Requesting Compensation Changes in Workday


Purpose

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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Keep in Mind

· This business process should be used when a compensation change is requested outside of the Change Job process to administer ad-hoc compensation adjustments such as equity adjustments or retention increases.

· 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.  Please 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 Human Resource Question Form located on the services portal.

Requesting Compensation Changes Steps

1. Log into Workday using your CNET ID and password.

2. Type employee’s name into the search box at the top of the page and select enter.

a. Search results will populate.

b. Click on employee’s name in blue font to open their profile.

3. From the Employee Profile, click on the Actions button to display the menu of available Actions. Hover over Compensation and click on Request Compensation Change.

4. Select the Effective Date. If the Use Next Pay Period box is checked the Effective Date will already be input.

a. For exempt employees this must be set as the beginning of the next pay period.

5. The Use Next Pay Period box will most likely already be check marked. If it isn’t and you would like to have the compensation change effective with the next pay period, checkmark this box.

6. The Employee field will pre-populate. If an employee has more than one position, then a Position field will be available. Use the hamburger menu to select the position requiring a compensation change. Select OK.

7. Under Effective Date & Reason, click the pencil icon to edit and enter the Reason for the compensation change request.

8. (Optional) Under Employee Visibility Date section, click the pencil icon to edit and input the date you want the employee to see the compensation change.

a. 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.

9. 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 will prepopulate based on the employee’s position and associated Job Profile.

10. Under Salary or Hourly (depending how the employee is paid), click the pencil icon to edit and input the compensation change request based on an Amount, Amount Change, or a Percentage Change.

a. Keep in mind, if the compensation change is outside (below or above) of 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.

b. 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 clicking the X icon.

i. 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.

11. 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.

a. Actual End Dates must be entered for fixed-term employees with a salary plan for the compensation to stop paying.

12. Once changes have been made, select Submit for the process to route to additional approvers. For example:

a. Compensation changes for Biological Sciences Division route to the Lead HR Partner or Lead Academic HR Partner.

b. Academic compensation changes must be approved by the Academic Compensation Administrator.

c. 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.

d. All staff compensation changes within the Total Base Pay Range and less than 10% route to the Budget Partner for review.

e. All union base pay changes will receive a final review by the Data Management Specialists within the Shared Services Office.

f. Student compensation changes must be reviewed by the Student Employment Administrators.