The document provides guidance on position management in Workday for HR and payroll teams. It explains that a position must exist in Workday before an employee can be hired or a current employee can be assigned an additional job. Key attributes like location, job type, and organization are assigned to positions. Positions can be created when a job requisition is submitted, for temporary hires, or once academic hiring paperwork is ready. Existing positions can also be edited and reused.
The document provides guidance on position management in Workday for HR and payroll teams. It explains that a position must exist in Workday before an employee can be hired or a current employee can be assigned an additional job. Key attributes like location, job type, and organization are assigned to positions. Positions can be created when a job requisition is submitted, for temporary hires, or once academic hiring paperwork is ready. Existing positions can also be edited and reused.
The document provides guidance on position management in Workday for HR and payroll teams. It explains that a position must exist in Workday before an employee can be hired or a current employee can be assigned an additional job. Key attributes like location, job type, and organization are assigned to positions. Positions can be created when a job requisition is submitted, for temporary hires, or once academic hiring paperwork is ready. Existing positions can also be edited and reused.
FAQs for HR and Payroll Teams: Position Management
What
does
Position
Management
mean?
Position
Management
is
a
staffing
model
that
the
University
of
Chicago
has
adopted
with
the
implementation
of
Workday.
Position
management
allows
for
the
tracking
of
unfilled,
filled,
closed
and
frozen
positions.
In
order
to
hire
an
employee
into
Workday,
an
available,
unfilled
position
must
first
exist.
It
is
important
to
remember
that
a
position
exists
in
Workday
independent
of
a
worker.
How
will
I
know
whether
I
need
to
create
a
position?
In
order
to
hire
an
employee
in
Workday
or
in
order
to
add
an
additional
job
to
a
current
employee,
there
must
be
an
unfilled
position
available
in
the
supervisory
organization
in
which
you
will
hire.
The
position
must
be
assigned
the
appropriate
attributes
(location,
time
type,
job
family,
employee
type,
etc.)
that
will
eventually
be
part
of
the
job
details
once
an
employee
is
moved
in
to
the
position.
Create
a
position
if
there
is
not
an
available
position
in
your
supervisory
organization
or
edit
the
position
restrictions
of
an
existing
unfilled
position.
The
Quick
Reference
Guide
for
both
of
these
business
processes
can
be
found
here.
There
are
a
few
different
ways
to
navigate
to
the
Create
Position
process.
What
is
the
recommended
method
for
creating
a
position?
The
recommended
method
to
initiate
the
Create
Position
business
process
is
to
navigate
to
the
supervisory
organization
in
which
the
position
will
be
created,
using
the
related
icon
next
to
the
supervisory
organization’s
name,
hovering
over
the
staffing
action
and
selecting
Create
Position.
See
the
Create
Position
quick
reference
guide
for
more
information.
Can
I
reuse
an
existing
position?
Yes,
use
the
Edit
Position
Restrictions
business
process
to
edit
the
restrictions
of
an
existing
position.
When
should
I
initiate
the
create
position
process?
For
staff
positions,
a
position
should
be
created
(or
an
existing
position
edited)
directly
after
submitting
the
UChicago
Jobs
requisition.
The
requisition
number
from
UChicago
jobs
should
be
entered
in
to
the
Job
Description
Summary
field
of
the
position.
For
temporary
(direct
hires)
and
student
positions,
the
position
creation
(or
editing
of
an
existing
unfilled
position)
can
occur
at
the
time
you
are
ready
to
hire
or
move
the
individual
into
the
position.
For
academic
positions,
the
position
can
be
created
once
the
department
is
getting
ready
to
submit
the
case
file
to
the
Provost
Office.
Do
student
workers
need
positions?
Yes,
all
employees
need
to
have
a
position
in
order
to
be
employed.
(Last
Revised
12/31/2014)
FAQs for HR and Payroll Teams: Position Management
What
attributes
are
assigned
to
a
position?
Key
attributes
assigned
to
a
position
include
the
Supervisory
Organization,
Earliest
Hire
Date,
Availability
Date,
Job
Family,
Job
Profile,
Location,
Time
Type,
Worker
Type
and
Worker
Sub-‐Type.
