Staff and Temporary Worker Recruitment and Hiring

• Staffing Event-Hire Staff Candidate
• Staffing Event-Contract Contingent Worker
• Staffing Event-Hire Contingent as Employee
• Staffing Event-Hire Non-Staff
• Staffing Event-Hire Existing Academic Affiliate
• Staffing Event-Onboarding
• Staffing Event-Rehire

Self-Service

• Self Service-Onboarding in Workday for New Hires

Non-Exempt Staff Academic Support

Beginning July 1, 2024, a new job profile in Workday called Non-Exempt Staff Academic Support must be used for non-exempt staff who are offered an opportunity to teach or provide academic support. This process complies with the federal Fair Labor Standards Act (FLSA) and the University policy on Dual Employment, specifically the Time Reporting Process: Two University Appointments (308.1) and Overtime for Staff in Non-exempt Primary Positions (308.3). This additional job will allow for the non-exempt staff to enter time worked in their additional job using their Workday timesheet and be paid accordingly on an hourly basis.

School actions to determine hourly rate and complete Workday processes are as follows:

Compensation Determination

1. Prior to the class beginning, schools must determine the number of hours for in-class teaching and the number of hours for preparation for a 12-week class (and/or classes less than 12 weeks) to be applied consistently when calculating the hourly rate.
2. All hours will be combined for overtime.
3. The hourly rate will be blended with the worker’s primary rate. The new job profile’s hourly rate and the employee’s primary hourly rate are used to calculate the blended rate. The blended rate is used for the premium portion of overtime (the 0.5x of 1.5x of overtime). 

Workday Action

1. Beginning July 1, 2024, schools must identify any non-exempt staff worker who is teaching or providing academic support then accomplish the appropriate Workday processes.
2. Create a job requisition for the position.
   • The requisition can be created without posting and the identified non-exempt worker can fill the position.
   • The rule, which requires a part-time staff job to have between 17.5 and 35 hours, is not enforced for this job profile.
   • The staff introductory and probationary periods are not launched for workers with this job profile.
3. Complete the add additional job transaction for the identified non-exempt staff worker.
   • The non-exempt academic staff worker job profile cannot be the non-exempt staff worker’s primary job.
4. See the Guide to Workday and Accounting on the Workday website for further information and action on overtime.
   • The base of 1.0x of overtime will be charged based on the time block. The premium portion is charged to the worker’s primary position, unless designated differently using the Worker/Position/Earnings costing.

As usual, communication with the non-exempt worker, manager, and others outside the Workday platform is key.

Please contact the Penn Employee Solution Center by phone (215) 898-7372 or by email solutioncenter@upenn.edu with any questions.

Other Workday Resources

Key Concepts Recruitment and Hiring

A job requisition is required to hire a worker into a position. Once the requisition is approved and the job is posted, candidates may apply through the Workday job application process, which includes steps to review, screen, and interview candidates. 

Once the offer has been extended and accepted by the candidate as part of the job application process, and the candidate’s background check has cleared, an individual with the Workday security role of primary recruiter will designate the candidate as “Ready for Hire.” At this time, the HR analyst or HR partner will receive an inbox task to “Revise Employee Hire.”

For definitions of key recruiting terms in Workday, please use the Workday Glossary.

Workday Security Roles

The job requisition, job application, and hire processes are intended for these security roles: manager, HR analyst, HR partner, primary recruiter, recruiting coordinator, central HR recruiter, or executive recruiter. Most of these Workday roles require specific Workday training so those who perform the tasks understand how the processes synchronize with the compliance mandates of the function. 

• For brief definitions of some of these roles, see Security Roles at Penn.

The role of primary recruiter in Workday at Penn is key. The primary recruiter is a designation for someone with a recruiting-enabled role who is assigned to manage the job application process for an open requisition. The primary recruiter is not the same as a hiring manager. If a manager takes on the role of primary recruiter, it is highly recommended the manager take optional training to become familiar with Workday core concepts, terminology, and business processes.

• See the Workday Training Catalog. Contact the Penn Employee Solution Center with a request for more information about training.

Data and Reporting

Recruiting Coordinators, Hiring Managers, Primary Recruiters

• Manage individual staff and/or student requisition activity
• Recruiting Hub
  • View reports frequently, depending on hiring manager timeline
  • Compare interview feedback (Job Requisition Applications in interview with Interview Feedback)

HR Partners, School/Center Leadership

• Understand and manage overall staff and/or student job requisition activity
• Recruiting Analytics Dashboard
  • View dashboard reports, monthly at a minimum
  • Compare jobs open vs. jobs filled by quarter
  • Days Open - to watch requisition aging