal Data
• Self-Service: Personal Information
• Self-Service: Work Contact Information

How do I grant bonuses to terminated You can select the Include Employees
employees? Terminated During Process Period check box on
the Initiate Compensation Review Process task.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 605

Workday includes terminated employees subject to

the rules configured on the bonus plan.
Which domains provide access to terminated You must be in a security group that has permission
workers? on the Worker Data: Public Worker Reports domain,
which enables you to search for employees, and
have permission on at least one of these additional
domains:
• Worker Data: Benefit Elections
• Person Data: Birth Place
• Worker Data: Business Assets
• Worker Data: Compensation by Organization
• Worker Data: Current Staffing Information
• Person Data: Emergency Contacts
• Person Data: Gender
• Person Data: Home Contact Information
• Person Data: ID Information
• Worker Data: Leave of Absence
• Person Data: Military Status
• Person Data: Personal Information
• Worker Data: Time Off (Time Off Balances)

How can I view terminated workers in active Inactive organizations automatically remain in any
organizations? of their respective hierarchies and they maintain
any inherited roles in the inactive organization. This
behavior applies unless you explicitly select the
Remove from Hierarchy option when inactivating
an organization. The best way to maintain visibility
and role inheritance in inactive organizations is to
accept the default behavior, keeping them within
their associated hierarchies.
If you select the Remove from Hierarchy
option, then you must have a role in the inactive
organization. You can assign all inherited roles
directly when you inactivate an organization by
selecting the Keep All Role Assignments check
box. If an organization isn't part of a hierarchy, you
can assign a superior to add it back to a hierarchy
so that role inheritance is available.

Which data sources return terminated workers? Some of the most common data sources returning
terminated workers include:
• All Active and Terminated Workers
• All Contingent Workers
• All Terminated Employees
• All Workers
• Terminations
The All Active and Terminated Workers, All
Workers, and Terminations data sources return
both employees and contingent workers.
A key difference between these data sources is how
they handle effective-dated information. In reports
that don't have an effective date:

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 606

• The All Active and Terminated Workers data

source returns data for terminated workers
as of their last day of work. Use this data
source to report on effective-dated position and
compensation data.
• The All Workers and All Contingent Workers
data sources include rows for terminated
workers, but return blank fields for effective-
dated information. Use these data sources to
report on other information that isn't effective-
dated, such as personal information.
Refer to the data source descriptions in Workday
for additional information. The descriptions specify if
the data sources return terminated workers.

Why do reports display different addresses for The address depends on the report data source that
terminated workers? you use:
• Reports using the All Active and Terminated
Workers data source return the address that
was effective as of the worker's termination date.
• Reports using the All Workers data source
return the terminated worker's address as of the
report date.

Which email address does Workday use for Once the termination process is complete, Workday
terminated workers? sends email messages to the worker's home email
address.
What if a performance review is in progress for Cancel the performance review:
a terminated worker?
1. As a related action on the worker, select Talent
> View Employee Reviews.
2. Locate the review in the In Progress table, then
select Business Process > Cancel from the
related actions menu.

Can terminated employees receive payments Yes, if you configure the run category associated
through Workday Payroll? with the employee's pay group to process
terminated employees who either:
• Are on salary continuance.
• Have payroll input.
• Have a one-time payment or a bonus payment
from Workday Compensation.

Can a nonpayroll administrator end ongoing Yes. Configure the End Payroll Inputs business
payroll inputs for terminated workers? process on the Termination business process.
Can a nonpayroll administrator terminate a Yes. Configure the On Demand Event business
worker and pay them on the day you terminate process on the Termination business process.
them or any other day?
What if the employee has an active collective You can configure the End Collective Agreement
agreement assigned? Assignment step on the Termination business
process. Doing so ends any active collective
agreement assignments without an end date during
the termination.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 607

Related Information
Concepts
Concept: Pay for Terminated Workers
Concept: Termination Impact on page 600
Tasks
Terminate Employees on page 588
End Contingent Worker Contracts on page 615
Inactivate Organizations
Initiate Compensation Review Processes on page 992
Steps: Set Up Decentralized Processing for On-Demand Payments
Steps: Set Up End Payroll Inputs for Terminated Workers
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
2021R1 What's New Post: End Ongoing Payroll Inputs for Terminated Workers

Troubleshooting: End Jobs Task Can't Terminate

When you attempt to end all jobs and terminate a worker, Workday returns a message indicating that your
organization doesn't enable you to end all jobs at once. Contact your system administrator or end each job
individually.
Cause: The End Additional Job business process isn't correctly configured as a subprocess of the
Termination business process.
Solution: Ensure that End Additional Job is correctly configured as a step on the Termination business
process definition.

Steps
Security: Business Process Administration and Manage: Business Process Definitions domains in the
System functional area.
1. Access the Termination business process definition.
2. Configure the End Additional Job business process as an Action step.
The End Additional Job subprocess step must be:
• After the Review step and before the Completion step.
• Required and have no entry conditions. This configuration ensures that the task can end all jobs.
Related Information
Tasks
Steps: Set Up End Jobs on page 592
2021R1 What's New Post: Hire or Contract Inactive Students and External Students
2021R1 What's New Post: End Jobs and Terminate Workers

Contingent Worker Staffing

Steps: Set Up Contingent Workers

Context
Complete the necessary configuration steps before hiring contingent workers to simplify the hiring workflow
and set up the proper defaulting.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 608

Steps
1. Create hiring restrictions or positions.
See Create Hiring Restrictions on page 489 or Create Positions on page 493.
2. Access the Edit Tenant Setup - HCM task.
Select an ID definition, configure job requisitions, and optionally allow overrides of hiring restrictions.
See Reference: Edit Tenant Setup - HCM.
3. Access the Maintain Event Categories and Reasons task.
Create categories and reasons for hiring contingent workers.
Security: Set Up: Staffing domain in the Staffing functional area.
4. Create Contingent Worker Types on page 449.
Select the Require Cost Information on Job Requisition check box to copy information from job
requisitions to contracts and purchase orders automatically.
5. Access the Edit Government IDs task.
Specify a government ID for the contingent worker.
Security: Edit Government IDs domain in the Personal Data functional area.
To restrict access to a government ID, use the Person Data: Add Government IDs domain. This domain
provides access to enter a person's national and government IDs in the Edit Government IDs and Edit
IDs subprocesses of the Hire and Contract Contingent Worker business processes. Users with access
to this domain can't view or modify the IDs after they complete the subprocess.
Security: Person Data: Add Government IDs domain in the Personal Data functional area.

Next Steps
Contract and manage contingent workers for your organization.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Tasks
Steps: Set Up Workday IDs on page 54
Steps: Set Up Identification Documents on page 55
Steps: Set Up Mass Action Workbooks to Initiate End Contingent Worker Contract on page 618
Steps: Automate Initiation of Ending Contingent Worker Contracts on page 616

Contract Contingent Workers

Prerequisites
• Configure the Contract Contingent Worker business process and security policy in the Staffing
functional area. If you want to track additional data for contingent workers, add custom fields to the
business process.
• If you use job requisitions, confirm that you have an open and approved job requisition.

Context
Hire contingent workers into open positions and optionally create purchase orders.

Steps
1. Access the Contract Contingent Worker task.

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2. Complete the contract information.

Workday populates many of the Job Details fields automatically with values defined on the position
or job requisition. If you use job requisitions, you can't change those values. Rather, update the job
requisition itself.
Option Description
Contract Start Date The Contract Start Date must be equal to or
greater than:
• The Recruiting Start Date on the requisition if
you use job requisitions.
• The Earliest Hire Date on the position if you
don't use job requisitions.

Reason Only the reasons for the Contract Contingent

Worker event are available.
Position Select the position. Workday doesn't display this
field for organizations that use job management
as the staffing model.
• If you use job requisitions, Workday lists
positions with an open, approved job
requisition, and a Recruiting Start Date that's
on or after the current date.
• If you don't use job requisitions, Workday lists
positions or jobs with an Availability Date
that's on or after the current date.

Job Requisition Available for job management and position

management organizations based on tenant
settings.
Job Management: Available if Enable Job
Requisitions for Job Management is selected.
Position Management:
• Required if Require Job Requisitions for
All Position Management staffing events is
selected.
• Available if Enable Job Requisitions for
Position Management based on rules
is selected. Exit conditions defined on the
Contract Contingent Worker business process
determine whether a job requisition is required.
Example: You can add an exit condition
that requires job requisitions for all hiring in
Canada, but not elsewhere.

Contingent Worker Type Select from the types you defined in the Maintain
Contingent Worker Types task.
Job Profile Select from the profiles you specified in the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides.
Time Type Select from the types you specified in the Create
Position or Set Hiring Restrictions task, unless

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Option Description
your tenant allows overrides. Automatically
populates the value defined on the job profile.
Location Select from the locations you specified in the
Create Position or Set Hiring Restrictions task,
or from the primary or additional locations on the
job requisition.
Work Space Select from the work spaces (such as building,
floor, or cubicle) associated with the Location.
3. If you capture cost information on contingent worker job requisitions, Workday automatically transfers
the cost details to the Contract Details section. You can override these values.
Option Description
Create Purchase Order Available if you configured this business process
to add the Create Purchase Order From Contract
Contingent Worker action after the completion
step.
Select this check box if you want Workday to
create the purchase order automatically from the
Contract Details information.
Note: Purchase orders created from this
business process aren't available for approval in
supplier collaboration.

Supplier Select if this worker is contracting through a

Supplier. When you select a supplier, Workday
clears the Independent Contingent Worker
check box.
Workday displays fully defined suppliers
and basic supplier worktags. However, if
you previously set up Procurement and the
subprocess to create purchase orders, then only
fully defined suppliers display.

Default Payment Terms If you didn't specify a supplier, select the payment
terms.
Contract End Date Required if you created a purchase order.
Contract Pay Rate Required if you created a purchase order.
Currency Select the currency associated with the pay rate.
Frequency Select Hourly if you adjusted this task to create a
purchase order.
Contract Amount Specify the contract amount.
Assignment Details Enter contract details, such as the tax ID type or
extension parameters.

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4. Complete the Working Time section.

Workday initially populates many of these fields with values from the position or job requisition. As you
complete the task, Workday updates the values.
Option Description
Scheduled Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Default Weekly Hours if
there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

Location Weekly Hours Displays the standard weekly hours associated

with the Location.
Default Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Location Weekly Hours field
if there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

FTE Calculated by dividing the Scheduled Weekly

Hours by the Default Weekly Hours. This value
displays as a percentage.
Specify a Paid FTE Select the check box to specify paid full-time
equivalent for a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % You can enter a percentage that overrides the

FTE field for use in your Workday Compensation
and Workday Payroll calculations.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

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Option Description
Specify a Working FTE Select the check box to specify working full-time
equivalent for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Enter a working full-time equivalent percentage.

Used in custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Available when you enable Work Shift on the

Maintain Localization Settings task.
Available when you selecte the Work Shift
Required check box on the job profile.
Define the work shifts for a location using the
Maintain Work Shifts task.

Frequency Select from the working time frequencies you

specified on the Maintain Frequencies task.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Unit Select from the preconfigured options of hours or

days.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of the working time in selected

units. Automatically populates to zero.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

5. Add any Additional Information.

Option Description
Job Title Automatically populates from the Job Profile.
Business Title Automatically populates from the Job Title.
You can control the display of business titles
by enabling the Worker Data: Business Title
on Worker Profile domain security policy in the
Staffing functional area.

Job Category Automatically populates from the Job Profile.

Job Classifications Automatically populates from the Job Profile.

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Option Description
Additional Job Classifications Select classifications as needed.
Company Insider Types Select from the types associated with the Job
Profile.
Define company insider types with the Maintain
Company Insider Types task. Assign them to a
job profile with the Edit Job Profile task.

First Day of Work Automatically populates from the Contract Start

Date.
Conversion Position Start Date Available if you imported the worker data.

Result
• Workday sets the status of the position and job requisition, if applicable, to Filled.
• Workday assigns the Contingent Worker as Self and All Contingent Workers security groups to the
worker. If the Contract Start Date is in the future, the worker is placed into the Pre-Contingent Worker
as Self security group until the start date.

Next Steps
• You can correct or reverse a contingent worker's contract. From the contingent worker's related actions
menu, select Worker History > View Worker History. Then select either Correct or Rescind as a
related action on the Contract event:
• You can make corrections only if you didn't create a purchase order when you first contracted this
worker.
• If the position had a job requisition, it reopens when you rescind the event.
• Assign National IDs and Government IDs for independent contingent workers with the Edit
Government IDs task.
• Select the Tax Authority Form Type for independent contingent workers with the Assign Tax
Authority Form Type to Contingent Worker task.
Related Information
Concepts
Concept: Contingent Worker Purchase Orders on page 626
Concept: Updating Effective-Dated Custom Object Data
Concept: Rehire Former Workers on page 100
Concept: Worker Data Streams on page 599
Concept: Contract Contingent Worker Initiating Actions on page 626
Concept: Workday Docs
Tasks
Assign a Tax Authority Form Type to Contingent Workers
Create Contingent Worker Types on page 449
Steps: Set Up Worker Onboarding on page 630
Steps: Request and Contract Contingent Workers
Steps: Set Up Workday Docs

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Steps: Contract Inactive and Inactive External Students

Prerequisites
• Create jobs or positions.
• Manage inactive student or inactive external student records.

Context
Workday enables you to contract these worker types using the Contract Contingent Worker task,
enabling you to take advantage of their workforce potential:
• Inactive external students.
• Inactive students.

Steps
1. Edit Domain Security Policies.
a) Select the Staffing functional area.
b) Configure access to the External Student Data: Student Public Reports domain security policy.
c) Select the Student Core functional area.
d) Configure access to the Student Data: Student Profile domain security policy.
2. Edit Business Process Security Policies.
Select the Staffing functional area. Configure any of these Contract Contingent Worker initiating actions
on the Contract Contingent Worker business process:
• Contract a contingent worker from the related actions menu of a pre-hire, former worker, inactive
student, or inactive external student.
• Search for existing pre-hires, former workers, inactive students, inactive external students, or create
a new pre-hire.

Next Steps
Access the Contract Contingent Worker task to contract an inactive student or inactive external student.
Related Information
Reference
2021R1 What's New Post: Hire or Contract Inactive Students and External Students

Change Contingent Worker Details

Prerequisites
Complete the setup procedure in Steps: Set Up Job Changes on page 678.

Context
You can use this task to change a contingent worker's existing contract term, pay rate, or assignment
details, but not to start or end a contract:
• Change Contingent Worker Details is an initiating action for the Change Job business process that
displays only relevant fields in the Start and Details sections.
• The Job, Attachments, and Organizations sections are hidden, even if you configured a consolidated
template. (The Compensation section is always hidden for contingent workers.)

Steps
1. As a related action on a contingent worker, select Job Change > Change Contingent Worker Details.

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2. In the Start section, select the effective date and reason for the change.
• Reasons are defined in the Maintain Event Categories and Reasons task and are designated for
contingent workers.
• You can't change the manager or supervisory organization.
3. In the Details section, specify the new contract terms or contract assignment details.
Note: You can't use this task to change a contingent worker's supplier. You need to correct the
contract event to change the supplier.

Result
Workday adds the Data Change event to the worker's history.
Related Information
Concepts
Concept: Contingent Worker Purchase Orders on page 626
Tasks
Steps: Set Up Job Changes on page 678

End Contingent Worker Contracts

Prerequisites
• Configure the End Contingent Worker Contract business process and security policy in the Staffing
functional area. If you want to track additional data for contract terminations, you can add custom fields
to the business process.
• Define categories and reasons for ending contracts with the Maintain Termination Categories
task. If you want to track local termination reasons, you can configure them on the Maintain Local
Termination Reasons.
• Verify that the contingent worker has no pending or completed staffing or organization changes with
effective dates after the contract end date.

Context
Terminate a contingent worker's contract.

Steps
1. Access the End Contingent Worker Contract task and select the Contingent Worker.
2. Complete the termination details:
Option Description
Contract End Date Select the date when the contract ends, typically the last day
of work.
Reason Select from the reasons you defined in the Maintain
Termination Categories task.
Close Position Leave blank if you want to keep the position open for staffing.
You can't close a position that has an open job requisition.
Is this position available for Specify whether another worker can fill the position before
overlap? the incumbent departs. Available in position management
organizations when you enable job overlap in the Edit Tenant
Setup - HCM task.
Local Termination Reason Select from the local termination reasons you defined on the
Maintain Local Termination Reasons task.

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Option Description
The field displays as optional or required based on the
countries you configured for the Local Termination Reason
(Worker) field on the Maintain Localization Settings task.

Last Day of Work Automatically populates to the Contract End Date, but you
can change it.
Notify Worker By Automatically populates to the Contract End Date, but you
can change it.
Regrettable Specify whether the termination is a loss to the organization,
regardless of the reason. You can use the Configure
Optional Fields and the Maintain Localization Settings
tasks to hide or require the field.

Next Steps
You can correct or cancel the contract termination. From the contingent worker's related actions menu,
select Worker History > View Worker History; then select either Correct or Rescind as a related action
on the End Contract event. If the position has an open job requisition, you can't rescind the event.
Related Information
Concepts
Concept: Contingent Worker Purchase Orders on page 626
Concept: Updating Effective-Dated Custom Object Data
Concept: Workday Docs
Tasks
Steps: Set Up Contingent Worker Spend
Initiate End Contingent Worker Contract in Mass Action Workbooks on page 619
Steps: Set Up Job Overlap on page 737
Steps: Set Up Workday Docs

Steps: Automate Initiation of Ending Contingent Worker Contracts

Context
You can determine how you want to initiate the End Contingent Worker Contract business process for up
to 500 contingent workers. The Mass Operation Management (MOM) task enables you to either:
• Automatically initiate the business process.
• Use a Mass Actions workbook to process contingent workers in bulk.
Through a background job, Workday enables you to initiate the End Contingent Worker Contract business
process automatically. Alternatively, you can review and verify the data before initiating termination by
enabling the Mass Actions workbook. You don’t need to set up a Mass Actions workbook to initiate the
business process automatically.

Steps
1. (Optional) Set up the Mass Actions workbook.
See Steps: Set Up Mass Actions.

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2. Edit Business Process Security Policies.

Configure the End Contingent Worker Contract business process security policy in the Staffing
functional area.
Add appropriate security groups to this initiating action: End Contingent Worker Contract from Launch
Mass Action Event.
Ensure that the security groups you configured are also on the Mass Action Event business process
security policy.
3. Create a Segment-Based Security Group for Mass Operations.
Create a segment-based security group with the Initiation of End Contingent Worker Contract segment.
4. Edit Domain Security Policies.
Add your segment-based security group and grant View and Modify permissions.
Security: Mass Operation Management domain in the System functional area.
5. Create Custom Reports.
Create or edit an existing custom report. Ensure you use the:
• Indexed All Workers report data source.
• Worker report field on the Columns tab.
• Contract End Date report field on the Field tab.
6. Access the Mass Operation Management task.
As you complete the task, consider:

Option Description
Primary Reason Select the primary reason for initiating the End
Contingent Worker Contract business process for
contingent workers.
Close Position (Optional) Select this check box to close positions
associated with contingent workers who are part
of a position management organization.
Is this position available for overlap? (Optional) Select this check box to set the
contingent worker's position for overlap who is
part of a position management organization.
End Contingent Worker Contract If you select this check box, the Mass Operation
Management task automatically initiates a End
Contract event for contingent workers in the
custom report that:
• Are active.
• Don't have blocking transactions.
• Have a contract end date.
If you don't select the End Contingent Worker
Contract check box, the Mass Operation
Management task creates an entry in the Mass
Actions workbook for contingent workers that:
• Are active.
• Have a contract end date.
When the background job completes, you'll
receive a notification. Access your Inbox and
click the Open Workbook button to view your
workbook. Click the Begin Error Validation

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Option Description
button to ensure that there are no errors. After
verifying, submit the Mass Actions workbook
to initiate the End Contingent Worker Contract
business process in bulk for all valid contingent
workers.

7. (Optional) Access the Scheduled Future Processes report.

Use this report to change the run frequency or schedule. If you need to change any other Mass
Operation Configuration parameters, you must delete it and create a new one.

Next Steps
View the status of the background job for the End Contract events using the Mass Operation
Management Runs report.
You can also manually initiate the End Contingent Worker Contract business process in bulk using
workbooks.
Related Information
Reference
2020R2 What's New Post: Automate Initiation of Ending Contingent Worker Contracts
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract

Steps: Set Up Mass Action Workbooks to Initiate End Contingent Worker Contract

Prerequisites
Configure the End Contingent Worker Contract business process and business process policy.

Context
You can set up a Mass Action workbook to initiate the End Contingent Worker Contract business process
manually in bulk.

Steps
1. Set up Mass Action workbooks.
See Steps: Set Up Mass Actions.
2. Edit Business Process Security Policies.
Configure security for the End Contingent Worker Contract from Launch Mass Action Event initiating
action on the End Contingent Worker Contract business process policy.
Ensure that these security groups are also on the Mass Action Event business process security policy.
3. (Optional) Copy facets to a custom report and add any additional filters in the report definition to add
additional facets to the Launch Mass End Contingent Worker Contract report.
4. (Optional) Create Custom Reports.
Create or edit a custom report to use in the Launch Mass Action Event task to identify active
contingent workers to populate in the workbook.
Workday won't generate a workbook if the selected report includes more than 500 contingent workers.
You can set up filter options on a custom report to filter the contingent workers you want to include.

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5. (Optional) Create or edit a search report to use to access the Launch Mass Action Event task.
Ensure that you select Launch Mass Action Event from the Mass Action column on the Advanced tab
of the search report.
See Steps: Create Search Reports.

Next Steps
Access the Launch Mass Action Event task to initiate the End Contingent Worker Contract business
process manually in a workbook.
Related Information
Concepts
Setup Considerations: Org Studio and Mass Actions
Tasks
Set Up Filter Options for Custom Reports
Reference
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract

Initiate End Contingent Worker Contract in Mass Action Workbooks

Prerequisites
• Configure the End Contingent Worker Contract business process and security policy.
• Set up Mass Action workbooks for ending contingent worker contracts.
• Ensure that the relevant contingent workers don't have any pending or completed staffing or
organization changes effective after the contract end date.
• Security: Mass Action Events domain in the System functional area.

Context
You can initiate the End Contingent Worker Contract business process for contingent workers in bulk with
a Mass Actions workbook.
You can add contingent workers to a workbook by:
• Using the Launch Mass End Contingent Worker Contract report.
• Selecting a report in the Launch Mass Action Event task.
• Using a search report to access the Launch Mass Action Event task.
• Adding them manually.
The Mass Operation Management (MOM) task also enables you to use a Mass Actions workbook to
process contingent workers in bulk.

Steps
1. Access the Launch Mass Action Event task.
2. As you complete the task, consider:

Option Description
Mass Action Select End Contingent Worker Contract.
Report To populate the workbook, select a standard
report or a custom report with up to 500
contingent workers.

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Option Description
You can filter the population by report definition
parameters, if you select a custom report with
configured parameters.

3. After the workbook generates, click Open Workbook.

4. As you complete the workbook, consider:

Option Description
Share You can share the workbook with other individuals
or security groups. Members can't edit the
workbook if they’re only granted access to the
Complete Mass Action Event step on the Mass
Action Event business process policy.
You can share mass action worksheets with
constraint security groups, but view and edit
access to mass action worksheets depends on
the position and domain security settings that you
apply to the profiles.

Contingent Worker If you select a report on the Launch Mass Action

Event task, the number of contingent workers in
the workbook can differ from the report. Workday
automatically removes inactive workers, future
workers, and employees in the report from the
workbook.
Contract End Date This field populates if the contingent worker has
an existing contract end date.
If you manually add or change a contingent
worker, this field can repopulate after you update
the Reason field.

Last Day of Work These fields populate from the Contract End
Date field.
Notify Worker By

Begin Error Validation Click this button to resolve any errors and submit
the workbook.

Result
The End Contingent Worker Contract business process initiates for contingent workers in the workbook.
Any other steps on the business process route for completion.
Related Information
Tasks
End Contingent Worker Contracts on page 615
Steps: Set Up Mass Action Workbooks to Initiate End Contingent Worker Contract on page 618
Steps: Set Up Mass Actions
Reference
2020R2 What's New Post: Mass Actions in Workbooks for Termination and End Contingent Worker
Contract
2020R2 What's New Post: Automate Initiation of Ending Contingent Worker Contracts

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Convert Contingent Workers to Employees

Prerequisites
• Configure the Hire business process and security policy in the Staffing functional area.
• Define categories and reasons for ending contracts with the Maintain Termination Categories task.
• Create a position or hiring restrictions for the hiring organization.

Context
The Convert to Employee task enables you to hire a contingent worker with an active contract and no
future End Contingent Worker Contract and Hire event. If you have an End Contingent Worker Contract
or Hire event, you must rescind them before you can use the Convert to Employee task. You can specify
the details for ending the current contract and then hire the worker into the same position or a different
position.

Steps
1. Access the Convert to Employee task and select the Worker.
2. Select the Supervisory Organization.
3. Specify the Hire Date and select a Reason.
4. Complete the hiring details.
Workday automatically populates many of the fields in Job Details section with values defined on the
position or job requisition. If you use job requisitions, you can't change those values; update the job
requisition itself.
Option Description
Job Requisition Available for job management and position management
organizations based on tenant settings.
Job Management: Available if Enable Job Requisitions for
Job Management is selected.
Position Management:
• Required if Require Job Requisitions for All Position
Management staffing events is selected
• Available if Enable Job Requisitions for Position
Management based on rules is selected. Exit
conditions defined on the Contract Contingent Worker
business process determine whether a job requisition is
required.
Example: You can add an exit condition that requires job
requisitions for all hiring in Canada, but not elsewhere.

Employee Type Select from the types you defined in the Maintain
Employee Types task.
Job Profile Select from the profiles you specified in the Create Position
or Set Hiring Restrictions task.
Time Type Select from the types you specified in the Create Position
or Set Hiring Restrictions task. Automatically populates to
the value defined on the job profile.

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Option Description
Location Select from the locations you specified in the Create
Position or Set Hiring Restrictions task, or from the
primary or additional locations on the job requisition.
Work Space Select from the work spaces (such as building, floor, or
cubicle) associated with the Location.
Pay Rate Type The available pay rate types are based on the country
associated with the Location.
5. Complete the End Contract Details section.
Option Description
Current Job Automatically populates from the worker's contract.
Contract End Date This date must be earlier than the Hire Date.
Reason Select from the reasons you defined in the Maintain
Termination Categories task.
Close Position Leave blank if you want to keep the position open for
staffing. You can't close a position that has an open job
requisition.
Is this position available for overlap? Specify whether another worker can fill the position before
the incumbent departs. Available in position management
organizations if Enable Job Overlap for Vacating
Positions is enabled in the Edit Tenant Setup - HCM task.
Secondary Reasons Select from the reasons you defined in the Maintain
Termination Categories task.
Last Day of Work Automatically populates from the Contract End Date, but
you can change it.
Correcting the Contract End Date automatically corrects
the Last Day of Work.

6. Complete the Working Time section.

Workday initially populates many of these fields with values from the position or job requisition. As you
complete the task, Workday updates the values.
Option Description
Scheduled Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Default Weekly Hours if
there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

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Option Description
Location Weekly Hours Displays the standard weekly hours associated
with the Location.
Default Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Location Weekly Hours field
if there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

FTE Calculated by dividing the Scheduled Weekly

Hours by the Default Weekly Hours. This value
displays as a percentage.
Specify a Paid FTE Select the check box to specify paid full-time
equivalent for a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % You can enter a percentage that overrides the

FTE field for use in your Workday Compensation
and Workday Payroll calculations.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Specify a Working FTE Select the check box to specify working full-time
equivalent for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Enter a working full-time equivalent percentage.

Used in custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Available when you enable Work Shift on the

Maintain Localization Settings task.
Available when you select the Work Shift
Required check box on the job profile.
Define the work shifts for a location using the
Maintain Work Shifts task.

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Option Description
Frequency Select from the working time frequencies you
specified on the Maintain Frequencies task.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Unit Select from the preconfigured options of hours or

days.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of the working time in selected

units. Automatically populates to zero.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

7. Add any Additional Information.

Option Description
Job Title Automatically populates from the Job Profile.
Business Title Automatically populates from the Job Title.
You can control the display of business titles
by enabling the Worker Data: Business Title
on Worker Profile domain security policy in the
Staffing functional area.

Annual Work Period The period of time during which a contingent

worker earns an annual salary.
Work Period Percent of Year Available if you selected Annual Work Period.
Enter a percentage up to 100%. This is used to
appropriately prorate the contingent worker's
compensation rate.
Disbursement Plan Period The period of time during which a contingent
worker receives the annual compensation.
Job Category Automatically populates from the Job Profile.
Job Classifications Automatically populates from the Job Profile.
Management Level from Job Profile Automatically populates from the Job Profile.
Additional Job Classifications Select classifications as needed.
Company Insider Types Select from the types associated with the Job
Profile.
Define company insider types with the Maintain
Company Insider Types task. Assign them to a
job profile with the Edit Job Profile task.

Workers' Compensation Code from Job Profile Automatically populates from the Job Profile.

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Option Description
Workers' Compensation Code Override Select an override for the compensation code.
First Day of Work Automatically populates from the Hire Date, but
you can change it.
Correcting the Hire Date automatically corrects
the First Day of Work.

Continuous Service Date Automatically populates from the Hire Date, but
you can change it.
Correcting the Hire Date automatically corrects
the Continuous Service Date.

End Employment Date The date must be on or after the First Day of
Work.
Benefits Service Date Enables you to track length of service for benefit
programs. Example: Workers become eligible for
insurance after a 3-month probation period.
Available for use in user-defined calculations and
eligibility rules.
Workday empties the field during rehire.
This service date only applies to employees.

Company Service Date Enables you to track an additional service date,

such as date of acquisition.
Available for use in user-defined calculations and
eligibility rules.
Workday empties the field during rehire.
This service date only applies to employees.

Result
Workday initiates an End Contingent Worker Contract event that completes upon completion of the Hire
event. The contingent worker record inactivates when the contingent worker contract ends, and the
employee record activates on the hire date.
Workday assigns the Pre-Employee as Self security group to the worker until the Hire Date. Then Workday
transfers the worker to the Employee as Self and All Employees security groups.

Next Steps
If you're converting a contingent worker whose position has a purchase order, update the purchase order
manually to reflect changes resulting from the conversion. Example: If you have an existing purchase order
and the contract end date changes during conversion, Workday reminds you to create a change order
manually.

Related Information
Tasks
End Contingent Worker Contracts on page 615
Hire Employees on page 580
Create Hiring Restrictions on page 489

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Concept: Contingent Worker Purchase Orders

You can create purchase orders or change orders as part of the staffing events for contingent workers by
adding steps to some of the business processes.

Contract Contingent Worker Add the Create Purchase Order From Contract
Contingent Worker action after the completion
step in the Contract Contingent Worker business
process. This configuration ensures that the hire
is complete before creating a purchase order. The
contract details in the purchase order come from
the worker's position.
You can’t generate a change order by correcting
the Contract Contingent Worker event. However,
if you configured the Contract Contingent Worker
business process to create purchase orders, you
can create one during correction.

Edit Position Add the Create Change Order From Contract

Contingent Worker action after the completion
step in the Edit Position business process. This
configuration ensures that any changes to the
position that affect the purchase order initiate a
change order after the position edit is complete.

Change Job Add the Create Change Order From Contract

Contingent Worker action after the completion step
in the Change Job business process.

End Contingent Worker Contract Add the Create Change Order From Contract
Contingent Worker action after the completion step
in the End Contingent Worker Contract business
process. The event effective date can't be earlier
than any time logged against the purchase order.

Convert to Employee You can’t add a change order step to the Convert to
Employee business process. However, if you have
an existing purchase order and the contract end
date changes during conversion, Workday reminds
you to create a change order manually.

Some staffing events require a manual change order because the business process step doesn’t trigger
automatically. You can use the Purchase Orders out of sync with HCM data source in a custom report to
monitor your contingent worker purchase orders.

Concept: Contract Contingent Worker Initiating Actions

The Contract Contingent Worker business process offers multiple Contract Contingent Worker initiating
actions to suit the needs of your organization. When configuring the business process, you can decide
which initiating actions are most appropriate for your security groups. Workday recommends that your
users have access to only 1 version of the Contract Contingent Worker task from Workday global
search. The main differences between the Contract Contingent Worker initiating actions are the ability to:
• Use additional search fields and view staffing information in search results.
• Create pre-hires.

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If your organization prioritizes preventing creation of duplicate person records, Workday recommends
using 1 of the initiating actions with additional search capabilities. These versions of the Contract
Contingent Worker task make it easier for you to find existing person records. In addition to the pre-hires
and former workers, your search results include:
• Active workers.
• Pre-hires marked ineligible for hire.
• Active students with a pre-hire record.
• Inactive students and inactive external students without a pre-hire record.
• Terminated workers marked ineligible for rehire.
Related Information
Reference
2020R1 What’s New Post: Prevent Duplicate Records During Hiring and Contracting

Reference: Employee and Contingent Worker Differences

This table provides a high-level overview of the functionality available for employees and contingent
workers.

Area Employees Contingent Workers

Additional Job X
Background Check X X
Benefit Plans X X
Calibration X
Career Hub X
Career Interests X
Change Job X X
Change Photo X X
Compensation Packages and X
Plans
Contact Information X X
Domestic Assignments X
Development Plan X X
Disciplinary Action X X
Employee Reviews X X
Give Anytime Feedback X X
Give Requested Feedback X X
Goals X X
Hire Hire Employee task. Contract Contingent Worker
and Convert to Employee tasks.
International Assignments X
Job Interests X
Job Overlap X X

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Area Employees Contingent Workers

Job Requisitions X X
Leave of Absence X X
Onboarding X X
Open Enrollment X
Org Chart X X
Pay Groups X
Performance Improvement Plans X X
Performance Reviews X X
Personal Notes X X
Personal Information X X
Receive Feedback X X
Resignation X
Service Dates X X
Skills and Experience X X
Succession Plans X
Talent Cards X X
Talent Marketplace Gigs and Opportunity Opportunity Marketplace only.
Marketplace.
Talent Reviews X
Termination Terminate Employee task. End Contingent Worker
Contract task.
Time Off X X
Time Tracking X X

Related Information
Tasks
Contract Contingent Workers on page 608

Troubleshooting: Missing Onboarding Dashboard Items for Hired Contingent Workers

Cause: Though you terminate a contingent worker and assign a future hire date, the condition rule
framework returns the former contingent worker, instead of returning a future worker.
Solution: Create calculated fields to return the hire date of future workers, and sort them in ascending
order.

Steps
Security: Custom Field Management domain in the System functional area.

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1. Create a calculated field that returns workers who you haven't terminated.
a) Access the Create Calculated Field task.
b) Enter these values:

Field Value
Field Name Worker isn't terminated
Business Object Worker
Function True/False Condition
c) Click OK and enter these values:

Field Value
Field Terminated
Operator equal to
Comparison Type Value specified in this filter
Comparison Value Checked
2. Create a calculated field that returns workers from person.
a) Click Create Another Calculation.
b) Enter these values:

Field Value
Field Name Workers from Worker
Business Object Worker
Function Look Up Related Value
c) Click OK and enter these values:

Field Value
Lookup Field Person
Return Value Person
3. Create another calculated field that returns workers from person.
a) Click Create Another Calculation.
b) Enter these values:

Field Value
Field Name Workers from Person
Business Object Worker
Function Lookup Related Value
c) Click OK and enter these values:

Field Value
Lookup Field Workers from worker
Return Value Workers

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4. Create a calculated field that returns the first occurrence of a future worker in ascending order.
a) Click Create Another Calculation.
b) Enter these values:

Field Value
Field Name Future Worker
Business Object Worker
Function Extract Single Instance
c) Click OK and enter these values:

Field Value
Source Field Workers from Person
Condition Worker is not terminated
Sort Field Hire Date
Sort Direction Ascending (A to Z)
Instance to be Returned First occurrence
5. Create a calculated field that returns the hire date of a future worker who you haven't terminated.
a) Click Create Another Calculation.
b) Enter these values:

Field Value
Field Name Future hire's hire date
Business Object Worker
Function Look Up Related Value
c) Click OK and enter these values:

Field Value
Lookup Field Future Worker
Return Value Hire Date
6. Click OK and click Done.

Onboarding

Onboarding Dashboard
Steps: Set Up Worker Onboarding

Context
Onboarding provides a set of tools to help you engage new workers into your organization more effectively.
You can:
• Display welcome messages.
• Build lists of people and helpful contacts to meet.
• Guide workers through their onboarding tasks.

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• Give workers a convenient and effective way to monitor their onboarding tasks with a visual progress
indicator.
• Communicate relevant corporate and job-related information.
Onboarding also enables HR productivity. You can:
• Create electronic Forms I-9 for U.S. employment verification.
• Distribute documents to new hires and track acknowledgments or electronic signatures.
• Retrieve completed documents that new hires upload.
You can use onboarding for new hires, new contingent workers, and workers transitioning from another
part of your organization. You can start the onboarding process before a worker's hire or start date, or on
the first day of work.
A worker can have only 1 onboarding process in progress at a time. If a worker is already in an onboarding
process, then Workday doesn't launch any other onboarding events.

Steps
1. Create Onboarding Setup Templates on page 636.
2. Access the Maintain Onboarding Reasons task.
Create reasons for onboarding workers.
Security: Set Up: Onboarding domain in the Onboarding functional area.
3. Configure the Onboarding business process.
See Steps: Set Up Onboarding Business Process on page 632.
4. Steps: Set Up Security for Onboarding on page 633.
5. (Optional) Configure and View Alerts.
Configure alerts to remind managers to complete the Onboarding Setup step.
Copy the Onboarding Setup Events Qualified for Alerts standard report to use as the input report on
the Configure Alert task.
6. (Optional) Set up an electronic Form I-9.
See Steps: Set Up Electronic Form I-9 on page 642.
7. (Optional) Create Bulletin Worklet for Onboarding on page 637.
8. Configure Dashboard Content.
Configure the Onboarding dashboard.
9. (Optional) Mass Advance Onboarding Setup Events on page 638.

Next Steps
You can run the Onboarding Setup Template Coverage report to ensure that each template covers the
correct group of workers.
The Onboarding Status Summary report displays workers onboarded within the last 90 days.
Administrators and managers can view details about the hires and their onboarding progress.
Related Information
Concepts
Concept: Adoption Navigator: Onboarding Dashboard
Tasks
Contract Contingent Workers on page 608
Hire Employees on page 580
Reference
The Next Level: Onboarding Beyond Hire

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Steps: Set Up Onboarding Business Process

Prerequisites
• Configure the Onboarding Setup business process in the Onboarding functional area.
• Security: Business Process Administration or Manage: Business Process Definitions domain in the
System functional area.

Context
You can initiate Onboarding for new hires and contingent workers and existing workers using the Launch
Onboarding task. You can also initiate the Launch Onboarding task as a subprocess of these business
processes:
• Add Additional Job
• Change Job
• Contract Contingent Worker
• Hire
• Start International Assignment
You can configure the Onboarding dashboard with worklets. These worklets communicate important
information to new workers and prompt them to complete tasks related to their Onboarding. The
Onboarding business process uses the worklet configuration from the Onboarding Setup business process
step when both steps are subprocesses of a staffing event. However, when you launch Onboarding as a
standalone business process, Workday uses the setup information from the last completed Onboarding
Setup event.

Steps
1. Edit Business Processes.
Configure the Onboarding business process. You can define the order that parallel steps display in the
inbox.
2. Add Tasks steps.
Add 1 or more Tasks steps to enable workers to update their personal and contact information. You can
combine Contact Change, Name Change, Preferred Name Change, and Personal Information Change
into 1 step or split the tasks into separate, parallel steps.
You can identify a task in the worker's Inbox by entering a label in the Checklist Label field (Example:
Enter Personal Information).
See Concept: Tasks Step.
3. (Optional) Configure condition rules to skip approvals when a worker submits personal and contact
information updates without making changes.
See Concept: Step Conditions.
4. (Optional) Configure employment eligibility compliance with Form I-9.
a) Add the Manage Form I-9 Assignment step before the Complete Form I-9 Assignment step.
b) Add the Complete Form I-9 step after the Onboarding Completion step.
Workday doesn't initiate the Complete Form I-9 step when Onboarding is a subprocess of the Start
International Assignment business process.
See Concept: Manage Form I-9 Assignments on page 653.
5. Add the Change Benefit Elections step after the Onboarding Completion step.
6. Add To Do steps for other tasks you want new hires to complete, such as Add Emergency Contacts.
7. (Optional) Add the Edit Licenses subprocess as an action to enable all Edit IDs business processes
to be available as a part of the Onboarding business process. Update the security policy for the Edit
Licenses subprocess before adding it.

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8. (Optional) Add the Review Documents step.

Enable workers to acknowledge, electronically sign, or upload documents. You can include multiple
documents in a single step or add separate steps for more granular tracking. You can control access to
documents by creating security segments that limit the document categories that are visible to a role.
See Steps: Maintain Access to Documents.
9. (Optional) Select Business Process > Maintain Step Delay from the related actions menu of the
business process step.
When you enable pre-hire workers to complete Onboarding steps before their start date, add a step
delay to the steps that workers complete after their start date.
Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions
10.(Optional) Create Custom Notifications.
Set up Onboarding email notifications to personal or work email addresses.
You can override the email template. If you use Notification Designer, you can create a template and
enable it for the Custom Business Process notification category. You can use the notification template
to send notifications when using the Onboarding business process.
11.Add the Onboarding Setup and Onboarding actions to your existing Hire, Contract Contingent Worker,
Add Additional Job, Change Job, or Start International Assignment business processes.
When adding the Onboarding Setup and Onboarding actions to your existing business processes,
consider:
• The Onboarding Setup step must be 1 step before the Onboarding step.
• The Onboarding action must come after both the completion step and the Create Workday Account
step.
• Don't assign security groups to the Onboarding action. Workday secures each step in the
Onboarding business process separately.
• If Change Benefit Elections is part of the Onboarding business process, remove it from the Hire and
Contract Contingent Worker business processes.
• If Personal Information Change and Onboarding are both part of the Hire or Contract Contingent
Worker business processes, don't run them as parallel steps.
12.(Optional) Configure Rule-Based Business Processes.
You can configure different Onboarding business process definitions for: Add Additional Job, Contract
Contingent Worker, Change Job, Hire, and standalone Onboarding.

Next Steps
If you include a Tasks step in the Onboarding business process, provide custom instructions for workers
to update their name, personal, and contact information. Use the View Business Process Template
report to override the default help text for each section. You can view the Task Security tab in this report
to ensure that you’ve synchronized your business process and domain security policies.
Related Information
Tasks
Create Custom Business Processes

Steps: Set Up Security for Onboarding

Prerequisites
Security: Security Configuration domain in the System functional area.

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Context
Set up security for workers to complete each step of their Onboarding process. To ensure that workers
can complete their Onboarding tasks, synchronize the business process and domain security policies.
Business process security policies provide access to actions in the Onboarding business process. Domain
security policies provide access to view and modify data within those actions.

Steps
1. Configure security permissions on the Set Up: Onboarding domain in the Onboarding functional area.
This domain provides access to various tasks to set up Onboarding rules and templates. Restrict
access on this domain to only administrators.
2. Edit Business Process Security Policies.
a) Set up security for the Onboarding Setup business process.
b) Set up security for the Onboarding business process.
c) Set up security for the subprocesses that you include in the Onboarding business process.
You can enable pre-hire workers to complete Onboarding steps before their start date, like pre-
hire state withholding elections. Under Who Can Start the Business Process, include the Pre-
Employee as Self and Pre-Contingent Worker as Self security groups.
Under Who Can Do Actions on Entire Business Process, grant permissions to the HR Partner,
HR Administrator, or other relevant HR roles in your organization. Grant View Completed Only
permission to the same groups that have permission on the initiating action. Any pre-hire security
groups with View Completed Only permission can see future dated events.
3. Edit Domain Security Policies.
Set up security for the Onboarding business process.

Functional Area Onboarding Action Self-Service Domains Worker Data Domains

Benefits Change Benefit Self-Service: Benefits Worker Data: Benefits
Elections
CAN Payroll Complete Federal Self-Service: Payroll
Withholding Elections (My Withholding
Elections) - CAN
Contact Information Change Emergency Self-Service: Person Data:
Contacts Emergency Contacts Emergency Contacts
Contact Information Contact Change • Self-Service: Home • Person Data: Home
Contact Information Contact Information
(plus subdomains) (plus subdomains)
• Self-Service: Work • Worker Data: Work
Contact Information Contact Information
(plus subdomains) (plus subdomains)

Contact Information Name Change Self-Service: Legal Person Data: Legal

Name Name
Contact Information Preferred Name Self-Service: Preferred Person Data: Preferred
Change Name Name
Onboarding Complete Form I-9 Self-Service: I-9 Forms Worker Data: I-9 Forms
Personal Data Change Self- Self-Service: Self- Worker Data: Self-
Identification of Identification of Identification of
Disability Disability - USA Disability - USA

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Functional Area Onboarding Action Self-Service Domains Worker Data Domains

Personal Data Edit Government IDs Self-Service: Person Data:
Government IDs Government IDs
Personal Data Edit Licenses Self-Service: Licenses Person Data: Licenses
Personal Data Personal Information Self-Service: Personal Person Data: Personal
Change Data (plus subdomains) Data (plus subdomains)
USA Payroll Complete Federal Self-Service: Payroll
Withholding Elections (My Withholding
Elections) - USA
USA Payroll Manage Payment • Self-Service: • Worker Data: Payroll
Elections Payment Election (Payment Elections)
• Self-Service: Payroll • Worker Data: Payroll
(My Payment Interface (Payment
Elections) Elections)
• Self-Service: Payroll
Interface (Payment
Elections)

On the self-service security domains, grant modify permission to the same security groups you
assigned to the initiating actions. These groups include:
• Contingent Worker as Self
• Employee as Self
• Pre-Contingent Worker as Self
• Pre-Employee as Self
On the worker data domains, grant view permission, at a minimum, to the same roles you assigned to
other business process actions. These roles can include HR Administrator, HR Partner, and more.
You can hide specific types of contact information (such as instant messenger or web address) by not
assigning security groups to those domains.
4. Activate Pending Security Policy Changes.

Example
Secure the Contact Change task in the Onboarding business process so that workers can view and
update only their home address, personal email address, and phone number. Add the Employee as Self
security group to the:
• Contact Change task in the Onboarding business process.
• Contact Change business process security policy.
• Self-Service: Home Address, Self-Service: Home Email, and Self-Service: Home Phone domain
security policies.
Don't assign the Employee as Self security group to the Self-Service: Work Contact Information domain, or
to any other Self-Service: Home Contact Information subdomain.
Related Information
Concepts
Concept: Worker Tax Elections (USA)

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Create Onboarding Setup Templates

Prerequisites
• Configure condition rules on the Create Onboarding Setup Rule task.
• Security: Set Up: Onboarding domain in the Onboarding functional area.

Context
Streamline the Onboarding process by creating Onboarding setup templates for different organizations
and worker types. Managers use Onboarding setup templates to populate worklets on the Onboarding
dashboard. Onboarding setup templates save your organization time and enable a consistent Onboarding
experience among like workers.

Steps
1. Access the Maintain Onboarding Setup Template task.
2. As you complete the task, consider:
Option Description
Condition Rule Applied Set condition rules for each template so Workday
automatically populates the correct template in
the Inbox task of the manager.
From My Manager Write a welcome message to the new worker.
People to Meet Select up to 10 important people for the new
worker to meet, such as mentors and coworkers.
You can send a notification to the people you
select that encourages them to welcome the new
worker.
You can only select roles assigned to supervisory
organizations.

Helpful Contacts Select up to 10 people who could be helpful

contacts for the new worker, such as benefits and
HR partners.
You can only select roles assigned to supervisory
organizations.

Note: The Select People field takes precedence over the Select Role field in the People to Meet and
Helpful Contacts sections.

Result
Managers receive the Onboarding Setup inbox task with the Onboarding setup template. The manager
can further customize the content of the template to satisfy their needs.

Next Steps
(Optional) Create condition rules for announcing the Onboarding dashboard on the Create
Announcement Rule task.

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Create Bulletin Worklet for Onboarding

Prerequisites
Security: Set Up: Announcements and Bulletin Worklet domain in the System functional area.

Context
Create bulletin worklets to deliver tailored messages to different groups of workers. Although this worklet
is optional, it can be a valuable part of the onboarding process by introducing new workers to the
organization. Examples:
• A welcome message from the CEO.
• Messages:
• That describe the values and culture of the company.
• About benefits with a link to your company intranet.
• About training with a link to an external learning management system.
You can associate a condition rule with each message to determine who receives the message. To identify
the target audience for messages, use the Create Announcement Rule task. Workday currently doesn't
support the Service Center Representatives worker group.
Messages are static text and aren't tied to specific onboarding tasks. To organize and manage messages
more easily, you can create as many bulletin worklets as you need.

Steps
1. Access the Create Bulletin Worklet task.
2. Enter a Name for the worklet.
Workday displays this name in prompts when you view or edit the worklet.
3. Enter a Label for the worklet.
Workers see this label on the Onboarding dashboard.
4. Select the Onboarding option from the Landing Pages for Bulletin Worklet prompt.
You can use the Maintain Dashboards task to change the default dashboard name from Onboarding.
5. Add a row for each message and enter details.
Option Description
Rule Select a condition rule that identifies the message
recipients. If you leave this field blank, all workers
see this message.
Message From / Message Title Specify who the message is from, or enter a
message title.
Show Current Photo / Upload Custom Image Display the message sender's worker profile
photo or a custom image, such as a logo.
If the message sender doesn't have a photo,
Workday displays a gray silhouette.
Custom images must conform to the file size limit
and permitted file types for your tenant. To select
an existing image or create an image, select
Upload Custom Image. Because Workday crops
the images in bulletin worklets into circles, use
square images for best results. Images in any
other shape don't fit properly, resulting in white

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Option Description
spaces in the circular area. Workday recommends
150 x 150 pixels for images.
If you select None of the above, Workday
displays a gray silhouette for messages from
senders. For messages with titles only, Workday
displays a stock image of paper and eyeglasses.

Message Enter the message. Click Format Text to open a

larger field with a rich text editor.
Video Specify a title and description then select a
preview image and enter the URL for the video
(hosted outside of Workday).
Videos open in separate browser tabs.

Example

Rule Message From / Show Current Photo / Message

Message Title Upload Custom Image
Active Employees Our Company Culture Tenant Logo Our culture comes from
the passion, creativity,
and positive attitude
of our employees. We
believe in an open
and honest approach
to business, where
everyone can contribute
and make a difference.
Active Employees in Maria Cardoza Current Photo Your satisfaction with
U.S. your benefits program
is as important to us
as it is to you. We work
diligently to provide you
with a benefit package
that helps keep you
healthy and meets the
needs of your family.
Learn more about your
benefit plans by visiting
our company intranet.

Related Information
Tasks
Steps: Set Up Worker Onboarding on page 630

Mass Advance Onboarding Setup Events

Prerequisites
• Initiate the Onboarding Setup subprocess as part of a staffing business process.
• Security: Custom Report Creationand Mass Operation Management domains in the System functional
area.

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Context
If managers are busy, they might not complete the Onboarding Setup step, which means the Onboarding
subprocess isn't initiated. You can ensure that the Onboarding dashboard is available for new workers in
a timely manner by mass advancing incomplete Onboarding Setup events to completion.

Steps
1. Access the Copy Standard Report to Custom Report task.
Create a custom report based on the Onboarding Setup Events Qualified for Auto Advance
standard report to identify the Onboarding Setup events you want to advance to completion.
2. Access the Mass Operation Management task.
As you complete the task, select:
Option Description
Mass Operation Type Select Advance Business Process.
Input Report Select the custom report you just created.
Run Frequency Select a run frequency.
3. On the Mass Operation Configuration tab, select the Send to Completion check box to ensure that
the mass operation automatically advances the Onboarding Setup events to completion.

Result
When the mass operation successfully completes:
• The in progress Onboarding Setup subprocesses that meet the input report criteria complete.
• Workday initiates the next step in the parent process definition, which should be Onboarding.
Related Information
Tasks
Copy Reports
Set Up Mass Operations

Onboarding Landing Page

Set Up Onboarding Landing Page

Prerequisites
Note: We plan to retire the Onboarding landing page and campaigns worklets in a future update.
Workday recommends that you configure the Onboarding dashboard and worklets for a more
personalized onboarding experience.
• Create a campaigns worklet for onboarding.
• If you want to deliver messages to new hires, create 1 or more bulletin worklets for onboarding.
• Security: Set Up: Tenant Setup - Worklets domain in the System functional area.

Context
Set up the Onboarding landing page to welcome new workers to your organization and coordinate their
onboarding activities. Create a custom page title, provide instructional text that explains the onboarding
process, and select the worklets that the landing page displays.

Steps
1. Access the Maintain Dashboards report.

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2. In the Home row, click Edit.

3. In the Worklets section on the Content tab, add the campaigns worklet for onboarding.
This worklet navigates workers from the Home page to the Onboarding landing page. The selection list
displays the worklet Name that you defined in the Create Campaigns Worklet task.
Landing pages display up to 12 worklets. If you have more than 12 worklets, adjust your configuration to
ensure that the campaigns worklet displays on your landing page.
4. Click Done.
5. In the Onboarding Landing Page (Do Not Use) row, click Edit.
6. Click Add.
7. In the Worklets section on the Content tab, add the Your Onboarding Checklist worklet to the grid.
This worklet directs new hires to their Inbox to complete the actions and To Do tasks that you defined
in the Onboarding business process.
8. Add bulletin and custom worklets to the grid.
You can't personalize the Onboarding landing page. It requires all worklets.

Result
New hires see the campaigns worklet on the Home page every time they sign in to Workday. They can
click Take Me There to navigate to the Onboarding landing page, which displays how many onboarding
tasks they must complete. The landing page also displays any bulletin worklets or custom worklets that you
set up.
The Checklist has a Go to Inbox button for workers to access their onboarding tasks. When they're
finished, access to the Onboarding landing page ends and the campaigns worklet disappears.

Example

Onboarding Dashboard
Dashboard Description
Welcome! We're excited you
are now part of our
company!
Here is your Checklist
of onboarding tasks.
Check out the Getting
Started announcements
for information to help
guide you during your
first few weeks with us.
Our culture is one of the
main reasons that our
employees join us and
thrive. Our Company
Experience tells you
more.

Required Worklets
Worklet Required for Groups
Your Onboarding Contingent Worker as
Checklist Self
Employee as Self

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Worklet Required for Groups

Pre-Contingent Worker
as Self
Pre-Employee as Self

Getting Started All Users

Our Company All Users
Experience

Create Campaigns Worklet for Onboarding

Prerequisites
Note: We plan to retire the Onboarding landing page and campaigns worklets in a future update.
Workday recommends that you configure the Onboarding dashboard and worklets for a more
personalized onboarding experience.
Security: Set Up: Campaigns Worklet domain in the System functional area.

Context
Create a campaigns worklet to highlight the onboarding process and guide new hires to the Onboarding
landing page. This worklet displays on the Home landing page until workers complete the steps in the
Onboarding business process.

Steps
1. Access the Create Campaigns Worklet task.
2. Specify a Name for the worklet, such as Onboarding.
Workday displays this name in prompts when you view or edit the worklet.
3. Create a Label for the worklet, such as Getting Started.
Workers see this label next to the worklet bubble on the Home landing page.
4. At the Landing Pages for Campaigns Worklet prompt, select Home.
5. In the Campaign grid, add a row and specify campaign details:
Option Description
Title Text The title displays at the top of the worklet.
Message The message displays above the image on the
worklet.
Image The image (such as your company logo) displays
at the center of the worklet. The logo must
be in BMP, GIF, JPEG, or PNG format with a
recommended size of 500 x 500.
Campaign Type Select Onboarding.

Example

Title Text Message Image Campaign Type

Welcome! Here is a quick To Do list company_logo.jpg Onboarding
for your first week on the
job.

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Next Steps
(Optional) Create a bulletin worklet for onboarding. Then, set up the Onboarding landing page and add
the campaigns worklet to the Home page.

Form I-9
Steps: Set Up Electronic Form I-9

Prerequisites
Confirm your Form I-9 compliance requirements and processes before enabling this functionality. Workday
enables you to create a legal Form I-9, but doesn’t assume responsibility for compliance.

Context
The Workday electronic Form I-9 and optional E-Verify integration streamlines employment authorization,
reduces paperwork, and minimizes manual data entry. You can use the electronic Form I-9 for newly hired
and rehired employees who work in the U.S.
Note: Workday applies a version and date stamp to each official update of the Form I-9. All Workday
tasks, reports, printing, and web service functions use the correct version of the Form I-9 based on
the date it was created. Example: If you compare a Form I-9 created 1/1/2015 with another created on
8/2/2023, the layouts differ because an updated Form I-9 went into effect on 8/1/2023.

Steps
1. Configure the Complete Form I-9 business process in the Onboarding functional area.
See Steps: Set Up Complete Form I-9 Business Process on page 644.
2. Configure the Amend Form I-9 business process in the Onboarding functional area.
See Steps: Set Up Amend Form I-9 Business Process on page 647.
3. Configure the Internal Audit Form I-9 business process in the Onboarding functional area.
Add the Initiation step on the Internal Audit Form I-9 business process definition.
4. Configure the Complete Form I-9 Section 3 business process in the Personal Data functional area.
Add the Initiation step on the Complete Form I-9 Section 3 business process definition.
5. Set up security policies for electronic Form I-9 domains and business processes.
See Steps: Set Up Security for Electronic Form I-9 on page 643.
6. (Optional) Maintain Form I-9 Settings on page 650.
7. (Optional) Complete Set Up and Upgrade Prerequisites for E-Verify Integration.

Result
You can create and complete electronic Forms I-9 to verify that your employees are eligible to work in the
U.S.

Next Steps
• Add the Form I-9 Process Status worklet to the Home landing page for tracking purposes.
• From the main menu, select Sitemap > Personal Data for a list of Form I-9 tasks and reports.
Related Information
Concepts
Concept: Electronic Form I-9 Workflow on page 657
Concept: Electronic Form I-9 and Retry Button Limitations on page 659
Concept: Purging Electronic Forms I-9 on page 659

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 | Staffing | 643

Tasks
Steps: Set Up Worker Onboarding on page 630
Steps: Manage Electronic Form I-9 on page 648

Steps: Set Up Security for Electronic Form I-9

Prerequisites
Security: Security Configuration domain in the System functional area.

Context
Set up security for the electronic Form I-9 so that employees can complete the form and support partners
can review and verify the data.
Note: Workday enables you to create a legal Form I-9, but doesn't assume responsibility for compliance.

Steps
1. Edit Business Process Security Policies.
Configure these Form I-9 business processes in the Onboarding and Personal Data functional areas
and assign security groups to actions. As you complete this task, consider:

Business Process Suggested Security Groups

Complete Form I-9 Grant permission on the Complete Form I-9
initiating action to the Employee as Self security
group.
If you have pre-hire workers, add the Pre-
Employee as Self security group on the initiating
action so that they can complete the Form I-9
before their start date.
Workday recommends that you grant View All
permission to the security groups that have
permission on the initiating action.

Amend Form I-9 Grant permission on the Form I-9 Section 1 -

Amend action to the Employee as Self security
group.
Grant View All permission to the Employee as
Self security group in addition to the security
groups that have permission on the initiating
actions.

Manage Form I-9 Assignment Assign the relevant security groups to actions on
the business process, such as HR Administrator,
HR Partner, or other relevant roles.
Internal Audit Form I-9 Assign the relevant security groups to actions on
the business process, such as HR Administrator,
HR Auditor, or other relevant roles.
Complete Form I-9 Section 3 Assign the relevant security groups to actions on
the business process, such as HR Administrator,
HR Auditor, or other relevant roles.

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2. Edit Domain Security Policies.

Configure these domains in the Onboarding functional area. Grant domain security permissions for
viewing Forms I-9, worker IDs, and Form I-9 attachments, as well as for E-Verify resubmission.

Domain Suggested Security Groups Permission

Process: I-9 Forms HR Administrator View

HR Partner

Process: Resubmit: Form I-9 HR Administrator View and Modify

HR Partner

Self-Service: Form I-9 Employee as Self View

Attachments in View
Pre-Employee as Self

Self-Service: I-9 Forms Employee as Self View

Pre-Employee as Self

Worker Data: Form I-9: HR Administrator View and Modify

Additional Information
HR Partner

Worker Data: Form I-9 HR Administrator View

Attachments
HR Partner

Worker Data: I-9 Forms HR Administrator View and Modify

HR Partner

The Worker Data: I-9 Forms domain secures the Form I-9 Process Status report. The Process: I-9
Forms domain secures additional Form I-9 reports and E-Verify integration details.
Workday doesn't recommend configuring the Self-Service: Form I-9 Attachments in Events domain. You
can potentially expose a worker's personal data if you attach the wrong document to another worker’s
Form I-9. Even when you delete the wrong attachment, it's still included and displayed in event views.
3. Activate Pending Security Policy Changes.

Steps: Set Up Complete Form I-9 Business Process

Prerequisites
• To use the E-Verify integration, create the integration before you configure the integration steps on the
Complete Form I-9 business process.
• Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
You can set up the Complete Form I-9 business process so employees can create an electronic Form I-9
to verify U.S. employment eligibility. You can use the Complete Form I-9 business process independently
or as an action on the Onboarding business process. You can include integration steps on the Complete
Form I-9 business process to submit employee data to the E-Verify integration for work authorization.

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When it's part of the Onboarding business process, the Complete Form I-9 action step must come after
the:
• Name Change and Contact Change tasks complete. When you prepopulate the Form I-9, Workday
makes the employee's name and home address available for the Form I-9.
• Completion step on the Onboarding business process, for faster employment verification, as the
integration pauses until Onboarding is complete.
Note: Workday enables you to create a legal Form I-9 but doesn’t assume responsibility for compliance.

Steps
1. Edit Business Processes.
Configure the Complete Form I-9 business process in the Onboarding functional area.
Use this business process step order:
• When you use the E-Verify integration, include steps a - j.
• When you enter data into the E-Verify website manually or you don't use E-Verify, include steps a, b,
and j.

Order If Type Specify

a Initiation
b Action Review Form I-9
c U.S. Employment Not Service E-Verify Initial or
Already Authorized? Reverification
(Workday Owned)
d E-Verify identifies Action E-Verify Duplicate Case
cases with the same Check
SSN in last 365 days?
(Workday Owned)
e Close duplicate cases Service E-Verify Close
and create a new case Duplicate and Create
at E-Verify? (Workday New Case
Owned)
f Case is queued? Service E-Verify Queued Case
(Workday Owned)
g Case requires a photo Action E-Verify Photo Match
match? (Workday
Owned)
h Case requires a photo Service E-Verify Confirm Photo
match? (Workday
Owned)
i Case requires review Service Create New I-9
of potentially incorrect Event for E-Verify
data? (Workday Reverification
Owned)
j U.S. employment Action Final U.S. Employment
eligibility status Verification Status

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Order If Type Specify

pending? (Workday
Owned)

(Optional) Add an Approval step after b and before c for an additional review of Form I-9 supporting
documents.
The Completion step must be step b or the optional Approval step. Make the Approval step the
business process Completion step.
2. (Optional) Select Business Process > Maintain Step Conditions from the related actions menu of
step b.
To require a Social Security Number on Section 1 of the Form I-9, add a row on the Validation
Conditions tab and select Create Condition Rule on the Rule prompt.
Build a condition rule based on this Workday-delivered report field for IDs:

Source External Field Relational Operator Comparison Type Comparison Value

for Condition Rule
Is Social Security equal to Value specified in this No
Number Available on filter
Form I-9 Event
3. Select Business Process → Maintain Advanced Routing from the related actions menu of the
Review Form I-9 step.
Add a routing restriction to ensure that HR partners aren't assigned to the step for their own Form I-9.
4. (Optional) Select Business Process → Maintain Help Text from the related actions menu of the
business process.
Add help text for E-Verify by providing instructions for step b.
In the Help Text column, enter this message: When using E-Verify, any document presented for Type B
must have a photograph that matches the employee.
5. (Optional) From the related actions menu of the business process, select Business Process → Edit
Definition.
When you use E-Verify, click these buttons to configure the integration:
• Configure E-Verify Initial or Reverification
• Configure E-Verify Close Duplicate and Create New Case
• Configure E-Verify Confirm Photo
On the Configure E-Verify Event Service page, select the same E-Verify integration system.
6. (Optional) Select Business Process → Maintain Step Label Override from the related actions menu
for steps g and j.
When you use E-Verify, specify these step label overrides:
• Step g: Photo Match
• Step j: Finalize
7. (Optional) Create Custom Notifications.
For E-Verify, inform an HR partner when an employee doesn't have authorization to work. Use the U.S.
Employment Verification Status report field to create a notification rule.
Related Information
Concepts
Concept: Approval Step
Concept: Step Conditions
Tasks
Steps: Set Up Worker Onboarding on page 630

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 | Staffing | 647

Create Custom Business Processes

Reference
2020R2 What's New Post: Automatically Sync E-Verify Case Statuses

Steps: Set Up Amend Form I-9 Business Process

Prerequisites
• If you plan on using the E-Verify integration to update Form I-9 receipts, create the integration system
before you configure the integration steps on the Amend Form I-9 business process.
• Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions

Context
Set up the Amend Form I-9 business process so that you can:
• Send back Section 1 of the Form I-9 to an employee so they can correct it.
• Make changes to Section 2 of an employee's Form I-9.
• Add, delete, or update any attachments on an employee's Form I-9.
• Use the Update Form I-9 Receipts task to update an employee's Form I-9 once you receive the
document they initially presented a receipt for.
If you want to submit an employee's Form I-9 to E-Verify once you receive the document that they initially
presented a receipt for, you can include integration steps on the Amend Form I-9 business process.
You can also configure advanced routing fields on the Amend Form I-9 business process when you use
multiple E-Verify integrations.
Forms will only be sent to E-Verify through the E-Verify integration using the Update Form I-9 Receipts
task.
Note: You can't amend Section 3 data after you submit the task in Workday.

Steps
1. Edit Business Processes.
Configure the Amend Form I-9 business process in the Onboarding functional area.
Order the business process steps as shown. When you use the E-Verify integration, include steps c -
h. The Completion step must be on or after step b, and before step g or step i.

Order If Type Specify

a Initiation
b Amend Section 1? Action Form I-9 Section 1 -
(Workday Owned) Amend
c Update Form I-9 Service E-Verify Initial or
Receipts? (Workday Reverification
Owned)
d E-Verify identifies Action E-Verify Duplicate Case
cases with the same Check - Amend
SSN in last 365 days?
(Workday Owned)

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Order If Type Specify

e Close duplicate cases Service E-Verify Close
and create a new case Duplicate and Create
at E-Verify? (Workday New Case
Owned)
f Case is queued? Service E-Verify Queued Case
(Workday Owned)
g Case requires a photo Action E-Verify Photo Match -
match? (Workday Amend
Owned)
h Case requires a photo Service E-Verify Confirm Photo
match? (Workday
Owned)
i U.S. employment Action Final U.S. Employment
eligibility status Verification Status -
pending? (Workday Amend
Owned)
2. (Optional) From the related actions menu of the business process, select Business Process → Edit
Definition.
When you use E-Verify, click these buttons to configure the integration:
• Configure E-Verify Initial or Reverification
• Configure E-Verify Close Duplicate and Create New Case
• Configure E-Verify Confirm Photo
On the Configure E-Verify Event Service page, select the same E-Verify integration system.
3. (Optional) Select Business Process → Maintain Step Label Override from the related actions menu
for steps g and i.
When you use E-Verify, specify these step label overrides:
• Step g: Photo Match
• Step i: Finalize
4. (Optional) Create Custom Notifications.
For E-Verify, inform an HR partner when an employee doesn't have authorization to work. Use the U.S.
Employment Verification Status report field to create a notification rule.
5. (Optional) Maintain Form I-9 Settings on page 650.
When you use E-Verify, select the Collect advanced routing fields when Updating Form I-9
Receipts check box.
Related Information
Tasks
Create Custom Business Processes
Reference
2020R2 What's New Post: Automatically Sync E-Verify Case Statuses

Steps: Manage Electronic Form I-9

Prerequisites
Set up the electronic Form I-9 business processes, security policies, and optional E-Verify integration.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Staffing | 649

Context
Use these tasks and reports as needed to ensure that Forms I-9 for your employees are accurate and up-
to-date.

Steps
1. Access the Form I-9 Internal Audits report.
Review a list of completed Forms I-9, including the latest audit date and whether the audit is current.
You can audit a Form I-9 for an employee as often as needed. Select a form to verify that the
information is accurate, and finalize the audit when it's complete.
Security: Audit: I-9 Forms domain in the Personal Data functional area.
2. Access the Form I-9 Audit Trail report.
Review Form I-9 activity, including records of external Form I-9, for a specified time period. You can
filter by organization, establishment, employee, or location. You can view the business process history
and status for these business processes:
• Amend Form I-9
• Audit Form I-9
• Complete Form I-9
• Complete Form I-9 Section 3
• Manage Form I-9 Assignment
Security: Audit: I-9 Forms domain in the Personal Data functional area.
3. Access the Form I-9 Audit Trail Details report.
Review granular details about a single Form I-9, including ones completed through the remote hire
process.
You can access this report by using the:
• View Audit Trail button when viewing an employee's latest Form I-9.
• Related action off of the Complete Form I-9 or Complete Form I-9 Section 3 business process in the
View Worker History report.
Security: Audit: I-9 Forms domain in the Personal Data functional area.
4. Access the Amend Form I-9 task.
Make changes to a completed Form I-9. For Section 1 changes, specify those items on the
Instructions for Employee field and send the form back to the employee. For changes to Section 2
or an attachment, you must edit the form. Any changes made by you or the employee display on the
Form I-9 Amended Data table when you view their Form I-9. You can amend any Form I-9 with an
Employment Authorized status.
Configure the Amend Form I-9 business process and security policy in the Onboarding functional area.
5. Track Form I-9 Receipts.
Record when an employee submits a Form I-9 receipt instead of an original document to verify their
U.S. employment eligibility status.
6. Access the Complete Form I-9 Section 3 task.
Reverify the U.S. employment eligibility status for an employee, update their Form I-9 when they have a
legal name change, or enable the rehire process.
Configure the Complete Form I-9 Section 3 business process and security policy in the Personal Data
functional area.

Next Steps
View and print Forms I-9 with attachments.

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 | Staffing | 650

Related Information
Tasks
Steps: Set Up Electronic Form I-9 on page 642
Reference
Reference: Printing Electronic Forms I-9 on page 660

Maintain Form I-9 Settings

Prerequisites
Security: Set Up: Tenant Setup - HCM domain in the System functional area.

Context
Configure how the electronic Form I-9 displays on your Workday tenant.

Steps
1. Access the Maintain Form I-9 Settings task.
2. As you complete the task, consider:
Option Description
Default HR Employee Data into Section 1 of Automatically populates these contact and
Form I-9 personal information fields on Section 1 if the data
exists on the employee's HR record in Workday:
• Name
• Address
• Date of birth
• SSN
• Phone number
• Email address

Default HR Employer Name and Title Data into Automatically populates these employer fields
Form I-9 on Sections 2 and 3 if the data exists on the
employee's HR record in Workday:
• Section 2: First name, last name, and title of
employer or authorized representative.
• Section 3: Name of employer or authorized
representative.

Override employee profile Date of Birth and Automatically populates date of birth and SSN
SSN with Form I-9 data from an employee's Complete Form I-9 event to
their profile.
Note: Assess the impact of selecting this check
box. Workday automatically updates employee
SSN and date of birth values without notifications
or requiring confirmation.

Electronic Form I-9 Section 2 Business Name If you select an option from the Default
and Address Business Name and Address prompt, Workday
automatically populates this information into
Section 2.
If you configure values on the Select Business
Name and Address from List grid and select

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Option Description
a default, Workday automatically populates this
information into Section 2.

Remote Form I-9 Section 2 Business Name If you don't configure this section, Workday
and Address automatically populates the authorized
representative's company address into Section 2.
Note: For Remote Forms I-9, the authorized
representative refers to the user or role that you
configured on the Manage Remote Form I-9
shared participation step in the Complete Form I-9
business process.

Form I-9 Internal Audit Data Include the Internal Audit Reason and Internal
Audit Conclusion fields. You can optionally
display, hide, or require these fields.
Manage Form I-9 Assignment Create reasons for assigning or not assigning a
Form I-9 to an employee who already has 1 in
Workday.
Manage Remote Form I-9 Process Select HR roles select authorized
representative to give HR roles the ability to
designate an external authorized representative
who can complete Section 2 of the Form I-9.
By default, Workday automatically enables
employees to designate their own external
authorized representative.

Authorized Representative Relationships for Configure options that employees can select as
Remote Employees an authorized representative to complete their
Form I-9.
Remote Form I-9 Attestation Text Create custom attestation text that authorized
representative must attest to before completing
Section 2 of the Form I-9.
Remote Form I-9 Attachment Instructions Create custom instructions that display when an
authorized representative attaches documents to
Section 2 of the Form I-9.
Remote Form I-9 Email Notification Text Create custom text that displays in the email
sent to an authorized representative to complete
Section 2 of the Form I-9.
Manage E-Verify Duplicate Case Reasons Create reasons for submitting duplicate cases to
E-Verify.
Note: This field is only available to customers
who are on E-Verify v30.

Form I-9 Default Overdue Reason Configure the overdue reason that automatically
populates on the E-Verify - Employment
Verification integration template when you mass
resubmit Forms I-9 to E-Verify.
Advanced Routing for Amend Form I-9 Select the Collect advanced routing fields
Business Process when Updating Form I-9 Receipts check box to

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Option Description
add the Organization and Company fields to the
Update Form I-9 Receipts task.
Configure these fields on the Amend Form I-9
business process to route a Form I-9 correctly
to E-Verify. When you've 2 or more E-Verify
integrations, the check box enables you to send
Form I-9 data to the correct E-Verify integration.

Form I-9 Attachment Options You can print Forms I-9 and attachments. Select:
• Ask Before Printing Form I-9 Attachments
• Always Print Form I-9 Attachments. This option
also enables you to print attachments when
you click the print icon while viewing a worker's
Form I-9.

Form I-9 Language Options in Puerto Rico Specifies how the electronic Form I-9 displays for
workers located in Puerto Rico.
Workday displays the Form I-9 in the language
that you select, regardless of the employee's
preference.
Sections 2 and 3, the View Form I-9 for Worker
report, and the Print Form I-9 task also display in
the language you select.
When you enable employees to select their
language for the Form I-9, you must complete
Sections 2 and 3 in their selected language,
regardless of your preference.

Related Information
Tasks
Steps: Set Up Electronic Form I-9 on page 642
Hide or Require Optional Fields
Reference
2020R2 What's New Post: Mass Resubmit Forms I-9 to E-Verify
2021R2 What's New Post: Form I-9 for Remote Hire

Track Form I-9 Receipts

Prerequisites
• If you use the E-Verify integration, add integration steps on the Amend Form I-9 business process.
• Configure the Complete Form I-9 and Amend Form I-9 business processes and security policies in the
Onboarding functional area.

Context
Record any of these receipts on an employee's Form I-9 to indicate that they’re temporarily authorized to
work in the United States:
• A receipt showing that they’ve applied to replace a lost, stolen, or damaged List A, B, or C document.
• The arrival portion of Form I-94 or I-94A with a temporary I-551 stamp (with photo).
• The departure portion of Form I-94 or I-94A.

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You can also:

• View who has Forms I-9 with receipts and when those receipts expire.
• Update an employee's Form I-9 when you receive the document that they initially presented a receipt
for.

Steps
1. Access your Inbox and select the Form I-9 of the employee that you want to record a receipt for.
a) On Section 2 of the Form I-9, select the Document presented is a receipt check box on List A, B,
or C.
When you select an I-94 or I-94A document, Workday automatically selects the Document
presented is a receipt check box.
b) Enter the Document # and Expiration Date of the receipt.
2. (Optional) Access the Audit Form I-9 Receipts report to view employee Forms I-9 with receipts.
3. Access the Update Form I-9 Receipts task to update an employee's Form I-9 when you receive the
document that they initially presented a receipt for.
a) If the Organization and Company fields display, select the organization and company that are most
closely associated with the employee's Form I-9. These fields only display if:
• You select the Collect advanced routing fields when Updating Form I-9 Receipts check box
on the Maintain Form I-9 Settings task.
• You configure security access on the Worker Data: Form I-9: Additional Information domain.
b) Clear the Document presented is a receipt check box.
c) Update the Document # and Expiration Date fields with the document number and expiration date
of the actual document.
You must have permission on the Update Form I-9 Receipts initiating action on the Amend Form I-9
business process security policy.

Result
The employee's Form I-9 no longer displays on the Audit Form I-9 Receipts report.
When you configure the E-Verify integration in your tenant, Workday sends an employee's Form I-9 to E-
Verify when it meets these conditions:
• The Form I-9 was amended through the Update Form I-9 Receipts initiating action.
• The Form I-9 doesn't have an E-Verify case number.
Note: Form I-94 or I-94A documents are sent to E-Verify as part of the Complete Form I-9 business
process. When you update these receipts on an employee's Form I-9, their form won't be sent to E-Verify
again.
Related Information
Tasks
Steps: Set Up Amend Form I-9 Business Process on page 647
Maintain Form I-9 Settings on page 650

Concept: Manage Form I-9 Assignments

You can assign a Form I-9 to a worker who has an existing 1 in Workday using the:
• Manage Form I-9 Assignment business process.
• Manage Form I-9 Assignment for Worker task.

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Manage Form I-9 Assignment Business Process

The Manage Form I-9 Assignment business process enables you to determine if a worker requires an
additional form. You can assign another Form I-9 as part of an Onboarding action, which includes a step
for the Complete Form I-9 task.
To use the Manage Form I-9 Assignment business process, you must:
• Configure it on the Onboarding business process before the Complete Form I-9 action.
• Add it before the Complete Form I-9 action in the Onboarding business process.
• Apply all of these condition rules:
• There’s a Form I-9 already in Workday.
• The Form I-9 has a status of Employment Authorized.
• Onboarding is a subprocess of the Add Additional Job or Change Job business process.
• The position for Add Additional Job or Change Job is in the United States.
You can create reasons for assigning or not assigning a Form I-9 in the Manage Form I-9 Assignment
section on the Maintain Form I-9 Settings task.
If you use 2 or more E-Verify integrations, select the Collect advanced routing fields when Updating
Form I-9 Receipts check box from the Maintain Form I-9 Settings task.

Manage Form I-9 Assignment for Worker Task

You can use the Manage Form I-9 Assignment for Worker task to assign a Form I-9 to a worker outside
of the Onboarding business process. To assign a Form I-9, you must add a Complete Form I-9 action to
the Manage Form I-9 Assignment business process.
You can create reasons to assign a Form I-9 in the Manage Form I-9 Assignment section on the
Maintain Form I-9 Settings task. When you assign Forms I-9 with this task, Workday doesn't send them
to E-Verify.
Note: This task enables you to assign a Form I-9 to an employee, not a pre-employee.

Concept: Electronic Form I-9 Section 3

You can use the Complete Form I-9 Section 3 task to complete a Section 3 for:
• Updating an employee's legal name.
• Rehires.
• Reverifying expiring documents.
When you complete Section 3, you can add attachments. To delete attachments, you can access the
Amend Form I-9 task.
Note: You can't amend Section 3 data after you submit the task in Workday.

Form I-9 Section 3 for Rehires

You can assign relevant security groups to the Complete Form I-9 Section 3 as Sub of Hire initiating action
on the Complete Form I-9 Section 3 business process security policy.
You can enable rehires to complete Section 3 by adding the:
• Complete Form I-9 action step on the Onboarding business process.
• Complete Form I-9 Section 3 action step on the Hire business process.
When you add the Complete Form I-9 Section 3 action step on the Hire business process, this
automatically includes the Workday owned Form I-9 Rehire condition rule. If you don't configure the
Complete Form I-9 Section 3 action step on the Hire business process, the Complete Form I-9 task
always initiates and assigns a new Form I-9 to rehire employees.
The Form I-9 Rehire condition rule applies when:

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• You rehire employees within 3 years of completing their original Form I-9. Workday uses the employer
or authorized representative's signature date as the completion date.
• Complete their original form using the Workday electronic Form I-9, revision 2013 or later, or have a
Record of External Form I-9.
• Employees have a U.S. employment eligibility status of Employment Authorized or External Record.

Form I-9 Section 3 for Reverification of Expiring Documents

You can reverify expiring documents for employees who have:
• An existing electronic Form I-9 in Workday.
• A U.S. employment eligibility status of Employment Authorized or External Record.
If you’re reverifying an expiring Form I-9 document for an employee who presents you with a receipt, you
can select the Document presented is a receipt check box. When you receive the actual document, you
must complete the Complete Form I-9 Section 3 task for them again.
To view employees and their Form I-9 documents with expiration dates, you can access the U.S.
Employees with Form I-9 Expiring Documents report.

Revisions of Form I-9 Section 3

The information that Workday displays when you complete or view a Form I-9 Section 3 depends upon the
Form I-9 and the Form I-9 Section 3 revisions. This table explains what you see in Workday based on the
Form I-9 revision year.

Form I-9 Revision Form I-9 Section 3 Complete Form I-9 View Form I-9 for
Revision Year Section 3 Task Worker Task
2009 N/A N/A N/A
2013 2016 N/A Workday displays the
2016 Form I-9 with a:
• Blank Section 1 and
Section 2.
• Completed Section 3.
• Link to the 2013
Form I-9.

2013 2017 Workday displays the Workday displays the

2017 Form I-9 with a 2017 Form I-9 with a:
blank Section 1 and
• Blank Section 1 and
Section 2. You can
Section 2.
complete a 2017 Section
3. • Completed Section 3.
• Link to the 2013
Form I-9.

2013 2019 Workday displays the Workday displays the

2019 Form I-9 with a 2019 Form I-9 with a:
blank Section 1 and
• Blank Section 1 and
Section 2. You can
Section 2.
complete a 2019 Section
3. • Completed Section 3.
• Link to the 2013
Form I-9.

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Form I-9 Revision Form I-9 Section 3 Complete Form I-9 View Form I-9 for
Revision Year Section 3 Task Worker Task
2016 2017 Workday displays the Workday displays the
2016 Form I-9 with a 2017 Form I-9 with a
completed Section 1 completed:
and Section 2. You can
• Section 1 and
complete a 2017 Section
Section 2.
3.
• 2017 Section 3.

2017 2019 Workday displays the Workday displays the

2017 Form I-9 with a 2017 Form I-9 with a:
completed Section 1 and
• Completed Section 1
2. You can complete a
and 2.
2019 Section 3.
• Completed 2019
Section 3.
• Link to the 2017
Form I-9.

2019 2023 Workday displays the Workday displays the

2019 Form I-9 with a 2019 Form I-9 with a:
completed Section 1 and
• Completed Section 1
2. You can complete a
and 2.
2023 Section 3.
• Completed 2023
Section 3.
• Link to the 2019
Form I-9.

Record of External Form 2017 Workday displays the Workday displays the
I-9 2017 Form I-9 with a 2017 Form I-9 with a:
blank Section 1 and
• Blank Section 1 and
Section 2. You can
Section 2.
complete a Section 3
reverification. • Completed Section 3.
• Link to the Record of
External Form I-9.

Record of External Form 2019 Workday displays the Workday displays the
I-9 2019 Form I-9 with a 2019 Form I-9 with a:
blank Section 1 and
• Blank Section 1 and
Section 2. You can
Section 2.
complete a Section 3
reverification. • Completed Section 3.
• Link to the Record of
External Form I-9.

Record of External Form 2023 Workday displays the Workday displays the
I-9 2023 Form I-9 with a 2023 Form I-9 with a:
blank Section 1 and
• Blank Section 1 and
Section 2. You can
Section 2.
complete a Section 3
reverification. • Completed Section 3.
• Link to the Record of
External Form I-9.

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Related Information
Tasks
Steps: Set Up Electronic Form I-9 on page 642
Steps: Manage Electronic Form I-9 on page 648

Concept: Electronic Form I-9 Workflow

An employee can complete an electronic Form I-9 when the:
• Employee has no other Complete Form I-9 events in progress.
• Hire process is complete.
• Position is based in the U.S.
The electronic Form I-9 includes fields that don't display on the printed Form I-9 to:
• Enable E-Verify integration.
• Progress the Form I-9 through Workday business processes.
The electronic Form I-9 displays the same information as the paper form and provides a link to the full
Form I-9 instructions at the U.S. Citizenship and Immigration Services (USCIS) website.
Employees can access the self-service task to initiate the Complete Form I-9 business process.
Regardless of how the Form I-9 initiates, employees electronically sign the Form I-9.

Section 1. Employee Information and Attestation

• The employee fills out the form, provides any required or optional data, and selects the appropriate
check boxes.
• When you want the date of birth and SSN data from the Complete Form I-9 task to override the
employee's profile information, you can select the Override employee profile Date of Birth and SSN
with Form I-9 data check box on the Maintain Form I-9 Settings task. When the employee submits
the Form I-9, Workday overrides the SSN and date of birth from the Form I-9 to replace the SSN and
date of birth on their HR record.
Note: Selecting this check box doesn't send notifications or acknowledgments of this change.
• When you rescind the Complete Form I-9 business process, these processes are also rescinded.

Preparer and/or Translator Certification

Employees can add up to 5 preparers or translators.
Employers:
• Can't add preparers or translators in Section 2.
• Can send back the Form I-9 to the employee to add or remove preparers or translators.

Section 2. Employer or Authorized Representative Review and Verification

• Enter documents from List A, or List B and List C, then provide the necessary document details.
Workday filters the selection lists in prompts for Lists A, B, and C based on the citizenship or
immigration status the employee selects and provides a validation to ensure accurate data entry.
• When the employee provides a Social Security card as a List C document, you must enter the number
in List C manually.
• When Workday selects the issuing authority that corresponds to a document, you can override this
value.
• You can send the form back to the employee to enter missing data or make corrections.
• Select the I Agree check box, which serves as an electronic signature.
• You can configure Workday to populate the employer name, title, organization, and address in this
section. Workday adds the current date stamp before you approve the form.

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• If necessary, you can select an Overdue Reason.

(Optional) E-Verify Integration

• You can configure Workday to send the employee Form I-9 data to E-Verify automatically.
• When the original Form I-9 has questionable data, E-Verify requests reverification. Workday displays
customized instructions on the Form I-9 Data Verification event indicating which items are in question.
You can correct supporting document information, but corrections to Section 1 must come from the
employee.
• You can configure Workday to:
• View cases created for an employee in the last 365 days. You can close a duplicate case before
creating a new one at E-Verify.
• Sync updated case statuses from E-Verify on a recurring basis.
• Depending on the documents provided by the employee, E-Verify returns an employee photo for you to
verify. E-Verify determines requirements for photo matching. If a photo is missing or doesn't match, you
must upload images of your employee's document.
• E-Verify might request that you upload front and back images of a document without requiring you to
confirm if the photo matches or is missing.
• Workday resubmits the information, and E-Verify returns the employment authorization status. When
the authorization is:
• Successful, Workday closes the E-Verify case and automatically completes the finalization step on
the Workday business process.
• Unsuccessful, Workday maintains the E-Verify case number so you can resolve the case manually
on the E-Verify website. If you configure the integration to sync case statuses and you receive a
U.S. Employment Verification Status from E-Verify, Workday automatically completes the Final U.S.
Employment Verification Status step on the business process.
• If the E-Verify connection fails, Workday displays a status of Awaiting E-Verify Submission. You can
click Retry to resubmit the information if you have permission on the Process: Resubmit: Form I-9
domain. If the Form I-9 is overdue, you can enter an overdue reason before you retry the E-Verify
submission.

Manual Entry of Final U.S. Employment Verification Status

• You can use the Final U.S. Employment Authorization Status step to enter employment eligibility
details.
• When not using E-Verify, you can make an eligibility determination and enter it here.
• When E-Verify doesn't immediately return an authorization, Workday pauses the Complete Form I-9
business process on this step. Workday also displays information from E-Verify so you can manually
progress the Form I-9 at the E-Verify website. After resolution is reached with E-Verify, you can record
the eligibility status and any additional information here. You can then submit the Complete Form I-9
business process.
• When you select a status of Employment Not Authorized or Verification Not Determined, Workday
automatically rescinds the Edit ID Information business process and removes the SSN and Form I-9
List A, B, and C document IDs from the worker record.
• When you enter an incorrect eligibility status or E-Verify case number and no steps remain in the
Complete Form I-9 business process, you can change the status or case number using the Correct
action on the business process.

Forms I-9 with Unsuccessful Verifications

When an employee's previous Form I-9 has a status of Verification Not Determined or Employment Not
Authorized, you can relaunch the Complete Form I-9 business process and create a new Form I-9.

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Related Information
Tasks
Steps: Set Up Electronic Form I-9 on page 642
Reference
Reference: E-Verify Case Statuses on page 660
U.S. Citizenship and Immigration Services (USCIS)

Concept: Electronic Form I-9 and Retry Button Limitations

Electronic Form I-9

The electronic Form I-9 in Workday doesn't support:
• Completion of the form by federal contractors who are subject to the Federal Acquisition Regulation
(FAR) E-Verify clause.
• Special Placement signatures for employees with disabilities.
According to the Federal Acquisition Regulation (FAR) E-Verify rule, federal contractors must complete E-
Verify either:
• As part of their hire process.
• Upon assignment to a federal contract, if they're existing employees.
When you use the electronic Form I-9, you can only add the Complete Form I-9 subprocess to the
Onboarding business process.
When a Form I-9 reaches its retention period, you can only view the Complete Form I-9 event when you
select Worker History by Category > Personal Data.

E-Verify Integration Retry Button

When you use the Workday E-Verify integration, the Retry button is unavailable:
• On the Update Form I-9 Receipts task.
• When you have a read time-out.
If you have a read time-out, check for an open case on the E-Verify website. If there's no case, you can
manually submit the information at E-Verify.
If you use Retry button to submit a case that requires a photo match or information confirmation, you can
only progress the case on the E-Verify website.
Once you complete the case in E-Verify, you can record the U.S. Employment Verification Status and Final
E-Verify Case Number in Workday.
Related Information
Tasks
Steps: Set Up Electronic Form I-9 on page 642

Concept: Purging Electronic Forms I-9

You can purge an electronic Form I-9 for a terminated worker after it meets the U.S. Citizenship and
Immigration Services (USCIS) retention requirements.
Note: You can't reverse a purge. We recommend that you consult with your legal counsel before purging
data.
There are 2 tasks you can use to purge electronic Forms I-9: Purge Person Data and Create Purge Plan.
You can use the Create Purge Plan task to create a purge plan. A purge plan consists of the privacy
purge custom report you created, along with the data types you want to purge. You can determine if you
want to include a purge plan when you access the Purge Person Data task.

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Task Result
Purge Person Data with a purge plan You can purge a terminated employee's Form I-9,
but not their personal data. Workday doesn't purge
their Forms I-9 if the forms haven't met the retention
requirements.
Purge Person Data without a purge plan You can purge a terminated employee's Form
I-9 and their personal data. When you purge a
terminated employee, Workday either:
• Permanently removes all personal data and their
Forms I-9.
• Permanently removes all personal data, but
Forms I-9 remain viewable if they haven't met
the USCIS retention requirements.
You can later purge the Form I-9 data for a purged
terminated employee, after it meets USCIS
retention requirements.

Related Information
Concepts
Concept: Purging Person Privacy Data
Tasks
Steps: Purge Person Privacy Data
Steps: Schedule Privacy Purge Operations

Reference: Printing Electronic Forms I-9

On the Form I-9 Attachments section of the Maintain Form I-9 Settings task, you can select Always
Print Form I-9 Attachments or Ask Before Printing Form I-9 Attachments to print Forms I-9 with
attachments. You can view and print Forms I-9 with attachments with these tasks and reports:

Domain Task

• Print: I-9 for Workers Print Form I-9

• Print: I-9 Self Service

• Self-Service: I-9 Forms Print Form I-9 for Workers

• Worker Data: I-9 Forms

Domain Report
Worker Data: I-9 Forms Mass Print Form I-9 for Workers
Audit: I-9 Forms View Form I-9 for Worker

For the Mass Print Form I-9 for Workers report, you can filter the report by selecting the True check box
on the Worker has Form I-9 facet. When you print your selected forms, Workday:
• Consolidates them according to language and revision number.
• Delivers them as PDFs to My Reports.

Reference: E-Verify Case Statuses

If you use the Workday E-Verify integration, you might receive these case statuses after you submit Forms
I-9 for your employees:

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Case Status Description

MANUAL_REVIEW The case requires a manual review by the
Department of Homeland Security (DHS).
When you receive this status, access the E-Verify
website to view the results of the manual review
and progress the case. You need to bring the final
status back into Workday to complete it.

PENDING_REFERRAL The case receives a Tentative Nonconfirmation

(TNC).
When you receive this status, access the E-Verify
website to refer the TNC to DHS, Social Security
Administration (SSA), or both, to complete the
case. You need to bring the final status back into
Workday to complete it.

QUEUED E-Verify is processing the case.

Access the E-Verify website to view the updated
case status and progress the case. You need to
bring the final case status into Workday to complete
it.

REFERRED The case is a referral.

You need to bring the final status back into
Workday to complete it.

SCAN_AND_UPLOAD Upload images of the front and back of the

employee's photo document.
UNCONFIRMED_DATA Some case information is potentially incorrect.
Review and update the identified fields.

You can automate updating case statuses and the closure of the Final U.S. Employment Verification Status
step in Workday if you configure the:
• E-Verify Company attribute on the E-Verify - Employment Verification integration template. Ensure that
the company is valid and includes any workers with possible new or updated Forms I-9.
• SyncCaseStatus option on the Launch/Schedule integration task.
The automation eliminates the need to access the E-Verify website to bring the final case status into
Workday manually to complete it.
Related Information
Concepts
Concept: Electronic Form I-9 Workflow on page 657
Tasks
Steps: Set Up Electronic Form I-9 on page 642

FAQ: Electronic Form I-9

• Is the Social Security Number (SSN) optional?
• Does the Form I-9 in Workday meet USCIS guidelines?
• Can I attach identification documents to the Form I-9 in Workday?
• Why can't I see documents that I attached on a Form I-9?
• Can I delete Form I-9 data from Workday?

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• How do I know if an employee needs to complete a new Form I-9 when adding or changing jobs?
• Can I correct a worker's U.S. Employment Verification Status after submission?

Is the Social Security Number (SSN) optional? If an employer participates in E-Verify, employees
must provide the SSN. It is the decision of your
company to make the SSN required. If you
participate in E-Verify, Workday recommends that
you add a validation condition to the Complete
Form I-9 business process. The validation ensures
that the U.S. Social Security Number field isn't
blank when the employee submits their information.
For more information, see U.S. Citizenship and
Immigration Services.

Does the Form I-9 in Workday meet USCIS Yes. The electronic Form I-9 satisfies United States
guidelines? Citizenship and Immigration Services (USCIS)
requirements. Workday continues to track the
USCIS guidance published in the Handbook for
Employers (M-274).
Note: Confirm your Form I-9 compliance
requirements and processes before enabling
electronic Form I-9 business processes. Workday
enables you to create a technically compliant
Form I-9 and adheres to legal requirements for an
electronic Form I-9. However, your organization is
ultimately responsible for its Form I-9 compliance.

Can I attach identification documents to the Yes, you can attach documents to:
Form I-9 in Workday?
• Section 2 of the Form I-9 until you submit it.
• The Complete Form I-9 Section 3 business
process.
You can use the Amend Form I-9 business process
to add or delete any attachments to the Form I-9.
When you add or delete attachments through
the Amend Form I-9 business process, the Form
I-9 Amended Data table indicates that a change
occurred. It doesn't record specific details. If you
want to record additional information, Workday
recommends that you enter it in the Reason for
Change field.

Why can't I see documents that I attached on a To view Form I-9 attachments, you must be secured
Form I-9? to the Worker Data: Form I-9 Attachments domain.
You can enable workers to view attachments on
their Form I-9 by securing them on the Self-Service:
Form I-9 Attachment in View domain.

Can I delete Form I-9 data from Workday? Workday doesn't delete Form I-9 data. Workday
provides access to electronic Forms I-9 for
all current, active employees. For terminated
employees, we keep Forms I-9 for either:
• 3 years after the hire date when the employee
works less than 3 years.

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• 1 year after the termination date when the

employee works more than 3 years.
Once a Form I-9 for a terminated employee
exceeds this period, the form is inactive, but you
can search for or view inactive forms in Workday.
Once a Form I-9 reaches its retention, you can
purge the Form I-9 data from Workday.

How do I know if an employee needs to Workday delivers a condition rule on the Complete
complete a new Form I-9 when adding or Form I-9 step of the Onboarding business process
changing jobs? that checks if an employee:
• Has their primary job located in the United
States or U.S. territories.
• Doesn't have an in-progress or completed Form
I-9.
Employees who meet these conditions receive the
Complete Form I-9 task when Onboarding is a
subprocess for these business processes:
• Add Additional Job.
• Change Job.

Can I correct a U.S. Employment Verification Yes. You can only correct the U.S. Employment
Status for a worker after submission? Verification Status when no steps are left in
the Complete Form I-9 business process. You
must have permission on the Correct action on
the Complete Form I-9 business process security
policy.

Related Information
Concepts
Concept: Electronic Form I-9 Workflow on page 657
Concept: Purging Electronic Forms I-9 on page 659
Tasks
Steps: Set Up Electronic Form I-9 on page 642
Steps: Manage Electronic Form I-9 on page 648

Form I-9 for Remote Hire

Setup Considerations: Form I-9 for Remote Hire
You can use this topic to help make decisions when planning your configuration and use of Forms I-9 for
remote hire. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirement and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can designate an external authorized representative to complete Section 2 of the Form I-9 for remote
employees, streamlining the remote hiring process.

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Business Benefits
• Greater flexibility managing and completing Forms I-9 for remote employees.
• Employees can designate an external authorized representative to complete Section 2 of the Form I-9.

Use Cases
• Enable HR partners or administrators to determine who will have an external authorized representative
complete an employee's Section 2 of the Form I-9 through the remote hire process.
• Employees can specify who will be their external authorized representative.

Questions to Consider

Questions Considerations
Do you need separate Complete Form I-9 business When you use the E-Verify integration, determine
processes for remote and in-person employees? whether you want to create a single Complete Form
What if you use the E-Verify integration? I-9 business process for in-person and remote
employees. You'll also need to use condition rules
to differentiate between the 2 groups of employees.
If you use E-Verify, you'll need to have condition
rules to determine if a Form I-9 requires data
verification for E-Verify.
You can also create 2 separate business
processes: One for remote employees and 1 for
in-person employees. Your business process for
remote employees will also need to use condition
rules to determine if a Form I-9 requires data
verification for E-Verify.

Who do you want to help guide the remote hiring Workday enables you to determine the external
process? authorized representative relationships that
employees can select to complete Section 2 of the
Form I-9. Example: Family member, friend, notary.
You can also determine a role, such as an HR
partner, who can review Section 1 and Section 2
of the Form I-9. This person can edit the external
authorized representative's information, send back
the form for correction, resend the external site link,
and submit the Form I-9.

Who do you want to enable to select an external You can select the HR Roles Select Authorized
authorized representative to complete the Form I-9 Representative check box on the Maintain Form
for Remote Hire? I-9 Settings task to enable HR roles to designate
an external authorized representative who can
complete Section 2 of Form I-9.
Settings apply to all your Remote Forms I-9:
• If you select the check box, HR roles can
designate external authorized representatitves.
• If you clear the check box, Workday
automatically enables employees to designate
their own external authorized representative.

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Recommendations
When you use the E-Verify integration, create a condition rule on your Complete Form I-9 business
process that uses the E-Verify Event Created by report field. The condition rule determines if the Form I-9
requires data verification for E-Verify.

Requirements
No impact.

Limitations
You can only configure the relationship options the employee can select to designate their external
authorized representative. When you want employees to use a specific person to complete the employee's
Section 2, you can provide that person's information. The employee can enter that person's information
when they designate their external authorized representative.

Tenant
No impact.

Security

Domain Considerations
Process: Remote Form I-9 in the Onboarding Provides users access to tasks related to
functional area. completing a Form I-9 for remote hire.
Purge Person Data in the System functional area. Provides access to tasks that enable you to purge
Form I-9 data and the authorized representative's
information.
Set Up: Configure Optional Fields in the System Provides access to hide or require select fields on
functional area. the Form I-9 for remote hire.
Set Up: System in the System functional area. Secures the task that enables you to create the
email template used for the email sent to the
external authorized representative.
Set Up: Tenant Setup - BP and Notifications in the Secures the notification settings for email sent to
System functional area. the external authorized representative.
Set Up: Tenant Setup - HCM in the System Secures tasks that enable you to:
functional area.
• Create the external site that external authorized
representatives access to complete Section 2 of
the Form I-9.
• Configure external authorized representative
relationships, email notification text, attestation
text, and the Section 2 business name and
address.

Worker Data: I-9 Forms in the Onboarding Provides access to report fields you can use in
functional area. custom reports.

Business Processes
You can configure the Manage Remote Form I-9 shared participation step on the Complete Form I-9
business process. If you use multiple Manage Remote Form I-9 and Review Form I-9 steps, the steps must
come before your completion step.

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Reporting
No impact.

Integrations
The E-Verify integration enables you to:
• Submit Form I-9 data to the E-Verify service for employment eligibility verification.
• Receive results for employment eligibility verification, including photos. Department of Homeland
Security (DHS) and Social Security Administration (SSA) databases provide some of these results.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Steps: Set Up Electronic Form I-9 for Remote Hire

Context
You can configure Workday so remote employees can create an electronic Form I-9 to verify U.S.
employment eligibility. Workday enables you to also designate an external authorized representative to
complete Section 2 of the Form I-9, streamlining the remote hiring process.
Note: Workday enables you to create a Form I-9 but doesn’t assume responsibility for compliance.

Steps
1. Edit Domain Security Policies.
Workday recommends you enable View and Modify permissions for the Employee as Self security
group.
Security: Process: Remote Form I-9 domain in the Onboarding functional area.
2. Edit Business Process Security Policies.
Configure the Complete Form I-9 business process security policy in the Onboarding functional area.
3. Edit Business Processes.
Configure the Complete Form I-9 business process in the Onboarding functional area.
Add the Manage Remote Form I-9 shared participation step. When you have multiple Manage Remote
Form I-9 or Review Form I-9 steps, you must set the last step as the completion step.
4. Activate Pending Security Policy Changes.
5. Maintain Form I-9 Settings on page 650.
Configure these sections:
• Authorized Representative Relationships for Remote Employees
• Remote Form I-9 Attestation Text
• Remote Form I-9 Attachment Instructions
• Remote Form I-9 Email Notification Text
• Remote Form I-9 Section 2 Business Name and Address

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6. Access the Create Compliance External Site task.

Based on your business needs, consider configuring these sections:
• EU Cookie Policy
• Branding
• Tracking & Analytics
Select the Publish Site check box.
Workday recommends you only create 1 external site.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
7. Access the Edit Tenant Setup - Notifications task.
On the HCM tab in the Notification Delivery Settings section, access the Remote Form I-9 Authorized
Representative Notification notification type.
Select the Override Parent Notification Type Settings check box.
Create a notification routing rule that uses:
• Email as the notification channel.
• Immediately as the default frequency.
See Reference: Edit Tenant Setup - Notifications.
8. Create Email Templates.
Select the Remote Form I-9 Authorized Representative Email Template Behaviour option.
9. (Optional) Hide or Require Optional Fields.
In the By Functional Area prompt, select Onboarding → Remote Form I-9.
Consider the criteria that you want for these fields:
• Authorized Representative Government ID
• External Site Link
• Section 2 Attachments
Related Information
Reference
2021R2 What's New Post: Form I-9 for Remote Hire
2021R2 What's New Post: Form I-9 for Remote Hire - Business Process
2021R2 What's New Post: Form I-9 for Remote Hire - External Site

Example: Set Up Complete Form I-9 Business Process for Remote Hire
This example illustrates 1 way to configure the Complete Form I-9 business process when you use the E-
Verify integration and want a single business process for your in-person and remote employees.

Context
Your company is located in Chicago and supports both in-person employees and remote employees. You
don't want to create multiple Complete Form I-9 business processes for each group of employees. Your
company also uses the E-Verify integration, so you want to ensure that Workday routes the employees'
Form I-9 to E-Verify properly.
You decide that in order to distinguish between your in-person and remote employees, you'll create
condition rules based on location. You also decide to add condition rules to determine if a Form I-9
requires an E-Verify Data Verification.

Prerequisites
Security: These domains in the System functional area:
• Business Process Administration

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• Manage: Business Process Definitions

Steps
1. Access the Complete Form I-9 business process in the Onboarding functional area.
2. Use this business process step order:

Order Type Specify Group

a Initiation
b Action Review Form I-9 HR Partner
b Shared Participation Manage Remote Form HR Partner
I-9
b Action Review Form I-9 HR Partner
c Service E-Verify Initial or
Reverification
d Action E-Verify Duplicate Case HR Partner
Check
e Service E-Verify Close
Duplicate and Create
New Case
f Action E-Verify Photo Match HR Partner
g Service E-Verify Confirm Photo
h Service Create New I-9
Event for E-Verify
Reverification
i Service Final U.S. Employment HR Partner
Verification Status
3. As a related action off of the first Review Form I-9 action step, select Business Process → Create
Condition Rule.
Enter these values:

Description Source External Relational Comparison Type Comparison

Field or Operator Value
Condition Rule
In-Person Location Location - in the selection list Value specified in Chicago
Proposed this filter
4. As a related action off of the Manage Remote Form I-9 shared participation step, select Business
Process → Create Condition Rule.
Enter these values:

Description Source External Relational Comparison Type Comparison

Field or Operator Value
Condition Rule
Remote Location Location - not in the selection Value specified in Chicago
Proposed list this filter

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Description Source External Relational Comparison Type Comparison

Field or Operator Value
Condition Rule
Not E-Verify Data E-Verify Event is empty
Verification Created by
5. As a related action off of the Review Form I-9 action step associated with the Manage Remote Form I-9
step, select Business Process → Create Condition Rule.
Enter these values:

Description Source External Relational Comparison Type Comparison

Field or Operator Value
Condition Rule
Remote Location Location - not in the selection Value specified in Chicago
Proposed list this filter
E-Verify Data E-Verify Event is not empty
Verification Created by

Related Information
Reference
2021R2 What's New Post: Form I-9 for Remote Hire - Business Process

Record of External Form I-9

Setup Considerations: Record of External Form I-9
You can use this topic to help make decisions when planning your configuration and use of records of
external Form I-9. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirement and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can import critical data and attachments from Forms I-9 created outside of Workday, creating a
record of external Form I-9. You can use these records to view important data, making it easier to meet
compliance goals. Records of external Form I-9 always have a U.S. Employment Verification status of
External Record.

Business Benefits
• Upload paper Forms I-9 and Forms I-9 from legacy systems into Workday, providing greater visibility of
data.
• Flexibility in entering and uploading external Form I-9 data through tasks or web services.

Use Cases
You have Forms I-9 from these sources and need to transfer the data into Workday:
• Paper.
• Legacy systems.

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Questions to Consider

Question Considerations
Is it preferable to use the tasks or web services It depends on the quantity of Forms I-9 you have.
to import data from Forms I-9 created outside of Web services are more suitable for inputting data
Workday? in bulk, whereas the tasks are more suitable for
smaller quantities.

Recommendations
No impact.

Requirements
You need to configure these initiating actions on these business process security policies:
• Complete Record of External Form I-9 on the Complete Form I-9 business process.
• Complete Record of External Form I-9 Section 3 on the Complete Form I-9 Section 3 business process.

Limitations
You can't amend records of external Form I-9, but you can correct these events:
• Complete Form I-9 - External Record
• Complete Form I-9 Section 3 - External Record

Tenant
No impact.

Security
These domains in the Onboarding functional area:

Domain Considerations
Audit: I-9 Forms Provides access to these reports:
• Form I-9 Audit Trail
• U.S. Employees with Form I-9 Expiring
Documents

Worker Data: I-9 Forms Provides access to the View U.S. Employment
Verification Status report.

Business Processes
These business processes in the Onboarding functional area:

Business Process Considerations

Complete Form I-9 in the Onboarding functional Secures a task that enables you to enter critical
area. Section 1 and Section 2 information manually from
Forms I-9 created outside of Workday.
Complete Form I-9 Section 3 in the Personal Data Secures a task that enables you to enter critical
functional area. Section 3 information manually from Forms I-9
created outside of Workday.

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Reporting
Records of external Form I-9 display in reports such as:

Report Considerations
Form I-9 Audit Trail View the audit trail of Form I-9 business
processes for 1 or more organizations, locations,
establishments, or workers. Details include the
business process initiation date, initiator, and status
of individual business processes.
U.S. Employees with Expiring Form I-9 View U.S. employees with expiring Section 2 and
Documents Section 3 documents that require renewal.
View U.S. Employment Verification Status View the employment verification status of
employees.

Integrations

Web Service Considerations

Correct Record of External Form I-9 Enables you to correct a record of external Form
I-9. To add an attachment using the web services
for correcting information, you must use a partial
data sync. To replace or delete attachments, you
must use a full data sync.
Correct Record of External Form I-9 Section 3 Enables you to correct a record of external Form
I-9 Section 3. To add an attachment using the web
services for correcting information, you must use a
partial data sync. To replace or delete attachments,
you must use a full data sync.
Get External Form I-9 Retrieves the records of external Form I-9.
Get External Form I-9 Section 3 Retrieves the records of external Form I-9 Section
3.
Get External Form I-9 Source Retrieves the source of the records of external
Form I-9.
Put External Form I-9 Creates or updates the record of external Form I-9.
Put External Form I-9 Section 3 Creates or updates the record of external Form I-9
Section 3.
Put External Form I-9 Source Creates or updates the source of the record of
external Form I-9.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Steps: Set Up Record of External Form I-9

Context
You can import critical data and attachments from Forms I-9 created outside of Workday, creating a
record of external Form I-9. You can use these records to view important data, making it easier to meet
compliance goals.

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Steps
1. Edit Business Process Security Policies.
Configure these initiating actions:
• Complete Record of External Form I-9 on the Complete Form I-9 business process in the
Onboarding functional area.
• Complete Record of External Form I-9 Section 3 on the Complete Form I-9 Section 3 business
process in the Personal Data functional area.
2. Edit Business Processes.
Configure these business processes:
• Complete Form I-9 in the Onboarding functional area.
• Complete Form I-9 Section 3 in the Personal Data functional area.
3. (Optional) Access the Complete Record of External Form I-9 task.
Complete a record of external Form I-9 for an employee.
4. (Optional) Access the Complete Record of External Form I-9 Section 3 task.
Complete a record of external Form I-9 Section 3 for an employee.

Background Checks
Steps: Set Up Background Checks for Pre-Hires and Workers

Context
You can track background checks in 2 ways:
• At an overall pass or fail level, for the background check.
• At an overall pass or fail level, and the individual test level in the background check packages.
To track a background check at the individual test level, you must use the Core Connector: Background
Check Inbound integration.
Background checks can be for:
• Pre-hires who undergo pre-employment screening or whose employment offers or contracts are
contingent on passing a background check.
• New hires who start work before their background checks complete.
• Workers who are subject to periodic background checks.
• Contingent workers who are converting to full-time employees.
Depending on your requirements, you can submit status changes for approval by using the Background
Check process as a stand-alone business process. You can use the Background Check process as a
stand-alone business process when there's no active background check package.
You can also use the Background Check process as a subprocess for the Hire business process.
Alternatively, you can update the background check status for pre-hires by using the related actions menu.
After a pre-hire becomes a worker, you can only update the status on the worker record.

Steps
1. Edit Domain Security Policies.
Define the security policies for these domains:
• Pre-Hire Data: Background Check Status in the Pre-Hire Process functional area.
• Worker Data: Background Check Status in the Personal Data functional area.

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2. Edit Business Process Security Policies.

Configure the Background Check business process and security policy in the Personal Data functional
area.
3. (Optional) Set up the integration with your third-party vendor using the Core Connector: Background
Check Order integration.
See Steps: Set Up Core Connector: Background Check Order Integrations.
4. Access the Maintain Background Check Statuses task.
Restrict usage of your statuses by mapping them to Workday-delivered statuses.
Security: Set Up: Background Checks domain in the Pre-Hire Process functional area.
5. (Optional) Access the Maintain Background Check Packages task.
You can track specific background check packages and the tests that make up the packages.
Security:
• Set Up: Background Checks domain in the Pre-Hire Process functional area.
• Set Up: Recruiting domain in the Recruiting and Talent Pipeline functional areas.

Result
You can manage background check statuses from these related actions:
• For pre-hires, select Recruiting > Change Background Check Status.
• For workers, select Personal Data > Change Background Check Status.
If you create background check packages, access background checks from the Select Background
Check Package task or these related actions:
• For pre-hires, select Recruiting > Start Background Check.
• For workers, select Personal Data > Start Background Check.
The Status Date normally populates with the current date. If you initiate the background check from the
Hire business process, it populates with the hire date. If the hire date is in the future, it populates with the
future date. Corrections to the hire date don't change the status date.

Next Steps
• View the status change history from the:
• Related actions menu of a pre-hire or worker.
• Personal profile group on worker profiles.
• Use the Hire Employee or Maintain Worker Documents task to attach background check
documentation.
• Use the Pre-Hire Background Check Status Summary report to view the total pre-hires with statuses
updated within the last 90 days. This report includes both individual pre-hires, and pre-hires with in-
progress or completed hire events.
Note: Assigning an unconstrained, role-based security group to the Pre-Hire Data: Background Check
Status domain provides access to pre-hire information, but limits the visibility of employee data.
• Use the Worker Background Check Status Summary report to view the employees and contingent
workers with statuses updated within the last 90 days. This report includes in-progress and completed
status changes from Background Check events that are stand-alone processes or part of hire events.
Drill down to see employee and event details.
• You can customize these reports and change the date range, group workers by different criteria, or limit
specific statuses.
Related Information
Tasks
Hire Employees on page 580

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Maintain Worker Documents on page 89

Steps: Set Up Pre-Hire Tracking on page 521
Create Role-Based Security Groups

Change Job

Setup Considerations: Job Changes

You can use this topic to help make decisions when planning your configuration and use of the Change
Job business process. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can set up job change workflows by configuring and combining tasks and business processes.
Example: Transferring a worker initiates a change in benefits and requires the approval of an HR
administrator.
The main process to consider is the Change Job business process, which controls most job changes
between a worker's Hire and Termination events, including:
• Demotions.
• Job data changes.
• Lateral moves.
• Location changes.
• Promotions.
• Transfers between managers and organizations.

Business Benefits
Change Job is intuitive and configurable, enabling you to:
• Minimize manual error.
• Limit the training required for users to perform job changes.
• Configure related events as subprocesses.
You can modify the overall process to suit the needs of your organization. Example: Requiring specific
tasks or skipping unnecessary fields based on the job change reason. You can also add a range of non-
staffing tasks as subprocesses that can display and route differently based on many factors, including:
• Who initiates
• How users initiate
• Location
• Organization or manager
• Reason
• Worker type
Once you set up the Change Job business process, Workday enables the appropriate users to access and
complete the steps.

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Use Cases
• Converting individual contributors into managers by assigning other workers to their supervisory
organizations.
• Creating and managing internal job requisitions and applications.
• Initiating processes such as compensation changes, location changes, and onboarding new hires.
• Changing an employee's job to a domestic assignment.
• Moving managers or whole teams between organizations.
• Moving workers from 1 manager to another.

Questions to Consider

Question Considerations
What does your ideal process look like for job Consider the current or planned job change
changes? processes for your organization. Decide what works
and what you'd like to change. Plan your processes
and changes before configuring them in Workday.
Having a thorough understanding of your ideal
workflow can help you make decisions regarding
configuration.

Which of your organizations do job changes affect, You can configure separate Change Job business
and how do their requirements differ? process definitions for different organizations.
Examples:
• You can create a definition for U.S.-based
workers and a separate definition for workers
based in the UK.
• You can create a definition for managers that
includes the Approval step and a separate
definition for HR Administrator roles that skips
the Approval step.
You can also use condition rules to modify the
workflow for each definition. Rule-based definitions
are more efficient for high-volume transactions than
definitions with the same condition repeated for
multiple steps. Example: You can create a rule-
based definition that evaluates workers for full-time
status, instead of creating multiple steps requiring
workers to be full-time employees.
You can also configure rule based consolidated
templates to enable initiators to complete some
subprocesses during a job change based on
condition rules.

What other steps do you want to include when you You can add tasks as steps on the Change Job
make job changes? business process, including:
• Assign Pay Group
• Onboarding
• Propose Compensation Change
Access the Business Process Configuration
Options report to find a full list of tasks that you

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Question Considerations
can add to initiate subprocesses on the Change
Job business process.

How do you want to be able to initiate job changes? Workday enables you to decide which roles can
initiate and approve job changes and which roles
those changes affect. Users with access can initiate
job changes from:
• Dashboards
• Global search
• REST API
• Workday Assistant chatbot
• Worker Profile

How far in the past do you want each role to be Retroactive job changes can affect other
able to make job changes? processes, including Staffing tasks, Payroll
processes, and downstream integrations. You can
configure a maximum date in the past to apply
retroactive job changes.
Example: You create a custom validation to ensure
that managers can only make job changes up
to a month in the past. However, you enable HR
administrators to make job changes as far back as
they need to.

What should your users be able to see and do You can create simplified job changes for initiators,
when completing job changes? reviewers, and approvers using the Maintain
Change Job Templates task. These templates
enable you to control what information is visible and
editable when users access the Start Job Change
initiation, review, and approval steps.
You can also configure a variety of tools to help
people complete job changes, such as:
• Custom help text on certain tasks.
• Custom validation rules that ensure users enter
data accurately.
• Dynamic defaulting to support a user when
they're working on job change.
• Embedded analytics worklets to display
additional data.
• Guided tours.
• Workday Assistant.

Recommendations
• We recommend that you plan for all possible job change scenarios. Consider what you want job
changes to look like within your organization and what scenarios you want to prevent.
• The Change Job default definition includes all required steps in the correct order. Modify the
default definition only as much as necessary to accomplish your business needs. Test often during
configuration to reduce errors.
• Revisit your job change configurations whenever you implement new tools and business processes in
Workday

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• Create change job templates to help users complete job changes more efficiently.

Requirements
You need to set up the Change Job business process to manage workers in Workday.

Limitations
No impact.

Tenant Setup
You can specify what options automatically populate on a job change, including:
• Headcount options.
• Organizations for job management.
You can also specify whether you want to enable job overlap when assigning workers to positions.
You can view tenant setup options that impact Change Job in these sections of the Edit Tenant Setup -
HCM task:
• Staffing
• Job Requisitions
• Leave of Absence

Security
The security domain policies for these events affect which security groups can access the related sections
on the Change Job business process:
• Change Job
• Change Organization Assignments
• Propose Compensation Change
Anyone with access to the Staffing Actions: Compensation for All Job Profiles domain can view the
compensation ranges of all job profiles.

Business Processes
Your job change setup can affect downstream events, such as the:
• Assign Pay Group business process.
• Change Benefit Elections business process.
• Change Organization Assignments for Worker business process.
• Maintain Employee Contract task.
• Onboarding business process.
• Propose Compensation Change business process.
• Third-party integrations.
In-progress Change Job events can block a worker's processes from initiating or completing.
Some business processes initiate Change Job and might require specific business process definitions to
function. Example: Swap Positions.

Reporting
Add the Change Job task to the My Team Management dashboard to help managers track and manage
job changes and time-sensitive tasks for their teams.

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Add the Start Job Change report to the worker profile to enable users to launch relevant job changes for a
specific worker.
You can use the View Document Template Details report to view document templates created with
Workday Docs.

Integrations
• Enable Workday Assistant in Workday for Slack to submit initiating actions for the Change Job
business process.
• You can use the jobChanges REST API to start and submit job changes. You can update worker
information, such as:
• Location.
• Business Title.
• Job Profile.
• Position.
• Job Classification.

Connections and Touchpoints

Change Job events can touch many other functional areas in Workday, including:
• Benefits
• Compensation
• Onboarding
• Payroll
• Recruiting
• Workday Docs
Example: When you transfer a worker to another country, the location change can affect their benefits,
compensation, and onboarding information.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Workday Docs
Tasks
Steps: Set Up Workday Docs
Reference
The Next Level: Elevating the Change Job Experience
Preconfigured Content: HCM Delivered Configurations
2021R1 What's New Post: International and Domestic Assignments
Reference: Change Job Initiation on page 706

Steps: Set Up Job Changes

Prerequisites
Review setup considerations for the Change Job business process.

Context
Set up the Change Job business process to make staffing changes for employees and contingent workers,
including:

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• Contract changes.
• Demotions.
• Lateral job changes.
• Location changes.
• Promotions.
• Transfers.

Steps
1. Set Up Security for Job Changes on page 681.
2. Set Up Reasons for Job Changes on page 685.
3. (Optional) Access the Edit Tenant Setup - HCM task to configure these Staffing options:
• Change Job Default Headcount Option
• Change Job Use Default Organizations for Job Management
• Change Job Default for Move Team with Manager
• Enable Job Overlap for Vacating Positions
• Automatically Select Is This Position Available for Overlap on Vacating Events
• Enable Job Overlap on Position Restrictions
• Allow Override of Restrictions on Staffing Events
4. Configure the Change Job business process in the Staffing functional area.
For a list of allowed actions and approval options in Change Job, access the Business Process
Configuration Options report.
To ensure correct routing for the Request Transfer initiating action, include review steps for both the
current and receiving manager.
Assign a review step to an HR Partner or other role that has security access to all sections in the
Change Job business process. This step ensures that someone reviews all job changes, including
details which managers might not be able to view.
See Steps: Configure Business Process Definitions.
5. (Optional) Access the View Business Process Template report.
From the related actions of the Change Job business process type, select Business Process >
Configure Consolidated Template to start tasks from configured subprocesses at the same time.
Ensure that:
• Change Job is first in the process order.
• Each consolidated subprocess is an action step on the Change Job business process definition.
• Propose Compensation Change is last in the process order.
• There's a review step for Propose Compensation Change in the Change Job business process
definition to prevent unreviewed compensation changes.
The approval step for the Change Job event includes all consolidated subprocesses. You receive all
events on the template as 1 Inbox item. Consolidated templates might enable workers to see events
that:
• Aren’t relevant to them.
• Are only relevant for workers based in other locations.
You can set up an additional Consolidated Approval step, for subprocesses not part of the consolidated
template.
Security: These domains in the System functional area:
• Business Process Administration
• Manage: Business Process Definitions
6. (Optional) Set Up Rule Based Consolidated Templates for Job Changes on page 686.

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7. (Optional) Set Up Change Job Templates on page 687.

8. (Optional) Steps: Set Up Defaults for Change Job Fields.
9. (Optional) Enable autocomplete on the Change Job business process definition.
See Set Up Security to Autocomplete Staffing Events on page 440.
10.(Optional) Set up Workday Assistant for Staffing.
You can initiate job changes through the Workday Assistant chatbot in:
• Your Workday tenant.
• Workday for Microsoft Teams.
• Workday for Slack.
See Steps: Set Up Workday Assistant for Staffing on page 441.
11.(Optional) Hide or Require Optional Fields.
12.(Optional) Create Custom Notifications.
Set up email notifications to personal or work email addresses.
You can override the email template. If you use Notification Designer, you can create a template and
enable it for the Custom Business Process notification category. You can use the notification template
to send notifications when using the Change Job business process.
13.(Optional) Maintain Localization Settings on page 125.
These fields use the proposed location instead of the current location for any staffing transaction:
• Additional Job Classifications
• Work Shift
• Work Space
14.(Optional) Create Help Text for Change Job on page 696.
15.(Optional) Set up countries tracking working time.
See Steps: Set Up Working Time Localized Fields on page 466.

Result
View job changes on worker profiles and in Workday standard reports.
• Job changes display the reason type in a worker's history.
• Staffing reports filter Change Job events by the reason type.

Next Steps
You can cancel, rescind, or correct Change Job events. To make out-of-order corrections, use the Edit
Position business process.
Managers can initiate job changes across Workday. They can track the progress of job changes using the
My Team Management dashboard.
Related Information
Concepts
Setup Considerations: Job Changes on page 674
Setup Considerations: Autocomplete Staffing Events on page 436
Setup Considerations: International and Domestic Assignments on page 724
Tasks
Steps: Set Up International and Domestic Assignments on page 728
Reference
The Next Level: Elevating the Change Job Experience
2021R1 What's New Post: Localization for Staffing Fields
Reference: Change Job Initiation on page 706

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Set Up Security for Job Changes

Prerequisites
Security: Business Process Administration or Manage: Business Process Definitions, and Security
Configuration domains in the System functional area.

Context
Set up security to give managers and administrators access to the Change Job business process and each
of its content areas.
• The business process security policy specifies who can start or complete actions in the Change Job
business process.
• Domain security policies give you field-level control over who can view or modify data in each content
area.

Steps
1. Enable these domain security policies:
Option Description
Staffing functional area Staffing Actions
Staffing Organizations (for consolidated
templates)

Advanced Compensation functional area (for Add Compensation Management Plans

consolidated templates)
Change Compensation Management Plans

2. Access the View Business Process Template report.

3. Select the Change Job business process type.
4. Edit the business process security policy:
a) Select Business Process Policy > Edit from the related actions menu of the business process
type.
b) Under Who Can Start the Business Process, select the security groups you want to grant access
to for each initiating action.
Since the Change Job business process has multiple initiating actions, you can limit the types of job
changes available to different roles. Example: You can restrict access to the Change Contingent
Worker Details task, but provide broader access to the Change Location and Request Transfer
tasks.
To hide tasks that aren't relevant, leave the security groups empty.
c) Under Who Can Do Action Steps in the Business Process, select the security groups you want to
be able to complete review steps in the business process.
Ensure that you grant permissions to the same groups that you assigned to the review steps in the
business process definition.
d) Under Who Can Do Actions on Entire Business Process, grant permissions to the HR Partner,
HR Administrator, or other relevant HR role in your organization.
To ensure that business process validations run, you must also grant View All permission to the
roles that can initiate the business process.
e) Click OK, then Done to return to the View Business Process Template report.
5. On the Section Groups tab, review the template sections and their task dependencies to decide which
roles need access to each section.

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6. Click the Task Security tab to grant security permissions on each domain:
a) Select Domain > Edit Security Policy Permissions from the related actions menu of a domain.
b) Grant access to the domain by selecting security groups and specifying whether they have
permission to view or modify data.
To prevent problems caused by incomplete data, grant permissions on domains that contain
required fields:
Staffing Actions: Administrator
Staffing Actions: Change Job Date and Reason
Staffing Actions: Job Profile
Staffing Actions: Location
Staffing Actions: Select or Create Position (for position management organizations)
Staffing Actions: Move Manager's Team (for job changes that move a manager to a different
organization)
Staffing Organizations: Grant, Fund, Program, Gift (for required costing organizations)
c) Click OK, then Done to return to the View Business Process Template report.
7. (Optional) If you consolidated Change Job with Assign Employee Collective Agreement, Change
Organization Assignments for Worker, and Propose Compensation Change, set up security for these
processes.
To retain a simplified workflow, Workday doesn't display the Compensation section to role-based
security groups for these initiating actions:
• Change Contingent Worker Details
• Change Location
• Request Transfer
If you're consolidating Change Job with Assign Employee Collective Agreement, ensure that you also
grant security permissions to the Worker Data: Collective Agreements domain.
8. Access the Activate Pending Security Policy Changes task to confirm your changes.

Example
The table lists the recommended security domains for managers:

Domain Secures These Actions

Staffing Actions: Change Job Date and Reason Effective date, reason, proposed manager,
proposed organization, headcount options
Staffing Actions: Select or Create Position Existing or new position (for position management
organizations)
Staffing Actions: Job Profile Job profile, job title
Staffing Actions: Business Title Business title
Staffing Actions: Location Location, scheduled hours, work hours profile, work
shift, work space
Staffing Actions: Contract Details Purchase order, supplier, contract end date, pay
rate, currency, frequency, assignment details
Staffing Actions: Attachments Document link, category, comment
Staffing Organizations: Cost Center Cost center
Staffing Organizations: Move Manager's Team Move team or keep team in current organization

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Next Steps
Access the Template-Driven Business Process Security report to confirm that the Change Job business
process and domain security permissions are aligned.
Related Information
Concepts
Concept: Business Process Templates
Tasks
Activate Pending Security Policy Changes
Steps: Change Organization Assignments for Worker on page 743
Steps: Propose Compensation for Employees or Positions on page 840
Steps: Set Up Job Changes on page 678
Steps: Manage Collective Agreements on page 541

Steps: Set Up Defaults for Change Job Fields

Prerequisites
Configure the Change Job business process and security policy in the Staffing functional area.
Security: Set Up: Staffing domain in the Staffing functional area.

Context
You can set up defaulting for these fields on the Change Job business process:
• Business Title
• Job Title
• Time Type
• Work Shift
Based on your configuration, the defaults in the fields will update as the user edits other fields in the
business process.
You can use these web services to load and retrieve the data in bulk:
• Get Staffing Field Defaults
• Put Staffing Field Defaults
• Get Staffing Field Defaults Condition Rules
• Put Staffing Field Defaults Condition Rules

Steps
1. Access the Create Change Job (All) Defaults Condition Rule task.
Create a set of condition rules that you can use to determine when to populate a specific change job
field.
Example: You want to default the Job Title field based on what the user enters in the Job Profile field.
You create a condition rule using the Job Profile - Proposed field.
2. (Optional) Create Calculated Fields.
Create custom fields to use in staffing field defaults. Select these values on the calculated field:

Field Value
Business Object Change Job
Authorized Usage Staffing Field Defaults - Change Job

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3. Access the Maintain Staffing Field Defaults task.

4. Select the Change Job (All) tab.
Create a row for each field that you want to create defaulting rules for.
5. Access the Create Change Job (All) Defaults Condition Rule task from the Condition Rule prompt.
Create a set of condition rules that determine when to populate a specific change job field.
Example: You want to default the Job Title field based on what the user enters in the Job Profile field.
You create a condition rule using the Job Profile - Proposed field.
6. Associate 1 or more condition rules for specific staffing fields in the business process and define the
value that populates that field.
As you complete this task, consider:
• Defaulting applies to all change job initiating actions, and the review and approval steps. Defaulting
doesn't apply when you correct a Change Job event.
• Workday processes rules in the order they display in the grid. Once a field meets the conditions for a
rule, Workday ignores any remaining rules for that field.
• Users can override field defaults when completing the Change Job event.
Security: Set Up: Staffing domain in the Staffing functional area.
7. (Optional) Configure calculated fields in the Report Field.
Note: You can't use calculated fields that contain sensitive data. Example: Date of Birth.

Result
During a Change Job event, Workday evaluates condition rules and applies defaults dynamically while
users make changes to these fields:
• Employee Type
• Job Profile
• Location
• Position
• Scheduled Weekly Hours

Example
You want to default the Time Type field based on what the user enters in the Scheduled Weekly Hours
field.
1. On the Maintain Staffing Field Defaults task, access the Change Job (All) tab.
2. Select the Add button.
3. Select Time Type as the Field.
4. Create a new row.
5. Access the Create Change Job (All) Defaults Condition Rule task from the Condition Rule prompt.
6. Click OK.
7. Enter Scheduled Weekly Hours Less Than 35 in the Description field.
8. Select these values in the Rule Conditions grid:

And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
And Scheduled less than or Value 35
Hours - equal to specified in
Proposed this filter

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9. Click OK.
10.Return to the Change Job (All) tab on the Maintain Staffing Field Defaults task.
11.Select Scheduled Weekly Hours Less Than 35 in the Condition Rule column.
12.In the Value column, select Part time as the Specific Value.
Related Information
Concepts
2023R2 What's New Post: Configurable Change Job Defaulting
Tasks
Steps: Set Up Job Changes on page 678
Set Up Recruiting to Staffing Field Defaults on page 183

Set Up Reasons for Job Changes

Prerequisites
Security: Set Up: Staffing domain in the Staffing functional area.

Context
Create custom reasons for job changes and map them to these Workday-owned change job types:
• Data Change
• Demotion
• Lateral Move
• Promotion
• Transfer
• Swap Positions
You can move a worker to a different manager or supervisory organization using any reason type.
Workday filters reasons based on worker type and whether a manager starts the process. You can
designate reasons for managers and nonmanagers to control which types of job changes either role can
make. Everyone in the management chain of a supervisory organization can access manager reasons.
Categories display in prompts to help organize reasons on the Change Job business process. Although
you can create as many reasons and reason categories as you need, we recommend keeping the list short
to make selection easier.

Steps
1. Access the Maintain Event Categories and Reasons task.
2. Select the Change Job event.
3. Create and organize reasons:
a) Create a Reason Category.
b) Create a Reason to display in selection lists.
c) Map the reason to a Change Job Type.
d) Specify whether the reason applies to employees or contingent workers, and whether to display the
reason to managers.
e) Create additional reasons and categories as needed.

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Example

Reason Reason Change Job For Employee For Contingent Manager

Category Type Worker Reason
Demotion Decrease in Demotion X
Responsibility
Data Change Change Data Change X X X
Location
Change Job Data Change X X X
Details
Change Data Change X X
Contract Details
Lateral Move Move to Lateral Move X X X
Another
Position on My
Team
Promotion Increase in Promotion X X
Responsibility
Transfer Move to Transfer X X X
Another
Manager
Swap Positions Training Swap Positions X X X
Reorganization Swap Positions X X X

Related Information
Tasks
Steps: Set Up Job Changes on page 678

Set Up Rule Based Consolidated Templates for Job Changes

Prerequisites
Set up the Change Job business process.
Security: Business Process Administration or Manage: Business Process Definitions domain in the System
functional area.

Context
You can create multiple consolidated templates with condition rules for the Change Job business process.
Example: You want Assign Employee Collective Agreement to be a subprocess of Change Job only for
workers based in the Netherlands. You create a condition rule that makes Assign Employee Collective
Agreement only available to workers in the Netherlands. When a manager from Amsterdam initiates
Change Job, the manager sees the employee collective agreement step.

Steps
1. Access the Configure Rule Based Consolidated Template task.
2. As you complete this task, consider:
Option Description
Rule You can only create rules that relate to the:

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Option Description
• Change Job event.
• Position.
• Worker.
Workday uses the first Rule Based Consolidated
Template condition that applies.
When no rules apply, Workday uses the default
Change Job business process definition.
Note: Ensure that condition rules reflect your
requirements. Test all combinations of Change
Job Templates, Rule Based Consolidated
Templates, and Change Job business process
definitions to validate expected outcomes.

Business Process Type The order of these business process types

dictates the order that Workday completes the
subprocesses.
For every business process type you select,
ensure that the relevant subprocess is a step on
the Change Job business process definition.
The order of business process types in the
consolidated template must match the order of
subprocesses in the business process definition.

Result
On consolidated Change Job templates, the subprocesses start automatically but cancel if you make no
changes.
Worker history displays subprocesses as Canceled, but the Change Job process history displays different
statuses for individual steps:
• Initiation: Automatic Complete.
• Review: Manually Skipped.
• Completion: Automatic Cancel.
Related Information
Concepts
Concept: Condition Rules for Job Changes on page 705
Tasks
Steps: Set Up Job Changes on page 678
Reference
Workday 33 What's New Post: Change Job Rule Based Consolidated Templates

Set Up Change Job Templates

Prerequisites
Configure the Change Job business process.
Set up consolidated templates for the Change Job business process.
Security: Set Up: Staffing domain in the Staffing functional area.

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Context
Set up simplified job change templates that users such as managers can access through the Start Job
Change initiating action. You can specify the sections of the Change Job business process that certain
security groups can view and edit when initiating through a Change Job template.

Steps
1. Access the Change Job business process security policy to assign security groups to the Start Job
Change initiating action.
You can remove security groups from some Change Job initiating actions to ensure that people in those
groups can only initiate the simplified job changes.
Example: You create a Change Location template. When you add managers to the Start Job Change
initiating action, you also remove them from the initiating action for Change Location. This security
change ensures that managers can only access the simplified version of location changes.
2. (Optional) Access the Maintain Custom Labels task to customize the Start Job Change task and
report labels.
3. Access the Maintain Change Job Templates task.
4. As you complete this task, consider:
Option Description
Order Configure the order of the change job templates
based on how relevant they are for your
organization. Users will see these templates in
the order you configure when they launch a job
change.
The order determines which templates display
when you configure the Start Job Change report
on the Worker Profile. Workday displays the first
5 change job templates as buttons.

Enable Enhanced User Interface Select to display an enhanced interface for

template configurations where you:
• Select Start Job Change in the Enable for
Initiating Action column.
• Either select Administrative or Location
Details in the Sections to Display column.
When a template has the Administrative section
configured, you must select these fields in the
Fields to Hide column:
• Annuitant Indicator
• Appointment Type
• Assignment Type
• Company Insider Types
• Contingent Worker Type
• Employee Tenure
• Employee Type
• Employment System
• End Employment Date
• Expected Assignment End Date
• First Day of Work
• Job Category

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Option Description
• Job Classifications
• Job Exempt
• Management Level
• Notify By
• Pay Rate Type
• Workers' Comp Code Override
• Workers' Compensation Code from Job Profile
• Work-Study
The enhanced user interface doesn't evaluate
your security configuration for Staffing Actions
security domains. Users will instead see fields
based on your configuration on the:
• Change Job business process security policy.
• Configure Optional Field task.
• Maintain Localization Settings task.
• Maintain Change Job Templates task.

Apply Template for Review/Approval Steps Select to apply your template configuration
to display on review and approval steps. This
selection enables reviewers and approvers to see
the same simplified template view as initiators.
When selected, your configuration in the Fields
to Hide column will also apply to review and
approval steps.
This feature isn't available on Android.

Template Name You'll see this name in the What do you want to
do? prompt when you:
a. Select Start Job Change in the Enable For
column.
b. Initiate the job change using the Start Job
Change task.
The order of template rows dictates the order of
the template names that displays to initiators.
Only active templates display to initiators.
You can inactivate any template, but you can't
remove a template that's In Use.
The template name determines what displays
when you configure the Start Job Change report
on the Worker Profile. There's a text limit of 30
characters for what displays on the button. Once
you exceed 30 characters, Workday cuts the text
off.

Enable For Initiating Action You can specify where initiators can access
specific templates, such as when:
• Completing mass actions.
• Using the Start Job Change task.
• Using the Workday Assistant chat box.

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Option Description
• Using a REST API.

Condition Rules Applied to Initiate Create or add existing condition rules to a Change
Job template. The condition rules are based on
the current position of the worker. The template
displays when that current position meets all the
condition rules.
Security Groups to Initiate Select security groups to initiate job changes
through a Change Job template. The template
displays for initiators with access to at least 1
security group.
Start Page Editable Fields Select the information that you want initiators to
edit in the Start section of the template. Example:
When you include Location after Change,
initiators can edit the Where will this person be
located after this change? field.
When you leave this section blank, the initiator
still sees these fields:
• When do you want this change to take
effect?
• Why are you making this change?

Sections to Display Select the sections of the Change Job business

process that you want the user to see. Workday
hides all other sections from the user. Subsequent
steps in the business process definition will
display normally and respect rules.
When selecting these sections, consider how
populating values might affect your job changes.
Reviewers and approvers will see additional
sections when information has changed.
Example: You select Location After Change in
the Start Page Editable Fields prompt, but don't
select Location Details in Sections to Display.
The initiator doesn't see the Location Details
section, but the Scheduled Weekly Hours still
populates automatically based on the Time
Profile of the proposed location. The reviewers
and approvers see the Location Details section.
Ensure that the sections and subprocesses that
you select match the associated consolidated
template. Example: You select Cost Center to
display in the Change Job Template. You ensure
that the Change Organization Assignments
for Worker subprocess is on the associated
consolidated template.

Fields to Hide Available on templates when you configure these

Sections to Display:
• Administrative
• Location Details

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Option Description
Select the fields that you want to hide from those
sections.
These fields display even when you configure
them in the Fields to Hide column:
• End Employment Date, when it's empty for a
fixed term employee.
• Work Shift, when it's empty and you've
configured it as required on the job profile.
This feature doesn't apply to templates with Mass
Actions and Workday Assistant / REST API
configured in the Enable for Initiating Action
column.

Subprocesses Select the subprocesses that you want the user to

be able to view.
Reviewers and approvers only see changed
subprocess information when you configure the
subprocesses on the template
Note: When you exclude the Propose
Compensation subprocess from a template,
ensure that there's a review step for Propose
Compensation in the business process definition.
This step prevents unreviewed compensation
changes.

Change Job Reason The user can see the reason that you select in
the Why are you making this change? field, but
can't edit.
When you configure the event categories and
reasons for Change Job, ensure that the changes
you make don't affect the Change Job templates.
This field doesn't display on templates where you
configure the Enable Enhanced User Interface
check box.

Help Text This text displays beneath the What do you want
to do? prompt when a user selects a template.
You can translate as needed.
5. (Optional) Access the Configure Profile Summary task to enable users to initiate a job change directly
from a worker profile.
Configure the Start Job Change report on Worker Profile.
Security: Staffing Actions: Change Job Date and Reason domain in the Staffing functional area.
Workday displays the first 30 characters of the first 5 templates you configured on the Maintain
Change Job Templates task as buttons on the worker profile.

Result
Users can initiate simplified job changes using the Start Job Change initiating action.
For templates that select the Enable Enhanced User Interface check box, users will see the:

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• Enhanced user interface when they initiate, Save for Later, or Send Back the Change Job business
process. The enhanced interface doesn't display on mobile devices.
• Worker's current information on the side panel. When they select an effective date, the side panel
displays the worker's information as of that effective date.

Next Steps
Users can delegate the Start Job Change initiating action. They can also access the initiating action on
the My Team Management dashboard.
You can create reports and condition rules based on Change Job templates.
Related Information
Tasks
Steps: Set Up Job Changes on page 678
Reference
Workday 33 What's New Post: Change Job
2021R1 What's New Post: Expand Change Job Template Capabilities
2023R1 What's New Post: Launch Change Job From Worker Profile
2023R1 What's New Post: Change Job Templates for Review and Approval Steps
2023R2 What's New Post: Field Level Configuration for Change Job Templates
2023R2 What's New Post: Change Job Templates New User Experience
Reference: Change Job Initiation on page 706

Steps: Set Up Swap Positions

Context
You can set up a single business process to swap workers between positions, ensuring that job and
organization assignment changes occur simultaneously and without error. This business process enables
you to swap multiple workers at once for mass reorganizations or worker rotation.

Steps
1. Set Up Reasons for Job Changes on page 685.
Create reasons on the Maintain Event Categories and Reasons task.
a. Select Change Job in the Event field.
b. Create reasons with Swap Positions selected in the Change Job Type column.
To use the Swap Positions task, you must configure at least 1 reason with the Swap Positions
Change Job Type.

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2. Configure Rule-Based Business Processes.

Configure these business processes and security policies in the Staffing functional area:
• Change Job
• Change Organization Assignments for Worker
• Swap Positions
When the Change Organization Assignments task is on the Change Job consolidated template, it
must be the Complete step on the Change Job business process definition.
When these events are on the Change Job consolidated template, they must be after the Complete
step on the Change Job business process definition:
• Employee Collective Agreement
• Propose Compensation
When you include the Review: Receiving Manager step on the Change Job business process definition,
it must:
• Be before the Complete step.
• Have this Workday-owned If condition: Initiating User isn’t the same as the Processing User or
Initiated by Request Transfer Task or Swap Positions?
The Change Organization Assignments for Worker business process definition must have the Initiation
step as the Complete step.
Don't place exit validations on the Change Job or Change Organization Assignments business
processes, as they can prevent the position swaps from completing simultaneously.
3. Create Custom Business Processes.
Configure the Swap Positions business process definition to include only an initiation step and review
steps. Include the optional Review Swap Positions step to route to an approver before the swap
completes. If you specify a role-based security group on the Review Swap Positions step, select the All
check box, ensuring that all swaps within a list are approved simultaneously.
You can enable managers to request position swaps for their workers with the Request Swap initiating
action. Configure the Swap Positions business process definition to include the Review Swap Positions:
Current Manager step and select the Current option in the Routing Modifier column. This setting
ensures that the managers of both employees can approve the swap before it occurs.
To ensure that swap requests, ignore the Review Swap Positions step, create an entry condition rule
using the Initiated from Request Swap report field.
We recommend that you create only 1 Swap Positions business process definition per tenant. This
practice ensures that position swaps can complete across all organizations.
4. (Optional) Embed a worklet on the initiating action of the Swap Positions business process to include
position data from custom reports in position swap events.
Configure the worklet prompt to include the Position field on the Swap Positions Task business object.
This configuration enables the worklet to display the positions included during initiation of the swap, as
well as information related to those positions. The worklet displays on the second page of the Swap
Positions task.
See Add Worklets to Business Processes on page 2348.

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5. Edit Domain Security Policies.

The Staffing Actions: Swap Positions - View Events domain controls access to the View Swap
Positions Events report.
The Swap Positions - List domain controls access to these tasks and reports:
• Create Swap Positions List task.
• Edit Swap Positions List task.
• Find Workers for Swap Positions report.
• View Swap Positions List report.

Next Steps
Access the Create Swap Positions List task to select workers and add them to lists for future position
swaps. Use these lists to prepare for mass position swaps ahead of time. Anyone with access to a list can
swap the workers in that list, including workers that they don't otherwise have permission to view.
Access the Swap Positions task to perform position swaps. Each time you initiate a position swap, you
can either select a previously created list or select workers individually within the task.
Related Information
Concepts
Concept: Position Swaps on page 704

Steps: Set Up Mass Action Workbooks to Initiate Change Job

Context
You can set up mass actions to initiate the Change Job business process in bulk for up to 1000 workers.

Steps
1. Set up mass action workbooks.
Steps: Set Up Mass Actions.
2. Edit Business Process Security Policies.
Configure security permissions for the Change Job (Mass Action) initiating action on the Change Job
business process policy.
Configure security permissions for the Change Organization Assignments for Worker (Mass Action)
initiating action on the Change Organization Assignments for Worker business process policy.
Ensure that these security groups are also on the Mass Action Event business process security policy.
Ensure that you add the Complete Mass Action Event step and mark it as the completion step.
3. (Optional) Add additional facets to the Launch Mass Change Job report. To add additional facets,
copy the delivered Launch Mass Change Job standard report to a custom report, and add any
additional filters to the report definition.
4. (Optional) Create Custom Reports.
Create or edit a custom report that has a data source containing positions or position restrictions. You
can use the report or report filter to populate up to 1000 workers in the workbook using the Launch
Mass Action Event task.
5. (Optional) Create or edit a search report that has a data source containing positions or position
restrictions. You can select workers in the search report to populate up to 1000 workers in the Launch
Mass Action Event task.
Ensure that you select Launch Mass Action Event from the Mass Action column on the Advanced tab
of the search report.
See Steps: Create Search Reports.

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Next Steps
Access the Launch Mass Change Job report, the Launch Mass Action Event task, or a configured
search report to initiate the Change Job business process in bulk.
Related Information
Concepts
Setup Considerations: Org Studio and Mass Actions
Setup Considerations: Job Changes on page 674
Tasks
Steps: Set Up Job Changes on page 678
Reference
2022R2 What’s New Post: Mass Actions in Workbooks for Change Job

Initiate Change Job in Mass Action Workbook

Prerequisites
• Configure the Change Job business process.
• Set up mass action workbooks for changing jobs.
• Security: Mass Action Events domain in the System functional area.
• (Optional) Enable change job templates for mass actions in the Maintain Change Job Templates task.

Context
You can initiate the Change Job business process in bulk with a mass action workbook. Mass change job
also includes Change Organization Assignments for Worker as a subprocess.
You can add up to 1000 contingent workers and employees to the workbook by:
• Using the Launch Mass Change Job report.
• Selecting a report in the Launch Mass Action Event task.
• Using a search report to access the Launch Mass Action Event task.
• Adding them manually in the workbook.
Note: Even if certain fields such as Job Classification, Work Shift, or Work Space are displayed in a
workbook, they respect the configuration in Maintain Localization Settings. Example: If you require Work
Shift in Configure Optional Fields but disable in Maintain Localization Settings, you can't enter values
for Work Shift in workbooks. Similarly, if you hide Work-Study in Configure Optional Fields and require
for a job profile, you can't enter values for Work-Study in workbooks.

Steps
1. Access the Launch Mass Change Job report.
2. Select the population intended for mass change job and click Launch Mass Action.
3. Access the Launch Mass Action Event task.
4. As you complete the task, consider:
Option Description
Effective Date Select the date when mass change job takes
effect.
Do you want to use the next pay period? If selected, this field takes priority over Effective
Date.

Change Job Template For constrained security groups, Workday

displays templates based on access permissions.

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5. After the workbook generates, click Open Workbook.

6. Complete the details in the workbook using the prompts and validation messages.
7. Click Validate All.
8. Resolve errors and submit the workbook.
You can submit a workbook with errors. Any rows with errors remain in the workbook instead of
initiating the Change Job business process. You can access the workbook later to resolve and submit
the remaining rows.
Note: Mass actions using workbooks can't apply the Start Page Editable Fields and Condition Rules
Applied options of change job templates configuration.

Result
The Change Job business process initiates for the relevant workers in the workbook. Any other steps on
the business process route for completion.
Related Information
Tasks
Steps: Set Up Mass Actions
Steps: Set Up Mass Action Workbooks to Initiate Change Job on page 694
Reference
2022R2 What’s New Post: Mass Actions in Workbooks for Change Job

Create Help Text for Change Job

Prerequisites
Security: Business Process Administration or Manage: Business Process Definitions domain in the System
functional area.

Context
You can provide 2 types of help text for the Change Job business process:
• Step help. In the initiation, review, and approval steps, you see this text on all pages of the Guided
Editor, and at the top of the Summary Editor. This text also displays on the page where you select the
Worker or Job if:
• You access the Change Job, Change Location, or Request Transfer tasks through search.
• A worker has multiple jobs.
• Section group help. You only see this text in the Guided Editor, below the step help text in each section.
If you consolidate Change Job with Propose Compensation Change and Change Organization
Assignments for Worker:
• The Organizations and Compensation sections display Section Group help text only.
• Help text for the initiation step isn't available.
You can also configure a guided tour as field-level help text to guide users through the change job process
using the Configure Guided Tours task.

Steps
1. Define step help text:
a) Access the default definition of the Change Job business process.
b) As a related action on a step, select Business Process > Maintain Step Help-Text.

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2. Define help text for the section group.

a) Access the View Business Process Template report.
b) Select Change Job.
c) On the Section Groups tab, click Configure Help Text in the Configure Section Group column.
Note: Workday only displays help text defined at the section group level. You can copy existing
section-level help text to the section group level by clicking Configure Help Text in the Configure
Section column. If you defined Summary Page help text on the Instructional Text tab, you can copy
this text to the initiation step help in the Change Job business process.
Repeat this procedure for the Propose Compensation Change and Change Organization Assignments
for Worker business processes. The Guided Editor displays this help text in the Organizations and
Compensation sections of the consolidated processes.
Related Information
Concepts
Concept: Business Process Templates
Tasks
Steps: Set Up Job Changes on page 678
Set Up Guided Tours

Transfer, Promote, or Change Job

Prerequisites
• Configure the Change Job business process and security policy in the Staffing functional area.
• If you want to transfer a worker to a new manager, verify that the new manager's organization exists
and the manager role is assigned.

Context
Perform job changes for employees or contingent workers, ranging from staffing events such as transfers
and promotions to simple data changes. If you're promoting someone into a managerial role, you can also
create their supervisory organization as part of the promotion.

Steps
1. Access the Change Job task and select a Worker.
2. In the Start section, select the date, reason, manager, supervisory organization, and location.
• If you have pay groups configured, you can select the next pay period to align the start date with
your pay cycle.
• Access the Maintain Event Categories and Reasons task to define the reasons.
3. Complete each section as necessary based on your security permissions and the Change Job business
process configuration.
Use the navigation bar to move between sections or click Summary to complete all sections on 1 page.
Option Description
Move Displays when you're moving a worker to a new
supervisory organization.
Opening. Specify whether you plan to backfill,
move, or close the headcount:
• Workday automatically populates Move when
you move workers between job management
organizations.

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Option Description
• A tenant setting determines which headcount
option automatically populates for position
management organizations, but you can
change it.
• If you plan to backfill the position, specify
whether to make it available for overlap before
the incumbent departs. This option displays
when you enable your Workday tenant for job
overlap and the position is in an organization
that uses the position management staffing
model.
Move Team. If you're moving a manager to a
new organization, specify whether to move the
manager's teams or keep them in their current
organization.

Job If you're moving a worker within the same

organization, you can select the position for
overlap or close it.
If you restrict job profiles by country, the proposed
location determines which job profiles you can
select.

Details, Organizations, Compensation, HR administrators typically complete these

Collective Agreement sections.
The Organizations section only displays when
the worker is directly assigned to an organization.
If the current organization was assigned using
a membership rule, the Organizations section
doesn't display.

Result
Workday adds the event to the worker's history, labeled as a Transfer, Promotion, Lateral Move, Demotion,
or Data Change depending on the reason type you selected.
When you report on job changes, the Move Position report field returns true when you keep the worker
in the same position as before, and false when you move the worker to a different position but keep the
position in the same organization.
Related Information
Concepts
Concept: Promoting Workers to Managers on page 705
Concept: Move Manager's Team on page 700
Setup Considerations: International and Domestic Assignments on page 724
Tasks
Steps: Set Up Job Changes on page 678

Request Transfer

Prerequisites
Configure the Change Job business process and security policy in the Staffing functional area.

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 | Staffing | 699

Context
Request a transfer for any worker outside your current organization. The request routes to the worker's
current manager for approval, then comes back to you so you can enter job details and other relevant
information.
When you use Request Transfer to initiate the Change Job business process, Workday hides everything
except the Start and Move sections. After the worker's current manager approves the transfer, the
new manager completes the fields in the rest of the sections, including Job, Location, Details, and
Attachments, and Organizations, Compensation, and Collective Agreement if you have a consolidated
template.
You can only secure the Request Transfer initiating action to constrained role-based security groups.
Request Transfer is only available to roles that don't have access to the Change Job task for the selected
worker. Because HR Administrators can access all workers with Change Job, they don’t need access to
the Request Transfer initiating action.

Steps
1. From the related actions menu of a worker, select Job Change > Request Transfer.
2. In the Start section, select the date, reason, manager, supervisory organization, and location.
• If you have pay groups in Workday, you can select the next pay period to align the start date with
your pay cycle.
• You can define job change reasons by accessing the Maintain Event Categories and Reasons
task.
• If you're a manager, Workday automatically populates your name and organization. If you manage
multiple organizations, you can select a different organization.
• If you have another role, the proposed manager automatically populates from the highest
organization you support, but you can select a different manager.
• When you restrict job profiles by country, the proposed location determines which job profiles you
can select in the Job section.
3. In the Move section, specify whether to move a manager's teams or keep them in their current
organization.
Note: You only see the Move section if the worker is a manager.
4. On the Summary page, click Submit.
Workday sends the request to the worker's current manager, who can take these actions before
approving the request:
• Change the effective date and reason.
• Specify whether to backfill, move, or close the headcount.
• Specify whether the position is available for overlap before the worker transfers. This option is
available when the manager plans to backfill the position, the transfer date is in the future, your
Workday tenant is enabled for job overlap, and the organization uses the position management
staffing model.
5. Go to your Inbox to complete the rest of the transfer details.
The information you need to provide depends on your security permissions and the Change Job
business process configuration. You can click Guide Me to complete the sections individually.

Result
Workday adds the Transfer event to the worker's history.

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Change Location

Prerequisites
Configure the Change Job business process and security policy in the Staffing functional area.

Context
Change the work location for an employee or a contingent worker.
• Change Location is an initiating action for the Change Job business process that displays only
relevant fields in the Start, Location, and Details sections.
• The Job, Attachments, and Organizations sections are hidden, even in review and approval steps.
• If you consolidate the Change Job business process with Assign Employee Collective Agreement and
Propose Compensation Change, these sections are also hidden:
• Collective Agreement
• Compensation
To change a work space location without initiating any other staffing transactions, use the Change Work
Space business process.

Steps
1. As a related action on a worker, select Job Change > Change Location.
2. In the Start section, select the date, reason, and new location.
• If you have pay groups in Workday, you can select the next pay period to align the start date with
your pay cycle.
• Access the Maintain Event Categories and Reasons task to define reasons.
• You can't change the manager or supervisory organization.
3. Complete the Location and Details sections individually, or click Summary to complete everything on
1 page.

Result
Workday adds the Data Change event to the worker's history.

Concept: Move Manager's Team

When you use the Change Job business process to move a manager to a new organization, you can also
move the teams that report to that manager. Workday displays the:
• Teams that are eligible to move.
• Teams that are ineligible to move due to a future-dated change.
• Person who will manage the teams if you don't move them.
You either can move all eligible teams or leave all teams behind. You can't pick teams or individual team
members that you want to move.
Moved teams retain their current:
• Headcounts.
• Job openings.
• Job requisitions.
• Subordinate organizations.
After you submit the job change, Workday initiates 1 Assign Superior subprocess for each eligible team,
with its own workflow and approvals. You can cancel, rescind, or correct the individual Assign Superior
subprocesses as needed. However, you can't reverse the original decision to move, or not move, a

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manager's teams by correcting Change Job events. To reverse that decision, you would have to cancel or
rescind the Change Job business process and start again.
You don't see the option to move teams when you:
• Move a worker who isn't a manager.
• Keep a manager in the same supervisory organization.
• Move a manager who also manages an organization that is a superior of the proposed organization.
• Move a manager whose supervisory organization has an organization hierarchy event in progress.
Example: An in-progress Create Subordinate event.
To set up the option to move teams:
• Add roles to the Staffing Actions: Move Manager's Team domain. This domain inherits its initial security
policy from the Staffing Actions domain.
• Modify the default definition for the Change Job business process to include 2 additional steps: Assign
Roles - Change Assignments for Worker and Change Superior Organization. Both steps must come
after the Change Job completion step.

Step Details
(Optional) Assign Roles - Change Assignments for Ensures that the worker has the manager role
Worker before you move the manager's teams. All of the
worker's previous roles automatically populate,
including the manager role. You can remove
the default role assignments, add new roles, or
reassign roles as needed.
Alternatively, you can use the Copy Role
Assignments step for Job Management
organizations when you have the Change Job
Use Default Organizations for Job Management
check box enabled.
Both Assign Roles - Change Assignments for
Worker and Copy Role Assignments must come
before the Change Superior Organization step.

Change Superior Organization Workday suggests that you include an approval

step in the Assign Superior business process
definition; otherwise the step completes
automatically as part of the Change Job workflow.
Ensure that you grant permission on the Approve
action for the Assign Superior business process as
well.

To populate Yes automatically on the This person is a manager. Do you want to move their teams with
them? field, you can select the Change Job Default for Move Team with Manager check box on the
Edit Tenant Setup - HCM task.
Related Information
Concepts
Concept: Assign Roles
Tasks
Steps: Set Up Job Changes on page 678
Reference
2021R1 What's New Post: Move Team with Manager

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Concept: Access to Job Profiles

The Change Job business process provides access to job profiles and related compensation data based
on these considerations.

Availability of Hiring Restrictions

When you use the stand-alone Change Job business process, you can access job profiles if restrictions
exist, and you meet those restrictions. If restrictions don't exist, you can access job profiles only if:
• A worker remains in the same position.
• You move a worker to a new position, and you select the Allow Override of Restrictions on Staffing
Events check box in the Edit Tenant Setup - HCM task.
• There aren't any restrictions, in which case, you can access all job profiles.

