Discover Sysco Workday

Logging into eTime

eTime Can Be Accessed From: “The Dish” - Sysco’s intranet page

Understand the Basics

Navigating

QuickNavs (QuickFind)

Managing Timecards

Review and Resolve Missed Punches

Edit Start and Stop Times

Add Time Off (PTO, Bereavement, Jury Duty, etc)

Approving Timecards

All associates with access to Workday will input their CMP goals into the system beginning FY22. 

The Workday CMP goal setting process is simple and streamlines our performance systems. The CMP goal template will be assigned to you at the start of each fiscal year. You will receive a communication via Sysco when it is time to begin inputting goals. To view the Goals Setting Video Tutorial click here. 

Workday Homepage: 

 To input your goals: 

1. Your homepage has two places to find your assigned CMP goal template. Go to your Inbox tile on the lower left side of the homepage or select the Inbox icon in the upper right corner of the page. (see above) 

2. In your Inbox you will see the assigned template. 

Section 1: Strategic & Transformational Goals 

3. Select Add to begin creating your Strategic & Transformational goals. 

4. Input your Strategic & Transformational goals:

5. To create additional goals,  select Add 

6. After completing all Strategic & Transformational goals select Next 

Section 2: Growth and Development Focus 

1. Select Add to create a new development goal. 

2. Input the competencies and/or skills to develop (needed to complete this year’s goals). 

3. To create additional development goals, select Add. 

4. After completing all Growth and Development Focus Goals, select Next. 

Review and Submit 

1. Review all goals. 

2. When done select Submit to send to your manager for approval. 

Select Save for Later if you would like to come back your goals before submitting. Once you Submit your goals, you can no longer edit/add to them until after your manager has approved them. 

3. After submitting, you will see a success message. 

Approving goals: 

1. From the home page of Workday, go to your Inbox tile or the Inbox icon. 

On the left-side of the Inbox page are all notifications that need attention. 

2.Select the notification labeled Prepare for CMP Agree: [Associate Name]. When selected, the content to review will appear on screen in the Set Review Content pane.

3.Select Get Started to review.

4. Review the goal, ensure that it:

‍✓ Aligns to the team’s broader goals 

✓ Is Specific, Important, and Measurable (SIMple) 

✓ Aligns to the selected category 

✓ Has Milestones (if applicable), rather than sub-bullets within the goal 

5. When done, select Send Back, to send back to the associate, 

You may go through steps 4 and 5 several times – as you review goals, edit and/or send them back to the associate to update or view changes. 

Cascade Goals: 

As a leader of people, you may create one or more goals and cascade them to your team. This helps to ensure alignment and understanding of the year’s projects and focus areas. To view the Cascading Goals Video Tutorial click here. 

1. To cascade a goal, type in ‘Add goal to associate(s)’ 

Your search results will look something like this: 

2. Select Add Goal to Associates 

3. Create a New Goal to cascade or select Copy Existing Goal if you have already created the goal you would like to cascade. ‍

4. Designate who the goal will be assigned to by selecting from the category of Associates (specific associates within your reporting structure) or Organizations.

➢ An Organization would be used in the case of a Region President cascading a goal to the entire region (see image example). 

5. When done select OK.

(Creating a New Goal to cascade) 

6. Input all the needed information, just like you would a personal goal. 

7. When done, select Submit. 

8. Once submitted, you can view the details of the goal. Select Done after reviewing. 

9. (If editable) The associate will have the chance to add and edit the goal as needed. When done the associate will select Submit to confirm the goal. 

‍

Reports: 

Active Associate Goals 

To see who has completed their CMP, you can run an ‘Active Associate Goals’ report or the My Team’s Goals Report. To view the Active Associate’s Goals Video Tutorial click here. To view the My Team’s Goals Report Video Tutorial click here. Follow the steps below to see how to launch the Active Associate Goals Report…. 

1. In the Search bar type ‘Active Associate Goals’ 

2. You can filter the report information based on Location or Company. 

3. A notification will appear; you can wait for the report, or select Notify Me Later to create an excel file to download after the report is completed in the background. 

4. The report will look like this within Workday: 

Workforce Report (Needed for Calibration) 

1. Type in ‘Workforce’ 

2. Select Workforce Report 

3. Input all needed fields and select Ok to run report. 

Audit – Manager w/o Leadership Goals 

1. In the Search bar type ‘audit – managers wo Leadership Goals’ 

After a job requisition has been posted by the Primary Recruiter and candidates have applied for the position, the Primary Recruiter (or other members of the recruiting team) will conduct phone screenings.

Candidates who perform well in the phone screenings will then be sent to the hiring manager for review.

The hiring manager will receive an Inbox message for each candidate the Primary Recruiter has selected. The message will include the candidate’s application in its entirety, the application questionnaire, phone screen questionnaire, resume, etc.

If you want to interview the candidate:

1. Scroll down to the Activity section.
2. Type your Primary Recruiter’s name with an @ symbol in front of it, then provide details about when and where you would like to interview the candidate. If someone other than you (the hiring manager) will be interviewing the candidate, please include their name(s).
3. Click the Post button.
4. Click the Schedule Interview button.
5. The Primary Recruiter will schedule the interview. You will receive a notification with the details.

If you do NOT want to interview the candidate:

1. Click the Decline button and select a reason. Please note that by declining the candidate, you are officially rejecting them and removing them from the recruiting/hiring process.

Associates can begin entering onboarding information on their first day of employment.

Eleven to thirteen (depending on the location) Actions will be sent to the associate’s Inbox. Inbox items for onboarding include:

• Enter Personal Information
• Enter Contact Information
• Enter Government IDs
• Form I-9
• Federal Withholding Elections
• Payment Elections
• Disability Self-Identification
• Veteran Status Identification
• Review Documents
• Enter Emergency Contacts
• Change My Photo
• Insurance and Vehicle Information

The associate needs to select each Action, complete it and click Submit.

Managers and HR can track the associate’s progress by:

1. Going to the associate’s profile.
2. Clicking the Job tab.

3. Clicking More, then Worker History.

NOTE FOR HR: You can click the Onboarding Status Summary icon on the home page to see completion status.

