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UWL specific job aids

A page within Human Resources

Period Activity Pay

Policies

Definition

  • Substantial additional work requirements when added to existing duties of full-time employee creating a workload more than 100% and
  • Performance of these additional duties is unusual, short-time or nonrecurring in nature.
  • Overloads include courses taught, grant stipends awarded, and other paid activities that occur that occur when an employee is under contract (for most 9-month faculty/IAS this refers to fall, spring, and winter terms) over and above what is considered a normal full load.

Workday Job Aids

  • Managing Overload Payments
  • Manage Period Activity Pay (PAP)
  • Managing Multiple Period Activity Pay (PAP) Assignments

Workday Reports

  • Overload Tracking via Salary and PAP (UW)
  • FTE Monitoring (UW)
  • Add Job and PAP Compensation Analytic (UW)
Academic Staff Contract Reappointments

Policies

  • UWL Policy: UWS Chapter 10 – Academic Staff Appointments
  • UWS 10.01 Types of Academic Staff Appointments
    • Fixed term
    • Probationary
    • Indefinite
  • UWL 10.03 Appointment Policies
    • Fixed term
      • Terminal
      • Renewable
    • Probationary
    • Indefinite
  • UWL 10.05 Notice
    • Timelines to provide timely notice to employees when Academic Staff appointments not renewed.

Workday Job Aids

Workday Reports

  • Current Workers with Jobs (UW)
  • Current Worker and Jobs with Funding (UW)
Short Work Breaks

Policies

  • UWSA 1225 General Terms and Definitions
    Short Work Break: A period of time when an employee is not working in his/her primary job but is still considered an active employee for benefits purposes. The short work break generally applies to academic-year employees and is attached to the spring appointment, wherever possible.
  • UWSA 232 Benefit Prepay Deductions and Short Work Break Benefits Eligibility
    Leave of Absence: Under Wis. Stat. § 40.02 (40), “Leave of absence” means any period during which an employee has ceased to render services for a participating employer and receive earnings and there has been no formal termination of the employer−employee relationship.

    Short Work Break (SWB): An action in the Human Resource (HR) System to denote a period of time when an employee is not working in his/her primary job but is still considered an active employee for benefits purposes. A Short Work Break is a recurring, temporary Leave of Absence for purposes of benefits eligibility. A Short Work Break cannot exceed 3 months in duration.

Workday Job Aids

Workday Reports

  • Workers on Leave (UW)
Workday Reporting

Benefits of Workday Reporting

  • View HR and finance data in real time.
  • Eliminate manual processes.
  • Use data to manage business processes.

Workday Data Access

  • Access to data within Workday reports is controlled by a combination of assigned security roles and supervisory organizations.
  • Two users with different levels of security may see different information.

Resources

Delegation in Workday

What is delegation in Workday?

  • Workday users can temporarily allow other users to perform some business process tasks on their behalf.
  • For short term coverage needs-leave of absence, week-long vacation, etc. 
  • Delegation is appropriate when there is not already someone with the security roles to perform the necessary tasks.

Delegation types:

  • Delegate all tasks for a fixed period
    • Up to 90 days
    • Up to 5 delegates
    • Initiated by manager using My Delegations page
  • Single task delegation
    • One-time delegation of a single task.
    • Initiated by employees using the My Tasks function.
    • Up to 5 delegates for each task

Who can be a delegate?

  • Peer, superior, or immediate subordinate within in delegator’s sup org.
  • Note: Manager or Delegation Manager can delegate on worker’s behalf outside of their sup org.

Delegation Touchpoints provides additional details about delegation procedures.

Workday Job Aids

Workday Reports

  • Reports I Can Run (UW)
  • Manage Delegation Settings
  • My Delegations July 2025
  • View All Delegated Tasks
Student Hourly Hire Process Overview

Student Employment Policy

  • UWSA Policy 205 Employment of Student Help
  • UWSA Policy 1237 Student Employment
  • UWL HR Policy – Student Employment – Student Employee Guidelines
  • Student Employment Eligibility
    • At least 16 years old
    • Registered/enrolled for academic credit at an educational institution or current or upcoming semester
    • Provides part-time and/or temporary administrative, clerical, laborer, technical, or other general support to administrators, faculty, and staff of the institution.
    • Not a student assistant or employee in training.
  • Terms and Conditions of Employment
    • Hourly pay basis. Must enter time in Workday to get paid.
    • Work hours per week.
    • Students may work up to 25 hours per week during the academic year.
    • Students may work more than 25 hours per week during periods when classes are not in session including summer break, semester breaks, and other parts of the academic year that are not part of the academic calendar.
    • Employed at-will.
    • Not eligible for employee benefits.
    • Not eligible for unemployment insurance benefits.
    • Covered by worker's compensation benefits.

