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Workday Job AidHR: Add Additional JobDescriptionThis process is used to add an additional job to an employee fora fixed length of time or as an ongoing assignment.When to UseUse this process to add an additional full- or part-time job forthe following reasons: Acquisition/MergerAdditional PositionConversionHired From Non Workday AffiliateHire Non Employee [C]NOTE: An additional job may impact the colleague’sbenefit statusRelated Reports Critical Open PositionsView Open PositionsUpdated as of April 21, 20161 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobBusiness Process Steps and RolesProcess roles are designated by “security role,” which do not reflect actual job titles.People may have multiple roles. Initiate Add Additional Job: HR Partner, HR Representative, HR SharedServices (HRSS) Representative, or Manager Verify Licenses and Certifications: License Certification Partner Review Add Additional Job: HR Representative or HRSS Representative Process Add Additional Job: (table below)StepProcess Roles Propose CompensationHR Partner Change OrganizationAssignmentsHR Representative,HRSS Representative Review OrganizationAssignmentsHR Partner Review Start Additional JobHR Partner Check Benefit ElectionsBenefits Partner Assign Pay GroupHR Partner Switch Primary JobHR Representative,HRSS Representative Onboarding to NewCompanyHR Representative,HRSS RepresentativeROLE:HR Partner/ManagerHR Representative/HRSS PartnerVariousRoles (seetable at left)VerifyReviewWorkday Job Aid: Add Additional JobProcessUpdated as of April 21, 2016Page 2 of 282 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobBefore You StartEnsure local policies and procedures have been followed andappropriate approvals have been received before adding anadditional job. This may include:Notifications Manager works with Recruiter in the interview and selectionprocess Manager and Recruiter determine salary offer in accordancewith Compensation guidelines Recruiter extends the offer to and receives acceptance fromthe candidate(a colleague or department should be notified outside of theWorkday system)No notifications.Variations There may be variations by Health Ministry.Data Needed for Create PositionThe following data will be required: Supervisory Organization: Manager to whom the positionwill report Employee: Name of colleague who is adding a job Effective Date: Date additional job will be effective Reason: Choose from the menu options Position: Open position being filled Compensation: Confirm or update compensation rate Proposed Pay Group: Choose from the menu options Primary Job: Which job will be primarySPECIAL NOTE:While adding comments where indicatedmay be helpful for the process, please notethat comments are auditable and thereforeshould be appropriate for the section.Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 3 of 283 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess StepsInitiate AddAdditional JobWhich role(s) can do this step? HR PartnerHR RepresentativeHRSS RepresentativeManager (who’s position is being filled)1. Log in to Workday2. Type add job in the search box and press EnterAlternate Starting Steps:1. Type the colleague’s name in thesearch box and press Enter2. Click the related actions icon (“brick”)that appears next to the name3. Go to Job Changeand click Add Job4. Continue with this job aid at step 6SHORTCUT: When you starttyping in the search box, optionsappear as you type. Click theoption here rather than continuingto the Search Results screen.Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 4 of 284 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Initiate AddAdditional Job3. Click Add Job from the search results4. Type the name of the Supervisory Organizationand the name of the colleagueNOTE: If you are a manager/supervisor,the form defaults to show your SupervisoryOrganization information. Click the X toclear value and get the search box.5. Click OKWhat is a Supervisory Organization?(SUPV ORG)Supervisory Organization is the managerhierarchy within Trinity Health. Each personwho has colleagues reporting to him/herrepresents a SUPV ORG. Colleagues or“workers” are members of their peoplemanager’s SUPV ORG.Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 5 of 285 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess StepsInitiate AddAdditional JobWHAT IS THIS?6. Complete the Add Job form (* indicates required information)Effective DateFirst working day additional jobbecomes activeTime TypeAuto-populates based on positionchosen to be filledReasonChoose from the menu optionsLocationAuto-populates based on positionchosen to be filled(see list below)PositionChoose the position the colleaguewill fill from list of open positionsin menu; choice will auto-populateother fieldsPay Rate TypeChoose hourly for allcolleagues; exempt/non-exemptstatus is chosenEmployee TypeAuto-populates based on positionchosen to be filledScheduled Weekly HoursNumber of hours colleague willwork in this positionClick the prompticon for options7. Click the arrow next to AdditionalInformation to expand the sectionSCREEN INSTRUCTIONSCONTINUE ON NEXT PAGEWorkday Job Aid: Add Additional JobADD ADDITIONALJOB REASONSJob ProfileAuto-populates based on positionchosen to be filled Acquisition/MergerAdditional PositionConversionHired From NonWorkday Affiliate Hire Non Employee [C]Updated as of April 21, 2016Page 6 of 286 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess StepsInitiate AddAdditional Job8. Complete the Add Additional Job form (continued)NOTE: The top portion of AdditionalDetails will auto-populate based onPosition chosen.WHAT IS THIS?Default Weekly HoursUpdate to number of hours colleaguewill work in this positionClick the prompticon for optionsWork ShiftThe shift to be worked by thecolleague; choose from menu options(NOTE: Values are new for the Workday system)Job ClassificationClassification for regulatory reportingand ensures correct benefits/PTO;choose from menu optionsFirst Day of WorkAuto-populates to match Hire DateExclude from HeadcountCompany Insider TypesDO NOT USEWorkers’ CompensationCode OverrideDO NOT USE UNTIL PHASE 29. Click the add icon and Attach to addattachments (if applicable)SCREEN INSTRUCTIONSCONTINUE ON NEXT PAGEWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 7 of 287 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Initiate AddAdditional Job10. Type comments and click Submit11. Process moves to next step; click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 8 of 288 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Verify Licenses andCertificationsWhich role can do this step? License and Certification Partner1. Log in to Workday2. Click Inbox3. Find the email and click to open(opens in the right pane of the screen)Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 9 of 289 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Verify Licenses andCertifications4. Read the Instructions and actNOTE: This acts as a notice for theLicense Certification Partner to verify thecolleague has valid licenses andcertifications required to perform the job.5. Type comments and click Submit6. Process movesto next step;click DoneThe process moves to a HRSSRepresentative or a HR Representative.Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 10 of1028 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Review AddAdditional JobWhich role(s) can do this step? HR RepresentativeHRSS RepresentativeNOTE: This step will be skippedif the HR/HRSS Representativecompletes the Initiate step.1. Log in to Workday2. Click Inbox3. Find the email and click to open(opens in the right pane of the screen)4. Review and type comments5. Click Approve or Send Back with instructions6. Process movesto next step;click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 11 of1128 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)ProposeCompensationWhich role can do this step? Process AddAdditional JobHR Partner1. Log in to Workday2. Click Inbox3. Find the email and click to open(opens in the right pane of the screen)Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 12 of1228 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional Job4. Review the pay Guidelines,and either click the edit iconor Add under HourlyProposeCompensation(based on information providedduring the Create Positionprocess)OR5. Click the prompt icon, and thenclick All Compensation Plansand Trinity Health Hourly Planfrom the menusClick the checkmarkicon to accept changeWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 13 of1328 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional Job6. Type the hourly rate amountProposeCompensation7. Type comments and click SubmitWHAT IS THIS?Click the checkmarkicon to accept changeTotal Base PayRange guideline of base pay autopopulated based on Job ProfileAmountHourly pay amount within the TotalBase Pay rangeCurrencyDo not change from USDFrequencyFrequency of payroll; autopopulated based on Job Profile8. Process movesto next step;click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 14 of1428 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional JobWhich role(s) can do this step? Change OrganizationAssignmentsHR RepresentativeHRSS Representative1. Log in to WorkdayNOTE: This acts as a confirmation2. Click Inboxstep based on information addedduring the Create Position process.3. Find the email and click to open(opens in the right pane of the screen)Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 15 of1528 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional Job4. Scroll down, review the Organizations form;click the edit icon to make updatesChange OrganizationAssignmentsClick the prompticon for optionsSCREEN INSTRUCTIONSCONTINUE ON NEXT PAGEWHAT IS THIS?CompanyName of Health MinistryCost CenterDepartment or business unit usedto track expenses and isresponsible for the costReligious OrderEmployment agreement used tocapture affiliation with the religiousorder (for specific set of colleagues)HR CompanyCode assigned to HR department;ties to Health MinistryWorkday Job Aid: Add Additional JobClick the checkmarkicon to accept changeTo find information onthe companies and costcenters, contact the RHMAccounting/Payroll Dept.Financial OrganizationBusiness Unit or Process Level;ties to Health MinistryAbsence Group ExceptionsSick/Illness, PTO, and other leavegroups; choose from menu optionsPay RuleImportant for timekeeping system;code that determine thiscolleague’s timekeeping rulesUpdated as of April 21, 2016Page 16 of1628 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)5. Type comments and click SubmitProcess AddAdditional JobChange OrganizationAssignments6. Process moves to next step; click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 17 of1728 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional JobWhich role(s) can do this step?NOTE: This acts as a confirmation step based on information addedduring the Create Position process andthe Review Add Additional Job step.HR Partner1. Log in to WorkdayReview OrganizationAssignments2. Click Inbox3. Find the email and click to open(opens in the right pane of the screen)4. Review and click Approve orSend Back with instructionsTo learn moreabout these items,see “What IsThis?” on page 15.5. Process continues;click ReviewWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 18 of1828 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional JobWhich role can do this step? Review StartAdditional JobHR Partner1. Review Start Additional Job form and type commentsNOTE: This acts as a confirmationstep based on information addedduring the Create Position processand confirms the colleague.HINT: The HR Partner candeny the additional job requestby clicking Deny here.2. Click Approve or Send Back with instructions3. Process moves to next step; click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 19 of1928 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Process AddAdditional JobNOTES:Which role can do this step? Benefits Partner 1. Log in to Workday2. Click InboxThis step will be skipped if the additionaljob does not affect the colleague’sbenefit elections.This acts as a notice for the BenefitsPartner to actively check this colleague’sbenefits and make changes if needed.Check BenefitElections3. Find the email and click to open(opens in the right pane of the screen)4. Read Instructions and act5. Type comments and click Submit6. Process movesto next step;click DoneWorkday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 20 of2028 2014 Trinity Health. All Rights Reserved.

HR: Add Additional JobProcess Steps (continued)Which role can do this step? Process AddAdditional JobAssign Pay GroupHR Partner1. Log in to Workday2. Click Inbox3. Find the email and click to open(opens in the right pane of the screen)Workday Job Aid: Add Additional JobUpdated as of April 21, 2016Page 21 of2128 201