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Have you heard rumblings about WorkDay and wonder what this means for student employment recruitment and hiring? We have updates! And, we will continue to provide updates as more details become available.

As we prepare for the launch of Workday in July 2025, here are the highlights...

Student Recruitment
On-campus student recruitment will continue to happen outside of WorkDay. As a hiring department, continue to use PageUp or your existing recruitment process. 

Recruitment includes creation of the job posting and sourcing it to the Student Jobs website, managing applications and interviews, and the selection process.

Student Hiring
Instead of completing the hiring of your student through HRS, this process will now be completed through WorkDay. After the student has accepted the job offer, you (or your HR team) will manually hire the student in WorkDay.

The current automatic hiring that exists from PageUp to HRS will not exist.  

Key Dates
June 14, 2025   Workday Implementation cutover begins.
July 7, 2025   WorkDay launchs on UW’s campus. 

What is a cutover? 
Cutover is the time established for moving our current campus systems to the new system.For student employment hiring, this means moving from the Human Resource System (HRS) to WorkDay.  

Important cutover details:
  • Any student hourly (SH) employee hired in HRS with an effective date 6/14/2025 or prior (and entered into HRS prior to end of business on 6/17/2025) will be migrated to Workday by the launch on 7/7/2025.
  • Any new student hourly (SH) employee with a start date between 6/15/2025 and 6/28/2025 (and entered into HRS prior to 6/27/2025) will require manual intervention by the ATP Team to hire into Workday and could experience delays in system access.
  • Any new student hourly (SH) hire effective 6/29/2025 or after will need to be entered into Workday by the school/college/division HR once Workday is available on 7/7/2025, and the student will experience delays in the system (e.g. student will need to backdate their time entry from 6/29-7/7 in a short window before the payroll runs).
In planning for this cutover time period, we strongly recommend completing recruiting and hiring your student employees by early June. We discourage hiring student hourly employees with effective dates of 6/15 – 7/6 unless there is a critical need for the hire to be effective during this window.
 
You likely still have questions - and we may not have all the answers at this moment, but we are committed to sharing information as we have it. 

If you have any immediate questions, please feel free to reach out.
This email is published by the Student Employment Team in the Office of Student Financial Aid at UW-Madison.
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