Organizational
Assignments
(HRMS
Department
Number
and
default
FAS
Account/Sub
Account)
are
also
assigned
to
a
position
and
default
compensation
can
be
assigned
to
a
position
as
well.
For
more
information
on
attributes
assigned
to
positions,
see
the
Create
Position
quick
reference
guide.
Can
attributes
be
changed
once
the
position
is
created?
Most
attributes
assigned
to
a
position
when
created
can
be
edited
through
the
business
process
of
Edit
Position
Restrictions.
The
attributes
that
cannot
be
changed
through
this
process
are
the
Supervisory
Organization,
Earliest
Hire
Date
and
Availability
Date.
If
the
position
is
in
a
filled
status,
the
changes
will
only
take
effect
once
the
position
becomes
unfilled
or
(if
you
are
editing
the
Time
Type
field
for
a
filled
position
in
which
an
employee
is
changing
FTE)
once
the
Change
Job
business
process
has
been
completed.
What
are
the
Earliest
Hire
Date
and
the
Availability
Date?
Should
I
estimate
when
the
position
is
going
to
be
filled
and
use
that
date?
The
Earliest
Hire
Date
is
the
earliest
date
that
an
individual
can
be
hired
or
moved
in
to
a
position.
The
Availability
Date
is
the
first
day
that
you
will
be
able
to
act
on
the
position
(i.e.
initiate
the
hire
process
for
the
position,
or
edit
the
position).
Until
the
Availability
Date
is
reached,
the
position
will
sit
in
the
Unavailable
to
Fill
tab
within
the
supervisory
organization
profile
screen.
Neither
date
will
have
any
bearing
on
the
actual
start
date
or
effective
date
of
the
employee
who
will
be
placed
in
the
position.
It
is
therefore
recommended
that
you
back
date
these
fields.
For
example,
you
can
use
the
first
day
of
the
current
month,
or
even
the
first
day
of
the
current
fiscal
year.
This
will
help
prevent
situations
in
which
you
create
positions
that
are
not
available
for
you
to
use.
Which
roles
can
create
and
edit
positions?
HR
Partners,
Lead
HR
Partners,
Academic
HR
Partners
and
Academic
HR
Coordinators
can
initiate
the
Create
Position
process.
HR
Partners,
Lead
HR
Partners
and
Academic
HR
Partners
can
initiate
the
Edit
Position
Restrictions
process.
(Last
Revised
12/31/2014)
FAQs for HR and Payroll Teams: Position Management
Can
I
create
multiple
positions
at
once?
Yes,
Workday
allows
you
to
create
multiple
positions
at
once.
When
creating
the
position,
the
Number
of
Positions
field
should
be
populated
with
the
number
of
positions
you
need
to
create.
Note
that
all
positions
created
using
this
method
will
be
assigned
the
same
attributes.
When
multiple
positions
are
created
at
once,
the
positions
become
independent
objects
in
Workday
once
approved.
For
example,
if
you
create
5
of
the
same
position,
once
approved,
you
will
see
5
new,
unfilled
positions
in
your
supervisory
organization’s
Staffing
tab.
The
positions
will
all
have
the
same
name,
but
will
have
a
number
after
the
name
to
differentiate
the
positions
from
each
other.
Should
I
create
regular
student
positions
separately
from
Work
Study
positions?
Yes,
there
are
two
Job
Families
in
Workday
that
should
be
used
for
student
positions:
Student
(unclassified)
and
Work
Study.
Since
Job
Family
is
an
attribute
that
is
assigned
to
a
position,
you
will
need
to
crate
regular
student
positions
separately
from
work
study
positions.
How
do
I
know
which
job
family
and
job
profile
to
choose
for
my
new
Academic
hire?
You
should
search
under
the
“Academic”
Job
Family
Group
for
the
available
job
families.
