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Personnel Actions
Workday Personnel Action Deadlines
The payroll processing calendar deadlines for employee transactions remain unchanged. Departments must have fully approved transactions due to UHR / Student Employment by the start of the pay period, in general. Please refer to Payroll's processing calendar for specific pay period deadlines.
Use this table to determine which form or system to use to submit a personnel action.
Hiring | Pay & Position Changes | Termination of Job or Employment
Hiring
|
Type of Action |
Legacy Form/System |
Current Workday Version |
Notes |
|---|---|---|---|
Hire (Non-Student) Employee |
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| Faculty | PeopleAdmin | Hire Employee | Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory) |
| Adjunct faculty (new hire or rehire after break) | PeopleAdmin |
Hire Employee or Add Additional Job with Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory) If this is a new employee in Workday, use Hire Employee. If this is an additional job on top of the primary job in Workday, use Add Additional Job. In all cases, adjuncts will need period activity pay (PAP) to get paid for their work. |
| Staff | PeopleAdmin | Hire Employee | Workday security role needed to initiate: Manager, Department Admin, or Recruiter (supervisory) |
| Retired faculty member returning to work | PeopleAdmin | Hire Employee |
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory) Must have six-month break. If returning as adjunct, follow adjunct procedures. If returning in other non-benefited role, they will come back as hourly; determination made by Classification & Compensation. ACA rules apply in all cases. |
Hire/Reappoint Student Employee |
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| VIMS graduate student assistantship | Student Employment Form |
Hire Student with Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager or Department Admin Processed by UHR. A Workday job requisition is not required for students. |
| VIMS workship | Student Employment Form | Add Additional Job |
Workday security role needed to initiate: Manager or Department Admin Processed by UHR. A Workday job requisition is not required for students. |
| W&M graduate student assistantship | EPAF | Hire Student |
Workday security role needed to initiate: Manager or Department Admin A Workday job requisition is not required for students. |
| Resident assistant | EPAF |
Hire Student with Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager or Department Admin A Workday job requisition is not required for students. |
| Undergraduate or graduate student — hourly position | Student Employment EPAF |
Hire Student or Add Additional Job |
Workday security role needed to initiate: Manager or Department Admin Processed by Student Employment, not UHR. A Workday job requisition is not required for students. |
| Student internship or student fellowship (STINFL position) | Student Employment EPAF |
Hire Student or Add Additional Job with Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager or Department Admin Processed by Student Employment, not UHR. A Workday job requisition is not required for students. |
| Student support payment (S1SOFI position) or student award (S1PAYW or S1PAYV position) | Student Employment EPAF |
Hire Student or Add Additional Job with Request One-Time Payment (OTP) |
Workday security role needed to initiate: Manager or Department Admin Processed by Student Employment, not UHR. A Workday job requisition is not required for students. |
Reappoint Adjunct |
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| Fall & spring teaching | Adjunct Request Form (pdf) | Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory) Signed contract must accompany form. |
| Summer teaching (individual) | Summer Session Payment Authorization (pdf) or Adjunct Request Form (pdf) |
Period Activity Pay (PAP) |
Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory) Signed contract must accompany form; paid in one lump sum. |
Pay & Position Changes
|
Type of Action |
Form/System |
Workday Version |
Notes |
|---|---|---|---|
Faculty-Specific Actions |
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| Summer research salary (GN position) | EPAF | Period Activity Pay (PAP) | Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner |
| Overload teaching | Faculty Overload Authorization | Period Activity Pay (PAP) | Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner |
| Administrative stipends (FS and FC positions) | EPAF for W&M or PAF for VIMS | Add Additional Job | Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner |
| Named professorship (FS and FC positions) | Request Compensation Change > Allowance on primary job | Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner | |
| Change contract from 9- to 12-month or vice versa | PAF | Change Job | Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner |
| Change base salary | PAF | Request Compensation Change |
Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner Faculty salary increases due to promotion, retention, equity, etc., usually take effect at the start of a contract year. |
Actions for All Employees (Non-Students) |
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| Award | PAF | Request One-Time Payment (OTP) | Workday security role needed to initiate: Manager or Department Admin |
