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Workday Implementation Initiative

Hiring suspension and critical deadlines ahead of Workday

Summary

This email outlines critical details, including a suspension of hiring dates scheduled from June 11 through June 30, ahead of the university’s transition to Workday on July 1.

Full Description

The following email was sent to W&M faculty and staff on June 2, 2025 from the Workday Project Team.  

Dear W&M, 
This email outlines critical details, including a suspension of hiring dates scheduled from June 11 through June 30, ahead of the university’s transition to Workday on July 1. It is essential to review this information carefully as it impacts hiring practices during this period. Please note that these dates are crucial to the successful implementation of Workday and do not impact or alter the guidance previously shared to campus in regard to the hiring slowdown, which has been extended through August 1. 

Top 5 things to know 

  1. New hires in progress within PeopleAdmin can proceed under the following guidelines:
    • Full-time hires: Start date can be set for June 10. Note that mid-pay-period hires will not be accommodated.
    • Temporary/Hourly hires: Start dates can be scheduled at any time between now and June 10.
    • An approved exemption form is necessary for all hires except for graduating senior temp positions. Additionally, for hires to have a start date of June 10, their workflow state in PeopleAdmin must be completed by Tuesday, June 3. This involves ensuring the approval of the exemption form, all necessary approvals in PeopleAdmin, completion of the background screening, and a signed offer letter. 
  2. Hiring Suspension June 11-June 30
    • No new hires will be allowed between June 11 and June 30. 
    • New temp/hourly positions can be scheduled to start on July 1.
    • New full-time positions can start on July 10.  
  3. Interagency (W&M to VIMS / VIMS to W&M) or state agency transfers can be hired with a start date on or after July 25. 
  4. External postings are currently paused in PeopleAdmin until Workday goes live on July 1. 
  5. UHR transactions effective June 10 (such as EPAFs, terminations/clearances, stipends, bonuses, etc.) must be fully approved and submitted to UHR by June 10 at 5 p.m.
    • Any submissions received after this deadline cannot be accommodated and will be returned.
    • Departments must process personnel actions directly in Workday that are effective June 25 and later. This includes PAFs, EPAFs, and terminations/clearances. Actions submitted to UHR with effective dates of June 25, 2025 and beyond, will be returned to departments for re-entry in Workday. 
Thank you for your attention to these important updates as we prepare for a smooth transition to Workday. If you have any questions, please send them to workdayproject@wm.edu 
Sincerely,  
Workday Project Team