The
job
families
available
should
include:
Postdoctoral:
Fellow,
Institute
Fellow,
Academic:
9
over
12
Pay,
Academic:
Regular
Pay,
Visiting
Academic:
9
over
12
Pay,
and
Visiting
Academic:
Regular
Pay.
a. If
you
are
creating
a
position
for
a
Faculty
or
OAA
who
is
3Q
–
you
MUST
select
either
Academic:
9
over
12
Pay
or
Visiting
Academic:
9
over
12
Pay
depending
on
whether
the
Faculty
or
OAA
is
a
Visitor
or
not.
If
you
do
not
select
either
of
these
2
job
families
–
the
payroll
transactions
that
need
to
occur
for
3Q
Academics
will
not
occur.
b. If
you
are
creating
a
position
for
a
Faculty
or
OAA
who
is
4Q
–
you
MUST
select
either
Academic:
Regular
Pay
or
Visiting
Academic:
Regular
pay
depending
on
whether
the
Faculty
or
OAA
is
a
Visitor
or
not.
(ALL
BSD
ACADEMICS
SHOULD
BE
IN
REGULAR
PAY
JOB
FAMILIES)
Why
do
I
need
to
assign
an
FAS
Account
and
Sub
Account
to
positions
I
create?
Workday
requires
that
a
default
level
of
FAS
Account
and
Sub
Account
be
assigned
to
each
position
in
Workday.
These
will
be
requested
during
the
second
step
of
the
Create
Position
process
called
Assign
Organizations.
The
FAS
Account
indicated
here
is
not
meant
to
pay
the
employee’s
salary.
It
is
meant
as
a
fail-‐safe
account.
Once
a
worker
is
placed
in
the
position,
either
through
the
Hire,
Add
Additional
Job
or
Change
Job
business
processes,
the
Assign
Costing
Allocations
sub-‐process
requires
the
HR
(Last
Revised
12/31/2014)
FAQs for HR and Payroll Teams: Position Management
Partner/Academic
HR
Partner
enter
the
actual
FAS
Account(s).
Divisions
and
departments
should
determine
the
best
account
to
use
at
the
default
level.
What
is
default
compensation?
Am
I
required
to
enter
default
compensation?
Default
compensation
can
be
assigned
to
the
position.
This
can
be
used
for
budgeting
purposes.
Assigning
default
compensation
to
the
position
is
not
required.
To
skip
the
default
compensation
step,
click
on
the
Skip
button
when
the
step
is
first
presented,
or
from
the
inbox
view,
click
on
the
settings
wheel
at
the
top
right
of
the
page
and
select
Skip
this
Task.
Who
is
responsible
for
approving
the
positions
I
create?
Staff
and
temporary
positions
will
be
sent
to
the
Budget
Partner
for
approval
and
then
to
the
Compensation
Administrator.*
Student
positions
will
not
be
sent
for
approval
at
all
unless
Research
Assistant
Type
A
or
B,
which
will
be
sent
to
the
Budget
Partner.
Work
Study
student
positions
will
be
sent
to
the
Work
Study
Administrator
to
approve.
Academic
positions
will
be
sent
to
the
Budget
Partner
to
approve.*
*In
the
BSD
the
position
will
also
be
sent
to
the
Lead
HR
Partner
or
Lead
Academic
HR
Partner
to
approve.
Why
do
I
receive
a
step
to
Enter
Time
Approvers
as
part
of
the
Create
Position
and
Edit
Position
Restrictions
business
process?
The
Chicago
IDs
of
the
UChicago
Time
Approvers
that
will
be
responsible
for
approving
time
for
this
position
will
need
to
be
entered
on
the
position.
To
edit
time
approvers,
you
will
need
to
navigate
to
the
additional
data
of
the
position
and
enter
the
Chicago
IDs
of
the
primary
and
secondary
time
approvers.
For
more
details,
see
the
Enter
Time
Approvers
quick
reference
guide.
If
I
create
multiple
positions
at
once,
do
I
have
to
enter
each
position’s
time
approvers
separately?
Yes,
because
Time
Approvers
are
a
unique
attribute
to
UChicago,
the
Chicago
IDs
of
the
time
approvers
must
be
entered
individually
for
each
position.
Is
there
a
report
that
will
tell
me
the
time
approvers
associated
with
the
positions
I
support?
