Hire Adjunct (Regular/Non-Student)

Overview

This tip sheet provides steps on hiring regular Adjuncts. To create an adjunct job for a Graduate Student who is eligible for Local 2110, refer to the Add Graduate Adjunct Job tip sheet. Adjuncts are managed through the Job Management Staffing Model. This means you do not need to create a position or job requisition in PeopleSync prior to hiring.

Roles & Approval Chain

The Hire transaction is initiated by the HR Analyst and routes to the HR Partner and then the Finance Executive for final review and approval.  

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

IMPORTANT TRANSACTION REMINDERS

If the adjunct is teaching a course, you should first make sure the adjunct has been assigned to the course in SIS.

PREHIRE

Before initiating the transaction HR should complete the following steps:

1. Check PeopleSync to see if the employee already exists in the system.

For Adjuncts this is an important step. Many adjuncts work at different schools throughout the University. Therefore the employee may already have a record in PeopleSync. If so, do not use the Hire transaction. Instead refer to the Add Job tip sheet.

  • Enter the N# or NetID in the Search field. Enter.
  • Click on the search category All of Workday on the left side menu.

2. Make sure the employee has an N# and NetID assigned.

  • If the employee is new to NYU complete the IT Onboarding Form to request these IDs. Refer to the NYU Netid page for more information.

STEPS

  1. Enter the name or ID of the supervisory organization (sup org) in the Search bar. This should be the sup org containing the vacant position. 
  2. Select the supervisory organization.
  3. Click Actions > Hire > Hire Employee 
  4. Select Existing Applicant and go to Step 5 or Create New Applicant and go to Step 6.
  5. Type in the employee’s name and Click OK. Go to the Hire Employee section.
  6. On the next page complete the following fields:
    • Enter the First Name and Last Name.
    • Click the Contact Information tab. One form of contact information is required. 
    • It is recommended that you enter in the Work email. Click Add in this section. Enter in the email address. Use the format netid@nyu.edu. Select Work in the Type field.
  7. Click OK.

HIRE Employee

  1. Enter the Hire Date or click the calendar icon to select a date.
  2. Click the menu icon in the Reason field. Select Hire Employee to view a list of reasons. You will typically select Hire Employee > New Hire. If the employee formerly worked at NYU and is currently terminated, select Hire > Rehire.
  3. Enter Fixed-Term in the Employee Type field.
  4. In the Job Profile field enter in the job profile name or job profile #. Alternately click the menu icon. Select By Job Family > NYU – Academic > Adjunct Faculty and choose a job profile.
  5. Enter Part-Time in the Time Type
  6. Enter in Washington Square or Brooklyn in the Location field.
  7. Enter in the Work Space or click the menu icon and select a Work Space by building, floor or room.
  8. Pay Rate Type This defaults to Salary.
  9. Click the arrow next to Additional Information to display more fields.
    • The Job and Business Title populate and may be modified. For example, Adjunct Professor can be changed to Adjunct Professor, Cinema
    • Default Weekly Hours will default to 35. Do not modify this field.
    • Scheduled Weekly Hours will default to 35. Do not modify this field. For Adjuncts PeopleSync does not use this field. Contact Hours will be entered in the Activity Pay step.
    • The Work Shift field is not required.
    • Enter in the End Employment Date.
    • You do not need to complete the following fields: Annual Work Period, Disbursement Plan Period, Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, Benefits, or Company Service Dates.
  10. Complete the comment field if needed.
  11. Do not attach a document.
  12. Click Submit.
    • You may see this alert: “The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting.” If needed edit the titles. If not, select Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Personal Information“. Click Open.

change personal Information 

If the employee is currently terminated this page is prepopulated. 

  1. On the this page complete the following fields. Click the pencil icon to edit the field. Click the check mark icon to save. (*Denotes a required field for WSQ employees).
    1. Legal Sex*
    2. Date of Birth*
    3. Race/Ethnicity*
    4. Citizenship Status
  2. Click Submit.
  3. On the next page click Open.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Edit IDs“. Click Open.

EDIT IDs

If the employee is currently terminated this page is prepopulated.

  1. For U.S. Citizens under the Proposed IDs section, click the + to add in a new row.
    • Type United States in the Country field.
    • Click the menu icon in the National ID Type field and select Social Security Number (SSN).
    • Enter the number in the Add/Edit ID field.
  2. For additional guidance refer to the Manage National and Goverment IDs and Manage Passport and VISA Information tip sheets.
  3. Click Approve.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Change Organizational Assignments“. Click Open.

change organization assignments

Organization Assignments contain every organization an employee or position is associated with, and default based on the supervisory organization of the position. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc.

