Managing Contingent Workers
Managing Contingent Workers
Job Aid for Managers
Last Updated: Oct 9, 2025
Contact Information
For more information about this job aid, please contact hris-support@uni.edu.
Overview
This job aid details how to start, update, and end a contingent worker in UNI Works.
Quick Links
Key Terminology
UNI Works Term | Legacy Term | Definition |
Contingent Worker | External User | Contingent Workers in UNI Works refer to workers that are not on the UNI payroll. A contingent worker should only be added to UNI Works when there is a business need to access the system to complete tasks or to show a reporting hierarchy (e.g., a contingent worker is a manager of an active employee). For all other reasons (i.e., building keys, activity directory access, etc.), submit a Service Hub > Add patron accounts request. |
Position | Position | Positions indicate the relationship the contingent worker has with the university. It will also indicate who on campus is managing this relationship. |
Supervisory Organization | Department | Supervisory Organizations group employees into a management hierarchy. |
Support
Prior to adding a contingent worker, an open position must exist. Please reach out to hris-support@uni.edu if a new contingent worker position is needed.
Contract Contingent Worker
Step 1: Using the search bar, type Contract Contingent Worker and select the task.
Step 2: In the Search for Person section, in the First Name and Last Name fields, type the name and click the Search button to determine if they already have a record in UNI Works.
Support
If the search returns results, complete Step 3. If the search result is zero, complete Step 4.
Step 3: Review the Employee ID under Employee Information and validate the UID(s). If you find a match, click the check box next to the name then click the Start Contract button. Proceed to Step 5.
Step 4: If the search result is zero, click the Create New Pre-Hire button.
Step 4.1: In the Legal Name Information section, type the pre-hire’s First Name and Last Name.
Step 4.2: Click the Contact Information tab.
Step 4.3: In the Email section, click the Add button and type the pre-hire’s email address used on their application.
Step 4.4: In the Type field, click the menu icon and to select Home or Work.
Support
Email is the only required field, but we recommend adding additional contact information, if available.
Step 4.5: Click the OK button.
Step 5: The Supervisory Organization will auto-populate based on the manager completing this step. If this task is delegated to another employee, this field will either be blank or default to your name if you are a manager. In the Supervisory Organization field, type or click the menu icon to select the appropriate supervisory organization for the new hire.
Step 6: Click the OK button.
Step 7: In the Contract Start Date field, type or click the calendar icon to select the date the contingent worker will begin work.
Step 8: In the Reason field, click the menu icon to select Initial Engagement or Re-Engagement.
Step 9: In the Position field, click the menu icon, then click Positions without Job Requisitions and select the correct position.
Support
The remaining required fields in the Job Details section auto-populate based on the position.
Step 10: In the Contract Details section, in the Contract End Date field, type or click the calendar icon to select the date the contract will end.
Step 11: In the Contract Details section, skip the Contract Pay Rate, Currency, and Frequency fields.
Step 12: In the Working Time section, the Default Weekly Hours represent a standard work week in the United States (40), while the Scheduled Weekly Hours represent and impact the FTE%. Update these fields accordingly.
Step 13: Click the Submit button.
What Happens Next
The contract contingent worker request will route for review and approval. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
Update Worker Contract Details & End Date
Step 1: Using the search bar, type the name of the employee and click the employee’s name in the search results to open the employee’s profile.
Step 2: From the employee’s profile, click Actions > Job Change > Start Job Change.
Step 3: In the What do you want to do? field, click the menu icon to select Change Contingent Worker Details.
Step 4: Click the OK button.
Step 5: In the Start Details section, click the pencil icon to edit.
Step 6: Click in the When do you want this change to take effect? field, type or click the calendar icon to select the date the change should take effect.
Support
You cannot initiate a Change Job transaction using an effective date that precedes a previous Change Job or Hire transaction (completed or in-progress). You will receive a red error message if this is the case.
Support
If you are changing the manager for the contingent worker, you also may enter in the name of the new manager in the Who will be the manager after this change? field, which will auto-populate information in the Which team will this person be on after this change field.
Step 7: Click the check mark icon to save.
Step 8: Click the Start button.
Step 9: In the Location Details section, in the Location field, click the menu icon to update the location, if needed.
Step 10: In the Work Space field, click the menu icon and search Work Spaces by Building to select the building and room number, if needed.
Support
Type the mail code in the Work Space field to limit results.
Step 11: Update the Scheduled Weekly Hours field, if needed.
Step 12: Click the check mark icon to save.
Step 13: In the Details section, in the Contract End Date field, type or click the calendar icon to change the contract end date, if needed.
Support
Do not change the Contract Pay Rate, Current, or Frequency fields.
Step 14: Click the check mark icon to save.
Step 15: In the Administrative section, update the Contingent Worker Type field, if needed.
Step 16: Click the Submit button.
What Happens Next
The Change Job request will route for review and approval. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
End Contingent Worker Contract
Step 1: From the Menu, click the Contingent Workers app.
Support
If the application isn't visible, click Add Apps at the bottom of the Menu. Look for the Contingent Workers app (shown in screenshot above) and click the plus sign to add it to the menu.
Step 2: In the Actions section, click the End Contract button.
Step 3: In the Contingent Worker field, type and select the name of the contingent worker whose contract you are ending.
Step 4: Click the OK button.
Step 5: In the Contract End Date field, type or click the calendar icon to select the date the contract will end.
Support
For system security reasons, the contract must end on the actual last day of work.
Step 6: In the Reason field, click the menu icon to select the reason for ending the contract.
Step 7: Only select the Close Position checkbox if you wish to close the position the contingent worker currently occupies. In most cases, you will want to leave the position open for future contingent workers in your supervisory organization.
Support
Once the position is closed, you must contact hris-support@uni.edu to request a new position.
Step 8: Check the Is this position available for overlap checkbox to make the position available to fill prior to the departing worker's contract end date.
Step 9: Click the arrow next to the Additional Information section to edit additional fields.
Step 10: In the Secondary Reasons field, use the menu icon to select the reason for the contract end, if applicable.
Step 11: The Last Day of Work and Notify Worker By fields the dates will auto-populate from the Contract End Date. Adjust if necessary.
Support
The Notify Worker By date is when the contract end date will be visible by the contingent worker in UNI Works. Please ensure the worker has been notified prior to this date.
Step 12: In the Comment field, type a comment, if necessary.
Step 13: In the Attachments section, click Select files button to add any supporting documentation.
Step 14: Click the Submit button.
What Happens Next
The end contingent worker contract request will route for review and approval. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.