Summer Session or Service Add Additional Job

From the Workday landing page, enter and select Create Position in the search box

1. Select the Supervisory Organization
2. Click OK

1. Enter the required information into Create Position
   1. Position Request Reason: 'Summer Session' or 'Summer Service'
   2. Job Posting Title: Equivalent to Business Title
   3. Number of Positions: Typically only one, but can be more if you have multiple positions
      • If multiple positions:
        • Should have the same Job Profile and Supervisory Organization. Some details can be modified for the individual workers when adding the job later in the process.
        • Each position will require individual approval after submitted. For example, three positions would generate three separate approvals
   4. Availability Date: Should match or be prior to the start of the summer appointment. You will not be able to add the job until on or after the Availability Date.
   5. Earliest Hire Date: Should be the first date they could be hired in the position. You will not be able to make the job effective until on or after the Earliest Hire Date.
   6. Job Profile: Typically the same title as the primary 9-Month position.
   7. Location: Enter the four digit campus location where the individual will be doing their work
   8. Worker Type: Employee
   9. Worker Sub-Type: 'Terminal (Fixed Term)'
   10. Scheduled Weekly Hours: This value will automatically calculate and populate an FTE. Note: Entering scheduled hours does not trigger payment. If the pay rate type is not 'Period Activity Pay (PAP)' then enter the number of hours the individual is expected to work each week.
   11. Difficulty to Fill: Will default based on Job Profile. Ensure correct reason is selected.
   12. Available for Overlap: Check this box if more than one person can be under this position number for a period of time.
2. Enter Comment
3. Add Attachment (optional) using the document category 'Pay Supporting Documents'
4. Click Submit

Once the 'Create Position' business process is submitted, the 'Change Organization Assignments' task will be sent to the initiator.

1. Under the 'Other' section of 'Change Organization Assignments', update:
   1. Compensation Basis: Select the reason 'Summer'
   2. Position of Trust: Select the appropriate reason based on the work the employee will be doing.
2. Enter Comment
3. Add Attachment (optional) using the document category 'Pay Supporting Documents'
4. Click Submit

Once the 'Change Organization Assignments' business process is submitted, the 'Default Compensation' task will be sent to the initiator.

1. Click the Make Changes button:
2. Under the Total Base Pay: Guidelines section, click the three dots and click Edit
3. Select Compensation Grade Profile > By Compensation Grade and Rule
4. Select the corresponding salary grade as Summer Session/Service Salary/Hourly Plan
5. Click Save

6. Enter Comment

7. Click Approve

The business process will now continue through the approval process to the Position Budget Manager and HR Partner (Supervisory) for approval. The request can also be sent back, and additional approvers can be added.

Finally, once the position is approved, the Cost Center Accounting Specialist will receive a task to enter default position funding.

From the Workday landing page, enter the employee's name in the search box and select the employee.

1. Once you are in the employee's Worker Profile:

   1. Select Actions
   2. Select Job Change
   3. Select Add Job. The Worker will populate based on the employee profile.
   4. Confirm Worker
   5. Select Supervisory Organization
      1. This should match the Supervisory Organization used when creating the position
   6. Click OK

1. Enter the required information into Add Job
   1. Effective Date: Enter effective date
      1. See Summer Payroll Calendars:
         1. 2026 Summer Periods*

      *NOTE: Summer 2026 begins effective May 18, 2026, the day after the end of the Academic Year

   2. Reason: 'Summer Service' or 'Summer Session'
   3. Position: Select the position that was created
      1. This will auto-populate the Employee Type, Job Profile, Location, Pay Rate Type, and Scheduled Weekly Hours. Adjust information, if needed.
      2. If you do not see the position available, check that the Supervisory Organizations match and that the position created is in 'Completed' status.
   4. Time Type: Select 'Full time' (if scheduled 40 hours per week) or 'Part time' (if scheduled less than 40 hours per week)
   5. Pay Rate Type: Salary, Hourly, or Period Activity Pay (depending on position and Job Profile)
   6. Scheduled Weekly Hours: will populate based on the position. If Period Activity Pay is the Pay Rate Type, the Scheduled Weekly Hours must be 0; leaving the FTE at 0 will default the position to be Period Activity Pay.
2. Enter End Employment Date
3. Enter Comment
4. Add Attachment using the document category 'Pay Supporting Documents'
   1. Attach documentation confirming the summer salary limitations have been reviewed and indicating whether the request exceeds those limits. Acceptable materials include the Summer Appointment Request Questionnaire and the prior summers report.
      1. Report: Summer Session Summer Service Eligibility
   2. When the request exceeds summer salary limitations, both the Summer Appointment Request Questionnaire and the prior summers report must be included.
5. Click Submit

The business process will now continue through the approval process to the Position Budget Manager and HR Partner (Supervisory) for approval. The request can also be sent back, and additional approvers can be added.