UHR Update Ahead of Workday Launch

Summary

Important updates regarding faculty, staff, recruitment, and more.

Full Description

As we prepare for the transition to Workday, our new and streamlined system for managing recruitment and other operational processes, we want to share important updates and key dates to be aware of.

Key Dates

May 10 – June 30: Temporary pause for reclassifications and compensation changes due to Workday conversion and merit increases. Changes made during this time will have an effective date of June 25th.
May 13: Last day to request to post a faculty or staff position in PeopleAdmin. Requests made after this date will result in the position posting in Workday on July 1st.
May 14 – June 30: Job posting pause. No positions will be released to the employment website.
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.
June 10 - 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.
June 11 – June 30: 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.
July 1: Workday go-live for positions.
Start date for 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.

What This Means for You

If you are actively recruiting for faculty or staff positions, please aim to finalize hiring decisions now.
If the recruitment process cannot be completed with an accepted offer prior to June 9, 2025, we will need to take one of the following steps:
- Repost the position in Workday if no finalist has been identified, or
- Screen the current applicant pool in PeopleAdmin, and once a finalist has been identified, enter the hire details into Workday on or after June 30, 2025.
A request process for access to post mission-critical positions between June 25 and July 1 will be communicated later.

This approach ensures that ongoing recruitment efforts are aligned with the transition timeline while maintaining flexibility to meet hiring needs. Departments are advised to closely monitor their recruitment timelines and adjust plans accordingly to avoid unnecessary delays.

Support During the Transition

Our team is committed to providing support throughout the transition. Resources, updates, and training materials related to Workday will continue to be posted on the Workday website.

We appreciate your understanding and cooperation as we take this important step forward. Workday will bring significant improvements to our recruitment processes, and your collaboration during this transition is invaluable.

For additional information or assistance, please contact Human Resources at askhr@wm.edu.

Thank you for being a part of this transformative journey.