Discover Sysco Workday

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. Accept the policies and conditions.
6. Tap the Let’s get started button.
7. When asked for your employer name, type sysco.
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 employer name, type sysco.
6. Enter your Sysco Network ID and password, then tap Sign In.

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NOTES:

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

Before you can enter your credentials into Workday, Sysco will require authentication by entering your email address or User ID. Contact the Sysco Service Desk if you encounter issues logging in. Email customer.support@corp.sysco.com or call 281-584-1190.

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.

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.

Only HR can place associates on leave. All Hartford procedures remain in place.

1. Type place worker on leave into the search bar.
2. Click Place Worker on Leave in the search results.

3. Search for and select the associate’s name in the Worker field.
4. Click OK.
5. Enter the Last Day of Work, First Day of Absence, Estimated Last Day of Absence, Leave Type and Reason.

6. Hartford documentation can be added in the Attachments section.
7. Click Submit, then Done.

HR Ops can edit the service dates for rehired associates through Workday after receiving the Adjustment Service Date Calculator Worksheet.

1. Type the associate’s name into the search bar.

2. Click on the associate’s name to open his or her profile.
3. Click the Actions button.

4. Click Worker History > View Service Dates.

5. Open the Adjustment Service Date Calculator Worksheet.

6. Complete the form and send it to your HR Data/HR Ops team.
7. HR Ops will approve your changes and submit the changes.

NOTE: The Adjustment Service Date Calculator has been updated. Click here to find this file (HRBP Sharepoint Site).

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
   - Emergency Contact Report
   - Headcount & Open Position Analysis
   - Incentive & One Time Payment
   - I-9 Details Report
   - I-9 Reverification Report
   - Insurance/Driver's License Tracking (called Certificate of Insurance Report in SAP)
   - 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 (called Headcount Report in SAP)

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NOTES:

Standard Reports are built into Workday and cannot be edited. However, you can export them to Excel to remove unwanted columns. You must type in the exact name of each report, including dashes (i.e. I-9). Reports you’ve run can be viewed by clicking the Profile icon and selecting W: Drive. They will auto-delete after 5 days. Managers and HR will not be able to create their own reports. Contact Support for further assistance.

Before creating a new position, make sure you don’t already have open positions.

Click the My Open Positions icon on the home page.

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.

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.
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3. Upload a scanned copy of the ID for photo matching if it is a List A document.
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4. Click Approve.
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5. Review the Section 2 data for accuracy.
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6. Click Done.
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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.  
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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.
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    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.

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.

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.

Associates can:

• View their:
  - Job Profile (all job details such as Position, Title, Time Type)
  - Manager History
  - Management Chain
  - Compensation
  - Pay Change History
  - Worker History
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• Change their personal data:
  - Home Contact Information
  - Personal Picture
  - Emergency Contacts
  - Legal and Preferred Names
  - Veteran Status
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• 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
• 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
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• 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.

A position is a unique “chair” or open seat within your Supervisory Organization. A position can be filled after opening a job requisition for that position. You may need to create a new position for your team due to increased headcount or an increase in your budget.

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. If you need to make changes, click the Edit icons.
9. Change the Organization Assignments (if necessary).
10. Click Submit.

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

When an associate returns to work after a leave of absence, the manager will enter information about his/her return.

1. Type return worker from leave into the search bar.
2. Click Return Worker from Leave in the search results.

3. Search for and select the associate’s name in the Workers on Leave field.
4. Click OK.
5. Enter the First Day Back at Work and the Actual Last Day of Absence

NOTE: The First Day Back at Work must be after Actual Last Day of Leave.

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6. Click Submit, then Done.

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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.

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 and your W:Drive.

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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.

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.

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.

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.

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.

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 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. It must match the new Job Profile exactly.

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.

At this time, only non-California associates in the U.S. are able to request time off through Workday.

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.

