Add Job Task in Workday (Student Employment)

Purpose and Use

The Add Job task is used only after a student’s initial New Hire Request has been fully processed by Student Employment.

Student Employment is responsible for:

Creating the student’s Worker Profile in Workday
Completing required onboarding steps, including Federal Form I-9 employment eligibility verification, and adding the student’s first on-campus job, which is required to generate the Rhode Island Wage Level Notification.

Student supervisors must not use the Add Job task to hire a student who does not yet have a Worker Profile in Workday.

Supervisors should use the Add Job task only to add subsequent on-campus jobs for a student after the initial hire and onboarding process is complete.

If you do not see a Worker Profile for the student in Workday, you must submit a New Hire Request Form. Student Employment will review the request, complete onboarding requirements, and add the student’s first job.

Student Supervisor Requirement

A Student Supervisor must be assigned to all hourly student jobs in Workday.

To complete the Add Job task, you must have an active Student Supervisor Profile in Workday. The task requires you to select your name in the Student Supervisor field; if you do not have a profile, you will not be able to submit the request.

If you do not have a Student Supervisor Profile in Workday, contact studentemployment@risd.edu for assistance before attempting to add a job.

How to “Add Job” in Workday

Please Note: There will be differences in the process depending on if the student has a Federal Work-Study (FWS) award or not.

Log into Workday by clicking the Student/Faculty/Staff Login field
From the Workday homepage, enter Add Job into the Search Bar
Upon clicking the “Add Job,” the “Add Job” task screen will appear
1. In the Supervisory Organization field, begin to type “Susan Padula”
2. Choose “On Campus Students (Susan Padula)”
3. Enter the Student’s Name into the Employee field
4. Click “OK”
Scroll below the instructions to enter the following information:
1. Effective Date:
  - If the student is being paid with Federal Work-Study funding, the effective date needs to fall before the beginning of a Pay Period
    - Payroll Schedule
    - Example: a student hired to work on 06.15.26, the student must be hired before that specific pay period begins, or in this case, Pay Period #26
  - If the student is not being paid with Federal Work-Study funding, the effective date needs to be the first day of work
    - Example: a student hired to work on 09.15.26, the student must be hired on 09.15.26
2. Reason:
  Click “Add Additional Employee > New Assignment > New Position”
3. Job Details:
  1. Employee Type: prefilled to “Student”
  2. Job Profile:
    *Your choice will determine hourly rate
  3. Time Type: prefilled to “Part Time”
  4. Location: Where is the student working?
  5. Pay Rate Type: prefilled to “Hourly”
In the Working Time field change Default Weekly Hours to “20”
1. Additional Details field
  1. Rename the Job Title to reflect the job the student has been hired for
  2. The more specific the title, the easier it will be for students to complete their timecard
2. If the Work-Study field appears, choose “Pay with Work Study”
  If the student is being paid with Federal Work-Study funding, this field will appear
  
  If the student is not being paid with Federal Work-Study funding, this field will not appear
Click the “Submit” button
Click “Open” to “Change Organization Assignments”
On the “Change Organization Assignments” page, scroll to Cost Center and enter your information
Scroll to Other and enter Student Supervisor (Student Employees Only) information
Click “Submit”
Click “Open” to Propose Compensation Hire
Click the “Make Changes” button in blue on the upper left corner of the page
Scroll down to Hourly and click the ellipsis button on the right side of the screen
Click “Edit”
Click the Amount* box to change the rate of pay to what you see in Total Base Pay Range. The Total Base Pay Range is determined by whatever was chosen for “Job Profile”
Click “Submit”

Information to Know

There could be a few more steps to take before the student may begin!

Once the Add Job task is completed, it goes to Student Employment to review and approve
After approval, the job may go to the Cost Center Manager for final approval
Jobs do not appear for students or supervisors until the Effective Date is reached