For additional help, please use the WorkdayHelp Ticket System.
Glossary terms coming soon.
Explanatory Video
This video will help you get familiar with the student worker profile in Workday.
Explanatory Video
This video will familiarize you with everything related to hiring students in Workday.
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To find a list of current students, click in the search bar and type Find External Students.

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In the Find External Students Report, you may type in the name of the student you wish to hire in the search bar. Press Enter.

*Please note, you can click on the student’s name to view their profile. Within their profile, you can click on Overview and select the Student Information tab to see if the student is Federal Work Study Eligible or not. This section will display with a yes or a no as seen below.

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Click on the related actions button next to the student you wish to hire. From the Actions menu, mouseover Hire and select Hire Student.

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The default supervisory organization of the hiring manager will automatically populate. Clear this selection and navigate to My Organizations. Select the supervisory organization which includes - Student.

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On the Hire Student screen, click the Hire button.

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Fill out the following fields on the Hire Student form. Fields with a red asterisk
are required.
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Click Submit
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Navigate to the next step in the process, Change Organization Assignments, by clicking the Open button in the dialogue box. Note: This task will also be in the hiring manager’s Workday inbox.

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Scroll down to Organizations on the Change Organization Assignments task. Fields with a red asterisk
are required.

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Company: Trinity University
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Cost Center: Search for appropriate Cost Center. You can search by typing in the department name
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Costing
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Grant: If this is a grant funded position, search and select the grant in this field.
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Fund: Pre-populated, confirm the fund that populates is correct or edit if necessary.
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Function: Pre-populated, confirm the function that populates is correct or edit if necessary.
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Click Submit
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Navigate to the next step in the process, Propose Compensation Hire, by clicking the Open button in the dialogue box. Note: This task will also be in the hiring manager’s Workday inbox.

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Scroll down to the Hourly section on the Propose Compensation Hire task. Click on the pencil to edit. Fields with a red asterisk
are required.

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Amount: Type in rate the student should be paid
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Currency: Pre-populated with USD
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Frequency: Pre-populated with Hourly
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Click Submit.
Note: The business process will now route to the HR Partner to review and complete.
Explanatory Video
This video walks you through the onboarding process for student workers.
Explanatory Video
This video walks you through how student workers will enter time worked.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.

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Click on the Time menu item.

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On the Time screen click on the This Week button under Enter Time.

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You are now in the Enter Time view.

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You can move to other weeks with the left/right arrows or by clicking the down arrow next to the year. To return to the current week click the Today button.
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The Week button allows you to toggle between view by Week or view by Day.
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The Actions button will display additional options, as shown below - Review Time by Week. (Note: Request Absence is not applicable to student employees)

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The Summary column shows a summary of your time for that week.
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Double-click on the column for the day you are entering time to open the Enter Time task.

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On the Enter Time screen, fill out the fields as follows:
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If you work more than one position, you will have to choose which role applies to the work you did for the day.

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Repeat the process for any additional time blocks. If you make any mistakes, you can simply click on a block of time to edit the data you entered. At the end of the pay period when you are finished, click the Review button to review your time for the week.

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To make additional changes, click Cancel to return to the Enter Time view.
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Once ready, click the Submit button to submit your time to your manager for approval.

There are currently no forms for these topics.
For additional help, please use the Workday Support Request Form or send an email to transform@trinity.edu.