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Workday
oneColumn process

HCM Business Processes

This resource will expand as the Workday Operations Team continues to review andeview and document
all HCM and Finance processes.
  • Create Position

    Establishes a new budgeted position. Does not apply to OPS positions.

    Process

    1. Initiator starts Create Position. Select job profile and write job description.
    2. Initiator changes organization assignment and sets default funding source.
    3. Initiator – Faculty only – selects if 9 or 12 month faculty position.
    4. Initiator requests default compensation (what you want to pay this position).
    5. If Faculty, Academic Faculty Partner reviews and approves. Academic Faculty Partner may make minor edits to the job description as needed.
    6. If not Faculty, Compensation Partner reviews.
    7. Cost Center Manager approves.
    8. If Budgeted (not OPS), Cost Center Manager 3 approves.
    9. If Budgeted (not OPS), Position Budget Manager approves.
    10. Complete.
    11. Position Budget Manager creates position budget.
    12. Initiator and Supervisory Manager receive notification that process is complete.

    Initiators

    Office Manager, Manager, Unit Partner

    Help Articles

  • Edit Position Restrictions

    Updates the position details and description on an existing budgeted position. Does not apply to OPS positions.

    Workflow

    1. Initiator starts Edit Position Restrictions.
    2. Initiator changes organization assignments.
    3. Initiator – Faculty only – selects if 9 or 12 month faculty position.
    4. Initiator requests default compensation (what you want to pay this position).
    5. If Faculty, Academic Faculty Partner reviews and approves. Academic Faculty Partner may make minor edits to the job description as needed.
    6. If not faculty, Compensation Partner reviews.
    7. Cost Center Manager approves.
    8. If Budgeted (not OPS), Cost Center Manager 3 approves.
    9. If Budgeted (not OPS), Position Budget Manager approves.
    10. Complete.
    11. Position Budget Manager updates position budget.
    12. Initiator and Supervisory Manager receive notification that process is complete.

    Initiators

    Office Manager, Manager, Unit Partner

    Help Articles

  • Conflict of Interest Disclosure

    The Conflict of Interest Disclosure provides transparency between employees and managers about outside activities, relatives employed at the University, and amorous relationships. When potential conflicts exist, management plans are documented.

    Process

    1. Initiator creates request for Conflict of Interest Disclosure.
    2. Initiator completes corresponding questionnaire for Outside Activity, Relatives, or Amorous Relationship.
    3. Procurement Operations Lead reviews if Outside Activity disclosure and Ownership question is Yes or Entity Engaged with UNF question is Yes/Unsure.
    4. Manager approves.If the disclosure type is “None” (nothing to disclose), it then proceeds to Close Step.
    5. Unit Executive approves.
    6. Vice President approves.
    7. HR Executive approves.
    8. Labor Relations Partner closes.

    Initiators

    Employee (Self)

    Notification

    • Notification is sent to the Initiator upon completion. 
    • Notification is sent to the Initiator and Manager -- if the financial ownership question was answered 'yes' -- with a reminder about the University's stance on outside activity conflict of interest. 

    Reports

    • UNF Conflict of Interest Disclosures (COI) – All Responses
    • UNF Conflict of Interest Disclosures (COI) – Outside Activity
    • UNF Conflict of Interest Disclosures (COI) – Completion Rate
  • Remote Work Agreement

    The Remote Work Agreement form establishes the terms for remote work between employee and manager. It also allows the University to track agreements for reporting purposes. An agreement expires after one year, after which a new agreement must be submitted. A notification will be sent as the renewal date approaches.

    Process

    1. Initiator creates request for Remote Work Agreement.
    2. Initiator is prompted to review and confirm Home Contact Information on Worker Profile.
    3. Manager approves.
    4. Unit Executive approves.
    5. Manager closes request.

    Initiators

    Employee (Self)

    Notification

    • A renewal notification is sent to the Worker and Manager two weeks prior to the 1-year expiration date (which is based on workflow completion date).

    Report

    • UNF Remote Work Agreements