This document provides HR Partners (HRPs) directions on how to move workers and/or positions between supervisory organizations in Workday.

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• The Move Workers (Supervisory) business process allows the transfer of a worker and/or position out of a supervisory organization and into a different supervisory organization.
• If the worker/position is moving to a supervisory organization supported by a different HRP, the receiving HRP will need to approve the move.
• The information required to complete the process in Workday is:
  • The name of the worker(s) and/or the title/number of the position(s) to be moved.
  • The name of the supervisory organization to which the worker(s) or position(s) are being moved.
• If unfilled positions with an open job requisition need to be transferred to another supervisory organization, make sure to follow the process described in this document. DO NOT use the Close Requisition business process, as doing so is equivalent to canceling the entire requisition, which indicates there is no intention to use it for hiring.
  • Ensure that all unfilled positions associated with the job requisition are moved to the same supervisory organization.
• The Move Workers (Supervisory) business process may ONLY be used to move academic workers if their position is moving to a new supervisory organization AND their academic appointment is NOT changing. DO NOT use this process to move academic workers who need to change both their position and their appointment. The Change Job business process must be used for those workers. Please refer to the Changing a Job in Workday Knowledge Base Article to review instructions on how to do it.

1. Log into Workday using your CNetID and password.
2. In the search box at the top of the screen, type “Move Workers (Supervisory),” and select the suggested task that appears below the search box.
3. The Move Workers (Supervisory) dialog box will pop up. First, enter the Effective Date by using the calendar icon or typing in a date in the corresponding prompt box. Next, enter the desired supervisory organization or confirm that the correct record is selected if the field auto populates. Finally, select OK to continue.
   1. To move ALL workers/positions listed under the selected supervisory organization to the same new supervisory organization:
      1. Check the Select All box. Then, select the Proposed Supervisory Organization using the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the prompt box above the Select All box.
   2. If only certain workers/positions need to be moved, and/or if they need to be moved to different supervisory organizations:
      1. Refer to the table at the bottom of the screen and check the applicable boxes in the Move Worker column to select the desired workers/positions.
      2. After a worker/position is selected, a prompt box will appear under the Proposed Supervisory Organization column to enter the specific organization that the worker/position should be moved to. Use the Hamburger Menu to the right of these prompt boxes to select the desired organization for each worker/position.
         1. Please note that if an organization is entered into the Proposed Supervisory Organization field located above the table, over the Select All box, either before or after selecting specific workers/positions in the table at the bottom of the screen, the system will automatically populate the Proposed Supervisory Organization column for all selected workers/positions.
   3. Select Submit.
4. The Change Organization Assignments step will appear next. Select Open to complete the task.
   1. If the dialog box disappears, navigate to My Tasks by selecting the mail icon in the top-right corner of the page, and then choose the Change Organization Assignments task on the left side of the screen.
      1. If the worker/position is moving to a supervisory organization supported by a different HRP, the receiving HRP must approve the move first. Once approved, they will then be prompted to complete the Change Organization Assignments step.
   2. Any workers/positions being moved into a new supervisory organization must have organizations assigned to their positions. Be careful when completing this task, as entering information incorrectly may cause an error that prevents submission of this step.
   3. Start by checking the Select All option located in the top left corner of the screen, directly under the Supervisory Organization and Effective Date fields.
   4. In the top right section of the screen, under Default Organization Assignments, select one of the following options:
      1. Use Default Supervisory Assignments – This option applies the default organization assignments set at the receiving supervisory organization to all workers/positions being moved. To view the default assignments, scroll to the table at the bottom of the screen, where the information is listed under the Default Organizations column.
         1. If this option is selected, DO NOT enter any values in the Override Organization Assignments grid located directly below these three options.
      2. Use Worker’s Current Organization Assignments – This option retains the current organization assignments for each worker/position. To view these assignments, scroll to the table at the bottom of the screen, where the information is listed under the Current Organizations column.
         1. If this option is selected, DO NOT enter any values in the Override Organization Assignments grid located directly below these three options.
      3. None of the Above – If this option is selected, enter the desired organization assignments in the Override Organization Assignments grid in the top right section of the screen. Under the Proposed Organizations column, use the Hamburger Menu next to each prompt box to update the necessary information.
         1. When completing the Override Organization Assignments grid, the following values MUST be entered: Company, Cost Center, Program, Fund, Site, Activity, Purpose, and Entity. All other fields are optional. For more information about the values to enter here, refer to the Changing Organization Assignments in Workday Knowledge Base Article.
   5. After one of the three options above is selected, the Proposed Organization column on the table at the bottom of the screen will display the chosen values. If individual changes are required for specific workers/positions, use the prompt boxes in the last column of this table to make any desired edits.
      1. When Use Default Supervisory Assignments or Use Worker’s Current Organization Assignments are selected before None of the Above, the Proposed Organization column in the table at the bottom of the screen continues to display the values from the last option selected. Choosing None of the Above does not clear these values. The appropriate information must instead be entered into the Override Organization Assignments grid to update these values.
      2. Validation errors may occur if the values entered into in this step are not active or if the COA segments are not a valid combination in Oracle. In such cases, coordinate with the department’s finance team to correct the error.
   6. Select Submit once all desired changes have been made.