Dear colleagues,
This month’s spotlight showcases how Workday impacts our largest employee segment: student employees. As with all other HCM (HR) processes, student employment is migrating to Workday. Recruiting, hiring, onboarding, and continuance will be managed via your central Workday dashboard.
Read on, to learn more about managing student employees after the June 27 go-live!
What’s Going Away:
o LionJobs
o Student Employment Authorization (SEA)
o MyTime (time tracking)
o ADP pay slips* (*Legacy employees will be able to view old pay slips in ADP)
Recruiting and Hiring Students in Workday:
o Student Supervisory Organizations: you must have access to your department’s Student Supervisory Organization to recruit and hire student employees. In Workday, Student Supervisory Organizations always begin with “ST,” (e.g., ST- Student Employment Services).
o Job Requisitions: must be created to hire a student employee. A job requisition can be created either to recruit via the student job board, or when directly hiring a student. Job requisitions can have multiple openings, to hire multiple students for the same job (*job requisitions are not required for LLS work-study jobs).
o Student Job Board: in the Careers app, there is a job board specifically for LMU and LLS students (LLS will be implemented in the coming months). Students can filter for a variety of fields such as Work Study, Non-Work Study and location. Students will apply for internal jobs through this job board.
o Hiring Process and Approvals: are a new business process in Workday. Managers first initiate the hire and complete the initial hiring steps. The Cost Center Budget Specialist will then review and approve costing details. Finally, Student Employment Services will review job and compensation details and approve. Once SES provides final approval, the newly hired student will receive onboarding tasks in their Workday inbox.
o Student Employee Onboarding: tasks will be conducted in Workday. Onboarding items include: I-9 forms, employment policy acknowledgements, direct deposit registration and tax withholding adjustments.
On-Going Employment:
o Time Keeping: will be managed through Workday. Students can enter hours via web clock, micro-edit, or mobile. If they have multiple campus jobs, students will now enter all hours on a single time sheet. All managers will be directly responsible for approving their respective student employees’ time sheets.
o Payroll: students can view pay slips (starting July 15), and view and update direct deposit info, all through the Workday dashboard.
o Employment Details: current job details, including position, title, hire date, and compensation, are all visible in a student’s Workday profile.
o Personal Information: students can manage personal details and employment information via their Workday profile.
o Earnings Reports: managers will have access to reports on student earnings and other useful information.
We recognize that the transition period from legacy systems to Workday requires careful planning and thought, particularly as many departments begin hiring student employees for the summer months. Please keep an eye on your email in the weeks and months ahead, as we continue to share further details regarding this momentous change for LMU. As always, we are available for any questions at workday@lmu.edu.