Compensation Details
Because compensation eligibility rules are often linked to job profiles, Workday enables you to restrict
access to compensation data by creating hiring restrictions. If you consolidate Change Job with Propose
Compensation Change, you can view compensation details if you meet at least one of these conditions:
• Hiring restrictions don't exist.
• Hiring restrictions exist and you select a job profile that meets those restrictions.
• Hiring restrictions exist and you have permission on the Staffing Actions: All Job Profiles with
Compensation domain.
When you configure compensation details to display based on supervisory organization, Workday only
uses the proposed supervisory organization.

Job Requisitions
If you use job requisitions, you can't select a different job profile for a worker who remains in the same
position. Update the job requisition or the hiring restrictions to include the additional job profile before you
launch the Change Job task:
• If the worker's position has an open job requisition, use the Edit Job Requisition task to add other job
profiles to the requisition.
• If the worker's position doesn't have an open job requisition, use the Edit Position Restrictions task to
add other job profiles to the hiring restrictions.
Optionally, you can select the Allow Override of Restrictions on Staffing Events check box in the Edit
Tenant Setup - HCM task. This setting enables you to access job profiles that aren't part of the hiring
restrictions on the job requisition.
Related Information
Tasks
Steps: Set Up Job Changes on page 678
Reference
Reference: Hiring Restrictions in Change Job on page 708

Concept: Worker Transfers

You can use the Change Job business process to transfer a worker to a different organization. The
Change Job business process combines steps into a single workflow to:
• Route the business process steps.
• Determine organization roles who're responsible for those steps.
• Assign default organizations to the worker.

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Route Business Process Steps

When editing steps on the Change Job business process definition, administrators can use specific group
routing to specify whether the security group is for the organization of the current or proposed position.
When you don't provide specific group routing instructions for steps in the Change Job business process,
Workday automatically routes the business process steps to roles in the worker's proposed organization.
You can consolidate subprocesses within the Change Job business process type so that tasks from the
consolidated subprocesses initiate at the same time. When you consolidate the subprocesses, Workday:
• Uses the specific group routing that you configure directly on the subprocesses.
• Doesn't apply the specific group routing that you configured on the Change Job business process to the
subprocesses.
• Uses the specific group routing that you configured on the Change Job business process for the
Change Job web service.

Organization Roles
When you transfer a worker to a different organization, Workday routes the business process steps to the
organization roles based on information included in the Change Job business process.

Business Process Details Step Routing

The Change Job business process includes the Workday routes the business process steps to the:
Proposed Supervisory Organization.
• Default organizations associated with the
proposed supervisory organization.
• Location hierarchy associated with the
primary location of the proposed supervisory
organization.

The Change Job business process includes the: Workday routes the business process steps to the:
• Proposed Supervisory Organization • Organizations associated with the proposed
• Position position.
• Location hierarchies associated with the location
hiring restrictions of the proposed position.

The Change Job business process includes the: Workday routes the business process steps to the:
• Proposed Supervisory Organization • Organizations associated with the proposed
• Position position.
• Location • Location hierarchy associated with the proposed
location.

The Change Job business process includes the: Workday routes the business process steps to:
• Proposed Supervisory Organization • All proposed organizations.
• Position • The location hierarchy associated with the
• Location proposed location.
• Organization Assignments

Organization Assignments
When you run the Change Job business process, the Change Organization Assignments for Worker
subprocess assigns default organizations differently for each staffing model. Organization assignments in
both the job management and position management staffing models populate from the job requisition when
available. Otherwise, organization assignments:

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• In job management populate from the current job or from the proposed supervisory organization, based
on whether you selected the Change Job Use Default Organizations for Job Management check
box on the Edit Tenant Setup - HCM task.
• In position management populate based on whether you're creating a new position.
• If you’re creating a new position, the organization assignments populate from the proposed
supervisory organization if available. When a proposed supervisory organization isn't available, the
organization assignments populate from the current position.
• If you aren't creating a new position, the organization assignments populate from the proposed
position restriction. When a proposed supervisory organization isn't available, the organization
assignments populate from the current position.
When you consolidate Change Job with Change Organization Assignments for Worker, each time you
modify the proposed supervisory organization, Workday re-evaluates the default organizations. When you
run the Change Organization Assignments for Worker business process independent of the consolidated
template, the default organizations don't change after initial selection.
Related Information
Tasks
Steps: Set Up Job Changes on page 678

Concept: Position Swaps

A position swap in Workday enables you to select 2 or more workers and then move them into each other's
positions by initiating a single business process transaction. You can use position swaps for company
reorganization, worker rotation, and businesses that consistently move workers between locations.
Example: Moving retail managers from 1 store to another.
You can only swap position management positions. If a worker has multiple positions, you can select which
position to swap. You can select a worker multiple times in 1 swap to include several of their positions in
the swap.
You can only swap workers with matching worker types. Example: You can't swap a contingent worker into
an employee position.
You can’t swap a position that uses internal Workday pay groups with a position that uses external pay
groups.

Business Processes
The Swap Positions business process initiates the Change Job business process to perform the job
changes for the swapped workers. When you swap workers between organizations, the Change Job
business process also initiates the Change Organization Assignments for Worker business process.
Workday automatically completes the Change Job business process based on the information from each
filled position. Workday also provides validations to ensure that all positions swap at the same time. When
1 position can't swap, no part of the transaction can complete.

Reports
Position swaps display in worker histories as job and organization assignment changes. You can view
changes using the View Swap Positions Events report.
Related Information
Tasks
Steps: Set Up Swap Positions on page 692

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Concept: Promoting Workers to Managers

You can promote a worker into a managerial role and automatically create their supervisory organization
using the Change Job business process. The worker must belong to an organization that uses the job
management or position management staffing model. To set up this option:
• Add a Create Subordinate step after the completion step in the Change Job business process.
• Add a condition rule that determines when to initiate the step. Example: Change Job Reason =
Promotion.
• Assign the step to an HR role.
After the Create Subordinate subprocess completes, Workday:
• Creates a supervisory organization as a subordinate to the worker's current organization.
• Assigns the worker to the Manager role.
• Applies hiring restrictions from the parent organization (job management staffing model only).
If you rescind the Change Job business process, Workday doesn't rescind these subprocesses:
• Create Subordinate
• Assign Roles
• Hiring Restrictions
If you don't want to keep the new organization, inactivate it. Rescinding the Create Subordinate
subprocess only removes it from the organization hierarchy.
Note: You can also use Change Job to launch the Move to New Manager business process. Use this
option to create a supervisory organization and transfer a worker to a nonmanager in another organization
without changing the nonmanager's current job or position.
Related Information
Tasks
Steps: Set Up Job Changes on page 678
Move Workers to New Managers on page 750
Transfer, Promote, or Change Job on page 697

Concept: Condition Rules for Job Changes

You can add condition rules to the Change Job business process to determine which subprocesses can be
initiated during a job change. Workday evaluates the condition rules based on data entered on the Start
Details page.

Example
You add Change Organization Assignments as a subprocess to the Change Job business process. You
create a condition rule for the Change Organization Assignments step to run only when a worker's location
changes:

And/Or Source External Relational Comparison Type Comparison

Field Operator Value
And Location - NOT exact match Value from another Location - Current
Proposed with the selection field
list

The implications of this condition rule:

1. Teresa's manager, Steve, accesses the Change Job task and changes Teresa's location on the Start
Details page.
2. Steve reviews the Organizations section, changes Teresa's cost center, and submits the changes.

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 | Staffing | 706

3. The condition rule on the Change Organization Assignments step determines that Teresa's location
changed.
4. The process routes to an HR administrator for review, and the administrator approves the change.
5. Workday updates Teresa's location. Based on the condition rule on the Change Organization
Assignments step, Workday also updates Teresa's cost center.
Related Information
Tasks
Steps: Set Up Job Changes on page 678
Create Business Process Condition Rules

Concept: Employee Contracts in Change Job Events

You can end an employee's existing contract and start a new contract in a single Change Job event. Add 2
Maintain Employee Contract steps to the Change Job business process definition:
• The first step updates the current employee contract if it's still active; otherwise it starts a new contract.
• If the existing contract end date is before the effective date of the Change Job event, the contract
details won't populate because the contract has ended. You can add a new employee contract in the
Maintain Employee Contract step.
• On the first step, the effective date of the contract populates from the Change Job effective date. If
you select a contract end date that's before the Change Job effective date, Workday updates the
contract effective date to the same date.
• The second step runs only if:
• The Change Job process has an in-progress or completed Maintain Employee Contract subprocess.
• The contract in the first Maintain Employee Contract subprocess has an end date that is before the
effective date of the Change Job event.
When the Workday-owned condition rule is met, the step starts a new contract.
This approach provides flexibility when you use the Change Job business process to transfer an employee
to another position. A position can have only 1 active contract at a time, as determined by the contract end
date. If the employee has an existing contract, you can end that contract and start a new one. The new
contract reflects the changes to the employee's position, job profile, or location.
Note: The Change Job web service supports only 1 Maintain Employee Contract subprocess. If you use
the web service to upload job changes that end existing employee contracts, create the contracts manually
using the Add Contract task. The Change Job business process sends the second Maintain Employee
Contract step to the assigned person's Inbox.
Related Information
Tasks
Steps: Set Up Job Changes on page 678

Reference: Change Job Initiation

Workday enables you to decide how you want administrators to initiate the Change Job business process
for a worker. This discoverability enables you to make starting a job change more intuitive for users.

Option Description
Global Search Users can initiate the business process from these
initiating actions through global search:
• Change Contingent Worker Details
• Change Job
• Change Location

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 | Staffing | 707

Option Description
• Request Transfer
• Start Job Change
Users can search for change job templates and
launch the Start Job Change initiating action
automatically from global search on desktop and
mobile. Workday displays the change job template
in global search when the user has access to the
template.

Workday Assistant Chatbot Initiate these actions using the Workday Assistant
chatbot:
• Change Business Title
• Change Job Profile
• Change Job Templates
• Change Location
• Change Supervisory Organization
You can enable Workday Assistant in Workday for
Slack to initiate job changes in Slack.

Worker Profile Enable users to launch change job templates

from a worker profile by setting up the Start Job
Change report as a profile card.
Dashboards Add the Change Job task to the My Team
Management dashboard to help managers track
and manage job changes and time-sensitive tasks
for their teams.
Enable users to launch change job templates from
dashboards on desktop by setting up the Start Job
Change report as a worklet on these dashboards:
• My Team Management. You can make it
required on the Maintain Dashboards task.
• Your custom dashboards. Go to the Enable
Worklet for Dashboard task and select
Start Job Change to enable it for the custom
dashboards you choose. Then, you can add
the Start Job Change worklet to the configured
dashboards on the Maintain Dashboards task.

REST API Use the jobChanges REST API to start and

submit job changes. You can update worker
information, such as:
• Location.
• Business Title.
• Job Profile.
• Position.
• Job Classification.

Related Information
Concepts
2023R2 What's New Post: Launch Change Job Templates From Dashboards

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2023R2 What's New Post: Search Change Job Templates

Reference: Hiring Restrictions in Change Job

Workday determines when to apply hiring restrictions in the Change Job business process by considering:
• How the tenant is configured for staffing.
• If the worker is moving to a different supervisory organization.
• If the proposed organization has a different staffing model.
Workday then decides whether to move the worker and position together, or to apply hiring restrictions
against a new position.
Optionally, you can loosen restrictions on job profiles, locations, time types, and worker types by selecting
the Allow Override of Restrictions on Staffing Events check box in the Edit Tenant Setup - HCM task.

Job Management
You can control whether workers get new positions when they move between job management
organizations that have the same staffing model. In the Edit Tenant Setup - HCM task, select the Change
Job Use Default Organizations for Job Management check box to place workers into new positions.
Leave it unchecked to move workers and positions together.
If a worker stays in the same organization, Workday always keeps the same position regardless of the
tenant setting.
Workday uses these criteria to apply hiring restrictions in job management organizations:

Tenant Setup: Organization Staffing Model Move Position? Apply Hiring

Change Job Change? Change? Restrictions?
Use Default
Organizations for
Job Management
Yes No No Yes (based on No
same organization)
Yes Yes No No (based on Yes
tenant setting)
Yes Yes Yes No (based on Yes
staffing model
change)
No No No Yes (based on No
same organization)
No Yes No Yes (based on No
tenant setting)
No Yes Yes No (based on Yes
staffing model
change)

Position Management
In position management organizations, Workday applies hiring restrictions as shown.

Organization Change? Staffing Model Move Position? Apply Hiring

Change? Restrictions?
No No Yes No

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Organization Change? Staffing Model Move Position? Apply Hiring

Change? Restrictions?
Yes No Yes No
Yes Yes No Yes

Related Information
Concepts
Concept: Access to Job Profiles on page 702
Tasks
Steps: Set Up Job Changes on page 678

Multiple Jobs

Steps: Add Additional Jobs

Prerequisites
• Modify role-based security groups for multiple jobs.
• On the Edit Tenant Setup - HCM task:
• Select Multiple Jobs in the Position Setup Options field.
• Select an ID definition.
• Configure job requisitions.
• Specify whether to enable the override of hiring restrictions.
• Create categories and reasons for additional jobs with the Maintain Event Categories and Reasons
task.
• Create hiring restrictions and positions in supervisory organizations.
• Hire the employee into a primary job or position.

Context
Place an employee with a primary job or position into another job or position. The additional job can have a
different supervisory organization, compensation rate, pay rate, scheduled hours, location, or job profile.
Employees can have any number of additional jobs. You can't give additional jobs to contingent workers.
To include an additional job in Workday Payroll Interface integration output, associate the job with a pay
group.
Workday Payroll for the UK only supports multiple positions in the same company.
If you don't configure Change Organization Assignments for Worker as a subprocess, Workday
automatically hides the Organization Assignments section on the Add Job task. If you use a rule based
business process definition where Change Organization Assignments for Worker is a subprocess of Add
Additional Job, the Organization Assignments section always displays when you configure the Cost
Center and Custom Organization fields to display. If you use either condition rules or rule based business
processes, ensure you include Change Organization Assignments for Worker on all the Add Additional Job
business process definitions.

Steps
1. Edit Business Process Security Policies.
Configure the Add Additional Job business process and security policy in the Staffing functional area.

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2. (Optional) Edit Business Processes.

Add Change Organization Assignments for Worker as a subprocess of the Add Additional Job business
process.
3. (Optional) Maintain Organization Types.
Select the Show in Change Organization Assignments and Job Requisition check box for cost
center and custom organizations.
4. (Optional) Hide or Require Optional Fields.
In Add Additional Job, determine if you want to:
• Display the Cost Center and Custom Organizations fields.
• Hide or require other fields on the Add Job task.
5. Add Additional Jobs on page 710.
Related Information
Tasks
Create Role-Based Security Groups
Reference
Reference: Edit Tenant Setup - HCM
2021R2 What's New Post: Simplified Add Additional Job

Add Additional Jobs

Prerequisites
Configure the Add Additional Job business process and security policy in the Staffing functional area.

Context
You can add additional jobs for employees through global search, as well as the:
• Add Job button on the Jobs report of the worker profile.
• Related actions menu of an employee.

Steps
1. Access the Add Job task.
2. Select the Supervisory Organization for the additional job and the Employee.
3. Specify the Effective Date and Reason.
• If you use job requisitions, the Effective Date must be on or after the Recruiting Start Date on the
job requisition.
• If you don't use job requisitions, the Effective Date must be equal to, or greater than the Hire Date
on the position.
4. Complete the hiring details.
Workday automatically populates many of these fields with values defined on the position or job
requisition. If you use job requisitions, you can't change those values; update the job requisition itself.
Option Description
Position Select the appropriate position. This field
doesn't display for organizations that use job
management as the staffing model.
Employee Type If you assign a worker to an employee type
reserved for fixed-term employees, specify

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Option Description
an End Employment Date in the Additional
Information section.
Job Requisition You can select a job requisition for either position
management or job management organizations
if you enable job requisitions for the tenant. For
position management organizations, you can
select a job requisition if the position selected is
associated with a job requisition.
Job Profile Select from the profiles you specified in the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides.
Time Type Select from the time types you specified in the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides. Automatically
populates from the job profile.
Location Select from the locations you specified in the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides.
Work Space Select from the work spaces (such as building,
floor, or cubicle) associated with the Location.
Pay Rate Type Select from the pay rate types available for the
country associated with the Location.
5. Complete the Working Time section.
Workday initially populates many of these fields with values from the position or job requisition. As you
complete the task, Workday updates the values.
Option Description
Scheduled Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Default Weekly Hours if
there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

Location Weekly Hours Displays the standard weekly hours associated

with the Location.
Default Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.

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Option Description
Populates from the Location Weekly Hours field
if there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

FTE Calculated by dividing the Scheduled Weekly

Hours by the Default Weekly Hours. This value
displays as a percentage.
Specify a Paid FTE Select the check box to specify paid full-time
equivalent for a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % You can enter a percentage that overrides the

FTE field for use in your Workday Compensation
and Workday Payroll calculations.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Specify a Working FTE Select the check box to specify working full-time
equivalent for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Enter a working full-time equivalent percentage.

Used in custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Available when you enable Work Shift on the

Maintain Localization Settings task.
Available when you selecte the Work Shift
Required check box on the job profile.
Define the work shifts for a location using the
Maintain Work Shifts task.

Frequency Select from the working time frequencies you

specified on the Maintain Frequencies task.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

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Option Description
Unit Select from the preconfigured options of hours or
days.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of the working time in selected

units. Automatically populates to zero.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

6. Add any Additional Information.

Workday automatically populates many of the Additional Information fields with values from the job
profile.
Option Description
Job Title Automatically populates from the Job Profile.
Business Title Automatically populates from the Job Title.
You can control the display of business titles
by enabling the Worker Data: Business Title
on Worker Profile domain security policy in the
Staffing functional area.

Job Category Automatically populates from the Job Profile; not

editable.
Job Classifications Automatically populates from the Job Profile; not
editable.
Additional Job Classifications Select classifications as needed.
Company Insider Types Select from the types associated with the Job
Profile.
Define company insider types with the Maintain
Company Insider Types task; assign them to a
job profile with the Edit Job Profile task.

First Day of Work Automatically populates to the Hire Date.

End Employment Date Available only if you assigned the worker to a
fixed-term employee type in the Employee Type
field.
Exclude from Headcount Select this check box so that Workday doesn't
count the position in headcount reports.

Result
Workday sets the status of the position and job requisition, if applicable, to Filled.

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Next Steps
You can correct or reverse the addition of a job. From the employee's related actions menu, select Worker
History > View Worker History. Then select either Correct or Rescind as a related action on the Add
Additional Job event. If the worker's position had a job requisition, it reopens when you rescind the event.
If you configure the Add Probation Period step on the Add Additional Job business process and you
correct the Effective Date of the Add Additional Job event, Workday:
• Recalculates the dates of the associated Manage Probation Period event.
• Doesn't recalculate the dates of the associated Manage Probation Period event with extended end
dates or if recalculating the dates causes overlap with another Manage Probation Period event.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Tasks
Maintain Localization Settings on page 125
Steps: Set Up International and Domestic Assignments on page 728
Add International and Domestic Assignments on page 730
Reference
2021R2 What's New Post: Simplified Add Additional Job

Ending Jobs

Prerequisites
• Configure the End Additional Job business process and security policy in the Staffing functional area.
• Create categories and reasons for ending additional jobs with the Maintain End Additional Job
Categories task.
• Verify that the employee has no pending or completed staffing or organization changes that are
effective after the end date of the additional job.

Context
End an employee's additional job or position. You can also end an employee's primary job if there is a
related future-dated Switch Primary Job event.

Steps
1. Access the End Job task.
2. Select the Employee and the Job.
3. Complete the termination details:
Option Description
End Date This date must be on or after the effective date of
the job.
You can end a primary job if there is a related
Switch Primary Job event after this date.

Close Position You can't close positions that have an open job
requisition. Leave blank if you want to keep the
position open for staffing.

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Option Description
This field is only available for position
management organizations; with job management
you can't open or close individual jobs.

Is this position available for overlap? Specify whether another worker can fill the
position before the incumbent departs. Available
for position management organizations when job
overlap is enabled in the Edit Tenant Setup -
HCM task.
Last Day of Work Automatically populates to the End Date.
Pay Through Date Automatically populates to the End Date. Use this
field in situations where severance pay continues
past the position end date.
Notify By Automatically populates to the End Date.

Result
If you didn’t close the position, Workday sets its status to Open:
• If you use job requisitions, the position is available as soon as you have an open requisition.
• If you don’t use job requisitions, the position is available the next day.

Next Steps
You can correct or reverse the ending of an additional job. From the employee's related actions menu,
select Worker History > View Worker History; then select either Correct or Rescind as a related action
on the End Additional Job event. If the position has an open job requisition, you can't rescind the event.
Related Information
Concepts
Concept: Workday Docs
Tasks
Terminate Employees on page 588
Steps: Set Up International and Domestic Assignments on page 728
Steps: Set Up End Jobs on page 592
End International and Domestic Assignments on page 734
Steps: Set Up Workday Docs
Reference
2020R2 What's New Post: Switch Primary Job and End Job
The Next Level: Overview of Primary Position Designation Impact

Switch Primary Job

Prerequisites
• Create reasons for switching a worker's primary job with the Maintain Event Categories and Reasons
task.
• Configure the Switch Primary Job business process and security policy in the Staffing functional
area. You can use Switch Primary Job as a standalone business process or as a subprocess for Add
Additional Job or Change Job.
• Edit the security policy on the Staffing Actions: Primary Job domain to specify who can view or modify
job information.

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Context
Change the primary job designation for a worker with multiple jobs.
Workday Payroll for the UK doesn't support multiple jobs.

Steps
1. Access the Switch Primary Job task and select the Worker.
2. Select the Reason and Effective Date for the change.
The effective date must be later than any previously completed primary job switches. After you enter the
date, Workday displays the worker's Primary Job as of this date.
3. If the worker has more than 1 additional job, specify which job to designate as the Proposed Primary
Job.
The All Jobs section displays details about the worker's current primary job and additional jobs. Details
include the supervisory organization, manager, location, job profile, pay group, company, employee
type, scheduled hours, and full-time equivalent (FTE) percent.
Note: If you change the effective date after the All Jobs section is populated, the job details don't
refresh.

Result
In the worker's history, the Primary Job Switch event reflects the worker's primary and additional jobs
before the switch, regardless of the event status.
When workers have in-progress on-cycle, on-demand, or retro pay results while you switch jobs, Workday
assigns the Requires Re-calculation status to those results.

Next Steps
• To view job switch activity by organization for a given date range, access the Primary Job Switch
History report.
• You can cancel or rescind the job switch, but you can't correct it. From the employee's related actions
menu, select Worker History > View Worker History; then select either Cancel or Rescind as a
related action on the Primary Job Switch event.
Related Information
Concepts
Concept: Security Roles for Switching a Primary Job on page 717
Concept: Workday Docs
Tasks
Add Additional Jobs on page 710
Steps: Set Up Job Changes on page 678
Steps: Set Up Workday Docs
Reference
The Next Level: Overview of Primary Position Designation Impact

Concept: Conditions for Switching a Primary Job

You can change a worker's primary job designation under these conditions.

Worker Conditions
The worker can't have:
• Another in-progress Switch Primary Job event.
• An in-progress Termination event.

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• A completed Termination event that takes effect after the proposed switch date.

Job Conditions
The proposed primary job:
• Must be an active additional job as of the proposed switch date.
• Can't have an in-progress End Additional Job event.
• Can't have a completed End Additional Job event that takes effect after the proposed switch date.
You receive a warning if either job has an in-progress staffing event, such as Change Job or Edit Position.
To determine whether the switch impacts other events, review the worker's history.

Business Process Conditions

• The proposed switch date must be after the last completed Switch Primary Job event.
• If Switch Primary Job is a subprocess for Add Additional Job, the proposed primary job must be the
newly added job.
• If Switch Primary Job is a subprocess for a Change Job event on an additional job, the proposed
primary job must be that additional job.
• When Switch Primary Job is a subprocess for End Additional Job, the step only initiates if the primary
job is ending.

Payroll Conditions
• Both jobs must either belong to any Workday pay group OR belong to the same external pay group or
have no pay group assigned.
• Neither job can have an in-progress Assign Pay Group event or a completed Assign Pay Group event
that takes effect after the proposed switch date.
• The proposed switch date must be after the worker's last completed pay calculation result.
• The proposed job can't be an assignment if the position has a Workday Payroll pay group assigned.
Related Information
Tasks
Switch Primary Job on page 715
Reference
2020R2 What’s New Post: Switch Primary Jobs

Concept: Security Roles for Switching a Primary Job

Actions in the Switch Primary Job business process are available to roles based on:
• The routing instructions in the business process definition.
• Their access rights to multiple job workers as defined for their security group:
• Role has access to the positions they support
• Role for primary job has access to all positions
• Role has access to all positions
When the Role has access to the positions they support or Role has access to all positions:
• Roles associated with all jobs can initiate Switch Primary Job events.
• If there are no routing instructions, roles associated with all jobs can view Switch Primary Job events
and receive approvals and notifications.
• If current group routing is specified, only roles associated with the current primary job receive approvals
and notifications.
• If proposed group routing is specified, only roles associated with the proposed primary job receive
approvals and notifications.

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When the Role for primary job has access to all positions:
• Only roles associated with the current primary job can initiate Switch Primary Job events.
• Before the event completes, steps are routed to roles associated with the current primary job.
• After the event completes, steps are routed to roles associated with the proposed primary job and only
these roles can view the event.
Related Information
Tasks
Create Role-Based Security Groups
Switch Primary Job on page 715

Reference: Impacts of Enabling Multiple Jobs

Enabling the Multiple Jobs option on the Edit Tenant Setup - HCM task to assign additional jobs to
employees has impacts on various functional areas.

Functional Area Task/Business Impact More Information

Process
Payroll • Create Earning The Position calculation Steps: Set Up Payroll for
• Edit Earning worktag becomes Multiple Jobs
available. Enables you
• Create Deduction
to make earnings and
• Edit Deduction deductions position-
based. You can't
select the worktag for
existing earnings and
deductions.
Payroll • Create Pay Balance The Position filter Steps: Set Up Payroll for
• Edit Pay Balance worktag becomes Multiple Jobs
available. Enables you
• Create Pay
to make pay balances
Accumulation
and accumulations
• Edit Pay position-based. You
Accumulation can't select the worktag
for existing pay balances
and accumulations.
Payroll Assign Pay Group The Position prompt
becomes available when
you initiate Assign Pay
Group as a stand-alone
event for an employee
with multiple positions.
Absence • Create Time Off The Position Based Steps: Set Up Leave of
Plan check box becomes Absence on page 2084
• Edit Time Off Plan available. This check
Steps: Set Up Time Off
box enables you to
• Create Leave Type Plans on page 1882
define position-based
• Edit Leave Type time off plans and
leave types. If you don't
enable the check box,
plans continue to be
worker-based. You can't

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Functional Area Task/Business Impact More Information

Process
enable the check box for
existing plans.
Security • Create Security Enables you to define
Group Access Rights to
• Edit Security Group Multiple Job Workers
for constrained role-
• View Security
based security groups.
Group
By default, Role has
access to the positions
they support is selected
for new and existing
security groups. There is
no impact on the existing
security permissions for
users.
Benefits • Create Insurance The Combine All Jobs Steps: Set Up Multiple
Rate for Salary Source and Jobs for Benefit Eligibility
• Create Insurance Combine Benefit Jobs on page 1165
Coverage for Salary Source
check boxes become
• Create Health Care
available. These check
Rate
boxes are displayed
• Edit Insurance Rate when creating a benefit
• Edit Insurance credit only if you select
Coverage Salary Source Based
• Edit Health Care Credit as a benefit credit
Rate type.
• Create Benefit
Enabling Combine All
Credit
Jobs for Salary Source
• Edit Benefit Credit ensures that you can
calculate the rates,
coverages, and credits
based on the sum of
the salary source for
all positions. Enabling
Combine Benefit Jobs
for Salary Source,
ensures that you can
calculate the rates,
coverages, and credits
based on the salary
source for the positions
designated as benefit
jobs.

Recruiting Ready for Hire The Staffing Action

action step is required
on the Ready for Hire
business process. This
step enables you to
select Add Additional
Job or Change Job

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Functional Area Task/Business Impact More Information

Process
for internal applicants.
Configure this step when
you enable Multiple
Jobs but not using the
Add Additional Job
business process. This
is when you're using
the Start International
Assignment and End
International Assignment
business processes to
manage the international
assignments.

Reference: Impacts of Primary Position Designation

When you assign multiple positions to an employee, you need to designate one of the positions as the
primary. Review the impact that the primary position can have on these functional areas:
• Absence Management and Time Tracking on page 720
• Absence Management on page 720
• Time Tracking on page 721
• Staffing on page 721
• Talent on page 721
• Compensation on page 722
• Benefits on page 722
• Workday Payroll USA on page 723
• Workday Payroll Canada on page 723
• Reporting on page 723
• Various on page 723

Absence Management and Time Tracking

Component Impact
Holiday Calendars Workday evaluates the Country / Country
Region field for the primary position only. For
international assignees where you need to base the
holiday calendar on the country of their additional
position, we recommend creating separate holiday
calendars. Make these calendars without the
Country / Country Region field populated and
with an eligibility rule that makes only the assignees
eligible.

Absence Management

Component Impact
Leave Types For worker-based leave types, Workday evaluates
the Country / Country Region criteria based on
primary position.

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Component Impact
Time Off Plans For worker-based time off plans, Workday
evaluates the Country / Country Region criteria
based on primary position. To evaluate all
positions, you can enable the Country / Country
Region Enabled for All Positions check box.

Time Tracking

Component Impact
Time Block Create Calculations Always generate for the primary position, even if
the time entry is for the additional position.
Time Entry The primary position populates in the Position
prompt when you enter time. All positions are
available for selection.
Time Code Groups Workday evaluates the Country / Country
Region and Pay Rate Type criteria based on
primary position only. To evaluate all positions,
leave the Country / Country Region and Pay
Rate Type fields blank, and build a time tracking
eligibility rule using position-based business
objects.

Staffing

Component Impact
Notice Periods Workday evaluates eligibility for notice periods
based on the Country/ Country Region for the
primary position. Unless you assign custom notice
periods, they’ll dynamically update when a primary
position change results in an eligibility change.
Personal Information The country for the primary position determines the:
• Types of personal information that are available
for the employee.
• Values that you can select.
You can also add personal information by country
based on a worker's additional positions.

Termination Only security groups with permission to edit the

primary position of the employee can initiate
termination.

Talent

Component Impact
Goals You can only cascade private organization goals to
the primary position.

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Component Impact
Calibration Workday includes employees included in calibration
with their primary position.
Career Hub Machine Learning only considers the primary
position for:
Talent Market Place
• Connections
• Jobs
• Mentors
Machine Learning considers the skills of the worker
for:
• Gigs
• Learning

Compensation

Component Impact
Internal Compensation Benchmarking The Internal Compensation Benchmark for
Workers report returns only the primary position.
Workday includes the employee in the report
output if the criteria selected in the report prompts
match with their primary position details. The
compensation details displayed for the employee
in the report are also only based on the primary
position.

Benefits

Component Impact
Insurance Rates Based on the primary position. Dynamically
updates if you change the primary position.
Insurance Coverages
Health Care Rates

Salary Source Based Benefit Credits Enable the Combine All Jobs for Salary Source
check box to base it on all positions. Or enable the
Combine Benefit Jobs for Salary Source check
box to base it on one or more benefit jobs.
Non-Salary Source Based Benefit Credits Always based on the primary position. Use benefit
annual credits if you can't base the benefit credits
on the primary position.
Benefit Jobs Workday considers the primary position to be the
benefit job. You can change the benefit job using
the Change Benefit Jobs task.

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Workday Payroll USA

Component Impact
Pay On Demand You can only request pay on demand for the
primary position, unless this information is the same
for both the primary and additional positions:
• Company
• Pay group

Workday Payroll Canada

Component Impact
Location Based on the processing position. For international
assignments, this information is based on the
Province of Employment
company and work location of the position in
Payroll Reference Number Canada.

Reporting

Component Impact
Trended Worker Reports Trended worker reporting includes the primary
position of the employee. Workday might not
include the worker in the Trended Worker Reports
at all if you enable the:
• Exclude from Headcount check box for the
primary position.
• Remove Exclude From Headcount prompt on
the Trended Worker Reports.
You can treat the international assignment position
as primary when you can't make the host position
the primary position.

Worker-Based Reports Standard and custom reports that use worker-

based data sources return the position data of the
primary position for the employee.

Various

Component Impact
Eligibility Rules Workday evaluates position-related report fields on
the Worker business object based on the primary
position. It varies per functional area whether
report fields are available based on a Position
business object. Assignment-related report fields
are generally available. You can use calculated
fields to evaluate eligibility based on the additional
position.

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International and Domestic Assignments

Setup Considerations: International and Domestic Assignments

You can use this topic to help make decisions when planning your configuration and use of international
and domestic assignments. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
International and domestic assignments in Workday enable you to create an assignment for employees
who are working on a different team with responsibilities outside of their regular duties.

Business Benefits
With international and domestic assignments, you can:
• Place employees into another job or position or add an additional assignment.
• Flexibly manage employees during an assignment in their home or host position.
• Start assignments for internal candidates directly from a job application.

Use Cases
You can use international and domestic assignments to:
• Add assignments for employees and internal candidates.
• End assignments for employees.
• Change an employee's job to a domestic assignment.
• Track assignment types and the expected end date for the assignments.
• Report on assignment details to help assist with regulatory compliance.
• Exclude the host position from headcount when you initiate an assignment.

Questions to Consider

Questions Considerations
What types of assignments do you manage? You can configure different types of assignments
for your organization and categorize them as
domestic or international assignments.
How do you want to fill and manage international You can fill international assignments with the Add
assignments? Additional Job or Start International Assignment
business process.
Workday recommends that you use the Add
Additional Job business process for improved
functionality.
If you already use the Start International
Assignment business process, you can decide to
either:

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Questions Considerations
• Configure the Add Additional Job business
process for new assignments and end existing
international assignments with the End
Additional Job business process.
• Continue only using the Start International
Assignment and End International Assignment
business processes for international
assignments.
If you use the Add Additional Job business
process and Workday Recruiting, you can add an
assignment for internal candidates directly from a
job application.
You can manage employees in their host location
by making the assignment a primary job.

How do you want to fill domestic assignments? You can add a domestic assignment as an
additional job with the Add Additional Job business
process and make the assignment the primary job.
You can manage employees in their host location
by making the assignment a primary job.
With the Change Job business process, you can
also change an employee's job to a domestic
assignment.
If you use Workday Recruiting, you can add an
assignment for internal candidates directly from a
job application.

How do you want assignments to display on the You can configure labels for assignments that
worker profile? display in parentheses after an employee's title
on their worker profile. You can also translate
these labels. If you don't configure labels, Workday
displays (IA) for an international assignment or (DA)
for a domestic assignment after an employee's title.
How do you want to track the home and host You can add assignments as additional jobs and
position details? track the home and host position details with the
Add Additional Job business process.
If you don't want to track the home position details,
use the Change Job business process to change
an employee's job to an assignment.

Recommendations
Workday recommends that you add international assignments with the Add Additional Job business
process instead of the Start International Assignments business process for improved usability and
flexibility.
To configure international assignments for Payroll accurately, make sure you set up:
• Assignment Type as International using the Add Job task.
• Non-international assignment and international assignment positions in different Workday pay group
countries.

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Requirements
To add assignments with the Add Additional Job business process, access the Configure Optional Fields
task to enable assignment fields.

Limitations
• You can't currently select an assignment for the employee's primary job if the position has a Workday
Payroll pay group assigned.
• Workday Payroll for France and Workday Payroll for the UK don't currently support international
assignments or multiple jobs. You can create second work record or duplicate a worker ID to manage
those workers.
• Workday Payroll supports only 1 active international assignment position at a time.

Tenant Setup
Access the Edit Tenant Setup - HCM task to enable multiple jobs.

Security

Domains Considerations
Set Up: Position Enables you to set up assignments.
Set Up: Staffing Enables you to set up event categories and
reasons for assignments.
Worker Data: Assignments and Global Mobility Enables you to access assignment details for
employees.
Worker Data: All Positions Enables you to access all positions and assignment
data for employees.

Business Processes

Business Processes Considerations

Add Additional Job Enables you to add additional jobs, international
assignments, and domestic assignments for
employees. If you use Workday Recruiting, you can
start an assignment directly from a job application
for an internal candidate.
To streamline making an assignment the primary
job, configure Switch Primary Job as a subprocess.
You can also assign a collective agreement as a
subprocess of the Add Additional Job business
process.

Change Job Enables you to add domestic assignments. If

you use Workday Recruiting, you can start an
assignment directly from a job application for an
internal candidate.
To streamline making an assignment the primary
job, configure Switch Primary Job as a subprocess.

End Additional Job Enables you to end additional jobs, international

assignments, and domestic assignments. You can

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Business Processes Considerations

also use the End Additional Job business process
to end international assignments added with the
Start International Assignment business process.

If you decide not to use the business processes above for assignments, you can configure these business
processes for international assignments:

Business Processes Considerations

End International Assignment Enables you to end international assignments that
were added with the Start International Assignment
business process.
Start International Assignment Enables you to add international assignments for
employees. You can configure role-based security
groups for this business process but the Start
International Assignment task isn't constrained
to your configured security groups and gives
users access to all workers in any organization.
This enables users in host countries to start the
international assignment for workers in other
organization and locations.

Reporting

Reports Considerations
Employees on International Assignment View details for all employees on international
assignments.
Employee with Compensation for Additional View details for all employees with compensation
Jobs Audit from additional jobs and assignments.
View Assignment Type Label Override View custom labels for assignment types.

Integrations
You can use these web services to manage assignments and switch primary jobs for employees in bulk:
• Add Additional Job
• Change Job
• End Additional Job
• Switch Primary Job
If you continue using the Start International Assignment and End International Assignment business
processes, you can use these web services to manage international assignments in bulk:
• End International Assignment
• Start International Assignment

Connections and Touchpoints

International and domestic assignments interact with:
• Compensation.
• Payroll.
• Recruiting.

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Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Workday Docs
Tasks
Create Custom Labels
Steps: Set Up Workday Docs
Reference
2021R1 What's New Post: International and Domestic Assignments
The Next Level: Understanding International and Domestic Assignments
The Next Level: International and Domestic Assignments Overview
../../../manage-workday/tenant-configuration/tenant-setup/dan1370797339945.dita

Steps: Set Up International and Domestic Assignments

Context
You can manage international and domestic assignments as additional jobs with these business
processes:
• Add Additional Job
• End Additional Job
With the Change Job business process, you can change an employee's job to a domestic assignment.
You can also manage international assignments with these business processes:
• Start International Assignment
• End International Assignment
Using the Add Additional Job and End Additional Job business processes to manage international
assignments provides you with improved usability and flexibility. Example: You can make an assignment
a primary job as a subprocess of the Add Additional Job business process to manage employees in their
host country.

Steps
1. Create Role-Based Security Groups.
Configure role-based security for multiple jobs.
Note: The Start International Assignment task isn't constrained to your configured security groups
and gives users access to all workers in any organization. This enables users in host countries to start
the international assignment for workers in other organizations and locations.
2. (Optional) Access the Edit Security Group task to grant managers access to the home and host job or
position data for employee's on international assignments.
Option Description
Role has access to the positions they support. Gives the roles in the supervisory organization
associated with the specified position access to
the worker's person and job or position data.
Role for primary job has access to all Gives only those roles in the supervisory
positions. organization associated with the primary job or
position access to the worker's person and job or
position data.

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Option Description
Role has access to all positions. Gives all roles in the supervisory organization
associated with the primary and additional jobs or
positions access to the worker's person and job or
position data.
3. Create Custom Business Processes.
• To manage international and domestic assignments, configure these business processes and
security policies in the Staffing functional area:
• Add Additional Job
• End Additional Job
To change employee's positions to domestic assignments, you can also configure the Change
Job business process and security policies in the Staffing functional area.
• To manage international assignments only, configure the Start International Assignment and End
International Assignment business processes and security policies in the Staffing functional area.
4. Edit Domain Security Policies.
Set up security policies for these domains in the Staffing functional area to set up and report on
assignments:
• Set Up: Position
• Set Up: Staffing
• Worker Data: Assignments and Global Mobility
5. Hide or Require Optional Fields.
If you're using the Add Additional Job business process, enable assignment fields for the Add Additional
Job business process with the Configure Optional Fields task.
You can also hide assignment fields on the Change Job business process.
6. Access the Maintain Assignment Types task.
Create assignment types.
7. (Optional) Access the Translate Business Object report.
Translate custom assignment labels configured in the Maintain Assignment Types.
8. Access the Maintain Event Categories and Reasons task.
Create categories and reasons for the Add Additional Job or Start International Assignment business
process.
9. Access the Maintain End Additional Job Categories task.
Create categories and reasons for the End Additional Job, End International Assignment, or Change
Job business process.
10.If you use Workday Payroll to pay workers on international assignments, access the Edit Tenant Setup
- HCM task.
Select Multiple Jobs in the Position Setup Options to enable international assignment payments.
11.(Optional) Access the Maintain Custom Labels task.
Create an alternative term for international assignments.
12.(Optional) Set up job overlap for vacating positions.
Steps: Set Up Job Overlap on page 737.
Related Information
Reference
2021R1 What's New Post: International and Domestic Assignments
The Next Level: Understanding International and Domestic Assignments
The Next Level: International and Domestic Assignments Overview

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 | Staffing | 730

Add International and Domestic Assignments

Prerequisites
• Set up assignments.
• Hire the employee into a primary job or position.

Context
You can send an employee on an international or domestic assignment by creating an additional position.
These aspects of the assignment can differ from the primary job or position:
• Compensation rate.
• Job profile.
• Location.
• Pay rate.
• Scheduled hours.
• Supervisory organization. Examples; Company, Cost Center, Employee Belonging Council.
The worker profile displays the assignment as the default position with the label (IA), (DA), or your
configured label after the position name. To view the primary job, click Other Jobs.

Steps
1. Access the Add Job task or the Start International Assignment task.
Use the Add Job task if your organization uses the Add Additional Job business process for
assignments.
Use the Start International Assignment task if your organization uses the Start International
Assignment business process for international assignments.
Use the Add Additional Job business process if an employee has multiple positions and the assignment
is domestic. You can also use Change Job for a domestic assignment if you don’t need to track the
home position.
For an international assignment, you can use either the Add Additional Job business process or the
Start International Assignment task. Workday recommends that you use the Add Additional Job
business process for improved functionality.
2. Select the Supervisory Organization for the assignment and the Employee.
3. Specify the Start Date and Reason.
•If you use job requisitions, the Start Date must be on or after the Target Hire Date on the job
requisition.
• If you don't use job requisitions, the Start Date must be on or after the Hire Date on the position.
4. Complete the Assignment Details section.
Workday populates many of these fields with values from the position or job requisition. If you use job
requisitions, you can't change those values; update the job requisition itself.
Option Description
Position Doesn't display for organizations that use job
management for the staffing model.
Job Requisition Available for job management and position
management organizations based on tenant
settings.
Job Management: Available if you select Enable
Job Requisitions for Job Management.

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Option Description
Position Management:
• Required if you've selected Require Job
Requisitions for All Position Management
staffing events.
• Available if you've selected Enable Job
Requisitions for Position Management
based on rules. Exit conditions defined on
the Hire business process determine the
requirement of a job requisition.
Example: You can add an exit condition
that requires job requisitions for all hiring in
Canada, but not elsewhere.

Assignment Type Select from the types defined in the Maintain

Assignment Types task.
Employee Type This value can be different from the employee
type for the employee's primary job or position.
Job Profile Select from the profiles you specified on the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides.
Time Type Select from the time types you specified on the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides. Populates
from the value defined on the job profile.
Location Select from the locations you specified on the
Create Position or Set Hiring Restrictions task,
unless your tenant allows overrides.
While the employee is on an assignment,
Workday displays this location address as
the work address of the host country on the
employee's worker profile. When the employee
has an alternate work location that's effective on
or after the start date of this assignment, Workday
also displays the alternate work location.
If applicable, Workday also displays the address
for this location in local script on the employee's
profile.

Work Space Select from the work spaces (such as building,

floor, or cubicle) associated with the Location.
Pay Rate Type Select from the pay rate types available for the
country associated with the Location.
Expected Assignment End Date Require this field for a fixed-term employee type.
If you enable the Sync Employment/Contract
End Dates option in the Edit Tenant Setup -
HCM task, this field syncs with the employment
end date.

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5. Complete the Working Time section.

Workday initially populates many of these fields with values from the position or job requisition. As you
complete the task, Workday updates the values.
Option Description
Scheduled Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Default Weekly Hours if
there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

Location Weekly Hours Displays the standard weekly hours associated

with the Location.
Default Weekly Hours Populates from a rule when:
• You've defined a working time rule.
• The data populated on the task applies the
rule.
Populates from the Location Weekly Hours field
if there's no working time rule.
Populates based on the position restrictions
when:
• You select the Enable FTE for Position
Restriction check box on the Edit Tenant
Setup – HCM task.
• There's no work hours profile or job requisition
for the position.

FTE Calculated by dividing the Scheduled Weekly

Hours by the Default Weekly Hours. This value
displays as a percentage.
Specify a Paid FTE Select the check box to specify paid full-time
equivalent for a worker.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

Paid FTE % You can enter a percentage that overrides the

FTE field for use in your Workday Compensation
and Workday Payroll calculations.
Available when you enable Paid FTE on the
Maintain Localization Settings task.

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Option Description
Specify a Working FTE Select the check box to specify working full-time
equivalent for a worker.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Working FTE % Enter a working full-time equivalent percentage.

Used in custom reporting.
Available when you enable Working FTE on the
Maintain Localization Settings task. For use in
custom reporting.

Work Shift Available when you enable Work Shift on the

Maintain Localization Settings task.
Available when you select the Work Shift
Required check box on the job profile.
Define the work shifts for a location using the
Maintain Work Shifts task.

Frequency Select from the working time frequencies you

specified on the Maintain Frequencies task.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Unit Select from the preconfigured options of hours or

days.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

Value Enter the duration of the working time in selected

units. Automatically populates to zero.
Available when you enable Working Time
(Frequency, Time Unit, and Time Value) on the
Maintain Localization Settings task.

6. As you complete the Additional Details section, consider:

Option Description
Job Title Populates from the Job Profile.
Business Title Populates from the Job Profile.
Secured to the Worker Data: Business Title
on Worker Profile domain security policy in the
Staffing functional area.

Job Category Populates from the Job Profile.

Job Classifications Populates from the Job Profile.
Additional Job Classifications Select classifications as needed.

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Option Description
Company Insider Types Select from the types associated with the Job
Profile.
Define company insider types on the Maintain
Company Insider Types task; assign them to a
job profile on the Edit Job Profile task.

First Day of Work Populates from the Effective Date.

Related Information
Concepts
Concept: Workday Docs
Tasks
Add Additional Jobs on page 710
Steps: Set Up Workday Docs

End International and Domestic Assignments

Context
When you end an employee's assignment, Workday removes the employee from the position and returns
the employee to their primary position.
If you end the assignment and terminate the employee on the same date, the assignment continues to
display as the default position on the worker profile. If you rehire the same employee, the position that you
select when hiring becomes the employee's primary position.

Steps
1. Access the End Job, End Jobs, or End International Assignment task.
Use the End Job or End Jobs task if your organization uses the End Additional Job business process
to end assignments.
Use the End International Assignment task if your organization uses the End International
Assignment business process.
2. Select the Employee and the job or position.
3. Complete the termination details:
Option Description
Close Position You can't close positions that have an open job
requisition. Leave blank if you want to keep the
position open for staffing.
This field is only available for position
management organizations; with job
management, you can't open or close individual
jobs.

Is this position available for overlap? Specify whether another worker can fill the
position before the incumbent departs. Available
for position management organizations when job
overlap is enabled in the Edit Tenant Setup -
HCM task.
Last Day of Work Populates to the Effective Date or End Date.

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Option Description
Pay Through Date Populates to the Effective Date or End Date.
Use this field in situations where severance pay
continues past the employee's end date.
Notify By Populates to the Effective Date or End Date.

Next Steps
If you use an alternate work location for the employee instead of the address for the assignment location,
manually remove the alternate work location when it no longer applies. Otherwise, Workday will continue
displaying the alternate work location as the employee's work address.
Related Information
Concepts
Concept: Workday Docs
Tasks
Terminate Employees on page 588
Ending Jobs on page 714
Steps: Set Up Workday Docs

Reference: International Assignments Comparison

Compare the functionality of the 2 business processes for adding international assignments.

Add Additional Job Start International Assignment

Set an assignment as the primary Yes No
job as a subprocess?
Update collective agreements as Yes No
a subprocess?
Set an assignment as a primary No No
job if the position has a Workday
payroll group assigned?
Set routing modifiers on the Yes Yes
business process definition?
Start an assignment directly from Yes No
a job application?
Exclude the position from Yes No
headcount?
Track domestic assignments? Yes No

Compare the functionality of the 2 business processes for ending international assignments.

End Additional Job End International Assignment

End the primary job as a Yes No
subprocess?
End assignments that were Yes Yes
started with the Start International
Assignment business process?

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Related Information
Reference
2021R1 What's New Post: International and Domestic Assignments

FAQ: International and Domestic Assignments

• Which business process should I use for an assignment? on page 736
• Can I start an international assignment from a job application? on page 736
• How is an employee on an international assignment paid? on page 736
• How to manage international assignments and time off plans? on page 736
• Is international assignment possible for contingent workers? on page 737
• How to extend an international assignment? on page 737
• Does an assignment end automatically on the expected assignment end date? on page 737
• Can an employee have 2 different international assignments with one home country position? on page
737
• How headcount reports work for an employee on an international assignment? on page 737
• Can I promote an employee who is on an international assignment? on page 737

Which business process should I use for an assignment?

If an employee is with multiple positions and the assignment is domestic, you should use Add Additional
Job. You can also use Change Job for a domestic assignment if you don’t need to track the home position.
For an international assignment, you can use either Add Additional Job or Start International Assignment.
Workday recommends that you use the Add Additional Job business process for improved functionality.

Can I start an international assignment from a job application?

Yes, you can start an international assignment from a job application by using the Add Additional Job
business process.

How is an employee on an international assignment paid?

The compensation will depend on the agreement you have made with the assignee. It's possible to
configure Workday to pay an employee in their home country, host country, or both.
When an employee goes on an assignment, by default, the pay group will be tied to the home position.
As part of the business process you use to start assignments, it’s possible to assign a different pay group
to the host position. Assigning a different pay group is necessary if the employee is paid through the host
position, or for reporting purposes. Through the pay group assignments, you can send compensation data
to your (third party) payroll for the home position, host position, or both.

How to manage international assignments and time off plans?

You can configure time off plans to be position-based or worker-based depending on your requirements.
You can evaluate time off plans based on:
• Primary position for worker-based plans.
• Both positions for position-based plans.
If your time off plans are worker-based, eligibility rules that reference the attributes of the position will
be based on the home (primary) position of the worker. In this set up, a worker with an international
assignment retains eligibility to the existing plans based on the home position.
For a worker on an international assignment to be eligible for time off plans based on the host position,
the time off plans has to be position-based. In this case, the non-primary positions of the worker can be
referenced for eligibility.

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Is international assignment possible for contingent workers?

No.

How to extend an international assignment?

Use the Edit Position or Change Job task to change the expected assignment end date of a position with
an international assignment.

Does an assignment end automatically on the expected assignment end date?

Assignments won’t end automatically at an expected end date. You'll have to initiate the end of the
assignment. Assignments can also end when you terminate an employee.

Can an employee have 2 different international assignments with one home country position?
Yes, an employee can have multiple assignments.

How headcount reports work for an employee on an international assignment?

When an employee is on an international assignment, the employee must have 2 positions: home and host
position. Both positions are open and counted within headcount reports as 2. There's an option to exclude
positions from headcount reports. Update a job profile and select the Exclude from Headcount check box
to avoid displaying an employee twice in headcount reports.

Can I promote an employee who is on an international assignment?

Yes.
As the home and host positions are independent of each other, promoting one position will not impact the
other. It's your decision to either promote an employee’s home, host, or both positions.
Related Information
Reference
2021R1 What's New Post: International and Domestic Assignments
The Next Level: Understanding International and Domestic Assignments

Job Overlap

Steps: Set Up Job Overlap

Context
You can set up job overlap for 2 workers in 1 position on:
• Position restrictions when the principal worker has an unknown vacating date.
• Vacating business processes, such as Change Job and Termination, when the principal worker is
transferring to another job or leaving the company.
• Positions when the principal worker goes on leave.

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Steps
1. Access the Edit Tenant Setup - HCM task.
Configure these job overlap options:

Option Description
Enable Job Overlap for Vacating Positions Enables you to select individual positions for
overlap when they become vacant. Designate
jobs for overlap in these business processes:
• Change Job
• End Additional Job
• End Contingent Worker Contract
• End International Assignment
• Termination
This selection displays the Is this position
available for overlap? check box on the tasks for
these business processes.
Automatically Select Is This Position Available Automatically selects the Is this position
for Overlap on Vacating Events available for overlap? check box on the tasks for
these business processes:
• Change Job
• End Additional Job
• End Contingent Worker Contract
• End International Assignment
• Termination

Enable Job Overlap on Position Restrictions Enables you to select if a position is available for
overlap on the position restriction. This selection
enables you to backfill a position when the worker
has an unknown vacating date. Example: You
can backfill a position for a worker who is on an
international assignment.
Enable Job Overlap Routing Exclusion Rules Enables you to create and activate rules that
will exclude specific Job Overlap positions from
receiving notifications.
This check box is only available if you've also
selected either of these check boxes:
• Enable Job Overlap for Vacating Positions
• Enable Job Overlap on Position
Restrictions

Allow Job Overlap for Leave Automatically makes positions available for
overlap when workers go on leave. Unlike the
staffing option, this setting doesn't enable you to
select individual positions for overlap. Any current

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Option Description
or future-dated leave of absence at the worker
level makes positions available for overlap.

When you enable both of these tenant settings, Workday recommends that you configure the Remove
Overlap Check Box on Position Restriction event service on vacating staffing business processes:
• Enable Job Overlap for Vacating Positions
• Enable Job Overlap on Position Restrictions
When the worker is vacating the position, this configuration ensures that Workday automatically
removes the Available for Overlap check box on the position restriction.
See Reference: Edit Tenant Setup - HCM.
2. (Optional) Configure the Remove Overlap Check Box on Position Restrictions event service step on
vacating business process.
If you enabled job overlap on vacating positions and position restrictions, configure the event service
step on these business processes:
• Change Job
• End Additional Job
• End Contingent Worker Contract
• End International Assignment
• Termination
You can also configure a step delay for the event service.
3. (Optional) Configure rules to help reduce the number of notifications workers receive when they're
inactive in a job overlap position.
a) Select the Enable Job Overlap Routing Exclusion Rules check box on the Edit Tenant Setup -
HCM task.
b) Access the Create Job Overlap Routing Exclusion Rule task.
Create rules specifying which positions that you want to exclude from receiving notifications.
Security: Set Up: Job Overlap Routing Exclusion Rules domain in the Staffing functional area.
c) Access the Maintain Job Overlap Routing Exclusion Rules task.
Configure and maintain the rules you created on the Create Job Overlap Routing Exclusion Rule
task.
Workday excludes positions in job overlap from receiving routing based on the rules you configured.
The rules only apply when:
• There's 2 filled positions in job overlap capable of receiving routing.
• The recipient is in a role-based security group.
• You don't delegate or reassign the business process step.
• The business process step isn't a Shared Participation Type.
4. (Optional) Hide or Require Optional Fields.
Configure these fields:
• Job Holder for Position Overlap on the Job Details report on the worker profile.
• Available for Overlap on the Create Position and Edit Position Restrictions tasks.

Next Steps
• If you enabled job overlap on position restrictions, access the Edit Position Restrictions task. Select
the Available for Overlap check box to make the position available for overlap another worker when
the principal worker has an unknown vacating date.

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• If you enabled job overlap on vacating positions, you can select the Available for Overlap check box
on vacating business processes. This selection will make the position available for overlap another
worker when the principal worker is leaving the position.
• If you enabled job overlap for leave, this setting automatically applies to any position filled by a worker
who goes on leave.
• If you enabled job overlap routing exclusions, you can view positions that you excluded from receiving
routing. Create a custom report using Is Excluded from Routing report field on the Position – Position
Management business object (secured to the Set Up: Job Overlap Routing Exclusion Rules domain).
Related Information
Concepts
Setup Considerations: Leave of Absence on page 2075
Tasks
Maintain Step Delay
Reference
2021R2 What's New Post: Job Overlap for Positions
2023R1 What's New Post: Configurable Job Overlap Routing

Concept: Job Overlap

You can overlap workers in the same position to meet different staffing needs. Examples:
• Train a replacement before a worker transfers to another job or leaves the company.
• Backfill a position while a worker takes a leave of absence.
• Backfill a position while a worker is on an assignment.
Job overlap is only available for the position management staffing model. Workers can be in only 1 job
overlap at a time.
The terms for job overlap include:
• Principal worker = original job holder.
• Overlap worker = secondary job holder.
• Overlapped position = original position.
• Overlapping position = secondary position.

Downstream Impacts
When a worker is in a job overlap, you may have downstream impacts to:
• The All Positions report. A single position in Job Overlap will be listed twice.
• Terminating a worker who’s in a job overlap position.
• The Move Worker (Supervisory) business process. Workday suggests that you don't initiate the Move
Worker (Supervisory) business process on a worker in a job overlap position. We suggest that you end
the job overlap before moving the worker.
• Future-dated events. Workday suggests that you review any future-dated events for both workers
before placing them in a job overlap. Such as any Change Job, Move Worker (Supervisory), or
Termination business process events.
• The Change Job business process. Change Job events for one worker might conflict with events you try
to run for the other worker in the same position. Workday suggests not making any changes to a worker
in a job overlap position when the other worker in the position has a Change Job event in progress.

Earliest Overlap Date

You can see the Earliest Overlap Date on the Position Overview tab in the View Position Restrictions
report. This date is the later of:
• The day after the principal worker filled the position restriction.

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• The day after the last overlap worker left the position restriction.
• The Target Hire Date on the job requisition.
The Earliest Overlap Date doesn't display if:
• The position restriction or supervisory organization is frozen.
• There's a pending staffing event that fills the position.
• The date when the principal worker left the position or returned from leave is earlier than the overlap
date.

Fill Overlap Positions

You can fill a position with an overlap worker using the Add Job, Change Job, Contract Contingent
Worker, Hire Employee, and Start International Assignment tasks. The Position prompt has a Filled
Positions Available for Overlap selection list.
Only filled positions are available for overlap, and only 2 workers at a time can be in overlap for a position.
You can overlap workers into positions that are in the past or hire a worker into a position that was
available for overlap when the incumbent worker has already vacated.
If you require job requisitions, you must create a requisition before you can fill a position with an overlap
worker. The target hire date on the requisition can be earlier than the position vacancy date.
If a position has a future-dated Move Workers (By Organization) or Move Workers (Supervisory) event, you
can't fill it with an overlap worker until after the organization change takes effect.

Security Roles
Overlap workers share all security roles associated with the position with the principal worker during the
overlap period. The workers share the manager roles as well, regardless of whether or not you enable
supervisory organizations to have multiple managers.

Organization Assignments
Workday doesn't synchronize organization assignments between the overlapped position, the overlapping
position, and the position restrictions. If you use these business processes, the changes only apply to the
position or position restrictions that you act on:
• Change Organization Assignments for Worker
• Change Organization Assignments for Workers by Organization
Update the other position or position restrictions separately.

Manage Job Overlap

You can rescind or correct business processes that remove principal workers from their positions:
• When you rescind, the overlap worker remains in the position and keeps the security roles unless you
take additional steps to reassign the worker.
• When you correct, you can only change the effective date and the overlap flag. If you've already
assigned an overlap worker to the position, you can't change the overlap flag. You can't correct the
effective date to be after the date that you hired the overlap worker into the position.
When you hire the overlap worker into a position on the same date that the principal worker leaves the
position, the workers aren't in job overlap. The only exception is a termination, as the position doesn't
become available until 1 day after the termination effective date. If you hire the overlap worker into the
position on the termination date, the workers are in job overlap. If you hire 1 day later, they're not in job
overlap.
You can move principal or overlap workers within nonsupervisory organizations with the Move Workers (By
Organization) business process. You cant use the Move Workers (Supervisory) business process, which

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is only available for moving workers between supervisory organizations, to move workers who are in job
overlap. You can't close positions that are in overlap.
Related Information
Reference
Reference: Edit Tenant Setup - HCM
2021R2 What's New Post: Job Overlap for Positions

Reference: Job Overlap Reporting

Workday provides several tools to help you report on job overlap.
Standard Reports Two standard reports are available: Overlap
Workers and Positions with Overlap.

Labels Workday identifies overlap positions with these

labels:
• (Overlap) on the overlap worker's position and
both workers' position restrictions.
• (Position Vacate) or (On Leave) on the principal
worker's position.

Workers You see both the principal and overlap worker

when you search by position ID, view organization
members, and use these tasks and reports:
• Directory by Organization
• Headcount Report
• Manage Position Freeze
• Position Overview and Incumbent History on
position restrictions
• Position Restrictions as of Date
The Job Holder for Position Overlap field also
shows if a worker is the principal or overlap worker
in the Job Details report on the worker profile. You
can enable this field using the Configure Optional
Fields task.

Position Count The following reports count only 1 position when a

job overlap exists:
• FTE Report
• Headcount & Open Position Analysis
• Headcount Report
• Open Position Summary

Related Information
Reference
2021R2 What's New Post: Job Overlap for Positions

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Organization Assignments

Steps: Change Organization Assignments for Worker

Prerequisites
• Configure the Change Organization Assignments for Worker business process and security policy in the
Organizations and Roles functional area. All roles that have initiate permission on the business process
must also have edit permissions on the Staffing Organizations: Header domain. Access the Template-
Driven Business Process Security report to confirm that you've aligned the business process and
domain security permissions.
• When creating or editing supervisory organizations and location hierarchies, specify which
organizations are available to assign by organization type.

Context
You can change the organization assignments for an individual worker or a position. These assignments
can include a:
• Business unit
• Company
• Cost center
• Custom staffing organization
• Fund
• Gift
• Grant
• Program
• Region

Steps
1. Define the organization types that support staffing in the Maintain Organization Types report.
Before you can assign workers to a costing or custom organization in a staffing transaction, you must
select the Show in Change Organization Assignments and Job Requisition check box on the
report. When you don't select this check box, some organization data won't be available, and the
organization won't display on the worker position.
2. From the related actions menu of the worker, position, or position restrictions, select Organization >
Change Organization Assignments.
3. In the Organizations section, view the default assignments and update them as needed.
Workday displays only the organization types that you configured as Allowed Organizations when
editing the:
• Location Hierarchy.
• Supervisory Organization.
When you restrict the Allowed Organizations to Location Hierarchies and Supervisory Organization,
Workday displays only organizations allowed in both.
The location of a position might be in multiple location hierarchies. Workday displays only the
organizations allowed across all location hierarchies as of the Effective Date.

Next Steps
For the Change Organization Assignments for Worker business process, you can:

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• Correct the latest event when it's a standalone event or a subprocess of another business process. The
organizations must be active as of the new effective date.
• Set up out of order insertion and correction using the Maintain Functionality for Staffing
Transactions task.
Related Information
Concepts
Concept: Moving Workers on page 753
Concept: Workday Docs
Tasks
Maintain Organization Types
Steps: Set Up Workday Docs
Reference
Reference: Default Organization Assignments on page 755
Reference: Edit Tenant Setup - HCM
2021R2 What's New Post: Correct and Insert Organization Assignments Out of Order

Mass Change Organization Assignments

Prerequisites
• Define the organization types that support staffing in the Maintain Organization Types report.
Before you can assign workers to a costing or custom organization in a staffing transaction, you must
select the Show in Change Organization Assignments and Job Requisition check box.
• Configure the Change Organization Assignments for Worker business process and security policy in the
Organizations and Roles functional area. All roles that have initiate permission on the business process
must also have edit permissions on the Staffing Organizations: Header domain.

Context
Make mass organization assignments or individual assignment changes for an individual worker or a
position.
When you create or edit supervisory organizations and location hierarchies, you can specify which
organizations are available to assign by organization type.

Steps
1. Access the Change Organization Assignments task.
2. Specify which workers to include in the change.
3. Select a new proposed organization for each existing current organization.
• Make mass assignment changes that apply to all workers from the prompt in the Override
Organization Assignments section at the top of the page. When you select an organization, it's
displayed in the Proposed Organization field for all workers selected in the list.
• Make individual assignment changes from the prompt in the Proposed Organization field for each
worker.
Available organizations are based on the allowed values that you specified on the supervisory
organization intersected with the allowed values on the location hierarchy.
Selection lists are based on the allowed values that you specified on the supervisory organization
intersected with the allowed values on the location hierarchy.
If you restricted the Allowed Organizations for supervisory organizations and location hierarchies, the
selection lists contain the intersection of the allowed organizations for both. If the location of a position

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is in multiple location hierarchies, the selection list is limited to the intersection of allowed organizations
across all location hierarchies as of the Effective Date.
Note: If you leave the Proposed Organization blank, Workday deletes the existing Current
Organization of that type.
Related Information
Tasks
Steps: Change Organization Assignments for Worker on page 743
Create Location Hierarchies
Maintain Organization Types

Steps: Set Up Mass Action Workbooks to Initiate Change Organization Assignments

Context
You can set up mass actions to initiate the Change Organization Assignments for Worker business
process in bulk for up to 1000 workers.

Steps
1. Set up mass action workbooks.
Steps: Set Up Mass Actions.
2. Edit Business Process Security Policies.
Configure security permissions for the Change Organization Assignments for Worker (Mass Action)
initiating action on the Change Organization Assignments for Worker business process policy.
3. (Optional) Add additional facets to the delivered Launch Mass Change Organization Assignments
for Worker report. To add additional facets, copy the delivered report to a custom report and add any
additional filters to the report definition.
4. (Optional) Create Custom Reports.
Create or edit a custom report that has a data source containing positions or position restrictions. You
can use the report or report filter to populate up to 1000 workers in the workbook using the Launch
Mass Action Event task.
5. (Optional) Create or edit a search report that has a data source containing positions or position
restrictions. You can select workers in the search report to populate up to 1000 workers in the Launch
Mass Action Event task.
Ensure that you select Launch Mass Action Event from the Mass Action column on the Advanced tab
of the search report.
See Steps: Create Search Reports.

Next Steps
Access the Launch Mass Action Event task or a configured search report to initiate the Change
Organization Assignments for Worker business process.
Related Information
Concepts
Setup Considerations: Org Studio and Mass Actions
Tasks
Steps: Change Organization Assignments for Worker on page 743
Reference
2021R1 What's New Post: Mass Actions in Workbooks for Change Org Assignments

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Initiate Change Organization Assignments in Mass Action Workbooks

Prerequisites
• Configure the Change Organization Assignments for Worker business process and business process
security policy.
• Set up mass action workbooks for changing organization assignments.

Context
You can initiate the Change Organization Assignments for Worker business process in bulk with a mass
actions workbook.
You can add contingent workers and employees to the workbook by:
• Using the Launch Mass Change Organization Assignments for Worker or Launch Mass Change
Job reports.
• Selecting a report in the Launch Mass Action Event task.
• Using a search report to access the Launch Mass Action Event task.
• Adding them manually in the workbook.

Steps
1. Access the Launch Mass Action Event task.
2. As you complete the task, consider:
Option Description
Mass Action Select Change Organization Assignments for
Worker.
Report To populate the workbook, select a standard or
custom report that includes up to 1000 workers.
The report must have a data source that contains
positions or position restrictions.
You can filter the population by report definition
parameters, if you select a custom report with
configured parameters.

Company Select a value for these fields to populate every

row in the workbook. You can override these
Cost Center
values in the workbook.
Region

3. After the workbook generates, click Open Workbook.

4. Complete the details in the workbook using the prompts and validation messages.
5. Click Begin Error Validation.
Resolve errors and submit the workbook.
You can submit a workbook with errors. Any rows with errors remain in the workbook instead of
initiating the Change Organization Assignments for Worker business process. You can access the
workbook later to resolve and submit the remaining rows.

Result
The Change Organization Assignments for Worker business process initiates for the relevant workers in
the workbook. Any other steps on the business process route for completion.

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Related Information
Tasks
Steps: Set Up Mass Action Workbooks to Initiate Change Organization Assignments on page 745
Steps: Set Up Mass Actions
Reference
2021R1 What's New Post: Mass Actions in Workbooks for Change Org Assignments

Set Up Out of Order Insertion and Correction for Organization Assignments

Prerequisites
Security: Set Up: Staffing domain in the Staffing functional area.

Context
Configure which security groups on the Change Organization Assignments for Worker business process
policy can:
• Insert events out of order.
• Correct events out of order.
An out of order event is one you initiate with an effective date before a completed event.
If you had out of order events before 2022, you might see different current organization values returned for
these business processes when comparing historical transactions:
• Move Workers (By Organization)
• Change Organization Assignments for Worker
You can use these web services to load and retrieve configurations on the Maintain Functionality for
Staffing Transactions task in bulk:
• Get Maintain Functionality for Staffing Transactions
• Put Maintain Functionality for Staffing Transactions

Steps
1. Access the Maintain Functionality for Staffing Transactions task.
Security: Set Up: Staffing domain in the Staffing functional area.
2. Select Change Organization Assignments for Worker in the Business Process Type field.
3. As you complete the task, consider:

Option Description
Functionality Ensure that the functionality has the same
security groups on the relevant actions on the
business process policy:
• The Correct Out of Order Events functionality
corresponds to the Correct action.
Example: You need to correct the region on
an assign organization event for a worker who
has subsequent assign organization events.
• The Insert Out of Order Events functionality
corresponds to the Change Organization
Assignments initiating action and Change

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Option Description
Organization Assignments for Worker (Mass
Action) initiating action.
Example: You need to initiate a change to the
company for a worker. The effective date for
the change is before an existing organization
assignment event.
• The Insert Out of Order Events (Web Services)
functionality corresponds to the Change
Organization Assignments (Web Services)
initiating action.
Example: You need to initiate a change to the
company for workers, using the web service.
The effective date for the change is before an
existing organization assignment event.

Enabled for The All Security Groups option enables access to

every security group configured on the business
process security policy, for the relevant action.
The Restricted Security Groups option enables
you to select any security group in the Security
Groups column. However, Workday only grants
access to the security groups that are on the
corresponding action on the business process
security policy.

Security Groups The groups you select must also have access
to the relevant actions on the business process
security policy.

Result
• You can correct organization assignment events out of order for another business process when you
configure Change Organization Assignments for Worker as a subprocess.
• When you insert or correct an organization assignment event out of order, Workday updates
subsequent organization assignment events.
• You might have Change Organization Assignments for Worker business process definitions that use
condition rules. You might need to update those condition rules to include the Impacted Future Events
report field.
Example: You have a condition rule that states that you can't associate Cost Center A with Region
B. When you correct or insert a cost center for a worker out of order, Workday updates future events
without considering the condition rule. You update the condition rule to include this information:

And/Or Source External Field Relational Operator

Or Impacted Future Events is not empty

Now, Workday considers impacted future events when evaluating the condition rule.
• Any automatically updated future events will display a Corrected status on the Process History report.
You can manually correct any individual events as required.

Example
Your cost centers for your organization are as follows:

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 | Staffing | 749

January 1 February 1 March 1 April 1

Cost Center A A A B

You insert Cost Center C for January 15th, replacing Cost Center A.

January 1 January 15 February 1 March 1 April 1

Cost Center A C A A B

Workday overrides Cost Center A to Cost Center C in all subsequent organization assignment events.
Workday doesn't override Cost Center B because the cost center has a different value.

January 1 January 15 February 1 March 1 April 1

Cost Center A C C C B

Next Steps
To display any future events that Workday will update, click View Impacted Events on the Change
Organization Assignments for Worker business process while you:
• Insert events out of order.
• Correct events out of order.
Related Information
Concepts
Concept: Out of Order Correction on page 775
Concept: Out of Order Insertion on page 776
Reference
2021R2 What's New Post: Correct and Insert Organization Assignments Out of Order

Move Workers in Supervisory Organizations

Prerequisites
Configure the Move Workers (Supervisory) business process and security policy in the Staffing functional
area.

Context
You can move workers and positions from 1 supervisory organization to another. You can move all workers
in the organization or individual workers. These restrictions apply:
• If you're moving workers from a job management organization to any other organization, you can move
only filled positions. When moving workers from a position management organization to any other
organization, you can move both filled and unfilled positions.
• You can't move workers who have a future-dated, completed staffing event that changes their
supervisory organization.
• You can't move workers in organizations with more than 1500 jobs or positions, regardless of the
number of workers you've selected. You can use the Change Job web service instead.
• You can't move workers who are in job overlap with the Move Workers (Supervisory) business process.
Use the Move Workers (By Organization) business process instead.
• If you move unfilled jobs or positions, you can't fill them until after the effective date of the Move
Workers (Supervisory) event.

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• You can rescind a hire or transfer for a worker who you've moved from 1 organization to another. You
can:
• Move the worker back to the hire organization before you rescind.
• Move the worker back into the organization from which you transferred them before you rescind.

Steps
1. Access the Move Workers (Supervisory) task.
2. Identify workers to include in the move.
3. Identify the target organization for the selected workers.
• You can move all workers to the same supervisory organization. Select the target organization in the
Proposed Supervisory Organization field.
• You can move workers to a mix of organizations. Select a target organization for each employee in
the Proposed Supervisory Organization field in the table.

Next Steps
You can correct the effective date of an individual worker move that is part of a completed Move Workers
(Supervisory) event. The new effective date automatically updates on the associated Change Organization
Assignments for Worker event.
(Optional) To report on transfer activity from the Move Workers (Supervisory) business process, create a
custom report using the Trended Workers data source.
Related Information
Concepts
Concept: Moving Workers on page 753
Concept: Workday Docs
Tasks
Mass Change Organization Assignments on page 744
Move Workers in Organizations
Steps: Set Up Job Changes on page 678
Steps: Set Up Workday Docs

Move Workers to New Managers

Prerequisites
• Configure the Move to New Manager business process and security policy in the Staffing functional
area.
• Create reasons for moving workers to new managers with the Maintain Event Categories and
Reasons task.

Context
Create an organization for someone who isn't currently a manager and move a worker into the new
organization. You can move workers to new managers when:
• The worker's position is in a job management or position management organization.
• The nonmanager's current organization uses the same staffing model as the worker's organization.
• The effective date of the move is after other staffing or organization changes that affect the worker's
position.
• The worker's position has no in-progress events and isn't in a job overlap.

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Steps
1. Access one of these tasks:
Option Description
Change Job Enables the current manager to search for
and select a nonmanager in the Start section.
Workday then displays an alert and automatically
switches to the Move to New Manager task.
This option provides a familiar starting point for
managers, who must have permission on the
initiating actions for both the Change Job and
Move to New Manager business processes.

Move to New Manager Enables the current manager to transfer a worker

to a nonmanager who is currently in another
organization.
Request Transfer to Me Enables a nonmanager to request transfer of a
worker from another organization. This task is:
• Only accessible from the related actions menu
of a worker.
• Only available to workers who aren't
managers.

2. Select the worker, date, reason, and new manager.

• If you started from Change Job, you only need to select the reason.
• If you started from Request Transfer to Me, you only need to select the date and reason.

Result
The new organization inherits its location, staffing model, roles, and organization assignments from the
parent organization, and the manager's name becomes the default organization name.
If you include a Review Move to New Manager Action step in the Move to New Manager business process,
an HR role can:
• Change the effective date and reason for the move.
• Update details about the new supervisory organization.
When the Move to New Manager business process completes, Workday:
• Creates a new supervisory organization as a subordinate to the new manager's current organization.
• Sets the availability date of the new organization to the effective date of the move.
• Assigns the new manager to the Manager role.
• Applies hiring restrictions from the parent organization (job management staffing model only).
• Moves the worker into the new organization.
Workday displays the transaction as a Move Worker (Supervisory) event in the worker's history.

Next Steps
If you rescind the Move to New Manager business process, Workday rescinds the worker's move but
retains the new organization and manager role assignment.
Related Information
Concepts
Concept: Moving Workers on page 753

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 | Staffing | 752

Concept: Workday Docs

Tasks
Transfer, Promote, or Change Job on page 697
Steps: Set Up Workday Docs

Assign Multiple Managers to Supervisory Organizations

Prerequisites
In the Maintain Assignable Roles task, ensure that the Restricted to Single Assignment check box isn't
selected for the Manager role.

Context
You can assign multiple managers to a supervisory organization, which is a common requirement in some
industries where shift workers report to multiple managers. When an organization has multiple managers:
• More than 1 position can occupy the Manager role.
• 2 or more managers share equal responsibility for workers in an organization.
• All managers have the same abilities to initiate, view, and approve transactions on a group of workers.
• All managers display as equals on organization charts.

Steps
1. As a related action on the desired supervisory organization, select Roles > Assign Roles.
2. For the Manager role, verify that the Restricted to Single Assignment check box isn't selected.
(This check box matches the setting of the Restricted to Single Assignment check box in the
Maintain Assignable Roles task.)
3. In the Assigned To column, select 1 or more positions that you want to assign to the Manager role.
4. (Optional) In the Single Assignment column, select 1 of the positions assigned to the Manager role
to use when a single assignment is required for integrations and reporting fields that require a single
instance.
This column displays for the Manager role only when the Restricted to Single Assignment check box
for the Manager role isn't selected in the Maintain Assignable Roles task.
Making a single assignment selection has no impact on business process routing or security. The
Single Assignment column displays on the Roles tab of the associated supervisory organization only
when you've explicitly selected a single assignment manager.

Result
After you assign multiple managers to a supervisory organization:
• Any associated organization charts display multiple managers by placing them adjacent to one another
at the top of the organization.
• Business processes that are not configured to route to a single assignment manager route to all
managers. Any of them can take action on the steps associated with the Manager role.
• Integrations that require a single assignment manager use either the designated manager (if one has
been specified) or the manager whose last name comes first alphabetically.
Related Information
Concepts
Concept: Assign Roles
Concept: Moving Workers on page 753

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 | Staffing | 753

Concept: Moving Workers

Moving Workers in Supervisory Organizations

For supervisory organizations, you move workers by configuring the Move Workers (Supervisory) business
process.
Routing is based on the security of the outbound supervisory organization. Example: If you assign
an approval step to the HR Partner, Workday routes it to the HR Partner in the outbound supervisory
organization.
Approvals, reviews, and other workflow tasks apply to the move as a whole rather than to individual
employees—separate reviews and approvals aren't required for each employee.
When you include the Change Organization Assignments subprocess:
• Routing is based on the security of the inbound supervisory organization.
• You can use the inbound supervisory organization defaults or keep the current organization
assignments. To update the assignments for individual workers, use the Organization Assignments
grid.
• Workday bypasses reviews, approvals, and other workflow tasks for individual employees and routes 1
workflow task for each inbound organization.

Moving Workers by Organization

For nonsupervisory organizations, you move workers by configuring the Move Workers (By Organization)
business process. It is a stand-alone business process that starts the Move Worker (By Organization)
subprocess for each worker who is moved.

Changing Organizational Assignments

You can change organization assignments for workers by configuring the Change Organization
Assignments for Worker business process.
You can also make mass changes to organization assignments by configuring the Change Organization
Assignments for Workers by Organization business process. This business process launches the Change
Organization Assignments for Worker subprocess for each position in the organization. Add condition rules
and workflow steps to the parent business process, since the subprocess automatically completes.

Alternative Ways to Move Workers

You can also move workers with these tasks:
• From the related actions menu of a supervisory organization, select Reorganization > Move Workers
to move workers, jobs, or positions between 2 organizations that use the same staffing model. You can
also use this action to move workers between other types of organizations.
• From the related actions menu of a worker or position, select Job Change > Transfer, Promote,
or Change Job to move a single worker, position, or job at a time and enter detailed position or job
data as part of the transfer. If you move a manager, you can also move the teams that report to that
manager.
• Use the Move to New Manager business process to create an organization for someone who isn't
currently a manager and move a worker into the new organization.
• Use the Enterprise Interface Builder (EIB) to move workers with the Move Workers By Organization
web service operation.

Restricting Organization Selection Lists

If you want to restrict organization selection lists, specify which organizations are allowed by type from the
related actions menu of supervisory organizations and location hierarchies.

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Related Information
Concepts
Concept: Workday Docs
Tasks
Move Workers in Supervisory Organizations on page 749
Move Workers in Organizations
Steps: Change Organization Assignments for Worker on page 743
Mass Change Organization Assignments on page 744
Steps: Set Up Workday Docs

Concept: Organization Assignment Worktags

A worker's organization assignments become worktags that automatically populate on transactions
involving the worker, such as:
• Expense reports.
• Financial transactions.
• One-time payments.
• Payroll costing allocations.
• Payroll input.
• Period activities pay for academic faculty.
• Spend authorization.
• Time entry.
Organization assignment worktags can also impact your planning, accounting, and reporting throughout
Workday. Examples:
• Headcount plans.
• Organization operating expenses.
• Scorecards.
• Spend authorizations.
Worktags configured for organization types assigned to workers can impact accounting for transactions
involving the workers. Example: A worker has an invalid combination of organization assignments based
on the worktag configuration. The worker's organizations automatically populate as worktags on a
transaction, but will cause an error when you try to save the transaction. The invalid combination can result
in invalid accounting entries.
You can disable automatic population of worker organization assignments on specific transactions using
the Maintain Worktag Type Precedences task.
To identify and fix any invalid organization assignments, access the Organization Assignment Exception
Audit report. Fixing the invalid organizations can prevent incorrect worktag combinations. The report
displays invalid organizations based on:
• The worker's supervisory organization.
• Any location hierarchies that include the location of the worker's position.
• The related worktag configuration for an organization assigned to the worker.
• The companies for the worker's cost center, from the Restricted to Companies field on the Create
Cost Center and Edit Cost Center tasks.
Related Information
Concepts
Concept: Worktags
Tasks
Configure Related Worktags
Configure Worktag Defaulting

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Reference: Default Organization Assignments

Workday assigns default organizations to workers and positions based on:
• The availability of related worktags.
• The staffing event type.

Staffing Events
When Change Organization Assignments for Worker is a subprocess for these staffing events, it assigns
default organizations as shown.

Parent Staffing Event Organization Assignments

Create Position Populates from the supervisory organization.
Edit Position Restrictions
Move Workers (Supervisory)

Add Additional Job Depends on the staffing model in the proposed

supervisory organization:
Contract Contingent Worker
• Job management: Populates from the job
Hire
requisition if available, otherwise from the
Start International Assignment supervisory organization.
• Position management: Populates from the
job requisition if available; then from the hiring
restrictions if available; otherwise from the
supervisory organization.
Note: If there are any organization assignments
on the job requisition, all the organization data
populates from there.

Note: If you don't change the default organization assignments in a staffing event, Workday automatically
cancels the Change Organization Assignments subprocess.

Change Job
In Change Job, the Change Organization Assignments for Worker subprocess assigns default
organizations differently for each staffing model according to this logic:

Staffing Model Organization Assignments

Job Management Filling a Job Requisition with Organization
Assignments?
• Yes: Organization assignments populate from
the job requisition.
• No: Are the current and proposed
supervisory organizations job management?
• Yes: The Change Job Use Default
Organizations for Job Management
check box on the Edit Tenant Setup -
HCM task determines whether organization

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Staffing Model Organization Assignments

assignments populate from the current job or
from the proposed supervisory organization.
• No: Organization assignments populate from
the proposed supervisory organization if
available; otherwise from the current job.

Position Management Filling a Job Requisition with Organization

Assignments?
• Yes: Organization assignments populate from
the job requisition.
• No: Are you creating a new position?
• Yes: Organization assignments populate
from the proposed supervisory organization if
available; otherwise from the current position.
• No: Organization assignments populate
from the proposed position restriction. When
there are no organizations on the proposed
position restriction, organization assignments
populate from the proposed supervisory
organization. Otherwise, organization
assignments populate from the current
position.

Related Worktags
When you add related worktags to cost centers, custom organizations, gifts, or grants, the Change
Organization Assignments, Job Requisition, and Job Requisition Change business processes automatically
populate organizations as shown.

Action Organization Assignments

• Move a position that has organizations • Cost centers, custom organizations, gifts, and
assigned. grants populate from related worktags.
• Move a worker to a new position that has • Organizations that populate from related
organizations assigned. worktags supersede organizations defined on
• Move a worker and position together. the position.
• Default organizations must conform with the
Allowed Organizations on the supervisory
organization or location hierarchy.

Move a worker to a new position without • Organizations populate from the supervisory
organization assignments, but with default organization.
organizations assigned to the supervisory • Cost centers, customer organization, gifts, and
organization. grants populate from related worktags when you
change a worker's organization.
• Organizations that populate from related
worktags supersede organizations defined on
the position.
• Default organizations must conform with the
Allowed Organizations on the supervisory
organization or location hierarchy.

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Action Organization Assignments

Move a worker to a new position without • Cost centers, customer organization, gifts, and
organization assignments. grants populate from related worktags.
• No other organizations automatically populate.

Create or edit a job requisition. Workday automatically populates organizations

on the Create Job Requisition and Edit Job
Requisition tasks when you select an organization
that has related worktags. Related worktags only
populate for organizations you manually select.
If an organization automatically populates as a
related worktag, Workday doesn't populate the
related worktags for that organization.

Related Information
Concepts
Concept: Moving Workers on page 753
Tasks
Steps: Change Organization Assignments for Worker on page 743
Reference
Reference: Default Job Requisition Data on page 517

Reference: Manager Change Event Lite

Workday creates an event lite and a corresponding transaction log lite for manager change when a worker
has a new manager.
You can see audit entries for manager changes more accurately in the Core Connector: Worker integration
output if a manager change event lite exists.

Background Job or Process Description Where to View

Manager change event lite Depends on manager change Data audit files
background job.
Runs periodically to update the
audit trail of workers with new
managers.
Also runs when you use Get
Workers web service.

Note: wd-environments will be the user making the change as wd-environments is the owner of the
manager change background job.

Job and Business Titles

Concept: Changing Business Titles

You can specify a worker's business title in staffing tasks such as:
• Add Job
• Change Job
• Contract Contingent Worker
• Edit Position

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• Hire Employee
• Start International Assignment
The business title automatically populates from the job title when you select a job profile.
• If the job profile has an empty Job Title Default field, then the job title automatically populates from the
Job Profile Name field.
• If you override the default job title, the business title automatically changes to match the job title, but
you can also override the business title.
Both titles are effective until the worker's job profile changes; then the job and business titles automatically
populate from the new job profile.
There are 4 ways to change a business title in Workday. Only administrators can make future-dated
changes to business titles.
• Administrators can:
• Use the Change Business Title task.
• Use the Change Business Title web service and EIB.
• Change a worker's business title when correcting a staffing event.
• Workers can use the Change My Business Title self-service task to change their own business title.
You can change business titles out of order, without having to rescind later events in a worker's history,
even if those events also change the business title.
Note: You must override the default job title and business title before you can translate business and
position titles.
Related Information
Concepts
Concept: Out of Order Insertion on page 776
Concept: Enterprise Interface Builder
Tasks
Create Job Profiles on page 473

Reference: Job and Business Titles

Workers can have both a job title and a business title in Workday. The term job title applies to all staffing
models and is equivalent to a position title in a position management organization. Titles have these default
values and characteristics.

Job Title Business Title

Automatically populates from the X
Job Title Default field (or if blank,
from the Job Profile Name field)
on the job profile.
Automatically populates from the X
Job Title field in staffing tasks.
Editable in staffing tasks. X X
Effective dated. X X
Display name for a worker's job. X
Secured to the Worker Data: X
Business Title on Worker Profile
domain for greater control over
view permission.

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Job Title Business Title

Updates automatically if it X X
defaults from the job profile and
you change the Job Title Default
or Job Profile Name field.
Can be updated through the X
Title Change business process,
independent from other job
data and optionally available for
employee self-service.
Clears automatically if you X X
override the default title and you
change the worker's job profile.
Translatable if it defaults from the X X
job profile, but not if you specify
an override.

Related Information
Concepts
Concept: Changing Business Titles on page 757
Tasks
Create Job Profiles on page 473

Flexible Work Arrangements

Setup Considerations: Flexible Work Arrangements

You can use this topic to help make decisions when planning your configuration and use of flexible work
arrangements. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Workday enables you to track and report on the types of flexible work arrangements for your workers that
are applicable to your organization.

Business Benefits
• Workers can request and view their flexible work arrangements in Workday.
• Enables managers and HR partners with tracking and reporting capabilities.
• Enables you to load data for flexible work arrangements in bulk.
• Reduces manual effort when ending jobs and terminating workers.
• Manage various work arrangements tied to workers.

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Use Cases
• Workers can request or end their own flexible work arrangements.
• Users can add or end a flexible work arrangement for workers they support.
• Track and report on workers' current, future, and ended flexible work arrangements.
• Rescind upcoming or active flexible work arrangements.
• Users can correct termination dates for workers, which automatically updates their flexible work
arrangement end date.

Questions to Consider

Questions Considerations
What are the types of flexible work arrangements Depending on the needs of your organization, you
that you want to track for your organization? can configure types such as:
• Compressed work schedule.
• Fully remote.
• Office/remote hybrid.
• Work hours change.

Do flexible work arrangement types vary by You can configure which countries you want to
country? restrict the arrangement types and subtypes to.
Example: Your company has locations in France,
Germany, and the United States. When you
configure subtype options for the Fully Remote
flexible work arrangement type, you decide to
enable workers in the United States to have
the option to work from home 100% of the time.
However, you don't enable it for workers in France
or Germany.

How can I test the condition rules that I've setup? You can access the Test Flexible Work
How do condition rules impact future-dated Arrangement Subtype Eligibility Rule task to test
positions and country restrictions? the condition rule you've created.
When you test condition rules for a future-dated
position, Workday evaluates the rule at the moment
the task runs, not as of the effective date of the
position. This can result in the condition rule
becoming ineligible at the time of testing.
When you have both condition rules and country
restrictions setup, Workday requires both to be true
in order for the subtype to display when requesting
or adding a flexible work arrangement.

Do you want managers or HR Partners to add You can set up Add Flexible Work Arrangement
Flexible Work Arrangements for workers directly? for Worker as an action step on the Request
Flexible Work Arrangements business process.
Ensure that you set the step preceding Request
Flexible Work Arrangements as the completion
step.

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Recommendations
Configure a questionnaire on the Request Flexible Work Arrangement business process to collect address
information and send a notification to Payroll if an employee is requesting to work from a location other
than their home.
Configure flexible work arrangement types and subtypes that you can use in condition rules for business
process routing.
Create a To Do step on the Request Flexible Work Arrangement business process if a worker requests a
change in work hours. The To Do step reminds the user receiving the To Do to perform a job change.
When you enable users to add attachments, you can limit access to attachments by assigning them to
categories that you secure to segment-based security groups.
Set up Embedded Analytics to enable managers to make business decisions based on insights gathered
for their direct reports. You can gain visibility into this data when adding flexible work arrangements for
workers.
You can configure this functionality using the Maintain Related Worklets related action on the Request
Flexible Work Arrangement business process.

Requirements
No impact.

Limitations
• There are currently no connections to or from other Workday Solutions, such as Payroll or Recruiting.

Tenant Setup
No impact.

Security

Domains Considerations
Self-Service: Flexible Work Arrangements Provides a worker with self-service access to their
flexible work arrangements.
Set Up: Flexible Work Arrangements Secures set up tasks for flexible work
arrangements.
Worker Data: Flexible Work Arrangements Provides access to workers' flexible work
arrangements.

Business Processes

Business Processes Considerations

End Flexible Work Arrangement Enables users to end a flexible work arrangement.
Request Flexible Work Arrangement Enables users to request a flexible work
arrangement.
You can also set up the Request Flexible Work
Arrangement business process as a sub process
for these business processes:
• Hire
• Add Additional Job

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Business Processes Considerations

• Contract Contingent Worker
• Start International Assignment

Reporting

Report / Report Data Source Considerations

View Flexible Work Arrangement Types report View the configured flexible work arrangement
types and subtypes.
Workers with Flexible Work Arrangements report View workers that have flexible work arrangements
within the organizations and date ranges selected.
You can also include workers with flexible work
arrangements that have ended.
Flexible Work Arrangement for HCM Reporting Accesses Flexible Work Arrangement as its primary
report data source business object and returns 1 row per flexible
work arrangement. Includes all flexible work
arrangements.

Integrations

Web Services Considerations

Add Flexible Work Arrangement Adds a flexible work arrangement for a worker.
Uses the Request Flexible Work Arrangement
business process. When a worker has multiple
jobs, you must specify 1 of the jobs for the worker.
End Flexible Work Arrangement Ends a flexible work arrangement for a worker.
Uses the Request Flexible Work Arrangement
business process. When a worker has multiple
jobs, you must specify 1 of the jobs for the worker.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Workday Docs
Tasks
Steps: Set Up Workday Docs
Reference
2021R2 What's New Post: Flexible Work Arrangements
2022R2 What's New Post: Flexible Work Arrangements
2023R1 What's New Post: Flexible Work Arrangements as a Sub-Business Process of Staffing Events

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Steps: Set Up Flexible Work Arrangements

Context
Workday enables you to track and report on the types of flexible work arrangements for your workers that
are applicable to your organization.

Steps
1. Edit Domain Security Policies.
Security: These domains in the Staffing functional area:
• Self-Service: Flexible Work Arrangements
• Set Up: Flexible Work Arrangements
• Worker Data: Flexible Work Arrangements
2. Edit Business Process Security Policies.
Configure these business process security policies in the Staffing functional area:
• End Flexible Work Arrangement
• Request Flexible Work Arrangement
3. Edit Business Processes.
Configure these business processes in the Staffing functional area:
• End Flexible Work Arrangement
• Request Flexible Work Arrangement
4. Access the Maintain Flexible Work Arrangement Types task.
Security: Set Up: Flexible Work Arrangements domain in the Staffing functional area.
a. Configure flexible work arrangement types and subtypes offered to workers.
b. (Optional) Access the Create Flexible Work Arrangement Subtype Rule task in the Condition
Rule column to create condition rules for flexible work arrangements.
To view all existing condition rules, you can use the Flexible Work Arrangement Subtype Rules
prompt folder in the Condition Rule column.
5. (Optional) Access the Maintain Event Categories and Reasons task.
Select these events and configure reason categories and subcategories for both:
• End Flexible Work Arrangement
• Request Flexible Work Arrangement
6. (Optional) Access the Configure Profile Group task.
Select the Job for Worker Profile option in the Profile Group prompt.
Add the Flexible Work Arrangements report.
7. (Optional) Create Custom Labels.
Access the Staffing term context to override labels related to flexible work arrangements.
8. (Optional) Hide or Require Optional Fields.
Hide or require fields for these business processes:
• End Flexible Work Arrangement
• Request Flexible Work Arrangement
9. (Optional) Define Document Categories.
Add a document category for Flexible Work Arrangement business process attachments.
10.(Optional) Create Segment-Based Security Groups.
Configure segmented security for access to Flexible Work Arrangement worker documents.

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Next Steps
You can access the Workers with Flexible Work Arrangements report to view workers with flexible work
arrangements within the organizations and date ranges selected.
You can set up Add Flexible Work Arrangement for Worker as an action step on the Request Flexible
Work Arrangements business process.
Related Information
Concepts
Concept: Workday Docs
Tasks
Steps: Set Up Workday Docs
Reference
2021R2 What's New Post: Flexible Work Arrangements
2023R1 What's New Post: Configure Eligibility for Flexible Work Arrangements

Staffing History

Setup Considerations: Worker Start Date Corrections

You can use this topic to help make decisions when planning your configuration and use of the Correct
Worker Start Date business process. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can use the Correct Worker Start Date business process to correct a worker's hire date while also
addressing any blocking events.

Business Benefits
The Correct Worker Start Date business process enables you to reduce manual effort when addressing
hire date corrections with blocking events.

Use Cases
Use for employees who need to move their hire date to another date and who have events blocking the
new hire date.
Example: An employee has a hire date on August 1, as well as several other events later in August. You
find out that they won't be able to start until September 1. You use the Correct Worker Start Date business
process to correct the hire date and correct, rescind, or cancel the blocking worker events.

Questions to Consider

Questions Considerations
What do hire date corrections look like for your Consider what events typically affect hire date
organization? corrections, as well as what status they tend to be

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Questions Considerations
in. These events can affect how you configure your
security and defaulting rules.
Example: Your new hires generally have a
completed Move Worker event that prevents
you from correcting their hire date. You set up
your defaulting rules so that Workday attempts to
automatically rescind this event during a hire date
correction.

Who should be able to perform worker start date The Correct Worker Start Date action step is
corrections? best suited to administrator-level users who have
permission to view all in progress and completed
events for a worker.
Who do you want to notify? When a worker event requires a user to take action,
Workday routes an Inbox item to the selected
Notify groups in the Correct Worker Start Date
task grid.
Ensure that notified groups know how to address
the relevant events.

What kinds of events do you want to address? Workday requires you to address all blocking
events.
The Correct Worker Start Date task grid displays
all actionable events that occur on or after the
original hire date, including events that:
• Are in progress.
• Don't block the hire date.

Recommendations
Workday recommends that you provide thorough training for the groups who will receive Inbox items for
manual action.

Requirements
This business process uses Workday Inbox items to notify user groups of events that need manual action.
Ensure that you set up the Notify Worker Start Date Correction Event business process to enable these
Inbox items.

Limitations
You can only use the Correct Worker Start Date business process to:
• Address blocking events that support correct, rescind, or cancel.
• Address the worker's latest hire date.
When the current hire date is:
• In the past, you can't move the hire date back further.
• In the future, you can move the hire date to the current date or later. Ensure that the new hire date isn't
already in the past for the worker's local time zone.
The Correct Worker Start Date business process can only correct the start date for employees, not
contingent workers.

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A worker can have only 1 start date correction in progress at a time.

You can't rescind or send back the Correct Worker Start Date business process.

Tenant Setup
No impact.

Security

Domains Considerations
Business Process Administration in the System Can create business process definitions.
functional area.
Set Up: Maintain Defaulting Rules for Worker Start Can access the Maintain Defaulting Rules for
Date Correction in the Staffing functional area. Worker Start Date Correction task.
Staffing Actions: View Worker Start Date Correction Can access the View Worker Start Date
in the Staffing functional area. Correction report.
Staffing Actions: View Worker Start Date Job in the Can access the Correct Worker Start Date job
Staffing functional area. processing.

To access and submit a Correct Worker Start Date event, users must:
• Have access to the Correct Worker Start Date action step on the Correct Worker Start Date business
process.
• Have permission to correct the Hire business process.

Business Processes
To use this feature, you must set up these business processes:
• Correct Worker Start Date
• Notify Worker Start Date Correction Event
The Notify Worker Start Date Correction Event business process enables Workday to send Inbox items to
users who must take action on blocking events.
You can correct Assign Pay Group events as part of the Correct Worker Start Date business process.

Reporting
You can use the View Worker Start Date Correction report to view the business process status.

Integrations
No impact.

Connections and Touchpoints

Because the Correct Worker Start Date business process affects worker events, it can interact with
multiple areas of Workday, including:
• Absence Management.
• Benefits.
• Compensation.
• Onboarding.
• Payroll.
• Time Tracking.

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 | Staffing | 767

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Worker Start Date Corrections on page 773
Tasks
Hire Employees on page 580
Reference
2020R1 What's New Post: Worker Start Date Corrections

Steps: Set Up Worker Start Date Corrections

Prerequisites
Review setup considerations for start date corrections for a worker.

Context
The Correct Worker Start Date business process enables you to:
• Move a worker's hire date.
• Manage blocking events for the new hire date.

Steps
1. Access the Create Business Process Definition (Default Definition) task.
Create these business process definitions:
• Correct Worker Start Date
• Notify Worker Start Date Correction Event
Security: Business Process Administration domain in the System functional area.
2. Edit Business Process Security Policies.
Configure the Correct Worker Start Date business process security policy in the Staffing functional area.
Ensure that groups with access to the Correct Worker Start Date action step also have permission to
correct hire events.
Configure the Notify Worker Start Date Correction Event business process security policy in the Staffing
functional area.
Assign the Worker Start Date Correction Assignee security group to the Blocking Action for Worker
Start Date Correction action step. Make no other changes to the security policy.

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3. Configure a business process definition for these business processes:

• Correct Worker Start Date
• Notify Worker Start Date Correction Event
See: Steps: Configure Business Process Definitions.
For the Correct Worker Start Date business process, include only:
a. An Initiation step.
b. The Correct Worker Start Date action step.
c. (Optional) A Review Documents type step. Ensure that this step is after the Correct Worker Start
Date action step.
d. (Optional) An approval step. Ensure that this step is after the Correct Worker Start Date action step
and is the completion step.
For the Notify Worker Start Date Correction Event business process, include only:
a. An Initiation step.
b. The Worker Start Date Correction Assignee security group on the Blocking Action for Worker Start
Date Correction action step.
4. Edit Domain Security Policies.
Configure the security policies for these domains in the Staffing functional area:
• Set Up: Maintain Defaulting Rules for Worker Start Date Correction
• Staffing Actions: View Worker Start Date Correction
• Staffing Actions: View Worker Start Date Job
5. (Optional) Access the Maintain Defaulting Rules for Worker Start Date Correction task.
Set up defaulting rules for some events in the Correct Worker Start Date business process. During the
Correct Worker Start Date business process, users can edit these defaults before submitting the event
grid. As you complete the task, consider:
Option Description
Event Includes all worker events that support cancel,
correct, or rescind. When an event isn't blocking
the hire date and doesn't support those actions, it
doesn't display in the grid.
You can create only 1 defaulting rule for each
event type.

Proposed Action Workday only enables you to select proposed

actions that are possible for each event.
When you select these actions, Workday only
routes an Inbox item to the Notify groups when
an error occurs:
• Automatically Correct
• Automatically Rescind/Cancel
When you select Manually Correct, Workday
routes an Inbox item to the Notify groups.

Proposed Effective Date When you select the Same as Proposed Hire
Date option, the proposed effective date for the
event will default to the proposed hire date.
When you select the Same Interval Between
Dates option, Workday uses the interval of time

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Option Description
between the current hire date and the current
event effective date. Example: The current one-
time payment date is 1 week after the current hire
date. The proposed effective date for the one-
time payment will also default to 1 week after the
proposed hire date.

Notify Only displays the groups that have permission on

the associated business process security policy,
to correct, rescind, or cancel the event. Workday
sends an Inbox item to these groups when:
• You select a manual proposed action.
• Workday encounters an error while attempting
to automatically correct, rescind, or cancel an
event.

Include Clear this check box to exclude events from the

start date correction for the worker. You can only
clear events that don't block the new hire date.

Next Steps
Use the Request Worker Start Date Correction task to initiate a start date correction for a worker.
View the status of the start date correction with the View Worker Start Date Correction report.
To edit documents that you attached to the business process for the worker, access the View Worker
Start Date Correction report. From the related actions menu of the Business Process, select Business
Process > Manage Attachments.
Related Information
Concepts
Concept: Worker Start Date Corrections on page 773
Tasks
Hire Employees on page 580
Reference
2020R1 What's New Post: Worker Start Date Corrections

Correct Staffing Events

Prerequisites
The original event must have a status of In Progress or Successfully Completed before you can enter
corrections. For academic appointments, the event status must be Successfully Completed.

Context
You can correct the details of a staffing event to fix data entry errors or react to changes as many times
as needed. In many cases, you can correct a staffing event out of order, without rescinding subsequent
events, as long as the sequence of events is in the same order.
Note: Only administrators should have security permission to correct staffing events. Corrections don’t
trigger notifications and Workday saves corrections without requiring review or approval of the main
process or any subprocess steps.
Correctable staffing events include:

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Category Business Process

Hire • Add Additional Job
• Assign Employee Collective Agreement
• Contract Contingent Worker
• Edit Notice Periods
• Hire
• Employee Contract
• Manage Probation Period
• Start International Assignment

Job Change • Assign Employee Collective Agreement

• Change Job
• Edit Notice Periods
• Employee Contract
• Manage Probation Period

Work Space Change • Change Work Space

Organization Assignments • Change Organization Assignments for Worker

Termination • End Additional Job

• End Contingent Worker Contract
• End International Assignment
• Termination

Retirement • Add Retiree Status

• Remove Retiree Status

Academic Faculty • Add Academic Appointment

• End Academic Appointment
• Update Academic Appointment

Steps
1. Select Worker History > View Worker History from the related actions menu of the employee whose
event that you want to correct.
Find the event that you want to correct.
a) Select Business Process > View Hire or Contract Start Date Correction Conflicts from the
related actions menu of the Hire or Contract event.
b) Correct or rescind any business process events that would block the correction of the hire or
contract start date.
2. From the related actions menu of the staffing event you want to correct, select Business Process >
Correct.
3. If the employee has later events, expand the Subsequent Processes section to view possible impacts
of your changes to existing job information.
The Subsequent Processes section displays all staffing events, worker moves, and reorganizations
that occurred later than the effective date of the event you want to correct.
Note: You might see Workday System Generated Events in the process history. These events
reflect changes that occurred when Workday converted and automatically populated data during a

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 | Staffing | 771

previous update. You can drill into these events for more information and you can rescind the events if
necessary.
4. Correct the event details as needed.

Result
After you complete a correction to a business process that includes the Change Benefit Elections step,
Workday checks for changes to the employee's benefit eligibility.
Note: Workday doesn't check for eligibility changes if the business process initially skipped the Change
Benefits step, based on your business process configuration. You can manually initiate a benefit event with
the Change Benefits task.
Related Information
Concepts
Concept: Out of Order Correction on page 775
Concept: Corrections to Staffing History on page 772
Concept: Coordination of Benefits Enrollment Events on page 1131
Concept: Worker Start Date Corrections on page 773

Correct Hire Date and Reason for Multiple Employees

Prerequisites
• Configure the Mass Correct of Hire business process in the Staffing functional area.
• Security: Staffing Actions: Mass Correct domain in the Staffing functional area.

Context
You can change the Hire Date and Hire Reason for multiple employees. Example: Your company and
another company have merged and you want all employees from the other company to have the same
Hire Date and Hire Reason.

Steps
1. Access the Mass Correct of Hire report.
2. Select a Start Date and an End Date for the hire dates or reasons to correct.
3. (Optional) Select faceted search check boxes to restrict the result set of hires that meet your start and
end dates.
4. Select 1 or more individual hires or Select All.
5. Select Correct Hire.
6. Select the correct Hire Date or Hire Reason to replace the current values.
Related Information
Tasks
Hire Employees on page 580
Correct Staffing Events on page 769

Concept: Job History

Use the Job History report to see how a job or position has changed over time. This report is available for
all staffing models and displays:
• Which staffing events affected a job.
• Who initiated those events.
• When the events occurred.

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You can view Job History in several ways:

For a Worker Click Job History on the worker profile. You can
see the worker's entire job history as long as you
have access to the worker's current job.
If the worker has additional jobs, click Other Jobs
in the header to switch from the primary job to
another job. Your security access to multiple job
workers determines whether you can view history
for all jobs or only the jobs you support.
Note: To add the Job History report (secured to
the Worker Data: Historical Staffing Information
domain) to worker profiles, use the Configure
Profile Group task.

For a Specific Job or Position Select Position > View Job History from the
related actions menu. Workday also displays a
History section when you view or edit a job or
position.
For All Workers That You Have Permission to Access the Job History standard report. You can
Access export the report to Microsoft Excel for further
analysis.

You can customize the Job History report to meet your needs with the Copy Standard Report to
Custom Report task. Workday also provides several job history report fields.
Related Information
Concepts
Concept: Landing Pages
Tasks
Steps: Set Up Profiles and Profile Groups

Concept: Corrections to Staffing History

You can correct a hire, termination, or job change based on these guidelines and restrictions.
Workday recommends reviewing both the Job History report and the event details you’re correcting in the
Worker History report. This ensures that you’re correcting the latest and most accurate details.

Hire
• You can only correct information in the initial Hire step, not other steps, or substeps (such as
compensation elements).
• You can only correct the pre-hire record or the pre-hire's job or position by rescinding the original hire
action and restarting the process.
• If you configure the Add Probation Period step on the Hire business process and you correct the Hire
Date of the Hire event, Workday:
• Recalculates the dates of the associated Manage Probation Period event.
• Doesn't recalculate the dates of the associated Manage Probation Period event with extended end
dates or if recalculating the dates causes overlap with another Manage Probation Period event.
• You can correct the Hire Date and Reason for multiple employees using the Mass Correct of Hire
task.
• You can correct the supervisory organization on a completed hire, as long as the new supervisory
organization uses the same staffing model. Use the Change Organization Assignments task to

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change organization assignments manually when assignments on the position don't align with the
allowed organizations on the new supervisory organization.
• You can't override hiring restrictions established at the position, or organization level, including
restrictions on the:
• Job profile
• Employee type
• Time type
• Location
Use the Edit Position Restrictions and Edit Hiring Restrictions tasks instead.

Termination
• You can correct an employee's termination details, but to reverse a termination you must rescind the
event.
• You can only correct information in the initial Termination step, not other steps, or substeps (such as
COBRA eligibility).
• You can't correct the Close Position check box, regardless of the termination status.

Change Job
• The Change Job business process includes outbound and inbound steps in the same workflow. During
correction, you only see the proposed (changed) job information. You don't see a worker's current and
proposed values in side-by-side columns as you do in the initial task.
• If you configure the Add Probation Period step on the Change Job business process and you correct
the Effective Date of the Change Job event, Workday:
• Recalculates the dates of the associated Manage Probation Period event.
• Doesn't recalculate the dates of the associated Manage Probation Period event with extended end
dates or if recalculating the dates causes overlap with another Manage Probation Period event.
• You can correct job-related information but, regardless of the process status, you can't correct the:
• Supervisory organization.
• Job or position.
• Headcount options.
• Option to create a position.
• You can’t correct organization changes for a staffing event if an event:
• Is a duplicate event created to keep position and position restriction in sync.
• Is not at the top of the list when there are multiple assign organization events for the same day.
• Has a compensation review in-progress.
Related Information
Tasks
Correct Staffing Events on page 769
Correct Hire Date and Reason for Multiple Employees on page 771
Reference
2021R1 What's New Post: Correct Supervisory Organization on Hire

Concept: Worker Start Date Corrections

You can use the Correct Worker Start Date business process to correct the hire date for a worker and take
action on any associated worker events.

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Requesting a Worker Start Date Correction

You can only initiate the Correct Worker Start Date business process using the Request Worker Start
Date Correction task.
Once submitted, Workday generates an Inbox item for the groups specified in the Correct Worker Start
Date action step of the Correct Worker Start Date business process.
Before you submit the Correct Worker Start Date business process Inbox item, you can still cancel the
business process in these ways:
• The user who submits the Request Worker Start Date Correction task can access the Business
Process > Cancel related action from the archived Inbox item.
• The user who receives the Correct Worker Start Date Inbox item can select Task Action > Cancel.
Once you submit the Correct Worker Start Date business process, you can't rescind it or send it back.

Processing Events
For every event included in the business process, Workday either:
• Completes the proposed automatic action.
• Sends an Inbox item to a user instructing them to take manual action.
When moving the hire date to a later date, Workday processes the events in reverse chronological order
based on current effective dates, starting with the latest event. When moving the hire date to an earlier
date, Workday processes the events in chronological order.
For all manual actions, Workday sends an Inbox item to the group proposed in the Notify column of the
Correct Worker Start Date grid. Workday also sends Inbox items to users informing them to take manual
action when an error prevents an automatic action.
Once Workday sends an Inbox item, a user must take action before the worker start date correction can
continue. They don't have to take the action proposed in the Inbox item. They can take any appropriate
action, including actions on multiple events.
Once someone reviews and takes action on an event, Workday continues the correction process
automatically.

View Worker Start Date Correction

Use the View Worker Start Date Correction task to track the worker start date correction process. The
task grid displays both the proposed action and the status for each event. When an event is In Review, the
process won't continue until the notified user takes action on that event.
When an event automatically corrects, rescinds, or cancels, Workday adds a system-generated comment
to the event process history.
Note: You can cancel a worker start date correction process from the View Worker Start Date
Correction task. However, when you cancel the process at this point, Workday won't cancel or rescind any
events that are already automatically or manually addressed.
Related Information
Concepts
Setup Considerations: Worker Start Date Corrections on page 764
Tasks
Steps: Set Up Worker Start Date Corrections on page 767
Reference
2020R1 What's New Post: Worker Start Date Corrections

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Concept: Out of Order Correction

You can correct a staffing event without rescinding later events in a worker's history, as long as the
correction doesn't change the worker's position. For academic workers, you can't correct the track type or
employment position. Workday enables you to make out of order corrections to most staffing events that
are available for correction, including:

Category Business Process

Hiring • Add Additional Job
• Contract Contingent Worker
• Hire
• Start International Assignment

Job Change • Change Job

Work Space Change • Change Work Space

Termination • End Additional Job

• End Contingent Worker Contract
• End International Assignment
• Termination

Academic Faculty • Add Academic Appointment

• End Academic Appointment
• Update Academic Appointment

To help you determine the impact of a correction, Workday displays any subsequent processes that a
change could affect, including staffing events, moves, and reorganizations. Whenever a worker's history
has later events than the effective date of the event you're correcting, the Correct Business Process
page includes the Subsequent Processes section.
The key things to remember about out of order corrections:
• You can't change the sequence of events in a worker's history. If you correct the date of a staffing
event, the new effective date must be:
• On or after the date of the previous event in the staffing history.
• On or before the date of the next event in the staffing history.
• Workday doesn't apply corrections to later events in a worker's history.
Note: There’s an exception for the Change Organization Assignments for Worker business process.
When you correct an organization assignment event out of order, Workday automatically updates future
events. Organization assignment events in the future with the same value will update to the corrected
value. Workday updates future events until there's an event with a different value for the organization
type.
• If you correct a completed staffing event, Workday doesn't validate the correction against the hiring
restrictions that you defined for the worker's job or position.
• Workday doesn't provide additional security for out of order correction. Anyone who has permission to
initiate one of these staffing events can correct it out of order. Workday recommends that you restrict
the correct action to administrators.
Note: There’s an exception for the Change Organization Assignments for Worker business process.
Workday provides additional security for correcting organization assignment events out of order through
the Maintain Functionality for Staffing Transactions task.

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Related Information
Concepts
Setup Considerations: Worker Start Date Corrections on page 764
Tasks
Correct Staffing Events on page 769
Reference
2021R2 What's New Post: Correct and Insert Organization Assignments Out of Order

Concept: Out of Order Insertion

You can insert a staffing event without rescinding later events in a worker's history, as long as the new
event doesn't change the worker's position. The business processes that you can insert out of order
include:
• Assign Matrix Organization
• Assign Pay Group
• Change Organization Assignments for Worker
• Change Work Space
• Edit Position
• Edit Position Restrictions
• Employee Contract
• Freeze Position
• Remove from Matrix Organization
• Request Compensation Change (unless there’s a pending merit event with a promotion)
• Service Dates Change
• Title Change
• Update Academic Appointment
If an out of order insertion could affect later staffing events, Workday displays those events in an exception.
You’re responsible for determining the impact of your change and updating the later events as needed.
Optionally, you can add a Review step to your business process definitions that identifies an out of order
event. The step then routes the change to an HR Administrator for review. Workday provides an Out of
Order Business Process boolean report field for this purpose.
Note: The default definitions of the Assign Pay Group, Edit Position, and Title Change business processes
include this Review step for new implementations. Instructions for configuring this step in existing business
process definitions are available in the Workday Community.
The key things to remember about out of order insertions:
• When you insert an event out of order, your change is effective only until a later event changes it.
• Workday doesn't apply details from an out of order event to later events in a worker's history.
Note: There’s an exception for the Change Organization Assignments for Worker business process.
When you insert an organization assignment event out of order, Workday automatically updates future
events. Organization assignment events in the future will have the same value until there’s an event
with a different value for the organization type.
• Workday doesn't provide additional security for out of order insertion. Anyone who has permission to
initiate one of these staffing events can insert it out of order.
Note: There’s an exception for the Change Organization Assignments for Worker business process.
Workday provides additional security for inserting organization assignment events out of order through
the Maintain Functionality for Staffing Transactions task.
Related Information
Reference
2021R2 What's New Post: Correct and Insert Organization Assignments Out of Order

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Example: Update Worker History for Terminated Employee

This example illustrates how to add staffing events in a terminated worker's history.

Context
Over the period of a year, you hire, promote, and terminate Mariana. After they leave the company, you
need to add additional staffing events in the worker history to reflect changes that occurred before their
termination. The changes affected their business title.
You can add these events, without rescinding the promotion or termination, as long as they don't affect the
supervisory organization or position of the worker.

Prerequisites
Create these events in the worker history for Mariana:
1. Hire on January 15.
2. Promotion, with a position and business title change, on April 15.
3. Future-dated termination on December 1.

Steps
1. Access the Change Business Title task.
2. Select Mariana as the Worker.
3. Click OK.
4. Set the Effective Date to January 20.
5. In the Business Title field, enter Sales Manager.
Now the title is accurate for their initial months on the job. The title change is only effective until the
promotion of the worker on April 15, when their position and business title change to Regional Sales
Manager.

Result
You can see the new event by selecting Worker History > View Worker History from the related actions
menu for the worker.

Headcount Plans

Steps: Set Up Security for HCM Headcount Plans

Prerequisites
Note: This headcount plan functionality is for HCM customers without a subscription to Planning. If you
created a headcount plan before Workday 30 using the tasks in the Headcount Plans functional area of
HCM, see Workday Community: Headcount Plans Feature Redesign and Supply & Demand Analysis
Phase-Out for information about moving to the new feature.

Context
Set up security to determine who can create and edit basic headcount plans and who can view and
analyze plan data.

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Steps
1. Access the Maintain Functional Areas task.
Select the Enabled check box for the Headcount Plans (HCM) functional area. You can only enable 1
headcount plan functional area at a time. If you enabled the Headcount Plans functional area, clear the
Enabled check box for that functional area.
Security: Security Configuration domain in the System functional area.
2. Create Segment-Based Security Groups.
Create a segment-based security group for users who need access to HCM headcount plans using
these values:
Option Description
Security Groups Add the security groups who need access to HCM
headcount plans.
Access to Segments Select Headcount Plan Type Segment.
3. Edit Domain Security Policies
Configure the domain security policies for these domains in the Headcount Plans (HCM) functional
area:
• Access Plan Type (Segmented)
• Process: Headcount Plan (HCM)
• Reports: Headcount Plan (HCM)
• Set Up: Headcount Plan (HCM)
For the Access Plan Type (Segmented) domain, add a new row on the Report/Task Permissions
grid for the segment-based security group you just created. Give this security group View and Modify
access.
4. Edit Business Process Security Policies.
Set up the Headcount Plan Event business process and security policy based on your organization
needs, such as to add approvers for your HCM headcount plans.
5. Activate Pending Security Policy Changes.
6. To use HCM headcount plan reports, access the Map Standard Aliases task.
Map the standard alias for the Supervisory Organization business object. We recommend that you map
the top level of your supervisory organization hierarchy.
Security: Aliases domain in the System functional area.

Steps: Create Headcount Plans for HCM

Prerequisites
Note: This headcount plan functionality is for HCM customers without a subscription to Planning. If you
created a headcount plan before Workday 30 using the tasks in the Headcount Plans functional area of
HCM, see Workday Community: Headcount Plans Feature Redesign and Supply & Demand Analysis
Phase-Out for information about moving to the new feature.
Enable the Headcount Plans (HCM) functional area and set up security.

Context
You can create, maintain, and report on basic headcount plans in Workday as part of your HCM
subscription. You can create headcount plans for any staffing model, and select different statistic types,
such as cost of workforce. You can also establish the driving organization for your plan, such as cost
center or supervisory organization, and set various dimensions and time frames. You can also import

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existing plan data from an external source using web services or use existing Workday reports to populate
your plan.

Steps
1. Create Headcount Plan Structures for HCM on page 779.
2. Create Templates for HCM Headcount Plans on page 782.
3. Add your plan data.
You can import external data into your plan using the Import Headcount Plans web service. You can
also export Workday report data, and then import the data back into your plan with this web service.
If you use the web service, don't select the Generate Spreadsheet with Data check box when you
generate your spreadsheet template.
4. (Optional) Maintain Headcount Plans for HCM on page 783.
Update or change the imported plan data.
5. Submit headcount plans for approval.
Once the planners review the plan, the plan follows the business process you set up for your plan. Any
planner or plan administrator that has access to the top plan hierarchy can submit a plan using the
Submit Headcount Plans business process.
When the approver:
• Approves the plan: Plan changes to Available status. It's no longer available for edits in the Maintain
Headcount Plans (HCM) task.
• Denies the plan: Planners and plan administrators can make changes to the plan. Planners with
submit privileges, can resubmit the plan for approval.
Security: Headcount Plans (HCM) domain in the Headcount Plans (HCM) functional area.
6. (Optional) Copy an existing plan.
You can copy an existing plan to create a new plan that includes all plan lines from the original plan.
The plan status for the new plan is in Draft.
Security: Set Up: Headcount Plan (HCM) domain in the Headcount Plans (HCM) functional area.
7. Report on your headcount plans.
See: Concept: Headcount Plan Reports for HCM on page 785

Create Headcount Plan Structures for HCM

Prerequisites
• Set up headcount plan type on the Maintain Entry Types task.
• Security: Setup: Headcount Plan (HCM) domain in the Headcount Plans (HCM) functional area.

Context
For HCM headcount plans, the plan structure is the foundation upon which you build your headcount plan.
On the plan structure, you can define the rules of applicable and relevant headcount dimensions and the
timeframe you want to plan by.

Steps
1. Access the Create Plan Structure task.

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2. Enter plan structure details.

Option Description
Name If you use various organizing dimensions for
planning, consider naming your structure using
the organizing dimension type so that it’s easily
identifiable for reuse.
Plan Type Select Headcount as your Plan Type. Workday
automatically selects Use Amendments/
Approval for all headcount plans.
3. Enter Schedule details.
The schedule options available match the options of a financial plan type structure so that you can align
your financial and headcount plans.
Option Description
Schedule Select the time frame for the headcount plan that
you’re going to create from this structure.
Workday uses the fiscal schedule together
with the plan entry selection and plan time
frame to create plan periods and duration. Your
selection for the headcount plan matches the
fiscal schedule for the company, as set using the
Edit Company Accounting Details task.
Using fiscal year is useful when aligning your
financial and headcount plans.

Plan Entry By Select how you want to define your plan periods.
These periods serve as your milestones for how
frequently you want to track your headcount plan
data. Workday uses your selection to create each
entry period that you define a headcount plan for.
Workday bases the headcount plan periods on:
• Period: The periods of the fiscal schedule.
• Summary Schedule: A summarized group of
fiscal periods, such as quarterly or half yearly.

4. Select an Organizing Dimension Type.

The driving dimension for your plan that you want to measure your headcount by. Workday
automatically adds the dimension you select here as another dimension on the Structured
Dimensions grid. In the grid, the organizing dimension is read only. You can further refine organizing
dimension criteria when you create the template for your plan.
5. Enter dimension details on the Structured Dimension grid.
Option Description
Order Move dimensions up or down in the structured
grid based on the column order that you want for
the plan.
Dimension Workday supports numerous dimensions for
headcount planning. Select those dimensions
most critical to your business. Example: If you
want to align your headcount plan with your
financial plan, add Cost Center as a dimension.

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Option Description
Or, if you’re most concerned about the distribution
of your workers around the world, you might
select Location as another dimension.
You can only add Employee as a dimension if you
also add Position as a dimension. You can't add
Employee as a required dimension.
Note: The more dimensions you use and
the more values that exist for each selected
dimension, the more complex your plan becomes.

Required You can make a dimension required or optional.

Workday automatically selects required for the
Organizing Dimension Type and changes the
required option to read only.
For any required dimensions, planners must
include a value for that dimension in all rows as
they work in the plan.
When maintaining your plan, Workday treats
dimensions without data differently for this setting:
• For optional dimensions without data, Workday
displays all plan lines, including plan lines for
dimensions that don't contain data.
• For required dimensions without data,
Workday doesn’t display any plan lines, even if
other dimensions contain data.

Primary Worktag Select this option for the dimensions that you
want to display as standalone columns in the
maintain plan task. You can select up to 10
primary dimensions. Dimensions that you
don't identify as primary display together in the
Worktags column in the maintain plan task.
You can set primary worktags in this task only.
The primary worktag option isn’t available when
loading data using the Import Headcount Plan
web service.

Hierarchy Select the specific hierarchy within the selected

dimension that you want to target for your plan.
Some dimensions might not include hierarchies,
in which case Workday disables the hierarchy
fields, such as for Worker Type.
Top Level Hierarchy: Select the uppermost
hierarchy level at which to plan. If the dimension
doesn't allow hierarchies, you can't select a top-
level hierarchy.
Hierarchy Level: For some dimensions that are
organizations, within the top-level hierarchy you
select, you can plan at the hierarchy level or at a
node level.

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Option Description
Members to Include/Exclude Select the specific values that you want to include
for each dimension. You can include all members
for each dimension or just a few so that planners
can only enter the dimension values that you
select.

Result
You can use this structure repeatedly to generate multiple headcount plans.

Next Steps
Create a plan template, which builds the shell in which you'll enter or import your headcount plan data.

Create Templates for HCM Headcount Plans

Prerequisites
• Create a plan structure for your plan.
• Security: Set Up: Headcount Planning domain in the Headcount Plans (HCM) functional area.

Context
Once you outline the parameters of your plan on the plan structure, you can further specify organizational,
timeframe, and other headcount details for your plan. In Workday, the plan template creates an empty plan
into which you can import your plan data.

Steps
1. Access the Create Plan Template task.
2. Select the headcount plan structure to use for your template.
Workday populates the Organizing Dimension Type for you from the plan structure that you selected.
3. As you complete the task, consider:
Option Description
Organizations As Of For your plan, this date drives what you can
pick in your top plan hierarchy for the selected
organizations. You can select a moment in time
where organizations might be different based on
future organizations that you added or removed
from a plan structure.
Controls the organizations that are effective as
of the date you enter here. You can change the
prepopulated current date to any date.

Top Plan Hierarchy Select the highest level organization that you want
for your plan based on the organizing dimension
you selected in the plan structure. Doing so
enables you to limit your plan to a lower-level
hierarchy than the highest level organization
available to you. The prompt displays only the
allowed hierarchies for the organizing dimension
and the date you selected in the Organizations
As Of field.

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Option Description
Organizations You can limit your plan to specific organizations
within the top plan hierarchy that you selected.
Or, you can select Include All Organizations so
that you can plan by all organizations within that
hierarchy. Options include:
• Any and all levels for supervisory organizations
since it's a true hierarchy.
• All nodes on cost center hierarchies and
custom organization hierarchies.

Statistic Type You can select 1 or more statistic types for your
plan:
• FTE: Can be a partial person, such as 50%
time. Workday displays results up to 4 decimal
places. If you plan to create a position-based
plan, select FTE. FTE workers can split time
between organizations.
• Headcount: To count workers that work for
only a single organization, select headcount.
Always a whole number.
• Cost of Workforce: Select if you want
to add workforce costs to your plan.
Prepopulates your plan with the current
annual compensation amounts of individual
workers. In the final plan workbook, you
can manually replace the amounts Workday
populates with additional workforce costs to
include total compensation amounts that you
want on the plan. Doing so gives you a more
comprehensive assessment of the total cost of
your workforce.

From Select the year and the summary periods. The

available options are based on the configuration
To
in the plan structure.

Result
Workday creates an empty plan into which you can now enter headcount plan data.

Next Steps
Import existing headcount data into Workday using the Import Headcount Plan web service or use the
Maintain Headcount Plan (HCM) task.
Related Information
Tasks
Create Headcount Plan Structures for HCM on page 779

Maintain Headcount Plans for HCM

Prerequisites
• Create a plan template.

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• Security: Process: Headcount Plan (HCM) domain in the Headcount Plans (HCM) functional area.

Context
As a plan administrator or planner, you can view and change headcount plans. Workday enables you to
select your plan structure and plan. You can first filter the plan to control the columns that display in the
grid. Additional filters enable you to control the plan lines that display in the grid.
Filtering the information lets you specify the data that you want to view or change. Your filter criteria
determines the plan details that are displayed in a grid.

Steps
1. Access the Maintain Headcount Plan (HCM) task.
2. Select a Plan Structure from the Headcount Plan Structures available.
3. Select a Plan.
Workday populates data based on your plan structure and plan template.
If it’s a multi-year plan, the Year prompt displays the earliest year in the plan by default. Available
periods are based on the year you select.
4. Select the filters to create the structure of the grid.
You must have at least 1 value in each field.
Option Description
Year Year of the plan. You can select a different year in
the plan, if available. If it's a multi-year plan, you
can only select a single year.
Period Plan periods in the selected year. Remove
periods if you don't want to view or change the
information in your plan.
If you delete 1 or more lines from the plan grid
that displays, Workday deletes the plan line for all
associated periods and not just the periods on the
plan grid. To undo this change, click Search.

Statistic Type Plan by number of FTE, headcount, or cost of

workforce. Available options depend on what's in
your plan structure. Remove an option if you don't
want to view or change the information in your
plan.
5. Select the filters you want to display in your headcount plan grid:
Option Description
Organization Select 1 or more available organizations to view
or change in your plan. Workday displays only
those organizations that are available to you.
Organizations control the rows that display in the
grid. Select at least 1 organization for the grid to
display plan lines.
Company This filter only displays if your plan structure has
Company as a dimension.
Worktags (Optional) Select 1 or more dimensions. You
can only select dimensions that are in the plan
structure. In the plan structure, you can set

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Option Description
a dimension as a primary worktag. Workday
displays dimensions identified as primary
worktags as separate columns on the grid. Non-
primary worktags are displayed under 1 column
called Worktags.
6. Click Search.
A grid displays your headcount plan based on your filters.
7. View or change the plan data in the grid:
• Organization: Select a different organization. You can only have 1 organization in each row.
Organizations you selected in the Organization filter are the options you can select in the grid.
• Worktag: Remove or add dimensions. You can only select dimensions that are in the plan structure.
All required dimensions must have values.
Note: If you change any values in the grid and then select different filters, all updates you made in the
grid are lost if you click Search again. You must click OK to save your changes. Workday recommends
that you complete the task and update the plan again, if needed.
8. Change the statistic value for each period as needed.
As you make changes to your plan, consider:
• For headcount: You plan at the position level, and you plan to fill a position for a period. Enter 1 in
the cell for the period. Otherwise, enter a zero if the position is unfilled.
• For FTE: You plan at the position level, and you plan to fill a position in a corresponding period.
Enter the value you expect the position to be filled at for that period. Example: Enter 0.5 for a part-
time worker. If the position is unfilled, enter a zero.
• For cost of workforce: You plan at the position level, and you plan to fill a position in a corresponding
period. Enter the cost for that period; otherwise enter zero. Workday automatically uses your
tenant's default currency and supports only that currency.
Workday automatically populates a statistic cell with a zero if the cell is empty.

Result
Workday saves the headcount plan. You can continue to change your plan using this task if the plan is in
draft or denied status.

Next Steps
• View the View Headcount Plan report to verify your plan details.
• Submit your plan for approval using the Submit Headcount Plan task.
Related Information
Tasks
Create Templates for HCM Headcount Plans on page 782

Concept: Headcount Plan Reports for HCM

Workday delivers 3 headcount plan reports (secured to the Reports: HCM Headcount Plans domain) to
provide insight into your current and future headcount.

Report Description
Headcount Activity for Plan Provides a view of headcount and FTE movement
by supervisory organization between periods. The
plan structure for the plan you’re reporting on must

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Report Description
include Supervisory Organization as a required
dimension.
This report enables you to assess risks and
challenges by giving you insight into these
changes:
• Actual and planned headcount.
• Gains and losses.
• Variances.
You can configure supervisory organizations as
top-level nodes to support outlining.
The report includes the Plan Lines for Financial
Reporting and Trended Worker report data
sources.
You can copy these subreports to create additional
custom, matrix, and composite reports:
• Headcount Activity Actuals - Sub Report
• Headcount Activity Actuals Snapshot - Sub
Report
• Headcount Activity Planned - Sub Report
You can also copy the entire composite report
to create a custom report. For these custom
reports, you must configure your Trended Workers
organization report fields on the Organizations tab
of the Maintain Trended Workers task.

Headcount Plan to Actuals Compares actual and planned headcounts and

variances by supervisory organization between
quarters for both headcount and FTE. The plan
structure for the plan you’re reporting on must
include Supervisory Organization as a required
dimension.
With this report you can:
• Drill down on values and metrics.
• Configure supervisory organizations as top-level
nodes to support outlining.
The report includes the Plan Lines for Financial
Reporting and Trended Worker report data
sources.
You can copy this composite report to create
a custom report. When you do so, Workday
automatically includes these subreports:
• Plan Report - Sub Report
• Trended Headcount Snapshot for Plan - Sub
Report
For these custom reports, you must configure your
Trended Workers organization report fields on

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Report Description
the Organizations tab of the Maintain Trended
Workers task.

View Headcount Plan Displays headcount plan details by organizing

dimension and the plan periods that you select in
the plan structure.

Related Information
Tasks
Create Custom Reports
Create Headcount Plan Structures for HCM on page 779

Reference: Headcount Plan Dimensions for HCM

Workday delivers many dimensions that you can use when setting up the structure for your headcount
plans. The delivered dimensions for HCM headcount plans are:

• Business Unit • Employee Type • Job Family Group • Project

• Company • Fund • Job Level • Region
• Compensation Grade • Gift • Job Profile • Supervisory
• Contingent Worker • Grant • Location Organization
Type • Is Manager • Management Level • Work Shift
• Cost Center • Is People Manager • Pay Rate Type • Worker Type
• County • Job Category • Position
• Custom Organization • Job Family • Program
(1-10)
• Employee (Name)

Related Information
Tasks
Create Headcount Plan Structures for HCM on page 779

Retirees

Retire an Employee

Prerequisites
• Configure the Add Retiree Status business process and security policy in the Staffing functional area.
• Create a retiree organization and assign support roles to it, such as Retiree Administrator and Retiree
Partner, using the Create Retiree Organization task.
• Create reasons for adding retiree status using the Maintain Event Categories and Reasons task.
• Terminate the employee.

Context
You can assign retiree status to a terminated employee in 2 ways:
• Add the Add Retiree Status business process to the Termination business process as an optional step
after the completion step. In the Maintain Termination Categories task, select the Retirement check
box next to reasons that you want to use to track retirees.
• Run the Add Retiree Status task.

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Steps
1. Access the Add Retiree Status task and select the terminated employee.
2. Specify an Effective Date at least one day after the termination date.
3. Select a Reason and Retiree Organization.

Result
The employee receives the Retiree as Self and All Retirees roles. Workday automatically places the
employee in the retiree organization.
The worker is still displayed in the historical information for their previous organization.

Next Steps
You can correct or reverse the retiree status. From the employee's related actions menu, select Worker
History > View Worker History; then select either Correct or Rescind as a related action on the Add
Retiree Status event.
Related Information
Tasks
Set Up Nonsupervisory Organizations
Terminate Employees on page 588

Rehire a Retiree

Prerequisites
• Configure the Remove Retiree Status business process and security policy in the Staffing functional
area.
• Create reasons for removing retiree status using the Maintain Event Categories and Reasons task.

Context
You can remove the retiree status from an employee in 2 ways:
• Add the Remove Retiree Status business process to the Hire, Contract Contingent Worker, or Edit
Position business processes as an optional step after the completion step.
• Run the Remove Retiree Status task.

Steps
1. Access the Remove Retiree Status task.
2. Select the retired employee.
3. Specify an Effective Date and Reason.

Result
Workday removes the Retiree as Self and All Retirees roles from the worker, and removes the worker from
the retiree organization.

Next Steps
When you use the Add Retiree Status task on an active worker who has been previously terminated, the
worker status displays as (Retired - Active).
You can correct or reverse the removal of the retiree status. From the employee's related actions menu,
select Worker History > View Worker History; then select either Correct or Rescind as a related action
on the Remove Retiree Status event.

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 | Staffing | 789

Related Information
Tasks
Correct Staffing Events on page 769

HR Partner Hub

Steps: Set Up HR Partner Hub

Prerequisites
Security: Worker Data: HR Partner Hub domain in the Staffing functional area.

Context
You can configure the HR Partner Hub as a single point of access to workforce movement data and
reports.

Steps
1. Edit Domain Security Policies.
Configure the Worker Data: HR Partner Hub domain in the Staffing functional area.
Note: If you can't access a security policy for the domain, you'll need to create it using the Create
Security Policy for Domain task.
2. Set Up Hubs.
You can:
• Add an announcement.
• Hide navigation items.
• Hide or replace dashboards or suggested links. Example: Replace the delivered Headcount
Movement dashboard with a custom dashboard.
• Configure the overflow menus of the cards and remove cards you don't want to use on the Content
tab.
3. (Optional) Access the reports to view and manage business process events.
In the View Incoming Workers and View Outgoing Workers reports,events in Move Worker
(Supervisory) repeat for the parent and child business processes. This causes the All Steps count to
update after the business process for the child organization has been completed.
4. (Optional) Access the default or configured dashboards and suggested links.

Result
HR partners can access the HR Partner Hub in Workday.
Related Information
Concepts
Concept: Security Policies
Concept: HR Partner Hub on page 790
Tasks
Steps: Set Up Dashboards and Landing Pages
Reference
Reference: HR Partner Hub Security and Data Sources on page 791
Reference: Workforce Composition Dashboards on page 1539

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Examples
2023R2 What's New Post: HR Partner Hub

Concept: HR Partner Hub

The HR Partner Hub is a workspace for HR partners to access information on workforce movement
and composition. You can use the hub to:
• View upcoming, in-progress workforce movement events for incoming and outgoing workers and
change job events.
• Access detailed reports on these events, including information on the worker and business process.
• Gain insight into key workforce metrics for the next 3 months for joining and terminating workers and
open job requisitions.
• Navigate to dashboards and suggested links.
Note: The filter on the overview page filters results in the cards and reports, but not the metrics. Select
your filtering options each time you access the hub, as the filter resets after every session.

Employee Movement Cards and Reports

The delivered cards and reports provide information on upcoming workforce changes. By default, the cards
display a maximum 50 events for the next 30 days. You can adjust the timeframe using the filter on the
hub's overview page.
You can configure a card's overflow menu to link to relevant tasks, reports, dashboards, and external
links. Workday links each card to its corresponding report, where you can access all upcoming events. The
reports provide information on:
• The worker.
• The business process and its status.
• The current step, steps pending, and awaiting persons for in-progress transactions.
• Your action items, which you can manage without leaving the hub.

The reports and cards display relevant events for these business processes:

View Incoming Workers View Outgoing Workers View Change Job Events

• Hire • Termination • Change Job

• Contract Contingent Worker • End Contingent Worker
• Change Job with a Contract
supervisory organization • Change Job with a
change supervisory organization
• Move Workers (Supervisory) change
• Move Workers (Supervisory)

Workforce Metrics
The HR Partner Hub delivers data visualizations of completed events in the next 3 months for:
• Joining workers, including employees and contingent workers.
• Terminating workers, including voluntary and involuntary terminations.
• Open job requisitions, categorized by 4 sub-periods.
Note: The Open Job Requisitions metric doesn't display confidential, evergreen, or rescinded job
requisitions, or requisitions with more than 1 opening.

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HR Partner Hub Dashboard and Suggested Links

The HR Partner Hub provides access to the Headcount Movement dashboard. If you already have this
dashboard configured, you'll have immediate access to it in the hub. Otherwise, you'll need to configure it
to display when you're setting up the hub.
For users secured to the Manage: People Analytics or View: People Analytics domain, the HR Partner Hub
delivers a default suggested link to People Analytics. You can hide this link or configure your preferred
links.
Related Information
Concepts
Concept: Dashboards
Concept: Landing Pages
Tasks
Steps: Set Up Dashboards and Landing Pages
Steps: Set Up HR Partner Hub on page 789
Reference
Reference: Workforce Composition Dashboards on page 1539
Examples
2023R2 What's New Post: HR Partner Hub

Reference: HR Partner Hub Security and Data Sources

Security Domains

Report Data Sources

Metrics Data Sources

Domains Considerations

Worker Data: HR Partner Hub in the Staffing Grants access to the HR Partner Hub.
functional area.
Restricted to these security group types:
• Roles - Company Hierarchy
• Roles - Cost Center
• Roles - Cost Center Hierarchy
• Roles - Custom
• Roles - Custom/Financial
• Roles - Custom/Staffing
• Roles - Location Hierarchy
• Roles - Region
• Roles - Region Hierarchy
• Roles - Supervisory
• Unconstrained Groups
Note: Unconstrained security groups can be
secured to the Worker Data: HR Partner Hub
domain for configuration purposes. However, data
doesn't display for these users unless they are also
a member of a constrained role-based security
group.

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Indexed Data Source: Job Requisitions in the Grants access to the Job Requisition Aging
Staffing functional area. report indexed for the Open Job Requisitions data
visualization.
Job Requisition Data in the Pre-Hire Process
functional area.

Manage: People Analytics in the People Grants access to the default Suggested Link to
Analytics functional area. People Analytics.

View: People Analytics in the People Analytics

functional area.

The HR Partner Hub includes this indexed report data source (RDS):

RDS RDS Description Primary Business Security Domain Workday

Object Standard Reports
Based on RDS

Completed Staffing Returns 1 row Staffing Event Worker Data: HR • Workers Joining
Events for HCM for each staffing Partner Hub in the Next 3
Reporting event. Includes Months
all relevant • Workers
staffing events for Terminating
organizations that in the Next 3
the user manages Months
or supports.
You can only
access these
reports in the HR
Partner Hub.

The Workforce Metrics data visualizations in the HR Partner Hub leverage these data sources:

Visualization Data Source Description Primary Business

Object

Joining Workers in the Completed Staffing An indexed data source Staffing Event
Next 3 Months Events for HCM providing information on
Reporting (secured to completed joining events
the Worker Data: HR for:
Partner Hub domain).
• Employees.
• Contingent workers.

Terminating Workers Completed Staffing An indexed data Staffing Event

in the Next 3 Months Events for HCM source providing
Reporting (secured to information on
the Worker Data: HR these completed
Partner Hub domain). termination events:
• Voluntary
termination.
• Involuntary
termination.

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 | Staffing | 793

Visualization Data Source Description Primary Business

Object

Open Job Requisitions Job Requisitions - An indexed data source Job Requisition
Indexed (secured to that returns completed
the Job Requisition job requisition events.
Data and Indexed Data Excludes these kinds of
Source: Job Requisitions requisitions:
domains).
• Rescinded.
• Evergreen.
• Confidential.
• With more than 1
opening.

Note: Workday might take several hours to update an indexed data source with the most recent data in
your tenant.
Related Information
Concepts
Concept: Security Groups
Tasks
Steps: Set Up HR Partner Hub on page 789
Examples
2023R2 What's New Post: HR Partner Hub
The Next Level: Workforce Composition Dashboards

Staffing FAQs

FAQ: How Does the Conversion Position Start Date Field Work?
During implementation, Workday populates a Conversion Position Start Date report field for workers
whose hire date differs from their current position start date. This field enables you to report on the actual
length of time a worker has been in their current position. Example:
• You hired Steve in 1999 as a business analyst.
• Steve became a product manager in 2005.
• The company Steve works for went live on Workday in 2012.
• To reflect how long Steve has been a product manager, Workday sets the hire date for Steve to 1999.
Workday sets the Conversion Position Start Date to 2005.
To update the Conversion Position Start Date for workers after implementation, correct the Hire business
process. From the related actions menu of the Hire event in a worker's history, select Business Process >
Correct.

FAQ: Supervisory Organizations and Staffing Events

Can Nonsupervisory Roles Perform Staffing Tasks?

Nonsupervisory roles are roles that are on an organization that's not supervisory. Nonsupervisory roles can
only perform staffing tasks for workers and positions in associated supervisory organizations linked to the
nonsupervisory role through the:
• Company or Company Hierarchy
• Cost Center or Cost Center Hierarchy

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 | Staffing | 794

• Location Hierarchy
• Region or Region Hierarchy
• Custom Organization
• Matrix Organization
• Pay Group
• Retiree Organization
Access the Business Process Security Policies for Functional Area report and add the nonsupervisory
roles to the security groups that can initiate these tasks.

Task Location Hierarchy Other Nonsupervisory

Restrictions Organizations
Create Position You can only create positions Only staffing organization roles
or set hiring restrictions in a from the supervisory organization
Set Hiring Restrictions
supervisory organization whose defaults can perform these tasks.
primary location is in a location
hierarchy you can access.
Add Job The position or hiring restrictions The position or hiring restrictions
must be either: must be in the nonsupervisory
Contract Contingent Worker
organization.
• Associated with a business
Hire Employee
site location in a location
Start International Assignment hierarchy you can access.
• Unassociated with a specific
business site location.

All other worker-based tasks, The worker's position must be The worker's position must be in
such as Change Contact in a business site location in the nonsupervisory organization.
Information a location hierarchy you can
access.
All other position-based tasks, The position must be in a The position must be in the
such as Edit Position and business site location in a nonsupervisory organization.
Change Job location hierarchy you can
If you use the Change Job task
access.
to move a worker but not the
If you use the Change Job task position, only roles from the
to move a worker but not the default organizations associated
position, the location hierarchy with the proposed supervisory
automatically populates from the organization can perform the
first available of the: task.
• Hierarchy associated with the
proposed location.
• Hierarchies associated with
the location hiring restrictions.
• Hierarchy associated with
the primary location of
the proposed supervisory
organization.

How Are Historical Staffing Events Secured?

Workday secures a staffing event to the organizations of the position. Users with roles on those
organizations have access to those current and historical staffing events. To view events for a worker that's
no longer part of the supervisory organization, use the View Supervisory Organization As Of task.

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 | Staffing | 795

Example: A worker leaves Supervisory Organization A and joins Supervisory Organization B. You’re an
HR Partner whose role is based on Supervisory Organization B. You don't have a position or role on
Supervisory Organization A. You don't have access to the historical staffing events completed when the
worker was in Supervisory Organization A.
Related Information
Concepts
Concept: Roles, Time Zones, and Snapshots
Tasks
Edit Business Process Security Policies
Reference
Reference: Organization Types and Subtypes

FAQ: Can I control which job details are visible on worker profiles?
Yes, you can hide many fields on the Job Details tab of worker profiles using the Configure Optional
Fields task.
See Hide or Require Optional Fields.
Related Information
Tasks
Steps: Set Up Profiles and Profile Groups

Troubleshooting: Staffing Tab Doesn't Display on a Supervisory Organization

Cause:

Cause Solution
The role doesn't have the correct security 1. Link the relevant roles to a security group with
permissions to view the Staffing tab on the permissions on the Worker Data: All Positions
Supervisory Organization profile. domain in the Staffing functional area.
2. Link the relevant roles to a security group with
permissions on at least 1 of these domains in
the Organizations and Roles functional area:
• Manage: Supervisory Organization
• Reports: Supervisory Organization View as
of Date
3. Modify the relevant roles so that they meet at
least 1 of these criteria:
• The roles are on the relevant supervisory
organization.
• The roles are on any of the superior
supervisory organizations.
• The roles are on a location hierarchy that
includes the location for the supervisory
organization.
• The roles are on a location hierarchy that
includes the location for any superior
supervisory organizations.

The security group that grants permissions on the 1. Grant all security groups in the intersection
relevant domain security policies for the assigned security group access to the Worker Data: All
role is in an intersection security group. Positions domain in the Staffing functional area.

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 | Compensation | 796

Cause Solution
2. Grant all security groups in the intersection
security group access to at least 1 of these
domains in the Organizations and Roles
functional area:
• Manage: Supervisory Organization
• Reports: Supervisory Organization View as
of Date

There are no positions in the Supervisory 1. Wait until the business process completes after
Organization. you create a position or change the position
location on the Supervisory Organization.
2. Ensure that your role on the location hierarchy
is in a security group that has access to the
Worker Data: All Positions domain.

Compensation

Components: Elements and Eligibility Rules

Steps: Set Up Compensation Components

Context
Configure compensation frequencies, elements, and eligibility rules for your organization.

Steps
1. Create Frequencies on page 797.
Define frequencies for use in compensation and payroll calculations.
2. Access the Maintain Units of Measure task.
Define the units of measure for compensation plans with unit-based targets.
Security: Set Up: Unit of Measure domain in the Common Financial Management functional area.
3. Create Compensation Elements on page 798.
Compensation elements establish the link between compensation and payroll.
4. Create Compensation Packages on page 843.
5. Create Eligibility Rules for Compensation on page 803.
Define the rules that determine the employee groups eligible for compensation plans.
6. Assign Compensation Components to an Eligibility Rule on page 805.
Assigning compensation components to an eligibility rule enables Workday to automatically populate
default compensation values during business processes under certain conditions.
7. (Optional) Steps: Manage Compensation Basis on page 920.

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 | Compensation | 797

8. Set up security:
• Segmented security: Set Up Segmented Security by Compensation Plans on page 848.
• Intersection security:
Note: Workday doesn't recommend using intersection security for Compensation because it
doesn't apply to all situations. One case where Workday can't evaluate intersection security is
exclusion criteria, which depend on organizations. Many compensation components, including plans,
grades, and pay ranges aren't associated with organizations. Managers can't have security over
compensation components through organizations and roles the way they can for employees.
Related Information
Reference
Reference: Compensation Plan Comparisons on page 869

Create Frequencies

Prerequisites
Security: Set Up: Compensation General domain in the Core Compensation functional area.

Context
You can maintain existing or create new frequencies for compensation and payroll calculations.
Frequencies determine the number of occurrences (or units) in a year that Workday uses to calculate
annual compensation.
Workday delivers a set of frequency types, including Hourly and Semi-Monthly. Each frequency requires an
Annualization Factor that is greater than zero and specifies the number of occurrences in a year. Some
frequencies, such as Bi-weekly and Semi-monthly, match pay cycles while other frequencies, including
Hourly and Annual, don't. Examples:
• Annual: 1 time in a year.
• Bi-weekly: Every 2 weeks or 26 times in a year.
• Semi-monthly: 2 times every month or 24 times in a year.
You can modify these or add your own as needed. If the standard number of working hours differs by
location, you can create a different hourly frequency for each location.

Steps
1. Access the Maintain Frequencies task.
2. As you complete the task, consider:
Option Description
Annualization Factor The number of units (occurrences) in a year. Workday uses the
annualization factor to calculate annual compensation. You can enter
up to 6 decimal places.
The default annualization factor for Hourly is 2080, which equals the
number of work hours in a year in the USA (40 hours each week * 52
weeks). Other locations might have different annualization factors for
Hourly. Examples:
• 1664 (32 hours each week * 52 weeks).
• 1920 (40 hours each week * 48 weeks).

Use Weekly Hours For Hourly frequency types.

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 | Compensation | 798

Option Description
If selected, Workday uses the scheduled hours each week when
calculating annual pay. Using weekly hours affects how Workday
evaluates grade range penetration for an hourly worker, which is based
on the annual equivalent of hourly pay.
If cleared, Workday calculates the annual equivalent.
If you use Workday Payroll, select this check box as a best practice for
hourly workers. If you clear Use Weekly Hours, Workday might treat
part-time, hourly workers as full-time. Example: For Commitments and
Obligations, Workday might create commitments for part-time, hourly
workers.

Used in Payroll Interface Select the check box to make a frequency definition available for use in
positions, earnings, and deductions that you set up for external payroll.

Example
Example: You schedule a worker to work 20 hours each week at 10 USD an hour. If you:
• Select Use Weekly Hours, Workday calculates the annual equivalent by multiplying hourly pay (10) by
the scheduled weekly hours for the worker (20), then by the Weekly Annualization Factor (52):
10 USD * 20 hours * 52 weeks = 10,400.00 USD annual equivalent
• Clear Use Weekly Hours, Workday multiplies hourly pay (10) by the Hourly Annualization Factor
(2080):
10 USD * 2080 hours = 20,800.00 USD
Workday treats the worker as full-time instead of part time.

Create Compensation Elements

Prerequisites
• Create the earning codes that you want to associate with the base pay compensation elements:
• Create earnings in Workday Payroll.
• Maintain external payroll earnings for the Payroll Interface.
• Security: Set Up: Compensation Elements domain in the Core Compensation functional area.

Context
Compensation elements link compensation and payroll. When a compensation element is attached to a
plan that is assigned to an employee, Workday can determine which earnings to use to pay the employee.

Steps
1. Access the Maintain Compensation Elements task.
You can also access the Add Compensation Element task to add 1 element at a time for best
performance when your compensation elements have a high number of Payroll entities.
2. Consider:
Option Description
Period Activity Pay Enabled Displays if the Enable Period Activity check
box is selected in the Educational Institutions
section of the Edit Tenant Setup - HCM task.

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 | Compensation | 799

Option Description
Compensation elements enabled for Period
Activity Pay aren't available for standard
compensation plans.

Academic Pay Enabled Displays if the Enable Educational Institution

Features check box is selected on the Edit
Tenant Setup - HCM task.
Select the check box if this compensation element
can be paid in a different period than the period it
was earned in.

Payroll Earning Select the values that apply to all your payroll
entities.
External Payroll Earnings Select the earnings that apply to each payroll
entity.

Next Steps
You can use Maintain Compensation Element Groups task to group compensation elements. If you've
more than 1 compensation element that defines base pay, create a compensation element group to
associate base pay compensation elements.
Related Information
Tasks
Steps: Create Earnings
Steps: Set Up Compensation Components on page 796
Manage External Payroll Earnings
Map Earnings to Compensation Elements

Setup Considerations: Compensation Eligibility Rules

You can use this topic to help make decisions when planning your configuration and use of compensation
eligibility rules. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Eligibility rules define dynamic lists that group employees based on their attributes, such as location,
management level, position, or job profile. Worker attributes change as they progress through their
career and receive promotions, transfer departments, or change locations. You create eligibility rules with
attributes and condition rules and logical relations between them.
Example: Sam works in the Portland office and is eligible for an allowance plan based on an eligibility rule
that uses the Portland location. Sam then transfers to Amsterdam. The Portland-based eligibility rule no
longer applies, but there are eligibility rules based on the Amsterdam location that do.

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 | Compensation | 800

Business Benefits
Eligibility rules:
• Save time and increase consistency by automatically populating compensation values in business
processes like Offer, Hire, and in compensation reviews.
• Eliminate time-consuming and error-prone manual maintenance of static employee lists. Static lists are
often based on employee attributes, so targeting the attributes is more direct and flexible.
• Make it easier to meet regulatory or business requirements.

Use Cases
• Roll out (assign) or remove compensation plans to employee populations. Example: Roll out the same
compensation plan to all nonmanagement employees, except employees in selected departments.
• Assign salary plans based on management level, location, or both.
• Propose compensation during the Offer, Employment Agreement, and other business processes.
• Assign severance plans based on number of years of service.
• Define the compensation plans or plan profiles that apply to job requisitions.

Questions to Consider

Question Considerations
Do you configure default Workday uses default compensation, if configured on the position, to
compensation on positions? populate compensation values in business processes such as Hire. If you
don't configure default compensation on positions, Workday uses eligibility
rules.
You can assign compensation components (plans, grades, and packages)
to eligibility rules on the Assign Compensation Components to Rule
task. Doing so enables Workday to populate compensation values during
business processes under certain conditions.
Example: During the Hire process, Workday searches for compensation
values from previous employment, Offer, the job requisition, and the
position. If unsuccessful, Workday derives compensation values from the
eligibility rules associated with compensation components.

What criteria do you use to Design your eligibility rules around these criteria.
assign compensation plans
You can then roll out (assign) plans to specified populations.
to employees?
What employee populations Compensation reviews require that you specify merit, bonus, or stock
do you target for periodic plans. Workday includes employees assigned to those plans in the
merit, bonus, and stock compensation review process and doesn't use eligibility rules directly.
awards?
When configuring compensation eligibility rules, consider your periodic
compensation reviews and their target populations.

Do you assign grade You can create eligibility rules for grade profiles and compensation plan
profiles manually? profiles to ensure automatic and accurate updates on positions and
employees.
How should Workday You can access the Edit Tenant Setup - HCM task and in the
assign eligibility rules to Compensation section, select the Enable Eligibility Rule Performance
compensation plan profiles? Enhancement for Compensation Plan Profiles option.

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 | Compensation | 801

Question Considerations
• If selected, Workday stops evaluating compensation plan profiles when
it finds the first profile the employee is eligible for. If an employee isn't
eligible for any plan profiles, Workday uses the default plan target.
Note: Selecting this option is permanent. You can't clear or undo your
selection after you submit.
• If not selected, Workday evaluates all plan profiles. If an employee is
eligible for only 1 plan profile, Workday uses it. If an employee isn't
eligible for any plan profiles or is eligible for more than 1, Workday uses
the default plan target.
Workday recommends that you plan and create eligibility rules to be
mutually exclusive and don't target overlapping populations of employees.

Do you base eligibility rules You can access the Edit Tenant Setup - HCM task and in the
on Guidelines fields? Compensation section, select the Enable Defaulting Based on Changes
to Guidelines option.
If selected, Workday applies compensation defaulting to compensation plan
assignments when both:
• Eligibility rules are based on Guidelines fields.
• Any field within the Guidelines section that the eligibility rules are based
upon is changed.

Recommendations
Workday recommends that you design, create, and maintain eligibility rules like a software development
project:

Recommendation Description
Organize and Plan • Build a team to design, plan, and manage the development, deployment,
and use of your eligibility rules.
• Develop procedures for creating, testing, approving, and managing
eligibility rules.
• Document your work. Doing so makes it easier to identify problems if they
arise and also helps Workday Support to diagnose issues.

Design • Develop a list of the employee groups based on your needs. Example:
Assess your needs for assigning compensation plans, packages, and
components.
• Compile the list of attributes that you need for configuring eligibility rules,
such as location or management level.
• As a best practice, build mutually exclusive eligibility rules that don't
overlap each other. Too many eligibility rules might make maintenance
difficult and affect performance.
• Ensure that your rules are exhaustive so that all employees fall into at
least 1 eligibility rule.

Develop • Create enough eligibility rules to meet your needs, but not so many that
managing them is burdensome or performance suffers. When you run
eligibility rules for business processes like Hire, the more rules, the more
processing time.
• Use Workday-delivered fields.

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 | Compensation | 802

Recommendation Description
Test • Test each eligibility rule upon initial creation and whenever you change
them.
• If you discover issues with eligibility rules, record the exact conditions
under which they occur. Update your documentation and testing
procedures accordingly.

Iterate When your needs change along with changes to your operations, return to
the organization and planning phase to determine how eligibility rules can
address your needs.
Even the best testing procedures can sometimes miss issues that only occur
with a specific configuration. When issues arise during production operations,
determine if the issue resulted from design or implementation. Update your
testing procedures accordingly.

Requirements
Workday requires compensation eligibility rules for compensation defaulting and to ensure that employees
get assigned the appropriate compensation components.

Limitations
No impacts.

Tenant Setup
No impacts.

Security
Set Up: Compensation Rule domain in the Core Compensation functional area.

Business Processes
No impacts.

Reporting
Access the Compensation Eligibility Rules report to list the conditions, compensation components, and
job profiles for selected eligibility rules.

Integrations
No impacts.

Connections and Touchpoints

Compensation eligibility rules interact with Workday Recruiting.

Features Considerations
Positions and job requisitions. If you've configured default compensation on
positions, Workday populates compensation
values from the position. Otherwise, Workday uses
eligibility rules.

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 | Compensation | 803

Features Considerations
Design eligibility rules to fill in for positions or job
requisitions where there's no default compensation.