1. Type the manager’s or associate’s name into the search bar.
2. Click on the name (not the Supervisory Organization) in the
   search results.
3. Click the Actions button.

4. Click Worker History, then View Worker History.
5. Find the business process called Absence Request and click the Actions button next to it.

6. Click Business Process > Correct.

7. Make your corrections.
8. Enter a comment (the reason for the change).
9. Click Submit.

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.

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.

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.

You can view all your 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.

Click the Team Absence icon on the home page to access the Team Absence dashboard, which gives you quick access to reports and tasks for managing team absences.

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.

The following information is intended to assist Sysco broadline HR Partners in monitoring and acting upon I-9 reverifications within the required due dates in the Guardian/LawLogix, SuccessFactors and Workday programs.

As HR contact information within the Legacy systems (Guardian/LawLogix and SuccessFactors) no longer has means to receive automatic updates of HR contacts and in turn ensure notifications are emailed to the current and correct HR team member(s), HRBPs should ensure that the available dashboard and reverification reports noted below are utilized to ensure compliance.

I-9 records for applicable U.S. locations (those in place when these systems were implemented) may be found in the following locations:

1. Guardian/LawLogix

www.perfectcompliance.com

Includes associates hired 11/6/1986 through approximately calendar year 2015. Hard copies of I-9s completed prior to implementation were electronically uploaded when Guardian was introduced. Following Guardian’s implementation, all new hire/rehire I-9s were completed online.

• I-9 Updates: Any reverifications, amendments and receipt replacements have since been completed electronically to all hardcopy and electronically stored I9s in Guardian.
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• Current and Future Reverification Due Dates: Although notifications may be automatically provided by Guardian/LawLogix to the HRBP on record, HRBPs should periodically audit I-9s as well as monitor the Guardian dashboard and reverification report for due dates.
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• Terminated Associate I-9s: Provided local HR updates associates’ termination dates in Guardian, the system will schedule those I-9s to be purged at the appropriate 1 year from termination or 3 years from date of hire, whichever is later.
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• Contacts: HR inquiries regarding user access and updates to usernames, passwords and notifications should be directed to Manjula Swaminathan with Sysco Corporate HR. Inquiries regarding accessing I-9s and running reports should be directed to your Market HR Operations team member. Questions or issues regarding when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market Legal counsel.
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• Job Aid: Click here for limited information on the I-9 reverification and terminated associate process. Additionally, the detailed user manual referenced in this job aid can be found in the Help section located on the Guardian/LawLogix home page menu.

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2. SuccessFactors

Includes online completion and storage of all new hire/rehire associate I-9s from approximately calendar year 2015 through 10/28/2018. Amendments, reverifications and receipt replacements made through 10/28/2018 were also completed electronically.  

• I-9 Updates: As of 10/28/2018, upon the move of I-9s to Workday, all updates must be completed manually. There is no means available to make an online update or to upload a manually-updated I-9 to the SuccessFactors program.
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• Current and Future Reverification Due Dates: Although notifications may be automatically provided by the SuccessFactors program to the HROB (onboarding partner at time of associate’s hire) on record, HRBPs should periodically audit I-9s and regularly run the reverification report provided in SuccessFactors to ensure compliance. There is no means available to update HR contacts in the SuccessFactors site. Please see the job aid link below for instructions on running this report and obtaining the I-9 hardcopy for manual update.
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• Terminated Associate I-9s: A solution is currently under review to ensure SuccessFactors I-9s for terminations entered through Workday can be purged in a timely manner (1 year following termination or 3 years after the date of hire, whichever is later). This document will be updated once that process is in place.
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• Contacts: Access to SuccessFactors is a single sign-on process and does not require an additional username and password outside of your network username and password. Updates to HR Partner contacts to receive reverification notifications or the inability to access SuccessFactors should be directed to servicedesk@corp.sysco.com or (281) 584-1190. Inquiries regarding how to access I-9s or run reports not addressed in the job aid below should be directed to your Market HR Operations team member. Questions or issues regarding when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market Legal counsel.
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• Job Aid: Click here for instructions on running the reverification report and the process for obtaining associate I-9s.