More than 100 reports are available to the Human Resources team. They can be found by clicking the Profile icon and selecting Favorites.

1. To add a favorite report, click on Manage Favorites (below the report list).

2. Then search for your favorite reports in the Favorite Custom/Standard Reports box.

3. You can also use the search bar to find the following standard and custom reports:
   - All Associate Transactions (able to search all Manager’s transactions in Workday)
   - Anniversary/Birthday Report
   - CMP Ratings Report
   - Compensation Changes Report
   - EEO-1 Report
   - Address & Emergency Contact Report
   - Headcount & Open Position Analysis
   - Incentive & One Time Payment
   - I-9 Details Report
   - US Employees with Form I-9 Expiring Documents-SYY
   - Audit I-9 Receipts Report
   - Insurance/Driver's License Tracking
   - Matrix Assignments
   - My Org Chart
   - New Hires Report
   - Onboarding Status Summary
   - Organization Members (with Photo)
   - Overlap Workers
   - Position Summary (Filled positions, pending offers)
   - Promotion, Demotion, Transfer Detail Report
   - Terminations Report
   - Retention Headcount
   - Union Associates
   - Vehicle Information Report
   - Worker's Job History
   - Workers on Leave
   - Workers Returned from Leave
   - Workforce Report

‍NOTES:

Managers and HR will not be able to create their own reports. Reports are built into Workday and cannot be edited. However, you can export them to Excel to remove unwanted columns. If the report is one that you will run often and needs customization, or if you cannot find the report you need, reach out to HR Ops and request that a report be built for you.

You must type in the exact name of each report, including dashes (i.e. I-9).

Reports you’ve scheduled or large reports that you’ve elected to run in the background (by clicking the Notify Me Later option) can be viewed by clicking the Profile icon and selecting My Reports. Some reports will auto-delete after 5 days.

You can attach documents, such as performance appraisals or disciplinary warnings, to an associate’s profile. See below for information about document categories and who can view them.

1. Go to the associate’s profile.
2. Click Personal.

3. Click the Add button under Documents.

4. Drop files onto the gray area or click Select Files to upload them.

5. Select a Document Category. Supporting comments are optional.

6. Click Upload.

7. Click OK.
8. Review, then click Done.

The following summarizes the various documents that should be stored in Workday HCM and who has access to upload and view those documents.

HR Partners can manage union assignments and will receive an Inbox task if an associate is being hired into or moving from/to a location and/or job profile that contains a union code. Below are instructions for scenarios where the HR Partner is required to manage union memberships.

1. If a union associate has been hired, the HR Partner(s) will receive a task in their Inbox. Open the Inbox to see the task.
2. In the Union field, search for the union code number for the position and organization.

3. Click OK.
4. Enter the Start Date (the associate’s Hire Date).
5. Do not enter an End Date.
6. In the Type field, select Active-Active-No Dues.

NOTE: Union Seniority Date is not required. This date should follow your local policies, if any.

7. Click Submit.

NOTE: It is important that you enter the associate’s Hire Date as the Start Date of the union.

‍Active-Active-No Dues: Because payroll and dues are managed separately, this will be the only choice. This is a required field and will not drive any payroll items. Continue to follow your local policies.

After associates have finished entering their information through Onboarding, HR will be able to fill in Section 2 of the I-9.

1. Go to your Inbox and open the task to complete Section 2 of the I-9.

2. Fill in Section 2 accordingly.
   ‍
3. Upload a scanned copy of the ID for photo matching if it is a List A document.
   ‍
4. Click Approve.
   ‍
5. Review the Section 2 data for accuracy.
   ‍
6. Click Done.
   ‍
7. E-Verify will read the data and create a case (I-9 Integration).
   
   Note: The four List A documents that will trigger photo matching are the U.S. Passport, Passport Card, Permanent Resident Card (Form I-551) and Employment Authorization Document (Form I-766). When the associate presents one of these documents, you must copy the front and back of the document (or, in the case of a U.S. Passport, copy the Passport ID page and the Passport Barcode page). E-Verify displays the associate’s photo from the document presented.

8. If E-Verify approves the associate’s work eligibility, it will show a Case Number.

9. If there is a TNC (Tentative Non-confirmation Letter), the picture does not match or there is any other challenge, the HR Team will receive an Inbox task. Additional information on TNC letters can be found here.  
   ‍
10. Contact HR OPs. They will move the case through the E-Verify website.

11. If the E-Verify case was resolved, HR OPs will provide you with a case number. Then you will go into Workday to change the verification status and enter the comments.
    ‍
    This item will be available in your Inbox.

NOTE: If you need to amend a finalized I-9, HR Partners can use the Amend Form I-9 task to correct the following:

• Section 1: Employee Information and Attestation
• Section 2: Employer or Authorized Representative Review and Verification
• Both Section 1 and Section 2
• Add, delete or update attachments.

If you have forgotten to attach a photo, you can do that by opening the business process called Amend I-9 and clicking on Attachments. Use the search bar to find this business process.

Any amendment to the I-9 will require another E-Verify verification.

NOTE: An Overview of the Rules and Responsibilities are below. For complete information on all E-Verify requirements (i.e. Poster requirements), click here.

Before creating a new position, make sure you don’t already have an open position(s).

1. Click the My Open Positions icon on the home page.

‍

2. You will see a list of all open positions in your supervisory organization, including your subordinate organizations.

If you need to create a new position, follow the instructions in the next section.

You can view compensation details and request base salary changes or one-time payments for your direct reports.

1. Click the My Team Management icon on the home page.

2. In the My Team section, click the associate’s name to view his/her profile.

3. Click the Compensation tab on the left side of the page.

To install Workday on your Android device:

1. From your device, navigate to the Google Play Store.
2. Tap Search and type Workday.
3. Select the Workday app, then tap Install.
4. Tap Open to launch the app.
5. Tap the Login button.
6. When asked for your Organization ID, type sysco.
7. If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
8. Enter your Sysco Network ID and password, then tap Sign In.