Workday Recruiting. Workday derives compensation values on the Offer

or Employment Agreement from the job requisition.
However, if Workday can't find compensation
values, it uses eligibility rules.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Create Eligibility Rules for Compensation on page 803
Roll Out Compensation Plans to Employees on page 845
Steps: Propose Compensation for Employees or Positions on page 840
Steps: Set Up Locality Pay Areas on page 919
Reference
FAQ: Compensation Defaulting on page 859
FAQ: How is Total Eligible Earnings calculated? on page 986
../../../manage-workday/tenant-configuration/tenant-setup/dan1370797339945.dita

Create Eligibility Rules for Compensation

Prerequisites
• Set up objects, such as job profiles or locations that form the basis for eligibility rules.
•
• Security: Set Up: Compensation Rule domain in the Core Compensation functional area.

Context
You can configure eligibility rules that determine eligibility for compensation components, including
compensation plans, grades and grade profiles, and packages. Workday can then use eligibility rules to
automatically populate values in some processes. Examples:
• When proposing compensation during the Offer or Employment Agreement business processes.
• When creating a job requisition.
• When you assign, roll out, or remove a new or updated compensation plan to employees defined by an
eligibility rule.
• When creating a referral one-time payment.

Steps
1. Access the Create Compensation Eligibility Rule task.
2. (Optional) Select rules, one at a time, from the Copy Condition from Rule list.
You can use the related actions menu to view details about the conditions.
Workday creates a row in the Rule Conditions grid for each rule that you select and populates the
Source External Field or Condition Rule column.

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 | Compensation | 804

3. For each rule condition, consider:

Option Description
And/Or If 2 or more rule conditions exist, select And or Or to control how each
relates to the preceding line. Workday evaluates the expression to be
true when:
• All conditions in an expression connected by And are true.
• At least 1 of the conditions in an expression connected by Or is
true.

() Use the parentheses columns when you need 3 or more rows

connected by And and Or.
Example: To state (a and b) or c add:
• An opening parenthesis at the beginning of statement a.
• An And at the beginning of statement b.
• A closing parenthesis at the end of statement b.
• An Or at the beginning of statement c.

Source External Field or Select 1 option from delivered Workday sources or from condition rules
Condition Rule that you've defined.
The type of field or condition rule you select determines other available
options.

Relational Operator Options depend on the data type:

• A contains operator applies to text but not numeric data types.
• A less than operator applies to numbers or currency, but not
text.

Comparison Type Specify whether to compare the source to another field or to a value
you enter.
Comparison Value Select a comparison field or enter a value to compare to the source.
Order Use arrows to control the order in which Workday processes the
statements.

Result
When you assign compensation components to employees, the eligibility rules determine which ones are
available for selection in the By Compensation Rule prompt folder.

Example
You require that an employee is eligible when both rule conditions a and b are true, or if rule condition c is
true. In short, if (a and b) or c are true.
Assume also that:
• a means that Location equals Paris.
• b means that Job Exempt is true.
• c means that Job Family is Executive.
The employee is eligible or not eligible under these conditions:
• Eligible if Location is Paris and Job is Exempt.
• Not eligible if Location is Paris but Job is non-Exempt.
• Not eligible if Location is Pleasanton and Job is Exempt.

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 | Compensation | 805

• Eligible if Job Family is Executive.

• Not eligible if Job Family is Individual Contributor.

Next Steps
• Access the Assign Compensation Components to Rule task to assign eligibility rules to
compensation components.
• Run the Compensation Eligibility Rules report to verify details.
Related Information
Tasks
Steps: Propose Compensation for Employees or Positions on page 840
Create Business Process Condition Rules
Reference
FAQ: Compensation Defaulting on page 859
2023R1 What's New Post: Eligibility Rule Plan Profile Processing

Assign Compensation Components to an Eligibility Rule

Prerequisites
• Define the compensation components to assign to the eligibility rule.
• Security: Set Up: Compensation Rule domain in the Core Compensation functional area.

Context
You can assign compensation components to a compensation eligibility rule. Doing so enables Workday to
automatically populate default compensation values during business processes under certain conditions.
Example: During the Offer and Employment Agreement business processes, Workday attempts to derive
compensation values from the job requisition. If there is no job requisition, Workday derives values from
the eligibility rules associated with compensation components.
Note: You can also assign eligibility rules to a compensation component when you create or edit the
component.

Steps
1. Access the Assign Compensation Components to Rule task.
2. Select the Compensation Packages, Compensation Grades, Compensation Grade Profiles, and
Compensation Plans that you want to associate with the rule.
Workday displays those components already assigned to the rule.

Grades and Grade Steps

Steps: Set Up Compensation Grades and Grade Steps

Prerequisites
Set up compensation elements and eligibility rules.

Context
Configure and manage compensation guidelines:
• Grades, pay ranges, and grade profiles.

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 | Compensation | 806

• Grade steps and adjustments to them.

• Grade step progression schedules.

Steps
1. Create Compensation Grades on page 806.
Create compensation ranges for jobs and job profiles.
2. Create Compensation Grade Steps on page 808.
Create the grade steps that assign specific monetary amounts to workers. Configure the length of time
that workers must remain in a step before progressing.
3. Set Up Adjustments to Compensation Steps on page 810.
Make adjustments to compensation steps associated with a compensation grade. Workday
automatically adjusts the amount for all employees with those steps.
4. Create a Compensation Grade Hierarchy on page 811.
Create a superior-subordinate relationship between grades.
5. Set Up Automatic Compensation Grade Step Progression Schedules on page 811.
Configure automatic compensation grade step progression schedules to ensure that regulatory or
workplace policies for step progression occur on time.
6. Request Grade Change on page 813.
Request a change in grade for an employee.
7. Set Up Adjustments to Compensation Grades Assigned to Job Profiles on page 814.
Update the grade assigned to a job profile or to employees in that job profile.
Related Information
Reference
Reference: Compensation Grade and Pay Range Security on page 815
Reference: Compensation Step and Grade Progression Reports on page 816

Create Compensation Grades

Prerequisites
• Set up compensation elements and eligibility rules.
• Create eligibility rules for compensation.
• Create frequencies.
• Security: Set Up: Compensation Packages domain in the Core Compensation functional area.

Context
Grades define the standard compensation range for a given job or job level. You can associate more than
1 compensation basis and pay range to a grade.

Steps
1. Access the Create Compensation Grade task.
2. Consider:
Option Description
Pay Range Segments Enter 3, 4, or 5 to define the number of segments you want the pay
range broken into.
Example: If the pay range is 45,000 - 100,000 USD and you select 3,
then the 3 Workday calculated segments are:

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 | Compensation | 807

Option Description
• 45,000 - 63,333 USD
• 63,333 - 81,666 USD
• 81,666 - 100,000 USD

Use Grade Profiles Select this check box if you want to use eligibility rules to create more
granular compensation ranges within the grade.
Example:
• Default range = 45,000 USD - 100,000 USD
• New York range = 55,000 USD to 120,000 USD

If you selected both of these check boxes:

• Apply FTE% on the salary plan.
• Use 100% FTE for Pay Range Comparisons in the Compensation section on the Edit Tenant
Setup - HCM task.
Workday divides the employee salary by the FTE % before comparing it to the salary range midpoint
when calculating these fields:
• Compa-Ratio
• Position in Range
• Pay Range Segment
3. In the Default section, consider:
Option Description
Base Pay Elements Select the compensation elements you want to associate with this
grade.
Workday only includes hourly, salary, and allowance plans categorized
as base pay to calculate compa ratio and target penetration.

Eligibility Rules Select 1 or more rules to use to determine who is eligible for this
compensation component or plan.
When you assign compensation to employees, the eligibility rules
determine whether this component is available for selection in the By
Compensation Rule prompt folder.
If you select multiple eligibility rules, Workday evaluates each rule
independently to determine employee eligibility for the compensation
component. Employees are eligible if they meet the qualifications of
any 1 rule. You can only use individual rules once in the grade and
grade profiles.

4. Enter default compensation pay ranges in the Compensation Pay Range tab and consider:
Option Description
Calculate Segments Select this check box if you want Workday to calculate the values for
the segment tops in equal amounts and the midpoint.
When selected, only the Minimum and last segment top fields are
available for entry. Once you enter these fields, Workday automatically
calculates the other segment tops and midpoint.

Segment # Tops This is the top value for the segment. The last segment top is the
maximum value for the range.

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 | Compensation | 808

Option Description
Midpoint You can enter the midpoint when the Calculate Segments check box
is cleared.
Workday uses the Use Calculated 50% option to calculate compa ratio
instead of the value you enter here when you:
• Change the midpoint to be anything other than 50% of the range,
and
• Have the Use Calculated 50% option selected for Compa-Ratio
Midpoint field on Edit Tenant Setup - HCM.

5. (Optional) If you selected the Use Grade Profiles check box, enter your grade profiles in the
Compensation Grade Profiles tab.
A grade profile must have a pay range associated with Total Base Pay. You can't change the number of
pay range segments for profiles, the number is the same as the grade defaults.
You can drill down to details on any job profiles that reference this grade.
Grade profiles don't display if their number exceeds 250.

Result
Workday uses grades to calculate compa-ratio and pay range segments. Grades are guidelines used in
determining compensation for a worker.
If proposed compensation for an employee extends beyond the limits of the reference pay range for the
employee's grade or grade profile, Workday issues a warning but permits submission of the proposed
compensation. Reviewers and approvers can then evaluate whether to approve the proposal.

Next Steps
To associate a grade to a job profile, use the Create or Edit Job Profile tasks.

Create Compensation Grade Steps

Prerequisites
• Create compensation grades.
• Security: Set Up: Compensation Steps domain in the Core Compensation functional area.

Context
A step is a specific point in a compensation grade or grade profile salary range that is associated with a
monetary amount. Steps, like compensation plans, assign a specific monetary amount to a worker.
If you assign a grade profile to a worker's compensation package, Workday uses the steps on the grade
profile, not the steps on the grade.

Steps
1. Access the Maintain Compensation Steps task.
2. Select the Assign 1st Step During Compensation Proposal check box to assign the first
compensation step to workers associated with their grade or grade profile when hired.
If selected, Workday assigns the first compensation step when all these conditions are true:
• The worker has an eligible compensation grade.
• The grade has compensation steps.
• The worker either doesn't have a step assigned or doesn't have a step in the grade assigned.

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 | Compensation | 809

3. In the Grade Profile Steps tab, consider:

Option Description
Salary Pay Plan Select the salary or hourly plan you want to
associate with these steps.
Allow Override Select this check box to allow the overriding of the
step values in a specific worker's compensation
package.
4. In the Steps section of the Grade Profile Steps tab, consider:
Option Description
Sequence Identifies the step progression order for workers
assigned to the grade or grade profile.
Enter any unique and sortable character string,
such as 1-2-3 or A-B-C.
Workday sorts the sequence by character. So if
you use numbers, use 01 for 1, 02 for 2, and so
on. Otherwise, 11 precedes 2 and 21 precedes 3.

Interval and Period Define the length of time that workers must
remain in the step before progressing to the next
step in the grade.
The interval must be a positive whole number,
such as 6 Months or 2 Years or 13 Weeks or 30
Days.

(Optional) Progression Rule Select an eligibility rule for Workday to use to

progress workers. The rule on the current step
must be true for workers to progress to the next
step.
Examples: Age, length of service, job profile, or
collective agreement.

5. (Optional) In the Grade Profile Steps tab, you can define a step on a profile.
If there are no profiles associated with the selected salary pay plan, then you can't add grade profile
steps.
When a worker matches the eligibility rules on the grade profile, Workday uses the values associated
with the grade profile steps, not those on the Grade Steps tab.

Result
To view the compensation step assigned to the worker, select Compensation > View Compensation as a
related action off the worker.

Next Steps
Assign steps to employees as part of staffing transactions based on your compensation package and
compensation defaulting rules.
Related Information
Tasks
Set Up Automatic Compensation Grade Step Progression Schedules on page 811

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 | Compensation | 810

Reference
Reference: Edit Tenant Setup - HCM

Set Up Adjustments to Compensation Steps

Prerequisites
• Configure the Set Up Compensation Step Adjustment business process to meet your organization's
needs.
• Create compensation steps.
• Define reasons for the Request Compensation Change event using the Maintain Event Categories
and Reasons task.

Context
You can make adjustments to compensation steps associated with a compensation grade. Workday
automatically adjusts the amount for all employees with those steps.

Steps
1. Access the Set Up Compensation Step Adjustment task.
2. Select the compensation grade.
If the grade you want to adjust already has an adjustment in progress, the grade won't be available for
selection.
3. Select the allowed actions for Employees using Default and Employees using Override.
Option Description
Adjust to New Defaults Applicable to Employees using Default and
Employees using Override.
Workday sets the assigned value to the new
default.

Adjust by Same Amounts Applicable to Employees using Override.

Workday calculates the difference between the
old default and the new default. Workday adjusts
the employee's assigned value by that same
difference.
For example, the old default was 500 and the
new default is 600, which equals a difference of
100. The employee's override amount was 700.
The adjustment to the employee's assigned value
would be 700 + 100 = 800.

4. In the Grade Steps tab, enter the New Amount for the step that replaces the Old Amount.
5. In the Grade Profile Steps tab, enter the New Amount for the step that replaces the Old Amount.

Result
If you included a review step in the business process definitions, the reviewer completes the same steps
and either approves, denies, or sends back the request to the proposer.
Once approved, the process:
• Updates the compensation grade steps with the new defaults so that future grade assignments have
the new values.
• Creates compensation events with new values for each impacted employee.

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 | Compensation | 811

Next Steps
To correct a future dated compensation event, correct or rescind the event and then reprocess it after you
run the adjustment process.
Related Information
Tasks
Create Compensation Grade Steps on page 808
Set Up Automatic Compensation Grade Step Progression Schedules on page 811

Create a Compensation Grade Hierarchy

Prerequisites
• Create compensation grades.
• Security: Set Up: Compensation General domain in the Core Compensation functional area.

Context
You can create a single superior-subordinate relationship between grades. Example:

Level 1 CEO CFO CIO

Level 2 VP Finance VP Human Resources VP Sales
Level 3 Manager Engineering Manager Recruiting Manager Research
Level 4 Receptionist Support Analyst Salesperson

Note: You can also use the Put Compensation Grade Hierarchy web service to create or edit your grade
hierarchy.

Steps
1. Access the Maintain Compensation Grade Hierarchy task.
2. Create your grade structure.
Option Description
Order This is the grade level. 1 is the highest level.
Compensation Grades Enter all grades you want associated with the
grade level.

Related Information
Tasks
Set Up Compensation Package Analytics on page 844
Steps: View Talent Across Organizations on page 1535
Create Compensation Grade Steps on page 808

Set Up Automatic Compensation Grade Step Progression Schedules

Prerequisites
• Create compensation steps and their progression sequence for your grades and grade profiles.
• Security: Process: Automatic Step Progression domain in the Core Compensation functional area.

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 | Compensation | 812

Context
You can configure automatic compensation grade step progression schedules to ensure that regulatory
or workplace policies for step progression occur on time. As a best practice, Workday recommends that
you schedule the Employee Compensation Step Progression and Employees Eligible for Next
Compensation Step reports to run at the same time as the step progression process. Doing so identifies
the employees participating in parallel compensation events that can prevent them from progressing to the
next step.

Steps
1. Access the Schedule Automatic Step Progression task.
2. Select a Run Frequency to determine when and how frequently to automatically progress your
employees to the next step.
3. On the Schedule tab, enter the applicable scheduling options, which vary depending on the selected
Run Frequency.
This tab doesn't apply to the Run Now option.
Option Description
Daily Recurrence How frequently the process runs in the Recurs
Every x Day(s) field. The number you enter must
range from 1 through 366.
Example: To schedule a recurrence for every day,
enter 1; for every other day, enter 2.
You can select Recurs Every Weekday to run
the process every day from Monday through
Friday.
Weekly Recurrence How frequently the process runs in the Recurs
Every x Week(s) field. The number you enter
must range from 1 through 52.
Monthly Recurrence How frequently the process runs in the Day of the
Month, or Week of the Month and Day of the
Week fields.
Start Time The time of day to start the background process.
End Date You can't schedule a process to run more than 5
times after the end of the next calendar year.
Example: a process that runs daily starting on
4/22/2013 must end no later than 1/5/2014.
As a best practice, set the end date no later than
12/31 of the next calendar year.

4. (Optional) Select 1 or more employees to include or exclude from the step progression schedule using
either an eligibility rule or by selecting employees individually.

Result
The process scans all employees with compensation steps and evaluates whether the interval/period or
the step progression rule on the current step applies. If so, Workday progresses these employees to the
next grade step. Upon completion, the process updates compensation history for these employees.
• If you assigned a progression rule to the step, the effective date of the compensation change is the
date of the scheduled run. If you associated the step with an interval/period, the effective date of the
compensation change is the date employees meet the time requirement.

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• If employees are participating in a parallel compensation event, Workday doesn't progress them to the
next step. You can view a list of these employees by running these reports:
• Employee Compensation Step Progression
• Employees Eligible for Next Compensation Step
The next time you run the process, it includes those employees. The date of the step change is the start
date of the new step no matter when the process advances the employee.
Example: An employee is eligible to progress from Step 1 to Step 2 on July 1 but is part of another
compensation process on July 1. The automatic step process ignores that employee and logs them on the
Employee Compensation Step Progression Audit report. Each run, the process attempts to progress
that employee to the next step until successful. The date of step change remains July 1, no matter when
the process finally succeeds.
For employees managed by a compensation basis total, Workday processes salary plans in different ways,
depending on whether the plan allows overrides:
• If the salary plan doesn't allow overrides, Workday treats the salary increase associated with step
change as a fixed amount and doesn't alter it.
• If the salary plan does allow overrides, Workday allocates the plan as necessary.
In both cases, Workday performs a partial calculation for any plans that depend on the salary plan.
Workday then adjusts the primary compensation basis.
Related Information
Tasks
Create Compensation Grade Steps on page 808
Reference
Reference: Compensation Step and Grade Progression Reports on page 816

Request Grade Change

Prerequisites
• Define reasons for the Request Compensation Changes event using the Maintain Event Categories
and Reasons task.
• Create compensation grades.
• Configure the Request Compensation Change business process to meet your needs.

Context
You can request a change in grade for any employee not assigned a grade step.

Steps
1. Access the Request Grade Change task.
2. Specify the Employee to whom this change applies. This field doesn't display when you select this task
as a related action off an employee.
3. Select a different Grade, and optionally, select a new Grade Profile.

Result
Changing the grade might change the pay range for the employee; however, it doesn't change actual
compensation.

Next Steps
To change pay, use the Request Compensation Change task.

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 | Compensation | 814

Related Information
Tasks
Set Up Compensation Package Analytics on page 844

Set Up Adjustments to Compensation Grades Assigned to Job Profiles

Prerequisites
• Configure the Set Up Compensation Grade Job Profile Adjustment business process.
• Define reasons for Request Compensation Change event using the Maintain Event Categories and
Reasons task.

Context
You can update the grade assigned to:
• A job profile.
• Employees in that job profile.
Note: Workday doesn't update employees in a grade step.

Steps
1. Access the Set Up Compensation Grade Job Profile Adjustment task.
2. Select the Job Profile.
If the job profile you want to adjust already has an adjustment in progress, it won't be available for
selection.
Workday calculates and displays:

Employees in this Grade • Identifies all positions that have the selected
job profile.
• Identifies employees in those positions.
• Identifies employees that have the same grade
as that on the job profile.
• Excludes employees in a compensation step.

Employees not in this Grade • Identifies all positions that have the selected
job profile.
• Identifies employees in those positions.
• Identifies employees that have a grade that
doesn't match the one on the job profile.

Employees with an In Progress Event Workday doesn't process these employees.

Complete the in-progress event and then
reprocess these employees.
3. Select the Allowed Actions for Employees not in this Grade.
This applies only when you assign employees to the plan.
Option Description
Adjust to New Grade Workday sets the assigned value to the new
default.
Do Not Adjust Workday makes no changes to the values
assigned to the employee's compensation.

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 | Compensation | 815

4. In the Proposed Grade section, enter the Grade you want to associate with the job profile.

Result
Once approved, the process:
• Updates the job profile with the new grade.
• Assigns the grade to the employees and uses eligibility rules to determine if an employee qualifies for a
grade profile.
• Creates compensation events using the entered Event Name for each impacted employee.

Example
An employee living in Atlanta has a job profile called Individual Contributor. The grade associated with
the job profile is called Level 1. Level 1 has 3 grade profiles: Boston, Chicago, and Detroit. The employee
doesn't qualify for any of the grade profiles.
Change the grade associated with the job profile to the grade called IC Level 1. IC Level 1 has 2 grade
profiles: Atlanta and San Francisco.
When you run the process, the employee receives the same job profile with the new grade called IC Level
1. However, the eligibility rules associated with the grade qualifies the employee for the grade profile called
Atlanta.
Related Information
Tasks
Create Compensation Grades on page 806
Create a Compensation Grade Hierarchy on page 811

Reference: Compensation Grade and Pay Range Security

You can configure security domains in the Core Compensation functional area:
• For default compensation on open positions and job requisitions.
• To access worker compensation data.
• For workers to access their own compensation data.

Default Compensation on Open Positions and Job Requisitions

Configure security domains for default compensation on open positions and job requisitions.

Non-Worker Data: Compensation Parent domain of the non-worker compensation

data subdomains.
Non-Worker Data: Compensation Basis Pay Range Grants access to the pay range, compa-ratio,
penetration, and segment-related fields.
Non-Worker Data: Compensation Grade Grants access to the compensation grade and
grade profile-related fields.
Non-Worker Data: Compensation Pay Range Grants access to the total base pay range, compa-
ratio, benchmark, and segment-related fields.

Worker Compensation Data

Configure security domains to access worker's compensation data.

Worker Data: Compensation by Organization Grants access to the Compensation tab on the
worker profile, which displays reports and report
fields for the worker's compensation assignment.

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 | Compensation | 816

Worker Data: Compensation Basis Grants access to worker's Compensation Basis.

Worker Data: Compensation Basis Pay Range Grants access to the pay range, compa-ratio,
penetration, and segment-related fields of
compensation bases.
Worker Data: Compensation Grade Grants access to compensation grade and grade
profile-related fields.
Worker Data: Compensation Pay Range Grants access to the total base pay range, compa-
ratio, benchmark, and segment-related fields.

Worker Access to Their Compensation Data

Configure security domains for workers to access their own compensation data.
Note: Workday doesn't deliver these self-service security policies enabled. Enable the security policies
and add security groups to allow employees to see their own pay ranges.

Self-Service: Compensation Basis Pay Range Grants workers access to the pay range of their
primary compensation basis.
Self-Service: Total Base Pay Range Grants workers access to the pay range of their
total base pay.

Related Information
Tasks
Edit Domain Security Policies
Create Compensation Grade Steps on page 808
Set Up Automatic Compensation Grade Step Progression Schedules on page 811

Reference: Compensation Step and Grade Progression Reports

To view employee information regarding step and grade progression, use these reports:

Report Name Purpose Generation Next Step

Employee Lists employees who have To run this report: Review the employees
Compensation had a compensation step included on the list and drill
• Access the report
Step change within the specified into details as necessary.
through search or the
Progression time period.
Compensation menu If you have run the
The report captures: category. automatic step progression
• Use the Schedule a process, access the
• Employees advanced
Report task to schedule Employee Compensation
to the next step through
and run the report the Step Progression Audit
the automatic step
same time that you report to review a list of
progression progress.
run automatic step skipped employees due to
• Employees hired into a conflicting compensation
progression process.
compensation step. events.
• Employees with a
manual compensation
step change.
Click the various links on
a compensation change
to drill into details. For hire
compensation events, the
Old Step value remains

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Compensation | 817

Report Name Purpose Generation Next Step

blank if this is their first
step.

Employee This report lists employees To run this report: Complete the processing
Compensation eligible to progress to the of the conflicting
• Access the report
Step next compensation step compensation event for
through search or the
Progression in their grade but did not. the pending employees. To
Compensation menu
Audit Some employees don't drill to the compensation
category.
progress due to a parallel event that prevented the
compensation process that • Use the Schedule a step progression, click the
ran the same time as the Report task to schedule Parallel Compensation
automatic step progression and run the report the Process link.
process. same time that you
run automatic step Next, rerun the automatic
The automatic step progression process. step progression process
progression process can using the Schedule
advance employees to Automatic Step
the next step if there is Progression task.
no parallel compensation
process in progress.

Employees Lists relevant details To run the report: For employees on the
Eligible about employees who last step of their grade,
• Access the report
for Next have reached the last progress these employees
through search or the
Compensation compensation step in their to the next grade manually
Compensation menu
Grade current grade and are using the Request
category.
eligible to progress into the Compensation Change
first step of the next grade. Use the current or future task.
date.
The automatic step
• Use the Schedule a progression process only
Report task to schedule moves employees to the
and run the report the next step within the same
same time that you grade.
run automatic step
progression process.

Employees This report lists, as of a Access the report When ready, run the
Eligible specific date, relevant through search or the automatic step progression
for Next details about employees Compensation menu process to advance these
Compensation who have satisfied the time category. Use the current or employees to the next step
Step requirement for their current future date. in their grade. To schedule
compensation step and are and run the process, use
eligible to progress to the the Schedule Automatic
next step in their grade. Step Progression task.

Steps: Set Up Within Grade Increase Notifications

Prerequisites
Security: Process: Within Grade Increase domain in the core compensation functional area.
Set up compensation grades, steps, and automatic step progression.
Configure the default definition and business process security policy for the Within Grade Increase
Notification business process.

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 | Compensation | 818

Context
Within grade increase notifications in Workday enable managers to approve or deny within grade increase
events with greater ease and visibility.

Steps
1. Access the Edit Step Progression Configuration task.
2. (Optional) Select the Enable Last Equivalent Increase for Step Progression Date Adjustment
check box.
This check box will preserve your employees' step progression date. If they receive a pay increase or
face other compensation changes tied to an effective date, the step progression date will remain the
same.
3. Access the Schedule Within Grade Increase Notification task.

Result
Managers will receive within grade increase notifications based on your configured schedule. Managers
can approve or deny the within grade increase upon receiving the notification.

Next Steps
Run the All Within Grade Increase Notification Events report to view a complete list of notification
events.
Related Information
Reference
2023R1 What's New Post: Within Grade Increase

Steps: Set Up Quality Step Increase

Prerequisites
Set up compensation grades, steps, and automatic step progression.
Configure the default definition and business process security policy for the Quality Step Increase business
process.

Context
Quality step increases in Workday enable you to grant employees a one-time step increase that doesn't
impact their regular step progression.

Steps
1. Access the Maintain Event Categories and Reasons task.
Configure your own reasons for a quality step increase. These reasons identify when an employee
compensation event shouldn't impact their step progression start date.
2. Access the Edit Step Progression Configuration task.
Add your reasons to Non-Qualifying Event Reasons.
3. Access the Request Quality Step Increase task.

Result
The employee's manager will receive a quality step increase notification that they can approve or deny.

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 | Compensation | 819

Related Information
Reference
2023R1 What's New Post: Quality Step Increase

Compensation Survey Management and Benchmark

Setup Considerations: Compensation Survey Management and Compensation

Benchmark
You can use this topic to help make decisions when planning your configuration and use of compensation
survey management and compensation benchmark. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Compensation survey management and compensation benchmark enable you to compare how you're
compensating your employees to other employers and to employees in your tenant. You can match
market data from compensation survey vendors, and internally to Workday job profiles to compensate your
employees and candidates accordingly.

Business Benefits
With compensation survey management, you can:
• Understand how your organization's compensation compares to the market.
• Monitor compensation trends in your industry.
• Budget for compensation cycles in a competitive job market.
• Identify employees that fall below market.
• Offer candidates more competitive compensation packages.
• Make informed decisions on retaining key employees.

Use Cases
• Maintain multiple vendors, products, and compensation surveys over time.
• Match survey jobs with Workday job profiles.
• Connect your employees with matched survey jobs.
• Populate job matches in new compensation surveys based on matches in past surveys.
• Use Workday reports to collect employee compensation data for survey submission.
• Store survey results from multiple surveys with multiple compensation components.
• Store custom fields and percentiles for each compensation component.
• Manage multiple result sets and their effective dates for each survey.
• Manage survey scopes, and use compensation eligibility rules to connect employees with survey
scopes.
• Use data from multiple surveys to generate a compensation benchmark that you can use for guidance
during compensation transactions or to analyze employee compensation.
• Use machine learning to analyze jobs and job profiles from compensation surveys to recommend job
matches.

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Questions to Consider

Questions Considerations
Will Workday calculate the external If Workday calculates the compensation benchmark, set
compensation survey benchmark, or will you up survey vendors, job matches, load survey results, and
calculate it outside of Workday and load it? configure a calculated compensation benchmark cycle.
If you calculate the benchmark outside of Workday,
you only need to set up survey result compensation
components and result percentiles. Then load your
benchmark data into a loaded compensation benchmark
cycle.

What survey vendors and products are best You can use this feature to manage quantitative
suited for this feature? compensation surveys.
How often should you update survey You only need to set up a vendor and survey product
vendors, products, and surveys? once. You can then add new surveys each year.
How many compensation survey You can configure as many survey components, such as
components do you need? Base Pay or Total Cash, as necessary with the Maintain
Compensation Survey Components task. You can
then load components into Workday using the Import
Compensation Survey Job Results web service.
How do you set up compensation survey Access the Maintain Compensation Survey Result
result custom fields? Custom Fields task. You can configure each custom
field as numeric or to inherit the currency type from
compensation component. You can then load your custom
fields into Workday using the Import Compensation
Survey Job Results EIB template and web service.
How do you set up compensation survey Use the Maintain Compensation Survey Result
result percentiles? Percentiles task to configure percentiles. You can
configure as many percentiles, such as 25th, 50th, and
75th, as necessary. You can then load them into Workday
using the Import Compensation Survey Job Results web
service.
What survey scopes do you need? Configure scopes that belong to each compensation
survey vendor on the Maintain Compensation Survey
Scopes task. Survey scopes can be locations, such
as Tri-Cities Area or San Francisco Bay Area. You can
associate survey scopes with employees using eligibility
rules.
How do you want to manage multiple survey You can configure result set names and effective dates on
result set releases of the same survey? the Maintain Compensation Survey Result Sets task.
How do you match a job profile to a survey You can match job profiles to survey jobs or job
job or a specialty of a survey job? specialties on the Edit Compensation Survey Job
Matches task.
You can also use the Put Compensation Survey Job
Matches web service.
To match a subset of employees of a job profile to a
survey job or a specialty, you can also set up eligibility
rules on that job match. Workday matches employees for
the job profile that meet:

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Questions Considerations
• 1 of the eligibility rules on the compensation survey,
and 1 on the survey job to the job profile match.
• 1 of the eligibility rules on the compensation survey,
and 1 on the survey job specialty to the job profile
match.

How do you use a compensation survey so Access the Maintain Compensation Surveys task to set
that it applies only to a certain country? up an eligibility rule specifying that country on the survey.
Workday matches only the employees in that country to
jobs in the survey.

Do you have a compensation survey that You can set up eligibility rules:
applies to multiple countries but the job
• To manage surveys for each country separately.
matches differ across countries?
However, you must create a separate survey for each
country and load survey job catalogs and job matches
for each survey.
• On the job match, not the compensation survey. You
can then set up 1 survey and load the survey job
catalog once. For the survey jobs that have different
matches by country, you can set up multiple matches
and attach country-specific eligibility rules to each
match.

How do you manage a compensation survey You can set it up as 1 survey, then load the job catalog
that covers multiple countries or multiple and job matches. For each country or each location, set
locations with different survey results? up a result scope using the Maintain Compensation
Survey Scopes task, and attach eligibility rules to each
scope.
Do all job profiles or a subset require You can configure weight, adjustment, and aging
weights, adjustments, or annual aging factors for all job profiles or a subset on the Create
factors? Compensation Benchmark Cycle task.
You can then apply them to all job profiles or to a subset.

What weight, adjustment or aging factors do You can configure weight, adjustment, and aging factors
you apply to your survey results? on the Create Compensation Benchmark Cycle task.
Do you want to employ machine learning to You can opt in to Workday's Innovation Services to
match skills across jobs and recommend jobs enable machine learning.
from compensation surveys to match with job
Doing so enables Workday to:
profiles?
• Make recommendations for matching jobs with
Workday job profiles on the Edit Compensation
Survey Job Matches task.
• Uses your mapping of Workday job profile levels to
survey job levels on the Maintain Compensation
Survey Job Level Mapping task. This enables
machine learning to recommend survey jobs of the
right level.

Recommendations
Workday recommends that you:

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• Set up eligibility rules to determine which employees qualify for compensation surveys, job matches, or
scopes. If you don't set up eligibility rules, all employees qualify.
• Group all job families or job profiles that share the same configuration together when configuring a
compensation benchmark.

Requirements
No impact.

Limitations
You can only load 4 custom fields and 5 percentile fields at a time with the Import Compensation Survey
Job Results web service. If you need more custom or percentile fields, run the web service again.

Tenant Setup
No impact.

Security
These security domains in the Core Compensation functional area.

Domains Considerations
Non-Worker Data: External Provides access to the external compensation benchmark for a non-
Compensation Benchmark worker, such as for a job requisition.
External compensation benchmark data is provided by
compensation survey vendors outside of Workday.

Non-Worker Data: Internal Provides access to the internal compensation benchmark for a non-
Compensation Benchmark worker, such as for a job requisition.
Workday aggregates internal compensation benchmark data from
employee compensation data internal to your tenant.

Set Up: Compensation Benchmark Enables you to configure compensation benchmark cycles and
generate compensation benchmarks from survey results.
Set Up: Compensation Surveys Enables you to configure survey vendors, products, and jobs.
and Survey Jobs
Set Up: Compensation Survey Job Enables you to match survey jobs with Workday job profiles.
Matches
Set Up: Compensation Survey Enables you to configure and load survey results:
Results
• Components.
• Custom fields.
• Percentiles.
• Result sets.
• Scopes.

Worker Data: External Enables you to create calculated fields for reporting on external
Compensation Benchmark compensation benchmarks.
Worker Data: Internal Enables you to create calculated fields for reporting on internal
Compensation Benchmark compensation benchmarks.

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Business Processes
No impact.

Reporting

Reports Considerations
Compensation Survey Jobs You can use this report to review a survey's
job catalog, including job codes, titles, levels,
descriptions, families, and functions.
With survey job detail and subdetail reference IDs,
this report can also help you to prepare the EIB
template and update the existing job catalog.

Compensation Survey Jobs and Matches You can use this report to verify how a survey's
jobs match to Workday job profiles.
Compensation Survey Job Matches by Job You can use this report to verify how Workday job
Profile profiles match to compensation survey jobs.
Compensation Survey Results You can use this report to view survey results of all
survey jobs in a selected result set.
Internal Compensation Benchmark for Job You can use this report to examine how your
Profile(s) internal workers are being paid compared with their
peers.
Internal Compensation Benchmark for You can use this standard report for the internal
Worker(s) compensation benchmark. You can copy it, create
calculated fields, and add them to your copy.
Review Compensation Benchmark Cycle You can use this report to review configurations
contributing to the benchmark of a job family group,
a job family, a job profile, or the entire cycle.
Review Compensation Benchmark Data You can use this report to review the compensation
benchmark data of multiple job family groups, job
families, or job profiles.
Compensation Survey Results by Job Profile You can use this report to view survey results
for survey jobs that match selected Workday job
profiles or job families from specified survey result
sets.
Worker and Compensation Data for Survey Job You can use this report to:
Matches
• Collect employee compensation data for each
employee.
• Match the employee's job profile to the survey
job.
• Prepare employee data for survey submission.
The survey you select determines the survey jobs
and matches. The effective date determines the
employee data.

Integrations
Workday provides these public web services to support compensation survey management:

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Web Services Description

Import Compensation Benchmark Configuration Import a calculated benchmark cycle, including
benchmark cycle data, weight method, and age to
date.
Import Compensation Benchmark Data You can create benchmark data outside of
Workday and load it with this EIB.

Import Compensation Survey Job Details After setting up compensation survey vendors,
products, and surveys, use these web services to
Put Compensation Survey Job Detail create and update the survey job catalog.
Import Compensation Survey Job Results Set up compensation survey:
• Components.
• Custom fields.
• Percentiles.
• Result sets.
• Scopes.
Then use this web service to load survey results
into Workday.

Put Compensation Survey Job Matches Use this web service to match survey jobs with
Workday job profiles.

Connections and Touchpoints

Compensation Survey Management touches the Staffing functional area, especially regarding job profiles.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Manage External Compensation Surveys, Job Catalog, and Job Matches on page 826
Steps: Configure External Compensation Benchmarks from Survey Results on page 830
Steps: Configure Internal Compensation Benchmarks on page 835
Reference
Reference: Workday Compensation Benchmark Solutions on page 838

Steps: Enable Machine Learning for Compensation Benchmark Job Matching

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Context
Using machine learning, Workday:
• Analyzes the data in your tenant that defines the job profiles and jobs from compensation surveys.
• Matches skills across jobs.
• Recommends jobs from compensation surveys to match with a job profile.

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Steps
1. Access the Innovation Services and Data Selection Opt-In report.
Security: Manage: Innovation Services in the Innovation Services functional area.
2. Access the Innovation Services Opt-In task.
Select HCM from the Available Services tab and select the HCM Machine Learning GA Features
service.
Security: Manage: Innovation Services in the Innovation Services functional area.
3. Access the Maintain Innovation Services Data Selection Opt-In task.
From the Innovation Services Valid for Maintain Data Opt-In prompt, select HCM: HCM Machine
Learning GA Features.
From the ML for Core Compensation tab, select to contribute Talent Profile Data and
Compensation Survey Job Data.
When you opt out of data contribution, Workday purges your data within 30 days.
Security: Manage: Innovation Services in the Innovation Services functional area.
4. (Optional) Access the Edit Tenant Setup - Machine Learning task.
Select the region in which Workday hosts data contributed to the Machine Learning Development
Environment (MLDE). The default region for the MLDE is the U.S.
Security: Set Up: Tenant Setup - Machine Learning in the System functional area.
5. Wait until the next business day for Workday to extract and index survey jobs.
6. Test your configuration in your implementation tenant only.
a) Access the Run On-Demand Machine Learning Activation for Implementation Tenant task.
b) Select HCM ML GA Innovation Service.
If you've updated your survey or job profile data, you can run this task only 1 time each day to
refresh your suggestions.
c) Access the Maintain Weekly Machine Learning Activation for Implementation Tenant task to
test on an ongoing basis.
Security: Manage: Innovation Services in the Innovation Services functional area.

Result
With machine learning enabled, Workday:
• Makes recommendations for matching jobs with Workday job profiles on the Edit Compensation
Survey Job Matches task.
• Uses your mapping of Workday job profile levels to survey job levels on the Maintain Compensation
Survey Job Level Mapping task. This enables machine learning to recommend survey jobs of the right
level.

Next Steps
• Match survey jobs with Workday job profiles on the Edit Compensation Survey Job Matches task to
enable machine learning recommendations for job matches with Workday job profiles.
• Map Workday job profile levels to survey job levels on the Maintain Compensation Survey Job Level
Mapping task to ensure better machine learning recommendations.
Related Information
Tasks
Steps: Configure External Compensation Benchmarks from Survey Results on page 830
Reference
Workday Community: Available Innovation Services – Service Descriptions and Exhibits
Reference: Financial Management Machine Learning GA Features Innovation Service

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 | Compensation | 826

Reference: HCM Machine Learning GA Features Innovation Service on page 2353

Workday Community: Workday Machine Learning
Reference: Edit Tenant Setup - HCM

Steps: Manage External Compensation Surveys, Job Catalog, and Job Matches

Context
You can add new and manage existing compensation survey vendors, their products, and their surveys.
Managing compensation surveys is:
• Required if you use calculated external compensation survey benchmark cycles. In this case, you
configure how Workday calculates the compensation benchmark.
• Unnecessary if you only use loaded external compensation survey benchmark cycles. For loaded
benchmark cycles, you calculate benchmark data outside of Workday and load it using a web service.

Steps
1. Access the Maintain Compensation Survey Vendors and Products task.
Add 1 or more Vendor and Product combinations. Each vendor can have 1 or more products. You
can't remove vendors and products if you've created compensation surveys for them.
You can click Usage Count to see where the product is used.
Security: Set Up: Compensation Surveys and Survey Jobs domain.
2. Access the Maintain Compensation Surveys task.
a) Select a Vendor.
b) Select a Product.
c) Add 1 or more Survey Date and Survey Name rows.
You can delete a row as long as there are no associated jobs.
d) Add 1 or more Compensation Eligibility Rules for each row, if necessary.
Eligibility rules associate positions or job requisitions in Workday to surveys, job details, or job
specialties. If you add more than 1 compensation eligibility rule per row, Workday associates
positions or job requisitions with the survey when they meet any 1 rule.
If you don't set up eligibility rules:
• On a compensation survey, all employees qualify for that survey.
• On a match between a survey job and a job profile, Workday matches all employees on the job
profile to the survey job.
Security: Set Up: Compensation Surveys and Survey Jobs domain.
3. Create and update the survey job catalog with these web services:
• Import Compensation Survey Job Details.
• Put Compensation Survey Job Detail to load a survey job catalog.
Security: Set Up: Compensation Surveys and Survey Jobs domain.

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4. Match survey jobs with Workday job profiles.

You can do this on the Edit Compensation Survey Job Matches task. If you've enabled
machine learning for compensation benchmark job matching, Workday makes machine learning
recommendations.
You can also match survey jobs with Workday job profiles using the Put Compensation Survey Job
Matches web service.
The Find Compensation Survey Jobs task provides multiple criteria by which you can identify survey
jobs for matching.
On the Edit Compensation Survey Job Matches task, select surveys and as you add 1 or more job
matches, consider:
Option Description
Job Profile Select a Workday job profile to match to
compensation survey jobs.
Include Matches from Surveys Select the surveys you want to assign job
matches for the job profile.
Survey Select 1 of the surveys ones you selected
previously.
Survey Job Select a job from the survey.
Job Match Eligibility Rules Select 1 or more job match eligibility rules. The
job match only applies to employees or job
requisitions that meet an eligibility rule.

With the Put Compensation Survey Job Matches web service, consider:

To accomplish this... Do this...

Match a survey job in the survey to a Workday job Enter 1 line with the survey job from the survey
profile. and the Workday job profile.
Delete a match between a survey job in the Enter the survey job without the Workday job
survey and a Workday job profile. profile.
Match a survey job in the survey to multiple Enter multiple lines with the survey job from the
Workday job profiles. survey for each Workday job profile.
Match multiple survey jobs to a Workday job Enter multiple lines with each survey job from the
profile. survey and the Workday job profile.

• Match the same survey job to different job Enter compensation eligibility rules for the job
profiles in different locations. detail or subdetail.
• Match workers, positions, or job requisitions in The compensation survey job detail or subdetail
a specific organization or location to a survey matches only workers, positions, or job
job. requisitions that meet 1 or more compensation
eligibility rules.

Note: The Put Compensation Survey Job Matches web service updates or appends existing job
matches in Workday. Only the job matches you add or change affect existing job match data.
Security: Set Up: Compensation Survey Job Matches domain in the Core Compensation functional
area.

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5. Access the Maintain Compensation Survey Job Level Mapping task.

Map Workday job profile levels to survey job levels. If you've enabled machine learning for
compensation benchmark job matching, Workday uses your mapping practices to make
recommendations.
Security: Set Up: Compensation Survey Job Matches domain in the Core Compensation functional
area.
6. Access the Maintain Compensation Survey Jobs task.
Add a Survey Job Code and 1 or more jobs, including title, level, function, family, and 1 or more
specialties. You can also use the Add Compensation Survey Jobs or Edit Compensation Survey
Jobs tasks.
Example: SMP-C2034, Technical Writer 1, Level 1, Sr. Technical Writer, Maintain Admin Guide,
Information Development, Admin Guide.
To delete survey jobs, access the Delete Compensation Survey Jobs by Survey task.
Security: Set Up: Compensation Surveys and Survey Jobs domain.

Next Steps
• Steps: Manage External Compensation Survey Results on page 828.
• Access these reports:
• Compensation Survey Jobs
• Compensation Survey Jobs and Matches
• Compensation Survey Job Matches by Job Profile
• Worker and Compensation Data for Survey Job Matches
Related Information
Concepts
Concept: EIB Spreadsheet Data Entry Guidelines
Tasks
Create Eligibility Rules for Compensation on page 803

Steps: Manage External Compensation Survey Results

Prerequisites
Set up compensation survey vendors, products, and the job catalog.

Context
After you've set up compensation survey vendors, products, and the job catalog, configure survey:
• Components.
• Custom fields.
• Percentiles.
• Result sets.
• Scopes.
Then run the Import Compensation Survey Job Results web service.

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Steps
1. Access the Maintain Compensation Survey Components task.
Enter 1 or more compensation survey components and their order.
Example: Base Pay, Bonus, Total Cash.
Enter the Reference ID or Workday ID of the compensation components you created into the First
Component through Sixth Component columns of the Import Compensation Survey Job Results EIB.
If you need to load more than 6 compensation components, run the Import Compensation Survey Job
Results web service more than once.
Security: Set Up: Compensation Survey Results domain.
2. (Optional) Access the Maintain Compensation Survey Result Custom Fields task.
This step is unnecessary if you used loaded compensation benchmark cycles.
Enter 1 or more custom fields, and consider:
Option Description
Numeric The custom field is always a numeric value. Example: the Number of
Employees custom field is always numeric.
Inherit Currency Type from Inherits the currency type from the compensation component.
Compensation Component
Example: If the compensation component is Base Pay, the Average
custom field is a currency. If the component is Bonus Target Percent,
the Average custom field isn't a currency.

Enter the Reference ID or Workday ID of the custom fields you created in the First Custom Type
through Fourth Custom Type columns of the Import Compensation Survey Job Results EIB.
If you need to load more than 4 custom fields per compensation component, run the Import
Compensation Survey Job Results web service more than once. You can also use percentile fields to
store custom fields.
Security: Set Up: Compensation Survey Results domain.
3. Access the Maintain Compensation Survey Result Percentiles task.
Enter 1 or more percentile name and value rows. Use only integers to represent each percentile value.
Example: Enter 25th for the Percentile Name and 25 for the Percentile Value.
Alternatively, you can use the Import Compensation Survey Job Results EIB and web service. Enter the
Reference ID or Workday ID of the percentile fields you created in the First Percentile through Fifth
Percentile columns. If you need to load more than 5 percentiles per compensation component, run the
Import Compensation Survey Job Results web service more than once. You can also use custom fields
to store percentiles.
Security: Set Up: Compensation Survey Results domain.
4. (Optional) Access the Maintain Compensation Survey Result Sets task.
This step is unnecessary if you used loaded compensation benchmark cycles.
For each survey, enter 1 or more result set names and effective dates.
Example: A compensation survey releases results quarterly. Enter:
• Q1 2020 and 01/01/2020.
• Q2 2020 and 04/01/2020.
• Q3 2020 and 07/01/2020.
• Q4 2020 and 10/01/2020.
Security: Set Up: Compensation Survey Results domain.

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5. (Optional) Access the Maintain Compensation Survey Scopes task.

This step is unnecessary if you used loaded compensation benchmark cycles.
For each vendor, enter 1 or more compensation survey scopes. For each survey scope, select 1 or
more eligibility rules.
Example: To apply survey results of this scope only to employees in the San Francisco Bay Area, enter:
• San Francisco Bay Area for the scope, and
• Location is San Francisco Bay Area for the eligibility rule.
If you don't set up eligibility rules on a survey scope, Workday connects all employees to the survey
results in that scope. If you set up eligibility rules on compensation surveys, job matches, and scopes:
• Employees must pass 1 of the rules on a compensation survey and 1 on a job match to qualify for
that match.
• For Workday to connect employees to survey results of the matched survey job in that scope, they
must pass:
• One of the rules on a compensation survey.
• One on a job match.
• One on a scope.
Security: Set Up: Compensation Survey Results domain.
6. (Optional) Run the Import Compensation Survey Job Results web service to load survey results.
This step is unnecessary if you used loaded compensation benchmark cycles.

Next Steps
To delete survey results, access the Delete Compensation Survey Results .
Access the Compensation Survey Results and Compensation Survey Results by Job Profile reports.
Related Information
Concepts
Concept: EIB Spreadsheet Data Entry Guidelines
Tasks
Create External Compensation Survey Benchmark Cycles on page 832

Steps: Configure External Compensation Benchmarks from Survey Results

Context
You can use data from multiple external market surveys to calculate compensation benchmarks to guide
you during compensation transactions.

Steps
1. Access the Maintain Compensation Benchmark Profiles task.
Enter 1 or more benchmark profiles and 1 or more compensation benchmark eligibility rules for each.
Workday links employees and job requisitions to benchmark profiles based on eligibility rules.
A benchmark profile usually corresponds to a location, which can have its own market data.
To determine which compensation benchmark profile to use for the external compensation benchmark
of an employee, Workday determines which benchmark profile the employee is eligible for. If an
employee is eligible for multiple benchmark profiles, Workday uses the highest ranked eligible
benchmark profile.
Rank the benchmark profiles according to usage. Example: Rank San Francisco ahead of United
States. If most of your employees are in the United States, rank United States ahead of other countries.
Security: Set Up: Compensation Benchmark in the Core Compensation functional area.

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2. Access the Maintain Compensation Benchmark Targets and Spreads task.

As you complete this task, consider:
Option Description
Job Families or Select 1 option:
Groups / Job Profiles /
• 1 or more job family groups.
All Job Profiles
• 1 or more job families.
• 1 or more job profiles.
• All job profiles.

Compensation Select 1 or more compensation components from the list or select all.
Components / All
Compensation
Components
Target Percentile The percentile that you configured as the target of a compensation
composite.
Examples: 25th, 50th, 75th.

Range Spread, % Enter a percentage.

Workday calculates the minimum and maximum:
• Minimum = Midpoint / (1 + 0.5 * Range Spread).
• Maximum = (1 + Range Spread) * Minimum.
Example: If the 50th percentile of the compensation benchmark is
110,000, and you select the 50th percentile as the composite target
percentile, Midpoint is 110,000. If the Range Spread is 20%, Minimum is
100,000 and Maximum is 120,000.

Security: Set Up: Compensation Benchmark in the Core Compensation functional area.
3. Create External Compensation Survey Benchmark Cycles on page 832.
Security: Set Up: Compensation Benchmark in the Core Compensation functional area.
4. Reporting on Compensation Benchmarks on page 837.
You can access the: Review Compensation Benchmark Data report to review the external
compensation benchmark of job profiles.
You can also create custom reports for:
• External compensation benchmark for job profiles.
• Current compensation assignment and pay range from compensation grade and grade profile.
• External and internal compensation benchmark for employees.
Security: Worker Data: External Compensation Benchmark and Worker Data: Internal Compensation
Benchmark in the Core Compensation functional area.

Next Steps
Access:
• Delete Compensation Benchmark Cycle task.
• View Compensation Benchmark Cycles report.
Related Information
Concepts
Setup Considerations: Compensation Survey Management and Compensation Benchmark on page 819

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Reference
Reference: Edit Tenant Setup - HCM

Create External Compensation Survey Benchmark Cycles

Prerequisites
Security: Set Up: Compensation Benchmark in the Core Compensation functional area.

Context
You can create either a calculated or loaded external compensation survey benchmark cycle type:
• Calculated: You configure how Workday calculates the compensation benchmark using either the
Create Compensation Benchmark Cycle task or the Import Compensation Benchmark Configuration
web service.
• Loaded: You calculate benchmark data outside of Workday and load it into Workday using either the
Create Compensation Benchmark Cycle task or the Import Compensation Benchmark Data web
service.
For calculated external compensation survey benchmark cycles, you can configure benchmark weight,
adjustment, and aging factors on a single row, provided job profiles or job families share the same
configuration.
If a job profiles or job families have varying attributes, you can configure them on multiple rows.
For ease of management and review, Workday recommends that:
• For a compensation benchmark of a job family group, job family, or job profile, keep configurations of all
benchmark profiles together.
• For a compensation benchmark profile, keep configurations of all compensation components together.
For weights and adjustments, configurations can differ for each compensation component (such as base
pay or total cash target) at each location for each job profile. For annual aging factor, you can also assign a
different value per compensation component per location per job profile.

Steps
1. Access the Create Compensation Benchmark Cycle task.
2. Select a Compensation Benchmark Cycle Type.
Option Description
Calculated Select this option to configure a benchmark cycle within Workday.
Configure weights, adjustments, and aging factors to calculate benchmarks from
survey results.

Loaded Select this option if you calculate benchmark data outside of Workday.
Configure Workday to receive the data, then load your calculated benchmark data into
Workday.

3. (Optional) Configure a Calculated benchmark cycle:

As you complete this task, consider:
Option Description
Weight Method For calculated benchmarks, select:
• Equal Weight Among Surveys: Workday weights the selected surveys
equally. If a job profile matches multiple jobs in a survey, Workday
divides the weight for that survey evenly among the jobs.

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Option Description
• Manual Weight: Manually configure weight among surveys.
• Weight by Survey Result Custom Field: Workday calculates the
weight of each survey for each compensation component based on the
relative ratio of selected custom fields.
Example: The compensation component Base Pay for the Software
Engineer 1 job profile comes from the:
• 2021 Radford GTS survey, with 1,500 companies contributing data.
• 2021 Mercer TRS survey with 500 companies contributing data.
Radford has a weight of 1,500 / (1,500 + 500) = 75%. Mercer has a
weight of 500 / (1,500 + 500) = 25%.

Configuration The effective date of the benchmark cycle remains in effect until a cycle
Effective Date with a later date becomes effective.
Age to Date Workday ages compensation survey results to this date using annual aging
factors.
Job Families or Select 1 option:
Groups / Job Profiles /
• 1 or more job family groups.
All Job Profiles
• 1 or more job families.
• 1 or more job profiles.
• All job profiles.

Benchmark Profile Select 1 of your benchmark profiles.

Compensation Select 1 or more compensation components from the list or select all.
Components / All
Workday only ages components you select.
Compensation
Components
Survey / Survey Result For Weights and Adjustments, select a compensation survey or survey
Set result set.
If you select a survey for this field, Workday uses the survey result set with
the latest effective date from the selected survey. Some surveys release
survey results multiple times per year. When you create and load a new
survey result set, Workday uses data from the latest survey result set
without updating benchmark cycle configuration.

Surveys / Survey For Annual Aging Factors, elect 1 or more compensation surveys or
Result Sets survey result sets.
If you select a survey, Workday applies aging to all result sets in this
survey. If you select a survey result set, Workday applies aging only to the
selected survey result set.

Survey Result Scope For Weights and Adjustments, select a scope belonging to the vendor of
the survey or survey result set.
Survey Result (Optional) For Annual Aging Factors, if configured, Workday applies aging
Scopes / All Survey only to the scope of your selected surveys or survey result sets.
Result Scopes
If left blank, Workday applies aging to all scopes of your selected surveys
or survey result set.

Weight Factor, % For Weights and Adjustments, enter a percentage. Example: 10 is 10%.

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 | Compensation | 834

Option Description
Weight factors must total 100% for a compensation component.

Adjustment Factor, % For Weights and Adjustments, enter a percentage. Example: 10 for 10%.
Aging Factor, % (Optional) For Annual Aging Factors, enter a percentage. Example: 10 is
10%.

Workday calculates the benchmark using this formula:

sum(Cn * Wn* (1 + ADJn) * (1 + An))
Where:
• Cn: Compensation component value for the nth source of survey result data.
• Wn: Weight factor for the nth source of survey result data.
• ADJn: Adjustment factor for the nth source of survey result data.
• An: Aging factor for the nth source of survey result data. The aging factor is proportional to the
annual aging factor and is based on the duration in months between:
• The compensation benchmark cycle age to date.
• The survey result set effective date.
Example:
• The annual (12 months) aging factor is 3% (0.03).
• The survey result set effective date is 4/1/2020 and the benchmark cycle age to date is 10/1/2021
(18 months).
• The aging factor is: 0.03 * 18 / 12 = 0.045 (4.5%).
Workday uses lower level configurations to override higher level configurations, in this order:
a. Job profile.
b. Job family.
c. Job family group.
d. All job profiles.
4. (Optional) Configure a Loaded benchmark cycle for the compensation benchmark data you calculated
outside of Workday.
As you complete this task, consider:
Option Description
Job Profile Enter a job profile.
Benchmark Profile For each job profile, enter a benchmark profile, a currency, and a
frequency.
Compensation For each benchmark profile, enter a compensation component.
Component
Percentile For each compensation component, enter a percentile.
Benchmark Amount Enter a benchmark amount.

After you finish your configuration here, load your calculated data using the Import Compensation
Benchmark Data web service EIB.

Next Steps
Access:

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 | Compensation | 835

• Edit Compensation Benchmark Cycle task.

• Review Compensation Benchmark Cycle report.
• Review Compensation Benchmark Data report to review the calculated benchmark data for selected
job family groups, job families, or job profiles.
Related Information
Tasks
Steps: Manage External Compensation Surveys, Job Catalog, and Job Matches on page 826
Steps: Manage External Compensation Survey Results on page 828
Steps: Configure External Compensation Benchmarks from Survey Results on page 830
Reference
Reference: Workday Compensation Benchmark Solutions on page 838

Steps: Create Shadow Compensation Pay Ranges

Prerequisites
Configure compensation benchmark profiles.

Context
You can compare the compensation grades and profiles you have in Workday to those of the benchmark.
The Generate Shadow Compensation Pay Ranges task creates shadow compensation pay range
segments based on the number of segments in the Workday parent pay range, grade, and grade profile.
You can then use the Shadow Compensation Pay Range Comparison report to compare Workday pay
ranges to their shadow counterparts.
Workday generates shadow compensation pay ranges when:
• A compensation benchmark cycle exists with data for the selected job profile.
• The pay range grade or grade profile for the job profile has the same eligibility rule or rules as a
benchmark profile type in the benchmark cycle. If no eligibility rules are configured on the pay range,
Workday uses the default from the benchmark cycle.
• A benchmark target configuration exists for the selected job profile.

Steps
1. Access the Maintain Compensation Benchmark Targets and Spreads task.
2. Access the Create Compensation Benchmark Cycle task.
3. Access the Generate Shadow Compensation Pay Ranges task.
Select 1 or more job profiles and optionally select a compensation basis.
Security: Set Up: Compensation Benchmark domain in the Core Compensation functional area.
4. Access the Shadow Compensation Pay Range Comparison report.
Select 1 or more job profiles or 1 or more compensation bases for which you've generated shadow
compensation pay ranges.
The report displays grade profiles and their segments, currency, and frequency for both Workday and
the shadow benchmark. You can then compare your current profiles to benchmark data.
Security: Set Up: Compensation Benchmark domain in the Core Compensation functional area.

Steps: Configure Internal Compensation Benchmarks

Context
You can use data from within your own tenant to create internal compensation benchmarks.

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Workday calculates the internal compensation benchmark of an employee using the 100% FTE value of
each position included in the calculation. Workday includes primary or secondary positions with active
employees that share the same job profile, compensation grade, and grade profile as the primary position
of the employee. Workday excludes compensation basis values of zero and basis amounts for positions
that aren't eligible for the selected compensation basis.
For terminated employees, Workday calculates the internal compensation benchmark based on positions
that matched the terminated employee's primary position as of their last day of work.

Steps
1. Access the Edit Tenant Setup - HCM task.
You can enable more meaningful internal benchmarks while safeguarding sensitive employee data.
In the Compensation section, enter a value for Internal Compensation Benchmark Threshold.
The threshold is the number of employees in outside organizations that a manager must have access
to for Workday to include them in the benchmark calculation. If the manager doesn't have access to any
employee data outside of their organization, the threshold has no effect.
Workday displays job profile data according to the configured threshold to balance the needs for
meaningful information while keeping sensitive data secure. A higher threshold value ensures the
security of sensitive pay information, but might result in less meaningful information. A low threshold
value might display more meaningful information, but risks a manager being able to deduce the pay of
specific employees in outside organizations.
Example: When Astrid accesses the benchmark of Brendt, Workday determines access to
the compensation of all employees, regardless of organization, that share Brendt's job profile,
compensation grade, and grade profile.
• If yes, Astrid can see the internal benchmark derived from all employees.
• If no, Workday determines the number of employees not in Astrid's organization sharing the same
job profile, compensation grade, and grade profile. Workday then compares that number to the
threshold.
• If the number is greater than or equal to the threshold, Astrid can see the internal benchmark
derived from all employees, regardless of organization.
• If the number is less than the threshold, Astrid can only see Brendt's internal benchmark.
Brendt's internal benchmark comes from those employees Astrid already has access to and that
share the same job profile, compensation grade, and grade profile.
Security: Set Up: Compensation Benchmark in the Core Compensation functional area.
2. Reporting on Compensation Benchmarks on page 837.
Access the Internal Compensation Benchmark for Workers standard report. You can compare the
current compensation assignment for the primary position to the internal benchmark on the Total Base
Pay and Total Salary & Allowances compensation bases.
You can create a custom report to display current compensation assignment for the primary position,
pay range from compensation grade (profile), and internal compensation benchmark of employees.
Security: Worker Data: Internal Compensation Benchmark in the Core Compensation functional area.
Related Information
Tasks
Steps: Manage External Compensation Surveys, Job Catalog, and Job Matches on page 826
Reference
Workday Community: Overview of Primary Position Designation Impact

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Reporting on Compensation Benchmarks

Prerequisites
• Set up compensation survey vendors, products, and the job catalog for external benchmarks.
• Create compensation benchmark cycles for external benchmarks.
• Configure external compensation benchmarks from survey results.
• Security:
• Set Up: Compensation Benchmark in the Core Compensation functional area.
• Worker Data: External Compensation Benchmark in the Core Compensation functional area.
• Worker Data: Internal Compensation Benchmark in the Core Compensation functional area.

Context
External compensation benchmark data comes from these sources:
• Workday generates it from compensation survey market data.
• You load it into compensation benchmark cycles.
Workday generates internal compensation benchmark data from within your tenant.
Business objects for external and internal compensation benchmark data include:
• Compensation Benchmark Composite.
• External Compensation Benchmark.
• External Compensation Benchmark Composite.
• External Compensation Benchmark Configuration.
• Internal Compensation Benchmark.
To provide data from the proper context, use compensation benchmark report fields with these adapter
fields:
• External Compensation Benchmark Composite for Job Profile.
• External Compensation Benchmark Composite for Worker.
• External Compensation Benchmark for Job Profile.
• External Compensation Benchmark for Worker.
• Internal Compensation Benchmark for Worker.
• Internal Primary Compensation Basis Benchmark for Worker.
Use these data source filters to select workers or job profiles:
• Workers by Job Profile and Compensation Grade on the Workers for HCM Reporting data source.
• Job Profile by Name, Family, and Family Group on the All Active Job Profiles data source.
Large volumes of workers or job profiles increases report run times. Workday recommends that you
minimize the number of workers or job profiles.

Steps
1. Access the Create Calculated Field task.
Example for an external compensation benchmark:
Option Description
Business Object Worker
Function Lookup Field with Prompts
Source Field If you want to report the benchmark percentile value, select External
Compensation Benchmark for Worker.

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Option Description
If you want to report the composite target percentile, range spread,
minimum, mid-point, and maximum, select External Compensation
Benchmark Composite for Worker.

Compensation Component Select the component you want to report on, such as Base Pay.
You can create multiple calculated fields to report external
compensation benchmark for different compensation components.

Example for an internal compensation benchmark:

Option Description
Business Object Worker
Function Lookup Field with Prompts
Source Field If you want to report the internal benchmark of a compensation basis,
select Internal Compensation Benchmark for Worker.
Compensation Basis If you use Internal Compensation Benchmark for Worker as the
Source Field, select the compensation basis you want to report on,
such as Base Pay.
You can create multiple calculated fields to report internal
compensation benchmark for different compensation bases.

2. Create a custom report to display the compensation benchmark for employees.

For the internal compensation benchmark, copy the Internal Compensation Benchmark for
Worker(s) standard report as a custom report.
Example:
Option Description
Data Source Workers for HCM Reporting
Data Source Filter Workers by Job Profile and Compensation Grade
Primary Business Object Worker

Add the calculated fields and report fields for the compensation benchmark. You can also add report
fields for employee's current compensation assignments and pay range to compare with another
benchmark.
This report provides information only on the:
• Primary position for those workers with more than 1 position.
• Workers that match the criteria selected in the report prompts on their primary position details.
Related Information
Tasks
Steps: Configure External Compensation Benchmarks from Survey Results on page 830
Steps: Configure Internal Compensation Benchmarks on page 835

Reference: Workday Compensation Benchmark Solutions

Workday provides these compensation benchmark solutions:

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 | Compensation | 839

External Compensation Survey Internal Compensation Benchmark

Benchmark
Workday derives the external Workday derives the internal compensation benchmark using
compensation benchmark using data the compensation of employees sharing the same job profile,
from external market survey vendors. compensation grade, and grade profile in the tenant.
Steps: Configure External Steps: Configure Internal Compensation Benchmarks on page
Compensation Benchmarks from 835
Survey Results on page 830

Related Information
Concepts
Setup Considerations: Compensation Survey Management and Compensation Benchmark on page 819

Steps: Set Up Benchmark Jobs

Prerequisites
Note: Workday recommends that you use our new, more robust compensation benchmarking solution,
accessible through these tasks and reports:
• Create, Edit, Review, and Delete Compensation Benchmark Cycle.
• Maintain Compensation Benchmark Profiles.
• Review Compensation Benchmark Data.
• View Compensation Benchmark Cycles.
Security: Set Up: Benchmark Jobs domain in the Core Compensation functional area.

Context
You can manually load composite market data from compensation surveys. You can see which workers
are below, at, or above market level when making compensation changes.

Steps
1. (Optional) Access the Maintain Benchmark Job Settings task.
Option Description
Compare Primary Compensation Basis to Total Cash market data displays on market salary
Total Cash compensation tasks and reports for comparison.
Benchmark Percentile Defaults Workday uses the percentiles you select here
to create rows for manually entering data when
creating or editing benchmark jobs.
2. Access the Create Benchmark Job task.
3. In the Default Benchmark Data section, consider:
Option Description
Competitive Market Target Select the percentile that you consider the at-
market level for this benchmark job.
Target Spread % The salary range that you consider your at-market
level.
Example: If you select 50th as your Competitive
Market Target:
• Enter 10% as the Target Spread, and

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Option Description
• 50,000 as the salary Amount for the 50th
Percentile.
The salary spread for this benchmark job is
47,500 - 52,500. Any employee with a base salary
that falls within this range is considered at-market
level.

4. In the Profile Market Data section, you can define different values for specific employee populations
using eligibility rules. If an employee matches the criteria defined by the eligibility rule, Workday uses
the Profile Market Data section values instead.

Next Steps
You can access these reports:

Report Description
Benchmark Jobs Audit Displays a list of job profiles not associated to a benchmark job.
Direct Reports Market Displays the number of workers that are Above Market, Below Market,
Position At Market, and Blank (not mapped to a benchmark job.)
Job Profile Market Position Compares the average total base pay to the market for selected job
profiles.
Organization Market Displays workers by organization that are Above Market, Below Market,
Position At Market, and Blank (not mapped to a benchmark job).

Manage Compensation

Steps: Propose Compensation for Employees or Positions

Prerequisites
• Security:
• Configure access to the domain for each plan type in both the Core Compensation and the
Advanced Compensation functional areas.
Some plan definitions restrict the ability to override values. If you're using a compensation matrix,
Workday can derive the plan target for the employee only after their performance review rating
exists.
Your security policies define the sections that display and the changes you can make when
proposing compensation. You can set up compensation plans to not allow individual overrides.
• For employees managed by a compensation basis total, configure access to the Compensation
Change: Compensation Basis Details domain in the Core Compensation functional area.
• Configure these business processes if you use the Workday Recruiting Offer or Employment
Agreement business processes.
• Propose Compensation Offer/Employment Agreement.
• Request One-Time Payment Offer/Employment Agreement.
• Request Stock Grant Offer/Employment Agreement.

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Context
You can propose compensation for an employee or a candidate during these business processes:
• Offer
• Employment Agreement
• Hire
• Request Compensation Change
• Change Job
• Add Additional Job
• Start International Assignment
You can alternatively update compensation for groups of employees using Enterprise Interface Builder
(EIB):

Employee Group EIB

Existing employees Request Compensation Change
New Hires High Volume Event - Hire Employee

You can also assign default compensation to an approved job or position. Every employee hired into that
position gets the same default compensation values.
Workday doesn't allow you to initiate a compensation change for yourself.

Steps
1. Access the Maintain Event Categories and Reasons task.
Define reasons for the Request Compensation Change event.
2. (Optional) Access the Configure Optional Fields task.
You can hide or require most fields delivered as optional on these business processes:
• Change Default Compensation.
• Propose Compensation Change (Change Job).
• Propose Compensation Hire.
• Propose Compensation Offer/Employment Agreement.
• Request Compensation Change.
• Requisition Compensation.
You can set the Criteria column to Hide For All or hide from Security Group for the Guidelines – Total
Base Pay Range and Guidelines – Primary Compensation Basis Pay Range fields.
You can also select Not Enterable For (read only) in the Criteria column for most fields delivered as
optional or required.
Example: You want to display both Salary – Currency and Salary – Frequency during business
processes as read only fields. You access the Configure Optional Fields task, select the Propose
Compensation Change for Hire functional area, and for both Salary – Currency and Salary – Frequency
select Not Enterable For. During the Propose Compensation Change for Hire process, both fields
display as read only and can't be edited.
Changes made to optional fields apply to all:
• Compensation plan assignments that are part of the event.
• Events already in progress and all those going forward.
Note: Any fields configured as hidden or required remain so even when the business process is used
as a subprocess of another business process.
Security: Set Up: Configure Optional Fields domain in the System functional area.

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3. Access the relevant task or business process:

Use this task or process... to...

Change Job business process. Propose new compensation when an employee
changes jobs or for promotions, demotions, or
transfers.
Create Position business process. Assign default compensation to a position.
Propose Compensation button in your Inbox. Propose compensation for a new hire.
Request Compensation Change task. Change an existing employee's compensation.
Start International Assignment business process. Propose new compensation when an employee
starts an international assignment.

You can display the current compensation for internal candidates on the Maintain Localization
Settings task.
Select Internal Candidate Compensation for the Area.
Select 1 or more locations from Allow for Countries or Regions. Workday displays the internal
candidate's current compensation only if you select their current job's primary location.
As you propose compensation, consider:
Option Description
Employee Visibility Date If configured, Workday hides updated pay-related
compensation data from the employee until the
date. If left blank, Workday uses the effective
date.
Expected End Date On salary, hourly, or allowance plans, the
Expected End Date is an estimate. Access the
Schedule Remove Compensation Plans with
Expected End Date task to actually remove
compensation plan assignments from employees.
Actual End Date If displayed, the Actual End Date determines
when Workday automatically removes the
compensation plan assignment from the
employee.
Fixed for Manage by Basis Total Displays only when:
• The employee is managed by basis total.
• The primary compensation basis includes the
compensation plan.
• The compensation plan allows overrides.
• The business process is Change Job, Hire, or
Request Compensation Change.
• The compensation plan is:
• Allowance Amount Plan.
• Allowance Unit Plan.
• Bonus Amount Plan.
• Commission Plan.
• Stock Amount Plan.

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Option Description
If selected, Workday treats the assigned amount
as fixed when performing a top-down calculation
on the primary compensation basis.

Guidelines If you change the Grade Step, the Progression

Start Date defaults to the effective date of the
compensation change event. You can change it to
a future date.

Result
After the request is approved, the business process creates a compensation event for the employee that
can be tracked in Worker History.
If you assigned default compensation to a position, Workday uses the compensation values from the
position instead of eligibility rules for staffing transactions with position events.
Note: Workday doesn't rerun eligibility rules if you change plan assignments at the same time you're
proposing compensation. Example: If you change a bonus plan, Workday doesn't run eligibility rules to
update other compensation values during the same transaction.

Next Steps
• Access the Schedule Remove Compensation Plans with Expected End Date task to remove
compensation plan assignments. This task ignores compensation plan assignments with an Actual End
Date.
• To review period salary plans, use the Period Salary Plans Manage By Compensation Basis Health
report.
Related Information
Concepts
Setup Considerations: Autocomplete Staffing Events on page 436
Tasks
Remove Compensation Plans with Expected End Date on page 847
Steps: Set Up Offers on page 421
Steps: Set Up Employment Agreements on page 532
../../../manage-workday/business-processes/customize-business-processes/rok1490642112250.dita
Reference
FAQ: Propose Compensation on page 858
FAQ: Employee Visibility Date on page 979

Create Compensation Packages

Prerequisites
• Create compensation components and grades.
• Create 1 or more compensation plans to include in the compensation package.
• Security: Set Up: Compensation Packages domain in the Core Compensation functional area.

Context
Compensation packages group compensation guidelines and compensation plans. Example:
• Grades.

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 | Compensation | 844

• Grade profiles.
• Steps associated with grade profiles.
A compensation package enables you to assign grades and plans to a worker simultaneously during
a staffing transaction. During a staffing transaction, use eligibility rules to assign grades and plans to a
worker simultaneously.
To have compensation components automatically populate for eligible employees during staffing
transactions:
• Assign an eligibility rule to a compensation package.
• Associate the default grade and grade profile.
• Associate 1 or more plan with that package.

Steps
1. Access the Create Compensation Package task.
2. (Optional) Select one or more Eligibility Rules to establish who is eligible for this package.
If you select multiple eligibility rules, Workday evaluates each rule independently. Employees are
eligible if they meet the qualifications of any 1 rule.
3. Select the Compensation Grades to associate with this package.
Accessible by Users Granted Segment is available only if segmented security for compensation is
set up.
4. Select the Compensation Plans to associate with this package.
For eligibility rules to work during staffing events, associate plans with packages.
You can assign multiple salary plans to compensation package but each plan requires its own
compensation rule.
5. (Optional) Select the Compensation Basis to associate with this package.
This section is required for Workday to allocate awards to plans that make up an employee's
compensation basis. You can use a total compensation amount to manage compensation review
process awards or other compensation change events.
You can only select compensation bases that have the Manage Basis Total check box selected.

Next Steps
• Use the Edit Compensation Package task to update the package.
• Assign packages to employees or update an employee's package:
• As part of the hiring process (initial assignment only).
• As part of the promote, demote, and transfer staffing transactions.
• Using the Request Compensation Change task.
Related Information
Tasks
Steps: Set Up Compensation Grades and Grade Steps on page 805

Set Up Compensation Package Analytics

Prerequisites
Security: Set Up: Compensation Packages domain in the Core Compensation functional area.

Context
You can configure whether to display pay ranges, segments, guidelines, and pay range analytics on
compensation-related reports and tasks, such as:

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 | Compensation | 845

• Request Grade Change

• Request Compensation Change
• View Compensation
• Direct Report Compensation Summary
Examples:
• Select Display Total Base Pay Range and clear both Hide Compa-Ratio and Hide Compensation
Package Analytics to display the total base pay range and compa-ratio.
• Select Display Primary Compensation Basis Range and clear Hide Compensation Package
Analytics to display both the primary compensation basis range and the position in range.

Steps
Access the Edit Compensation Package Analytics task.
As you complete this task, consider:
Option Description

• Display All Segments for Total Base Pay If you select 1 or both, Workday displays all
Range segments for the selected range.
• Display All Segments for Primary During compensation transactions, such as
Compensation Basis Range Propose Compensation Change, you can see
all pay range segments, provided you have view
access on 1 or both of these domains:
• Worker Data: Compensation Basis Pay Range.
• Worker Data: Compensation Pay Range

Display Midpoint If selected, the midpoint of the pay range displays

on the Request Compensation Change task and
in the Propose Compensation step of business
processes. The compensation package must
include the grades to display the midpoint.
Guidelines Warnings Select the method for displaying guidelines
warnings.
A warning message displays for values above or
below the pay range for the employee's total base
pay or primary compensation basis.

Hide Compa-Ratio Hides compa-ratio from those security groups

that have access to Compensation > View
Compensation.
Hide Compensation Package Analytics Hides compensation package analytics from those
security groups that have access to Compensation
> View Compensation.

Related Information
Reference
2023R2 What's New Post: Improving Compensation Experience in Job Changes for Managers

Roll Out Compensation Plans to Employees

Prerequisites
• Create compensation plans.

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 | Compensation | 846

• Security: Process: Compensation Plan Employee Management domain in the Core Compensation
functional area.

Context
You can assign, or roll out, compensation plans to a group of target employees. This process bypasses
reviews and approvals, enabling you to assign plans to employees immediately.
You can use the Rollout Compensation Plans to Employees task to assign compensation plans of
all types except hourly and salary. To assign hourly and salary plans, use the Request Compensation
Change task or web service.

Steps
1. Access the Rollout Compensation Plans to Employees task.
2. Select an Effective Date.
Workday generates Request Compensation Change process events that assign the plans you select to
the target employees on this date.
3. Select the Compensation Plans to assign.
4. (Optional) Enter an Expected End Date and an Actual End Date.
Actual End Date displays only if Enable Actual End Date is selected on the Edit Tenant Setup -
HCM task.
The Expected End Date is an estimate for when the employee's assignment to a salary, hourly, or
allowance plan ends. To remove compensation plans from employees based on the Expected End
Date, access the Schedule Remove Compensation Plans with Expected End Date task.
If you enter an Actual End Date, Workday automatically removes the compensation plan assignment
from the employee at 11:59:59 PM on that date. If there are future-dated events, Workday doesn't
remove the plan assignment.
The Schedule Remove Compensation Plans with Expected End Date task ignores compensation
plan assignments with an Actual End Date. Workday only removes employees from compensation
plan assignments on this schedule if there's no Actual End Date configured for the compensation plan
assignment.
5. Select the employees to assign the specified plans, either By Compensation Eligibility Rule or By
Selected Employees.
If you use the By Selected Employees option, Workday lists the first 50 employees. Workday doesn't
list any individual employees selected using By Compensation Eligibility Rule.

Result
As of the effective date specified, Workday generates a Request Compensation Change event for the
target employees and adds a row to their compensation history.

Next Steps
Access the View Compensation Plan Rollout Process report to view complete lists of the affected
employees.
Related Information
Tasks
Create Allowance Plans on page 881
Create Commission Plans on page 885
Create One-Time Payment Plans on page 930
Set Up Segmented Security by Compensation Plans on page 848
Steps: Set Up Bonus Plans on page 890

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 | Compensation | 847

Steps: Set Up Merit Plans on page 886

Steps: Manage Stock Plans and Grants on page 908
Reference
Reference: Compensation Plan Comparisons on page 869
FAQ: Propose Compensation on page 858

Remove Compensation Plans from Multiple Employees

Prerequisites
Security: Process: Compensation Plan Employee Management domain in the Core Compensation
functional area.

Context
Remove allowance, bonus, commission, hourly, merit, and stock plan assignments from a target population
of employees. This process bypasses reviews and approvals.

Steps
1. Access the Remove Compensation Plans from Employees task.
2. Select the Effective Date on which you want this process to create the compensation change requests
to remove the target employees from the specified plans.
3. Select the Compensation Plans (both active and inactive) that you want to remove from the target
population of employees.
4. Select Employees to remove from the specified plans, either By Compensation Eligibility Rule or By
Selected Employees.
If you use By Selected Employees, Workday lists the first 50 employees either included in the process
or not included because they are in a pending compensation event. Workday does not list any individual
employees selected using By Compensation Eligibility Rule.
Related Information
Tasks
Steps: Add or Remove Employees to or from Compensation Reviews on page 995

Remove Compensation Plans with Expected End Date

Prerequisites
• Create allowance, hourly, and salary plans.
• Create event using the Maintain Event Categories and Reasons task.
• Security: Process: Compensation Plan Events domain in the Core Compensation functional area.

Context
Remove salary, hourly, or allowance plan assignments from a target population of employees if the
compensation plan assignments have an Expected End Date. This administrative process and doesn't
include reviews or approvals.

Steps
1. Access the Schedule Remove Compensation Plans with Expected End Date task.

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 | Compensation | 848

2. In the Process Details section, consider:

Option Description
Effective Date Options Determines the date on which Workday removes
the compensation plan assignments from the
employee.
Effective as of Date Available if you selected Specific End Date in the
Effective Date Options field.
The date on which Workday removes
compensation plan assignments from the
employees.

Expected End Date Available when Run Frequency is Run Now.

Workday includes in the target population
employees with this expected end date on the
compensation plan assignments.

Start Date Available when Run Frequency is Run Now.

Workday includes in the target population
employees with an expected end date on or
after this start date on the compensation plan
assignments.

End Date Available when Run Frequency is Run Now.

Workday includes in the target population
employees with an expected end date on or
before this end date on the compensation plan
assignments.

3. In the Plans section, select the compensation plans that you want to remove from the target population
of employees.
You can remove active or inactive plans.
4. Click the Schedule tab and complete the Recurrence Criteria and Range of Recurrence information.
Available when the Run Frequency doesn't equal Run Now.

Result
This process ignores compensation plan assignments with an Actual End Date. Workday only removes
employees from compensation plans if there's no Actual End Date configured.
Related Information
Tasks
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Roll Out Compensation Plans to Employees on page 845
Steps: Propose Compensation for Employees or Positions on page 840
Remove Compensation Plans from Multiple Employees on page 847

Set Up Segmented Security by Compensation Plans

Prerequisites
• Analyze your organization's needs and decide whether segmented security for compensation is
appropriate. Evaluate your current organizational structure and thoroughly understand segmented
security requirements.

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• Configure organizational hierarchies, security groups, and organizational roles.

Note: The use of segmented security groups won't apply to every business; it involves a number of
complex steps and impacts your overall compensation practice. Even if you currently use location
hierarchies for other purposes, your current hierarchies might not be adequate for restricting access to
compensation components. Also, intersection security and constrained job-based security groups aren't
available for Compensation.
• Create location hierarchy organizations that parallel the segments you need.
• Security:
• Set Up: Tenant Setup - HCM domain in the System functional area.
• Set Up: Assignable Roles domain in the Organization and Roles functional area.
• Reports: Organization domain in the Organization and Roles functional area.
• Security Configuration domain in the System functional area.
• Compensation Segmented Setup domain in the System functional area.

Context
Segmented security groups divide access to Compensation setup data (such as Compensation Plans)
among multiple Compensation Partners.
Example: A business with sites in Canada, the U.S., and Mexico might require a separate Compensation
Partner for each country with appropriate access to the setup data.
Note: Compensation Administrators need access to all compensation segments you create, no matter
how you decide to segment your organization's compensation groups.

Steps
1. Enable the segmented security group feature for compensation.
a) Access the Edit Tenant Setup - HCM task.
b) In the Compensation section, select the Enable Compensation Setup Segment Security check
box.
2. Enable the Compensation Partner role for the Location Hierarchy organization type.
a) Access the Maintain Assignable Roles task.
b) In the Enable for Organization Types column, add Location Hierarchy to any organization types
already enabled.
3. In the applicable location hierarchy organization, assign the Compensation Partner role to the desired
worker.
a) Access the View Organization task.
b) Open the applicable location hierarchy organization.
c) From the related actions menu, select Roles > Assign Roles.
d) In the Assign Roles section, select Compensation Partner as the Role, and select the desired
Worker to whom the Role should be assigned.
4. Create an organization membership security group that includes the applicable location hierarchy.
a) Access the Create Security Group task.
b) For Type of Group, select Organization Membership Security Group.
c) In the list of Organizations, add the desired location hierarchy to the security group.
d) Specify whether the new organization membership security group Applies to Current Organization
Only or Applies to Current Organization And All Subordinates.

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5. Create an intersection security group that includes the applicable organization membership security
group and the Compensation Partner security group.
a) Access the Create Security Group task.
b) For Type of Group, select Intersection Security Group.
c) In the list of Security Groups, add the desired organization membership security group and the
Compensation Partner security group.
6. Create a security segment for the desired compensation component, such as country.
a) Access the Create Compensation Setup Security Segment task.
b) Select the Pay Component (or set of components) to contain within the segment.
7. Create a segment-based security group that joins the applicable intersection security group with the
applicable security segment. This is a critical step that ties together the preceding steps.
a) Access the Create Security Group task.
b) For Type of Group, select Segment-Based Security Group.
c) In the list of Security Groups, add the applicable intersection security group.
d) In the list of Access Rights, add the applicable security segments.
8. Repeat steps 3 through 7 for each secured compensation segment you want to create.
9. Create Segment-Based Security Groups.
Create a segment-based security group for the Compensation Administrator that joins the
Compensation Administrator with all the security segments created.
10.To use any new segment-based security group that you've created, update and activate the domain
security policy and business process security policy for the Compensation functional area.
a) Access the Functional Areas report.
b) From the related actions menu for Core Compensation and Advanced Compensation, select
Functional Area > View Business Process Policies (or View Domain Policies).
c) Click Edit Permissions.
d) Add the segment-based security group to the applicable domain security policy/business process
security policy.
e) Delete the Compensation Partner security group from the applicable domain security policy/business
process security policy.
f) Access the Activate Pending Security Policy Changes task to confirm changes.

Next Steps
You can use the All Compensation Setup Security Segments report to review which intersection groups
constrain the segment-based security groups for a particular compensation segment or component.
Related Information
Concepts
Concept: Security Groups
Tasks
Create Intersection Security Groups
Restrict Viewing of Merit, Bonus, and Stock Plan Assignments on page 965
Reference
Reference: Compensation Plan Comparisons on page 869
../../../manage-workday/tenant-configuration/tenant-setup/dan1370797339945.dita

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Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans

Prerequisites
• Configure these business processes to meet your needs:
• Set Up Unit Salary Plan Adjustment
• Set Up Hourly Plan Adjustment
• Set Up Allowance Plan Adjustment
• Set Up Unit Allowance Plan Adjustment
• Set Up Commission Plan Adjustment
• Define reasons for Request Compensation Change event using the Maintain Event Categories and
Reasons task.

Context
You can make adjustments to a unit-based salary, hourly, allowance, and commission plans. Workday then
adjusts the compensation amount for all employees in the plan.

Steps
1. Access the appropriate task:
• Set Up Unit Salary Plan Adjustment
• Set Up Hourly Plan Adjustment
• Set Up Allowance Plan Adjustment
• Set Up Unit Allowance Plan Adjustment
• Set Up Commission Plan Adjustment
2. Select the compensation plan.
If the plan you want to adjust already has an adjustment in progress, you can't select the plan.
3. (Optional) For allowance plans, select Retain Basis Total for MBT Employees on the Set Up
Allowance Plan Adjustment task.
If selected, Workday reallocates the compensation basis but retains the basis total. This option affects
MBT employees assigned to an allowance plan on a compensation basis with Retain Basis Total
selected.
4. Select the Allowed Actions for Employees using Default and Employees using Override for
employees assigned to the plan.
Option Description
Adjust to New Defaults Applicable to Employees using Default and
Employees using Override.
Workday sets the assigned value to the new
default.

Adjust by Same Amounts Applicable to Employees using Override.

Workday calculates the difference between the
old default and the new default, and adjusts the
assigned value by that difference.
Example: Set the new default to 600 from 500.
If the override amount is 700, Workday adjusts
the assigned value to 800 because the default
increased by 100.

5. Enter the new values.

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Result
If you included a review step in the business process, the reviewer approves the request, denies it, or
sends it back to the proposer for further revision.
Once approved, the process:
• Updates the plan definition with the new defaults so that future plan assignments have the new values.
• Assigns the plan to the employees and uses eligibility rules to determine if an employee qualifies for a
plan profile.
• Creates compensation events with the new values for each impacted employee.

Next Steps
• Access the Compensation Plan End Date Audit report to detect employees with a future dated
compensation event that conflicts with the event generated by this process.
To correct a future dated compensation event, rescind the event and then reprocess it after the
adjustment process.
Related Information
Tasks
Create Allowance Plans on page 881
Create Hourly Plans on page 877
Edit Business Processes
Create Unit Salary Plans on page 874
Create Commission Plans on page 885

Set Up Task Consolidation for Compensation in Recruiting

Prerequisites
• Set up consolidated tasks.
• Select the Consolidate Tasks check box on the business process security policy on these business
processes:
• Offer
• Employment Agreement

Context
You can consolidate offer and employment agreement tasks into a single workbook using Worksheets,
saving you time and submitting multiple tasks at once.
The Offer and Employment Agreement business processes in Workday Recruiting can include these
Compensation subprocesses:
• Propose Compensation Offer/Employment Agreement
• Request One-Time Payment Offer/Employment Agreement
• Request Stock Grant Offer/Employment Agreement
Note: Consolidated Task functionality doesn't support all the fields available in a non-consolidated
workflow and doesn't support Manage by Basis Total.

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Steps
1. Configure Modify access on these domains in the Core Compensation functional area:
• Add Compensation Plans: Add Allowance.
• Add Compensation Plans: Add Calculated.
• Add Compensation Plans: Add Commission.
• Add Compensation Plans: Add Hourly.
• Add Compensation Plans: Add Period Salary.
• Add Compensation Plans: Add Salary.
• Add Compensation Plans: Add Unit Salary
• Compensation Change: Guidelines.
2. Configure Modify access on these domains in the Advanced Compensation functional area:
• Add Compensation Plans: Add Bonus.
• Add Compensation Plans: Add Merit.
• Add Compensation Plans: Add Stock.
3. Configure View access on these domains in the Core Compensation functional area:
• Compensation Change: Manage Compensation Basis.
• Compensation Change: Total Base Pay.
Related Information
Tasks
Steps: Set Up Offers on page 421
Steps: Set Up Employment Agreements on page 532
Steps: Set Up Inbox Task Consolidation for Offers on page 425

Steps: Analyze Pay Equity

Context
You can analyze and report on pay equity for these areas: ethnicity, age group, and gender. You can set
up either or both:

Pay Equity Discovery The Pay Equity Discovery Board combines data from Staffing, Talent and
Board Performance, and Compensation. It provides a starting point for your pay
equity analysis.
The discovery board consists of 2 sheets, each with several visualizations:
• Current Worker Data: Visualizations use the Workers for HCM Reporting
indexed data source.
• Compensation Events: Visualizations use the Completed Employee
Compensation Events for HCM Reporting indexed data source.

Pay Equity Dashboard Enables you to monitor and report on potential gender pay and equity issues.

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Steps
1. (Optional) Set up the Pay Equity Discovery Board.
a) Access the Delivered Discovery Board task.
b) Select Pay Equity, select Make a Copy, and save it in your Drive.
c) Open your copied discovery board and select filters.
As a best practice, Workday recommends that you select filters that limit the number of employees
analyzed to less than 10,000.
Workday updates indexed data sources and fields every hour.
Security:
• Discovery Boards: Administration in the System functional area.
• Discovery Boards: Create in the System functional area.
• Discovery Boards: Manage Delivered Discovery Boards in the System functional area.
• Worker Data: Compensation by Organization in the Core Compensation functional area.
2. (Optional) Set up the Pay Equity Dashboard.
a) Select the Enable Worker Trending check box on the Edit Tenant Setup - Reporting and
Analytics task.
b) Set up a security group that is unconstrained and has access to these domains:
• Pay Equity Dashboard in the Core Compensation functional area.
Workday recommends that you consult with your legal team about access to sensitive pay equity
data before adding any security groups to the Pay Equity Dashboard domain.
• Person Data: Gender in the Personal Data functional area.
• Trended Worker Data in the Staffing functional area.
• Worker Data: Compensation by Organization in the Core Compensation functional area.
• Worker Data: Current Staffing Information in the Staffing functional area.
• Worker Data: Performance Reviews in the Performance Enablement functional area.
• Worker Data: Public Worker Reports in the Staffing functional area.
Workday delivers the dashboard empty.
c) Workday recommends that you add these reports to the dashboard, configured as worklets:
• Average Compa-Ratio by Country & Gender
• Average Compa-Ratio by Gender
• Average Compa-Ratio by Job Family Group & Gender
• U.S. Average Base Pay by Performance Rating & Gender
You can also run these reports individually or use them to create custom reports.
Related Information
Concepts
Concept: Dashboards
Concept: Discovery Board Workspace
Concept: Discovery Board Security
Concept: The Discovery Board Workflow
Tasks
Configure Dashboard Content
Steps: Set Up Tenant for Discovery Boards
Copy Workday-Delivered Discovery Boards
Reference
Reference: Edit Tenant Setup - Reporting and Analytics

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Configure Scramble Plans for Compensation

Prerequisites
• Review Concept: Data Scrambling.
• Security: Scrambler Administration domain in the System functional area.

Context
You can scramble or remove compensation data in Implementation tenants for training and testing
purposes, or to cloak sensitive information.
Note: Scrambling permanently changes or removes data. Scramble data in Implementation tenants only.
When you submit more than 1 scramble field at a time, Workday removes data before scrambling.
Example: When you configure both the Removal of Compensation Assignments and Payments
and Allowance Plans scramble fields, Workday removes plan assignments, leaving no allowance plan
assignments to scramble.

Steps
1. Access the Create Data Scramble Plan task.
2. As you complete the Compensation section, consider these scramble fields and scramble methods:
Option Description
Allowance Plans Select:
Bonus Plans • Any option beginning with Input Value, Increment Profiles, and
Update.
Commission Plans
For each plan type, select a scramble method and enter values for
Merit Plans
Amount, Percent, or the Number of Units and Per Unit Amount.
One-Time Payment Plans
Workday scrambles:
Stock Plans
• Amount-based plan defaults, assignments, and payments to the
value specified for Amount. For commission plans, Workday
scrambles both the amount and the draw amount.
• Percent-based plan defaults and assignments to the value
specified for Percent.
• Unit-based plan defaults and assignments to the values
specified for Number of Units and Per Unit Amount.
• Set to Plan or Plan Profile Default
Workday:
• Overrides compensation assignments and payments with
individual targets.
• Sets the plan or plan profile default to plan assignments,
payments, and any grants. For commission plans, Workday
scrambles both the amount and the draw amount.
Workday assigns the new scrambled default or profile default value
to those employees that don't have individual targets on their plan,
depending on their eligibility.

Compensation Elements For both methods, Workday generates a generic name for each object
and appends a dash and the next number in sequence. Example:
Compensation Grades,
General Salary Plan renamed to Salary Plan - 1.
Grade Profiles, and Grade
Hierarchies Select:

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Option Description
Compensation Packages • Scramble to Number Sequence (Names and Descriptions)
Compensation Plans • Scramble to Number Sequence (Names, Descriptions, and
Reference IDs)
Workday also renames all object Reference IDs to match the name
of the scrambled object.

Compensation Pay Ranges Select: Input Percentage Variance and enter the percentages to
decrease the minimum and increase the maximum.
Workday:
• Selects random values according to your input percentage
variance settings for the minimum and the maximum.
• Recalculates the segments in between evenly.
Workday recalculates segments the same as the Calculate
Segments check box on the Create Compensation Grade task.

Removal of Compensation Remove all guidelines, plan assignments, and payments. Or, remove
Assignments and selected plan assignments and payments, but not guidelines.
Payments
• Remove All Guidelines, Plan Assignments, and Payments
• Remove Selected Plan Assignments and Payments

Removal of Compensation Workday removes all compensation review:

Review Data
• Plan assignments.
• Employee or organization-specific award data.
• Scorecards and profiles.
• Organization / budget pool contributions.
• Statements.

Salary and Hourly Plans Select:

• Input Percentage Threshold for Salary and Hourly
Assignments
Workday scrambles all salary and hourly plan assignment values to
a random value between the minimum and your specified threshold
percentage of the total base pay range.
Example: The total base pay range for an hourly plan is 10 through
20. You want to scramble that to a random point between the
minimum (10) and 50% of the range (15), so you enter 50 for
the threshold percentage. Workday scrambles the hourly plan
assignment to 12, which is a random point between the minimum
of 10 and the threshold percentage of 15.

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 | Compensation | 857

Option Description
• Input Value and Update Assignments
Enter values for hourly plan defaults, hourly assignments, and
salary assignments.
Workday:
• Sets hourly plan defaults and assignments to the value you
specify for Hourly Assignments.
• Sets salary assignments to the value you specify for Salary
Assignments.
Workday doesn't scramble plan defaults that equal zero.

Related Information
Concepts
Concept: Data Scrambling
Setup Considerations: Data Scrambling
Tasks
Steps: Scramble Tenant Data
Create Compensation Grades on page 806
Examples
Example: Compensation Pay Ranges Scramble Field on page 857

Example: Compensation Pay Ranges Scramble Field

Context
You want to scramble compensation pay ranges on your Implementation tenant.

Steps
1. Select the Compensation Pay Ranges scramble field.
2. Select the Input Percentage Variance scramble method.
3. Enter 10 for Variable % Decrease for Minimum.
4. Enter 5 for the Variable % Increase for Maximum.

Result
For an employee with a Pay Range Minimum of 50,000 and a Pay Range Maximum of 150,000,
Workday:
• Scrambles to random values according to your input variance percentage settings for the pay range
minimum and maximum.
• Recalculates the segments in between evenly.

Pay Range Minimum Because you entered 10 for the Variable % Decrease for Minimum,
Workday scrambles (decreases) to a random value from 1 through 10
percent, from 45,000 through 50,000.
In this example, Workday randomly selects 6.4%: 50,000 - (50,000 *
0.064) = 46,800.

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Pay Range Maximum Because you entered 5 for the Variable % Increase for Maximum,
Workday scrambles (increases) to a random value from 1 through 5
percent, from 150,000 through 157,500.
In this example, Workday randomly selects 2.2%: 150,000 + (150,000
* 0.022) = 153,300.

Pay range segments. Workday recalculates segments evenly, exactly as if you selected
the Calculate Segments check box on the Create Compensation
Grade task:
• Minimum = 46,800.
• Segment 1 Top = 82,300.
• Segment 2 Top = 117,800.
• Maximum (or Segment 3 Top) = 153,300.
• Midpoint = 100,050.

FAQ: Propose Compensation

How do the Expected End Date and Actual End For salary, hourly, or allowance plans, the
Date fields work? Expected End Date is an estimate. Access the
Schedule Remove Compensation Plans with
Expected End Date task to actually remove
compensation plan assignments from employees.
For compensation plan assignments with an
Actual End Date, Workday automatically removes
the compensation plan assignment at 11:59:59
PM on that date. Workday doesn't remove plan
assignments when there are future-dated events on
the plan assignment.
Note: The Schedule Remove Compensation
Plans with Expected End Date task ignores
compensation plan assignments with an Actual
End Date.
Workday displays the Actual End Date field only
if you selected the Enable Actual End Date field
in the Compensation section of the Edit Tenant
Setup - HCM task.

How does proposing compensation affect the If you make changes to the individual plans of a
compensation basis total? compensation basis, Workday recalculates the
proportional plans based on the modified plan
for employees managed by basis total. However,
Workday doesn't recalculate plans that are a
percentage of total cash when individual plans
change.
On the Hire and Change Job business processes,
managers can override the amount for employees
managed by a compensation basis. Workday then
performs a partial calculation and recalculates
only those plans that depend on the change. In
this case, the period salary plan functions as a
percentage-based plan. If you want to have the
period salary plan function as a percentage of

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 | Compensation | 859

salary only, modify the compensation basis to

contain salary only. Run the Period Salary Plans
Manage By Compensation Basis Health report to
verify your configuration.
With Fixed for Manage by Basis Total selected,
Workday treats the assigned amount as fixed when
performing a top-down calculation on the primary
compensation basis. This check box displays only
when:
• The compensation plan is part of the primary
compensation basis.
• The compensation plan is amount- or unit-
based.
• The compensation plan allows overrides.

Related Information
Reference
FAQ: Employee Visibility Date on page 979
Setup Considerations: Compensation Eligibility Rules on page 799

FAQ: Compensation Defaulting

What is the difference between default compensation and compensation defaulting?
What's the advantage of using default compensation on a position?
What's the advantage of using default compensation for requisition compensation?
When does Workday default a grade or grade profile configured on a job profile?
Why doesn't Workday default compensation on the Request Compensation Change task?
What effect does a compensation package have on compensation defaulting?
Why do rehired employees have current assignments?
How does the Retain Basis Total option on the compensation basis affect the proposed total?
Does Workday apply compensation defaulting when Guidelines fields change?

What is the difference between default Default compensation refers to the compensation
compensation and compensation defaulting? attributes configured on a position. Workday
automatically populates fields when filling a position
or a job from default compensation, if it's configured
on the position. Compensation defaulting simply
refers to how Workday populates compensation
values.
Example: You've configured compensation for the
Recruiter position but not for the Event Coordinator
position. There's no offer or job requisition. When
Glen hires Andrea for the Recruiter position
using Hire, Workday automatically populates
compensation from the position. When Glen
hires Heather for the Event Coordinator position,
Workday uses eligibility rules.
This table lists stand-alone business processes
and the sources from which Workday automatically
populates compensation values. For some business

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processes, Workday searches for compensation

values in multiple sources sequentially and stops
when it finds values.

Task or Business Source of Compensation

Process
Create Position Eligibility rules.
and Edit Position
The Change Default
Compensation subprocess of
the Create Position process
assigns compensation
guidelines and plans to
a position using eligibility
rules. Workday assigns any
changes made or additional
compensation plans added
during this subprocess to
future staffing events.

Create Job 1. Position.

Requisition 2. Eligibility rules.
If you use Evergreen
requisitions, Workday derives
compensation values from the
Evergreen requisition.

Edit Job Eligibility rules.

Requisition
If you use Evergreen
requisitions, Workday derives
compensation values from the
Evergreen requisition.

Offer and 1. Default compensation

Employment configured on the job
Agreement requisition.
2. Eligibility rules.
3. Both 1 and 2 if you
configure the Run
Eligibility Rules when
there is Requisition
Compensation prompt
in the Compensation
section on the Edit
Tenant Setup - HCM task.
If configured, Workday
runs eligibility rules
during the selected
business processes
even when default
compensation exists on
the job requisition.
Note: Workday might
populate the same

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Task or Business Source of Compensation

Process
compensation values
regardless of the source.
Example: Compensation
values derived from the
eligibility rules might be
identical to those from the
default compensation on
the job requisition.
Workday persists individual
overrides from default
compensation on the job
requisition if the candidate is
still eligible for the plan as of
the hire date on the process.
If Offer or Employment
Agreement details, like
location, change during a
renegotiation, Workday runs
eligibility rules even if default
compensation exists on the
job requisition.
The Offer and Employment
Agreement business
processes don't use default
compensation on position.

Hire 1. For rehires only, Workday

uses compensation
assignments in effect
before termination.
However, Workday
clears the the Expected
End Date and Actual
End Date fields from
compensation plan
assignments.
2. Offer.
3. Job requisition.
4. Position.
5. Eligibility rules.

Change Job 1. Offer.

2. Job requisition.
3. Position, but only when
default compensation is
configured on the position
and you're not using the
Change Job Move option.
When using the Move
option to move a worker

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Task or Business Source of Compensation

Process
to a new position,
Workday always uses
eligibility rules even if
default compensation is
configured on the new
position.
4. Eligibility rules.

Request No defaulting.
Compensation
Change
Request No defaulting when initiated
Requisition as a stand-alone business
Compensation process. When included as
Change a subprocess, the parent
business process determines
how compensation
defaults. Example: Request
Requisition Compensation
Change as subprocess of Job
Requisition.

What's the advantage of using default So that every employee who hires into that position
compensation on a position? receives the same compensation values.
Default Compensation enables the establishment of
compensation guidelines, plans, and plan amounts
on a position. Examples:
• Position budgeting.
• Tracking default compensation as budgeted or
approved compensation.
• Sending target or approved compensation to an
external Applicant Tracking System.
• To aid in giving concise compensation guidance
to those proposing compensation.

What's the advantage of using default So that every applicant hired using the same job
compensation for requisition compensation? requisition receives consistent compensation
values.
When does Workday default a grade or grade Depending on the business process, when a
profile configured on a job profile? grade or grade profile doesn't exist on the offer,
job requisition, or position, Workday determines if
the job profile has a grade or grade profile. If so,
Workday populates compensation values in this
order:
1. Grade, regardless if the eligibility rule configured
on the grade applies to the employee.
2. Grade profile, only when an eligibility rule
configured on the grade profile applies to the
employee.

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Why doesn't Workday default compensation in The Request Compensation Change task is for:
the Request Compensation Change task?
• Proposing a change to existing compensation for
an employee, not to initially determine it.
• A single-purpose compensation change.
Workday doesn't run eligibility rules at initiation
to populate plans in the Proposed column
of the transaction. You can view the eligible
plans when proposing compensation using the
By Compensation Package and Rule or By
Compensation Rule options.

What effect does a compensation package have Compensation packages group together grades,
on compensation defaulting? grade profiles, and compensation plans. If an
employee is affected by an eligibility rule associated
with a compensation package, the grades, grade
profiles, and compensation plans associated
with the compensation package determine
compensation defaulting.

Why do rehired employees have current To determine compensation for a rehired employee,
assignments? Workday:
1. Reads compensation assignments in effect
before the employee terminated and uses that
for the initial compensation values on rehire.
2. Reads compensation values from the Offer
business process in Workday Recruiting, if
they exist. If not, Workday looks for default
compensation if configured on the position.
Finally, if the position doesn't have default
compensation, Workday uses eligibility rules.

How does the Retain Basis Total option on the If you selected Retain Basis Total on the
compensation basis affect the proposed total? compensation basis, Workday populates the
existing compensation basis total during the
Propose Compensation step of the Change Job
process. The primary compensation basis doesn't
come from the job requisition. Workday then
rebalances the plan assignments but keeps the
compensation basis total fixed. If Retain Basis
Total isn't selected, Workday recalculates the
compensation basis total based on the changed
plan assignments.

Does Workday apply compensation defaulting By default, no. However, you can select the Enable
when Guidelines fields change? Defaulting Based on Changes to Guidelines on
the Edit Tenant Setup - HCM task. If selected,
Workday applies compensation defaulting to
compensation plan assignments when both:
• Eligibility rules are based on Guidelines fields.
• Any field within the Guidelines section that the
eligibility rules are based upon is changed.

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Related Information

Reference: Full Time Equivalent in Compensation

Workday provides these Full Time Equivalent (FTE) settings that affect calculations:

Option Configuration Description

Use 100% FTE for Pay Edit Tenant Setup - If selected, Workday divides part-time employee by
Range Comparisons HCM > Compensation the FTE % before comparing it to the range midpoint,
minimum, maximum and segments when calculating:
• Compa-Ratio
• Position in Range
• Pay Range Segment
If one of the compensation plans assigned to an
employee has the Use Assigned Value in 100%
Calculations option selected, Workday uses the
assigned plan amount instead of dividing the
assigned amount by the FTE %.
See Reference: Edit Tenant Setup - HCM

Paid FTE Staffing section on If selected, Workday uses the paid FTE override
Maintain Localization on the position to prorate compensation plans or
Settings calculate 100% FTE plan values.
See Concept: Working Time on page 468

Apply FTE% When creating or If selected on a compensation plan, Workday

editing: prorates the plan assignment amount for part-time
employees based on their FTE.
• Allowance plans.
• Unit-based WhenPaid FTE is enabled, Workday prorates using
Allowance Plans. the paid FTE override on the position. Otherwise,
• Amount-based Workday calculates FTE by dividing Scheduled
Bonus plans. Weekly Hours by Default Weekly Hours when
• Salary plans. proposing compensation during these business
processes:
• Add Job
• Change Job
• Edit Position
• Employment Agreement
• Hire
• Offer
• Start International Assignment
See Create Salary Plans on page 873

Use Assigned Value When creating or If selected, Workday uses the assigned amount on
in 100% Calculations editing: the plan as the fixed proration value and the 100%
value in calculations.
• Amount-based
Allowance plans. When the check box is cleared, Workday divides the
• Unit-based assigned amount by the employee's FTE for 100%
Allowance Plans. FTE calculations.
• Amount-based Example: You assign a worker with 50% FTE amount-
Bonus plans. based Bonus Plan A for 1,000 and amount-based

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Option Configuration Description

• Salary plans. Allowance Plan B for 1,000. You select the Use
Assigned Value in 100% Calculations for Bonus
Plan A and None of the above for Allowance Plan B.
The 100% FTE value calculated for Bonus Plan A
is the assigned amount of 1,000. Workday doesn't
divide this amount by the worker's FTE. The 100%
FTE value calculated for Allowance Plan B is 2,000,
which equals the assigned amount (1000) divided by
the employee's 50% FTE (0.5): (1000/0.5 = 2000).
Workday doesn't apply this option to workers
Managed by Basis Total or to calculated plans that
reference plans with this option selected.
See Create Bonus Plans on page 892

FTE Changes in On the Create Time If selected, Workday creates a proration segment
Period Proration Rule task. for each event that can change the FTE% during the
compensation review process period.
For percent-based bonus plans, Workday applies the
FTE% to the basis to determine the merit or bonus
target. For amount-based bonus plans, Workday
applies the FTE% to the target award amount the
employee is eligible for.
Example: You configure an amount-based bonus
plan with an FTE time proration rule. Ben has
an FTE change during the process period of the
compensation review. Workday calculates proration
segments based on Ben's FTE changes.
See Create Time Proration Rules for Compensation
Reviews on page 952

Related Information
Reference
2023R2 What's New Post: Flexibility in 100% Assigned FTE

Reference: Benefits and Pay Hub

The Benefits and Pay hub provides a single location for employees to review and maintain their benefits,
compensation, payroll information. Employees can also access related reports.
Security:
• Self-Service: Benefits and Pay Hub
• Self-Service: Compensation History
Note: Workday controls the visibility of any control or report in the Benefits and Pay hub by the security
of the related action, report, or business process. Examples:
• Employees in a security group with access to the Self-Service: Benefits (My Tax Documents) - USA
security domain can view and print their ACA forms.
• Employees can see the Change Retirement Savings option if you modify the business process policy
for the Change Retirement Savings business process.

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 | Compensation | 866

Worklet Description Additional Information

Overview Provides a current view of an
employee's benefit, pay, and
compensation with links to
detailed reports. Employees
can view and modify payment
elections, initiate benefit changes,
and view tax documents.
A Needs Attention section
displays if the worker has an
active benefit event for either
open enrollment or life events.

Benefits Enables employees to: • Steps: Set Up Employee

• View their current benefit Benefit Plans on page 1068
elections. • Manage Dependents and
• View expanded details for a Beneficiaries on page 1251
benefit plan from the Benefit
Elections page.
• View their benefits as of a
specified date.
• Change their benefits
elections.
• Change their retirement
savings elections and
contributions.
• View their dependents.
• View and edit their
beneficiaries.
• View and print their ACA
forms.

Pay Enables employees to: • Steps: Set Up Payroll

• Access all their available Processing
payslips and tax documents. • Steps: Create Earnings
• Access the Most Recent • Steps: Create Deductions
Pay card to review gross and • Define Payslips
net pay on their most recent
payslips.
• Access the Deduction card
to review deductions on their
most recent payslips.
• Access links to useful payroll
reports, dashboards, and
tasks.
• Review and add voluntary
deductions.
• Review flexible payments and
deductions requests.
• View and update payment,
tax, and tax form printing
elections.

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Worklet Description Additional Information

Compensation Enables employees to: • Steps: Manage One-Time
• View their bonus and one-time Payments on page 928
payment history. • Steps: Enable Self-Service
• Request a one-time payment One-Time Payments on page
for themselves (self-service), if 935
configured.
• View their compensation
review statements.
• View their total rewards.
• View their compensation
history (self-service, if
configured) and a summary of
each position for which they
receive compensation.
• View their current or upcoming
period activity pay.
• View their stock grants.

Related Information
Tasks
Set Up Hubs
Reference
2022R2 What's New Post: Benefits and Pay Hub

Reference: Out of Order Changes and Effective Dating

Workday uses the most recent Effective Date when processing out of order changes to:
• Allowance plans.
• Commission plans.
• Grades.
• Grade profiles.
• Hourly plans.
• Period salary plans.
• Salary plans.
• Steps.
• Unit salary plans.
When you create or edit compensation plans or guidelines, you must set future effective dates. Over time,
you might make several edits to the same plan or guideline, and on each occasion set a different effective
date.
Note: Workday doesn't require that effective dates be in chronological order. Workday applies your
changes based only on the effective date, not the date you make the edits.
You can edit a plan on Monday with an effective date 1 year into the future. You can then edit the same
plan on Tuesday with an effective date of Wednesday, only 1 day into the future. These edits are out of
order because the second edit takes effect a year before the first.
Consider developing policies and procedures for managing changes to your compensation plans and
guidelines.
You change the name and description of a salary plan, then select Exclude from Merit.

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 | Compensation | 868

Edit Effective Action Result

Order Date
1 2000-01-01 You create the The plan becomes effective 2000-01-01.
plan.
2 2021-12-01 You change the Plan name and description edits become effective
plan name and 2021-12-01.
description.
3 2010-05-01 You select the Because the effective date of this edit falls before and out
Exclude from of order with the second edit, it applies from 2010-05-01
Merit check box. through 2021-11-30.
The entire plan configuration resulting from the second
edit, effective on 2021-12-01, overwrites the third edit and
clears the Exclude from Merit check box.
To enable Exclude from Merit, you must edit the
salary plan a fourth time and set the effective date after
2021-12-01.

You make edits to a compensation grade and add new grade profiles.

Edit Effective Action Result

Order Date
1 2000-01-01 You create a The compensation grade has 3 profiles from 2000-01-01
compensation through 2021-09-30: USA, CAN, MEX.
grade with these
profiles: USA,
CAN, and MEX.
2 2022-02-01 You update the The compensation grade has 5 profiles from 2022-02-01
compensation to the present: USA, CAN, MEX, JPN, KOR.
grade and add
Because the entire grade configuration resulting from
these new profiles:
the second edit has the latest effective date, Workday
JPN and KOR.
overwrites the third edit with a previous effective date of
2021-10-01.

3 2021-10-01 You update the This change is out of order to the second edit, which is
compensation effective 2022-02-01.
grade and add a
The compensation grade has 4 profiles from 2021-10-01
new profile: FRA.
through 2022-01-31: USA, CAN, MEX, FRA.
Because this edit has an earlier effective date than the
second edit, Workday overwrites the FRA profile on
2022-02-01.

You make edits to the compensation steps for a compensation grade on the Maintain Compensation
Steps task.

Edit Effective Action Result

Order Date
1 2000-01-01 You create The compensation grade has 3 profiles from
compensation step 2000-01-01 through 2021-09-30: USA, CAN, MEX.
AAA.

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Edit Effective Action Result

Order Date
2 2022-02-01 You edit the This edit overwrites the progression rule added with the
Interval for out of order third edit on compensation step AAA.
compensation step
AAA.
3 2018-03-01 You add a The progression rule for step AAA applied from
progression rule for 2018-03-01 through 2022-01-31.
compensation step
The compensation step BBB applies from 2018-03-01
AAA
to the present. The edit made effective 2022-02-01
You create applies only to compensation step AAA, not the grade.
compensation step
BBB.

Reference: Compensation Plan Comparisons

This chart describes the differences between the various types of Workday compensation plans to help you
determine which plan type to use.

Plan Type When do I use this How do I assign How do the What is the result?
plan type? employees to the employees get
plan? paid?
Salary Use to associate • As part of the Hire Workday Workday pays
eligible salaried transaction. automatically feeds employees the
employees with the • As part of another the compensation indicated amount.
appropriate base staffing transaction to payroll for the
salary compensation (promote, demote, regular pay period
elements. transfer). payment.
• As a result of
using the Request
Compensation
Change task.

Hourly Use to associate • As part of the Hire Workday sends Workday uses the
eligible hourly transaction. the compensation indicated hourly
employees with an • As a result of and actual hours amount to calculate
hourly rate amount. using the Request to payroll for the how much to pay
Compensation regular pay period. employees in their
Change task. regular pay checks.
• As part of another
staffing transaction
(promote, demote,
transfer).

*Merit Use to group • As part of the Hire You can create a Simply being
employees (using transaction. specific merit plan, in a merit plan
eligibility rules) who • As part of another which generates doesn't affect pay.
are going to get a staffing transaction a request for Workday changes
change to their base (promote, demote, each person in the employee's
pay, and optionally, transfer). the plan to get a compensation
a promotion base pay change. based on approved
• Through the Rollout
or additional A change to the changes made
Compensation
adjustments. You base pay amount during the

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 | Compensation | 870

Plan Type When do I use this How do I assign How do the What is the result?
plan type? employees to the employees get
plan? paid?
can also add Plans to Employees automatically flows compensation
bonus and stock task. to payroll. review process..
components to merit • As a result of
plans. using the Request
If you want to give Compensation
1 person a raise, Change task.
use the Request
Compensation
Change task.

*Bonus Use to group people • As part of the Hire A compensation Simply being in
together who are transaction. review process a bonus plan
all going to get a • As part of another with bonus awards doesn't affect pay.
bonus payment at staffing transaction generates a request At the end of the
the same time. (promote, demote, for each person compensation
transfer). enrolled in the plan review process,
to get a portion of Workday passes the
• Through the Rollout
the bonus pool. bonus amount or
Compensation
The manager tranche to payroll.
Plans to Employees
or administrator
task.
then determines
• As a result of the amount for
using the Request each person and
Compensation whether to pay
Change task. the target amount
in 1 payment or
in predefined
installments
(tranches). You
can also load
these amounts
using the EIB. The
approved bonuses
automatically flow to
payroll.
*One-Time Use to give Workday doesn't Request and The result is a
an employee assign the plan type complete a one- payment amount
a payment for to the employee but time payment flowing to payroll.
something such as makes it available for transaction, which
an incentive bonus. assignment. automatically
flows to payroll for
payment.
*Period Use to give an • As part of the Hire Workday sends the Workday sends the
Salary Plan employee extra transaction. amount specified payment amount to
months, weeks, or • As part of another in the period salary payroll.
days of pay. staffing transaction plan to payroll
(promote, demote, for inclusion with
transfer). regular pay.
• As a result of
using the Request

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 | Compensation | 871

Plan Type When do I use this How do I assign How do the What is the result?
plan type? employees to the employees get
plan? paid?
Compensation
Change task.

*CommissionUse to store the • As part of the Hire Workday doesn't This type of plan
target amount for transaction. pay out commission stores a target
commission. • As part of another plans. amount for assigned
staffing transaction employees.
You can integrate
(promote, demote, with a third-party
transfer). sales incentive
• Through the Rollout management
Compensation application to pay
Plans to Employees the commissions
task. appropriately.
• As a result of
using the Request
Compensation
Change task.

Allowances Use for • As part of the Hire The amount The result is an
compensation transaction. specified in the additional amount
paid on a regular • As part of another allowance plan paid to an employee
basis, such as a staffing transaction automatically with their regular
monthly cell phone (promote, demote, flows to payroll for pay.
allowance. transfer). inclusion with the
employee’s regular
• Through the Rollout
pay.
Compensation
Plans to Employees
task.
• As a result of
using the Request
Compensation
Change task.

*Stock Use to group people • As part of the Hire Workday doesn't The stock grants
together who are all transaction. pay out stock plans. based on this type
going to get a stock • As part of another You can integrate of plan store stock
grant at the same staffing transaction with a third-party grant details for
time. (promote, demote, stock administration employees.
transfer). application to handle
vesting and other
• Through the Rollout
stock administration
Compensation
needs.
Plans to Employees
task.
• As a result of
using the Request
Compensation
Change task.

*Future Use alone or Administrators can Administrators can Simply being in a

Payment consider targets assign an employee launch a future future payment plan
Plan from other bonus or to the plan using payment plan, which doesn't affect pay.

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 | Compensation | 872

Plan Type When do I use this How do I assign How do the What is the result?
plan type? employees to the employees get
plan? paid?
one-time payment the Assign Future generates a request To participate in a
plans to pay an Payment Plans task. for each person future payment plan,
employee a target enrolled in the plan assign an employee
amount. Enables to get a portion of to the plan and to
administrator to true the bonus pool. any other bonus
up any remaining The administrator plans relevant for
balance in a final then determines calculating the true
payment at the end the amount for up.
of the period. each person. The
approved bonuses
automatically flow to
payroll.

*These compensation plans are discretionary. Employees aren't paid from discretionary compensation
plans in every pay period.
To view:
• All compensation-related reports, run Workday Standard Reports. Select the Compensation and Set
Up Compensation categories.
• A complete list of your compensation plans, access the Compensation Plans report.
• Employees assigned to various compensation plans, access the View Compensation Plan Rollout
Process report or the Compensation Component Assignments report.
• All the employees in any compensation plan, run the Compensation Plan Assignments report.
• Employees assigned a specific plan, except future payment plans or one-time payment plans, select
[plan type] > [plan type] Assignments from the related actions menu of the plan. Example: Merit
Plan > Merit Plan Assignments.

Salary and Hourly Plans

Steps: Set Up Salary Plans

Prerequisites
Set up compensation components and grades.

Steps
1. Create Salary Plans on page 873.
2. Create Unit Salary Plans on page 874.
3. Create Period Salary Plans on page 876.
Create a plan that enables you to assign extra months, weeks, or days of pay to employees.

Next Steps
You can:
• Assign the salary plan to a compensation package.
• Assign the salary plan to new hires.
• Assign the salary plan to promoted, demoted, and transferred employees.

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 | Compensation | 873

Related Information
Tasks
Roll Out Compensation Plans to Employees on page 845

Create Salary Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
Create a salary plan that you can then assign to eligible employees.

Steps
1. Access the Create Salary Plan task.
2. In the Details section, select the Inactive check box if you don't want the plan available for use with
new processes. Processes already in progress using this plan complete as normal.
3. In the FTE section, consider
Option Description
Apply FTE% If selected, Workday prorates the bonus for part-time employees
assigned to this plan based on their FTE.
You can enable Paid FTE in the Staffing section on the Maintain
Localization Settings task. If enabled, Workday prorates using the
paid FTE override on the position. Otherwise, Workday calculates FTE
by dividing Scheduled Weekly Hours / Default Weekly Hours when
proposing compensation during these business processes:
• Offer.
• Employment Agreement.
• Hire.
• Change Job.
• Edit Position.
• Add Job.
• Start International Assignment.

Use Assigned Value in For amount-based plans only. This option doesn't apply to workers
100% Calculations Managed by Basis Total (MBT).
If selected, Workday uses the assigned amount on the plan as the
fixed proration value and the 100% value in calculations.
If not selected, Workday divides the assigned amount by the
employee's FTE for 100% FTE calculations.
Example: You assign a worker with 50% FTE amount-based Salary
Plan A for 1,000 and amount-based Allowance Plan B for 1,000. You
select the Use Assigned Value in 100% Calculations for Salary Plan
A and None of the above for Allowance Plan B.
The 100% FTE value calculated for Salary Plan A is the assigned
amount of 1,000. Workday doesn't divide this amount by the worker's
FTE. The 100% FTE value calculated for Allowance Plan B is 2,000,

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 | Compensation | 874

Option Description
which equals the assigned amount (1000) divided by the employee's
50% FTE (0.5): (1000/0.5 = 2000).

None of the Above Workday doesn't apply FTE% and doesn't use the assigned plan value
in 100% calculations.
4. n the Salary Defaults section, select a Compensation Element.
Compensation elements store the earnings associated with compensation. If you select a compensation
element designated as base pay, Workday includes the compensation in the employee's base pay
calculation.
5. In the Plan Eligibility section, select 1 or more eligibility rules.
Eligibility rules determine which employees are eligible for this plan. If you select multiple eligibility
rules, Workday evaluates each rule independently to determine employee eligibility for the plan.
Employees are eligible if they meet the qualifications of any 1 rule. You can only use individual rules
once in the plan and profiles.
6. Select the Exclude from Merit check box if you don't want this plan to be available when you initiate a
compensation review process.

Next Steps
You can:
• Assign the plan to employees on the Request Compensation Change task or web service.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Salary Plan report for detailed information on a specific plan.
• Access the Edit Salary Plan task.
You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Steps: Set Up Salary Plans on page 872
Create Time Proration Rules for Compensation Reviews on page 952
Steps: Set Up Proration
Steps: Propose Compensation for Employees or Positions on page 840
Reference
Reference: Full Time Equivalent in Compensation on page 864
Examples
Example: Time-Based Proration for Merit and Bonus Awards on page 972

Create Unit Salary Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
Create a unit salary plan that you can then assign to eligible employees.

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Steps
1. Access the Create Unit Salary Plan task.
2. In the Salary Defaults section, consider:
Option Description
Compensation Element Compensation elements store the earnings
associated with compensation.
If you select a compensation element designated
as base pay, Workday includes the plan's
compensation in the employee's base pay
calculation.

Unit Select the unit for measuring the work performed.

Per Unit Amount Enter the amount paid for each unit of work
performed.
Default Units Enter the number of units an employee is
expected to work for the specified time period.
Units multiplied by per unit amount determine an
employee's pay. This is only used as a guideline
and can be overridden.
If you select a compensation element designated
as base pay, then Workday includes the plan's
compensation in the employee's base pay
calculation.

Frequency Select the time frame in which an employee gets

paid for the number of units worked.
Workday calculates pay for employees by using
the employee's scheduled weekly hours or a user-
defined annualization factor, as defined in the
frequency definition.
To ensure the proper calculation method, use
the Maintain Frequencies task to review the
calculation method for the selected frequency.

No Override Select this check box to prevent these values

from being overridden.
3. In the Plan Eligibility section, select 1 or more rules.
Eligibility rules determine which employees are eligible for this salary plan. If you select multiple
eligibility rules, Workday evaluates each rule independently to determine employee eligibility for the
plan. Employees are eligible if they meet the qualifications of any one rule.

Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Salary Plan report for detailed information on a specific plan.

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 | Compensation | 876

• Access the Edit Salary Plan task.

You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Adjust default values for assigned plans on the Set Up Unit Salary Plan Adjustment task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Steps: Set Up Salary Plans on page 872
Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans on page 851

Create Period Salary Plans

Prerequisites
• Set up compensation components and grades.
• Create compensation basis.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
Create a plan that enables you to assign extra months, weeks, or days of pay to employees.

Steps
1. Access the Create Period Salary Plan task.
2. In the Details section, select Inactive to indicate the plan isn't available for use.
Processes already using plans marked Inactive complete as normal.
3. In the Period Salary Defaults section, consider:
Option Description
Compensation Element Compensation elements store the earnings associated with
compensation.
If you select a compensation element designated as base pay,
Workday includes the plan's compensation in the employee's base pay
calculation.

Compensation Period Multiplies the Compensation Period. (Up to 2 decimal places allowed.)
Multiplier
Example: If the Compensation Period Multiplier is 15.50 and the
Compensation Period is Day, Workday assigns 15.50 extra days to
pay employees.

Compensation Basis Available if you select the Percent Based Plan option.
Select the compensation basis Workday uses to determine the target
amount (if the worker isn't managed by a compensation basis) for this
plan. If the worker is managed by a compensation basis, Workday
doesn't exclude this plan when calculating the target amount.
If you select a compensation basis that includes this plan, Workday
excludes this plan when calculating the employee's target amount.
If you select a subtractive compensation basis, Workday subtracts the
subtractive basis amount from the worker's primary compensation basis
before calculating the percentage-based target amount.

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Option Description
If the plan is part of a compensation basis that has the Manage
Basis Total check box selected, you can't change the selected
compensation basis. In this case, the period salary plan works like any
other proportional plan. Workday allows individual plan changes in
business processes that allow compensation changes.

4. In the Plan Eligibility section, select 1 or more rules.

Eligibility rules determine which employees are eligible for this period salary plan. If you select multiple
eligibility rules, Workday evaluates each rule independently to determine employee eligibility for the
stock plan. Employees are eligible if they meet the qualifications of any one rule.
5. (Optional) Complete the Period Salary Plan Profiles section.
This enables you to have different payout amounts for different groups of employees.
Example: You can set up 1 profile where the target for an individual employee is 2 months total base
pay and another with 3 months total base pay.

Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Salary Plan report for detailed information on a specific plan.
• Access the Edit Period Salary Plan task.
You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Steps: Set Up Salary Plans on page 872
Roll Out Compensation Plans to Employees on page 845

Create Hourly Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
You can create or update an hourly plan that you assign to eligible employees.
You can also annualize hourly plans by setting the annualization factor on the Maintain Frequencies task.

Steps
1. Access the Create Hourly Plan task.
2. In the Details section, consider:
Option Description
Inactive Select this check box if the plan is not available for use. Processes
already using this plan complete as normal.

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Option Description
Minimum Wage Select this check box to indicate that the defaults define the minimum
wage in the regulatory region where this hourly plan is in use.
When selected, managers can propose only hourly rates higher than
the default amount for employees assigned to this hourly plan, using
only the default currency and frequency.

3. In the Hourly Defaults section, consider:

Option Description
Compensation Element Compensation elements store the earnings associated with
compensation.
If you select a compensation element designated as base pay,
Workday includes the compensation for a plan in the employee's base
pay calculation.

Currency Select the currency for the payment. If configured, this currency
overrides the currency setting on the compensation grade or grade
profile, if it differs.
Frequency Given that this is an hourly plan, always select Hourly so that the
employee gets paid by the hour.
Workday calculates pay for employees by using the employee's
scheduled weekly hours or a user-defined annualization factor, as
defined in the frequency definition.

4. In the Plan Eligibility section, select 1 or more rules.

Employees are eligible if they meet the qualifications of any 1 rule. If you select multiple eligibility rules,
Workday evaluates each rule independently to determine employee eligibility for the plan.
5. Select the Exclude from Merit check box if you don't want this plan to be available when you initiate a
compensation review process.

Next Steps
You can:
• Assign the plan to employees on the Request Compensation Change task or web service.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Hourly Plan and View Hourly Plan Usage reports.
• Access the Edit Hourly Plan task.
You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Adjust default values for assigned plans on the Set Up Hourly Plan Adjustment task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans on page 851
Steps: Set Up Compensation Components on page 796
Steps: Propose Compensation for Employees or Positions on page 840

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 | Compensation | 879

Allowance Plans

Steps: Manage Reimbursable Accounts

Context
You can link allowance plans to expense items and pay them out after you approve the expense report.
This diagram illustrates the process flow for managing reimbursable allowance plans:

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 | Compensation | 880

Steps
1. Create an expense item for reimbursement accounts with an Expense Item Amount Type of Based
on Allowance Plan.
See Steps: Set Up Expense Items.

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 | Compensation | 881

2. Create Allowance Plans on page 881.

Select Reimbursable.
3. Roll Out Compensation Plans to Employees on page 845.
4. (Optional) Create Spend Authorizations.
Employees without an assigned reimbursable allowance plan must create a spend authorization and
select the Expense Item associated with an Allowance Plan. Employees must then submit their
expenses for approval and allowance plan assignment.
5. Create Expense Reports.
6. Create Manual Settlement Runs.
After you approve expense reports with reimbursement account expense items, include them in a
settlement run to reimburse employees.
7. (Optional) Access the View Reimbursable Allowance Plan Activity report.
Review an employee's activity for an assigned reimbursable allowance plan. You can configure this
report to display on View Worker, Worker Profile, and Talent Profile.
Security (in the Core Compensation functional area):
• Self-Service: Compensation
• Worker Data: Compensation by Organization
Related Information
Tasks
Steps: Set Up Profiles and Profile Groups

Create Allowance Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
You can create allowance plans for employees as part of their regular paycheck using the pay calculation
process.
Examples:
• A cell phone allowance for a flat amount of 150 USD per month.
• An off-site reimbursement allowance of 10 percent of an employee's base pay salary per month to
offset temporary relocation.
• A car allowance of 300 miles per week paid at 3 USD per mile.
You can link allowance plans to expense items and pay out to employees using the settlement process.
Example: A tuition reimbursement program for a flat amount of 2,500 USD, or a specific number of units
per quarter.

Steps
1. Access the Create Allowance Plan task.
2. Select:
Option Description
Reimbursable Select this check box if the allowance plan is
associated with an expense item.
When you select this check box, you can't:

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Option Description
• Add a compensation element to this plan.
• Update the Percent Based Plan options.

Amount Based Plan Targets for the plan are based on a fixed
monetary amount.
Percent Based Plan Targets for the plan are based on a percentage of
salary.
This option isn't available if you selected the
Reimbursable option.

Unit Based Plan Targets for the plan are based on a number of
units.
3. In the Details section, consider:
Option Description
Inactive Select this check box if the plan isn't available for use. Processes
already using this plan complete as normal.
Expense Item Available if you select the Reimbursable option.
To be part of a settlement process, the plan must be linked to the
Expense Item.

Expense Accumulator Available if you select the Reimbursable option.

Workday Expenses provides these options:
• Month to Date
• Month with Custom Start Date
• Year to Date
• Year with Custom Start Date

Allow Overage Displays if you select the Reimbursable option.

4. In the FTE section, consider:
Option Description
Apply FTE% Select this check box to prorate the compensation
for employees assigned to this plan based on
their full-time equivalent hours percentage.
You can enable Paid FTE in the Staffing section
on the Maintain Localization Settings task.
If enabled, Workday prorates using paid FTE
on compensation plans. Otherwise, Workday
calculates FTE by dividing Scheduled Weekly
Hours / Default Weekly Hours when
proposing compensation during these business
processes:
• Offer
• Employment Agreement
• Hire
• Change Job
• Edit Position

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Option Description
Use Assigned Value in 100% Calculations For amount or unit-based plans only. This option
doesn't apply to workers Managed by Basis Total
(MBT).
If selected, Workday uses the assigned amount
on the plan as the fixed proration value and the
100% value in calculations.
If not selected, Workday divides the assigned
amount by the employee's FTE for 100% FTE
calculations.
Example: You assign a worker with 50% FTE
amount-based Bonus Plan A for 1,000 and
amount-based Allowance Plan B for 1,000.
You select the Use Assigned Value in 100%
Calculations for Bonus Plan A and None of the
above for Allowance Plan B.
The 100% FTE value calculated for Bonus Plan A
is the assigned amount of 1,000. Workday doesn't
divide this amount by the worker's FTE. The
100% FTE value calculated for Allowance Plan
B is 2,000, which equals the assigned amount
(1000) divided by the employee's 50% FTE (0.5):
(1000/0.5 = 2000).

None of the Above Workday doesn't apply FTE% and doesn't use the
assigned plan value in 100% calculations.
5. In the Allowance Defaults section, consider:
Option Description
Compensation Basis Available if you select the Percent Based Plan option.
Select the compensation basis Workday uses to determine the target
amount (if the worker isn't managed by a compensation basis) for this
plan. If the worker is managed by a compensation basis, Workday
doesn't exclude this plan when calculating the target amount.
If you select a compensation basis that includes this plan, Workday
excludes this plan when calculating the employee's target amount.
If you select a subtractive compensation basis, Workday subtracts
the subtractive basis amount from the worker's primary compensation
basis before calculating percentage-based target amount.

Compensation Element Unavailable if you select the Reimbursable option.

Compensation elements store the earnings associated with
compensation.
If you select a compensation element designated as base pay,
Workday includes the plan's compensation in the employee's base pay
calculation.

Amount Displays if you select the Amount Based Plan option.

Enter the flat amount to be paid to the employee.

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Option Description
Percent Displays if you select the Percent Based Plan option.
Enter the percent to use to determine the amount to be paid to the
employee:
Allowance = (percent) X (base pay)
Number of Units Displays if you select the Unit Based Plan option.
The number of units to be paid to the employee.

Unit Displays if you select the Unit Based Plan option.

The measurement in which the employee is paid.

Per Unit Amount Displays if you select the Unit Based Plan option.
The monetary value associated with each unit.

Currency Displays if you select the Amount Based Plan or Unit Based Plan
options.
The currency in which the allowance is paid.

Frequency Identifies how often you want the allowance to be paid.

No Override To prevent the override of these values for employees assigned to the
plan, select this check box.
• Amount
• Percent
• Number of Units
• Per Unit Amount
• Currency

6. (Optional) Configure a ceiling for a percent-based allowance plan.

Enter a Ceiling Amount and a Ceiling Currency to place an upper limit on the allowance plan.
7. In the Plan Eligibility section, select 1 or more eligibility rules.
You can't use an eligibility rule more than once in a plan.
Eligibility rules determine which employees are eligible for this plan. Employees are eligible if they
meet the qualifications of any 1 rule. If you select multiple eligibility rules, Workday evaluates each rule
independently to determine employee eligibility for the plan.
8. If you selected an Amount Based or Percent Based plan option, select Exclude from Merit if you don't
want this plan available when you initiate a compensation review process.
9. In the Allowance Plan Profiles section, configure these:
Option Description
For amount-based Amount, Currency, and Eligibility Rule.
plans
For percent-based Percent, Eligibility Rule, and Compensation Basis.
plans
For unit-based plans Number of Units, Per Unit Amount, Currency, and Eligibility Rule.

If you're defining the plan to have multiple targets, it enables you to create a single plan for what
are effectively multiple plans. Example: You can set up one profile where the target for individual
contributors is 500 USD and the target for directors is 1000 USD.

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Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access these reports: Allowance Plan, Allowance Plans, and View Allowance Plan Usage.
• Access the Edit Allowance Plan task.
You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Adjust default values for assigned plans on the Set Up Allowance Plan Adjustment or Set Up Unit
Allowance Plan Adjustment tasks.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Concepts
Concept: Compensation Basis on page 925
Tasks
Roll Out Compensation Plans to Employees on page 845
Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans on page 851
Reference
Reference: Full Time Equivalent in Compensation on page 864

Commission Plans

Create Commission Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Commissions domain in the Core Compensation functional area.

Context
Create or update a commission plan that you can then assign to eligible employees. Example:
• Field Sales Commission
• Inside Sales Commission

Steps
1. Access the Create Commission Plan task.
2. In the Details section, select the Inactive check box if the plan isn't available for use.
Processes already using this plan complete normally.
3. In the Commission Defaults section, consider:
Option Description
Compensation Select the element mapped to a payroll earning you want associated with this
Element plan.
Compensation elements store the earnings associated with compensation.
If you select a compensation element designated as base pay, then Workday
includes the plan's compensation in the employee's base pay calculation.

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Option Description
Amount Workday uses this amount if it can't find another target value for the
employee.
Currency Enables you to manage a commission plan in a single currency, but still
accommodate employees with various currencies.
4. In the Plan Eligibility section, select 1 or more eligibility rules.
5. In the Draw Defaults section, the information you enter is for informational purposes and passing to a
third-party commission application.
6. Complete the Commission Plan Profiles section:
If you're defining the plan to have multiple targets, the plan profiles section enables you to associate
different targets for different eligibility rules. Example: you can set up 1 profile where the target for
individual contributors is 500 USD and another where the target for directors is 1000 USD.

Next Steps
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access these reports: Commission Plan, Commission Plans, View Commission Plan Usage, and
Workers on Commission Plans.
• Access the Edit Commission Plan task.
You can update default values only for plans not yet assigned to employees. You can, however, update
the Compensation Element field regardless if the plan is assigned or not.
• Adjust default values for assigned plans on the Set Up Commission Plan Adjustment task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Steps: Propose Compensation for Employees or Positions on page 840
Roll Out Compensation Plans to Employees on page 845
Set Up Adjustments to Unit Salary, Hourly, Allowance, and Commission Plans on page 851
Reference
Reference: Compensation Plan Comparisons on page 869

Merit Plans

Steps: Set Up Merit Plans

Prerequisites
Set up compensation components and grades.

Context
Merit plans can change base pay or promote employees to another grade or job (within the managers
span of control). After you create the merit plan and assign it to employees, you use the compensation
review process to implement proposed pay changes. These changes can rely on an optional compensation
matrix.

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Steps
1. (Optional) Steps: Create a Compensation Matrix on page 941.
If you want guidelines for minimum and maximum amounts when giving merit awards, you can create a
compensation matrix.
2. (Optional) Create Eligibility Waiting Periods for Compensation Review Processes on page 950.
3. (Optional) Create Time Proration Rules for Compensation Reviews on page 952.
Create or update the time proration rule you intend to use in the plan.
4. (Optional) Create Compensation Rounding Rules on page 954.
You can associate rounding rules with merit, bonus, or stock plans, or with compensation bases
managed by a compensation basis total.
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.
5. (Optional) Steps: Manage Compensation Basis on page 920.
6. Create Merit Plans on page 887.

Next Steps
You can also Create or Edit Compensation Packages to add the plan to the appropriate compensation
package.
Related Information
Tasks
Roll Out Compensation Plans to Employees on page 845
Reference
Reference: Compensation Plan Comparisons on page 869
FAQ: Compensation Reviews on page 973

Create Merit Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Steps
1. Access the Create Merit Plan task.
2. In the Award Calculation section, consider:
Option Description
Manage Basis Total Select if you want to apply merit increases to
the total primary compensation basis for an
employee, instead of to total base pay.
During a compensation review process, Workday
automatically allocates amounts to the individual
plans that make up the employee's primary
compensation basis.

Allow Target Override This makes the Individual Target field available
for entry on the Request Compensation Change
task and in compensation assignments for staffing
events that include this plan.
Hide Target from Security Groups Select 1 or more security groups from which to
hide funded plan targets.

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Option Description
Workday hides the funded plan target beginning
on the effective date of the plan. Reports that
display plan assignments hide plan targets only
when the plan is in effect.
Workday doesn't hide funded plan targets during
the Initiate Compensation Review Process or
during the Offer or Employment Agreement
business processes in the Task Consolidation
context.

Target % Enter the recommended increase percentage.

You can enter up to 4 decimal places.
Available for percentage-based plans only.
Required for all merit plans that use a
compensation matrix or multiple targets.
Workday uses this value if it can find no other
target increase percent for the employee. This
can happen when employees:
• Have no individual target.
• Aren't eligible for any of the multiple plan
profile targets.
• Are eligible for multiple plan profile targets.
• Have no target pulled from a compensation
matrix.
You can use a Target % for single-target merit
plans. Doing so gives you the option to create
a merit plan without using it to budget for merit
increases.
Note: Always run the Employees without
Unique Targets audit report before launching
the compensation review process to identify the
employees without a unique target.

Target Amount Available for amount-based plans only. Enter the

recommended positive or negative amount with
up to 4 decimal places. Use the Target Amount
to assign employees identical merit increases (or
decreases).
You can select amount-based merit plans when
creating a compensation matrix.

Reference Currency This enables you to manage a merit plan in a

single currency, but still accommodate employees
who use a variety of currencies.
Reference Frequency Available for percentage-based plans only.
Workday uses this frequency to calculate the
actual cost of the award, plus or minus any
currency fluctuations.

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Option Description
Subject to Statutory Minimum Applies to percentage-based plans only.
Select to indicate that the plan is subject to
statutory increases. If selected as of the Process
Period End Date, Workday lists plans subject
to a statutory minimum when you initiate a
compensation review process. Workday uses
the statutory minimum percentage you enter to
calculate the merit pool if greater than the merit
plan target percentage.

Compensation Matrix Select to base merit increases on factors such as

employee's performance reviews and potential
ratings.
Use as Reference Only Available if you select a compensation matrix.
Select if you don't want Workday to calculate an
employee's individual target or pool amount using
the selected compensation matrix. If selected,
Workday displays the percentage when proposing
employee awards.

Time Proration Rule Select a rule to prorate employees' target

compensation in a compensation event for this
plan according to time-based criteria such as
leave of absence or time since hire.
3. (Optional) In the Plan Eligibility section, select a Waiting Period.
You can also access the Create Eligibility Waiting Period task.
A waiting period restricts eligibility until after the employee satisfies the waiting period criteria. By using
a waiting period, you can assign the plan at any time and rely on the waiting period to control eligibility.
If the waiting period is still in effect as of the Process Period End Date configured on the
compensation review process, Workday:
• Includes the employee as an exception.
• Sets the suggested target percent (and prorated target increase percent, if applicable) to zero.
The pool doesn't reflect the employee target and managers can override the zero target value.
4. In the Process Eligibility section, consider:
Option Description
Include Active Employees Assigned If selected, employees assigned to the plan during the
Plan During Process Period process period, but not currently assigned to the plan, are
eligible for an award.
Include Active Employees in Waiting Select if you want to include employees assigned to the plan
Period but are in a waiting period included in a compensation review
process. Workday doesn't calculate the employee target
amounts, which display as zero.

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5. In the Merit Plan Profiles section, enter a Target % and select an Eligibility Rule:
This enables you to create a single budget for what are effectively multiple plans.
You can set up 1 profile with a target for individual contributors at 3 percent and a target for directors at
6 percent.
When the merit plan has multiple targets (plan profiles), Workday calculates the merit pool based on
the appropriate target for each employee. Workday uses the Eligibility Rule on the plan profiles.
The appropriate target percentage displays on the employee compensation. If Workday doesn't find a
unique target using eligibility rules, it uses the target percentage from the plan defaults.

Result
When the compensation review process generates the merit pool, it accounts for the rules, profiles, and
other settings in the plan. This enables you to make sound budgeting decisions. The combined use of
a compensation matrix and a performance management review type enables you to pay employees for
performance based on completed review results.

Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Merit Plan and Merit Plans reports.
• Access the Edit Merit Plan task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Steps: Set Up Merit Plans on page 886
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Reference
FAQ: Compensation Reviews on page 973

Bonus Plans

Steps: Set Up Bonus Plans

Prerequisites
Set up compensation components and grades.

Steps
1. (Optional) Steps: Create a Compensation Matrix on page 941.
To pay for employee performance, create or update the compensation matrix for use with the plan.
If you must update the compensation eligibility rules for an existing compensation matrix, change the
rules using the Edit Compensation Matrix Rules task.
2. (Optional) Define Employee Review Types on page 1357
To pay for employee performance or view it as part of the bonus proposals, create or update the review
type for the plan.
3. (Optional) Create Eligibility Waiting Periods for Compensation Review Processes on page 950
4. (Optional) Create Time Proration Rules for Compensation Reviews on page 952

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5. (Optional) Create Compensation Scorecards on page 898

Workday factors company performance into the bonus pool only if you add the scorecard to the bonus
plan and you have a qualifying performance results set.
6. (Optional) Create Compensation Rounding Rules on page 954
You can associate rounding rules with merit, bonus, or stock plans, or with compensation bases
managed by a compensation basis total.
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.
7. (Optional) Steps: Manage Compensation Basis on page 920
To use Compensation Basis to calculate the target bonus of employees in percent-based plans,
configure the Compensation Basis settings for your tenant.
8. (Optional) Create Deferred Bonus Calculations on page 900
9. Create Bonus Plans on page 892
Related Information
Tasks
Roll Out Compensation Plans to Employees on page 845
Reference
Reference: Compensation Plan Comparisons on page 869

Steps: Pay for Company Performance

Prerequisites
Establish the compensation structure for the bonus plan.

Context
Factor company performance into the bonus funding.

Steps
1. Concept: Company Performance Options on page 904
Decide how you want to fund bonuses for the organizations within the company.
2. (Optional) Edit Business Processes
Add the Manage Bonus Process Funding as the last step of the compensation review business
process.
Example: This step enables you to adjust the bonus funding percent on approved bonuses as the last
step on the compensation review process.
If you're not using this optional step for the organization, Workday recommends using the completion
step that comes in the standard business process setup.
3. Create Compensation Scorecards on page 898
Create or update the performance scorecard for the company.
You can also import scorecard data into Workday with the Put Compensation Scorecard Enterprise
Interface Builder (EIB) web service.
4. (Optional) Create Compensation Scorecard Results on page 899
Define the criteria for rating the performance of the company. You can rate company performance at
any time during the compensation review process but when you rate performance affects bonus funding
defaults.
If you want company performance results factored into the bonus funding pool, create them before
rolling out the bonus to organizations. You can add or create them later during the Manage Bonus
Process Funding step.

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5. (Optional) Create Bonus Plans on page 892

Add the company performance scorecard to a bonus plan.
6. Roll Out Compensation Plans to Employees on page 845
If the bonus plan is new, roll out the bonus plan to a target population of employees.
7. (Optional) Access the Maintain Bonus Accrual Estimates report.
You can estimate and report on bonus costs using compensation review initiation criteria, including
organizations, bonus plans, and date parameters.
Security: Process: Compensation Management Events domain in the Advanced Compensation
functional area.
8. Initiate Compensation Review Processes on page 992
9. Steps: Recalculate Bonus Targets, Pool, and Awards During Compensation Reviews on page 998

Steps: Set Up Eligible Earnings Overrides for Bonuses

Prerequisites
Define your bonus plans and related compensation structure.

Context
Define eligible earnings when you want to use a specific value as an employee's estimated earnings
to calculate their percent of salary-based bonuses. Eligible earnings overrides can only be used in
compensation review processes that include bonus awards.

Steps
1. In the Create Eligible Earnings Override Period task, define the eligible earnings period.
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.
2. Create Bonus Plans on page 892
To use eligible earnings as the basis for calculating bonuses, select Eligible Earnings Override as the
compensation basis.
3. Create Eligible Earnings Overrides for Bonus and Stock on page 949
Define the eligible earnings for the employee, including the amount, the applicable period, and the
applicable bonus plans.
4. (Optional) Before running the compensation review process, view the Employees without Eligible
Earnings Override report.
Ensure that you defined eligible earnings for all employees assigned to the bonus plan who should be
receiving the bonus. To define eligible earnings, select Compensation > Create Eligible Earnings
Override from the worker's related action menu.
5. Initiate Compensation Review Processes on page 992
To calculate bonuses based on the eligible earnings, run the process for the bonus plan and eligible
earnings period.

Create Bonus Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
You can create bonus plans to assign to employees. When Workday generates the bonus pool as part of a
compensation review process, it takes into account the rules and target profiles in the bonus plan.

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When creating bonus plans, consider how you want to:

• Divide or consolidate bonus plans, by region, job level, job profile, or grade.
• Set up targets for each bonus plan, such as no target, a single target, or multiple targets.

Steps
1. Access the Create Bonus Plan task.
2. In the Details section, consider:
Option Description
Inactive Select if the plan isn't available for use. Processes
already using this plan will complete as normal.
Compensation Element Select the element mapped to the payroll earning
you want associated with this plan.
3. In the FTE section, consider:
Option Description
Apply FTE% For amount-based plans only.
If selected, Workday prorates the bonus for part-time employees
assigned to this plan based on their FTE.
You can enable Paid FTE in the Staffing section on the Maintain
Localization Settings task. If enabled, Workday prorates using the
paid FTE override on the position. Otherwise, Workday calculates FTE
by dividing Scheduled Weekly Hours / Default Weekly Hours when
proposing compensation during these business processes:
• Offer.
• Employment Agreement.
• Hire.
• Change Job.
• Edit Position.
• Add Job.
• Start International Assignment.

Use Assigned Value in For amount-based plans only. This option doesn't apply to workers
100% Calculations Managed by Basis Total (MBT).
If selected, Workday uses the assigned amount on the plan as the
fixed proration value and the 100% value in calculations.
If not selected, Workday divides the assigned amount by the
employee's FTE for 100% FTE calculations.
Example: You assign a worker with 50% FTE amount-based Bonus
Plan A for 1,000 and amount-based Allowance Plan B for 1,000. You
select the Use Assigned Value in 100% Calculations for Bonus Plan
A and None of the above for Allowance Plan B.
The 100% FTE value calculated for Bonus Plan A is the assigned
amount of 1,000. Workday doesn't divide this amount by the worker's
FTE. The 100% FTE value calculated for Allowance Plan B is 2,000,
which equals the assigned amount (1000) divided by the employee's
50% FTE (0.5): (1000/0.5 = 2000).

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Option Description
None of the Above Workday doesn't apply FTE% and doesn't use the assigned plan value
in 100% calculations.
4. In the Award Calculation section, consider:
Option Description
Compensation Basis Available if you select Percent Based Plan.
Select the compensation basis Workday uses to determine the
target amount for this plan. Workday doesn't exclude this plan
when calculating the target amount for employees managed by a
compensation basis.
If you select a compensation basis that includes this plan, Workday
excludes this plan when calculating the target amount.
If you select a subtractive compensation basis, Workday subtracts the
subtractive basis amount from the employee's primary compensation
basis before calculating percentage-based target amount.
You can't change a compensation basis if the plan is part of
compensation basis that has the Manage Basis Total check box
selected.

Target Amount Available for amount-based plans only.

Enter the amount of the target bonus award.
Workday uses the target amount when the employee:
• Doesn't have an individual target.
• Isn't eligible for any of the plan profile targets.
• Is eligible for more than 1 plan profile target.

Target % Available for percent-based plans only.

Enter the percent of the target bonus award.
Workday uses the target % when the employee:
• Doesn't have an individual target.
• Isn't eligible for any of the plan profile targets.
• Is eligible for more than 1 plan profile target.

Reference Currency Selecting the currency enables you to manage a bonus plan in a single
currency but still accommodate employees who use other currencies.
Reference Frequency Available for percentage-based plans only.
Workday uses this frequency to calculate the actual cost of the award,
plus or minus any currency fluctuations.

Company Funding Determines the funding of the target bonus pool.

Scorecard
The compensation review process factors company performance into
the bonus pool only if you add the scorecard to the bonus plan and you
have qualifying performance scorecard results.
The Company Funding Scorecard can't contain profiles. You
can update results on the Manage Bonus Funding step of the
compensation review process.

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Option Description
Plan Modifier Scorecard If you want to modify the target, select a scorecard.
The Plan Modifier Scorecard can contain profiles. You can
update results on the Recalculate Pool and Awards task while the
compensation review is in progress.

Time Proration Rule Select a rule to prorate employees' target compensation for this plan
according to time-based criteria such as leave of absence or time since
hire.
Allow Target Override If selected, you can override the default plan or profile target for an
individual employee.
Hide Target from Security Select 1 or more security groups from which to hide funded plan
Groups targets.
Workday hides the funded plan target beginning on the effective date
of the plan. Reports that display plan assignments hide plan targets
only when the plan is in effect.
Workday doesn't hide funded plan targets during the Initiate
Compensation Review Process or during the Offer or Employment
Agreement business processes in the Task Consolidation context.

5. (Optional) In the Plan Eligibility section, select a Waiting Period.

A waiting period restricts eligibility until after the employee satisfies the waiting period criteria. By using
a waiting period, you can assign the plan at any time and rely on the waiting period to control eligibility.
If the waiting period is still in effect as of the Process Period End Date configured on the
compensation review process, Workday:
• Includes the employee as an exception.
• Sets the suggested target percent (and prorated target increase percent, if applicable) to zero.
The pool doesn't reflect the employee target and managers can override a target value of zero.
6. In the Process Eligibility section, consider:
Option Description
Include Active Employees Assigned Plan Indicates that employees assigned to the plan
During Process Period at any point during the process period, but not
currently assigned the plan, are eligible for an
award.
Workday determines the related target from:
• The individual override as of the date the
employee was last assigned the plan.
• The plan profile as of the compensation
snapshot date.
• Target Changes in Period if selected on the
proration rule.

Include Active Employees in Waiting Period Select if you want to include employees assigned
to the plan and in a waiting period included in a
compensation review process. Workday doesn't
calculate the employee target amounts, which
display as zero.

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7. (Optional) Select 1 or more Coverage Date Eligibility rules.

If configured, Workday:
• Displays editable Coverage Start Date and Coverage End Date columns for bonus plans during
compensation reviews.
• Applies coverage dates to bonus awards resulting from the compensation review event. Coverage
dates become visible in Workday Payroll and Payroll Integration when the compensation review
completes.
Coverage dates enable Workday Payroll or Payroll Integration to associate dates with the bonus for US
Fair Labor Standards Act (FLSA) reporting requirements.
8. In the Performance Factors tab, consider:
Option Description
Compensation Matrix or Compensation Matrix Identifies the compensation matrix used to
for Individual Performance Factor calculate the individual target amount during the
compensation review process.
Use Matrix as Reference Only Available when you select Bonus Plan with
Compensation Matrix and enter a compensation
matrix.
Select if you don't want the individual target or
the pool amount calculated using the matrix. If
selected, Workday only displays the percentage
when proposing the award.

Apply Net Attainment If selected, Workday uses net attainment as a

multiplier for the bonus target or bonus amount
during compensation reviews.
Example: If a discretionary target with a weighted
matrix is equal to 2000, a Net Attainment
Percent of 50% reduces it to 1000.

Weighting The total weight between all compensation

matrices and scorecards must equal 100 percent.
Compensation Scorecards Enter 1 or more scorecards. Workday uses them
to calculate the bonus award.
Modifier If you want to modify an individual performance
or performance scorecard award amount, select a
scorecard.
9. Enter a Tranche number and Tranche Percent for each tranche.
You can define bonus plans distributed in predefined portions or installment amounts. Workday
calculates the portions or installments by prorating the overall bonus target using a tranche percent.
10.In the Deferred Bonus tab, consider:
You can configure the bonus plan to divide the deferred payments into an initial cash award, followed
by a stock plan disbursement.
Option Description
Deferred Bonus Eligibility Select eligibility rules.
Default Calculation Select a calculation created on the Create
Deferred Bonus Calculation task.
Deferred Bonus Profiles Select an Eligibility Rule, Calculation, and
Stock Plan for subgroups of the employee

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Option Description
population defined by the Deferred Bonus
Eligibility rule.

Workday uses the Default Calculation and Default Stock Plan for employees that either meet none or
meet more than 1 of the deferred bonus profiles.
During compensation review processes with bonus awards, Workday uses these eligibility rules and the
associated calculations and stock plans to determine how to divide deferred bonus awards.
You can override deferred bonus values if your compensation review grid configuration includes
Deferred Bonus Amount, Deferred Bonus Percent, or both as editable columns.

Result
For percent-based plans, Workday multiplies the basis amount by the target percent to derive the target
amount. For amount-based plans, Workday simply adds the targets for the employee. Workday then sums
these employee target amounts to derive the organizational bonus pools and the overall bonus pool for the
process.
For Bonus Plan Modifiers, Workday calculates individual employee target amounts:
Compensation Basis * Target Percent or Target Amount * Individual Performance
Scorecard Results
If you use modifiers, Workday automatically adjusts the pool and employee award amounts.
For tranches, Compensation Administrators are responsible for rolling out the correct number of bonus
events and tranches for the bonus period. To base the final true up bonus on the difference between the
true up target and completed payments, use the Complete Future Payment True Up Bonus task.

Example
If an employee:
• Earns 100,000 per year.
• Has an overall bonus target of 40%.
• The target for the first tranche is 12.5%.
The employee is eligible to receive a 5000 bonus for the first tranche (100,000 * 0.4 * 0.125 * 1). If the
manager proposes a bonus for the employee, the suggested target bonus is 5000 or 5%.

Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Bonus Plan and Bonus Plans reports.
• Access the Edit Bonus Plan task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Example: Use this security domain to hide the compensation plan type on the Compensation Plan
Assignments report for workers in Germany. Workers can still see the plan name.
Related Information
Tasks
Steps: Set Up Bonus Plans on page 890
Steps: Manage Compensation Basis on page 920
Steps: Add or Remove Employees to or from Compensation Reviews on page 995

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Steps: Set Up Goals on page 1258

Reference
Reference: Full Time Equivalent in Compensation on page 864
Examples
Example: Time-Based Proration for Merit and Bonus Awards on page 972

Create Compensation Scorecards

Prerequisites
• Create eligibility rules for compensation.
• Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
Scorecards capture company, division, or department goals and their attainment. A scorecard can have 2
components:
• Default scorecard goals
• Scorecard profile goals
You can assign a scorecard to percentage- or amount-based bonus plans. You can use scorecard profiles
to override default goals and weightings using eligibility rules.
Example: Create a default scorecard to monitor goals for the Sales Department. If your sales employees
are in different locations, they can have slightly different goals and weighting for 1 or more locations.
Example: You can create a company performance scorecard where customer satisfaction has the heaviest
weight:

Scorecard Goal Weight

All Critical Issues Resolved 20%
On-Time Product Delivery 15%
95 Percent Customer Satisfaction 50%
100 Million Annual Sales 15%

Steps
1. Access the Create Compensation Scorecard task.
You can also import scorecard data into Workday with the Put Compensation Scorecard Enterprise
Interface Builder (EIB) web service.
2. Select the Inactive check box if you don't want the scorecard available for use.
If a process is already in-progress using this scorecard, it completes as normal.
3. In the Default Scorecard Goals section, enter a Scorecard Goal Name, Scorecard Goal
Description, and Weight that you want to track.
The sum weight of the goals must equal 100 percent.

Result
Rate the performance level for each criteria using the Create Compensation Scorecard Results task.
Workday uses the results combined with achievement percentages to calculate the weighted results
percent for the scorecard. If you include the scorecard performance in the bonus plan or when you initiate
the compensation review process, Workday uses the weighted results when determining bonuses.

