Answer the following questions to determine which contingent worker type you should setup:
• Are you hiring an individual Contractor for a specific job at a specific rate of pay, paid through Finance and who qualifies for a 1099? Ex: Jake Blues. If you answered YES, follow the steps for Creating a Job Requisition. NOTE: The recruiter is Tammy Tinker.
• Are you hiring an individual from a Temporary Agency who is hired to meet business needs for a limited amount of time? Ex: Kelly Services, AMN, etc. If you answered YES, follow the steps for Creating a Job Requisition. NOTE: The recruiter is Tammy Tinker.
• Are you hiring a long-term agency worker through a contracted vendor for Purchased Services? Ex: Sodexo, Davita, Schumacher Group, Sound Physicians. If you answered YES, follow the steps for Hiring an Individual Contingent Worker or Mass Hiring/Terming More Than 10 Contingent Workers on the following page.
• Are you creating a record for Providers with Privileges at SSM Health Ministries but who are not employed or contracted by SSM Health? Ex: Physicians, Clinicians not paid through SSM w/EPIC access. If you answered YES, follow the steps for Hiring an Individual Contingent Worker or Mass Hiring/Terming More Than 10 Contingent Workers on the following page.
• Are you creating a record for Students who are enrolled in an SSM Health affiliated
school/university who complete clinical hours at SSM Health ministries? Ex: Louie Tyrone. If you answered YES, follow the steps for Hiring an Individual Contingent Worker or Mass Hiring/Terming More Than 10 Contingent Workers on the following page.
• Are you creating a record for Instructors who are employees of the affiliated university that facilitates student training? Ex: Columbia College, St. Gregory’s University. If you answered YES, follow the steps for Hiring an Individual Contingent Worker or Mass Hiring/Terming More Than 10 Contingent Workers on the following page.
IMPORTANT: The following contingent worker types DO NOT go into Workday. Please contact the Technology Service Center (TSC) at 314-644-7345 or 1-866-SSM-HELP for assistance with:
• Affiliates: Outside organization who contracts with SSM to be an Epic Community Connect Partner. Operates independently from SSM. Does get SABA training for EPIC.
• Vendors: Outside vendor who is granted access to a system to assist IHT with maintenance and/or issues with specific applications.
• EpicCare Link users: Third Party EPIC to access medical record information for auditing or billing purposes. View only access. Can’t document/place orders. No SABA training for EPIC.
• Remote Workers: Contingent Workers who do not come into any SSM locations.
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Mass Hiring/Terming More Than 10 Contingent Workers
Before you begin, you will need to search Workday to determine if the individuals you want to hire were previous employees or previous contingent workers, and then provide that
information on the EIB HIRE Template.
1. In the Search box at the top of the screen, search for each person you want to hire by name. 2. When search results appear, click All of Workday on the bottom-left side of the screen.
Did you find the person as a CURRENT SSM Employee?
If YES, you will enter Y on the EIB HIRE Template in the Current SSM Employee field. If NO, you will enter N on the EIB HIRE Template in the Current SSM Employee field.
Did you find the person as a TERMED SSM Employee or Contingent Worker?
If YES, you will enter Y on the EIB HIRE Template in the Former SSM Employee Name field. If NO, you will enter N on the EIB HIRE Template in the Former SSM Employee Name field. 3. Repeat steps 1 & 2 for all individuals you want to hire before moving to step 4.
4. From your home page, click the Requests app. 5. Under Actions, click Create Request.
6. Click the Request Type field, search for and select Mass Upload Request of 10+ Workers, click OK.
7. Review the help text at the top of the page. If needed, click on the Template hyperlink to download and complete the appropriate EIB Template to Hire or Term the contingent workers.
8. Describe your request in the Description field. 9. Enter your name as the Requestor.
10. Enter the name of your Department. 11. Complete all remaining fields, as indicated.
12. Under Attachments, click Select Files and upload the completed template.
13. Click SUBMIT. You will receive an email confirmation when contingent workers have been setup in Workday.
IMPORTANT! To setup contingent workers in all other systems (Email, VIP, Epic, Phone, PC Setup, etc.), you must go into the Service Portal to request or change access.
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Hiring an Individual Contingent Worker
Before you begin, you will need to search Workday to determine if the person you want to hire was a previous employee or a previous contingent worker, and then provide that information in your request.
1. In the Search box at the top of the screen, search for the person you want to hire by name. 2. When search results appear, click All of Workday on the bottom-left side of the screen.
Did you find the person as a CURRENT or FORMER Worker (Employee or Contingent)?
If YES, click on the person’s name and make a note of their Employee ID or Contingent Worker ID. You will provide this information in your request.
3. From your home page, click the Requests app. 4. Under Actions, click Create Request.
5. Click the Request Type field, search for and select Contract Contingent Worker, click OK. 6. Complete the following fields:
• Describe the Request • Requestor Name • Requestor Job Title
• Contingent Worker Last Name • Contingent Worker First Name • Job Profile
• Manager’s Name • Manager’s Employee ID • Contract / Access Start Date • Contract / Access End Date
• Contingent Worker Contact Information (email or phone number) • Region • Location • Cost Center • Rate of Pay • Agency Name • Time Type
• Social Security Number • Current Worker Inf • Former Worker Info
7. Click SUBMIT. You will receive an email confirmation when the contingent worker has been setup in Workday.
IMPORTANT! To setup the contingent worker in all other systems (Email, VIP, Epic, Phone, PC Setup, etc.), you must go into the Service Portal to request or change access.
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Employee FTE Change
This request type should be used for editing an employee’s FTE in their current position number. It should not be used if a Job Requisition has been submitted.
NOTE: If the new FTE is PRN, you must enter 0 (zero) in the FTE New Value field.
• Increase in FTE: Use to increase total FTE count for the employee. No other changes can be made to employee record through this process. FTE increases are sent to Workforce Management for approval and will be changed the pay period following approval.
• Decrease in FTE: Use to decrease total FTE count for the employee. No other changes can be made to the employee record through this process. FTE decreases will be changed the pay period following the request.
• FTE Exact Swap: The FTE count must remain neutral (i.e. employee A is 1 FTE and employee B is .5 FTE and the net swap result is employee A is .5 FTE and employee B is 1 FTE). Any increase or decrease from beginning FTEs will need to go through individual
increase/decrease requests. FTE Swaps will be changed in the system the pay period following the request.