To install Workday on your iPad or iPhone:

1. From your device, navigate to the App Store.
2. Type Workday into the search field and select the Workday app from the search results.
3. Tap Get and Install.
4. Tap Open after the app has downloaded.
5. When asked for your Organization ID, type sysco.
6. If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
7. Enter your Sysco Network ID and password, then tap Sign In.

‍

NOTES:

When asked for your employer name, type sysco, even if your employer uses a different name (such as Freshpoint or Buckhead Meats).

Contact the Sysco Service Desk if you encounter issues logging in. Email customer.support@corp.sysco.com or call 281-584-1190.

Requesting Multiple One-Time Payments

Candidates may be presented a relocation and/or sign-on bonus as part of the offer process. If a one-time payment is granted in the offer letter, an HR Partner will be prompted during the hire process to send the one-time payment. If this is not included as part of the offer, it will not be an option.

1. You will receive an inbox item in Workday. Select the inbox item Request One-Time Payment.

2. Click Add to add an additional one-time payment.

3. Select All Plans

4. Select Sign On Bonus

5. Modify the original Scheduled Payment Date if required, update the specific dollar amount. Select Send to Payroll.

6. Review and click Submit

1. After the interview, all interviewers will receive an Inbox task to give feedback.

2. Click the Overall Rating field and select Recommend or Do Not Recommend.

3. Click Submit, then Done.

NOTE: If there were multiple interviewers, each interviewer receives the Give Interview Feedback task. This information will be visible to the Primary Recruiter. The Primary Recruiter will then submit all the feedback to the hiring manager to review during the Make Interview Decision stage.

1. Type Create Position into the search bar.
2. Click Create Position in the search results.
3. Your Supervisory Organization will be auto-filled, but you can change it if necessary.
4. Click OK.
5. Fill in the position information and hiring restrictions. Ignore the Qualifications tab.

NOTES:

Job Posting Title: Type EXACTLY the same name as the Job Profile.‍

Availability Date is when the position is available to be seen and is effective in Workday.

Earliest Hire Date is when the position can be filled. YOU CANNOT HIRE BEFORE THIS DATE.

6. Click Submit.
7. Click the Open button in the Up Next section. (Or click Done and complete the rest of the process from your Inbox later.)
8. In the Organizations section, review the Company and Cost Center details. The accuracy of this information is critical. If you need to make changes, click the Edit icons.
9. Change the Organization Assignments (if necessary).
10. Click Submit.

NOTE: Additional approvals may be required. You can view approval status in your Inbox Archive.

If an associate who belongs to a union is moving to another union position/location, the HR Partner(s) will receive an Inbox task. See details below.

1. When a Job Change has been initiated, the HR Partner(s) will receive an Inbox task. Open the Inbox to see the task.
2. Open the task and click the Union field. Then select the Worker’s Current Unions option.

3. Click OK.
4. Click on the current union to open the Manage Union Membership page.
5. In the End Date field, enter the last day the associate will occupy the current position (a.k.a. the last day in the current union).

6. Click Submit.
7. Click on the plus sign.

8. Enter the Start Date, which should be the first day the associate will occupy the new position.
9. In the Type field, select Active-Active-No Dues.

10. Click Submit.

NOTE: If the Job Change includes a different location, the original (sending) HR Partner will end the old union membership and the receiving HR Partner will enter the new start date and union type.

Associates can:

• View their:
  - Job Profile (all job details such as Position, Title, Time Type)
  - Manager History
  - Management Chain
  - Compensation
  - Pay Change History
  - Payslip
   - Worker History

‍

• Change their personal data:
  - Home Contact Information
  - Personal Picture
  - Emergency Contacts
  - Legal and Preferred Names
  - Veteran Status
• View all Org Charts/Associates across Sysco
• Complete some Onboarding Steps (excluding Federal Tax Election, Payment Elections, Policies)
• View Inbox/Archive and Notifications
• Request Time Off (salaried associates only)
• Rearrange Worklets/Apps

NOTE: Help text, comments, Federal Tax Elections, Payment Elections, Policies and some other functions (i.e., Favorites) are not available in the mobile app.

‍

Managers can:

• Do everything associates can do
• View this information for their direct reports:
  - Job Profile
  - Contact Information
  - Position
  - Emergency Contacts
  - Time Off Balance
  - Compensation History
  - Job History
  - Management Chain
• Approve/Deny Time Off (Comments are not visible)
• View additional dashboards
• Approve Inbox items (Business Processes)
• Start Business Processes or Actions:
  - Terminate
  - Job Change
  - Compensation Change
  - Create Position

NOTE: To start a business process or task, click the My Team Management icon on the home page.

To show you how reporting works in Workday, here are instructions for running the Workforce Report.

1. Type Workforce Report into the search bar and select it from the search results.

2. Search for and select an organization in the Organization field. You can select either the Supervisory Organization or the entire Operational Company.

3. Check the box next to Include Subordinate Organizations.

4. Click OK.
5. Click on column titles to sort or add filters. After setting the Filter Conditions and choosing the Values, click the Filter button.

6. You can export the report to Excel, apply filters, view the report as a chart or set grid preferences by clicking the icons in the upper right corner of the report.
   
   NOTE: If there is a delay to run a report, Workday will show a Notify Me Later button. This report will appear in your notifications. They can also be viewed by clicking the Profile icon and selecting My Reports.

E-Verify users must follow the guidelines specified in the Rules and Responsibilities Overview.

Employers who participate in E-Verify MUST:

• Follow E-Verify procedures for each employee for whom an E-Verify case is created.
• Notify each job applicant of E-Verify participation by clearly displaying the Notice of E-Verify Participation and the Right to Work posters in English and Spanish. You may also display the posters in other languages provided by DHS.
• Complete Form I-9 for each newly hired employee before creating a case in E-Verify.
• Obtain a Social Security number from each newly hired employee on Form I-9.
• Ensure that Form I-9 List B identity documents have a photo.
• Create a case for each newly hired employee no later than the third business day after he or she starts work for pay.
• Enter the employee’s email address in E-Verify if it was provided on Form I-9.
• Provide each employee with notice of and the opportunity to take action on a Tentative Nonconfirmation (TNC).
• Ensure that all personally identifiable information is safeguarded.

