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.
Please Note: If a student has completed their onboarding appointment with Student Employment, you do not need to submit an Add Job task, as that was completed as part of the onboarding process.
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.
From the Workday homepage:
Enter Add Job into the Search Bar
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Upon clicking the “Add Job,” the “Add Job” task screen will appear
In the Supervisory Organization field, begin to type “Aaron Garza”
Choose “On Campus Students (Aaron Garza)”
Enter the Student’s Name into the Employee field
Click “OK”
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Scroll below the instructions to enter the following information:
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 10.18.26, the student must be hired before that specific pay period begins, or in this case, Pay Period #9
If the student is not being paid with Federal Work-Study funding, the effective date needs to be the first day of work
Please Note: Student Employment reviews the job setup and can adjust the date if needed.
Reason:
Click “Add Additional Employee > New Assignment > New Position”
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Job Details:
Employee Type: prefilled to “Student”
Job Profile:
*Your choice will determine hourly rate
Time Type: prefilled to “Part Time”
Location: Where is the student working?
Pay Rate Type: prefilled to “Hourly”
In the Working Time field change Default Weekly Hours to “20”
Please Note: Generally, students work 8 to 12 hours per week on average and are advised against working 20 or over 20 hours per week.
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Additional Details field
Rename the Job Title to reflect the job the student has been hired for
The more specific the title, the easier it will be for students to complete their timecard
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 “Save”
Click “Submit”
Finishing the Process
Final Approval Instructions
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