This document provides HR Partners (HRPs) directions on how to search Workday for the name of an employee to avoid a duplicate hire prior to starting the hire process.
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· Creating a duplicate record for a worker can cause significant issues, which become even more problematic if the employee is paid on both records. Always check whether an individual already has a record in Workday before initiating a new hire.
· If the individual is returned as a search result because they already have an active record in Workday, initiate either the Change Job or the Add Additional Job business process instead of hiring them.
· If unsure whether the employee already has a record in Workday, please contact the F&A Knowledge and Support Center at (773) 702-5800, or submit an Ask a Human Resources Question request.
· A unique identifier (name, Chicago ID, or SSN) is needed to search for the individual to be hired.
· The UCAT Prefeed website can be utilized to search for previously assigned Chicago IDs and CNET IDs.
1. Log into Workday using your CNetID and password.
2. Use the search box at the top of the screen to find duplicates by typing in the unique identifier (name, Chicago ID, or SSN) and pressing Enter to run the complete search.
a. When searching by name, try different forms of the name (e.g., John, Jonathan, etc.). Remember that Workday only needs three characters to run a search, and partial searching is allowed.
i. Workday search displays all results containing the entered letters in the sequence typed. For instance, typing dave will yield results such as Dave Matthews, Daveed Diggs, and Marcus Davenport, but it would not include David Bowie.
1. If using the Classic Workday Search configuration, select All of Workday from the list of category options on the left side of the screen to review results across all Workday categories.
2. When using the New Workday Federated Search configuration, always look at the left side of the screen and select the More Categories option (instead of Saved Categories) to review search results across all Workday categories.
a. If Simplified Search is enabled when using the new Workday Federated Search configuration, select the All Categories button at the top of the screen to review search results across all Workday categories.
b. When searching by Chicago ID or SSN, don’t forget to type in the prefix id: and the unique number in the search box at the top of the screen.
i. For additional details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
3. Particularly for staff members, try searching UCAT to determine if the employee has a pre-existing Chicago ID or CNET ID. UCAT can search on name, SSN, birthdate, CNET ID, Chicago ID, or Student ID. Use the results to search for the person in Workday.
a. Students should always have a Chicago ID and will not need a new Chicago ID created for them.
b. When searching for an individual in UCAT, make sure to add the wild card (*) in the name fields (e.g., search for chris* or thom*) when uncertain of the value (i.e., if there is a possibility the last name could be recorded differently in UCAT). That will help to catch cases where a person returns to campus with a newly hyphenated name or unusual spellings.
c. Try searching in several different ways using the various pieces of data before assuming there is no match.
d. The SSN is not the best unique identifier for searches in UCAT. Many records, including those of students and alumni, may not contain an SSN, making it possible to overlook a current record when using this field for searches.
e. If a record is found for an individual with the same name, but it is unclear whether the new employee had a previous affiliation, ask the individual to confirm whether they were previously employed by UChicago or were students in the past.
4. If starting the Hire process, and any of the Alerts below display, there is a duplicate record for this employee. Reach out to the F&A Knowledge and Support Center at (773) 702-5800, or submit an Ask a Human Resources Question request before proceeding.
a. On the Edit Other IDs step, an alert saying: “Enter an identifier that isn’t already in use.”
b. On the Edit Government IDs task of the Onboarding step, an alert that says: “This national identifier you entered is already in use. Verify that the information is accurate.”