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Next Steps
You can:
• Update or delete the scorecard using the Edit Compensation Scorecard task.
You can edit or delete scorecards only if there are no performance results, or the current date is after
the Evaluation Date of existing results. Example: If you have scorecard result sets from March 31 of
this year and December 31 from the previous year, you can edit the scorecard only after March 31.
• Use scorecards to monitor performance, to influence funding for a bonus plan, or to adjust the funding
amount after bonus approvals.
Related Information
Tasks
Create Eligibility Rules for Compensation on page 803

Create Compensation Scorecard Results

Prerequisites
• Create compensation scorecards.
• Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
Enter an achievement percent to rate the level of performance toward each goal within the selected
compensation scorecard.
Note:
You can create company funding scorecard results:
• During the Manage Bonus Process Funding step in a compensation review process.
• Using the Put Compensation Scorecard Results web service.
You can also update in-progress compensation review processes with updated scorecard results using the
Recalculate Pool and Awards task.

Steps
1. Access Create Compensation Scorecard Results.
2. Select the Evaluation Date on which to rate the performance.
Workday associates this date with the performance result set.
3. For each criteria, enter an Achievement percentage to indicate how well the company did in meeting
that performance goal.
The Weighted Result Percent is the sum of Weight multiplied by Achievement for all rows of criteria.
Workday automatically calculates and adjusts the value as you enter achievement percentages.

Result
The saved performance rating for the specified evaluation date becomes a performance result set. A result
set is a combination of the performance scorecard and the evaluation date of the rating.
If you associate this scorecard with a bonus plan, Workday uses the company performance result set with
the most recent Evaluation Date to determine bonus funding. If there are no results, the compensation
review process continues and assumes 100 percent in calculating bonus funding.

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 | Compensation | 900

Example

Performance Criteria Weight Achievement

All Critical Issues Resolved 20% 100%
On-Time Product Delivery 15% 100%
95 Percent Customer Satisfaction 50% 90%
100 Million Annual Sales 15% 200%

If you multiply the weight by the achievement for each row and sum all of the rows, you get a weighted
funding of 110 percent.

Next Steps
To assign compensation plans to multiple employees, use the Rollout Compensation Plans to
Employees task.
Related Information
Tasks
Roll Out Compensation Plans to Employees on page 845

Create Deferred Bonus Calculations

Prerequisites
• Set up compensation eligibility rules.
• Set up stock plans.
• Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
You can give employees bonuses with an initial cash payment followed by a stock grant that vests over
time. The deferred bonus calculation includes 1 or more amount ranges and corresponding deferred
percentages. You can also configure a progressive calculation.
After you create the deferred bonus calculation, you can add it to bonus plans and specify the applicable
eligibility rules and stock plans.
You can add Deferred Bonus Amount, Deferred Bonus Percent, or both as editable columns on
your grid configuration. During compensation reviews, you can then override deferred bonus values for
employees assigned to bonus plans with deferred calculations. The deferred bonus override amount must
be 0.00 or greater and less than or equal to the total bonus amount.

Steps
1. Access the Create Deferred Bonus Calculation task.
2. Select Reference Field(s).
3. (Optional) Select the Progressive Calculation check box.
If selected, Workday calculates deferred bonus payments progressively.
Enter a Minimum Threshold amount to set the minimum bonus amount required for the progressive
calculation. If the bonus amount is less than this minimum, Workday doesn't defer any bonus amount.
4. Configure the Definition of the calculation.
Each row defines a range of bonus amounts and the percentage of the bonus to defer.

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Example
This table depicts a nonprogressive deferred bonus calculation:

Range Name To Value Deferred Percentage

Tier 1 250,000 0%
Tier 2 500,000 10%
Tier 3 900,000 20%
Tier 4 1,500,000 30%
Tier Max 99,999,999 40%

The To Value of each row defines the lower limit of the range for the next row. Tier 2 has a lower limit of
250,000 because 250,000 is the To Value for Tier 1. In this deferred bonus calculation, a bonus award of
450,000 falls into Tier 2 with 10% deferred.
Related Information
Examples
Example: Deferred Bonus Progressive Calculation on page 907

Create Future Payment Plans

Prerequisites
• Create bonus plans.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
Create a future payment plan with a target that pays out to employees over several bonuses or one-time
payments. To calculate the outstanding balance, add a final true-up process at the end.

Steps
1. Access the Create Future Payment Plan task.
2. In the Future Payment Defaults section, consider:
Option Description
Allow Target Override Select this check box to enable the entry of a target or percent for an
individual employee assigned to the plan.
To override the values for the plan and its profiles, enter an Individual
Target when requesting a compensation change or assigning
compensation.
Example: Select this option to double the target for top performing
individuals.

Compensation Element Select a default compensation element.

Compensation elements store the earnings associated with
compensation. If you select a compensation element designated as
base pay, Workday includes the compensation for the plan in the base
pay calculation.

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 | Compensation | 902

Option Description
Reference Frequency Workday uses the Reference Currency and Reference Frequency
settings to calculate an estimated budget in a common currency and
frequency. This is useful if you are in a global team environment.

Related Information
Tasks
Steps: Set Up Bonus Plans on page 890
Roll Out Compensation Plans to Employees on page 845
Calculate Outstanding Balances for Future Payment Plans on page 903

Assign Future Payment Plans to Employees

Prerequisites
• Create a future payment plan.
• Security: Worker Data: Compensation by Organization domain in the Core Compensation functional
area.

Context
You can assign 1 or more future payment plans with a target to pay out to employees:
• Over several bonus and one-time payments, and
• A final true up process at the end to calculate the outstanding balance to pay.
A future payment plan assignment is a package of assigned plans with an effective date.
Workday recommends that you have only 1 assignment per true up period. If the plan is paid out or
processed and you want to assign a new target for the next period, make a new assignment.

Steps
1. Access the Assign Future Payment Plans task.
This task is also available as a related action off the employee, under Compensation, provided a future
payment plan is assigned.
2. Select the Effective as of date.
An assignment of future payment plans is effective from this date until the day preceding the next
set of assignments or forever if there's no subsequent set of assignments. You can't create 2 sets of
assignments with the same effective date.
The first time you create an assignment for an employee, Workday uses the eligibility rules associated
with future payment plans to determine whether the employee matches the criteria. If the employee is
eligible, Workday automatically populates Assign Future Payment Plans with this data. If the employee
doesn't match any eligibility rule, Workday displays no plans.
For subsequent assignments, Workday automatically pulls in all current plans and creates an entry for
processed plans.
If you create an assignment that has an earlier Effective as of date, Workday uses the eligibility rules
to determine which plans to display.
3. Consider:
Option Description
Individual Target If you've enabled individual targets on the plan,
you can enter an amount.

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Option Description
Processed Indicates that the Complete Future Payment
True Up Bonus has been run.
You can't delete a plan that has the Processed
check box selected.

Result
When you create an assignment of future payment plans to the employee, you must carry forward existing
ones. If they aren't, Workday removes them from the employee.

Next Steps
You can use the Complete Future Payment True Up Bonus task to calculate the outstanding balance of
a future payment or a bonus plan in tranches.

Calculate Outstanding Balances for Future Payment Plans

Prerequisites
• Assign future payment plans.
• Security: Process: Compensation Plan Events domain in the Core Compensation functional area.

Context
As the Compensation or HR Administrator, you can calculate the outstanding balance of a future payment
or bonus plan in tranches. The target pool represents the amount still owed for the total true up pool.
Note: The Compensation History report displays all aspects of employee compensation.
This process doesn't address any salary changes during the period. If an employee in a future payment
plan gets a salary increase during the period, the bonus calculation for that period might be higher. This
might result in a lower target bonus during the true up process. The overall target bonus for an amount-
based true up remains the same, regardless of salary fluctuations. For a percent-based true up, the overall
target bonus fluctuates with salary changes.

Steps
1. Access the Complete Future Payment True Up Bonus task.
2. (Optional) Select Target Pay Date From and Target Pay Date To to narrow search results.
3. (Optional) Select 1 or more Organizations to narrow search results.
4. For each employee in the future payment plan, enter a Bonus Amount and a Target Payment Date.
Workday pays the amount you enter on the date you select.

Example
You configure a future payment plan to consider multiple bonus and one-time payment plans. The target
for the employees is 25,000 USD. In Quarters 1, 2, and 3, Workday pays the employees 6,250 USD and a
one-time payment of 3,000 USD. The true up process calculates the outstanding balance as 3,250 USD.
Related Information
Tasks
Create Future Payment Plans on page 901

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Steps: Rescind or Forfeit Bonus Payments for Employees

Prerequisites
Enable the Rescind action for selected security groups in the Employee Bonus for Bonus Process business
process.

Context
You can rescind or forfeit a bonus payment for a specific employee. You can also forfeit a one-
time payment.

Steps
1. To rescind a bonus payment, as a related action off the worker, select Compensation > View
Compensation History.
On the Bonus and One-Time Payments tab, select Business Process > Rescind as a related action
off the business process event for the worker's bonus payment.
The Initiate Compensation Review Process must be complete.
2. To forfeit a bonus or one-time payment from the Request One-Time Payment business process, select
Forfeit.
• Configure the Request One-Time Payment process as a step on the Termination business process.
• The Scheduled Payment Date must be after the Termination Date.
• Select the Send to Payroll option on the payment.
If you select Forfeit, Workday forfeits the payment, overriding Send to Payroll.
The ability to forfeit applies only when the worker still has the primary position as when you configured
the one-time or bonus payment. Workday only displays those payments for forfeit associated with the
current position. Workday doesn't display a payment for forfeit if the worker changes jobs or gets a new
primary position after you configured the payment. Example: Terry has a one-time payment associated
with the old position and another associated with the current position. During the termination process
for Terry, Workday displays only the one-time payment associated with Terry's current position, not the
former position.

Result
The Workflow State for the employee's bonus payment updates to Rescinded.

Concept: Company Performance Options

Workday gives you several options for funding bonuses to factor in company performance. You can apply
company performance results to:
• The initial bonus funding pool when you set up the compensation review process.
To use this option:
• Assign the compensation scorecard to the bonus plan.
• Rate company performance before initiating the compensation review process.
• The updated bonus pool and spend for in-progress compensation reviews.
To use this option:
• Assign the compensation scorecard to the bonus plan.
• Update company performance using the Edit Compensation Scorecard Results task while the
compensation review process is in progress.
• Use the Recalculate Pool and Awards task.

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• Approved bonuses at the end of the compensation review process.

To use this option:
• Add the Manage Bonus Process Funding business process step to the organization's Initiate
Compensation Review Process business process.
• Assign the company funding scorecard to the bonus plan.
• Rate company performance after bonus approval (once your results are in).
You can also:
• Use the compensation scorecard as a standalone way to track company performance.
• Give bonuses without taking company performance into consideration.
• Manually override the bonus funding percent before committing to it.
Depending on the option you select and when you rate company performance, Workday applies the
performance results to bonus funding differently.

If You And You Rate Performance And You Rate Performance

before Compensation Review after Compensation Review
Process Initiation Process Approval
Apply company performance to Workday includes company Performance results have no
the initial bonus funding pool only. performance results when impact because you haven't
calculating the bonus funding added the Manage Bonus
pool. Process Funding business
process step to the organization's
Initiate Compensation Review
Process business process.
Apply funding to approved Assumes 100% funding. Workday provides you with a step
bonuses. You must add the that enables you to use the new
Manage Bonus Process Funding rating or to revise the funding
step. percent.
Apply company performance Workday includes company Workday includes company
to the initial bonus funding pool performance results when performance results when
and apply funding to approved calculating the bonus funding calculating the approved
bonuses. pool. bonuses.
Use the company performance Performance results have Performance results have
scorecard only. no impact on bonus funding no impact on bonus funding
calculations. The scorecard is for calculations. The scorecard is for
tracking purposes only. tracking purposes only.
Award bonuses without No impact to existing bonus No impact to existing bonus
accounting for company processing. You aren't using processing. You aren't using
performance. compensation scorecards or the compensation scorecards or the
Manage Bonus Process Funding Manage Bonus Process Funding
business process step. business process step.

Concept: Future Payment Plans and True Ups

Compensation Administrators can create future payment plans to define the type of bonus (amount or
percent) and bonus targets across multiple bonus or one-time payments. At the end of the period, the
Compensation Administrator can true up a future payment plan by paying the outstanding balance. Future
payment periods can extend beyond annual.
Typical bonus plans define the type of bonus (also amount or percent) and the plan target. A manager
can distribute a bonus target over several predefined bonus payments (called tranches) and accumulate
the bonus paid to date across bonus or one-time payment plans. Bonus plan frequencies can be annual,

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monthly, or quarterly. Bonus plans that include tranches don't use true up, but a future payment plan can
include bonus plans that use tranches.

Plan Type Security Group Description

Future payment plan Compensation Administrator The bonus target can consider
multiple bonus and one-time
payment plans and does a
true-up at the end to pay the
outstanding balance.
Bonus plan with tranches Manager Workday pays out the bonus
target in predefined installments
using fixed frequencies.

A true up event represents a combination of fixed pay, variable pay, and short-term incentive pay. You can
set a target bonus and accrue bonuses over the year or period until you reach the target bonus. A true
up also enables you to distribute a total bonus in tranches over several periods. Distributing the payout
over several tranches is an advantage to the company. The advantage to the employee is an advance on
an annual bonus. During the final bonus cycle of the period, Workday totals and reconciles the individual
period bonuses against the true up target. The final payout also provides an opportunity for managers to
factor in performance against the period target for each employee.
There are 2 types of true up events:
• Single Plan True Up: The company grants an annual bonus (800) and defines tranches to pay out 1/8
of the target for the first 3 quarters. In the fourth quarter, the company pays the remaining 5/8 (500.
Alternatively, a final process calculates the outstanding balance, paid as a true up. Workday supports
this true up type within the current compensation review process.
• Multiple Plan True Up: The company sets a guaranteed minimum amount (800), and then awards
various bonuses or one-time payments over the year. At the end of the year, you pay the remaining
amount as the true up target. If an employee receives 3 bonuses totaling 500, the true up value is 300,
which the Compensation Administrator or Manager can adjust. Workday can calculate the true up value
across several bonus plans or one-time payment plans. Workday supports this true up type with these
tasks:
• Create Future Payment Plan.
• Assign Future Payment Plans.
• Complete Future Payment True Up Bonus.
In a single plan true up, Workday pays the total bonus amount in portions and prorates the bonus target by
a percentage called a tranche percent.
Example: An overall bonus target is 40% and the target for the first tranche is 12.5%. An employee with
an annual base salary of 100,000 is eligible to receive a 5000 bonus for the first tranche (100,000 X 0.4 X
0.125 X 1). When the manager proposes a bonus for this employee, Workday calculates 5000 or 5%. The
employee receives 40% before the end of the true up period, but not all at once. You can define tranches
to regulate when to pay bonuses and how much each portion is.
Note: The reference frequency for true up bonus plans or bonus plans with tranches is typically annual
because the true up target is generally an annual target. In other words, the frequency reflects the true up
period. If the bonus frequency doesn't reflect the true up period, Workday de-annualizes all employees’
annual salaries and then applies the tranche percent, which might be inaccurate.
The purpose of a future payment plan is to contain the configuration options specific to the multiple plan
true up process and the true up bonus target, currency, and frequency. The future payment plan is also
the plan used when you launch the true up process. Future payment plans aren’t full compensation plans.
They’re defined outside of worker compensation, similar to eligible earnings, and have the same security
as eligible earnings.

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Future payment plans enable you to enter multiple bonus and one-time payment plans, but not tranches,
which apply only to bonus plans. Tranches apply to a single bonus plan target and are part of a single
bonus plan. A future payment plan target can apply to multiple bonus and one-time payment plans.
Proration, waiting periods, and bonus accrual estimates aren’t part of future payment plans. Merit Increase
Matrices (MIM) don't apply to future payment plans. You can, however, assign a review type to the true up
plan to view performance results for the period. Managers can also adjust recommended targets during a
compensation review process.
To participate in a future payment plan, you must assign an employee to the plan and to any other relevant
bonus plans for calculating the true up.
Related Information
Tasks
Create Future Payment Plans on page 901
Assign Future Payment Plans to Employees on page 902

Example: Deferred Bonus Progressive Calculation

Context
For progressive calculations, Workday applies more than 1 range to the same bonus award if there are
marginal amounts.
Example: The deferred bonus calculation is:

Range Name To Value Deferred Percentage

Tier 1 250,000 Zero%
Tier 2 500,000 10%
Tier 3 900,000 20%
Tier 4 1,500,000 30%
Tier Max 99,999,999 40%

Kyle receives a 1,000,000 deferred bonus award. The deferred bonus calculation has the Progressive
Calculation check box selected. The bonus award of 1,000,000 exceeds the 250,000 upper limit of Tier 1,
leaving a balance of 750,000. Workday compares that balance to the upper limit of the tier and multiplies
the smaller value by the deferral amount:

Tier Remaining Difference from To Smaller Deferred % Deferred Amount

Bonus Value Value
Amount
1 1,000,000 250,000 250,000 Zero% Zero
2 750,000 250,000 250,000 10% 25,000
3 500,000 400,000 400,000 20% 80,000
4 100,000 600,000 100,000 30% 30,000
Max Zero 1,000,000 Zero 40% Zero

The total amount deferred for Kyle's bonus award is 135,000.

Related Information
Tasks
Create Deferred Bonus Calculations on page 900

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Stock Plans

Steps: Manage Stock Plans and Grants

Prerequisites
Set up compensation components and grades.

Steps
1. Steps: Create a Compensation Matrix on page 941
2. Access the Maintain Stock Grant Types task.
Maintain the available grant types, view how many stock plans are using each type, and assign grant
types to stock plans.
Long Term Cash as a Grant Category enables you to offer cash that vests over time like stock.
Security: Set Up: Stock domain in the Advanced Compensation functional area.
3. Access the Maintain Stock Vesting Schedules task.
You can assign vesting schedules to stock plans. Use the Stock Vesting Schedules report to list all
the entered vesting schedules.
Security: Set Up: Stock domain in the Advanced Compensation functional area.
4. Access the Maintain Stock Date Rules task.
Create rules that Workday uses to determine the vesting or expiration date for a stock grant. You can't
delete stock date rules if their usage count is greater than zero. Rules are a concatenation of values in
the Rule Type, Number, Unit, and From Date fields.
Example:
• Expiration Rule: Ten Years from Grant Date
• Vest From Rule: Zero Days from Event Effective Date
You can then assign stock date rules to a stock plan.
Security: Set Up: Stock domain in the Advanced Compensation functional area.
5. (Optional) Create Compensation Rounding Rules on page 954.
You can associate rounding rules with merit, bonus, or stock plans, or with compensation bases
managed by a compensation basis total.
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.
6. (Optional) Access the Maintain Event Categories and Reasons task.
You can enable the selection of reasons by manager role-based security group when requesting a
stock grant. To do so, select Manager Reason for the Request Stock Grant business process, and the
applicable reason code.
7. Create Stock Plans on page 909.
8. Request Stock Grants on page 911.
9. Create Stock Participation Rate Tables on page 913.

Next Steps
To ensure that defaults display during staffing events, associate stock plans with a compensation package
and rule.
Related Information
Tasks
Steps: Set Up Compensation Components on page 796
Roll Out Compensation Plans to Employees on page 845

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Create Stock Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Stock Plan domain in the Advanced Compensation functional area.

Steps
1. Access the Create Stock Plan task.
2. Consider:
Option Description
Amount Based Plan Targets based on a fixed monetary amount.
Percent Based Plan Targets based on a percent of salary.
Unit Based Plan Targets based on a number of shares.
3. In the Award Calculation section, consider:
Option Description
Allow Target Override Select this check box if you want to enable
overriding the default plan or profile target
amount, percent, or shares.
Example: For top performing individuals, you want
to double the target.

Hide Target from Security Groups Select 1 or more security groups from which to
hide funded plan targets.
Workday hides the funded plan target beginning
on the effective date of the plan. Reports that
display plan assignments hide plan targets only
when the plan is in effect.
Workday doesn't hide funded plan targets during
the Initiate Compensation Review Process or
during the Offer or Employment Agreement
business processes in the Task Consolidation
context.

Compensation Matrix Select a compensation matrix if you want to give

an individual employee stock grants based on a
performance rating, retention rating, pay range
quartiles, or eligibility rules.
Use as Reference Only Available if you select a compensation matrix.
Select if you don't want Workday to calculate
an employee's individual target or pool amount
using the selected compensation matrix. Workday
displays only the percentage when proposing the
employee award.

Rounding Rule Available for amount-based and percent-based

plans only.
During the Update Stock Grant business process,
Workday calculates the number of shares by

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Option Description
dividing the grant's currency amount or percent by
the grant price. Workday applies the rounding rule
to the number of shares granted.

Compensation Basis Available if you select the Percent Based Plan

option.
Select the compensation basis Workday uses
to determine the target amount (for employees
not managed by a compensation basis) for this
plan. For employees managed by a compensation
basis, Workday doesn't exclude this plan when
calculating the target amount.
If you select a compensation basis that includes
this plan, Workday excludes this plan when
calculating the employee's target amount.
If you select a subtractive compensation basis,
Workday subtracts the subtractive basis amount
from the employee's primary compensation
basis before calculating percentage-based target
amount.
You can't change the selected compensation
basis if the plan is part of compensation basis that
has the Manage Basis Total check box selected.

Use Target Currency for Grant Available for amount-based plans only.
Selecting this check box causes stock grants to
display in the currency of the employee's plan
target.

4. In the Stock Plan Defaults tab, consider:

Option Description
Target Amount/Target %/Target Shares The default recommendation for an employee
assigned to this plan.

Currency This enables you to manage a stock plan in a

single currency, but still accommodate employees
who use a variety of currencies.
Grant Type Any grant type created using the Maintain Stock
Grant Types task, such as ISO, RSU, or Cash.
Note: Cash vests over time just like stock. In
reports, Workday displays Cash grants under the
Long Term Cash category.

Vesting Schedule You can select a schedule for each Grant Type
for both Stock Plan Defaults and Stock Plan
Profiles.
Expiration Date Rule Select a rule for each Grant Type for both Stock
Plan Defaults and Stock Plan Profiles.
5. In the Stock Plan Profiles tab, enter values that differ from the defaults.

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Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Stock Plan and Stock Plans reports.
• Access the Edit Stock Plan task.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Tasks
Create Compensation Packages on page 843

Request Stock Grants

Prerequisites
• Configure the Request Stock Grant business process to meet your needs.
• Configure the Request Stock Grant Offer/Employment Agreement business process if you use the
Workday Recruiting Offer or business process.
If using Consolidated Tasks for Offer:
• Select the Consolidate Tasks check box on the business process security policy.
• Configure modify access on the Candidate Data: Stock Grant Offer domain in the Advanced
Compensation functional area.
• Use the Maintain Event Categories and Reasons task to create a reason for the Stock Grant
category.
• Set up stock plans.

Context
Managers can request a stock grant for an individual employee or for a candidate as part of an Offer.

Steps
1. Access the Request Stock Grant task.
2. Consider:
Option Description
Amount Requested Available for stock plans based on currency
amount.
Percent of Base Salary Requested Available for stock plans based on percent of
base salary.
Number of Shares Requested Available for stock plans based on unit amount.

Result
Workday routes the request to the appropriate reviewers, if any, for approval according to the roles
assigned to the Review Stock Grant Request step of the Request Stock Grants business process for the
employee's organization.
Related Information
Tasks
Steps: Manage Stock Plans and Grants on page 908

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Update Approved Stock Grants on page 915

Edit Business Processes
Steps: Set Up Inbox Task Consolidation for Offers on page 425

Add Stock Grants

Prerequisites
• Security: Set Up: Stock domain in the Advanced Compensation functional area.
• Configure the Request Stock Grant business process to meet your needs.
• Use the Maintain Event Categories and Reasons task to create a reason for the Stock Grant
category.
• Set up stock plans.

Context
Award a stock grant to an individual employee.

Steps
1. Access the Add Stock Grant task.
2. In the Stock Grant section, consider:
Option Description
Percent Granted Displays if the stock plan was created as a
Percent.
Enter the award as a percentage of base salary.

Amount Granted Displays if the stock plan was created as an

Amount Based Plan.
Enter the award as a fixed monetary amount.

Shares Granted Displays if the stock plan was created as a Unit

Based Plan.
Enter the award as a number of shares.

Converted Amount Displays only for amount or percent-based plans

and when the currency assigned to the employee
is different than the currency for the grant price.
Workday converts the amount or percent granted

Vesting Schedule Displays the Vesting Schedule configured for the

grant type on the stock plan or plan profile.
Vest From Date The date that the stock grant becomes available
to the employee. It's also the date that stock
options become available for exercise.
This is often the same date as the hire date or
event date.

Options Pricing Factor Displays only for amount-based or percent-based

plans and when the grant category equals Option.

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Option Description
Workday converts the amount or percent granted.
Workday uses the Options Pricing Factor when
calculating Calculated Shares.

Calculated Shares Displays only for amount-based or percent-based

plans.
Workday calculates this value by dividing the
amount granted by the Grant Price, and divided
again by the Options Pricing Factor.

Next Steps
Access the Update Stock Grants task to update approved stock grants with the grant date, grant price,
vest from date, and board approval.
Related Information
Tasks
Steps: Manage Stock Plans and Grants on page 908
Edit Business Processes
Update Approved Stock Grants on page 915
Edit Domain Security Policies

Create Stock Participation Rate Tables

Prerequisites
• Set up stock plans.
• Security: Set Up: Stock domain in the Advanced Compensation functional area.

Context
Stock participation rate tables enable managers to allocate stock to diverse populations of employees while
maintaining control over the size of the pool. Eligibility rules control which employees can receive stock;
participation rates control how much each employee contributes to the stock pool.
You can create rate tables based on:
• Classic criteria such as management level and grade.
• Eligibility rules.
You assign rate tables when you initiate a compensation review process with stock awards. Rate tables
apply to any stock plan and any eligibility rules associated with the compensation review process.
During a compensation review process with stock, Workday evaluates each row of the rate table from
top to bottom. Workday assigns only the first rate that applies to the employee and doesn't evaluate any
others. If no rates apply, Workday uses the Default Percentage Rate.
To view the stock participation rate during a compensation review process, use a grid configuration that
contains the Stock column group and the Stock Participation Rate % field.
If you use a rate table in a compensation review process, Workday disables the Autofill and Prefill functions
for stock.

Steps
1. Access the Create Stock Participation Rate Table task.

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2. Enter a Default Percentage Rate.

Percentage rates can exceed 100. Workday uses the default rate if it can't find a match in the rate table.
3. Select the rate table type and enter 1 or more rows for Workday to evaluate when proposing awards:
Option Description
Uses Classic Criteria Select any combination of Management Level,
Job Profile, Country, or Compensation Grade.
Uses Eligibility Rules Select an Eligibility Rule .

The Percentage Rate for either type of table can exceed 100.
4. Sort the rates in the order you want Workday to evaluate them.
Workday assigns only the first rate that applies to the employee.

Result
The stock participation rate displays on when proposing stock awards during a compensation review.

Example
Company A has created a rate table with these dimensions:
• Table Name: Stock Participation – Management Level and Country
• Default Percentage Rate: 100%

Priority Management Level Country Participation Rate

Order
1 • Manager • United States 75%
• Supervisor • United Kingdom
• France
• Canada

2 • Manager • Brazil 65%

• Supervisor • Russia
• China
• India
• Mexico

3 • Manager 50%
• Supervisor

4 Individual Contributor 10%

Next Steps
You can:
• Edit rate tables using the Edit Stock Participation Rate Table task and delete them with the Delete
Stock Participation Rate Table task. However, you can't edit or delete a rate table that's in use.
• Access the Stock Participation Rate Audit report to display workers, positions, assigned participation
rate, and rate table dimensions. The report also lists multiple matches.
Related Information
Tasks
Create Grid Configurations for Compensation on page 959

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Initiate Compensation Review Processes on page 992

Manage Awards for Compensation Reviews on page 1003

Update Approved Stock Grants

Prerequisites
• Add and approve stock grants for 1 or more employees.
• Security: Process: Compensation Management Events domain in the Advanced Compensation
functional area.

Context
You can update approved stock grants for an employee with the grant date, grant price, vest from date,
and board approval.
To update stock grants for more than 1 employee at a time, use the Update Stock Grant web service.

Steps
1. Access the Update Stock Grants task.
2. Select the criteria based on the grants that you want to update.

Next Steps
To see the updated values, use the Stock Grants Summary report.
Related Information
Tasks
Steps: Manage Stock Plans and Grants on page 908

Calculated Plans

Steps: Manage Calculated Plans for Compensation

Context
Compensation administrators can create powerful compensation plans based on customized calculations.
Calculated plans can be:
• Assigned to employees like other compensation plans.
• Used as part of a compensation basis.
• Updated in the Other section in Compensation transactions and in Staffing transactions that include
compensation.
Unlike other compensation plans, Workday doesn't automatically remove calculated plans with a zero
value from Manage by Basis Total (MBT) employees. Workday recalculates plans with a zero value without
having to reassign them.
Note: Calculations can be very complex. Workday recommends that you engage Workday Professional
Services or a Workday Consulting Partner to help you configure the calculations for Compensation.

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Steps
1. Create 1 or more calculations in the Compensation category using tasks such as:
• Create Aggregate Calculation
• Create Constant Value Calculation
• Create Lookup Calculation
Security: Set Up: Payroll (Calculations – Generic) in the Core Payroll functional area.
Example: Your US federal agency uses locality pay and you access the Create Locality Pay Area task
to enter a percentage for each locality pay area. You then access the Create Arithmetic Calculation
task to configure a Locality Pay Calculation. You also create a calculated plan that uses your Locality
Pay Calculation. Finally you assign the calculated plan to employees or positions.
2. Access the Create Calculated Plan task.
a) Select how Workday calculates plan amounts:
• Dynamic: Workday recalculates plan amounts based on current values whenever a
compensation event occurs or you view the plan.
• Event Driven: Workday calculates plan amounts when a compensation event occurs or when
you run the Calculated Plan Assignment Updates by Position operation type on the Mass
Operations Management task. Workday creates an event whenever a plan amount changes.
b) (Optional) Enter a Plan Type Name Override to replace the automatically populated name.
c) (Optional) Select the Exclude from Total Salary and Allowance Compensation Basis check box.
Doing so excludes the calculated plan when Workday calculates the Total Salary and Allowance
compensation basis.
d) Select a Compensation Element to associate this plan with a payroll earning.
e) Select a Calculation, or click Create.
f) Select 1 or more Eligibility Rules.
Security, in the Core Compensation functional area:
• Set Up: Base and Plan
• Add Compensation Plans: Add Calculated
• Compensation Change: Calculated
3. Run the Calculated Plan Assignment Updates by Position mass operation.
• Create a custom report using the Workers for HCM Reporting data source.
• Access the Mass Operation Management task. As you complete the task, consider:

Option Description
Mass Operation Type Calculated Plan Assignment Updates by Position.
Input Report Select the custom report that you created.
Run Partial Calculation Select to perform partial calculation only for employees with
calculated plan assignment changes. Workday recalculates plans with
dependencies on the calculated plan.
If not selected, Workday recalculates the calculated plan and adjusts
the primary compensation basis.

Update Selected Workday updates only the selected calculated plans during
Calculated Plans Only calculations.
Workday updates the primary compensation basis regardless if you
selected Retain Basis Total on the compensation basis.

Update Selected Workday updates the selected plans only if they have changes, and
Calculated Plans and updates their dependent plans.

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Option Description
Dependent Plans - MBT However, Workday doesn't update dependent plans for non-MBT
Only employees. Workday doesn't update dependent plans for MBT
employees if the dependent plans have changes but the selected plans
don't.
Workday might update the primary compensation basis regardless if
you selected Retain Basis Total on the compensation basis.

Update All Compensation Workday recalculates all compensation plans only when 1 or more
Plans - MBT Only selected calculated plans have changes.
Workday maintains the primary compensation basis constant,
regardless if you selected Retain Basis Total on the compensation
basis.

For MBT employees, Workday updates both dynamic and event-driven plans. For non-MBT employees,
Workday updates only event-driven plans. You can run this operation on a regular basis for employees,
including MBT employees or those with multiple positions. You can also use this operation to calculate
amounts for event-driven plans on demand. Consider:
Security:
• Mass Operation Management domain in the System functional area.
• Set up segment security for mass operations.

Example
Create a calculated plan to give each eligible employee a fixed amount for every year of service.
1. Access the Create Arithmetic Calculation.
Create a calculation called Seniority Pay that multiplies Length of Service by a fixed Seniority Accrual
amount set up as a Constant Value.
2. Access the Create Calculated Plan task and select Seniority Pay in the Calculation field.
3. Access the Rollout Compensation Plans to Employees task to assign your calculated plans.
Related Information
Concepts
Concept: Payroll Calculations
Concept: Delete Calculations
Concept: Calculated Fields and Calculations
Tasks
Set Up Mass Operations
Reference
Reference: Numeric Calculations
Reference: Date Calculations
The Next Level: The Calculation Engine in Compensation
The Next Level: Non-Manage Basis Total Calculated Plans
Reference: Calculations and Calculated Fields Comparison

Concept: Calculated Plans for Compensation

Compensation administrators can create powerful compensation plans based on customized calculations.

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Calculations
Calculated compensation plans rely on calculations created on the Create Arithmetic Calculation, Create
Conditional Calculation, or other tasks. Calculations can be simple, such as a constant value, or very
complex with nested operations.
You create calculations in the Compensation category. Workday recommends not modifying calculations in
other categories because doing so might negatively affect Workday Payroll or Absence.
You can create calculations using a wide variety of Workday-delivered report fields and Instance Value
Calculations within the Compensation category to build your custom calculations.

Calculated Plans
After you create calculations, use the Create Calculated Plan task and associate your calculations with
plans.
Calculated plans can be of 2 types, dynamic or event-driven, which work differently for those employees
not Managed by Basis Total (MBT):

Dynamic Event-Driven
MBT Employees Workday updates plan assignment amounts when:
• A compensation event occurs.
• You run the Calculated Plan Assignment Updates by Position operation type
on the Mass Operations Management task.
Workday creates new effective-dated events each time the amount is updated.

Non-MBT Employees Workday updates plan assignment amounts Workday updates plan
whenever you view the plan assignment. assignment amounts when:
Workday doesn't generate new • A compensation event occurs.
compensation events when plan amounts • You run the Calculated
change. Plan Assignment Updates
You can't use the Mass Operations by Position operation type
Management task to update plan on the Mass Operations
assignment amounts. Management task.
Workday creates new effective-
dated events each time the
amount is updated.

You can then:

• Assign calculated plans to employees like other compensation plans.
• Use plans as part of a compensation basis.
• Use plans for MBT employees and non-MBT employees.
Note: Calculations based on commission plans, remainder plans, or nonfixed salary plans won't be
accurate for MBT scenarios.
• View or update data in the Other section in Compensation reports and transactions, and in staffing
transactions that include compensation. Example: During a Request Compensation Change business
process, Workday displays a list of compensation plans for the employee. You open the Other section
to display any calculated plans assigned to the employee.
Calculated plans for MBT employees can't have dependencies on commission plans, remainder plans, or
salary plans that aren't fixed.

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Unlike other compensation plans, Workday doesn't remove calculated plans with a zero value. Workday
can recalculate zero value calculated plans when compensation transactions, or staffing transactions that
include compensation, change the value.
For dynamic plans not part of the primary compensation basis, Workday updates assignment amounts for
MBT employees. However, Workday only changes the effective date if the event requires a recalculation.

Calculated Plan Assignment Updates by Position

For MBT employees, Workday updates calculated plans when performing top-down calculations. You can
also update calculations on a schedule using the Mass Operation Management task.
Create a calculated plan that adds a fixed amount to the salary of each employee for every year of service.
Use the Create Arithmetic Calculation task to create a calculation that multiplies years of service (using a
Workday-delivered report field) by a fixed Accrual amount set up as a Constant Value. Then use the Mass
Operation Management task and the Calculated Plan Assignment Updates by Position operation type to
update these employees once each year.
Related Information
Concepts
Concept: Payroll Calculations
Concept: Delete Calculations
Concept: Calculated Fields and Calculations
Tasks
Create Calculations
Reference
Reference: Boolean Calculations
Reference: Numeric Calculations
Reference: Date Calculations
The Next Level: Non-Manage Basis Total Calculated Plans
Reference: Calculations and Calculated Fields Comparison

Locality Pay

Steps: Set Up Locality Pay Areas

Prerequisites
Security: Set Up: Locality Pay domain in the Core Compensation functional area.

Context
A locality pay area in Workday consists of 1 or more locations that share a percentage cost-of-living
adjustment to base pay. You can use the percentage when calculating compensation plans. When an
unfilled position is eligible for 2 locality pay areas, Workday uses the greater of the 2 percentages. You can
assign locations only to 1 locality pay area.

Steps
1. Access the Create Locality Pay Area task.
Assign a percentage for the base pay adjustment and select locations for the locality pay area.
2. Access the Create Arithmetic Calculation task.
Configure a locality pay calculation.

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3. Assign the locality pay calculation to a compensation plan.

See Steps: Manage Calculated Plans for Compensation on page 915.
4. Roll Out Compensation Plans to Employees on page 845.

Next Steps
Run the Active Locality Pay Areas report to view a complete list of active locality pay areas.
Related Information
Reference
2022R2 What's New Post: Locality Pay Areas

Concept: Locality Pay Areas

When you set up locality pay areas in Workday, you can group multiple work locations into an area and
assign a percentage of additional base pay to it. Example: You can group employees in San Francisco and
Los Angeles into the locality pay area for California. Then, you can configure that area to add 25 percent to
their base pay.
You can leverage the locality pay area percentage in calculated compensation plans.
Using locality pay areas is helpful when you:
• Have set base salaries for identical positions within given compensation grades and steps.
• Have multiple work locations with different costs of living or other unique attributes.
• Use multiple complex calculations to determine additional base pay by location.
This feature is available for all customers.
Related Information
Reference
2022R2 What's New Post: Locality Pay Areas

Compensation Basis

Steps: Manage Compensation Basis

Steps
1. (Optional) Create Compensation Rounding Rules on page 954.
2. Create Configurable Compensation Basis on page 921.
3. (Optional) Create Calculation Compensation Basis on page 924.
4. (Optional) Access the Map Retirement Savings Plans to Compensation Basis task.
For Workday to calculate the employer contribution amount based on a percentage of the employee’s
salary, identify the compensation basis that defines the components that make up the employee’s
salary. Otherwise, Workday can't calculate the employer contribution amount and the compensation
basis amount is zero.
If the plan is part of a compensation basis that has the Manage Basis Total check box selected, you
can't change the selected compensation basis.
Security: Set Up: Base and Plan and Worker Data: Total Rewards domains in the Core Compensation
functional area.
5. (Optional) Access the Set Up Compensation Basis Adjustment task.
Adding or changing a rounding rule on an existing compensation basis applies only to future
compensation transactions, but not the existing primary compensation basis. After you've added or

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changed a rounding rule on an existing compensation basis, use this task to apply it to employee's
existing primary compensation basis.
You can select all workers that have the compensation basis, select 1 or more eligibility rules, or select
1 or more specific employees.
Security: Process: Compensation Plan Employee Management domain in the Core Compensation
functional area.
6. Associate compensation bases with percent-based compensation plans, such as allowance, period
salary, bonus, or stock plans:
Workday uses this to calculate the employee's individual target amounts. Workday uses individual
target amounts to calculate pool amounts.
7. (Optional) Access the Model Allocation by Compensation Basis report.
For workers managed by a compensation basis, simulate the changes that result from business
processes such as Change Job, Change Position, Hire, or Request Compensation Change.
Note: Workday doesn't display data unless the business processes would change it.
8. (Optional) Manage merit awards using a compensation basis.
a) Create Compensation Packages on page 843
To assign a compensation basis to the compensation package, complete the Compensation Basis
tab.
b) Create Merit Plans on page 887
Select the Manage Basis Total check box.
Workday allocates merit increases during a compensation change, job change, promotion, transfer, or
demotion to the compensation plans associated with the compensation basis.
Related Information
Concepts
Concept: Compensation Basis on page 925
Tasks
Steps: Set Up Eligible Earnings Overrides for Bonuses on page 892
Edit Domain Security Policies
Steps: Manage Stock Plans and Grants on page 908
Steps: Set Up Merit Plans on page 886
Steps: Set Up Bonus Plans on page 890
Create Compensation Packages on page 843
Create Period Salary Plans on page 876
Create Allowance Plans on page 881

Create Configurable Compensation Basis

Prerequisites
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.
• Create compensation plans.

Context
You can create a compensation basis from 1 or more compensation plans. You can then use the basis to
manage merit awards and assign or change employee compensation.
You can also use these web services to retrieve, add, or modify configurable compensation bases:
• Get Configurable Compensation Basis.
• Put Configurable Compensation Basis.

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Note: You can't use these web services to retrieve or upload configurable compensation bases with
Manage by Basis Total selected. Use the Create Configurable Compensation Basis task instead.
You also can't use these web services for calculation compensation bases. Use the Create Calculation
Compensation Basis task instead.

Steps
1. Access the Create Configurable Compensation Basis task.
2. In the Details section, consider:
Option Description
Eligibility Rule Select 1 or more eligibility rules to apply the
compensation basis only to specific employees. If
you leave the field blank, the compensation basis
applies to all employees.
Functional Areas Select 1 or more:
• Benefits: If you're going to include a retirement
savings plan.
• Compensation: If you want to use it in
compensation-related transactions or in the
severance worksheet.
• Planning: If you want to create a custom
compensation basis for your headcount plans.
(Requires access to the Workday Planning
product.)
• Projects and Work: (For Projects only.) If you
want to use this compensation basis to derive
a fully burdened cost rate for worker on a
project.

Use to View Compensation Available only if you selected Compensation in

the Functional Areas field.
If selected:
• Configurable Compensation Basis displays
on the worker's related actions menu.
• Compensation Basis is available for
percentage-based plans such as bonus or
allowance.

Ranking Available only if you selected Compensation in

the Functional Areas field.
If an employee is eligible for more than 1
compensation basis, Workday calculates the
amount using the highest ranking (1=highest) and
uses that for reporting estimated earnings.

Compensation Plan • All: All compensation plans of the same type

included in the calculation of the compensation
basis.
• Base Pay Only: Includes all compensation
plans of the same type in the calculation
of the compensation basis, provided the
compensation element selected on the plan is

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Option Description
part of the employee's compensation grade as
a base pay element.

3. In the Manage Basis Total section, consider:

Option Description
Manage Basis Total If selected, you can manage the change to an employee's
compensation as a total compensation amount. Workday distributes
the change to the components that make up the compensation basis.
Salary Plans Maximum Example: If an employee's total compensation amount is 100,000
USD and the Salary Plans Maximum is 30 percent, then the amount
allocated to salary plans can't be greater than 30,000 USD.
Rounding Rule Workday rounds compensation plan assignment amounts for all future
compensation transactions.
A rounding rule created using the Create Compensation Rounding
Rule task with the Round to Currency Precision check box selected
provides the most precise results.
Discrepancies between the original primary compensation basis
entered and what is displayed after plan allocation might result from
unit-based plans that include a payment frequency. Example: If the
total compensation basis equals 200,000 USD, the displayed value of
the total compensation basis might be rounded down to 199,999.10
USD if the 2 unit-based allowance plans are:
• Rounded to currency precision.
• Paid quarterly.

Retain Basis Total If selected, Workday retains the compensation basis total even when a
staffing transaction changes compensation plan assignment.
Example: If Retain Basis Total is selected, Workday populates the
proposed total with the existing compensation basis total during the
Propose Compensation step of the Change Job process. Workday
then rebalances the plan assignments but keeps the compensation
basis total fixed. If Retain Basis Total isn’t selected, Workday
recalculates the compensation basis total based on the changed plan
assignments.

Include an amount-based allowance, bonus, stock, or commission plan that allows overrides to handle
any remainder amounts from Workday's automatic distribution. Otherwise, Workday can't allocate the
full amount of the change to the employee.
4. (Optional) Select Calculation Bases created on the Create Calculation Compensation Basis task.
5. Complete the information for each plan you want to include in the compensation basis.

Next Steps
If you edited an existing compensation basis and added or changed a rounding rule with Manage Basis
Total selected, you can use the Set Up Compensation Basis Adjustment task to apply the rule to
existing plan assignment amounts.
Related Information
Tasks
Create Compensation Rounding Rules on page 954

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Create Calculation Compensation Basis

Prerequisites
• Create compensation plans.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
You can use a calculation compensation basis to augment a compensation basis used to support global
operations.

Steps
1. Access the Create Calculation Compensation Basis task.
2. Select the type:
Option Description
Adjustable Basis Comprised of variable and guaranteed plans that Workday might
adjust during the calculation.
Guaranteed Basis Comprised of plans, the sum of which is guaranteed for the worker.
Workday can only decrease the guaranteed amount when the worker's
primary compensation basis amount decreases.
Subtractive Basis Associated with a percentage-based compensation plan. Workday
decreases the primary compensation basis by the amount defined by
the subtractive basis. Workday then calculates the percentage-based
plan target amount.
Variable Basis Defines the variable amount of the compensation basis and can
include:
• Plans that decrease when you must add funds to the guaranteed
plans to preserve the guaranteed amount.
• Plans that you adjust in inverse proportionality to the amount
needed to fund the guaranteed amount.

Fixed Basis Includes fixed compensation plans that Workday won't change during
Manage by Basis Total calculations, even if you selected Retain Basis
Total.
Workday treats the compensation plans you select as a higher priority
than maintaining the primary compensation basis.

3. (Optional) Select the Compensation Plans that make up the calculation compensation basis.

Result
You can select calculation compensation bases created on the Create Calculation Compensation Basis
task. You can select subtractive calculation compensation bases when creating or editing a percentage-
based compensation plan.

Next Steps
• Create a compensation basis associated with a calculation compensation basis.
Note: If Apply FTE % is selected on both the calculated compensation basis and on the salary or
allowance plan, Workday applies the FTE % twice. Example: If a calculation compensation basis has

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Apply FTE % selected and includes an allowance plan that also has it selected, Workday prorates the
allowance plan twice.
• View Calculation Compensation Basis, Edit Calculation Compensation Basis or Delete
Calculation Compensation Basis tasks.

Concept: Compensation Basis

A compensation basis groups together compensation components that define estimated earnings for
employee populations.
Examples:
• On Target Earnings US: Includes salary plans, commission plans, bonus plans.
• On Target Earnings UK: Includes salary plans, allowance plans, commission plans, bonus plans.
• Cost to Company: Includes salary plans, allowance plans, and bonus plans.
Workday uses the value associated with the grouped compensation components:
• As the basis for percentage-based allowance, bonus, period salary, and stock plans; and compensation
packages.
Example: You can define an allowance plan to be 10 percent of total cost to company.
• To define how Workday manages merit changes for an employee, or other processes that change
compensation.
You can either change an employee's compensation at the individual plan level or manage by basis
total. If you manage by basis total, Workday automatically distributes the new total amount across the
plans that make up the compensation basis.
Workday delivers 3 compensation bases:
• Total Base Pay: Includes all salary and allowance plans defined as base pay for the compensation
grade or grade profile.
• Total Salary and Allowances: Includes these plans assigned to a position:
• Allowance plans.
• Calculated plans.
• Salary plans.
• Period salary plans.
• Unit salary plans.
• Hourly plans.
• Eligible Earning Override: For bonus plans and processes only. Includes customer-defined currency
amounts at the employee level used as the basis for bonus calculations.
You can create and manage your own compensation bases with these tasks and reports:
• Create Configurable Compensation Basis
• Create Calculation Compensation Basis
• Maintain Compensation Basis
• Edit Configurable Compensation Basis
You can then view the compensation basis value for employees using reports and processes such as the
Compensation Basis Analytics report.
Manage by Basis Total
Managing employees by a compensation basis total simplifies the management of diverse, interrelated
compensation components common for companies that operate globally. Rather than updating several
individual plans from the bottom up, managing by a basis total enables you to update a single value.
Workday then redistributes the total across the individual plans from the top down. Workday calculates the
total in this sequence:

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1. Fixed amount plans.

2. Percentage plans based on the primary compensation basis.
3. Percentage plans based on a fixed amount.
4. Salary plan.
5. Percentage plans dependent on the salary plan.
6. All other plans allocated with the remaining amount from the primary compensation basis.
In cases where you update an individual compensation component during a business process such as
Change Job, Workday performs a partial calculation. With a partial calculation, Workday recalculates plans
in the same sequence but begins at the step associated with the updated component.
Example: The compensation administrator updates the salary plan amount assigned during a Change Job
business process. With this change in salary plan, Workday performs a partial calculation beginning with
the salary plan and continuing downward.
As a best practice, when configuring a compensation basis with MBT, Workday recommends that you use
the same frequency and currency for all pay components. Doing so ensures consistency when Workday
recalculates individual pay assignments based on the primary compensation basis.
Workday uses the entire manage by basis total calculation during these business processes or business
process steps:
• Propose Compensation Hire
• Propose Compensation Change
• Request Compensation Change
• Initiate Compensation Review Process
For employees with grade steps managed by a compensation basis total, Workday treats salary plans
differently depending on whether they allow overrides. When a grade step changes:
• If the salary plan doesn't allow overrides, Workday treats the salary increase associated with a step
change as a fixed amount and doesn't alter it.
• If the salary plan does allow overrides, Workday allocates the plan as necessary.
In both cases, Workday performs a partial calculation for any plans that depend on the salary plan and
adjusts the primary compensation basis.
During a compensation review process, you can change an employee's total compensation by changing
their primary compensation basis. Workday automatically distributes that amount to the compensation
plans that make up the primary compensation basis.
Example: You can change an employee's total compensation amount from 100,000 USD to 120,000 USD.
This requires a specific set of conditions. The compensation basis:
• Has the Manage Basis Total section completed.
• Is tied to the employee's compensation package.
• Must be the primary compensation basis for the employee. Example:
• You have CompBasis A with a ranking of 1, CompBasis B with a ranking of 2, and CompBasis C
with a ranking of 3.
• Based on the eligibility rules associated with each compensation basis, an employee qualifies for
CompBasis B and CompBasis C.
• Because the ranking for CompBasis B is higher than CompBasis C, the employee's primary
compensation basis is CompBasis B.
• For compensation review processes, select the Manage Basis Total check box on the merit plan.
If these conditions are met, when you enter 120,000 USD as the merit increase, Workday distributes this
sum in this order:
1. Applies the award to amount-based compensation plans that don't allow overrides.

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2. Applies the award to percent-based compensation plans.

3. Applies the award to amount-based compensation plans that allow overrides.
4. Workday applies any remainder amount to the compensation plans that allow overrides.
Note: If your plan doesn't allow overrides, Workday doesn't distribute the full amount.
Calculation Compensation Basis
A calculation compensation basis augments a compensation basis and is used primarily in support of
global operations. A calculation compensation basis can be of these types:

Calculation Compensation Basis Description

Type
Adjustable Basis Comprised of variable and guaranteed plans that Workday adjusts
during the calculation.
Guaranteed Basis Comprised of plans, the sum of which is guaranteed for the
worker. Workday can only decrease the guaranteed amount if the
worker's primary compensation basis amount decreases.
Workday won't exceed a ceiling set on a percentage-based
allowance plan.

Subtractive Basis Associated with a percentage-based compensation plan. Workday

decreases the primary compensation basis by the amount defined
by the subtractive basis. Workday then calculates the percentage-
based plan target amount.
Variable Basis Defines the variable amount of the compensation basis. A variable
basis can be made up of:
• Plans that Workday decreases when funds must be added to
the guaranteed plans to preserve the guaranteed amount.
• Plans that Workday adjusts in inverse proportionality to the
amount needed to fund the guaranteed amount.

Workday uses adjustable, guaranteed, and variable calculation compensation bases as parameters when
calculating the compensation basis.
You manage calculation compensation bases with the Create Calculation Compensation Basis, Edit
Calculation Compensation Basis, and Delete Calculation Compensation Basis tasks. Use the Create
Configurable Compensation Basis or Edit Configurable Compensation Basis tasks to associate
calculation compensation bases with a compensation basis.
To use a subtractive compensation basis, you must edit a percentage-based compensation plan to include
it. Workday decreases the primary compensation basis by the amount defined by the subtractive basis.
Workday then calculates the percentage-based plan target amount.
Managing employees with a compensation basis linked with a calculation compensation basis changes
how Workday calculates plans.
Guaranteed Basis Example: Company A is located in France. The vacation premium is a guaranteed
amount and part of the collective agreement. Within Workday, this guaranteed amount can never be
reduced unless the employee is demoted. The guaranteed vacation premium amount remains in place
through compensation changes while the collective agreement remains valid for the employee.
To guarantee the amount remains in place in Workday:
• Create a guaranteed calculation compensation basis.
• Add the vacation premium plan to the guaranteed compensation basis.

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• Associate the guaranteed calculation compensation basis with the worker's primary compensation
basis.
Subtractive Basis Example: A bonus plan defined as a percentage of the primary compensation basis
minus commissions.
Variable Basis Example: Sales Incentive plans.
Related Information
Tasks
Steps: Manage Compensation Basis on page 920
Reference
The Next Level: Compensation Series: Manage Basis Total

One-Time Payment Plans

Steps: Manage One-Time Payments

Prerequisites
Set up compensation elements and eligibility rules.

Context
You can use one-time payments for:
• Referral bonuses.
• Retention incentives.
• Severance payments.
• Signing bonuses.
You can also access these web services:
• Get One-Time Payment Plans
• Put One-Time Payment Plan

Steps
1. (Optional) Access the Create One-Time Payment Plan Configurable Category task.
You can create categories for one-time payments for informational or reporting purposes. You can use
these Workday-delivered categories:
• Referral for rewarding employees that refer successful new hires.
• Clawback to enable the tracking of a clawback date on one-time payment processes.
Security: Set Up: Base and Plan domain in the Core Compensation functional area.
2. (Optional) Access the Create One-Time Payment Plan Schedule task.
Select a number and a unit for each schedule you create.
Example: Create a schedule called Retention Bonus with Number set to 2, Unit set to Year, and From
Date set to Scheduled Payment Date. If you select Retention Bonus in an amount-based plan with
Category set to Clawback, you can recover the bonus up to 2 years after the Scheduled Payment
Date.
Example: Create a schedule called Wait Period with a Number of 3 and a Unit of Months. If you select
Wait Period on an amount-based plan with Category set to Referral, Workday pays when the employee
serves 3 months beyond the Hire Date.
Security: Set Up: Base and Plan domain in the Core Compensation functional area.

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3. (Optional) Access the Edit Tenant Setup - HCM task.

Select the Route Business Processes Based on Costing Overrides option in the Compensation
section. If you use worktags on these business processes:
• Request One-Time Payment
• Request One-Time Payment Offer/Employment Agreement
Workday routes steps to the managers associated with the worktags.
Security: Set Up: Base and Plan domain in the Core Compensation functional area.
4. Create One-Time Payment Plans on page 930.
5. (Optional) Access the Maintain Custom Validations report to configure custom validations for one-
time payments.
Custom validations enable you to warn or prevent users from submitting one-time payments with invalid
data combinations. You can also specify one-time payment plans within the conditions of your custom
validation.
We recommend not making configuration changes to custom validations while there are one-time
payments in progress.
Security: Set Up: Base and Plan domain in the Core Compensation functional area.
6. (Optional) Access the Maintain Event Categories and Reasons task.
You can enable the selection of reasons by manager role-based security group when requesting a
one-time payment. To do so, select Manager Reason for the Request One-Time Payment business
process, and the applicable reason code
Security: Set Up: Base and Plan domain in the Core Compensation functional area.
7. (Optional) Access the Configure Optional Fields task.
You can hide or require most fields delivered as optional on these business processes:
• Request One-Time Payment.
• Request One-Time Payment Offer/Employment Agreement.
• Request Referral Payment.
Changes made to optional fields apply to all:
• Payments that are part of the event.
• Events already in progress and all those in the future.
Note: Any fields configured as hidden or required remain so even when the business process is used
as a subprocess of another business process.
Security: Set Up: Configure Optional Fields domain in the System functional area.
8. Request One-Time Payments for Employees on page 932.
9. (Optional) Steps: Enable Self-Service One-Time Payments on page 935.
Related Information
Tasks
Steps: Set Up Referrals on page 372
Steps: Set Up Referral Payment Processes on page 376
Create and Edit Job Requisitions on page 508
Steps: Set Up Compensation Components on page 796
Configure Custom Validation Messages
Steps: Enable Self-Service One-Time Payments on page 935

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Create One-Time Payment Plans

Prerequisites
• Set up compensation components and grades.
• Security: Set Up: Base and Plan domain in the Core Compensation functional area.

Context
You can create one-time payment plans and use them for:
• Referral bonuses.
• Retention incentives.
• Signing bonuses.
• Severance pay.
After you create one-time payment plans, you can assign them to employees.

Steps
1. Access the Create One-Time Payment Plan task.
2. (Optional) Select the Enable Coverage Dates check box to display the Coverage Dates section on the
Request One-Time Payment task.
Coverage dates enable Workday Payroll or Payroll Integration to associate dates with the one-time
payment for US Fair Labor Standards Act (FLSA) reporting requirements.
3. (Optional) Select a Category.
Workday delivers these categories:
Option Description
Clawback If selected, Workday displays the Clawback Payment Options section and enables
the Clawback Date field on any Request One-Time Payment process configured
using this plan.
Referral For use with amount-based employee referrals only.
To add the One-Time Payment for Referral step to the Hire business process, you
must add the Referral category. One-time payment plans that use the Referral
category aren't available for use in other business processes.

You can create additional categories for reporting and sorting purposes on the Create One-Time
Payment Plan Configurable Category task.
4. (Optional) Configure the Clawback Payment Options section.
This is only available if you selected the Clawback category.
Option Description
Clawback Select a schedule created with the Create One-Time Payment Plan Schedule
Schedule task.
Example: Create a schedule called Retention Bonus to recover the bonus up to
2 years after the Scheduled Payment Date. Workday populates the Clawback
Date on any Request One-Time Payment process configured with this plan.
You can access the One-Time Payments Eligible for Clawback report to
display one-time payments with a clawback date that occurs after the worker's
termination date.

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Option Description
Clawback Select a calculation created in the Compensation category on tasks such as
Calculation Create Arithmetic Calculation and others to assist in calculating an amount
for clawback during the worker's termination process. You can use Workday-
delivered calculations as a starting point, such as:
• Recommended Clawback Percent based on Length of Employment.
• Recommended Clawback Percent based on Scheduled Payment Date.

5. (Optional) Configure Referral Payment Options.

This is only available if you selected the Referral category.
Option Description
Payment (Optional) Select a schedule created with the Create One-Time Payment Plan
Schedule Schedule task.
Example: Create a schedule called Wait Period to hold payment for 3 months
after the hire date.
If not selected, Workday pays the referral bonus on the hire date.

Cost to New Hire (Optional) Select to charge the referral to the hiring organizations during the Hire
Organizations process.
If selected, Workday:
• Automatically populates worktags with relevant organization assignments
from the referrer and hiring organizations.
• Displays the organization assignments for both the new hire and referrer.

6. In the Defaults section, consider:

Option Description
Compensation If you select a compensation element with a gross up earning, Workday
Element automatically selects the Gross Up check box.
Target Amount Enter the amount to pay to the employee.
For a gross up earning, enter the desired net payment.

Target Percentage Enter the percentage of total base pay used to calculate the payment amount.
For a gross up earning, enter the percentage for the desired net payment.

Currency Enter the currency for the payment.

Reference Enter the frequency to calculate the payment amount. Example: Total base
Frequency pay is 275,000 USD and you enter 10% and a Frequency of Quarterly. The
result for Amount is 6,875 USD (or 10% of 1/4 of the total base pay).

Recommended Select values to serve as guidelines for the manager requesting the one-time
Minimum / payment. Managers can enter values outside of the range.
Recommended
Maximum
7. In the Plan Eligibility section, select 1 or more eligibility rules.
For referral plans, eligibility rules can use report fields on the hired worker and the referral to determine
eligibility.

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8. (Optional) Select 1 or more Worktags configured on the Maintain Worktag Usage task for integration
with Workday Payroll or a third party payroll integration.
You can't select worktags if you selected the Cost to New Hire Organizations check box.
9. (Optional) Set up 1 or more profiles in the One-Time Payment Plan Profiles section if you want
multiple plan targets.
If you're defining the plan to have multiple targets, the One-Time Payment Plan Profiles section
enables you to create a single plan for what are effectively multiple plans.
Example: You can set up 1 profile where the target for individual contributors is 500 USD and the target
for directors is 1000 USD.

Next Steps
You can:
• Assign (roll out) the plan to employees on the Rollout Compensation Plans to Employees task.
• Add the plan to a compensation package on the Create Compensation Package task.
• Access the Edit One-Time Payment Plan task.
You can update default values for unassigned plans, but not assigned plans. You can, however,
created a new plan.
• Hide the compensation plan type from specified groups of workers using the Worker Data:
Compensation Plan Type domain in the Core Compensation functional area.
Related Information
Concepts
Concept: Compensation Elements and Payroll Processing
Tasks
Roll Out Compensation Plans to Employees on page 845
Steps: Set Up Referral Payment Processes on page 376

Request One-Time Payments for Employees

Prerequisites
• Configure the Request One-Time Payment business process for your organizations.
• Configure the Request One-Time Payment Offer/Employment Agreement business process if you use
the Workday Recruiting Offer business process.
If using Consolidated Tasks for Offer:
• Select the Consolidate Tasks check box on the business process security policy.
• Configure modify access on the Candidate Data: One-Time Payment Offer domain in the Core
Compensation functional area.
• Set up primary or required worktags with the Maintain Worktag Usage task to integrate with Workday
Payroll or Payroll Integration.
• Security: Request: One-Time Payment in the Core Compensation functional area.

Context
You can request a one-time payment for an employee when:
• You access the Request One-Time Payment task for a referral bonus, a retention incentive, or for
another reason.
• You’ve included the Request One-Time Payment business process as a step in business processes
such as Offer, Hire, Change Job, or Termination.
You can also request multiple one-time payments for the same employee for different plans and with
different scheduled payment dates.

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If you include Request One-Time Payment as a subprocess of Offer as a signing bonus, Workday
recommends adding it to both Hire and Change Job too. Doing so ensures that any one-time payment
included with an offer carries forward into Hire and Change Job. Workday also recommends that you base
eligibility rules for one-time payments within the Offer business process on requisition attributes.
You can automate referral bonuses by:
• Creating referral payment plans.
• Associating referral payment plans to job requisitions or job profiles.
• Adding the One-Time Payment for Referral subprocess to the Hire business process.

Steps
1. Access the Request One-Time Payment task.
2. (Optional) Select an Employee Visibility Date.
If configured, Workday hides updated pay-related compensation data from the worker until the date. If
left blank, Workday uses the effective date.
3. (Optional) Click Add to configure the one-time payment.
4. Select a One-Time Payment Plan.
5. (Optional) Select 1 or more Worktags, set up with the Maintain Worktag Usage task for integration
with Workday Payroll or Payroll Integration.
For more control of payroll expense reporting, you can configure related worktags on the Maintain
Related Worktag Usage task. Example: Configure Cost Center as a related worktag for one-time
payments.
If you use worktags, you can also enable the Route Business Processes Based on Costing
Overrides option in the Compensation section on the Edit Tenant Setup - HCM task. Doing so
enables Workday to route business process steps to the managers associated with the worktags.
6. (Optional) Select a Costing Company.
Workday overrides the default company and charges the one-time payment to the company you select.
This only displays if you selected the Intercompany Accounting - Enable check box in the Payroll
Accounting section on the Edit Tenant Setup – Payroll task.
7. Select a Scheduled Payment Date greater than the Effective Date.
This only displays if you selected the Enable Multiple One-Time Payments check box in the
Compensation section on the Edit Tenant Setup - HCM task.
When using multiple one-time payments, the Scheduled Payment Date can differ for each payment.
Workday processes the one-time payment in the on-cycle payroll calculation for the pay period that
includes the Scheduled Payment Date.
8. (Optional) Select a Coverage Start Date and Coverage End Date.
The Coverage Period section only displays if you selected Enable Coverage Dates on the one-time
payment plan. Coverage dates enable Workday Payroll or Payroll Integration to associate dates with
the one-time payment for US Fair Labor Standards Act (FLSA) reporting requirements.
9. Select the Send to Payroll check box for Workday Payroll or Payroll Integration to process the
payment.
Otherwise, Workday doesn't process the payment.
With Send to Payroll selected, the Forfeit check box displays during terminations for both one-time
and bonus payments when both:
• You have configured Request One-Time Payment as a step in the Termination business process.
• The Scheduled Payment Date on the one-time or bonus payment is after the Termination Date.
• The worker still has the primary position as when you configured the one-time or bonus
payment. Workday only displays those one-time or bonus payments for forfeit associated with the

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current position. Workday doesn't display a payment for forfeit if the worker changes jobs or gets a
new primary position after you configured the payment.
Example: Terry has a one-time payment associated with their old position and another associated
with their current position. During the termination process for Terry, Workday displays only the one-
time payment associated with Terry's current position, not their former position.
If you select Forfeit, Workday forfeits the payment, overriding Send to Payroll, and won't pay the one-
time or bonus payment.
10.Select a Clawback Payments option:
Option Description
Do Not If selected, Workday still creates the clawback payment for reporting purposes, but
Clawback takes no other action.
Use this option if you don't plan on recovering the payment.

Send to If selected, Workday processes the clawback payment through Payroll on the
Payroll Scheduled Clawback Date.
Recover Select this if you intend to recover the one-time payment outside of Workday
Manually manually.

This section displays only when 1 or more of the worker's one-time payments meet these criteria:
• You selected the Clawback category on the one-time payment plan.
• You selected Send to Payroll.
• The Clawback Date on the one-time payment is after the worker's Termination Date.
• The Scheduled Payment Date is on or before the Termination Date.
• The worker still has the primary position as when you configured the one-time or bonus
payment. Workday only displays those one-time or bonus payments for clawback associated with
the current position. Workday doesn't display a payment for clawback if the worker changes jobs or
gets a new primary position after you configured the payment.
Consider selecting the Enable Multiple One-Time Payments check box on the Edit Tenant Setup
- HCM task. If not selected, Workday prevents you from adding a one-time payment during the
Termination process if the employee has a clawback payment.
Related Information
Concepts
Concept: Compensation Elements and Payroll Processing
Concept: Off-Cycle Payments
Tasks
Add Worklets to Business Processes on page 2348
Maintain Worker Documents on page 89
Attach Documents to a Business Process Step
Steps: Manage One-Time Payments on page 928
Steps: Set Up Inbox Task Consolidation for Offers on page 425
Steps: Set Up Referral Payment Processes on page 376
Reference
FAQ: Payroll Input
FAQ: Employee Visibility Date on page 979

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Steps: Enable Self-Service One-Time Payments

Context
You can enable workers to request one-time payments for themselves using the Request One-Time
Payment for Self business process.

Steps
1. Edit Business Process Security Policies.
Access the Create Business Process Definition (Default Definition) task and create a default
definition and security policy for the Request One-Time Payment for Self business process type.
Give security groups access to the Self-Service: Request One-Time Payment domain in the Core
Compensation functional area.
2. Hide or Require Optional Fields.
Access the Configure Optional Fields task and select Core Compensation > Request One-Time
Payment for Self from the By Functional Area prompt.
Workday permanently hides these fields from the worker during the Request One-Time Payment for
Self business process:
• Coverage Dates
• Gross Up
• Recommended Maximum
• Recommended Minimum
• Send to Payroll
• Target Amount
• Target Currency
• Target Frequency
• Target Percent
3. Access the Maintain Custom Validations report to configure custom validations for one-time
payments.
Existing custom validations for the Request One-Time Payment process also apply to the Request
One-Time Payment for Self process. Use the One Time Payment Event for Self source external field to
exclude these types of events from specific custom validations.
Configure any custom validations that your organization requires. Consider adjusting any custom
validations that you use only for the Request One-Time Payment event.
4. Select the Worker Selectable check box on one-time payment plans to enable them for self-service.
Doing so enables the plan for selection during the Request One-Time Payment for Self business
process, provided the worker is eligible for the plan. If you don't select Worker Selectable, workers
can't select the plan during the Request One-Time Payment for Self process.

Result
Workers with the appropriate security can access the Request One-Time Payment for Myself task to
initiate the Request One-Time Payment for Self business process. Workers can also access the task from
the Benefits and Pay Hub.
Workers can cancel their one-time payment request but only while it's still in progress. Workers can't
correct or rescind their own Request One-Time Payment for Self process after it completes, regardless of
the business process security policy.
Related Information
Reference
Reference: Benefits and Pay Hub on page 865

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2022R2 What's New Post: Self-Service for One-Time Payments

Set Up Compensation Reviews

Setup Considerations: Compensation Reviews

You can use this topic to help make decisions when planning your configuration and use of compensation
reviews. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Compensation reviews enable you to plan for and grant periodic:
• Merit increases to base pay, including promotions, allowances, and lump sum awards.
• Bonuses, including cash and deferred bonus in the form of stock.
• Stock grants as shares, options, or cash.
As part of your planning process, you can decide on compensation review milestones and set up grid
configurations and named sets of initiation options.

Business Benefits
The compensation review process enables you to:
• Schedule important compensation milestones.
• Configure the organization type and roles with authority to create, edit, or review awards.
• Process staffing changes while compensation reviews are in progress.
• Manage budgets.
• Include merit, bonus, or stock plans.
• Select the organizations to include.
• Select the eligibility rules for target employee populations.
• Identify those responsible for planning, approving, and reviewing awards.
You can create a custom set of fields, or grid configurations, to guide managers during compensation
reviews. You can set the fields to read-only, editable, or advanced (drill-down). You can reuse or update
grid configurations in subsequent review cycles.

Use Cases
You can plan and schedule regular compensation reviews, including:
• Annual reviews that include merit, bonus, and stock awards.
• Semiannual or quarterly reviews that include bonus awards.
• Periodic reviews that include only stock awards and align with your fiscal cycle.

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Questions to Consider

Questions Considerations
Do you have employees in multiple countries or As a best practice, consider selecting the
managers with direct reports in other countries? Calculate Inverse Rate on the Maintain Currency
Conversion Rates task for the selected rate type
and affected currencies.
If selected, Workday automatically calculates the
inverse currency exchange rate between the source
and target currencies.
You can also select your own currency exchange
rate.

Which goals factor into bonus awards? To calculate bonuses, you can create
compensation scorecards to capture company,
division, or department goals and their attainment.
Do you offer stock to your employees? You can configure stock plans based on amount,
percent, or units. You can also grant cash in the
same manner as stock.
You can use a third-party stock administration
application to enable employees to manage their
stock awards.

How do you manage staffing and compensation You can configure participation rule sets to manage
changes that occur while the compensation reviews individual compensation, grade, or job changes
are in-progress? while the compensation review is in-progress.
You can also:
• Access the Create Compensation Review
Options task.
• Allow specific business processes to proceed
with options for date ranges or eligibility rules.
If you don't configure participation rule sets,
Workday blocks job or compensation changes for
eligible employees.
• After process initiation.
• Before the latest effective date of any award in
the compensation review event.

Do you need to allow some staffing or You can configure compensation review options
compensation changes while compensation that allow Change Job or Request Compensation
reviews are in progress? Change events to proceed.
You can:
• Allow all events for the process to proceed for 1
or more date ranges.
• Allow only events for the process to proceed for
1 or more eligibility rules and for 1 or more date
ranges.

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Questions Considerations
What fields do you want managers to view during You can configure compensation review fields to
compensation reviews? be read-only, editable, and advanced (drill-down)
fields.
Do you use eligibility waiting periods? You can configure eligibility waiting periods to
determine whether employees are eligible for merit
raises or bonuses.
Do you prorate merit or bonus target amounts? You can base proration rules on base pay changes,
time since hire, leaves of absence, and other
criteria.
What period do you consider when prorating Workday uses the process period end date to
awards? determine:
• Eligible employees based on their plan
assignments.
• The proration calculations and performance
ratings used.

When do you want employees to find out their You can set an employee visibility date to hide
awards? awards until management communicates with
employees outside of Workday.

Recommendations
If you use compensation matrices and include performance ratings, Workday recommends that you
complete performance ratings before the process period end date of the compensation review.
Determine whether your event is large enough that you need to work with the Workday Production
Readiness team.
See Workday Community: Production Readiness: Large Volume Events Best Practices. for guidelines
about opening a Production Readiness case.

Requirements
No impacts.

Limitations
Workday doesn't support intersection security groups with exclusion criteria for compensation reviews.

Tenant Setup
You can configure these compensation review options on the Edit Tenant Setup - HCM task:

Option Description
Disable Create New Compensation Review Prevents employees from creating their own
Statement functionality for Employee on View compensation review statement.
Compensation Review Statements
Preferred Compensation Review Employee Workday limits to 500 the number of employees in
Awards Grid Limit the same organization hierarchy that a planner can
view.

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Security
These security domains in the Advanced Compensation functional area.

Domains Considerations
Worker Data: Stock Grants Required to configure stock pools or issue stock
grants.
Worker Data: Propose Stock Award as Part of Required to issue stock awards during
Compensation Review compensation reviews.
You can only configure roles on the same
organization type as used in the Complete
Employee Awards step.

Worker Data: Compensation Review Statements Enables managers to print statements for their
direct reports.
Self-Service: Compensation Review Statement Enables employees to print their own statements.
Process: Compensation Management Events Enables compensation administrators to initiate and
finalize the process.
Process: Compensation Review Process Controls Enables the Manager role to access and complete
tasks.
Process: Compensation Review Process Enables support roles such as HR Partner and
Participant Compensation Partner to view and edit employee
awards.

Process: Compensation Review Process Reviewer Enables Reviewers (HR Partners and location or
regional managers) to view or edit awards.

Business Processes
Before configuring the Initiate Compensation Review Process business process for all compensation
reviews, consider which roles:
• Should have control over submitting employee awards. Examples: Merit Planner or Manager.
• To add to the Complete Employee Awards subprocess: Example: Compensation Administrator.

Reporting

Reports Considerations
Compensation Review Process Search You can use this report to give participants access
Employees (Default) to the grid configuration within the Organization
Summary.
Compensation Review Organization Search You can use this report to give reviewers access
Report (Default) to the grid configuration within the Organization
Summary.
Compensation Review Process Status Report Administrators can use this report to access
By Hierarchy organizations in the process and review budgets,
spend, and status.
Maintain Bonus Accrual Estimates You can use this report to estimate bonus costs
using the same initiation parameters as a periodic
compensation review.

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Integrations
Workday provides these public web services to support compensation reviews:

Web Service Description

Get Compensation Review Participation Rule Sets Retrieves compensation review participation rule
sets created on the Maintain Compensation
Review Participation Rule Sets task.
You can also use the Put Compensation Review
Participation Rule Sets

Get Compensation Review Validation Rules Provides validation rules created in Workday for
compensation review processes.
Get Deferred Bonus Calculation Displays deferred bonus calculations that
you created on the Create Deferred Bonus
Calculation task.
Get Eligibility Waiting Period Provides eligibility waiting periods created on the
Create Compensation Eligibility Rule task or the
Put Eligibility Waiting Period web service.
Get Employee Awards Provides employee awards for a specific employee
by position or all employees in a supervisory
organization.
Get Import Compensation Review Budget Pools Imports into the compensation review budget
pools for single or multiple organizations, by
compensation review event and organization.
You can include subordinate organizations by
compensation plan type.
Import Compensation Review Budget Pools Updates the budget pool, holdback, and reserve
information for all supervisory organizations for a
specified compensation review.
Import Eligible Earnings Override Adds or updates eligible earnings override
information for a given employee.
Workday updates in-progress compensation
reviews that:
• Have participation rule sets.
• Include bonus awards.

Import Employee Awards Updates employee awards for specified employees,

organization, and compensation review.
Put Compensation Review Participation Rule Sets Uploads compensation review participation rule
sets.
You can also use the Get Compensation Review
Participation Rule Sets

Put Compensation Review Validation Rules You can upload new or modified validation rules for
compensation review processes into Workday.
Put Deferred Bonus Calculation Add or change a deferred bonus calculation.
Put Eligibility Waiting Period You can upload new or modified eligibility waiting
periods.

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 | Compensation | 941

Touchpoints and Connections

Compensation review events can touch many other areas in Workday, including the Hire and Change Job
business processes, Workday Payroll, Workday Expenses, and Workday Talent.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Coordination of Events During Compensation Reviews on page 968
Concept: Best Practices for All Large-Scale Events
Tasks
Steps: Create a Compensation Matrix on page 941
Steps: Prepare for Compensation Reviews on page 943
Steps: Set Up the Compensation Review Business Process on page 946
Reference
Reference: Compensation Review Participation Rule Set Options on page 988
Reference: Event-Specific Best Practices
FAQ: Employee Visibility Date on page 979
The Next Level: Annual Compensation Events
Examples
Example: Coordination of Organization Events in Compensation Reviews on page 969
Example: Time-Based Proration for Merit and Bonus Awards on page 972

Steps: Create a Compensation Matrix

Prerequisites
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
A compensation matrix is a table that helps you determine merit increases, bonus targets, or stock grants
for employees. You can build a matrix with:
• Rating scales.
• Potential rating.
• Compa ratio.
• Retention ratings.
• Pay range segments.
Examples:
• Give high-performing employees paid within the lower quartile of their grade range a larger bonus or
pay increase.
• Plan relative increases, bonus awards, or stock grants in order to reward performance, encourage
retention, or equalize pay within a grade.
During compensation reviews, managers can see a suggested range that uses performance, talent, and
market data to determine the award.

Steps
1. Access the Create Compensation Matrix task.

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2. As you complete this task, consider:

Option Description
Amount An amount matrix is for amount-based stock, bonus, or merit plans and
consists of an exact amount for the minimum, maximum, and a default
currency. The exact amount can be positive or negative and up to 2
decimal places.
Example:
• Terry has an amount-based stock plan with a 10,000 target.
• Terry has a performance rating of 3-Meets Expectations.
• The compensation matrix has a Minimum of 8000, a Maximum of
12500, and the default currency is USD.
• The recommended stock grant for Terry ranges from 8,000 to
12,500 USD.

Percent A percent matrix can be used for percent-based stock, bonus, or merit
plans and consists of the exact percent for the minimum and maximum
values.
Example:
• Casey has a base salary of 100,000.
• Casey has a performance rating of 3-Meets Expectations.
• The compensation matrix has a Minimum of 2% and a Maximum of
3%.
• The recommended merit increase for Casey is 2-3% based on a
percent-based matrix with Review Rating = 3, Minimum = 2%, and
Maximum = 3%.

Weighted A weighted matrix can be used for amount- or percent-based bonus

or merit plans. It can also be used for an amount-, percent-, or unit-
based stock plan. Use a weighted matrix if you want the minimum and
maximum target ranges based on a factor used to derive the targets
for a plan based on a percentage amount.
Example:
• Haley, has a percent bonus plan with a 6% target.
• Haley has a base pay of 100,000 and receives a performance
rating of 3-Meets Expectations.
• The weighted matrix has a Minimum of 50% and a Maximum of
75%.
• The recommended bonus range is:
• Minimum = 100,000 * 0.06 * 0.5 = 3,000.
• Maximum = 100,000 *0.06 * 0.75 = 4,500.

Use Above and Below Available if you selected Include Pay Range Segments.
Segments
Adds rows for Below Segment 1 and Above Top Segment to the
matrix.
Enter the Number of Pay Range Segments.

Use Multiple Targets Select this check box if you want the matrix to apply to specific
employees that match 1 or more eligibility rules. Select 1 or more
Eligibility Rules to identify the target population for the matrix.

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Option Description
Currency Select a default currency.
Select Apply Currency to apply your choice for Currency to all
eligibility rules displayed in the Currency by Eligibility Rule list.
Apply Currency displays for amount-based matrixes with Use
Multiple Targets selected.

Currency by Eligibility Rule (Optional) Select the currency for each eligibility rule.
Compensation Matrix Enter the Minimum and Maximum values for each row of the matrix.
3. (Optional) Access the Maintain Compa Ratio Range task.
a) Enter the Segment Top to establish the maximum value for the compa ratio range.
b) Create the compa ratio ranges you'll use for the compensation matrix.
Examples: you can create rows for 25, 50, 75, 100 and 125 that results with ranges of:
• Zero - 25% (zero - 25.000)
• 25 - 50% (25.001 - 50.000)
• 50 - 75% (50.001 - 75.000)
• 75 - 100% (75.001 - 100.000)
• 100 - 125% (100.001 - 125.000)
• 125% and greater (125.001 +)
4. (Optional) Access the Edit Compensation Matrix Rules task.
• Convert a single target matrix to a multitarget matrix and update the name.
• Add or remove compensation eligibility rules for a multitarget matrix.

Result
You can now assign the compensation matrix to a merit, bonus, or stock plan.
When you process the plan, Workday uses the compensation matrix factors and associated plan targets to
calculate the pool and provide managers with target ranges. You can also assign the matrix to a merit plan
as reference only.
Related Information
Tasks
Review Promotions in Compensation Reviews on page 1004
Create Compensation Grades on page 806
Create Compensation Packages on page 843
Create Grid Configurations for Compensation on page 959
Reference
Reference: Compensation Step and Grade Progression Reports on page 816

Steps: Prepare for Compensation Reviews

Prerequisites
Set up merit, bonus, or stock plans.

Steps
1. Steps: Set Up the Compensation Review Business Process on page 946.

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2. Edit Domain Security Policies.

To include stock in the process, grant access to these domains in the Advanced Compensation
functional area:
• Worker Data: Propose Stock Award as Part of Compensation Review.
• Worker Data: Stock Grants.
To print compensation review statements, configure these security domains in the Advanced
Compensation functional area:
•Self-Service: Compensation Review Statements domain, so employees can print their own
statements.
• Worker Data: Compensation Review Statements domain, so managers can print statements for their
direct reports.
3. Enable domains (in the Advanced Compensation functional area) and assign roles:

Domain Roles Description

Process: Compensation Compensation Administrator Required to initiate and finalize a
Management Events compensation review process.
Process: Compensation Planners: Plan compensation for an
Review Process organization and view or
• Manager
Participant plan subordinate supervisory
• Primary compensation planner organizations.
Requires Modify access to plan
awards.

Process: Compensation Manager Required for access to

Review Process Controls Complete on Behalf.
Process: Compensation Support roles: View and edit employee awards
Review Process as a planner.
• HR Partner
Controls and Process:
• Compensation Partner Can have either View or Modify
Compensation Review
access.
Process Participant
Process: Compensation Reviewers: View or edit the awards of their
Review Process assigned employees.
• HR Partners
Reviewer
• Location partners Can have either View or Modify
• Location or regional managers access.
The Business Process step
Review Employee Awards
uses any role-based security
groups with Modify access on
this domain in its configuration
selection list.

4. (Optional) ../../../manage-workday/tenant-configuration/tenant-setup/dan1370797339945.dita.
Option Description
Disable Create New Compensation Review Statement Prevents employees from creating their
functionality for Employee on View Compensation own compensation review statement.
Review Statements
Preferred Compensation Review Employee Awards Workday limits the number of employees
Grid Limit in the same organization hierarchy
displayed to a planner. You can enter a

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 | Compensation | 945

Option Description
limit up to 500 or leave blank to use the
default of 100.
5. Create and assign compensation plans.
6. (Optional) Configure how Workday manages merit changes for an employee:
• To determine individual targets for percent-based plans and enter award amounts for each assigned
plan, use total base pay. For this option, you don't have to create a compensation basis; Workday
provides it for you.
• To determine individual target amounts for percent-based plans, use the primary compensation
basis. Enter a total amount for the award. Workday allocates that amount to the individual plans that
make up the primary compensation basis.
See Steps: Manage Compensation Basis on page 920.
7. Access the Maintain Event Categories and Reasons task.
Create event categories and reasons for giving each award.
Security: Set Up: Staffing domain in the Staffing functional area.
8. Access the Maintain Currency Rate Types task to create at least 1 rate type specifically for
compensation review processes.
9. (Optional) Manage Compensation Review Participation Rule Sets on page 955.
Define rules that Workday uses to handle compensation-related events that occur during the
compensation review process.
10.(Optional) Access the Maintain Bonus Accrual Estimates report.
Use compensation review initiation criteria, including organizations, bonus plans, and date parameters
to estimate bonus costs.
a) Configure compensation review initiation options as you would for any periodic review with bonus
awards.
b) Select an action.
You can calculate your estimate immediately or configure a run schedule. Workday then generates
the bonus accrual report. You can also cancel (delete), edit, or review an estimate.
c) Click an accrual report to view and download your estimated bonus costs.
Security: Process: Compensation Management Events domain in the Advanced Compensation
functional area.
11.(Optional) Steps: Create Custom Compensation Review Statements on page 1009.
Create employee compensation review statements to meet reporting requirements.
Workday recommends:
• Use the Workday-delivered Compensation Review Employee Adjustment for Statements report
data source.
• If scheduling a PDF print run in advance, access the Release Compensation Review Statement
task and schedule it for off hours. You can use custom layouts and manage when employees can
view their compensation review statement.
12.Create Grid Configurations for Compensation on page 959.
Grid configurations can include read only, editable, or advanced fields for drilling down into details.
13.(Optional) Create Stock Participation Rate Tables on page 913.
Applies only to compensation review processes that include stock awards.

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 | Compensation | 946

14.(Optional) Access the Create Compensation Review Process Template task.

Create templates to enable Workday to populate fields in compensation review processes. See Initiate
Compensation Review Processes on page 992 and Manage Compensation Review Pools on page
999 for detailed field descriptions.
You can also manage compensation review templates using these web services:
• Get Compensation Review Template
• Put Compensation Review Template

Next Steps
Run these reports to review the date, time, responsible party, and notes for the last submitted change to
awards:
• Compensation Review Merit Award Audit
• Compensation Review Talent Audit
• Compensation Review Bonus Payment Audit
• Compensation Review Stock Plan Award Audit
Related Information
Tasks
Review Promotions in Compensation Reviews on page 1004
Steps: Manage Compensation Review Statements on page 1010
Manage Funding for Bonuses on page 1005
Update Approved Stock Grants on page 915

Steps: Set Up the Compensation Review Business Process

Prerequisites
Decide which roles, such as Planner or Manager, require control over submitting employee awards.
Workday determines roles for the entire compensation review when you initiate the process and ignores
any subsequent changes in role assignments.

Context
You can set up the Initiate Compensation Review Process business process for all award types, including
bonus and stock awards, with or without merit awards.
You can set up an integration with a third-party stock administration application to manage vesting and
other stock administration needs.
Note: Don't delete business process condition rules that you associate with either active or inactive
compensation plans. Doing so might result in unexpected errors. You can't recover deleted condition rules.

Steps
1. Select Business Process > Edit Definition from the related actions menu of the Initiate Compensation
Review Process business process.
2. As you complete this task, consider:
Option Description
Complete Employee Awards a. Add the Compensation Administrator role to
oversee the compensation review process,
monitor organization status, maintain pools,
and review employee participation.
b. Activate Pending Security Policy Changes.

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 | Compensation | 947

Option Description
c. Select Configure Participation.
Then select the Organization Type to Use
and the Group (role), such as Manager or
Planner.
The organizations you configure on this step must
also be configured on the Create Compensation
Review Options task.

Manage Impacted Employees This must be the second step in the Initiate
Compensation Review Process.

• Configure Pool These steps must remain in this order.

• Distribute Pool
• Launch Employee Award

Manage Bonus Process Funding (Optional) For compensation review processes

with bonus awards.
If included, make this the completion step.

Review Employee Awards (Optional) This step must follow the Complete
Employee Awards step.
The organizations you configure on this step must
also be configured on the Create Compensation
Review Options task.
You can grant role-based security groups outside
of your specified organizational hierarchy access
to approve awards using assignable roles for
organizations on the Process: Compensation
Review Process Reviewer domain.

Related Information
Tasks
Edit Business Processes
Create Custom Business Processes

Steps: Manage Custom Calculations for Compensation Reviews

Prerequisites
Security:
• Set Up: Payroll (Calculations – Generic) in the Core Payroll functional area.
• Grid Management domain in the System functional area.
• Process: Compensation Management Events domain in the Advanced Compensation functional area.

Context
You can use custom calculations to populate fields in compensation reviews. To do so:
• Create new or use existing calculations in the Compensation category.
• Create a calculation table that references 1 or more calculations.
• Set up a grid configuration with a custom calculation field.
• Configure a named set of compensation review options that include your calculation table.

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• Configure the compensation review using the grid configuration and the named set of options.
During a compensation review, Workday uses the calculation table to populate fields on your grid.

Steps
1. Create 1 or more calculations in the Compensation category using tasks such as Create Arithmetic
Calculation or Create Lookup Calculation.
Note: Calculations can be very complex. Workday recommends that you engage Workday
Professional Services or a Workday Consulting Partner to help you configure the calculations for
Compensation.
2. Access the Maintain Compensation Review Calculation Lists task.
Configure 1 or more calculation lists and from 1 through 50 list values. When you configure a
compensation review calculation table, you can select that list to associate it with calculations. You can
modify list values while a compensation review is in progress.
Example: Enter Performance Factor for the list name with values for: Top Performer, Meets
Expectations, and Needs Improvement. When you configure the calculation table, you can select the
Performance Factor list and optionally associate a calculation to each value.
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.
3. Access the Create Compensation Review Calculation Table task.
a) (Optional) Select a custom calculation list value for Input.
Example: Custom Calculation Bonus List Value or Custom Calculation Promotion List Value.
When you set up your grid configuration for the compensation review, add the
corresponding editable field. During compensation reviews, Workday displays the list you select.
Example: You select the Custom Calculation Bonus List Value for the Input column. On your grid
configuration, you add Custom Calculation Bonus List Value as an editable field to the Bonus
section. You can then update that field during the compensation review.
b) Add 1 or more rows to your calculation. Each row must include a calculation and the update field that
Workday populates during the compensation review. For the Calculation, consider:
• All Compensation Calculations: All existing calculations created in the Compensation category.
• Arithmetic, Conditional, Constant Value, Lookup Calculations: Select from any Workday-
delivered or custom calculations by type.
• Create: Create custom calculations using the Compensation category on tasks such as Create
Constant Value Calculation.
4. Create Grid Configurations for Compensation on page 959.
Add custom calculation fields into the Merit or Bonus section of your grid configuration. Example:
Custom Calculation Merit Numeric or Custom Calculation Bonus Currency. As a best practice,
Workday recommends that also you add the update fields you used to create your calculation table.
If you use a custom calculation bonus list, add Custom Calculation Bonus List Value to the Bonus
section as an editable field.
5. Create Compensation Review Options on page 961
Select your Compensation Review Calculation Table. You can also create a calculation table without
leaving this task.
6. Initiate Compensation Review Processes on page 992
Select:
• The grid configuration with 1 or more custom calculation fields.
• The set of compensation review options that includes your Compensation Review Calculation
Table.

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Result
During the compensation review, Workday:
• Displays your grid with the custom calculation and other fields you configured. You can any update
fields that you configured as editable when you set up the grid configuration.
• Recalculates the value of any Update Field based on changes to fields that it depends on.

Example
Ava's current salary is 100,000 with a salary range maximum of 120,000 USD. You and your manager
agree the right amount is 135,000 USD . You create a calculation table to increase pay to 120,000 and add
a lump sum payment of 15,000 USD.
You create a calculation table with these rows:

Calculation Update Field

Custom Calculation Currency - Salary Range Max Lump Sum
= 15,000

max(Custom Calculation Currency, Salary Range Proposed Pay

Max)
= 120,000

You create a grid configuration and add 1 or more custom calculation fields. You then edit the
compensation review options and add your calculation table. You initiate the compensation review with
the grid configuration and the compensation review options. As the compensation review proceeds, Ava's
awards include both the proposed pay and the lump sum.

Next Steps
Initiate the compensation review.
Related Information
Concepts
Concept: EIB Spreadsheet Data Entry Guidelines
Concept: Payroll Calculations
Tasks
Create Calculations
Reference
Reference: Numeric Calculations
2022R2 What's New Post: Compensation Review Calculation Lists for Bonuses

Create Eligible Earnings Overrides for Bonus and Stock

Prerequisites
Security: Worker Data: Compensation Management by Organization domain in the Advanced
Compensation functional area.

Context
You can configure the actual earnings amount for an eligible earnings override, the period associated with
the eligible earnings, and the qualifying bonus or stock plans.

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 | Compensation | 950

Example: Rhonda worked over 40 hours of overtime from November 1 through December 31. You create
the eligible earnings override for Rhonda with the exact eligible earnings amount. Workday then uses your
override amount as the eligible earnings when calculating the bonus or stock awards.
You can only use eligible earnings overrides in compensation review processes that include bonus or stock
awards.
You can also use these web services to manage eligible earnings overrides:
• Import Eligible Earnings Override.
• Get Eligible Earnings Override.

Steps
1. Access the Create Eligible Earnings Override task.
2. Select the Employee.
If the specified employee has multiple jobs or positions, you can also select the Position.
3. Select the Eligible Earnings Override Period (date range) for which the employee's earnings are
eligible for bonus or stock.
If the period you require doesn't exist, select Create Eligible Earnings Override Period to create it.
4. Select any combination of bonus and stock plans.
Example: Select Apply to All Bonus Plans to have the compensation review process apply eligible
earnings to all bonus plans assigned to the employee, including newly assigned plans. Then select 3
Stock Plans to restrict the application of eligible earnings for stock to only those 3 plans. The override
now applies to all bonus plans and 3 specific stock plans assigned to the employee.
Selecting the Bonus Plans or Stock Plans option without selecting any specific plans is equivalent to
selecting None of the Above.
If you assign new plans to the employee, consider accessing the Edit Eligible Earnings Override task
to update your configuration.
5. Enter the exact amount of the employee's Eligible Earnings Override for the specified plans and
period.
Note: Workday doesn't calculate the eligible earnings override. Enter the exact value that you want
Workday to use as the basis for calculating awards.
6. Select the Currency of the eligible earnings amount.
Eligible earnings use the frequency associated with the plan.

Next Steps
Access these reports:
• Eligible Earnings Override.
• Employees without Eligible Earnings Override.
• View Eligible Earnings Override Period.
Related Information
Tasks
Manage Compensation Review Participation Rule Sets on page 955
Reference
Reference: Compensation Review Participation Rule Set Options on page 988
2023R1 What's New Post: Eligible Earnings Override for Stock

Create Eligibility Waiting Periods for Compensation Review Processes

Prerequisites
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

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 | Compensation | 951

Context
Create or update a compensation eligibility waiting period on the Create Eligibility Waiting Period
task, which determines whether employees are eligible for a raise or a bonus. You base the rule on a
single value, such as a hire date. If you run the process before the waiting period expires, you can add
employees in a waiting period an exception with a target of zero.
You can also use these web services:
• Get Eligibility Waiting Period
• Put Eligibility Waiting Period
Employees in the waiting period don't automatically receive an award when the waiting period is over. Run
the process again after the waiting period ends to give awards to these employees.

Steps
1. Access the Create Eligibility Waiting Period task.
2. Enter the Number and select a Unit value for the rule logic.
Example: To configure a 1 year waiting period, select 12 and Months.
3. Select a From Date from which Workday starts counting.
4. If you selected Date of Last Base Pay change, you can select Excluded Criteria to exclude events
that Workday won't consider as an increase.
You can select:
• Any number of staffing events to exclude.
• Event categories and reasons regardless of segment security configuration.
You can define types of excluded criteria on the Maintain Event Categories and Reasons task.

Example
You've configured an eligibility waiting period of 3 Months from Hire Date, and:

Include Active Hire Date Process Period Eligible?

Employees in End Date
Waiting Period
Selected October 6 December 31 No, October 6 to December 31 is less than 3
months.
Selected September December 31 Yes, October 6 to December 31 is over 3 months.
25

Workday includes employees both in the plan and the waiting period as of the Process Period End Date
as exceptions with a target of zero.

Next Steps
Assign the waiting period to merit and bonus plans. You can assign the same waiting period to multiple
plans.
Related Information
Tasks
Steps: Set Up Bonus Plans on page 890
Steps: Set Up Merit Plans on page 886

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 | Compensation | 952

Create Time Proration Rules for Compensation Reviews

Prerequisites
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
You can create proration rules to determine the portion of the merit or bonus target amount that employees
receive in compensation review processes.
You can use proration rules on various criteria:
• Compensation basis. Example: base pay changes.
• Factors. Example: FTE or scorecard changes.
• Time. Example: time in plan or time since a specified date.
Workday processes proration rules associated with merit or bonus plans during the compensation review
process period and evaluates anything not specifically prorated on the compensation snapshot date.
Exclusion criteria ignore the event that meets the rule, except in cases where other rules must evaluate the
event.

Steps
1. Access the Create Time Proration Rule task.
2. (Optional) Select a Leave of Absence Grace Period Table.
You can use grace period tables only in compensation reviews.
You can also access the Create Leave of Absence Grace Period Table task.
Each grace period table must have:
• Leave Type
• 1 or more Location Hierarchies
• Grace Period Days
3. Select the Proration Criteria you want to use to calculate the individual target amount and contribution
to the award pool.
To exclude certain types of events, select Excluded Criteria. You can define types of Excluded
Criteria in the Maintain Event Categories and Reasons task.
For rules that define the process period start date, Workday uses the most conservative criteria.
Example: If you use both Time Since Hire and Time Since Continuous Service Date in the same rule,
Workday uses the most recent criteria to set the process period start date.
For bonus plans with the compensation basis with eligible earnings override:
• Prorates time and target percentage-based proration rules.
• Doesn't prorate base pay changes.
FTE Changes in Period only applies to compensation plans that have Apply FTE% selected. Workday
evaluates other plans as of the compensation snapshot date. Combining FTE Changes in Period with
Base Pay Changes in Period results in the most accurate application of the basis in the proration
segments.

Rule Category Rule Description

Compensation Base Pay Changes in Creates a segment for each of these business
Basis Period processes when they create a basis change during
the process period:
• Request Compensation Change

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Rule Category Rule Description

• Propose Compensation Change as part of Change
Job.
This determines the basis to use, unless specifically
excluded in the Exclusion Criteria. A base pay
change might be caused by a change to FTE
regardless of the use of the FTE Changes in Period
rule.

Factor Change FTE Changes in Period Creates a segment for each of these business
processes that change the FTE% during the process
period:
• Request Compensation Change
• Propose Compensation Change as part of Change
Job.
• Edit Position.
For percent-based bonus plans, Workday applies the
FTE% to the basis to determine the merit or bonus
target. For amount-based bonus plans, Workday
applies the FTE% to the target award amount the
employee is eligible for.
Example: You configure an amount-based bonus
plan with an FTE time proration rule. Ben has
an FTE change during the process period of the
compensation review. Workday calculates proration
segments based on Ben's FTE changes.

Factor Change Scorecard Profile Creates a segment for each of these business
Changes in Period processes, without exclusion, and evaluates the
scorecard result as of the segment end dates:
• Change Job
• Change Organization Assignment
• Move Workers (by Organization)
• Move Workers (Supervisory)
Workday might prorate these scorecards:
• Compensation matrix modifier.
• Performance factor scorecard.
• Performance factor scorecard modifier.
• Plan modifier scorecard.

Factor Change Target Changes in Creates a segment for each each of these business
Period processes when they change the employee target
during the process period:
• Request Compensation Change
• Propose Compensation Change as part of Change
Job.
Workday applies the target to each segment.

Time Leave of Absence Subtracts any leave of absence taken from the
process pay period. If you selected a Leave of

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Rule Category Rule Description

Absence Grace Period Table, Workday subtracts
the grace period from the total number of days on
leave.
Time Time in Plan Excludes any period when the employee wasn't in the
plan.
Time Time in Position Uses the date the employee was assigned to their
position as of the beginning of the process period.
Time Time Since... Sets the beginning of the process period to 1 of these
dates:
• Company Service Date.
• Continuous Service Date.
• Hire.
• last Base Pay change.
• last Merit increase.

Next Steps
Assign the time proration rule to merit or bonus plans. You can assign the same time proration rule to
multiple plans.
Related Information
Tasks
Steps: Set Up Bonus Plans on page 890
Steps: Set Up Merit Plans on page 886

Create Compensation Rounding Rules

Prerequisites
Security: Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

Context
Create rounding rules for compensation plans or a compensation basis.
Workday rounds merit and bonus award amounts during compensation review processes according to the
rounding rules on the plans. For stock awards, Workday reads the amount- or percent-based stock plans
and rounds the calculated number of shares to a whole number.
For compensation bases managed by a compensation basis total, Workday applies the rounding rule to the
assignment amounts for all future compensation transactions.
You can create a default rounding rule and optionally create rounding rule profiles associated with eligibility
rules.

Steps
1. Access the Create Compensation Rounding Rule task.
2. Select the Rounding Option:
Option Description
Round Examples:
• 1.4 rounds down to 1.0.

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Option Description
• 1.5 rounds up to 2.0.

Round down Examples: Both 1.4 and 1.7 round down to 1.0.
Round half down Examples:
• Both 1.4 and 1.5 round down to 1.0.
• 1.6 rounds up to 2.0.

Round up Examples: Both 1.4 and 1.7 round up to 2.0.

3. Select 1:
Option Description
Round to Currency Precision Use the standard decimal precision for the
currency.
Round to Nearest Enter the number to which the rule resolves.
Examples:
• With Round selected, entering 1 for Round to
Nearest rounds 7.20 and 7.80 to 8.
• With Round selected, entering 10 rounds 7 to
10 and 14 to 20.
• With Round down selected, entering 10 rounds
7 to 0 (zero) and 14 to 10.

4. (Optional) Add 1 or more Compensation Rounding Rule Profiles.

For each profile, select an eligibility rule and configure the same options as for the default rounding rule.

Result
The effect of different rounding methods associated with compensation plans can have a cumulative effect
on merit or bonus pool totals. Pool totals might differ from the sum of award amounts due to rounding of
the individual amounts or the use of different rounding methods.

Next Steps
Access the View Compensation Rounding Rule report and select the related action off a rule to see an
example.
Related Information
Tasks
Steps: Manage Stock Plans and Grants on page 908
Steps: Set Up Bonus Plans on page 890
Steps: Set Up Merit Plans on page 886
Steps: Manage Compensation Basis on page 920

Manage Compensation Review Participation Rule Sets

Prerequisites
Security Set Up: Merit and Bonus domain in the Advanced Compensation functional area.

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Context
You can create participation rule sets that determine how Workday coordinates events that might conflict
with each other. Potentially conflicting events include organization changes, terminations, eligible earnings
overrides, and parallel events that occur during a compensation review and result from these business
processes:
• Change Job.
• Change Organization Assignments.
• Propose Compensation Change.
When configuring the parent process, Propose Compensation Change must either come before the
completion step or be the completion step.
• Move Workers.
• Request and Return from Leave of Absence.
• Request Compensation Change.
• Request Grade Change.
You can also use these web services:
• Get Compensation Review Participation Rule Sets.
• Put Compensation Review Participation Rule Sets.

Steps
1. Access the Maintain Compensation Review Participation Rule Sets report.
2. (Optional) Select an action on any existing participation rule set.
3. Select Create Participation Rule Set.
Select the type of rule set to create:
Option Description
Organization Assignment Organization assignments include those effective before
the Organization Snapshot Date you configure when
initiating the compensation review.
Compensation Parallel Event Parallel events include those effective:
• On or before the merit, bonus, or stock Compensation
Snapshot Date.
• Between the Compensation Snapshot Date and the
Effective Date.
• After the Effective Date.
Configure each of these date range tabs:
• On or Before Compensation Snapshot Date
• Between Compensation Snapshot Date and
Effective Date
• After Effective Date

Termination Terminations effective before the Effective Date.

4. As you configure a participation rule set, consider:
Option Description
Employee Options Select what Workday does with an employee and their
compensation data:
• Updates employee compensation basis, prorated targets,
title, and other attributes.

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Option Description
• Keeps the employee in the compensation review process.
• Removes the employee from the compensation review
process.

Pools Options Select what Workday does with an employee's pool contribution:
• Keeps the employee's pool contribution static or adjusts the
organization pool.
• Updates the pools with the recalculated plan, target,
compensation basis, and proration data.
• Removes the employee's pool contribution from the
organization.
Note: Workday stores pool contributions at the individual
employee level and calculates pools once at process initiation to
determine pools at the organization level.

Award Options Select what Workday does with an employee's award:

• Keeps it fixed but updates the compensation basis, target,
title, and other attributes.
• Sets award to zero.
• Reverts the award to a previously entered amount or percent,
or updates to a new target, spend, and pool.

5. (Optional) In the Rule Profiles section, create 1 or more rule set profiles that apply to specific
populations of employees based on eligibility rules.

Result
You can select rule sets when configuring compensation review options. When managing impacted
employees in a compensation review process, you can cancel conflicting events or notify the initiators of
the source processes.

Next Steps
You can access the Create Compensation Review Options task and configure participation options.
Related Information
Concepts
Concept: Coordination of Events During Compensation Reviews on page 968
Tasks
Steps: Manage Multiple Events During Compensation Reviews on page 996
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Create Eligibility Rules for Compensation on page 803
Create Compensation Review Options on page 961
Reference
Reference: Terminations During Compensation Review Processes on page 990
Reference: Compensation Review Participation Rule Set Options on page 988
The Next Level: Compensation Coordination of Events
Troubleshooting: Compensation Review Participation Rule Sets on page 987
Examples
Example: Coordination of Organization Events in Compensation Reviews on page 969

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Steps: Manage Custom Modifiers for Compensation Reviews

Prerequisites
Security: Worker Data: Compensation Management by Organization domain in the Advanced
Compensation functional area.

Context
You can configure custom modifiers to calculate bonus proration segments for specified employees.
Examples:
• Set a proration segment to zero.
• Prorate a segment up to or greater than 100 percent.
• Prorate employee awards with multiple performance ratings.
• Prorate awards using more strategic modifiers that scorecards don't address.

Steps
1. Access the Maintain Compensation Review Custom Modifiers task.
Enter 1 or more custom modifier names. Workday generates the Reference ID for use with the
Enterprise Interface Builder on these web services:
• Get Employee Proration Segment Details
• Import Employee Proration Segment Details
2. Create Compensation Review Options on page 961.
In the Custom Modifier section on the Participation Rules tab, select what Workday does with
the planned bonus award when a custom modifier is altered for an employee during the Complete
Employee Awards or Review Employee Awards steps of a compensation review process:
3. Access the Maintain Compensation Review Custom Modifiers for Employee task.
Apply custom modifiers to the employee's proration segments as determined by your selected
compensation review process and bonus plans.
For each Custom Modifier you configure for an employee's proration segment, enter a Custom
Modifier Percent.
Example: You apply 2 custom modifiers to Terry's second proration segment:
Option Description
Company Adjustment 88
Position Performance Factor 110

The Maintain Compensation Review Custom Modifiers for Employee task only works during these
steps of an in-progress compensation review process:
• Configure Pools
• Complete Employee Awards
• Review Employee Awards

Next Steps
Access the View Bonus Calculation report to display any custom modifiers used to calculate the bonus.
Related Information
Tasks
Steps: Create a Compensation Matrix on page 941
Create Compensation Review Options on page 961

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Reference
2022R2 What's New Post: Custom Modifiers for Bonus Proration Segments

Create Grid Configurations for Compensation

Prerequisites
Security: Grid Management domain in the System functional area.

Context
Compensation administrators can configure the grids that display in compensation review processes. A
grid configuration consists of:

Grid Section Description Result in Completed Grid

Configuration
Composite Column Contains up to 4 business objects and related Displays as the first column.
fields.
Example: Employee name, titles, and photo.

Individual Columns Contains up to 4 fields for Compensation Displays immediately to

Review grids. Other grid types contain up to 2 the right of the Composite
fields. Column.
Column Groups Contains 1 or more fields. Becomes a tab that, when
opened, displays all of the
Examples: Merit, Promotion, Performance,
fields configured for the
Bonus, Stock.
Column Group.
Smart Panel / Summary (Optional) You can include fields selected The Smart Panel displays at
View as the Individual Column or as part of any the end of each row.
Column Group in the Smart Panel and
The Summary View becomes
Summary View.
the first tab of the completed
grid configuration.

When configuring a grid, you can select read only, editable, or advanced (drill-down) fields. You can then
audit your grid to ensure that there are no missing fields based on the selected merit, bonus, or stock
plans.

Steps
1. Access the Create Grid Configuration task.
2. Select:
Option Description
Create Blank Configurable Grid Select Compensation Review Process from What type of
grid do you want to create?
Copy Details from Existing Select an existing grid of the type Compensation Review
Configurable Grid Process.
Workday doesn't copy custom calculated fields. You must
create them manually.

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3. In the Composite Column section:

• To define the column name in the completed grid configuration, enter a Label. Example: Employee
Details.
• Select a Business Object and a related Field for Title, First Subtitle, Second Subtitle, or Image.
The Composite Column displays at the far left of the completed grid configuration.
4. Configure the Individual Columns and Grouped Columns sections. Consider:
Option Description
Read Only Displays a read-only business object and 1 of its related fields on the
grid.
Editable Not available for the Individual Columns.
Advanced Displays a link that users can drill down on to view detailed data.
For bonus awards, you can add an Advanced column type and select
either the Actual Bonus Amount or Rounded Total Bonus Target
Amount. On the completed grid configuration, you can drill down on
these fields to reveal bonus calculation details.

Example: Select Bonus for the Column Group and add Deferred Bonus Amount, Deferred Bonus
Percent, or both as editable columns. You can also use these fields with the Get Employee Awards and
Import Employee Awards web services.
5. (Optional) If you selected Read Only, enter a Label Override and, for numeric columns, a Format.
6. (Optional) Add 1 or more custom calculation fields. Example: Custom Calculation Merit Numeric or
Custom Calculation Bonus Currency.
Custom calculation fields work only with a calculation table. When you update a custom calculation
field during a compensation review, Workday reads the calculation table and populates the values of its
update fields. Workday recommends that you include all the update fields that make up your calculation
table.
7. (Optional) If you selected Advanced, select the Errors field.
This field is only available if you set up custom Critical or Warning validations using the Maintain
Compensation Review Validations report. You set up compensation review validations the same way
as other custom validations.
During the compensation review process, managers must resolve critical exceptions before submitting
their work. Example: You can set up a critical exception that prevents a manager from granting both
merit and lump sum awards to the same employee.
These fields are for use in Workday Financials and are incompatible with compensation reviews:
• Critical Validation Exists
• Validation Errors and Warnings
• Warning Validation Exists
8. (Optional) Under Display Options, select 1 or more of the Valid Options to determine how data
displays on the Smart Panel and the Summary View. The options available depend on the column
type and field you've selected.
Example: Selecting Show In Panel displays the field in the Smart Panel on the completed grid
configuration. You can also add it to the Summary View.

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9. To verify that the grid includes fields that the merit, bonus, or stock plans indicate should display as
read only or editable, run the Grid Configuration Audit report.
a) Select a Grid Configuration.
b) Select 1 or more merit, bonus, or stock plans for the process.
The audit compares the grid to the selected plans:
• Blocker: Identifies fields that you must add because they're editable on the plan.
• Warning: Identifies fields the plan indicates should display as read only but are missing from the
grid. Consider adding these fields.

Next Steps
Initiate a compensation review process.
Related Information
Tasks
Initiate Compensation Review Processes on page 992
Manage Awards for Compensation Reviews on page 1003
Manage Compensation Review Pools on page 999
Configure Custom Validation Messages
Review Promotions in Compensation Reviews on page 1004
Steps: Manage Custom Calculations for Compensation Reviews on page 947
Create Compensation Review Options on page 961
Reference
The Next Level: The Configurable Grid and Business Processes

Create Compensation Review Options

Prerequisites
• Configure rule sets on the Maintain Compensation Review Participation Rule Sets report.
• Security in the Advanced Compensation functional area:
• Process: Compensation Management Events domain.
• Process: Compensation Review Process Reviewer domain.

Context
You can create sets of parameters for options used when initiating compensation review processes.

Steps
1. Access the Create Compensation Review Options task.
2. As you complete the Process Options tab, consider:
Option Description
Organization Details Configure the organizations you include on the Complete Employee
Awards and Review Employee Awards steps of the business process.
Select an active Top Level Organization that doesn't have any
superior organizations. When you select a top level organization,
Workday includes employees assigned to plans targeted for the
process and all those in the selected organization and its child
organizations.
(Optional) Select 1 or more Process Top Level Organization from
the active child organizations within the structure of the Top Level

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Option Description
Organization. Doing so restricts the employees and participants in
the process to the subordinates under these organizations.

Approvals and Visibility When you select:

• Entire Hierarchy: The top-level planner/participant must approve
all organizations.
• Next Participant Only: Workday limits the approval to 1 planning
level above and limits the planner's ability to edit to 1 level below.

Compounding Options When you select Additional Adjustment and Promotion Awards as
Percent of Current Compensation Basis, Workday adds awards to
the current compensation basis instead of compounding the award.
Example: Brendt's current compensation basis is 100,000. He
receives a 10% merit increase, a 2% additional adjustment, and
another 2% for his promotion. Workday sums all of Brendt's
awards (0.10 + 0.02 + 0.02 = 0.14) and calculates his new current
compensation basis: 100,000 + (100,000 x 0.14) = 114,000.

Autofill / Pre-Fill Value When you select 1 of these options for Merit Awards and Bonus
Awards:
• Compensation Matrix: Workday populates awards to the midpoint
of the matrix.
• Target: Workday populates awards with the funded, prorated
target associated with the plans.
This applies if you:
• Set up the merit or bonus plans to use a compensation matrix.
• Selected to autofill or prefill values for the award type when you
initiated the process.

Compensation Review You can select an existing compensation review calculation table or
Calculation create one here.
3. As you complete the Planning Preferences tab, consider:
Option Description
Planner / Reviewer Configure defaults for:
Preferences
• Edit in Currency: Display either the pay range or reference
currency in editable currency amount fields. This setting has no
effect on read only, advanced, or calculated fields. Regardless
of setting, Workday pays awards in the employee's pay range
currency. Workday pays stock plans configured with Use Target
Currency for Grant selected in the target currency.
• Organization Budgets: Display either all or your current
organizations budget graphics during the process.
• Exposure to Planners/Reviewers: When you select this check
box, planners and reviewers can override the default from their
Inbox items and throughout the compensation review.

Search Reports Workday enables access to the grid from these reports:
• Compensation Review Process Search Employees (Default):
Enables access to the grid configuration for security groups on
the Process: Compensation Review Process Reviewer domain.

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Option Description
• Compensation Review Organization Search Report (Default):
Enables participants to search employees at the organizational
hierarchy level from the Inbox item.
You can also access the compensation review grid from custom
reports.

Pool and Spend When you hide any award type, Workday allows pool overages and
enables read-only access for all award types when you configure
pools.
4. As you complete the Participation Rules tab, consider:
Option Description
Date Range Select 1 or more date ranges for the process, if applicable.
Workday:
• Allows events to proceed for the date ranges you select.
• Blocks events for date ranges you don't select.
Workday doesn't apply date ranges to Move Workers or Change
Organization Assignments.
Workday always enables all date ranges for Request and Return
from Leave of Absence by default.

Allow All Select to allow all events to proceed for the selected business
process.
Workday always enables this option for Request and Return
from Leave of Absence by default.

Allow Only Select 1 or more eligibility rules where you want Workday to allow
parallel events to proceed.
Workday uses the employee's compensation data as of the
compensation snapshot date to determine eligibility.

• Organization Assignments Select a participation rule set for each award type. Rule sets
and Reorganizations include employee, pool, and award options that control how
• Compensation Parallel Workday manages conflicting transactions.
Events
• Terminations

Leave of Absence Each award type that you select remains on hold during the
compensation review process until you release the event.
Eligible Earnings Overrides Select what Workday does with the planned bonus awards when
you make changes to the eligible earnings override during a
compensation review process:
• Previously Entered Percent: Workday updates the award to
the previous percent.
• Update Pool Contributions: Workday updates the employee
contribution to the pool with the Eligible Earnings Override
compensation basis.

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Option Description
Custom Modifier Select what Workday does with the planned bonus awards when
you make changes to the custom modifier during a compensation
review process:
• Clear Award: Workday sets proposals or awards to zero,
overriding any prior proposals or awards.
• Keep Award Fixed: Workday keeps the award fixed.
• Update Award to Previously Entered Percent: Workday
updates the award to the previous percent.
• Update Award to Previously Entered Factor: Workday updates
the award to the previous factor for bonus plans with an
individual performance factor.
• Update Award to New Employee Target: Workday updates the
employee target, the spend, and the pool.

Result
Workday doesn't block parallel events already in progress before you initiate the compensation review
process. Workday uses your configured participation rule sets to manage employee, pool, and award
options. If you don't allow parallel events to proceed, Workday notifies and prevents the initiator of the
business process from completing the parallel event.
Related Information
Tasks
Steps: Manage Custom Calculations for Compensation Reviews on page 947
Steps: Prepare for Compensation Reviews on page 943
Manage Compensation Review Participation Rule Sets on page 955
Steps: Manage Custom Modifiers for Compensation Reviews on page 958
Reference
FAQ: Employee Visibility Date on page 979
Reference: Compensation Review Participation Rule Set Options on page 988

Access Compensation Review Grids from Custom Reports

Prerequisites
Create compensation review option sets.

Context
You can create custom reports from which planners and reviewers can access the compensation review
grid.

Steps
Access the Create Custom Report task.
As you complete this task, consider:
Option Description
Data Source Select Compensation Review Process Employee Adjustments -
Indexed.
Data Source Filter If you select Securing Filter for Participant, Workday uses the report
parameters for search criteria when:

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Option Description
• The number of employees exceeds the Preferred Compensation
Review Employee Awards Grid Limit configured on the Edit
Tenant Setup - HCM task.
• When you select Search Employees from the Organization
Summary.
If you select Securing Filter for Reviewer, use the Hide Workday
Delivered Report task to hide the Compensation Review Search
Employees (Default) report.

Report Definition > Sharing Select Share with all authorized users.
Options
Action > View Options Select Exclude Execution Link from Search for any reports using
the Securing Filter for Participant option to prevent running these
reports outside the context of the Organization Summary.
Action > Advanced Select Compensation Review Organization Summary Mass
Action to populate the report from the Organization Summary for
participants.
Select Compensation Review Process Search Employees Results
Mass Action for reviewers.

Related Information
Concepts
Concept: Custom Reports
Tasks
Create Custom Reports

Restrict Viewing of Merit, Bonus, and Stock Plan Assignments

Prerequisites
Security:
• Compensation Segmented Setup domain in the System functional area.
• Security Configuration domain in the System functional area.

Context
You can create security segments that restrict the access to specific merit, bonus, or stock plan
assignments to specific security groups.

Steps
1. Create the segments that define the funded plan types and plans to which you want to grant access.
a) Access the Create Compensation Plan Assignment Security Segment task.
b) Select one or more Funded Plan Types.
The segment includes all individual plans associated with a plan type.
c) In the Funded Plan field, select one or more individual compensation plans.
This field can't be combined with Funded Plan Types.

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2. Create segment-based security groups that you want to associate with the plan assignment segments.
a) Access the Create Security Group task.
b) For Type of Tenanted Security Group, select Segment-Based Security Group.
c) Select the Security Groups you want to have access to the segment.
d) In the Access Rights field, select the segment you created.
3. Activate the Worker Data: Funded Plan Assignments and Self Service: Funded Plan Assignments
domains.
a) Access the View Domain task.
b) Select the Worker Data: Funded Plan Assignments Domain.
c) From the related actions menu of Domain Security Policy, select Domain Security Policy >
Enable.
d) Select the Confirm check box.
e) Repeat steps A - D for the Self Service: Funded Plan Assignments domain.
f) Access the Activate Pending Security Policy Changes task and confirm changes.
4. Add the segment-based security group to the Worker Data: Funded Plan Assignments domain.
a) Access the View Domain task.
b) Select the Worker Data: Funded Plan Assignments Domain.
c) From the related actions menu of Domain Security Policy select Domain Security Policy > Edit
Permissions.
d) Add the segment-based security group to the applicable domain or business process security
policies.
e) Delete any role that displays in the list of security groups that is also part of the segment-based
security group.
f) Access the Activate Pending Security Policy Changes task and confirm changes.

Result
You can only see compensation plan assignments as defined by the security segments on:
• Event information
• Compensation history
• Worker history
• Worker profile
• View Plan Assignments
• View Plan Audits

Understand Compensation Reviews

Concept: Compensation Reviews

Compensation reviews configured with approval limited to the entire hierarchy are a collaboration between
process participants. Planners can complete the process for a subordinate organization on behalf of its
participant. Planners can also send the process back for correction.
The Compensation Administrator or HR Partner can also review organizations and awards as a planner.
The Inbox notification completes only after all organizations submit up to the Compensation Planner level
and the Planner submits.
You can configure compensation reviews to use cost centers, custom organizations, location hierarchies,
and supervisory organizations.
Note: Cost centers aren't hierarchical organizations except when grouped as a cost center hierarchy.
When configuring the participation on the business process, there's 1 role that is the participant for both

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the organization and the organization hierarchy. The same role must exist on both organization and
organization hierarchy.
Workday stores pool contributions at the individual employee level and calculates pools once at process
initiation to determine pools at the organization level. Workday stores remainder amounts or adjustments at
the organization level. Example: An organization has a 10,000 pool divided among 3 employees with each
receiving 3,333.33. Workday stores the remaining 0.01 at the organization level.
Workday then updates values if employee contributions change due to parallel events. The employee-level
contribution isn't reportable for employees removed from the process.
When you distribute or maintain pools, you can change pool amounts and apply holdbacks at any
organization level.
If the grid configuration has editable targets, you can create budget pools that:
• Deduct the spend from the merit pool.
• Configure a separate pool based on the merit target of each employee or any configured amount.
Workday records changes to employee targets as overrides on the latest of these effective dates:
• Merit
• Additional adjustment
• Promotion
As you manage impacted employees, you can:
• Apply the original contribution.
• Apply the new contribution.
• Replace the original contribution for the employees that you've manually removed from the process.
Logan accesses the Create Compensation Review Options task and:
• Configures the Autofill / Pre-Fill Value section. Both Merit Awards and Bonus Awards use the
compensation matrix to populate awards to the midpoint of the matching compensation matrix row.
• Leaves the Approval Limited To prompt set to Entire Hierarchy.
Naomi manages 15 people directly and reports to Drake, who manages 2 managers and 1 direct report.
Drake reports to Don, the Vice President of Manufacturing. Don has 4 subordinates.
Logan is the Compensation Administrator and HR Partner. Logan also has the Controller role with the
ability to finalize the process and remove planning from the initial participants.
After Logan initiates the compensation review process, Naomi sees a notification to complete the process.
She accesses the process and sees the direct reports listed in the grid configuration selected for the
process. After reviewing the plans, she decides to click Autofill, enabling Workday to populate the award
amounts. She reviews the amounts for each of her reports and submits.
Concurrently, Drake opens his notification, which displays his 2 organizations and direct report. Drake
reviews the plan and spend for his entire organizational hierarchy, looking into Naomi's and Julie's
organizations. He remembers that Julie is traveling, so he clicks Complete on Behalf and clicks Autofill
to populate the awards for her people. While reviewing Naomi's group, he decides it needs work and clicks
Send Back for Naomi to reconsider.
Finally, Don reviews the entire process and makes a few adjustments. He reviews the bonus award
for some of Naomi's employees, and drills into how Workday calculated the bonus. He clicks Jeremy's
rounded bonus target to display the bonus plan modifier and rounding rule applied. Drilling down further,
Don sees the discretionary targets, performance factor, and applicable scorecards. Drilling down again,
Don sees that Jeremy's prorated numbers because he went from full-time to half-time over the past year.
Workday displays the sum of the 2 proration segments, including the eligible earnings, and the target
amount. After his subordinates have submitted and Don has corrected some awards, Don's satisfied that
everything is in order and submits.

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With all subordinate organizations reporting into Don have now submitted, Logan finalizes the process.
Workday removes the notification for any outstanding planners who haven't submitted. After the business
process completion step, Logan ensures that Workday created all of the compensation worker events
accordingly.
Related Information
Tasks
Manage Compensation Review Participation Rule Sets on page 955
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Steps: Prepare for Compensation Reviews on page 943
Reference
FAQ: Employee Visibility Date on page 979
The Next Level: Compensation Review Overview

Concept: Coordination of Events During Compensation Reviews

If you initiate compensation or staffing events while a compensation review process is in-progress, any
changes you make to compensation attributes might conflict. Because such changes to compensation
might affect target or pool calculations, you must configure how Workday manages these conflicts.
If the compensation review is in progress, Workday prevents the initiator of the business process from
completing the parallel event. However, Workday allows business process events to proceed if they're in
progress before you initiate the compensation review.
For those parallel events in progress before the compensation review, Workday uses participation rule sets
to manage conflicting events. You create participation rule sets on the Maintain Compensation Review
Participation Rule Sets report. Each participation rule set:
• Applies to a process type: organization assignments, parallel events, or terminations.
• Consists of options that determine what Workday does with employees, their pool contributions, and
their awards.
• Can include profiles, each associated with eligibility rules.
When you configure the compensation review process, you can assign participation rule sets to
determine how Workday will reconcile the conflicting transactions. Workday displays employees with
competing events on the Manage Impacted Employees step of the process. These events occur after the
Compensation Snapshot Date and before the Effective Date.
Examples:
• If a reorganization occurs during the process, configure a participation rule set that moves the employee
awards to the new organization if it's in the process.
• If there's a compensation change outside of the compensation review process, you can remove the
employee merit award and their contribution from the merit pool.
There’s a way to allow certain business process events to proceed even if initiated while a compensation
review is already in progress. You can use the Create Compensation Review Options task to allow
business process events to proceed while a compensation review is in progress: You can:
• Allow all events for the process to proceed for 1 or more date ranges.
• Allow only events for the process to proceed for 1 or more eligibility rules and for 1 or more date ranges.
For employees on hold, you can access the Manage Compensation Review On Hold Events task.
You can change or cancel events for 1 or more on hold employees that have parallel events or a leave of
absence resulting from the compensation review process.
Compensation reviews can only process certain reorganization actions before the organization snapshot
date, provided you configure participation rule sets.

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Organization Changes Description

Assign superior The superior organization must be in the compensation review before the
organization. organization snapshot date.

• Create subordinate When employees in a compensation review move to the new organization,
organization. either manually or by participation rule sets, the new organization displays in
• Divide organization. the hierarchy or Inbox item.
• Activate organization.

Inactivate organization. Compensation reviews can't act on inactivated organizations. Reactivate the
organization.

Related Information
Tasks
Manage Compensation Review Participation Rule Sets on page 955
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Reference
Reference: Compensation Review Participation Rule Set Options on page 988
The Next Level: Compensation Coordination of Events
Troubleshooting: Compensation Review Participation Rule Sets on page 987

Example: Coordination of Organization Events in Compensation Reviews

Organization events that occur while a compensation review is in progress can have an effect on how
Workday calculates awards.

Context
Global Modern Services is preparing their 2014 performance period, using this schedule:

01/01/2013 to 12/31/2013 01/05/2014 02/05/2014

02/10/2014
02/17/201403/01/2014
12/31/2013
Eligibility Period • Process Period End • Process Process Effective Effective • Merit
(Process Date Launched CompleteDate of Date of Compensation
Period) • Bonus • Organization Stock Bonus Snapshot
Compensation Snapshot Date
Snapshot Date Date • Effective
• Stock Date of
Compensation Merit
Snapshot Date

The compensation review process involves these compensation plans and organizations:
• Merit Plans A and B
• Bonus Plans D and E
• Stock Plan F
• Organizations X and Y
Betty Liu, Jared Ellis, and Leslie Silko are eligible for merit, bonus, and stock awards in 2014. Parallel
compensation or staffing events at the initiation of the process don't affect them.

Result
Betty Liu

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Betty Liu has these compensation plans:

• Merit Plan A from 01/01/2013 to 12/31/2013.
• Merit Plan B from 01/01/2014 to 12/31/2014.
• Bonus Plan D from 01/01/2013 to 01/10/2014.
• Bonus Plan E from 01/11/2013 onward.
• Stock Plan F from 01/01/2013 onward.
Betty was a member of Organization X from 01/01/2013 to 01/03/2014. She was a member of Organization
Y from 01/04/2014 onward.

Eligibility Period 01/01/2013 to Betty is eligible for the process and the merit, bonus, and
(Process Period) 12/31/2013 stock awards because of her plan assignments during the
eligibility period.

• Process Period End 12/31/2013 Workday determines Betty's compensation for bonus and
Date stock on this date. Workday calculates the pools as part of
• Bonus Organization Y.
Compensation Bonus target for Bonus Plan D = 10% * 100% of year.
Snapshot Date
Stock target for Stock Plan F = 2%.
• Stock Compensation
Snapshot Date

Organization Snapshot 01/05/2014 Betty is considered part of Organization Y for the process.
Date
Effective Date of Stock 02/10/2014
Effective Date of Bonus 02/17/2014

• Effective Date of 03/01/2014 Merit target for Merit Plan B = 6%.

Merit
• Merit Compensation
Snapshot Date

Jared Ellis
Jared Ellis has these compensation plans:
• Merit Plan A from 01/01/2013 to 12/31/2013.
• Merit Plan B from 01/01/2014 to 12/31/2014.
• Bonus Plan D from 01/01/2013 to 12/10/2013.
• Bonus Plan E from 12/11/2013 onward.
• Stock Plan F from 01/01/2013 onward.
Jared was a member of Organization X from 01/01/2013 to 02/14/2014. He was a member of Organization
Y from 02/15/2014 onward.

Eligibility Period 01/01/2013 to Jared is eligible for the process and the merit, bonus, and
(Process Period) 12/31/2013 stock awards because he has the eligible plans during the
eligibility period.

• Process Period End 12/31/2013 Workday determines Jared's compensation for Bonus and
Date Stock on this date for the process.
• Bonus Bonus target for Bonus Plan D = 10% * 96.98% of year.
Compensation Bonus Plan E = 15% * 3.02% for the remainder of the year.
Snapshot Date Bonus total = 10.151%.

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• Stock Compensation Stock target for Stock Plan F = 2%.

Snapshot Date

Effective Date of Bonus 12/31/2013

Effective Date of Stock 12/31/2013
Organization Snapshot 01/05/2014 Jared is considered part of Organization X for the process.
Date Workday calculates all pools as part of Organization X.

• Effective Date of 03/01/2014 Merit target for Merit Plan B = 6%.

Merit
• Merit Compensation
Snapshot Date

Leslie Silko
Leslie Silko has these compensation plans:
• Merit Plan Q from 02/15/2014 to 12/31/2014.
• Merit Plan A after 03/04/2014, after Effective Date of Merit.
• Bonus Plan D from 01/01/2013 to 01/10/2014.
• Bonus Plan E from 01/11/2014 onward.
• Stock Plan F.
Leslie was a member of Organization X from 01/01/2013 onward.

Process Period 01/01/2013 to Leslie is eligible for the process but only for the bonus, and
(Performance Period) 12/31/2013 stock awards because she has the eligible plans during the
eligibility period. However, she doesn't have a merit plan
assigned at the launch of the process because Merit Plan
A's assignment occurred only after process launch.

• Process Period End 12/31/2013 Workday determines Leslie's compensation for Bonus and
Date Stock on this date.
• Bonus Bonus target for Bonus Plan D = 10% * 100% of year.
Compensation
Snapshot Date Stock target for Stock Plan F = 2%.
• Stock
Compensation
Snapshot Date

Effective Date of Bonus 12/31/2013

Effective Date of Stock 12/31/2013
Organization Snapshot 01/05/2014 Leslie is considered part of Organization X for the process.
Date Workday calculates all pools as part of Organization X.

• Effective Date of 03/01/2014 Leslie had Merit Plan Q before the Merit Compensation
Merit Snapshot Date, but her change to Merit Plan A only
• Merit Compensation happened after the completion of the process. She won't
Snapshot Date receive a merit award during this process. Leslie remains
eligible for the Bonus and Stock Awards because there were
no changes to those plans.

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Example: Time-Based Proration for Merit and Bonus Awards

Context
A time proration rule includes Time since Hire, Time since last Merit increase, and Leave of Absence
proration criteria:
• You hire Elena on January 1 at 90,000 USD annual.
• You give her a pay increase of 10,000 USD annual on February 1 resulting in 100,000 USD annual.
• She takes 1 month of personal leave in March.
• The focal merit review begins on April 1.
• Her nonprorated target merit increase is 5% annual.

Result
Workday takes the most recent proration criteria, which is the compensation increase. The resulting eligible
merit increase period is February 1 to April 1, or 2 months out of 12. The next proration criteria is the
personal leave, which subtracts a month from the eligible period. Elena is eligible for 1 month of the merit
increase (1/12) of the 100% merit increase target of 5,000 USD. Her target merit increase is 42% or 416.67
USD = the original merit increase target of 5% (or 5000) divided by 12.
The logic is slightly different if the leave of absence occurs before the compensation increase. If Elena:
• Took her leave in February.
• Received a pay increase that took effect on March 1.
Workday takes the most recent proration criteria, which is the compensation increase. The resulting eligible
merit increase period is March 1 to April 1, or 1 month out of 12. The next proration criteria is the personal
leave. However, because the leave occurred before the compensation increase, Elena still has 1 eligible
month. She's eligible for 1/12 of the 100% merit increase target of 5,000 USD. Her target merit increase
equals the original merit increase target of 5% (or 5,000 USD) divided by 12. The result is 0.42% (rounded)
so her target merit increase for this period is 416.67 USD. The resulting increase is exactly the same but
the logic is necessarily different.
Related Information
Tasks
Create Time Proration Rules for Compensation Reviews on page 952

Example: Include Active Employees Assigned Plan During Process Period

Context
Workday can use only 1 merit plan for each employee to calculate their merit award during a compensation
review. Workday uses the most recently assigned bonus or merit plan, depending on plan configuration. If
Include Active Employees Assigned Plan During Process Period is selected on the plan, employees
assigned to the plan on the Process Period End Date (PPED) remain eligible for an award even if
they'reno longer assigned to the plan on the Compensation Snapshot Date (CSD).
Note: Workday can't determine a merit award based on a plan unless the plan is included in the process.
Example:
• Terry is assigned to merit plan A on the PPED.
• The Annual compensation review process includes merit plans A and B.
• Merit plan A has Include Active Employees Assigned Plan During Process Period selected. Merit
plan B doesn't.
• You reassign Terry to merit plan B after the PPED and before the CSD.

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• Workday determines Terry's merit award using merit plan B. Because merit plan A has Include Active
Employees Assigned Plan During Process Period selected, Terry is still eligible to receive an award
during the Annual compensation review, provided merit plan A is in the review process.
More examples:

Include Active Plans Merit Plan in Merit Plan in Workday Determines Award
Employees included in Effect as of Effect as of Based on Merit Plan...
Assigned Plan Process PPED MCSD
During Process
Period
Selected on Merit A A B B. Even though
Plan A
Not Selected on A, B A B B. The option isn't selected on
Merit Plan A plan A and plan B is the most
recently assigned plan.
Selected on Merit B B A B. Even though the option is
Plan A selected on plan A, it's not
included in the process.
Not Selected on A, B B A A. The option isn't selected for
Merit Plan A plan A, but it's the most recently
assigned plan.

Related Information
Reference
Reference: Terminations During Compensation Review Processes on page 990
FAQ: Merit, Bonus, and Stock Pool Calculations on page 980

FAQ: Compensation Reviews

How is an employee included in a compensation review process?
What target takes precedence when an employee matches multiple targets?
How do I keep my budget in sync with the compensation matrix?
How does Workday include performance reviews in compensation review processes?
How do I change a completed and funded compensation review process?
Can I set up compensation review processes on organization types other than supervisory?
How do I deal with different pay periods?
Can I use process setup parameters on a recurring basis?
Can I select not to compound additional adjustment and promotion awards?
Is proration calculated to the month or to the day?
What date does Workday use as the merit year in order to calculate proration?
Can I set the proration period dates?
Can I change an employee's compensation plan target during a compensation review?
When does a salary increase take effect after the compensation review process?
What happens if there's a compensation change to an employee's salary after the process finishes but
before the Effective Date of the salary change?

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What date does Workday use to determine the current salary amount to use as the basis for the merit
percent calculation?
Do changes to a compensation basis update plans other than salary and hourly?
How do I pay a referral bonus?

How is an employee included in a compensation When initiating a compensation review process, you
review process? configure:
• A Process Period End Date.
• A merit, bonus, or stock Compensation
Snapshot Date.
• An Organization Snapshot Date.
Workday uses eligibility rules in effect as of the
Process Period End Date to:
• Determine which employees to include in the
process.
• Ensures that valid compensation data exists
as of the applicable Compensation Snapshot
Date.
• Processes the Organization Snapshot Date to
determine included organizations.
You can include terminated employees in a
compensation review process that includes
bonus awards. Select the Include Employees
Terminated During Process Period check
box when initiating the process. Workday
includes terminated employees subject to rules
configured on the bonus plan and on the Maintain
Compensation Review Participation Rule Sets
report.
You can also select Include Active Employees in
Waiting Period on the merit or bonus plan. When
employees are assigned both the plan and in the
waiting period on the Process Period End Date,
Workday includes them with a target of zero.

What target takes precedence when an Workday uses this order of precedence to derive
employee matches multiple targets? merit and bonus targets for each employee:
1. Guaranteed minimum target (for individual
employee).
2. Employee individual target.
3. Compensation matrix target.
4. Plan profile target.
5. Plan default.

How do I keep my budget in sync with the The merit pool displays the increase amount, based
compensation matrix? on the compensation matrix. If you know what your
budget is, you can adjust the merit pool to match it.

How does Workday include performance Workday uses the most recently entered
reviews in compensation review processes? performance rating, either from an in-progress or a
completed performance review, when:

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• A compensation matrix is associated with the

merit plan and isn't for reference only.
• The performance review template has a period
end date relative to the frequency of the plan
before the Process Period End Date. For
merit, this is 1 calendar year before the Process
Period End Date, regardless of the Process
Period Start Date.
• The performance review rating is either
complete or was entered after you initiated the
compensation review and before the Process
Period End Date.
If Workday can't find a performance review rating,
it reads the default target on the plan. Workday
doesn't retroactively revise the award if the
performance review is updated after the Process
Period End Date.
Workday calculates the overall rating for the
specified review templates. Workday then
matches this result to the performance level
on the compensation matrix to determine the
recommended merit increase. If the matrix definition
includes pay range segments, Workday determines
which segment the employee's salary falls into,
based on assigned grade.

How do I change a completed and funded If you've already distributed the merit pool to
compensation review process? organizations, you can select Business Process
> Cancel as a related action off the event.
Alternatively, you could ask all the managers to
award more or less than their designated pool
amount. If incorrect pool amounts are likely to be an
issue, add a step to the business process to review
the merit pool before sending it to the managers.
For a completed process, select Business Process
> Rescind as a related action off the event.
If incorrect employee changes are possible,
consider adding a step at the organization or
location hierarchy level before completion.

Can I set up compensation review processes on Yes. You can select these organization types from
organization types other than supervisory? the Configure Participation button on the Initiate
Compensation Review Process business process:
• Cost Center
• Custom Organization
• Location Hierarchy
• Supervisory
Workday displays the organization types you select
when you initiate the process.

How do I deal with different pay periods? Workday considers different pay periods during
calculations, and converts all salaries into

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 | Compensation | 976

the reference frequency specified during the

compensation review process.

Can I use process setup parameters on a Yes. Configure named sets of process options on
recurring basis? the Create Compensation Review Options and
Create Compensation Review Process Template
tasks.

Can I select not to compound additional Yes. Select the Additional Adjustment and
adjustment and promotion awards? Promotion Awards as Percent of Current
Primary Compensation Basis check box when
you initiate the process. If selected, Workday adds
awards to the primary compensation basis instead
of compounding the award.
Example: Brendt's primary compensation basis
is 100,000. He receives a 10% merit increase, a
2% additional adjustment, and another 2% for his
promotion. With the check box selected, Workday:
• Sums all of Brendt's awards: (0.10 + 0.02 + 0.02
= 0.14).
• Calculates his new primary compensation basis:
100,000 + (100,000 * 0.14) = 114,000.
If left blank, Workday calculates Brendt's new salary
in these cumulative steps:
• 100,000 + (100,000 * 0.10) = 110,000.
• 110,000 + (110,000 * 0.02) = 112,200.
• 112,200 + (112,200 * 0.02) = 114,444.

Is proration calculated to the month or to the To the day. Workday calculates employee days as:
day? proration rule / days in the review
period.

What date does Workday use as the merit year To calculate the proration, Workday uses Process
in order to calculate proration? Period End Date specified when you initiate the
process and goes back exactly 1 year.

Can I set the proration period dates? Yes. You can select the Process Period Start
Date for each merit or bonus plan on the Initiate
Compensation Review Process task. Workday
displays the Days in Period for reference.
The default is the difference between the Process
Period End Date and the plan frequency. You can
select a date up to 15 months before the Process
Period End Date.
The process period start and end dates determine
how Workday divides proration segments and
employee eligibility. Setting a Process Period Start
Date also affects merit and bonus plan eligibility for
plans with either of these options enabled:
• Include Employees Terminated During
Process Period

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• Include Active Employees Assigned Plan

During Process Period

Can I change an employee's compensation plan Yes, by including 1 of these editable fields on the
target during a compensation review? grid configuration:
• Allowance Target Amount - Proposed.
• Allowance Target Percent - Proposed.
• Bonus Target Amount - Proposed.
• Bonus Target Percent - Proposed.
• Commission Draw Amount - Proposed.
• Commission Target Amount - Proposed.
• Stock Target Amount - Proposed.
• Stock Target Percent - Proposed.
• Stock Target Units - Proposed.
Workday determines plan eligibility and the value
of the default target as of the merit effective date.
Planners can edit the future target if:
• The plan allows individual overrides.
• The employee is in the process with a related
merit plan not managed by basis total.
• The employee is still eligible for the plan as of
the merit effective date.
• The employee isn't being promoted into a
position that removes the related plan, such
as from Bonus Plan A to Bonus Plan B, or the
Primary Compensation Basis.
Planned targets for promoted employees don't
transfer to the Change Job process from the
Review Promotions in Merit task.

When does a salary increase take effect after Workday uses the Effective Date specified when
the compensation review process? you initiate the compensation review process as the
date the new salary takes effect.
Example: The Compensation Administrator initiates
the compensation review process on February 15
and specifies April 1 as the Effective Date. The
process completes on March 10. The employee
salaries in Workday reflect the change on April 1.

What happens if there's a compensation change On the Effective Date, Workday replaces the old
to an employee's salary after the process salary with the new salary from the merit increase.
finishes but before the Effective Date of the
salary change? Example: The Compensation Administrator initiates
the compensation review process on February 15
and specifies April 1 as the Effective Date. An
employee has a salary of 50,000, and the manager
approves a 10% raise to 55,000 as part of this
process. The process is complete on March 10,
and the salary remains 50,000, awaiting the April 1
effective date for the raise to take effect. On March
15, the HR Partner requests an immediate base
salary change for the employee, from 50,000 to
60,000, effective March 15. Workday warns that

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this increase will be superseded. On April 1, the

employee's merit increase replaces her current
salary. Her merit increase was 55,000. On April 1,
her salary is set at 55,000, instead of the previous
60,000 paid between March 15 and March 31.
Note: Use the Out of Order Compensation
Changes report to verify employees with a
compensation change effective earlier than the
existing compensation change. You can give an
employee a raise that an earlier compensation
change with a later effective date voids.

What date does Workday use to determine the Workday determines what the employee's salary
current salary amount to use as the basis for will be on the applicable Compensation Snapshot
the merit percent calculation? Date and uses that salary throughout the process.
Workday doesn't recalculate the result of the
percentage increase on the date the salary change
takes effect. The formula for determining the new
salary is: old salary + (old salary *
merit increase %) = new salary.
Example: The Compensation Administrator initiates
the compensation review process on February 15
and specifies April 1 as the Effective Date and
March 31 as the Merit Compensation Snapshot
Date. On February 15, Workday determines
the employee's salary will be 50,000 on March
31. When the manager gets the compensation
review event for the employee, she sees a salary
of 50,000 and gives a 10% increase. The new
salary is 55,000. The increase is approved, the
process completes March 10, and the salary
remains 50,000. On April 1, the employee's merit
increase replaces her current salary. Since her
merit increase was 5,000 (10% * 50,000), her
salary starting on April 1 is 55,000.

Do changes to a compensation basis update If the merit plan has the Manage Basis Total option
plans other than salary and hourly? selected, yes. If not, changes to the compensation
basis during a compensation review update only
salary and hourly plans.
Example: An employee is assigned:
• Merit plan A. Manage Basis Total isn't selected.
• Allowance plan B. The primary compensation
basis is Total Base Pay.
• A base pay plan that is a salary plan.
Workday applies the merit increase percent only
to the salary plan, increasing it by the percentage
specified.
To ensure that updates to a compensation basis
affect plans other than salary or hourly, configure
Manage Basis Total on both:
• The merit plan.

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• A custom compensation basis that includes both

the base pay plan and any other plans you want
to include in the calculation.

How do I pay a referral bonus? A referral bonus is a one-time payment rather than
part of a bonus plan. To pay a referral bonus:
1. Establish a one-time payment plan for the
referral bonus.
2. Use the Request One-Time Payment task.

Related Information
Reference
Troubleshooting: Compensation Review Participation Rule Sets on page 987

FAQ: Employee Visibility Date

What is the Employee Visibility Date? The Employee Visibility Date gives compensation
administrators the option to select a future date.
After that date, employees signed in as Employee
as Self can view their updated pay-related
compensation data. Managers can then inform their
workers of pay changes outside of Workday before
the visibility date.
Note: Selecting an Employee Visibility Date
hides only updated pay-related changes, not
staffing changes such as transfers, promotions, or
changes to benefits.

How do I enable the option to set an Employee • Select the Enable Employee Visibility Date
Visibility Date? check box in the Compensation section on the
Edit Tenant Setup - HCM task.
• Add the Employee As Self security group to
the View Completed Only As of Date on
the business process security policy for the
Compensation Change for Compensation Plan
Event.
To ensure workers can't see updated compensation
data before the visibility date, don't include them in
the Employee as Self security group on the:
• Propose Compensation step of business
processes.
• Propose Compensation Change business
process.
• Staffing and Job profile groups from the worker
profile.
• View All or View Completed Only sections
of the Request Compensation Change and
Request One-Time Payment processes.

Does enabling the Employee Visibility Date on No. Selecting the Enable Employee Visibility
the tenant hide any data? Date option on the tenant makes the Employee
Visibility Date visible on compensation change and

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 | Compensation | 980

compensation review processes. The compensation

administrator must still select a visibility date when
initiating the process, which only then hides pay-
related data. If the visibility date isn't selected (left
blank), pay-related data becomes visible after the
Effective Date of the process.

If selected, how does the Employee Visibility Example: The compensation administrator initiates
Date differ from the Effective Date? a compensation review process with an effective
date of August 31:

If the Updated pay-related data becomes

Employee visible...
Visibility
Date is...
September After the Employee Visibility Date,
5 September 5.
Left blank After the Effective Date, August 31.

What about the effective dates for additional If the effective date for merit differs from the
awards in compensation reviews? effective dates of any additional awards, workers
can't see the award details until after both:
• The Employee Visibility Date of the process.
• The respective effective date of the individual
awards.

FAQ: Merit, Bonus, and Stock Pool Calculations

How is a merit pool calculated?
How is a bonus pool calculated?
How does a bonus pool calculation differ from a merit pool calculation?
Can I see the detailed bonus calculation?
How does a change in FTE % affect the bonus calculation?
What causes a bonus scorecard profile change and what is the effect?
How does individual or company performance affect an employee's bonus target?
How is a stock pool calculated?
Does plan type affect how Workday calculates pool and spend for target change?
How does Workday handle remainder amounts?
Note: These calculations don't take proration or rounding into consideration.

How is a merit pool calculated? Workday calculates a merit pool using the
compensation basis and merit targets of employees
in the same organization and merit plan:
Compensation Basis of Employees in
Org. & Plan * Merit Plan Targets of
Employees in Plan = Merit Pool

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 | Compensation | 981

For employees managed by a compensation

basis total, the compensation basis is the primary
compensation basis. Otherwise, the compensation
basis is the total base pay, excluding amount-based
compensation plans.
If there's a weighted compensation matrix on the
merit plan, the merit pool calculation is:
Compensation Basis of Employees in
Org. & Plan * Merit Plan Targets
of Employees in Plan * Weighted
Compensation Matrix = Merit Pool
Workday evaluates these factors in order when
calculating merit targets:
1. Individual target override: You can configure
the merit plan with an option to allow individual
target overrides. You can then edit merit plan
assignments and override merit targets during a
compensation or staffing transaction.
The individual target, if configured, overrides
factors 2, 3, and 4 in the merit pool and the
employee target calculations.
2. Nonweighted compensation matrix: Usually
includes performance or potential rating, compa-
ratio, retention rating, pay range segments, or
eligibility rules.
If the employee meets criteria specified in the
compensation matrix, Workday doesn't consider
factors 3 and 4.
3. Merit plan profile targets: You can configure
the merit plan with profile targets based on
eligibility rules, such as country or location.
During processing, Workday uses eligibility rules
to determine the target award for an employee
and to calculate the merit pool.
If the employee meets criteria specified in
a merit plan profile target, Workday doesn't
consider factor 4.
4. Default plan target. You can configure merit
plans with a default target. Workday uses the
default target to calculate the merit pool and
award when it can't find an individual target
override, compensation matrix, or merit plan
profile.
If Workday can't calculate the merit pool and
employee target from evaluating factors 1
through 3, it uses the default plan target.

How is a bonus pool calculated? If the bonus plan doesn't have a weighted
compensation matrix or modifier scorecards, and
isn't associated with an eligible earnings override,
the bonus pool calculation is:

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 | Compensation | 982

Employee Eligible Earnings Amount /

Period Specified by Plan Frequency *
Employee Bonus Target = Bonus Pool &
Employee Bonus Target
If the bonus plan doesn't have modifier scorecards
and isn't associated with an eligible earnings
override, but does have a weighted compensation
matrix, the bonus pool calculation is:
Employee Eligible Earnings Amount /
Period Specified by Plan Frequency
* Employee Bonus Target * Weighted
Compensation Matrix = Bonus Pool &
Employee Bonus Target
If there are company or modifier scorecards on the
bonus plan, the employee bonus target and bonus
pool calculations are:
Employee Eligible Earnings Amount /
Plan Frequency * Employee Bonus Target
* Scorecard or Modifier = Bonus Pool &
Employee Bonus Target
With a weighted compensation matrix, company or
modifier scorecards, the bonus pool calculation is:
Employee Eligible Earnings Amount /
Plan Frequency * Employee Bonus Target
* Weighted Compensation Matrix *
Scorecard or Modifier = Bonus Pool &
Employee Bonus Target

How does a bonus pool calculation differ from a Like the merit target, the bonus target results
merit pool calculation? from individual target overrides, compensation
matrix, bonus plan profile targets, or the bonus
plan default target. However, the bonus target uses
eligible earnings during the period specified by the
plan frequency. It can also include company or
modifier scorecards that reflect corporate or division
performance.

Can I see the detailed bonus calculation? Yes, provided the process uses a grid configuration
that includes the Rounded Total Target Amount
and Actual Bonus Amount advanced fields. You
can drill down on these fields to reveal exactly how
Workday calculated the bonus.
You can also run the View Bonus Calculation
report to display how Workday calculated:
• Total Bonus Target Amount
• Bonus Actual Amount
• Discretionary Target Amount
• Nondiscretionary Target Amount
• Sum of Proration Segments
You can provide unconstrained or role-based
access to the View Bonus Calculation task

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through the Process: Compensation Review Bonus

Details domain.

How does a change in FTE % affect the bonus If you create a proration rule based on FTE
calculation? Changes in Period and add it to a bonus plan,
Workday evaluates FTE % changes between the
Process Period Start Date and the Process
Period End Date. If the FTE % changes during the
process period, Workday divides the process period
into proration segments when calculating bonuses.
Example: For the 2015 bonus period, Terry's FTE
% changed from 100% to 50%. Workday created 2
proration segments at 100% and 50%, respectively.
Workday then calculates each proration segment
separately:
FTE % * Proration % * Target %
Workday then sums all proration segments before
calculating eligible earnings.
If you enable Paid FTE in the Staffing section on
the Maintain Localization Settings task, Workday
uses the paid FTE override in the calculations for
these compensation review targets:
• Allowance
• Bonus
• Merit
• Stock
When you drill down on a bonus target during
a compensation review, Workday displays the
calculation, including the FTE % and Proration %.

What causes a change to the bonus scorecard These business processes can cause a change to
profile and what is the effect? the bonus scorecard profile:
• Change Job
• Change Organization Assignment
• Move Workers (by Organization)
• Move Workers (Supervisory)
Workday prorates on custom organizations
for organization changes that occur outside
of a compensation review process. However,
compensation review coordination of events only
processes organization changes for organizations
included in the compensation review process.
If the Scorecard Profile Changes in Period proration
rule is associated with the worker's bonus plan:
• Workday evaluates the bonus scorecard
changes between the initiation of the bonus
period and the Process Period End Date.
• Creates proration segments when calculating
bonuses.

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How does individual or company performance A performance rating (part of a compensation

affect an employee's bonus target? matrix) or a compensation scorecard can both be
factored into the bonus target calculation:
Employee Bonus Target * Individual or
Corporate Performance = Employee Bonus
Target

How is a stock pool calculated? Stock pool calculations derive primarily from the
compensation matrix and stock target (shares,
amount, or percent). Percent-based stock plans
must reference a compensation basis. Example:
Target * Total Base Pay * Weighted
Compensation Matrix = Stock Pool
You can configure the stock plan to split the stock
award into different types of grants. Example: 50%
stock options and 50% Restricted Stock Units.
If you apply the stock participation rate when you
initiate the compensation review process, then:
Target * Total Base Pay * Weighted
Compensation Matrix * Stock
Participation Rate = Stock Pool
The stock participation rate doesn't affect employee
stock targets. However, you can change stock
targets using calculated fields.

Does plan type affect how Workday calculates Yes. Workday calculates pool and spend differently
pool and spend for target changes? for amount-based and percent-based plans. For
amount-based plans:
New Plan Target Amount - Old Plan
Target Amount
For percent-based plans:
New Target % * New Basis or Salary -
Old Target % * Old Basis or Salary
A percent-based plan might result in spend for
target pools even if the target is unchanged.
Example: A 10% allowance plan for an employee
whose salary changes from 100,000 USD to
200,000 USD results in a spend of 10,000 USD.

How does Workday handle remainder amounts? Workday stores pool contributions at the individual
employee level and calculates pools once at
process initiation to determine pools at the
organization level. Workday stores remainder
amounts at the organization level. Example: An
organization has a 10,000 USD pool divided among
3 employees with each receiving 3,333.33 USD.
Workday stores the remaining 0.01 USD at the
organization level.

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Related Information
Reference
The Next Level: Compensation Plans and Pools

FAQ: Rounding and Precision in Compensation Review Calculations

How does Workday round bonus amounts? Workday:
1. Calculates and persists all amounts with
precision up to 12 decimal places.
2. Applies the rounding rule, if configured on the
bonus plan, to both the total bonus and the
nondiscretionary targets and amounts after all
other calculations complete.
3. Applies currency precision rounding up
to 6 decimal places.
Workday doesn't update amounts due to changes in
scorecard results or compensation plans while the
compensation review is in-progress. Workday only
applies such changes:
• When you run the Recalculate Pool and
Awards task.
• During processing of participation rule sets,
provided the rule set uses the Update
Employee to Latest Data option.
• During the Manage Bonus Funding step
of the Initiate Compensation Review
Process, Workday updates amounts based on
the company funding scorecard.
• When you access the Recalculate
Bonus Targets task, Workday updates
nondiscretionary award amounts, but not
discretionary amounts.
• When you remove and add back employees
using the Maintain Compensation Review
Process Employee Participation report.
You can access the View Bonus Calculation
report to display how Workday calculated a bonus.

Why don’t amounts displayed in Workday match Workday calculates and persists numbers
calculations made outside of Workday? internally at a precision of up to 12 decimal places.
Spreadsheet applications limit the number of
decimal places in a single cell.
Workday displays values on the user interface
and in reports at a lower precision, usually 4 or
2 decimal places. Doing so saves space and
improves performance. When displaying values on
the user interface and in reports, Workday truncates
the decimal values without changing the persisted
amount and doesn't perform rounding. Example:
For a value of 92.123498765432, Workday displays
92.1234 without changing the internally persisted
value.

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When creating pools for compensation reviews,

Workday uses individual employee targets, if
configured, or calculates an individual percentage
share of the total pool at a precision up to 6 decimal
places. Workday then persists each employee’s
pool contribution at a precision of up to 12 decimal
places.
Example:
• An employee has a current base pay of
29,237.90.
• You enter a merit amount increase of 1,023.40
(2 decimal places).
• Workday calculates the percentage increase
and stores the value at a precision up to 12
decimal places: (1,023.40 / 29,237.90) * 100 =
3.500251386043.
• Workday truncates the value to 4 decimal places
for display on the user interface and in reports to
3.5002.
Verifying the calculation with less precision results
in a difference of 0.02 (rounded to currency
precision):
• Using value displayed: (3.5002 / 100) *
29,237.90 = 1,023.38.
• Using value persisted: (3.500251386043 / 100) *
29,237.90 = 1,023.40.

FAQ: How is Total Eligible Earnings calculated?

To determine the Total Eligible Earnings when you configure pools for a compensation review process,
Workday:
1. Identifies the plans selected when you initiated the process.
2. Identifies which compensation basis to use to calculate the target award amount: the primary
compensation basis or Total Base Pay. Workday determines:
a. If the merit plans that have the Manage by Basis check box selected.
b. The rankings of each compensation basis as configured on the Maintain Compensation Basis
task.
c. The highest ranking primary compensation basis for an employee, based on the eligibility rules
associated with the compensation basis.
Example: Brian qualifies for both CompBasis2 and CompBasis3 based on the associated eligibility
rules. Because CompBasis2 is ranked higher than CompBasis3 on the Maintain Compensation
Basis task, the primary compensation basis for Brian is CompBasis2.
d. If the compensation package for the employee includes the primary compensation basis.
If Workday can't determine a primary compensation basis for the employee, it uses Total Base Pay.
3. Calculates the individual target award amounts that contribute to Total Eligible Earnings.
For percent-based plans, these factors can affect the calculation:

Plan Apply FTE Matrix Proration Scorecard

Salary Yes No No No

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Plan Apply FTE Matrix Proration Scorecard

Hourly No No No No
Allowance Yes No No No
Merit No Yes Yes No
Bonus No Yes Yes Yes
One-Time No No No No
Payment
Commission No No No No
Stock No Yes No No
4. Adds the individual target award amounts to define the total compensation for the compensation review
process.

Troubleshooting: Compensation Review Participation Rule Sets

Parallel Events Blocked During a Compensation Review

You've set up participation rule sets and compensation review options, but Workday still blocks parallel
events you expected to proceed.

Cause Solution
There are multiple award types in the process with Use the same snapshot and effective dates for all
varying compensation snapshot and effective dates. award types, if possible. Alternatively, reduce the
During compensation reviews, Workday blocks time between the earliest snapshot and the latest
parallel events that occur after the earliest snapshot effective date.
date and before the latest effective date. The more
time between these dates, the more likely that
Workday blocks an event.
There are 1 or more employees that don't meet the Make sure the eligibility rules used for
conditions of the eligibility rules on the participation participation rule sets apply to the targeted
rule set. employees. Update the participation rule sets, or if
necessary, modify or add the eligibility rules.
You don't have participation rule sets configured on Select applicable participation rule sets in the
the Create Compensation Review Options task. Participation Rules section.
Your configuration on the Create Compensation Select 1 or more date ranges in the Participation
Review Options task doesn't include the specific Rules section. Workday allows events to proceed
date range for the effective date of the event. for the date ranges you select and blocks those
you don't.
There's a promotion associated with the merit award. Complete parallel processes for the employee
before initiating the compensation review process.
While you can promote an employee as part of
Alternatively, don't associate promotions with
a compensation review, Workday blocks parallel
merit.
events for that employee.