| Bonus | PAF | Request One-Time Payment (OTP) | Workday security role needed to initiate: Manager or Department Admin |
| Bonus (sign-on) | PAF | Request One-Time Payment (OTP) |
Workday security role needed to initiate: Manager or Department Admin Signed bonus employment agreement (doc) must accompany form. |
| Car (or other special) stipend | PAF | Request Compensation Change > Allowance on primary job | Workday security role needed to initiate: Manager or Department Admin |
| Cell phone stipend | Wireless Communication Device Form | Request Compensation Change > Allowance on primary job |
Workday security role needed to initiate: Manager or Department Admin |
|
Classification/Compensation Review (staff only) |
PeopleAdmin |
Request > Classification & Compensation Review questionnaire |
Workday security role needed to initiate: Manager or Department Admin Changes in title, duties, classification, and/or compensation must be submitted as a class/comp review. |
|
Competitive offer (staff only) |
PAF | Request Compensation Change | Workday security role needed to initiate: Manager or Department Admin |
|
Retention increase (staff only) |
PAF | Request Compensation Change | Workday security role needed to initiate: Manager or Department Admin |
|
Extend end date for temporary hourly employee |
PAF | Change Job |
Workday security role needed to initiate: Manager or Department Admin Up to one year total time. Please include in the comments the start date of the temp hourly job. |
|
Funding change (faculty/staff) |
EPAF | Assign Costing Allocation | Workday security role needed to initiate: Manager or Department Admin |
|
Leave status change |
PAF | Request Leave of Absence |
Workday security role needed to initiate: Manager, Department Admin, or Faculty Partner SSRL (faculty); FMLA (W&M Sickness & Disability). |
|
Moving & relocation payment |
PAF | Request One-Time Payment (OTP) |
Workday security role needed to initiate: Manager or Department Admin Signed relocation agreement must accompany form. Hits same index as primary job. See the details and agreement form from Financial Operations. |
|
Professional Service Agreement (active faculty and FLSA-exempt employees only) |
PSA | Request One-Time Payment (OTP) | Workday security role needed to initiate: Manager or Department Admin |
|
Supervisor or timesheet approver change |
Supervisor/Timesheet Approver Change Form | Current Supervisory Org > Related Actions > Reorganization > Move Workers (by Organizations) |
Workday security role needed to initiate: Manager or Department Admin |
|
Home org, department, or building changes |
Supervisor/Timesheet Approver Change Form |
Change Org Assignment for Cost Center or Change Location for location only. Do not use Change Jobs task. |
Workday security role needed to initiate: Manager or Department Admin |
|
Temporary pay |
PAF | Request Compensation Change > Allowance on primary job |
Workday security role needed to initiate: Manager or Department Admin For additional duties required over and above the normal position requirements for three months or more; must be submitted at the beginning of the assignment and be over the timeframe the extra work is necessary. |
Actions for Student Employees |
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| Award or other special payments to undergrad or grad student | Refer to Accounts Payable website | ||
| Funding change (GAs & RAs only) | EPAF | Assign Costing Allocation |
Workday security role needed to initiate: Manager or Department Admin |
| Funding change for Student Employment positions (starts with ST, S1SOFI, STINFL, S1PAYW, or S1PAYV) | Student Employment EPAF | Assign Costing Allocation | Workday security role needed to initiate: Manager or Department Admin |
| Hourly rate change | Student Employment EPAF | Request Compensation Change |
Workday security role needed to initiate: Manager or Department Admin Processed by Student Employment, not UHR. |
| Supervisor or timesheet approver change | Student Employment Form | Current Supervisory Org > Related Actions > Reorganization > Move Workers (by Organizations) |
Workday security role needed to initiate: Manager or Department Admin |
Termination of Job or Employment
|
Type of Action |
Form/System |
Workday Version |
Notes |
|---|---|---|---|
| Termination of employment (leaving the university completely) | Online clearance form | Terminate Employee |
Workday security role needed to initiate: Manager or Department Admin Must be initiated by supervisor or department administrator prior to the employee's last day and a standard Clearance Form must be completed. |
| Termination of job only (employee still has another job) | PAF | End Additional Job |
Workday security role needed to initiate: Manager or Department Admin Required if an employee with an additional hourly job stops working in the hourly job. |
| Termination or cancellation of student hourly job only (special circumstances) | Student Employment Form | End Additional Job |
Workday security role needed to initiate: Manager or Department Admin Required before student can move into a non-student job. Processed by Student Employment. |
| Termination of GA/RA job only (special circumstances) | EPAF for W&M or Student Semi-Monthly Employment Form for VIMS | Terminate Employee |
Workday security role needed to initiate: Manager or Department Admin Required before student can move into a non-student job. Processed by UHR. |