Workday SOPs

Hiring Student Employees SOP (Dining Services)

When hiring student employees into your dining area, please refer to the following policies to ensure smooth hiring and accurate security processes:

1. When hiring an employee into an existing position on Workday, do NOT hire them into an overlapping position 
   
   1. EXCEPTION: Only hire an employee into an overlapping position if the existing owner of the position has put in their two-weeks' notice. 

2. If there are no available positions (or there are only overlapping positions) to hire the employee into, submit a case to "General HR” on Workday. Include the following information: 
   
   1. The number of unfilled positions you need them to create 
   2. Employee Type (Student, Staff) 
   3. Job Profile (Student Worker 1, Student Worker 2, etc.) 
   4. Time Type (Part time, Full time, ¾ time) 
   5. Location (most often “General Campus”) 

Why is this important?

Hiring employees into overlapping positions can affect the following process:

1. Scheduling:
   
   1. Scheduling security access (ex: “Scheduling Partner” access) is tied to the position and not the worker. Thus, if a student is hired into an overlapping position and receives security access, the other employee tied to the position will also receive that security access. This is a security risk for BYU.
2. Staffing/Recruiting:
   
   1. Errors can manifest themselves in hire, transfer, change job, and termination processes.
3. Compensation:
   
   1. Could lead to underpayment or overpayment if compensation differs across an overlapping position.
4. Payroll: 
   
   1. Could lead to multiple pay inputs for the same worker, incorrect costing allocations, and errors in time entry validation.
5. Time Tracking:
   
   1. Could lead to time entry validation fails because Workday cannot identify the correct position.