Employers participating in E-Verify MUST NOT:

• Use E-Verify to pre-screen an applicant for employment.
• Specify or request which Form I-9 documentation an employee must use, except to specify that any Form I-9 List B document the employee chooses to present must contain a photo.
• Use E-Verify to discriminate against any job applicant or employee on the basis of his or her national origin, citizenship or immigration status.
• Create an E-Verify case for an employee who was hired before the employer signed the E-Verify MOU, except in certain instances such as employees of federal contractors with the FAR E-Verify clause.
• Take adverse action against or terminate an employee because he or she received a TNC result, unless E Verify issues a case result of Final Nonconfirmation.
• Share any user ID and/or password.

‍

1. Go to the associate’s profile.
2. Click the Actions button.

3. Click Compensation > Request One-Time Payment.

4. Enter the Effective Date and click OK.
5. The One-Time Payment Summary details will display. Click the Add button in the One-Time Payment section.

6. Select the appropriate plan and fill in the payment amount.
7. Click Submit, then Done.

NOTES:

The one-time payment must receive all approvals by the Monday before your designated Friday's payroll. The Effective Date entered should be a date within the pay period and will pay on the following pay issue date (for example, enter an effective date between Sunday, June 23 and Saturday, July 6 for the payment to be paid on the Friday, July 12 paycheck). Scheduled Payment Date will default to the Effective Date entered. Do not alter the Scheduled Payment Date, as it may cause an error in the desired date for payment.

Separation and Severance Payments are for terminated associates only. For a future-dated termination, the effective date of the payment must be in a period on or after the termination date. An earlier date would be in a period while the associate is still active and thus not eligible.

Annualized Trailing Earning Report (For Individual Workers)

1. Log into Workday using your given username and password, or via Single Sign On (SSO).

2. Using the search bar, search for and select the Worker whose 52-week earnings you would like to review.

3. In the worker profile’s left-hand navigation, click Pay.

4. In the top-right corner of the worker’s profile, select More > Annualized Trailing Earnings.

5. The Annualized Trailing Earnings report results will display on the next page.

Annualized Trailing Earning Report (For Multiple Workers)

6. Log into Workday using your given username and password, or via Single Sign On (SSO).

7. Using the search bar, search for and select the Annualized Trailing Earnings report.

8. Search for and select the Worker (or Workers). Click OK.

9. The Annualized Trailing Earnings report results will display on the next page.

Required Information

Required fields are marked with a red asterisk.

Searchable Fields

Fields with three bars on the right side allow you to browse or search for options. You don’t need to spell the entire phrase. Partial words will work (i.e., instead of address, you can type “add”).

Click inside the field, then use the arrows to browse. Or type a keyword or name into the search box and press Enter.

Click the button next to an option to select it.

Actions

Actions buttons are used to access relevant actions, such as launching business processes, viewing reports or editing personal information.

Actions buttons are found on profile pages:

They are also found throughout the Workday system. Just place your cursor to the right of any blue text (such as a name). An orange Related Actions button will appear, giving you access to actions related to that text.

Editable Information

The Edit icon looks like a pencil and indicates that a piece of information can be edited.

After the associate submits a Legal Name Change with supporting documentation and it is approved by HR Operations, you may update the associate’s name in Section 3 of his/her I-9 in Workday.

NOTE: I-9s for associates hired prior to Oct. 29, 2018, may be updated where they are currently housed:

• Guardian/LawLogix: I-9 Section 3 may be updated online directly within Guardian.
• SuccessFactors: No online features are available. You will need to print the I-9, update section 3 of the hardcopy and file locally.

To locate the I-9, go to the associate’s profile and click Personal, then Form I-9 IDs, then Form I-9 for [associate name].

Click on Section 3 Reverification.

Fill in the associate’s new name in the boxes noted below. Then check I Agree and click Submit.

When interviews are complete, the manager will make a decision.

1. You will receive an Inbox task to make a decision about each candidate who was interviewed. At this point, you will also review all other interviewers’ feedback.

2. You have three options at this stage: Request additional interviews, make offer, or decline candidate
3. To make an offer, click Move Forward, then Offer.

4. If you don’t wish to move forward with the candidate, click Decline and select a reason.

Next Steps

The Primary Recruiter will obtain a verbal acceptance of the offer before initiating the offer process in Workday. It will then go through two or three levels of approval:

• Hiring manager
• Manager’s manager (only if compensation is out of guidelines)
• HR Partner

The Primary Recruiter will then send the offer to the candidate. If the offer is accepted, the candidate will be sent through a background screening. The Primary Recruiter will then hire the candidate, and onboarding will be scheduled.

If a position a) has been approved, b) needs to be changed, c) does not have an open job requisition (you must close the requisition first) and d) there isn’t an associate occupying it, follow these steps to edit the position restrictions:

1. Click the My Open Positions icon on the home page.

2. Place your cursor over the position you wish to change and click the Actions button next to it.  

3. Select Position Restrictions > Edit Position Restrictions.

4. In the Job Profile field, click the “x” to remove the profile.

5. Select a new Job Profile.
6. Scroll back up to the Position Details section and enter the new Job Posting Title.

7. Change the Availability and Earliest Hire Date, if necessary.
8. Click Submit.
9. Change (if necessary) the Organization Assignments.
10. Click Submit.

NOTE: Additional approvals are required. You can view approval status in your Inbox Archive.

Only salaried associates’ time off requests can be viewed and approved in Workday. Hourly associates’ time off requests are viewed and completed through ADP eTime.

You can approve absence requests, deny them or send them back for revision. At this time, only salaried associates can request time off in Workday. Hourly associates will be able to request time off in Workday at a later date.

1. Absence requests will appear in your Inbox.
2. Click Approve, Send Back or Deny.

NOTE: You can also click the View Balances button to view the associate’s time off balances.

If an associate who belongs to a union is moving to another position/location in the same union, the HR Partner(s) will receive an Inbox task.

1. When a Job Change has been initiated, the HR Partner(s) will receive an Inbox task. Open the Inbox to see the task.
2. Open the task and click the Union field. Then select the Worker’s Current Unions option.

