We have made updates to the international hire process in Workday to reduce errors and improve user experience.
The current hire process for international hires assigns the HR Partner a ‘To Do’ task to Assign a Pay Group for the job/position after the hire event is completed and when the required visa information is obtained to confirm the arrival of the employee. We are finding that this To Do step is frequently missed even after the hire date and is negatively impacting employees from being paid timely.
Therefore, as of today October 2, we have discontinued the use of requiring a user to select a position pay group in Workday. Instead, selecting a pay group for international hires will be done systematically in Workday just like the current US citizen employees.
This change means that once an international hire record is completed in Workday and the necessary visa information is entered, the worker will begin to receive pay based upon their hire date. There may be times that the international employee should not begin to receive pay (i.e. late arrival). If this is the case you have few options:
- If the job is still future and not past the job effective date, you can request that the effective date be changed through a ServiceNow request to ERP/UHR support
- If the job is current and past the job effective date, you can request an overpayment recovery through Payroll Services prior to pay period’s transaction cutoff date
- If the job is current and past the job effective date and the pay period’s transaction cutoff date, you can retain the worker’s paper paycheck and request a check cancellation through Payroll Services. This option should only be used as a last resort and only used once for the initial paycheck. If the worker will arrive later than the first pay period then the hire should rescinded and rehired
As a reminder, resources are available to provide helpful guidance for the International Hiring Process including a Quick Start Guide - International Hiring, as well as RPT031 HCM CORE Employee Visa Report to monitor worker’s hire date and visa details (e.g., visa type, expiration date)