Personnel Actions

Hiring (Non-Student) Employee

Workday security role needed to initiate: Manager, Department Admin, Faculty Partner, or Recruiter (supervisory)

To hire for Faculty, Adjunct Faculty (new hire or rehire after break), or staff positions, follow the procedures outlined in the Recruiting Lifecycle: Creation of Job Requisition to Ready for Hire job aid.

Special considerations:

• Adjunct Faculty: If this will be an additional job on top of a primary job for an established employee, use the "Add Job" task. *All adjunct positions will need Period Activity Pay (PAP) to get paid for their work.
• Reappointed Adjunct: Signed contract must accompany the Period Activity Pay request
• Retired Faculty Member: Must have a 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

Workday security role needed to initiate: Manager, Department Admin

For more information to hire for a VIMS graduate student assistantship, VIMS workship, W&M graduate student assistantship, resident assistant, undergraduate or graduate hourly position, student internship or fellowship, or to process a student support payment or student award, visit the Student Employment site.

Faculty-Specific Pay & Position Changes

Workday security role needed to initiate: Manager, Department Admin, Faculty Partner

Change Job

• Change contract from 9- to 12-month or vice versa

Period Activity Pay (PAP)

• Summer research salary (GN position)
• Overload teaching

Request Compensation Change

• Named professorship (FS and FS positions). Choose "Allowance on primary job"
• Change base salary. Faculty salary increases due to promotion, retention, equity, etc., usually take affect at the start of a contract year.

Actions for All (Non-Student) Employees

Workday security role needed to initiate: Manager, Department Admin

Assign Costing Allocation

• Funding change (faculty and staff)

Change Job

• Extend end date for temporary hourly employee (Up to one year total time. Include in the comments the start date of the temp hourly job.)

Request Classification & Compensation Review (Staff Only)

• For changes in title, duties, classification, and/or compensation must be submitted as a class/comp review.

Request Compensation Change

• Car (or other special stipend)
• Cell phone stipend (see policy for more details)
• Competitive offer (staff only)
• Retention increase (staff only)
• Temporary pay (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.)

Request Leave of Absence

• Leave status change: SSRL (faculty); FMLA (W&M Sickness & Disability)

Request One-Time Payment (OTP)

• Award
• Bonus
• Sign-on Bonus (Signed bonus employment agreement must accompany form)
• Moving and Relocation Payment (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)

Termination of Job or Employment

Workday security role needed to initiate: Manager, Department Admin

End Additional Job

• Termination of job only (employee still has another job)
• Termination of student hourly job only (required before a student can move into a non-student job. Processed by Student Employment)

Terminate Employee

• Termination of employment (leaving the university completely and must be initiated by the supervisor or department admin prior to the employee's last day)
• Termination of GA/RA job only (this is under special circumstances and is required before a student can move into a non-student job. Processed by UHR)