Related Information
Concepts
Concept: Coordination of Events During Compensation Reviews on page 968
Setup Considerations: Compensation Eligibility Rules on page 799

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Tasks
Manage Compensation Review Participation Rule Sets on page 955
Create Compensation Review Options on page 961
Create Eligibility Rules for Compensation on page 803
Review Promotions in Compensation Reviews on page 1004
Examples
Example: Coordination of Organization Events in Compensation Reviews on page 969

Reference: Compensation Review Participation Rule Set Options

Workday provides these participation options on the Maintain Compensation Review Participation Rule
Sets report.
This topic uses these acronyms for date parameters configured on the Initiate Compensation Review
Process task:
• CSD: Compensation Snapshot Date.
• ED: Effective Date.
• OSD: Organization Snapshot Date.

Employee Options

Employee Option Valid Process Types & Description

Date Ranges
Remove Employee Parallel Process: Upon completion of the parallel event, Workday
from... removes these employee awards from the
• On or Before CSD.
compensation review process.
• Merit • Between CSD and ED.
• Bonus
Termination: Before ED of
• Stock award type.

Update Employee Parallel Process: On or Upon completion of the parallel event, Workday
to Latest Data Before CSD. updates the employee data, such as prorated
targets, as of the CSD.
Keep Employee Parallel Process: On or Workday doesn't change employee compensation
Data Fixed Before CSD. basis, targets, title, or other attributes. However, you
can clear the Remove Pool Contributions check
box under Pools Options.
Keep Employee Parallel Process: Workday keeps employees in the compensation
in... review process.
• Between CSD and ED.
• Merit • After ED. You can select 1 of these merit award options for
• Bonus parallel processes. However, you can't select bonus
Termination: Before ED of or stock award options for parallel processes or
• Stock award type. terminations.
• Apply Merit Increase Percent: Workday applies
the percentage that you enter to the current base
pay of the parallel event.
• Apply Merit Increase Amount: Workday applies
the amount that you enter to the current base
pay of the parallel event.
• Keep New Pay Amount Fixed: Workday applies
the new pay amount that you enter to the parallel
event.

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Employee Option Valid Process Types & Description

Date Ranges
Note: Workday applies the Apply Merit Increase
Percent and Apply Merit Increase Amount options
to compensation events effective between the CSD
and ED, regardless of when the events successfully
complete.
However, Workday doesn't display base pay
changes while the compensation review is in
progress. Workday applies these changes only after
process completion.
Example: Sidney has a 100,000 USD compensation
basis as of the CSD and you enter 10% in the
compensation review grid. Sidney gets a pay
increase to 200,000 in a parallel event after the
CSD and before the ED. Sydney’s proposed base
pay differs based on the option that you select:
• Apply Merit Increase Percent: Proposed base
pay is 220,000 USD.
• Apply Merit Increase Amount: Proposed base
pay is 210,000 USD.
• Keep New Pay Amount Fixed: Proposed base
pay is 110,000 USD.

Move Employee to Organization Assignment: Moves the employee to their new organization.
New Organization Before OSD.
Keep Employee Organization Assignment: Keeps the employee in the old organization for
in Current Before OSD. purposes of the compensation review.
Organization

Pools Options
Merit pools include additional adjustment, promotion, lump sum, and any associated plan target pools.
Workday stores pool contributions at the individual employee level and calculates pools once at process
initiation to determine pools at the organization level.

Pools Option Valid Process Description

Types
Remove Pool Parallel Process, Upon completion of the parallel event, Workday removes
Contributions Termination. employee pool contributions from their organizations.
Keep Pool Fixed Parallel Process, Upon completion of the parallel event, Workday keeps
Termination. employee pool contributions static or adjusts the
organization pool.
Update Pool Parallel Process. Applicable only to bonus awards with eligible earnings
Contributions override. Upon completion of the parallel event, Workday
updates the employee contribution to the pool with the
eligible earnings override basis.
You can select this option on the Create Compensation
Review Options task.

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Pools Option Valid Process Description

Types
Update Pool per Parallel Process, Upon completion of the parallel event, Workday updates the
Latest Data Termination. pool with the new target.
Merit, Bonus, or Organization For the award type selected, Workday moves the
Stock Assignment employee's contribution from the old organization pool to the
new organization pool. If not selected, Workday keeps the
pool in the old organization during the compensation review
process.

Award Options

Award Option Description

Clear Award Workday sets proposals or awards to zero, overriding any prior proposals or
awards.
Keep Award Fixed Workday updates the employee compensation data as of the CSD, but keeps
the award fixed.
Update Award to... • Previously Entered Percent: Workday updates the award to the previous
percent. You can select this option on the Create Compensation Review
Options task.
• Previously Entered Factor: Workday updates the award to the previous factor
for bonus plans with an individual performance factor.
• New Employee Target: Workday updates the employee target, the spend,
and the pool.

Related Information
Tasks
Manage Compensation Review Participation Rule Sets on page 955
Create Compensation Review Options on page 961

Reference: Terminations During Compensation Review Processes

These termination events can occur while a compensation review process is in progress:
• Terminate Employee
• End Additional Job
• End International Assignment
Effects vary depending upon when the effective date, or pay through date, of the termination event occurs
relative to these date parameters of the compensation review:
• Process Period End Date (PPED)
• Compensation Snapshot Date (CSD)
• Effective Date (ED)
These tables describe the effects for compensation review processes:

Merit and Stock Awards

Termination Termination Event Status - Termination Event Status - In Progress

Effective Date Complete
Occurs...

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 | Compensation | 991

Before PPED Workday: Workday:

• Doesn't include the employee in • Includes the employee in the
the compensation review. compensation review.
• Doesn't apply the termination • Applies the participation rule set when the
participation rule sets. termination event completes.
• Hides the Target % advanced field.
• Autofills target to zero.

On or after PPED Workday: Workday:

and before ED
• Doesn't include the employee in • Includes the employee in the
the compensation review. compensation review.
• Doesn't apply the termination • Applies the participation rule set when the
participation rule set. termination event completes.
• Hides the Target % advanced field.

On or after CSD Workday: Workday:

and before ED
• Includes the employee in the • Includes the employee in the
compensation review. compensation review.
• Doesn't apply the termination • Applies the participation rule set when the
participation rule set. termination event completes.
• Sets the employee target amount • Sets the employee target amount as of
as of CSD. CSD.
• Autofills target to zero.

On or after ED Workday: Workday:

• Includes the employee in the • Includes the employee in the
compensation review. compensation review.
• Doesn't apply the termination • Doesn't apply the participation rule set.
participation rule set.

Bonus Awards

Effective Date of Prior to Process Initiation

Termination While Process In
Include Terminated Include Terminated
Employees Selected Employees Not Progress
Selected
On or before PPED Workday: Workday: Workday:
• Includes employee. • Doesn't include • Includes employee.
• Applies participation employee. • Applies the
rule set after Manage • Doesn't apply participation rule set
Impacted Employees. participation rule set. when the termination
event completes.

After PPED and before Workday: Workday: Workday:

ED
• Includes employee. • Includes employee. • Includes employee.
• Applies participation • Doesn't apply • Applies the
rule set after Manage participation rule set. participation rule set
Impacted Employees. when the termination
event completes.

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 | Compensation | 992

On or after ED Workday:
• Includes employee.
• Doesn't apply participation rule set.

Manage Compensation Reviews

Initiate Compensation Review Processes

Prerequisites
• Prepare for compensation reviews.
• Configure the Initiate Compensation Review Process in the Advanced Compensation functional area.

Context
You can configure the options and plans for your compensation review process. You can also include
merit, allowance, one-time payment, adjustments, promotions, bonus, and stock plans.

Steps
1. Access the Initiate Compensation Review Process task.
2. Select a Grid Configuration.
If your grid configuration includes merit and promotions, you can select individual promotions for further
review while the compensation review process is in progress.
3. Configure process date fields:
Option Description
Effective Date The effective date also determines eligibility for proposed target
changes, such as the Bonus Target Amount - Proposed editable
field.
Employee Visibility Date If configured, Workday hides the employee's pay-related
compensation data until after the specified date.
Process Period End Date Configure a date to determine:
• Employee eligibility for inclusion in the process.
• Proration calculations.
• Performance ratings.
Example: If an employee is eligible for a plan on June 1, but the
Process Period End Date is May 31, Workday doesn't include the
employee in the process.
Workday can include employees in eligibility waiting periods as of
this date, based on plan setup. However, they display as exceptions
with targets of zero.

Organization Snapshot Date Select the date Workday uses to determine:

• The organizations in the compensation review process and the
hierarchical structure.
• The organization level that stores the pools.
When you initiate the process, Workday determines this once and
takes into account only completed organization events. Thereafter,

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Option Description
Workday manages in-progress organization events (moves or
transfers that occur between organizations in this set) according to
participation rules.
Workday doesn't determine security role assignments for a
compensation review process based on this date. Workday
determines security when you launch the Complete Employee
Awards step in the business process.
Workday removes organizations inactivated after this date from the
hierarchy and won't assign them to a planner.

Compensation Snapshot Select a date for Workday to determine eligible employees in pool
Date and award calculations.
The greater the difference between the Effective Date and the
Compensation Snapshot Date, the greater potential for other
compensation-related events to create a conflict.

4. In the Process Details section, consider:

Option Description
Currency Rate Type Select the currency rate type to use as the exchange rate as of 12:00
AM on the Process Period End Date to calculate pools and awards.
If the date is in the future, select a rate type where the exchange rate
won't change before the date. Doing so ensures that Workday uses a
consistent exchange rate for pool and award calculations.
Reference Currency Select the currency for the award pools and all totals. The
compensation values for employees whose pay is in another currency
still display in that other currency.
5. As you complete the plan-specific sections, consider:
Option Description
Merit Plans Enter the Statutory Minimum% to give
employees assigned to a plan and the associated
plan profiles.
This only applies to merit plans that have the
Subject to Statutory Minimum check box
selected and are effective as of the Process
Period End Date.

Bonus Plans You can select Include Employees Terminated

During Process Period.
If you configured Coverage Date Eligibility
on 1 or more bonus plans, you can change the
coverage start and end dates. Coverage dates
enable Workday Payroll or Payroll Integration to
associate dates with the bonus for US Fair Labor
Standards Act (FLSA) reporting requirements.

Scorecard Results Enter the results if you included a bonus plan

associated with a scorecard.
If you leave this blank, Workday assumes
100% attainment. If you used a compensation

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Option Description
process template that has Autopopulate Latest
Scorecard Results selected, Workday populates
the most recently effective scorecard result for
each bonus plan.

Stock Plans Select a Stock Participation Rate Table or

create a new one.
If selected, you can't select Autofill.

Allow Award Autofill Select to enable the Autofill button when

proposing awards.
Process Period Start Date For each merit or bonus plan, this date sets the
beginning of the proration period and determines
the divisor of the proration calculation.
Workday sets the default as the difference
between the Process Period End Date and the
plan frequency.
You can select a date up to 15 months before the
Process Period End Date.

Exceptions by Rule The effective date of the merit award must be on

or before the additional adjustment and promotion
award dates.

Result
Workday:
• Creates a Compensation Review Process event.
• Sends an Inbox item to the person in the role assigned to the Manage Impacted Employees step of the
business process.
• Applies awards in this order: merit increases, additional adjustments, and promotions. Workday uses
the latest effective date configured for each subsequent award.

Next Steps
Manage employees with multiple compensation-related events.
Related Information
Tasks
Create Grid Configurations for Compensation on page 959
Review Promotions in Compensation Reviews on page 1004
Create Stock Participation Rate Tables on page 913
Steps: Prepare for Compensation Reviews on page 943
Steps: Set Up the Compensation Review Business Process on page 946
Reference
FAQ: Compensation Reviews on page 973
../../../manage-workday/tenant-configuration/tenant-setup/dan1370797339945.dita
FAQ: Employee Visibility Date on page 979
Examples
Example: Include Active Employees Assigned Plan During Process Period on page 972

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Steps: Add or Remove Employees to or from Compensation Reviews

Prerequisites
One or more compensation reviews process must be in progress.

Context
You can add or remove individual employees to or from in-progress compensation review processes on
the Maintain Compensation Review Process Employee Participation report. If employees belong to
organizations not already in the process, Workday adds the organizations automatically with a background
job that runs once every hour. You can also use the Compensation Review Update New Organization
Data task to add the organizations immediately.
You can remove or add back employee groups on the Mass Operation Management task.

Steps
1. Access the Maintain Compensation Review Process Employee Participation report.
2. As you complete this task, consider:
Option Description
Employees Removed from Process Add an employee back.
Newly Eligible to Process Add an employee that became eligible after
process initiation.
Employees in Waiting Period Add an employee who is eligible but was in a
waiting period when you initiated the process.
If you selected Include Active Employees in
Waiting Period on the merit or bonus plan,
Workday includes employees in a waiting period
but sets their target to zero.
If you add employees that have completed their
waiting period, Workday calculates their target.

Remove Employee from Process Remove an employee.

Terminated Employees in Process Remove a terminated employee.
New Employee Pool Contribution Select to display pool details for merit, additional
adjustment, promotion, and lump sum awards.
Remove Pool Amount Remove pool contributions from the process,
regardless of reserves or holdbacks.
Add Pool Amount Update employee pool contributions for added
employees.
Organization If adding an employee to a compensation review,
select the Organization where the employee and
the related award belongs.
If you select an organization that's not
included in the process, Workday adds it after
the Compensation Review Update New
Organization Data task or background job
completes.

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Option Description
Notification Send an email to the person identified in the
Awaiting Person field.

Security: Process: Compensation Management Plan Employee Management domain in the Advanced
Compensation functional area.
3. (Optional) Access the Compensation Review Update New Organization Data task.
Select an in-progress compensation review. Workday:
• Detects organizations that aren't in the process but now have employees added through the:
• Maintain Compensation Review Process Employee Participation report.
• Change Job, Move Workers, or Change Organization Assignment business processes.
• If the employee's organization isn't in the process, Workday automatically adds it, provided it's
subordinate to the top level organization.
• Sends an Inbox item to the appropriate managers or planners.
Example: If a participation rule set moves Ferryn from Quality Assurance to Engineering, Workday
keeps her in Quality Assurance until this task or the background job runs. Workday then adds the
organization to the compensation review and moves Ferryn to Engineering.
Security: Process: Compensation Management Plan Employee Management domain in the Advanced
Compensation functional area.
4. (Optional) Access the Mass Operation Management task.
Select the Compensation Review Maintain Employee Participation operation type.
Select whether to Remove or Add Back previously removed employees. Depending on your selection,
you can optionally Remove All Pools or Add Previous Pool Amount.
Security: Create a segment-based security group and add it to the Compensation Review Maintain
Employee Participation segment.
Related Information
Tasks
Remove Compensation Plans from Multiple Employees on page 847
Roll Out Compensation Plans to Employees on page 845
Manage Compensation Review Participation Rule Sets on page 955
Create Eligibility Rules for Compensation on page 803
../../../manage-workday/business-processes/manage-business-processes/ala1416509465951.dita
Change Dates and Reasons on In-Progress Compensation Reviews on page 997

Steps: Manage Multiple Events During Compensation Reviews

Prerequisites
Configure the Initiate Compensation Review Process business process to meet your needs.

Context
During a compensation review process, employees can have in-progress compensation events. After
you initiate the process, you can assign participation rule sets to determine how Workday reacts to these
events.

Steps
1. Access the Open Inbox item for the compensation review process.

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2. In the Manage In Progress Processes section, click the Manage Employee Processes button.
Workday lists employees eligible for the process that have in-progress compensation events.
3. Select participation rule sets for Termination and Parallel Events.
For Parallel Events, select a rule set for each award type. Workday reacts to completed transactions
after you launch the process.
4. Access the Manage Compensation Review On Hold Events task.
You can change or cancel events for 1 or more on hold employees that have parallel events or a leave
of absence resulting from the compensation review process.

Result
Workday allows parallel transactions based on the eligibility rules and date ranges specified by
the participation rule sets. If no parallel rule sets apply, Workday blocks compensation and staffing
transactions with effective dates that fall before the Effective Date until the process completes.
Related Information
Tasks
Manage Compensation Review Participation Rule Sets on page 955
Reference
Reference: Compensation Review Participation Rule Set Options on page 988

Change Dates and Reasons on In-Progress Compensation Reviews

Prerequisites
Initiate a compensation review.
Security:
• Custom/Standard Report Copy domain in the Tenant Non-Configurable functional area.
• Mass Operation Management in the System functional area.
• Worker Data: Compensation Management by Organization in the Advanced Compensation functional
area.

Context
You can use the Mass Operation Management task to change these compensation review parameters
while the process is in-progress:
• Effective dates.
• Employee visibility dates.
• Reasons.
These procedures overwrite any data changed using the Compensation Review Override Dates and
Reasons operation type on the Mass Operation Management task:
• Participation rules based on any Use Latest Employee Data participation options.
• Removing and adding back employees to the process using the:
• Maintain Compensation Review Process Employee Participation report.
• Compensation Review Maintain Employee Participation operation type on the Mass Operation
Management task.
Note: Therefore, Workday strongly recommends that you:
• Complete your compensation planning process before running the mass operation.
• Run the mass operation immediately before finalizing your process.

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 | Compensation | 998

Steps
1. Access the Copy Standard Report to Custom Report task.
Copy the Compensation Review Configure Dates and Reasons Workday-delivered standard report.
This report lists the employees eligible for changes to compensation review effective dates, visibility
dates, and reasons.
2. Access the Mass Operation Management task.
Workday recommends that you examine these date settings of the in-progress compensation review
before running the mass operation: effective dates, employee visibility dates (if enabled on the tenant),
compensation snapshot dates, and organization snapshot dates.
Option Description
Mass Operation Type Compensation Review Override Dates and Reasons.
Input Report Select the custom report that you created in the previous step.

The validation rules for the Effective Date set on the Initiate Compensation Review Process apply
when running the Compensation Review Override Dates and Reasons operation. The Effective Date
must be:
• On or after the Process Period End Date.
• After the Organization Snapshot Date.
Security: Create a segment-based security group and add it to the Compensation Review Maintain
Employee Participation segment.
3. Run the Compensation Review Override Dates and Reasons mass operation.

Next Steps
To see the affected employees and their updated data, create a custom report or copy the Compensation
Review Configure Dates and Reasons report.
Related Information
Tasks
Initiate Compensation Review Processes on page 992
Create Compensation Review Options on page 961
Manage Compensation Review Participation Rule Sets on page 955
../../../manage-workday/business-processes/manage-business-processes/ala1416509465951.dita

Steps: Recalculate Bonus Targets, Pool, and Awards During Compensation Reviews

Prerequisites

Context
You can recalculate bonus targets and bonus pool and awards during an in-progress compensation review.
• Bonus targets: Before the Configure Pools step of the process to ensure that updated targets also
updates the bonus pool.
• Bonus pool and awards: After you update scorecard data and before the controller submits.

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 | Compensation | 999

Steps
1. (Optional) Access the Recalculate Bonus Targets task.
This task updates bonus targets on the bonus plans included in the compensation review process and
totals for each employee whenever:
• Eligibility rules change a profile target.
• Profile or plan target changes.
• Scorecard results change.
• Rounding rule changes.
• Matrix values change.
To update both bonus targets and pools, access this task before the Configure Pools step of the
compensation review process. You can still update targets with this task after Configure Pools but doing
so only updates targets, not pools.
Workday updates nondiscretionary amounts based on updated targets. Workday doesn't change
discretionary amounts entered during the compensation review.
Security: Process: Compensation Management Plan Employee Management domain in the Advanced
Compensation functional area.
2. (Optional) Access the Recalculate Pool and Awards task.
This task recalculates the bonus pool and awards for in-progress compensation reviews after you
update scorecard data using the:
• Edit Compensation Scorecard task, or
• Put Compensation Scorecard Enterprise Interface Builder (EIB) web service.
Access this task after the compensation review starts and before the controller submits. As you
complete this task, consider:

Update Pool and Keep Bonus Amount Fixed Automatically selected when some approvals are
complete but others aren't.
Keeps bonus award amounts fixed and updates
the bonus pool.

Update Pool and Keep Bonus Factor % Fixed Only available if all approvals are complete.
Workday applies the Bonus Factor % proposed
against the new target with the latest scorecard
results to the Award amounts and updates the
bonus pool.

Security: Process: Compensation Management Plan Employee Management domain in the Core
Compensation functional area.
Related Information
Tasks
Steps: Pay for Company Performance on page 891
Reference
FAQ: Merit, Bonus, and Stock Pool Calculations on page 980

Manage Compensation Review Pools

Prerequisites
Initiate a compensation review process.

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Context
Workday automatically calculates pool amounts from the bottom up. Workday uses the plan definitions
selected when you initiate the process and the employees identified in the Manage Impacted Employees
step to calculate the individual employee target amounts for each award type. Workday adds the individual
employee target amounts to determine the estimated cost and the initial pool amounts.
When you're using statutory minimums, Workday calculates an employee's individual target amount as the
higher percentage of the plan target and the statutory minimum. Example: If a plan target is 3.0% and the
statutory minimum is 2.0%, the employee individual target amount is 3.0%.
You can change the initial pool amounts and adjust the pool amounts for individual merit, bonus, and stock
plans by selecting the Top-Down option.
Before configuring pools, consider whether you need to recalculate bonus pools with these tasks:
• Recalculate Bonus Targets.
• Recalculate Pool and Awards.
See: Steps: Recalculate Bonus Targets, Pool, and Awards During Compensation Reviews on page 998

Steps
1. Access the Inbox item for the compensation review process.
2. As you complete the Pool Controls section, consider:
Option Description
Allow Pool Holdbacks Select to enable the distribution of less than 100 percent of the pool
amounts to the organizations.
Allow Pool Overage Select to enable managers to give awards greater than the assigned
pool amount when proposing awards.
This displays as selected and read-only if you hid any award type in
the Pool and Spend section on the Create Compensation Review
Options task.

Display Remaining Pools Select to enable managers to see remaining pool amounts when
proposing employee awards.
Override Statutory Displays only if there's a merit plan in the process with the Subject to
Minimum Statutory Minimum check box selected.
3. As you complete the pool sections, consider:
Option Description
Top-Down Select this option if you want to set the pool amounts at the top level
of the organization.
Apply Merit Target to Select to configure a pool based on the merit target of each employee
Current Target Amounts or any configured amount.
Deduct From Merit Pool Select to deduct the spend from the merit pool rather than creating a
separate pool. The associated target pool doesn't display to planners,
but calculated spend displays in the merit pool.
Bottom-Up Select to have Workday calculate the pool amount and estimated cost
based on the employees assigned to the selected merit plans.
Pool Amount If you selected Top-Down Calculation, specify the portion of
the Total Eligible Earnings to make available for distribution to
employees.

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 | Compensation | 1001

Option Description
Workday automatically sums all the individual target amounts for the
employees assigned to the merit plans included in the process. This
updates the Percent of Eligible Earning.

Percent of Eligible Earning If you selected Top-Down Calculation, specify the percent of
the Total Eligible Earnings to make available for distribution to
employees. This affects the Pool Amount field.
Total Eligible Earnings Displays the sum of all employee total compensation amounts using
either:
• Total base pay.
• The total primary compensation bases associated with the plan
and assigned to the selected merit plans.

Estimated Cost Displays the sum of all the individual target amounts for the
employees assigned to the merit plans in the process.
Prefill Employee Awards Select to have Workday populate employee awards on the
compensation review process and display the Propose All button.
The Prefill Employee Stock Awards check box doesn't display
if you selected a Stock Participation Rate Table on the Initiate
Compensation Review Process task.
Depending on how you configured Autofill and Pre-Fill options on the
Create Compensation Review Options task, Workday populates
award values for:
• Compensation Matrix: To the midpoint of the matrix.
• Target: With the funded, prorated target associated with the plans.

4. As you complete additional adjustments, allowance plans, lump sums, and promotions, consider:
Option Description
Deduct From Merit Pool Select to deduct awards made to employees during the process
from the merit pool rather than from a separate pool.
If you don't select this check box, Workday creates a separate pool
for the award.

Distribute to Organizations If you're creating a separate pool, selecting this check box enables
you to distribute the pool to supervisory organizations.
Compensation Basis Available when the Deduct From Merit Pool check box is cleared.
Workday determines the list of values from the compensation
bases associated with employees from the selected merit plans.
Percent of Compensation Available when the Deduct From Merit Pool check box is cleared.
Basis Workday calculates total eligible earnings by:
• Identifying employees assigned to the merit plans selected for
the process.
• Summing the total compensation amount for these employees
using the selected compensation basis.

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5. (Optional) Click Review Plan Funding to adjust a specific plan funding amount.
You can adjust the pool amounts for individual merit, bonus, and stock plans. Doing so affects the total
pool amount and Workday automatically selects the Top-Down option.
The Funding % automatically populates 100 percent for merit and stock plans. The funding percent
for bonus plans equals the weighted result % of the plan funding scorecard. You can change the
percentage to less than or greater than 100.
6. Distribute pool amounts.
During the Distribute Pool step of the compensation review process, Workday estimates organizational-
level pools for each award type based on the plans you selected at process initiation.
Whether holdbacks or remaining pools display depends on:
• The plans you selected for the process.
• Your selection on the Allow Pool Holdbacks check box.
• Your role in the organization structure. You can see the holdbacks of subordinate organizations but
not those of superior organizations.
Workday initially sets holdbacks and remaining pools to zero but they can change as you distribute pool
amounts to organizations. Workday subtracts the distributed amount from the total pool to calculate
holdbacks.
When you submit, Workday recalculates pool distributions and updates the actual pools, taking into
account any changes made during the Distribute Pool step. Workday might create organizational pool
adjustments, both positive and negative, to persist the top-level pool. Workday also takes into account
any employee pools removed during the Distribute Pool step.
You can also access the Recalculate Pool and Awards task.
7. Enter the estimated pool amounts or units that you want to distribute to each organization in the Pool
Distribution Summary.
When you change an estimated amount for a parent organization, Workday adjusts each child
organization proportionally.
Example: The Sales & Marketing hierarchy has a Sales organization and a Marketing organization,
each with a pool of 100 USD for a total pool of 200 USD. If you change the total pool of 200 USD to 150
USD, Workday reduces both the Sales and Marketing pools by 25% to 75 USD. The holdback amount
is 50 USD.
Review the estimated cost of the awards for the company to the actual distributed pool amounts
plus holdbacks. You can apply the original contribution, the new contribution, or replace the original
contribution for employees manually removed from the process.
For the merit awards, the values include any additional awards, lump sums, promotions, and one-time
payments. Total Process Award Pools are pool amounts for additional award types where you didn't
select Deduct From Merit Pool and Distribute to Organizations.
8. (Optional) Click Compensation Review Process Maintain Pools.
As you make adjustments for each Organization and award type, Workday:
• Locks the pools so that no other task that adjusts pools can complete until you click Review or
Cancel.
• Adds the Distribution amount to the appropriate Holdback when you reduce or remove it.
If the Compensation Review Process Maintain Pools task is locked and the administrator owning
the lock is unavailable to unlock it, use the Unlock Compensation Review Maintain Pools Sessions
task. When you unlock a pool maintenance session, Workday discards any pending changes.
Example: Keith left for vacation without submitting his changes. Kristen accesses the Unlock
Compensation Review Maintain Pools Sessions task to unlock Keith's pool maintenance session.
Workday discards Keith's changes, but Kristen accesses the pool maintenance task, makes updates,
and submits. The compensation review then moves forward.
9. Click Launch.

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 | Compensation | 1003

Next Steps
You can Review the Pool Spend Analysis charts. The Total Process Award Pools section displays pool
amounts for additional award types where you didn't select Deduct From Merit Pool during the Configure
Merit Pools step.
Related Information
Tasks
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Reference
FAQ: Merit, Bonus, and Stock Pool Calculations on page 980
The Next Level: Compensation Plans and Pools

Manage Awards for Compensation Reviews

Prerequisites
Initiate a compensation review process.

Context
You can review, edit, and approve recommendations across their subordinate organizations.

Steps
1. Access the in-progress compensation review process.
2. Select whether to propose awards for all organizations at once or drill down to review specific
organizations.
3. (Optional) Modify the Compensate Employees - Assess Performance and Talent section.
If you included editable fields in the Performance section of the grid configuration, you can edit these
ratings if they were completed in Talent within the last 12 months.
Note: Changes made to performance-related fields don't update ratings in Talent.
4. As you review award proposals, consider:
Option Description
Submit All Available if you manage more than 1 organization and you want to submit all
employees at once.
Submit Submit awards for employees within a specific organization.
Submit Directs Available only if you selected Next Participant Only from the Approval
Limited To prompt on the Create Compensation Review Options task.
Submit proposals for organizations of your direct reports.

Complete on Behalf Manually advance the entire organizational hierarchy to the current planner
Send Back Click to send back for the organizational hierarchy to a previous planner.

Next Steps
Run these reports to review the date, time, responsible party, and notes for the last submitted change to
awards:
• Compensation Review Merit Award Audit
• Compensation Review Talent Audit
• Compensation Review Bonus Payment Audit
• Compensation Review Stock Plan Award Audit

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 | Compensation | 1004

Related Information
Tasks
Steps: Add or Remove Employees to or from Compensation Reviews on page 995
Manage Funding for Bonuses on page 1005
Create Grid Configurations for Compensation on page 959
Steps: Manage Compensation Review Statements on page 1010
Reference
FAQ: Merit, Bonus, and Stock Pool Calculations on page 980

Review Promotions in Compensation Reviews

Prerequisites
Security: Process: Compensation Management Plan Employee Management domain in the Advanced
Compensation functional area.

Context
You can select promotions for further review as part of an in-progress compensation review process.

Steps
1. Access the Review Promotions in Merit task.
2. Select an in-progress Compensation Review Event.
3. Select 1 or more Organizations and optionally select whether to Include Subordinate Organizations.
4. (Optional) Select 1 or more Job Profiles.
5. Select a display option:
Option Description
Only Promotions with Requested Reviews Displays only those promotions previously
selected for review.
Only Promotions without Requested Reviews Displays only those promotions not previously
selected for review.
None of the Above Displays all promotions.
6. Select the promotions for review.
Workday routes selected promotions to the Change Job business process only after you submit merit
award proposals. Workday stores your selections in case you access this task on multiple occasions.
7. (Optional) In the Change Job business process, add an entry condition rule for steps not to execute
when the promotion originates from a compensation review process:

Source External Field or Condition Rule Initiated by Merit Review Process

Relational Operator Is blank
Comparison Type Value specified in this filter
8. In the Change Job business process, verify that the Propose Compensation Change step doesn't
automatically complete after initiation when it originates from the compensation review process.
This is to prevent Workday from applying the promotion increase before the merit increase and
additional adjustment. If the same person is both the initiator and reviewer, Workday might apply the
promotion increase before the merit increase and additional adjustment. To avoid automatic approval,
update the entry condition rule on the Review Compensation Change step.

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 | Compensation | 1005

Related Information
Tasks
Steps: Set Up the Compensation Review Business Process on page 946
Initiate Compensation Review Processes on page 992

Manage Funding for Bonuses

Prerequisites
• Steps: Prepare for Compensation Reviews on page 943
• Configure the Initiate Compensation Review Process business process to meet your organization's
needs.

Context
You can change the bonus funding after you have submitted bonus amounts for individual employees.
Example: Originally, bonuses totaled $1 million, but the company only pays $750,000.

Steps
1. Open the Inbox item for Manage Bonus Process Funding.
2. (Optional) Update or add a company funded scorecard results.
3. Enter a percent in the Revised Funding % field.
This is the percentage by which you want to fund the bonus pool.

Result
Workday uses the value entered in the Revised Funding % field and divides it by the original funding
percent. The result is applied to the individual employee bonus amount to create the employee's new
bonus amount.

Next Steps
You can add the Manage Bonus Process Funding as the last step in the compensation review business
process.

Compensation Statements

Steps: Create Wage Theft Prevention Notices

Context
To meet requirements set for your organization or regulatory jurisdiction, you can provide employees with a
statement that specifies their:
• Rates of pay, including overtime and doubletime.
• Basis of wage payment.
• Allowances.
• Regular payday.
• Employer name, address, and telephone number.
• Workers' Compensation Insurance carrier name, address, telephone, and policy number.
Note: Workday enables you to store and report any required data but doesn't assume responsibility for
meeting regulatory requirements.

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 | Compensation | 1006

You can generate 1 or more wage theft prevention notices at any time. Alternatively, you can add the
Generate Wage Theft Prevention Notice as a step to business processes.

Steps
1. Create a wage theft prevention notice document template using either of these:

Add Documents to Workday Security in the System functional area:

• Document Library domain
• Document Generation Results domain
• Print Document Generation domain

Workday Docs Security in the System functional area:

• Drive domain
• Docs domain
• Document Library domain

2. Create a security policy for the Wage Theft Prevention Notice business process.
3. Access the Maintain Event Categories and Reasons task and create reason codes for the Wage
Theft Prevention Notice event.
4. (Optional) Configure the insurance carrier for workers.
Access the Create Workers Compensation Carrier task and configure insurance carrier data,
including the carrier's name, address, telephone, and policy number. Access the Edit Company
Workers' Compensation Carrier task to associate the insurance carrier with the worker's company.
5. Configure the Wage Theft Prevention Notice business process.
• You can optionally configure the Generate Document step so that an administrator can receive and
edit the generated notice. Click Configure Generate Document and associate your document
template.
• Configure the Review Documents step for employees to review and acknowledge their notice. Click
Configure Document Review and associate your document template to the step.
6. (Optional) Add the Wage Theft Prevention Notice to 1 or more of these business processes:
• Add Additional Job
• Hire
• Change Job
• Request Compensation Change
7. (Optional) Access the Generate Wage Theft Prevention Notice task to generate notices for 1 or more
employees on demand.
Security: Set up security groups for this task on the Wage Theft Prevention Notice business process
security policy.

Result
For business processes that include the Wage Theft Prevention Notice process, Workday generates
the notices and sends an Inbox item to each employee in the target population. The employee must
acknowledge receipt of the statement before the notice appears with their Worker Documents. You can
cancel, rescind, and reassign Wage Theft Notice events.
Related Information
Concepts
Concept: Workday Docs
Tasks
Edit Business Processes

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 | Compensation | 1007

Edit Business Process Security Policies

Steps: Set Up Workday Docs

Steps: Set Up Total Rewards Statement

Context
Set up the Total Rewards statement to display a breakdown of base pay, bonuses, health and other
benefits, stock, commissions, and so on.

Steps
1. Access the Create Total Rewards Section task.
Enter Column Header Override to provide your own labels for the primary and comparison columns.
Create 1 or more sections comprised of a list of compensation, benefits, or payroll components. Specify
whether to display the item if the value is zero and whether to display the actual value. In addition to
the common groupings of Pay and Benefits, you can break out retirement benefits into subsections for
Retirement, Incentive Pay, and Commissions.
If you select an Item in the Comparison column set, the Total Rewards Statement displays the primary
and comparison items together.
If you select an Item from the Payroll categories of Earning/Deduction or Pay Component Groups,
you must also select a Balance Period.
Security:
• Reports: Total Rewards Statement (Results - Security based on Pay Component Security) domain in
the Core Payroll functional area.
• Self Service: Total Rewards domain in the Core Compensation functional area
• Self-Service: Total Rewards Dashboard domain in the Core Compensation functional area.
• Set Up: Total Rewards domain in the Core Compensation functional area.
2. Access the Create Total Rewards Rule task.
A total rewards rule specifies criteria that apply to a subset of workers. These workers see their
statement filtered through the template that uses the rule.
Security: Set Up: Compensation domain in the Core Compensation functional area.
3. Create Total Rewards Templates on page 1008.
Templates enable you to:
• Display compensation, benefits, and payroll data by country.
• Display a targeted view that highlights commission-related compensation or executive packages.

Result
The Total Rewards Statement is available to a worker only when these conditions are met:
• The worker matches the criteria specified in a total rewards rule.
• A total rewards template uses that rule.
Workers who meet these conditions can view Compensation > View Total Rewards from the related
action menu. Workday displays the total amount that would result from a summation of compensation,
benefit or payroll data. Workday uses the base compensation currency to normalize any elements in other
currencies.

Next Steps
You can view the Total Rewards Dashboard.

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 | Compensation | 1008

Create Total Rewards Templates

Prerequisites
Security: Set Up: Total Rewards domain in the Core Compensation functional area.

Context
You can create a total rewards template that enables you to:
• Display compensation, benefits, and payroll data by country.
• Display a targeted view that highlights commission-related compensation or executive packages.
The total rewards template consists of:
• A condition rule that controls which workers can view their statement through the template.
• The total rewards sections that display on the statement.

Steps
1. Access the Create Total Rewards Template task.
2. Select 1 Total Rewards Rule.
Don't use a rule that:
• Another template is already using.
• Includes workers associated with another template.
3. (Optional) Enter a Frequency Display Text Override for statements made up of only nonannual
values.
Enter up to 100 characters to override the default annual frequency displayed on the statement.
Example: If all items on your Total Rewards Statement display monthly values, enter Monthly in the
Frequency Display Text Override field.
4. (Optional) Provide Disclaimer Text that displays at the bottom of the statement.
5. (Optional) Provide Chart Explanatory Text that displays on the statement.
6. (Optional) Select the Display Stock check box to display stock data on the statement.
7. (Optional) Select a Rounding Rule created with the Create Compensation Rounding Rule task.
Workday rounds decimal values on the Total Rewards Statement according to the rule that you select.
However, Workday doesn't round stock values.
8. (Optional) Select the Display Employee Cost check box to display the employee-paid portion of the
compensation components in this section.
Example: The employee pays for some health benefits. When you select this check box, Workday adds
a column to the table that displays the employee cost.
9. (Optional) Select the Do Not Sum check box if you don't want the value of all the items in this section
added to the grand total or displayed in the Total Rewards graphic.

Next Steps
Access the Total Rewards Template Audit report to display the employees associated with more than the
1 template.
Related Information
Tasks
Translate Business Data

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 | Compensation | 1009

Steps: Create Custom Compensation Review Statements

Prerequisites
• Download and install Workday Studio, including Report Designer, from Workday Community.
• Enter .rptdesign in the File Type Set Up Instructions field on the Edit Tenant Setup - System task.
• Assign the Report Writer user group to the user modifying the report.
• Familiarize yourself with the Workday Studio documentation and tutorials for Report Designer.

Context
Workday provides 3 compensation review statement formats. You can create custom statements by
defining a business form layout using Workday tasks and Report Designer in Workday Studio.

Steps
1. Download the report design attachments from Workday Community: Compensation Review (Merit)
Statement on Workday Community.
2. Make a copy of the Print Compensation Review Statement report.
a) Access the Copy Standard Report to Custom Report task.
b) Select the Print Compensation Review Statement report from the Standard Report Name
prompt.
c) Rename the report.
d) On the Share tab, click the appropriate share option.
e) Save the report.
3. Save the report data (XML) and XML schema (XSD) for later use in Workday Studio.
a) As a related action off your custom Print Compensation Review Statement report, select Web
Service > View URLs.
b) Select Workday XML > REST > Workday XML.
c) When the XML source code displays, save it as an XML file to your local drive.
d) Select Workday XML > XSD > XSD.
e) When the XSD source code displays, save it as an XSD file to your local drive.
Use the Save Page As feature in your browser. Don't copy and paste the text from the browser.
4. Use Workday Studio to create a new report layout for the report design downloaded from Workday
Community.
5. Associate your custom Print Compensation Review Statement report with the new report layout.
a) Access the Create Business Form Layout task.
b) In the Report Design prompt, select Create > Create Custom Business Form Report Design
Attachment.
c) Browse for the report design that you downloaded from Workday Community.
d) Click Upload.
e) In the Custom Report field, select your custom Print Compensation Review Statement report.

Example
This statement is now available for selection in the Create Compensation Review Statement Rule task.
You can select it as the default layout or can associate it with 1 or more eligibility rules.
Related Information
Tasks
Create User-Based Security Groups
Reference
Reference: Edit Tenant Setup - System

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 | Compensation | 1010

Steps: Manage Compensation Review Statements

Prerequisites
• Approve employee compensation review awards.
• Create custom compensation review statements.

Context
You can generate compensation review statements and make them visible to administrators and managers
before, on, or after the effective date of the compensation review process.
You can include the Release Compensation Review Statement in the Initiate Compensation Review
Process business process or access it as a standalone task.
Note: If you provide your employees with a custom statement report outside of the Release
Compensation Review Statement task, a high volume of print jobs might affect performance.

Steps
1. (Optional) Access the Edit Tenant Setup - HCM task and select the Disable Create New
Compensation Review Statement functionality for Employee on View Compensation Review
Statements check box.
If selected, this hides the Create New Statement button on the View Compensation Review
Statement History view for Employee as Self.
2. Access the Release Compensation Review Statement as a standalone task if it isn't included as a
step in the Initiate Compensation Review Process business process.
As you complete this task, consider:

Compensation Review Select a rule that defines the statement layout.

Statement Rule
You can create rules on the Create Compensation Review
Statement Rule task.

Statement Release Date You can select a date before, on, or after the effective date of the
compensation review process.
Workday releases statements at 12:00 AM on this date according
to the time zone of each employee's location.

Generate Statement PDF If selected, Workday generates compensation review statement

PDF files on the configured start date, time, and time zone for all
employees in compensation review process.

Security: Process: Compensation Management Plan Employee Management domain in the Advanced
Compensation functional area.
See also: FAQ: Employee Visibility Date on page 979.
3. (Optional) Access the Set Compensation Review Statement Visibility task to make statements
visible for employees immediately.
You can only use this task for a given organization and compensation review:
• After you've run the Release Compensation Review Statement task.
• Before either the Effective Date or the Employee Visibility Date configured on the compensation
review.

Option Description
Organization Select an organization with a completed compensation review process.

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 | Compensation | 1011

Option Description
You can optionally include subordinate organizations.

Completed Select a completed compensation review process for the organization that
Compensation Review you selected.
Process
Workday displays only processes completed within the last 18 months and
released with the Release Compensation Review Statement task.

Statement Visible Available only after you've generated the statement PDF.
If selected for the individual employee, Workday makes the statement
visible.
Example: You have meetings scheduled with 3 of your employees
later today. Select these 3 employees to make their statements visible
immediately.

If you don't run the Set Compensation Review Statement Visibility task, Workday makes
compensation review statements visible to employees on the latest of either the Employee Visibility
Date or the Effective Date configured on the compensation review process.
Security: Worker Data: Compensation Review Statement Visibility domain in the Advanced
Compensation functional area.
4. Access the View Compensation Review Statements report.
This report enables you to:
• Generate compensation review statements for multiple employees.
• Print compensation review statements in batch mode as a single PDF file.
• View compensation review statements for employees after you've released them and generated the
PDF.
Security: Worker Data: Compensation Review Statements domain in the Advanced Compensation
functional area.
5. Run the Compensation Review Maintain Released Statements mass operation.
• Create a custom report using the All Compensation Review Process Employee Adjustments report
data source.
• Access the Mass Operation Management task. As you complete the task, consider:

Option Description
Mass Operation Type Compensation Review Maintain Released Statements.
Input Report Select the custom report that you created.

You can:
• Delete all released statements.
• Delete those statements for a target population specified by an eligibility rule.
• Generate new statements.
Security:
• Mass Operation Management in the System functional area.
• Compensation Review Maintain Employee Participation in the Advanced Compensation functional
area.

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 | Compensation | 1012

Related Information
Tasks
Steps: Set Up the Compensation Review Business Process on page 946
Reference
FAQ: Employee Visibility Date on page 979
2023R1 What's New Post: Compensation Review Statement Generation and Delivery

FAQ: Compensation Review Statements

Can I customize my organization's Yes. See Steps: Create Custom Compensation
compensation review statement? Review Statements on page 1009 .

When can I access the Set Compensation After you've accessed the Release Compensation
Review Statement Visibility task? Review Statement task and before either the
Effective Date or the Employee Visibility Date
configured on the compensation review.

What happens if I don't use the Set Workday makes compensation review statements
Compensation Review Visibility task? visible to employees on the latest of either the
Employee Visibility Date or the Effective Date
configured on the compensation review process.

Why do some reports show US Pacific Time Workday generates compensation review statement
when I selected my local time zone for PDF PDF files on the start date, time, and time zone you
generation? configure on the Release Compensation Review
Statement task. However, Workday persists your
selection in US Pacific Time and displays US
Pacific Time in some reports.
Example: September 10 2:00 PM Japan Standard
Time is 10:00 PM US Pacific Time. From your
Tokyo office, you select Generate Statement PDF
and configure:

Prompt Selection Workday Persisted

Value
Start 09/10/2023 09/10/2023
Date
Time 2:00 PM 10:00 PM
Time GMT +9:00 Japan GMT -8:00 Pacific
Zone Standard Time Time (Los Angeles)
(Tokyo)

Can I configure Workday to always run Yes, you can include the Release Compensation
the Release Compensation Review Statement Review Statement as a step in the Initiate
task? Compensation Review Process business process or
access it as a standalone task.

Can I delete statements that have been released Yes. Access the Mass Operation Management
and are no longer needed? task and run the Compensation Review Maintain
Released Statements mass operation type.

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 | Compensation | 1013

Severance Plans

Steps: Manage Employee Severance

Prerequisites
Set up compensation elements and eligibility rules.

Context
You can manage how you compensate terminating employees:
• Create a severance matrix and worksheets.
• Assign a severance package to an employee.
• Integrate with Workday Payroll to pay out the severance package either as a lump sum or continual
payments upon termination.
Note: For third-party payroll users, use the Maintain External Payroll Input for Worker task for
ongoing severance.
When using Workday Payroll for France to calculate and report statutory termination payments, you must
manage employee severance payments directly through pay components or pay input.
If you want to assign a severance package to more than 1 employee at a time, use the Put Enhanced
Severance Matrix web service.

Steps
1. Access the Maintain Event Categories and Reasons task and configure the Post Termination
Compensation and Severance Assignment events.
Security: Set Up: Staffing in the Staffing functional area:
2. Set up these business processes to meet your needs:

Business Process Configuration Details

Severance Worksheet Make sure that the Deliver Severance Worksheet
step is the completion step.
Request Post Termination Compensation Use this process if you don't plan on using
severance.
Termination Workday recommends that you configure the
Review or Approval steps as the completion
step. Doing so ensures the fields shared with
severance worksheets aren’t changed between
the Review or Approval steps and the termination
completion step.

Security in the Core Compensation functional area:

• Set Up: Severance Packages
• Severance Worksheet
• Worker Data: Severance Worksheets
3. Access the Maintain WARN Period task to configure WARN periods for different locations.
Workday automatically populates the correct WARN period on the severance worksheet based on
worker locations.
Security: Set Up: Severance Packages domain in the Core Compensation functional area.

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 | Compensation | 1014

4. Create Severance Matrix on page 1014.

Workday uses a severance matrix to calculate severance amounts, severance payment dates, and
notification dates based on length of service and eligibility rules.
5. Create Severance Packages on page 1016.
Specify the components that are part of the severance event, such as early retirement, plant closing, or
reduction in workforce.
6. Create Severance Worksheets for Workers on page 1017.
Create a worksheet that calculates and adjusts the estimated cost for terminating an employee.
7. Present the severance policy to the employee outside of Workday.
8. Complete Severance Package Assignments on page 1019.
Record dates when you informed the employee of their severance and when they signed or declined.
You can use the Edit Severance Worksheet Dates task to update the signed, declined, or revocation
cutoff dates after termination is complete without changing other worksheet data.
Related Information
Tasks
Manage External Payroll Input for Worker
Reference
The Next Level: Severance in Workday

Create Severance Matrix

Prerequisites
Security: Set Up: Severance Packages domain in the Core Compensation functional area.

Context
Create a severance matrix to determine:
• The compensation basis Workday uses to calculate the severance.
• The duration of severance payments both before and after the termination date.

Steps
1. Access the Create Severance Matrix task.
2. Select an Effective Date.
You can add a severance matrix to a severance package after the effective date.
3. Select 1 Basis option and 1 Duration option to determine the severance matrix type:
Option Description
Compensation Basis Range Create the severance matrix based on a
compensation basis range.
Service Length Basis Range Create the severance matrix based on a service
year compensation basis.
Specific Duration Entries Create the severance matrix based on a specific
duration amount.
You can qualify who receives an amount
according to length of service and eligibility rules.

Length of Service Multiplier Create the severance matrix based on a duration

amount as a multiplier of length of service.

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4. Configure options applicable to the severance matrix type:

Option Description
Duration Unit Enter the units for the minimum and maximum
ranges for each matrix band (row).
Length of Service Unit Available if you based the severance matrix type
on Service Length Basis Range.
The options available depend on the units used
to define the minimum and maximum length of
service.

Calculate Compensation Basis As Of Date Available if you based the severance matrix type
on Compensation Basis Range.
Select the relative date from which Workday
calculates the compensation basis and
determines eligibility for the matrix band.

Compensation Rounding Rule Available if you based the severance matrix type
on Length of Service Multiplier.
Workday rounds the calculated severance or
notice duration according to the selected rounding
rule created on the Create Compensation
Rounding Rule task.

Multiplier Order Available if you based the severance matrix type

on Length of Service Multiplier.
Select when Workday performs rounding, before
or after multiplication.

5. As you complete the severance matrix eligibility bands (rows), consider:

Option Description
Minimum / Maximum Available if the severance matrix type is Compensation Basis
Compensation Basis Range Range.
Enter the minimum and maximum values of the compensation basis
range. You can enter up to 2 decimal places.
Workday uses this range to determine eligibility for this matrix band.

Minimum / Maximum Length Available if you based the severance matrix type on Service Length
of Service Basis Range.
Enter the minimum and maximum values of the length of service in
Duration Units. You can enter up to 2 decimal places if the length of
service is under 1 year.
Workday uses this range to determine eligibility for this matrix band.

Eligibility Rules Limits the severance matrix to a specific group of employees.

Duration Available if you based the severance matrix type on Specific
Duration Entries.
When combined with Duration Units, defines how long an
employee is entitled to receive severance or notice.
If you enter zero, eligible employees don't receive severance pay.

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 | Compensation | 1016

Option Description
Length of Service Multiplier Available if you based the severance matrix type on Length of
Service Multiplier.
Specifies how long an employee is entitled to receive severance
or notice when multiplied by the Minimum Years of Service and
Duration Units.
If you enter zero, eligible employees don't receive severance pay.

Minimum Duration Enter the minimum duration the worker eligible for this band is
guaranteed to receive.
Used to validate any adjustments made on the Severance Package
Assignment.
If you leave the field blank or enter zero, Workday doesn't enforce
restrictions if any dates change on the Severance Package
Assignment.

Maximum Duration Enter the maximum duration the worker eligible for this band is
guaranteed to receive, regardless of the length of service multiplier.
Used to validate any adjustments made on the Severance Package
Assignment.
If you leave the field blank or enter zero, Workday calculates zero
severance duration for the worker.

Next Steps
You can access the Severance Matrix Report to compare severance matrices to each other.
Related Information
Tasks
Create Compensation Rounding Rules on page 954

Create Severance Packages

Prerequisites
• If your company policy includes U.S. WARN payments, specify the number of days of advance notice a
worker must receive before termination.
• Configure the Severance Assignment event in the Maintain Event Categories and Reasons task.
• Create severance matrix.
• Security: Set Up: Severance Packages domain in the Core Compensation functional area.

Context
A severance package defines the types of severance pay components that an employee receives upon
termination.

Steps
1. Access the Create Severance Package task.

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 | Compensation | 1017

2. Consider:
Option Description
Reason for Severance Determines which severance packages and
reasons you can assign to the severance
worksheet for an employee.
Severance Matrix Determines start and end dates that entitle an
employee to receive severance payments.
Notice Matrix Determines how far in advance an employee is to
receive notice of termination.
Service Start/End Date Select the dates you want Workday to use when
determining the length of service.
Override Compensation Basis for Ongoing Select a compensation basis to override the
Severance Calculation calculation of salary plans for Post Termination
Payments Ongoing Severance Pay.
Workday evaluates which compensation basis to
use in this order:
a. The selected override compensation basis.
b. The highest compensation basis the employee
is eligible for.
c. The total base pay compensation basis.

Termination Payouts Configure 1 or more Severance Payouts that

define single payment lump sums paid with the
final paycheck.
Select the One-Time Payment Plan Payroll and
Payroll Interface use to pay out the severance
amount.

Estimated Time Off Payout Select 1 or more Time Off Payout and Time Off
Plans combinations you want to:
• Pay out at termination.
• Display in the severance worksheet cost
estimations.

Service Instructions Select additional services that qualify a worker to

receive as part of the severance transaction.

Next Steps
Assign the severance package to an employee.
Related Information
Tasks
Create Severance Worksheets for Workers on page 1017

Create Severance Worksheets for Workers

Prerequisites
• Steps: Manage Employee Severance on page 1013

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 | Compensation | 1018

• Security in the Core Compensation functional area:

• Set Up: Severance Packages
• Severance Worksheet
• Worker Data: Severance Worksheet

Context
You can create severance worksheets to calculate severance duration and amounts.
If you want to assign a severance package to more than 1 employee at a time, use the Put Enhanced
Severance Matrix web service.
You can create and assign a severance worksheet to:
• A rehired employee each time they're rehired.
Example: Don is a seasonal employee you rehire each year for several weeks to help with accounting
and tax preparation. You assign a severance worksheet to Don each time you rehire him.
• An employee that you plan to terminate, is currently being terminated, or is already terminated.
If you create a severance worksheet on a date for a pay period where the worker doesn't have a payroll
result, retro will be unprocessed.

Steps
1. Access the Create Severance Worksheet task.
2. Select a Target Termination Date.
3. Select a Reason for Severance.
Workday calculates the Notify By date by subtracting the Duration from the Target Termination Date.
Example: A Target Termination Date of December 31 minus a 14-day Duration equals a Notify By
Date of December 17.
4. In the Termination Dates section, consider:
Option Description
Last Day At Work Must be on or before the Target Termination
Date.
Target Termination Date Last day the employee's status is active, which
must equal the end date of the last continuation
payment plan. Changes in duration or start dates
on continuation payment plans change this date.
Pay Through Date Last day of compensation for an employee.
Workday calculates this using the severance
matrix associated with the package.
Note: The Pay Through Date on the severance
worksheet might differ from the Pay Through
Date in the termination event.
Workday uses the Pay Through Date from the
severance worksheet to determine severance
payment durations in the Severance Worksheet
business process.
However, if any of these conditions are true,
Workday uses the Pay Through Date from
termination events:

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Compensation | 1019

Option Description
• Worker doesn't have a completed severance
worksheet.
• None of the worksheets associated with the
worker have Send to Payroll enabled.
• Termination is complete after the delivery
of the worksheet, and you entered a Pay
Through Date in the Termination process that
differs from the one in the worksheet.

5. For each Severance Calculation listed, consider:

Option Description
Duration Automatically populates from the matrix assigned
to the package.
Start Date This date affects the dates of subsequent payout
amounts.
You can edit the Start Date of the Payment
Type listed first but it must match the Target
Termination Date.
You can't edit the start dates of subsequent
payment types. Workday sets these to the day
following the End Date of the previous payment
type.

Result
Workday sends a notification to the role assigned to the Review Severance Worksheet action in the
Severance Worksheet business process. After assignment approval, Workday sends a notification to the
role assigned to the Deliver Severance Worksheet action in the business process.

Next Steps
To view in-progress or completed events, use the Severance Process Status report.
Related Information
Concepts
Concept: Retro Leave of Absence
Tasks
Steps: Set Up Proration
Reference
Setup Considerations: Payroll Proration
Troubleshooting: Proration
FAQ: Unprocessed Retro Changes
Examples
Example: Set Up Pay Run Category for Active and Terminated Workers
Example: Set Up Pay Run Category for Active and Terminated Workers (FRA)
Example: Set Up Pay Run Category for Active and Terminated Workers (UK)

Complete Severance Package Assignments

Prerequisites
Assign severance packages to employees.

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 | Compensation | 1020

Context
To complete the severance package, you must record the:
• Date that you presented the severance package to the employee.
• Date by which the employee must accept or decline the severance package.
• The actual date the employee accepts or declines the severance package.
If you want this step to complete only if specific information is entered, add validations to the Deliver
Severance Worksheet step of the Severance Worksheet business process.

Steps
1. Access the Open Inbox item for Severance Worksheet.
2. In the Severance Actions section, consider:
Option Description
Send to Payroll If selected, Workday uses the Severance
Worksheet to:
• Populate data in the Termination process,
unless a termination process is already in
place for the employee.
• Create compensation events for the
employee's severance.
You can only select Send to Payroll on 1
severance worksheet per employment.
If left blank, Workday won't associate the
severance worksheet with the Termination
process or generate compensation events.

Severance Response Due The deadline for the employee to sign and accept
the severance package. Workday only pays if the
employee signs by this date.
Worksheet Delivered The date the employee received the documents
detailing their severance package.
Notified Employee The date you notified the employee of their
severance package.
Worksheet Signed The date the employee signed their severance
package.
Worksheet Declined The date the employee declined their severance
package.
Revocation Cutoff The deadline for the employee to change their
mind after signing their severance package.
Displays when you enter a Worksheet Signed or
Worksheet Declined date.

3. (Optional) Access the Edit Severance Worksheet Dates task.

You can update the Signed Date, Declined Date, or Revocation Cutoff dates after termination is
complete without changing other worksheet data.

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 | Benefits | 1021

Request Compensation Change After Termination

Prerequisites
• Define the steps for Request Post Termination Compensation business process.
• Define reasons for the Post Termination Assignment event using the Maintain Event Categories and
Reasons task.

Context
You can request a salary or hourly plan assignment for an employee 1 day after the employee's
termination date up to the employee's Pay Through Date. The termination date and the pay through date
is defined from either the process or the employee's severance package.
Workday uses the Pay Through Date from a severance worksheet to pay severance and to determine
payment durations in the Request Post Termination Compensation business process.
Note: Workday recommends that you use either the Request Post Termination Compensation business
process or severance, but not both simultaneously.

Steps
1. Access the Request Post Termination Compensation task.
2. As you complete this task, consider:
Option Description
Effective Date Enter the effective date for this request.
The date must be 1 day after the termination date
and 1 day before the pay through date.

Employee Only terminated employees that match the

requirements of the effective date are available for
selection.
3. Complete the proposed compensation.
If there was already a salary or hourly plan in the post-termination section of a severance package,
Workday displays it as deleted. However, you can restore them.
Workday doesn't calculate retroactive payments.
Related Information
Tasks
Steps: Manage Employee Severance on page 1013
Terminate Employees on page 588

Benefits

Set Up Benefits

Steps: Set Up Benefits

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

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 | Benefits | 1022

Context
Set up your benefit plans for health, insurance, and retirement savings.

Steps
1. Manage Benefit Coverage Types on page 1028.
Define categories of health care, health savings, retirement plans, spending account, and insurance
plans. Benefit coverage types are linked to enrollment events. These events define the types of benefits
that employees can gain or lose with a benefit event. Coverage types help define benefit plans.
2. Access the Maintain Health Care Classifications task.
Health care classifications refer to types of provider organizations such as PPO, EPO, HMO, and
DHMO.
3. Define benefit coverage targets.
• Create Health Care Coverage Targets on page 1031.
• Create Insurance Coverage Targets on page 1032.
4. Create Benefit Providers on page 1033.
5. Create Enrollment Events on page 1113.
Identify
• Events that trigger benefit gains and losses.
• The coverage types an employee can lose or gain with each event.
Examples:
• Open enrollment.
• Termination.
• Birth of a child.
6. Create Enrollment Event Rules on page 1119.
For the enrollment events you created, define the conditions of coverage. Examples:
• Coverage begin and end dates.
• Increase limits.
• Evidence of insurability requirements.
• Waiting periods.
7. Set Up Benefit Electronic Signatures on page 1038.
8. Create Benefit Eligibility Rules on page 1039.
Define rules that group workers together or exclude workers from specific benefit elections.
9. Create Benefit Groups on page 1034.
Define groups of workers for similar benefit plans and elections based on the eligibility rules.
10.Define benefit plans.
See Steps: Set Up Employee Benefit Plans on page 1068.
11.Configure passive events.
Manage benefit gains and losses that result from the passage of time rather than from online changes
to employee data.
See Steps: Set Up Passive Events on page 1201.
12.Set up benefit credits and surcharges.
See Steps: Manage Benefit Credits and Surcharges on page 1155.

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 | Benefits | 1023

13.Define cross benefit plan dependencies and rules.

• Create Cross Plan Enrollment Prerequisites on page 1147 to make enrollment in one or more
primary plans a prerequisite for enrollment in a secondary plan.
• Create Cross Plan Insurance Coverage Maximums on page 1149 to place a coverage limit on the
combined total of 2 or more insurance plans.
• Create Cross Plan Insurance Percentage Maximums on page 1151 to limit plan coverage to a
percentage of the total coverage in 1 or more other insurance plans.
14.Create instructional text to help workers complete their benefit enrollments.
See Set Up Benefit Enrollment Instructions on page 1037.
15.(Optional) Set Up Auto-Enrollment for Benefit Plans on page 1146 that automatically enroll an
employee if they don't complete their benefit elections.
16.Create Benefit Plan Year Definitions on page 1181.
Define the collection of benefit plans that are valid for a given year or other plan period. For retirement
savings, define a separate plan year if you don't have re-enrollment each year.
17.Set up benefit eligibility for employees that have multiple jobs.
See Steps: Set Up Multiple Jobs for Benefit Eligibility on page 1165.
18.Configure requirements for evidence of insurability.
See Steps: Set Up Evidence of Insurability on page 1212.
19.Set up COBRA automation for US employees.
See Steps: Set Up COBRA Automation on page 1217.
20.Set up Affordable Care Act reporting for US employees.
See Steps: Set Up Affordable Care Act Measurements and Eligibility on page 1225.
21.Set up individual benefit rates for private health insurance plans.
See Steps: Manage Individual Benefit Rates on page 1049.

Next Steps
Set up open enrollment.
Related Information
Tasks
Steps: Set Up Open Enrollment on page 1177
Reference
The Next Level: Solutions for Global Benefits

Setup Considerations: Benefits for Mergers and Acquisitions

You can use this topic to help make decisions when planning your configuration and updates resulting from
a merger or acquisition. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
When you're part of a merger with or acquisition, you can use Workday Benefits to update your benefit
plans and transition employees to new or changing benefits.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1024

Business Benefits
If you continue to use Workday for benefits as a result of a merger or acquisition, you can:
• Save effort by adding new benefit groups, providers, plans, and events to your existing tenant
configuration.
• Can easily import new workers, while preserving existing worker data.

Use Cases
• Transition employees to new or change benefit elections.
• Change payroll earnings and deductions for new or updated benefit plans.
• Gather and import Affordable Care Act 1094-C and 1095-C data for new employees.

Questions to Consider

Question Considerations
Will an acquired company keep their current If yes, you can add plans and providers to
benefits? Workday. If not, you can add them to existing plans
with new benefit groups.
Do you have new locations? Consider adding new benefit groups for new
locations, especially if they are in a different
country.
Do you need to run an off-cycle open enrollment The simplest way to trigger benefit elections is
event for new employees? through the hire process.
However, if you need to change plans for existing
employees, you can run an off-cycle open
enrollment event. You need to:
• Create a new benefit group to trigger the off-
cycle open enrollment.
• Update your benefits defaults for the new group.

After a merger, who is eligible for your new benefit You can update eligibility rules to ensure that new
plans? employees are only eligible for any new benefit
groups. You can run the View Workers in Multiple
Benefit Groups Audit job to check your eligibility
rules.
Do you have new providers? You need to create new providers if new employees
have unique providers. Also, if you have a new
location, your existing providers might not be
available there so you might need to find new
providers.
Do you have new benefit plans? If you create new providers, you need to create new
plans.
With new plans, you:
• Need to configure the rules that define eligibility
for the plans and the benefit groups.
• Can work with payroll to create new deductions
or earnings for the new plans.

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 | Benefits | 1025

Do you have new vendors? You can check the Workday Cloud Connect for
Benefits catalog for Workday-provided vendor
templates.

Recommendations
• To maintain a clear enrollment history for new employees, create a new open enrollment event type for
an off-cycle open enrollment.
• Check your rate frequencies for benefit groups, benefit plans, and pay groups. Determine whether they
need to match. Example: Monthly versus quarterly.
• Consider enabling the Mobile Open Enrollment app, especially if any employees don’t have personal
computers.

Requirements
Review the Open Enrollment Checklist on Community. The checklist helps you verify that you have made
all new and updated changes. It can help with your questions before you begin setup.
If you run an off-cycle open enrollment event, create a benefit group for the new employees to trigger the
event.
Create new benefit plans or providers. Don’t rename an existing benefit plan or provider. These changes
impact current integrations and benefit enrollment history.
If you create a new event type, you need to add the new type to your enrollment event rules.
Prepare for ACA 1095-C reporting for United States employees:
• Collect and store data from prior years in case of IRS auditing.
• Ensure that you have all the data needed to file with the IRS for the acquisition or merger calendar year.
• Prepare the Import 1095-C Data EIB with any months that you include for your ACA filing that aren't
already in the tenant. Consult your legal counsel to determine the correct number of 1094-Cs for each
tax year.
• Be aware of any new U.S. states for your employee population. There might be state level 1095-C filing
requirements.

Limitations
No impact.

Tenant Setup
In the Tenant Setup for HCM, under Benefits, you can select the Enable Mobile Benefits check box to
enable the open enrollment on the Workday Benefits mobile app.

Security

Domains Considerations
Set Up: Tenant Setup - HCM in the Systems Enables the administrator to opt out and enable the
functional area. Benefits mobile app.
Set Up: Benefits in the Benefits functional area. Enables the benefits administrator to access open
enrollment configuration tasks.
Worker Data: Benefit Eligibility in the Benefits and Enables the benefits administrator to access the
Personal Data functional areas. Benefits Eligibility by Worker report.

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 | Benefits | 1026

Domains Considerations
Worker Data: Benefits in the Benefits and Personal Enables the benefits administrator to manage
Data functional areas. worker's benefit elections, including access to the
Benefits tab on the worker profile.
Worker Data: Insurance Calculated Coverage in the Gives the benefits administrator access to the
Core Compensation functional area. Calculated Coverage report field. Administrators
can view individual worker's calculated coverage
amounts for the plans they enroll in.
Self Service: Benefits in the Benefits functional Enables employees to complete benefit elections
area.

Business Processes
You can add worklets for embedded analytics to business process steps, providing links to additional
information.
Note: Ensure that you configure the worklets on each business process.

Business Processes Considerations

Change Benefits for Open Enrollment Initiates open enrollment for benefits.
Change Benefits Launches the Change Benefits for Life Event
business process.
Change Benefits for Life Event Initiates enrollments for life events, including births,
divorce, and promotion.

Reporting

Reports or Dashboards Considerations

Active and Completed Open Enrollment Status Use this report to view and manage status of
Report active and completed enrollment election events.
This report provides more detail than the Open
Enrollment Status Report, but can take a long
time to run. Workday recommends that you limit
your use to managing enrollment elections after
finalizing open enrollment events.
Benefit Corrections in Progress Audit Use this report to view a list of benefit corrections
that you've started, but not yet submitted.
Benefits Eligibility by Benefit Group Use this report to view future-dated benefits groups.
You can run the report for each benefit group using
the open enrollment event date. Compare the
reports to ensure that no workers exist in more than
1 group.
Benefit Events Status Report Use this report to view workers with benefit events
and the status of those events.
Finalize Open Benefit Events Use this task to clean up all outdated enrollment
events.
Manage Evidence of Insurability Status Use this task to clean up all outdated EOI requests.

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 | Benefits | 1027

Reports or Dashboards Considerations

Open Enrollment Status Report Use this report to view and manage workers with
open enrollment events. You can view the status
of those events before finalizing enrollment. This
report provides better performance than the Active
and Completed Open Enrollment Status report.
Terminated Employees Eligible for Benefits Use this report to view the terminated employees
that can still receive benefits.
View Benefit Eligibility Rule Results Use this report to troubleshoot to see why someone
is or isn't meeting an eligibility rule.
View Workers in Multiple Benefit Groups Audit Use this job to view workers eligible for more than
1 benefit group so that you can troubleshoot this
issue. Don't use for future-dated benefit groups.
Workers for Benefit Group by Most Recent Use this RDS to create a custom report that audits
Benefit Event benefit enrollments data.
Workers no longer eligible for Open Enrollment Use this report to view workers who aren’t eligible
for benefits but currently have an open enrollment
event.

Integrations
Give yourself plenty of lead time for testing a new integration.
Workday Benefit Connectors:
• Providers: Workday provides integration templates through Workday Cloud Connect for Benefits
(CCB). There’s a CCB template for each provider. For new providers, check the Cloud Connect for
Benefits catalog. You can also use third-party integrations that Workday doesn't support as part of CCB.
• Affordable Care Act: Workday provides the ACA Connectors to assist with reporting to the IRS.
When you offer a new benefit plan with the same provider, link the plan to your existing integration.
Likewise, if you discontinue a plan, remove the integration link.
You can change integration maps for benefit providers to specify how values in Workday map to values in
an external endpoint.
If you’re introducing new benefit plans or employee locations, you’ll likely need to update your integration
mapping. Example: Some medical providers require a unique proprietary vendor code that you need to
send for each state. You might need to map codes for states that haven't had employees.
Consider how to include payroll balances. CCB integrations can only access actual contribution amounts
from Workday Payroll. If you use a third-party payroll provider, benefit integrations send estimated amounts
based on the benefit plan setup.

Connections and Touchpoints

Benefits enrollment interacts with Payroll for plan-related deductions and credits.
These types of employee data drive eligibility rules for benefit plans:
• Exempt status.
• FTE.
• Job profiles.
• Management levels.
• Pay rate type.
• Scheduled weekly hours.

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Compensation data can impact benefit plans like insurance.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Open Enrollment on page 1169
Setup Considerations: Affordable Care Act Reporting on page 1220
Concept: Checking Benefit Group Eligibility on page 1041
Tasks
Create Benefit Providers on page 1033
Create Benefit Groups on page 1034
Create Benefit Eligibility Rules on page 1039
Reference
Workday Community: Affordable Care Act (ACA) Checklist
Workday Community: Open Enrollment Checklist

Manage Benefit Coverage Types

Prerequisites
• For health care plans, create health care classifications.
• For insurance plans, create insurance coverage targets.
• For additional benefits plans, create additional benefit coverage targets.
• For plans that require coverage, create default plans and priorities.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define the types of coverage that you plan to offer to your workers for each benefit plan type. Coverage
types provide categories that benefit plans can fit in.
Examples:

Benefit Plan Benefit Coverage Type

Health Care Medical, Dental, or Vision
Health Savings Account HSA or HSA Catchup
Insurance Basic Life or Long-Term Disability
Retirement 401(k) or 403(b)
Spending Accounts Health Care or Dependent Care
Additional Benefits Long-Term Care or Commuter

Steps
1. Access the Maintain Benefit Coverage Types task.
2. As you complete each section, consider:
Option Description
Name Enter the name of the coverage type that
employees see during elections.

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Option Description
Note: Limit the length of the name because
it displays in a pop-up message that confirms
the selection. Names longer than 20 characters
might cause Workday to truncate the
confirmation message.

Classifications Limits the coverage type to a specific health care

classification.
Beneficiary Designation Specifies whether a worker must designate a
beneficiary.
Use Coverage Target Enables the coverage targets to be associated
with rates and eligibility on the benefit plan.
Plan Behavior Select:
• Accept Amounts and Accept Percents when
you define the minimum and maximum
amounts that an employee can contribute.
During enrollment, an employee can enter the
contribution as either a flat amount or as a
salary percentage.
• Rates when you want to assign specific rates
for an additional benefits plan.

Only One Election Limits employees to elect only 1 benefit plan

belonging to the specified coverage type.
Otherwise, employees can select more than 1
plan belonging to the designated coverage type.
Examples:
• You have 2 medical benefit plans, an HMO
and a PPO plan, and permit workers to select
only 1 of the plans.
• You have 2 basic life insurance plans and
permit workers to select only 1 of the plans.

Must Elect Coverage Select if employees must elect a plan belonging

to the specified coverage type during benefit
enrollment (employees can’t waive coverage).
Note: To implement this option, define default
plans and priorities using the Maintain Benefit
Defaults task.

Display Employee Cost Displays employee costs for a benefit coverage

type on the employee's benefit enrollment form
and various reports.
Required for the coverage type of plans with
employee-defined contributions.

Display Employer Contribution Display employer contributions to a benefit

coverage type on the employee's benefit
enrollment form and various reports.

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Option Description
Flex Credits Can Be Applied Applicable for the benefits integration with Sun
Life.
Identify which coverage types that you want
included when:
• Calculating an employee's total benefit cost.
• Applying benefit credits to offset the costs.

Medical Indicates what coverage types that you want

Workday to consider as medical. Used by:
• Vermont Employer Health Care
Contribution Tax
• Patient Protection and Affordable Care Act

Use Coverage From Plan Year End Available for Workday Payroll and integrations
based on the Payroll Interface Output File
template.
Calculates benefit rates and coverage using the
plan year-end.
Verifies that the integration attribute Calculate
Benefits as of Pay Check Date isn’t selected in
the integration system.

Enable Coverage Begin Date Override Available only to health care coverage types.
Enables you to override the Workday-calculated
coverage begin date for a plan.

COBRA Eligible Indicates that a coverage type is eligible for

COBRA.
Select to automate COBRA eligibility checks and
have the information automatically populated in
the COBRA record.

Next Steps
Use the:
• Benefit Coverage Types report to view a list of all coverage types and their detailed configurations.
• Create Benefit Plan task to associate coverage types with benefit plans.
• Maintain Enrollment Event Types report to identify the coverage types that are available to
employees as part of an enrollment event.
• Create Enrollment Event Rule task to define the requirements and conditions of enrollment.
• Maintain Custom Validations task to create custom validations for enrolling employees in coverage
types.
If you've enabled coverage begin date override, override the coverage begin date of a plan on the View
Summary page of a benefit election. This only applies to elections processed with the Change Benefits for
Life Event business process, or the Correct Benefits task.
Related Information
Reference
2023R2 What's New Post: Coverage Begin Date Override

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Create Health Care Coverage Targets

Prerequisites
• Define employee relationship types.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define health care coverage targets to control who can enroll in health care plans. Example: Employee
Only, Employee + Spouse, or Employee + 1 Child.
The Derived Coverage Targets feature requires that each Name (coverage target) must have a unique
combination of the Minimum Dependent Count, Maximum Dependent Count, and Valid Dependent
Types. If you configure 2 coverage targets to be functionally identical, Workday cannot select which one to
use for the Coverage field when you change benefit elections.

Steps
1. Access the Maintain Health Care Coverage Targets task.
2. As you complete the task, consider:
Option Description
Display Order Controls the order in which coverage targets
display on the benefit enrollment form.
Minimum Dependent Count Enter the minimum number of dependents that
can be covered.
Examples:
• Employee Only can't enroll any dependents;
Minimum Dependent Count = 0.
• Employee + Spouse can enroll 1 dependent;
Minimum Dependent Count = 1.
• Employee + Family can enroll 1 - 9
dependents; Minimum Dependent Count = 1.

Maximum Dependent Count Enter the maximum number of dependents that

can be covered.
Examples:
• Employee Only can't enroll any dependents;
Maximum Dependent Count = 0.
• Employee + Spouse can enroll 1 dependent;
Maximum Dependent Count = 1.
• Employee + Family can enroll 1 - 9
dependents; Maximum Dependent Count = 9.

Valid Dependent Types Identify the dependent types that are eligible for
coverage. You can select only those relationships
that have blank, Dependent, or Beneficiary in
the Restrict to Relationship field on Maintain
Related Person Relationships task.
Example: Define Child and Spouse as Valid
Dependent Types for a target group that includes
Employee + Family.

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Option Description
Requires Enrollment Select this check box if you want to require that
an employee with this dependent type be enrolled
in the health care plan.
If you have more than one dependent type
selected in the Valid Dependent Types field,
Workday requires that an employee's dependent
type match one of the listed types.

HSA Coverage Target If employees are eligible for health savings

accounts (HSAs), associate each health care
coverage target with an HSA coverage type.

Result
Use the:
• Maintain Health Care Coverage Targets task to edit coverage targets.
• Health Care Coverage Targets report to view a list of all coverage targets and detailed information for
each.
Related Information
Tasks
Manage Personal Relationship Types on page 1250
Steps: Set Up Benefits on page 1021

Create Insurance Coverage Targets

Prerequisites
• Define dependent or beneficiary types.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define insurance coverage targets that control who can enroll in insurance plans. Example: Employee Only
and Domestic Partner.

Steps
1. Access the Maintain Insurance Coverage Targets task.
2. As you complete the task, consider:
Option Description
Maximum Dependent Count Enter the maximum number of dependents
covered.
Examples:
• Employee Only can't enroll any dependents;
Maximum Dependent Count = 0.
• Spouse can enroll 1 dependent; Maximum
Dependent Count = 1.
• Dependents can include all children; Maximum
Dependent Count = 99.

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Option Description
Valid Dependent Types Identify the dependent types that are eligible for
coverage. You can select only those relationships
that have blank, Dependent, or Beneficiary in the
Restrict to Relationship field on the Maintain
Related Person Relationships task.
Example: Define Child and Spouse as Valid
Dependent Types for a Family target group.

Result
Use the:
• Maintain Insurance Coverage Targets task to change coverage targets.
• Insurance Coverage Targets report to view a list of all coverage targets and the detailed information
for each.
• Maintain Benefit Coverage Types task to associate coverage targets with insurance coverage types.
Related Information
Tasks
Manage Personal Relationship Types on page 1250
Steps: Set Up Benefits on page 1021

Create Benefit Providers

Prerequisites
• Define benefit provider identifier types with the Maintain Benefit Provider Identifier Types task.
Example: Medical, Dental, or Retirement Savings.
• Define electronic signature text.
• Create an integration system for the provider.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can set up health care, insurance, or retirement planning providers and map them to the appropriate
benefit plans.
Note: You can't change a provider after creating a benefit plan. Create a new plan with a different
provider.

Steps
1. Access the Create Benefit Provider task.
2. As you complete the task, consider:
Option Description
Carrier URL Select the carrier website link to display additional
plan or enrollment details.
Electronic Signature Select the electronic signature text to display at
the end of benefit election pages. The statement
informs employees that their name and password
are considered valid electronic signatures.

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Next Steps
Access the Available Plans task to associate the provider to benefit plans.
Related Information
Tasks
Set Up Benefit Electronic Signatures on page 1038
Create Integration System

Create Benefit Groups

Prerequisites
• Create benefit eligibility rules.
• Define enrollment event rules.
• Set up benefit credits.
• Security:
• Set Up: Benefits in the Benefits functional area.
• Manage: Benefits for Organizations in the Benefits functional area.

Context
Workday enables you to create dynamic benefit groups. Using eligibility rules that define membership
criteria, Workday automatically assigns employees that meet the criteria to that group.
Example: Use eligibility rules to assign executive management staff to a single benefit group, salaried
employees to a second group, and hourly employees to a third group.
Note: When you create benefit groups, only include workers who are eligible for any benefits. When you
launch open enrollment, all included workers receive open enrollment notifications to participate, even if
they can't make benefit elections.
You can also define how Workday applies benefit credits for a specific benefit group or a coverage type
within the group.

Steps
1. Access the Create Benefit Group task.
2. On the Group Rules tab, consider:
Option Description
Enrollment Event Rule Defines how Workday processes changes in
coverage for the benefit group.
Waiting Period Calculation Order Calculates the start date for a benefit plan when
an enrollment event has both a waiting period and
a begin date.
Frequency Defines the frequency displays during benefit
enrollment and when viewing current benefit
elections.
Country Defines the country in which the benefit group
is valid. This is useful if you have employees in
multiple countries, and would like to assign one
country to this benefit group.
For enrollment event types that you set up by
country, select the country used in the Restricted

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Option Description
to Countries field on the Create Benefit Event
Type task.

Enrollment Signature Line Adds an employee signature line on the printable

enrollment summary and the printable beneficiary
designation page.
EOI Takes Effect On Date If you don't select a date, Workday automatically
selects the approval or denial date.
Calculate Remaining Pay Periods as of Period Used to calculate the number of remaining
End Date deductions for health savings accounts and
spending accounts. Select this check box to
include all pay periods that end in the plan year,
even if the payment date is outside the plan year.
Include Pay Periods that End Before the Used to calculate the number of remaining
Deduction Begin Date deductions for health savings accounts and
spending accounts. Select this check box to
include pay periods that end before the Deduction
Begin Date, if they have a payment date after the
Deduction Begin Date.
Adjust Final Pay Period Deductions in Calculates a variable HSA or spending account
Workday Payroll to Meet Annual Goals deduction for the final pay result of the year if
Workday can't evenly divide the total deduction
amount across paychecks. Example: You have
24 pay periods and the employee selects a
$2000 election. The value per pay period is
approximately $83.33, but totals $1999.92 across
all pay periods. To meet the exact $2000 goal,
Workday can adjust the deduction in the final pay
period to $83.41.
When selected, enter a threshold percentage of
1% or more in the Maximum Percent Change
from Previous Deductions field.
The worker needs to have an HSA or spending
account deduction on the next to last pay result of
the year. Workday uses the threshold percentage
with this deduction to determine the amount of
the final deduction, rounding up or down. If the
amount needed to true up the final payment is
outside of the maximum percentage change,
Workday doesn’t add or subtract any amount.
Example: The next to last pay result is $100
and you set the Maximum Percent Change
from Previous Deductions check box to 1
percent. Workday Payroll can add or deduct an
additional $1 from the last pay result to true up the
deduction.
You can't select this option if you select the
Calculate Remaining Pay Periods as of Period
End Date check box.

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 | Benefits | 1036

Option Description
Calculate As Of Defines the date Workday uses to calculate the
employee age.
3. On the Benefit Credits tab, consider:
Option Description
Display Benefit Credits in Enrollment Available when you select the Enable Benefit
Credits check box.
Excess Credits to Health Spending Account Applicable only with the benefits integration for
(Canada) Sun Life and when you select Flex Credits can
be Applied check box on the Maintain Benefit
Coverage Types task.
Clear this check box if you want to add unused
credits to employee-taxable income.
To calculate the cash value of unused flex
credits, enter an earning in the Earnings and
Deductions field.

4. (Optional) Integrate Workday Benefits with Sun Life (used only for the Sun Life integration).
On the Benefit Credits tab, enter a lower value for the Apply Flex Credit Offset Order field to indicate
a higher priority for the credit.
5. Map obsolete plans to new ones.
Use the Benefit Plan Mappings tab to replace any obsolete benefit plan with another. During open
enrollment, Workday converts employees to the new benefit plan. Successful conversions require:
• Coverage targets between the old and new plans must be the same for health care and additional
benefit plans.
• Insurance coverage targets between the 2 plans must be the same.
• The coverage levels and coverage type for the old insurance plan must match the new plan.
• Dependents in health care and insurance plans must meet the eligibility rules for the new plan.
• The employee contribution type (% or flat amount) in retirement plans must be the same.
• The minimum and maximum values/max values must be the same in the retirement plans.
• The currency in the old plan must match the new plan.
• A benefit enrollment event.
Best Practice: When a benefit plan becomes obsolete, you can use the Do Not Use check box in the
Create Benefit Plan task to hide the plan in any Benefit Plan prompt.

Next Steps
• Test the eligibility rules for your benefit group, ensuring that workers have 1 group assignment each.
• Associate the benefit with a benefit plan using the Create Benefit Plan task. Not all workers in a benefit
group have to qualify for the same benefit plans. You can define eligibility criteria at the plan level to
limit certain plans to subgroups within the larger benefit group.
• Enable benefit group persistence to use eligibility information that Workday saves daily. You can select
the Use Persisted Benefit Groups check box in the Edit Tenant Setup - HCM task. Workday tasks
frequently check eligibility, and using this option can improve performance.
Related Information
Concepts
Concept: Checking Benefit Group Eligibility on page 1041
Tasks
Steps: Set Up Benefits on page 1021

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 | Benefits | 1037

Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Reference
Reference: Edit Tenant Setup - HCM

Set Up Benefit Enrollment Instructions

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
You can provide instructions that display on the enrollment landing and plan selection pages to help
workers with their benefit enrollments. You can also provide alternate instructions to specific benefit
groups, benefit event types, or both.

Steps
1. Access the Maintain Enrollment Instructions task.
2. Select 1 of these options:
• General Enrollments Sections: These sections include the landing page, benefit plans, and
other types of instructions related to enrollment elections. Examples: Health Care and Evidence of
Insurability.
• Tobacco Use Sections: These sections enable you to configure instructions for employee and
dependent tobacco use questions.
3. As you complete the General Enrollment sections, consider:
• Target where and for who Workday displays instructions by selecting benefit groups, enrollment
event types, or the 6 benefit plan types. You can select more than 1 filter. Workday prioritizes filters
in this order: Coverage Type, Enrollment Event Type, and Restrict to Benefit Groups.
• Click Format Text to add links to external websites or documents.
• You can't remove or customize the enrollment confirmation message. Workday automatically
displays this message when workers complete their enrollment successfully, before your configured
instructions in the Submit Elections Confirmation section.

Option Description
Restricted to Benefit Groups (Optional) Select benefit groups that need to
view the specialized instructions, questions, and
responses. You might want to use this option to
meet regional or national requirements, or for
contract employees.
Coverage Types (Optional) Specify 1 or more coverage types for
specific instructions. You can select coverage
types in these sections:
• Additional Benefits Elections
• Health Care Elections.
• Insurance Elections.
• Retirement Savings Elections.

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4. (Optional) As you complete the Enrollment Tobacco Use and Dependent Tobacco Use sections,
consider:
Option Description
Restricted to Benefit Groups Select the benefit groups that view the specialized
instructions, questions, and responses. You
might want to use this option to meet regional or
national requirements, or for contract employees.
Question Text Enter a tobacco use question for workers to
answer. Example: Have you used tobacco in the
last 12 months?
Question Responses: Text Enter the response options that employees can
select from. You can enter 2 or 3 responses.
Example: You can add a third response option for
Not Applicable.
Question Responses: Values Assign either Uses Tobacco or Does Not Use
Tobacco to the response. If you have a third
response, you can assign either of these values
to it. Assigning these values triggers any tobacco
surcharges or credits that you add to a benefit
plan rate.
Examples: You can assign Does Not Use
Tobacco to these responses: Yes, but I'm in a
cessation program or Not Applicable.

Display Question for Spouse or Domestic Select to enable the tobacco use question for
Partner During Enrollment spouse or domestic partner.
Workday automatically displays the tobacco
use question on the Add Dependent task
and requires a response. If you don’t track
tobacco use, you can add a row in the Question
Responses grid and enter Not Applicable in
the text field. Select the Does Not Use Tobacco
option and the Default Response check box for
the row.

Note: If you hide the Tobacco Status (Dependent) localized field, during enrollment, Workday hides
the tobacco question instructions for spouses and dependents.
Related Information
Tasks
Steps: Set Up Benefits on page 1021

Set Up Benefit Electronic Signatures

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Enter the text that displays as the electronic signature on the benefit election pages.

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Steps
1. Access the Maintain Benefit Electronic Signatures task.
2. Enter text for an electronic signature that Workday automatically uses for all coverage providers.
You can add additional signature text for specific providers.

Result
When the employee submits their benefit elections, all electronic signatures that meet the defined criteria
(provider, country, or benefit group) display on the Submit Benefit Election Review page.
You can use the:
• Create Benefit Provider task to associate the electronic signature text with a benefit provider.
• Benefit Electronic Signatures report to view a list detailed information for all benefit-related electronic
signatures.

Set Up Save for Later

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
You can specify whether your workers can use the Save for Later button during enrollment events by
locale. This button saves a draft of a worker's elections, but doesn't submit them for processing. When
workers click the button, Workday displays a reminder to return to the enrollment event and submit their
elections. You can enable or disable the Save for Later button. When you disable the button, Workday
saves the worker's elections if they exit the enrollment event without submitting the elections.

Steps
1. Access the Maintain Localization Settings task.
2. To enable or disable the button, select Benefits Enrollment from the Area prompt and add or delete the
locales.
Related Information
Tasks
Steps: Set Up Open Enrollment on page 1177

Create Benefit Eligibility Rules

Prerequisites
Security: Set Up: Benefits domain in the Benefits functional area.

Context
Create the condition rules that Workday uses to identify:
• An employee's eligibility for a benefit group.
They provide access to benefits for a group of employees. You can have only 1 eligibility rule per
benefit group. Membership in a benefit group must be exclusive. Associate each worker with only 1
group based on eligibility criteria. Otherwise, Workday can't determine which benefit plans, coverage
options, and event rules apply to that worker during enrollment events.
• An employee's eligibility for a benefit plan.
Target specific benefit plans to a subpopulation within a larger benefit group.

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• A dependent's eligibility for benefits.

• Employees you must evaluate for participation in the Affordable Care Act (ACA).
Example: You can create a medical EPO plan for members of the Salaried Employees benefits group. At
the plan level, you can define a worker eligibility rule to limit enrollment to residents of California. You can
also use a dependent eligibility rule to limit dependent coverage to children under age 26.

Steps
1. Access the Create Benefit Eligibility Rule task.
2. As you complete the task, consider:
Option Description
And/Or When 2 or more logical statements exist, set the
And or Or option to control how the statements
interact with each other. For the expression to be
true:
• All conditions in an expression connected by
And must be true.
• At least 1 of the conditions in an expression
connected by Or must be true.

( If you want to group 1 or more logical statements

together, use the left-hand parentheses to
indicate the beginning of the grouping.
Source External Field or Condition Rule You can select from delivered Workday sources
or from condition rules that you've already
defined.
Relational Operator Options depend on the data type.
Comparison Type Indicate whether to compare the specified value
to the report field or subrule.
) If you want to close the grouping of 1 or more
logical statements, select the right-hand
parentheses.
3. Verify that the rules work as expected:
• Verify that the rules are returning results with the Benefit Eligibility Rules Audit report.
• Verify that the eligibility rules don't select workers for multiple groups with the View Workers in
Multiple Benefit Groups Audit report.
• View the list of workers who meet the selection criteria for the rules with the View Eligible Workers
task. If workers are missing or there are workers in the group who you shouldn't include, then refine
the condition rules.
• View a rule and whether a specific employee meets the conditions of the rule with the View Benefit
Eligible Rule Results task.

Example
An eligibility rule that determines dependent benefit eligibility:
• The relationship can be Spouse, Domestic Partner, or Child.

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 | Benefits | 1041

• If the relationship is Child, then the child must have one of these statuses:
• Disabled
• A full-time student and 27 years or less in age
• Less than 19 years of age

And/Or ( Source Relational Comparison Comparison )

External Operator Type Value
Field or
Condition
Rule
And Relationship Any in the Value Spouse
selection list specified in
Domestic
this filter
Partner

Or ( Relationship Any in the Value Child

selection list specified in
this filter
And ( Disabled Equal to Value Select check
specified in box.
this filter
Or ( Full-time Equal to Value Select check
Student specified in box.
this filter
And Age Is less than Value 26 )
or equal to specified in
this filter
Or ( Age Is less than Value 19 ))
specified in
this filter

Next Steps
Link the eligibility rule to a benefit group.
Related Information
Tasks
Steps: Set Up Benefits on page 1021

Concept: Checking Benefit Group Eligibility

Workday tasks frequently access workers' eligibility for a benefit group, which can impact performance.
Workday saves the workers' eligibility status to improve the performance of these checks.
Workday performs a daily check for benefit group eligibility and saves (persists) the results. You can use
these results to improve the performance of tasks, reports, and integrations that Workday has enabled.
Enable persistence with the Edit Tenant Setup - HCM task by selecting the Use Persisted Benefit
Groups check box. Hover over the check box name to see what tasks, reports, and integrations Workday
has enabled to use the saved values.
You can run the View Workers with Different Eligible and Persisted Benefit Groups report to
determine whether to use the check box at any given time. The report displays any workers with eligibility
differences for an effective date between:
• The current benefit group.

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 | Benefits | 1042

• The most recent persisted benefit group as of the effective date.

Depending on the results, you can:
• Use the saved eligibility results by selecting the Use Persisted Benefit Group check box.
• Access the Schedule Benefit Group Detection task and update the saved values.
• Use current eligibility by clearing the Use Persisted Benefit Groups check box.
If you have workers with changes, you might want to opt out temporarily. You can opt in or out at any time.
Related Information
Tasks
Create Benefit Groups on page 1034

Custom Validations
Concept: Custom Validations for Benefits Enrollment Events
You can create custom validations for benefits open enrollment and life events. You can create critical
error or warning messages to display when a worker makes a mistake while electing their benefits. Custom
validations prevent Workday from processing benefit elections that you identify as invalid or incomplete.
With the Maintain Custom Validations task, you can configure custom validations for these types of
election options:
• Benefit Coverage Types
• Benefit Elections
• Benefit Employee Enrollment Event
Security
The Maintain Custom Validations task is secured to the Set Up: Custom Validations security domain in
the System functional area.
Examples
You can use custom validations for benefit events in these and other use cases:
• To require attachments for new dependents.
• To require the same coverage target levels on unrelated plan types.
• To enforce whole numbers (Examples: beneficiaries; retirement plans).
• To prevent workers from waiving a plan under certain conditions.
• To prevent increases or decreases to the contribution percentage during a life event.
• To prevent the enrollment of multiple spouses or domestic partners.
Note: When creating custom validations, ensure that you don't use quotes or special characters in the
description. Examples: @, #, $, &.
See Steps: Set Up Custom Validations. Workday displays the error message when it processes the
transactions that meet the conditions for the validations.
Translation
You can translate validation text with the Translate Custom Validations Notifications Text task.
Web Services
You can use these web services with custom validation for benefits election events:
• Get Custom Validation Rules
• Put Custom Validation Rules
Report Fields
You can use report fields as is and to create calculated fields for the custom validation rules.

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 | Benefits | 1043

On the Benefit Election business object:

• Changed Benefit Plan Selection
• Increased Insurance Coverage
• Previously Elected
On the Enrollment Offering business object:
• Any Attachments on the Benefit Event?
• Changed Benefit Coverage Level or Target
• Changed Contribution Percent or Amount
• Changed Dependents on Coverage Type
• Dependent Added to Coverage Type
• Enrollment Event for Enrollment Offering
• Enrollment Offering Type
• Waived Benefit Coverage Type
Considerations
As you use custom validations for enrollment events, consider:
• Warnings and errors display when the worker clicks the Submit button on the enrollment event.
• Custom validations don't display when using the Correct Benefits task to correct a benefit event.
• Custom validations don't support effective dates.
• The Change Benefits and Enroll in Retirement Savings Plans web services don't support custom
validations.
• The Workday mobile app only supports custom validation for critical errors on benefit enrollments.
Validations that are warnings don't display to users on mobile devices.
Related Information
Tasks
Steps: Set Up Custom Validations
Set Up Custom Validation Severity and Conditions
Configure Custom Validation Messages
Examples
What's New Post: Custom Validations for Benefits Enrollment

Example: Custom Validations to Prevent Multiple Spouses

Context
This example demonstrates how to create a custom validation to prevent a worker from adding more than
1 spouse or domestic partner. We create 2 calculated fields, create the validation rule, and then add the
validation message to the related actions of the validation.

Prerequisites
Security: Set Up: Custom Validations security domain in the System functional area.

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Steps
1. Create the first calculated field.
a) Access the Create Calculated Field task and enter these values:
• Field Name: Is Spouse or Domestic Partner.
• Business Object: Dependent.
• Function: True/False Condition.
b) Click OK.
c) On the Calculation tab, enter these values:
• Field: Relationship.
• Operator: In the selection list.
• Comparison Type: Value specified in this filter.
• Comparison Values: Domestic Partner and Spouse.
d) Click OK.
2. Create the second calculated field.
a) Access the Create Calculated Field task and enter these values:
• Field Name:Benefit Election - Count of Spouse or Domestic Partner Dependents.
• Business Object: Benefit Election.
• Function: Count Related Instances.
b) Click OK.
c) On the Calculation tab:
• Related Field: Dependents
• Count: Select the Instances where condition is true option and select Is Spouse or Domestic
Partner from the list.
d) Click OK.
3. Create the custom validation.
a) Access the Maintain Custom Validations task.
b) Select Benefit Election on the left panel.
c) Click New Validation for Critical severity.
d) Enter Add only 1 spouse or domestic partner. in the Description field.
e) In the Rule Conditions grid, enter these values:

Field Value
Source External field or Condition Rule Benefit Election - Count of Spouse or Domestic
Partner Dependent
Relational Operator Greater than or equal to
Comparison Type Value specified in this filter
Comparison Value 2
f) Click OK.
4. Configure the validation message.
a) From the related actions menu of the Add only 1 spouse or domestic partner. custom validation,
select Validation > Configure Validation Message.
b) Select the Text option and enter this message: Add only 1 spouse or domestic partner. Click OK.
c) Add another row and select the External Field option. Enter this text: Benefit Coverage Type. Click
OK

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Result
If workers attempt to add an additional spouse or domestic partner as a dependent, they receive a critical
error that prevents them from making an enrollment error.
Related Information
Tasks
Steps: Set Up Custom Validations
Set Up Custom Validation Severity and Conditions
Configure Custom Validation Messages

Reference: Benefits and Pay Hub

The Benefits and Pay hub provides a single location for employees to review and maintain their benefits,
compensation, payroll information. Employees can also access related reports.
Security:
• Self-Service: Benefits and Pay Hub
• Self-Service: Compensation History
Note: Workday controls the visibility of any control or report in the Benefits and Pay hub by the security
of the related action, report, or business process. Examples:
• Employees in a security group with access to the Self-Service: Benefits (My Tax Documents) - USA
security domain can view and print their ACA forms.
• Employees can see the Change Retirement Savings option if you modify the business process policy
for the Change Retirement Savings business process.

Worklet Description Additional Information

Overview Provides a current view of an
employee's benefit, pay, and
compensation with links to
detailed reports. Employees
can view and modify payment
elections, initiate benefit changes,
and view tax documents.
A Needs Attention section
displays if the worker has an
active benefit event for either
open enrollment or life events.

Benefits Enables employees to: • Steps: Set Up Employee

• View their current benefit Benefit Plans on page 1068
elections. • Manage Dependents and
• View expanded details for a Beneficiaries on page 1251
benefit plan from the Benefit
Elections page.
• View their benefits as of a
specified date.
• Change their benefits
elections.
• Change their retirement
savings elections and
contributions.
• View their dependents.

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Worklet Description Additional Information

• View and edit their
beneficiaries.
• View and print their ACA
forms.

Pay Enables employees to: • Steps: Set Up Payroll

• Access all their available Processing
payslips and tax documents. • Steps: Create Earnings
• Access the Most Recent • Steps: Create Deductions
Pay card to review gross and • Define Payslips
net pay on their most recent
payslips.
• Access the Deduction card
to review deductions on their
most recent payslips.
• Access links to useful payroll
reports, dashboards, and
tasks.
• Review and add voluntary
deductions.
• Review flexible payments and
deductions requests.
• View and update payment,
tax, and tax form printing
elections.

Compensation Enables employees to: • Steps: Manage One-Time

• View their bonus and one-time Payments on page 928
payment history. • Steps: Enable Self-Service
• Request a one-time payment One-Time Payments on page
for themselves (self-service), if 935
configured.
• View their compensation
review statements.
• View their total rewards.
• View their compensation
history (self-service, if
configured) and a summary of
each position for which they
receive compensation.
• View their current or upcoming
period activity pay.
• View their stock grants.

Related Information
Tasks
Set Up Hubs
Reference
2022R2 What's New Post: Benefits and Pay Hub

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FAQ: Benefit Groups

• How many benefit groups should I create for my organization?
• How do I test the eligibility rules that I create to define employee membership in a benefit group?
• How do I assign workers to a benefit group?
• How do I ensure that terminations and leaves result in a loss of coverage?

How many benefit groups should I create for my The number of benefit groups you define depends
organization? on many factors. Examples:
• Open enrollment processes by benefit group.
Many organizations initiate and process open
enrollment at different times for different groups
of workers. Create separate groups to maintain
the correct timing of your enrollment events.
• If you apply different insurance or health care
rates to different categories of workers, create a
separate benefit group for each category.
Note: When you define insurance or health care
plans in Workday, you can specify different rates
for each benefit group that is eligible for the plan.
• In Workday, all benefit reporting is by benefit
group. Consider whether the definitions for
your benefit group conflict with your reporting
requirements. If necessary, either consolidate
workers into fewer groups or create additional
groups.
• Rules and conditions of enrollment can vary for
different groups of workers. Create separate
benefit groups with unique enrollment event
rules for each group if differences exist in:
• Coverage begin and end dates.
• Maximum coverage level or amount
increases.
• Waiting periods.
• EOI requirements.

How do I test the eligibility rules that I create After defining an eligibility rule for a benefit group,
to define employee membership in a benefit you can test the rule using these audits and reports.
group?
• Benefit Eligibility Rules Audit. Run this report
to verify that the eligibility rule returns results.
• Select Benefit Group Eligibility Rule > View
Eligible Workers from the related actions menu
of the eligibility rule for a group. View the list of
workers who meet the selection criteria for the
rule. If any workers are missing or don't belong
in the group, modify the eligibility rule.
• View Workers in Multiple Benefit Groups
Audit. Run this report to determine if workers
belong to more than 1 benefit group. Verify that
your employees belong to only 1 benefit group.
If a worker belongs to more than 1 group, modify

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the selection criteria in your group eligibility

rules.
Note: When using the Benefit Job Rules, the
results might not be accurate. You can run the
Benefit Group Audit report to compare results.
• Select Benefits > View Benefit Eligibility from
the related actions menu of a benefit group.
View a list of employees who meet the eligibility
criteria for the group.
• Workers Not Eligible for Benefits. Run this
report to identify workers who don't meet the
eligibility criteria for the benefit group.

How do I assign workers to a benefit group? You don't need to assign workers to benefit groups
manually. Workday automatically assigns workers
to the correct groups based on the eligibility rules
that control group membership.
Employees can only be eligible for 1 benefit group.
Run the View Workers in Multiple Benefit Groups
Audit report to determine if there are workers
assigned to more than 1 group.

How do I ensure that terminations and leaves To ensure loss of coverage for terminations and
result in a loss of coverage? leaves of absence, configure the eligibility rule
with this condition: only active employees can
participate in the group. Otherwise, Workday
doesn't discontinue benefit coverage for employees
in the benefit group.

Costs and Rates

Steps: Set Up Insurance Costs

Context
Workday calculates insurance costs as: (Insurance Coverage Level x Insurance Rate) = Insurance Cost
Defining insurance coverage levels separately from insurance rates enables greater flexibility. You can
associate a single rate with multiple insurance coverages. You can also create an insurance coverage and
associate it with different insurance rates.
You can create banded insurance rates based on these demographic factors in combination with gender
and tobacco use:
• Age
• Salary
• Length of service

Steps
1. Access the Maintain Benefit Annual Rate Types task.
Define the type of employee annual salary you want to use to when calculating benefit costs or
coverage.
Security: Set Up: Benefits in the Benefits functional area.

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2. Create coverage levels.

Access these tasks:
• Create Amount Based Coverage Levels to create flat amount coverage levels.
Example: For coverage levels of 100,000, 200,000, and 300,000 USD, enter:
• 100,000 as the coverage start.
• 300,000 as coverage end.
• 100,000 as the coverage increment.
• Create Percent Based Coverage Levels to create insurance coverage options for percentage of
salary type insurance plans.
• Create Multiplier Based Coverage Levels to create insurance coverage options for multiples of
salary type insurance plans.
Example: For coverage levels of 1 x salary, 2 x salary, and 3 x salary, enter:
• 1 as the multiplier start.
• 3 as the multiplier end.
• 1 as the multiplier increment.
3. Create Insurance Coverages on page 1052.
4. Create Insurance Rates on page 1055.

Steps: Manage Individual Benefit Rates

Context
You can offer employees individual rates for health care, insurance, and additional benefits plans.
Individual rates are helpful to companies that offer private health insurance plans to their employees along
with their company-sponsored benefit packages.
Note: Workday recommends that you create a separate benefit plan for employees using individual rates.
Mixing employees that use individual rates with employees that don't in the same benefit plan prevents
automatic rate updates for all employees in the plan.

Steps
1. Create Health Care Plans on page 1069, Create Insurance Plans on page 1074, or Create Additional
Benefit Plans on page 1090.
a) Select the Use Individual Rate check box when setting up coverage plans, insurance coverage
plans, and additional benefits plans.
b) To revert to the rates defined on the benefit plan when a new plan year begins, select the Reset
Individual Rates for New Plan Year check box.
c) Enter zero for the employee and employer costs or enter the normal rates. These costs display on
the enrollment form.
2. Submit a change in benefit elections or complete open enrollment.
a) Employee completes a change in benefit enrollment or completes open enrollment that includes a
benefit plan using individual rates.
b) Administrator: completes changes in the employee's benefit enrollment. Or, they enter the
employee's open enrollment elections, which include a benefit plan that uses individual rates.
3. Obtain individual rates from provider.
Complete this step outside of Workday.
4. Enter Individual Benefit Rates on page 1058.

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Create Health Care Rates

Prerequisites
• Security: Set Up: Benefits in the Benefits functional area.
• Define benefit annual rate types and assign to workers.
To define a worker's annualized rate, select Benefits > Change Benefits Annual Rate from a worker's
related actions menu.
• Define benefit credits and surcharges.

Context
Create a rate table with values that are based on:
• Flat amount
• Percent of the employee's salary
• Combination of both
Rates might also vary according to demographic information such as age, salary, or length of service.

Steps
1. Access the Create Health Care Rate task.
2. Select the Method for Rate Calculation.
3. Select the Demographic Factors to Consider.
4. If applicable, select the Tobacco check box.
Selecting the Tobacco check box displays the Tobacco Use column in the rate table. You can enter
rates in this column based on the Does Not Use and Uses questions.
5. On the Benefit Rate Source tab, consider:
This tab displays for percent of salary and percent of salary with flat amount rate types.
Option Description
Salary Source If you select Salary as a demographic factor,
specify what Workday should use to determine
the correct rate band to retrieve the employee and
employer rates. Select from:
• Benefits Annualized Rate or Compensation
Elements: If available, Workday uses the
benefits annualized rate; if not, Workday uses
compensation elements. If you select this
option, the Compensation Element field
becomes available.
• Benefits Annualized Rate or Total Base
Pay: If available, Workday uses the benefits
annualized rate; if not, the Workday uses the
base salary.

Benefit Annual Rate Type Available if you selected Benefits Annualized Rate
or Compensation Elements or Compensation
Elements.
Compensation Element Available if you selected Benefits Annualized Rate
or Compensation Elements.

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Option Description
Salary Frequency Available if you selected Salary as a demographic
factor. Indicates whether the salaries in the rate
band are weekly or monthly salaries, or use a
different frequency.
Calculate As Of If you select age, length of service, or salary as
demographic factors, tell Workday what date to
use in its calculations. Options are:
• Coverage Begin or Plan Year Begin: If the
employee had coverage as of the start of the
plan year, Workday uses this date. Otherwise,
Workday uses the date the employee originally
enrolled in the plan.
• Coverage Begin or Specific Date:
Workday compares these dates:
• The date the employee originally enrolled in
the benefit plan.
• The date entered in the Specific Month and
Specific Day field.
It uses the most recent date to retrieve the
value and assumes that the year is the current
benefit plan year. If you want to use the prior
plan year values, select the Prior Year check
box.

6. On the Rate Band Definition tab, consider:

Option Description
Health Care Coverage Targets Select the health care targets you want to assign
to this health care rate.
Minimum Costs/Maximum Costs Select these check boxes to include a minimum
and maximum costs in the rate band table.
First Band is 0 to Define the parameters Workday uses to build the
rows in the rate band table.
Last Band is Over
Note: Enter a value greater than zero on Bands
Bands Are Incremented By
Are Incremented By.

7. On the Final Rounding Rule tab, define how you want Workday to adjust the final calculated cost of
health care coverage.
This tab displays for percent of salary and percent of salary with flat amount rate types.
Option Description
Round Amount To Enter the value to which Workday rounds.
Example: If you want Workday to round to the
nearest whole number, enter 1.

Rounding Rule You can:

• Round Up: Example: The amount in this field
is 1 USD, and the employee's calculated cost

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 | Benefits | 1052

Option Description
is 1.50 USD. Workday rounds the cost up to 2
USD.
• Round Down: Example: The field amount is
1 USD, and the employee's calculated cost is
1.50 USD. Workday rounds the cost down to 1
USD.
• Round Up On Number: Specify the number at
which Workday rounds up or down. Example:
The amount in the Round Amount To field is
1 USD, and the Round Up On Number is 0.5.
Workday rounds up any costs greater than or
equal to 0.5 and rounds down any costs less
than 0.5. If the calculated cost is 1.49 USD,
Workday rounds down to 1 USD. If the cost is
1.5 USD, Workday rounds up to 2 USD.

8. (Optional) On the Rate Bands tab, enter the Enrollment Code on the far right side of the table.
Entering an enrollment code will map it to that rate band row in Workday. Example: You can map the
vendor code 12345 to a Workday rate band. Then, that enrollment code will signify that rate band's
unique combination of health care benefit plan, premium, and coverage targets. You can also change
the Enrollment Code column label by accessing the Maintain Custom Labels task.

Result
If you selected Benefits Annualized Rate as the Salary Source, pay close attention to effective dates when
loading the benefits annual rate. Example: You load a conversion event effective 1/1/2009, but then load
the employee's compensation or Benefit Annual Rate (BAR) as of 4/1/2009. In this scenario, Workday isn’t
able to calculate the coverage.
The rate used to calculate an employee's benefit costs can vary based on the salary definition. Example:
• When salary = Base Salary, Workday returns a value of 50,000.
• When salary = Compensation Elements (Base Pay + Commission), Workday returns a value of 65,000
for the same employee.
In the rate table, you can associate each of these values with a different rate: 0.13 for 50,000 of salary, and
0.16 for any salary amount over 60,000.
Related Information
Tasks
Create Health Care Plans on page 1069

Create Insurance Coverages

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Create insurance coverages that can be based on:
• Increment of Currency Coverage (flat amounts).
• Multiples of Salary Coverage (2 x salary).
• Percent of Salary Coverage (60% of salary).
• Multiples of Dependents Coverage (2 multiples on spouse and on each dependent child).

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Steps
1. Access the Create Insurance Coverage task.
2. Select the Insurance Coverage to Create.
3. As you complete the task, consider:
Option Description
Amount Based Coverage Levels name Only available to Increment of Currency Coverage
types.
Coverage Amounts Only available to Increment of Currency Coverage
types.

Salary Minimum Multiplier Only available to Increment of Currency Coverage

types.
Salary Maximum Multiplier
Define the minimum amount of coverage an
employee can elect based on the salary of the
employee. Example: 1x salary to 6x salary.

Minimum Amount Only available to Multiples of Salary Coverage

and Percent of Salary Coverage types.
Maximum Amount
Define the minimum and maximum amount of
coverage an employee can elect based on the
salary of the employee.
Example: If the minimum amount of coverage is
50,000, and an employee making 45,000 elects
1x salary, the coverage amount based on salary
is less than the minimum.
If the maximum amount of coverage is 500,000,
and an employee making 100,000 elects 6x
salary, the coverage amount based on salary
exceeds the maximum.

Salary Source If you select Salary as a demographic factor,

specify the rate band Workday uses to retrieve
the employee and employer rates. Select from:
• Benefits Annualized Rate or Compensation
Elements: If available, Workday uses the
benefits annualized rate; if not, Workday uses
compensation elements. If you select this
option, the Compensation Element field
becomes available.
• Benefits Annualized Rate or Total Base
Pay: If available, Workday uses the benefits
annualized rate; if not, Workday uses the base
salary.

Benefit Annual Rate Type Available if you selected Benefits Annualized Rate
or Compensation Elements or Compensation
Elements.
Compensation Element Available if you selected Benefits Annualized Rate
or Compensation Elements.
Round Amount To Enter the value you want Workday to round to.

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Option Description
Example: If you want Workday to round to the
nearest whole number, enter 1.

Rounding Rule Choices are:

• Round Up: Example: If the amount in this field
is 1 USD, and the employee's calculated cost
is 1.50 USD, Workday rounds the cost up to 2
USD.
• Round Down: Example: If the amount in this
field is 1 USD, and the employee's calculated
cost is 1.50 USD, Workday rounds the cost
down to 1 USD.
• Round Up On Number: Specify the number to
round up on. Example: Suppose the amount
in the Round Amount To field is 1 USD, and
the Round On Number is 0.5. In this case,
Workday rounds up any costs greater than or
equal to 0.5, and rounds down any costs less
than 0.5. If the calculated cost is 1.49 USD,
Workday rounds down to 1 USD. If the cost is
1.5 USD, Workday rounds up to 2 USD.

Benefit Multiplier Order Only available when you enter a value greater
than zero in the Round Amount To field. Indicate
when you want the rounding to occur:
Example: You select the Round Up On Number
in the Rounding Rule field and enter 400 in
the Round on Number field. An employee
making 50,211 selects a coverage level of 2x
salary. If you select Round Amount then Multiply,
Workday rounds the salary down to 50,000
before multiplying by 2 to determine the coverage
amount: 100,000. If you select Multiply then
Round Result, Workday multiplies 50,211 by 2 to
obtain the coverage amount—100,422—and then
rounds the result up to 101,000.

Do Not Round Final (If Age Adjusted) Applies only if there is an age adjustment rule on
the insurance plan. If selected, Workday doesn't
round the final coverage amount.
Example: An employee makes 137,177.25, which
is age-reduced by 40% (0.40) to 54,870.90.
With a coverage level of 0.5x, the final coverage
amount (not rounded) is 27,435.45.

Spouse Amount per Multiple Only available to Multiples of Dependents

coverage.
Child Amount per Multiple
The amount of coverage per multiple of spouse or
child.
Example: If you elect 3 multiples with the spouse
amount being $5,000 and child amount being
$2,500, you will receive $15,000 in the event of

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Option Description
the death of your spouse and $7,500 in the event
of the death of a child.

Additional Coverage Amount Only available to Multiples of Salary Coverage

and Percent of Salary Coverage types. Enter a
flat amount to be added to the total calculated
coverage.

Next Steps
• Associate the coverage with specific benefit groups on an insurance plan with the Create Benefit Plan
task.
• View detailed information for a specific insurance coverage with the Insurance Coverage report.
Related Information
Tasks
Steps: Set Up Insurance Costs on page 1048
Create Insurance Plans on page 1074

Create Insurance Rates

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Create rates containing insurance plan costs.
If rates vary by demographic factor such as age or length of service, you can add demographic bands
with their corresponding rates. Workday uses this information to calculate the correct rate based on each
employee's demographic information.

Steps
1. Access the Create Insurance Rate task.
2. Select the Method for Rate Calculation.
Ensure that you select the same method as provided by your provider. Or, convert the rate amounts or
percentages from the provided rate to your selected rate method:
• The amount of coverage.
• The amount of covered salary.
• A flat amount (these rates are per covered individual).
• A flat amount per covered dependent (these rates are per covered dependent).
Note: Flat rates represent the cost of the benefit per covered individual. Example: The cost of
dependent life insurance is 10 USD per month for each dependent. A worker who elects to cover a
single dependent pays 10 USD per month. Another worker elects the same benefit for 4 dependents
and pays 40 USD.
3. (Optional) Select the Demographic Factors to Consider.

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4. (Optional) Select the Gender or Tobacco check boxes.

If you select the Gender check box, the rate table includes a Gender column so you can enter rates
based on Female, Male or Not Declared.
If you select the Tobacco check box, the rate table includes a Tobacco Use column so you can enter
rates based on Do Not Use.
Workday creates a table with banded rates based on the selected demographic factors. You can't
change these demographic factors after Workday creates the table.
5. The Benefit Rate Source tab displays for Amount of Salary rate types. As you complete this tab,
consider:
Option Description
Salary Source If you select Salary as a demographic factor,
specify what factors Workday should use to
retrieve the employee and employer rates.
Consider:
• Benefits Annualized Rate or Compensation
Elements: If available, Workday uses the
benefits annualized rate. If not available,
Workday uses compensation elements. If you
select this option, the Compensation Element
field becomes available.
• Benefits Annualized Rate or Total Base
Pay: If available, Workday uses the benefits
annualized rate. If not available, Workday uses
the base salary.

Benefit Annual Rate Type Available if you selected Benefits Annualized Rate
or Compensation Elements or Compensation
Elements.
Compensation Element Available if you selected Benefits Annualized Rate
or Compensation Elements.
Salary Frequency Available if you selected Salary as a demographic
factor.
Select if the salaries in the rate band are weekly
salaries, monthly salaries, or use a different
frequency.

Calculate As Of If you select age, length of service, or salary as

demographic factors, select the date Workday
uses in its calculations. Consider:
• Coverage Begin or Plan Year Begin: Workday
uses this date if the employee had coverage
from the beginning of the plan year. Otherwise,
Workday uses the date the employee originally
enrolled in the plan.
• Coverage Begin or Specific Date: Workday
compares the original enrollment date of the
benefit plan with the Specific Month and
Specific Day field. It uses the most recent
date to retrieve the value and assumes that
the year is the current benefit plan year. If you

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Option Description
want to use the prior plan year values, select
the Of Prior Plan Year check box.
• Coverage Begin: Select to prevent workers
from moving between age bands over time.
Workday uses the date the worker first
enrolled in the plan at the current coverage
level.
• Event Date: Select to enable Workday to
evaluate salary band changes when a worker's
salary changes. The rate changes dynamically
if the worker has a salary change that moves
age bands.
• Last Date of Previous Pay Period: When an
employee has a birthday that moves them into
a new age band, the new age band becomes
effective the pay period following the one in
which the birthday occurs.

6. On the Apply Rate Per tab, consider:

Option Description
Apply Rate Per The value that the amount specified by the
Method for Rate Calculation is divided by.
Example: The Method for Rate Calculation
is Amount of Coverage. You specify 1,000 as
your Apply Rate Per amount. If the worker has a
coverage amount of 40,456 USD, then Workday
divides this coverage amount by 1,000, and
applies the relevant Rounding Rule.
Note: To get a more granular result on higher
coverage amounts, divide this field value by the
rate amount of 1000.
Example: You apply a rate amount of 0.19 to
every 1,000 USD of coverage:
• Divide by 1000 and the rate amount becomes
0.00019 and Apply Rate Per is 1.0. If your
coverage is 124,560 USD, the result is 23.67
USD.

Rounding Rules Specifies how to round a coverage amount, in

case the coverage amount isn't evenly divisible by
the Apply Rate Per amount. Workday multiplies
the rounded amount by either the Employer Cost
or Employee Cost, or both, on the Rate Amount
tab.
• Round Up: Example: The employee's
coverage amount is 3173.33 USD. The Apply
Rate Per amount is 100. Workday rounds up
to 3200 USD.
• Round Down: Example: The employee's
calculated coverage is 42,400 USD. The

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Option Description
Apply Rate Per amount is 500. Workday
rounds down to 42,000 USD.
• Round Up On Number: The most flexible
rounding rule. After Workday divides the
coverage amount by the Apply Rate Per
amount, it compares the remainder against
the value in the Round On Number field.
If the remainder is less than the Round On
Number, the coverage amount rounds down.
Otherwise, the amount rounds up. Example:
The amount in the Round On Number field
is 500. The Apply Rate Per is 1000. If the
employee coverage is 1,500 USD, then
Workday rounds up to 2,000 USD.

Result
Pay attention to effective dates. If you selected Benefits Annualized Rate as the Salary Source, pay close
attention to effective dates when loading the benefits annual rate. Example: You load a conversion event
effective 1/1, but then load the employee's compensation or BAR as of 4/1. In this scenario, Workday isn't
able to calculate the coverage.
The rate used to calculate an employee's benefit costs can vary based on the Method for Rate
Calculation.
Example:
• When Salary = Base Salary, Workday returns a value of 50,000 USD.
• When Salary = Compensation Elements (Base Pay + Car Allowance), Workday returns a value of
65,000 USD for the same employee.
In the rate table, each of these values might have a different rate in each band: 0.13 for 1 - 59,999, 0.15 for
60,000 - 129,999, and 0.16 for 130,000 - 999,999,999 USD.

Next Steps
Use the:
• Edit Insurance Rate task to edit the rates.
• Insurance Rate report to view detailed information about the rates.
• Create Benefit Plan task to associate the rates with insurance plans.

Enter Individual Benefit Rates

Prerequisites
• Complete Steps: Manage Individual Rates.
• During enrollment, the employee must elect a benefit plan that uses individual rates.
• Security: Manage: Benefits for Organizations in the Benefits functional area.

Context
Enter an employee's individual benefit rate for a benefit plan.

Steps
1. Access the Manage Individual Rates task.

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2. (Optional) Enter criteria to target specific employees enrolled in benefit plans that have individual rates.
Select the Include Employees with Rate Overrides check box to include these types of employees:
• Their individual rates have been updated using Manage Individual Rates.
• Their individual rates remain unchanged.
Otherwise, the results only include employees with unchanged individual rates.
3. (Optional) Select the Select All - Email Notification check box if you want Workday to select the Email
Notification check box next to all the employees listed.
Later, you can override the selection for an individual employee.
4. As you complete the task, consider:
Option Description
Rate Modified For display only. When selected, indicates an
updated rate during this session.
Employee Cost (Pre-tax) Enter the amount of the pretax employee cost.
Employee Cost (Post-tax) Enter the amount of the post-tax employee cost.
Employer Contribution (Non-taxable) Enter the amount of the nontaxable employer
contribution.
Employer Contribution (Taxable) Enter the amount of the taxable employer
contribution.
5. Enter the subject and body text for the email notification.
This option is available if you elected to send an email notification. Workday displays a list of the
employees that should receive the email.

Result
Workday assigns these new rates to the employees' benefit packages and sends the rates to Workday
Benefits Network, Payroll Interface, or Workday Payroll.

Troubleshooting: Incorrect Long-Term Disability Insurance Rates

Cause Solution
The provided Long-Term Disability (LTD) rate Security: Set Up: Benefits domain in the Benefits
was based on 1 type of calculation. However, you functional area.
selected an insurance rate using a different type of
1. Access Edit Benefit Plan.
calculation in the LTD benefit plan. Example: The
provided rate was based on Amount of Salary. You 2. From the Benefits Eligibility and Rates
selected a rate with the method of calculation as grid, select an Insurance Rate based on the
Amount of Coverage. calculation method required by the rate you
were given. Example: Select a rate from the
Amount of Coverage Rates options.

Workday calculated the LTD coverage using the Security: Set Up: Benefits domain in the Benefits
salary amount with an incorrect compensation functional area.
element.
1. Access the Edit Insurance Rate task.
2. Select the salary-based rate.
3. Verify that the Salary Source field displays
Compensation Elements.
4. Select a value from the Compensation
Element prompt.

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Cause Solution
The calculated coverage amount is incorrect or is Security:
zero.
• Set Up: Benefits domain in the Benefits
functional area.
• Person Data: Personal Information domain in
the Personal Data functional area.
1. Access the worker's profile to check that the
effective date for compensation falls within the
coverage period of the LTD plan.
2. Click the Benefits profile group and note the
Coverage Begin Date for the LTD plan.
3. Click the Compensation profile group and
check the worker's compensation effective date.
4. Verify that the date is on or after the Coverage
Begin Date date in the LTD benefit plan.
5. On the Compensation profile group, click the
Compensation Package link.
Verify that the effective date is on or after the
Coverage Begin Date in the LTD benefit plan.

The coverage amount had rounding discrepancies. Security: Set Up: Benefits domain in the Benefits
functional area.
1. Access the Edit Insurance Rate task.
2. On the Apply Rate Per tab, adjust the Apply
Rate Per value and decimal point of the rate.

Employee's rate goes up but their coverage has a Create a new rate using Amount of Coverage.
cap. Convert the rate from the provider (usually a rate of
Salary) to Amount of Coverage.

Related Information
Tasks
Create Insurance Coverages on page 1052
Create Insurance Rates on page 1055

Troubleshooting: Tobacco Question Missing for Dependents

Workday skips the Tobacco Use question for a dependent and you have a benefit plan configured with
tobacco rates.
Cause: You've hidden the localized field, Tobacco Status (Dependent), for the country of the employee's
primary position.
Solution:

Steps
Security: Set Up: Tenant Setup - Global
1. Access the Maintain Localization Settings task.
2. In the Area prompt, select Personal Information and locate the Tobacco Status (Dependent) field.
3. Add the correct country in Allow for Countries or Regions prompt if it has listed countries, but doesn't
include the required country.

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Cause: Ensure that you've set up tobacco rates correctly. Otherwise, your tenant might be missing a
behind-the-scenes connection between the dependent types and the coverage targets. You can create
an insurance plan and a rate that uses a dependent coverage target to make this connection. This plan
doesn't need to be in the benefit plan year definition.
Solution:
Steps
Security: Setup: Benefits in the Benefits functional area.
1. Access the Create Insurance Rate task and create an insurance rate.
Select the Tobacco Use check box.
2. Access the Maintain Insurance Coverage Targets task.
Verify that you have an insurance coverage target with valid dependent types of spouse, domestic
partner, or dependent. If not, add a coverage target that has 1 of these valid types.
3. Access the Create Benefit Plan task to create an insurance plan.
In the Covers prompt, select 1 of the dependent coverage targets.
In the Benefits Eligibility and Rates grid, select the insurance rate that you've created.
Related Information
Tasks
Steps: Set Up Insurance Costs on page 1048
Create Insurance Rates on page 1055
Create Health Care Rates on page 1050
Create Benefit Surcharges on page 1161

Set Up Employee Benefit Plans

Setup Considerations: Payroll and Benefits

You can use this topic to help make decisions when planning your configuration and use of Workday
Payroll and Workday Benefits. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

When used together, Workday Payroll and Workday Benefits enable you to integrate worker benefits with
their associated costs, including:
• Defining benefit plans.
• Configuring payroll earnings and deductions for benefits.
• Integrating with third-party benefit providers to handle contribution amounts.
Note: This topic only discusses how Workday Payroll interacts with Workday Benefits. It doesn't address
how Cloud Connect for Third-Party Payroll (CCTPP) interacts with Workday Benefits.

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Business Benefits
Reduce the risk of errors from manual entries by using Workday to pull the latest values automatically into
Payroll from Benefits.
Configure security policies to prevent unauthorized users from viewing confidential benefit and payroll data.

Use Cases
• Process 401 (k), Health Savings, and Spending Account contributions through payroll.
• Process any benefit plan credits and surcharges through payroll.
• Deduct benefit plan costs for health care and insurance through Payroll.
• Configure biweekly pay schedule for 26 paychecks in a year, with HSA and spending account
deductions twice a month.
• Coordinate benefits changes for leave of absence transitions from short-term disability to long-term
disability.
• Process benefit changes that result from salary changes.
• Automatically enroll workers into a benefit plan based on eligibility rules.

Questions to Consider

Questions Considerations
Do you need to apply deduction limits to benefit If you need to apply a deduction limit to benefit
amounts? amounts, configure this limit in Payroll. Example:
Federal limits on retirement plans or health savings
accounts.
If you don’t use Workday Payroll, work with your
payroll provider to set limits.

Do you need to create a new deduction or earning? When your benefits plans change, you can reuse
Or, can you reuse an existing one? earnings and deductions.
Note: Don't remove the mapping between an
old benefit plan and the associated earning or
deduction.
When you remove the mapping for a worker with
a supported retro event, Workday tries to rescind
all deductions ever calculated for the worker in the
retro recalculation.
Workday recommends that you leave the old plan
mapped to the deductions. You can remove the
benefit plan from the benefit plan year.
If you create a new plan, map it to the deductions
as the active plan.

Does your weekly or biweekly payroll overlap Workday automatically processes a deduction if
payroll years at the end of the year? the pay period end date is on or after the deduction
begin date.
To prevent Workday from using benefit deduction
rates from the wrong year, you might need to
modify how Workday applies the deduction begin
date.
When you create or edit deductions in Payroll, you
can select the coverage or cost as of the payment

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Questions Considerations
date. Workday processes the deduction if the
payment date is on or after the deduction begin
date. Workday doesn't consider in which pay period
the deduction starts.

Do you want Workday to adjust the final paycheck You can configure a benefit group so that Workday
to meet the worker's annual deduction goal for HSA Payroll adjusts deductions in the final pay period to
and spending accounts? meet annual goals.
To adjust the final paycheck, you must configure
the deduction to occur in the final pay period of that
year.
To enable this deduction adjustment option:
• The worker must be enrolled in an HSA or
spending account plan in the final pay period of
the year.
• The HSA or spending account must be in a
benefit plan year using this calendar year (with
end date of December 31).
• The deduction must be an HSA or spending
account plan.
• You must calculate remaining deductions based
on the payment date as opposed to the period
end date.

Do you need to manage Déclaration Sociale You can use Workday Payroll for France to declare
Nominative (DSN) reporting for France? benefits information in DSN reporting. To do so,
you must:
• Map benefit contributions to DSN blocks.
• Enter additional benefit data, such as coverage
targets, when setting up the French company
tax configuration.
To ensure correct DSN reporting, when setting up
health care plans, don't map the same deduction
to more than 1 health care benefit plan reported as
prevoyance in a DSN. Use the plan that you report
as mandatory health and disability coverage in a
DSN.

Do you have UK-based workers? UK legislation means that you must provide a
pension plan for workers who match specific
criteria.
You can combine eligibility assessments in Payroll
with a pension plan in Benefits. Based on the
assessment results, you can enroll eligible workers
into the plan.

Do you match U.S. worker 401(k) contributions? You can configure set contributions on the benefit
plan. If you calculate employer matches based on
the worker’s contributions, set up the calculation on
the payroll deduction.

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Questions Considerations
Do you enable your workers to give some of their Occasionally it's impractical to provide a benefit
pay regularly to an outside benefit plan or charity? plan, such as when it would only apply to a few
workers. In that case, Workday provides alternative
functionality that enables workers to request that
you take voluntary deductions or flexible payments
from their pay.
Example: A worker wants to donate to a specific
charity, or to pay back a relocation expenses loan
provided by the business.

When do you want to begin and end payroll You can set up enrollment event rules to specify
deductions for a benefit plan? when to begin or end payroll deductions. You can
specify when to deduct from a worker's pay by
configuring:
• The coverage begin date, which determines
when coverage by the benefit plan starts for a
worker.
• The deduction begin date, which Workday uses
to determine the pay period to start withholding
deductions from a worker's pay.
Workday only withholds deductions for workers
covered by a plan. It uses the combination of the
coverage begin date and the deduction begin date
to determine when the first deduction occurs.
Similarly, you can configure when to stop payroll
deductions based on a:
• Coverage end date.
• Deduction end date.

Recommendations

Performance Workday recommends creating the minimum

number of earnings and deductions to optimize
performance.
To maximize performance, set up earnings and
deductions using precise criteria to streamline
payroll processing. Use specific eligibility criteria so
that Workday runs calculations only for applicable
workers and pay and benefit groups.

Selection Criteria To prevent possible calculation mismatches,

Workday recommends that you use the same
selection criteria when you create rules that:
• Enroll workers into a plan in Workday Benefits.
• Calculate worker contributions in Workday
Payroll.

Global Payroll and Benefits Workday recommends that you use Workday
Benefits to integrate with Workday Payroll.

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Workday Payroll for the UK customers who don't

have a license to use Workday Benefits can use
limited benefits features to support the set up of UK
pension auto-enrolment.
If calculating payroll with Workday Payroll for
France, Workday recommends using advanced
lookup tables to store benefit rates to meet plan
requirements.

Health Savings Accounts and Spending To simplify the enrollment experience and
Accounts deduction configurations for catch-up HSA plans,
Workday recommends that employers create a
separate plan for each of these age groups:
• Workers under 55.
• Workers 55 and older.
Workday strongly recommends that you avoid
using a plan for all workers with an add-on plan for
workers 55 and older.
If you use a deduction schedule different from
the pay frequency, use both override and custom
scheduling in Payroll to ensure correct deductions.
Example: You use a biweekly pay schedule for 26
paychecks in a year, but take HSA and spending
account deductions twice a month.
Benefit Earnings and Deductions Workday recommends that you avoid removing a
benefit plan from earnings and deductions. These
changes can result in the over- or under-payment of
prior deductions, or a lump sum deduction. Instead,
remove the benefit plan from the plan year.
Example: You remove an old benefit plan from
the deduction and add the new plan. When you
run retro calculations, Workday recalculates and
attempts to rescind all prior deductions for the
worker, resulting in incorrect calculation values.
Consider leaving out HSA and spending plans from
retro calculations. Unwanted retro calculations
might occur after plan changes or when a worker
meets their annual goal.
Avoid using benefit plans labeled with Do Not Use.
Benefit administrators can mark benefit plans with
this label to hide obsolete benefit plans based on an
effective date. The Benefit Plan prompt displays on
the Non-Effective Dated tab for these tasks:
• Create Deduction.
• Create Credit.
Workday appends the effective date of future-dated
benefit plans to the Do Not Use label.

Requirements
Set up your benefit plans before creating the associated earnings and deductions.

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If managing DSN reporting, provide the group policy number on the benefit plan and the provider ID.

Limitations
• Workday Payroll doesn't support effective dating of deductions and earnings. Instead, Workday Benefits
enables you to record an effective date between benefit plans and deductions and earnings.
• To avoid processing a retroactive payroll calculation, you can make plans unavailable to workers after a
certain date using:
• Benefits eligibility rules.
• Plan year definitions.
• Workday Payroll for the UK doesn't support pension auto-enrolment in prior pay periods. If you run
payroll in arrears, you can either turn off the pension auto-enrolment feature or ensure you monitor the
process and make the necessary adjustments.

Tenant Setup
To determine allowable YTD payroll contributions, you can select an additional HSA coverage target option
on the Edit Tenant Setup - HCM task. This option also enables you to configure family or individual IRS
limits in Workday Payroll for the additional coverage target.

Security

Domains Considerations
Manage: Benefits for Organizations in the Benefits Enables you to create benefit groups.
functional area.
Set Up: Benefits in the Benefits functional area. Enables you to create benefit plans and set up
enrollment.
Set Up: Payroll (Calculations - Payroll Specific) in Enables you to create and modify earnings and
the Core Payroll functional area. deductions.
Set Up: Tenant Setup - HCM in the Systems Enables you to enable the Benefits mobile app and
functional area. configure tenant options.

You can enable the benefits administrator and the benefits partner to view benefit plan deductions for
workers. You can apply segmented security to custom reports based on these segmented data sources:
• Earning/Deduction Payroll Balances for Organization
• Earning/Deduction Payroll Balances for Worker
• Earning/Deduction Payroll Results for Organization (As of Sub Period End Date)
• Earning/Deduction Payroll Results for Organization, Worker, Period and Date Range (As of Sub
Period End Date)
• Earning/Deduction Payroll Results for Worker (As of Sub Period End Date)

Business Processes

Business Processes Considerations

Change Benefits Add as step to other business processes, such as
Change Job or Termination. Launches the Change
Benefits for Life Events business process, which
uses the If there is an effect on employee benefits?
condition rule to determine whether to create a
benefit event.

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Business Processes Considerations

Change Benefits for Life Event Enables users to change benefits for life events,
including births, divorce, and promotion.
Change Benefits for Open Enrollment Enables you to open enrollment for benefits. You
can add step-related worklets with the Business
Process > Maintain Step Related Worklets
related action on the Change Benefits for Open
Enrollment task.
Change Job Enables you to change to a worker's position, such
as promotion or a transfer, which can affect their
benefits. You can add a step to launch the Change
Benefits for Life Events business process to initiate
a benefit event.

Reporting

Reports Considerations
All Deductions Use these reports to verify any pay component
configurations, such as which benefit plan the pay
All Earnings
component references.
Benefits Eligibility by Benefit Group Use this report to view future-dated benefits groups.

DSN Benefits Contributions by Establishment Use this report to compare benefit amounts
aggregated by benefit plan and population with the
aggregated payroll amounts. (For French Payroll
Déclaration Sociale Nominative (DSN) reporting
only.)
View Benefit Eligibility Rule Results Use this report to determine why someone is or isn't
meeting an eligibility rule. It can be useful when
troubleshooting issues with deductions and credits.
View Workers in Multiple Benefit Groups Audit Use this task with an effective date to ensure that
employees are only eligible for 1 benefit group. It
can be useful when troubleshooting issues with
deductions and credits.

Integrations

Integration Considerations
Cloud Connect for Benefits Workday offers integration templates for benefit
providers through Cloud Connect for Benefits
(CCB).
Change Benefits This web service loads workers' benefit elections
and retirement savings plans.

Connections and Touchpoints

Touchpoint Consideration
Absence When you configure time off plans to track balances
in Absence Management, you can retrieve the

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Touchpoint Consideration
units for approved time off as part of earning and
deduction calculations. Use absence component-
related calculations (ACRCs) to associate absence
plans to earnings and deductions. Ensure that you
map all absence plans that can impact payroll or
benefits earnings or deductions.
HCM Staffing and Compensation Provide worker and job-related data for payroll and
benefit processing, such as:
• Worker status.
• Personal information.
Provide salary changes that can trigger benefit
enrollment events.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: DSN Reporting (FRA)
Setup Considerations: Pensions Auto-Enrolment (UK)
Tasks
Steps: Set Up Benefits on page 1021
Steps: Set Up Flexible Payment and Deduction Options
Steps: Set Up Voluntary Deductions
Create Enrollment Event Rules on page 1119
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Map Pay Components to Benefit Plans
Reference
Reference: Benefit Deduction Begin Date Rules on page 1137
Reference: Benefit Deduction End Date Rules on page 1139
Examples
Example: Create Advanced Lookup Tables for Benefit Rates (FRA)
Example: Control Visibility of Earning and Deduction Results

Steps: Set Up Employee Benefit Plans

Prerequisites
• Set up benefits.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can configure benefit plans, including health care, insurance, and retirement plans. You can also
configure the healthcare savings and spending accounts. Example: Flexible spending account plans.

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Steps
1. Create Health Care Plans on page 1069.
Associate medical, dental, and vision health care plans with:
• Coverage types.
• Eligibility rules.
• Plan costs.
• Earnings and deductions.
2. Create Insurance Plans on page 1074.
3. (Optional) Create critical illness insurance plans.
Select a benefits plan type that supports the enrollment data that you need to provide to your benefits
provider.
See Setup Considerations: Critical Illness Insurance Plans on page 1076.
4. Create Retirement Savings Plans on page 1080.
Define the retirement plan minimum and maximum contribution amounts or percentages for:
• Employees.
• Employers.
• Payroll deductions.
5. Create Rules for Allocating Retirement Savings Contributions on page 1082.
6. (Optional) Create Spending Account Plans on page 1088.
Define contribution limits and other details for benefits spending account plans.
7. (Optional) Access the Maintain Health Care Coverage Targets task.
(Optional) In Edit Tenant Setup - HCM, in the Benefits section:
• Select the Include an additional HSA Coverage Target Option check box if your Health Care
Savings (HSA) plan offers more coverage levels than Employee and Family.
• Select either Employee or Family for IRS Limit for additional HSA Coverage Target Option.
Set up HSA coverage targets. See Create Health Care Coverage Targets on page 1031.
Associate health care coverage targets with either the HSA Employee or the Family coverage targets.
8. (Optional) Create Health Savings Account Plans on page 1084.
Define contribution limits and other details for health savings account plans.
9. (Optional) Create Additional Benefit Plans on page 1090.
Create benefit plans for other types of plans. Example: ESPP, commuter, pet insurance, or gym
membership.
10.(Optional) Access the tasks Maintain FEGLI Codes and Maintain FEGLI Plan Mapping.
Create mappings for FEGLI insurance codes and SF 50 equivalents. Example: 0000 - B0. Also, map
the FEGLI plan types (Basic, Options A, B, and C) to insurance plans.
Related Information
Tasks
Steps: Set Up Benefits on page 1021
Reference
2022R1 What's New Post: Hide Benefit Plans

Create Health Care Plans

Prerequisites
• Set up benefits.

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• Create benefit coverage types for health care.

• Create health care rates. Define rates by:
• Age.
• Demographic factors.
• Length of service.
• Percentage of salary.
• Percentage of salary plus a flat amount.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can create a plan for each health care provider. You can have multiple plans, including high-deductible
plans. For US employees, you can also configure options for US Medicare and US Affordable Care Act
Form 1095-C.

Steps
1. Access the Create Benefit Plan task.
2. From the Benefit Plan Type prompt, select Health Care Coverage Plan.
3. Select a Health Care Rate Type to determine how you map benefit groups with health care rates or
plan costs.
Select:
• Flat Rate to configure plan costs for each benefit group.
• Calculated Rate to select a predetermined health care rate. You can create a derived health care
rate based on additional criteria that add credits or surcharges for the benefit plan from the Create
Health Care Rate task.
4. As you complete the task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

External Plan Description Create an external URL that Workday displays on

the enrollment form.
Worker Plan Eligibility Select an eligibility rule to limit plan coverage to
a subset of workers in the participating benefit
group. Example: Limit coverage in the Hourly
Employees benefit group to the workers in the
state of California. Select an eligibility rule that
includes only California workers.
Dependent Plan Eligibility Select an eligibility rule to limit coverage to a class
or category of dependents.

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Option Description
Example: Limit coverage to dependents under the
age of 27.

Overage Dependent Eligibility Select the eligibility rule to use in association with
the Fair Market Value per Dependent field. This
rule enables you to determine who should have
imputed income calculated by Workday Payroll or
Payroll Interface.
Auto Enroll Select to enroll employees in a benefit plan
automatically.
Note: When you select this option, access
the Maintain Benefit Coverage Types task.
Select the Only One Election check box for the
coverage type that the health care plan belongs
to.
During enrollment, Workday automatically selects
Elect for the plan and the employee can't make
changes.

High Deductible Health Plan Select to enable Health Savings Account

elections.
Use Individual Rates Available when if the Health Care Rate Type is
Flat Rate.
Select to override the employee and employer
costs specified on the Manage Individual Rates
task.

Reset Individual Rates on Plan Year Begin Select to update employee and employer costs
when the new plan year begins. Workday uses
the values defined in the benefit plan. If you don't
select this check box, the costs stay the same as
the preceding year.
Displays during enrollment when you select both:
• A Health Care Rate Type of Flat Rate.
• The Use Individual Rates check box.

Currency Specifies the currency used to calculate the

contribution amount for the benefit plan. Select
the same currency used by the benefit groups
that can enroll in the plan. Consider creating
a separate benefit plan for each currency or
country.
You can only update this field if the Usage Count
is zero.

Frequency Available when the Health Care Rate Type is Flat

Rate.
Workday uses this frequency in payroll
calculations, which might differ from the rate

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Option Description
frequency displayed to employees during benefit
enrollment.

Derive Coverage Targets Select to have Workday automatically populate

the Coverage targets that display when you view
or modify your benefit plans. When you enroll
workers in health care plans, Workday selects the
Coverage target automatically based on current
employee information.
Earnings and Deductions For Workday Payroll, select:
• Earning for benefit credits. Employer costs
that are taxable to the employee. Required for
imputed income.
• Deduction for pretax and post-tax employee
costs. The employer costs and benefit
surcharges that aren’t taxable to the employee.
Workday also uses these deductions for
calculated health care rates.
You need to specify deductions to ensure that
the plans display costs.
Note: When using the Payroll Interface for
Workday, perform additional setup steps to map
earnings and deductions to flexible health care
rates. Contact your Integration Consultant for
guidance on these setup steps.

5. (Optional) Configure options for the US Affordable Care Act Form 1095-C in the US Affordable Care
Act Options section when you select a Medical health care type.
6. (Optional) Configure the US Medicare Options section to identify which benefit plans coordinate with
Medicare.
7. Add plan details for your employees so that they can see the specific features of the benefit plan.
As you complete the Expanded Plan Details section, consider:
Option Description

Expanded Plan Details Select the Dental, Medical, or Vision plan benefit
detail. Example: Copay, Coverages, or Office
Visits.

Coverage Details Select the coverage type, level, or benefit detail

to display. Example: If you selected Chiropractor
for the Expanded Plan Details, you might select In
Network as the coverage detail.

Coverage Detail Type Select the type of coverage. Available options

depend on the value in the Coverage Details field
and include:
• Currency Amount
• Percentage
• Yes/No
• Number

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Option Description
• Months
• Years

Coverage Detail Value Enter or select the value for the benefit detail.
Example: You select Chiropractor in Expanded
Details, Out of Network for Coverage Details,
and Yes/No for Coverage Details Type. You can
select or clear the check box to indicate whether
employees have Chiropractic coverage.

Value Override Enter text that replaces the Coverage Detail

Value, such as an email address, phone number,
or considerations for the employee.
8. Configure the Benefit Rates and Eligibility grid to map benefit groups to health care rates or plan
costs.
As you complete the step consider.

Fair Market Value per Dependent Flat Rate: Workday Payroll or Payroll Interface
uses this value and Over Age Dependent
Eligibility to calculate the imputed income.
External Payroll Cost Splits Flat Rate: If you use an external payroll system to
calculate flat rate costs, select:
• The payroll entity.
• The corresponding benefit deduction.
• The cost amount.

Result
Workday creates a health care plan that you can add to an enrollment event.

Next Steps
• Create or edit the benefit plan year definition and add this plan to it.
• After creating health care plans, associate them with:
• Coverage types such as dental, medical, or vision.
• Eligibility rules.
• Plan costs.
Related Information
Tasks
Steps: Set Up Fair Market Value for Health Care Plans on page 1254
Steps: Manage Individual Benefit Rates on page 1049
Manage External Payroll Deductions
Create Health Savings Account Plans on page 1084
Steps: Standard Forms for Benefits
Reference
Reference: Field Types for Health Care Expanded Plan Details on page 1099
2022R1: What's New Post: Benefit Election Decision Support
Examples
Example: Add Expanded Details for Medical Plans on page 1095

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Example: Create Advanced Lookup Tables for Benefit Rates (FRA)

Create Insurance Plans

Prerequisites
• Set up benefits.
• Set up insurance costs.
• Configure insurance coverage definitions.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define the insurance plans for your employees.

Steps
1. Access the Create Benefit Plan task.
2. In the Benefit Plan Type field, select Insurance Coverage Plan.
3. As you complete the task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

External Plan Description Provide a link to an external document about the

benefit plan; Workday displays this link on the
enrollment form.
Worker Plan Eligibility If not all workers in the participating benefit
groups are eligible for this plan, then select an
eligibility rule to limit coverage to a subset.
Example: You want to limit coverage within the
Hourly Employees benefit group to workers in the
state of California. To do so, select an eligibility
rule that includes only California workers.

Dependent Plan Eligibility Select an eligibility rule to limit coverage to a class

or category of dependents.
Example: Limit coverage to dependents under the
age of 27.
Only dependents who meet the criteria for an
eligibility rule become available for selection
during enrollment. If you don't select a dependent

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Option Description
plan eligibility rule, coverage is available to all
dependents.

Employee Cost is Pre-Tax If you clear this check box, Workday takes
employee costs from after-tax earnings.
Employer Cost is Non-Taxable If you clear this check box, Workday considers
employer costs taxable to the employee.
Auto Enroll Select to enroll employees in an insurance plan
automatically.
Then select the Only One Election option for
the coverage type to which the insurance plan
belongs.
Note: Don't select Auto Enroll for insurance
plans that require evidence of insurability (EOI).
On the enrollment pages, Workday automatically
selects Elect for this election, which employees
can't change.

Enable Evidence of Insurability Link Select to display the Evidence of Insurability

Link prompt and to display the link during an
enrollment event.
Evidence of Insurability Link Select or create an external URL that links
workers to evidence of insurability information.
Example: Link to the provider website or
information on your organization website.
Covers Identify the target populations that are valid for the
insurance plan.
Insurance Coverage Select an insurance coverage definition to specify
the coverage levels or amounts that employees
enrolling in the plan can select.
Use Individual Rates Select this check box to override the employee
and employer costs defined with the Manage
Individual Rates task.
Reset Individual Rates on Plan Year Begin Select to update employee and employer costs
when the new plan year begins. Workday uses
the values defined in the benefit plan. If you don't
select this check box, the costs stay the same as
the preceding year.
Earnings and Deductions For Workday Payroll, select:
• Earnings for benefit credits. Calculates
employer costs that are taxable to the
employee (required for imputed income).
• Deductions for pretax and post-tax employee
costs. Calculates employer costs and benefit
surcharges that aren’t taxable to the employee.

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Option Description
Workday also uses these deductions for
calculated health care rates.
If you don't specify deductions, the plans might
not display costs.
Note: When using the Payroll Interface for
Workday, perform additional setup steps to map
earnings and deductions to flexible health care
rates. Contact your Integration Consultant for
more guidance on these setup steps.

4. In the Expanded Plan Details section, add plan details for your employees so that they can see the
specific features of the benefit plan. You can also add instructions and links to benefit plan information.
Workday displays coverage options with costs.
5. In the Benefits Eligibility and Rates tab, define the plan costs and benefit credits for each benefit
group that qualifies for the insurance plan.
6. (Optional) In the External Payroll Deductions tab, select the payroll deduction code.
If you’re using an external payroll system to calculate insurance costs, select benefit deduction for the
payroll entity.
7. (Optional) In the Age Adjustment Policy tab:
a) Select whether to calculate the employee cost based on the age-adjusted or full coverage amount.
Make the same selection for the employer contribution.
b) Select Use Employee's Age for Age Adjustment to base the spouse age-adjusted coverage
amount on the employee age.
c) Define rules for adjusting insurance coverage amounts based on an employee age:
• Enter the Age From, the Age To, and the Multiply by Percentage fields.
• Select the Calculate As Of date and, if necessary, enter the specific month (expressed as a
number) and day. You can select Of Prior Plan Year check box to use specific dates from the
prior plan year.
• Select Last Date of Previous Pay Period to enable the new coverage amount based on an
employee's age to become effective the pay period following the one in which their birthday
occurs.
Example: Adjust coverage amount to 95% of full coverage for employees 70 to 75 years of age.

Next Steps
• Create or edit the benefit plan year definition and add this plan.
• (Optional) Create cross-plan insurance prerequisites.
• (Optional) Create cross-plan coverage amount or percentage maximums.
Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Setup Considerations: Critical Illness Insurance Plans

You can use this topic to help make decisions when planning your configuration and use of critical illness
plans. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.

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• Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday doesn't provide a benefit plan type for critical illness coverage, so you can select from these plan
types:
• Insurance
• Additional Benefits
• Health Care
Each plan type enables you to manage enrollments in critical illness plans, but each has important
administrative challenges to consider. You select a plan type for your critical illness plans, depending on:
• The critical illness plan design.
• The rate structure.
You also select a plan type depending on what you want to do with the critical illness information:
• Report internally within the company.
• Send the plans to the benefit provider through a benefit connector or a custom integration.
• Send plan information to the benefit provider manually. Example: Uploading the information through a
website.
Before you set up a critical illness plan in Workday Benefits, you must consider how you’ll send plan
information to your benefits provider. The choices you make while configuring benefit plans determine the
information available to send to your provider.
You can create plans that capture the coverage amount for each coverage target, based on whether you
use:
• Individual coverage rates.
• Multiple coverage targets.
• Tiered rate bands.

Business Benefits
Selecting the correct plan type before setting up critical illness plans helps:
• Avoid creating a plan that doesn't address your needs and in the wrong format for the benefits provider.
• Deliver the right information to benefit providers through custom or Cloud Connect for Benefits
integrations.

Use Cases
• You use individual rates for employees.
• You have multiple rate bands.
• You use age bands.
• You have a vendor not covered by a CCB and use custom integration.

Questions to Consider

Question Considerations
What critical illness plan information do you need to Most benefit providers require specific data
give to your benefit provider? elements and reporting formats to establish
enrollment participation and coverage amounts.
They might:

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Question Considerations
• Expect multiple records with different plan codes
for each coverage target.
• Collect the data on a single record with multiple
columns.

What plan type best captures the information that Typically, we recommend the Insurance plan type.
your vendor requires? Each plan type provides different configuration
options. Contact your Integrations Consultant to
determine what data and format that they need.
How many rate bands should you have? Consider which employee and dependent
demographic data determines these rates bands.
Examples: Age, dependents, or beneficiaries.

Recommendations

Plan Type Recommended For Considerations

Insurance • Workday Cloud Connect for Recommended for most
Benefits integrations. employers because you can
• Multiple coverage targets. define specific coverage targets
and coverage amounts. You can
• Individual rate bands.
also provide demographic data
for dependents. This plan type:
• Recommended for Cloud
Connect for Benefits
integrations.
• Needs a plan for each
coverage target.

Additional Benefits Individual rate plans. You can create critical illness
plans with different coverage
targets and amounts, without
creating separate plans for each
coverage target.
You can’t easily add age bands,
and you can't provide the
demographic information required
for dependents.

Health Care • Single composite rate for Recommended only if the benefit
premiums and billing. provider or integration vendor
• Individual rate bands. asks for tiered coverage, which
Insurance plans can provide.
Supports age bands.
Health Care plans don’t capture
coverage amounts, making
it difficult for downstream
applications and integrations to
display and report coverage.

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Requirements
• Complete the prerequisites required for benefits plans.
• Request the file specification from your benefit provider so that you can familiarize yourself with their
data requirements. The plan setup might need to accommodate:
• Coverage start dates.
• Coverage amounts for the employee, spouse, or dependents.
• Demographic information for spouse or dependents. Example: Name, date of birth, and social
security number as identifiers.
• Cloud Connect for Benefits integrations: Compare the data requirements for your benefit provider with
the output options provided by the integration.
• Create a custom integration if you select a plan type other than Insurance.
• Set up integrations with third-party vendors.

Limitations
No impact.

Tenant
No impact.

Security

Domains Considerations
Set Up: Benefits domain in the Benefits functional Users secured to this domain can create benefit
area. plans.
Manage: Benefits for Organizations domain in the Users secured to this domain can manage
Benefits functional area. individual benefit rates.

Business Processes
No impact.

Reporting
No impact.

Integrations
Workday Cloud Connect for Benefits integrations require an Insurance plan type for critical illness plans. If
you don't use Workday-provided integrations, you need to create a custom integration.
Note: When using Cloud Connect for Benefits for critical illness plans, contact your Integration Consultant
to ensure that the integration can process the critical illness plan information correctly.
The Cloud Connect for Benefits or custom integrations typically require:
• Subscriber data.
• Enrollment data.
• Compensation data.
• Coverage information.
• Beneficiary information.
• Dependent information.

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Connections and Touchpoints

Critical illness plans interact with these parts of Workday:
• Enrollment information.
• Cloud Connect for Benefits.
• Deduction payments.
• Insurance plans.
• Health care plans.
• Additional benefit plans.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across
your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Integrations
Concept: Cloud Connect for Benefits
Concept: Cloud Connect for Benefits Integration Templates
Tasks
Create Insurance Plans on page 1074
Steps: Set Up Benefit Provider Integration
Steps: Manage Individual Benefit Rates on page 1049
Reference
Workday Community: CCB Products: Critical Illness

Create Retirement Savings Plans

Prerequisites
• Set up benefits.
• Create one or more deductions or earnings.
• Security: Set Up: Benefits in the Benefits functional area.

Context
When you create retirement savings accounts for employees, you can define the:
• Retirement plan minimum and maximum contribution amounts for employees.
• Employer contribution amounts.
• Payroll deductions.
You can allocate retirement savings contributions across multiple plans by creating a separate deduction
for each plan.

Steps
1. Access the Create Benefit Plan task.
2. Select Retirement Savings Plan from the Benefit Plan Type prompt.
3. As you complete this task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the

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Option Description
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

External Plan Description Create a plan description document and make it

available on the enrollment form as an external
link.
Worker Plan Eligibility Select an eligibility rule to limit coverage to a
subset of eligible workers in the participating
benefit groups.
Currency Specifies the currency used to calculate the
contribution amount for the benefit plan. Select
the same currency used by the benefit groups
that can enroll in the plan. Consider creating
a separate benefit plan for each currency or
country.
You can only update this field if the Usage Count
is zero.

Frequency Workday uses the frequency in payroll

calculations.
Earnings and Deductions Select the deductions Workday Payroll uses to
calculate employee and employer contributions to
retirement plans.
4. In the Expanded Plan Details section, add plan details for your employees so that they can see the
specific features of the benefit plan. You can also add instructions and links to benefit plan information.
Workday displays employee and employer contribution information.
5. (Optional) Select a deduction for the Payroll Entity on the External Payroll Deductions grid when
you use an external payroll application to calculate employee and employer contributions. Specify
deductions to ensure that retirement savings plans display costs.

Result
You can enable employees to configure their contribution elections for retirement savings plans during
open enrollment. Workday enables employees to configure their contribution elections during open
enrollment or update them during the plan year on the Benefits worklet.

Next Steps
• Enable employees to allocate their contribution to more than 1 retirement savings plan using the
Maintain Retirement Savings Allocation Across Multiple Providers task.
• Create or edit the benefit plan year definition and add the new retirement savings plan to it.
Related Information
Tasks
Manage External Payroll Deductions
Steps: Create Deductions

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Steps: Create Earnings

Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Create Rules for Allocating Retirement Savings Contributions

Prerequisites
• Create retirement savings plans.
• Security: Set Up Benefits: Retirement Savings Allocation Across Multiple Providers domain in the
Benefits functional area.

Context
Create the coverage types that enable employees to allocate their retirement savings contribution to more
than 1 retirement plan within a coverage type.
Note: If you use allocation of retirement savings plans, you can't use benefit defaults or cross plan
prerequisites.

To Complete the Complete the Employer Set the Employer

Employee Contribution Contribution Allocation Allocation Rules
Allocation Section Section
Allocate both employee Yes Yes Employee can always
and employer allocate.
contributions.
Allocate only employee Yes No
contributions. Can’t
allocate employer
contributions.
Allocate only employer No Yes Don’t select.
contributions. Can’t
allocate employee
contributions.
Allocate both employee No Yes Employee can allocate
and employer only if they don’t
contributions. Workday contribute to any plan.
allows allocation of
employer contribution
only if the employee
doesn't contribute to any
plans.

Steps
1. Access the Maintain Retirement Savings Allocation Across Multiple Providers task.
2. As you complete both the employee and employer Employee/Employer Contribution Allocation
Across Multiple Providers sections, consider:
Option Description
Retirement Savings Coverage Type Select the coverage types to which employees
can allocate contributions.
Employer Contribution Allocation Rules Select either:

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Option Description
• Employee can always allocate if you want the
Employer Allocation on the enrollment form
available for entry.
• Employee can allocate only if they do not
contribute to any plans. If you want the
Employer Allocation on the enrollment form
available for entry only when the employee
hasn't selected to contribute to any plans
within that coverage type.

Priority Enter a number that Workday uses to determine

which retirement plans receive the default
Employer Contribution Percent.
Workday applies only the highest priority to plans
for which the worker is eligible. If the worker is
eligible for multiple plans with different priority
defaults, Workday applies only the default with
the highest priority. The lower priority plan doesn't
receive a default Employer Contribution Percent.

Allocation Enter the percentage amount that you want as a

default in the Employer Contribution Allocation
field on the enrollment form.
The total employer contribution allocation for all
benefit plans must total 100%.
On the enrollment form, the Employer
Contribution Allocation automatically populates
with this value.

Result
On the Retirement Savings Enrollment form for the benefit coverage types you added, you see a
separate page for each coverage type.

Next Steps
• Start an open enrollment.
• Initiate a change in retirement savings task.
• Initiate a passive event process.

Enroll Employees in Retirement Savings Plans

Prerequisites
• Create rules for allocating retirement savings plans contributions.
• Initiate an open enrollment, change benefit election, or passive event for an employee.
• Security: Worker Data: Benefits in the Benefits domain.