Yes,
it
is
called
RPT
Employees
with
Time
Approvers
and
will
show
all
employees
in
your
supervisory
organization
that
should
have
time
approvers
assigned,
the
Chicago
IDs
that
are
assigned
to
these
positions
and
any
one
missing
time
approvers.
(Last
Revised
12/31/2014)
FAQs for HR and Payroll Teams: Position Management
Is
there
a
report
that
will
tell
me
all
of
the
positions
in
the
supervisory
organizations
I
support?
Yes,
it
is
called
View
All
Positions.
This
report
will
ask
you
to
indicate
the
supervisory
organization
for
which
you
would
like
to
view
open
positions.
You
can
also
choose
to
include
positions
in
the
subordinate
organizations.
You
can
also
use
the
report
prompts
to
determine
whether
the
report
returns,
open,
filled,
closed
and/or
frozen
positions.
What
is
job
overlap?
When
can
I
use
job
overlap?
In
general,
the
ratio
between
worker
and
position
is
one-‐to-‐one;
meaning
only
one
worker
can
be
in
a
position
at
a
time.
Job
overlap
is
available
if
there
is
already
a
scheduled
“vacate
date”
for
a
worker.
For
example,
if
a
termination
is
processed
and
approved
for
a
current
employee
with
a
future
date
of
January
31,
the
position
can
be
used
to
hire
a
new
worker
prior
to
the
January
31
exit
date.
When
terminating
an
employee
or
otherwise
moving
an
employee
out
of
a
position,
Workday
will
ask
you
if
you
would
like
to
make
the
position
available
for
overlap.
How
would
I
handle
a
position
that
is
split
funded
between
two
organizations?
Positions
cannot
be
assigned
to
multiple
supervisory
organizations.
If
a
position
is
split
funded,
it
will
still
need
to
be
assigned
to
one
supervisory
organization.
The
FAS
Accounts
that
fund
the
position
will
need
to
be
entered
at
the
Assign
Costing
Allocations
step
of
the
hire
process.
How
do
I
remove
a
position
from
my
supervisory
organization?
Positions
can
be
moved
from
one
organization
to
another
through
the
business
process
of
Move
Workers
(Supervisory).
Closing
a
position
is
a
permanent
action
and
will
cause
the
position
to
move
from
the
Staffing
tab
in
the
supervisory
organization
screen
to
the
Unavailable
to
Fill
tab.
A
position
can
also
be
frozen.
Freezing
a
position
is
a
temporary
action
and
can
be
scheduled
indefinitely,
or
for
a
set
period
of
time.
See
the
following
quick
reference
guides
for
more
information:
Close
Position
Freeze
Position
Move
Workers
(Supervisory)
What
is
the
Unavailable
to
Fill
tab
in
the
supervisory
organization
profile
screen?
The
Unavailable
to
Fill
tab
will
display
all
positions
that
are
in
a
closed
or
frozen
status,
any
positions
that
are
scheduled
to
be
filled
on
a
future
date
(future
dated
hires
or
transfers)
and
positions
that
have
an
availability
date
in
the
future.
Positions
listed
in
the
Unavailable
to
Fill
tab
will
not
be
available
for
HR
Partners/Academic
HR
Partners
to
take
action
on.
If
there
are
no
positions
in
the
supervisory
organization
that
are
in
an
Unavailable
to
Fill
status,
the
tab
will
not
display.
(Last
Revised
12/31/2014)
FAQs for HR and Payroll Teams: Position Management
Can
you
assign
multiple
locations
to
one
position?
Only
one
location
can
be
assigned
to
a
position;
however
an
alternate
location
can
be
assigned
once
an
employee
is
hired
in
to
the
position.
How
is
job
sharing
handled
in
Workday?
Each
employee
must
sit
in
a
separate
position.
Each
position
will
need
to
be
listed
with
the
appropriate
attributes
(i.e.
part
time
instead
of
full
time).
Are
there
any
timing
constraints
on
how
long
a
position
is
allowed
to
be
open
in
Workday?
No,
positions
do
not
expire.
Positions
will
remain
in
your
supervisory
organization
until
you
take
an
action
on
them
that
would
cause
them
to
be
removed
from
your
organization.