This document explains how Human Resource Partners (HRPs) can complete the Request Compensation Change task in Workday.  This task allows the adjustment of compensation for both exempt and non-exempt University employees for reasons not related to job changes.

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• This business process should be used to administer ad-hoc compensation adjustments such as equity adjustments or retention increases, when a compensation change is requested outside of the Change Job process.
  • For academic employees, this process should also be used to correct compensation post-offer acceptance to account for a negotiation that has changed the compensation of the new hire.
• To complete this process, you will need the following:
  • Name of employee
  • Effective date of compensation change
  • Amount and/or details of changing compensation plans
  • Rationale for compensation changes resulting in base pay increases of more than 10% or base pay changes outside of the pay ranges for the positions.
• For employees compensated through a Period Activity Pay, use the Manage Period Activity Pay Assignments task to complete compensation changes.  See the Managing Period Activity Pay Assignments in Workday Knowledge Base Article for more information.
• Monthly compensation does not prorate based on Scheduled Weekly Hours. If changing hours and compensation, initiate the Change Job business process.
• The Effective Date for bi-weekly employee compensation changes must be set as the beginning of a pay period. Effective Dates should not be in the middle of a pay period. When the date of the adjustment in pay is discretionary, the first day of the current pay period should be used as the effective date.
• Annual union increases will be administered centrally and not through the Compensation Change process.  However, the L743 six-month probationary increase should be handled by the HR Partner as a compensation change.
  • To view individuals in your organization who are approaching their probationary increase date, use the report RPT Local 743 Probationary Increases.
• For increases such as a 90-day probationary pay increase (which employees represented by Teamsters Local 743 receive) or when the pay adjustment should have applied to a date in the past, use the beginning of the next pay period as the effective date of the compensation change in Workday.  Then, submit a one-time payment for the days worked in the prior pay period where the higher rate should have applied.
  • If submitting a one-time payment for the purpose of Local 743 90-day probationary pay increase, ensure that the true effective date of the increase is indicated in the Additional Information section of the one-time payment.
• If you make a mistake in your compensation change request and it is approved, complete an Ask a Workday Question form located in the services portal.

Requesting Compensation Changes

1. Log into Workday using your CNetID and password.
2. Type employee’s name into the search box at the top of the page and select enter.
3. From the Employee Profile, select the Actions button to display the menu of available Actions. Hover over Compensation and choose Request Compensation Change.
4. On the initial Request Compensation Change screen:
   1. Select the Effective Date. 
      1. For non-exempt employees, this date must be set as the beginning of the next pay period.
   2. The Use Next Pay Period box will most likely already be checked. If the Use Next Pay Period box is checked, then the Effective Date will auto-populate.
      1. If it isn’t and you would like to have the compensation change effective with the next pay period, checkmark this box.
   3. The Employee field will pre-populate. 
   4. Note: If the worker holds more than one position, then a Position field will be available.  Under Position, use the Hamburger Menu (icon with three dots followed by three dashes) to select the position requiring a compensation change. 
   5. Once all fields are confirmed for accuracy, select OK.
5. Under Effective Date & Reason, select the pencil icon to edit and enter the Reason for the compensation change request. Use the Hamburger Menu to choose from available options. Save edits using the Save button, represented by a checkmark, or reverse them using the Undo button, represented by a back arrow.
6. (Optional) Under Employee Visibility Date section, select the pencil icon to edit and input the date you want the employee to see the compensation change.
   1. This date controls when the employee will be able to see the compensation transaction in their Bonus & One-Time Payment History. This date will default to the Effective Date if one is not entered.
7. Under Guidelines, view the Total Base Pay Range to see if the employee is compensated monthly or bi-weekly.  DO NOT edit this field; it prepopulates based on the employee’s position and associated Job Profile.
8. Under Salary or Hourly (depending how the employee is paid), select the pencil icon to edit and input the compensation change request based on an Amount, Amount Change, or a Percentage Change. As a reminder, save edits using the Save button or reverse them using the Undo button.
   1. Keep in mind, if the compensation change is outside (below or above) the Total Base Pay Range or equal to or above 10%, the process routes to the HR compensation team for review. If this is the case, be sure to include the rationale in the comment box and attach any supporting documentation.
   2. For exempt fixed-term employees, expand Additional Details by selecting the arrow next to it and enter an Actual End Date using the calendar icon.
      1. Actual End Dates must be entered for fixed-term employees with a salary plan for the compensation to stop paying.
   3. If you are planning to compensate the employee with a Period Activity Pay (PAP) or a One-Time Payment (OTP), then remove the Salary or Hourly section by selecting the X icon.
      1. Scroll down and add a comment in the enter your comment box and state that the worker will be paid via a PAP or OTP.
      2. See the Managing Period Activity Pay Assignments in Workday or Requesting One Time Payments in Workday Knowledge Base articles for directions on how to complete these processes.
9. Once changes have been made, select Submit to route the process for additional approvals. For example:
   1. Compensation changes for Biological Sciences Division route to the Lead HR Partner or Lead Academic HR Partner.
   2. Academic compensation changes must be approved by the Academic Compensation Administrator.
   3. All staff compensation changes above 10% or that result in a base pay amount outside of the Total Base Pay Range must be approved by the Compensation Administrator.
   4. All staff compensation changes within the Total Base Pay Range and less than 10% route to the Budget Partner for review.
   5. All union base pay changes will receive a final review by the Data Management Specialists.
   6. Student compensation changes must be reviewed by the Student Employment Administrators.