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Context
You can enroll an employee in a retirement savings plan. If you configured multiple retirement savings
plans, you can allocate the employee's percentage across the multiple plans. You can also troubleshoot
issues the employee has in allocating the correct amounts or percentages.
Administrators can use the Enroll in Retirement Savings Plans web service to bulk load multiple enrollment
events.
Because administrators use the Enroll in Retirement Savings Plans web service for loading data the web
service completes processing automatically, even if you specify manual processing.

Steps
1. Access the Inbox item for enrolling in benefits.
2. As you complete these steps, consider:
Option Description
Employee Contribution (Optional) Enter a contribution percent or amount.
The amount must be within the minimum and
maximum contribution defined on the plan.

Plan Contribution Percentage The contribution percentage for either the

employee or employer for each plan.
To allocate contributions to more than 1 plan,
enter a percentage allocation for each plan. The
total allocation for each grid must equal 100%.

Employer Contribution Displays when you configure the employer

contribution for the plan or if the employee can
contribute.

Next Steps
Use these reports to view details of employee benefit plans:
• Benefit Elections report.
• Benefit Election History report.
• Employee Benefit Elections - Current vs. Previous report.

Create Health Savings Account Plans

Prerequisites
• Set up benefits.
• Set up payroll deductions.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define contribution limits and other details for health savings account plans.
A Health Savings Account (HSA) combines a lower-cost, high-deductible health insurance plan (HDHP)
with a tax-favored savings account. The HSA enables employees to deposit money to pay for qualified
health care expenses until they meet the medical plan deductible. Unlike a health care flexible spending
account, the unspent savings in an HSA can roll over year after year and earn interest.

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Workday recommends that you create both plans using separate eligibility rules. With this approach,
employees 55 and older can enroll in an HSA plan with a limit that includes both the HSA catch up and the
regular HSA limits. This approach prevents employees 55 years or older from having to enroll in 2 plans to
get the full benefit.

Steps
1. Access the Create Benefit Plan task.
2. As you complete this task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

Health Savings Account Coverage Type Identify the health savings account type. Example:
HSA Plan or HSA Catch Up Plan.
External Plan Description Select the URL address.
When employees enroll in this plan, a link
displays that opens the website in a new browser
page.

Participating Benefit Groups Associate the plan to specific benefit groups.

Worker Plan Eligibility Select an eligibility rule that limits coverage
to a subset of the employees in the selected
Participating Benefit Groups.
Currency Specifies the currency used to calculate the
contribution amount for the benefit plan. Select
the same currency used by the benefit groups
that can enroll in the plan. Consider creating
a separate benefit plan for each currency or
country.
You can only update this field if the Usage Count
is zero.

Frequency Identify the frequency for contributions.

All HSA and spending account plans, and the
deductions associated with the plans, must have
the same frequency.
Schedule frequency overrides in Payroll.
You can only update this field if the Usage Count
is zero.

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Option Description
Earnings and Deductions Map the contribution amounts to payroll:
• For Workday Payroll, select either an earnings
or deduction.
• For Payroll Interface, select an earnings
option.
Note: When using the Workday Payroll
Interface, map earnings and deductions to
HSA contributions. Contact your Integration
Consultant for more guidance on these setup
steps.

Do Not Calculate Remaining Pay Periods Used during enrollment.

• Select this check box to have the employee or
administrator enter the number of remaining
pay periods during midyear benefit events.
If the benefit event type is Open Enrollment,
Workday uses the Benefit Group frequency
to calculate the remaining pay periods
automatically. For other event types, Workday
leaves the Remaining Periods field empty,
requiring the employee to enter a value.
All HSA and spending account plans, and the
deductions associated with the plans, must
have the same selection.
• Clear this check box for Payroll to use
the period schedule when calculating the
remaining pay periods.
Note: Don't select this check box after initiating
open enrollment.

3. In the Plan Costs section, consider:

Option Description
Participating Benefit Groups If contributions vary by benefit group, identify
each group separately and assign the
corresponding coverage targets and contribution
amounts.
If all benefit groups have the same contributions,
list all groups in the Participating Benefit
Groups field and assign the corresponding
coverage targets and contribution amounts.

HSA Coverage Target Workday automatically enters Employee and

Family.
Maximum Contribution Enter the maximum contribution amount for the
savings plan.
This amount includes both the employee and
employer contributions.

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Option Description
Workers can enter an amount up to 1 USD over
the maximum. With this method, Workday allows
for rounding that might prevent workers from
reaching the maximum annual goal amount.
Note: To prevent over contributing, set a limit
on the Payroll side to stop deductions at the
maximum contribution level.
Example: A worker with biweekly pay frequency
elects the maximum amount of 7000 USD.
The worker contributes 269.23 USD each pay
period (7000/26 = 269.23067). The worker only
contributes a total of 6999.92 USD (269 * 26
= 6999.98), 0.02 USD short of the maximum.
However, if the worker elects 7001 USD, the
worker can reach the 7000 USD limit.

Minimum Contribution Enter the minimum amount that an employee

must contribute to the savings plan.
This amount doesn’t include employer
contributions.

Employer Contribution Enter the amount that the employer contributes to

the savings plan.
Payroll-scheduled frequency overrides: Displays
the prorated amount based on the number of
remaining pay periods in which the employer
contributes to the employees HSA account.

4. In the Expanded Plan Details section, add plan details for your employees so that they can see the
specific features of the benefit plan.
You can also add instructions and links to benefit plan information. Workday displays employee and
employer contribution information.

Next Steps
• Create or edit the benefit plan year definition and add this plan.
• Access the Create Cross Plan Enrollment Prerequisites task to link the HSA plan to the prerequisite
HDHP.
IRS rules require that employees enroll in an HDHP before enrolling in an HSA plan.
Note: You must link an HSA plan as a prerequisite to an HDHP. Workday requires the link to
determine the correct HSA contribution limit. The link also enables employees to access the HSA
enrollment page.
Related Information
Tasks
Create Health Care Plans on page 1069
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Reference
Reference: Health Savings and Spending Accounts Enrollment Options on page 1096
The Next Level: Troubleshooting Benefits

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 | Benefits | 1088

Create Spending Account Plans

Prerequisites
• Set up benefits.
• Create payroll deductions.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Define contribution limits and other details for benefits spending account plans.

Steps
1. Access the Create Benefit Plan task.
2. Select Spending Account for the Benefit Plan Type prompt.
3. As you complete the task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

Spending Account Type Identify the spending account type. Example:

Healthcare FSA, Dependent Care FSA, or
Transportation.
External Plan Description Select the URL address.
When employees enroll in this spending account
plan, a link displays that opens the website in a
new browser page.

Participating Benefit Groups Associate the plan to specific benefit groups.

Worker Plan Eligibility Enter an eligibility rule that limits coverage
to a subset of the employees in the selected
Participating Benefit Groups.
Currency Specifies the currency used to calculate the
contribution amount for the benefit plan. Select
the same currency used by the benefit groups
that can enroll in the plan. Consider creating
a separate benefit plan for each currency or
country.
You can only update this field if the Usage Count
is zero.

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 | Benefits | 1089

Option Description
Frequency Identify the frequency at which Workday takes
contributions, typically Annual.
All HSA and spending account plans, and the
deductions associated with the plans, must have
the same frequency.
After defining the frequency, you can only change
it when the frequency has no elections associated
with it.

Earnings and Deductions Map the contribution amounts to payroll:

• For Workday Payroll, select:
• The pretax deduction for employee
contributions. (Workday Payroll doesn’t
process post-tax deductions for spending
accounts.)
• The deduction for employer contributions.
• For Payroll Interface, select an earnings
deduction.

Do Not Calculate Remaining Pay Periods For enrollment:

• Select this check box to have the employee or
administrator enter the number of remaining
pay periods during midyear benefit events.
If the benefit event type is Open Enrollment,
Workday uses the Benefit Group frequency
to automatically calculate the remaining pay
periods. For other event types, Workday
leaves the Remaining Periods field empty,
requiring the employee to enter a value.
All HSA and spending account plans, and the
deductions associated with the plans, must
have the same selection.
• Clear this check box for Payroll to use
the period schedule when calculating the
remaining pay periods.
Note: Don't select this check box after initiating
open enrollment.

4. In the Expanded Plan Details section, add plan details for your employees so that they can see the
specific features of the benefit plan. You can also add instructions and links to benefit plan information.
Workday displays employee and employer contribution information.
5. On the Plan Costs tab, consider:
Option Description
Maximum Contribution Enter the maximum contribution amount for the
spending account.
This amount includes both the employee and
employer contributions.

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Option Description
Workers can enter an amount up to 1 USD over
the maximum. With this method, Workday allows
for rounding that might prevent workers from
reaching the maximum annual goal amount.
Note: To prevent over contributions, set a limit
on the Payroll side to stop deductions at the
maximum contribution level.
Example: A worker with biweekly pay frequency
elects the maximum amount of 7000 USD.
The worker contributes 269.23 USD each pay
period (7000/26 = 269.23067). The worker only
contributes a total of 6999.92 USD (269 * 26
= 6999.98), 0.02 USD short of the maximum.
However, if the worker elects 7001 USD, the
worker can reach the 7000 USD limit.

Minimum Contribution Enter the minimum amount that an employee

must contribute to the spending account.
This amount doesn’t include the employer
contribution.

Employer Contribution Enter the amount that the employer contributes to

the spending account.
6. (Optional) On the External Payroll Deductions tab, consider:
Option Description
Payroll Entity The selected deduction determines the default
value.
Deduction If you’re using an external payroll provider to
calculate spending account contributions, select
the corresponding benefit deduction.

Next Steps
To add this plan, create or edit the benefit plan year definition.
Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Reference
Reference: Health Savings and Spending Accounts Enrollment Options on page 1096

Create Additional Benefit Plans

Prerequisites
• Set up benefits, defining these items for additional benefits:
• Additional benefit coverage types.
• Coverage targets or contributions for additional benefit plans.
• Set up benefit credits.
• Set up benefit surcharges.

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 | Benefits | 1091

• Security: Set Up: Benefits in the Benefits functional area.

Context
You can create an additional benefit plan for a benefit that doesn’t fit in the other coverage categories.
Examples:
• Commuter plans.
• Employee Stock Purchase Plans (ESPP).
• Gym memberships.
• Legal assistance.
• Pet insurance.
You can also create a long-term care insurance additional benefit. With the individual rate feature, you can
enter a rate at the employee level.
You can track enrollment and costs in these plans.

Steps
1. Access the Create or Edit Benefit Plan task.
2. From the Benefit Plan Type prompt, select Additional Benefits Plan.
3. As you complete this task, consider:
Option Description
Do Not Use When selected, Workday appends the Do Not
Use label to the benefit plan name and hides it
from Benefit Plan configuration prompts, as of
the effective date. This check box doesn't hide the
benefit plan name from configuration prompts in
these tasks and business process:
• Create or Edit External Payroll Deduction
tasks.
• Create or Edit External Payroll Earning
tasks.
• Review COBRA Eligibility Event business
process.

External Plan Description Create an external URL that Workday displays on

the enrollment form.
Participating Benefit Groups Select the benefits groups that are eligible for this
plan.
The groups you select here determine the groups
that are available in the Benefit Rates and
Eligibility section.

Worker Plan Eligibility If all workers in the participating benefit groups

aren’t eligible for this plan, select an eligibility rule
to limit coverage to a subset of workers.
Example: You want to limit coverage within the
Hourly Employees benefit group to workers in the
state of California. To do so, select an eligibility
rule that includes only California workers.

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 | Benefits | 1092

Option Description
Auto Enroll Select to enroll employees in an additional
benefit plan automatically. On the enrollment
page, Workday automatically selects Elect, and
employees can only view it.
Note: To enroll employees in a benefit plan
automatically, select this option and select the
Only One Election option for the Maintain
Benefit Coverage Types page.

Use Individual Rates Select this check box to override the employee
and employer costs using the Manage Individual
Rates task. Not available for amount-based plans.
Reset Individual Rates on Plan Year Begin Select this check box when a new plan year
begins to revert the employee and employer
costs to the values defined on the benefit plan.
Otherwise, the costs stay as they were for the
prior year.
Whole Number Percentages Only? Select to ensure that employees use whole
numbers on additional benefit plans that use
percentages. When selected, Workday displays
an error for Workday on the desktop when an
employee attempts to enter something other than
a whole number.
Earnings and Deductions Applies to Workday Payroll users and integrations
to third-party payroll providers.
• Select:
• Earning codes used to calculate employer
costs that are taxable to the employee.
• Deduction codes used to calculate
employee pre/post-tax costs
• Codes used to calculate employer costs
that aren’t taxable to the employee.

Currency Specifies the currency used to calculate the

contribution amount for the benefit plan. Select
the same currency used by the benefit groups
that can enroll in the plan. Consider creating
a separate benefit plan for each currency or
country.
You can only update this field if the Usage Count
is zero.

4. In the Expanded Plan Details section, add plan details for your employees so that they can see the
specific features of the benefit plan. You can also add instructions and links to benefit plan information.
Workday displays contribution information and the amount workers pay.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1093

5. In the Benefit Rates and Eligibility section, enter:

Option Description
Covers Displays only if you selected the Use Coverage
Target check box on the Maintain Benefit
Coverage Types page.
Employee Cost (Pre-tax) Available if you selected a coverage type with
Rates in the Plan Behavior field.
Enter the pretax plan cost.

Employee Cost (Post-tax) Available if you selected a coverage type with

Rates in the Plan Behavior field.
Enter the post-tax plan cost.

Employee Amount Minimum Available if you selected a coverage type with

Accepts Amount in the Plan Behavior field.
Enter the minimum amount that an employee can
contribute.

Employee Amount Maximum Available if you selected a coverage type with

Accepts Amount in the Plan Behavior field.
Enter the maximum amount that an employee can
contribute.

Employee Percent Minimum Available if you selected a coverage type with

Accepts Percent in the Plan Behavior field.
Enter the minimum percentage that an employee
can contribute.

Employee Percent Maximum Available if you selected a coverage type with

Accepts Percent in the Plan Behavior field.
Enter the maximum percentage that an employee
can contribute.

Employer Cost (Non-taxable) Map nontaxable costs to a payroll deduction.

Employer Cost (Taxable) Map taxable costs to a payroll earnings code.

Next Steps
Create or edit the benefit plan year definition and add this plan.

Concept: Hiding Benefit Plans from Configuration Prompts

You can hide benefit plan names from the Benefit Plan prompt in tasks and reports to avoid using
obsolete benefits plans. Examples:
• Creating or editing benefit plan year definitions.
• Creating earnings and deductions.
• Defining cross-plan dependencies.
You can select the Do Not Use check box on the benefit plan to append a label of Do Not Use to the
name. Workday hides these plan names from configuration prompts. This label makes it easier to view
obsolete plans in benefit plans year definitions and in reports.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1094

Note: By selecting this check box, you don't affect the active status of the benefit plan. To inactivate the
benefit plan, remove it from the benefit plan year definition.
You can also use the Do Not Use field on the Benefit Plan web service to hide benefit plans.
After you select the check box, you can use the Benefit Plans report to view plans with the label Do Not
Use. You can then remove obsolete plans from the current benefit year plan definitions.
You can continue to search for and select the plan name in search prompts. To view hidden plans, you can
access the Edit Benefit Plan task. From the Benefit Plan prompt, select All Benefit Plans Marked Do
Not Use.

Effective Dating
Workday uses the effective date of the plan to determine when to display the Do Not Use label in the
benefit plan name. When you use a future date, Workday also appends the effective date in some prompts
that don't use effective dating.
Example: On the Edit Earning task, Workday displays the Benefit Plan prompt on the Non-Effective
Dated tab. Workday might display the benefit plan name as GMS Dental Plan (Do Not Use as of
02/22/2022).

Affected Configuration Prompts

Workday hides benefit plan names with the Do Not Use label from these tasks:
• Create Benefit Credit (Insurance Cost Lookup Credit types only).
• Create Benefit Group, on the Benefit Plan Mappings tab.
• Create Benefit Plan Year Definition.
• Create Cross Plan Insurance Coverage Maximum.
• Create Cross Plan Insurance Percentage Maximum.
• Create Cross Plan Enrollment Prerequisite.
• Create Cross Plan Retirement Savings Contribution Maximum.
• Create Deduction.
• Create Earning.
• Edit Benefit Credit (Insurance Cost Lookup Credit types only).
• Edit Benefit Group, on the Benefit Plan Mappings tab.
• Edit Benefit Plan Year Definition.
• Edit Cross Plan Insurance Coverage Maximum.
• Edit Cross Plan Insurance Percentage Maximum.
• Edit Cross Plan Enrollment Prerequisite.
• Edit Cross Plan Retirement Savings Contribution Maximum.
• Edit Deduction.
• Edit Earning.
• Maintain Benefit Defaults.
Related Information
Tasks
Create Benefit Plan Year Definitions on page 1181
Reference
2022R1: What's New Post: Hide Benefit Plans

Concept: Employee Stock Purchase Plans

Employee Stock Purchase Programs (ESPP) provide employees the option to purchase company stock
at a discounted price. Employers typically offer these plans once or twice a year, using either an open

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1095

enrollment event or life event. You can configure an ESPP plan using either the Retirement Savings Plan
or the Additional Benefits Plan types. You can set up matching contributions with your payroll provider.
Related Information
Tasks
Create Health Care Plans on page 1069

Example: Add Expanded Details for Medical Plans

This example illustrates how to set up the expanded plan details that employees can view when selecting
their health care plans during an enrollment event.

Context
You want to display the details for an existing medical plan during open enrollment. You configure the
expanded plan details for the PPO medical plan.

Prerequisites
• Create a medical plan called Medical - MyMedical PPO with a flat rate.
• Security: Set Up: Benefits in the Benefits functional area.

Steps
1. Access the Edit Benefit Plan task.
2. Select Medical - MyMedical PPO from the Benefit Plan prompt that you created in the prerequisite
step.
3. Select today's date from the Effective Date prompt to specify when the expanded plan details become
available in the plan for enrollment events.
Click OK.
4. In the Expanded Plan Details section, enter this informational text: This plan doesn't require a Health
Savings Account (HSA).
5. Enter these values in the grid. Use the Display Order column to define the order in which you want the
details to display for the employee.

Display Order Expanded Coverage Coverage Coverage Value

Plan Details Details Detail Type Detail Value Override
1 Coverage ~Individual Percentage 85
(Network)~
~Individual Percentage 40
(Non-
Network)~
2 Deductible ~Individual Number 3,000
(Benefits)~
~Individual + Number 7,500
DP/Spouse or
Child(ren)~
3 Out-of-Pocket ~Individual Number 50,000
Annual (Benefits)~
Maximum

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 | Benefits | 1096

Display Order Expanded Coverage Coverage Coverage Value

Plan Details Details Detail Type Detail Value Override
~Individual + Number 75,000
DP/Spouse or
Child(ren)~
5 Hospital In Network Percentage 85
Out of Network Percentage 40
4 X-rays/Medical ~Individual Percentage 85 85. Doesn't
Labs (Network)~ include non-
network
technicians.
~Individual Percentage 40
(Non-
Network)~
6. Click OK and Done.
Related Information
Tasks
Create Health Care Plans on page 1069
Reference
Reference: Field Types for Health Care Expanded Plan Details on page 1099
2022R1: What's New Post: Benefit Election Decision Support

Reference: Health Savings and Spending Accounts Enrollment Options

If you need to approve or correct the plan entries, you can view these enrollment records:
• Health Savings Account (HSA).
• Spending account.
You can see additional fields in the enrollment record that the employee can't.
Note: Employees can change health savings and spending account contributions as long as Workday can
take the payroll deduction during the same plan year.
This table displays the available fields and identifies the additional fields that you can use to view employee
enrollments. Both HSA and spending account enrollments use the same fields.

Field Name Visible Who can see this?

Your estimated contributions Displays for midyear events that Admin and employee
made this year are not open enrollment events.
Actual contributions from Displays when you use Workday Admin
payroll Payroll.
Per Paycheck Displays the contribution amount Admin and employee
per paycheck.
When you enter a value, Workday
automatically updates the Annual
field.

Annual Workday displays: Admin and employee

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1097

Field Name Visible Who can see this?

• Zero, when the employee is
newly eligible or previously
waived the plan.
• The elections that the
employee made in their last
enrollment when this event is
a midyear change.
When you enter a value, Workday
automatically updates the value
in the Per Paycheck field. The
value:
• Must be equal to or greater
than the contribution minimum
defined on the benefit plan.
• Must be equal to or less than
the contribution maximum
defined on the benefit plan.
• If the change occurs at
midyear, the value must be
equal to or greater than the
value in the Your estimated
contributions made this
year field. However, if the
plan minimum is zero, you
can enter zero, even if the
employee made previous
contributions in the year.

Total Paychecks or Remaining Displays when: Admin and employee

Paychecks (for midyear event)
• You maintain period
schedules and clear the Do
Not Calculate Remaining
Pay Periods check box on the
plan. The value is the number
of periods left in the benefit
plan year.
• You select the Do Not
Calculate Remaining Pay
Periods check box and this
event is for open enrollment.
Workday automatically
displays the frequency
associated with the benefit
group.
• You select the Do Not
Calculate Remaining Pay
Periods check box and
this event isn’t for open
enrollment. The value is zero.
• You don't maintain the period
schedules and you clear the
Do Not Calculate Remaining

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1098

Field Name Visible Who can see this?

Pay Periods check box on the
plan. The default value is zero.

Use Paycheck Override When selected, Workday applies • Admin

the change across all HSA and
spending accounts.
Number of Paychecks Displays if you select the Use • Admin
Paycheck Override check box. • Employee if you select the Do
Enter the number of deductions in Not Calculate Remaining
case of a life event. Pay Periods check box with a
benefits life event.

Contribution Displays when the frequency of Admin and employee

the benefit group is different to
than the frequency associated
with the employee's pay group.
Total Annual Contribution Displays all contributions, Admin and employee
including employer contributions,
if any.

Your employee changes their spending account enrollment at the end of the plan year.The change can
occur only if the employee can take the deduction as an employee deduction. Example:
• The employee has a benefit event on 12/23.
• The pay period frequency occurs biweekly: 12/16 and 12/29.
• The pay date occurs on 1/3 of next year.
• The period ends in the current year, but Workday can't take the deduction until the next year.
• Workday prevents the enrollment from completing.
Calculate Your estimated contributions made this year.
Your employee enters these values during the enrollment.

Field Value
Your number of remaining Payroll deductions 15
for the year
Your estimated contributions made this year 600 - (25 * 15) = 225
How much do you want to contribute for the 600
total year
How much do you want to contribute per 25
paycheck
Or
How much do you want to contribute

Related Information
Tasks
Create Health Savings Account Plans on page 1084
Create Spending Account Plans on page 1088

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1099

Reference: Field Types for Health Care Expanded Plan Details

Workday delivers preconfigured expanded plan details for you to display to your employees. This topic
describes the plan types and the coverage details that you can display. Workday also provides custom
labels that you can configure for coverages that Workday doesn't provide. Example: You can use custom
labels to display coverage details about onsite flu vaccinations for employees and their dependents.
• Plan Types and Available Coverage Details on page 1099
• Custom Benefits on page 1104
• Eye Wear on page 1104
• Hospital on page 1104
• Medical on page 1105
• Medical Equipment on page 1106
• Pharmacy on page 1107
• Services on page 1107
• Vision Care on page 1107

Plan Types and Available Coverage Details

In this table, we specify the type of benefit plan and the details that you can display to employees. We
include links to the coverage values for each type of expanded plan detail.

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
Acupuncture √ Medical on page
1105
Benefits Custom 1 √ √ √ Custom Benefits on
page 1104
Benefits Custom 2 √ √ √ Custom Benefits on
page 1104
Benefits Custom 3 √ √ √ Custom Benefits on
page 1104
Chiropractor √ Medical on page
1105
Chiropractors, √ Medical on page
Osteopaths, 1105
Acupuncturists, or
Dietitians
Cleaning/Scaling √ Medical on page
1105
Coinsurance √ √ √ • Medical on page
1105
• Services on
page 1107

Contact Lenses √ Medical on page

1105
Contact Lenses/ √ • Medical on page
Eyeglasses 1105

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 | Benefits | 1100

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
• Eye Wear on
page 1104
• Vision Care on
page 1107

Contact Lenses/ √ • Medical on page

Eyeglasses/Laser 1105
Eye Surgery • Eye Wear on
page 1104
• Vision Care on
page 1107

Copay √ √ √ • Medical on page

1105
• Services on
page 1107

Coverage √ √ √ • Medical on page

1105
• Services on
page 1107

Deductible √ √ √ • Medical on page

1105
• Services on
page 1107

Dental Extractions √ Medical on page

1105
Dental Implant √ Medical on page
1105
Dental Prostheses √ Medical on page
1105
Diabetes Services √ Medical Equipment
on page 1106
Dietician √ Medical on page
1105
DNA Testing √ Medical on page
1105
Drug Costs √ Pharmacy on page
1107
Eyeglasses √ • Medical on page
1105
• Eye Wear on
page 1104
• Vision Care on
page 1107

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 | Benefits | 1101

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
Eyeglasses √ Vision Care on
Frames page 1107
Fillings/root canal √ Medical on page
1105
FSA Employee √ Medical on page
Contribution 1105 (Doesn't
include Age
Limit, Coverage,
Maximum
Coverage Per
Lifetime, Routine
Exam, Specialist,
Visits Per Year and
Per Person).
FSA Employer √ Medical on page
Contribution 1105 (Doesn't
include Age
Limit, Coverage,
Maximum
Coverage Per
Lifetime, Routine
Exam, Specialist,
and Visits Per
Year).
FSA Qualified √ Select to indicate
whether the
coverage detail is
valid.
Hearing Aids √ Medical on page
1105
Hospital √ Hospital on page
1104
HSA Employee √ Medical on page
Contribution 1105 (Doesn't
include Age
Limit, Coverage,
Maximum
Coverage Per
Lifetime, Routine
Exam, Specialist,
Visits Per Year and
Per Person).
HSA Employer √ Medical on page
Contribution 1105 (Doesn't
include Age
Limit, Coverage,
Maximum
Coverage Per

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 | Benefits | 1102

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
Lifetime, Routine
Exam, Specialist,
and Visits Per
Year).
HSA Qualified √ Select to indicate
whether the
coverage detail is
valid.
Imputed Income √ Select to indicate
whether the
coverage detail is
valid.

Infertility Testing/ √ Medical on page

Treatment 1105
In Vitro Fertilization √ Medical on page
(IVF) 1105
Laser Eye Surgery √ Medical on page
1105
Limited FSA √ Medical on page
Employee 1105 (Doesn't
Contribution include Age
Limit, Coverage,
Maximum
Coverage Per
Lifetime, Routine
Exam, Specialist,
Visits Per Year and
Per Person).
Limited FSA √ Select to indicate
Qualified whether the
coverage detail is
valid.

Mail-Order Drug √ Pharmacy on page

Costs 1107
Major Services √ Medical on page
1105
Medical Labs √ Medical on page
1105
Mental Health √ • Medical on page
and Chemical 1105
Dependency • Services on
page 1107

Minor Services √ Medical on page

1105

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 | Benefits | 1103

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
Non-Network Drug √ Pharmacy on page
Costs 1107
Occupational / √ Medical on page
Physical / Speech 1105
Therapy
Office Visits √ √ √ • Medical on page
1105
• Services on
page 1107

Orthodontics √ Medical on page

1105
Orthopedic √ Medical on page
Footwear/Orthotics 1105
Out of Country √ Medical on page
Coverage 1105
Out-of-Pocket √ √ √ • Medical on page
Annual Maximum 1105
• Services on
page 1107
(Doesn't include
Maximum
Coverage Per
Lifetime, Maximum
Coverage Per
Year and Visits per
Year).
Out-of-Pocket √ √ √ • Medical on page
Lifetime Maximum 1105
• Services on
page 1107
(Doesn't include
Maximum
Coverage Per
Lifetime, Maximum
Coverage Per
Year and Visits per
Year).
Preventative √ Medical on page
Services 1105
Psychological √ Medical on page
Counseling 1105
Restorative Dental √ Medical on page
Treatment 1105

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Benefits | 1104

Expanded Plan Medical Dental Vision Available

Detail Coverage Details
Retail Drug Costs √ Pharmacy on page
1107
Vaccinations √ Medical on page
1105
X-rays √ √ Medical on page
1105
X-rays/Medical √ √ Medical on page
Labs 1105

Custom Benefits
Workday provides 3 sets of custom labels for you to configure expanded plan details that are unique to
your organization. Each custom plan detail has a label along with 4 possible available coverage detail
labels. You can configure the custom benefits with the Maintain Custom Labels task.
Example: You can configure coverage details for onsite vaccinations:

Custom Benefit Custom Label

Benefits Custom 1 Onsite Flu Vaccinations
Benefits Custom 1a Employee - Free
Benefits Custom 2a Spouse/Domestic Partner - $10
Benefits Custom 3a Dependent - $5

Eye Wear
This table lists the coverage details for eye wear that you can configure and identifies whether you can use
custom labels for the coverage detail.

Coverage Detail Custom Label Percentage Currency Amount Yes/No

Custom √ √ √ √
progressive lens
Premium √ √ √ √
progressive lens
Standard √ √ √
progressive lens

Hospital
This table lists the coverage details for hospital care that you can configure and identifies whether you can
use custom labels for the coverage detail.

Coverage Detail Custom Label Percentage Currency Amount Yes/No

Ambulance √ √ √ √
Deductible √ √
Emergency Room √ √ √ √
In Network √ √ √ √

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 | Benefits | 1105

Coverage Detail Custom Label Percentage Currency Amount Yes/No

Inpatient √ √ √
Out of Network √ √ √ √
Out-of-Pocket √
Annual Maximum
Out-of-Pocket √
Lifetime Maximum
Outpatient √ √ √ √
Private Room √ √ √ √
Semi-Private Room √ √ √ √
Urgent Care √ √ √ √

Medical
This table lists the medical coverage details that you can configure and whether you can use custom labels
for the coverage detail.

Coverage Custom Percentage Currency Numerical Yes/No Day/Month/

Detail Label Amount Values Year
Age Limit Months or
Years
Coverage √ √ √
Coverage √ √ √
Level 1
Coverage √ √ √
Level 2
Coverage √ √ √
Level 3
Coverage √ √ √
Level 4
Family √ √ √
Family √ √ √
(Network)
Family (Non- √ √ √
Network)
Individual √ √ √ √
Individual √ √ √ √
(Network)
Individual √ √ √ √
(Non-
Network)

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 | Benefits | 1106

Coverage Custom Percentage Currency Numerical Yes/No Day/Month/

Detail Label Amount Values Year
Individual + √ √ √ √
DP/Spouse
or Child(ren)
Individual + √ √ √ √
DP/Spouse
or Child(ren)
(Network)
Individual + √ √ √ √
DP/Spouse
or Child(ren)
(Non-
Network)
In Network √ √ √
Maximum √
Coverage
Maximum √
Coverage per
lifetime
Maximum √
Coverage per
year
Out of √ √ √
Network
Per Person √
Routine √ √ √
Exam
Specialist √ √ √
Visits per √
year

Medical Equipment
This table lists the coverage details for medical equipment that you can configure and identifies whether
you can use custom labels for the coverage detail.

Coverage Custom Label Percentage Currency Numerical Yes/No

Detail Amount Values
Glucose √ √ √ √
Monitors
Insulin Pump √ √ √ √ √
Self- √ √ √ √ √
Management
Training

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 | Benefits | 1107

Pharmacy
This table lists the coverage details for medication that you can configure and whether you can use custom
labels for the coverage detail.

Coverage Custom Percentage Currency Numerical Yes/No Day/Month/

Detail Label Amount Values Year
Brand √ √ √ √
(Nonpreferred)
Brand √ √ √ √
(Preferred)
Brand √ √ √ √
(Specialty)
Coverage √ √ √
Maximum
Days of Days
Supply
Generic √ √ √
HSA √
Qualified
Imputed √
Income
Insulin √ √ √
Preventive √ √ √
Drugs

Services
This table lists the coverage details for medical services that you can configure. It also identifies whether
you can use custom labels for the coverage detail.

Coverage Detail Custom Label Percentage Currency Amount Yes/No

Basic Services √ √ √
Major Services √ √ √
Preventative √ √ √
Services

Vision Care
This table lists the coverage details for vision care that you can configure and identifies whether you can
use custom labels for the coverage detail.

Coverage Detail Custom Label Percentage Currency Amount Yes/No

Featured Frames √ √ √ √
Most Frames √ √ √

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 | Benefits | 1108

Related Information
Tasks
Create Health Care Plans on page 1069
Reference
2022R1: What's New Post: Benefit Election Decision Support
Examples
Example: Add Expanded Details for Medical Plans on page 1095

FAQ: How do I stop calculated insurance coverage amounts from displaying?

You can prevent an employee's calculated insurance coverage amount based on percent of salary from
displaying on benefit reports. Update the security policies in the Core Compensation functional area for
these domains:
• Self-Service: Insurance Calculated Coverage
• Worker Data: Insurance Calculated Coverage
Hidden calculated coverages apply to all calculated coverage amounts regardless of benefit coverage type.
However, insurance coverage amounts based on flat amounts still display.
Related Information
Tasks
Create Insurance Plans on page 1074

FAQ: How do I make HSA contribution changes without a qualifying event?

In Workday, you can configure the enrollment process so that employees can elect or change HSA
contributions in response to a qualifying event. Qualifying events include a dependent or marital status
change. You might, however, also want to give employees the ability to elect or change HSA contributions
in the absence of a specific qualifying event.
When you define the events that open the enrollment process on the Maintain Enrollment Event Types
report, create an event called HSA Contribution Change. This event must include only the HSA coverage
types, and it must have the Worker Selectable option to enable employees to initiate HSA changes.
Related Information
Reference
Workday Community: COVID-19 - Stop HSA and FSA Deductions for Workers on Paid Leave

Benefit Programs

Steps: Set Up Benefit Partner Programs

Prerequisites
Security:
• Manage: Benefit Program Software Partner
• Manage: Benefits for Organizations

Context
You can enable benefits program partners to create and import program cards for your employees. You
can use the Maintain Benefit Partner Programs task to specify which employees see the cards and
where they display. Cards can have up to 3 lines of text and an image. Workday provides a web service
that enables the benefits program partners to build a certified integration. We provide a security domain

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specifically for the program partner. This task describes the steps that the benefits administrator performs
to enable the benefit partner and configure the programs.

Steps
1. Configure security for benefits program partners.
a) Create the Integration System User account, which enables you to set up a Workday account for
software partners.
b) Select Do Not Allow UI Sessions to restrict the account for integrations only.
c) Select the Security Profile related action from the new Workday account.
d) Select Assign Integrations System Security Groups.
e) Add the account to an existing or new integration security group, which must be unconstrained.
f) Edit the Manage: Benefit Program Software Partner domain security policy and give the relevant
security groups view or change access.
g) (Optional) Include the account on the Manage Authentication Policies report
h) Access and run theActivate Pending Security Policy Changes task
2. Enable the benefits program partner.
a) Access the Create Benefit Providers or Edit Benefit Providers task.
b) Select the Benefit Program Partner check box to enable the partner to create programs.
3. Provide an endpoint URL to the benefit program partner:
a) Sign into the tenant for your endpoint.
b) Run the Public Web Services report and locate the Benefits Partner Program Integrations web
service.
c) From related actions of the web service, select Web Service > View WSDL.
d) Go to the end of the file and locate this line, where [link] is the WSDL ID that you provide.

<soapbind:address location =“[link]”>

e) Send the end point to the benefits program partner.

Result
The Put Benefit Partner Program web service becomes available to the benefits program partner.

Next Steps
Configure visibility for the program card.
Related Information
Concepts
2023R2 What's New Post: Benefits Partner Enrollment and Hub Communication
Tasks
Concept: Benefit Programs on page 1111

Configure Visibility for Program Cards

Prerequisites
Set up Benefit Program Partners.
Security:
• Manage: Benefit Program Software Partner
• Manage: Benefits for Organizations
• Self-Service: Benefit Elections
• Self-Service: Benefits

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 | Benefits | 1110

• Self-Service: Benefits and Pay Hub

• Set Up: Benefits
• Worker Data: Benefits

Context
Program cards contain information that you need to communicate to workers. They contain text, images,
and links for users to follow for further information or to begin a task. Authorized benefit program partners
create the content of these cards and import them using the Benefits Partner Program Integrations web
service. After you have set up partner programs for your benefit program partner, they can import the
content, and you can configure the display of the card.

Steps
1. Access the Maintain Benefit Partner Program task.
Note: You see content on this page only if the benefit program partner delivers content through the
integration.
2. As you complete this task, consider:
Option Description
Title The name of the benefit program.
Benefits Program Location Select to display the benefit program card in these
locations:
• My Tasks
• The Benefits and Pay Hub
• During benefit plan selection
• The enrollment confirmation page when the
worker submits their elections.

Enabled Select to display the benefit program card in your

tenant.
Note: Selecting this check box displays the
program card based on the Start Date value.
We recommend that you preview the card before
selecting this check box.

Start Date Displays the date when Workday displays the

program card. Configured by the benefits program
partner.
End Date Displays the date when Workday stops displaying
the program card. Configured by the benefits
program partner.
Description Displays the text of the program card. Configured
by the benefits program partner.
Admin Notes Displays information provided to the benefits
administrator from the benefits program partner.
3. Click the Preview button to display the program card.

Result
Workers can see the information in the program card.

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Example
Your annual open enrollment begins in 2 weeks and you want to announce it on the Workday homepage.
You can work with a benefits program partner to create and import the content. You can then configure the
name of the card, where to display it within Workday, and the start and stop dates for this program.

Next Steps

Related Information
Examples
2023R2 What’s New Post: Benefits Partner Enrollment and Hub Communication

Concept: Benefit Partner Programs

Workday enables you to work with third-party vendors, called benefit program partners, to create program
content that you display for workers in Workday. You can configure the content to display in cards in these
locations:
• My Tasks
• The Benefits and Pay Hub
• During benefit plan selection
• The enrollment confirmation page when the worker submits their elections.
Benefit program partners create the content, which includes text and images, and import it into Workday
using the PUT Benefit Program Web service. You can then use the Maintain Benefit Partner Program
task to configure where the card displays, which workers see the content, and for how long the program
card displays.
Example: A benefit program partner creates the content announcing the annual open enrollment for
your organization. They import the program content with the PUT Benefit Program web service. As
the administrator, you configure the visibility of the program by selecting the location and the dates on
which Workday displays the cards. You select the title of the program, the dates of November 1 through
November 14. You also select the Benefits and Pay Hub and My Tasks. You then select Enable to
display the card in the locations you've selected.
Related Information
Tasks
Steps: Set Up Benefit Partner Programs on page 1108

Enrollment Events and Rules

Steps: Set Up Enrollment Events and Rules

Prerequisites
Create benefit groups to associate with enrollment event rules.

Steps
1. Create Enrollment Events on page 1113
Create the enrollment events that result in a change in eligibility or entitle employees to change existing
elections.
2. Create Enrollment Event Rules on page 1119
Create the rules that control how enrollment events are processed.

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3. (Optional) Steps: Set Up Automatic Benefit Eligibility Checks on page 1112

Workday can run a benefit eligibility check to see if an employee's benefit coverage is affected by a
staffing event. To run the benefit eligibility check, add the Change Benefits for Life Event action to the
business process associated with the staffing event.
4. (Optional) Create Conditional Messages for Enrollment Events on page 1127
Use condition rules to create notification and confirmation messages that are specific to an event type.
Related Information
Tasks
Steps: Set Up Benefits on page 1021
Create Benefit Groups on page 1034
Reference
Troubleshooting: Enrollment Events on page 1142

Steps: Set Up Automatic Benefit Eligibility Checks

Context
Set up Workday to check automatically if specific staffing, position, or compensation events have affected
an employee's benefit coverage. If so, Workday sends an Inbox item to the role specified on the business
process.

Steps
1. Create Enrollment Events on page 1113.
2. Create Enrollment Event Rules on page 1119.
3. Add the Change Benefit Elections business process as a step to business processes.

Business Process Guidelines Regarding Placement

Add Additional Job Add after the completion step.
Change Job If the business process Propose Compensation
is added, add after the Propose Compensation
Change. Otherwise, add after the completion
step.
Change Organization Assignments for Worker Add after the completion step.
Change Primary Address Add after the completion step.
Edit Position Add after the Request Compensation Change and
the completion step for the Edit Position steps.
End Additional Job Add after the completion step.
Hire Follows the Create Workday Account step, but
doesn’t have to be immediately after. The best
placement depends on condition rules associated
with this action and the eligibility rules used to
determine eligibility.
Request Compensation Change Add after the completion step.
Request Leave of Absence Add after the completion step.
Request Return from Leave of Absence Add after the completion step.
Termination Add after the completion step.

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Result
The Change Benefit Elections action runs the Change Benefits for Life Event business process. This
business process uses the If there is an effect on employee benefits? condition rule to determine whether
to create a benefit event. This condition rule determines:
• Whether an employee's current elections have caused a gain or loss in the employee's benefit
coverage.
Workday uses eligibility rules to determine if the employee has lost or gained benefit coverage. If yes,
Workday creates a benefit event.
• The default behavior.
Workday checks the Defaulting Rules selected in the Coverage Rules tab on the Create Enrollment
Event Rule task. If there’s a match, Workday creates a benefit event:
• Default to Priority Coverage or Waive
• Default to Waive
Workday creates an event if you selected one of these options and there's a change in the employee's
benefit coverage:
• Default to Current Elections, Priority Coverage, or Waive.
• Default to Current Elections or Waive.
• What the employee can do.
Workday checks the Allowed Benefit Plan Changes selected in the Coverage Rules tab on the
Create Enrollment Event Rule task. If you selected one of these options, Workday creates a benefit
event:
• Can Select Any Plan - Select any plan included in the specified benefit coverage types, including the
option to waive.
• Current Plan Only - Change only the details of the benefit plans in which they’re currently enrolled.
Doesn’t include the option to waive. Can add or remove dependents.
• Current Plan or Option to Decrease - (Only Spending or HSA) Decrease contributions or keep at the
current level.
• Current Plan or Option to Increase - (Only Spending or HSA) Increase contributions or keep at the
current level.
• Current Plan or Option to Waive - Change only the details of the currently enrolled benefit plans,
including the option to waive. Can add or remove dependents.
If you selected one of these options, Workday creates an event when the current benefit coverage has
a change in amount or eligibility:
• Only on Eligibility Change.
• No changes allowed.
Workday finalizes the event 1 day after the termination date if benefit coverage has terminated or workers
can't make any plan changes. Workday doesn't send a notification to the employee. To send a notification,
add a condition rule to the business process.
Note: As you add the Change Benefit Elections step to more business processes, review your enrollment
event rules. Make sure all your benefit event types have defined rules. Workday combines events that
occur on the same day.

Create Enrollment Events

Prerequisites
• Define benefit coverage types.
• Security: Set Up: Benefits in the Benefits functional area.

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Context
Create the enrollment events that either:
• Result in an increase or decrease in benefit eligibility.
• Enable an employee to change current elections.
Enrollment events can be:
• Open enrollment: A period when employees can make additions and changes to their benefit elections.
• Benefit events: Specific qualifying events that open the enrollment process or trigger a gain or loss of
benefits. Examples: Staffing, personal changes, and administrative changes.
• Passive events: Events that result from the passage of time rather than from specific changes to
employee data. Example: A dependent child reaches age 26.
You can create custom validations to display errors and warnings to prevent workers from submitting
elections with mistakes. Example: Require workers to add attachments for evidence of insurability
documents or required documents for new dependents.

Steps
1. Access either:
• Create Benefit Event Type task.
• Create Open Enrollment Event Type task.
2. As you complete this task, consider:
Option Description
Enrollment Offering Type Example: For a birth event you can give
employees the ability to elect or change medical,
basic life, and supplemental life.
Worker Selectable Applies to benefit events only.
Enable workers to initiate the enrollment process
using the Change Benefits task.
A Benefit Partner or Administrator can report any
type of event.

Route Enrollment to Benefits Partner Applies to benefit events only.

Select to send the Enroll in Benefits notification
to the Benefits Partner so that the Benefits
Partner can enter the employee's elections.
Clear to send the Enroll in Benefits notification
to the employee so that the employee can enter
their own benefit elections.
Note: Update the related business process
to ensure that Workday correctly routes the
event based on these selections. Don’t route
enrollment tasks for automated benefit processes
to employees or Benefits Partners using the
Maintain Enrollment Event Types report.
Instead, target enrollment tasks to a role or
security group directly in the business process
definitions.

Restricted to Countries Select 1 or more countries. You can limit this

enrollment event type to employees in a benefit

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 | Benefits | 1115

Option Description
group that includes these countries. To enable
employees to participate in an enrollment event
for the country, select that country in the benefit
group.
3. For benefit events, consider:
Option Description
Reinstatement Event Select to reinstate benefits coverage for rehires
or employees returning from a leave of absence
within an eligibility period. If either event occurs
outside of the reinstatement eligibility period,
Workday handles the event with the processes
you define for nonreinstatement.
Reinstatement Period Time Units Workday calculates the beginning of the eligibility
period in this order:
• Start on the rehire date or return from leave
date.
• Subtract the reinstatement period time.
• Select the first day of the Unit of Time (month
or year).
If you select zero Reinstatement Period Time
Units for any Unit of Time, a reinstatement
period becomes eligible when these dates occur
in the same Unit of Time:
• Departure date.
• Rehire or return from leave date.
Example: Your reinstatement period is 2 months.
If an employee's rehire occurs on August 15, the
calculated eligibility period is June 1 to August
15. If their departure date occurs within this
interval, the employee's benefits are eligible for
reinstatement.

4. For benefit events, consider:

Option Description
Days to Enroll Calculation Define the benefit enrollment period for a specific
type of benefit event.
Select whether Workday uses:
• The initiation date of the event.
• The date of the event; this date starts the
enrollment period.

Days to Enroll Enter the number of days that determine the end
date for the enrollment period. Start with the date
defined for the Days to Enroll Calculation.
Note: Workday only respects this date if the
worker initiates a benefit enrollment event with the
Change Benefits task. Workday recommends
that you create a validation on the Dependent

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Option Description
Event business process. The validation enforces
Days to Enroll for when the worker initiates the
Add Dependent task.

Employee Cannot Report After Days to Enroll Select to prevent employees from reporting a
benefit event after the enrollment period has
passed.
5. For Coordination of Events, consider:
Option Description
Do Not Reprocess Future Events Disables coordination of events for this type of
benefit event when it has an earlier event date
than the current benefit event.
Example:
• Marital Status Change has an event date of
July 1.
• Beneficiary Change has an event date of June
1.
Normally, Workday places the Marital Status
Change on hold and processes the Beneficiary
Change. After completing the Beneficiary Change,
Workday rescinds the Marital Status Change
and creates a new event. By selecting this
check box for the Beneficiary Change, Workday
doesn't place Marital Status Change on hold and
proceeds as normal without any reprocessing.
This check box doesn’t apply to events where an
employee has a gain or loss in benefit eligibility.

Do Not Reprocess Disables coordination of events for this type of

benefit event when it has a later event date than
the current benefit event.
Example:
• Open Enrollment has an event date of January
1.
• Beneficiary Change has an event date of
December 20.
Normally, Workday places Open Enrollment on
hold and processes the Beneficiary Change. After
completing the Beneficiary Change, Workday
then rescinds Open Enrollment and creates a new
event. When selected, Workday doesn't place
the Open Enrollment on hold and proceeds as
normal.
This check box doesn’t apply to events where an
employee has a gain or loss in benefit eligibility.

Days to Enroll The number of days the worker has to complete

their benefit enrollment, based on the date when
Workday created the new event.

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 | Benefits | 1117

Option Description
This value depends on when the days occur if
Workday:
• Puts an enrollment event on hold.
• Recreates the event because of Coordination
of Events.
If the minimum number of days occurs:
• Within the enrollment period, the employee
gets the full enrollment period.
• Outside of the enrollment period, the employee
has only the number of days defined in this
field.

Note: You can enable coordination of events between web service events and future-dated events
that you create in Workday. Select Enable Coordination of Events for the Change Benefits Web
Service in the Edit Tenant Setup - HCM task. When selected, Workday reprocesses eligible future-
dated events when the web service creates earlier-dated events.
6. For Benefit Event Codes, consider:
Option Description

Pre-Tax Event Code Add unique event codes to your benefit event
types.
Post-Tax Event Code
Example: Assign the Life Insurance Event Code
Life Insurance Event Code
123 to a specific benefit event type that you
configure in this task.
To reveal these fields, access the Configure
Optional Fields task, then select Create Benefit
Event Type. Next, delete the row labeled Federal.

7. For benefit events, add Events and Reasons.

Option Description
Event Use to map an enrollment event when you’ve
modified a business process to include either of
these business processes:
• Change Benefits for Life Event.
• Change Benefit Jobs.
• You can configure the Change Benefit Election
for Compensation Changes step on these
business processes when a compensation
change affects an employee's benefits:
• Initiate Compensation Review Process.
• Propose Compensation Change.
• Propose Compensation Hire.
• Request Compensation Change.
• Request Employee Merit Adjustment.
When you configure the step on a
compensation process, Workday can
automatically create benefit events when a

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Option Description
compensation change impacts calculated
insurance coverage or rates.
When you rescind a merit event with a
corresponding benefit event, Workday doesn't
rescind the benefit event.
Note: These business processes are for
future use. Don’t use:
• Change Default Compensation.
• Propose Compensation Offer/Employment
Agreement.
• Requisition Compensation.

Restricted by Reason If you want the benefits eligibility check to run

only when the business process includes specific
reasons, select those reasons here.
Note: Use restriction reasons only if you have
different events for job changes. If you leave out
a reason from the list, Workday doesn't create an
event for the event type.
Example: You add the Job Change event and
select Demotion and Transfer restriction reasons.
The employee gets a promotion, but Workday
doesn't create an enrollment event because
you haven't selected Promotion as a restriction
reason.
If you leave the field blank, the benefits eligibility
check runs every time the business process
occurs.
• For leave-related business processes, create
reasons using the Create Leave of Absence
Rule task.
• For organization-related and Change Primary
Address business processes, no reasons are
available.
• For staffing and compensation-related
business processes, create reasons using the
Maintain Event Categories and Reasons
task.
• For terminations, define categories and
reasons for terminating employment with these
tasks: Maintain Termination Categories and
Maintain Local Termination Reasons tasks.

Next Steps
• Use the Maintain Enrollment Event Types report to make changes.
• Use the Edit Benefit Event Type or Edit Open Enrollment Event Type task to make changes.
• Use the Enrollment Event Types report to display a list of all the benefit event and open enrollment
event types.
• Use the Edit Enrollment Event Rule task to add your reinstatement event.

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 | Benefits | 1119

Related Information
Concepts
Concept: Coordination of Benefits Enrollment Events on page 1131
Concept: Enrollment Period for Benefit Events on page 1130
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111
Reference
The Next Level: Troubleshooting Benefits

Create Enrollment Event Rules

Prerequisites
• Define enrollment events.
• Security: Set Up: Benefits domain in the Benefits functional area.

Context
Create rules that Workday uses to process enrollment events. Examples:
• Waiting periods.
• Coverage beginning and ending dates.
• Deduction beginning and ending dates.
• Grace periods for ending coverage.
• Coverage changes with and without evidence of insurability (EOI).
• Default coverage rules.
• Reinstatement of benefits coverage.
Associate event rules with benefit groups using the Create Benefit Group task.

Steps
1. Access the Create Enrollment Event Rule task.
2. As you complete the Start or Waive Coverage tab, consider:
Option Description
Benefit Coverage Type Select all benefit coverage types used by the
selected event types. Workday uses the coverage
types, as configured on the event type and the
enrollment event rule, to determine any changes
in eligibility. If there are changes, Workday
creates an enrollment event for the employee.
For coverage types without explicit event rules,
Workday uses Can Select Any Plan from the
Allowed Benefit Plan Changes prompt.

Waiting Period Number and Waiting Period Waiting periods apply to employees who are
Units newly eligible for a benefit and didn't have
coverage of the same type before the enrollment
event. Newly eligible could be from a hire,
promotion, or other enrollment event.
Workday uses the Waiting Period Calculation
Order on the Create Benefit Group task to

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Option Description
determine whether to add the waiting period
before or after the Coverage Begin Date.

Ignore Waiting Periods Overrides the waiting period for event types.
Consider whether to select this check box if you
select First of Month On or After the Later of
Event or Submission Date choice for Coverage
Begin Date.
Coverage Begin Date Select the rule to determine the date that benefit
coverage begins.
You can specify a coverage begin date for all
benefit plans that belong to a given coverage
type, for events that:
• Enable employees to waive existing coverage.
• Result in coverage gains, such as job
changes.
You can specify that coverage begins on the
First of Month On or After the Later of Event or
Submission Date. To avoid coverage delays with
this option, select the Ignore Waiting Periods
check box. The remaining pay periods don't
recalculate.
Examples:
• If the submission date is February 1 and the
event date is February 20, the coverage begin
date is March 1.
• If the submission date is April 1 and the event
date is March 20, the coverage begin date is
April 1.
If the Change Benefits business process has an
approval step, the submission date is the approval
date.

Deduction Begin Date Select the rule to determine which pay period to
take the deduction or start the credit.
3. Complete the Loss of Coverage tab.
For events that result in coverage losses, define the:
• Coverage End Date
For job changes, Workday uses the effective date of the job change for the event date. For
terminations, Workday uses the event date + 1 day for the effective date. Example: The termination
date is 7/1. The event date is 7/1, but the effective termination date is 7/2.
To determine the month of the event date, Workday uses the month of the day before the event
date. Example: If the event date is 7/1, then the Workday uses the month of June. If the event date
is 7/2, then Workday uses the month of July.
• Deduction End Date
• Grace Period Number to extend coverage beyond the coverage end date for a given coverage
type.

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4. On the Levels of Change - Currently Covered tab, create the rules for processing changes to
insurance coverage when the employee currently has insurance coverage. As you complete this tab,
consider:
Option Description
Maximum Levels of Change Allowed Enter the maximum number of levels that
employees can increase coverage during
enrollment for this event type.
Examples:
• Your benefit plan offers 2x, 3x, 4x, and 5x
salary, and you enter the value 2 for the
Maximum Levels of Change Allowed. If an
employee has a current coverage of 2x salary,
they can increase their coverage up to 4x
salary.
• Your benefit plan offers 50,000 – 100,000 –
150,000 – 200,000 USD coverage levels. You
enter a value of 1 in this field. If an employee
currently has coverage of 50,000 USD, they
can increase their coverage to 100,000 USD.

Maximum Amount of Change Allowed Enter the maximum amount that employees can
increase coverage during enrollment for this event
type.
Include All Benefit Plans in Coverage Type for Select to use the combined total election for all
EOI benefit plans in a coverage type to determine
when to require EOI.
If selected, make sure to select this option on all
of the Levels of Change tabs.
Note: Don't select auto-enrolled insurance plans.

Maximum Levels of Change Allowed without Enter the maximum number of levels that
EOI employees can increase their coverage without
requiring EOI. Used when you have a guaranteed
issue level that changes by event type.
Workday uses the smallest amount as the
guaranteed issue if you populate 1 or more of
these fields:
• Guaranteed Issue Amount
• Guaranteed Issue Multiplier
• Maximum Amount of Change Allowed
without EOI

Maximum Amount of Change Allowed without Enter the maximum amount that employees can
EOI increase their coverage without requiring EOI.
Used when you have a guaranteed issue amount
that changes by event type.
Workday uses the smallest amount as the
guaranteed issue if you populate 1 or more of
these fields:
• Guaranteed Issue Amount

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Option Description
• Guaranteed Issue Multiplier
• Maximum Amount of Change Allowed
without EOI
An employee must provide EOI if they elect more
than the guaranteed issue amount.

Guaranteed Issue Amount Enter the amount of insurance coverage that

employees receive.
Workday uses the smallest amount as the
guaranteed issue if you populate 1 or more of
these fields:
• Guaranteed Issue Amount
• Guaranteed Issue Multiplier
• Maximum Amount of Change Allowed
without EOI
To enforce EOI for any change, enter a value
of 1 or 0.01. Workday ignores a zero value for
Guaranteed Issue Amount.

Guaranteed Issue Multiplier Enter the salary multiplier used to calculate the
amount of insurance coverage that employees
receive. You can define the salary on the Salary
Source field on these tasks:
• Create Insurance Coverage
• Edit Insurance Coverage
Workday uses the smallest amount as the
guaranteed issue if you populate 1 or more of
these fields:
• Guaranteed Issue Amount.
• Guaranteed Issue Multiplier.
• Maximum Amount of Change Allowed
without EOI.
Workday determines the salary definition for the
salary multiplier from the insurance coverage.
Example: You have an increment of salary plan
(10,000 USD through 500,000 USD in multiples of
10,000). The employee can elect up to 4x salary
without triggering EOI. Workday evaluates the
insurance coverage amount to determine how to
calculate the employee's salary.
Set Guaranteed Issue Rule Select the rule that defines how to apply the
guaranteed issue amount or multiplier when the
value doesn't match the defined coverage levels.
Define if the employee should automatically use
the exact values for 1 of these amounts:
• Guaranteed Issue Amount
• Closest Coverage Over
• Closest Coverage Under

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Option Description
Select Guaranteed Amount if your benefit plan
doesn't mix multipliers and coverage amounts.
If your benefit plan mixes multipliers and coverage
amounts, determine if the guaranteed issue
should be the closest coverage value over or
under the Guaranteed Issue Amount. Example:
your benefit plan offers 70,000 – 80,000 -
90,000 – 100,000 – 110,000 – 120,000 with a
Guaranteed Issue of 3x Salary. An employee
has a salary of 35,000 USD and elects 120,000
USD during enrollment. They automatically have
110,000 USD while pending EOI if you define
the guaranteed issue to be the Closest Coverage
Over. If you define the guaranteed issue to be the
Closest Coverage Under, they automatically have
100,000 USD while pending EOI.
Note: This rule doesn't apply to the Maximum
Amount Allowed. Example: If you define the
maximum amount to be 95,000 USD, the newly
eligible employee doesn't automatically have
95,000 USD.

Default Coverage if Pending EOI Select the rule that defines the insurance
coverage for the worker while EOI is pending.
Define the automatic coverage if the employee
elects over the Guaranteed Issue Amount with
one of these options:
• Current Coverage Amount
• Elected Coverage Amount
• Guaranteed Issue Amount
If you select:
• Current Coverage Amount, the coverage
automatically uses the employee's last
approved coverage amount.
• Elected Coverage Amount, the coverage
automatically uses the full amount elected
during enrollment.
• Guaranteed Issue Amount, the coverage
automatically uses the Guaranteed Issue
Amount defined for the enrollment event.

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5. On the Levels of Change - Currently Waiving and Levels of Change - Newly Eligible tabs, set up
the rules for processing insurance coverage.
The rules apply when an employee has previously waived coverage or just became eligible for
coverage. Examples: A new hire, a new benefit plan, or a staffing change that affects eligibility.
As you complete this tab, consider:
Option Description
Maximum Level Allowed Enter the maximum level of insurance coverage
that employees can elect during enrollment for
this event type.
Example: Your benefit plan offers 6 levels of
coverage (2x, 3x, 4x, 5x, 6x, and 7x salary). If you
enter 4 for the Maximum Level Allowed value,
the employee can elect a level of coverage up to
5x their salary.

Maximum Amount Allowed Enter the maximum amount of insurance

coverage that employees can elect.
Example: If you enter 450,000 and the benefit
plan allows up to 600,000, during enrollment the
employee can only elect up to 450,000 for this
event type. Make sure that there's a coverage
option for this amount, otherwise the employee
can't select 450,000.

Include All Benefit Plans in Coverage Type for Select to use the combined total election for all
EOI benefit plans in a coverage type to determine
when to require EOI.
If selected, you must select it on all of the Levels
of Change tabs.
Note: Don't select auto-enrolled insurance plans.

Guaranteed Levels Without EOI Enter the maximum number of levels that
employees can elect without requiring EOI. Used
when you have a guaranteed issue level that
changes by event type.
Guaranteed Issue Amount Enter the amount of insurance coverage that
employees receive. Used when you have a
guaranteed issue level that changes by event
type.
Enter this amount on all 3 Levels of Change
tabs.

Guaranteed Issue Multiplier Enter the salary multiplier used to calculate the
amount of insurance coverage that employees
receive.
Define salary in the Salary Source field on the
Create Insurance Coverage task.
Workday determines the salary definition for the
salary multiplier from the insurance coverage.
Example: You have an increment of salary plan
(10,000 USD through 500,000 USD in multiples of

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Option Description
10,000). The employee can elect up to 4x salary
without triggering EOI. Workday evaluates the
insurance coverage amount to determine how to
calculate the employee's salary.

Set Guaranteed Issue Rule Select the rule that defines how to apply the
guaranteed issue amount or multiplier when the
value doesn't match the defined coverage levels.
Default Coverage if Pending EOI Select the rule that defines the insurance
coverage for the worker while EOI is pending.
6. On the Coverage Rules tab, you can restrict the benefit plan and coverage target changes that
employees can make during an enrollment event.
Example: You can enable employees to add new dependents following a birth. However, you can
prevent them from changing their medical plan or adding dependents other than the new child.
You can define these restrictions as broadly or narrowly as you want, depending on your business
requirements. Example: Apply the same restrictions to all members of a benefit group, regardless of the
event and coverage type. Or, define restrictions that vary by event and coverage type.
As you complete this tab, consider:
Option Description
Allowed Benefit Plan Changes • Can Select Any Plan: Select any plan included
in the specified benefit coverage types,
including the option to waive.
Note: Workday can create a benefit event for
a job change that doesn't qualify for selecting
benefits. You might need to change this
selection to a more restrictive choice if that
occurs.
• Current Plan Only: Change only the details of
the benefit plans that have currently enrolled
workers. Doesn't include the option to waive.
Can add or remove dependents.
• Current Plan or Option to Decrease: (Only
Spending or HSA) Decrease contributions
or keep at the current level. Doesn't allow
increases.
• Current Plan or Option to Increase: (Only
Spending or HSA) Increase contributions
or keep at the current level. Doesn't allow
decreases.
• Current Plan or Option to Waive: Change
only the details of the benefit plans that have
currently enrolled workers, including the option
to waive. Can add or remove dependents.
• Only on Eligibility Change: Change only if
eligible for a new benefit plan or lost eligibility
for a previously elected benefit plan.
• No Changes Allowed

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Option Description
Allowed Dependent Changes • Additional Dependents Allowed: Add or
remove new dependents to the selected
coverage types.
Example: You can give newly married
employees the option to add their spouse to
their benefit plan.
• Continue with Current Dependents: Hides the
option to waive. Prevents workers from adding
or removing dependents.
Example: For certain staffing changes, enable
employees to switch from an HMO to a PPO,
but not to change their covered dependents.
• May Remove Dependents: The employee
can remove dependents from the selected
coverage types. Doesn't allow increases.
Example: For a life event such as a divorce,
you can require employees to remove their
spouse from their covered dependents.

Dependent Types Required if you selected Additional Dependents

Allowed or May Remove Dependent in the
Allowed Dependent Changes field.
Defaulting Rules For Health Care, Insurance, Additional
Benefits, and Retirement Savings plans only.
Select the rule that Workday uses to populate
default benefit plans and elections into an
employee's enrollment pages. In addition,
Workday automatically applies the default plans
selected by these rules to employees that fail to
submit their benefit elections. Available options
are:
• Default to Current Elections, Priority Coverage
or Waive.
• Default to Current Elections or Waive.
• Default to Current Provider/Classification or
Waive.
• Default to Priority Coverage or Waive.
• Default to Waive.
• Reinstate Previous Elections, Priority
Coverage or Waive.
• Reinstate Previous Elections or Waive.
Workday attempts to apply each component in the
selected option, in the order in which it displays,
until one of them passes. If a component fails,
Workday evaluates the next one. This process
repeats until Workday can apply a component.
• Default to Current Elections: If the employee
is eligible for their current elections, then
roll those elections forward. If a plan has an

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Option Description
annual amount, the annual amount carries
forward.
• Priority Coverage: Assign the health care and
insurance plans as defined in the Maintain
Benefit Defaults task when, both:
• The employee has lost eligibility for their
current elections.
• The employee hasn't waived their elections.
• Default to Current Provider and Classification:
If an employee and their dependents are
eligible for their current plan, then roll the plan
forward. If they become eligible for Medicare,
move them to an equivalent Medicare plan.
If they enrolled in a Medicare plan and lose
eligibility, move them to an equivalent plan.
• Reinstate Previous Elections: If the employee
is eligible for their previous elections, then
reinstate those elections.
• Waive: Set the election to waive.

Next Steps
• View detailed information for a specific rule using the Enrollment Event Rule report.
• Link the event rule to one or more benefit groups using the Create Benefit Group task.
Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111
Reference
Troubleshooting: Enrollment Events on page 1142
The Next Level: Troubleshooting Benefits
2022R2 What's New Post: Enrollment Event Rules for Coverage Begin Dates

Create Conditional Messages for Enrollment Events

Prerequisites
• Reference: Edit Tenant Setup - Business Processes
• Reference: Edit Tenant Setup - Notifications

Context
To create notification and confirmation messages that are specific to an event type, use condition rules.
Example: You can create notifications that are specific to a retirement event, so that only employees
included in that event receive the notification.

Steps
1. Access the business process to which you want to add the notification or confirmation.
Example: Change Benefits for Life Event.
2. Select Business Process > Add Notifications from the related actions menu of the business process.
3. Specify the notification Effective as of date.

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4. In the Triggers section, select one of these options:

• Trigger on Status and Completed to send the notification or confirmation on enrollment completion.
• On Entry and a specific step to send the notification or confirmation when the step is initiated.
• On Exit and a specific step to send the notification or confirmation when the step is complete.
5. As you complete the Conditions and Rules section, consider:
Option Description
Source Class Report Field or Sub Rule Select Enrollment Type in the Benefits Category
folder.
Relational Operator Select In the selection list.
Comparison Type Select Value specified in this filter.
Comparison Value Select the enrollment event type for which you’re
defining the notification/confirmation.

Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

Enrolling New Hires in Benefits

Context
The steps required to automate new hire enrollment vary depending on the roles to which you route
enrollment tasks and the availability of employee self-service.
You can configure the Hire business process to support these routing options:
• Always route enrollment to a new hire (employee self-service is available to all employees).
• Always route enrollment to a Benefits Partner or Administrator (employee self-service isn’t available).
• Route enrollment to some employees but not others (employee self-service is only available to some
employees).

Steps
1. Add the Create Workday Account action to the Hire business process after the completion step.
To always route enrollments to a new hire, set Optional to No. To route enrollments to some
employees and not others based on condition rules, set Optional to Yes. To always route enrollments
to a Benefits Partner or Administrator, set Optional to either Yes or No.
2. Add the Change Benefit Elections action to the Hire business process and set the value of Optional to
No.
Workday associates this action with the If there is an effect on employee benefits? condition rule, which
determines whether an employee qualifies for benefits based on benefit group and benefit plan eligibility
rules. If the condition is true, Workday can route the enrollment task to the employee.
The Change Benefit Elections action should follow the Create Workday Account action, but doesn't
need to follow it immediately. The best placement depends on all of these factors:
• The condition rules associated with this action.
• The benefit group.
• The benefit plan eligibility rules used to determine benefit eligibility.
Example: You create an eligibility rule that makes certain employees eligible for benefits based on
their assigned compensation plan. The Change Benefit Elections action then follows the Propose
Compensation action in the business process. Otherwise, Workday can't determine whether an
employee qualifies for benefits based on compensation data.

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3. (Optional) To route enrollments to some employees but not others, use 2 instances of the Change
Benefit Elections action. Create separate condition rules for each set of employees:
a) Add these additional condition rules to the Change Benefit Elections action:
• Worker has Workday Account.
If this rule resolves to True and other condition rules are satisfied, Workday routes the enrollment
task to the employee. Create this condition rule yourself.
• Other condition rules required to route the enrollment task to the appropriate employees.
Employees might need a valid Workday account along with additional conditions to have the
enrollment task routed to them. You can define additional condition rules and add them to the
Change Benefit Elections action.
Example: Only salaried employees with valid accounts or employees in certain geographical
areas can enter their own benefit elections. In this case, add additional rules and conditions to
the Change Benefit Elections step to control which workers can enroll in benefits.
b) Add the second instance of the Change Benefit Elections action immediately after the first. Use the
same processing order:
• Worker does not have Workday Account OR worker doesn’t meet additional conditions specified
in step 4.
This multipart rule uses OR logic that includes the rule Worker does not have Workday Account.
This rule determines if the new employee doesn't have a Workday account. If the rule resolves to
True OR the additional conditions aren't met, Workday routes the enrollment task to the Benefits
Partner or Administrator.
Define the Worker does not have Workday Account condition and any other conditions you want
to include in this multipart rule.
4. Assign the Change Benefit Elections action to a role. Examples: Employee, or Benefits Partner or
Benefits Administrator.
The role determines where Workday routes the enrollment task.
Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111
Create Business Process Condition Rules
Reference
Troubleshooting: Enrollment Events on page 1142

Discontinue Benefits on Termination

Prerequisites
Configure the ~Termination~ business process.

Context
You can automate the termination of benefits when you terminate an employee by adding the Change
Benefit Elections action to the Termination business process.

Steps
1. Access the Termination business process, and from the related actions menu, select Edit Definition.

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2. Add the Change Benefit Elections action and set the value of Optional to No.
When you add this action to the Termination business process, Workday automatically associates the
action with the If there is an effect on employee benefits? condition rule. This delivered rule determines
whether a termination results in a loss of benefits based on both:
• Benefit group.
• Benefit plan eligibility rules.
If so, Workday can route the benefit termination task directly to a Benefits Partner or Administrator.
Note: In general, add actions and associated condition rules after steps that provide data or
information evaluated by these rules.
3. Assign the Change Benefit Elections action to the Benefits Partner, Benefits Administrator, or other
approved role.
Workday routes an enrollment task to this role only if the termination event requires the Benefits Partner
or Administrator to make an election on behalf of the employee.
Related Information
Concepts
Concept: Termination Impact on page 600
Tasks
Steps: Set Up Termination on page 587
Terminate Employees on page 588

Concept: Enrollment Period for Benefit Events

You can define the benefit enrollment period for a specific type of benefit event. You can also restrict an
employee's ability to report that benefit event after the enrollment period has expired.
When an employee reports a benefit event using Change Benefits, Workday uses the Days to Enroll
Calculation field to determine if the start date begins on:
• The event date.
• The date the employee reports the event.
Workday adds the value entered in the Days to Enroll field to that date. This new date is the employee's
Submit Elections By date.
Note: Workday only respects the value of Days to Enroll if the worker initiates a benefit enrollment event
with the Change Benefits task. Workday recommends that you create a validation on the Dependent
Event business process to enforce Days to Enroll. This validation is for when the worker initiates the Add
Dependent task.
Days to Enroll Calculation (Event or Initiate Date) + Days to Enroll = Submit
Elections By
If you select the Employee Cannot Report After Days to Enroll check box and the date passes, the
employee receives an error message and can’t proceed. You can use the Change Benefits task to report
the benefit event on behalf of the employee. Workday uses the system date as the basis for calculating the
enrollment period.
Note: Workday provides the Submit Elections By field as a guideline for employees to submit an event,
but doesn’t enforce this date. Employees that start the benefit enrollment before the Submit Elections By
date can submit benefit elections after the date, until you finalize the enrollment event.
Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

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Concept: Coordination of Benefits Enrollment Events

Coordination of events ensures that Workday:
• Processes potentially conflicting events in the correct event date order.
• Preserves existing enrollments, when possible.
Coordination of events occurs after you initiate an open enrollment, change benefits, or run the passive
event process. Workday attempts to process 1 event at a time in event date priority. The event date for:
• Open enrollment = the date entered on the Initiate Open Enrollment task.
• Life events (excluding passive events) = the date entered on the Change Benefits task.
• Passive events = the date when the scheduled passive event runs.
Note: Except for open enrollment events, if more than 1 benefit event occurs on the same day, Workday
consolidates those events into 1 hybrid event.
You can enable coordination of events between web service events and future-dated events created in
Workday. Select Enable Coordination of Events for the Change Benefits Web Service in the Benefits
section of the Edit Tenant Setup - HCM task. When selected, Workday reprocesses eligible future-dated
events when the web service creates earlier-dated events.
The coordination of events process compares 2 events at a time:

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For an event to affect another event, one of these situations must occur:
• A change in eligibility: Loss or gain in coverage or a change in benefit group.
Always reprocess an event when a change in eligibility occurs.
• An overlap in coverage types between the 2 events.
Example: If Event A has health, dental, and vision, and Event B has health and insurance, there’s an
overlap in health. Reprocess an event only when coverage types overlap.
• The Do Not Reprocess option is selected on the enrollment event.
Workday doesn't place a new event on hold when comparing a new event (Do Not Reprocess
selected) to an older open event. Workday processes both events together.
Workday reprocesses the next event when comparing a new event to an older event ( Do Not
Reprocess selected).

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• The Do Not Reprocess Future Events option is selected on the enrollment event.
If Workday compares a just processed event (Do Not Reprocess Future Events selected) to a later
event, Workday doesn't place the later event on hold. Workday processes both events together.
If Workday compares a just processed event to a later event (Do Not Reprocess Future Events
selected), Workday reprocesses the later event.
When you cancel or rescind the next event and create a new event, Workday sets the new event date to
the date of the canceled event. To calculate the Submit By date, Workday adds the value in the Days to
Enroll for Coordination of Events field to the creation date of the new event. For the new event, Workday
bases any evidence of insurability on the current benefit elections.

Concept: Multiple Benefit Events on the Same Day

If a worker has more than 1 benefit event reported on the same day, Workday combines them into a
consolidated (hybrid) benefit event. Workday can consolidate benefit, staffing, and passive events. The
hybrid benefit event includes the most generous options available from all events and preserves any
completed elections made up to that time.
This consolidation doesn’t include events that coincide with open enrollment, or the Change Retirement
Savings task that coincides with a benefit event. If Workday creates an open enrollment event before
a benefit, staffing or passive event, then it must enter the nonopen enrollment events on another day. If
Workday creates a life event before an open enrollment event, Workday automatically cancels or rescinds
the life event. If a stand-alone Change Retirement Savings event and a benefit event include the same
coverage types for retirement savings, they can’t occur on the same day.
Examples:
• A worker reports the birth of a child on April 1. Workday creates a benefit event for the birth. That same
day, the worker's manager submits a promotion for the worker. Workday cancels or rescinds the benefit
event for the birth and creates a hybrid benefit event.
• A worker reports the birth of a child on April 1. Workday creates a benefit event for the birth. That same
day, the worker's manager submits a promotion for the worker. The promotion requires an approval.
If approved, Workday cancels or rescinds the benefit event for the birth and creates a hybrid benefit
event. If denied, Workday doesn't create a hybrid benefit event and the benefit event for the birth
remains intact.
If one of the benefit events that make up the hybrid benefit event becomes invalid, you can either:
• To support the remaining valid event, cancel or rescind the hybrid event and create a new event.
• Use the Benefit Election History and select Full Process Record as a related action off the event.
Select the Overall Process event link to cancel or rescind the appropriate event.
This table lists the priority Workday follows to provide the most generous options when creating the hybrid
enrollment events:

Task Option Priority Description

Maintain Enrollment Route to Benefits Partner 1 Yes
Event Types
2 No
Create Enrollment Coverage Begin Date 1 On the event date.
Event Rule > Start or
Waive Coverage
2 First of the month on or
after the event date.
3 First of the month
following the event date.

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 | Benefits | 1134

Task Option Priority Description

Waiting Period Always honor the waiting
period, unless you select
Ignore Waiting Periods.
Create Enrollment Coverage End Date 1 Last day of the month.
Event Rule > Loss of
Coverage
2 On the half month.
3 On the event date
Grace Period Same priority as
Coverage End Date,
but also using the least
number of days as the
grace period.
Create Enrollment Maximum Level of Always take the highest
Event Rule > Levels of Change Allowed level across all events.
Change

• Maximum Levels Always take the highest

of Change Allowed GI amount across all
without EOI events.
• Guaranteed Issue
(EOI required above
this level)

• Maximum Amount Always take the highest

of Change Allowed GI amount across all
without EOI events.
• Guaranteed Issue
(EOI required above
this amount of
coverage)

Default Coverage if 1 Elected Coverage

Pending EOI Amount.
2 Current Coverage
Amount.
3 Guaranteed Issue
Amount.
Create Enrollment Allowed Benefit Plan 1 Can select any plan.
Event Rule > Coverage Changes
Rules
2 Current plan or option to
waive.
3 Current plan only
4 Current plan or option to
increase.
5 Current plan or option to
decrease.

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 | Benefits | 1135

Task Option Priority Description

6 Only on eligibility
change.
7 Only on beneficiary
changes.
8 No changes permitted.
Allowed Dependent 1 Additional dependents
Changes permitted.
2 Can remove
dependents.
3 Continue with current
dependents.
Dependent Types Include all coverage
targets across all events.
Defaulting Rules 1 Default to current
elections, priority
coverage or waive.
2 Default to current
elections or waive.
3 Default to priority
coverage or waive.
4 Default to waive

The consolidated event displays as 1 entry on the Benefit Election History. The entry lists both events in
the Enrollment Event Type column.
If you’re automating benefit eligibility checks, you must have enrollment event types and rules that
correspond to life, staffing, and passive events.
Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

Concept: Plan Changes and Waiting Periods

Benefit plans can have a waiting period that the employee must complete before receiving benefits. If the
employee has an event that requires a change in plans, the new plan might have a different waiting period.
If the employee doesn't complete the waiting period before a plan change, Workday:
• Enforces the waiting period associated with the new plan.
• Credits the employee for any time spent waiting for the old plan to take effect.
• Uses the initial waiting period start date as the start date of the second waiting period.
Example: The first waiting period begins on June 30, so the new plan uses the same June 30 start date
for the waiting period.
If an employee completes their initial waiting period in a benefit group and moves to another benefit group,
Workday waives the waiting period for the second group.
Employee Completes Waiting Period for One Plan Before Selecting a Different Plan
Bob begins at his new company on March 1 and elects medical and dental coverage. The plans have
these waiting periods:

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 | Benefits | 1136

• Medical: 1 month (coverage begins April 1).

• Dental: 1 month (coverage begins April 1).
Then Bob goes through a second enrollment event on April 15.

Second Enrollment Effect

Bob moves to a new benefit group and selects Coverage begins:
new medical and dental plans, each with 3 month
• Medical: April 15
waiting periods.
• Dental: April 15
Workday waives the waiting period for new
coverage because Bob has completed the initial 1
month waiting period.
When an employee satisfies a plan waiting
period requirement and later elects a new plan
of the same type, Workday waives waiting period
requirements for the second plan. If the employee
loses benefits due to a leave of absence, a
reduction in work hours, or other change, Workday
restarts the waiting period.

Employee Changes From One Plan to Another Before Completing the Initial Waiting Period
Federico begins working at his new company on March 1 and elects medical and dental coverage. The
plans have these waiting periods:
• Medical Coverage: 3 months (coverage begins June 1).
• Dental Coverage: 4 months (coverage begins July 1).
Federico goes through a second enrollment event on April 15, before the waiting period completes.
Depending on the plan changes, his coverage can begin on different dates.

Second Enrollment (April 15) Effect

Federico moves to another state and elects to keep Coverage begins:
the same plans.
• Medical: June 1
• Dental: July 1
Because the plans don't change, coverage still
begins on the same dates.

Federico moves to another state and selects new Coverage begins:

medical and dental plans with the same waiting
• Medical: June 1
periods.
• Dental: July 1
Workday enforces the new waiting periods, but
because the new periods are identical to the old,
the begin dates remain the same.

Federico receives a promotion and selects new Coverage begins:

medical and dental plans. They’ve 2 and 3 month
• Medical: May 1
waiting periods, respectively.
• Dental: June 1
Workday enforces the new waiting periods, but
credits Federico for time spent waiting under the old
plans.

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 | Benefits | 1137

Second Enrollment (April 15) Effect

Federico receives a demotion and selects new Coverage begins:
medical and dental plans. They’ve 4 and 5 month
• Medical: July 1
waiting periods, respectively.
• Dental: August 1
Workday enforces the new waiting periods, but
credits Federico for time spent waiting for the old
plans to take effect.

Federico moves to a new benefit group and selects Coverage begins:

new medical and dental plans with 1 and 2 month
• Medical: April 15
waiting periods, respectively.
• Dental: May 1
Workday enforces the new waiting periods, but
credits Federico for time spent waiting for the old
plans to take effect. In this case, the waiting period
for the new medical plan (1 month) is over by the
time the second enrollment event takes place (April
15). Therefore, Workday begins medical coverage
on April 15.

Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

Reference: Benefit Deduction Begin Date Rules

When developing the rules for events that begin benefit coverage and deductions, consider how the
coverage begin date can impact the deduction begin date. The deduction begin date rule determines the
first pay period in which the deduction occurs. Sometimes, the rule depends on the coverage begin date.
When using the Workday delivered rules, consider how the coverage begin date impacts the deduction
begin date.
Example: Betty Liu creates enrollment event rules determined from coverage begin date and deduction
begin date. She uses these dates and rules.
Dates:
• First Date of Employment: 7/1.
• Event Date: 7/2.
• Pay Periods and Pay Dates:
• Period: 5/27- 6/10 Pay Date: 6/15
• Period: 6/13 - 6/26 Pay Date: 7/1
• Period: 6/27 - 7/10 Pay Date: 7/15
• Period: 7/11 - 7/26 Pay Date: 8/1
• Period: 7/27 - 8/10 Pay Date: 8/15
• Period: 8/11 - 8/27 Pay Date: 9/1
Rules:
• Coverage Begin Date rule: On Event Date.
• Deduction Begin Date rule: On Coverage Begin Date.
The deduction begin date uses the coverage begin date value, which uses the event date. With the event
date of 7/2, the deduction begin date is 7/2 and falls in the 6/27 - 7/10 pay period. The first pay date in
which the deduction begins is 7/15. The pay dates occur on the 1st and 15th of each month.

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 | Benefits | 1138

This table displays the possible pay dates based on different coverage begin date and deduction begin
date rules, where:
• CBD: Coverage Begin Date.
• DBD: Deduction Begin Date.

Deduction Date Coverage Begin Date Rules

Begin
First of First of First of On Event On Pay Pay
Date
Month Month on Month on Date Period Period
Rules
Following or After or After Beginning Begin on
Event Date Event Date the Later After or After
of Event or Event Event
Submission Date Date
Date
First of CBD 8/1 8/1 8/1 7/2 7/11 7/11
Month On
DBD 8/1 8/1 8/1 8/1 8/1 8/1
or After
Event Pay Date 8/15 8/15 8/15 8/15 8/15 8/15
Date
On CBD CBD 8/1 8/1 8/1 7/2 7/11 7/11
DBD 8/1 8/1 8/1 7/2 7/11 7/11
Pay Date 8/15 8/15 8/15 7/15 8/1 8/1
On Event CBD 8/1 8/1 8/1 7/2 7/11 7/11
Date
DBD 7/2 7/2 7/2 7/2 7/2 7/2
Pay Date 7/15 7/15 7/15 7/15 7/15 7/15
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
DBD 7/11 7/11 7/11 6/13 6/27 6/27
Before
CBD Pay Date 8/1 8/1 8/1 7/1 7/15 7/15
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
DBD 6/13 6/13 6/13 6/13 6/13 6/13
Before
Event Pay Date 7/1 7/1 7/1 7/1 7/1 7/1
Date
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
Containing DBD 7/11 7/11 7/11 6/27 7/11 7/11
CBD Pay Date 8/1 8/1 8/1 7/15 8/1 8/1
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
Containing DBD 6/27 6/27 6/27 7/11 7/11 7/11
Event Pay Date 7/15 7/15 7/15 8/1 8/1 8/1
Date
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
DBD 7/27 7/27 7/27 7/11 7/27 7/27
Following
CBD Pay Date 8/15 8/15 8/15 8/1 8/15 8/15

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Deduction Date Coverage Begin Date Rules

Begin
First of First of First of On Event On Pay Pay
Date
Month Month on Month on Date Period Period
Rules
Following or After or After Beginning Begin on
Event Date Event Date the Later After or After
of Event or Event Event
Submission Date Date
Date
Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Period
DBD 7/11 7/11 7/11 7/11 7/11 7/11
Following
Event Pay Date 8/1 8/1 8/1 8/1 8/1 8/1
Date
Two Pay CBD 8/1 8/1 8/1 7/2 7/11 7/11
Periods
DBD 6/27 6/27 6/27 5/27 6/13 6/13
Before
CBD Pay Date 7/15 7/15 7/15 6/15 7/1 7/1

Reference: Benefit Deduction End Date Rules

The coverage end date can impact the deduction end date in event rules that terminate benefit coverage
and deductions. The rule for the deduction end date determines the pay period in which the deduction
ends. This rule can reference the coverage end date.
Example: Betty Liu creates enrollment event rules using the coverage end and deduction end date. She
uses these dates and rules:
Dates:
• Last Date of Employment: 7/15
• Event Date: 7/16
• Pay Periods and Pay Dates:
• Period: 6/27 - 7/10 Pay Date: 7/15
• Period: 7/11 - 7/26 Pay Date: 8/1
• Period: 7/27 - 8/10 Pay Date: 8/15
• Period: 8/11 - 8/27 Pay Date: 9/1
Rules:
• Coverage End Date rule: On Event Date.
• Deduction End Date rule: End of the Month Containing Event Date.
The deduction end date uses the end of the month in which the event date occurs. With the event date of
7/16, the deduction end date is 7/31 and falls in the next pay period. The pay date in which the deduction
no longer occurs is 8/15.
This table displays the possible pay dates based on different rules for coverage end date and deduction
end dates, where:
• CED: Coverage End Date.
• DED: Deduction End Date.

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Deduction Date Coverage End Date Rules

End Date
Last Day of On Pay On the On the Half Pay Period
Rules
the Month Period Event Date Month End on or
Begin After After Event
Event Date Date
End of CED 7/31 7/27 7/16 7/31 8/15
the Month
DED 7/31 7/31 7/31 7/31 7/31
Containing
Event Date Pay Date 8/15 8/15 8/15 8/15 8/15
On CED 7/31 7/27 7/16 7/31 7/26
Coverage
DED 7/31 7/27 7/16 7/31 7/26
End Date
Pay Date 8/15 8/15 8/1 8/15 8/1
On Event CED 7/31 7/27 7/16 7/31 7/26
Date
DED 7/16 7/16 7/16 7/16 7/16
Pay Date 8/1 8/1 8/1 8/1 8/1
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Before
DED 7/11 7/11 6/27 7/11 6/27
Coverage
End Date Pay Date 8/1 8/1 7/15 8/1 7/15
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Before
DED 6/27 6/27 6/27 6/27 6/27
Event Date
Pay Date 7/15 7/15 7/15 7/15 7/15
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Containing
DED 7/27 7/27 7/11 7/27 7/11
Coverage
End Date Pay Date 8/15 8/15 8/1 8/15 8/1
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Containing
DED 6/27 6/27 6/27 6/27 6/27
Event Date
Pay Date 7/15 7/15 7/15 7/15 7/15
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Following
DED 8/11 8/11 7/27 8/11 7/27
Coverage
End Date Pay Date 9/1 9/1 8/15 9/1 8/15
Pay Period CED 7/31 7/27 7/16 7/31 7/26
Following
DED 7/27 7/27 7/27 7/27 7/27
Event Date
Pay Date 8/15 8/15 8/15 8/15 8/15

Example: Coordination of Benefits Events

Context
These common scenarios demonstrate how coordination of events works. These examples assume:

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 | Benefits | 1141

• You enter the events with the later event date first.
Example: You enter the promotion before the beneficiary change.
• No overlap occurs in coverage types between the events.
Example: If Promotion includes Health, and Beneficiary Change includes Insurance, there’s no overlap
in coverage types.
• There’s no loss or gain in coverage eligibility.
If there’s an overlap in coverage types or a loss or gain in eligibility, Workday always places the later event
on hold. Workday reprocesses the later event after the earlier event completes.
An employee has these benefit enrollment events in the current year.

Date Event
January 1 Open Enrollment (Completed)
April 1 Marriage
May 1 Beneficiary Change
September 1 Promotion
January 1 (next year) Open Enrollment (In Progress)

Workday processes the events as shown:

Events Don’t Reprocess Don’t Reprocess Result

Future Event
Open Enrollment (In Open Enrollment = Clear Open Enrollment = Clear Both events process at
Progress) and the the same time.
Promotion = Clear Promotion = Clear
Promotion.
Open Enrollment (In Open Enrollment = Open Enrollment = Clear Both events process at
Progress) and the Selected the same time.
Promotion = Selected
Promotion.
Promotion = Clear

Promotion is entered Promotion = Clear Promotion = Clear Promotion stays

and completed before completed and the
Beneficiary Change = Beneficiary Change =
the Beneficiary Change. beneficiary change
Clear Clear
completes as normal.
Promotion is entered Promotion = Selected Promotion = Clear Both events process at
and in progress before the same time.
Beneficiary Change = Beneficiary Change =
the Beneficiary Change.
Clear Selected

Beneficiary Change is Beneficiary Change = Beneficiary Change = Open Enrollment stays

entered and in progress Clear Selected completed and the
after the completed beneficiary change
Open Enrollment = Open Enrollment = Clear
Open Enrollment. completes as normal.
Selected

Related Information
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

Troubleshooting: Coordination of Events and Changed Retirement Savings Elections

Changes to retirement savings elections for future-dated open enrollment or life events are missing.

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Example: A worker has a contribution amount of 5 percent for a pension plan, effective January 1. On
December 5, the worker changes the contribution to 10 percent. On January 1, the contribution reverts to 5
percent.
Cause: Changes to elections using the default event type for retirement savings (configured in Edit Tenant
Setup - HCM) don’t participate in coordination of benefit events.
Solution: Don’t include retirement savings plan types in your benefit plan year definition for open
enrollment. Instead, create an ongoing benefit plan year with the retirement savings plan types.
If Workday processes earlier-dated retirement savings elections after later-dated termination events, audit
these situations and update the termination event as needed.
Related Information
Concepts
Concept: Coordination of Benefits Enrollment Events on page 1131
Tasks
Change Retirement Savings Elections on page 1194
Create Benefit Plan Year Definitions on page 1181

Troubleshooting: Enrollment Events

Workday doesn't create a benefit event for a qualifying job change.

Cause Solution
You didn't configure the Change Benefit Elections Edit Business Processes
step on the Change Job business process.
Add the Change Benefit Elections step.

Workday doesn’t reach the completion step on the Edit Business Processes.
Change Job business process before evaluating
Add a step that runs between the completion step
the Change Benefit Elections step. Example: You
and the Change Benefit Elections step. Example:
might have a condition rule on an approval step
Add a report.
that serves as the completion step. If the condition
causes Workday to bypass the completion step, it
can prevent Workday from evaluating the Change
Benefit Elections step.
You've added a custom condition rule to the Create Business Process Condition Rules.
Change Benefit Elections step that might be
Test the custom conditional rule by removing or
preventing Workday from creating the benefit event.
revising it to determine if it prevents Workday from
creating the benefit event.

Other steps in the business process block the Security: Worker Data: Historical Staffing
benefit election step. Information domain in the Staffing functional area.
Access the View Worker History report to
determine if another step, like an approval, is
blocking the progress of the event.

You need to add the Change Job benefit event row Security: Set Up: Benefits domain in the Benefits
in the event type of the benefit enrollment. functional area.
1. Access the Maintain Enrollment Event Types
report.
2. Select the event type of the job change.
3. Add a row in the Events and Reasons grid and
select Change Job.

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 | Benefits | 1143

Cause Solution
The benefit event for the job change has reason Security: Set Up: Benefits domain in the Benefits
restrictions, but the reason for the worker's job functional area.
change isn't in the Restricted by Reason list.
1. Access the Maintain Enrollment Event Types
report.
2. Select the enrollment event type for the change
job.
3. Do 1 of these actions:
• Select the missing reason from the
Restricted by Reason prompt in the Events
and Reasons grid.
• Unless you have different events for
job changes, remove all of the reason
restrictions.

There’s a missing benefit coverage type on the Security: Set Up: Benefits domain in the Benefits
benefit event type. functional area.
1. Access the Edit Benefit Event Type task.
2. Select the missing coverage type from the
Enrollment Offering Type prompt.

There are missing benefit coverage types on the Security: Set Up: Benefits domain in the Benefits
coverage rule for the enrollment event rule. functional area.
1. Access the Edit Enrollment Event Rule task.
2. On the Coverage Rules tab, add the missing
benefit coverage types.

Workday creates a benefit event for a job change that doesn't qualify for selecting benefits.

Cause Solution
Workday doesn't have a record that the employee Ensure that Workday generates the waive record
waived coverage because: for the worker's benefit enrollment event.
• The benefit type for the job change includes 1. Access the Edit Benefit Event Type task.
a coverage type that you haven't previously
a. Add all hire event coverage types for the
offered the worker through Workday.
benefit event of the job change.
• Workday didn't load waive records when you
b. Add needed coverage types, or remove any
imported benefits from a third-party vendor.
unneeded ones, from the benefit event for
the job change.
Security: Set Up: Benefits domain in the
Benefits functional area.
2. Access the Create Passive Event Rule task.
Configure a passive event rule that enrolls or
waives the worker in the benefit plan when the
worker becomes either:
• Hired.
• Eligible for benefits.
Security: Set Up: Benefits domain in the
Benefits functional area.

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 | Benefits | 1144

Cause Solution
You selected the Can select any plan option on the Security: Set Up: Benefits domain in the Benefits
coverage rule. functional area.
1. Access the Edit Enrollment Event Rule task.
2. On the Coverage Rules tab, select Only on
Eligibility Change from the Allowed Benefit
Plan Changes prompt.

Related Information
Concepts
Setup Considerations: Job Changes on page 674
Tasks
Steps: Set Up Job Changes on page 678
Manage Benefit Coverage Types on page 1028
Set Up Reasons for Job Changes on page 685
Transfer, Promote, or Change Job on page 697

Default Coverage and Auto-Enrollment

Set Up Default Benefits Coverage

Prerequisites
Security: Set Up: Benefits domain in the Benefits functional area.

Context
You can automatically enroll workers into these benefit plans if they don't complete their benefit elections:
• Health care.
• Insurance
• Retirement savings.
• Additional benefits.
Workday provides 2 strategies to ensure coverage:

Auto Enroll Use auto enroll when the worker has no choice
when making an election. During open enrollment,
elections display as read-only.
Benefit Defaults Use to assign a plan automatically during an event,
but enable workers to waive or select another plan
if offered.
You can't use benefit defaults if you use allocation
of retirement savings plans.

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 | Benefits | 1145

Steps
• To set up auto enroll:
a) Access the Create Benefit Plan task.
b) Select the Auto Enroll check box for the benefit plan.
c) Access the Create or Edit Enrollment Event Rule task.
d) Include the benefit event types and benefit coverage types in the Start or Waive Coverage tab.
e) Select the Default to Priority Coverage, Current Coverage or Waive defaulting rule on the Coverage
Rules tab if you use defaults for benefit plans.
• To set up benefit defaults:
a) Access the Maintain Benefit Defaults task.
b) For each type of benefit, consider:

Field Description
Benefit Group You can have more than 1 benefit group for
each coverage type.
Coverage Type Select only 1.
<name of benefit> Plan Add 1 or more plans for each coverage type.
Coverage Target For Health Care and Additional Benefits only.
Select 1 target for each plan.

Priority Enter the order that Workday uses to populate

the employee's default benefit plan. The lower
the number, the higher the priority.
Coverage Amount For Insurance only.
Select 1 coverage amount for each plan.

Employee Contribution Percentage For Retirement Savings only. The percentage

amount must conform to the plan minimum and
maximum.
Employee Contribution Amount For Retirement Savings only. The amount must
conform to the plan minimum and maximum.
Amount Frequency For Retirement Savings only. Automatically
populates the frequency of the benefit group.
Amount Currency For Retirement Savings only. Automatically
populates the currency of the benefit group.

Result
Workday automatically populates the default plans and elections if you selected Default to Priority
Coverage or Waive in the Defaulting Rules prompt on the Create Enrollment Event Rule task.
If there are multiple default plans, Workday attempts to give the employee the plan with the highest priority:
• If the employee is eligible for the plan with a priority of 1, assign plan 1.
• If the employee isn't eligible for plan 1, assign plan 2.
• If the employee isn't eligible for plan 2, set the default to waive.
Related Information
Tasks
Create Enrollment Event Rules on page 1119

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 | Benefits | 1146

Create Rules for Allocating Retirement Savings Contributions on page 1082

Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Set Up Auto-Enrollment for Benefit Plans

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Workday enables you to auto-enroll employees into health care, insurance, and additional benefits plans.

Steps
1. Access the Create or Edit Benefit Plan task.
2. Create or select an existing spending account plan.
3. Select the Auto Enroll check box for the plan.
For health care plans, the auto-enroll feature covers the entire plan, not the plan and a specific
coverage level.
Note: Don't select Auto Enroll for insurance plans that require evidence of insurability (EOI).
4. Access the Maintain Benefit Coverage Types task.
5. Select Only One Election for the coverage type to which the plan in step 2 belongs.
Example: To enroll workers automatically in 1 of several benefit plans, select Only One Election for the
coverage type. Then select the Auto Enroll check box on the Create or Edit Benefit Plan task for the
benefit plan in which you want to auto-enroll employees.

FAQ: How does Workday check for changed employee benefits?

Workday runs the If there is an effect on employee benefits? condition rule when you use this task or
process:
• The Change Benefits task.
• The Change Benefit Elections business process as a step on another business process.
This condition rule determines whether to create a benefit event that enables affected employees and
contingent workers to enroll in benefits. The rule asks 3 questions:
• Has there been a gain or loss in the employee's benefit coverage in their current elections?
Using eligibility rules, Workday determines if the employee has lost or gained benefit coverage in their
current elections. If yes, then Workday creates a benefit event.
For a job change that affects benefits, Workday determines eligibility changes by evaluating eligibility as
of the event date of the job change. Workday compares the event date to the current election package.
Workday checks if:
• The employee is eligible for the benefit plan as of the job change date?
• There’s an election or waive record in the current election package.
If there’s no election or waive record, Workday creates a benefit event.
• What is the default behavior?
Workday checks the Defaulting Rules selected in the Coverage Rules tab on the Create Enrollment
Event Rule task. If you select 1 of these rules, Workday creates a benefit event:
• Default to Priority Coverage or Waive
• Default to Waive

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• What can the employee do?

Workday checks the Allowed Benefit Plan Changes prompt selection in the Coverage Rules tab on
the Create Enrollment Event Rule task. If you select 1 of these options, Workday creates a benefit
event:
• Can Select Any Plan (including waive).
• Current Plan Only.
• Current Plan or Option to Decrease (only Spending or HSA).
• Current Plan or Option to Increase (only Spending or HSA).
• Current Plan or Option to Waive.
Workday creates an event if you select 1 of these options and the employee's current benefits have
changed coverage or eligibility:
• Only on Eligibility Change.
• No changes allowed.
Workday finalizes the event 1 day after the termination date if it finds that either:
• Benefit coverage has terminated.
• Employees can't change the plan.
Workday doesn't automatically notify the employee. To send a notification, add a condition rule and a
notification step to the business process.

Cross Plan Dependencies

Create Cross Plan Enrollment Prerequisites

Prerequisites
• Create benefit groups.
• Create benefit plans.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can make enrollment a requirement in 1 or more primary plans, or a restriction for enrollment in
a secondary plan. Example: You can require employees to elect supplemental life insurance before
dependent life insurance.
Note: You can't use cross-plan enrollment prerequisites if you use allocation of retirement savings plans.

Steps
1. Access the Create Cross Plan Enrollment Prerequisite task.
2. As you complete this task, consider:
Option Description
Inactive Select to inactivate the primary/secondary plan
relationship.
Restricted to these Benefit Groups Select the benefit groups to which the primary/
secondary plan relationship applies.

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 | Benefits | 1148

Option Description
If left blank, Workday assumes that the primary/
secondary plan relationship applies to all benefit
groups.

Primary Benefit Plan(s) List the primary plans from which workers must
select to qualify for the Secondary Benefit
Plan(s).
• If workers can select only 1 of the plans, select
Only One Election on the Maintain Benefit
Coverage Types task.
• If workers can select multiple plans, clear the
Only One Election check box on the Maintain
Benefit Coverage Types task.
• Select only 1 primary benefit plan in this field
to require that workers enroll to qualify for the
secondary benefit plan.
Note: Workday display only plans associated
with the benefit groups listed in the Restricted
to these Benefit Groups field.

Secondary Benefit Plan(s) Select the plans that workers need to elect after
selecting the primary benefit plan.
The Secondary Plan Rule determines whether a
secondary plan is optional or required.

Secondary Plan Rule If you want:

• To make selecting a secondary plan optional,
select May elect one or more secondary plan.
If you select this option, workers can elect or
waive the secondary plan.
• To require workers to elect one of the listed
secondary plans, select Must elect at least one
secondary plan.
If selected, workers must select 1 secondary
plan or waive the primary plan to complete
their enrollment.
• To require employees to elect either a primary
or secondary plan, select Only one primary or
secondary plan can be elected.
If you select this option, workers can elect
either a primary plan or a secondary plan, but
not both.

Require the same Coverage Targets on all If selected, employees selecting coverage targets
Health Care Plans for 1 health care plan must select the same
targets for related plans. Example: If the enrollee
selects Family for medical coverage, Workday
automatically populates the coverage target for
dental as Family. You can't change this value.

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 | Benefits | 1149

Option Description
Limit Display of Messages in Enrollment Select to hide Workday-delivered cross-plan
messages under Important Messages. Workday
continues to display auto-waive and error
messages.

Result
During the enrollment process, workers must submit benefit elections that conform to the cross-plan
prerequisites defined for a benefit group.
Note: If an unsubmitted election package violates a cross-plan rule, Workday doesn't block or correct the
invalid elections.

Next Steps
You can:
• Use the Edit Cross Plan Enrollment Prerequisite task to make updates to the plan details.
• Use the View Cross Plan Enrollment Prerequisite report to see the detailed information about a
specific rule.
Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Examples
Examples: Cross Plan Enrollment Prerequisites on page 1153

Create Cross Plan Insurance Coverage Maximums

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Define the maximum amount an employee can elect in insurance coverage when enrolling in 2 or more
insurance coverage plans.

Steps
1. Access the Create Cross Plan Insurance Coverage Maximum task.
2. As you complete this task, consider:
Option Description
Inactive Inactivates the cross plan rule for future use
when it’s no longer valid. Transaction currently in
progress completes as normal.
Restricted to these Benefit Groups Limits the rule to specific benefit groups.
If you leave this field blank, then Workday applies
the rule to all benefit groups.

Benefit Plans You can only select benefit plans belonging to

benefit groups listed in the Restricted to these
Benefit Groups field.

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 | Benefits | 1150

Option Description
Cross Plan Maximum Enter the total amount of insurance coverage that
employees can elect.
Allow Coverage Up to Maximum Defines how employees elect 1 or more insurance
plans during enrollment.
• Select so employees can elect 1 or more
insurance plans with coverage up to the
maximum. During enrollment, Workday
displays only those coverage amounts that are
equal to or 1 level greater than the maximum
coverage. Workday automatically adjusts
the coverage amount so that total coverage
doesn't go over the maximum.
• Clear the check box to display all options that
employees can select. Workday automatically
adjusts the coverage amount so that total
coverage doesn't go over the maximum.

Limit Display of Messages in Enrollment Select to hide Workday-delivered cross-plan

messages under Important Messages. Workday
continues to display auto-waive and error
messages.
Benefit Plan Calculation Order Orders the plans according to how you want the
maximum coverage amount allocated if there are
more than 1 Benefit Plans.

Result
Workday ensures that workers submit benefit elections that meet the maximum coverage of the cross
plan insurance defined for a benefit group. However, employees can save their elections and return to the
enrollment event to correct them later.

Example
To limit the total coverage for Basic and Supplemental Life to $650,000:
1. In the Restricted to these Benefit Groups field, select the benefit groups to which the $1,000,000 limit
applies.
2. In the Benefit Plan(s) field, select Basic Life and Supplemental Life.
Note that the combined coverage in both plans can’t exceed the amount in the Cross Plan Maximum
field.
3. In the Cross Plan Maximum field, enter $650,000.
With these selections, Workday works 2 different ways depending on whether or not you selected the
Allow Coverage Up to Maximum check box. For an employee who has a salary of 100,000, Basic
Insurance coverage is 1X, 2X, 3X, 4X, 5X the employee salary. Supplemental insurance coverage is the
same as Basic.
If you selected the check box, the employee sees all options available for Basic Insurance. The employee
elects 3X. For Supplemental Insurance coverage, the employee only sees the 1X, 2X, 3X, and 4X options.
4X is available because it’s the option that takes the employee insurance coverage to the maximum. The
employee elects 4X. Because the maximum is $650,000, Workday automatically adjusts the coverage
amount to $350,000 to prevent the total amount from exceeding the maximum.

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 | Benefits | 1151

Total Insurance Coverage = 650,000 (Basic = 3 X 100,000, Supplemental = 4 X

100,000) - (Workday's adjustment 50,000 to meet Cross Plan Maximum)
If you didn’t select the check box, the employee sees all options available for Basic and Supplement. If
the employee elected 3X for Basic and 4X for Supplemental, Workday would display an error when the
employee submitted the elections. The employee has to go back into the enrollment form to correct the
elections.
Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Create Cross Plan Insurance Percentage Maximums

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Define the maximum percentage amount that an employee can elect in insurance coverage when enrolling
in 2 or more insurance plans.

Steps
1. Access the Create Cross Plan Insurance Percentage Maximum task.
2. When completing the task, consider:
Option Description
Inactive Inactivates the cross plan rule for future use.
Transaction currently in progress complete as
normal.
Restricted to these Benefit Groups Limits the rule to specific benefit groups.
If you leave this field blank, then Workday applies
the rule to all benefit groups.

Controlling Benefit Plans The plans that control the maximum amount of
coverage that workers can elect in the plans you
select for the Restricted Benefit Plans field.
Workday requires that you include the coverage
type of the controlling benefit plan in the same
event type as the restricted benefit plans.
Additionally, we recommend that you specify this
coverage type in the enrollment event rule on the
Start or Waive Coverage and Coverage Rules
tabs. Specify it for all benefit groups affected by
the controlling benefit plan.

Percent Limited To The percentage of an employee's total coverage

amount for the plans you select in the Controlling
Benefit Plans prompt.
Example: You select Voluntary Life as the
controlling benefit plan and the Spouse Life as
the restricted benefit plan. You restrict the Spouse

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 | Benefits | 1152

Option Description
Life plan to a 50% limit of what the worker elects
for Voluntary Life.

Restricted Benefit Plans The plans that use the limited coverage
percentage, applied from the Percent Limited To
field.
Allow Coverage Up to Maximum Defines how employees elect 1 or more insurance
plans during enrollment.
• Select so employees can elect 1 or more
insurance plans with coverage up to the
maximum. During enrollment, Workday
displays only those coverage amounts that are
equal to or 1 level greater than the maximum
coverage. Workday automatically adjusts
the coverage amount so that total coverage
doesn’t go over the maximum.
• Clear the check box so employees can elect
coverages that go over the maximum. A
warning displays and the employee must
correct their elections.

Limit Display of Messages in Enrollment Select to hide Workday-delivered cross-plan

messages under Important Messages. Workday
continues to display auto-waive and error
messages.
Benefit Plan Calculation Order Orders the plans according to how you want the
maximum coverage amount allocated if there are
more than 1 Restricted Benefit Plans.

Result
During enrollment, Workday automatically enforces the cross plan rules and adjusts the amount according
to the defined configuration.

Example
To limit the life coverage of a spouse to 50% of the employee's income, enter:

Controlling Benefit Plans Voluntary Life

Percent Limited To 50
Restricted Benefit Plans Spouse Life

Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Create Cross Plan Retirement Savings Plan Contribution Maximums

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

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 | Benefits | 1153

Context
Define the maximum amount that an employee can elect in 1 or more retirement savings plans.

Steps
1. Access the Create or Edit Cross Plan Retirement Savings Contribution Maximum task.
2. As you complete this task, consider:
Option Description
Inactive Inactivates the rule. Transactions currently in
progress complete as normal.
Restricted to these Benefit Groups Limits the rule to specific benefit groups.
If you leave this field blank, then Workday applies
the rule to all benefit groups.

Benefit Plans You can only select benefit plans belonging to

benefit groups listed in the Restricted to these
Benefit Groups field.
Contribution Percentage Maximum Enter the total contribution amount - percent of
salary employees can elect.
Contribution Amount Maximum Enter the total contribution amount - fixed amount
employees can elect.
Limit Display of Messages in Enrollment Select to hide Workday-delivered cross-plan
messages under Important Messages. Workday
continues to display auto-waive and error
messages.

Result
Workers can only submit benefit elections that conform to the cross-plan rule defined for a benefit group.
Related Information
Tasks
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093

Examples: Cross Plan Enrollment Prerequisites

You create 3 prerequisites for cross plan enrollments:
• Create a rule that makes the election of a High Deductible Health Care Plan (HDHPs) a prerequisite for
electing a Health Savings Account Plan (HSA).
You make the Limited HSA plan available to all workers who elect either the high deductible Gold Care
or high deductible Silver Care plan. You allow only 1 HDHP election and require Workers to select the
Limited HSA plan if they elect 1 of the HDHPs.
Note: For the health care coverage types that include the Gold Care and Silver Care plan, you select
the Only One Election check box on Maintain Benefit Coverage Types.
Enter these values:

Field Value
Primary Benefit Plan(s) Gold Care
Silver Care

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Field Value
Secondary Benefit Plan(s) Limited HSA.
Secondary Plan Rule Must elect at least one secondary plan.
• Make Election of an HDHP a prerequisite for electing both a required HSA and an optional catch up
plan.
You make 2 HSA plans available to workers over 55 who elect the high deductible Gold Care plan:
• A General HSA plan.
• A Catch Up HSA plan.
Workers electing the Gold Care HDHP must enroll in the General HSA plan. You make the Catch Up
HSA plan optional and available only to employees who have elected the Gold Care HDHP and the
General HSA plan. Employees can only elect the Catch Up HSA plan by first electing the General HSA
plan.
Note: For the health care coverage types that include the Gold Care and Silver Care plan, you select
the Only One Election check box on Maintain Benefit Coverage Types.
1. Create a cross plan enrollment prerequisite rule that makes the Gold Care HDHP plan a prerequisite
for electing the General HSA plan:
Enter these values:

Field Value
Primary Benefit Plan(s) Gold Care
Secondary Benefit Plan(s) General HSA
Secondary Plan Rule Must elect at least one secondary plan.
2. Create another cross plan enrollment prerequisite rule that makes the Gold Care HDHP plan a
prerequisite for electing the Catch Up HSA plan:
Enter these values:

Field Value
Primary Benefit Plan(s) Gold Care
Secondary Benefit Plan(s) Catch Up HSA
Secondary Plan Rule Can elect 1 or more secondary plans.
Required because the Gold Care HDHP is a
prerequisite not only for the General HSA plan,
but for the Catch Up HSA plan.
3. Create a third cross plan enrollment prerequisite rule that makes he General HSA plan a prerequisite
for enrolling in the Catch Up HSA plan:
Enter these values:

Field Value
Primary Benefit Plan(s) General HSA.
Secondary Benefit Plan(s) Catch Up HSA.
Secondary Plan Rule Can elect 1 or more secondary plans.

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• Create a cross plan prerequisite rule that allows an employee to elect a Spending Account or a Health
Savings Account plan, but not both.
Workers can elect the Silver Health Savings Account (HSA) or the Gold Health Care Spending Account
plan, but not both.
Note: During enrollment, the employee will only be able to submit their elections if they elect 1 of the
plans.
Enter these values:

Field Value
Primary Benefit Plan(s) Silver HSA
Secondary Benefit Plan(s) Gold Health Care Spending Account
Secondary Plan Rule Can elect only 1 primary or secondary plan.

Related Information
Tasks
Create Cross Plan Enrollment Prerequisites on page 1147

Benefit Credits and Surcharges

Steps: Manage Benefit Credits and Surcharges

Context
Workday provides a flexible framework for applying benefit credits.

Steps
1. Assign users to security policies.
See Concept: Security Policies.
2. Set up benefit credits.
See Steps: Set Up Benefit Credits on page 1156.
3. Activate benefit credits.
a) Access the Create or Edit Benefit Group task.
b) On the Benefit Credits tab, select the Enable Benefit Credits check box.
Security: Set Up: Benefits in the Benefits functional area.
4. Assign benefit credits to a benefit group.
a) Access the Create or Edit Benefit Group task.
b) Complete the Benefit Group Credit section.
Security: Set Up: Benefits in the Benefits functional area.
5. Assign benefit credits to employee waiving, eligible for, or electing specific coverage types within a
benefit group.
a) Access the Create or Edit Benefit Group task.
b) Complete the Coverage Type Credits section.
Security: Set Up: Benefits in the Benefits functional area.

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6. Assign benefit credits to a health care, insurance, or additional benefit plans.

See:
• Create Health Care Plans on page 1069.
• Create Insurance Plans on page 1074.
• Create Additional Benefit Plans on page 1090
7. Assign benefit credits to healthcare rates.
See: Create Health Care Rates on page 1050
8. Assign benefit annual credits to an employee.
a) Select Benefits > Change Benefits Annual Credit from the related actions menu of the employee.
b) Enter the type of benefit annual credit, currency, and amount.
9. Change Wellness Data on page 1163.
10.Set up benefit surcharges.
See Steps: Set Up Benefit Surcharges on page 1157.

Result
Employees eligible for the benefit group or enrolled in the appropriate benefit plans receive the assigned
credits.

Next Steps
To see a list of workers that includes the name of credits they received, amount of credit, currency, and
frequency, use the Credit Summary for Workers report.
Related Information
Concepts
Concept: Benefit Credits and Surcharges on page 1164
Tasks
Steps: Set Up Benefits on page 1021
Include Coverage Types in Total Benefit Costs on page 1163

Steps: Set Up Benefit Credits

Context
Define benefit credits and credit bundles.

Steps
1. Create Benefit Annual Credit Types on page 1157.
Benefit annual credits enable you to award a specific credit amount to a specific employee.
2. Create Benefit Credits on page 1158.
3. Create Benefit Credit Bundles on page 1160.
If you have a set of credits that are always going to be together, you can group them into a benefit
credit bundle.
Related Information
Tasks
Steps: Manage Benefit Credits and Surcharges on page 1155

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Steps: Set Up Benefit Surcharges

Context
For spouse/domestic partner and dependent relationships, Workday enables you to:
• Track whether the relationship is eligible or enrolled in their own health care plan.
• Create a flat amount surcharge and apply that surcharge to specific health care plans or rates.
• Create tobacco surcharges for the employee and their dependents.

Steps
1. Create Benefit Surcharges on page 1161
Security: Set Up: Benefits in the Benefits functional area.
2. Add dependents.
For spouses or domestic partners, you can select the check box for This person is or could be
enrolled in Health Care coverage elsewhere. See Manage Dependents and Beneficiaries on page
1251.
You can also indicate whether a spouse or domestic partner uses tobacco for Tobacco Use.
3. Assign benefit surcharges to a health care plan.
See Create Health Care Plans on page 1069.
4. Assign benefit surcharges to health care rates.
See Create Health Care Rates on page 1050.

Result
During enrollment, Workday checks for spousal and tobacco surcharges.
• For spousal surcharges, Workday checks:
• If an elected health care plan or rates associated with the plan have a benefit surcharge associated
with it.
• If the employee has elected coverage for a spouse or domestic partner that has the This person is
or could be enrolled in Health Care coverage elsewhere check box selected.
• If the coverage target has a surcharge and covers spouses or domestic partners.
If these 3 conditions are met, then Workday adds the surcharge to the cost of the benefits.
• Workday checks for tobacco use surcharges. If the employee, or spouse (or domestic partner),
indicates tobacco use, Workday adds the surcharge.
Workday sends the surcharges to Workday Payroll or Payroll Interface as deductions.

Next Steps
Use the:
• Delete Benefit Surcharge task to delete surcharges that aren’t assigned to a health care plan or rate.
• View Benefit Surcharge report to see detailed information about the surcharge.
Related Information
Tasks
Steps: Manage Benefit Credits and Surcharges on page 1155

Create Benefit Annual Credit Types

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

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Context
Use benefit annual credits when you want to define specific credit amounts that might vary from employee
to employee or don't fit within the delivered benefit credit framework. A benefit annual credit awards an
employee with a specific flat amount.
Create the benefit annual credit type, then assign the credit and a specific amount to the individual
employee. Employees can be awarded more than 1 benefit annual credit. This provides the most flexibility
in awarding credits to employees.

Steps
1. Access the Maintain Benefit Annual Credit Types task.
2. Enter a name and description.

Next Steps
Use the:
• View Benefit Annual Credit Types report to see detailed information.
• Maintain Benefit Annual Credit Types task to make any changes.
Related Information
Tasks
Steps: Set Up Benefit Credits on page 1156

Create Benefit Credits

Prerequisites
• Create benefit annual credit types.
• Create compensation elements.
Complete this task if you’re using percent-of-salary type credits and want to define employees' salary by
a compensation element.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can create credits that are based on:
• A flat amount.
• Employee work-related information.
• Employee demographics.
• Dependent-related information.
• Enrollment information.
Benefit credits are based on Workday-delivered benefit credit types. These delivered credit types provide
the criteria used to determine an employee's eligibility for the benefit credit and the applied amount.

Steps
1. Access the Create Benefit Credit task.
2. As you complete this task, consider:
Option Description
Currency If this currency value is different from the
employee's currency, Workday converts the

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 | Benefits | 1159

Option Description
credit amount into the amount for the employee's
currency.
Frequency If the frequency for the benefit credit is different
than the frequency on the benefit group, Workday
converts the amount of the benefit credit
according to the frequency.
Multiply Benefits Annual Credit by For Benefits Annual Credit Based Credits only.
Enter a number by which an employee's annual
benefit credit is multiplied. The number can be
less than 1. Example: If you want to divide the
credit in half, then enter 0.5.

Benefit Annual Credit Type For Benefits Annual Credit Based Credits only.
Select the credit type required for an employee to
receive this benefit credit.

Calculate As Of For Benefits Length of Service Based Credits or

Salary Source Based Credits:
• Coverage Begin or Plan Year Begin: If the
employee has coverage as of the start of the
plan year, Workday uses this date. Otherwise,
Workday uses the date the employee originally
enrolled in the plan.
• Coverage Begin or Specific Date:
Workday compares the original enrollment
date with the date entered in the Specific
Month and Specific Day fields. Using the
most recent date to retrieve the value, it
assumes that the year is the current benefit
plan year. If you want to use the prior plan year
values, select the Of Prior Plan Year check
box.

From/To (name of benefit credit type) For credits that are based on information such as
length of service or age.
Build a table that associates the credit amount
with a specific range.
Avoid having a gap in the ranges defined by the
rows in the table. Otherwise, Workday doesn't
apply the credit amount if a value falls in the gap.
Don’t use a From/To value in more than 1 row
because it causes an overlap in the ranges. When
there’s an overlap, Workday applies a credit for all
rows that match the value, rather than just the row
you intended.

Amount For credits based on currency amounts, enter a

positive amount only.

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Next Steps
Use the:
• Edit Benefit Credit task to make changes.
• Delete Benefit Credit task to delete credits assigned to a benefit group, benefit plan, or credit bundle.
• View Benefit Credit report to see detailed information.
• Test Benefit Credit report to see if a credit provides the desired results.
You can test credits based on employee demographic- or job-related information, or on dependent
information. You can't test credits based on information from an enrollment event.
• View Benefit Credit Change History report to see the changes for a credit.
Related Information
Tasks
Steps: Set Up Benefit Credits on page 1156

Create Benefit Credit Bundles

Prerequisites
• Define benefit credits.
• Security: Set Up: Benefits in the Benefits functional area.

Context
If you have a set of credits that will always be together, you can group them into a benefit credit bundle.
The credit that is applied is the total of the individual benefit credits. Credit bundles save time when
repeatedly assigning an identical group of credits.
Example: credits awarded for wellness plan participation, wellness score, and tobacco usage are often
applied together. Including these three credits in a single bundle saves time and reduces configuration
mistakes.

Steps
1. Access the Create Benefit Credit Bundle task.
2. Enter the:
• Effective Date
• Credit Name
3. Consider:
Option Description
Currency If the currency you enter here is different from the
employee's pay currency, Workday converts the
credit amount into the amount for the employee's
currency.
Frequency If the frequency you enter here is different from
the employee's pay frequency, Workday converts
the credit amount according to the employee's
pay frequency.

Next Steps
Use the:
• Change the bundle with the Edit Benefit Credit Bundle task.

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 | Benefits | 1161

• View details about the bundle with the View Credit Bundle report.
Related Information
Tasks
Steps: Set Up Benefit Credits on page 1156

Create Benefit Surcharges

Prerequisites
• Create related person types for tobacco use surcharges.
• Security: Set Up: Benefits in the Benefits functional area.

Context
You can create surcharges for health care plans and rates. Workday delivers 2 surcharge types: Spouse
and Tobacco Use. You can create tobacco use surcharges for workers and any dependents that use
tobacco.

Steps
1. Access the Create Benefit Surcharge task and select the type of surcharge.
As you complete the task, consider:
Option Description
Currency If the currency you enter is different from the
currency of the employee, Workday converts
the surcharge amount into the currency of the
employee.
Frequency Workday converts the amount of the benefit
surcharge using the frequency of the benefit
group, if it differs from the benefit credit.
2. (Optional) To create tobacco use surcharges for spouse or domestic partner and dependents, select
Tobacco Surcharge Type.
Create a surcharge for every individual or group of person types that a worker can select for their plan.
You can create an individual person type (Example: Spouse) or a group of person types (Example:
~Employee~ + Spouse + 1 Child).
Note: When a worker selects health care for certain target types during enrollment, Workday searches
the rate bands for surcharges based on the person type. Workday first searches for a matching group.
If it can't find a matching group, it searches individual person types. When it can't find any match,
Workday applies the surcharges when:
• The requested count is higher than the maximum configured count. Workday rounds down to the
maximum count and applies the assigned surcharge.
• The requested count is less than the maximum configured count. Workday applies a surcharge of
zero.
As you complete this section, consider:
Option Description
Person Type Select an individual person type by selecting from
the prompt. Create a group of person types by
adding additional rows that are associated with an
Amount value.

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Option Description
Count The number of individuals included in the person
type. Example: For a child person type, you might
select 2.
Amount Can be the amount for an individual person type
or a group.

Result
Workday creates the surcharges and makes them available for benefit plan rates.

Example
This example displays how Workday matches worker elections to tobacco surcharge types.
You create these surcharges:

Groups Person Type Count Amount (USD)

~Employee~ 1 $10
Spouse 1 $7
1 Child 1 $5
2 Children 2 $11
4 Children 4 $15
~Employee + Spouse ~Employee~ 1 $20
Spouse 1
~Employee~ + 1 Child ~Employee~ 1 $18
Child 1

During enrollment, Alysse elects health care coverage for herself and her family. If she selects:
• ~Employee~ + 1 Child, Workday locates the matching group and applies a surcharge of $18 USD.
• ~Employee~ + 2 Children, Workday can't locate a matching group, so it searches for individual
person types. Workday finds the matching person types of ~Employee~ and 2 Children and applies a
surcharge of $21 USD.
• ~Employee~+ 5 Children, Workday finds ~Employee~, but can't find a match for 5 children. Alysse's
selection of 5 children is above the highest count for child. Workday rounds down to the highest count
and applies a surcharge of $25.
• ~Employee~+ 3 Children, Workday finds ~Employee~, but can't find a match for 3 children. Because
the count for child is under the maximum number, Workday calculates a surcharge of zero for the
children. Workday applies a surcharge of $10 for the employee.

Next Steps
Add surcharges to health care benefit plans and rates.
Related Information
Concepts
Concept: Benefit Credits and Surcharges on page 1164
Tasks
Steps: Set Up Benefit Surcharges on page 1157

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 | Benefits | 1163

Create Health Care Rates on page 1050

Change Wellness Data

Prerequisites
• Security: Worker Data: Wellness domain in the Benefits functional area.
• Define the relationships that you can add wellness information to.
Select the Include Relationship for Wellness check box in the Maintain Related Person
Relationships task.

Context
You can enter employee and dependent wellness information. You can also upload wellness information
using the Put Worker Wellness Data web service.

Steps
1. Select Benefits > Change Wellness Data from the related actions menu of the employee.
2. Enter wellness information.
Sections display for the employee and any dependents that have relationships defined in the Maintain
Related Person Relationships task.
As you complete the task, consider these items for both employee and dependent sections:

Option Description
Participates in a Wellness Program Select to measure eligibility for benefit credits
based on Employee Wellness Program
Participation Based Credit.
Wellness Score Enter to measure eligibility for benefit credits
based on Employee Wellness Score Based
Credit.
Uses Tobacco Select to measure eligibility for benefit credits
based on Employee Tobacco User Based Credit.
Note:
If you hide the Tobacco Status (Dependent)
localized field in the Maintain Localization
Settings task, employees can't see this check
box for dependents.

Related Information
Tasks
Steps: Manage Benefit Credits and Surcharges on page 1155

Include Coverage Types in Total Benefit Costs

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
If you use the benefits integration with Sun Life, you can select the coverage types that Workday uses to
calculate an employee's total benefit cost.

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 | Benefits | 1164

Steps
1. Enable flex credits for a coverage type.
a) Access the Maintain Benefit Coverage Types task.
b) Select the Flex Credits can be Applied check box for Health Care and Insurance coverage types.
2. Access the Edit Benefit Groups task.
3. On the Benefits Credits tab and in the Offset Deductions with Benefits Credits section, consider:
Option Description
Coverage Type Select the Coverage Types you want included in
the calculation of an employee's total benefit cost.
Benefit Credits Offset Order Indicate the order in which to apply benefit credits
to a worker's elections to reduce or eliminate
benefit costs.
A lower number indicates a higher priority.

Result
When sending benefit costs and credits to Sun Life, Workday looks at the coverage type and order to
determine cost amounts.
Example: An employee has a benefit credit of 300.00 USD and costs for medical are 250.00 USD and
dental are 75.00 USD. The order for medical is 1 and dental is 2. Workday sends no costs for medical and
25.00 for dental.
Related Information
Tasks
Steps: Manage Benefit Credits and Surcharges on page 1155

Concept: Benefit Credits and Surcharges

Workday delivers a flexible framework for applying benefit credits and surcharges. You can create benefit
credits and apply them to a:
• Benefit group
• Coverage types within a benefit group
• Healthcare, insurance, or additional benefit plans
• Healthcare rates
Workday applies benefit surcharges to coverage targets on health care plans and rates when:
• The employee elects coverage for a spouse or domestic partner who has the This person is or could
be enrolled in Health Care coverage elsewhere check box selected.
• The employee indicates that the employee and 1 or more dependents use tobacco.
You create the benefit credits based on Workday-delivered benefit credit types. These delivered benefit
credit types are based on dependent, employee, and enrollment information. They provide a wide range of
criteria by which you can award amounts. Examples:
• Length of service
• Dependent full-time student status
• Employee age
• Employee compensation package
• Flat amount
• Performance review
• Wellness score

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 | Benefits | 1165

You can group individual benefit credits into benefit credit bundles. The applied amount of the credit is
the total of the individual benefit credits. Once you define and assign your benefit credits and surcharges,
Workday applies them to eligible employees.
Benefit credits are cumulative: Total cost of benefits and any surcharges - Total number of benefit credits =
The total cost to the employee.
If there’s an excess of credits, Workday applies that amount to the employee's taxable income.
When an employee eligibility change affects a credit or surcharge amount, Workday automatically reflects
it in the employee's total cost of benefits. Workday automatically updates the employee's total benefit cost
and notifies Workday Payroll and the Payroll Interface:
• For an added, updated or deleted credit from a benefit group, coverage type, or benefit plan.
• For a changed or deleted healthcare rate.
This table illustrates the relationship between Benefits, Payroll, and Payroll Interface:

Benefits Relationship Payroll / Payroll Interface

• Benefit Costs Sent as Deductions • Deductions

• Medical • Medical
• Life • Life
• Retirement Savings • Retirement Savings
• Additional • Additional
• Benefit Surcharges • Benefit Surcharges

• Benefit Credits Sent as Earnings • Earnings

• Medical • Medical
• Life • Life
• Retirement Savings • Retirement Savings
• Additional • Additional

Excess Credits (if credits exceed Added to Taxable Income Taxable Income
costs)

Note: To transfer benefit credit information to an external payroll system, use the Maintain External
Payroll Earnings task.
Related Information
Tasks
Steps: Manage Benefit Credits and Surcharges on page 1155

Multiple Jobs

Steps: Set Up Multiple Jobs for Benefit Eligibility

Context
You can base benefit eligibility on information pulled from the employee's primary job, or any of their other
jobs. To set up Workday so that you base benefits eligibility on multiple jobs, you can:
• Option A: Select the jobs Workday uses to determine benefit eligibility, 1 employee at a time.
• Option B: Create rules and assign the rule to a benefit group. Workday can automatically define which
jobs to use to determine an employee's benefit eligibility.

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• Option C: Use a combination of both methods. Let Workday automatically define the benefit jobs used
and then override selected employees.

Steps
1. Access the Edit Tenant Setup - HCM task.
Select Multiple Jobs in the Position Setup Options field. Verify that employees can have additional or
international jobs. See Reference: Edit Tenant Setup - HCM for details.
2. Create Insurance Coverages on page 1052.
Select the Combine Benefit Jobs for Salary Source check box to define how Workday calculates the
employee's salary for insurance coverage.
3. Create Insurance Rates on page 1055.
Create rate tables containing insurance plan costs based on amount of covered salary.
4. Create Custom Business Processes.
(Option A) Configure the Change Benefit Jobs business process to meet the needs of your
organization. Add the Change Benefit Elections to the business process for Workday to perform a
benefit eligibility check when you use the Change Benefit Jobs task.
5. Edit Business Process Security Policies.
(Option A Only) Review the security policy for the Change Benefit Jobs business process under the
Benefits domain.
6. Create Enrollment Events on page 1113.
(Option A Only) Create a benefit event that defines how Workday processes the changes made to
employee jobs used to determine benefit eligibility.
7. Create Selection Rules for Benefit Jobs on page 1166.
(Option B Only) Create condition rules that Workday uses to determine which employee jobs to use to
determine benefit eligibility.
8. Assign Benefit Job Selection Rules to Benefit Groups on page 1167.
(Option B Only) Assign the benefit job eligibility rule to a benefit group. Workday automatically
determines which jobs to use to determine eligibility for all employees in the benefit group.
9. Change Jobs Used for Benefit Eligibility on page 1168.
(Required for Option A, optional for Option B) Select 1 or more of the employee's jobs to use to
determine benefit eligibility. For Option B, this selection overrides the automatic job selections made by
Workday based on how you configured the Benefit Job Selection Rule.

Next Steps
• Use View Benefit Jobs report to see a list of jobs, by employee, that Workday uses to determine
benefit eligibility as of a given date.
• Use the View Benefit Eligibility report to see what plans the employee is eligible for.
• Use the Benefit Jobs Eligibility and Position Summary report to see a list of employees, their current
positions, and the jobs Workday uses to determine benefits eligibility.
Related Information
Tasks
Steps: Set Up Benefits on page 1021

Create Selection Rules for Benefit Jobs

Context
You can create condition rules that Workday uses to decide which jobs determine an employee's benefit
eligibility.

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Steps
1. Access Create Benefit Job Selection Rule.
2. As you create the rule, consider:
Option Description
And/Or Select the logic you want to apply between the
conditions of the rule.
• For And logic, a rule condition must always
resolve to true for the rule to apply.
• For Or logic, a rule condition requires that at
least one or rule condition resolves to true for
the rule to apply.
Note: Only report fields marked with Benefit Jobs
combine data across benefit jobs.

( If you want to group one or more logical

statements together, use the left-hand
parentheses to indicate the beginning of the
grouping.
Source External Field or Condition Rule You can select:
• A report field.
• An existing condition rule.

Relational Operator The type of report field or subrule determines

available options.
Comparison Type Specify whether the source is compared to
another field or to a value that you enter in the
Comparison Value column.
Comparison Value Select a comparison field or enter the value that is
compared to the source.
) If you want to close the grouping of one or
more logical statements, select the right-hand
parentheses.

Related Information
Tasks
Steps: Set Up Multiple Jobs for Benefit Eligibility on page 1165

Assign Benefit Job Selection Rules to Benefit Groups

Prerequisites
• Create selection rules for benefit jobs.
• Security: Set Up: Benefits in the Benefits functional area.

Context
Assign the selection rule for the benefit job to a benefit group, using the criteria you specify in the benefit
job rule. Workday automatically determines which jobs to use to determine employee benefit eligibility.
Note: You can use the Get/Put Benefit Rule by Group web services to attach multiple benefit job rules to a
benefit group simultaneously.

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 | Benefits | 1168

Steps
1. Access Maintain Benefit Job Rules by Group.
2. Assign Benefit Job Selection Rules to Benefit Groups.
You:
• Can assign a rule to 1 or more benefit groups.
• Can't assign a benefit group to more than 1 rule.

Next Steps
To view a rule and whether a specific employee meets the conditions of the rule, use View Benefit
Eligibility Rule Results.
Related Information
Tasks
Steps: Set Up Multiple Jobs for Benefit Eligibility on page 1165

Change Jobs Used for Benefit Eligibility

Context
You can select the jobs held by an employee that you want Workday to use to determine benefit eligibility.
When enrolling or changing benefit elections, Workday uses these jobs to determine which plans the
employee is eligible for.
Note: To upload the benefit job selections for many employees at a time, use the Get/Put Benefit Jobs
web service.

Steps
1. Access the Change Benefit Jobs task.
Enter the effective date and select the employee.
2. As you complete this task, consider:
Option Description
Use Benefit Jobs Select this check box if you want to use other
jobs held by the employee to determine benefit
eligibility. When you:
• Select the check box, the Employee Jobs grid
becomes available.
• Clear this check box, Workday clears all
selected jobs and makes the Employee Jobs
grid unavailable.

Use for Benefit Eligibility Select this check box if you want Workday to use
this job to determine benefit eligibility.

Result
Workday creates an event called Benefit Jobs Event that you can view in the View Worker History report.
Related Information
Tasks
Steps: Set Up Multiple Jobs for Benefit Eligibility on page 1165

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Open Enrollment

Setup Considerations: Open Enrollment

You can use this topic to help make decisions when planning your configuration and use of open
enrollment. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
• What It Is
• Business Benefits
• Use Cases
• Questions to Consider
• Recommendations
• Requirements
• Limitations
• Tenant Setup
• Security
• Business Processes
• Reporting
• Integrations
• Connections and Touchpoints

What It Is
The open enrollment workflow enables your workers to elect their benefits during the open enrollment
period. Workers can make their elections from the Workday Mobile app or the Workday browser
application.

Business Benefits
With Workday Benefits open enrollment, your workers can efficiently enroll in benefit plans during the
annual enrollment window.

Use Cases

Use Case Role

Configure annual open enrollment. Benefits Administrator
Configure midyear open enrollment (Example: Benefits Administrator
07/01 - 6/30).
Review benefit groups and update for the upcoming Benefits Administrator
year.
Configure provider updates and map old provider Benefits Administrator
plans to new plans.
Create or update rates for plans. Benefits Administrator

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Use Case Role

Create or update cross-plan rules for new plans. Benefits Administrator
Configure HSA and FSA enrollment. Benefits Administrator
Configure auto-enrollment of new plans. Benefits Administrator
Create or maintain integrations with providers. Benefits Administrator

Questions to Consider

Feature Question Considerations

Plan Year Definition Have you created a new plan If you’ve created new plans for
year definition? the upcoming plan year, include
them in the new plan year or a
rolling plan year definition. Use
the Create Benefit Plan Year
Definitions on page 1181 task.
Note: Changing the dates of an
existing plan year definition can
impact your employees’ current
benefit enrollments.

Do you have benefit plans you Include only the plans that
aren't offering in the upcoming you’re offering in the new plan
plan year? year definition. Don't remove
plans from an existing plan year
definition.
You can use the Do Not Use
check box in the Edit Benefit
Plan task to hide plans you're not
offering from the Benefit Plan
prompt.

Enrollment Instructions Do you need to create or update You can configure open
your enrollment instructions? enrollment instructions using
the Maintain Enrollment
Instructions task. See Set Up
Benefit Enrollment Instructions on
page 1037.
Workers see configured
enrollment instructions on the
pages where they select a plan
and where they select coverage
tiers and amounts.

Enrollment Configuration Do you need to create or update Ensure that you include all
your open enrollment event type? coverage types that you’re
offering in the new plan year. See
Manage Benefit Coverage Types
on page 1028. Include any new
coverage types and those types
that you continue to offer from the
previous plan year.

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Do you want to provide coverage You can configure the Expanded

details about each benefit plan? Plan Details section of the Edit
Benefit Plan task.
Are you planning to move to Map old plans that you're no
a new provider for any of your longer offering to the new plans.
benefit plans? Mapping prevents Workday from
waiving coverage.
Use the Benefit Plan Mapping
tab on Edit Benefit Group task.

Have your rates changed? Update the new rates using an

effective date of when the rate
change takes effects. Example:
The first date of the new plan
year.
• For health care plans, you
might need to edit a health
care rate if you don't configure
them on the benefit plan. See
Create Health Care Rates on
page 1050.
• For insurance plans, edit the
insurance plan rate because
these plans don’t let you
configure rates directly on the
plan. See Create Insurance
Rates on page 1055.

Do you need to hide the Tobacco Update localization settings for

Use question for dependents by the Tobacco Use (Dependent)
country? field. See Maintain Localization
Settings on page 125.
Do you need to update electronic You can create a unique
signatures? electronic signature for each new
coverage type.

Do you need to define default Typically, you need benefit

benefit elections? elections if you require coverage
for a specific type, when
employees become eligible.
Set up default benefit elections
in the Maintain Benefit Defaults
task. See Set Up Default Benefits
Coverage on page 1144.
You can set priority coverage
on the enrollment event rule
for default benefits. Use the
Coverage Rules tab of the Edit
Enrollment Event Rule task.
See Create Enrollment Event
Rules on page 1119.

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Do you need to update If you set up new plans, update

dependencies across plans? the cross-plan rules using the
effective date for when the new
plans take effect. Use these
tasks:
• Create Cross Plan Enrollment
Prerequisites on page 1147
• Create Cross Plan Insurance
Coverage Maximums on page
1149
• Create Cross Plan Insurance
Percentage Maximums on
page 1151
• Create Cross Plan Retirement
Savings Plan Contribution
Maximums on page 1152

Do you have derived or If you’re switching from a

nonderived coverage targets? nonderived coverage target
to a derived coverage target,
consider adding additional
instructions for workers to select
their dependents before selecting
plans. See Set Up Benefit
Enrollment Instructions on page
1037.
Adding these instructions can
prevent an employee's coverage
from accidentally changing to
employee-only because they
didn't select any dependents.

What are the latest IRS HSA and Add limits to your plans. If the IRS
FSA limits? has changed the HSA and FSA
limits, update your existing plan
with the new limits. See Create
Health Savings Account Plans on
page 1084 and Create Spending
Account Plans on page 1088.
Review deduction codes with
Payroll to that make sure HSA
and FSA limits are correct, so
deductions stop at the limit.

Pay Period Schedules Are you offering flexible spending Verify the setup of your pay
or health savings accounts? period schedule for the new
benefit year to ensure that the
FSA and HSA plans calculate
deductions correctly.
To set up your pay period
schedule, contact your payroll
administrator.

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Analytics Do you want to add embedded You can embed custom reports
analytics? as step-related worklets in the
open enrollment process so
that you can provide relevant
report information to your workers
during enrollment.
You can add worklets from the
related actions menu of the
Change Benefits for Open
Enrollment business process.

Launching Open Enrollment How do you want your employees With the Configure
to enter the open enrollment Announcements task, you
workflow? can create an open enrollment
announcement on their Home
page. See Create Spending
Account Plans on page 1088.
Workers can enter the open
enrollment flow directly
through their Inbox or from the
announcement.

Integrations Do you need to create new or For new integrations, check

update existing integrations for the Cloud Connect for Benefits
the upcoming year? catalog for an existing integration
for the provider.
Plan carefully and give yourself
plenty of time to set up and test
the integration with the provider.

Recommendations

Consideration Recommendations
Enrollment Instructions Create or update open enrollment instructions using
the Maintain Enrollment Instructions task.
• Consider creating a separate set of instructions
restricted to an open enrollment event type and
benefit group. Workday doesn't use effective
dating for instructions. Any text changes take
effect immediately and can affect other benefit
event types.
• You can configure questions, responses,
and instructions for employee and dependent
Tobacco Use.
• You can use rich-text features to enhance your
instructions. Workday recommends that you
reduce the use of bold, italics, and color to avoid
distracting workers from reading all required
content.

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Consideration Recommendations
Testing Give yourself enough time to test your open
enrollment configuration thoroughly in a
nonproduction environment.
Test all areas thoroughly before moving the
changes to a production tenant, including:
• Eligibility rules and benefit groups. Make sure
that your benefit groups are mutually exclusive.
• Elections that you carry forward.
• Coverage and deduction dates.
• Rates and credits.
• Contribution limits.
• Benefit defaults.
• Payroll deductions.
• Remaining pay period deductions.
Disable email notifications in the testing
environment.
Consider moving your tested configuration from the
nonproduction tenant to your production tenant a
few weeks before initiating open enrollment. This
period gives you time to refresh the nonproduction
tenant with the changes you made to the production
setup. You can then test those changes before
initiating open enrollment for all workers.

Requirements
Review the Workday Community: Open Enrollment Checklist. The checklist helps you verify that you have
made all new and updated changes. It can help with your questions before you begin setup.
Verify that you have access to configure all external URLs that you require during open enrollment.

Limitations
Avoid making any benefit configuration changes after you initiate open enrollment. Most changes won't
take effect, however, additionally, some might cause errors that prevent workers from enrolling. If you
need to correct your benefit configuration after you initiate open enrollment, you might need to cancel and
reinitiate open enrollment.

Tenant Setup
In the Edit Tenant Setup - HCM task, you can:
• Select the Enable Mobile Benefits check box to enable the open enrollment on the Workday Benefits
mobile app.
• Select the Disable Emergency Contact, Dependent, and Beneficiary Linking check box.
Note: Selecting this check box prevents changes to a linked relationship from overriding beneficiaries
or dependents when the person has more than 1 role.
See Reference: Edit Tenant Setup - HCM.

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 | Benefits | 1175

Security

Domains Considerations
Set Up: Tenant Setup - HCM in the Systems Enables the administrator to opt out and enable the
functional area. Benefits mobile app.
Set Up: Benefits in the Benefits (Systems) Enables the administrator to access open
functional area. enrollment setup tasks.
Worker Data: Benefit Eligibility in the Benefits and Enables the administrator to access the Benefits
Personal Data functional areas. Eligibility by Worker report.
Worker Data: Benefits in the Benefits and Personal Enables the administrator to manage worker's
Data functional areas. benefit elections, including access to the Benefits
tab on the worker profile.
Worker Data: Insurance Calculated Coverage in the Gives the administrator access to the Calculated
Core Compensation functional area. Coverage report field. Administrators can view
individual worker's calculated coverage amounts for
the plans they enroll in.
Self Service: Benefits in the Benefits functional Enables employees to complete benefit elections
area.

Business Processes
Configure the Change Benefits for Open Enrollment business process for the open enrollment work flow.
You can add worklets for embedded analytics to business process steps, providing links to additional
information.
Note: Ensure that you set up the worklets on this business process when using the redesigned Open
Enrollment workflow. (Previously, you could set the worklets up on the Change Benefits for Life Event
business process only.)

Reporting
Workday delivers these reports to help you prepare for and manage open enrollment:

Report Description
Active and Completed Open Enrollment Status Use this report to view and manage status of
Report active and completed enrollment election events.
This report provides more detail than the Open
Enrollment Status Report, but can take a long
time to run. Workday recommends that you limit
your use to managing enrollment elections after
finalizing open enrollment events.
Benefit Corrections in Progress Audit Use this report to view a list of benefit corrections
that you've started, but not yet submitted.
Benefits Eligibility by Benefit Group Use this report to view future-dated benefits
groups. Run for each benefit group using the open
enrollment event date. Compare the reports to
ensure that no workers exist in more than 1 group.
Benefit Events Status Report Use this report to view workers with benefit events
and the status of those events.

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Report Description
Finalize Open Benefit Events Use this task to clean up all outdated enrollment
events.
Manage Evidence of Insurability Status Use this task to clean up all outdated EOI requests.
Open Enrollment Status Report Use this report before finalizing enrollment to view:
• Workers with open enrollments events.
• The status of the open events.
This report provides better performance than the
Active and Completed Open Enrollment Status
Report.
Terminated Employees Eligible for Benefits Use this report to view the terminated employees
that can still receive benefits.
View Benefit Eligibility Rule Results Use this report to troubleshoot to see why someone
is or isn't meeting an eligibility rule.
View Workers in Multiple Benefit Groups Audit Use this job to view workers eligible for more than
1 benefit group so that you can troubleshoot this
issue. Don't use for future-dated benefit groups.
Workers for Benefit Group by Most Recent Use this RDS to create a custom report that audits
Benefit Event benefit enrollments data.
Workers no Longer Eligible for Open Enrollment View workers who aren’t eligible for benefits but
currently have an open enrollment event.

Integrations
Before you set up a new benefit plan, consider if your plan will require an integration between Workday and
the benefits provider. Careful planning is essential during open enrollment to ensure proper configuration
and testing of benefit provider integrations. See Concept: Open Enrollment Integration Checklist.
Give yourself a lot of lead time for testing a new integration.
When using a new benefit provider, first check the Cloud Connect for Benefits catalog. The new provider
might be in the network.
Ensure that you understand the time line and responsibilities, which can vary based on whether:
• The provider is already in the network.
• The provider is new to the Cloud Connect for Benefits catalog.
Don’t change the name of an existing benefit plan or provider when creating new plans or providers. These
changes impact current integrations and benefit enrollment history.
Ask your providers whether they’ve changed any benefit plan codes for the new plan year. You need to
update your integration maps with any changes.
When you offer a new benefit plan with the same provider, link the plan to your existing integration.
Likewise, if you discontinue a plan, remove the integration link.
Include payroll balances. Actual contribution amounts are only available to Cloud Connect for Benefits
integrations from Workday Payroll. If you use a third-party payroll provider, benefit integrations send
estimated amounts based on the benefit plan setup.
Maintain benefit provider integration maps to specify how values in Workday map to values in an external
endpoint.

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Connections and Touchpoints

Benefits open enrollment interacts with Payroll for plan-related deductions.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Earnings and Deductions
Setup Considerations: Benefits for Mergers and Acquisitions on page 1023
Concept: Cloud Connect for Benefits
Concept: Planning a Benefit Provider Integration
Concept: Open Enrollment Integration Checklist
Tasks
Steps: Set Up Employee Benefit Plans on page 1068
Steps: Set Up Benefit Provider Integration
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Create Benefit Plan Year Definitions on page 1181
Create Enrollment Events on page 1113
Link Benefit Plans to Integration Systems
Include Payroll Balances in Benefits Integration
Change Benefit Provider Integration Maps
Add Home and Dashboard Announcements
Reference
The Next Level: Open Enrollment Overview and Integrations
Open Enrollment Considerations for CCB
2022R1: What's New Post: Benefit Election Decision Support
Examples
Example: Add Expanded Details for Medical Plans on page 1095

Steps: Set Up Open Enrollment

Prerequisites
Set up benefits and benefit plans.

Context
Before creating and opening an enrollment event, enable mobile access, update business processes,
verify eligibility for benefit groups, and assign rates.

Steps
1. (Optional) Enable open enrollment on the Workday mobile application:
a) Access the Edit Tenant Setup- HCM task to enable Open Enrollment on the Workday mobile app.
See Reference: Edit Tenant Setup - HCM. Enabling the mobile app also enables the Benefits
worklet during an active Open Enrollment period.
b) Access the Maintain Benefit Coverage Types task to map Workday-provided icons to coverage
types. These icons display during an open enrollment event in the Workday mobile app.
Security: Set Up: Tenant Setup - HCM in the Systems functional area.

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2. Configure the Change Benefits for Open Enrollment business process.

You can add step-related worklets with the Business Process > Maintain Step Related Worklets
related action on the Change Benefits for Open Enrollment task. Base the worklets on these values:
• Worker
• Event Date
• Enrollment Event
See Reference: Embedded Analytics for HCM on page 2350.
Consider adding a step delay for new hires that have a start date during or after the open enrollment
event.
3. Review the Workday Community: Open Enrollment Checklist.
4. Access the Benefits Eligibility by Worker report.
You can verify that eligibility rules are correct by checking the plans that a worker is eligible for.
Security: Worker Data: Benefit Eligibility in the Benefits functional area.
5. Access the Benefits Eligibility by Benefit Group report.
You can verify that eligibility rules are correct by checking the plans that workers within a specific
benefit group are eligible for. Be sure to use the effective date for open enrollment.
Security: Manage: Benefits for Organizations in the Benefits functional area.
6. Access the View Workers in Multiple Benefit Groups Audit report.
Employees can only be eligible for 1 benefit group.
Security: Set Up: Benefits in the Benefits functional area.
7. Create Benefit Plan Year Definitions on page 1181.
8. Assign benefit annual rates to employees.
Select Benefits > Change Benefits Annual Rate from the related actions menu of the employee.
9. (Optional) Designate or remove the spouse of an employee in Quebec as an irrevocable beneficiary
using these tasks.
• Add Beneficiary
• Edit Beneficiary
Employees can see their spouse listed as an irrevocable beneficiary of any employee insurance plan
they select during benefit enrollment.
See Concept: Irrevocable Beneficiaries for Quebec on page 1190.
Security: Worker Data: Irrevocable Beneficiaries domain in the Benefits functional area.
10.(Optional) Create an enrollment announcement to display on the Home page. Your employees can
launch open enrollment from the announcement in addition to their inbox notification.
11.Turn off email notifications when testing the Open Enrollment process in your nonproduction tenant.
Related Information
Tasks
Steps: Set Up Workday Mobile Applications
Reference
Reference: Edit Tenant Setup - HCM
Workday 31 What’s New Post: Benefits on Mobile

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 | Benefits | 1179

Steps: Manage Open Enrollment

Prerequisites
• Set up open enrollment.
• Review the Workday Community: Open Enrollment Checklist.
• Security: These domains in the Benefits functional area:
• Process: Open Enrollment
• Manage: Benefits for Organizations

Context
You can start open enrollment and then use the Open Enrollment Status Report and the Active and
Completed Open Enrollment Status Report to:
• Add or remove employees to or from open enrollment.
• Send open enrollment reminders to employees.
• Extend, cancel, close, schedule to close, finalize, or rescind open enrollment.

Steps
1. (Optional) Determine if your event is large enough that you need to work with the Workday Production
Readiness team.
See Workday Community: Best Practices for Large Customer Events for guidelines about opening a
Production Readiness case.
2. Start Open Enrollment on page 1181.
You can initiate open enrollment immediately, or schedule an initiation date.
3. Enter employee benefit elections.
Workday sends a notification to the role assigned to the Change Benefits for Open Enrollment business
process. A Benefit Administrator or Partner can also use the Open Enrollment Status Report to enter
employee elections.
4. Add Employees to Open Enrollment on page 1183.
If an employee becomes eligible for open enrollment after it has started, you can still add the employee
to open enrollment. You can add the employee after open enrollment has closed.
5. Remove Employees from Open Enrollment on page 1184.
If an employee ceases to be eligible for an open enrollment event after it has started, you can remove
that employee from open enrollment.
6. (Optional) Send Open Enrollment Reminders to Employees on page 1184.
When you initiate open enrollment, Workday automatically sends notifications to all employees. During
open enrollment, you can send notifications to either:
• All participating employees
• Employees with specific open enrollment status.
7. (Optional) Extend open enrollment.
As long as open enrollment hasn't closed, you can change the end date to be later than originally set.
Access the Open Enrollment Status Report, click View Details for the event, select Open
Enrollment > Extend Open Enrollment as a related action, and set the End date.

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8. (Optional) Cancel open enrollment.

If you created an open enrollment event in error, you can cancel it.
a. Access the Open Enrollment Status Report.
b. Click View Details for the event.
c. From the related actions menu for View Details, select Open Enrollment > Cancel Open
Enrollment.
9. Close Open Enrollment on page 1185.
Even though you specify a closing date for open enrollment, you must manually close open enrollment
or close it by scheduling a closing date.
Note: If you close your open enrollment on a Friday, Workday strongly recommends that you inform
your employees that Workday is unavailable on Friday evenings for weekly updates. See the Workday
Community: Event Calendar for details of scheduled outages.
10.Finalize Open Enrollment Elections on page 1186.
You can enforce default benefit elections for employees who haven't submitted their benefit elections by
the close of open enrollment.
11.(Optional) Rescind an open enrollment event for an individual employee.
Access the employee's Workday profile. From the related actions menu, select Benefits > Benefits
Election History.
Locate the correct open enrollment event. From the related actions menu in the Event column, select
Busines Process > Rescind.
12.(Optional) Rescind open enrollment.
If you created an open enrollment in error, you can rescind the entire open enrollment after you’ve
finalized it.
Note: This action rescinds the enrollment event for all employees in the open enrollment. You can't
reverse this action.
To rescind the entire open enrollment event, access the Active and Completed Open Enrollment
Status report. Click View Details for the event. From the related actions menu, select Open
Enrollment > Rescind Open Enrollment.
13.(Optional) Correct an Employee's Open Enrollment Elections on page 1187.
You can change an employee's benefit elections when open enrollment is:
• Open
• Closed
• Finalized
Note: Don't edit employee elections after you've sent their election information to the benefit providers
or third-party payroll vendors.
Related Information
Concepts
Concept: Best Practices for All Large-Scale Events
Concept: Benefits Enrollment Events on Mobile on page 1188
Tasks
Create Enrollment Events on page 1113
Reference
Reference: Event-Specific Best Practices
FAQ: Open Enrollment on page 1190

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 | Benefits | 1181

Create Benefit Plan Year Definitions

Prerequisites
Security: Set Up: Benefits domain in the Benefits functional area.

Context
Define the collection of benefit plans that are offering during a given year or other plan period. Workers can
only enroll in benefit plans that are part of the current benefit plan year.
Best Practice: You can hide benefit plans that you don't offer to avoid adding them to the benefit plan
year. You can edit these plans and select the Do Not Use check box.

Steps
1. Access the Create Benefit Plan Year Definition task.
2. Specify the benefit plan year start and end dates:
Option Description
Start Date Enrollment in benefit plans can begin on this date.
The effective date for benefit plans available in
this benefit plan year definition must be earlier
than or equal to this date.
End Date Enrollment in the benefit plans terminates on this
date.

For benefit plans with enrollments that are ongoing, define a separate benefit plan year that has a
December 31, 2099 end date. Example: retirement savings plans.
Note: Changing these dates might impact your employees' current benefit enrollments.
Don't add a benefit plan with an effective date later than the start date of the benefit plan year. Instead,
create a new benefit plan year definition and run an open enrollment for that plan.
3. Add the plans that are valid for the plan year.

Next Steps
You can:
• Change the plan year definition with the Edit Benefit Plan Year Definition task.
• Run the View Benefit Plan Year Definition report to see the benefit plans included in a plan year
definition.
Related Information
Tasks
Steps: Set Up Benefits on page 1021
Steps: Set Up Open Enrollment on page 1177
Concept: Hiding Benefit Plans from Configuration Prompts on page 1093
Reference
2022R1 What's New Post: Hide Benefit Plans

Start Open Enrollment

Prerequisites
• Set up open enrollment.

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 | Benefits | 1182

• Security: Process: Open Enrollment in the Benefits functional area.

Context
You can start and manage the event by benefit group.
Note: Avoid any benefit configuration changes after you start open enrollment. While most changes won't
take effect, some might cause errors that prevent employees from enrolling. If you must make a change,
you most likely need to cancel and then reinitiate the open enrollment.

Steps
1. Access the Initiate Open Enrollment task.
2. Select whether to initiate open enrollment now or at a later date from the Run Frequency prompt. As
you complete this task, consider:
Option Description
Initiated On Automatically populates the current date.
Open Until The closing date for open enrollment.
Note: If you close your open enrollment on a
Friday, Workday recommends that you inform
your employees that Workday is unavailable on
Friday evenings due to weekly updates.

Event Date The date you want the elections to take effect.
Note: Verify that you select the correct effective
date because you can't change it after you initiate
open enrollment.

Exclude Workers in Waiting Period or Without Select this check box to exclude employees in a
Eligible Plans waiting period from an earlier enrollment event or
that aren't eligible for any plans.
Workday excludes employees in a waiting period
when:
• The waiting period end date is after the open
enrollment event date.
• The coverage types in the earlier event and
the open enrollment match.

Result
Workday:
• Displays benefit plan mapping.
• Displays Eligible Workers.
• Coordinates how Workday processes multiple benefit events.
• Coordinates how Workday processes benefit events occurring on the same day.
• Sends a notification to the employee or the benefits administrator so that benefit elections can begin.
• Initiates open enrollment immediately or on the scheduled date.
• Adds scheduled initiation events to the Active Schedules: Initiate Open Enrollment tab of the Open
Enrollment Status Report report.

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Next Steps
To see differences between an employee's current and past benefit elections, use the Benefit Changes
report.
Related Information
Concepts
Setup Considerations: Open Enrollment on page 1169
Concept: Enrollment Status Indicators on page 1189
Tasks
Steps: Set Up Open Enrollment on page 1177
Correct an Employee's Open Enrollment Elections on page 1187
Reference
2022R2 What's New Post: Open Enrollment Scheduling

Add Employees to Open Enrollment

Prerequisites
Start open enrollment.

Context
You can add employees to an open enrollment if they become eligible after the event has started or closed.
Example: The employee is a new hire or recently moved into an eligible organization.
To find employees who can be added to open enrollment, access the Eligible Workers with no Open
Enrollment report.

Steps
1. On the Open Enrollment Status Report, click View Details for the open enrollment to which you want
to add the employee.
2. On the Open Enrollment Details View page, select Open Enrollment > Add Workers from the
related actions menu of the open enrollment event.
3. On the Add Workers to Open Enrollment task, select the employee to add to the open enrollment
event from the Eligible Workers prompt.
You can add only the employees that are eligible for this open enrollment event and aren’t already
participating.
4. Specify an Open Until date to give the employees time to complete their open enrollment.
Using the Open Until date prevents the open enrollment event from automatically closing for the added
employees.

Next Steps
Manually close and finalize the open enrollment event for the added workers.
Related Information
Tasks
Close Open Enrollment on page 1185
Examples
Concept: Enrollment Status Indicators on page 1189

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 | Benefits | 1184

Remove Employees from Open Enrollment

Prerequisites
Find employees who were originally included in open enrollment but have since lost eligibility by running
the Workers no longer eligible for Open Enrollment report.
Note: Coordination of Events handles most of these situations. Example: If open enrollment started on
11/1 and an employee is terminated on 11/5, Coordination of Events automatically cancels the open
enrollment event for the employee after their termination is complete.

Context
If an employee ceases being eligible for an open enrollment event after it has started, you can remove
that employee from the open enrollment. Example: The employee was terminated or transferred into an
ineligible organization.
The only employees automatically included in open enrollment are those eligible at the time of the open
enrollment.
Note: You can remove any employee from open enrollment, even if eligibility hasn't changed.

Steps
1. On the Open Enrollment Status Report, click a number in the Not Started, In Progress, or
Submitted columns.
Workday displays all the employees of that status for that particular open enrollment event.
2. Select Benefits > Cancel Enrollment from the related action of the employee's Employee Enrollment
Event.

Result
The employee removed from open enrollment now has no open enrollment elections.

