HR Professionals play a vital role to attract, motivate, develop, and retain faculty and staff at UW–Madison. The directory below provides resources to assist HR experts with UW–Madison HR best practices.
Milestones and key dates (subject to change)
Topics for HR professionals
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Login Help
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Absence, leave, and time off
Resources for HR professionals to support employees in balancing their work and personal lives. Manage absences from vacation and personal holiday to sick leave and defined leaves of absence including Family and Medical Leave Act (FMLA) or military leave. Includes entering, approving, and managing leave; managing accruals and banked leave.
Workday cutover information
Time off
Business processes
Processing Guides
Academic and Faculty
HR best practices to manage academic appointments including post-tenure review, tenure track, clock extension, joint tenure, and named professorships. Includes resources for obtaining approvals and adding summer session and service appointments as well as entering a Leave of Absence for Faculty Sabbatical.
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Academic Appointment
Business Processes
- Named Professorship (Finance Business Process With HR Impacts)
- Summer Hire and Academic Appointments
Processing Guides
- Add Academic Appointment
- Create Named Professorship
- Edit Named Professorship
- End Academic Appointment
- Select a Divisional Affiliation
- Update an Academic Appointment
- Tenure Clock Calculator For Faculty Appointments
- Adding Prior Institution Service for Tenure
Tip Sheets
Faculty Recruiting
Summer Session and Summer Service
Business processes
Sabbatical
Processing Guides
Benefits
The university’s Office of Human Resources Benefits Services Team provides important information and time-sensitive benefit program updates for HR partners via tip sheets, learning opportunities, and reminders for cyclical benefits events.
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Academic Summer Benefits
Overviews
Compensation
Compensation resources for HR professionals to attract and retain talent. Resources align Workday technology with the university’s best practices for administering compensation and pay at UW–Madison. Topics include salary, compensation change, period activity pay, funding adjustments, and more.
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Allowance
Business Processes
CCoE Ad Hoc Approval
Compensation and Title Changes
Processing Guides
- Effective Dates for Compensation Adjustments
- Enterprise Interface Builder (EIB) Mass Upload
- Changes in Rate, Title, and Responsibilities
- Change in Responsibilities and Title – Promotion, Lateral, or Demotion
- Change in Unique Responsibilities
- Compensation Basis Change
- Changes To Position Description
- New Title Assignment
- Under Minimum or Extraordinary Salary Range (ESR) Approval Entry
Resources
Fair Labor Standards Act (FLSA)
Processing Guides
Lump Sum and One-Time Payments
Overload Payments
Workday Earnings Codes
Core HR
Core HR includes functions to manage the employee lifecycle from recruitment to retirement. This includes maintaining workforce structures, changing and adding jobs, maintaining employee data, and submitting Flexible Work Arrangements (formerly known as Remote Work Agreements).
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Business Process Review and Approval
For information on this topic, please visit the Essential Knowledge section below.
Criminal Background Check Process
Change to Job or Employee
Business Processes
- Add Additional Job (FAASLI, SA, SH)
- Change Business Title
- Change FTE
- Change in Tesponsibilities
- Manage Business Processes for Worker
- Transfer – Promote – Demote
Processing Guides
- Change Employees Job
- Change Job Template Sections
- Switch a Primary Job in Workday
- Editing an Employee Contract in Workday
- Managing and Reviewing Employee Contracts
- Manage Probation Period
- Changing Work Spaces on Behalf of Employees
- Home Contact Change
- Legal Name Change
- Preferred Name Change
- Manage Education History
- Change My Veteran Status
- Move Workers (by Organization)
- Move Workers out of Unassigned or Incorrect Supervisory Organization (Move Workers by Organization)
- Change Organization Assignments
- Expected Job End Date and Contract Type Changes
Contingent Workers, Retirees, and Emeritus
Delegation
For information on this topic, please visit the Essential Knowledge section below.
Employment, Beginning
Business Processes
Processing Guides
Employment, Ending
Business Processes
Operational Area
Operational area is vital for maintaining operational continuity and aligning staffing with institutional priorities. Information below includes content for appointment letters, layoffs and non-renewals, personnel files, policies, and more.
Personnel File
Security Role Assignments
For information on this topic, please visit the Workday Security section below.
Student Hourly Employment
Processing Guides
- Student Hourly Hire (Not a Current Employee)
- Student Hourly Add Additional Job
- Student Hourly End Date Change
- Student Hourly Lateral Move/Transfer to New Student Hourly Job
- Student Hourly Request Compensation Change (Base Building)
- Request Increase to Student Differential Rate
- Managing Student Differentials
- Federal Work Study for Student Hourly Employees
- External Student Object
HR Systems
Tools to support HR business functions. These tools may support reporting, document management, and administrative tasks to align with labor laws.
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Ancillary Systems
Employee Email Addresses
System Overview
HireRight
System Overview
Mass Email Tool
System Overview
Perceptive Content/ImageNow
System Overview
Radar
Login Page
Reporting
System Overview
SkillSurvey
Login Page
Workday
Login Page
Legacy Systems
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Cypress
Login Page
HRS
Login Page
JEMS
Login Page
Overload
Login Page
PMDP
Login Page
Learning Management
Employees can access many required courses, professional development offerings, and the Linkedin Learning catalog in the Workday module. Employee learning will continue to migrate to Workday in phases, in the meantime, courses not in Workday can be accessed through the Office of Human Resources (OHR) Professional Development website.