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3. Workday

Includes all new hires and rehires since Workday launched on 10/29/2018. Sections 1 and 2 are completed online in Workday upon hire.

• I-9 Updates: Receipts for originals, amendments, reverifications and legal name changes are all completed within Workday.
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• Current and Future Reverification Due Dates: HR Partners may verify I-9 due dates through the US Employees with Form I-9 Expiring Documents – SYY Report and the Audit Form I-9 Receipts report.
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• Contacts: Direct any questions regarding the I-9 process or reports within Workday to your Market HR Operations team member. Questions or issues regarding when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market Legal counsel.
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• Job Aids: Click the Print Job Aids button above for all Workday job aids.

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.

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.

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.

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.

• Includes all new hire and rehire I-9s completed in Workday since go-live on 10/29/2018.  
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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.
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• View the I-9 E-Verify job aid for additional instructions.

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. If you misspell the search text, you will likely not see any results.

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Common Search Terms

Here are some search phrases for common tasks and business processes:

personal information

create position

create job requisition

change job

request compensation change

request one-time payment

terminate associate

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.

Only the associate who requested the time off can correct the time off request.  

1. Click the Absence icon on the home screen.

2. Click Correct My Absence in the Tasks section.

3. Select the day(s) off you want to correct. Or, click the Remove Row icon to remove the day(s). Type and Quantity can also be changed.

4. Click Submit.
5. An approval request will be sent to the manager. Go to your Inbox Archive to see the current status

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

A job requisition can be created only after a position has been created and approved.

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 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. Click Next to move through the sections. Or, click Summary to edit using a single-page view.
   Note: Job Profile, Location, Cost Center, Company and Posting Title are defaulted to your Organization.

9. On the Assign Roles page, click Add.
10. In the Role field, select Primary Recruiter.
11. In the Assigned To field, click Allowed Assignees, then select a recruiter.
12. Click Next.
13. Review the job requisition, then click Submit.
14. Open the next tab and set the Target Compensation.
15. Review and click Submit.

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

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Job Details Fields

Recruiting Start Date: Select the date you wish your TAP to receive the Job Requisition in SuccessFactors Recruiting and begin recruiting.

• If a future date is selected, the Job Requisition will not import into SuccessFactors Recruiting and the TAP will not be able to see the requisition until that date.

Target Hire Date: Select the date you are targeting the new hire to start. This date imports into the Target Start Date field in the SuccessFactors Recruiting requisition. This date is discussed during the intake call and is editable in SuccessFactors Recruiting.

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

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 associates beyond the USBL companies, please do not start any task or business process on any Specialty/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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Once they are created, job requisitions cannot be edited. They can only be closed.

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.

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. Fill in the Primary Reason, Termination Date and other required details.
6. 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.
7. Click Submit.
8. If the associate has access to a Sysco email account, click Complete Questionnaire and answer the questions.
9. If question #4 applies, enter the name and email address of the person the terminated associate’s email address should be forwarded to.
10. 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 on April 15 of the year following the 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, 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. Or, click Summary to edit using a single-page view.

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

9. On the Assign Roles page, click Add.
10. In the Role field, select Primary Recruiter.
11. In the Assigned To field, click Allowed Assignees, then select a recruiter.
12. Click Next.
13. Review the job requisition, then click Submit.
14. Open the next tab and set the Target Compensation.
15. Review and click Submit.

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.

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. Check with your HRBP before you begin this process.

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 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.

Managers have the ability to see their Supervisory Organization (a representation of the members of their organization). This visual page allows Managers to see if a position has been created, when, the approval process and whether a Job Requisition is attached to it.

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 sections.

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

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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 My Open Positions worklet will only show available open positions.

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.