University of Wisconsin–Madison
Human Resources

Overview of what is changing for Core HR

What is changing 

Flexible Work Arrangements in Workday

  • Flexible Work Arrangement in Workday was previously known as Remote Work Agreement in Human Resource System (HRS)

  • New agreements that begin June 29, 2025 or later must be submitted in Workday

  • Policy: Remote Work, UW-5087 

End Dates in Workday

  • End dates in Workday was previously known as Expected Job End Dates (EJED) in HRS

  • End dates do not trigger automatic terminations in Workday

    • Reports are available to determine which employees have an end date and which employees should be terminated 

    • ATP and UWSS are exploring mass upload option (EIBs)

  • End dates in Workday will be required for University Staff Temporary Employees (CL/TEs)

Student Hourly Employees

  • Student Hourly employees (SH) will require an end date in Workday

    • If the SH employee does not have an end date (EJED) in HRS at conversion, Workday will default the end date to May 17, 2026

  • Students will be loaded into Workday from Student Information System as an External Student Object (ESO) which will reduce duplicate entry 

  • The Student Information System will be the source for the student's personal information which will reduce errant student information

AUX Title Codes

  • AUX Title Codes are not included in the Job Profile Code in Workday

  • Employees will be assigned as Additional Job Classification within the position information

Back-Up Codes

  • Academic Staff Back-Ups (OT001) and University Staff Back-Ups (OT004) will not be identified with a concurrent job 

  • Employee Back-Up codes will be located in the Contract Details

Job Category in Workday

  • Job category in Workday was previously known as Employee (Empl) Classes in HRS

  • Job categories are consolidated from 24 classes to 8 categories

  • The largest change to job categories is CJ, CL, and CP will now be US

Contract Type and Worker Type in Workday

  • Contact Type and Worker Type in Workday were previously known as Continuity Codes in HRS

  • Refer to Create Job Requisition KB for chart of Contract and Worker Types

Contingent Worker

  • Workday does not allow someone to be an employee and contingent work simultaneously

    • If someone has a POI and employment, the employment will be converted but POI will not

    • If someone has an employment and a POI record with affiliation in another S/C/D or at another campus that is needed at go-live, consider creating a concurrent $0 job

  • There can only be one CW record per person

  • Emeritus Status and Retiree Status will be separate from Contingent Workers

Seasonal Employees

  • For Seasonal employees, Workday will:

    • Estimate a working FTE but will not impact pay (spread the FTE out over the year)

    • Estimate leave time based on the Working FTE

    • Convert them as a Seasonal employee.

      • Employees that are Seasonal Compensation Basis will have the ability to be placed on a Seasonal Break

  • Delivered FTE - The hours/week the worker is expected to work at this time. This may change throughout the year.

  • Working FTE - The calculated percentage of total hours in the year that the worker is expected to be active.

What is not changing

  • UW-Madison’s Employment Policies

  • Flexible Work Arrangements will still need to be submitted each fiscal year (July-June)

  • Outside Activity Reporting (OAR) will continue to be completed in the current external system

How to Prepare

  • Determine which Contingent Worker Supervisory Organizations are needed and submit the Add Template to UWSS for creation. 

  • Review, populate, and submit Seasonal Employee files by end of day on April 4, 2025

Additional Resources

Questions?

Contact hris@ohr.wisc.edu.

Updated: Mar. 24, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/overview-of-what-is-changing-for-core-hr/

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