Employee Types

This article explains how to determine and assign the correct employee type in Workday. Employee types affect employment data, compensation, benefits, and time off, and selecting the correct type is required for all employees.

Quick Reference Guide

Objective or Task

Determine and assign the correct employee type for a worker in Workday.

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Instructions

1. Confirm whether the worker is an employee or a contingent worker.

   • Contingent workers use a Contingent Worker Type, not an employee type.

2. Review the available Employee Types and their general use:

   • Affiliate for head coaches or visiting scholars
   • House Staff / Fellows for house staff, research fellows, or post‑doctoral fellows
   • Regular for employees working regularly scheduled hours year‑round
   • Regular Term for employees expected to leave within a defined timeframe
   • Temporary for employees with a contract ending on a specific date or event
   • Trainee / T32 for non‑employee trainees receiving stipends

3. Determine whether the selected employee type requires an Employment End Date:

   • End date required for Regular Term, Temporary, and Trainee / T32
   • End date not required for Affiliate, House Staff / Fellows, and Regular

4. Review the worker’s Job Family Group, Job Family, and Job Profile.

   • Employee type selection is driven by these job attributes.

5. Match the employee type to the job structure using the guidelines below:

   • Affiliate

     • Job Family Group: Affiliate
     • Job Families: Athletics – Coaches, Visiting Scholars
     • Job Profiles: All within listed families

   • House Staff / Fellows

     • Job Family Group: Academic
     • Job Family: House Staff & Fellows
     • Job Profiles: All within the job family

   • Regular

     • Job Family Groups: Academic, Staff
     • Job Families: Academic Leadership or any Staff family
     • Job Profiles: All academic leadership and staff profiles

   • Regular Term

     • Job Family Group: Academic
     • Job Family: Faculty – Non‑Tenure Track
     • Job Profiles: All except Lecturer and Lecturer Inactive

   • Temporary

     • Job Family Groups: Academic, Non‑Employee, Student & Temporary
     • Job Profiles:
       • Lecturer and Lecturer Inactive
       • NRA Non‑Wages
       • All Student & Temporary profiles

   • Trainee / T32

     • Job Family Group: Non‑Employee
     • Job Family: Nonemployee Affiliate
     • Job Profile: Post Doc Trainee

6. Select the employee type that aligns with the worker’s job profile and confirm whether an end date is required.

7. Enter or update the employee type in Workday as part of the hire or job change process.

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Outcome

The worker is assigned the correct employee type in Workday, ensuring accurate employment data, benefits eligibility, compensation processing, and time off handling.