3. Click OK.
4. ‍DO NOT CHANGE ANYTHING ELSE.
5. Click Submit.

NOTE: The Job Change will not be completed until this task is completed.

You can request a base salary change for a direct report after a performance review or market adjustment.

1. Go to the associate’s profile.
2. Click the Actions button.

3. Click Compensation > Request Compensation Change.

4. Enter the Effective Date.
5. Select a reason for the adjustment.
6. Click OK.
7. Scroll down to the Salary section and click the Edit icon.

8. Enter a new Amount, Amount Change or Percent Change. Updating one field will auto-populate the other fields.

9. Add supporting comments.
10. Click Submit, then Done.

NOTE: Additional approvals are required. You can click on Details and Process and/or search your Inbox Archive to see the approval status.

If the transferred associate previously completed an I-9 within Workday upon hire to the previous company, the receiving company
I-9 must still be completed. The new I-9 will not automatically issue through the transferred employee’s Inbox during the standard new hire onboarding process. Instead, the HR Partner must initiate the process and issue the new I-9 to the transferred associate on the associate’s first day of work at the new company.

1. The HR Partner will receive an Inbox task called Manage Form I-9 Assignment for Worker on the date of the associate’s transfer. Select “Company Change” as the reason. Upon submission, the transferring associate will receive an Inbox task to complete Section 1 of the new I-9.
2. Once the new I-9 is sent to the transferred associate’s Inbox, he/she must complete Section 1 on the same day.
3. The HR Partner will then proceed as usual with the completion of Section 2 and submission to the E-Verify process.

Please note that transferring associates who do not already have an I-9 in Workday will continue to have the I-9 automatically populate in their own Inbox during onboarding. The change noted here is only applicable to transferring associates who already have an I-9 in Workday from their prior OpCo.

Click the Team Absence icon on the home page to access the Team Absence dashboard, which shows upcoming time off for your team. Click the Time Off & Leave Calendar button to switch to a calendar view.

If a candidate does not report to work on their first day, notify your HR Partner. He/she will notify HR Ops, who will do a same-day termination.

The manager must then create a new job requisition if they still wish to fill the position.

If there were other promising candidates in the interview process, the Primary Recruiter can move those candidates to the new requisition.

If you already have an approved, open position, you can select it during the job requisition process.

1. Type Create Job Requisition into the search bar.
2. Click Create Job Requisition in the search results.
3. Your Supervisory Organization will be auto-filled, but you can change it if necessary.
4. Click the box next to For Existing Position, then select the position you’re creating a requisition for.

5. Select the Worker Type.
6. Click OK.
7. An orange progress bar displays near the top of the page to guide you through the process.

8. The Summary page shows all requisition details. Review, then click Submit.
9. If this is a high-volume NON-USBL role (driver or outbound selector), approvals ARE NOT required at this stage. If this is a high-volume USBL role (driver or outbound selector), approvals ARE required at this stage. If this is a non-high-volume role, the position and requisition will be routed for approval. You can track approval status in your Inbox Archive.
10. For many jobs, you will receive a Manager Intake Questionnaire in your Inbox. The questionnaire must be completed before the job can be posted.

NOTES: Job Profile, Location, Cost Center, Company and Posting Title are defaulted to your Organization.

If this is a high-volume role (driver or outbound selector), you may create multiple positions with this requisition. Otherwise, you can only create one position per requisition.

The Recruiting Start Date is the date you wish your TAP to begin recruiting.

The Target Hire Date is the date you are targeting the new hire to start.

Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).

If you prefer, you can create a position at the same time you create a job requisition. Before creating a new position, MAKE SURE YOU DO NOT ALREADY HAVE AN OPEN OR FROZEN POSITION(S).

1. Type Create Job Requisition into the search bar.
2. Click Create Job Requisition in the search results.
3. Your Supervisory Organization will be auto-filled, but you can change it if necessary.
4. Click the box next to Create New Position.

5. Select the Worker Type.
6. Click OK.
7. An orange progress bar displays near the top of the page to guide you through the process.

8. Click Next to move through the sections, completing all required fields.
9. The Summary page shows all requisition details. Review, then click Submit.
10. If this is a high-volume NON-USBL role (driver or outbound selector), approvals ARE NOT required at this stage.If this is a high-volume USBL role (driver or outbound selector), approvals ARE required at this stage. If this is a non-high-volume role, the position and requisition will be routed for approval. You can track approval status in your Inbox Archive.
11. For many jobs, you will receive a Manager Intake Questionnaire in your Inbox. The questionnaire must be completed before the job can be posted.

NOTES: Job Profile, Location, Cost Center, Company and Posting Title are defaulted to your Organization.

If this is a high-volume role (driver or outbound selector), you may create multiple positions with this requisition. Otherwise, you can only create one position per requisition.

The Recruiting Start Date is the date you wish your TAP to begin recruiting.

The Target Hire Date is the date you are targeting the new hire to start.

Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).

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Error Messages

Error messages are displayed in red. They typically identify fields where information is missing or entered incorrectly.

Click the red box to view error details.

You cannot complete a task until all errors are fixed.

Alert Messages

Alert messages are displayed in orange. They notify you of potential problems on a page. Alerts also display the location of missing or problematic information.

Click the orange box to view alert details.

Unlike errors, alerts do not prevent the task from being completed.

If an associate who belongs to a union is moving to a non-union position/location, the original (sending) HR Partner will receive an Inbox task to end the current union membership. The receiving (non-union) HR Partner does not need to initiate and will not receive any tasks.

1. When a Job Change has been initiated, the original (sending) HR Partner(s) will receive an Inbox task. Open the Inbox to see the task.
2. Open the task and click the Union field. Then select the Worker’s Current Unions option.

3. Click OK.
4. Click on the current union to open the Manage Union Membership page.
5. In the End Date field, enter the last day the associate will occupy the current position (a.k.a. the last day in the union).

6. Click Submit.

NOTE: If the Job Change includes a different location, the original (sending) HR Partner will end the union membership. The receiving HR Partner (non-union) will NOT receive any tasks. The Job Change will not be completed until this task is completed.

You can view your salaried team members’ absences at a glance on the Time Off and Leave Calendar.

