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This Reference Guide provides information on how to manage an employee's Union Membership as a stand-alone task or as part of staffing processes in the Workday system.

Initiator

  • Union Representative

Note: While the Union Representative has access to initiate standalone Union Membership tasks, this task must be initiated by HRS for temporary hourly workers.

Approver

  • N/A

Steps to Manage Union Membership as a Stand-Alone Task

Execute the following steps to manage Union Membership (add, update, or end) as a stand-alone task in the Workday system:
Note: This stand-alone task must be initiated by HRS for temporary hourly workers.

  1. Log in to the Workday system.
  2. On the Workday Home page, enter Manage Union Membership in the Workday Search field and select Manage Union Membership – Task.

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  1. On the Manage Union Membership initiation screen, select the required worker in the Worker drop-down field.
  2. Select the Union for which you would like to add, update, or end membership in the Union drop-down field.

Note:

  • If the employee is currently active in a Union, you will have the choice to select from Worker's Current Unions.

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  • You can also select from All Active Unions.

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  1. Select the OK button.

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  1. On the Manage Union Membership page, add or update the Union Seniority Date, if necessary. In the Membership Information section, add or update the relevant information including Start/End Date, Type, and Related Position.

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  • If adding Union Membership, populate the Start Date field to match the date the employee will begin coverage by the Union.
  • To end the Union Membership, add the end date in the End Date field as the effective date of the change.
  • If Union Membership is changing from one Union to a different Union, two actions are required: one to end the existing Union Membership, another to start the new Union Membership.
  1. Select the Submit button.

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Note: There is only one type of Union Membership in Workday, which is Active - Active - No Dues. This field is not indicative of whether an employee is paying dues or not. Union dues will not be tracked in the Workday system.

  1. Select the Done button. The change to Union Membership will be reflected in the system on the official Start Date or End Date submitted.

Note: When a stand-alone task is run for a temporary hourly employee who has Union coverage, a Union Membership Coverage Letter is triggered and sent to the employee within Workday. A copy is sent to HRS and the HR Partner.
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Manage Union Membership as Part of Staffing Processes

The following staffing processes may trigger Manage Union Membership:

  • Hire – A Union is required on the job profile into which an employee is hired.
  • Add Additional Job – A Union is required on the job profile of the additional job the employee is filling.
  • Change Job
    • Add – An employee moves to a job profile that requires a Union and the employee's current job profile does not allow this Union.
    • Remove – An employee currently has an active Union Membership and their new job profile does not require or allow the Union Membership the worker is currently active in.
  • End Additional Job – An employee has Union Membership on the job being ended which does not match the Union Membership of their primary job.
  • Termination – An employee being terminated has Union Membership. Union Membership must be manually ended.

Steps to Manage Union Membership as Part of Staffing Processes

Execute the following steps to Manage Union Membership (add, update, or end) as part of staffing processes in the Workday system:

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Note: The business process determines the event you receive for managing the Union Membership.
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  1. On the Manage Union Membership initiation screen, select the Union for which you would like to add, update, or end Union Membership from the Union drop-down field.

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  1. Select the OK button.

Note:

  • For the Hire, Add Additional Job, and Change Job processes, when an employee does not have a current active Union Membership designation, but moves to a new position with a Union required on the job profile, the Required by Job Profile or All Active Unions list will be available for selection. Additionally, if a job profile allows Union Membership, then the Allowed by Job Profile Unions list will also be available for selection.

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  • For the Add Additional Job, Change Job, End Additional Job, and Termination processes, when an employee has an active Union Membership, the Worker's Current Unions and the All Active Unions list will be available for selection.

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  1. On the Manage Union Membership page, add or update the Union Seniority Date, if necessary. In the Membership Information section, add or update the relevant information including Start/End Date, Type, and Related Position.

Notes:

  • To add Union Membership, populate the Start Date field to match the date the employee will begin coverage by the Union.
  • To end Union Membership, add the end date in the End Date field as the effective date of the change.
  • If Union Membership is changing from one Union to a different Union, two actions are required: one to end the existing Union Membership, another to start the new Union Membership.

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Notes:

  • The process of submitting the changes to the Union Membership are the same as those in the stand-alone task. Refer to steps 7-8 in the Steps to Manage Union Membership as a Stand-Alone Task section.
  • Updates to Union Membership may cause a BU Coverage Letter to trigger at the end of the staffing process. The Letter is generated by HRS and sent to the employee within Workday, with copies to the HR Partner and Payroll as applicable.

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