Additional Academic Leadership Duties

Tags workday

Quick Reference Guide

Objective or Task

Hire a faculty member with additional academic leadership duties and correctly set up compensation for those duties in Workday.

Instructions

Part 1: Create the Job Requisition for the Faculty Position

  1. From the Workday landing page, enter Create Job Requisition in the search bar and select the task.

  2. Create the job requisition for the faculty position only, which will hold the base salary.

    • Include information about the leadership duties in the Job Description and Justification sections.

  3. In the Job Details section, complete the following:

    • Enter the appropriate Supervisory Organization for the faculty role.
    • Enter a Job Posting Title that reflects both faculty and leadership responsibilities.
    • Enter the Job Profile for the faculty position that will hold base pay.
    • Leave Additional Job Profiles blank.

  4. In Contract Details, select the appropriate Employee Contract Type.

  5. In the Organizations section:

    • Under Other, select the appropriate Additional Leadership Duties organization type.
      • Academic Leadership for roles such as chairperson or assistant dean
      • Executive and Administrative for roles such as dean or above

  6. Attach required documentation in Attachments, such as approvals or authorization to hire.

  7. In Compensation, enter the base salary only.

    • Do not enter any allowance for leadership duties.

  8. Assign a Primary Recruiter, then submit the job requisition and complete the hire process.

    • Complete the Add Academic Appointment step for the faculty position when prompted.

Part 2: Generate the Employment Agreement

  1. As the primary recruiter, include language in the offer letter that documents compensation for additional leadership duties.

    • State that leadership compensation will be paid as an allowance through an additional job.

  2. After the offer is signed, save the signed employment agreement.

    • This document is required for the additional job process.

Part 3: Add the Additional Job for Leadership Duties

  1. Once the hire is complete, enter Add Job in the Workday search bar and select the task.

  2. Enter the Supervisory Organization for the leadership duties and select OK.

  3. Enter the following:

    • Effective Date equal to the hire date
    • Reason set to Additional Leadership Role
    • Select the Leadership Position from the list

  4. Confirm the following defaults:

    • Scheduled Weekly Hours set to 0
    • Resulting FTE remains 0 for the additional job

  5. Update the Job Title to reflect the leadership role.

  6. Submit the job and proceed to compensation.

Part 4: Add Allowance Compensation

  1. In Compensation, remove any salary entries for the additional job.

  2. Add an Allowance with the correct compensation plan for academic or administrative leadership duties.

  3. Enter the Allowance Amount exactly as stated in the signed employment agreement.

  4. Attach the signed employment agreement.

    • Use Employment Agreement as the attachment category.

  5. Select Submit.

Part 5: Switch or Skip Primary Job

  1. When the Switch Primary Job task appears:
  • Skip the task for most academic leadership roles such as chairperson or assistant dean.
  • Complete the task only if the leadership role is executive or administrative, such as dean or vice president.

Outcome

The faculty member is hired with one primary faculty position and an additional leadership job. Base pay is applied to the faculty role, and leadership compensation is accurately paid as an allowance through the additional job.

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