Workday Contingent Worker - Info For Business Offices


Workday Financials 'Go Live' Considerations


All workers who meet one of the following criteria should be contracted in Workday:

  • Access to protected health information (ex. Administrative Assistants) 
  • Providing direct services to the people we serve and support (Psychologist) 
  • Paid as an individual (Bob Smith mows the lawn RHA pays Bob)
Contingent Worker sub-types (Must choose one in Workday)
  • Family Model Provider (TN) 
  • Host Home Provider (GA) 
  • AFL Provider (NC) 
  • Independent Contractor (Direct Services) 
  • Independent Contractor (Support Services) 
  • Independent Contractor (Prescriber/Credentialed) 
  • Agency Temp- RHA pays the temp agency not the worker 
  • Intern (unpaid) 
  • Volunteer (unpaid)

Suppliers in Workday

A Supplier is any business that provides a good or service to RHA. Has a Tax ID Number issued to the business (not a SSN) listed on the 1099.

Submit New/Updated Contracts to Accounts Payable

  • Use suppliers@rhanet.org to submit new Supplier contracts or changes to contracts.
  • New contracts or updates to existing contracts will need to be created for contingent workers.
  • Each contingent worker must have their contract loaded into their worker record in Workday.
  • We would like to set a deadline of September 1st to update all contracts.
Paying Contingent Workers via Workday Accounts Payable
  • It is RHA policy that all workers, both employee and contingent, be paid through direct deposit going forward.
  • In order to set up direct deposit, the worker needs to have a Workday Account.
  • Business Manager TrainingBusiness Managers will receive training from AP on uploading invoice submissions and viewing invoices in Workday.

Submitting Invoices

  • For now, Business Managers should submit invoices by email to APInvoices@rhanet.org
  • By September 1st, we anticipate Business Managers uploading invoices directly.
  • By November 1st, we hope to have trained individuals to upload their own invoices.
  • This additional time will also allow AP to cleanse the invoices being received and refine the invoice templates.
  • AP will be in contact with Business Managers while they review existing contracts to setup monthly recurring fees.

Contingent Worker Training - Click Here

  • Hourly Contingent Workers should review the website for basic training.
  • By August 1st, we would like all hourly workers to submit time through Workday.


What is a Contingent Worker?

RHA Basics

For RHA, a contingent worker is anyone that does something for RHA that isn't an employee.

How we classify the contingent worker?

1) If a worker is an individual contractor, they are in Workday as a contingent worker. 

Example:  Dr. James Smith is a psychiatrist working at RHA.

2) If a worker is an individual working under a business name (DBA), they are in Workday as a contingent worker assigned to a Supplier (their business name).

Example:  Ramona Card is a dietician working under the business name "Card Dietary Services".

3) If a worker is an individual working with an agency or company, they are in Workday as a contingent worker assigned to a Supplier (the agency or company). 

Example:  Jennifer Johnson is a therapist working with a company called "Eastwind Therapy".  Jennifer is one of three regular therapists hired for several RHA units.  All three therapists are entered in Workday as contingent workers and assigned to "Eastwind Therapy" as the Supplier.

4) If an agency or company is hired to do work and we do not employ a specific worker from them, the agency or company is listed in Workday as a Supplier.

Example:  "Professional Office Group" is an agency used to provide as-needed office staff on a temporary basis for administrative work.  "Professional Office Group" is setup as a supplier.  RHA is not guaranteed to get the same person to staff positions when we call for additional service.

How we will gather information to pay contingent workers in Workday?

  1. If the contingent worker is already submitting time in Workday, which mostly includes our BH providers, they will continue to do so and be paid biweekly.  For these workers they would have already entered time from July 1st-July 14th.   This group of workers should enter their direct deposit information in Workday by Tuesday, July 17th at 2pm EST.
  2. If the contingent worker is NEW to using Workday, for the month of July these workers should continue to submit invoices to business managers, who in turn should email apinvoices@rhanet.org as usual.  The AP department will process these invoices in Workday.  This group of workers should enter their direct deposit information in Workday prior to submitting their invoice to be paid.

Adding Contingent Workers

Q: What if you have a contingent worker that was not sent to load into Workday this week or you do not see them on the attached list? 

A:  Work with your HR partner to create the open position and then enter the hire for that person as a contingent worker in Workday. For the position, you will need to provide the primary cost center and a manager to assign as the supervisory org.  You can use 7/1/2018 as the effective date for now if you do not have the original contract date. The contingent worker should then login and go through onboarding steps to enter their W9 and direct deposit information.


Official Definition of a Contingent Worker

The U.S. Department of Labor defines contingent workers as freelancers, independent contractors, consultants, or other outsourced and non-permanent workers who are hired on a per-project basis.
  • They can work on site or remotely.
  • Are not salaried.
  • They do not receive benefits.
  • They are responsible for their own taxes as they work for themselves—not the company. Therefore, the company is not responsible for deducting federal and provincial taxes, CPP, or EI.
  • Have have more control over their own work than employees of a company do.
  • They aren’t told how to complete projects or when to work.
  • The company’s focus is not on how the work is completed but rather on the results.

Contingent Worker Types - Recruiting and Onboarding
  • Recruiting Checklist (draft - final version coming soon)
  • Onboarding Checklist

Recruiting Checklist (DRAFT)
Background Checks and Drug Test may be required, depending on the Worker type.  This is reflected in the Workday Recruiting Business Process

 

Recruiting

Contingent Worker Type in Workday

Application

Interview

Health Care Registry

Offer

Credentialed

Agency Temp

No

No

No

No

No

Independent Contractor (Support Services)

Yes

Yes

No

Yes

No

Independent Contractor
(Direct Services)

Yes

Yes

Yes

Yes

No

Prescriber Independent Contractor

Yes

Yes

Yes

Yes

Yes

Credentialed Independent Contractor

Yes

Yes

Yes

Yes

Yes

Intern (Unpaid)

Yes

Yes

Yes

No

No

Volunteer

Yes

No

Yes

No

No

Family Model Provider (TN) (Independent Contractor)

Yes

Yes

Yes

Yes

No

Host Home Provider (GA) (Independent Contractor)

Yes

Yes

Yes

Yes

No

AFL Provider (NC)
(Independent Contractor)

Yes

Yes

Yes

Yes

No



Onboarding Checklist

 

Onboarding

Contingent Worker Type in Workday

Direct Deposit

W-9

Contingent Worker Review and Acknowledgement of RHA Policies and Procedures

Update Skills and Experience

Add Professional Licenses (if applicable)

Emergency Contacts

Review Name and Contact Information

Update Personal Information

Add Photo

Agency Temp

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Independent Contractor (Support Services)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Independent Contractor (Direct Services)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Prescriber Independent Contractor

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Credentialed Independent Contractor

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Intern (Unpaid)

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Volunteer

No

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Family Model Provider (TN) (Independent Contractor)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Host Home Provider (GA) (Independent Contractor)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

AFL Provider (NC) (Independent Contractor)

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes


Workday & Contingent Workers Training



Topics:
Suppliers & Contingent Workers

Employee vs. Contingent

Adding a Contingent Worker to Workday

  • Creating a Contingent Worker position from the Supervisory Organization
  • Assigning Organizations - Company - Use 00
Updating An Existing Contingent Worker
  • Contract End Date
  • Contract Pay rage/frequency
  • Cost Center
  • End contingent worker contract
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