Send Open Enrollment Reminders to Employees

Prerequisites
Enter email addresses for all the employees you want to notify. Workday first looks for the one labeled as
Work. If Workday doesn't find a work email address, it looks for the personal email addresses.

Context
When you initiate open enrollment, Workday automatically sends an email to all employees. You can send
other emails to all the employees participating in open enrollment. You can also send other emails to just
those who have a particular open enrollment status at any point during open enrollment.

Steps
1. Access the Open Enrollment Status Report.
2. Select View Details for the open enrollment for which you want to send a notice.
3. On the Open Enrollment Details View page, select Send Reminder Emails.
4. Enter the criteria by which Workday determines which employees receive the email.
Option Description
On Hold Available when the enrollment status is Closed, In
Progress, or Not Started.

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 | Benefits | 1185

Option Description
Select this check box if you want to target
employees that have this event placed on hold.

Start Date / End Date Available when Submitted or Finalized is selected

in the Enrollment Status field.
Enter a date range that can span from the open
enrollment event date to the open enrollment
close date.
For Submitted, it is the Electronic Signature
Date that is compared to the date range. For
Finalized, it is the event Finalized Date.

5. Enter the email content.

Result
Workday sends notifications to the employees targeted by the criteria.
Related Information
Concepts
Concept: Enrollment Status Indicators on page 1189

Close Open Enrollment

Prerequisites
Start open enrollment.

Context
You manually close open enrollment events, even if you specify a closing date for an open enrollment
window. An open enrollment doesn't close automatically on the specified closing date unless you manually
close it or schedule it to close.
Closing open enrollment enables you to audit and edits elections before finalizing them.
You can close open enrollment at any time.

Steps
1. Access the Open Enrollment Status Report .
2. In the Currently Active Events section, locate the event you want to close and click View Details.
3. In the Open Enrollment Processing section, select an option from the Actions menu:
• Close Open Enrollment Now
• Close Open Enrollment by Schedule
4. On the Close Event page, select a date for the Close Employees with Enrollments Open Until
prompt to close enrollments that specify an Open Until date. Select the Close Submitted Events Only
check box to close only submitted events.
You might have given employees different Open Until dates when you added them to open enrollment.
You can only close open enrollment for employees with a specific Open Until date that falls on or
before the date you select.

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 | Benefits | 1186

5. (Optional) Close open enrollment by schedule.

In the Schedule tab, select the Run Frequency and enter scheduling details. You can also finalize
open enrollment immediately after it's scheduled to close by selecting the Finalize Events After
Closing check box in the Open Enrollment Details tab.

Result
Employees can no longer change their benefits elections. Open enrollment notifications disappear from
employee inboxes, and the Enroll in Benefits button disappears.
Note: After open enrollment closes, Benefits Partners and Administrators can still change employee
elections.
Open enrollment closes immediately or on the scheduled date.
Workday adds scheduled closure events to the Active Schedules: Close Open Enrollment tab of the
Open Enrollment Status Report report.
Depending on the status of open enrollment when you close it, Workday applies different default election
values.
You might need to close and finalize open enrollment multiple times.

Next Steps
• Close open enrollment for any additional employees.
• Finalize the open enrollment elections for all employees, if you haven't already scheduled open
enrollment finalization
Once you finalize open enrollment, all finalized elections become effective on the event date. Workers,
administrators, and partners can no longer edit elections, but administrators and partners can use the
Correct Benefits task to make updates to a finalized election.
• After closing and finalizing elections, run the Benefit Census report to view and record the benefit
elections for all employees.
• You can use the Benefit Changes and Enrollment Count reports.
Related Information
Tasks
Set Up Default Benefits Coverage on page 1144
Reference
2022R2 What's New Post: Open Enrollment Scheduling

Finalize Open Enrollment Elections

Prerequisites
• Open enrollment has closed.
• Security: Manage: Benefits for Organizations in the Benefits functional area.

Context
You can enforce default benefit elections for employees who haven’t submitted their elections by the close
of the open enrollment window.

Steps
1. Access the Open Enrollment Status Report.
2. Select View Details on the open enrollment that you want to finalize.
3. On the Open Enrollment Details page, select Finalize Open Enrollment.

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4. Finalize open enrollment by schedule.

When closing open enrollment by schedule, select the Finalize Events After Closing check box in the
Open Enrollment Detailstab.

Result
After you finalize open enrollment, employees can’t change their elections. Benefits Partners and Benefit
Administrators can correct an employee's open enrollment elections from the:
• Related action menu of the benefit event.
• Active and Completed Open Enrollment Status Report.
Workday:
• Automatically populates any necessary benefit elections to the employee and sets the status to
Finalized.
• Determines whether the worker needs to provide Evidence of Insurability (EOI) based on the event
rules. If the provider requires EOI, Workday starts the EOI process.
• Checks for events that have an event date following the finalized event with a status of On Hold.
Workday cancels or rescinds that event, and creates a new event.
• Determines if an employee has a birthday or service anniversary that moves them to a new rate band
before the end of the benefit plan year.
To determine if the employee moves to a new rate band, Workday calculates if the Calculate As Of
value for Health Care Rate or Insurance Rate equals Event Date. It then checks if the employee has
a birthday or service anniversary before the end of the benefit plan year. If yes, Workday records that
event in a transaction log with an event date of the birthday or service anniversary. Integrations based
on the Payroll Interface Output File template process the event when payroll runs for that period.
View your events scheduled to be finalized under the Finalize Events After Closing column in the Active
Schedules: Close Open Enrollment tab of the Open Enrollment Status Report.

Next Steps
To correct any enrollment elections after you finalize open enrollment, access the Active and Completed
Open Enrollment Status Report.
You can access Benefit Premium Report - Health Care or Benefit Premium Report - Insurance to see
a list of benefit plan costs for:
• A specific period.
• One or more benefit plans.
• A frequency.
Related Information
Concepts
Concept: Evidence of Insurability Processes on page 1214
Tasks
Set Up Default Benefits Coverage on page 1144

Correct an Employee's Open Enrollment Elections

Context
You can change the benefit elections an employee has made both before and after open enrollment
closes.

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 | Benefits | 1188

Steps
1. Access the Open Enrollment Status Report.
To change an employee's benefit elections before you finalize open enrollment, select a number in 1 of
these columns:
• Not Started
• In Progress
• Submitted
• Closed With Changes
• Closed With No Changes
To change an employee's benefit elections after you finalize open enrollment, access Active and
Completed Open Enrollment Status Report. Select a number in 1 of these columns.
• Finalized with Changes
• Finalized with No Changes
If you have finalized open enrollment, you can also select Benefits > View Benefit Election History
from the related action menu of the employee. Then select Benefits > Correct Benefits from the
related action menu of the benefit event.
2. Select Edit Benefit Elections for the employee.
3. Correct the employee's benefit elections.

Next Steps
Use these reports:
• Benefit Correction In Progress Audit to see a list of employees with corrections to benefit elections in
progress.
• View Benefit Elections History to see which events have had corrections made and then click the link
to see the details of the correction.
• Benefit Changes to see if there are any future events that need correcting.
Note: Check for future-dated events and manually correct those elections. Workday doesn't
automatically apply these changes to future-dated events.

Concept: Benefits Enrollment Events on Mobile

You can enable Benefits on the Workday Mobile app for your employees. From the worklet, employees
can:
• View their current benefits.
• Initiate benefit change requests.
• Update their elections during open enrollment or qualifying life events.
• View expanded plan details for benefit plans, when configured.
Employees can access an enrollment event from their inbox or the Benefits worklet, which displays the
number of unstarted enrollment events. The mobile version streamlines the election process making it easy
to navigate between the coverage cards on the landing page. The landing page summarizes:
• If an employee has reviewed or updated the benefit coverage options for a card.
• The status of each benefit plan: elected or waived.
• The estimated cost of selections by benefit group frequency.
Workday synchronizes between mobile and desktop sessions, enabling employees to start the enrollment
event on one platform and continue on another.
Employees can view a summary of their recently submitted elections while an enrollment event remains
open.

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The Benefits worklet on the mobile app doesn't support:

• Excess credits for HSA. Workday pays the unused flex credits as cash.
• Employee and employer allocation of retirement savings across multiple providers. Employees can
allocate their contributions by individual plan.
• Updates of the National ID for a covered dependent. Employees can update this field outside of the
enrollment event through the Add Dependents task.
Related Information
Concepts
Concept: Enrollment Status Indicators on page 1189
Tasks
Steps: Set Up Open Enrollment on page 1177
Start Open Enrollment on page 1181
Steps: Set Up Workday Mobile Applications
Reference
Workday 31 What’s New Post: Benefits on Mobile
2023.18 What’s New Post: Mobile Life Event Enrollment

Concept: Enrollment Status Indicators

Workday displays these status indicators on the coverage cards during an election event to indicate
whether the employee has reviewed or elected coverage:
• Reviewed: The employee clicked the coverage card and returned to the landing page without electing
and saving coverage.
• Updated: The employee clicked the coverage card and saved an election that alters their coverage.
• The Mobile application doesn't display a status when an employee clicks a coverage card but returns to
the landing page without saving an election.
• If an employee becomes eligible for coverage with a default value of:
• Select and clicks Waive, the status displays Reviewed because there has been no change in
coverage.
• Waived and clicks Select, the status displays Updated.
This example demonstrates how status indicators behave when an employee makes a change in
coverage.
A new hire becomes eligible to enroll in benefits.
• They open the enrollment event, click a medical coverage card, and review the medical plans. The new
hire returns to the landing page without making changes to review other coverage cards. The medical
coverage card displays the Reviewed status because they haven't made any coverage changes.
• They click an insurance coverage card and click Elect for an insurance plan. When the new hire saves
their election and returns to the landing page, the coverage card displays the Updated status because
they have made a coverage change.
• The new hire reopens the insurance coverage card, clicks Waive, and saves the change. The coverage
card displays Reviewed because they’ve removed the change in coverage.
Related Information
Tasks
Start Open Enrollment on page 1181
Correct an Employee's Open Enrollment Elections on page 1187
Correct Benefits on page 1197

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 | Benefits | 1190

Concept: Integration Implications for Using Correct Benefits

The Correct Benefits related action enables you to make quick changes to employee elections before
sending their data to benefit providers or third-party payroll vendors. This action can have down-stream
impacts on your data.
If you make a correction to employee elections after sending their data, you must manually report any
adjustments to benefit providers or third-party payroll vendors. Workday doesn't report such changes
because it doesn't track the employee’s previous elections.
Example:
A worker has a new hire event on March 1 and makes these benefit elections that go into effect on April 1:
• Medical with Provider A.
• Dental Plan with Provider B.
• Vision with Provider C.
The benefits administrator makes these corrections to the new hire benefit event after sending the
elections data:
• Medical election waived.
• Dental election waived.
• Vision election waived.
The benefits administrator doesn't report the changes to the vendor. As a result, Workday has no record
that the worker enrolled in these plans. The provider won't have the correct data for any future-dated
benefit events.
The way in which you integrate Workday with a provider system determines how Correct Benefits affects
provider data. If the provider replaces all data, updates resulting from Correct Benefits automatically
update the provider data correctly. When the provider relies on an end date to remove coverage, Correct
Benefits might not update provider data correctly because it doesn't provide an end date.
To ensure that provider records are in sync with Workday, contact your providers.

Concept: Irrevocable Beneficiaries for Quebec

For workers in Quebec, the Benefits Administrator or Partner can designate a spouse as an irrevocable
beneficiary. The spouse is then listed as an irrevocable beneficiary on life insurance plans selected during
benefit enrollment.
Workday enables you to create an irrevocable beneficiary, but doesn't assume responsibility for
compliance.
• Only a Benefits Partner or Administrator can designate (or overturn) a spouse as an irrevocable
beneficiary.
• An irrevocable beneficiary can't be a contingent beneficiary.
• A worker can have only 1 irrevocable beneficiary.
• A worker's irrevocable beneficiary is the only eligible primary beneficiary.
Specify the relationships that count as spousal using the Maintain Related Person Relationships task.

FAQ: Open Enrollment

• During open enrollment, why are employees enrolled in plans before making their elections? on page
1191
• During open enrollment, why aren't eligible employees automatically enrolled into the expected benefit
plans? on page 1191
• Which employees are eligible for which plans in the open enrollment I'm about to start? on page 1191
• What happens to an employee who is on leave when I start open enrollment? on page 1191

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 | Benefits | 1191

• Why does Workday display a lower coverage amount for life insurance than the employee elected? on
page 1191
• How do I handle workers that we hire after open enrollment closes, but before the elections take effect?
on page 1191
• Why aren't the appropriate benefit plans available to employees during open enrollment? on page 1191
• How can I see the benefit elections employees made during open enrollment? on page 1192

During open enrollment, why are employees enrolled in plans before making their elections?
If you select the Auto Enroll flag of the plan, all eligible employees are automatically enrolled in the benefit
plan when open enrollment starts.
To make sure that Workday doesn't automatically enroll employees in this plan:
1. Access the Edit Benefit Plan task.
2. Clear the Auto Enroll check box.

During open enrollment, why aren't eligible employees automatically enrolled into the expected
benefit plans?
If you clear the Auto Enroll check box in the plan, Workday doesn't automatically enroll employees in the
benefit plan when open enrollment starts.
To enroll employees automatically in this plan:
1. Access the Edit Benefit Plan task.
2. Select Auto Enroll.

Which employees are eligible for which plans in the open enrollment I'm about to start?
To determine which employees are eligible for the open enrollment after you start it, use the Benefits
Eligibility report with the start date of the open enrollment window. The report lists employees by the
benefit group eligible for open enrollment and benefit plans that they’re eligible for, as of the start date of
the planned open enrollment.

What happens to an employee who is on leave when I start open enrollment?

If eligible employees are on a leave of absence when you start open enrollment, they can make benefit
elections as long as they can access Workday. Otherwise, Benefits Partners can enter elections on the
employee's behalf.

Why does Workday display a lower coverage amount for life insurance than the employee elected?
During open enrollment, an employee might select a coverage amount higher than the minimum. Workday
automatically sets the coverage to the amount defined by the Evidence of Insurability (EOI) rules. When
the employee gets EOI approval, Workday restores the amount to the level originally specified by the
employee.

How do I handle workers that we hire after open enrollment closes, but before the elections take
effect?
You can enable the newly hired employee to participate in open enrollment, while enforcing any required
waiting period. Complete the New Hire benefit event first and then add the employee to open enrollment.

Why aren't the appropriate benefit plans available to employees during open enrollment?
The most likely reasons are:
• You haven't added benefit plan to the benefit plan year definition. Access the Edit Benefit Plan Year
Definition task and select the benefit plans that you want employees to select.

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 | Benefits | 1192

• You haven't added the employee's benefit group to the benefit plan. Access the Edit Benefit Plan task
and add the benefit groups to which the employees belong to the Benefit Rates and Eligibility table.

How can I see the benefit elections employees made during open enrollment?
After finalizing open enrollment, you can see the benefit elections by running the Benefit Census report.

Benefit Changes

Change Benefit Elections

Prerequisites
• Assign benefit annual rates to employees.
• Security: Worker Data: Benefits Annual Rate in the Benefits functional area.

Context
Employees or administrators use the Change Benefit task when an event occurs that qualifies the
employee to change their benefit elections. The benefits that an employee is eligible to enroll in depend on
the specific benefit event that has occurred. Administrators can use the Change Benefits web service to
bulk load multiple benefit changes.
Note: Because administrators use the Change Benefits web service for loading data, the web service
completes processing automatically, even if you specify manual processing.

Steps
1. Access the Change Benefits task.
2. Select the Benefit Event Type.
3. Enter the Benefit Event Date.
Workday:
• Automatically calculates the Submit Elections By date using the days to enroll associated with the
enrollment event type.
• Displays the benefit plans for which the employee can change elections, based on the enrollment
event rules.
• Automatically calculates the Coverage targets if you select the Derived Coverage Targets check
box.

Result
• Workday sends a Change Benefits notification to the employee or administrator.

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 | Benefits | 1193

• The employee or administrator enters new benefit elections. If the benefit elections automatically
finalize when submitted, then Workday:
• Determines whether Evidence of Insurability (EOI) is required based on the event rules. If
required, Workday starts the EOI process.
• Checks for events in progress or on hold that could conflict with this event.
• Checks:
• If a health care or insurance election uses a banded rate table based on age or length of service.
• For a birthday or service anniversary that moves the employee into another rate band before the
end of the benefit plan year.
• Logs the event with an event date equal to the birthday or service anniversary, if both:
• The date entered in the Calculate As Of field for Health Care or Insurance Rate equals Event
Date
• The employee has a birthday or service anniversary before the end of the benefit plan year.
Integrations based on the Payroll Interface Output File template process the event when payroll
runs for that period.
• You can view the Benefit Election History on the worker profile.

Next Steps
To delete the benefits annual rate and history for an employee permanently, access the Remove Benefits
Annual Rate task.
To see differences between the current and past benefit elections, use the Benefit Changes report. In this
report, the Election Status for All Effective Dates report field subfilter displays status by display order for
elected and waived elections. The report field filters out future elections, while displaying current, previous,
and historical elections. If 1 election meets 2 status conditions, Workday displays the first status in the
displayed order.
You can set up Workday to determine if a specific staffing, position, or compensation event affects an
employee's benefit coverage.
For compensation changes that impact benefits, you can use the Change Benefit Election for
Compensation Changes action step in these business processes:
• Propose Compensation Change.
• Propose Compensation Hire.
• Request Compensation Change.
• Request Employee Merit Adjustment.
• Initiate Compensation Review Process. For this business process only, set up the step as a batch/job
step. (Security: Set Up: Benefits domain in the Benefits area).
Related Information
Concepts
Concept: Benefits Enrollment Events on Mobile on page 1188
Concept: Change Benefits Web Services on page 1198
Concept: Enrollment Status Indicators on page 1189
Reference
Reference: Election Status for All Effective Dates on page 1200
The Next Level: Fireside Chat: How COVID-19 Impacts Benefits
2020R1 What’s New Post: Enrollment Events Redesign
2020R1 What’s New Post: Compensation Changes and Calculated Coverage Impact

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 | Benefits | 1194

Change Retirement Savings Elections

Prerequisites
• Create retirement savings plans.
• Security:
• Set Up: Benefits
• Set Up Benefits: Retirement Savings Allocation Across Multiple Providers
Domains in the Benefits functional area.

Context
Employees or administrators use the Change Retirement Savings Elections task when an event occurs
that qualifies the employee to change their retirement savings elections.

Steps
1. Access the Retirement Savings Elections report.
You can also access Benefits > Change Retirement Savings from the related action of the worker.
2. For coverage types that enable workers to allocate employee or employer contributions to more than 1
benefit plan, consider:
Option Description
Employee Contribution Displays if you set up the plan to have an
employee contribution.
Enter a contribution percent or amount. The
amount must be within the applicable minimum
and maximum contribution set up on the plan.

Employee Contribution Allocation Displays if you set up the plan to have an

employee contribution.
To allocate to the plan, enter the portion as a
percentage of the employee contribution. The
total allocation must equal 100%.
Example: The worker contributes 1000 USD a
retirement savings coverage type and specifies to
distribute among 3 plans. They can enter 30% to
plan A, 20% to plan B, and 50% to plan C.

Employer Contribution Allocation Displays if there’s any employer contribution set

up for the plan.
Enter the portion as a percentage, of the
employer contribution to allocate to the plan. The
total allocation must equal 100%.
Example: The employer contributes 2000 USD to
a retirement savings coverage type and that they
can distribute among 3 plans. You can enter 30%
to plan A, 20% to plan B, and 50% to plan C.

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 | Benefits | 1195

3. For coverage types that don't allow allocation of employee or employer contributions to more than 1
benefit plan, consider:
Option Description
Employee Contribution Enter a contribution percent or amount.
The amount must be within any applicable
minimum and maximum contribution defined on
the plan.

Employer Contribution Displays if there’s any employer contribution

defined for the plan and is view-only.
4. Enter beneficiaries.

Next Steps
To see differences between an employee's current and past benefit elections, use the Benefit Changes
report.
Related Information
Tasks
Create Retirement Savings Plans on page 1080
Reference
Reference: Health Savings and Spending Accounts Enrollment Options on page 1096

Finalize Open Benefit Event Elections

Prerequisites
Security: Manage: Benefits for Organizations in the Benefits functional area.

Context
You can finalize the benefit elections for employees who haven’t submitted their benefit elections in time.
When you finalize elections for employees that have missed the deadline, Workday elects the default
benefits for the employee. You can finalize the elections manually, or set up schedules for Workday to
finalize unsubmitted benefit elections automatically. You can create multiple schedules that finalize events
for different benefit groups.

Steps
1. Access the Finalize Open Benefit Events task.
2. Select whether to run the task once manually, or run the task on a regular schedule.
Select Daily Recurrence or Weekly Recurrence to schedule how often Workday automatically
finalizes the open benefit events.
3. As you complete the Schedule Finalize Open Benefits Events tab, consider:
Option Description
Benefit Groups Select 1 or more groups with members affected
by the open benefits event.
Generate Preview Alerts Add 1 or more preview alerts to remind your
employees that the event deadline is approaching
or has passed.
You can send preview alerts until you finalize the
enrollment event.

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 | Benefits | 1196

4. As you complete the Schedule tab, consider:

Option Description
Daily Recurrence Select every weekday or the number of days
between each run. Example: Enter 1 to run
everyday.
Weekly Recurrence Select:
• How often you want to run the task. Example:
Every 3 weeks.
• The weekdays you want the task to run on.
• Which time zone to use. Workday uses the
current date within the selected time zone to
determine which events have passed their
Submit By date.

Result
Workday:
• Automatically populates any default benefit elections to the employee and sets the status to Finalized.
• Determines whether employees need to provide Evidence of Insurability (EOI) based on the event
rules. If so, Workday starts the EOI process.
• Checks for events that have an event date with a status of On Hold following the event being finalized.
If Workday finds events, it cancels or rescinds them and creates new events.
• Determines whether to apply a new rate band before the end of the benefit plan year. Birthdays and
service anniversaries can trigger changes for plans that use banded rate tables based on age or length
of service. Workday:
• Compares the Event Date with the Calculate As Of field on the Health Care or Insurance Rate
tasks.
• Changes the employee's rate band if both are true:
• The 2 dates have equal values.
• The employee has a birthday or service anniversary before the end of the current benefit plan
year.
• Records the event in the transaction log.
• Workday uses the event to charge the rate at the appropriate time.
• Integrations based on the Payroll Interface Output File template process the event during the
period that includes the event date.

Next Steps
View benefit plan costs for a specific time period, 1 or more benefit plans, or a frequency using:
• Benefit Premium Report - Health Care
• Benefit Premium Report - Insurance
Related Information
Concepts
Concept: Evidence of Insurability Processes on page 1214
Tasks
Set Up Default Benefits Coverage on page 1144
Reference
Workday 31 What’s New Post: Automatically Finalize Open Benefit Events

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 | Benefits | 1197

Correct Benefits

Prerequisites
Security: Manage: Benefits for Organizations in the Benefits functional area.

Context
You can change an employee's benefit elections after the event is closed or finalized. This includes events
created by open enrollment, the Change Benefits task, and passive events.

Steps
1. Select Benefits > View Benefit Election History from the employee's related actions menu.
2. Select Benefits > Correct Benefits from the related actions menu of the benefit event.
3. Change the benefit elections.

Result
When you click Submit, Workday:
• Retains a copy of the old benefit elections.
• Sends the changes to the Workday Benefits Network, Payroll Interface, or Workday Payroll.

Next Steps
Use the:
• Benefit Corrections In Progress Audit to see a list of employees with corrections to benefit elections
in progress.
• View Benefit Election History to see which events have had corrections made and then click the link
to see the details of the correction.
Note: Manually correct future-dated election events. Workday doesn't automatically apply these changes
to future dated events.
Related Information
Concepts
Concept: Enrollment Status Indicators on page 1189
Tasks
Correct Benefits on page 1197

Extend Benefits Coverage for an Individual Employee

Context
You can extend benefit coverage beyond the Workday-calculated end date for an event and coverage
type.
Workday uses the End Date associated with an event and coverage type on the Create Enrollment
Event Rule task to calculate the last day of coverage. If there’s a grace period associated with the event,
Workday adds the grace period to the end date to determine the last day of coverage.
You can extend benefits only to employees that are losing eligibility for the benefit plan.
You can't extend benefits for an event if an employee has another enrollment event that falls at a later
date. If necessary, you can rescind the later event and then extend lost benefits from the earlier event.

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 | Benefits | 1198

You can't extend benefits beyond the current benefit plan year for a terminated employee. Workday lets
you select a coverage end date in a future plan year. But, it drops their coverage at the end of the current
plan year. To avoid dropping the terminated worker's coverage, work directly with your benefit provider.

Steps
1. Select Benefits > View Benefits Election History from the employee's related actions menu.
2. Select Benefits > Extend Benefits Coverage from the related actions menu of the benefit event.
This related action displays for Finalized benefit events, but Extend Coverage to Date is available only
for terminated coverages.
3. In the Extend Coverage to Date column, enter a new coverage end date for the benefits you want to
extend.
The Extend Benefits Coverage task is available as a related action for all benefit events. However, the
Extend Coverage to Date field is editable only where a benefit has an end date.
Related Information
Tasks
Create Enrollment Event Rules on page 1119
Reference
The Next Level: Fireside Chat: How COVID-19 Impacts Benefits

Concept: Change Benefits Web Services

Workday provides 2 web services that load mass changes for benefits elections:
• Change Benefits
• Bulk Import Change Benefits

Change Benefits Web Service

The Change Benefits web service is the older of the 2 web services and performs bulk uploads. It enables
you to initiate and complete the Change Benefits for Life Event business process to generate benefit
transactions for employees. The web service ignores any additional steps that you’ve configured on the
Change Benefits for Life Event business process.
This web service is for mass uploads from an external system. We don't recommend that you use this
web service for incremental benefit updates from a third-party benefits administration system. The web
service works by waiving all of the worker benefits elections that match a specific benefit event type. It then
replaces them with the benefit elections that you specify on the web service call. The purpose of the web
service is to load benefits for an initial conversion or acquisition only. It doesn’t participate in coordination
of events, and if you load benefits out of order employees could have incorrect elections in Workday.

Bulk Import Change Benefits Web Service

The Bulk Import Change Benefits web service provides the same function as Change Benefits. However,
it’s more efficient and faster if loading very large volumes of data. The web service also provides a request
ID so that you can track the request through the process monitor.
While this web service has a significant performance improvement, you can't specify processing order for
multiple events for the same worker. If you need to submit multiple events for a worker in a particular order,
you can either:
• Submit 1 template for each event.
• Use the Change Benefits web service.

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 | Benefits | 1199

How Should I Use These Web Services?

These web services upload large numbers of benefits elections. One of the required fields in the web
service is the Benefit Event Type. This value lets the web services know which plans it can update.
Based on the request, the web services replace benefits for the specified event type with the benefits in the
web service call. Essentially, they overwrite all plans for the benefit event type with the new plans on the
request.
To avoid impacting elections that aren't part of an update, Workday recommends that you use a separate
benefit event type for each request. Each request should contain only the benefits that you need to update.
Example: Avoid using a general benefit event type like Admin Correction. The web service removes all
benefits associated with that event type, before adding the plans on the request.
You can waive a benefit election by excluding replacement elections for the benefit coverage types in the
event.

Supported Benefit Types

The Change Benefits and Bulk Import Change Benefits web services support these benefit types:
• Health Care
• Heath Savings Account
• Spending Account
• Insurance
• Retirement Savings
• Additional Benefits
Note: If the only plan type you’re loading is Retirement Savings, consider using the Enroll in Retirement
Savings web service.

Event Date and Coverage Begin Date

The web services ignore the values for the Coverage Begin Date and Deduction Begin Date fields.
Workday calculates these dates based on the enrollment event rules. However, the web service requires
that you populate the Coverage Begin Date field. Deduction Begin Date is optional.
You can include a value for the Original Coverage Begin Date and Original Deduction Begin Date
fields if you need to capture either:
• The original date the worker enrolled in the benefit plan.
• The date of the worker's first deduction for the plan.
The dates loaded in these fields display in the Coverage Begin Date and Deduction Begin Date report
fields in the user interface. Typically you only load these values when converting data from a legacy
system to capture history. When loading a change for an existing plan, administrators typically want to
capture a new coverage begin date for the change.

The Request and Response

Before creating the request, ensure you have all the reference IDs for the benefits you want to modify.
Examples:
• Benefit Event Type ID
• Frequency ID
• Health Care Coverage Plan ID
• Health Care Coverage Target ID
Example: If you extend coverage from employee to employee + child, you need to add the dependent in
Workday with its dependent ID, otherwise your request fails.

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Related Information
Tasks
Change Benefit Elections on page 1192
Correct Benefits on page 1197

Reference: Election Status for All Effective Dates

The Benefit Changes report enables you to see differences between the current and past benefit
elections. You can use the Election Status for All Effective Dates report field to display the election
status in the displayed order. As you use this report field, consider:

Status Description
Future - Elected The Coverage Begin Date is after today and the
worker has elected the benefit plan.
Future - Waived The Coverage Begin Date is after today and the
worker has waived the benefit plan.
Previous - Elected The Coverage Begin Date is before today and the
worker has elected the benefit plan. Displays the
election of the plan with closest coverage begin
date before the current date.
Previous - Waived The Coverage Begin Date is before today and the
worker has waived the benefit plan. Displays the
waived election with the closest coverage begin
date before the current date.
Current - Elected The Coverage Begin Date is on or before the
current date. Displays the election with the closest
coverage begin date on or before the current date,
for the plan.
Current - Waived The Coverage Begin Date is on or before the
current date. Displays the waived election with
the closest coverage begin date on or before the
current date for the plan.
Historical - Elected Any election without a status of Future, Previous, or
Current.
Historical - Waived Any waived election without a status of Future,
Previous, or Current.

Related Information
Tasks
Change Benefit Elections on page 1192

Example: Create and Send Alerts for Benefit Changes

You can create a notification reminding employees they must complete their benefit enrollment.

Context
In this example, we demonstrate how to create and send a reminder alert to the inbox of the new
employee.

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Steps
1. Access the Create Alert Rule task.
2. Select Change Benefits for Life Event in the Business Process Type prompt.
3. As you complete the task, consider:
Option Description
Description New Hire Enrollment
Source External Field or Condition Rule Enrollment Type
Relational Operator Any in the selection list
Comparison Type Value specified in this filter
Comparison Value New Hire
4. Access the Schedule Task Alert Notifications task so the employee can receive the email alert.
a. Include the Change Benefits for Life Event business process and the New Hire Enrollment alert rule.
b. Add the message for the employee.

Passive Events

Steps: Set Up Passive Events

Prerequisites
Assign benefit annual rates to employees.

Context
Create passive events to manage benefit gains and losses that result from the passage of time rather
than from changes to employee data. Example: Set up a passive event to evaluate and manage benefit
eligibility for employees turning 65 (retirement age). Based on their eligibility for benefits, Workday
generates an enrollment event to record any benefit gains or losses.
Unlike most enrollment events, you don't have to manually report passive events. You can configure
Workday to identify anyone who has benefits gains and losses resulting from an event. Workday
automatically routes an enrollment task to the affected worker.

Steps
1. Create Enrollment Events on page 1113 for passive events.
Example: Set up a passive event type called Employees >= Age 65.
2. Create Enrollment Event Rules on page 1119 for the passive event types.
This might include defining:
• Begin dates and waiting periods for passive events that result in benefit gains.
• End dates and grace periods for passive events that result in benefit losses.
3. (Optional) Configure the passive event to automatically complete and finalize enrollment without
sending an enrollment task to the Benefit Partner or employee:
a) Set up benefit plan eligibility rules to ensure that any employee included in the event is eligible
for only 1 plan per coverage type. Also, select No Changes Allowed in the Allowed Benefit Plan

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Changes field in the Create Enrollment Event Rule task for each coverage type included in the
event.
b) If the passive event confers eligibility for new health care or insurance plans, select a default rule
for the event that includes: instructions to default to priority coverage and define default health care/
insurance plans and priorities in the Maintain Benefit Defaults task.
Workday automatically completes and finalizes passive events that result in a complete termination of
benefits.
4. Set Up Passive Event Business Processes on page 1202.
Note: When you automate a passive event, Workday ignores routing instructions for the event and
automatically finalizes it without sending an enrollment task to a Benefit Partner or employee. However,
you must still provide routing instructions for the event.
5. (Optional) Add worklets to the Change Benefits for Life Event business process.
6. Create Passive Event Rules on page 1203.
Set up passive event rules to identify the employees to process in response to the event.
7. Schedule Passive Events on page 1204.
Create a schedule to instruct Workday when and how often to search and process employees that
meet passive event rule criteria. Example: Set up a schedule for Workday to search for and process
employees who are turning 65 on the first day of each month.
Related Information
Tasks
Steps: Set Up Benefits on page 1021
Steps: Set Up Automatic Benefit Eligibility Checks on page 1112
Reference
The Next Level: Benefits - Passive Events and Derived Coverage Targets

Set Up Passive Event Business Processes

Context
Configure the Passive Event business process to instruct Workday where to route passive events. The
passive event results in an enrollment task for an employee, a Benefits Partner, or other designated role.
Note: Route enrollment task using a passive event to a role or security group directly in the Passive Event
business process definition.

Steps
1. Access the Passive Event business process definition.
2. As a related action on the Passive Event business process, select Business Process > Edit
Definition.
3. Enter the Effective Date.
4. Access the Change Benefit Elections step and identify the role to which to route the enrollment task for
passive events in the Group field.
Don't delete the Change Benefit Elections step in the Passive Event business process.
5. Make the initiation step the completion step.

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6. If you need to route different passive events to different roles:

a) Create a condition rule for each event type.
b) Define two or more steps with the same order and action = Change Benefit Elections.
c) Associate a different condition rule and role with each step. The condition rules must be mutually
exclusive.
Depending on how you define a passive event, Workday might ignore routing instructions for the event.
It might automatically finalize it without sending an enrollment task to a Benefits Partner or employee.
However, you must still provide routing instructions for the event.

Example
To route passive events based on condition rules, assume that these events have different routing
requirements:
• Route to employee: An employee becomes eligible for a benefit after 1 year of service.
• Route to Benefits Partner: A dependent reaches an age and becomes ineligible for benefits.
1. Insert 2 Change Benefit Elections steps in the Passive Events business process, 1 for each passive
event with a different Route To role.
2. Assign the same order to both steps.
3. Create a condition rule for event type = Employee 1 Year of Service and associate it with the first
instance of the Change Benefit Elections step. Select Employee in the Group field for this step.
4. Create a condition rule for event type = Dependent Age Out and associate it with the second instance of
the Change Benefit Election step. Select Benefits Partner in the Group field for this step.

Create Passive Event Rules

Prerequisites
• Security: Set Up: Benefits in the Benefits functional area.
• Create benefit plan and dependent eligibility rules using the Create Benefit Eligibility Rule or Edit
Benefit Eligibility Rule tasks.
You can use existing benefit plan and dependent eligibility rules, or create new rules to use specifically
for passive events.
• Create benefit event types for the passive event rules using the Create Benefit Event Type task.
• Create benefit groups using the Create Benefit Group or Edit Benefit Group tasks.

Context
Create passive event rules to:
• Identify employees to evaluate for benefit eligibility. Example: all employees >= age 65.
Unlike eligibility rules associated with specific benefit plans, passive event rules don't confer or deny
eligibility for health care, insurance, or other benefits. Instead, their purpose is to identify employees
to evaluate for benefit eligibility due to retirement, seniority, or other changes related to the passage
of time. Workday uses the eligibility rules for the benefit plan to determine if an employee who meets
passive event rule conditions is eligible for a particular benefit.
• Schedule preview alerts to employees to inform them that a passive event is about to occur. You can
instruct Workday to send alerts at regular intervals before the event occurs. Examples: 60 days before
employees turn 65, 30 days before the event occurs, and again 15 days before the event occurs.
Note: Preview alerts are email notices. Set up email addresses for your employees before you
generate preview alerts.

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Steps
1. Access the Create Passive Event Rule or Edit Passive Event Rule task.
2. Specify the Benefit Life Event Type.
3. Select a Benefit Plan or Dependent Eligibility Rule.
The rule tells Workday which employees to evaluate for benefit eligibility and target for preview alerts.
4. Identify the Benefit Group(s) that use the passive event rule.
5. Consider:
Option Description
Notify Prior to Event Date Select the number of days, weeks, or months
before the event date that you want Workday to
send a preview alert.
You can define multiple preview alerts for the
same event. Example: Send 1 alert 30 days
before an event takes place, and send another 15
days before the event takes place.
To create alert frequencies, use the Maintain
Calculated Dates task.

Subject Configure the subject line of the email alert

message.
Message Text Configure the text of the alert to send to
employees before the passive event.
You can embed hyperlinks in the text of your
message. However, you must use the full
web address format. Example: http://
www.url.com.

Next Steps
Define a schedule for:
• Generating enrollment events for employees who have benefit gains or losses resulting from a passive
event.
• Generating preview alerts.
Related Information
Concepts
Concept: Passive Event Rules on page 1207

Schedule Passive Events

Prerequisites
Security: Set Up: Benefits in the Benefits functional area.

Context
Schedule passive events to:
• Identify and process employees who meet passive event rule conditions on demand or at regular
intervals.
• Generate preview alerts.

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Steps
1. Access the Schedule Passive Events task.
2. As you complete the task, consider:
Option Description
Passive Event Rule Select the Passive Event Rule to include in the
process schedule.
You can process passive event rules on demand
or at regularly scheduled intervals. Workday
searches for employees meeting passive event
rule criteria according to the schedule and
automatically creates an enrollment event for
employees with benefit gains or losses.
Create passive event rules using the Create
Passive Event Rule or Edit Passive Event Rule
tasks.

Generate Passive Events Creates enrollment events for employees who:

• Meet conditions of the rule identified in the
Passive Event Rules field.
• Have benefit gains or losses resulting from the
passive event.
You can generate passive events and preview
alerts at the same time, or separately.

Generate Passive Alerts Generates preview alerts for employees who

satisfy the conditions of the Passive Event
Rule on or after the preview interval. Specify the
interval using the Create Passive Event Rule
task.
Example: You configure Workday to send a
preview alert 1 week before a retirement event.
Workday sends the alert if you schedule the alert
and Workday processes it a week or less before
an employee turns 65.
Workday sends only 1 instance of a preview
alert to an employee for a given event. Workday
follows this rule even if you schedule and
generate passive alerts multiple times leading up
the event.

3. If the Run Frequency selected is Run Now, Workday processes the passive event rule and generates
alerts and enrollment events when you save your work. If you selected any other Run Frequency,
complete the frequency fields on the Schedule tab:

Run Frequency Frequency Fields

Run Once in the Future Specify a Start Date, Start Time, and a Time
Zone for processing the passive event rule.
Daily Recurrence • Select how often to process the event rule:
Recurs Every Weekday or Recurs Every x
Day(s), where x is any positive integer.

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Run Frequency Frequency Fields

• Select a Start Time and a Time Zone for
processing the passive event rule.
• Specify a Start Date and an End Date for
processing the passive event according to the
schedule you’ve created.

Weekly Recurrence • Enter a processing frequency in the Recurs

Every x Weeks field, where x can be any
positive integer.
• Select the Day(s) of the Week on which to
process the passive event rule.
• Select a Start Time and a Time Zone for
processing the passive event rule.
• Specify a Start Date and an End Date for
processing the passive event according to the
schedule you’ve created.

Monthly Recurrence • Select the Month(s) on which to process the

passive event rule.
• Select the Day(s) of the Month or the Day
of the Week on which to process the passive
event rule.
• Select a Start Time and a Time Zone for
processing the passive event rule.
• Specify a Start Date and an End Date for
processing the passive event according to the
schedule you’ve created.

Note: When scheduling passive events on a recurring basis, Workday doesn't permit you to add an
End Date beyond December 31 of the next calendar year.
4. Review the information on each tab of the Scheduled Process:

Tab Purpose
Passive Event Rules • View workers who meet passive event rule
conditions when you process a passive event.
• View and manage enrollment events created
for a passive event rule.

Process Info View the status of the passive event process.

Messages View error messages or warnings related to the
passive event process.

Next Steps
• Access the Process Monitor to view the status of the passive event process run.
• Access the Benefits > View Passive Alerts from the worker's related action menu.
Related Information
Reference
The Next Level: Benefits - Passive Events and Derived Coverage Targets

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Concept: Processing Passive Events for the First Time

The first time that you generate passive events for a particular passive event rule, it is best to schedule
and generate preview alerts for a different time. Otherwise, some employees receive preview notices after
they've met conditions specified in the passive event rule.
Example:
• You define a schedule for generating passive events and alerts every day for dependent children who
age out of health coverage. You set up preview alerts to be sent out 3 weeks, 2 weeks, and 1 week
before the date when a dependent turns 26.
• If you process the passive event rule for the first time on January 31, the initial process run identifies
and sends the 3 preview alerts to all employees whose dependents turned 26 on or before January 31,
even though some dependents have already met conditions of the event rule.
When a preview alert runs at the same time as a passive event, Workday can't identify the employees
who have already met passive event rule conditions and sends alerts to everyone. To avoid this situation,
schedule and run preview alerts separately from passive events the first time you process a passive event
rule. In the Schedule Passive Events task:
• Select only the Generate Passive Events check box for the first run of a passive event rule. Workday
generates enrollment events for anyone who has already met rule conditions without sending alerts.
• From then on, select both the Generate Passive Alerts and Generate Passive Events check boxes
when you schedule and process the rule. Workday sends alerts to anyone who meets rule conditions in
the future.
Workday recognizes that employees processed in the first run of a passive event rule have already met
its conditions and doesn't send preview alerts to those employees.

Concept: Passive Event Rules

When to Use
Passive event rules identify employees to evaluate against eligibility criteria associated with specific benefit
plans. You can use them to automate plan changes when the employee meets new eligibility rules. You
can also automate plan changes for when an employee no longer meets eligibility rules. Example: An
employee turns 65 and no longer can use Long-Term Disability Plan A.
The rules don’t need to duplicate the complexity of eligibility criteria associated with the plans themselves.
• Passive event rules invert eligibility rules associated with benefit plans that employees lose when the
event takes place:

Benefit Plan Eligibility Rule Corresponding Passive Event Rule

Only employees < age 65 are eligible for Long- Identify employees >= age 65 and evaluate them
Term Disability Plan A. for benefit eligibility.
Only dependents < age 25 are eligible for Health Identify dependents >= age 25 and evaluate them
Care Plan C. for benefit eligibility.
• Passive event rules mirror eligibility rules associated with benefit plans that employees gain when the
event takes place:

Benefit Plan Eligibility Rule Corresponding Passive Event Rule

Only employees with length of service >= 5 years Identify employees with length of service >= 5
qualify for Insurance Plan B. years and evaluate them for benefit eligibility.
Only employees >= 65 qualify for Basic Disability Identify employees >= age 65 and evaluate them
Plan D. for benefit eligibility.

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You can use the Schedule Passive Events task to:

• Generate an enrollment event for employees who lose or gain benefit eligibility as a result of a passive
event.
• Schedule and run the passive event rule.
You can use the same schedule that you generate preview alerts or define separate schedules for alerts
and events.
Dependent children have eligibility for Health Care Plan A if they are:
• Less than or equal to age 21.
• Less than 25 years of age and full-time students.
To evaluate dependents for eligibility, the passive event rule needs only this simple condition: Dependent
child greater than (>) age 21.
This rule inverts the eligibility criteria associated with the health care plan by identifying the age at which
Workday evaluates dependents for eligibility. Workday identifies all dependent children greater than age
21. The eligibility rule then determines whether a dependent:
• Loses eligibility because they're over 21 and no longer in school.
• Retains eligibility because they're less than 25 and a full-time student.
If the passive event rule in this example repeated the dependent eligibility rule, it would:
• Include dependents who you don't need to evaluate: All dependent children less than or equal to age
21.
• Miss the dependents who you do need to evaluate: All dependent children greater than 21.

Considerations
As you plan your passive events, consider:
• Workday generates enrollment events only for employees who:
• Meet the conditions of the passive event rule on the day and time Workday runs the rule.
• Satisfied rule conditions between the last and current runs of an event rule and that Workday missed
in the previous run.
• Run event rules frequently enough to find employees that meet rule conditions before the current run or
between run dates. Workday might miss preview notices for some employees if you don't run the event
rule often enough.
Example: You run a passive retirement event rule every other week on Monday. If an employee
reaches retirement age mid week, Workday reads the event on its next scheduled run.
Note: Workday recommends that you schedule and run passive event rules only frequently enough to
meet your business needs. Too many runs might put an unnecessary burden on resources.
• Workday uses the date of the run that picked up the employee as the event date. This date might differ
from the date that an employee first satisfies the passive event rule conditions. Example: A scheduled
run picks up employees who met passive event rule conditions before the run date. The event date for
these employees is the run date, not the date on which they first satisfied the rule conditions.
• Once Workday flags an employee as meeting the conditions of a passive event rule, it generates an
enrollment event. Workday won't generate additional enrollment events related to that event rule.
• After Workday generates an enrollment event for an employee, it won't send any further preview alerts
for that event.

Service Anniversary Events

When creating passive event rules based on service anniversary dates, you can calculate length of service
from any of these dates:

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 | Benefits | 1209

• Hire.
• Continuous service.
• Original hire.
• Service.
Workday requires the Hire Date to process passive events based on continuous service dates, original hire
dates, or seniority dates.

Concept: Preview Alerts for Passive Events

You can send out preview alerts to employees that they have a passive event that is approaching.
You can define a schedule for generating the alerts and generate preview alerts that match your schedule
for generating enrollment events.
Workday sends alerts only to employees who:
• Meet the exact number of days, weeks, or months in the Notify Prior to Event Date field, before the
date when Workday processes the event.
• Met rule conditions between the last and current process runs and Workday didn't flag the last time it
processed alerts.
Using the Schedule Passive Events task, you schedule and process alerts for a retirement age event on
January 4 and 18. You also set up preview alerts for Workday to send 2 weeks prior (January 10) and 1
week prior (January 17) to the date employees reach retirement age.
An employee turns 65 on January 24.
The first alert runs on January 4, and comes before the 1 and 2-week alerts scheduled for January 10 and
17. As a result, Workday doesn't generate preview notices. The second scheduled alert runs on January
17 comes after the employee meets rule conditions for both alerts. Workday consequently picks up and
sends both preview notices on the 18th.
As you plan your preview alerts, consider:
• How often you schedule and generate alerts. You need to consider how frequently you generate alerts
to match the scheduled preview for an event. If your schedule and alert generation timing don't match,
Workday might miss preview notices for some employees.
Example: You create preview alerts for Workday to send out 2 weeks before an employee reaches
65. However, you also schedule and generate passive alerts monthly on the 25th. The current date is
December 25 and an employee turns 65 on January 21. Workday won't generate preview alerts for that
employee. Workday next processes alerts on January 25. Workday can determine that it didn't flag the
employee and can send the missed preview notice.
Note: To avoid sending multiple preview alerts, consider scheduling alert runs more frequently. Or, you
can reduce the alert frequency in the Generate Preview Alerts field.
• Workday sends only 1 instance of any preview alert to an employee. Example: You create 2 alerts to
notify employees that a retirement event is about to occur. You schedule the first alert 1 a month before
the event and the second 2 weeks before the event. Workday sends out only 1 instance of each alert.
• Workday stops sending alerts to the employee after Workday schedules an event rule and generates an
enrollment event.
Related Information
Tasks
Create Passive Event Rules on page 1203
Schedule Passive Events on page 1204

FAQ: Passive Events

How are passive events different from standard enrollment events?

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How do I test a passive event rule to make sure that it selects the correct employees for processing?
What is the difference between eligibility rules associated with benefit plans and the eligibility rules used to
define passive events?

How are passive events different from standard enrollment events?

Unlike most enrollment events, you don't have to report manually passive events for the affected
employees. You can instruct Workday to identify and route an enrollment task to workers that have benefit
gains or losses resulting from the event.
Passive events don't establish or determine eligibility for benefits only once, when Workday launches the
event. During open enrollment, Workday assesses an employee's eligibility for benefits when initiating the
enrollment event. Workday doesn't automatically re-evaluate the employee's eligibility and change their
status following open enrollment. The employee or an administrator must report another event to force
evaluation of the employee's eligibility for benefits. Example: A location change or job change event. By
contrast, you can schedule passive events to evaluate employee eligibility at any time, either on demand or
at regularly scheduled intervals.
You can define preview alerts for a passive event to notify automatically employees that an event is about
to occur. Example: A 65th birthday or the aging out of a dependent is about to occur. You can generate
these alerts at regular intervals before the event date.

How do I test a passive event rule to make sure that it selects the correct employees for
processing?
To verify that a passive event rule identifies the correct employees, run the View Workers report. To
access this report, select Passive Event Rule > View Workers as a related action on the passive event
rule.
To verify that a passive event rule correctly identifies a particular employee, run the Test Workers report.
To access this report, select Passive Event Rule > Test Workers as a related action on a passive event
rule and select the employee.

What is the difference between eligibility rules associated with benefit plans and the eligibility rules
used to define passive events?
Unlike eligibility rules associated with specific benefit plans, passive event rules don't confer or deny
eligibility for health care, insurance, or other benefits. They identify employees for Workday to evaluate for
benefit eligibility due to retirement, seniority, or other changes due to the passage of time. An employee
who meets passive event rule conditions is eligible for a particular benefit only if they meet the eligibility
rules associated with the benefit plan.
Example: A passive event rule for a retirement event identifies all employees who are 65 years old. The
eligibility rule for the employees' health care plan determines whether they either:
• Can keep their current plan.
• Lose eligibility when they turn 65.

Troubleshooting: Passive Events

Passive events don't trigger benefit enrollment events.

Cause Solutions
The worker hasn't had a change in eligibility that Security: Manage: Benefits for Organizations
would trigger an enrollment event. domain in the Benefits function area.
1. Access the Benefits Eligibility by Benefit
Group report.

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Cause Solutions
2. Run the report for past and current dates to
check if the worker has gained or lost eligibility
for the benefit plan.

The worker doesn't meet the requirements for the Verify that the worker is eligible for the enrollment
eligibility rule. event.
Security:
• Set Up: Benefits domain in the Benefits function
area.
• Person Data: Personal Information domain in
the Personal Data functional area.
1. Open the profile of the worker.
2. To view benefit group and eligible benefit plans,
select Benefits > View Benefits Eligibility from
the worker's related actions menu.
To view the current benefit enrollment
information, select Benefits > View Current
Benefit Elections from the worker's related
actions menu.
3. Access the Edit Passive Event Rule task.
4. View the Benefit Eligibility Rule and compare
the Benefit Groups with the groups the worker
is eligible for.

The passive event doesn't meet the criteria to Security: Set Up: Benefits domain in the Benefits
trigger the enrollment event. function area.
1. Set up the Set Up: Benefits domain in the
Benefits functional area.
2. Access the Edit Passive Event Rule task and
check the event.
3. Click the Event Rule Type and Benefit
Eligibility Rule links. Verify that they’re
compatible.
Verify that the passive event rules:
• Invert eligibility rules associated with benefit
plans that employees lose when the event
takes place.
• Mirror eligibility rules associated with benefit
plans that employees gain when the event
takes place.
• Meet the event date requirements. Workday
uses the run date that picked up the
employee as the event date. This date
might differ from the date on which an
employee first satisfies the passive event rule
conditions.
4. Check whether you've scheduled the passive
event to run. Access the Schedule Passive
Events task. Make sure that the rule runs

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 | Benefits | 1212

Cause Solutions
frequently enough, but not so frequently to
cause performance impacts.

Workday can't rerun the passive event rule for the Set Up: Benefits domain in the Benefits function
worker to register a change. area.
1. Access the Edit Passive Event Rule task.
2. Select the Is Re-Runnable check box for the
event.

The passive event rule schedule is inactive. Set Up: Benefits domain in the Benefits function
area.
1. Access the Schedule Passive Events task.
2. Reactivate the passive event schedule.

Related Information
Concepts
Concept: Passive Event Rules on page 1207
Tasks
Create Passive Event Rules on page 1203
Schedule Passive Events on page 1204

Evidence of Insurability

Steps: Set Up Evidence of Insurability

Context
Set up the levels of change an employee can make during enrollment that triggers the evidence of
insurability (EOI) process.

Steps
1. Steps: Set Up Insurance Costs on page 1048
2. Create Insurance Plans on page 1074
3. Create Enrollment Event Rules on page 1119

Result
During enrollment, Workday determines whether to trigger EOI when an employee elects an insurance
plan by identifying:
1. The event type.
2. Which loss of coverage rules apply based on whether the employee enrolled in an insurance plan,
waived coverage, or newly eligible for a new plan.

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3. Which benefit plans to use when determining whether to trigger EOI. Is the Include All Benefit Plans
in Coverage Type for EOI check box selected for any of these sections on the Create Enrollment
Event Rule task?
• Currently Covered
• Currently Waiving
• New Eligible
If yes, then use all the coverage levels from all benefit plans within the coverage type. If no, then only
use the relevant benefit plan.
4. If the employee elected an amount that is greater than or equal to:
• For Currently Covered:
• Maximum Levels of Change Allowed without EOI
• Maximum Amount of Change Allowed without EOI
• Guaranteed Issue Amount
• Guaranteed Issue Multiplier
• For Currently Waiving or Newly Eligible:
• Guaranteed Levels without EOI
• Guaranteed Issue Amount
• Guaranteed Issue Multiplier
Related Information
Tasks
Steps: Set Up Benefits on page 1021

Steps: Manage Evidence of Insurability

Prerequisites
• Set up enrollment event rules.
To define rules for handling changes in insurance coverage, use the Level of Change - Currently
Covered, Levels of Change - Currently Waiving, and Levels of Change - Newly Eligible tabs.
• Complete and finalize open enrollment or a benefit event.

Context
Track and record workers' evidence of insurability (EOI) status.

Steps
1. Access the Manage Evidence of Insurability Status task.
2. Search for workers with EOI activity.
3. Select the workers whose EOI status you want to review or update.
• Select the Select All check box, if you want to review or update all the workers listed.
• Select the Select check box next to each worker's name to review or update individual workers.
4. Select the action you want to take on the selected workers:
Option Description
Approve for selected Change the workers EOI status to Approved.
Deny for selected Change the workers EOI status to Denied.

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Option Description
Email for selected Send an email to the workers regarding their EOI
status.

You can also select the View Details link next to each worker.

Result
Workday displays a confirmation page, where you can create the email message. Email notifications are
sent to the worker's primary work email address. If workers don't have a work email address, they won't
receive EOI status notifications.
Depending on the selected action, Workday updates the insurance coverage to the:
• Full amount elected as defined in the EOI Takes Effect On Date field for the benefit group, when the
action is Approved.
• Waived, when the action is Denied and the Guaranteed Issue Amount is zero.
• Guaranteed Issue Amount, when the action is Denied and the Guaranteed Issue Amount is greater
than zero.
• Prior coverage amount, when the worker has prior coverage and that coverage amount is greater than
the guaranteed issue amount.
Related Information
Concepts
Concept: Evidence of Insurability Processes on page 1214
Tasks
Steps: Set Up Enrollment Events and Rules on page 1111

Correct Employee EOI Approval and Denial Dates

Context
You can correct EOI approval and denial dates that were entered in error.

Steps
1. Access the Manage Evidence of Insurability Status task.
2. Click the View Details link for an employee with an EOI Status of Approved or Denied.
3. Select View Details > Evidence of Insurability > Correct Approval/Denial Date from the employee's
related action menu.
4. Enter the correct approval or denial date in the Approve/Denied Date field.
Related Information
Tasks
Steps: Manage Evidence of Insurability on page 1213

Concept: Evidence of Insurability Processes

The EOI review and approval process is triggered automatically when an employee elects an amount
or level of coverage over the guaranteed issue amount. The guaranteed issue amount is the maximum
amount an employee can elect without evidence of insurability.

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When the Benefits Administrator finalizes an enrollment event, Workday:

1. Identifies:
• Employees that have elected coverage that is greater than the Guaranteed Issue Amount or
Guaranteed Issue Multiplier.
• Employees that had no insurance coverage before but have elected coverage that is greater than
the Guaranteed Levels Without EOI.
• Employees that had insurance coverage before but have elected coverage that is greater than the
Maximum Levels of Change Allowed Without EOI or Maximum Amount of Change Allowed
Without EOI.
2. If an employee elects an amount or level of coverage that requires evidence of insurability, the EOI
process automatically sets the employee's EOI status to Pending.
Use the Manage Evidence of Insurability Status task to search for employees with a status of
Pending. You can also use this task to send an email notification that contains a link to the EOI form.
The enrollment form Insurance section instructional text can also include a link to the EOI form.
3. When the status is Pending, Workday updates the employee’s coverage during the EOI review period
to:
a. The elected coverage, if the Default Coverage if Pending EOI value is Elected Coverage Amount.
The effective date of coverage is determined by the EOI Takes Effect on Date for the benefit group.
b. The guaranteed issue amount, if the Default Coverage Pending EOI value is Guaranteed Issue
Amount. The effective date of coverage is determined by the EOI Takes Effect on Date for the benefit
group.
4. When the insurance carrier approves or denies the employee's EOI claim, the Benefits Administrator
enters the employee's status (Approved or Denied) on the Manage Evidence of Insurability Status
task.
You can use the Manage Evidence of Insurability Status task to send an email notification informing
the employee of their new status.
5. If the status is Approved, the employee's benefit coverage is updated to the elected coverage.

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6. If the status is Denied, Workday updates the employee's coverage to:

a. The guaranteed issue amount, if the guaranteed issue amount does not equal zero. The effective
date of coverage is determined by the EOI Takes Effect on Date for the benefit group.
b. The previous coverage, but only when the employee is changing plans.
c. Waived, if the guaranteed issue amount equals zero.
Benefits Administrators can finalize open enrollment and other benefit change events while the EOI
process is pending. This is because Workday tracks evidence of insurability outside of the enrollment
process.

FAQ: How are coverage levels determined for evidence of insurability?

Normally, coverage levels are simply the coverage levels associated with a specific insurance plan.
However, you might want the coverage levels in all benefit plans within a coverage type to be considered
when determining changes in coverage levels. Selecting the Include All Benefit Plans in Coverage Type
for EOI check box tells Workday to use all benefit plans.
Example: If you have a coverage type for Supplemental Health that has 3 benefit plans: Plan A, Plan B,
and Plan C, coverage for these plans is:

Plan A Plan B Plan C

10,000 100,000 1 x Salary
25,000 200,000 2 x Salary
50,000 300,000 3 x Salary
75,000 400,000 4 x Salary

Other rules for the event are:

• Maximum Levels of Change Allowed without EOI = 2
• The Include All Benefit Plans in Coverage Type for EOI check box is selected
An employee with a salary of 40,000 USD currently electing 25,000 USD in Plan A elects 2X in Plan C.
The employee must go through EOI because going from 25,000 USD to 2X (80,000 USD) is a change of 4
levels.
Workday considers the levels as:
• 10,000
• 25,000
• 1X (40,000)
• 50,000
• 75,000
• 2X (80,000)
• 100,000
• 3X (120,000)
• 4X (160,000)
• 200,000
• 300,000
• 400,000
Related Information
Tasks
Steps: Manage Evidence of Insurability on page 1213

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COBRA

Steps: Set Up COBRA Automation

Prerequisites
Define how Workday designates COBRA eligibility.

Context
Workday enables you to track who is eligible for COBRA and provide the information for the integration
with a third-party COBRA administrator. Workday isn’t a COBRA administrator.
COBRA events result when Workday determines that an employee or dependent has lost benefit eligibility.
Loss of eligibility can result from a:
• Passive event, such as a child turning 26 years old.
• Staffing event, such as a termination or reduction in hours.
• Life event, such as divorce.
You can create an employee or dependent COBRA record in 2 ways:
• Automatically, set up Workday to detect when an employee or dependent loses eligibility and create the
COBRA records. You can optionally have an administrator review and update the COBRA records.
• Manually, by entering the COBRA information yourself selecting the Grant COBRA as a related action
off the employee or dependent.

Steps
1. Set up your integration with a third-party COBRA administrator.
See Concept: COBRA Integration.
2. Configure the security policy for the Set Up: Benefits domain in the Benefits functional area.
3. Set up COBRA eligible benefit coverage types.
Set up the benefit coverage types that are eligible for COBRA by using the Maintain Benefit Coverage
Types task. These types include:
• Health care.
• Insurance.
• Spending accounts.
• Additional benefit plans.
If you want Workday to perform a COBRA eligibility check automatically, you must complete this step.
4. Set up COBRA eligibility reasons.
Map specific benefit event types to COBRA eligibility reasons. If you want Workday to perform a
COBRA eligibility check automatically, you must complete this step.
5. As you complete the Maintain COBRA Eligibility Reasons task, consider:
Option Description
Benefit Event Type Links the benefit event type to the COBRA
eligibility reason.
Months of COBRA Coverage If this field is blank, Workday automatically uses
18 months to calculate the COBRA coverage end
date.

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6. Add Ex-Spouse as a dependent relationship.

Use the Maintain Related Person Relationships task.
For a divorce, you might need to create a relationship for ex-spouse that isn’t eligible for benefit
coverage. Change the spouse's relationship to this relationship before you enter the divorce using the
Change Benefits task.
7. Set up reasons for removing dependents.
This step is specific to granting COBRA to dependents automatically. Add a Reason Category for
removing dependents for the Dependent Event by using the Maintain Event Categories and Reasons
task. Reasons could be Dependent Over Age, Death, or Divorce.
8. Create Enrollment Events on page 1113.
If a benefit event can result with different months of eligible COBRA coverage, create a benefit event
for each outcome. Example: a benefit event for Termination - 18 months COBRA and another for
Termination - 36 months COBRA.
Make sure that you create COBRA eligibility reasons for each event.
9. Create Enrollment Event Rules on page 1119.
Define the coverage end date for the various benefit enrollment events. Workday uses this date to
determine when the employee or dependent becomes eligible for COBRA coverage.
10.Steps: Set Up Automatic Benefit Eligibility Checks on page 1112
If you want Workday to perform an eligibility check automatically, you must complete this step. Add the
Change Benefit Elections business process as a step to an eligible business process.
Note: Automate COBRA eligibility fully by removing the Review COBRA Eligibility steps from all
business processes including the Change Benefits for Life Events business process.
11.To skip the review of COBRA records, remove the Review COBRA Eligibility business process as a
step in the Change Benefits for Life Events business process.

Result
In business processes that include the Change Benefit Elections subprocess, Workday creates a COBRA
record for each benefit plan that the new COBRA participant is eligible for. These records are available to
any established third-party COBRA integrations.

Next Steps
After the participant receives COBRA, you can use the:
• COBRA Report to see a list of all COBRA participants for a specific date range.
• Correct COBRA Eligibility related action off the employee or dependent, to edit existing COBRA
records.
• View COBRA Eligibility related action off the employee or dependent, to see detailed information
about the COBRA participant.
Related Information
Reference
The Next Level: Fireside Chat: How COVID-19 Impacts Benefits

Grant COBRA Eligibility

Prerequisites
Set up your integration with a third-party COBRA administrator.

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Context
You can grant COBRA eligibility to an employee or an employee's dependent by entering the information
yourself.
Note: You can also use the Grant Cobra Eligibility web service to grant COBRA eligibility to more than 1
person at a time.

Steps
1. Select Benefits > Grant COBRA Eligibility from the related actions menu of the employee or
employee's dependent.
2. Add a separate record for each benefit plan the employee or dependent is eligible for.

Result
Workday creates a COBRA record for the new COBRA participant that any established third-party COBRA
integrations picks up.

Next Steps
Use Correct COBRA to update COBRA eligibility records for an employee or dependent.
Related Information
Concepts
Concept: COBRA Integration

Correct COBRA Eligibility Records

Context
You can correct existing COBRA eligibility records or delete the entire record.

Steps
1. Select Benefits > Correct COBRA Eligibility as a related action off the employee or employee's
dependent.
2. To revoke COBRA eligibility, clear the COBRA Eligibility check box for the plan that you want to
revoke eligibility for.

Result
The existing COBRA record is either updated or removed.

Grant COBRA to an Ex-Spouse

Prerequisites
Create an employee relationship type to represent an ex-spouse using the Maintain Related Person
Relationships task. The relationship can't be eligible for benefits.

Context
Grant COBRA to an ex-spouse.

Steps
1. Change the spouse's relationship to one that is not eligible for benefits. Example: Ex-spouse.

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 | Benefits | 1220

2. Enter the marital status change.

Result
If you have automated the COBRA eligibility check, Workday creates the COBRA record.
If you have not automated COBRA, then create the COBRA record using the Grant COBRA Eligibility
task.
Related Information
Tasks
Manage Personal Relationship Types on page 1250

FAQ: How is the Qualifying Event Date determined?

When an employee or their dependents become eligible for COBRA, Workday provides these dates:
• Benefit Event Date: The date on which the employee or dependent becomes eligible for a change in
benefit coverage. Or, the date when they're no longer eligible for coverage.
• COBRA Eligibility Date: The date that benefit coverage ends, as defined by the event rules, plus 1 day.
• (COBRA) Qualifying Event Date: The date the employee or dependent experienced an event that made
them eligible for COBRA. Workday calculates the date as the benefit event date minus 1 day. For
termination, it's the same day as the benefit event date.
• COBRA Coverage End Date: The date calculated by adding the value of the Months of Coverage field
(from the Maintain COBRA Eligibility Reasons task) to the COBRA Eligibility Date.

Event Type Description Qualifying Event Date

Divorce Employee enters a divorce September 24
effective September 25.
Loss of Hours Employee's has hours reduced to September 24
part-time effective September 25.
Overage Child Child turns 26 on September 25. September 27
Passive event runs on September
28.
Termination Employee becomes terminated September 25
effective September 25.

Patient Protection and Affordable Care Act

Setup Considerations: Affordable Care Act Reporting

You can use this topic to plan your configuration and use of reporting to meet the requirements of the
Patient Protection and Affordable Care Act (ACA). It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
• What It Is
• Business Benefits
• Use Cases

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 | Benefits | 1221

• Questions to Consider
• Recommendations
• Requirements
• Limitations
• Tenant Setup
• Security
• Business Processes
• Reporting
• Integrations
• Connections and Touchpoints

What It Is
The ACA regulates medical coverage for US employees. Workday enables you to report medical coverage
to the Internal Revenue Service (IRS) to meet ACA reporting requirements.

Business Benefits
Workday helps you comply with ACA regulations by enabling you to prepare and transmit ACA forms to the
IRS and to employees.

Use Cases
• You’re an Applicable Large Employer (ALE) that needs to provide 1095-C forms each year to
employees to summarize coverage.
• You need to create 1095-C and 1094-C forms to transport to the IRS for Affordable Care Act reporting.
• You have multiple ALE groups or a foreign ALE group.
• You have multiple companies under a single entity.
• You need to enable software partners to manage form transmissions.

Questions to Consider

Question Considerations
How will you manage the printing and mailing of You can configure an ACA Mailing Connector
1095-C forms? integration that sends ACA 1094-C and 1095-C
data to an external mailing service provider. The
vendor, CIC Plus, provides the mailing service
support at an additional cost.
You can access the Create ACA 1095-C Forms
task to generate PDFs and print them.

Will you use software partners to manage You can enable software partners to do form
transmission of forms to federal and state transmission when you create or edit the company
governments? configuration.
What funding method do your benefit plans use? The 1095-C data creation process uses the funding
method (self-insured or fully funded) of benefit
plans as of the day that you run the process.
You can edit the benefit plans to change the
method before creating data when both:
• The funding method of the plans changes.
• You need to use the method as of the reporting
year.

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After you’ve completed reporting, you can edit the

plan to restore the funding method. Example: In
plan year 2021, you change to the Self Insured
funding method. However, when you transmit your
2020 1095-C reporting to the IRS, you need to
change the funding method to Fully Insured to
match the method used that year. You restore
the funding method to Self Insured after you've
completed the 2020-year reporting.

Recommendations

Consideration Recommendation
Alternate Work Location To ensure correct effective dating for residency
requirements, use the Change Contact
Information task instead of the Change Work
Contact Information task.
Dependents of Deceased Employees for Self- You can hire surviving dependents as part-time
Insured Medical Plans employees if you’re a self-insured organization.
This method ensures that the 1G code populates
correctly. For a large number of dependents, you
can use the Import 1095-C Forms Recipients Data
EIB.
EIB Configuration To shorten address and name lengths, use the
Import 1095-C Form Recipients Data EIB.
Importing Recipients Use the Import 1095-C Forms Recipients Data EIB
to load form data for covered participants whose
enrollments you don't track in Workday. Example:
COBRA recipients or retirees.
Legal Considerations Consult with your legal team and benefit broker to
determine:
• Safe harbors for which you have eligible
workers.
• If you have populations to add or exclude from
1095-C data creation.
• If you have multiple or foreign ALE groups or
members that fall under the employer mandate.
• If you have multiple companies that you need to
report as a single entity.
• Which configuration options to use for line 14,
15, and 16 codes in the Use coverage end
date in month of termination check box, in the
Create ACA 1094-C Company Configuration
task.

Medical Plans To ensure accurate codes for line 14, configure

fields under the US Affordable Care Act Options
section and the ACA Minimum Essential
Coverage sections for medical plans.

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Consideration Recommendation
Poverty Guidelines Set up annual U.S. Federal poverty guidelines on
the Affordable Care Reporting Configuration
task to ensure accurate codes and line 15 values.
Retirees You can verify that retirees have membership in a
retiree organization when you select the Include
Retirees check box on the Create ACA 1094-C
Company Configuration task.
Tuning Rules You can create Benefit eligibility rules that include
or exclude types of employees from 1095-C
reporting, called ACA 1095-C tuning eligibility rules.
Example: Exclude contractors from your reporting.
Waiting Periods Configure waiting periods with enrollment event
rules to ensure accurate 1095-C codes for the
Limited Non-Assessment Period (LNAP).

Requirements
• Select the Medical option for the Health Care Coverage Type to enable the ACA-related fields.
• When using the Import 1095-C Form Recipients Data EIB, use the IRS country codes for international
addresses. The IRS doesn't use ISO country codes.
• Speak with your internal legal team or benefit broker about ACA requirements.

Limitations
Workday provides 1094-C data, but doesn’t generate 1094-C PDF forms. Workday does generate 1095-C
PDF forms.
Workday automatically makes 1094-C authoritative or not-authoritative. You can’t configure this criterion.
Workday suggests importing other 1095-C data using the Import 1095-C Form Recipients Data EIB. You
can send all of your 1095-C data collectively to the IRS under one authoritative transmission.
You might experience performance problems if you’ve configured more than 75 Payroll earnings on the
Affordable Care Reporting Configuration task.
Starting in Tax Year 2020, these fields require you to use the Import 1095-C Form Recipients Data EIB
to populate 1094-C and 1095-C forms:
• Plan Start Month: A 2-digit number for the month. Required starting in TY 2020.
• (Optional) Employee's Age on January 1: A whole number from 1 to 120.
• Line 14: Individual coverage Healthcare Reimbursement Accounts (ICHRA) codes.
• Line 17: A 5-digit zip code when Line 14 codes include codes for ICHRAs.

Tenant Setup
No impact.

Security

Domains Considerations
Affordable Care Act (ACA) Administration - USA in Enables you to configure ACA:
the Benefits functional area.
• ALE groups.
• Company configuration.
• Measurement periods.

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Domains Considerations
• Reporting.
• Safe harbors.
Benefits administrators can manage ACA 1094-C
correction overrides and ACA ALE member order,
as well as view ACA reports.

Integration Build in the Integration functional area. Enables you to create and configure integrations
that send ACA 1094-C and 1095-C data to the IRS.
Manage: ACA Partner Integrations in the Benefits Enables you to grant ACA data access to software
functional area. partners for form transmission.
Process: ACA Tax Filing 1094-C/1095-C - USA in Enables you to run the annual tax filing process and
the Benefits functional area. can create 1095-C data and forms.

Business Processes
No impact.

Reporting

Reports Considerations
View 1094-C Form Data Enables you to verify:
• The total number of 1095-C forms for the ALE.
• Whether someone has corrected the 1094-C
data after transmitting it to the IRS.

View 1094-C FTE and Total Count Details Enables you to review all employees included in the
total and full-time employee counts.
View 1095-C Form Recipient Data Enables you to view corrections and external
recipients loaded by the Import 1095-C Forms
Recipient Data EIB.
View Current 1095-C Form Recipient Data Enables you to view the same data as the View
1095-C Forms Recipient Data report, but displays
only the most recent 1095-C form.
1095-C Eligible Employees by State or Region Enables you to view 1095-C form data for selected
workers by state or region. This report doesn't
display workers that you add with EIB.

Integrations
Use these ACA connectors for the IRS Form 1094-C and 1095-C data:
• ACA Information Returns (AIR) Connector :
• Sends ACA registration information to the IRS.
• Submits ACA tax data under the Affordable Care Act Information Returns (AIR) Program.
• Retrieves status update messages from the IRS endpoint.
• ACA Mailing Connector communicates with CIC Plus, Workday's external mailing service vendor. Set
up a business relationship with CIC Plus approximately 2 months before the transmission deadline.
Use these web services to work with software partners that manage form transmission:

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 | Benefits | 1225

• Get ACA Employer Data : Retrieves company or employer ACA data for 1094-C state and federal
filings.
• Get ACA Employee Data: Retrieves employee ACA data for 1095-C forms.
Note: Workday doesn't mask employee Social Security Numbers (SSN) for the web service.
• Put Federal ACA Transmission Status: Generates federal transmission status and details to display in
the ACA Transmission Status report.
• Put State ACA Transmission Status: Generates state transmission status and details to display in the
ACA Transmission Status report.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Worker Eligibility for Affordable Care Act Benefits on page 1242
Concept: Affordable Care Act (ACA) Connectors
Tasks
Steps: Set Up Benefits on page 1021
Steps: Manage Affordable Care Act Measurements and Eligibility on page 1227
Steps: Set Up ACA Forms 1094-C and 1095-C on page 1229
Steps: Set Up ACA Information Returns Connector
Reference
Reference: Worklets and Reports for Affordable Care Act Compliance on page 1243
FAQ: Patient Protection and Affordable Care Act on page 1244
Workday Community: Affordable Care Act (ACA) Reporting Requirements Feature FAQ

Steps: Set Up Affordable Care Act Measurements and Eligibility

Prerequisites
To determine a worker's Affordable Care Act (ACA) benefit eligibility, Workday uses earning codes to
retrieve hours of service from Workday Payroll or Payroll Interface. If you don’t use Workday Payroll, you
can load hours using the Affordable Care Act Workers Hours And Wages EIB.
Set up earnings for:
• Paid hours worked.
• Paid hours not worked: vacation, personal leave, sick, FMLA, jury duty, military service.
• Adjunct faculty hours for unpaid hours not worked: FMLA, USERRA, jury duty, educational institution
leave.
To ensure accurate codes:
• For line 14, map the configured spouse relationship type as Spouse in the Map Relationship to
Workday field of the Maintain Related Person Relationships task.
• For line 16, configure safe harbors in Workday.

Context
Define the standards and other parameters Workday uses to identify and create benefit events for eligible
workers.
Workday uses the look-back measurement method to identify full-time workers according to ACA
standards.

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Steps
1. Review Workday Community: Affordable Care Act (ACA) Checklist.
2. Edit Domain Security Policies.
Set up the security policy for the Affordable Care Act (ACA) Administration domain in the Benefits
functional area.
3. Manage Benefit Coverage Types on page 1028.
For Health Care Coverage Types, select the Medical check box to indicate which coverage types you
want Workday to consider as medical.
4. Create Benefit Eligibility Rules on page 1039.
Create an ACA Measurement Period Eligibility Rule that defines the workers you want to measure.
You might want more than 1 rule. Example: You can create rules for:
• Collectively and noncollectively bargained workers.
• Salaried and hourly workers.
• Workers located in different states.
Note: Don't use the Qualified As Full-time Based on ACA Measurement Periods report field in your
new ACA Measurement Period Eligibility Rule.
5. Access the Edit Benefit Eligibility Rule task.
Modify the existing benefit eligibility rules for benefit groups and plans offered to ACA-eligible workers
(including variable and hourly workers).
Security: Set Up: Benefits domain in the Benefits functional area.
6. For Payroll Interface users only, load payroll data using the Put Affordable Care Act Worker Hours And
Wages web service.
Enter 1 row for each payslip.
7. Create Affordable Care Act Measurement Periods on page 1234.
Create a measurement period for new hires and ongoing workers. You need a measurement period for
each group of workers that has an ACA measurement period eligibility rule.
8. Create Enrollment Events on page 1113.
Create a benefit event to use in a passive event rule that sets the measurement period for workers
using these criteria:
• Enrollment Offering Type: Medical.
• Days to Enroll Calculation: Initiate Date.
• Days to Enroll:
Configure this option based on the administrative period configured on the measurement period. The
configuration depends on when coverage should begin: either on the first of the month after gaining
eligibility, or after a waiting period.
Set to 31 if the initial measurement administrative period is zero. Coverage begins on the first of the
month, following the end date of the measurement period.
Set to 1 if the initial measurement administrative period is 31 days, so that the submit by date equals
the event date.
Related Information
Concepts
Concept: Worker Eligibility for Affordable Care Act Benefits on page 1242
Tasks
Steps: Set Up Benefits on page 1021
Steps: Manage Affordable Care Act Measurements and Eligibility on page 1227
Steps: Set Up ACA Forms 1094-C and 1095-C on page 1229

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Reference
FAQ: Patient Protection and Affordable Care Act on page 1244
Workday Community: Affordable Care Act (ACA) Reporting Requirements Feature FAQ

Steps: Manage Affordable Care Act Measurements and Eligibility

Prerequisites
• Set up Affordable Care Act measurements and eligibility.

Context
The Affordable Care Act (ACA) requires employers to offer benefit coverage to employees that are
considered full-time according to ACA standards. Worklets and reports help you identify employees and
analyze your compliance with the ACA regulations. To offer benefits to eligible employees, run the ACA
type passive event and open enrollment.

Steps
1. Schedule Passive Events on page 1204.
Schedule and run passive events for the benefit event types that you use to track the eligibility of new
hires and variable hour, part-time workers. Workday creates records of when eligible workers complete
a measurement period.
Workday recommends running the passive event for each measurement period definition every day to
process workers who have a gain or loss of coverage.
2. Run the open enrollment process.
Workday uses the open enrollment to offer benefits for eligible variable hour, part-time workers. See
Steps: Manage Open Enrollment on page 1179.
3. Evaluate your workers' employment, health coverage, and compliance with ACA regulations.
See Reference: Worklets and Reports for Affordable Care Act Compliance on page 1243.
Related Information
Tasks
Steps: Set Up Affordable Care Act Measurements and Eligibility on page 1225

Steps: Set Up ACA Software Partner Transmission

Prerequisites
• Create ACA 1095-C data.
• Security: Manage: ACA Partner Integrations secured to the Benefits domain.

Context
You can enable ACA software partners to extract ACA data to transmit to federal and state entities in
the Create 1094-C Company Configuration task. Workday provides web services that enable the ACA
software partners to create an integration. We provide a security domain specifically for the ACA partner.
You can configure the domain policy so that partners can only access data for the transmission.

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Steps
1. Role: Benefits Administrator - Configure security for ACA software partners:
a) Create the Integration System User account, which enables you to set up a Workday account for
software partners.
Select Do Not Allow UI Sessions to restrict the account for integrations only.
b) Select the Security Profile related action from the new Workday account. Select Assign
Integrations System Security Groups.
c) Add the account to an existing or new integrations security group, which must be unconstrained.
d) Edit the Manage: ACA Partner Integrations domain security policy and give the relevant security
groups view or modify access.
e) (Optional) Include the account on Manage Authentication Policies report.
f) Access and run the Activate Pending Security Policy Changes task.
2. Role: Benefits Administrator - Provide an endpoint URL to the ACA Partner:
a. Sign in to the tenant for your endpoint.
b. Run the Public Web Services report and locate the ACA Partner Integrations (Public) web
service.
c. From related actions of the web service, select Web Service > View WSDL.
d. Go to the end of the file and locate this line, where [link] is the WSDL ID that you provide.

<soapbind:address location =“[link]”>

3. Role: ACA Software Partner - Set up the integration using these web services:
• Get ACA Employer Data: Retrieves company or employer ACA data for 1094-C state and federal
filings.
• Get ACA Employee Data: Retrieves employee ACA data for 1095-C forms.
Note: Workday doesn't mask employee Social Security Numbers (SSN) for the web service.
However, the software partner can enter the value of 1 in the Mask SSN field for printing.
• Put Federal ACA Transmission Status: Generates federal transmission status and details to display
in the ACA Transmission Status Report.
• Put State ACA Transmission Status: Generates state transmission status and details to display in
the ACA Transmission Status Report.
4. Role: Benefits Administrator Create an ACA Company Configuration on page 1237.
Enable federal and state transmissions by ACA software partners in the Enable External ACA
Transmission section. When you select either option, you can add and save URLs.
When you select the External ACA Federal Transmission check box, Workday locks transmissions
from Workday to the IRS, which avoids duplicate transmissions.

Result
The ACA partner can access employee data to create IRS and state filings.

Next Steps
Look at the ACA Transmission Status Report to see ACA transmission status.
Related Information
Tasks
Create an ACA Company Configuration on page 1237

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Steps: Set Up ACA Forms 1094-C and 1095-C

Prerequisites
Set up Affordable Care Act reporting.

Context
Workday enables you to comply with IRS 1094-C and 1095-C reporting requirements. You can:
• Identify health care plans that:
• Are Self-Insured or Fully Funded.
• Provide Minimum Essential Coverage (MEC).
• Provide Minimum Value Coverage (MVC).
• Define employee populations with respect to 1094-C and 1095-C requirements.
• Configure Form 1094-C options by company.
• Create ACA Applicable Large Employer (ALE) groups.
• Create 4980H safe harbor eligibility rules.
• Configure 4980H safe harbors.
• Generate and distribute completed Forms 1094-C and 1095-C.
• Process ACA data for Single Legal Entity (SLE) companies.
Note: Make sure that you understand your compliance requirements before setting up Forms 1094-C and
1095-C. Workday enables you to create Forms 1094-C and 1095-C, but doesn't assume responsibility for
compliance.
For details, see:
• About Form 1095-C, Employer-Provided Health Insurance Offer and Coverage Insurance.
• Individual Shared Responsibility Provision - Minimum Essential Coverage.

Steps
1. Access the Edit Benefit Plan task.
For medical health coverage plans, in the US Affordable Care Act Options section, select:
• The Funding Method.
• The check box if the plan provides the ACA Minimum Value Coverage.
• Whether the ACA Minimum Essential Coverage applies to the employee, the spouse, or
dependents. You can also grant spousal coverage that's offered conditionally.
Security: Set Up: Benefits domain in the Benefits functional area.
2. (Optional) Access the Create Benefit Eligibility Rule task.
Determine the employee qualifications for 4980H safe harbor. Create 1 or more ACA 4980H safe
harbor eligibility rules if you're going to create a 4980H safe harbor configuration.
Workday determines the worker population for ACA 1094-C and 1095-C processing based on their
full-time status. When you create ACA 1095-C tuning eligibility rules, you can include or exclude that
population.
Security: Set Up: Benefits domain in the Benefits functional area.
3. (Optional) Access the Create ACA 4980H Safe Harbor Configuration task.
Match the 4980H safe harbor to selected employee populations with the 4980H eligibility rule that you
created in the previous step. Indicate for which months these 4980H safe harbors apply to the eligible
employee groups.
Security: Affordable Care Act (ACA) Administration domain in the Benefits functional area.

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4. Access the Create ACA ALE Group task.

An Applicable Large Employer (ALE) can be a single entity or a group of related entities. A single entity
is a company with an Employer Identification Number or a Designated Government Entity. A group
of related entities is a parent company and its subsidiaries. Each entity must file a Form 1094-C with
the IRS. Each ALE group is associated with 1 calendar year and 1 or more companies for 1 or more
specified months.
Workday uses this data to populate Form 1094-C automatically.
Use the Maintain ACA ALE Member Order task to sort ALE members from all ALE groups for
transmission to the IRS.
Security: Affordable Care Act (ACA) Administration domain in the Benefits functional area.
5. Access the Calculate 1094-C Total and Full Time Employee Counts By Month task.
For an SLE, Workday rolls up the counts to the main company.
Security: Process: ACA Tax Filing 1094-C/1095-C (Run) domain in the Benefits functional area.
6. Create an ACA Company Configuration on page 1237.
Define 1094-C company configuration information.
7. (Optional) Access the ACA 1094-C Form/Box Tester and ACA 1095-C Form/Box Tester reports.
If you use ACA ALE Groups in Workday, the ACA 1094-C Form/Box Tester displays the sorted order
of ALE members. You sort the order with the Maintain ACA ALE Member Order task.
Note: The tester displays the most updated data in Workday, not the data last created from running the
Create ACA 1095-C/1094-C Data task. After you complete a data correction, access the Create ACA
1095-C/1094-C Data task to create completed forms.
Security:
• Affordable Care Act (ACA) Administration domain in the Benefits functional area.
• Process: ACA Tax Filing 1094-C/1095-C (Reports) domain in the Benefits functional area.
8. Access the Create ACA 1095-C/1094-C Data task.
Workday collects the 1095-C/1094-C data from which you can create employee 1095-C forms. You
can run the data creation job as often as necessary. Each time the data creation job runs, Workday
overwrites any data that has changed since the previous run.
Note: You can change the contact information on the 1094-C company configuration after you create
the 1095-C data. If you select the Update 1094-C Data Only check box, Workday updates only the
contact information when you recreate the 1095-C data. It doesn't update other 1095-C information,
such as codes.
After you create the 1094-C and 1095-C data, Workday provides the option to update the data using
the Create ACA 1095-C/1094-C Data (Corrections) task. Select the Prevent 1095-C corrections for
previously transmitted forms check box to update 1094-C data only. Workday generates corrections
for untransmitted 1095-C forms when necessary, whether or not you select the check box.
Use the View ACA 1095-C Form Data task to verify the data.
Workday applies the sorted order of ALE members when you create or view the 1094-C form data.
If the company is a Single Legal Entity (SLE), Workday creates only 1 1095-C form for each employee
who worked in multiple companies within the SLE.
Security:
• Process: ACA Tax Filing 1094-C/1095-C (Run) domain in the Benefits functional area.
• Process: ACA Tax Filing 1094-C/1095-C (Reports) domain in the Benefits functional area.

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9. Import data for dependents that don't exist in Workday, such as COBRA participants and retirees, as
well as required data that Workday doesn't generate.
See Steps: Import ACA 1095-C Recipient Data on page 1232.
Starting in Tax Year 2020, you need to populate these fields using the Import 1095-C Form Recipients
Data EIB:
• Employee's Age on January 1.
• Line 14 Individual coverage Healthcare Reimbursement Accounts (ICHRA) codes.
• Line 17.
After you've imported the data to Workday, you can view it in Workday reports, create 1095-Cs, and
send data to the IRS using the ACA Connectors.
See Prepare ACA Recipient Data for EIB Upload on page 1239.
10.(Optional) Access the Publish Employee 1095-C Forms task.
Release the forms to self-service employees for viewing and printing the PDF.
Security: Process: ACA Tax Filing 1094-C/1095-C (Reports) domain in the Benefits functional area.
11.(Optional) Add the 1095-C Printing Election action on the Benefits worklet with the Configure Worklet
task to make it easier for employees to find the option.
Security: Set Up: System domain in the System functional area.
12.(Optional) Access the Maintain ACA 1095-C Sorting Setup task.
Configure the sorting of fields and where Workday splits files.
Security: Process: ACA Tax Filing 1094-C/1095-C domain in the Benefits functional area.
13.Access the Create ACA 1095-C Forms task.
Run this task only after employee and dependent data is up to date, and you're ready to send
completed forms to the IRS. If you make changes to ACA data after creating 1095-C forms, data in
Workday might no longer match the submitted forms.
a. To send printed 1095-C forms to the IRS, select the Unmask Social Security Numbers check box.
This option displays SSNs in the generated PDF.
b. To include active employees who receive the electronic version, select the Include Workers Opted-
Out of Paper Copy check box.
Security: Process: ACA Tax Filing 1094-C/1095-C (Run) domain in the Benefits functional area.
14.Send Form 1094-C and Form 1095-C data to the IRS.
See Steps: Set Up ACA Information Returns Connector.
15.View and Correct ACA Data Transmission Status on page 1241.

Result
Workday creates the 1094-C and 1095-C forms that you can then send to the IRS electronically. Workday
creates separate 1095-C forms for each company a worker has during the year.
Employees can select Benefits > Change 1095-C Printing Election either from the Benefits worklet or
their related actions menu. They can select to receive their completed 1095-C form in both paper and
electronic (PDF) or electronic copy only.

Next Steps
View your created forms and 1094-C and 1095-C form data. In addition, access these reports:
• View 1094-C FTE and Total Count Details.
You can view employee information from all related companies for an SLE.
• View 1095-C Form Recipient Data.

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Access the Delete 1095-C Form Data task to delete selected 1095-C recipient data for a specified
company and tax year. You can't delete previously transmitted 1095-C recipient data.
Some states in the US require reporting to verify health coverage. Access the 1095-C Eligible Employees
by State or Region report to view worker 1095-C data in a specific state or region.
Related Information
Tasks
Steps: Set Up Affordable Care Act Measurements and Eligibility on page 1225
Create Health Care Plans on page 1069
Steps: Set Up a Single Legal Entity
Set Up Worklets
Reference
FAQ: Patient Protection and Affordable Care Act on page 1244

Steps: Import ACA 1095-C Recipient Data

Prerequisites
Set up ACA Forms 1094-C and 1095-C.

Context
You can import ACA Form 1095-C data into Workday to:
• Add to or update Workday-generated 1095-C data.
• Add COBRA participants who aren't already in Workday.
• Import or update data for retirees who aren't in Workday or aren't included in 1095-C processing.
• Import dependents who aren't in Workday or additional dependent 1095-C data for the employee.
Import recipient data before using the Create ACA 1095-C Forms task.

Steps
1. Edit Domain Security Policies
Add the Benefits Administrator to Integration Permissions on the Process: ACA Tax Filing 1094-C/
1095-C domain in the Benefits functional area.
Select the Put check box.
2. Set Up Inbound EIB.
Create an inbound EIB based on the Import 1095-C Form Recipients Data (WS Background Process)
web service operation. Enter Import 1095-C Form Recipients Data (WS Background Process) in the
Web Service Operation prompt.
3. From the related actions menu of the integration system for the upload, select Template Model >
Generate Spreadsheet Template.
To maintain the correct spreadsheet format, don't change the .xml file extension.
Security: Integrations: EIBs, Integration Configure, and Integration Event domains in the Integration
functional area.
4. Prepare ACA Recipient Data for EIB Upload on page 1239.
5. Launch EIB Spreadsheet Upload.

Next Steps
• Check the EIB spreadsheet upload for errors.

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• Run the View 1095-C Form Recipient Data report for the employee or employees to verify the results
of the upload. The Generation Source field displays:

WG Workday Generated
EG Externally Generated
WE Workday Generated and then Externally Updated

Note: After import, the Create ACA 1095-C/1094-C Data task regenerates and overwrites WG data.
The Delete ACA 1095-C/1094-C Data task deletes data, regardless of its source. Importing 1095-C
recipient data overwrites WG data and previously imported EG and WE data.
• Access the View 1095-C Form Recipient Data report to verify the results of the upload. Revise the
data in the EIB spreadsheet if necessary and upload again.
Related Information
Concepts
Concept: Integration Security in Workday
Tasks
Set Up EIB Spreadsheet
Customize EIB Spreadsheet Template

Configure Affordable Care Act Reporting

Prerequisites
Security: Affordable Care Act (ACA) Administration in the Benefits functional area.

Context
You can define the rules for Workday to use to generate the Affordable Care Act reports that help
you analyze compliance with ACA regulations for full- and part-time employee. See Reference: Worklets
and Reports for Affordable Care Act Compliance for a list of reports.

Steps
1. Access the Affordable Care Reporting Configuration task.
2. As you complete the task, consider:
Option Description

Lookback Begin Date Workday uses Lookback Dates in combination

with the Paid Hours Standard for Full-Time
Lookback End Date Status to determine full-time status.
The ACA Qualified Employees Enrollment
Count and Part-Time Employees Working More
Than Federal Full-Time Standard reports use
these dates to measure employees with variable
hours.
Note: These dates don't need to match the
Measurement Period dates on the Create ACA
Measurement Periods task.

Standard for Paid Hours Per Week Full-time status is based on the paid hours
worked and not worked during the period defined
Standard for Paid Hours Per Month by the Lookback Dates. Workday determines
paid hours worked or not worked using the values

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Option Description
in the Workday Payroll Hours Source: Payroll
Calculations list or by using the data you've
loaded from an outside source.
Example: These amounts can be 30 hours per
week and 130 hours per month.

Payroll Calculation for Paid Hours Worked For Workday Payroll only, select 1 or more
Payroll calculations for each prompt: Paid Hours
Payroll Calculation for Paid Hours Not Worked Worked and Paid Hours Not Worked.
(PTO)

Rehire Gap When evaluating the employee for benefits

eligibility, Workday treats a rehire as a new hire if
their gap in service exceeds these amounts:
• 13 Weeks
• 26 Weeks
Note: Only qualified educational institutions
as defined in Treasury Regulation 4980H
should use the 26-week rehire gap.

Use Rule of Parity Select the Use Rule of Parity check box to treat
rehired workers as new hires if their break in
service is:
• Greater than 4 weeks.
• Fewer than the 13 or 26 weeks of the rehire
gap you selected.
• Greater than their preceding period of
employment.
Example: Ralph worked 12 weeks, was
terminated, and started work again 16 weeks
after termination. With the Use Rule of Parity
check box selected, Workday treats him as a new
employee for ACA reporting purposes. Ralph's
break in service was 16 weeks, which meet all
rule of parity criteria.
Includes Leaves of Absence Select the Include Leaves of Absence check
box to use leaves to determine the start date for
the ACA initial measurement period.
Minimum Weeks Set Minimum Weeks to 13 or higher.

Create Affordable Care Act Measurement Periods

Prerequisites
• Review the Affordable Care Act (ACA) Checklist.
• Security: Affordable Care Act (ACA) Administration in the Benefits functional area.

Context
You can define these periods in Workday for new hires and ongoing workers with variable hours:
• Measurement Period: The date interval used to determine a worker's eligibility for benefit coverage.

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• Administrative Period: The date interval that employers can use to enroll ACA full-time eligible
workers into benefit coverage.
• Stability Period: The date interval during which ACA full-time eligible workers are eligible for benefit
coverage.
Depending on the groups of employees you want to measure, you might have more than 1 measurement
period definition. Create new measurement period definitions every year.
Workday automatically adjusts administrative periods to adhere to these requirements:
• New hires: The stability start date must be 14 months or less from the start date of the measurement
period.
• New hires and ongoing workers: The stability start date must be 91 days or less from the end date of
the measurement period.

Steps
1. Access the Create ACA Measurement Period task.
2. As you complete the task, consider:
Option Description
Measurement Period Eligibility Rule A group of employees that are eligible through
this measurement period definition.
Use 2015 Transition Measurement Period Workday sets the Stability Period Duration
Rules (Months) to 12 months if you select and enter
a number between 6 and 12 for Measurement
Period Duration (Months).
Note: The Measurement Period Start Date
must be on or before 2014-07-01.

3. As you complete the Ongoing Measurement Period section, consider:

Workday generates measurement history for the ongoing measurement period when all of these
conditions are true:
• The Measurement Period Start Date is after the Initial Period Begin Date.
• The Measurement Period End Date is before Today.
• The Initial Stability End Date is before Today. Or, the Initial Stability Start date is on, or before,
Today and the initial measurement period for ACA full-time employees is No.

Option Description
Measurement Period Start Date The measurement period dates don't need to
match the Lookback dates on the Affordable
Care Reporting Configuration task.
Administrative Period Duration (Days) Number of days for workers to enroll in benefit
coverage. The days can't be more than 90.
Workday recommends that you set the Stability
Period Start Date to coincide with your Open
Enrollment Event Date and the Coverage Begin
Date for new elections.

Stability Period Start Date The dates through which you must offer coverage.

Stability Period End Date For new hires, Workday automatically calculates
the stability period start and end dates based on
the worker's hire date.

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Option Description
Automatically populated from the Measurement
Period Start Date, Measurement Period
Duration (Months), and Administrative Period
Duration (Days).

Stability Period Duration (Months) Automatically populated from the Measurement

Period Duration (Months).
Include in Passive Event Processing Select the check box when there’s a change in
eligibility and you want to:
• Create a passive event.
• Send passive alerts.
Workday recommends enabling this option
when your ongoing measurement periods don’t
align with open enrollment. Example: You have
6-month measurement and stability periods.
Passive event processing creates a benefit event
for ACA-eligible employees at the end of ongoing
measurement periods.
Clear the check box if the passive event overlaps
with an active open enrollment. Example: You
have a 12-month measurement period that aligns
with open enrollment. Workday offers medical
coverage to ACA-eligible employees during open
enrollment.

4. As you complete the New Hire Measurement Period section, consider:

Option Description

Measurement Period Duration (Months) Workday derives the duration from the ongoing
Measurement Period Duration (Months).
Stability Period Duration (Months)

Admin Period Duration Before Measurement To meet the 14-month or partial administrative
Period (Days) month rules, Workday might adjust the start date
for the stability period when creating the benefit
Admin Period Duration After Measurement
event.
Period (Days)

Example
This example illustrates how to set up the Ongoing Measurement Period section with these settings:
• Stability start date as January 1.
• Stability end date as December 31.
• Measurement duration of 12 months.

Field Enter
Measurement Period Start Date November 1, 2014
Measurement Period Duration (Months) 12
Measurement Period End Date Automatically populates with October 31, 2015.
Administrative Period Start Date Automatically populates with November 1, 2015.

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Field Enter
Administrative Period Duration (Days) 61
Administrative Period End Date Automatically populates with December 31, 2015.
Stability Period Start Date Automatically populates with January 1, 2016.
Stability Period Duration (Months) Automatically populates with 12.
Stability Period End Date Automatically populates with December 31, 2016.

Related Information
Tasks
Steps: Set Up Affordable Care Act Measurements and Eligibility on page 1225
Reference
Workday Community: Affordable Care Act (ACA) Checklist

Create an ACA Company Configuration

Prerequisites
• Configure each Employer Identification Number (company) or a Designated Government Entity (DGE)
you're reporting on.
• Create ACA Applicable Large Employer (ALE) groups and calculate the 1094-C Total and Full-Time
Employee Counts By Month.
• Create ACA tuning eligibility rules by accessing the Create Benefit Eligibility Rule task.
• Security: Affordable Care Act (ACA) Administration - USA in the Benefits functional area.

Context
The ACA company configuration defines your choices for ACA 1094-C and 1095-C forms and reporting.
You can specify who receives a 1095-C form and select the eligibility tuning rules. You can also configure
ALE and DGE groups for Part I, II, and III.

Steps
1. Access the Create ACA 1094-C Company Configuration task.
2. Select the Include Retirees check box to produce 1095-C forms for retired former employees that you
track in a retiree organization.
To ensure that retirees, get a 1095-C, they must meet these criteria. They:
• Have been terminated from the company.
• Belong to a Retiree Organization.
• Have enrolled in self-insured medical coverage for at least 1 month during the reporting year.
• Retired before the reporting year. Example: For the 2020 reporting year, employees must have
become retired in 2019 or earlier. If they were terminated in 2019, but became officially retired in
2020, they won't receive a 1095-C.
3. (Optional) Select ACA 1095-C tuning eligibility rules that Workday uses to include or exclude the worker
population for ACA 1094-C and 1095-C processing.
Workday uses the date on which you create the ACA data to determine whether to include or exclude a
subset of employees.
Example: Workday determines that 3,496 workers are subject to ACA 1094-C and 1095-C processing.
The Benefits administrator sets up an ACA 1095-C tuning eligibility rule using the Create Benefit
Eligibility Rule task. They select a condition for the eligibility rule, which involves 196 workers. They

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then select that eligibility rule in the Exclude ACA 1095-C Tuning Eligibility Rule Workers field. This
action removes 196 workers from the original 3,496. Workday then processes a total of 3,300 workers.
Note: Using tuning eligibility rules can affect performance when creating or correcting 1095-C forms.
Security: Affordable Care Act (ACA) Administration in the Benefits functional area.
4. In the Enable External ACA Transmission section, select the appropriate check box to enable third-
party ACA software partners to handle transmission to federal or state agencies. See Steps: Set Up
ACA Software Partner Transmission on page 1227.
When you enable external transmissions, you can then add and save URLs.
Workday prevents duplicate 1094-C and 1095-C transmissions to the IRS when:
• You select the External ACA Federal Transmission check box in the Create 1094-C Company
Configuration task. This check box indicates that you plan to use a certified software partner to
manage your transmissions to the IRS.
• Workday receives confirmation that the ACA Software Partner has transmitted the 1094-C and 1095-
C data to the IRS and updates the ACA Transmission Status Report.
Note: When ACA software partners extract employee data using the Get ACA Employee Data web
service, Workday doesn't mask employee Social Security Numbers (SSN). However, the software
partner can enter a value of 1 in the Mask SSN field to mask SSNs for printing.
5. Select the Use coverage end date in month of termination check box to display a coverage offer for
the full month of termination.
This option applies to terminated workers that get coverage for the full month and the termination
occurs during a month in the reporting year. Selecting this check box:
• Has no effect on months after termination.
• Treats Line 14 as an offer, not 1H.
• Populates Line 15 with the employee-required contribution value.
• Treats Line 16 as 2C if the employee has enrolled in the offered coverage.
6. Select the 2-digit month number for the Plan Start Month field.
Starting in Tax Year 2020, the IRS requires this value, which Workday uses for each employee. You
can update the value for an individual employee in the Import 1095-C Form Recipients Data EIB.
7. If you enter content in any field in the Part I Applicable Large Employer Member (ALE Member)
section, you must complete all of these fields:
• Name of ALE Member (Employer)
• Street address (including room or suite no.)
• City or town
• State or province
• Employer ISO country code (2 letter)
• Employer ZIP or foreign postal code
• First name of person to contact
• Last name of person to contact
• Contact telephone number
8. As you complete Part III ALE Member Information—Monthly, consider:

Same Minimum Essential Coverage settings Select to provide the same minimum essential
for all 12 months? coverage for all 12 months.
Full-Time Employee Count for ALE Member The Calculate 1094-C Total and Full Time
(Calculated) Employee Counts By Month task populates this
column. Zeroes indicate that you haven't run the
task.

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Security: Process: ACA Tax Filing 1094-C/1095-C

(Run) in the Benefits functional area.

Full-Time Employee Count for ALE Member The Calculate 1094-C Total and Full Time
(Override) Employee Counts By Month task doesn’t affect
the override values.
Security: Process: ACA Tax Filing 1094-C/1095-C
(Run) in the Benefits functional area.

Total Employee Count for ALE Member The Calculate 1094-C Total and Full Time
(Calculated) Employee Counts By Month task populates this
column. Zeroes indicate that you haven't run the
task.
Security: Process: ACA Tax Filing 1094-C/1095-C
(Run) in the Benefits functional area.

Total Employee Count for ALE Member The Calculate 1094-C Total and Full Time
(Calculated) Employee Counts By Month task doesn’t affect
the override values.
Security: Process: ACA Tax Filing 1094-C/1095-C
(Run) in the Benefits functional area.

(d) Aggregated Group Indicator For a Company in an ALE group, Workday

populates this column based on the Create ACA
ALE Group task configuration.
ACA ALE Group(s) For a Company in an ALE group, Workday
populates this column based on the Create ACA
ALE Group task configuration.
All 12 Months Select to display Yes for the All 12 Months
column on the 1094-C form.

Related Information
Tasks
Steps: Set Up ACA Software Partner Transmission on page 1227

Prepare ACA Recipient Data for EIB Upload

Prerequisites
Import recipient data and access the Create ACA 1095-C/1094-C Data task.

Context
Prepare 1095-C recipient data in an EIB spreadsheet to launch an EIB upload.

Steps
1. Access the View 1095-C Form Recipient Data report and export the results to an Excel file.

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2. Copy the exported data into the Import 1095-C Form Recipients Data EIB spreadsheet template and
modify.
a) Start at the cell labeled Employee.
b) Navigate to the cell labeled Row ID in the Line 17 Covered Individuals section (column BF). Select
all the data to the end of the spreadsheet, and paste it 1 column to the right (column BG).
c) Enter a numeric value in every row of the Header Key column to associate the employee or
dependent with the correct Applicable Large Employer (ALE). The Header Key must match the
Header Key in section 1 of the template.
Examples:
• Enter 1 in every row of the Header Key column if you have only 1 ALE.
• Enter 1 in all rows for ALE 1 and 2 in all rows for ALE 2 if you have 2 ALEs.
d) For each recipient you add to the spreadsheet, enter a valid Social Security Number (SSN) or
Individual Taxpayer Identification Number (ITIN).
Data exported from the View 1095-C Form Recipient Data report contains masked digits for the
SSN or ITIN for security purposes.
Don't correct SSNs or ITINs that you export to the spreadsheet from Workday. Correct them in
Workday before running the View 1095-C Form Recipient Data report. This action keeps the SSNs
updated at the source and prevents future discrepancies.
e) In the Line Key column, enter a unique value for each employee.
Start with 1 and increment each row by 1.
Each employee has 1 row for them self and 1 or more rows for each of their dependents. Each
dependent must have the same value for Line Key as the employee. Example:

Header Key Line Key Employee

1 1 Emp_0001
1 1
1 1
1 2 Emp_0002
1 3 Emp_0003
1 3
1 3

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Header Key Line Key Employee

1 4 Emp_0004
f) Enter a unique Row ID for each covered individual.
Start at 1 for the employee and increment by 1 for each dependent.
Note: During the import, Workday generates and assigns a reference ID to each covered individual.
g) Enter a 2-digit numerical value for the month In the Plan Start Month column.
Starting in Tax Year 2020, the IRS requires this value, which Workday uses for each employee.
You can update individual employee values in the EIB, but not from the Create ACA 1095-C
Company Configuration task.
h) (Optional) Enter a whole number from 1-120 in the Employee's Age on January 1 field. Required if
you’ve used any of the codes for Individual Coverage Health Reimbursement Accounts (ICHRA).
i) Line 14: Enter these ICHRA codes, as needed.
• 1L
• 1M
• 1N
• 1O
• 1P
• 1Q
j) Enter the employee's zip code in all applicable month columns for Line 17, if you’ve used any of the
codes for individual coverage HRAs.
Enter the zip code for the lowest cost silver plan used to calculate the Employee Required
Contribution in line 15.

View and Correct ACA Data Transmission Status

Prerequisites
• Schedule an integration to transmit 1094-C and 1095-C data to the IRS.
• Security: Process: ACA Tax Filing 1094-C/1095-C - USA domain in the Benefits functional area.

Context
When you, or a third-party ACA Software Partner, transmit 1094-C and 1095-C forms, the IRS responds
immediately upon receiving the data. While the IRS might take several days to process large volumes of
data, you can view returned data and correct erroneous 1094-C and 1095-C forms. Internal transmissions
are transmissions that you send. An ACA Software Partner manages external transmissions for you,
including troubleshooting and resubmitting rejected transmissions.

Steps
1. Access the ACA Transmission Status Report.
2. As you complete this task, consider:
Option Description
Transmission Type The type of external state and federal
transmissions. The value can be:
• Original: The transmission by the ACA
Software Partner for either state or IRS filing.
• Correction: A transmission that the ACA
Software Partner has corrected and
resubmitted.

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Option Description
• Replacement: A transmission that the ACA
Software Partner has sent as a replacement
for an erroneous transmission.

Correction For internal transmissions, indicates that the

transmission type is a correction.
Transmission Status Indicates if the IRS or state entity has accepted
the transmission. The value can be either
Accepted or Accepted with Errors.
3. To view errors for internal transmissions:
a) Click View Integration Event to display transmission errors or 1095-C records with errors.
b) Select any 1095-C error record to view that worker's 1095-C information.
c) Click View 1095-C to view the 1095-C form data for a worker or external recipient.
d) Click View Transmission or View Authoritative Transmission to view transmission errors and
included 1095-C records with errors for a worker or an external recipient.
4. Correct the errors in the 1095-C records:
• For worker 1094-C and 1095-C data, access the Create ACA 1095-C/1094-C Data (Corrections)
task.
• For external recipient 1094-C and 1095-C data, edit the EIB spreadsheet.
Note: Wait until all the transmissions are complete with an Accepted or Accepted with Errors status
before you create the corrected 1095-C records.
5. Launch an integration to send the corrected data to the IRS after the IRS has completed processing all
your data.
Related Information
Tasks
Steps: Set Up ACA Forms 1094-C and 1095-C on page 1229

Concept: Worker Eligibility for Affordable Care Act Benefits

Workday uses passive events to identify eligible workers, based on average hours, records, and
measurement history for benefits according to Affordable Care Act (ACA) standards. Using the ACA
Measurement Period Eligibility Rule, Workday can determine whether:
• You must record a measurement period.
• A worker's hours during a measurement period qualify the worker as full-time.
Workday displays the result in the Qualified As Full-time Based On ACA Measurement Period field.
The If there is an effect on employee benefits? condition rule then determines whether to create a benefit
event or not.
For ongoing workers, Workday determine eligibility for variable-hour part-time employees and uses
Open Enrollment to offer them coverage. When you add the Qualified As Full-time Based On ACA
Measurement Period field to eligibility rules for the benefit group and plan, Workday considers those
workers for open enrollment.

Record ACA History

Workday follows this logic to determine what to include in the history record.
1. Identify workers using the ACA eligibility rule assigned to the passive event.
2. Among the eligible workers, find any who have completed a measurement period. Example: Where
today's date is later than the worker's measurement period end date.

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3. For those workers, if the start and end dates don't already exist in history for the:
• Initial measurement period, then write an initial history record.
• Ongoing measurement period, then write a standard (ongoing) history record.

Define the Full-Time Workers Eligible for ACA Benefits

Workday follows this logic to populate the Qualified As Full-time Based On ACA Measurement Period
field.
1. Identify workers using the eligibility rule from the passive event.
2. For each worker, evaluate the Qualified As Full-time Based On ACA Measurement Period field:
a. Get the payroll hours applicable to the measurement period.
b. Calculate Average Month or Average Week:
• Average Month = total hours / # of duration months
• Average Week = total hours / # of duration weeks
c. On the Affordable Care Reporting Configuration task:
• If Average Month ≥ Standard for Paid Hours Per Month, or
• If Average Week ≥ Standard for Paid Hours Per Week
Then the Qualified As Full-time Based On ACA Measurement Period field = True.
3. If the Qualified As Full-time Based On ACA Measurement Period field = True, then run the If there is
an effect on employee benefits? condition rule to determine whether to create a benefit event or not.
Related Information
Tasks
Steps: Set Up Affordable Care Act Measurements and Eligibility on page 1225
Steps: Manage Affordable Care Act Measurements and Eligibility on page 1227
Reference
FAQ: Patient Protection and Affordable Care Act on page 1244

Reference: Worklets and Reports for Affordable Care Act Compliance

Workday provides worklets and reports for you to analyze compliance with ACA regulations for full- and
part-time employees.

Report Description
ACA Qualified Employees Enrollment Count Lists employees not enrolled in a medical plan who
are full-time, according to ACA standards.
Available as a worklet on the Affordable Care Act
dashboard.

Part-Time Employees Working More Than Displays part-time employees working full time
Federal Full-Time Standard according to set up in the Part-Time Evaluation
section on the Affordable Care Reporting
Configuration task.
Available as a worklet on the Affordable Care Act
dashboard.

View Affordable Care Act Workers Hours and Displays payroll data used to evaluate employee
Wages full-time status.
Benefits > View ACA Measurement History Displays the ACA-defined initial, administrative, and
stability periods used to evaluate the employee's
full-time status.

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Report Description
Access from the employee's related actions menu.

1095-C Eligible Employees by State or Region Displays 1095-C form data for selected workers by
state or region for the current tax year.

FAQ: Patient Protection and Affordable Care Act

• How does Workday determine who gets a 1095-C form? on page 1244
• How does Workday determine for ACA that a worker is employed full-time?
• How does Workday calculate Average Monthly and Weekly Hours?
• How does Workday Payroll or Payroll Interface coordinate with ACA requirements?
• How does Workday determine if coverage was offered for each month?
• How does Workday determine if the benefit plan meets ACA requirements?
• How does Workday process rehired workers?
• How do I handle adjunct faculty who work 10 months of a 12-month measurement period?

How does Workday determine who gets a 1095- Full-Time Employees that have weekly scheduled
C form? hours of 30 hours or more at any point in the
calendar year. You can configure the number
of hours on the Affordable Care Reporting
Configuration page.
Employees that qualify as Full-Time (FT) if
the ACA Measurement Period field value has
been Y at any point during the calendar year.
This group is your part-time population who
you don't automatically offer medical coverage.
They’re measured to evaluate eligibility over a
measurement period.
Part-Time Employees who don't qualify as ACA FT,
and enroll in coverage under a self-insured plan.
Note: Part-time employees receive a form if they’re
ACA FT-qualified, or if you offer them coverage in
a fully funded plan.

How does Workday determine for ACA that a Workday considers a worker as full-time if:
worker is full-time employee?
• Scheduled Weekly Hours is greater than or
equal to the Standard for Paid Hours Per
Week on the Affordable Care Reporting
Configuration task. Workday reads these
values on the first and last days of each month.
• The worker has completed a measurement
period, and the actual hours were greater than
or equal to the Paid Hours Standard.

How does Workday calculate Average Monthly If you select the Use Scheduled Hours for
and Weekly Hours? Exempt Workers option on the Affordable Care
Reporting Configuration task, Workday:
• Uses this formula to calculate average monthly
paid hours:
# Of Weeks within Date Range rounded
to nearest 100th * Worker's Weekly

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Scheduled Hours / # Of Months within

Date Range
• Uses this formula to calculate average weekly
paid hours:
# Of Weeks within Date Range rounded
to nearest 100th * Worker's Weekly
Scheduled Hours / # Of Weeks within
Date Range rounded to nearest 100th
If you select the Use Actual Payroll Hours for
Exempt Workers option, Workday:
• Uses this formula to calculate average monthly
paid hours:
# Of Hours within Date Range / # Of
Months within Date Range
• Uses this formula to calculate average weekly
paid hours:
# Of Hours within Date Range / # Of
Weeks within Date Range rounded to
nearest 100th
Workday determines the:
• Worker's Weekly Scheduled Hours from the
position or job.
• # Of Months within Date Range from the End
Date - Start Date, rounded up to the month.
• # Of Weeks within Date Range rounded to
nearest 100th from the End Date - Start Date / 7.
• # Of Hours within Date Range from Workday
Payroll plus any imported hours.

How does Workday Payroll or Payroll Interface When using the lookback method to determine
coordinate with ACA requirements? employees full-time status (30 hours per week or
130 hours per month), you must:
• Workday Payroll: Configure the ACA
measurement period. Map both paid hours
worked and paid hours not worked from
Workday Payroll results.
• Payroll Interface: Import paid hours worked and
paid hours not worked from an outside source.
To populate Form 1095-C, lines 14 and 16
correctly, Workday must accurately detect
employees in an initial measurement period. An
initial measurement period, known as a limited
nonassessment period by ACA, is for these types of
employees:
• Variable-hour, part time.
• Newly hired, full-time in a 3-month waiting
period.

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How does Workday determine if an employee Workday uses the benefit event history to determine
received an offer of coverage for each month? when the employee received an offer for medical
plan coverage.
How does Workday determine if the benefit plan Workday determines a benefit plan meets ACA
meets ACA requirements? requirements if:
• It's a medical coverage plan.
• The Funding Method is Fully-Funded or Self-
Insured.
• The plan provides the Minimum Essential
Coverage.
• The Minimum Value Coverage applies to the
employee, the spouse, or dependents.

How does Workday process rehired workers? If you terminate and rehire a worker, Workday
checks for a 13-week gap. For educational
organizations, Workday uses a 26-week gap.
• If the gap is greater than or equal to 13 weeks,
then Workday processes the worker as a new
hire.
• If the gap is less than 13 weeks, Workday
processes the worker as a rehire. If there’s
payroll data that supports their eligibility for
benefits, then Workday resumes regular benefit
processing with the condition rule: If there is an
effect on the employee benefits? This condition
rule determines whether or not to create a
benefit event, enabling the worker to enroll in
benefits.

How do I handle adjunct faculty who work 10 If an employee has any of these types of unpaid
months of a 12-month measurement period? leave with unrecorded hours, you must account for
the unrecorded hours:
• The Family and Medical Leave Act of 1993.
• Uniformed Services Employment and Re-
employment Rights Act of 1994.
• Jury duty.
• Educational institutions with lapses in
employment of at least 4 consecutive weeks.
Set up earnings and the related calculations to
retrieve hours of service from Workday Payroll
or Payroll Interface. Make sure to include lapses
in employment that you want to account for in
the Workday Payroll Hours Source: Payroll
Calculations section on the Affordable Care
Reporting Configuration task.

Related Information
Tasks
Steps: Set Up ACA Forms 1094-C and 1095-C on page 1229
Reference
Workday Community: Affordable Care Act (ACA) Reporting Requirements Feature FAQ

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Troubleshooting: 1095-C IRS Transmission Errors

Troubleshoot transmission errors when sending 1095-C data to the Internal Revenue Service (IRS).
Cause: 1095-C forms have incorrect or missing information.
Solution: Correct 1095-C forms using the Import 1095-C Forms Recipients Data EIB.

IRS Error Code Solution

AIRBR625 Add missing Social Security Number (SSN) or Date
of Birth (DOB) values.
AIRBR626 Correct any SSNs that have sequential numbers.
Example: 123-45-6789.
AIRBR627 Correct any SSNs that have all the same digits.
Example: 111-11-1111.
AIRBR628 Correct any DOB with a date in the past, as of the
transmission date.
AIRBR804 Add employer missing phone number.
AIRBR835 Adjust either the full-time employee count or the
total employee count for any month.
The total number of employees must be greater
than or equal to the number of full-time employees
for the month.

AIRBR1006 Upload any missing Offer of Coverage values for

workers.
AIRBR1011 Upload a cost for any months with an offer of
coverage, but the coverage doesn't qualify for code
1A for missing workers.
If Line 15 is blank for 1 or more workers with a 1B,
1C, 1D, or 1E in Line 14, then add the costs in Line
15 for the corresponding months.

Cause: Mismatches between Workday and IRS in the 1095-C data.

IRS Error Code Issue

Shared-007 The name and birth date don't match for 1 or more
covered individuals between Workday and the IRS.
Shared-008 The name and SSN don't match for one or more
covered individuals between Workday and the IRS.

Solution: Check for typos to the name and DOB and upload the changes with the Import 1095-C Forms
Recipients Data EIB. Contact the IRS to confirm the data on file in order to correct within Workday. IRS
contact information:
• Email: [email protected]

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• Telephone: +1(866) 937-4130

Cause: Errors in the company configuration - ALE groups.
Solution: Correct information in the Part I Applicable Large Employer Member (ALE Member) section of
the 1094-C Company Configuration task.

IRS Error Code Solution

AIRBR902 Add the employer contact name.
AIREX126, AIRTN500 Check for typos in the employee EIN; the listed EIN
doesn't match the IRS information for the employer.

Cause: Section III coverage errors for months of the year.

Shared-002, Shared-003, Shared-004, Shared-005, The 1095-C for 1 or more workers has a date for
Shared-006, covered individuals in Section III. However, you
haven't listed coverage for the individuals in any of
the months of the year.

Solution: Remove the date for covered individuals in Section III or add coverage in the 12 months boxes,
using the Import 1095-C Forms Recipients Data EIB.
Related Information
Tasks
Prepare ACA Recipient Data for EIB Upload on page 1239
View and Correct ACA Data Transmission Status on page 1241

Medicare

Steps: Set Up Medicare Tracking

Context
You can track Medicare coverage and enrollment information for employees, retirees, terminated workers,
and dependents. You can coordinate benefits based on Medicare coverage to determine the primary and
secondary payer on medical expenses.

Steps
1. Create Custom Business Processes.
Configure the Manage Medicare Information business process in the Benefits functional area.
You can include the Change Benefits for Life Event subprocess to evaluate whether adding Medicare
coverage affects existing benefit plans.
2. Edit Business Process Security Policies.
You can configure the Manage Medicare Information business process on supervisory or retiree
organizations.

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3. Edit Domain Security Policies.

Grant permission on these domains:
• Self-Service: Medicare provides self-service users with access to the Medicare Information profile
report on their worker profile. The report also has a link to view Medicare information for dependents.
• Person Data: Date of Death displays the Date of Death field on the Manage Medicare Information
task.
• Worker Data: Medicare - USA secures the View Medicare Data and the Medicare Information for
Profile reports.
4. Access the Maintain Event Categories and Reasons task.
Create categories and reasons for tracking Medicare information.
Security: Set Up: Staffing domain in the Staffing functional area.
5. (Optional) Access the Maintain Medicare Reporting Reasons task.
Select the Self-Service check box for each reason to display on the Manage My Medicare
Information task for employees and retirees.
Security: Set Up: Benefits domain in the Benefits functional area.
6. (Optional) Steps: Set Up Profiles and Profile Groups.
Add the Medicare Information report to the Benefits profile group on the worker profile.

Result
Employees and retirees can enter and manage their Medicare information by accessing:
• The Manage My Medicare Information task.
• Benefits > Change My Medicare Data from the related actions menu of their profile.
Administrators can enter and manage Medicare information for employees, retirees, terminated workers,
and dependents by accessing:
• The Manage Medicare Information task.
• Benefits > Change Medicare Data from the person's related actions menu.
• The Change Medicare Part D EGWP Data task.

Manage Medicare Information

Prerequisites
Configure the Manage Medicare Information business process and security policy in the Benefits functional
area.

Context
You can manage Medicare information in Workday so that you can incorporate Medicare coverage into
benefits eligibility and changes to benefits enrollment.

Steps
1. Access the Manage Medicare Information task.
You must have access on the Person Data: Date of Death domain to view the Date of Death field in the
Personal Information section of the task.

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2. Enter coverage dates and information in the Medicare Details section.

When Change Benefits is a subprocess of the Manage Medicare Information business process,
Workday uses the Event Date as the Benefit Event Date.
You can't remove a section of Medicare data once it's submitted and approved. You can rescind or
correct the Manage Medicare Information business process.

Result
You can view Medicare information on the:
• View Medicare History report.
• Recent Medicare History grid of the Manage Medicare Information task. The grid displays the last 5
Medicare events.

Dependents and Beneficiaries

Manage Personal Relationship Types

Prerequisites
Security: Set Up: Contact and Personal Data domain in the Contact Information functional area.

Context
Identify the type of relationships you want to make available when adding:
• Beneficiaries
• Dependents
• Emergency contacts
• Trusts
Examples:
• Daughter
• Spouse
• Step child
• Uncle
Note: Workday recommends that you disable linking between beneficiaries and dependents. If the
employee makes changes to a linked relationship, the changes can override dependents or beneficiaries
when the person has more than 1 role. You can disable linking in the Benefits section of the Edit Tenant
Setup - HCM task. Example: A worker gets divorced and changes the emergency contact to their sister.
With linking enabled for beneficiaries and dependents, the sister also replaces the spouse as a dependent
even though the sister is ineligible as a dependent.

Steps
1. Access the Maintain Related Person Relationships task.
2. As you complete the task, consider:
Option Description
Map Relationship to Workday Select the appropriate Workday relationship to
ensure that Workday recognizes the relationship
name.

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Option Description
If you leave this field blank, Workday assumes
that the relationship name is a valid dependent,
beneficiary, or emergency contact.

Restrict to Relationships You can select more than 1 type of relationship.

Workday uses this field to present only those
relationship names as valid relationships in these
tasks:
• Add Dependent
• Add Beneficiary
• Maintain Insurance Coverage Targets
• Maintain Health Care Coverage Targets

Restrict to Countries Enables you to configure allowed relationships

in a country. When you leave this field blank,
Workday allows the selected relationship for all
countries.
Include Relationship for Wellness Enables you to add wellness information for this
relationship type as a related action on the worker
profile. Select Benefits > Change Wellness
Data.
Usage Count Includes any historical entries or references to
the relationship type. You can't drill down into the
usage count.

Next Steps
To see a list of all roles entered in Workday, use the Related Person Relationships report.
To see invalid relationships between a worker and a related person, such as a dependent, beneficiary,
or emergency contact, see the Workers with Invalid Related Person Relationships report. When a
relationship has an invalid value, the relationship is no longer allowed.
Related Information
Reference
Reference: Edit Tenant Setup - HCM
Workday 33 What's New Post: Dependents and Beneficiaries

Manage Dependents and Beneficiaries

Prerequisites
• Set up the types of person relationships.
• Configure the Dependent Event and Change Beneficiary business processes and security policies in
the Benefits functional area.
• Add localized information using the Edit Tenant Setup - Global task.

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• Security:
• Self-Service Add Beneficiaries in Benefits Enrollment domain in the Benefits functional area.
• Self-Service: Beneficiaries domain in the Benefits functional area.
• Self-Service: Dependent Verification domain in the Benefits functional area.
• Worker Data: Add Beneficiaries in Benefits Enrollment domain in the Benefits functional area.
• Worker Data: Beneficiaries and Dependents domain in the Benefits functional area.
• Worker Data: Dependent Verification domain in the Benefits functional area.

Context
When adding a dependent or beneficiary, you can only select relationships where the Restrict to
Relationship field on the Maintain Related Person Relationships task is:
• Dependent
• Beneficiary
• Blank
Workers might want to designate a legal trust as a beneficiary instead of individual persons. When adding
beneficiaries, you can also add any beneficiary-related court orders.
You can inactivate, but not delete, a dependent or beneficiary if they’ve ever had a benefit plan enrollment.
However, if they have a current enrollment or beneficiary designation, you must first remove them from the
plan before you can inactivate them.
Workers can only view active dependents or beneficiaries. For Benefit Partners and Administrators,
inactive dependents or beneficiaries display with (Inactive) appended to their name.
You can't reactivate dependents that have a date of death. For deceased dependents, you need to create
a benefit event to remove any currently enrolled benefits.
If you hide dependent-related fields by country, Workday hides the fields in these areas:
• Adding or editing dependents, including open enrollment events: disability, full-time student status, and
tobacco information.
• Enrollment events: tobacco-related enrollment instructions and the tobacco question for spouses and
dependents
• Wellness data tasks - dependents: tobacco use information.

Steps
• Add a dependent.
Select Benefits > View Dependents > Add from the related actions menu of the worker. As you
complete this task, consider:
• Select Use as Beneficiary to make the person available for designation as a beneficiary.
• If you select spouse or domestic partner for Relationship, you must select Could Be Covered For
Health Care Coverage Elsewhere if you want to add a benefit surcharge.
• You can indicate whether the dependent uses tobacco for Tobacco Use.
• You can select a dependent's verification status. Access the task Manage Dependent Verification
Status to update the verification status of multiple dependents at the same time.

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• Add a beneficiary:
Select Benefits > View My Beneficiaries > Add from the related actions menu of the worker.
If you:
• Haven't selected the Disable Emergency Contact, Dependent, and Beneficiary Linking check
box in the Edit Tenant Setup - HCM task, you can select Existing Dependent or Emergency
Contact.
• Selected the check box, you can only create new beneficiaries that aren't linked to other related
persons.
• Inactivate a dependent or beneficiary:
Select either Benefits > View Dependents or Benefits > View Beneficiaries from the related actions
menu of the worker. Select Dependents > Inactivate or Beneficiary > Inactivate from the related
actions menu of the dependent or beneficiary.
• Reactivate a dependent or beneficiary:
Select either Benefits > View Dependents or Benefits > View Beneficiaries from the related actions
menu of the worker. Select Dependents > Reactivate or Beneficiary > Reactivate from the related
actions menu of the dependent or beneficiary.
• Delete a dependent or beneficiary:
Select either Benefits > View Dependents > Delete or Benefits > View Beneficiaries > Delete from
the related actions menu of the worker.

Next Steps
To add a Dependents link to the Personal Information worklet, use the Configure Worklet task.
You can also access these reports:

Report Contents
Dependents Audit Workers and their dependents by effective date,
benefit group, last name range, or employee ID.
Dependents and Workers With Matching Dependents with the same national ID as a worker
National IDs by employee ID, last name range, or benefit group.
All Dependents With Same National IDs Dependents that share the same national ID.

Related Information
Reference
Workday 33 What's New Post: Dependents and Beneficiaries
2023R2 What's New Post: Dependent Verification

Add or Delete Court-Ordered Benefits (QDRO)

Prerequisites
• Add and activate dependents and beneficiaries.
• Security: Self-Service: Dependents and Worker Data: Dependents in the Benefits functional area.

Context
You can enter 2 types of Qualified Domestic Relations Order (QDRO):
• Medical coverage for dependents
• Insurance coverage for beneficiaries

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Steps
1. From the related actions menu of the worker, access either:
• Benefits > View Dependents
• Benefits > View Beneficiaries
2. Click Edit next to the dependent or beneficiary with the QDRO.
3. In the Court Orders section, complete:
• Coverage Required
• Start and End Date

Result
Adding a court-ordered benefit for a dependent creates a Dependent Event.
During a benefit change or open enrollment, Workday checks to see if the dependent:
• Has a court order.
• Is eligible for coverage.
Workday also verifies that the coverage begin date falls within the start and end date for the court order.
If these conditions are met, the employee must enroll the beneficiary or dependent in a benefit plan to
complete the benefit enrollment process.

Next Steps
The Active Court Orders report displays employees with beneficiaries or dependents that have active
court orders as of a specific date and for a specific benefit group. It also indicates whether the court order
has been met.

Steps: Set Up Fair Market Value for Health Care Plans

Context
Under the Patient Protection and Affordable Care Act (ACA), dependents are eligible for health care
coverage under their parent's plan, if:
• They’re age 26 or under.
• Aren't full-time students.
States might want to tax this benefit.

Steps
1. Create an earning for the fair market value for the health care coverage.
• For Workday Payroll, you must calculate the fair market value of dependent health care coverage.
• For Payroll Interface, you must manage external payroll earnings.
2. Create Benefit Eligibility Rules on page 1039.
3. Steps: Set Up Passive Events on page 1201.
4. Create Health Care Plans on page 1069.
5. (Optional) For banded rates, enter the Fair Market Value per Dependent.
See Create Health Care Rates on page 1050.
6. Steps: Set Up Enrollment Events and Rules on page 1111.

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7. Access these tasks:

• Open Enrollment
• Change Benefits
• Passive Events

Result
Dependents 26 years of age, or under, become eligible for health care coverage based on the eligibility
rules and the health care plan setup.
Once enrollment is complete, this information is available to Workday Payroll and Payroll Interface.
Related Information
Tasks
Define Tax Authority Exceptions from Pay Component Groups
Manage External Payroll Earnings
Examples
Example: Calculate the Fair Market Value of Dependent Health Care Coverage (USA)

Talent

Goals

Setup Considerations: Organization Goals

You can use this topic to help make decisions when planning your configuration and use of organization
goals. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

Organization goals apply to a supervisory organization and to all workers in it. In contrast, individual goals
apply to just 1 employee. Organization goals don't apply to subordinate supervisory organizations, but
goals can be linked throughout the supervisory organization hierarchy.

Business Benefits
You can align organizational and individual goals, enabling workers to accomplish their initiatives and
yours.

Use Cases
Managers can consistently align individual goals to an organization goal.
Workers and managers can:
• Align individual goals with organization goals.

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• View goals aligned to their supervisory organization.

• View how individual and organization goals are aligned using the Navigate Goal report.
• Track overall progress against an organization goal with automatically calculated completion
percentages.

Questions to Consider

Questions Considerations
How do you want managers to link their You can enable managers to link organization goals
organization goals to other organization goals in the to just the immediate parent organization, or up
organization hierarchy? through the whole organization hierarchy. You can
also prevent linking organization goals by default.
Do you want to align individual goals in You can align individual goals to organization goals
performance reviews to organization goals? and then pull the individual goals into performance
reviews. Or, managers and employees can link
individual goals to organization goals during the Set
Content step in performance reviews.
Who do you want to view organization goals? You can create private organization goals so that
only members of the supervisory organization
hierarchy can see them. You can also configure
organization goals so they're private by default.
How do you want to calculate goal completion? You can manually calculate the completion
percentage of an organization goal, or you
can have Workday automatically calculate the
percentage.
How does Workday factor individual goal weight Workday doesn't include individual employee goal
into the calculated completion percentage of weight when calculating the completion percentage
organization goals? of the organization goal. Map percentages to your
goal completion statuses to enable calculation of
completion percentages.
How do organization goals align with the company's You can define specific timeframes in which an
fiscal year? organization goal applies.

Recommendations
• Archive outdated organization goals to improve performance when running goal reports.
• Create alignment in your organization hierarchy by selecting an organization goal in the Organization
Alignment field of the Add Goal to Employees task when cascading goals.
• Check organization goal progress on a quarterly basis to ensure you're on track to meet the goal.
• Allow organization alignment through the organization hierarchy when you set up your goals to avoid
having to create an organization goal for every level of your supervisory organization. Employees can
align their individual goal directly to an organization goal that is a few levels above.
• Allow automatic calculation of percent complete to have Workday automatically calculate the
organization goal progress based on the statuses of aligned employee goals.

Limitations
• You can align an employee goal to only 1 organization goal at a time.
• The organization goals in the View Goals for Worker worklet only displays organization goals for the
current goal period. To replace this task, you can create a custom report using the Configure Profile
Group task.
• You can't hide the Supporting Initiatives field in an organization goal.

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• You can only sort organization goals in alphabetical order by supervisory organization. You can't sort
them by organization hierarchy. Example: You can only sort from the lowest supervisory organization to
the highest supervisory organization in a hierarchy.
• Private organization goals restrict who is able to view and align to that organization goal.
• Workers with multiple jobs or positions can only align to goals of the primary position.
• Workday doesn't support organization goals for organization types outside of supervisory organizations.
• Workday doesn't support hiding or requiring fields for organization goals.

Tenant Setup
No impact.

Security
Configure these domains in the Performance Enablement functional area.

Domain Considerations
Set Up: Goals Set up this domain to support all goals, including
both employee and organization goals.
Self-Service: Organization Goals Workers secured to this domain can view
organization goals.
Worker Data: Organization Goals Use this domain to manage and view organization
goals. Administrators can restrict access using
modify permissions to specific roles.
Performance and Goals: Contingent Worker Workers secured to this domain can participate in
Eligibility goals and to link their goals to organization goals.

Business Processes
No impact.

Reporting

Reports Considerations
View Organization Goals Use to view organization goals for 1 supervisory
organization.
View Goals for Worker Use the Organization Goals tab on this report to
view all organization goals that apply to a worker
in the current goal period. The Individual Goals
tab also shows how individual goals are aligned to
organization goals.
View Goal Alignment Use to view the percent completion of an
organization goal and a list of all workers that have
individual goals aligned to an organization goal.

Integrations
Workday provides these web services for organization goals secured to the Worker Data: Organization
Goals domain:

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Web Services Considerations

Get Organization Goals Retrieve active and archived organization goals
from your tenant.
Put Organization Goal Upload active and archived organization goals to
your tenant.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Manage Organization Goals on page 1265
Create or Edit Organization Goals on page 1266
Reference
The Next Level: Overview of Primary Position Designation Impact

Steps: Set Up Goals

Prerequisites
Security:
• Set Up: Goals domain in the Performance Enablement functional area.
• Set Up: Tenant Setup - HCM domain in the System functional area.
• Set Up: Talent domain in the Talent Pipeline functional area.
• Performance and Goals: Contingent Worker Eligibility domain in the Performance Enablement
functional area to enable goals for contingent workers.

Context
You can use these types of goals in Workday:

Type Description
Organization Goals Goals assigned to supervisory organizations.
Individual Goals Goals assigned to individual employees.
Cascaded Goals Same goal assigned to 2 or more employees by an
administrator or manager. Once a goal is cascaded,
it becomes an individual goal for each employee.
Review Goals Individual goals that are part of employee reviews.

To rename labels throughout Talent, use the Maintain Custom Labels task.

Steps
1. (Optional) Opt in to goals redesign user interface changes.
a) Access the Maintain Feature Opt-Ins task.
b) In the Goals Redesign User Interface Changes row, click Opt In to Feature.
When you opt in or opt out of the goals redesign user interface changes, additional configuration
steps might be required depending on your tenant setup.
2. Access the Maintain Goal Setup task.

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3. Set Up Individual Goals on page 1260.

• Add workers to the Self Service: Employee Goals domain so they can view their goals on the My
Goals report.
• Add workers to the Worker Data: Employee Goals domain so they can view goals for other workers
on the View Goals for Worker report.
4. Set Up Goals for Employee Reviews on page 1261.
5. Set Up Organization Goals on page 1262.
• Add workers to the Self-Service: Organization Goals domain so they can view their organization
goals on the My Goals report.
• Add workers to the Worker Data: Organization Goals domain so they can view organization goals for
other workers on the View Goals for Worker report.
6. Set Up Goal Completion Statuses on page 1263.
7. Configure other goal settings with these tasks accessible from the Maintain Goal Setup page:
Option Description

Maintain Goal Units Click to create or change unit types to track goal
target, actual, minimum, and maximum values.

Maintain Goal Payout Bands Click to create goal payout bands for the Net
Attainment options when configuring the Goals
section on the Configure Employee Review
Template task.

Configure Talent Tags Click to add the ability to link goals to

competencies, development items, or feedback
using the Relates To field.

Maintain Goal Categories Click to create or change goal categories.

Categories simplify goal management and
reporting. You can assign categories to individual
goals, cascaded goals, and review goals.

Maintain Goal Periods Click to define date ranges to associate with

organization goals.

8. Configure goal templates.

See Steps: Configure Goal Templates on page 1264.
9. Enable activity stream for the Goal and Organization Goal objects.
See Steps: Enable Activity Stream.

Next Steps
• Access the View Goal Setup report to view details about the goal setup in your tenant.
• Create or edit organization goals.
• Create or edit employee goals.
Related Information
Tasks
Create or Edit Organization Goals on page 1266
Create or Edit Individual Goals on page 1268
Create Goal Payout Bands for Net Attainment on page 1384
23R2 What's New Post: Goals User Experience Redesign

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23R2 What's New Post: Hide or Require Optional Fields for Goals
Reference
The Next Level: Establishing Clear Business Priorities
The Next Level: Preparing for Goals User Experience Redesign

Set Up Individual Goals

Prerequisites
Security:
• Self Service: Employee Goals domain in the Performance Enablement functional area.
• Worker Data: Employee Goals domain in the Performance Enablement functional area.

Context
You can configure which options are available when you create, edit, or view individual and cascaded
goals. You can hide or require fields for all workers, or hide or require fields for workers in specific security
groups. When you configure a field to be required, Workday displays a red asterisk in the goal and workers
are required to enter a value. If you don't specify a field to be hidden or required, Workday displays the
field to all workers and is optional to complete.
If you hide these fields in goals, Workday also hides them in the Archive Goals task:
• Category
• Status
• Completed On
• Associated Reviews

Steps
1. Set up these initiating actions on the Manage Goals business process to control what operations
workers and managers can perform for goals:
• Create My Individual Goals
• Create Individual Goals for Worker
• Edit Individual Goals
• Review Goals
• Delete Goal
• Archive Goals
2. Access the Maintain Goal Setup task.
Use the Configure Individual Goals section to set goal fields to be included in individual goals. For
information on the goal fields, see the More Information help text on the task and Reference: Individual
Goal Fields.
3. To display a goal field and make it optional for all workers, don't add the field to the grid or set criteria to
hide or require it.
Workday enables all individual goal fields as viewable and optional for all workers by default. No action
is required.
4. To hide or require a goal field, click the + icon to add a row to the grid.
5. Select a goal field from the drop-down in the Field column.
6. Select 1 of these options from the drop-down in the Criteria column:
• Hide for All
• Require for All (supported on selected fields only)
• Security Group

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7. If you selected the Security Group criteria, select the security groups you want the field hidden from or
required for.
If you hide the Milestones field, Workday doesn't display the Milestones tab on the Create Goal or
Edit Goal tasks.
If you don't hide all of these fields, Workday displays the Track By field in the individual goal:
• Actual
• Maximum
• Minimum
• Target
8. (Optional) Click the Enforce Required in Web Services check box to have Workday enforce the
required field when managing goals in web services.
• If you require the goal field and select the check box, Workday sends a validation message in the
web service if you don't include the goal field.
• If you require the goal field but don't select the check box in the grid, Workday won't send a
validation message if you don't include the field in the web service.
• If you hide a goal field but enter a value in that field in the Manage Goals web service, Workday
loads that field without a validation.
• When you include goals in employee reviews, Workday enforces required goal fields in employee
review web services. The field and its value will remain hidden in the user interface.
Note: Workday doesn't support the Not Enterable For column on this task.
9. Click OK and Done.

Result
Workday includes, hides, or requires the fields in individual goals based on your configuration. Any
configuration updates are effective immediately and impact past, present, and future individual goals,
including goals in employee reviews.
Related Information
Concepts
Concept: Hide and Require Goal Fields by Security Group on page 1274
Tasks
Set Up Organization Goals on page 1262
Set Up Goal Completion Statuses on page 1263
Hide or Require Optional Fields
2032R2 WN Post: Hide or Require Optional Fields for Goals
The Next Level: Preparing for Goals User Experience Redesign

Set Up Goals for Employee Reviews

Prerequisites
Security: Set Up: Goals and Set Up: Employee Reviews domains in the Performance Enablement
functional area.

Context
You can set up options to control how workers create and update goals in employee reviews.

Steps
1. Access the Maintain Goal Setup task.

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2. As you complete the options in the Configure Goals in Reviews section, consider:
Option Description
Lock Goals Associated with In Progress Select to prevent workers from editing individual
Reviews goals included in employee reviews that are in
progress.
Allow Deletion of Goals Associated with Select to allow workers to delete goals included
Reviews in completed or in progress employee reviews.
If you also select Lock Goals Associated with
In Progress Reviews, workers can only delete
goals in completed reviews.
Allow Ordering of Goals in Reviews Select to allow workers to change the order of
goals in employee reviews at these steps:
• Set Review Content
• Complete Self Evaluation
• Complete Manager Evaluation
• Update Manager Ratings
Applies to employee reviews using Guided
Experience only. The goal order only applies
to employee reviews and doesn't apply to goals
displayed in the My Goals report and other goals
reports.

Next Steps
Configure the Goals section of the employee review template.
Related Information
Tasks
Configure the Goals Section on page 1364

Set Up Organization Goals

Prerequisites
Security:
• Self-Service: Organization Goals domain in the Performance Enablement functional area.
• Worker Data: Organization Goals domain in the Performance Enablement functional area.

Context
You can configure which options are available when users create or edit organization goals. You can also
link organization goals to other organization goals higher in the organization hierarchy.
You can enable aligning organization goals to other organization goals, and you can also enable workers
to align individual goals to organization goals.
You can enable Workday to calculate the completion percentage of an organization goal, or you can track
the completion percentage manually. When you configure Workday to calculate the completion percentage
of organization goals automatically:
• Individual goal statuses pending approval aren't counted in the calculation.
• Individual goals without a status count as zero.

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Steps
1. Access the Maintain Goal Setup task.
2. As you complete the task under the Configure Organization Goals section, consider:
Option Description
Organization Alignment Select to enable organization goals and to link to
goals 1 level up in the organization.
Organization Goal Allows Organization Select along with the Organization Alignment
Alignment Through Hierarchy check box to link to goals up the entire
organization hierarchy.
Default Organization Goal to Private Select to make organization goals private by
default when you create them.
Enable Percent Complete Select to enable only manual entry of the
completion percentage.
Allow Automatic Calculation of Percent Select along with the Organization Alignment
Complete and Enable Percent Complete check boxes
to have Workday calculate the completion
percentage. The status field under the Configure
Individual Goals section can't be hidden.
3. To enable workers to align individual goals to organization goals, you can include the Organization
Alignment field in individual goals.
• In the Configure Individual Goals grid of the Maintain Goal Setup task, set the Organization
Alignment field criteria to Require for All, or set it to be required or hidden for specific security
groups.
• If you don't specify the Organization Alignment field criteria in the grid, Workday displays the field
in all goals and is optional for workers to complete.
For more information, see Set Up Individual Goals on page 1260.

Result
Workday displays the enabled organization goal options on the Manage Organization Goals task.

Next Steps
Create or edit organization goals.
Related Information
Tasks
Create or Edit Organization Goals on page 1266

Set Up Goal Completion Statuses

Prerequisites
Security: Set Up: Goals domain in the Performance Enablement functional area.

Context
You can create statuses to evaluate how employees have progressed in their goals. Each status
determines what items are eligible to move from 1 review to the next.
Workday recommends you map your goal statuses to percent complete values if you enable Workday to
automatically calculate the completion percentage of organization goals. Otherwise, the percent complete
will always be 0.

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Steps
1. Access the Maintain Goal Completion Statuses task.
2. Select a value in the Map to Workday Status field if you want to move content from 1 employee review
to another.
This field is used with the Load Content from Previous Review and Load Relevant Goals fields in
the Goals section on the Configure Employee Review Template task.

Next Steps
Access the Goal Completion Statuses report to view a list of all statuses. Use the employee review
document to associate a status with a goal.
Limit the number of active goal completion statuses to 11 to display goals on the Track My Team's
Goals worklet on the Team Performance dashboard and the Track My Goals worklet on the Talent and
Performance dashboard.
Related Information
Tasks
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Performance Improvement Plans on page 1433
Steps: Set Up Performance Reviews on page 1413

Steps: Configure Goal Templates

Prerequisites
Security: Set Up: Goals domain in the Performance Enablement functional area.

Context
You can customize how Workday displays individual goals in the My Goals and View Goals for Worker
tasks by creating goal rules and configuring a goal template:
• Goal rules define criteria for organizing goals, such as goal status, category, or due date.
• The goal template filters goals into sections according to the goal rules.
Workday provides a default template, Ad-Hoc Goal Template that displays all individual goals in 1 section.
You can:
• Add sections.
• Provide your own section names, including a Default Goal Section Name for goals that don't meet any
of the rules defined.
• Associate a unique rule with each section.
If a goal meets more than 1 rule, it can be in multiple sections. Set up your template rules so that each
goal only meets 1 rule to prevent employee confusion when Workday displays the same goal in multiple
sections.
Goals that don't match any of your rules are displayed in the default section. Workday hides the default
section when empty, but the other sections are always visible.
The template applies to all individual goals and you can update your configuration at any time.
Changes you make to your goal template immediately impact employees.

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Steps
1. Access the Create Goal Template Rule task.
Create Rule Conditions to display goals in sections.
Example: If you want to organize goals by status, create a rule for each goal completion status in your
tenant. You can combine multiple conditions in 1 rule.
Note: Report fields for the Goal business object exclude values from in-progress employee reviews.
These fields only return values from completed employee reviews and in-progress or completed
Manage Goal events.
Setting up goal template rules can also impact how you can mass archive individual goals.
2. Access the Configure Goal Template task.
Set up the goal template to define each section on a separate row.
Example: Create sections named Not Started, In Progress, and Completed to match the goal status
rules.

Result
Workday displays goals in these reports:
• My Goals and View Goals for Worker reports.
• View Goals for Worker report on worker profiles.

Next Steps
• Create goals for an individual employee.
• To update or delete goal rules, use the Edit Goal Template Rule and Delete Goal Template Rule
tasks.
Related Information
Tasks
Create Business Process Condition Rules

Steps: Manage Organization Goals

Prerequisites
Security: Worker Data: Organization Goals domain in the Performance Enablement functional area.

Context
You can create goals for supervisory organizations and align them with other supervisory organization
goals 1 or more levels up in the hierarchy. You can then link individual goals to organization goals during
the employee review process.
If you want to rename labels for goals, use the Maintain Custom Labels task.

Steps
1. Access the Maintain Goal Periods task to define date ranges to associate with organization goals.
Security: Set Up: Goals domain in the Performance Enablement functional area.
2. Create or Edit Organization Goals on page 1266.
3. (Optional) Access the Copy Goal to Organization Goal task.
Copy a goal to an organization goal. You can copy any type of goal to an organization goal and change
it to suit your organization.

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4. (Optional) Access the Copy Organization Goals task to copy a goal from 1 period to another.
Select the Private check box to restrict visibility of this goal to members of the organization chain.
5. Link an individual goal to an organization goal:
• In the Goals report on worker profiles.
• In the My Goals and View Goals for Worker tasks.
• When cascading goals with the Add Goal to Employees task, select an organization goal the
individual goal supports.
• In the Set Review Content, Self Evaluation, and Manager Evaluation phase during the employee
review process.

Next Steps
View and track organization goals:
• Select Talent > View Organization Goals as a related action on a supervisory organization.
• Click Goals on organization profiles. If you enabled activity streams in the Edit Tenant Setup - System
task, you can see comments from other users when you view each goal.
Workday also provides several standard reports to track goals. For a list, access Workday Standard
Reports and select the Goals and Reviews and Organization Goals categories.
Related Information
Concepts
Concept: Employee Reviews on page 1386
Tasks
Enable Archiving Goals on page 1272
Create Custom Labels
Steps: Enable Activity Stream

Create or Edit Organization Goals

Prerequisites
• Set up default organization goal options using the Maintain Goal Setup task.
• Create goal periods with the Maintain Goal Periods task.
Security: Worker Data: Organization Goals domain in the Performance Enablement functional area.

Context
Create and maintain goals for supervisory organizations. You can:
• Link goals to goals that are 1 or more levels up in the organization hierarchy.
• View or manually enter a percent complete.
• Associate them with supporting business initiatives.
Initiatives is only available as field if you have the Projects product.

Steps
1. Access the Manage Organization Goals task.
2. Select an Organization and Goal Period.
3. Create a new goal or change an existing organization goal.

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4. As you complete the task, consider:

Option Description
Percent Complete Enter the completion percentage of the
organization goal manually.
Available if you select the Enable Percent
Complete check box on the Maintain Goal
Setup task.

Organization Alignment Link this organization goal to goals that are 1 or

more levels up in the organization hierarchy. To
delete a link to another organization goal, clear
this field.
Available if you select the Organization
Alignment check box on the Maintain Goal
Setup task.

Supporting Initiatives Select initiatives that aren't already associated

with an organization goal.
Private Only members of the organization chain can see
the goal. Goals that have Supporting Initiatives
can't be private.
Automatically selected if you selected the Default
Organization Goal to Private check box on the
Maintain Goal Setup task.

Calculated Enable Workday to calculate the completion

percentage of the organization goal. If you check
this field, the Percent Complete field becomes
noneditable.
Available if you select these check boxes on the
Maintain Goal Setup task:
• Organization Alignment
• Enable Percent Complete
• Allow Automatic Calculation of Percent
Complete

Next Steps
• Associate an individual goal with an organization goal.
Once you associate an organization goal with an individual goal, you can't delete an organization goal
even if you delete the individual goal or remove the association.
• Use the View Goal Alignment task to view organization goal alignment with other goals in the same
supervisory organization hierarchy. You can also drill down to see which workers and their respective
individual goals align with the organization goal.
Related Information
Tasks
Steps: Set Up Initiatives
Reference
The Next Level: Establishing Clear Business Priorities

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Create or Edit Individual Goals

Prerequisites
• Opt in to the Goals Redesign User Interface Changes feature.
• Using the Maintain Goal Setup task, set up options for individual goals, including hiding or requiring
fields for all users, or for specific security groups.
• Configure the Manage Goals business process and security policy in the Performance Enablement
functional area.

Context
Create, edit, or delete individual goals for yourself or another employee on the Workday desktop or mobile
app. You can delete individual goals when they're:
• Not part of in-progress or completed employee reviews.
• Marked as Editable when cascaded to employees.
To prevent editing of goals that are part of in-progress reviews, select Lock Goals Associated with In
Progress Reviews on the Maintain Goal Setup task. Regardless of this setting, you can edit goals within
employee reviews.
Goals that are in Needs revising state that you pull into a review will have the Needs revising status
removed when the review is completed, but the original approval will still display in the Inbox of the
approver.

Steps
1. Access the appropriate task or report:
• View Goals for Worker.
• My Goals.
2. Click Create Goal to create a new goal.
3. Click Edit Goal on the card of the goal you want to update.
You can add goals for any section, regardless of the section rule. Workday moves a goal to the
appropriate section after it's approved.
4. As you edit the fields in the Goal Details tab consider:
Option Description
Goal Enter the Goal name.
Description Available if you enable the Description field to
be optional or required on the Maintain Goal
Setup task.
Status Available if you:
• Set up goal completion statuses.
• Enable the Status field as optional or required
on the Maintain Goal Setup task.
Goal statuses determine which goals are eligible
to move from 1 employee review to the next.
Category Available if you:
• Create goal categories.
• Enable the Category field as optional or
required on the Maintain Goal Setup task.

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Option Description
Organization Alignment Available if you:
• Configure the Self-Service: Organization
Goals and Worker Data: Organization Goals
domains.
• Enable the Organization Alignment field as
optional or required on the Maintain Goal
Setup task.
Link this individual goal to any public organization
goal, or to a private goal in your own supervisory
organization.

Due Date Available if you enable the Due Date field to be

optional or required on the Maintain Goal Setup
task.
5. As you edit the fields in the Additional Details tab consider:
Option Description
Relates To Available if you configure at least 1 talent tag
(competency, development item, or feedback) for
goals on the Configure Talent Tags task.
Weight Available if you don't hide the Weight field on the
Maintain Goal Setup task.
Associated Reviews Displays reviews associated with the goal.
Available if you don't hide the Associated
Reviews field on the Maintain Goal Setup task.
Track By Used to track goal progress where there are
quantitative methods to measure whether a goal
is achieved. Available if you don't hide any of
these fields on the Maintain Goal Setup task
• Target
• Actual
• Minimum
• Maximum

6. Click the Milestones tab (available if you don't hide the Milestones field on the Maintain Goal Setup
task).
• Click the + sign on the grid to add a Milestone row to the grid.
• Enter information in the Milestone field and complete the Due Date and Status fields.
7. Click the History tab to view the history of the goal.
8. Click Submit to submit the goal changes or click Save for Later.
9. (Optional) To delete an approved goal, click the ellipses on the bottom right of a goal card and click
Delete Goal.
Once deleted, you can't recover a goal.
After submission, Workday displays deleted goals in red strike-through font until approval, and they
then disappear.

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Result
After you submit goals, if an approval step is configured in the business process, workers can't edit the
goals until the first change is approved.
Related Information
Concepts
Concept: Employee Goals in Employee Reviews on page 1406
Tasks
Set Up Goal Completion Statuses on page 1263
Set Up Individual Goals on page 1260
Set Up Goals for Employee Reviews on page 1261
2023R2 What's New Post: Goals User Experience Redesign
Reference
The Next Level: Establishing Clear Business Priorities
The Next Level: Preparing for Goals User Experience Redesign

Cascade Goal to Employees

Prerequisites
• Configure the Cascade Goals business process and security policy in the Performance Enablement
functional area.
• (Contingent workers only) Add workers to the Performance and Goals: Contingent Worker Eligibility
domain in the Performance Enablement functional area.

Context
You can assign the same individual goal to a group of employees by cascading a goal. The cascaded goal
for each employee is independent of copies of the same cascaded goal for other employees. You can
prevent editing so recipients can't change the goal details.
You can cascade a goal to:
• Employees and contingent workers.
• Supervisory or custom organizations, including subordinates.
• Talent pool.
You can cascade public or private organization goals, or an individual goal that supports an organization
goal. Goals that support a private organization goal can only be cascaded to employees in the same
organization hierarchy. Example: If an employee has multiple positions, you can only cascade private
organization goals for the primary position's supervisory organization.
You can also create filtering rules on a talent pool, and cascade goals to that talent pool.
If you want to assign a single previously cascaded goal to additional employees, use the Add Additional
Employees to Goal task. Goals that are chosen to be cascaded, regardless of whether they are
organization or individual goals, all become individual goals after you complete the Add Goal to
Employees or Add Additional Employees to Goal tasks.

Steps
1. (Optional) Determine if your event is large enough that you need to work with the Workday Production
Readiness Team. See Workday Community: Production Readiness: Large Volume Events Best
Practices for guidelines about opening a Production Readiness case.
2. Access the Add Goal to Employees task.

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3. Use an Assign To list to select which employees will receive the goal:
• Employees.
• Talent Pool.
• Organizations, with the option to include subordinate organizations.
4. As you complete the task, consider:
Option Description
Goal Limit the title length for best display.
Category Available if you:
• Create goal categories.
• Enable the Category field as optional or
required on the Maintain Goal Setup task.

Description Available if you enable the Description field as

optional or required on the Maintain Goal Setup
task.
Organization Alignment Available if you enable:
• The Self-Service: Organization Goals and
Worker Data: Organization Goals domains.
• The Organization Alignment field as optional
or required on the Maintain Goal Setup task.
Link this individual goal to any public organization
goal or to a private goal in your own organization.

Minimum / Maximum Available if you enable the Minimum or

Maximum fields as optional on the Maintain Goal
Setup task.
If you select a Track By option, Workday displays
editable fields for tracking goals. Example: If you
select Amount from the Track By field, Workday
displays the Minimum Amount and Maximum
Amount fields.

Weight Available if you enable the Weight field as

optional on the Maintain Goal Setup task.
Indicate the goal priority using any weighting
scale.

Due Date Available if you enable the Due Date field as

optional or required on the Maintain Goal Setup
task.
Editable Enables recipients to change their assign goal
details after the goal has been cascaded.
Regardless of this setting, you can change the
Weight and Status of goals in employee reviews.

Example
If you create 2 goals in this task and assign them to 5 employees, Workday initiates 1 Cascade Goals
business process. The Cascade Goals business process in turn initiates 5 Manage Goals subprocesses, 1
for each employee. Each Manage Goals subprocess includes 2 goals.

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Next Steps
• You can select any combination of employees, talent pool, and organizations to receive a goal using the
Add Additional Employees to Goal task.
• You can use the Correct related action to edit the instance of the Cascade Goals business process
after saving your work. This only applies to cascaded goals that weren't marked as Editable.
• You can rescind the business process and start over to change a cascaded goal that isn't marked as
Editable.
Related Information
Concepts
Concept: Best Practices for All Large-Scale Events
Tasks
Create or Edit Individual Goals on page 1268
Reference
Reference: Event-Specific Best Practices
The Next Level: Overview of Primary Position Designation Impact

Add Additional Employees to Goal

Prerequisites
• Create a goal and cascade it to more than 1 employee.
• Configure the Cascade Goals business process and security policy in the Performance Enablement
functional area.

Context
You can redistribute a single, previously cascaded goal to another group of employees without changing
the goal.
If you want to edit the goal first or assign more than 1 previously cascaded goal, use the Add Goal to
Employees task instead.

Steps
1. Access the Add Additional Employees to Goal task.
2. Select any combination of employees, talent pool, and organizations to receive the goal.
To view a list of employees who have already received the goal, click the Assigned To number.

Result
Workday initiates a Cascade Goals business process that includes 1 Manage Goals business subprocess
for each employee you want the goal distributed to.
Related Information
Tasks
Create or Edit Individual Goals on page 1268

Enable Archiving Goals

Prerequisites
• Configure the Manage Goals business process and security policy in the Performance Enablement
functional area.
• Understand how to set up goal template rules.

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Context
You can archive historical individual or organization goals, minimizing clutter in the user interface and
improving goal management.
You can:
• Archive goals and restore previously archived goals for yourself and employees in your organization.
• Archive an individual goal using the Archive Goal related action on a goal card.
• Archive individual goals for a specified worker using the Archive Goals task.
• Archive organizational goals using the Archive Organizational Goals task.
• Mass archive individual goals based on a goal template rule (administrators) using the Mass Archive
Goals task.
Archiving a goal removes it from:
• Reports.
• Tasks.
• Employee review template configuration settings.
• Prompts.
You can't archive or restore goals that are:
• Awaiting approval.
• Part of in-progress employee reviews, including goals that are saved for later.
• Part of other in-progress events.