1. Go to the Team Absence dashboard (click the Team Absence icon on the home page).
2. Click Time Off & Leave Calendar in the Tasks section.
3. The Time Off and Leave Calendar displays. Associate absence requests are marked with the associate’s name.

The Team Time Off worklet gives you access to absence-related reports for your organization, including Approved Time Off, Time Off Details, and Time Off Summary. You can also access the Time Off & Leave Calendar from this worklet.

On the left side of your Inbox, you’ll see two tabs: Actions and Archive.

The Actions tab shows current items that require your attention.

The Archive tab shows a history of the business processes you’ve initiated or been involved with. Every Workday process you have been involved in (process approvals, information changes, time off requests, etc.) is stored in the archive.

Items from the past 30 days are shown by default, but you can specify any date range by clicking the down arrow and selecting View More Processes.

Viewing Approval Status

You can use the Archive to view the status of business processes.

1. Select an item from your Archive.
2. Click the Process tab.

3. The Process History chart shows what steps have been completed.

4. Click the Remaining Process button to see the steps that still need to be completed.

• Includes all new hire and rehire I-9s completed in Workday since go-live.  
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• Originals to replace receipts, expired document reverifications and all form I-9 amendments are completed within Workday.
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• HR Partners may verify due dates for outstanding receipts and reverification through the Audit Form I-9 Receipts and US Employees with Form I-9 Expiring Documents – SYY reports.
  
  - Receipt originals may be updated by opening the associate’s I-9 and selecting ‘Update Receipts’ or by searching ‘Update Form I-9 Receipts’
  - Reverifications may be completed by opening the associate’s I-9 and selecting ‘Section 3 Reverification’ or by searching ‘Section 3’.
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• Reverifications for I-9s completed prior to Workday go-live will be completed through the applicable legacy systems.  
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• Direct any questions regarding the Workday or legacy I-9 processes or reports to your Market HR Operations team member. Questions or issues regarding amendments, when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market HRBP and Legal counsel.
  ‍
• View the I-9 E-Verify job aid for additional instructions.

If an associate who does NOT belong to a union is moving to a union position/location, the receiving HR Partner will receive an Inbox task to start the union membership.

1. The receiving HR Partner (union location) will receive a task in their Inbox. Open the Inbox to see the task.
2. In the Union field, search for the union code number for the position and organization.

3. Click OK.
4. Enter the Start Date (the date the associate will move into the new position).

5. Do not enter an End Date.
6. In the Type field, select Active-Active-No Dues.

7. Click Submit.

NOTE: If the Job Change includes a different location, the original (sending) HR Partner (non- union) will not receive any tasks. The receiving HR Partner (union) will receive an Inbox task to enter the union start date and type. The Job Change will not be completed until this task is completed.

Job Change Reason and Definition

Demotion

Demotion - Competitive: A demotion means the associate will have fewer responsibilities and will earn a lower salary. Competitive means the associate applied to be demoted and there is a requisition for the position.

Demotion - Reclassification: HR OPs use only

Demotion - Voluntary: For HR OPs / Manager use only

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Lateral

Lateral - Competitive: The associate applied for a lateral move and there is a requisition for the position (i.e., MA to Account Executive in the same OpCo)

Lateral - Non-Competitive: HR OPs use only (i.e., President positions)

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Promotion

Promotion - Competitive Promotion: A promotion means the associate will have more responsibilities and will earn a higher salary. Competitive means the associate applied to be promoted and there is a requisition for the position.

Promotion - Non-Competitive Promotion: HR OPs use only

Promotion - Normal Career Progression: Manager use only (i.e., Sales Trainee to MA)

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Transfer

Change Company: A company change that is neither a promotion nor a demotion. It must have a requisition and the associate must apply for this position.

Minimaster - Transfer: DO NOT USE

Move to Another Manager: Manager use only (i.e., MA moves to another DSM)

Re-Organization: HR OPs Only

MOBILE:

Click the Profile icon or the current profile photo three times. Your phone will prompt you to choose from your picture library or take a picture with your camera.

DESKTOP:

1. Click the Personal Information icon on the home screen.

2. In the Change box, click Photo.

3. Drop a photo onto the gray area or click Select files to select a photo.

4. Click Submit.

Procedure

1. Enter the desired report name in the Search Bar:

2. Click on the desired report under Tasks and Reports:

3. Enter your desired prompt criteria in the report prompt window:

4. Once the prompts have been entered, select OK. The report data will be displayed:

5. The CR Check Register with Cost Center report was used as an example with no data. However, with data present the report can be viewed in different formats including excel via the following:

6. If there is a larger amount of data being returned by the report, you may see the following message:

7. By selecting Notify Me Later, you can leave this page and you will be notified when your report is ready in your inbox within Workday:

View Report Reference Guide here.

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As a manager or HRBP, you will approve a variety of processes in Workday: time off requests, job changes, etc.

When you receive an approval request in your Inbox, you will see several options:

• Click the Approve button to approve the request/process.
• Click Send Back if you want the sender to make changes before you approve. Then explain what needs to change in the Reason field of the Send Back pop-up window.
• Deny deletes the entire request/process. The sender will not have a chance to make changes. He/she must start the process over.
• If you are not ready to respond, click Cancel. The approval request will remain in your Inbox until you approve, send back or deny.

For some Inbox items, such as forms and questionnaires, you will see different options:

• Click the Submit button to submit information so it can move to the next stage.
• Click Save for Later if you plan to take action but aren’t ready to do so yet. The item will stay in your Inbox, and any fields you’ve already filled out will be saved.
• If you click Cancel, the item will stay in your Inbox, but any fields you’ve filled out will be erased and you will have to start over.

IMPORTANT NOTE FOR HR: If there is more than one person in the HRBP role, tasks go to each of their Inboxes. When one HRBP approves or submits an item, it is removed from all Inboxes. If an HRBP clicks Save for Later, the item remains in that person’s Inbox ONLY and is removed from the Inbox of all other HRBPs. This action indicates “I want to act on it, and I will act on it later.” If this person does not act on it, no one else will be able to either, causing bottlenecks in processing.