Workday Job Aids

Workday Reports

  • Find External Students
  • Work Study Award Balance by Worker (UW)
  • Work Study Summary by Type (UW)
  • Work Study Payroll Accounting (UW)
  • Ended Worker Jobs Detail (UW)
  • Current Workers and Jobs (UW)
  • Onboarding Business Process Status Summary (UW)

Important Information

  • Initiators: Student Hourly Process Coordinator, HR Process Coordinator, UW Shared Services (UWSS)
  • Approvers/reviewers: Background Check Coordinator (HR), Cost Center Accounting Specialist (FIN), I-9 Coordinator (HR), Employee As Self, Central Processing-Benefits (UWSS), Manager.
  • Single or mass hire?
    • EIB spreadsheet for mass hire of student hourly workers TBD. · Use Hire Student task and Student Hourly Staffing job aid.
  • A position is not required for Student Hourly employment.
  • Must be hired into a sup org name that ends in Manager Name_SH).
    • Contact Vinny Heal, HRIS Manager, to request creation of new SH sup orgs.
    • Need superior organization information and name of SH manager.
  • Use External Student Object (ESO) record information to create hire.

Student Hire Process Summary

Hire process summary steps below assume student hourly worker is eligible for employment, enrolled at UW institution, and has ESO data in Workday/SIS.

  1. SHPC starts Hire Student task in Workday.
    1. Find External Object
    2. Enter hiring details and employee details.
  2. CBC needed for position of trust (POT)?
    1. "Yes" routes to Background Check Coordinator (UWL HR staff).
    2. CBC completed outside of Workday. Results entered in Workday by UWL HR staff (Background Check Coordinators).
  3. Routes to SHPC who enters pay rate type and amount.
  4. Routes to Cost Center Accounting Specialist who assigns cost allocations, including work study cost allocations.
  5. Routes to I-9 Coordinator to verify existing employees' I-9 records. I-9s for new employees are a step later in the onboarding process.
  6. Routes to SHPC who generates employee contract,
    1. Contracts are optional steps for Student Hourly workers.
    2. Routes to Employee As Self.
    3. Employee reviews contract documents, if completed by SHPC.
  7. Routes to Central Processing-Benefits who determine WRS eligibility.
  8. Routes to Manager who completes Onboarding Setup.
    1. Includes welcome message, people to meet, and helpful contacts.
  9. Onboarding Tasks route to employee in Workday. Onboarding tasks include wave 1 and wave 2. Wave 1 must be completed before wave 2 tasks are launched for employee in Workday.
    1. Wave 1
      1. Employee updates home contact and personal info in Workday.
    2. Wave 2
      1. New employee completes section 1 of I-9 form in Workday.
        1. Employee comes to UWL HR to show documents
        2. UWL HR staff (I-9 Coordinators) complete section 2 of form I-9 in Workday.
      2. Federal tax withholding.
      3. State and local tax withholding.
      4. Payment elections (direct deposit/ACH).
      5. Change home and emergency contacts.
      6. Update preferred name.
      7. Update demographic information.
      8. Etc.
  10. Manager is responsible for ensuring newly hire employee completes all onboarding tasks.
    1. Onboarding Business Process Status Summary (UW) report.
    2. This advanced report enables managers to view the summary of a recently hired worker's onboarding status for a supervisory organization. Examples: Worker, worker's contact information, hire date, position, hiring manager, status of Onboarding business process.
  11. Employees are not completely hired until they have completed all onboarding tasks.
Position of Trust or Access to Vulnerable Populations
  • Applicable Policies:
    HR Policy – Background Checks and Positions of Trust or Access to Vulnerable Populations
  • HR Policy- Student Worker Background Check

Applies to: All employees, inclusive of student help.

Upon hire, Workday will ask you if the position is a “Position of Trust”. To make the correct determination, you want to review if the position is responsible for one or more of the following:

  1. Access to vulnerable populations
    Responsibilities require unsupervised or significant access to vulnerable populations, defined as minors and medical patients. For purposes of this policy, a minor is a person under the age of eighteen (18) who is not enrolled or accepted for enrollment at a UW System institution.
  2. Property access
    Responsibilities require the use of master keys/card access and pertains to employees with key access to offices, facilities, or worksites other than their own worksite, including UW-La Crosse residential housing facilities. 
  3. Financial/fiduciary duty
    Principal responsibilities (50% or more) require handling, receiving, or having custody of money, checks or securities, or accounting for supplies or other property; authorizing (or making appropriations for) expenditures; approving, certifying, signing or countersigning checks, drafts, warrants, vouchers, orders or other documents providing for the paying over or delivery of money, securities, supplies or other property, or service of process; maintaining or auditing accounts of money, checks, securities, time records, supplies, or other property, or taking physical inventories of money, checks, securities, supplies, or other property.  
  4. Executive positions
    Responsibilities involve top-level management functions throughout the institution including roles as Chancellor, Provost, and Dean. Executive positions are defined as all limited appointments and include any movement from a limited appointment to a different limited appointment. 

What if I’m unsure of if the position I’m entering is going to be responsible for any of the above items?

  • Reach out to the individual’s direct report and ask them to determine if the position is a POT or POTVP based on the above criteria.
  • Look in the UWS Job Library and type in the position’s title and read the description to decide POT or POTVP status.
  • Reach out to Human Resources and ask for assistance if you’ve tried the first two options and are still unsure of how to proceed.

Important Information

  • Initiators: Student Hourly Process Coordinator, HR Process Coordinator, UW Shared Services (UWSS)
  • Approvers/reviewers: Background Check Coordinator (HR)