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Compliance Courses
Business Processes
Non-Compliance Courses
Onboarding
UW–Madison specific resources for HR professionals to manage onboarding information including criminal background checks, I-9, and the campus-wide onboarding processes in compliance with labor laws and best practices.
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Form I-9
Business Processes
Form I-9 Instructions for Employees
Completing Form I-9 (Section 1 & 2)
- Complete Form I-9
- Complete Form I-9 Authorized Representative
- Reassign Form I-9 Tasks
- Form I-9 Overdue Reasons
- Form I-9 and Non-Service Appointments
- Single Task Delegation for Form I-9
- Recording and Updating Receipts for Form I-9
Entering Form I-9 Into Workday (Including External Data Uploads)
Maintaining Compliance for Form I-9
Supplement B (Formerly Section 3)
Onboarding in Workday
Payroll
Payroll resources for HR professionals include tools for calculating and issuing paychecks, managing tax contributions, and handling year-end processes.
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Earnings Codes
Enter Time
Business Processes
Payment Elections
Reports
Retroactive Payroll
Special Session Meeting Recordings
Performance management
Performance management resources to help HR professionals support employees to process and track goals, develop, and connect with growth opportunities. This also includes resources for conducting performance evaluations in Workday.
- Performance ratings in Workday
- Launching a new employee goals and expectations review
- Launching a probation final performance review
- Talent partner review of performance progress
Business processes
Recruitment
Recruitment resources for HR professionals to align Workday technology with UW-Madison’s Recruitment, Assessment, and Selection of Academic Staff, Faculty, Limited and University Staff Employees policy and best practices.
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Applying for a Job
Background Checks
Candidate Management
- Review a Candidate
- Take Action on a Candidate
- Candidate Messaging and Communication
- Candidate Message templates
- Create and Manage Recruiting Self-Schedule Calendar
- Update Candidate Application
- Candidate View, by Job Application Status
- Moving Candidates Between Pools
- Prior Worker Candidates and Tasks
- External Candidate Home Accounts
Search Committees
Employment Agreement and Hire
Faculty Reference Checks
Job Requisitions and Job Postings
Before You Start
- Tips and Tricks for Workday Recruiting Navigation
- Justification To Advance Position, Online Form
- Recruiting Roles Quick Guide
- Prevent Duplicate Records (Duplicate Management in Workday)
- Draft Your Workday Job Posting
- Fields Mapped From Job Posting to Workday Requisition
Create/Post
- Create a Job Requisition
- Create and Post Job Checklist
- Create a Job Requisition vs. Create a Position
- Questionnaires in Job Requisition
- Create and Process Recruitment Waiver Job Requisitions
- Companion Requisitions
- Blue Collar Multi Shift (BCMS) Process for HR
- Create a Notice Requisition for Filing a Permanent Residency Petition (Labor Certification)
- Recruit With Multiple Job Titles on One Requisition
- No Pay Appointments
- Create a WI RISE Job Requisition
- Third-Party Recruitment Guidelines
- Create and Manage Evergreen Job Requisitions
- Creating Interim Appointments in Workday
- Excellence in Mentoring Initiatives Job Requisition
Edit/Manage
Operational Area
The employee’s appointment letter or a formal operational area notification should identify their operational area. More information is in the Core HR section.
Professional and Misconduct Reference Checks (MRC)
Recruitment Business Processes
Reports
Student Hourly Recruitment
Business Processes
Workday Cutover Information
Remote Work
Submit or update Flexible Work Arrangements (Remote Work Agreements) through Workday. Links to resources to support you in working remotely including UW–Madison’s policy are also available.
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Flexible Work Arrangements
Resources for Employees and Managers
Reporting
Below is information for general HR reports including the process to find, view and generate reports. Report access is determined by security roles.
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Crosswalks
Enterprise Analytics Platform (EAP)
Pre-Workday HR Data
Reporting Guides
Workday Reports
Summer appointments
This section includes information from multiple HR functions such as compensation, benefits, and core HR. This section allows easier access to the most used resources for processing summer appointments in Workday.
Time clocks
Time clocks allow select employees to log their working hours by clocking in and out. Select employees in UW Athletics, Facilities Planning & Management, University Housing, Recreation and Wellbeing use time clocks. Below are HR resources specific to these areas.
Workday Security
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Concepts and Resources
HR Security Roles
Initiating Requests
Reviewing Requests
Workday Training
UW–Madison HR professionals received Workday training based on assigned security roles. Security roles assign permissions, grant access, and determine training course enrollment. Training does not grant system access.
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Essential Knowledge
Basics
- Basics of Navigation in Workday
- Creating & Filtering Workday’s My Tasks
- My Tasks and Notifications in Workday
- Searching for Supervisory Organizations (Sup Orgs)
Business Process Review and Approval
Delegation
- Delegation Overview – Employee/Manager
- Managing Delegations on Behalf of Others in Workday – Manager/Delegation Manager
- Managing Delegations in Workday