January staffing actions and deadlines in Workday
With Spring Semester now underway, HRS encourages departmental HR and administrative staff to review the following important staffing actions and deadlines in January.
These include actions required in Workday for roles including HR Partners and Area Finance Officers, as well as new employees.
January Staffing and Compensation Blackout Dates
To accommodate the processing of the 2026 Minimum Wage and Overtime eligible salary threshold increases, blackout dates are in effect in Workday from January 6 to January 12 for select staffing actions and employee types.
Review the following resources for details and instructions regarding these actions:
- HRS news post for general information about the increases, eligibility, and where to go for questions.
- January 2026 Blackout Dates reference guide for specific HR actions and employee types impacted by the blackout dates.
New Employee Onboarding
New employees must complete onboarding items in their Workday My Tasks inbox in a timely manner.These actions include items such as completing their I-9 Section 1 and Federal Withholding and Payment Elections forms.
More information is available in the First 30 Days Employee Guide.
New employees are also encouraged to take their New Employee Orientation training through Percipio. The onboarding course contains background on the university and leadership, Workday, Benefits, policies, and university assigned training. This training is assigned automatically.
I-9 Timelines for New Hires
The I-9 Section 1 must be completed by the new employee on or before their start date and Section 2 must be completed by the I-9 Coordinator by the third business day.
For instructions on completing Section 2, review the Complete Section 2 of Form I-9 (I-9 Coordinator) portion of the New Hire Onboarding reference guide.
Hiring Timelines and Sexual Misconduct Statement (SMS)
On average, the hire process takes five days to get to the I-9 step from initiation. Different employee types and unit structures may affect this timeline. Please account for your unit structure as well as the employee type when negotiating start dates with new hires.
Review the Hire Events in Workday and associated security roles flowchart in the I want to hire someone, what do I need to know? reference guide for a visual of the steps and roles involved in the hiring process.
To ensure WSU complies with Washington State Law, it is critical that departments receive official confirmation from HRS that the SMS process is completed before making an offer of employment to the final applicant.
Review the SMS information in the Critical Considerations During the Recruit and Hire Processes section in the I want to hire someone, what do I need to know? reference guide.
Student/Non-student Employee Type Switch
Near the start of Spring and Fall semesters, Modernization reviews the temporary hourly positions to ensure that student employees are in the right employee type based on their class credits for the semester.
Modernization HRS will send a separate communication about the Student/Non-student employee type switch with instructions and relevant spreadsheets for HR Partners to review.
Important Resources
- Workday for HR – curated list of important Workday guides and resources.
- I want to hire someone, what do I need to know? – comprehensive guide with detailed information, timelines, and interactive diagrams.
- Staffing and compensation blackout information – detailed information on actions to take and when in relation to the blackout dates.
- Strategic Pause and Reduction – guidance and resources for the HR actions impacted by the strategic pause.
Questions regarding any of the above actions and deadlines in Workday may be submitted via the Workday Service Desk.