Workday makes it easy to search for people, processes, tasks, reports and business data using the Search bar.

For example, to find an associate, type a name (first, last or both) into the search bar and press Enter.

Click People from the Categories list on the left side of the page to filter the results to only display people.

Keep in mind that searches only find exact matches. While you may enter a partial spelling of a name or action, if you misspell the search text you will likely not see any results.

The process for submitting payroll files will change when Sysco transitions to Workday Payroll. For payments impacting a larger number of associates (10 or more), pay inputs can be submitted on a file. Before submitting your file to AskHRops@sysco.com, review this checklist to ensure the files submitted will be accepted by Workday without issue.

1. File Name: Should include site name, rate type, description of payments and intended check date.

Example: Sysco Houston Hourly COVID Pay 04-01-2022

2. Required Fields: Ensure that all key fields are populate don the file (indicated below in blue)

Ongoing should always be populated with ‘N’. If there is a need to start/stop/change an associate’s ongoing earning or deduction, please submit an email describing the requested change to AskHRops@sysco.com.
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Amount or Hours are required, but do not populate amount and hours.

Rate is not required but maybe populated along with hours; if blank, the rate will default to the associate’s base rate Adjustment should always be populated with ‘Y’. If there is a need to override an element of associates ’pay, please submit an email describing the request to AskHRops@sysco.com.

3. Worker_Reference should be populated with the associate’s Workday employee ID (see job aid on page 2).
Do not combine hourly and salaried associates on one file. If you have a larger number of payments for hourly and salaried associates, two separate files must be provided to AskHRops@sysco.com with the associates’ rate type in the filename.

4. Earning and Deduction Codes: Use the new Workday earning and deduction codes. If you are unsure which code to use or
can’t find an appropriate code in the provided list ,please submit an email describing the payment/adjustment needed to AskHRops@sysco.com.

5. One week per row: Forbi-weekly associates, each row on the file should represent pay for either the first week or the second week. The Start_Date and End_Date should be populated to reflect Sunday to Saturday for each pay week.

Example: Do not submit 80 hours of pay on one row with the pay period begin date and the pay period end date; instead, submit two rows of 40 hours each with start and end dates reflecting each individual work week.

6. File Format: Please ensure the Comments do not include commas or any other special characters.

7. Optional Fields: Please do not populate Coverage_Start_Date or Coverage_End_Date, as these are intended for a future enhancement. Location may only be used by Central Alabama as needed to fulfill local tax requirements.

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Find Workday ID Number

1. Log into Workday using your given username and password, or viaSingle Sign On (SSO).

2. Using the search bar, search for and select the worker in question.

3. You will be brought to the employee’s Worker Profile. Under Job Details in the top-right corner, note the Associate ID number.

View Workday Earning and Deduction Codes here.

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Frequently-used reports can be scheduled to run on a daily, weekly or monthly basis or on a specific future date.

1. Type Schedule a Report into the search bar.
2. Select the name of the report to be scheduled (for example: New Hires Report) in the Report field.
3. Select a frequency option (for example: Weekly Recurrence) in the Run Frequency field.

4. Click Report Criteria and select the name of the organization. Check the “Include Subordinates” box if you want all associates (not just direct reports) under that leader or organization to be included.

5. Click Schedule.

6. Fill in the frequency, day(s), start time, time zone and range of dates (limited to 5 times after the start of the next calendar year).

7. Click Output.

8. Select the output format. It will default to Excel, but you can change it to PDF or CSV format.
9. If you want the report to be saved for longer than five days, edit the File to Be Deleted After (Days) field.

10. A new tab titled Additional Info will appear. Select this tab to confirm the scheduled days and times for your selected report.

To access your account settings, click the Profile icon in the top-right corner and select My Account. From there, you can change your password and account preferences, manage your account’s challenge questions and switch accounts.

1. Type Scheduled Future Processes by Date into the search bar.
2. Filter the Process Type column by Report to locate your scheduled reports. Or filter the Owned by Worker column by Name.

3. Click the Action button next to the report name. Then select Scheduled Future Process, then Edit or Delete. Edit will return to the Report Criteria/Schedule/Output options that were presented in the Schedule a Report process. Delete will take you to a confirmation page.

Question mark icons indicate that help is available for that topic or task.

Once a job requisition has been approved, the manager will receive an Inbox item to complete the Equipment Provisioning.

1. Go to your Inbox.

2. Open the task for the new job requisition.

3. Complete the Equipment Provisioning Questionnaire.

4. Click Submit.

NOTE: If no equipment is required, just click Submit without selecting any options. If an associate’s Job Profile is Outbound Selector or Driver, you will not receive this Inbox task.

While you will be able to see non-U.S. associates, please do not start any task or business process on any Canada/International or Minimaster associate. These associates can be recognized by viewing their profiles. In the Job Details section, the Job Profile will show HCM Minimaster Exempt.

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If you end up not needing a job requisition, you can close it without closing the position associated with it.

You can close a job requisition without closing the position.

1. Click the My Open Job Requisitions icon on the home page.

2. Place your cursor over the requisition you wish to close.
3. Click the Actions button next to it.

4. Select Job Change > Close Job Requisition.

5. Select a Reason.
6. Enter the Close Date.
7. Click Submit, then Done.

NOTE: Your TAP (Talent Acquisition Partner) must approve the change before the process is complete.

To temporarily suspend a job requisition during a budget freeze, you can freeze it.

1. Click the My Open Requisitions icon on the home page.

2. Place your cursor over the requisition you wish to freeze.
3. Click the Actions button next to it.

4. Select Job Change > Manage Job Requisition Freeze.

5. Select a Freeze/Unfreeze Reason.
6. Enter the Freeze/Unfreeze Date.
7. Check the Frozen box.

Unfreeze a Job Requisition

When you are ready to unfreeze the requisition, follow the same steps as above but uncheck the Frozen box. Note that you won’t be able to unfreeze a requisition that you froze on the same day. You’ll have to wait a day.

You may have to terminate an associate after he/she has been asked to leave or has resigned.