Steps
1. To enable workers self-service access to archive individual goals, add them to the Self-Service:
Employee Goals domain in the Performance Enablement functional area.
2. To enable workers to archive organization goals, add them to the Worker Data: Organization Goals
domain in the Performance Enablement functional area.
3. To enable administrators to mass archive individual goals, add them to the Set Up: Goals domain in the
Performance Enablement functional area.

Result
Workers in the assigned domains can archive goals.

Next Steps
• To mass archive individual goals, use the Mass Archive Goals task. See Mass Archive Individual
Goals on page 1273.
• To report on archived goals, create a custom report with the Archived Goals by Organization report
data source.
• Use the Configure Profile Group task to add the Archived Goals report to the Performance tab of the
worker profile.

Mass Archive Individual Goals

Prerequisites
Security: Set Up: Goals domain in the Performance Enablement functional area.
• Configure the Manage Goals business process and security policy in the Performance Enablement
functional area.
• Understand how to set up goal template rules.

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Context
You can mass archive all individual goals meeting a template rule in 1 operation. The same restrictions for
archiving goals also apply to mass archiving goals. Workday skips these goals during the mass archive
operation and leaves them unarchived:
• Goals saved for later and not yet submitted.
• Goals that are part of an in-progress event. Examples: Goals included in-progress events using the
Manage Goals business process, or goals included in in-progress employee reviews.
To include the goals in the archive, complete or cancel the in-progress event.
Workday recommends you conduct advanced preparation and testing before starting the mass archive
operation. For more information, see. Reference: Event-Specific Best Practices.

Steps
1. Access the Mass Archive Goals task.
2. Select one of these options:
• Run Now.
• Run Once in the Future.
3. Select an Organization and optionally select whether to include subordinate organizations.
4. Select a Goal Template Rule.
5. To run the task in the future:
a) Define the Schedule priority.
b) Set the Start Date, Start Time, and Time Zone for when to launch the mass archive action.

Result
Workday launches the process for mass archiving the individual goals. The task runs as a background
process that automatically completes the Manage Goals business process, skipping all other steps.

Next Steps
To view the status of the mass archive process, access the Process Monitor report.
Related Information
Tasks
Steps: Configure Goal Templates on page 1264

Concept: Hide and Require Goal Fields by Security Group

Using the Maintain Goal Setup task, you can hide or require individual goal fields for workers in specific
security groups.
• Security groups that you select from the Required For prompt inherit from the initiating actions of your
Manage Goal Business Process security policy.
• Security groups that you select from the Hidden For prompt inherit from the initiating actions and View
All section of your Manage Goal Business Process security policy.
When a user such as a manager reviews goals for another individual, the goal fields that display on the
task derive from the security group configuration of the reviewer.
When you specify a goal as Hidden For or Required For for workers in multiple security groups:
• For a field to be hidden for a worker, all the security groups the worker belongs to on the Manage Goals
Business Process security policy must be specified in the Hidden For column.
• For a field to be required for a worker, the worker only needs to be in at least 1 of the specified security
groups listed in the Required For column.

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• If there are security groups specified under both Hidden For and Required For, and a worker belongs
to security groups under both columns, the security group specified under Required For takes
precedence.

Reference: Individual Goal Fields

This table describes the individual goal fields that you can hide or require for all workers, or hide or require
for specific security groups using the Maintain Goal Setup task. If you don't specify a field to be hidden or
required, Workday displays the field as optional to all workers.

Field Description Criteria Options

Actual Select to track the goal Actual • Hide for All
Amount Actual Percent, or • Security Group
Actual Number of Units in the
Track By field.
Associated Reviews Select to display in-progress and • Hide for All
completed reviews associated • Security Group
with the individual goal.
Category Select to assign a category in • Hide for All
individual goals. Create goal • Require For All
categories for this field using the
• Security Group
Maintain Goal Categories task.
Completed On Select to set a completion date • Hide for All
in individual goals when the goal • Require For All
status is completed.
• Security Group

Description Select to include a description for • Hide for All

individual goals. • Require For All
• Security Group

Due Date Select to set a due date in • Hide for All

individual goals. • Require For All
• Security Group

Maximum Select to track the goal Maximum • Hide for All

Amount, Maximum Percent, or • Security Group
Maximum Number of Units in
the Track By field.
Milestone Select to include milestones in • Hide for All
individual goals. A due date and • Security Group
status can be defined for each
milestone.
Minimum Select to track the goal Minimum • Hide for All
Amount, Minimum Percent, or • Security Group
Minimum Number of Units in
the Track By field.
Organization Alignment Select to associate the individual • Hide for All
goal to an organization goal • Require For All
1 level up in the organization
• Security Group
hierarchy.

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Field Description Criteria Options

Status Select to include a goal status • Hide for All
in individual goals. Create goal • Require For All
statuses using the Maintain Goal
• Security Group
Completion Statuses task.
Target Select to track the goal Target • Hide for All
Amount, Target Percent, or • Security Group
Target Number of Units in the
Track By field.
Weight Select to assign a weight to • Hide for All
individual goals, which are also • Security Group
used in employee reviews. The
weight must be a whole number
that's greater than or equal to 0.

Example: Hide the Track By Field in Individual Goals

This example illustrates how to hide the Track By field in individual goal fields.

Context
When setting up individual goals, you want to hide the Track By field so workers can't enter goal units to
track their progress. To hide the Track By field, you must hide all 4 options that use the field.

Steps
1. Access the Maintain Goal Setup task.
2. In the Configure Individual Goals grid, click the + icon to create a row.
a) Select Actual in the Field column drop down.
b) Select Hide for All in the Criteria column drop down.
3. Repeat step 2 for these options in the Field column drop down:
• Maximum
• Minimum
• Target
4. Click OK and Done.

Result
Workday hides the Track By field in individual goals.

Next Steps

Example: Require Fields in Individual Goals

This example illustrates how to require fields in individual goals.

Context
You want to require certain fields for all workers while also requiring certain fields for workers in selected
domains.

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Steps
1. Access the Maintain Goal Setup task.
2. In the Configure Individual Goals grid, click the + icon to create a row.
a) Select Description in the Field column drop down.
b) Select Require for All in the Criteria column drop down.
3. Repeat step 2 for these options in the Field column that you want to be required for all workers.
• Description
• Status
• Due Date
• Completed On
4. Click the + icon to create a row.
a) Select Organization Alignment in the Field column drop down.
b) Select Security Group in the Criteria column drop down.
c) In the Required For column, select these security groups from the drop down:
• Employee As Self
• Contingent Worker as Self
• Manager
5. Click OK and Done.

Result
Workday displays the 4 goal fields in steps 2 and 3 with a red asterisk for all workers. Workday displays the
Organization Alignment field as required for some workers.

Next Steps

FAQ: Individual Goals

How do the Cascade Goals and Manage Goals business processes work together?
Can the Manage Goals business process include different actions and notifications for different goal types?
How do I configure a review step for employees who receive cascaded goals?
Must the total weight of ad hoc goals equal 100?

How do the Cascade Goals and Manage Goals The Cascade Goals business process automatically
business processes work together? initiates 1 Manage Goals subprocess for each
employee you assign the goals to. Each employee
can have a different definition of the Manage Goals
business process, depending on their supervisory
organization. After initiation, the Manage Goals
process runs all additional steps or notifications. If
the process has no workflow steps, then Manage
Goals is automatically completed. If Manage Goals
includes notifications, the employee receives the
notification at the specified workflow step.

Can the Manage Goals business process Yes. You can create condition rules based on the
include different actions and notifications for Cascaded Goal and Contains only Editable
different goal types? Goals report fields to trigger workflow steps for
specific goal types. Example: Build a condition rule
that sends notifications only for cascaded goals, or

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include a review step only for cascaded goals that

are editable.

How do I configure a review step for employees Add a Review Goal action step to the Manage
who receive cascaded goals? Goals business process and route the step to
the Employee as Self security group. On the
Review Goal step, build a condition rule using the
Cascaded Goal report field to evaluate whether
goals are cascaded before initiating the step.

Must the total weight of ad hoc goals equal 100? No. You can establish a weighting scale for ad hoc
goals by creating validation rules on the Manage
Goals and Cascade Goals business processes.
Weights are locked on non-editable cascaded
goals, except when the review template requires
that total weighting equal 100. When you pull goals
into such a template, you can change the goal
weighting. The My Goals and View Goals for
Worker reports reflect the updated weighting when
the review is completed.

Related Information
Concepts
Concept: Employee Goals in Employee Reviews on page 1406
Tasks
Create or Edit Individual Goals on page 1268

Development Items

Manage Development Items

Prerequisites
• Enable these domain security policies:
• Self-Service: Development Items
• Self-Service: Delete Development Item
• Worker Data: Development Items
• Worker Data: Delete Development Item
• Talent Review: Development Items
• Set Up: Talent
• Set Up: Skills and Experience
• To configure the Relates To prompt for development items, access the Configure Talent Tags task.
• To create categories for development items, access the Maintain Development Item Categories task.
• To configure status names, access the Maintain Development Item Statuses task.
• If you want to rename words throughout Talent, use the Maintain Custom Labels task.

Context
Create development items to enhance career planning and professional development. You can associate
development items with job profiles, job interests, competencies, or work experiences to highlight their
purpose.

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You can add the Development Items section to the review template to include development items in
talent and employee reviews. Workday locks development items on the worker profile during a review and
updates them when the review is complete.

Steps
1. Access development items for yourself or your team:
• Reports: My Development Items or My Team's Development Items
• Related action on a worker: Talent > View Development Items
• Worker, talent, or goal profile: Career > Development Items
• Worker profile: Performance > Development Items
• Home landing page: Career > Development Items
2. As you create a development item, consider:
Option Description
Development Item Briefly describe the development item. This field is
limited to 140 characters, but you can expand the
Additional Information field to a full page, rich
text editor to provide more details.
Status Select the current status of the development item.
Relates To Select a competency, job interest, job profile,
or work experience that the development item
supports. You can select 1 value per category.
The prompt offers suggestions based on your
current job profile, competencies, and work
experiences, plus any job profiles that match your
job interests.
Category Select the categories that this development item
supports. If you don't have any development item
categories defined, Workday hides this field.
Details Add a status note, view details about the last
update, and see who created this development
item.

Result
You can edit ad hoc development items at any time. Track changes to development items with these
reports:
• My Development Items Changed in Last Week (Include Delete and Not Applicable)
• My Team's Development Items Changed in Last Week (Include Delete and Not Applicable)
When you include development items in talent reviews or employee reviews, Workday automatically pulls
in-progress development items into the review and locks them. You can't remove development items from
the review after you pull them in. After you complete the review, Workday updates the development items
in profiles and reports.
Talent cards display in-progress development items in the lower-right corner after career interests.

Next Steps
• (Optional) Set up alerts to notify employees and managers when someone changes their development
items.

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• (Optional) Click the delete icon to delete a development item from:

• Development Items.
• Development Items on the worker profile.
• My Development Items.
Related Information
Concepts
Setup Considerations: Manager Insights Hub on page 1323

Career Interests

Steps: Set Up Interests

Prerequisites
• Configure the Manage Interests business process in the Career and Development Planning functional
area.
• Security: Self Service: Interests and Worker Data: Interests domains in the Career and Development
Planning functional area.

Context
Enables employees to add career interests to their profiles, including:
• Job interests.
• Skill interests.
• Travel preferences.
• Relocation preferences.
When employee interests are part of talent reviews or employee reviews, business leaders can use the
information for organizational development and succession planning.
You can't update interests on the worker profile when an employee review or talent review is in progress.
When the review is complete, Workday displays the updated information on the worker profile.
Workday doesn't support career or job interests for contingent workers.
You can add the Interests tab to the worker profile, see Steps: Set Up Profiles and Profile Groups.

Steps
1. Set Up Career Interests on page 1283.
2. Create a Public Job Catalog on page 1282.
3. Set Up Travel Preferences on page 1284.
4. Set Up Relocation Preferences on page 1284.
5. Configure the Career profile group on worker profiles and the Talent profile group on talent pools.

Result
You can view career interest information both when you compare workers and in the:
• Career profile group on worker profiles.
• Development worklet on the Home landing page.
• Talent profile group on talent pools.
• Talent area on worker preview cards.
You can also view them on:

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• Completed employee reviews.

• Talent cards.
• The View Succession Plan for Position report.

Next Steps
(Optional) To enable workers to edit their career interests, configure the Interests report on the Career
profile group of the worker profile.
Related Information
Concepts
Setup Considerations: Manager Insights Hub on page 1323
Tasks
Create Custom Labels
Steps: Manage Talent Reviews on page 1341
Steps: Set Up Development Plans on page 1426
Steps: Set Up Performance Reviews on page 1413
Reference
FAQ: Opportunity Graph on page 1287
The Next Level: Cultivating Career Mobility

Steps: Set Up Opportunity Graph

Context
Opportunity Graph is a graphical report for Employee as Self users to view historical job transitions from
their current primary job profile.

Steps
1. Create Job Profiles on page 473.
As you create and edit job profiles, consider:
• Give job profiles a meaningful and appropriate name and description to display in Opportunity
Graph.
• Select the Public Job check box for as many job profiles as you can. Data in the Opportunity
Graph only generates from transitions to public job profiles.
• Enter as many details on the job profile as you can, such as competencies, skills, and other
qualifications.
2. Configure the Set Up: Opportunity Graph domain in the Career and Development Planning functional
area.
3. Access the Opportunity Graph Job Profile Transitions report (secured to the Set Up: Opportunity
Graph domain in the Career and Development Planning functional area).
Use this report to preview all job profile transitions, public and not public, from a job profile before
exposing the Opportunity Graph to your employees. Administrators can use this report as they
consider making some job profiles public to expose more transitions to employees. The transitions
exposed in the report update after the weekly background job.
4. Configure the Self Service: Opportunity Graph domain in the Career and Development Planning
functional area.
Secure the employee as self-security group.
5. (Optional) Configure the Persons in Opportunity Graph Job Profile domain in the Career and
Development Planning functional area.
Provide access to see the All Employees in Role table, which returns all current workers, when
viewing a specific job profile.

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6. (Optional) Configure the Worker Data: Opportunity Graph domain in the Career and Development
Planning functional area.
This domain secures the Opportunity Graph for Others report, which enables self-service users to
view job profile movement for other workers.
7. (Optional) Configure the Learning Access domain in the Learning Core functional area.
The Learning Access domain secures the Popular for this Role section. This section displays learning
content that employees in the job profile transitions have completed or rated. The Popular for this
Role section only displays when 5 or more employees that your employees have access to view
complete or rate learning content for a job profile on Opportunity Graph.

Result
Workday refreshes job profile transition data for Opportunity Graph every Tuesday night at 11 p.m.
Pacific Time. The Opportunity Graph job transition data is available after job completion following the
initial configuration. If you set up Opportunity Graph after Tuesday, then you won't see Opportunity
Graph populated until the job is completed the following Tuesday. If you're testing Opportunity Graph
in Sandbox, Workday recommends that you perform the initial configuration after the most recent weekly
service update but before the job is executed on Tuesday night.

Create a Public Job Catalog

Prerequisites
Security: Set Up: Job domain in Jobs and Positions functional area.

Context
Set up a catalog of public jobs for employees to define their job interests. As a tool for individual
development and career planning, employees can also compare their qualifications to those required for
specific jobs.

Steps
1. Access the Create Job Profile or Edit Job Profile task.
2. Select the Public Job check box.
3. Configure these domain security policies:

Domain Functional Area Notes

Public Job: View (parent) Jobs & Positions Provides access to the job
profile name and summary.
(Optional) Public Job Jobs & Positions Secures the job qualifications
Qualifications: View for public jobs and is a child of
the Public Job: View domain.
Configure this domain only if
you want to restrict access to job
qualifications to different security
groups.

Next Steps
• To confirm the security changes, access the Activate Pending Security Policy Changes task.

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• View and select jobs from the public catalog:

• Select Talent > Edit Job Interests from a worker's related actions menu.
• On a worker profile, select Job Interests in the Career profile group and click Edit.
• In talent reviews, complete the Jobs Interests section if it's part of the review template.
• In employee reviews, complete the Career section if it's part of the review template.
• Compare qualifications to job interests. On a worker or talent profile, click Compare to Job on the Job
Interests tab in the Career profile group.
Related Information
Tasks
Create Job Profiles on page 473

Set Up Career Interests

Prerequisites
• Set Up: Talent domain in Talent Pipeline functional area.
• Worker Data: Career (parent) domain in Career and Development Planning functional area.
• Worker Data: Career Interests domain in Career and Development Planning functional area.

Context
You can use career interests as directional categories for career growth. Employees can select career
interests to indicate their interests in a specific category of growth, such as:
• Develop in their current role.
• Step into a new role.
• Broaden their knowledge and experience.

Steps
1. Access the Maintain Career Preferences task.
2. Specify a Name, ID, and Description for each career preference you create.
The ID is for web services and integration purposes.
3. (Optional) To remove a preference from selection lists, select the Inactive check box.
The preference remains valid for employees who have already selected it.

Example

Name ID Description
Broaden BROADEN Ready for different responsibilities
with similar scope.
Expand Beyond Role EXPAND Ready to take on a larger
developmental role.
Develop At Level DEVELOP Likely to remain in current or
similar role, dive deeper.
Too New to Rate NEW Not enough information to rate.

Next Steps
Specify career preferences:
• Select Talent > Edit Career Interests from a worker's related actions menu.

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• On a worker profile, click Edit on the Career Interests tab in the Career profile group.
• In talent reviews, complete the Career Interests section if it's part of the review template.
• In employee reviews, complete the Career section if it's part of the review template.
Related Information
Tasks
Steps: Set Up Interests on page 1280

Set Up Travel Preferences

Prerequisites
Security:
• Set Up: Talent domain in Talent Pipeline functional area.
• Worker Data: Career (parent) domain in Career and Development Planning functional area.
• Worker Data: Travel Preferences domain in Career and Development Planning functional area.

Context
Define the amount of travel time that employees can select when they’re willing to travel. These can be
anything you determine, such as:
• Percentages.
• Number of days or weeks.
• Specific days of the week.

Steps
1. Access the Maintain Travel Amounts task.
2. Specify a Name, Amount, and ID for each travel amount you create.
The ID is for web services and integration purposes.
3. (Optional) To remove an option, select the Inactive check box.
The travel amount remains valid for employees who have already selected it.

Next Steps
• Specify travel preferences:
• Select Talent > Edit Travel Preferences from a worker's related actions menu.
• On a worker profile, select Travel in the Career profile group and click Edit.
• In talent reviews, complete the Travel section if it's part of the review template.
• In employee reviews, complete the Career section if it's part of the review template.
Related Information
Tasks
Steps: Set Up Interests on page 1280

Set Up Relocation Preferences

Prerequisites
Security:
• Set Up: Talent domain in Talent Pipeline functional area.
• Worker Data: Career parent domain in Career and Development Planning functional area.
• Worker Data: Relocation Preferences domain in Career and Development Planning functional area.

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Context
Define the areas that employees can select when they're willing to relocate. These can be anything you
choose, such as:
• Business sites.
• Regions.
• Countries.

Steps
1. Access the Maintain Relocation Areas task.
2. Specify a Name, ID, and Description for each relocation area.
The ID is for web services and integration purposes.
3. (Optional) To remove a relocation area, select the Inactive check box.
The relocation area remains valid for employees who have already selected it.

Next Steps
Specify relocation preferences:
• Select Talent > Edit Relocation Preferences from a worker's related actions menu.
• On a worker profile, select Relocation in the Career profile group and click Edit.
• In talent reviews, complete the Relocation section if it's part of the review template.
• In employee reviews, complete the Career section if it's part of the review template.
Related Information
Tasks
Steps: Set Up Interests on page 1280

Concept: Opportunity Graph

Opportunity Graph is a graphical report for Employee as Self users to view historical job transitions from
their current primary job profile. This report enables employees to explore potential career paths within
your organization with learning content that's completed or rated by employees in job profile transitions.
Contingent workers can't view this report.
Opportunity Graph for Others is a graphical report (secured to the Worker Data: Opportunity Graph
domain) that enables employees to view historical job transitions for other workers to explore additional
potential career paths. Managers can also use the Opportunity Graph for Others report to view historical
job transitions for their team members to use during employee reviews.
What's My Next Move is a multi-tier report that enables employees to explore the historical job transitions
for their job profiles, giving employees greater control over internal job movement and career planning.
Employees can access the What's My Next Move report to identify the possible job roles that others in
the same job profile migrated to. Employees can access only public job profiles and explore up to 12 job
transitions per job profile. Each job profile card displays the next job transition from that job profile, giving
employees insights beyond their current job profile that they can use to plan their career trajectory.
Example: When a worker in the Quality Assurance job profile selects What's My Next Move, the report
displays that 30% of the workers in the Quality Assurance job profile moved to the Support Analyst job
profile. If the worker selects the Support Analyst job profile, the report displays that 70% of workers in the
Support Analyst job profile moved to the Senior Support Analyst job profile.
These reports provide benefits to employees when:
• You create job profiles that include qualifications and job descriptions.
• The reports include many job transitions for employees to explore.
• The reports include many public job profiles, providing more transitions for employees to explore.

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Note that both Opportunity Graph reports are based only on the job profile and aren't unique to a specific
employee.
Related Information
Tasks
Steps: Set Up Opportunity Graph on page 1281
Reference
2022R2 What's New Post: Career Hub Suggested Opportunities for Job Profiles
The Next Level: Establishing a Talent Footprint

Concept: Interests
Interests in Workday enable employee as self users to create and maintain information related to their
career and job interests. Using Interests, your employees can plan their career growth or job transitions
within your organization. Workday doesn't support career or job interests for contingent workers.

Key Features
When you enable Interests in Workday, your employees can:
• Quickly create, revise, and post their interests through the Talent and Performance dashboard or the
Career Profile.
• Plan their career trajectory by comparing their current role with other employees in your organization
using the Compare Worker to Jobs report.
• Share career aspirations with managers to help plan the learning required to grow in their current roles
or transition into other roles.
• Access the Opportunity Graph report to plan possible next moves for their career internally.

Business Benefits
Enable Interests in Workday to:
• Gauge employees career aspirations based on insights from interests data.
• Create strategies to enhance the on-job learning of your employees.
• Provide managers access to the Interest reports of their employees from the Development dashboard.
• Provide employees the avenue to explore career growth internally.

Interests Views
Workday provides these views to set up your employees' interests:
• Consolidated Interests - offers Career (consists of Job Profiles, Skills Interests, Career Preferences,
and Career Interests), Travel, and Relocation sections under the new consolidated Interests report
on the Career for Worker Profile profile group.
Enable the Manage Interests business process (secured to the Self Service: Interests and Worker Data:
Interests domains) to set up the consolidated interests view in the worker profile.
• Unconsolidated Interests - offers Career Interests, Job Interests (Job Profiles), Travel, and
Relocation sections as separate reports in the Career for Worker Profile profile group. Workday
recommends replacing these reports with the consolidated Interests report that simplifies the user
experience for your employees.
Related Information
Tasks
Steps: Set Up Interests on page 1280

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FAQ: Opportunity Graph

Does Opportunity Graph use an algorithm or No. Opportunity Graph doesn't use an algorithm
machine learning? How does it work? or machine learning. Instead, it exposes historical
job profile transactions for every job profile in your
Workday tenant. Opportunity Graph displays the
percentage of moves from a worker's current job
profile to other job profiles in your Workday tenant.
The percentage generates using the following
calculation:
# of Transitions from Job Profile A to Job Profile B /
# of Transitions from Job Profile A to all other Job
Profiles
Note that this calculation doesn't include
terminations as transitions. There may be
some variation depending on the timing of your
calculation, as Opportunity Graph updates every
Tuesday at 11:00 PM PST.
Opportunity Graph data is based on all history
available in your Workday tenant job profiles.
There's no minimum time requirement for exposing
job profile transitions. Workday includes historic
transactions from inactive job profiles unless you
remove them using the Edit Job Profile task. Over
time, more data displays in Opportunity Graph as
employees change job profiles.

Does Opportunity Graph track job change Yes, Opportunity Graph records job change edits
events, or job profile changes I make in Edit as well as job profile edits to positions.
Position?

Does the Opportunity Graph include data from Yes. Opportunity Graph uses data from public job
inactive job profiles? profiles, including inactive ones. To remove inactive
job profiles from Opportunity Graph, access the
Edit Job Profile task and clear the Public Job
check box for each inactive profile.

Does Opportunity Graph offer predictions or No, Opportunity Graph is only based on historical
career advice? job profile transitions. It doesn't predict the
likelihood of an employee moving into a certain
job profile, or recommend moves for specific
employees based on a set of criteria.

Is Opportunity Graph a formal career path tool? No, Opportunity Graph is a self-service
exploration tool that employees can use to help
them understand the possible transitions from their
current job profile.

Related Information
Tasks
Steps: Set Up Interests on page 1280

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Career Hub

Setup Considerations: Career Hub

Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
You can use this topic to help make decisions when planning your configuration and use of Career Hub. It
explains:
• Why set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
See Career Hub Availability and Deployment in the Workday Community for important deployment
considerations.

What It Is
Career Hub is a career development platform that enables employees to discover career opportunities,
plan career steps, and explore relevant skills and jobs within your organization.
We support Career Hub in:
• Chinese (Simplified)
• English
• Dutch
• French (Canada)
• French (France)
• German
• Italian
• Japanese
• Korean
• Portuguese (Brazil)
• Spanish

Business Benefits
• Enables organizations to efficiently upskill internal talent.
• Improves talent mobility by providing personalized career development opportunities.
• Increases employee engagement and retention by encouraging self-directed career and skill
development within your organization.

Use Cases
With Career Hub, your employees can:

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• Define their current skills, career focus, skills development interests, and job interests.
• Use the Suggestions for You section to build a career plan consisting of connections, mentors, gigs,
skills, and learning in the areas they’re interested in developing.
• Use the Plan section to initiate outreach to saved connections and mentors, and take specific actions
that progress their career development.
• Use the Explore section to discover:
• Job suggestions based on the skills on their profile.
• Suggested skills to help them develop in their current role.
• Suggested skills related to their job interests.
• Skills mentioned frequently in internal job posts.
• Access gig, job, and learning suggestions within Career Hub, when you configure Opportunity
Marketplace.

Questions to Consider

Questions Considerations
Which products can you configure while setting up Workday recommends configuring these products
Career Hub? as a part of your setup to access the full suite
of career development experiences available in
Career Hub:
• Anytime Feedback
• Career Connections
• Development Items
• Gigs
• Mentorships
• Opportunity Graph
• Opportunity Marketplace
• Learning
• Recruiting
• People Experience

Do you want to limit Career Hub access to certain You can set up security to define the employee
types of employees? group that can access Career Hub. Typically, full-
time employees with self-service access are best
suited for Career Hub use.
Managers can’t access their employees’ Career
Hub information, but they have complete self-
service access as Career Hub users to further their
own career development.

Recommendations
• Ensure that your employees update their worker profile and skills data so that Career Hub generates
accurate suggestions.
• To enhance Career Hub’s ML inference and skill suggestions, update these sections and make them
available to support machine learning analysis:
• Anytime Feedback
• Job History
• Learning Activity
• Position History
• Project History

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• Ensure job profiles are public and descriptive to make it easier for Career Hub users to express interest
in the jobs associated with these job profiles. Adding skills to job profiles can improve job suggestions
during Career Hub profile setup.
• Ensure that mentors make themselves available and update their mentor skills to give employees
access to a wider pool of available mentors in Career Hub.
• Enter Skills Needed information when creating a gig so that employees looking for development
opportunities are more likely to see relevant suggestions in Career Hub.
• Set up Home page cards using People Experience to enable Career Hub to provide timely career-
related suggestions and follow-ups to users.
• For customers who use Career Hub and are Recruiting customers:
• Consider adding Jobs Hub tasks to the Career Hub Quick Links section.
• The Browse Jobs report is available in global search. However, consider having users discover jobs
directly in Career Hub.
• Jobs Hub is searchable. Consider removing the Careers worklet and not adding Jobs Hub to the
Workday home page menu.

Requirements
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.
After you sign the Innovation Services order form, ensure that you:
• Enable the Innovation Services functional area.
• Create the Career Hub functional area.
• Enable the HCM Machine Learning GA Features innovation service and opt into providing data for
relevant categories.
• Enable Workday Skills Cloud.

Limitations
• You must be a Career Hub customer and meet certain requirements to use this feature. Contact your
Customer Success Manager for information on Career Hub.
• Career Hub doesn’t support contingent workers.
• Match analyses and candidate recommendations only update every 24 hours, Monday through Friday,
so when:
• You expand access to gigs to new workers, Workday can't immediately suggest them as gig
candidates.
• Workers update their skills, their career development opportunities update immediately, but gig hosts
won't immediately see updated match analyses and candidate recommendations.
• You create or update a job or gig, workers' career development opportunities don't update
immediately.
• A worker is terminated, Workday won't immediately remove that worker from candidate
recommendations.

Tenant Setup
On the Edit Tenant Setup – HCM task, Talent section, you can:
• Enable gig and job options.
• Enable suggested learning courses for workers.
• Enable gigs express interest notes to allow workers to create a customized message when expressing
interest in a gig.

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Security
Consider the domains you want to enable as a part of your Career Hub setup.
See Reference: Career Hub Security on page 1300.

Business Processes

Business Process Considerations

Manage Interests Enables workers to set up the job profiles and skill
interests they’re interested in during the What roles
are you interested in exploring profile setup.
Workday recommends that you set up an initiation
step and remove any approval steps so that your
workers can view and select skill interests and
job profiles, and have the ability to complete their
Career Hub profile setup.

Manage Mentorship Gives workers the ability to request mentorships

from their saved mentors in the Plan section.

For additional business process considerations, see Setup Considerations: Talent Marketplace on page
1305.

Reporting
No impact.

Integrations
No impact.

Connections and Touchpoints

Features Considerations
Anytime Feedback You can enable feedback and endorsements
for Career Hub users through the Quick Links
section. Feedback is also available through gig
endorsements for employees.
Development Items You can enable access to career planning and
professional development-related action items for
Career Hub users in the Plan section.
Goals Employees with access to the Self-Service:
Employee Goals domain can add existing individual
goals to their Career Hub Plan.
Goals with configured statuses that map to the
metadata values of Not Started or In Progress are
available for inclusion in Plan, and appear in the To
Do tab when added.
Goals that map to configured statuses of
Completed or Not Applicable aren't available to add
to Plan, nor are Archived goals.

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Features Considerations
Learning Employees with access to the Learning Access
domain can find and add learning content to their
Career Hub Plan from Learning Home or My
Learning. Content added to the Plan section
appears as a To Do item. The View Course action
allows users to mange their progress. Learning
items in Plan remain in sync with those in the
Learning Items in Your Career Hub Plan slider in
My Learning.
Employees can search for Learning content in the
Suggestions for You and Explore sections of
Career Hub.

Manager Insights Hub The Suggested Opportunities section of Manager

Insights Hub suggests gigs, mentors, connections,
and learning opportunities for your direct reports.
When you share an opportunity with a direct report
through Manager Insights Hub, it displays in their
Career Hub with a Manager Suggested label.
Mentorships You can use Career Hub to suggest mentors
who can help employees develop their skills.
Career Hub only suggests workers who opt in
to mentoring. Employees can configure their
mentorship preferences using the My Mentorship
Preferences task.
Opportunity Graph Opportunity Graph sources the historical data that
reveal common career transitions in the Career
Hub Explore section's job profile cards. Suggested
career moves based on the most frequent job
profile transitions from a worker's current role
enables employees to explore potential career
paths within your organization.
The Featured Next Move and Explore Other
Moves cards take users to the Job Profile
Details page, where they can review suggestions
for pursuing the job of interest through people
connections, skills, job openings, learning content
and gigs.

People Experience You can configure Home page cards to enable

timely Career Hub reminders.
Recruiting Employees with access to the Internal Careers
and Opportunity Marketplace domains can find
job suggestions in the Explore section. Job
suggestions are based on the skills on a worker's
profile.
Note that when browsing all opportunities, the
Primary Location facet filter uses the primary
location of the job posting.

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Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Manager Insights Hub on page 1323
Tasks
Set Up Learning for Career Hub Plan on page 1641
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Goals in Career Hub Plan
2023R1 What's New Post: Internal Mobility
2023R1 What's New Post: Learning in Career Hub Plan
2022R2 What's New Post: Career Hub Suggested Opportunities for Job Profiles
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
The Next Level: Career Hub Customer Experiences - Comcast and CSAA Insurance
Workday Community: Career Hub
2023R2 What’s New Post: Manager Insights Hub

Steps: Set Up Career Hub

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.
• You must be a Career Hub customer and meet certain requirements to use this feature. Contact your
Customer Success Manager for information on Career Hub.
• Set up Skills Cloud.
• Review setup considerations for Career Hub.

Context
Career Hub provides your employees personalized mentoring, connections, skills, gigs, and job
recommendations to advance their careers within your organization. You must be a Talent Marketplace
customer to access gigs and jobs within Career Hub.

Steps
1. Enable these functional areas:
• Career Hub
• Innovation Services
See Steps: Enable Functional Areas and Security Policies.

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2. Access the Innovation Services and Data Selection Opt-In report.

On the Innovation Services Opt-In task, select HCM Machine Learning GA Features Available
Services tab in the HCM category.
On the Maintain Innovation Services Data Selection on the Opt-In task, select the opt-in check
boxes for the categories for which you want to contribute data for Machine Learning.
As you complete the task, consider:

Categories Description
Job Requisition Data Select the Opt In check box to enable internal job
postings.
Learning Data Select the Opt In check box to enable
recommended learning courses.
Talent Opportunity Marketplace Data Select the Opt In check box to enable gigs.
Worker Profile Data

Talent Profile Data Select the Opt In check box to enable

certifications, competencies and other talent
information.

Security: Manage: Innovation Services domain in the Innovation Services functional area.
3. (Optional) Access the Edit Tenant Setup - Machine Learning task.
Select the region in which Workday hosts data contributed to the Machine Learning Development
Environment (MLDE). The default region for the MLDE is the U.S.
Security: Set Up: Tenant Setup - Machine Learning domain in the System functional area.
4. Access the Maintain Skills and Experience Setup task.
In the Skills section, select:
• Enable Workday Skills Cloud
• Populate Suggested Skills for Workers
• Include Tenanted Skills in Matching
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
See Steps: Set Up Skills Cloud on page 1566.
5. Access the Domain Security Policies for Functional Area report.
Select Domain Security Policy > Enable from the related actions menu of the domain security policy
for these domains:
• Opportunity Marketplace in the Talent Marketplace functional area.
• Self-Service: Career Hub in the Career and Development Planning and Career Hub functional areas.
• Self-Service: Interests in the Career and Development Planning functional area.
• Self-Service: Skills in the Worker Profile and Skills functional area.
Security: These domains in the System functional area:
• Security Activation
• Security Configuration
6. Edit Domain Security Policies.
Set up domain security policies for the features you want to enable in Career Hub.

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7. Access the Business Process Security Policies for Functional Area report.
Select Business Process Policy > Edit from the related actions menu of these business processes:
• Manage Interests
• Manage Mentorship
For workers to complete their Career Hub profile setup and have the ability to view and select skill
interests and job profiles, set up an initiation step and remove any approval steps for the Manage
Interests business process.
Security: These domains in the System functional area:
• Security Activation
• Security Configuration
8. Activate Pending Security Policy Changes.
9. Access the Edit Tenant Setup – HCM task.
As you complete the Talent section, consider:

Option Description
Enabled Opportunities within Opportunity The Gigs and Jobs options enable opportunities in
Marketplace Career Hub.
Enable Learning within the Opportunity Provide learning suggestions as a part of match
Marketplace analysis within Career Hub.
Enable Additional Details within Job Match Provide users more information on how they
Analysis match with a job posting.
Enable Gigs Express Interest Notes Select the option to allow workers to create a
customized message when expressing interest
in a gig. If enabled, a custom note is not required
to express interest. Workers can write a custom
note, or leave the message field blank.
Disabling the option after a worker has expressed
interest with a custom note results in the note
being removed from the worker's profile.

Security: Set Up: Tenant Setup - HCM domain in the System functional area.
10.Access the Maintain Career Hub and Opportunity Marketplace task.
As you complete the task, consider:

Option Description
Edit Quick Links Select Customized Configuration to configure
Quick Links for Career Hub and Opportunity
Marketplace.
The Is Career Hub or Is Opportunity
Marketplace options are required for each
customized row.
Select Task/Report or External Link to add an
option that displays in the Quick Links section.
Workday saves a Customized Configuration for
later use if the Default Configuration is selected.

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Option Description
Edit Browse Filters Select Customized Configuration to configure
filters for enabled opportunity types.
The Label Override doesn't impact reporting.
Modified labels display only on the Browse page
for the applicable opportunity type. Custom labels
aren't translatable
Filters available for the Customized
Configuration option are only filters supported by
the opportunity types.
Workday saves a Customized Configuration for
later use if the Default Configuration is selected.

Edit Job Level Preferences Select the Hierarchy to determine the seniority
of job recommendations provided to workers.
Workday suggests jobs consistent with the
worker's current grade or level, or 1 grade or level
higher, based on the selected hierarchy.
Edit Plan Preferences The Goals Enabled option is defaulted on. When
selected, this option allows employees to track
individual goals in Career Hub Plan.
The Goal Categories Enabled field appears
when the Goals Enabled option is selected.
Select the tenanted goal categories employees
can use when adding goals to their Career Hub
Plan.

Security: Set Up: Career Hub and Opportunity Marketplace in the Career and Development Planning,
Career Hub and, Talent Marketplace functional areas.
11.(Optional) Add Jobs Hub tasks to the Career Hub Quick Links section.
Recruiting customers who want their workers to search for and apply to jobs in the context of Career
Hub can:
• Access the Maintain Hubs task and configure Jobs Hub. On the Navigation Item Override tab,
select Do Not Show for the Navigation Items.
• Access the Maintain Career Hub and Opportunity Marketplace task. In the Edit Quick Links tab,
select Customized Configuration and add the Manage Job Alerts and My Referrals reports for
Career Hub.
12.(Optional) Add these Career Hub cards to the Home page:
• Get Started with Career Hub
• Career Hub - Suggested Mentor
See Concept: Home Page Workspace.
Security: Set Up: People Experience Configuration domain in the People Experience functional area.
13.(Optional) Configure the Career Hub worklet.
See: Steps: Set Up Dashboards and Landing Pages.

Result
Your workers can access Career Hub to set up their profiles.

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Related Information
Tasks
Set Up Learning for Career Hub Plan on page 1641
Steps: Set Up Jobs Hub on page 320
Steps: Set Up Skills Cloud on page 1566
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Goals in Career Hub Plan
2023R1 What's New Post: Internal Mobility
2023R1 What's New Post: Learning in Career Hub Plan
2022R2 What's New Post: Career Hub and Opportunity Marketplace Quicklinks
2022R2 What's New Post: Career Hub Suggested Opportunities for Job Profiles
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
Workday Community: Available Innovation Services – Service Descriptions and Exhibits
Workday Community: Workday Machine Learning
Reference: HCM Machine Learning GA Features Innovation Service on page 2353
Reference: Impacts of Primary Position Designation on page 720

Process: Refine Maintained Skills for Career Hub Matching

Prerequisites
Review the following topics:
• Setup Considerations: Skills Cloud, for an overview of Skills Cloud functionality.
• Steps: Set Up Career Hub, to complete the configuration requirements for Career Hub.
Configure these security policies in the Worker Profile and Skills functional area:
• Manage: External Skills
• Set Up: Skills and Experience

Context
This topic provides a checklist of tasks to clean up your skills data, with the result of improved machine
learning skills-based recommendations.
Workday automates a portion of the skills curation and management process by automatically enabling
the Duplicate Skills Management and Skill Synonym Management processes for all Skills Cloud
customers. These features reduce the number of semantically similar skills by reconciling them to the most
standardized form of the skill. This consolidation improves the quality of skills data in your tenant.
Workday recommends waiting a minimum of 2 weeks after the automated jobs have completed in Preview
and Production before evaluating your maintained skills, and proceeding with the steps below.
Skills data differs for each tenant. Use the information below as a guide.

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Steps
1. Review and refine maintained skills on worker profiles.
a) In your Production tenant, export all worker skills using the Get Manage Skills web service. Filter for
maintained skills by referencing the skills reference ID.
Note: By default, Skills Cloud skills have reference IDs that look similar to "REMOTE_SKILL - xxx".
b) In your Sandbox or Implementation tenant, inactivate all maintained skills using the Manage Skills
web service.
c) In your Sandbox or Implementation tenant, run the External Skills web service to load worker
maintained skills. This will allow you to see alternative Skills Cloud skill suggestions.
For more information and configuration steps, see the Import External Skills Community article, and
the Talent Web Service Directory.
d) Review the suggestions and determine the appropriate Skills Cloud skills to replace the applicable
maintained skills.
e) In your Production tenant:
1. Delete the maintained skills from worker profiles using the Manage Skills web service.
2. Load the applicable Skills Cloud skill replacements on the worker profiles using the Manage Skills
web service.
Note: Workday recommends that you test Manage Skills web services in your Sandbox or
Implementation tenants prior to making changes in Production.
2. Review and refine maintained skills on other Workday objects, including job profiles, job requisitions,
learning content, and others.
• Repeat the steps above using the relevant object's web services.
• A sample list of associated web services includes:
• Get Job Profiles/Put Job Profile
• Edit Job Requisition
• Get Learning Course Offerings/Put Learning Course Offering
3. Determine a cadence for your organization to proactively review and refine maintained skills for
workers.
a) In your Production tenant, export all maintained skills using the Get Skills web service.
b) Review the output of existing maintained skills to determine which to delete or Inactivate.
Note: Maintained skills can't be deleted, only inactivated, if they're used by other objects.
Inactivating a skill prevents users from adding that skill in the future, and allows your organization to
retain a history of those skills.
c) In your Production tenant, delete or inactivate unwanted maintained skills using the Put Skill web
service.
Note: Workday recommends that you test Put web services in your Sandbox or Implementation
tenants prior to making changes in Production.
4. After completing the initial review and refinement of maintained skills, you can include your maintained
skills in machine learning driven matching and learning recommendations.
a. Access the Maintain Skills and Experience Setup task.
b. Select Include Tenanted Skills in Matching.
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services on
Workday Community for more information.
For more information, see Setup Considerations: Skills Cloudand Steps: Set Up Skills Cloud.

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Related Information
Concepts
Concept: Automated Skill Management on page 1575
Tasks
Steps: Enable Importing of External Skills on page 1570
Reference
Workday Community: Automatic Duplicate and Synonym Skill Management for All Skills Cloud Customers

Concept: Career Hub

Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
Career Hub combines Opportunity Marketplace, Gigs, Skills, and Learning functionality to offer a
centralized career development platform for your workforce.
With career and job profile data, skills, and interests to power machine-learning inferences, Career Hub
provides personalized career opportunities that can help your workforce manage their career development.
Additionally, you can now surface in-demand skills and gigs to use the talent available within your
company.
Your employees have the ability to select a career focus that helps them:
• Grow in their role by discovering new connections and mentors, within your company, to help with the
skills they need to develop.
• Grow beyond their current role by expanding their skill set through gigs and learning content.
• Remain open to both improving in their current role as well as developing the capabilities necessary to
explore new roles.
The Suggestions for You section provides employees with personalized career development
opportunities that they can save and access in the Plan section. The opportunity types include:
• Networking: suggests potential mentors who are skilled in the areas the employee is interested in
developing. Career Hub also recommends coworkers to connect with who share similar skills with the
employee.
• Learning: provides personalized, skill-based learning content, as suggestions that help your employees
develop their skill interests.
• Experiences: enables you to set up in-demand, short or long-term projects as gigs that you can fill with
internally sourced candidates. Employees can participate in the gigs you create to gain experience in
the skills or roles they’re interested in. Gig hosts can also recruit workers who aren't their direct reports
to become gig participants for the gig they create.
Note: You must be a Learning and Opportunity Marketplace customer and subscribe to Innovation
Services to access gigs, jobs, and learning content within Career Hub.
The Plan section displays saved career opportunities such as check-ins, development items, gigs,
individual goals, and learning. Employees can use the Plan section to:
• Track on-going mentorships and to meet with connections.
• Identify the specific career development actions that they should take to further their career interests.
• Access on-going and completed career development items during career conversations.
• Act on in-progress career opportunities.

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• Track individual goals and manage their progress.

• View and manage learning content that remains in sync with the Learning application, ensuring they
can keep track of their progress.
Development Items completed before the user set up their Career Hub profile aren’t displayed in the Plan
section.
Goals that map to the Workday statuses of Not Started and In Progress are available to add to Plan. Goals
that map to the Workday statuses of Completed and Not Applicable are not available to add to Plan, nor
are Archived goals.
The Explore section enables employees to discover skills mentioned frequently in internal job posts. The
skills are related to their current role or job interests, improving their career opportunities and suggestions.
Based on employee skill interests, we provide relevant connection, gig, and job recommendations that
employees can save to the Plan section to determine their next career steps.
Incorporating Opportunity Graph insights into Explore reveals common career transitions for workers,
supporting greater internal job mobility. The Job Profile Details page provides visibility and potential
interest in future job options by surfacing people connections, skills, job openings, learning opportunities
and gigs.

Opportunity Marketplace in Career Hub

If you’re an Opportunity Marketplace customer and have signed-on to Career Hub, you can access the gigs
and jobs features directly from the Career Hub. All gigs and jobs you previously created remain accessible
within Career Hub. Gigs and jobs functionality remain accessible to Opportunity Marketplace customers
who aren't Career Hub customers.

Machine Learning Suggestions in Career Hub

Machine learning factors in the employee's career focus, experience, job profile interests, skill interests,
and the skills they have to return personalized learning, gig, job, networking, and skill recommendations
that help the employee with upskilling towards the next step. You must subscribe to Innovation Services
and opt-in to sharing employee skills data to access machine learning suggestions in Career Hub.
Related Information
Tasks
Set Up Learning for Career Hub Plan on page 1641
Reference
2023R1 What's New Post: Goals in Career Hub Plan
2023R1 What's New Post: Learning in Career Hub Plan
2022R2 What's New Post: Career Hub Suggested Opportunities for Job Profiles
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
Workday Community: Workday Machine Learning

Reference: Career Hub Security

Workday provides these configurable domains that you can use to set up different features within Career
Hub.

Domains Access Modes Considerations

The Internal Careers domain in View Enables workers to view job
the Recruiting functional area. suggestions based on the skills in
their profile.
The Learning Access domain View and Modify Enables:
in the Learning Core functional
area.

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 | Talent | 1301

Domains Access Modes Considerations

• Users to view recommended
learning content based on
specific skills.
• Access to the Grow Your
Career and Learning Items
in Your Career Hub Plan
sliders on the Maintain
Learner Experience task.

The Opportunity Marketplace View and Modify Enables access to the

domain in the Talent Marketplace Opportunity Marketplace.
functional area.
When you’re a Recruiting
customer and have internal
jobs posted, the Opportunity
Marketplace domain provides
access to internal job postings
for Career Hub users. Enable the
Jobs options on the Edit Tenant
Setup - HCM task to view internal
jobs in Career Hub.

The Self-Service: Anytime View and Modify Enables users to request and
Feedback domain in the view feedback.
Performance Enablement
functional area.
The Self-Service: Career View and Modify Enables:
Connections domain in the
• Users to add career
Career and Development
connections.
Planning and Career Hub
functional areas. • Users to view the Connect
with People in this Job section
on the Featured Next Move
Job Details page in Career
Hub.

The Self-Service: Career Hub Modify Enables users to set up their

domain in the Career and Career Hub Profile and have view
Development Planning and and modify access to Career Hub
Career Hub functional areas. data.
The Self-Service: Career Hub View Enables users to view job profile
Job Profiles domain in the Career suggestions in Career Hub
and Development Planning and Explore.
Career Hub functional areas.
The Self-Service: Check-Ins View and Modify Enables users to manage their
domain in the Performance check-ins from the mentor card in
Enablement functional area. Career Hub Plan.
The Self-Service: Development View and Modify Enables users to add
Items domain in the Career development items to progress
and Development Planning career goals.
and Performance Enablement
functional areas.

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Domains Access Modes Considerations

The Self-Service: Employee View and Modify Enables:
Goals and Set Up: Goals
• Users with modify permission
domains in the Performance
on the Self-Service: Employee
Enablement functional area.
Goals domain to add existing
individual goals to their Career
Hub Plan.
• Administrators with modify
permission on the Set Up:
Career Hub and Opportunity
Marketplace and Set Up:
Goals domains to Edit Plan
Preferences.

The Self-Service: Mentoring View and Modify Enables users to view and
domain in the Career and modify career actions relevant
Development Planning functional to connections, skills, and
area. mentoring.
The Self-Service: Skills domain View and Modify Enables:
in the Worker Profile and Skills
• Users to view and modify their
functional area.
skill interests.
• Users to view and modify
their mentor skills on the My
Mentorship Preferences
task.

The Worker Data: Career Hub View Enables users to access data and
domain in the Career Hub report fields on another worker's
functional area. Career Hub usage, including their
Career Hub Profile status.
These domains in the Career and View and Modify Enables users to view and modify
Development Planning functional their career interests, and view
area: other user's interests.
• Self-Service: Interests
• Worker Data: Interests

These domains in the People View Enables users to view Workday

Experience functional area: Today Career Hub cards.
• People Experience Access
• Set Up: People Experience
Configuration

These domains in the Staffing View Enables users to view information

functional area: about another worker's staffing
details, including job profile,
• Worker Data: Current Job
length of service, time in position,
Profile Information
job family, and business title.
• Worker Data: Current Staffing
Information
• Worker Data: Time in Position
• Worker Data: Job Family on
Worker Profile

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Domains Access Modes Considerations

• Worker Data: Business Title
on Worker Profile

These domains in the Talent View and Modify Enables:

Marketplace functional area:
• Administrators and gig hosts
• Gig Worker Data to create and modify gigs.
• Gigs • Career Hub users to access
• Manage: Gigs and express interest in
• Manage Gigs: Host Access recommended gigs.
• Profile Group: Gigs • Administrators with modify
• Self Service: Gigs permission on the Setup:
Gigs domain to configure gig
• Setup: Gigs
availabilities.
• Set Up: Career Hub and
• Administrators with modify
Opportunity Marketplace
permission on the Setup: Gigs
• Worker Data: Gigs domain to view gigs created
by other gig hosts.
• Administrators with modify
permission on the Set Up:
Career Hub and Opportunity
Marketplace domain to
configure browse filters,
Quick Links, and job level
preferences.

These domains in the Worker View Enables users to view information

Profile and Skills functional area: about another worker's education,
job history, and skills.
• Person Data: Education
• Person Data: Job History
• Person Data: Skills

Related Information
Tasks
Set Up Learning for Career Hub Plan on page 1641
Reference
2023R1 What's New Post: Goals in Career Hub Plan
2023R1 What's New Post: Learning in Career Hub Plan
2022R2 What's New Post: Career Hub Suggested Opportunities for Job Profiles
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace

FAQ: Career Hub

Does Career Hub use existing skills values after Career Hub uses the skills data present on the
setup? Worker Profile. You can import tenanted skill
values into Career Hub by using the Maintain
Skills and Experience Setup task.

What's the impact of each career focus option? Your users can select the career focus option
that best suits their career growth needs. Based
on the career focus, job interests, and skill
interests, Career Hub uses machine-learning
inferences and talent trends within your company

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 | Talent | 1304

to provide personalized career opportunities such

as connections, mentors, gigs, jobs, and learning
items. Users can take actionable next steps to
incrementally gain expertise toward their career
focus or explore career opportunities to develop
skills.
In the Grow Beyond Role option, Career
Hub provides users with personalized career
opportunities to pursue job interests beyond their
current role. Using the available pool of job profiles
in your company, Career Hub makes it possible for
users to select job interests and add relevant skill
interests to develop for the new role. This option is
best suited for users looking to transition into other
roles within your company.
The Grow in Role option enables users to focus
on developing the skills and capabilities necessary
to perform better in their current role. Selecting this
option surfaces customized career opportunities
that users can act on to gain greater expertise
within their role.
The Open to Both option is suited for users that
need the flexibility to grow in their current role while
also making progress toward their job interests.

Why can't users see any suggestions? Is For users to see suggestions, ensure that you
machine learning not working? include sufficient skills in gig descriptions and job
profiles. Your users can see a wider pool of mentors
when available mentors update their mentor skills.
Users can improve their Career Hub suggestions
for learning content and jobs by updating the skills
on their worker profile and making themselves
available for gigs. Additional attributes such as job
titles, education, and years of experience determine
the machine learning based suggestions.

How often are suggestions updated in Career Career Hub updates suggestions daily, Monday
Hub? through Friday.

Why do I need to sign up for Innovation Signing the Innovation Services Addendum gives
Services to access Career Hub and its machine you access to the Workday HCM Machine Learning
learning capabilities? GA Features innovation service, which enhances
and optimizes various areas within our Human
Capital Management suite of products. Opting into
this innovation service is a requirement for Career
Hub, and gives you access to a new class of talent-
specific cloud products enhanced by best-in-class
third-party utilities, advanced technologies, and
intelligent services.

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Talent Marketplace

Setup Considerations: Talent Marketplace

Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
You can use this topic to help make decisions when planning your configuration and use of Talent
Marketplace. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Talent Marketplace consists of the Opportunity Marketplace and Gigs applications, which connect your
workforce with opportunities based on your employees' skills, experience, and interests. With Talent
Marketplace, users can:
• Explore career growth opportunities by accessing jobs and gigs, and associated learning content
suggestions.
• Create and manage gigs, forming internal teams with varying commitments and durations.

Business Benefits
Talent Marketplace uses machine learning and the Skills Cloud to help you:
• Create and manage internal opportunities based on skills.
• Find the right candidates for opportunities based on their identified skills.
• Optimize talent resources by identifying and matching workers with opportunities where they might have
the most impact.
• Increase employee engagement by providing visibility into specific skills needed for opportunities.

Use Cases
Organizations can provide employees opportunities where they can use their skills and develop their
interests.
Employees can use the Opportunity Marketplace to strengthen their talent profile, make connections, and
grow their careers within an organization.
Contingent workers can use Opportunity Marketplace to browse and apply to suggested jobs based on
their skills.

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Questions to Consider

Questions Considerations
Do you have a global workforce? The machine learning that Talent Marketplace
uses for recommendations currently supports these
languages:
• Chinese (Simplified)
• Dutch
• English
• French (Canada)
• French (France)
• German
• Italian
• Japanese
• Korean
• Portuguese (Brazil)
• Spanish (Neutral)
You can create intersection security groups to limit
access to locations or organizations that support
these languages.

Will you include jobs in Opportunity Marketplace? To ensure that employees and contingent
workers get the best possible matches with job
opportunities, confirm that your jobs have accurate:
• Job titles
• Job profile descriptions
• Job profile summary
• Skill qualifications

How do you want to use skills with Talent Talent Marketplace uses the Skills Cloud to
Marketplace? determine what skills an employee might have from
their current role, education, and job history.
When suggesting gigs to workers and workers to
gigs, Workday compares the skills on the gig to
the skills on the worker's profile. Machine learning
identifies when workers' skills match the skills listed
on the gig, including if workers' skills are similar
enough so as to provide coverage of skills listed on
the gig.
Job suggestions are based on a comparison of the
skills that the worker has explicitly added to their
profile with the skills that Workday infers from the
job requisition.
Gigs hosts can provide skill endorsements for
employees of a completed gig. When a gig host
endorses a skill, Workday adds the skill to the
employee's worker profile.

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 | Talent | 1307

Recommendations
• When you implement Talent Marketplace for the first time, we recommend that you start with a small
part of your organization. Use the feedback and experience from this group to develop your Talent
Marketplace before introducing it to the broader organization.
• When you only enable gig opportunities for the Opportunity Marketplace, configure a selection of
available gigs before giving employees access to the feature.
• When you enable jobs for contingent workers, create an internal career site for non-workers so they can
search for and apply to jobs.
• For customers who use Opportunity Marketplace and are Recruiting customers:
• Consider adding Jobs Hub tasks to the Opportunity Marketplace Quick Links section.
• The Browse Jobs report is available in global search. However, consider having users discover jobs
directly in Opportunity Marketplace.
• Jobs Hub is searchable. Consider removing the Careers worklet and not adding Jobs Hub to the
Workday home page menu.
• To ensure that opportunity matching works in your implementation tenant, access the Maintain
Weekly Machine Learning Activation for Implementation Tenant task and select the HCM
Machine Learning GA Features service check box. This task enables Workday to refresh matches
every Monday. To refresh matches manually once every 24 hours, access the Run On-Demand
Machine Learning Activation for Implementation Tenant task. These tasks are specific to your
implementation tenant only, and are not supported in Production or Sandbox tenants.
• If you've opted into HCM Machine Learning Early Access (EA) Features using the Innovation
Services Opt-In task, you must select both this service check box, and the GA option, when running
the Maintain Weekly Machine Learning Activation for Implementation task.
• Similarly, to refresh matches manually, you must select both GA and EA check boxes when running
the Run On-Demand Machine Learning Activation for Implementation Tenant task.
• If both GA and EA aren't selected when running either task, neither service will complete
successfully, and models for both selections won't be created.

Requirements
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.
Enable Skills Cloud on the Maintain Skills and Experience Setup task.

Limitations
• Workday only uses Skills Cloud skills when matching workers to opportunities.
• Gigs and career interests aren't supported for contingent workers.
• You can't configure help text for the Add Gig Member business process.
• Match analyses and candidate recommendations only update every 24 hours, Monday through Friday,
so when:
• You expand access to gigs to new workers, Workday can't immediately suggest them as gig
candidates.
• Workers update their skills, their career development opportunities update immediately, but gig hosts
won't immediately see updated match analyses and candidate recommendations.
• You create or update a job or gig, workers' career development opportunities don't update
immediately.
• A worker is terminated, Workday won't immediately remove that worker from candidate
recommendations.

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 | Talent | 1308

Tenant Setup
On the Edit Tenant Setup - HCM task, in the Talent section, you can:
• Enable gigs and jobs as opportunities within the Opportunity Marketplace.
• Enable suggested learning courses for workers viewing their gig match analysis.
• Restrict suggested jobs to a user's primary location.
• Enable gigs express interest notes to allow workers to create a customized message when expressing
interest in a gig.
On the Edit Tenant Setup - Notifications task, in the Notification Delivery Settings section, HCM
category, you can:
• Configure notification settings for Gigs and Marketplace Opportunity Promotion.

Security
Configure these security domains in the Talent Marketplace functional area.

Domains Considerations
Gig Worker Data Enables users to view a gig candidate's availability,
skills, and skill interests.
Gigs Enables workers to:
• Access gigs.
• Express or remove interest in gigs.
• Display as a candidate when they're a match for
a gig.
• Receive notifications for gig promotions.

Manage Gigs: Host Access Enables users to access the Gigs landing page,
where they can:
• Create gigs.
• View all gigs that they manage.

Manage: Gigs Enables users to view and edit their gigs and gig
members.
You can create and assign a:
• Constrained role-based security group for gig
hosts to manage only the gigs that they create.
• User-based security group for gig administrators
to manage all gigs across your tenant.

Opportunity Marketplace Enables employees and contingent workers to

access Opportunity Marketplace.
Self Service - Gigs Enables workers to view their own gig history,
including gigs they have expressed interest or
participated in.
Setup: Gigs Enables administrators to configure gig availabilities
utilizing the Maintain Gig Availabilities task.
Enables users to create categories and types for
gigs.

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Domains Considerations
To enable gig administrators to view gigs created
by other gig hosts, they must have Modify
permission on the Setup: Gigs domain.

Set Up: Career Hub and Opportunity Marketplace Enables administrators to configure browse
filters and job level preferences when running
the Maintain Career Hub and Opportunity
Marketplace task.
Worker Data: Gigs Enables users to view a another worker's gig
history, including gigs the worker expressed interest
or participated in.

To ensure that Talent Marketplace works properly across your tenant, configure these domains.

Domains Considerations
Internal Careers in the Recruiting functional area. When you enable job opportunities, ensure that
employees have View permission so that they
can view internal job postings in Opportunity
Marketplace.
Learning Access in the Learning Core functional Ensure that employees have View permission when
area. you enable Workday to suggest learning courses to
workers when they view their gig match analysis.
Person Data: Skills in the Worker Profile and Skills Grant Administrator, Manager, and Partner security
functional area groups Modify permission to access another
worker's skills.
Self-Service: Interests in the Career and Ensure that employees have Modify permission to
Development Planning functional area. access and manage their skills interests.
Self-Service: Personal Data in the Personal Data Ensure that employees have Modify permission to
functional area. manage their own personal information.
Self-Service: Skills in the Worker Profile and Skills Ensure that employees have Modify permission so
functional area. that they can add suggested skills to their profiles.
Worker Data: Anytime Feedback in the Grant Administrator, Manager, and Partner security
Performance Enablement functional area. groups View permission to see ad-hoc feedback for
a worker.
Worker Data: Interests in the Career and Grant Administrator, Manager, and Partner security
Development Planning functional area. groups View permission to see workers' skill
interests.
In the Performance Enablement functional area: Ensure that employees have View permission on
these domains so they can view feedback from a
• Self-Service: Anytime Feedback
gig.
• Self-Service: Feedback

In the Staffing functional area: Ensure that employees have View permission on
either of these domains so they can see public
• Self-Service: Current Staffing Information
information on their and other workers' worker
• Worker Data: Public Worker Reports profile.

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 | Talent | 1310

Business Processes

Business Processes Considerations

Add Gig Member Configure to enable users to add employees to a
gig.
We recommend adding an approval step for
employees.

Manage Gig Configure to enable users to create and edit gigs.

Ensure that users who can initiate this business
process have access to either the Manage: Gigs or
Manage Gigs: Host Access domains.
Workday automatically assigns the gig host role to
the gig creator.
Workday recommends adding the same security
groups to the Create Gig and Edit Gig initiating
actions to ensure that gig hosts can always edit
their gigs. To edit a gig they've created, gig hosts
must be part of a security group secured to the
Edit Gig initiating action that has the Workday
assignable role of Gig Host.
Edit Gig automatically approves and doesn't
use any of your configured approval steps or
routing rules on the Manage Gig business process
definition.

Give Feedback Configure to enable gig hosts to provide feedback

for employees in a completed gig.
Manage Interests Configure for employees to edit their skill interests
and access Opportunity Marketplace.

Reporting

Reports Considerations
Gigs Gig hosts can manage and create gigs.
Members of a user-based security group with
access to this report can view all gigs.

My Gig Events Gig hosts and administrators can view business

process events and information, including Gig
Name, Gig Status, Gig Approved Members, Gig
Start Date, and Gig End Date.

Integrations
No impact.

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 | Talent | 1311

Connections and Touchpoints

Features Considerations
Anytime Feedback When gig hosts mark gigs as complete, they can
give anytime feedback to each gig member.
Interests The Opportunity Marketplace recommends
gigs that can help employees develop their skill
interests.
Recruiting You can enable the Opportunity Marketplace to
include internal job postings.
Note that when browsing all opportunities, the
Primary Location facet filter uses the primary
location of the job posting.
For the best matches, ensure that job profiles,
positions, and job requisitions have appropriate
titles, descriptions, and skill qualifications.

Learning You can enable Workday to recommend learning

courses to workers when they view their gig match
analysis. Workday recommends learning courses
based on the skills required for the gig that are
missing from the worker's profile.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Tasks
Steps: Set Up Feedback on page 1472
Steps: Set Up Internal Recruiting on page 319
Steps: Set Up Skills Cloud on page 1566
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Gigs Promotion
2023R1 What's New Post: Internal Mobility
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
2022R2 What's New Post: Configurable Gig Availabilities

Steps: Set Up Talent Marketplace

Prerequisites
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.
• Review set up considerations for Talent Marketplace.
• Enable Skills Cloud.

Context
With Talent Marketplace, you can:
• Create short-term work assignments called gigs and quickly identify the right talent for each gig.

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 | Talent | 1312

• Provide access to the Opportunity Marketplace, where workers can discover gig and job opportunities
based on their talent data.

Steps
1. Access the Maintain Functional Areas task.
Select the Enabled check box for these functional areas:
• Innovation Services
• Talent Marketplace
Security: Security Configuration domain in the System functional area.
2. Access the Innovation Services and Data Selection Opt-In report.
On the Innovation Services Opt In task, select the HCM Machine Learning GA Features service on
the Available Services tab in the HCM category.
On the Maintain Innovation Services Data Selection Opt-In task, select the opt-in check boxes for
the categories for which you want to contribute data for Machine Learning.
As you complete the task, consider:

Categories Description
Job Requisition Data Select the Opt In check box to enable internal job
postings for the Opportunity Marketplace.
Learning Data Select the Opt In check box to enable
recommended learning course within
opportunities.
Talent Opportunity Marketplace Data Select the Opt In check box to enable gigs.
Worker Profile Data

Security: Manage: Innovation Services domain in the Innovation Services functional area.
3. (Optional) Access the Edit Tenant Setup - Machine Learning task.
Select the region in which Workday hosts data contributed to the Machine Learning Development
Environment (MLDE). The default region for the MLDE is the U.S.
Security: Set Up: Tenant Setup - Machine Learning in the System functional area.
4. Access the Maintain Skills and Experience Setup task.
In the Skills section, select:
• Enable Workday Skills Cloud
• Populate Suggested Skills for Workers
• (Optional) Include Tenanted Skills in Matching
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
5. Configure security for gigs and Opportunity Marketplace.
See Steps: Set Up Security for Talent Marketplace on page 1314.
6. Set up gigs.
See Steps: Set Up Gigs on page 1316.
7. Access the Edit Tenant Setup - HCM task.
As you complete the Talent section, consider:

Option Description
Enabled Opportunities within Opportunity Select opportunities to make available in
Marketplace Opportunity Marketplace.

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 | Talent | 1313

Option Description
Enable Learning within the Opportunity Select the option for Workday to suggest learning
Marketplace courses to employees viewing an opportunity.
Restrict Suggested Jobs to User's Primary Limit suggested jobs to the worker's primary
Location location. Enabling this option overrides the
Suggested Jobs location options that workers
select in Opportunity Marketplace Preferences.
Workers can limit suggested jobs by Country,
State or Region, or Office. The All Locations
option is defaulted.
Enable Gigs Express Interest Notes Select the option to allow workers to create a
customized message when expressing interest
in a gig. If enabled, a custom note is not required
to express interest. Workers can write a custom
note, or leave the message field blank.
Disabling the option after a worker has expressed
interest with a custom note results in the note
being removed from the worker's profile.

Security: Set Up: Tenant Setup - HCM domain in the System functional area.
8. Access the Maintain Career Hub and Opportunity Marketplace task.
As you complete the task, consider:

Option Description
Edit Quick Links Select Customized Configuration to configure
Quick Links for Career Hub and Opportunity
Marketplace.
The Is Career Hub or Is Opportunity
Marketplace options are required for each
customized row.
Select Task/Report or External Link to add an
option that displays in the Quick Links section.
Workday saves a Customized Configuration for
later use if the Default Configuration is selected.

Edit Browse Filters Select Customized Configuration to configure

filters for enabled opportunity types.
The Label Override doesn't impact reporting.
Modified labels display only on the Browse page
for the applicable opportunity type. Custom labels
aren't translatable.
Filters available for the Customized
Configuration option are only filters supported by
the opportunity types.
Workday saves a Customized Configuration for
later use if the Default Configuration is selected.

Edit Job Level Preferences Select the Hierarchy to determine the seniority
of job recommendations provided to workers.

©2023 Workday, Inc. All rights reserved Workday Proprietary and Confidential
 | Talent | 1314

Option Description
Workday suggests jobs consistent with the
worker's current grade or level, or 1 grade or level
higher, based on the selected hierarchy.

Security: Set Up: Career Hub and Opportunity Marketplace in the Career and Development Planning,
Career Hub, and Talent Marketplace functional areas.
9. (Optional) Add Jobs Hub tasks to the Opportunity Marketplace Quick Links section.
Recruiting customers who want their workers to search for and apply to jobs in the context of
Opportunity Marketplace can:
• Access the Maintain Hubs task and configure Jobs Hub. On the Navigation Item Override tab,
select Do Not Show for the Navigation Items.
• Access the Maintain Career Hub and Opportunity Marketplace task. In the Edit Quick Links tab,
select Customized Configuration and add the Manage Job Alerts and My Referrals reports for
Opportunity Marketplace.
10.(Optional) Configure the Gigs and Opportunity Marketplace dashboards as worklets on the Home
page.
See Steps: Set Up Dashboards and Landing Pages.
11.(Optional) Access the Edit Tenant Setup - Notifications task.
In the Notification Delivery Settings section, on the HCM category, configure notification settings for
the Gigs and Marketplace Opportunity Promotion on the Notification Type grid.
Security: Set Up: Tenant Setup - BP and Notifications domain in the System functional area.
Related Information
Tasks
Steps: Set Up Jobs Hub on page 320
Steps: Set Up Skills Cloud on page 1566
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Gigs Promotion
2023R1 What's New Post: Internal Mobility
2022R2 What's New Post: Career Hub and Opportunity Marketplace Quicklinks
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
2022R2 What's New Post: Configurable Gig Availabilities
Workday Community: Available Innovation Services – Service Descriptions and Exhibits
Workday Community: Workday Machine Learning
Reference: HCM Machine Learning GA Features Innovation Service on page 2353
Reference: Impacts of Primary Position Designation on page 720

Steps: Set Up Security for Talent Marketplace

Context
You can set up security to determine who can:
• Access the Opportunity Marketplace.
• Create and manage gigs.
• Set up gigs.

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 | Talent | 1315

Steps
1. Access the Domain Security Policies for Functional Area report.
Select Domain Security Policy > Enable from the related actions menu of these domain security
policies in the Talent Marketplace functional area:
• Gigs
• Gig Worker Data
• Manage: Gigs
• Manage Gigs: Host Access
• Opportunity Marketplace
• Self Service - Gigs
• Setup: Gigs
• Set Up: Career Hub and Opportunity Marketplace
• Worker Data: Gigs
Security: Security Activation and Security Configuration domains in the System functional area.
2. Create User-Based Security Groups.
Create a user-based security group named Gig Administrator and assign users.
Note: Workers in the Gig Administrator security group that are also a member of a gig do not retain
their administrator privileges for that specific gig.
3. Set Up Assignable Roles.
As you complete the task, consider:

Role Name Workday Role Enabled For Description

Enter a name for the gig Select Gig Host. Select Gig. Select the Self-Assign
host role. check box.
4. Create Role-Based Security Groups.
Create constrained and unconstrained role-based security groups for the gig host role that you created.
As you create a constrained role-based security group, consider:

Option Description
Access Rights to Organizations Workday recommends that you select Applies
To Current Organization and Unassigned
Subordinates.
Access Rights to Multiple Job Workers Workday recommends that you select Role has
access to the positions they support.
5. Edit Domain Security Policies.
Configure these domains in the Talent Marketplace functional area:

Domain Recommended Security Permission

Groups
Gigs All Employees Modify
Gig Worker Data Gig Administrator View
Gig Host (Unconstrained)

Manage: Gigs Gig Administrator Modify

Manager

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 | Talent | 1316

Domain Recommended Security Permission

Groups
Manage Gigs: Host Access Gig Administrator Modify
Manager (Unconstrained)

Opportunity Marketplace All Employees Modify

Self Service - Gigs Employee As Self Modify
Setup: Gigs Gig Administrator Modify
Set Up: Career Hub and HR Administrator Modify
Opportunity Marketplace
Talent Administrator

Worker Data: Gigs Gig Administrator View

Gig Host

When you enable new workers to access gigs, Workday doesn't suggest them as gig candidates for up
to 24 hours, until the match analysis data process updates, on business days only.
6. Edit Business Process Security Policies.
Configure the security policies for these business processes:
• Add Gig Member
• Manage Gig
7. Activate Pending Security Policy Changes.
Related Information
Reference
2022R2 What's New Post: Configurable Career Hub and Opportunity Marketplace
2022R2 What's New Post: Configurable Gig Availabilities

Steps: Set Up Gigs

Prerequisites
Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
Configure the security policies for these business processes in the Talent Marketplace functional area:
• Add Gig Member
• Manage Gig

Context
You can set up the Gigs application so that users can create temporary work assignments that they can
promote to internal candidates. Workday uses machine learning to determine which employees have the
best skills for each gig.

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To use custom labels throughout Talent, use the Maintain Custom Labels task. Create custom labels to
replace the default Workday labels Gig and Gigs with your organization's terms.

Steps
1. Access the Create Business Process Definition (Default Definition) task.
Create and configure default definitions for these business processes in the Talent Marketplace
functional area:
• Add Gig Member
• Manage Gig
Security: Business Process Administration and Manage: Business Process Definitions domains in the
System functional area.
2. (Optional) Create Custom Notifications.
Configure a custom notification to notify a manager when their direct report initiates the Manage Gig
business process.
3. Access the Maintain Gig Availabilities task.
Configure gig availabilities and select the default for Career Hub or Opportunity Marketplace
onboarding. The Workday owned gig availability of Not Available is required and is always an option for
employees when choosing their availability for gigs.
Security: Setup: Gigs in the Talent Marketplace functional area.
4. Access the Maintain Gig Types task.
Create gig types to enable employees to filter gigs by type in the Opportunity Marketplace.
Security: Setup: Gigs in the Talent Marketplace functional area.
5. Access the Maintain Gig Categories task.
Create gig categories to enable employees to filter gigs by category in the Opportunity Marketplace.
Security: Setup: Gigs in the Talent Marketplace functional area.
6. Add the Gigs report to the Career for Worker Profile profile group to display relevant gigs and worker
gig histories.
See Steps: Set Up Profiles and Profile Groups.
7. Set up anytime feedback to enable gig hosts to provide feedback for gig members.
See Steps: Set Up Feedback on page 1472.
8. (Optional) Enable express interest notes to allow gig candidates to add a custom message when
expressing interest in a gig.
On the Edit Tenant Setup - HCM task, Talent section, select the option to Enable Gigs Express
Interest Notes.
Security: Set Up: Tenant Setup - HCM in the System functional area.

Result
Users can access the Gigs report to create and manage gigs. When a user creates a gig, Workday
automatically assigns them as the gig host.
On a gig's manage gig team page, the gig host can use the Show Me filter to view interested candidates.
From the related actions on the candidate card, gig hosts can select View Express Interest Note to
review the candidate's custom message. When a candidate is added to the gig team, the gig host can view
the interest note on the Gigs tab in the Career profile group of the worker's profile.

Next Steps
Enable gig opportunities for the Opportunity Marketplace.

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Related Information
Tasks
Create Custom Labels
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Gigs Promotion
2022R2 What's New Post: Configurable Gig Availabilities
Workday Community: Workday Machine Learning

Promote Gig

Prerequisites
Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
• Create gigs and make them available to candidates.
• Security: Manage: Gigs in the Talent Marketplace functional area.

Context
You can promote to specific candidates, subsets of candidates, or all recommended candidates for a gig
from the Manage Gig Team page. Recommended candidates surface on a gig after Workday compares
the skills listed on a worker's profile to the skills listed on a gig as Skills Needed. The result, a Match
Analysis, designates the worker as a Fair, Good or Strong Match.

Steps
1. Access the Gigs report.
2. Select Actions > Manage Gig Team on the gig you want to promote.
3. (Optional) Use the Filters and Additional Filters to refine the list of candidates.
4. Select Promote.
5. Enter text for the title and message fields, or use the Workday provided defaults.
6. (Optional) Deselect candidates from the promotion.

Result
Candidates receive a notification on their notifications page that contains the custom notification title and
message, and the name of the gig. The notification also includes a link to the gig.

Next Steps
Users can access the Gigs report to manage their gigs.
Related Information
Concepts
Concept: Notifications

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Reference
2023R1 What's New Post: Gigs Promotion
Reference: Edit Tenant Setup - Notifications

Process: Refine Maintained Skills for Talent Marketplace Matching

Prerequisites
Review the following topics:
• Setup Considerations: Skills Cloud, for an overview of Skills Cloud functionality.
• Steps: Set Up Talent Marketplace, to complete the configuration requirements for Talent Marketplace.
Configure these security policies in the Worker Profile and Skills functional area:
• Manage: External Skills
• Set Up: Skills and Experience

Context
This topic provides a checklist of tasks to clean up your skills data, with the result of improved machine
learning skills-based recommendations.
Workday automates a portion of the skills curation and management process by automatically enabling
the Duplicate Skills Management and Skill Synonym Management processes for all Skills Cloud
customers. These features reduce the number of semantically similar skills by reconciling them to the most
standardized form of the skill. This consolidation improves the quality of skills data in your tenant.
Workday recommends waiting a minimum of 2 weeks after the automated jobs have completed in Preview
and Production before evaluating your maintained skills, and proceeding with the steps below.
Skills data differs for each tenant. Use the information below as a guide.

Steps
1. Review and refine maintained skills on worker profiles.
a) In your Production tenant, export all worker skills using the Get Manage Skills web service. Filter for
maintained skills by referencing the skills reference ID.
Note: By default, Skills Cloud skills have reference IDs that look similar to "REMOTE_SKILL - xxx".
b) In your Sandbox or Implementation tenant, inactivate all maintained skills using the Manage Skills
web service.
c) In your Sandbox or Implementation tenant, run the External Skills web service to load worker
maintained skills. This will allow you to see alternative Skills Cloud skill suggestions.
For more information and configuration steps, see the Import External Skills Community article, and
the Talent Web Service Directory.
d) Review the suggestions and determine the appropriate Skills Cloud skills to replace the applicable
maintained skills.
e) In your Production tenant:
1. Delete the maintained skills from worker profiles using the Manage Skills web service.
2. Load the applicable Skills Cloud skill replacements on the worker profiles using the Manage Skills
web service.
Note: Workday recommends that you test Manage Skills web services in your Sandbox or
Implementation tenants prior to making changes in Production.

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2. Review and refine maintained skills on other Workday objects, including job profiles, job requisitions,
learning content, and others.
• Repeat the steps above using the relevant object's web services.
• A sample list of associated web services includes:
• Get Job Profiles/Put Job Profile
• Edit Job Requisition
• Get Learning Course Offerings/Put Learning Course Offering
3. Determine a cadence for your organization to proactively review and refine maintained skills for
workers.
a) In your Production tenant, export all maintained skills using the Get Skills web service.
b) Review the output of existing maintained skills to determine which to delete or Inactivate.
Note: Maintained skills can't be deleted, only inactivated, if they're used by other objects.
Inactivating a skill prevents users from adding that skill in the future, and allows your organization to
retain a history of those skills.
c) In your Production tenant, delete or inactivate unwanted maintained skills using the Put Skill web
service.
Note: Workday recommends that you test Put web services in your Sandbox or Implementation
tenants prior to making changes in Production.
4. After completing the initial review and refinement of maintained skills, you can include your maintained
skills in machine learning driven matching and learning recommendations.
a. Access the Maintain Skills and Experience Setup task.
b. Select Include Tenanted Skills in Matching.
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services on
Workday Community for more information.
For more information, see Setup Considerations: Skills Cloudand Steps: Set Up Skills Cloud.
Related Information
Concepts
Concept: Automated Skill Management on page 1575
Tasks
Steps: Enable Importing of External Skills on page 1570
Reference
Workday Community: Automatic Duplicate and Synonym Skill Management for All Skills Cloud Customers

Reference: Gigs Notifications

Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.
Gig users receive notifications about gigs in their Workday notifications page. You can also send the
notifications by email by accessing the Edit Tenant Setup - Notifications task. In the Notification
Delivery Settings > HCM section, you can set up email notifications based on the notification types Gigs
or Marketplace Opportunity Promotion. All notifications include a link to the gig.

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Gig hosts can create a customized title and message when promoting a gig. Workday sends the
customized promotion notification to the worker's notifications page. For all other gig notifications, you can't
customize the notification content. Workday populates the notification with data such as:
• Gig title.
• Gig status.
• User names.

Gigs
Workday sends these notifications to gig users:

Description Example Notification

The gig host receives a notification when someone Jane Snow is interested in your gig Machine
expresses interest in their gig. Learning and Skills.
The gig host receives a notification when someone Dan Black has removed their interest in your gig
removes their interest in their gig. Machine Learning and Skills.
Anyone who has expressed interest in a gig but The gig Machine Learning and Skills has been fully
isn't a member of the gig receives a notification staffed.
when the gig is fully staffed.
Gig members receive a notification when the gig Logan McNeil has cancelled the gig Machine
host cancels the gig. Learning and Skills.
Gig members receive a notification when the gig Congratulations on completing the gig Machine
host completes the gig and gives them feedback. Learning and Skills. Logan McNeil has given
you feedback on your work. Click to view their
comments.
Gig members receive a notification when the gig Logan McNeil has removed you from the gig
host removes them from a gig. Machine Learning and Skills.
The gig host receives a notification when a gig Dan Black has left the gig Machine Learning and
member leaves the gig. Skills. Machine Learning and Skills status is In
Recruiting. You can add another member to your
gig by going to the Manage Team page or remove
your open position by editing your gig.

Marketplace Opportunity Promotion

Workday sends these notifications to gig users:

Description Example Notification

Recommended candidates receive a notification We found a gig that you might be interested in.
when a gig host promotes a gig.

Related Information
Concepts
Concept: Notifications
Reference
2023R2 What's New Post: Gigs Express Interest Notes
2023R1 What's New Post: Gigs Promotion
Reference: Edit Tenant Setup - Notifications

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FAQ: Talent Marketplace

Note:
We are renaming Gigs to Flex Teams. This is an ongoing initiative that we plan to deliver in March 2024,
with the 24R1 release. At that time, we will communicate additional details in the What's New in Workday
report.
The flex teams label will replace the gigs label and will appear across the entire application, including
Career Hub, Manager Insights Hub, and Opportunity Marketplace. Flex teams will replace gigs in
notifications, reports, tasks, and other user interface text. We will make the flex teams label customizable
for all customers.

Does location affect how Workday matches No, location doesn't affect matching.
candidates to gigs?

Does availability affect how Workday matches No, availability, or expected availability, doesn’t
candidates to gigs? affect matching. However, gig hosts can filter
candidates based on the availability they specify
they can commit to gigs.

Who receives gig promotions and can I control You can send gig promotions to specific candidates,
who receives them? subsets of candidates or all recommended
candidates, up to 200, unless they set their
availability to Not Available. You can only promote
your gig to the same candidates once. When you
edit the skills required for a gig, Workday refreshes
the candidate recommendations, and you can
promote the gig again.
A worker is a recommended candidate when:
• They're a Fair, Good, or Strong Match for the
gig.
• They have access to the Gigs domain.
• They're an active worker.
Workers who haven't completed onboarding can
receive gig promotions.

If a gig host moves to another position or is Currently, if a gig host moves to another position,
terminated, how do I reassign the gig host role? or is terminated, the gig they were hosting requires
manual reassignment. An administrator completes
this process by reassigning the gig host role. Two
possible approaches are:
• From the related action on a worker, select
Security Profile, then Assign Roles, then Change
Assignments. Locate the gig that requires
reassignment by scrolling down the Role
Enabled For column. Add or remove assignees
as needed.
• From the related action on a worker, select
Security Profile, then View Role Assignments
for Worker Position. Update the gig host for any
gig using the related action for the applicable gig
and select Roles, then Assign Roles.

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How do gigs search filters work? Workers can use the Gigs Your Company Needs
Help With filter to find gigs that align with the skills
on their profile. The Gigs to Help You Develop
filter helps workers find gigs based on the skill
interests on their profile. Using either filter and Gig
Host, Gig Type, Location or other search facet
filters enables workers to refine the list of available
gigs.

Why does Talent Marketplace require Workday Skills Cloud uses machine learning to provide
Skills Cloud and how are opportunity matches more relevant and appropriate opportunity
made? recommendations for workers. Skills Cloud matches
explicitly defined skills on the worker profile and
skills on the opportunity. Skills Cloud also infers
related skills that a worker has based on data points
from their profile to match them to opportunities.

Why do I need to sign up for Innovation Signing the Innovation Services Addendum gives
Services to access Talent Marketplace and its you access to the Workday HCM Machine Learning
machine-learning capabilities? GA Features innovation service, which enhances
and optimizes various areas within our Human
Capital Management suite of products. Opting into
this innovation service is a requirement for Talent
Marketplace, and gives you access to a new class
of talent-specific cloud products enhanced by best-
in-class third-party utilities, advanced technologies,
and intelligent services.

Manager Insights Hub

Setup Considerations: Manager Insights Hub

You can use this topic to help make decisions when planning your configuration and use of Manager
Insights Hub. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Manager Insights Hub provides managers with automated insights and personalized suggestions about
their team's career growth and development. It enables managers to better support and understand their
direct reports' needs.

Business Benefits
With Manager Insights Hub, managers can:
• Provide their direct reports with the best opportunities and support to help them succeed in their current
role and achieve their career goals.
• View and get timely automated insights about their team's career progress and activities.

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 | Talent | 1324

Use Cases
Organizations that want to enable managers to view automated, actionable insights about their direct
reports in 1 central hub so that they can better understand how to support their team's career development.

Questions to Consider

Questions Considerations
Which Workday features can you access in Manager Insights Hub consists of different sections
Manager Insights Hub? and cards that display insights from:
• Career Hub
• Check-ins
• Development items
• Employee reviews
• Feedback.
• Goals
• Interests.
• Learning.
You can initiate some actions and business
processes for these features within Manager
Insights Hub. When you don't use a feature,
Manager Insights Hub doesn't display cards or
sections related to it. Example: When you don't
use Goals, the Goals tab in Manager Insights Hub
doesn't display.
The Suggested Opportunities section of Manager
Insights Hub displays when you use Career
Hub. When you don't use Career Hub but want
to enable the Suggested Opportunities section,
you must subscribe to HCM Machine Learning GA
Features innovation service and configure Interests
and Skills Cloud.

Do you need to use Check-Ins to use Manager Some Manager Insights Hub cards include an
Insights Hub? Add as Topic to Check-In button. If you don't use
Check-Ins, Workday provides a button that links to
the relevant View task.
Can managers use Manager Insights Hub to view Contingent workers display in Manager Insights
insights and suggestions for contingent workers on Hub with [C] appended to their name and managers
their team? can view their career information and insights.
Manager Insights Hub doesn't display suggested
opportunities for contingent workers because
opportunities are based on skill interests, which
Workday doesn't support for contingent workers.
How does Workday notify direct reports when their Managers can share mentor, gig, and connection
manager suggests an opportunity for them through opportunities with their direct reports directly
Manager Insights Hub? from Manager Insights Hub. Workers receive the
suggested opportunity in their My Tasks or email,
depending on your configuration.
When you enable Career Hub, opportunities that
managers suggest in Manager Insights Hub display

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 | Talent | 1325

Questions Considerations
for workers in their Career Hub with a Manager
Suggested label.

Can managers use Manager Insights Hub to view With Manager Insights Hub, managers can only
insights and suggestions about the direct reports of view information about workers who report to them
the people they manage? directly. They can't view information about workers
who are more than 1 level removed from them.
Example: Taylor has 5 direct reports. When
Taylor accesses Manager Insights Hub, he can
view insights and suggestions about his 5 direct
reports. When Taylor's manager Blake accesses
Manager Insights Hub, she can view insights and
suggestions about Taylor and other people she
manages, but she can't access any information
about Taylor's 5 direct reports.

Recommendations
Workday recommends setting up Career Hub to maximize cross-functionality between Manager Insights
Hub and Career Hub, and to enable the Suggested Opportunities section, which provides managers with
the best suggested opportunities to help their direct reports grow and develop.
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the
Workday Community for more information.

Requirements
Enable the Manager Insights Hub functional area and configure the Manager Insights Hub domain.

Limitations
• Manager Insights Hub doesn't suggest opportunities for contingent workers because Workday doesn't
support skill interests for contingent workers.
• You can't suggest Learning opportunities through Manager Insights Hub.
• Manager Insights Hub doesn't support matrix organizations.

Security
Configure the Manager Insights Hub domain in the Manager Insights Hub functional area.
Consider the other domains that you want to enable as a part of your Manager Insights Hub setup.
See Reference: Manager Insights Hub Security.

Business Processes
No impact.

Reporting
No impact.

Integrations
No impact.

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 | Talent | 1326

Connections and Touchpoints

Features Considerations
Career Hub Managers can view suggested gigs, mentors,
connections, and learning opportunities for their
direct reports based on skill interests in the
Suggested Opportunities section. When a
manager shares an opportunity with a direct report,
Workday displays it in the direct report's Career
Hub with a Manager Suggested label.
Check-Ins Managers can view and manage check-ins.
Development Items Managers can view information and updates about
workers' development items.
Employee Reviews Managers can start and view information about
these types of employee reviews:
• Development Plans
• Performance Reviews
• Disciplinary Action
• Performance Improvement Plans

Feedback Managers can view anytime, requested, and

confidential feedback that their direct reports
receive, including notifications if workers haven't
received feedback recently.
Goals Manager can view information about workers'
goals.
Interests The Suggested Opportunities section suggests
gigs, mentors, connections, and learning
opportunities based on skill interests. The
Development Items & Interests section displays
workers' interests.
Learning Managers can view their team's learning activity.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Anytime Feedback on page 1466
Setup Considerations: Career Hub on page 1288
Setup Considerations: Check-Ins on page 1497
Setup Considerations: Learning on page 1579
Setup Considerations: Performance Reviews on page 1408
Setup Considerations: Requested Feedback on page 1469
Tasks
Manage Development Items on page 1278
Set Up Confidential, Private, and Anonymous Feedback Options on page 1475
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Interests on page 1280

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Steps: Set Up Performance Improvement Plans on page 1433

Examples
2023R2 What’s New Post: Manager Insights Hub

Steps: Set Up Manager Insights Hub

Prerequisites
Review setup considerations for Manager Insights Hub.

Context
With Managers Insights Hub, managers can view automated insights and personalized suggestions for
their team's career development in 1 central hub.

Steps
1. Enable these functional areas:
• Manager Insights Hub
• (Optional) Innovation Services. Enable this functional area when you want to configure the
Suggested Opportunitiessection.
See Steps: Enable Functional Areas and Security Policies.
2. (Optional) Set up Career Hub.
When you use Career Hub, Manager Insights Hub displays the Suggested Opportunities section. This
section suggests mentors, gigs, and learning opportunities, and you can also configure it to suggest
connections. When a manager shares an opportunity with their direct report through Manager Insights
Hub, Workday displays the opportunity in the direct report's Career Hub with a Manager Suggested
label.
When you don't use Career Hub but want to enable the Suggested Opportunities section, you must
subscribe to HCM Machine Learning GA Features innovation service and configure Interests and Skills
Cloud.
See:
• Steps: Set Up Career Hub
• Steps: Set Up Interests
• Steps: Set Up Skills Cloud on page 1566
Note: You must subscribe to Innovation Services to use this feature. Contact your Customer Success
Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in
the Workday Community for more information.
3. (Optional) Access the Innovation Services and Data Selection Opt-In report.
The Suggested Opportunities section uses Machine Learning to suggest opportunities for direct
reports. You must subscribe to HCM Machine Learning GA Features innovation service and opt in to
relevant data categories to access this functionality.
On the Innovation Services Opt-In task, select HCM Machine Learning GA Features Available
Services tab in the HCM category.
On the Maintain Innovation Services Data Selection on the Opt-In task in the HCM: HCM
Machine Learning GA Features innovation service, select Manager Insights Hub from the View Data

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 | Talent | 1328

Categories for Feature prompt. Select the opt-in check boxes for the categories for which you want to
contribute data for Machine Learning.
As you complete the task, consider:

Categories Description
Learning Data Select the Opt In check box to enable suggested
learning opportunities.
Talent Opportunity Marketplace Data Select the Opt In check box to enable suggested
gigs.
Worker Profile Data Select the Opt In check box to enable suggested
mentors and connections.

Security: Manage: Innovation Services domain in the Innovation Services functional area.
4. (Optional) Access the Edit Tenant Setup - Machine Learning task.
Select the region in which Workday hosts data contributed to the Machine Learning Development
Environment (MLDE). The default region for the MLDE is the U.S.
Security: Set Up: Tenant Setup - Machine Learning domain in the System functional area.
5. (Optional) Access the Domain Security Policies for Functional Area report.
Select Domain Security Policy > Enable from the related actions menu of the domain security policy
for these domains:
• Manager Insights Hub in the Manager Insights Hub functional area.
• (Optional) Worker Data: Career Connections in the Career and Development Planning or Career
Hub functional areas. Enables suggested connections in the Suggested Opportunities section.
Security: These domains in the System functional area:
• Security Activation
• Security Configuration
6. Edit Domain Security Policies.
Set up the domain security policy for these domains:
• Manager Insights Hub
• (Optional) Worker Data: Career Connections
Edit the domain security policies for any other features that you want to enable in Manager Insights
Hub. See Reference: Manager Insights Hub Security.
7. (Optional) Configure announcements, content, and suggested links for Manager Insights Hub.
See Set Up Hubs .

Next Steps
Add the Manager Insights Hub worklet to the Home landing page.
Use the Configure Worklet task to add the Manager Insights Hub action to the Talent and
Development worklets. See Set Up Worklets.

Reference: Manager Insights Hub Security

This topic lists the security required to view information within each section of Manager Insights Hub:
• Team Overview on page 1329

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 | Talent | 1329

• Direct Reports on page 1331

• Header
• Overview Tab
• Development Items and Interests Tab
• Goals Tab
• Check-Ins Tab
• Reviews Tab
• Feedback Tab

Team Overview
Select Team Overview to view team-level insights and activity.

Card Example Section Domains Considerations

Alex Clark Team Career Highlights Manager Insights Hub Displays 1 card per
worker with up to 4
Worker Data: Anytime
career highlights. Career
Feedback
highlights include
Worker Data: Check-Ins overdue goals and when
there are no changes
Worker Data:
to feedback, goals, or
Confidential Feedback
development items in 90
Worker Data: days.
Development Items
Cards only display
Worker Data: Employee for workers who have
Goals career highlights. Each
career highlight displays
Worker Data: Self
for 1 month or until no
Requested Feedback
longer relevant.
Worker Data: Role
This section is blank
Requested Feedback
when there are no
career highlights.

Goals Completed in the Past 3 Worker Data: Displays goals that direct
Months Employee Goals reports completed in the
last 3 months. You can
click View All to access
more details.
This section doesn't
display when direct
reports haven't
completed any goals,
gigs, or mentorships in
the last 3 months.

Gigs Completed in the Past 3 Worker Data: Gigs Displays gigs that direct
Months reports completed in the
last 3 months. You can
click View All to access
more details.
This section doesn't
display when direct
reports haven't

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 | Talent | 1330

Card Example Section Domains Considerations

completed any goals,
gigs, or mentorships in
the last 3 months.

Mentorships Completed in the Past 3 Worker Data: Mentoring Displays mentorships

Months that direct reports
completed in the last 3
months. You can click
View All to access more
details.
This section doesn't
display when direct
reports haven't
completed any goals,
gigs, or mentorships in
the last 3 months.

Alex Clark Latest Career Activity Manager Insights Hub Displays 1 card per
direct report with their
Worker Data: Anytime
most recent career
Feedback
activity.
Worker Data: Check-Ins
Worker Data:
Confidential Feedback
Worker Data:
Development Items
Worker Data: Employee
Goals
Worker Data: Self
Requested Feedback
Worker Data: Role
Requested Feedback

Upcoming Check-Ins Check-Ins Self-Service: Check-Ins Displays up to 4

upcoming check-ins with
workers in chronological
order. You can navigate
to all check-ins or to
individual check-ins from
this card. This card is
blank when there are no
upcoming check-ins.
My Team's Goals Team Progress Worker Data: Employee Displays a bar chart that
Goals represents how your
team is tracking towards
their goals.
My Team's Learning Team Progress Person Data: Learning Displays up to 4 learning
courses that workers on
your team are enrolled
in, as well as the status.

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Direct Reports
Select Direct Reports to view individual direct reports' pages, which include personalized suggestions and
career insights within different tabs and sections.
Header

Metric Domains Considerations

Skills Person Data: Skills Displays the number of skills the
worker has added to their profile.
Skill Interests Worker Data: Interests Displays the number of skills the
worker has expressed interest
in. Workday doesn't support skill
interests for contingent workers,
so this metric doesn't display
on contingent workers' pages in
Manager Insights Hub.
Development Items Worker Data: Development Items Displays the number of in-
progress development items that
the worker has.
Goals Worker Data: Employee Goals Displays the number of in-
progress goals that the worker
has.

Overview Tab

Card Example Section Domains Considerations

Get Feedback on How Suggested Actions for Self-Service: Anytime Displays when the
Alex is Doing Support Feedback worker hasn't received
feedback in 90 days.
Worker Data: Anytime
Feedback This section displays
1 card at a time.
Worker Data: Self
When you take the
Requested Feedback
suggested action, the
Worker Data: Role card disappears and the
Requested Feedback next suggested action
displays.

Help Alex Progress Suggested Actions for Worker Data: Displays when the
Their Development Support Development Items worker hasn't updated
Items development items in
more than 90 days.
This section displays
1 card at a time.
When you take the
suggested action, the
card disappears and the
next suggested action
displays.

Help Alex Progress Suggested Actions for Worker Data: Employee Displays when the
Their Goals Support Goals worker hasn't updated

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Card Example Section Domains Considerations

goals in more than 90
days.
This section displays
1 card at a time.
When you take the
suggested action, the
card disappears and the
next suggested action
displays.

Check On Alex’s Goal Suggested Actions for Worker Data: Employee Displays when the
Timeline Support Goals worker has an overdue
goal.
This section displays
1 card at a time.
When you take the
suggested action, the
card disappears and the
next suggested action
displays.

Goals Completed in the Past 3 Worker Data: Displays goals that

Months Employee Goals the direct report has
completed in the last 3
months. You can click
View All to access more
details.
This section doesn't
display when the direct
report hasn't completed
anything in the last 3
months.

Gigs Completed in the Past 3 Worker Data: Gigs Displays gigs that
Months the direct report has
completed in the last 3
months. You can click
View All to access more
details.
This section doesn't
display when the direct
report hasn't completed
anything in the last 3
months.

Mentorships Completed in the Past 3 Worker Data: Mentoring Displays mentorships

Months that the direct report has
completed in the last 3
months. You can click
View All to access more
details.
This section doesn't
display when the direct

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 | Talent | 1333

Card Example Section Domains Considerations

report hasn't completed
anything in the last 3
months.

Mentors cards Suggested Opportunities Worker Data: Interests Displays up to 3 cards

for [Worker] Based on with suggested mentors
Worker Data: Mentoring
Skill Interests based on the worker's
To display additional skill interests.
mentor information in the
This section only
mentor modal:
displays when
• Person Data: Work you configure
Email the Suggested
• Person Data: Work Opportunities section.
Address
• Worker Data: Time in
Position

Gigs cards Suggested Opportunities Worker Data: Gigs Displays up to 3 cards

for [Worker] Based on with suggested gigs
Worker Data: Interests
Skill Interests based on the worker's
skill interests.
This section only
displays when
you configure
the Suggested
Opportunities section.

Connections cards Suggested Opportunities Worker Data: Career Displays up to 3

for [Worker] Based on Connections cards with suggested
Skill Interests connections based
Worker Data: Interests
on the worker's skill
interests.
This section only
displays when
you configure
the Suggested
Opportunities section.

Learning cards Suggested Opportunities Person Data: Learning Displays up to 3 cards

for [Worker] Based on with suggested learning
Skill Interests content based on the
worker's skill interests.
This section only
displays when
you configure
the Suggested
Opportunities section.

Development Items & Interests Tab

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Card Domains Considerations

Development Items Worker Data: Development Items Displays up to 4 of the direct
report's in-progress development
items.
Interests Worker Data: Interests Displays Job Profiles, Skill
Interests, Career Preferences,
and Career Interests

Goals Tab
When you use the Maintain Feature Opt-Ins report to opt in to the Goals Redesign User Interface Changes
feature, Workday displays:

Card Example Location Domains Considerations

Make 5 new Goals Awaiting Your Worker Data: Employee Displays goals that are
connections Action section Goals overdue and saved for
later by the manager.
Displays goals that
are pending manager
approval when you
have the Manage
Goals business
process configured with
managers as approvers.

Take 3 learning Recently Updated Goals Worker Data: Employee Displays recently
courses section Goals updated goals.

When you opt out of the Goals Redesign User Interface Changes feature, Workday displays a single card
with 4 recently updated goals.
Check-Ins Tab

Section Domains Considerations

Check-Ins Self-Service: Check-Ins Displays existing check-ins and
enables managers to create,
archive, edit, and view check-ins
for the worker.
Topics Self-Service: Check-Ins Displays check-in topics and
enables managers to create,
archive, edit, and view check-in
topics for the worker.

Reviews Tab

Card Example Security Considerations

Start Employee Review for Alex These business processes: Displays these buttons:
• Start Development Plan • Start Development Plan for
• Start Disciplinary Action Employee
• Start Performance • Start Performance Review for
Improvement Plan Employee

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 | Talent | 1335

Card Example Security Considerations

• Start Performance Review • Start Disciplinary Action for
Employee
• Start Performance
Improvement Plan for
Employee

In Progress Reviews The Worker Data: Employee Displays any in-progress reviews
Reviews domain for the employee.
These business processes:
• Start Development Plan
• Start Disciplinary Action
• Start Performance
Improvement Plan
• Start Performance Review

Completed Reviews The Worker Data: Employee Displays the employee's

Reviews domain completed reviews.
These business processes:
• Start Development Plan
• Start Disciplinary Action
• Start Performance
Improvement Plan
• Start Performance Review

Feedback Tab

Section Domains Considerations

Feedback on Alex Worker Data: Anytime Feedback Displays recent anytime,
requested, confidential, and
Worker Data: Role Requested
private feedback for the
Feedback
worker. Enables manager to get
Worker Data: Self Requested feedback on worker.
Feedback
Worker Data: Private Feedback
Worker Data: Confidential
Feedback

Related Information

Career Profile

Setup Considerations: Career Profile

You can use this topic to help make decisions when planning your configuration and use of Career Profile.
It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.

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 | Talent | 1336

• Security requirements and business process configurations.

• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Career Profile consolidates multiple tasks for managing talent data, enabling users to update their talent
profile in a single page. You can configure Career Profile to consolidate the tasks for:
• Awards and activities
• Certifications
• Education
• Interests
• Job history
• Skills
• Work experience

Business Benefits
You can opt in to Career Profile to:
• Make it easier for users to update their talent profile.
• Reduce the number of stand-alone tasks that users need to access.
• Streamline the process of managing talent data.

Use Cases
You can use Career Profile to consolidate tasks that don't require custom workflows or validations.

Questions to Consider

Questions Considerations
Do you have any business process definitions for Workday doesn't use custom business processes
any Career Profile sections? for Career Profile changes. For active sections,
Workday automatically saves any changes made in
Career Profile instead of acquiring approvals.
If you prefer using the stand-alone tasks or custom
business processes for a specific section, you can
inactivate a section through the Configure Career
Profile task.

What happens to in-progress events when I opt in Workday locks out any fields that have pending
to Career Profile or make a section active? changes. Users can't make any changes to locked
fields in Career Profile until the business process is
complete.

Recommendations
When you first opt in to Career Profile, we recommend you inactivate sections that correspond to business
process definitions that you want to keep using.

Requirements
Opt in to Career Profile through the Maintain Feature Opt-Ins report.

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Limitations
Active Career Profile sections don't support:
• Custom business process configurations, including approvals, help text, and validation rules.
• Guided tours.
Users can't save their changes for later.
Career Profile is currently not available on mobile devices.

Tenant Setup
You can opt in or out of Career Profile at any time through the Maintain Feature Opt-Ins report. All
sections are active the first time you opt in.
The Configure Career Profile task enables you to decide which sections are available. Workday
consolidates the add, edit, and remove buttons for most active sections with an Edit button on profile cards
and reports.

Security

Domains Considerations
Set Up: System in the System functional area Administrators can opt in to Career Profile.
Set Up: Skills and Experience in the Worker Profile Administrators can access the Configure Career
and Skills functional area Profile task to arrange the order of active sections
or inactivate sections.
Self-Service: Interests in the Career and Academic affiliates, students, and workers can
Development Planning functional area. make changes in the corresponding Career Profile
section for themselves.
These domains in the Worker Profile and Skills
functional area:
• Self-Service: Achievements
• Self-Service: Certifications
• Self-Service: Education
• Self-Service: Job History
• Self-Service: Skill Ratings
• Self-Service: Skills
• Self-Service: Work Experience

Worker Data: Interests in the Career and Users with Modify permission can make changes in
Development Planning functional area. the corresponding Career Profile section for others.
These domains in the Worker Profile and Skills
functional area:
• Person Data: Achievements
• Person Data: Certifications
• Person Data: Education
• Person Data: Job History
• Worker Data: Skill Ratings
• Person Data: Skills
• Worker Data: Work Experience

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 | Talent | 1338

Business Processes
Workday automatically completes the initiating actions of these business processes if its corresponding
section is active in Career Profile:
• Manage Awards and Activities
• Manage Certifications
• Manage Education
• Manage Interests
• Manage Job History
• Manage Work Experience

Reporting
No impact.

Integrations
No impact.

Connections and Touchpoints

Career Profile interacts with these other areas in Workday:

Feature Considerations
Academic Faculty Ensure that academic affiliates have access to the
correct domains when any of these sections are
active:
• Award and Activity
• Certifications
• Education
• Job History

Students Ensure that students have access to the correct

domains when any of these sections are active:
• Award and Activity
• Certifications
• Job History
• Skills

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Reference
The Next Level: Establishing a Talent Footprint
The Next Level: Finding Your Perfect Match - How to Identify and Track Talent for Your Employees

Steps: Set Up Career Profile

Context
Career Profile enables academic affiliates, workers, and students to manage different parts of their talent
profile through a single page. You can opt in and configure Career Profile to consolidate tasks for:

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 | Talent | 1339

• Awards and activities

• Certifications
• Education
• Interests
• Job history
• Skills
• Work experience

Steps
1. Access the Maintain Feature Opt-Ins report.
Opt in to the Career Profile.
Security: Set Up: System domain in the System functional area.
2. Access the Configure Career Profile task.
Configure which sections are available in Career Profile and organize the display order of active
sections.
Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
3. Edit Domain Security Policies.
Assign self-service security groups to the Self-Service: Interests domain in the Career and
Development Planning functional area and these domains in the Worker Profile and Skills functional
area:
• Self-Service: Achievements
• Self-Service: Certifications
• Self-Service: Education
• Self-Service: Job History
• Self-Service: Skill Ratings
• Self-Service: Skills
• Self-Service: Work Experience
Assign security groups to the Worker Data: Interests domain in the Career and Development Planning
functional area and these domains in the Worker Profile and Skills functional area:
• Person Data: Achievements
• Person Data: Certifications
• Person Data: Education
• Worker Data: Skill Ratings
• Person Data: Skills
• Worker Data: Skills and Experience
• Worker Data: Work Experience
See Reference: Security for Career Profile Sections on page 1340.
4. Activate Pending Security Policy Changes.

Result
For active Career Profile sections, Workday:
• Consolidates any corresponding stand-alone add, edit, and remove tasks.
• Consolidates any add, edit, or remove buttons into a single edit button that directs users to the section.
• Doesn't use custom business process security policies and definitions.
• Automatically saves changes made by users when they navigate to another section.

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 | Talent | 1340

Related Information
Tasks
Steps: Set Up Skills and Experience on page 100
Steps: Set Up Interests on page 1280
Reference
The Next Level: Cultivating Career Mobility
The Next Level: Establishing a Talent Footprint

Reference: Security for Career Profile Sections

Workday secures Career Profile to multiple security domains. When a section is active in Career Profile,
users must have Modify permissions on any of the corresponding domains to access that section. Active
sections don't use business process security policies or definitions.
For sections that you inactivate in the Configure Career Profile task, Workday continues to use any
corresponding business process policies, definitions, and stand-alone tasks.
There's no business process for skills, so the stand-alone Edit Skills task and Career Profile section share
the same domain policies.
Use this table to determine which policies to configure based on whether a section is active or not.

Section Business Process Domains

Assess My Skills Self-Service: Skill Ratings
Worker Data: Skill Ratings

Award and Activity Manage Awards and Activities Person Data: Achievements
Self-Service: Achievements

Certifications Manage Certifications Person Data: Certifications

Self-Service: Certifications

Education Manage Education Person Data: Education

Self-Service: Education

Interests Manage Interests Self-Service: Interests

Worker Data: Interests

Job History Manage Job History Person Data: Job History

Self-Service: Job History

Skills Person Data: Skills

Self-Service: Skills

Work Experience Manage Work Experience Self-Service: Work Experience

Worker Data: Work Experience

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 | Talent | 1341

Talent Reviews

Steps: Manage Talent Reviews

Context
Talent reviews enable you to gather, evaluate, and report on employee talent information, such as:
• Skills and experiences.
• Performance and potential.
• Career interests and mobility preferences.
You can create multiple talent review templates and customize them for different organizations or
purposes. You can prepare for a talent review by printing talent cards with a summary of talent information
for each employee.
You can also complete talent reviews using the Workday on iPad and Workday on iPhone apps and
seamlessly move between your desktop and mobile device during the process.

Steps
1. (Optional) Determine if your event is large enough that you need to work with the Workday Production
Readiness team.
See Workday Community: Customer Events: Best Practices and Production Readiness for guidelines
about opening a Production Readiness case.
2. Set up the individual components that you plan to include in talent reviews:
• Steps: Set Up Interests on page 1280.
• Steps: Set Up Skills and Experience on page 100.
3. Create Talent Review Rules on page 1341.
4. Create Talent Review Templates on page 1342.
5. Start Talent Reviews on page 1344.
6. Add Logo to Talent Cards on page 1346.
7. View and Print Talent Cards on page 1347.
Related Information
Concepts
Concept: Best Practices for All Large-Scale Events
Concept: Talent Reviews on page 1349
Tasks
Add Worklets to Business Processes on page 2348
Create Custom Labels
Reference
Reference: Event-Specific Best Practices
The Next Level: Engaging Talent

Create Talent Review Rules

Prerequisites
Security: Set Up: Talent Review domain in the Talent Pipeline functional area.

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 | Talent | 1342

Context
Define employee eligibility for talent reviews by creating condition rules that you associate with talent
review templates. You can assign the same rule to multiple templates, but each template can have only 1
rule.
Talent review rules evaluate whether employees match the criteria you specify, such as:
• Organization.
• Location.
• Job profile.
• Talent pool membership.
To organize talent review rules, create categories with the Maintain Condition Rule Categories task.

Steps
1. Access the Create Talent Review Rule task.
2. (Optional) Select a rule Category.
3. (Optional) To copy an existing condition, select a rule from the Copy Condition from Rule prompt.
4. In the Rule Conditions grid, build a condition rule that identifies employees who are eligible for a
particular talent review.

Example
This condition rule identifies employees whose job profile is Outside Sales and whose location is in the
United States:

And/Or ( Field Operator Comparison Comparison )

Type Value
And ( Job Profiles in the Value Outside
selection list specified in Sales
this filter
And Location in the Value United States )
Address - selection list specified in
Country this filter

Next Steps
• When you create the talent review template, select the rule in the Applies To field.
• To modify a talent review rule, use the Edit Condition Rule task.
Related Information
Tasks
Steps: Manage Talent Reviews on page 1341

Create Talent Review Templates

Prerequisites
Security: Set Up: Talent Review and Talent Review domains in the Talent Pipeline functional area.

Context
Set guidelines for a talent review by creating a template that defines:
• Who the review is for.

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 | Talent | 1343

• What type of talent information to capture.

• How to organize the information.
• What employees and managers see when they complete the review.
To add sections to a talent review template, enable the Talent Review domain and the subdomain for
each section. The subdomains inherit the permissions from the parent domain, which you can override.
Example: Talent Review and Talent Review: Competencies.

Steps
1. Access the Create Talent Review Template task.
2. Click Configure Talent Review Template.
3. (Optional) Click Edit to specify the template audience and purpose:
a) Click the Applies To prompt to select a rule that identifies the target population for this template.
b) Enter a Company Statement that provides comments or a message for talent cards.
This statement only displays on talent cards that you print for talent reviews based on this template.
c) Click Save.
4. Click Configure Instructional Text to provide instructions for employees and managers or others who
use this template.
Option Description
Welcome Page Instructions Enter instructions for employees and managers
when they begin the talent review, and add a
Welcome Page Title that distinguishes this
review from other reviews.
Welcome Back Page Instructions Enter instructions for employees and managers
when they return to an in-progress talent review.
You can also specify a unique Welcome Back
Page Title to remind users that this review is in
progress.
Summary Editor Page Instructions Enter instructions for employees and managers
to explain the summary editor page. You can also
add a Summary Page Title.

If you leave a field blank, then the corresponding section has no instructions on the template for that
role. Workday recommends that you provide a Welcome Page Title at a minimum and keep page titles
concise for best display.
5. Click Configure Section Order to select and organize the template sections:
a) Specify a Section Group Title.
The title can be for a single section or a group of sections.
b) Select the Display as One Section check box if you want to combine multiple sections into a group.
With this option, the Guided Editor presents the section group as a single step, rather than as
separate steps in the wizard flow. This setting doesn't affect the Summary Editor.
c) Click the Section prompt to select the first section.

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6. Configure each template section:

a) Click Configure.
b) Explain how to complete the section by providing Employee Instructions and Manager and Others
Instructions.
These instructions are only for the Guided Editor.
c) (Competencies only) Select one or more Competencies for this template.
You can select any number of competencies, but talent cards display a maximum of 8
competencies.
In talent reviews, employees can only select the competencies configured on the template. They
can't pull in competencies from job profiles, management levels, or other sources.
d) (Languages only) Select the Language Ability Type for this template.
In talent reviews, employees select their proficiency level for this ability type. If you have only 1
active language ability type, Workday automatically uses that type.
e) (Talent Summary only) Specify which summary fields to display on the template and whether others
can view or edit them.
If you don't select at least 1 summary field for display, the section is empty.
The Employee Talent Summary and Manager Summary fields are limited to 250 characters
for optimal display on talent cards. The Talent Summary Details field has no character limit and
doesn't display on talent cards.
f) (Combined sections only) Click Configure in the Instructional Text column to provide Employee
Instructions and Manager and Others Instructions.

Result
The Errors & Warnings section indicates whether the template is properly configured, including all section
requirements and instructional text. Instructional text is optional but recommended.
After you launch a talent review, Workday locks the template to prevent changes. The Status section
indicates whether the template is locked and in use, and displays how many talent reviews were initiated
on the template. To see a list of in-progress talent reviews, who initiated them, and the initiation date, click
the Initiations number.

Next Steps
• Launch the Talent Review process.
• Modify or inactivate a talent review template with the Configure Talent Review Template report.
When a template is Inactive, you can no longer select the template from menu prompts. The template
remains valid for in progress or complete talent reviews.
Related Information
Tasks
Steps: Manage Talent Reviews on page 1341
Reference
The Next Level: The Talent Review Process

Start Talent Reviews

Prerequisites
• Configure the Talent Review business process and security policy in the Talent Pipeline functional area.
• In the Domain Security Policies for Functional Area report, configure the security policy for each
section on the talent review template. To determine the appropriate permissions, consider each
person's role in the talent review process.
• Security: Talent Review domain in the Talent Pipeline functional area.

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 | Talent | 1345

Context
Launch a talent review for an individual, an organization, or a talent pool. Workday offers several choices
to make the process simple and flexible, including 2 options for data entry:
• The Guided Editor is a wizard that takes you through individual steps, with an interactive navigation
bar to move between sections.
• The Summary Editor gives you a single-page layout to enter all of your talent information.
Other options help you manage the process workflow. You can:
• Switch between editors at any time by clicking Guide Me or Go to Summary Editor.
• View the most recent comment, the comment history, and the process history at the bottom of the
Welcome Page.
• Pause and resume the data entry process as needed.
• Confirm and submit your talent information when data entry is complete.
A worker can have only 1 talent review in progress at a time. If you launch a talent review for an
organization, any member who already has a talent review in progress is ineligible for the second talent
review. The process only starts for the eligible members of the organization.

Steps
1. Access the appropriate task:
• Start Talent Review for Organization
• Start Talent Review for Worker
2. Specify who the review is for and select the template.
• If the review is for a Supervisory Organization, you can optionally:
• Include subordinate organizations.
• Select a calibration program to start simultaneously with this talent review.
• If the review is for a Talent Pool, you can only select static talent pools, not dynamic pools.
•If your tenant has fewer than 10,000 workers, Workday displays the worker counts and lists the first
50 eligible workers.
• When you select a calibration program, Workday uses the rules and dates defined in the review
template to determine employee eligibility.
3. (Workers and Managers) Complete the Update Profile task:
Note: The Update Profile task name is generic to give you more control over the talent review
terminology that workers see.
a) Click the item on the Actions tab of your Inbox.
b) Select either Go to Guided Editor or Go to Summary Editor.
c) Provide the applicable information in each section.
d) (Workers) Click Submit when you complete your information.
e) (Managers) Click Approve, Deny, Send Back, or Close.
If a manager sends back a review for an employee to complete, much of the skills and experiences
information that the manager entered is visible to the employee.

Result
• If you include a calibration program when you start a review, Workday includes the employee's potential
assessment from the talent review.
• Managers can access the Talent Review Status Summary report to see key attributes of the talent
review process for their team. Managers can take immediate action on assigned tasks. They also can
see each employee's current performance rating and most recent potential assessment.

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 | Talent | 1346

Next Steps
If necessary, you can cancel or rescind individual talent reviews. On a worker profile, click Talent Cards
and either:
• Cancel a talent review that has a status of In Progress.
• Rescind a talent review that has a status of Successfully Completed.
Rescind is the only option to stop talent reviews for organizations and talent pools. Workday automatically
starts the review process for every eligible member, completing the launch task event. Access the Mass
Rescind Business Processes task.
If a talent review stalls because its participants are unable to complete their assigned tasks, you can
manually advance the review. Access the Mass Advance Business Process task or from the related
actions menu on the overall process, select Business Process > Advance Manually. You must have
permission on the Manual Advance action in the Talent Review business process security policy.
Note: Workday assigns the Update My Talent Profile step to the administrator who advanced the review,
not to the original assignee if you send it back after it was manually advanced.
Related Information
Concepts
Concept: Business Process Management
Tasks
Steps: Manage Talent Pools on page 1525
Steps: Manage Talent Reviews on page 1341
Reference
FAQ: Talent Reviews on page 1353

Add Logo to Talent Cards

Prerequisites
Security: Custom Report Creation domain in the System functional area.

Context
Add your company logo to the Workday-delivered talent card layout. The logo must be in BMP, GIF, JPEG,
or PNG format with a recommended size of 120 x 55.
You can add a different logo for each type of talent card:
• Current talent cards reflect all of a worker's talent data as of the current date.
• Event-based talent cards reflect data from a specific Talent Review event.
Note: To add a company statement to event-based talent cards, define the statement on the talent review
template.

Steps
1. Access the Configure Business Form Layout task.
2. Select 1 of the talent card layouts:
• Talent Card for Profile
• Talent Card for Review
3. Add a row to the Token Substitution table.
4. Select the logo image and upload it.

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Result
Workday includes the company logo at the top right of the printed talent cards.
Related Information
Concepts
Concept: Talent Cards on page 1351
Tasks
Create Talent Review Templates on page 1342

View and Print Talent Cards

Prerequisites
• To display workers' job-related sections when they print their own talent cards, add these security
groups to the Self-Service: Current Staffing Information domain:
• Employee as Self
• Contingent Worker as Self
• Use the Maintain Work Experiences task to specify the Talent Card Sort Order for work experiences.
• Use the Maintain Degrees task to specify the Order to list degrees.
• Verify that the Talent Cards report displays on worker profiles.
• Security:
• Self-Service: Talent Card and Worker Data: Talent Card domains in the Worker Profile and Skills
functional area.
• Talent Review domain in the Talent Pipeline functional area.

Context
View and print an individual talent card or a set of up to 250 talent cards. You can mass print:
• Current talent cards for an organization or a talent pool.
• Event-based talent cards for an in-progress or completed Talent Review event.
Workday generates talent cards in PDF format with a maximum size of 50 MB.
You can add your logo to the delivered talent card layout.
To override the standard print layout, create a custom layout in Workday Studio and add it to your Workday
tenant.

Steps
• Print an individual talent card:
a) Access the employee's worker profile.
b) Click Talent Cards in the Overview, Career, or Performance profile group depending on your
worker profile configuration.
c) Print the talent card.
• Mass print current talent cards:
Option Description
For an organization 1. Access the Print Talent Cards for
Organization task.
2. From the related action menu of the
organization, select Talent > Print Talent
Cards.

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Option Description
For a talent pool 1. Access the Print Talent Cards for Talent
Pool task.
2. From the related actions menu for the talent
pool, select Talent > Print Talent Cards.

From a talent review 1. Access the Print Talent Cards for Talent
Review task.
2. Select the template and talent review event.

Next Steps
Use the Talent Card for Worker or Talent Card for Review task to print talent cards using a printing run.
Workday names printing runs after the worker and the date and time of the printing run creation.
Related Information
Concepts
Concept: Talent Cards on page 1351
Concept: Work Experience and Training Types on page 103
Tasks
Steps: Set Up Profiles and Profile Groups

Steps: Create Custom Talent Card Layouts

Prerequisites
• Complete the prerequisites for creating a business form layout.
• Security: Custom Report Creation and Set Up: Tenant Setup - HCM domains in System functional area.

Context
Create a custom print layout for talent cards. You can create separate layouts for current talent cards and
event-based talent cards.
Custom layouts aren't available when you print talent cards from your iPad or iPhone.

Steps
1. Copy each Workday-delivered layout to a custom report:
a) Access the Copy Standard Report to Custom Report task.
b) Select the Talent Card for Worker report to define the layout for current talent cards.
c) Rename the report and save it.
d) On the Share tab, share the report with users who can print talent cards.
e) Repeat these steps to copy and rename the Talent Card for Review report, which defines the
layout for event-based talent cards.
2. Save the report data and XML schema.
• Select the reports that you created.
• Specify any values as report parameters.
3. Download the standard layout rptdesign files at Workday Community: Talent Card.
Use the most current version of the rptdesign files or your printouts might fail.
4. In Workday Studio, customize the business form layouts to meet your needs.
5. Attach the business form layouts to your custom reports and designate them as the default layouts.

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 | Talent | 1349

6. Apply the custom layouts to your Workday tenant:

a) Access the Edit Tenant Setup - HCM task.
b) From the Talent Card for Talent Review Layout Override prompt, select the print layout for event-
based talent cards.
c) From the Talent Card for Worker Layout Override prompt, select the print layout for current talent
cards.

Result
Workday applies the custom layouts to these print tasks:

Layout Tasks
Talent Card for Talent Review Layout Override Print Talent Cards for Talent Review
Print (for talent cards on worker profiles)

Talent Card for Worker Layout Override Print Talent Cards for Organization
Print Talent Card for Talent Pool
View (for talent cards on worker profiles)

Related Information
Concepts
Concept: Creating Business Form Layouts
Tasks
View and Print Talent Cards on page 1347
Steps: Create a Business Form Layout
Prepare a Custom Report to Be Used with a Business Form Layout
Create a Business Form Layout in Workday Studio
Upload a Business Form Layout and Attach It to a Custom Report

Concept: Talent Reviews

A talent review is a 2-part process that collects talent information from both employees and managers.
Employees describe their:
• Education.
• Career interests.
• Job history.
• Job interests.
• Languages.
• Mobility preferences.
Managers describe their employees':
• Achievable level.
• Loss impact.
• Potential.
• Retention risk.
Both employees and managers add:
• Awards and activities.
• Certifications.
• Competencies.

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• Current work experience.

• Development items.
• Free-form talent summary.
• Training.
Talent review templates provide the framework for a talent review. You can create as many talent review
templates as you need, with any combination of sections. The template, together with the Talent Review
business process and your security configuration, determines what actions employees and managers take
during a talent review. You can further customize talent review templates by providing multiple instructions
for employees and managers to explain the overall process and their role in each section.
This table lists the available sections and who typically completes them:

Skills and Career Interests Talent Job Data

Experience
Employee • Education • Career Interests
• Job History • Job Interests
• Languages • Relocation
Preferences
• Travel
Preferences

Manager Employee Potential

Both • Awards and • Development
Activities Items
• Certifications • Talent Summary
• Competencies
• Current
Appointments
• Publications
• Skills
• Training
• Work
Experience

View Only Internal Job Profile Talent and Job Details

History Performance
Details

Rules identify the target population for a talent review. You assign a rule to a template during configuration.
When you launch the review, Workday sends an Inbox task to the employees who meet the eligibility
criteria defined by the rule.
When a talent review is in progress, a comments toolbar is available at the bottom of the Welcome Page.
To enable more effective communication, the comment bar displays:
• The last comment made.
• The comment history.
• The process history.
• Related links.
After you complete a talent review, you can print talent cards to summarize each employee's talent
information. Organization leaders can use talent cards for succession planning and to predict workforce
needs, identify capability gaps, cultivate leadership, and reward top performers.

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 | Talent | 1351

Related Information
Concepts
Concept: Talent Cards on page 1351
Tasks
Steps: Manage Talent Reviews on page 1341
Reference
The Next Level: Assessing Your Talent Using Goals, Performance Reviews, and Performance Calibration
The Next Level: Finding Your Perfect Match - How to Identify and Track Talent for Your Employees
The Next Level: The Talent Review Process

Concept: Talent Cards

A talent card is a 1-page summary of a worker's key talent information. You can use talent cards as a tool
for discussions on:
• Succession plans.
• Short-term and long-term business plans.
• Retention of top talent.
Talent cards contain this information:
Personal and Job Data Includes:
• Primary business title.
• Supervisory organization.
• Manager.
• Primary position.
• Additional jobs.
• International assignments.
• Location.
• Job tenure.
• Length of service.
• Nationality.
• Citizenship.

Skills and Experiences Includes:

• Job profile history.
• Internal projects.
• Work experience.
• Job history.
• Education.
• Certifications.
• Languages.
• Awards and Activities.
• Training.

Talent Summary Includes:

• Assessments (potential, achievable level,
retention risk, and loss impact).
• Talent matrix placement.
• Last performance rating.
• Performance over time.
• Employee and manager comments.

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• Succession plans.

Competencies and Career Interests Includes:

• Competency charts (active and archived).
• Travel and relocation preferences.
• Career interests.
• Development items.
Competency charts are based on a 5-point scale. If
you have more than 5 competency rating values for
a proficiency scale, they map to this 5-point scale.

Talent card data is sorted by most recent completion date, with a few exceptions:
• Fluent language always comes first.
• Work experiences are sorted according to the Talent Card Sort Order in the Maintain Work
Experiences report.
• Degrees are listed according to the Order in the Maintain Degrees task.
The standard talent card layout has 3 areas:
• The header area displays the worker’s name, photo, personal and job data, and talent summary.
• The left side displays the worker’s skills and experiences.
• The right side displays the worker’s competencies, mobility preferences, career interests, and
development items.
In addition, your company logo, an optional company statement, and the print date display across the top.
You can print talent cards, either individually or in groups. Two versions are available:
• Talent cards that reflect all of a worker's talent information as of the current date.
• Talent cards that reflect a worker's talent information from a specific talent review.
Talent cards based on the current date contain only completed talent information, not in-progress additions
or changes. Only current talent cards are available to print from your iPad or iPhone.
Talent cards have an empty section if:
• A worker has no data in that area.
• The section wasn't part of the template from the Talent Review event (regardless of whether the
relevant data exists in Workday).
Talent cards omit sections altogether if:
• You don't enable the domains to which they belong.
• The user printing the talent card can't access the data.
Example: The talent summary section displays different information for employees and managers,
depending on security. Typically, employees only see performance ratings and talent summary comments,
while managers also see the employee's:
• Potential.
• Achievable level.
• Retention risk.
• Talent matrix placement.
Optionally, you can replace the Workday-delivered print layout with a custom layout that you set at the
tenant level.
Related Information
Tasks
Add Logo to Talent Cards on page 1346

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 | Talent | 1353

Steps: Create Custom Talent Card Layouts on page 1348

Create Talent Review Templates on page 1342
View and Print Talent Cards on page 1347
Reference
The Next Level: The Talent Review Process

FAQ: Talent Reviews

• General
• Talent Review Templates
• Talent Cards
• Talent Reviews with Calibration

General

Can both employees and contingent workers Yes, both types of workers can take part in talent
participate in talent reviews? reviews. Create a talent review rule that specifies
which workers to include in the talent review.
Associate the talent review rule with your talent
review template. Include the Contingent Worker
as Self security group in your configuration of the
Talent Review business process and domain.
The Career Interests, Job Interests, Relocation
Preferences, and Travel Preferences sections
aren't available to contingent workers. Workday
hides these sections even if you include them on
your talent review template.

Can I load historical talent reviews into No, you can't load completed talent review events
Workday? from another system. However, you can load
historical talent data into Workday (including
skills, experiences, and assessments) using the
Enterprise Interface Builder (EIB).

How does information flow between talent Workday pulls completed skill and experience
reviews and worker profiles? information from an employee's worker profile into
the talent review when you launch the review. After
completing and approving the talent review, the
profile displays updated information from the talent
review. If the worker removes a skill or experience
during the talent review, Workday also removes that
information from the profile.
During talent reviews, Workday locks talent
information in the talent review to prevent changes
from other skills and experience business
processes. The Talent Review business process
doesn't launch stand-alone skills and experience
business processes.

How can I track talent reviews for my team? Access the Talent Review Status Summary
report to track the status of talent reviews and view
completed ratings:

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 | Talent | 1354

Talent Review Talent Profile

• The most recent • Is High Potential

in-progress or flag if the potential
completed talent rating is set as High
review for each Potential on the
worker on your team. Maintain Potential
• Click a Review task.
button to complete • The potential rating
reviews waiting for from the most
your evaluation and recently completed
approval. Assess Potential
event for the
employee.
• The performance
rating from the most
recently completed
performance review
for the employee.

Talent Review Templates

Can talent review templates have different No, the same security permissions apply to all talent
security permissions? review templates. To control view and edit access
to individual sections, grant different permissions on
each of the Talent Review subdomains.

Can I provide separate instructions for Yes, use the Managers and Others Instructions
administrators on talent review templates? fields for anyone other than employees. To
provide instructions for multiple audiences, use
the formatting toolbar to differentiate each set of
instructions.

How do I configure competencies? Use the Configure Competency task to set up

competencies in your Workday tenant. Then add
the Competencies section to the talent review
template and specify which competencies to include
on the template. If you want to capture different
competencies for different groups of workers, create
separate talent review templates for each group.
Example: Executives have Leadership and
Strategic Vision as competencies, while sales
teams have Negotiation and Presentation Skills.
See Steps: Set Up Skills and Experience on page
100.

Why is the selection list empty for job interests? Identify which job profiles to make public for
browsing and selection. To set up a public job
catalog:
1. In the Create Job Profile or Edit Job Profile
task, select the Public Job check box to identify
a public job.

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 | Talent | 1355

2. In the Domain Security Policies for

Functional Area report, configure security
for the Public Job: View and Public Job
Qualifications: View domains.
For detailed instructions, see Create a Public Job
Catalog on page 1282.

Does Workday deliver a list of schools for the Workday provides predefined school data that
Education section? you can load into your tenant using the Enterprise
Interface Builder. Alternatively, you can use the
Create School task to set up schools on your own.
The Workday school data includes over 19,000
schools in more than 180 countries.
During talent reviews, workers can also add schools
using free-form text fields in the Education section.
Schools added manually are only available to the
workers who add them.

Can I change the character limit on the Talent No, those fields have a 250-character limit to
Summary fields? optimize display on talent cards. Add the Talent
Summary Details field to your template so that you
can capture additional information. The text in this
field doesn't display on talent cards.

If my template has warnings about incomplete Yes, the warnings are just a reminder that
instructional text, can I still launch a talent instructions are missing and don't prevent you
review? from starting a talent review. Resolve any error
messages listed at the top of a talent review
template before you can launch a review.

Talent Cards

Can I change the layout of talent cards? Yes, you can override the standard print layout with
a custom layout that you create in Workday Studio.
You can use 1 layout for all talent cards, or create
1 for current talent cards and 1 for event-based
talent cards. See Steps: Create Custom Talent
Card Layouts on page 1348.
If you keep the standard print layout, you do have
control over the content of talent cards from talent
review events. The talent cards only include the
sections of data that you configured on the talent
review template.

Why are some talent card sections empty? Sections on event-based talent cards are empty
if workers don't have information in those areas.
Current talent cards reflect a worker's available
talent information. In this case, sections are empty if
you enable the security domains but the information
isn't available.
In many cases, security permissions determine
whether a section displays on a talent card at all.
If you disable the security domain or the person

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 | Talent | 1356

printing the talent card doesn't have permission to

view it, that section doesn't display.

How do talent cards sort information? • Education is sorted by highest degree, based
on the Order in the Maintain Degrees task. If a
worker has 2 degrees with the same sort order,
the most recent degree displays first.
• Fluent language precedes other languages.
• Workday sorts work experiences based on the
Talent Card Sort Order in the Maintain Work
Experiences task.
• Workday sorts competencies alphabetically with
a maximum of 8.
• On event-based talent cards, the talent review
competency rating comes first, followed by
the rating from the next highest competency
precedence. Current talent cards display ratings
from the 2 highest competency precedences.

Why are some certifications missing from talent Talent cards exclude expired certifications.
cards? However, expired certifications are available in the
talent review itself so that employees can update or
remove them.

Can I select specific performance reviews to No, talent cards always reflect the most recent
include on talent cards? performance review.

Can I see a preview of my talent card? Yes, click the print button in the Summary Editor
to view a talent card with the current talent review
information.

How do I add the Talent Cards tab to worker Add the Career content group to the worker profile,
profiles? then add the Talent Cards report to that group.
Worker profiles can also display the Talent Cards
report in the Overview or Performance content
group. See Steps: Set Up Profiles and Profile
Groups.

Can everyone in the management level No, only the worker's direct manager can access
hierarchy access a worker's talent card? the talent card. Others in the management level
hierarchy only view the worker's talent card if
you add the management chain to the talent card
security policy.

Can I print talent cards in other languages? Yes, Workday prints data and labels on talent cards
in the current user's language.

Can I turn off talent cards? Yes, disable the security policy on these domains:
• Self-Service: Talent Card
• Worker Data: Talent Card
Note: Talent cards and talent reviews use the
same security domains.
To remove current talent cards from worker profiles,
use the Configure Profile Group task.

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To turn off talent reviews and event-based talent

cards, disable the security policy on the Talent
Review domain.
To remove talent card print tasks from menus and
search, use the Hide Workday Delivered Report
task.

Talent Reviews with Calibration

Can I launch talent reviews with calibration? Yes, you can launch talent reviews with calibration
for an organization. When you select a calibration
program on the Start Talent Review for
Organization task, Workday concurrently launches
the calibration program and the talent review.

Is the calibration for the same group of workers Yes, Workday uses the employee eligibility rules
as for the talent reviews? and dates defined in the talent review template
instead of the calibration program rules.

How do I set up talent reviews with calibration? If you have talent reviews and calibration set
up for your organization, then talent reviews
with calibration don't require any additional
configuration.

How does information flow between talent After a talent review with calibration event
reviews and calibration? completes, Workday pulls potential information
from the talent review into the calibration program.
Configure the calibration program to use the
Potential - Talent Review with Calibration report
field as the default value for potential. After
calibration is complete, the employee's worker
profile displays the updated potential assessment
from the calibration.

Related Information
Tasks
Steps: Manage Talent Reviews on page 1341

Employee Reviews

Common Employee Review Setup

Define Employee Review Types

Prerequisites
Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Context
You can create different types of employee reviews within the 4 categories of reviews in Workday. You can
define as many review types within a review category as you want.

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 | Talent | 1358

Steps
1. Access the Maintain Review Types task.
2. Provide information for each review type:
Option Description
Review Type Workday displays this name in review templates
and when you roll out employee reviews.
Initiate on Individual Employee Enables managers, HR Partners, and other
authorized roles to start a review process of this
type on a single employee rather than an entire
organization.
Allow Employee to Self-Initiate Enables employees to start their review on
their own. This option applies when the Review
Category is individual development plan or
performance review.

Next Steps
Create employee review templates.
Related Information
Concepts
Concept: Employee Reviews on page 1386
Tasks
Steps: Create Employee Review Templates on page 1360
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Performance Improvement Plans on page 1433
Steps: Set Up Performance Reviews on page 1413

Create or Edit Review Questions

Prerequisites
Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Context
You can create categories to organize your employee review questions. Then create an inventory of
questions that you can pull into the Questions section in an employee review template.

Steps
1. Create review question categories.
a) Access the Maintain Review Question Categories task.
b) Create categories in the grid.
2. Create review questions.
a) Access the Maintain Review Questions task.
b) Enter each question in a new row.
c) Select 1 or more categories for each question.
d) (Optional) To view more details, drill down on Used in Templates.

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 | Talent | 1359

Example
You can group questions according to the employee review categories:
• Development Plan
• Disciplinary Action
• Performance Improvement Plan
• Performance Review

Next Steps
• Add questions to an employee review template.
• To see a complete list of categories, run the Review Question Categories report.
• To see a complete list of questions, run the Review Questions report.

Employee Review Templates

Create Employee Review Section Types

Context
To include multiple sections of the same type in an employee review template, create tenanted section
types based on these delivered types:
• Accomplishments
• Competencies
• Goals
• Questions
• Responsibilities
You can configure the sections independently on the review template. When you carry over or consolidate
content from 1 review to another, Workday only pulls content between sections of the same type. Example:
The Career Goals section in 1 review only maps to the Career Goals section in another review.

Steps
1. Access the Maintain Employee Review Section Types task.
2. Define each section type in a new row:
a) Enter a Section Type Name.
b) From the Based on Section Type prompt, select the section type.
c) Expand Workday Delivered Section Types to view a list of all section types and which review
templates use them.

Example
Create different sections for Career Goals and Individual Goals based on the Goals section type. Add the
sections to a review template and select the carryover or consolidate option to move content from 1 review
to another: Career Goals to Career Goals, and Individual Goals to Individual Goals.

Next Steps
• Add the tenanted section types to employee review templates.
• For a list of tenanted section types, access the View Employee Review Section Types report.
Related Information
Tasks
Steps: Set Up Development Plans on page 1426
Steps: Set Up Disciplinary Actions on page 1429
Steps: Set Up Performance Improvement Plans on page 1433

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 | Talent | 1360

Steps: Set Up Performance Reviews on page 1413

Steps: Create Employee Review Templates

Prerequisites
• Define employee review types.
• Create employee review section types.
• Create rating scales.
• Create employee review rules.
• Create job profiles.
• Set up the reviews you want to use in your templates.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Context
You can use the same elements in review templates for development plans, disciplinary actions,
performance improvement plans, and performance reviews. Templates define what employees and
managers see on the review document and how to process the information. Workday delivers these
employee review template sections:
• Accomplishments
• Career
• Competencies
• Development Items
• Feedback
• Goals
• Overall
• Questions
• Responsibilities
• Supporting Documents
You can create up to 14 sections per template.

Steps
1. Access the Create Employee Review Template task.
2. Select the Review Type and specify the template Name.
The available review types are the types you defined on the Maintain Review Types task.
3. Add sections to the review template and click OK.
Changing the label in the Section Label Override field affects only this template and the employee
reviews generated from this template. Both online and printed review documents have the new labels.
4. Click Configure Employee Review Template.
5. Click Edit to configure the Template Details for the template.
See Reference: Employee Review Template Details Fields on page 1368.
6. (Optional) Configure the Accomplishments, Questions, and Responsibilities Sections on page 1361.
7. (Optional) Configure the Competencies Section on page 1361.
8. (Optional) Configure the Career Section on page 1362.
9. (Optional) Configure the Feedback Section on page 1363.
10.(Optional) Configure the Goals Section on page 1364.
11.(Optional) Configure the Overall Section on page 1364.
12.Define Help Text for Employee Reviews on page 1380.

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 | Talent | 1361

Next Steps
• Start employee reviews based on this template.
Related Information
Concepts
Concept: Employee Reviews on page 1386
Concept: Load Content from Previous Review on page 1404
Concept: Object Transporter 2.0

Configure the Accomplishments, Questions, and Responsibilities Sections

Prerequisites
• Create the employee review template.
• Create or edit review questions for the Questions section.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Accomplishments, Questions, or Responsibilities section and click Configure Section in
the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. Select the Item Content options.
See Reference: Employee Review Template Item Content Fields on page 1370.
5. Add at least 1 question in the Questions section.
6. Select the Ratings and Comments options.
See Reference: Employee Review Template Ratings and Comments Fields on page 1371.
7. If you selected the Items Rated or Section Rated option, select the Weighting options.
See Reference: Employee Review Template Weightings Fields on page 1375.
Related Information
Concepts
Concept: Ratings and Weightings on page 1437
Concept: Hide Section Weights and Ratings on page 1437
Tasks
Create or Edit Review Questions on page 1358
Create Rating Scales on page 1378
Examples
Example: Create Employee Reviews with Two Questions Sections on page 1375

Configure the Competencies Section

Prerequisites
• Create the employee review template.
• Create competencies.
• Create the rating scale or the proficiency rating scale.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

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 | Talent | 1362

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Competencies section and click Configure Section in the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. Select the Item Content options.
See Reference: Employee Review Template Item Content Fields on page 1370.
5. Add at least 1 competency.
6. Select the Ratings and Comments options.
See Reference: Employee Review Template Ratings and Comments Fields on page 1371.
Related Information
Concepts
Concept: Ratings and Weightings on page 1437
Concept: Hide Section Weights and Ratings on page 1437
Tasks
Create or Edit Competencies on page 106
Create Rating Scales on page 1378
Create Proficiency Rating Scales on page 105
Steps: Configure Additional Reviewers for Competencies on page 1383

Configure the Career Section

Prerequisites
• Set up career interests, job interests, travel, and relocation preferences.
• Create the employee review template.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Career section and click Configure Section in the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. Select the Section Selection options:
• Include Career Interest
• Include Job Interest
• Include Travel Preferences
• Include Relocation Preferences
Related Information
Tasks
Set Up Career Interests on page 1283
Set Up Relocation Preferences on page 1284
Set Up Travel Preferences on page 1284

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Configure the Feedback Section

Prerequisites
• Set up feedback options for confidentiality and privacy. See Set Up Confidential, Private, and
Anonymous Feedback Options.
• Create feedback templates and assign them the Feedback for Review type to include them in
performance reviews and development plans. See Steps: Configure Feedback Templates.
• Create the employee review template.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Feedback section and click Configure Section in the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. Select Feedback Types and Dates. As you complete this section, consider:
Option Description
Anytime Feedback Enables you to include nonprivate and
nonconfidential feedback on a worker given by
others in the review (Give Feedback).
Include Role Requested Feedback Enables you to include nonconfidential feedback
on a worker requested by another worker in the
review (Get Feedback on Worker).
Include Self Requested Feedback Enables you to include nonprivate feedback that
workers request on themselves in the review (Get
Feedback on Self).
Include Skill Endorsements from Feedback Enables you to include skill endorsements from
role-requested and self-requested feedback.
Requires Skills Cloud.
Include Skill Ratings from Feedback Enables you to include skill ratings from role-
requested and self-requested feedback. Requires
Skills Cloud.
Date Range Specifies whether to use the review period, enter
a dynamic start date, or enter specific dates.
Workday requires you select 1 option.
When using Guided Experience, Workday doesn't
display feedback once the date range ends.
For more information, see Concept: Date Range
for Feedback in Reviews on page 1367.

Select at least 1 type of feedback to include in the employee review.

5. (Optional, for performance reviews and development plans only) Select the Default Template for Get
Feedback from Review to include questions from a feedback template in the employee review.
Workday populates this field with feedback templates assigned the Feedback for Review type in the
Create Feedback Template task. Workday doesn't use this field if you select only Anytime Feedback
for the employee review.

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Related Information
Tasks
Steps: Configure Feedback Templates on page 1484
Steps: Set Up Skill Endorsements and Ratings on page 1570

Configure the Goals Section

Prerequisites
• Create the employee review template.
• Create goal payout bands for net attainment.
• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Goals section and click Configure Section in the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. Select the Item Content options.
See Reference: Employee Review Template Item Content Fields on page 1370.
5. Select the Ratings and Comments options.
6. Select the Weighting options:
• Items Weighted
• Section Weight
See Reference: Employee Review Template Weightings Fields on page 1375.
7. (Optional) Select the Net Attainment options. As you complete this section, consider:
Option Description
Goal Payout Band Specifies a Payout Band you configured on the
Maintain Goal Payout Band task.
Generate Net Attainment Specifies how to generate net attainment:
Workday calculates or manual entry.

You can generate net attainment in only 1 Goals section in an employee review template.
Related Information
Concepts
Concept: Employee Goals in Employee Reviews on page 1406
Concept: Ratings and Weightings on page 1437
Concept: Hide Section Weights and Ratings on page 1437
Concept: Goal Net Attainment Calculation on page 1389
Tasks
Create Rating Scales on page 1378
Create Goal Payout Bands for Net Attainment on page 1384
Set Up Goals for Employee Reviews on page 1261

Configure the Overall Section

Prerequisites
• Create the employee review template.

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• Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Steps
1. Access the Configure Employee Review Template report and click Configure Sections.
2. Add the Overall section and click Configure Section in the grid.
3. Select the Section Configuration options.
See Reference: Employee Review Template Section Configuration Fields on page 1369.
4. (Optional) Select ratings options for the Overall section that apply to the overall review. As you
complete this section, consider:
Option Description
Rating Configuration Select from these ratings options:
• Calculated Rating with No Overrides: Workday
calculates the overall rating. The employee or
manager can't override this value. Select this
option only if you configured 1 or more rated
sections other than the Overall section in your
review.
• Calculated Rating with Overrides: Workday
calculates the overall rating. The employee or
manager can override this value with a new
overall rating. Select this option only if you
configured 1 or more rated sections other than
the Overall section in your review.
• Manual Entry: The employee or manager
specifies their own value in the Rating field
rather than selecting a value from a prompt.
This value can have up to 2 decimal places
and must fall between the specified rating
scale. Select this option if your review doesn't
have 1 or more rated sections, or you don't
want Workday to calculate the overall rating.
• Prompt for Overall Rating: The employee or
manager selects a valid rating from the rating
scale. Select this option if your review doesn't
have 1 or more rated sections or you don't
want Workday to calculate the overall rating.

Require Ratings For Requires managers or employees to enter ratings

in this section. Not available when the Calculated
Rating with No Overrides or Manual Entry
option is selected.
Rating Scale Uses the default rating scale you set on the
Edit Tenant Setup - HCM task. You can use a
different rating scale from the scale used in other
sections.
Calculated Rating uses Section Rating Calculates the overall rating using the Workday-
Precision calculated section summary rating values and not
the mapped ratings from the rating scale.
When you select this check box, Workday
recommends that you also select the Display
Section Rating check box in other sections. You

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Option Description
can select either this option or the Calculated
Rating uses Item Averaging option but not both.

Calculated Rating uses Item Averaging Calculates the overall rating using an average
rating of all rated items in the employee review.
When you select this option, the Section Rated
and Section Weight fields aren't available in
other sections. You can select either this option
or the Calculated Rating uses Section Rating
Precision option but not both. If you select no
option, Workday uses the weights set at the item
or section level.
Use the same rating scale across all sections to
ensure consistent results. Use the rating scale
option for the Competencies section because
Workday doesn't include proficiency scales when
calculating the average rating.

Show Rating Description Displays the rating description below the rating.
Show Calculated Rating Displays the Workday overall calculated rating.
Show Default Rating (Templates using Guided Experience only)
Displays the default rating. Clear this check box
to hide default ratings in employee reviews.
Available when you select the Calculated
Rating with Overrides option in the Rating
Configuration field.
Allow Employee Ratings Enables employee ratings by employees. Clear
this check box to exclude section ratings by
employees in employee reviews.

Related Information
Tasks
Create Rating Scales on page 1378
Examples
Example: Calculating the Overall Rating Using Mapped Section Ratings and Weightings on page 1439
Example: Calculating the Overall Rating Using Calculated Section Ratings and Weightings on page 1440
Example: Calculating the Overall Rating Using Item Averaging on page 1441

Copy Employee Review Templates

Prerequisites
Create 1 or more employee review templates.
Security: Set Up: Employee Reviews domain in the Performance Enablement functional area.

Context
Copy an existing employee review template to use as the starting point for another template.

Steps
1. Access the Copy Employee Review Template task.

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2. Select the Employee Review Template to Copy.

3. In the Template Name for Copy field, enter the name of the new template.
4. Change the detailed information as necessary.

Next Steps
• Create employee review rules.
• Start employee reviews.
Related Information
Concepts
Concept: Object Transporter 2.0
Concept: Track Employee Reviews on page 1402

Concept: Date Range for Feedback in Reviews

When you configure the Feedback section for employee review templates, the Date Range option you
select determines the time frame of feedback that's included in the employee review. The date range
that you select only includes the feedback types you select. Example: if you select only Include Role
Requested Feedback, Workday won't include any self-requested or anytime feedback received during the
date range.
The Date Range options also determine the timing of skill endorsements and skill ratings included in an
employee review.
The Feedback Types and Dates section of the Feedback section configuration includes these options:
• Use Review Period
• Enter Dynamic Start Date
• Enter Specific Dates

Use Review Period

When you select this check box, the employee review includes feedback received between the review start
and end dates as specified in the employee review template. If you don't specify review period dates in the
review template, the review template uses the review period dates you specify when launching the review.

Enter Dynamic Start Date

When you select this check box, the employee review includes feedback received from the specified
number of months before the review period end date to the completion date.
Examples:
• When the Review End Date is within 6 months, Workday includes all the feedback of the selected
types the worker has received in those 6 months. Example: The Review End Date is March 31 and the
last business process steps are also completed on March 31. In this case, Workday only includes the
feedback received between October 1, 2022 and March 31, 2023.
• When the review is completed before the Review End Date, any feedback given after the review
completion date isn't included. Example: The review is completed on March 15 but the review end date
is March 30. In this case, Workday doesn't include any feedback given after March 15.
• When the Review End Date has already passed and today is the review completion date, Workday
includes any feedback given before the completion date. Example: If today is April 20, the review
end date is March 30, and the review is completed on April 15, then Workday includes only feedback
provided between March 30 and April 15.

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Enter Specific Dates

When you select this check box, the employee review includes only feedback between the specific start
and end dates.
Reference: Employee Review Template Details Fields

Template Details

Option Description
Applies To Specifies a condition rule that targets this review
template to apply to a subset of employees.
Period Start/End Date Specifies the start and end dates when all
employees have the same review period. These
dates display on the initiate review page and you
can't change or delete them.
When you leave start and end dates blank on
the template, you must enter the dates when you
launch the review. You can use this option when
you start a review for individual employees and
must specify the start and end dates at initiation
time.
These dates also determine which review Workday
includes in the Performance Review Status
worklet.
The review doesn't automatically start or end
on these dates. To start a review, use the Start
task that corresponds to the type of review you're
defining. The review process doesn't end until the
business process is complete.

Inactive Inactivates the template. You can't select an

inactive review template, but the template remains
valid for in-progress reviews.
Layout Override Specifies a custom print layout created with Report
Designer in Workday Studio to override the
standard layout for employee reviews based on this
template.
Default Editor Option Specifies the editor view that workers see when
completing employee reviews. You can enable the
user to select the default editor or specify whether
the user starts the employee review in Guided
Editor or Summary Editor.
Specify Use Guided Experience to provide users
a redesigned editor with a navigation bar to switch
between sections.

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Other Reviewer Options

Option Description
Enable Additional Reviewers for Competencies (Performance Reviews and Development Plans
Section only) Enables you to add additional reviewers in the
Competencies section.
Include the Get Additional Reviewers step in the
Start Performance Review or Start Development
Plan business process to enable additional
reviewers. Also define the types of Additional
Reviewers on the Maintain Additional Reviewer
Types task.

Display Additional Reviewer Names Enables the additional reviewers' names to be

visible to both the employee and the manager. By
default, additional reviewer names are anonymous,
even if you disable anonymous feedback on the
Maintain Feedback Setup task.
Display Additional Ratings to Employee Enables employees to see ratings assigned by
additional reviewers.
Display Additional Comments to Employee Enables employees to see comments provided by
additional reviewers.
Enable Additional Manager Evaluations for All (Performance reviews only) Enables comments
Sections from additional managers in all sections of the
employee review.
Display Additional Manager Comments Enables managers to see other managers'
comments if you enable additional manager
evaluations.
Display Additional Manager Names Enables primary managers to see the additional
managers' names if you enable additional manager
evaluations.

Related Information
Concepts
Concept: Employee Reviews on page 1386

Reference: Employee Review Template Section Configuration Fields

Options Description
Override Label (All sections) Renames the section with the text that
you specify in the Label field.
Section Comments (All sections except Overall) Adds a Comment
field to this section of the review document. When
selected, Workday displays a section summary.
Require Section Comments For (All sections except Overall) Requires managers,
employees, or additional managers to enter
comments in this section. In the Competencies
section, you can also require additional reviewers to
enter comments.

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Options Description
Use Comments (Overall) Adds a Comment field to the Overall
section of the document.
Require Comments For (Overall) Requires, managers, employees, or
additional managers to enter comments in this
section.
Additional Reviewer Types (Competencies) Selects from the additional
reviewer types created with the Maintain
Additional Reviewer Types task.
Employee View Option (Accomplishments, Overall, Questions,
Responsibilities, Supporting Documents)
Determines whether the employee can view or
modify this section. Specify 1 of these options:
• View and Modify: Default behavior.
• View: Applies to in progress or completed
reviews.
• View Only on Completed Review: The employee
can't view the section until the review is
completed. If you configure all review sections
with this option, Workday hides the entire review
from the employee until it's completed.
• Hide: Always hide the section from the
employee. If you configure all sections in the
review with this option, Workday hides the entire
review from the employee.
The business process configuration for
Disciplinary Actions and Performance
Improvement Plans overrides what employees
can view on a template. If any review business
process substeps involve the employee
(Examples: Set Content, Complete Self
Evaluation), Workday displays the review to
employees even if the template has hidden
sections.

Rating Configuration (Overall) See Configure the Overall Section.

Reference: Employee Review Template Item Content Fields

Field Description
Load Content from Previous Review Defines the method to move content from an
employee review of the same type and within the
same review period to the next review period.
Options are:
• (Accomplishments, Competencies, Goals,
Questions, Responsibilities) Carryover with
Item Evaluation Content: Moves content from
the most recently completed review, including
ratings and comments as configured.
• (Accomplishments, Goals, Responsibilities)
Consolidate: Consolidates and moves content

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Field Description
from all previous reviews that falls within the
review period start and end dates.
For more information, see Concept: Load Content
from Previous Review on page 1404.

Allow Delete of Previous Content (Accomplishments, Goals, Responsibilities)

Enables employees or managers to delete content
moved from a previous review. Available when
you select an option from the Load Content from
Previous Review field.
Allow User to Add Existing Goals Manually (Goals) Enables the employee or manager to pull
in individual goals created outside of the review.
If you've included more than 1 Goals section, you
can add an individual employee goal to only 1
section. When you select Load Relevant Goals,
Workday automatically selects this check box.
Load Relevant Goals (Goals) Adds all employee goals not already in
the employee review to the review document. The
automatic pull-in occurs at the beginning of the set
content and evaluation phases. If you've included
more than 1 Goals section, you can add employee
goals to only 1 section. You can use this option on
all Goals section types. You can:
• Filter Relevant Goals by Category
• Filter Relevant Goals by Goal Template Rule

Populated from Position (Responsibilities) Adds responsibilities from

the employee's primary position and the primary
position's job profile. When you select this check
box, you can also add new content at the time of
the review. Workday pulls the responsibilities from
the employee's primary position and the primary
position's job profile.
Pull from Position (Competencies) Adds competencies from the
employee's job profile and position to the review.
You can also add individual competencies defined
with the Configure Competency task.

Reference: Employee Review Template Ratings and Comments Fields

Field Description
Items Rated (Accomplishments, Goals, Questions,
Responsibilities) Enables the employee or
manager to enter a rating for each item during the
review process. When selected, enter a beginning
and ending range for the rating scale.
Require Item Ratings For (Accomplishments, Competencies, Goals,
Questions, Responsibilities) Requires managers
or employees to enter a rating for each item in this
section.

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Field Description
When you don't set up any conditions, you
can require item ratings for the manager for all
supported sections.
When you select the Allow Employee Ratings
check box for the Goals section, you can require
employees to rate Goal items.
When you select the Allow Employee Ratings
check box and select View and Modify from the
Employee View Option prompt, you can require
employee item ratings for the Accomplishments,
Questions, and Responsibilities sections.
For the Competencies section, when you select
the Use Proficiency Scales or Use Rating
Scale check box, you can require item ratings for
managers, employees, or additional reviewers.
• When you set no conditions, you can only
require item ratings for managers.
• When you select the Allow Employee Ratings
check box, you can require item ratings for
employees.
• When you select the Enable Additional
Reviewers for Competencies Section
template check box, you can require item ratings
for additional reviewers.

Use Proficiency Scales (Competencies) Enables the employee or

manager to evaluate competencies using
a proficiency scale defined with the Create
Proficiency Rating Scale task.
Use Rating Scale (Competencies) Enables the employee or
manager to rate competencies using any tenanted
rating scale defined with the Create Rating Scale
or Edit Rating Scale task.
Section Rated (Accomplishments, Competencies, Goals,
Questions, Responsibilities) Enables the
employee or manager to rate the section. Options
are:
• Ratings With Overrides: Workday displays
the Rating field in the review section. If you
selected Items Rated, Workday calculates and
displays the section rating. You can change this
value. If you didn't select Items Rated, you can
enter a rating value.
• Ratings With No Overrides: Workday calculates
the rating and displays the value in the Rating
field in the review section. You can't change this
value. Available only when you select Items
Rated.
• Prompt for Rating: When selected, Workday
prompts the reviewer to give the employee a

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Field Description
rating for the section independent of the item
ratings.
Not available when you select Calculated Rating
uses Item Averaging for the Overall section.
When selected, Workday displays a section
summary.

Proficiency Scale for Section Ratings (Competencies) Selects a proficiency scale for
rating the Competencies summary section.
Rating Scale (Accomplishments, Goals, Questions,
Responsibilities) Selects the rating scale for the
section. You can set the default rating scale on the
Edit Tenant Setup - HCM task. This rating scale
doesn't need to match the rating scale used in other
sections.
Require Section Ratings For (Accomplishments, Competencies, Goals,
Questions, Responsibilities) Requires managers
or employees to enter section ratings. This option
isn't available if you select the Ratings With No
Overrides option from the Section Rated prompt.
When you set no condition rules, you can only
require section ratings for managers.
If the Allow Employee Ratings check box is
selected, you can require section ratings for
employees for the Competencies and Goals
sections.
When you select the Allow Employee Ratings
check box and set the Employee View Option
field to View and Modify, you can require section
ratings for employees for the Accomplishments,
Questions, and Responsibilities sections.
When you select the Enable Additional
Reviewers for Competencies Section template
configuration check box, you can require
section ratings for additional reviewers for the
Competencies section.

Show Rating Description (Accomplishments, Competencies, Goals,

Questions) Displays the description of the selected
rating. Define rating descriptions on the Create
Rating Scale or Edit Rating Scale task. Define
competency rating descriptions on the Create
Proficiency Rating Scale or Edit Proficiency
Rating Scale task.
Allow Employee Ratings (Accomplishments, Competencies, Goals,
Questions) Enables employee ratings for these
sections. Clear this check box to exclude item and
section ratings by employees in employee reviews.

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Field Description
Show Calculated Rating Value (Accomplishments, Competencies, Goals,
Questions, Responsibilities) Displays the
Workday-calculated summary rating in the section
summary area. Available when you select Items
Rated and a ratings value in the