How To: Add a Job to an Undergraduate Student

This is the process to use for an Undergraduate student who currently hold another active job in Workday. Before beginning this process, please engage with your student hire to ask them a couple questions regarding their other active positions on campus this semester.  You will have a questionnaire in the Add Job process that will require you to know the expected start date and expected scheduled weekly hours of any other positions this student is planning to work. Keep in mind, your student employee can only work 20 hours per week total between ALL jobs.

1. Navigate to your undergraduate hiring org by searching: UG STUDENT HIRING Department (Name)

2. Select the related actions button (AKA Twinkie or Lego) and hover over hire. The option to Hire Student will populate. Select Hire Student.

3. Type the student’s name (or CWID) in the box and hit enter. When the correct student’s name appears, select OK. Do not change the supervisory organization. This is specific to UNDERGRADUATE hiring.

4. On the next screen, you will see a list of jobs currently held by the student, including their dates of employment, Schedule Weekly Hours and combined FTE. Please take a moment to review this information, a student CAN NOT exceed 20 hours weekly and Blended FTE of 50% during Fall and/or Spring semesters. Also, if the displayed End Employment Date is before your desired start date and there will be a gap in dates, please adjust your start date to prevent the gap or contact the Employment Team in the MAPS office to discuss the situation BEFORE you initiate the Add Job action. After you review the information displayed and everything lines up with allowable student hours and requested start date, to hire the student into an additional job, click Add Job.

5. The Add Job screen will appear. Enter the student’s hire date in the Hire Date field by typing the date or using the calendar view.

NOTE: If the student’s role requires a background check, please allow at least 10 business days for completion. The background check must be complete before a student is permitted to begin working.

NOTE: Work study positions CANNOT begin before the first day of classes for the Fall semester.

6. In the Reason field, select Add Additional Job > New Assignment > New Position.

7. In the Employee Type field, select All > Student (Fixed Term). Or simply type “Student” in the box and hit enter. 

8. The Job Profile field will determine how the student is paid. See the Job Profile chart below to determine the correct choice for your student and the job they will perform.

Tip: If advertising and interviewing multiple candidates, you can require the student to identify work study status so that when you direct hire, you can select the correct job profile for the student. If you or the student are unsure of their Work Study award, have the student review their Financial Aid portal. You can also reach out to MAPS or Financial Aid to confirm.

9. For the Time Type field, Students are only permitted to work Part Time during the Academic Year, meaning no more than 20 hours per week across all jobs held on campus. Students may work up to 40 hours per week during the Summer across all jobs. If the 40 hours are split between multiple jobs, each job should be entered as part time with the applicable number of hours per week.

10. The Location field should always be Colorado for student employment.

11. The Pay Rate Type will default once the job profile has been entered. All undergraduate job profiles EXCEPT for Undergraduate-Stipend will default to hourly. Stipends will default to salary.

12. The Working Time section is where you will list the estimated Scheduled Weekly Hours for the student:

• Default Weekly Hours should ALWAYS be 40, do not change this field
• Scheduled Weekly Hours should be the estimated average the student is expected to work in this position
• Workday will calculate the FTE using the default and scheduled weekly hours

13. In the Additional Details section, the Job Title and Business Title will auto populate.  You are welcome to add to the end of the title to help your student identify which of their jobs is for your department.

14.  The First Day of Work field auto fill to match the hire date, Do Not change this date field.

15. The End Employment Date is the contract end date. If the contract will only cover one semester, the End Employment Date should be the last day of that semester. If the contract will cover the full Academic year, then End Employment Date should be the last day of the Spring semester.  Summer must be a separate entry.

NOTE: Work study must end on or before the end of the Spring semester or for Summer, no later than June 30^th

16. Scroll down to find the attachments field. Attachments are only required for Stipend positions. Either drag-and-drop your file or click Select Files and browse for your signed undergraduate offer document. After the file is uploaded, select the Offers category and enter a description. You can simply use "Employment Offer" as the description or enter the semester and year as shown below.

17. Once the job/hire details are submitted, the Complete Questionnaire step will be up next. You will be asked the following questions:

• Have you reviewed the Protection of Minors policy?
• Will your student employee be working in another position on campus?
  • If so, who is the hiring department, what is the expected start date and expected scheduled weekly hours of that other position?
• Does your student need a background check?
  • if you answer yes to this question, please make sure your student is aware to watch for an email from the background check provider and responds timely.  A student CAN NOT start work until the background check is completed and cleared by the HR team.
• Does your student need a Motor Vehicle Record check?
  • if you answer yes to this question, please make sure your student is aware to watch for an email from the MVR provider and responds timely.  A student CAN NOT start work until the MVR check is completed and cleared by the HR team.

18. Next step is the Propose Compensation Hire task to enter the hourly pay rate for the student.

NOTE: If a student is paid via Stipends, this task will not populate.
 

19. Click the Pencil icon to edit the hourly pay rate. Once the pay rate has been entered, submit the task for approval.

20. The next step is entering the Worktag using the Assign Costing Allocation task. Use the dropdown menu next to Costing Allocation Level and select Worker and Position. Click Add.

21. In the Costing Allocation Details section, enter the worktag for the student’s pay. This task will go to MAPS for approval. 

• Worktags beginning with a 4 will be entered in the Grant column. 

• Worktags beginning with a 1, 3, or 6 will go in the Project column. 

• Worktags beginning with a 2 will be entered in the Operating column.

If the student’s pay should be split between multiple worktags, use the (+) to add additional rows and add in the Distribution Percent on the far right. 

NOTE: Work Study jobs MUST have a work study worktag entered. If not, the pay will come from the account entered and not the student’s work study award. An overage worktag should be provided in the comment box for when the student’s work study funding is exhausted. See the table below for work study worktags. Workday will not allow you to enter a worktag in the incorrect field.

Note: Work study worktags will default with a function code of 1800, please remove this function code and replace it with the function code that matches your overage worktag.

22. Next the Employment team in the MAPS office will review your task entries, please watch your Workday inbox for any tasks being “sent back” for this team with comments or question and response timely so the Add Job task process is not delayed for the student.

23. After the Employment team in MAPS has approved your task entries, a Student Questionnaire will go to the student’s Workday inbox for them to disclose if they are an international student needing visa sponsorship. – if they answer Yes, a review step will go to the ISSS office.

24. Once the Student Questionnaire and ISSS review is completed, the Generate Document task for the offer letter (contract) will populate. Click Review and check the offer letter for accuracy prior to sending to the student. If the hire date, pay rate, and hours per week are correct, click Submit. If you notice an error on the offer letter, the letter CAN NOT be corrected at this point, please cancel the Add Additional Job process and initiate again.

25. The student will receive the Offer Letter (contract) in their Workday inbox and will sign in to accept. The student should open the PDF document to review their offer details. If everything is correct, they will check the I Agree box then click Submit.

26. Up next is the Recruiting department if the manager background questionnaire identified a Background and/or MVR check was needed. A student CAN NOT start work until the background and/or MVR is completed and cleared by the HR team. A delay in this process WILL result in a revised start date.

27. Once the background check (if needed) is successfully submitted and cleared, the Add Job process is complete, and the position will show on the student’s employee profile in Workday.

If you are experiencing any technical issues, please reach out to ITS. If you have questions about the student hiring process, please reach out to MAPS.