1. Go to the associate’s profile.
2. Click the Actions button.

3. Select Job Change > Terminate Associate.

4. Fill in the Primary Reason, Termination Date and other required details.

5. Indicate whether the position is to be closed or is available for overlap after this termination. Position overlap allows a replacement worker to be hired into the same position before the current associate leaves.
6. Click Submit.
7. ‍If the associate has access to a Sysco email account, click Complete Questionnaire and answer the questions.
8. If question #4 applies, enter the name and email address of the person the terminated associate’s email address should be forwarded to.
9. Click Submit.

NOTE: The associate is still considered active until midnight on the termination date.

UNION REINSTATEMENTS: If an associate is being reinstated after a union grievance, contact Support to “Rescind Termination” so the associate’s termination does not reflect in his or her history and the I-9 process does not initiate.

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View of Workday for a Terminated Associate

An associate who has been terminated will continue to have limited access to Workday. The access will end one year after termination.

Terminated associates will only be able to change their personal information and payment options.

NOTE: An associate will continue to have full access to Workday for 24 hours after the date of termination. The associate will receive an email with a new password as part of the termination process. Contact Support if access needs to be revoked immediately.

If an associate has a future-dated termination and the overlap option was selected during the termination process, you can create a requisition and hire someone into that same position.

1. Type create job requisition into the search bar.
2. Click Create Job Requisition in the search results.
3. Your Supervisory Organization will be auto-filled.
4. Click the box next to For Existing Position, then select the position of the departing associate.

5. Worker Type will be auto-filled.
6. Click OK.
7. Workday will display the name of the associate who will be replaced.

8. Click Next to move through the sections.

            NOTE: Job Profile, Location, Cost Center, Company and Posting Title are defaulted to your Organization.

9. The Summary page shows all requisition details. Review, then click Submit.
10. If this is a high-volume role (driver or outbound selector), the job requisition will go straight to the primary recruiter for posting.
    If this is a non-high-volume role, the position and requisition will be routed for approval. You can track approval status in your Inbox Archive.

NOTES:

Additional approvals are required. You can view approval status in your Inbox Archive.

While you are able to create a requisition for an associate who does not have a future termination, no one can be hired into the same seat as an associate who has not been scheduled for a termination or transfer.

For information about termination, please click the Organizational / Position Management topic on the left side of the screen.

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Hiring a contingent/non-employee worker can be done only after a position has been created and approved. Sysco guidelines and policies for contingent workers must be followed.

1. Type contract contingent worker into the search bar.
2. Click Contract Contingent Worker in the search results.

3. Your Supervisory Organization will be auto-filled.
4. Click the button next to Create a New Pre-Hire, then select the position you’re creating a requisition for.

5. Click OK.
6. Enter the first and last name of the contingent/non-employee worker.
7. Click Contact Information and enter a phone number or an email address. You can enter “9999” in the phone number tab if no information is available.
8. Click Next.
9. Enter the Contract Start Date.
10. Enter the reason for the contract.
11. In the Position field, select Positions Without Requisitions.
12. Select the position you created for this worker.
13. Contingent Worker Type, Job Profile, Time Type and Location will be auto-filled from the position.
14. Enter the Contract End Date.

NOTE: Contract end date cannot be more than twelve months after start date.

15. Click Submit.
16. If the contractor already has a Network ID (current), click on Edit Additional Data.
17. Enter the current Network ID.

NOTE: Steps 16 & 17 only apply if the Contingent Worker already has a Network ID. You can skip the step if this is not applicable.

You can extend a contingent/non-employee worker’s contract by editing the contract end date.

1. Go to the contract worker’s profile.
2. Click the Actions button.

3. Select Job Change>Change Contingent Worker Details.

4. Fill in today’s date in the When do you want this change to take effect? field.

5. In the Why are you making this change? field, select Admin, then Edit CW Contract End Date.

6. Click Start.
7. Edit the Contract End Date.

8. Click Next.
9. Review your changes, then click Submit.

NOTE: If the contingent worker is moving to a regular Associate position, the contract must end at least one day prior to the start date.

You can terminate the contingent/non-employee worker by ending the worker’s contract.

1. Type end contingent worker contract into the search bar.
2. Click End Contingent Worker Contract in the search results.

3. Search for and select the worker’s name in the Contingent Worker field.

4. Click OK.
5. Enter the Contract End Date and the Reason.

6. If you don’t need the position anymore, check the Close Position box. If you plan to refill the position in the future, you can leave it open.

7. If you plan to overlap the position (hire a replacement before the Contract End Date), check the Is this position available for overlap? box.

8. Click Submit.

NOTE: If the contingent worker is moving to a regular associate position, the contract must end at least one day prior to the start date.

You can extend a contingent/non-employee worker’s contract by editing the contract end date.

1. Type assign supp conting into the search bar, then select Assign Supplier to Contingent Worker from the search results.
2. Select Contingent Worker, then select the worker’s name.
3. Click OK.

4. Check the box next to the Contingent Worker’s name.
5. Search for and select the supplier in the Supplier Employing Contingent Worker field.
6. Click OK.

Managers have the ability to view details about the staffing of their Supervisory Organization (a representation of the members of their organization), including open positions, requisitions, approvals, etc.

For quick access to a list of your open job requisitions or open positions, just click the My Open Requisitions and My Open Positions worklets on your home page:

For a more detailed view:

1. Type your own name into the search bar.

2. Click on the option that includes “Supervisory Organization”.

3. You will see a series of tabs, explained in the following pages.

Members Tab: Shows the names of your subordinates and the positions they currently hold (your filled positions).

Staffing Tab: Shows your available positions, with and without Job Requisitions.

Open positions with pending approvals are also included.

Unavailable to Fill Tab: Shows positions that have a future date as the availability date. A Job Requisition can only be requested on or after the date the position becomes available.
Positions with a future date will automatically move to the Staffing tab on the availability date.

NOTES:

Tabs are only visible when they have information to show. For example, the Unavailable to Fill tab will not appear if you do not have unavailable positions (positions with future dates).

An available position is a position that does NOT have a future date.

The Inbox Archive is a helpful tool to see if any approvals are needed. Go to your Inbox, click on Archive, then click the Process tab.