Workday Onboarding Process Clarification of Roles in Onboarding New - - PowerPoint PPT Presentation

Workday Onboarding Process

Clarification of Roles in Onboarding New Hires

Includes clarification on all the guidance provided to New Hires after they are hired into a new position in Workday, and steps taken to optimize a seamless onboarding experience. For step-by-step tip sheets, refer to Workday.upenn.edu. For more information regarding the onboarding process, refer to Onboard.upenn.edu

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New Hire HR Analyst or HR Partner Workday PCOM Onboard@Penn

Provide SSN, DOB and E-Mail Address

• nline (Staff) or to HR

Analyst (Non-Staff) to be hired into Workday Enter SSN, DOB and E-Mail Address in Workday for Non-Staff and complete all approvals in “Hire” business process Send New Hire information to:  Penn Community Generate PennID, send information to PennCard Employee ID Email New Hire instructions on creating PennKey and Password Create PennKey and password Email New Hire instructions to log into Workday to access Onboarding Checklist Log into Workday to complete onboarding checklist and fill out required paperwork, and visit Onboard@Penn to complete Part 2 of Form I-9 Assist New Hire with onboarding tasks: Completing Form I-9; updating work eligibility, visa, passport documentation as necessary; Social Security number update, etc. Answering related questions. System action User Action KEY

Onboarding Flow by Responsible Party

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Complete “Onboarding Setup” task in Inbox to include: Welcome Message, People to Meet, Helpful Contacts

Onboarding All Non-Staff Roles in Workday

If someone completed an I-9 in the old system and was converted as an active in employee in Workday (not separated or terminated prior to June 30, 2019), they do not need to complete it again.

Onboard@Penn runs reports to monitor the status of I-9 completion, passport/visa/work eligibility renewals, etc. Both the worker and department will receive notifications for follow-up. Please see the I-9 policy for specific information regarding compliance.

ALL new workers and returning workers without a completed I-9 in Equifax within the last three years will need to complete I-9s. If a rehire has a completed I-9 in Equifax within the last 3 years but the documents used then have since expired, they also need to visit Onboard@Penn for reverification purposes.

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If they are a new hire and require an I-9, they will need to visit Onboard@Penn after completing Part 1 of Form I-9 in Workday. For this to proceed smoothly, the HR Analyst must hire them into Workday and ensure the following correct information:

• Date of birth
• Social Security Number
• Home e-mail address

The new hire will receive a Welcome email from Workday and Pennkey with instructions for

• btaining their Pennkey and password after all the hiring approvals have been completed.
• After about 30-45 minutes, the new hire can then log into Workday using their registered

Pennkey & password to complete their onboarding tasks (including part 1 of their I-9) located in their Workday inbox.

• Visit Onboard@Penn with their original, unexpired documents so that an Onboarding

Specialists can complete Part 2 of Form I-9.

Sample Workday New Hire Onboarding Checklist

 Complete Form I-9 Part1  Demographic and ContactData  Disability Self-Identification  Veteran Status Identification  Emergency Contact  Home Contact  Personal information Changes  Preferred NameChanges  Payment Elections (direct deposit)  Review Documents – ParticipationAgreement  Review Documents – Payroll PaymentAcknowledgement  (If applicable) Passport and VisaRequirements* The following sample checklist outlines the specific actions that a New Hire must complete in Workday to successfully complete theironboarding

• process. Their progress towards completing these tasks can be tracked by utilizing the Onboarding Status Summary report in Workday

. Detailed steps may be found on the tip-sheet forSelf Service: Onboarding inWorkday forNew Hires

Workday New HireOnboarding Checklist *Documents required for Non-ResidentAliens

 I-94 Card (Arrival/Departure Record)  Picture Visa – no Visa required for Canadian citizens and permanent residents  Unexpired Picture Passport – if extended, please include page that showsextension  Immigration Document (select one ofthe forms listed below)

• I-20 for F-1Visa

 If on OPT , include page 3 showing the OPT dates

• DS-2019 for J-1Visa
• I-797 for H-1Visa
• I-485 for PermanentResidency

 Employment Authorization Card (EAC) Card, ifapplicable

• Student on OPT
• Pending Permanent Residency
• J-2, M-1 may work with EAD Card

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