  1. Review the following fields and make changes as needed. Click the pencil icon to edit the field. Click the check mark icon to save your entry.
    • Cost Center
    • Business Unit
    • Program
    • Fund
    • Project
    • Account This should be SHARE-51112.
    • Compensation Type This is typically Regular
    • Timesheet Approver and Timeoff Approver can be left blank.
  2. Refer to the Change Organization Assignments tip sheet for more information.
    • Note you will see additional fields which apply to NYU Shanghai or Abu Dhabi only and can ignore these fields for WSQ employees.
  3. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Assign Costing Allocations“. Click Open.

assign costing allocation

  1. Select Worker and Position in the Costing Allocation Level field.
  2. If the salary will be charged to the Default Costing Allocation click Submit.
  3. If the salary will be charged to more than one chartfield and/or for specific time periods click Add.
    • Enter in the Start and End Date.
    • Enter the chartfield in the Worktags section
    • Review and, if needed, edit the Distribution Percent.
    • Click the plus sign to add more rows.
  4. For additional guidance refer to Assigning Costing Allocations tip sheet.
  5. Click Submit.
    • Note: If you added in a row but did not complete the fields you cannot submit the transaction. To delete the row click Remove.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Add Activity Pay“. Click Open. (You may also Skip this step using the link provided.)

add activity Pay

  1. Select an Academic Period by clicking on the menu icon and selecting By Academic Year. Next select the academic year. For example 2020. Next select the Academic Period beginning with Adjunct. Do not select those beginning with Non-Adjunct.
    • For example, Adjunct – Fall 2019 (08/01/2019 – 12/31/2019)
  2. Select the Period Activity Pay Matrix which has the same academic year as the Academic Period.
    • For example, 2019/2020 – Activity Pay Minimum & Increase Table.
  3. OK
  4. Click the menu icon in the Reason field. You will see two reasons:
    • Select Period Activity pay > Assign Activity Pay > Assign Activity Pay – Generate Form 195 (WTP Notice). (Note this reason is only applicable to Adjuncts, PT Faculty and Non-Hourly Student employees who work in New York.)
    • If you do not need to generate the form select Period Activity pay > Assign Activity Pay > Assign Activity Pay.
    • Refer to the Labor Law Form tip sheet for more information.
  5. In the Activity column modify the following fields:
    • Eligible Activities. You will only see this field if the adjunct has been assigned to course(s) in SIS.
    • Activity. Enter the activity or click the menu icon and select By Category or All Activities. Important Note: Activities for Adjuncts are labeled A through X. X category is for Non BUE schools only. Refer to the Activity Pay Map which has a complete list of activities and associated job profiles.
    • Task. This is the course name. It is will prepopulate if an Eligible Activity was selected. Otherwise you can enter in the course. While you can click the menu icon to choose from a list please note that there are many courses available; try entering partial course information to find the correct selection. A validation rule will require you to enter in a course in the task field if the adjunct activity is course-based. An example is A-1 Lecture will require a completed Task field.
    • Comment. Enter in a comment if needed. Note: A validation rule will remind you to enter in a Comment if an H activity is selected. This is a soft warning and the transaction can still be submitted.
  6. In the Activity Dates column enter in the Start and End Date.
    • Once you complete these fields the check box is selected under Use as Payment Date Range and the dates are replicated in the Payments column. You can always modify the payment dates if these should be different.
  7. In the Units column enter in the Quantity and the Assigned Unit Rate:
    • These fields may prepopulate based on the selections in the Activity column. You can modify the fields.
    • Quantity is the Contact Hours.
      • Note that a validation rule will require that you enter in a Quantity that is greater than 1 for adjunct activities based on contact hours. (For example, if you enter in A-1 Lecture, you will be required to enter in hours greater than 1.)
    • The Assigned Unit Rate is Hourly Rate.
      • Note for Local 7902 eligible appointments in J-Term 2023, Spring 2023, or Summer 2023, refer to the post in the HR Community blog for minimum hourly rates.
    • Important Note: If the Activity selected is not a course, such as H5 – Other, and is not paid based on an hourly rate, enter “1” Quantity. Enter the total payment in the Assigned Unit Rate.
  8. In the Compensation column the Amount will populate automatically.
    • This is the Quantity multiplied by the Assigned Unit Rate.
  9. In the Payment Dates column you will see that the Payment Start and End Dates have prepopulated to match the Activity Dates. Modify these as needed.
    • Number of Payments is calculated based on the Payment Dates.
  10. (Optional) Use the Customize Payments button only if you need to change the disbursement amounts by payment. 
    • The payment by default will be split evenly across each period that falls within the payment start and end dates.
    • You can customize the payments to schedule differing payment amounts, even having a $0 payment for certain periods if desired.
    • If your period activity pay includes retro periods (payments with scheduled pay dates in the past), we recommend putting in $0 for the retro periods and add those amounts to the next scheduled payment.  This will ensure the payment will be included in the regular on cycle payment and not require a retro payment.
    • Example: Activity Pay for a lecture beginning on 1/16 is entered late into PeopleSync. Payroll has just closed for the 1/16 to 1/31 pay period. Instead of requesting an offcycle, add this missed payment amount to the next pay date. See sample below:
      Paydate Amount Correct amount to:
      1/16/2023 500 0
      2/15/2023 500 1000
      2/28/2023 500 500
    • Reminder – Do not use this tool to disburse all payments to a semi-monthly employee as if they were monthly. An employee should regularly be paid according to their assigned pay group.
  11. To enter in Costing Overrides select the button under Costing Overrides in the Compensation column.
  12. Enter a comment if needed.
  13. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: HR Partner, Consolidated Approval by HR.

  1. The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

post hire

onboarding Tasks

Once the Hire transaction is completed and the N# has updated in the employee record, the Onboarding Tasks are automatically sent to the new hire’s PeopleSync InBox. (Onboarding tasks include: Completing the I-9, Setting up payment elections, updating contact information, review & acknowledgement of various policies, etc.)

Add Education (HR Analyst)

The initiator of the process will receive an Add Education Information To Do for the new hire in their PeopleSync Inbox. This is an optional step and may be skipped. For help, refer to the Manage Education for Employees tip sheet.

Last updated in March 2023