Changing a Job in Workday


Purpose

This document provides directions to Human Resource Partners (HRP’s) on how to complete the Change Job business process in Workday for Staff, Temporary, Seasonal, and Student employees.

Not what you are looking for? Use the button below to visit our Library and find the information you need!

Library of Workday Knowledge Base Articles

Keep in Mind

· The Change Job business process recognizes employee mobility throughout campus. Talent movement, as defined by job profile transitions, can occur in three directions: upward, lateral, downward. Additionally, the Change Job business process allows units to make data changes to employee records, including changes in weekly hours and changes in work location.

· Select the correct Change Job Reason. It is imperative that internal mobility is recorded consistently. Below is a list of Change Job Reasons.

· Data Changes

· Used when updating data fields tied to a position.

· Sub-reasons include:

· Change End Employment Date = Change in end date for a fixed term employee.

· Change in Weekly Hours = Increase or decrease in scheduled weekly hours (FTE change). Note: Propose Compensation sub-process will auto-initiate since monthly compensation will usually change.

· This reason code can impact benefit eligibility.

· Change Work Location = Change in work location only.

· Job Profile Update = Job profile change that involves no compensation change.

· Post Doc = For Postdoctoral Researchers who change from a Scholar to a Fellow (or vice versa).

· L743 Reclassification = Reclassifying a local 743 bargaining unit employee within the union job profiles

· Demote

· Use when decreasing employee’s compensation (other than when reducing weekly hours).

· Sub-reasons include:

· Employee Choice

· Mutual Agreement

· Poor Performance

· Reorganization

· Lateral Move

· A move to an open position in the same supervisory organization (lateral moves do not involve compensation change).

· Sub-reasons include:

· Move to comparable job

· Transfer to Academic Position

· Promotion

· Any job profile change that involves a compensation increase.

· Sub-reasons include:

· Non-Competitive

· Promotion

· Review the Change Job Reasons/Scenarios chart at the end of this document. For more information, contact the Compensation team.

· Before changing the Job Profile via the Change Job business process, ensure the employee meets the education and experience requirements of the new job profile.

· The following career tracks and job levels are limited or restricted:

Career Track

Job Level

Access Level

Administrative Support

B5

Limited

Business Administration

M4 or above

Limited

Compensation/Performance

All

Restricted

Development

M5

Limited

Employee Labor Relations

All

Restricted

Health and Welfare

All

Restricted

Human Resources

P4, P5

Restricted

Legal Counsel

B5

Restricted

Retirement

All

Restricted

Student Affairs and Inclusion

P5

Restricted

Talent Acquisition

All

Restricted

· Limited career tracks/job levels are available to units but limited to a certain number; each of which must also be justified by evidentiary support and approved by HR-Compensation.

· Restricted career tracks/job levels are only available to select units and may not be selected by an undesignated unit.

· An unfilled position must first exist before initiating a Change Job process for any reason except Data Change.

· To complete this business process, you will need:

· Employee’s Name

· Specific reason and details of change

· Supervisory Organization

· Compensation

· Compensation justification (if applicable)

· New Position

· Job Details

· Costing Allocation details

· If you are hiring an internal candidate selected through Workday Recruiting, then a Change Job task routes automatically to the current HRP to complete the process. Start the process from the inbox task. Do not initiate a Change Job process from the worker record as there are negative downstream impacts.

· If the Time Type (Full or Part Time) and Location will change for the worker, complete an Edit Position Restrictions process prior to initiating the Change Job process.

· Note: If the worker will be placed into an entirely new position during the Change Job process then the Edit Position Restrictions process is not necessary.

· A student should not have more than 20 scheduled hours per week. If a student will be assigned more than 20 hours per week, permission must be granted from the student’s area Dean of Students (Graduate Students) or Enrollment & Student Advancement (Undergraduate Students).

· Any employee who never completed an initial background check but then transfers or gets promoted to a new position will have a background check completed with the new position.

· An HRP will be unable to see job details of workers that have left their supervisory organization(s).

· A job change from the staff to the faculty sub-worker type is always considered a promotion and should be categorized as such because the individual becomes eligible for the Contributory Retirement Plan (CRP).

Student Employees

· Students cannot work more than 20 hours per week. Workday will not stop HRP’s from adding a job even if it will put students over 20 scheduled weekly hours. Therefore, check the student’s profile first to ensure they are not scheduled over this threshold.

· If a student will be scheduled for more than 20 hours per week, permission must be granted from the Dean of Students. Undergraduate students must complete a petition process that can be initiated by the student by emailing studentemployment@uchicago.edu.

· During the summer, graduate and undergraduate students not enrolled in classes, or enrolled less than ½ time, can work a maximum of 40 hours per week.

· If a student does not have a current wage-earning position and payment is through a One-Time Payment, the Add Job business process must be used. To compensate the student, a position with the appropriate student attributes must exist in your supervisory organization first.

· HRP’s and Academic HRP’s can only see student registration statuses for students that work in their supervisory organization.

· PhD Primary Funding Positions

· Student positions with the Job Profiles listed below are not added into Workday by the HRP. Instead, they are added by the Dean of Students (DOS) Office.

· Pedagogical Training Assignment (PTA)

· Nominal hours are 10 hours

· As of 7/1/23, the following Job Profiles should no longer be used and should be replaced with PTA:

· Instructor, Instructional Grader, Language Assistant, Lecturer, Preceptor, Masters Program Preceptor, Teaching Assistant, Teaching Intern, Teaching Lab Assistant, Writing Intern, and Writing Lector

· Research Training Assignment (RTA) A

· Nominal hours are 10 hours

· Research Training Assignment (RTA) B (Tuition Rem)

· Nominal hours are 10 hours

· Fellowship Stipend

· No primary funding from the University

· Each quarter the DOS identifies their PhD students and sends the required positions directly to Payroll to be added into Workday.

· HRPs do not have visibility into these positions because the students are in a Supervisory Organization viewable by the DOS, not managed by the HRP.

· Student Employment Administrators (SEA) & Payroll handle the onboarding process, not HRP’s.

· These positions are always paid on a monthly/salary schedule.

· Any issues associated with PhD primary funding can be sent directly to the student’s DOS and/or UChicagoGRAD (gradhelp@uchicago.edu).

· For PhD, Masters/Professional, and Undergraduate students completing non-required teaching (teaching that is in addition to any academic or funding requirement), use Student Teaching Support (STS) Graduate or Student Teaching Support (STS) Undergraduate Job Profiles located within the Exempt Student Roles Job Family.

· HRP must confirm approval from the intended student hire’s DOS before initiating the Add Job process and indicate the DOS’s approval in the comments section of the business process or upload the approval to Worker Documents. See the Uploading Documents to Worker Profile in Workday Knowledge Base article for further instructions.

· An Enter STS Course Information To Do routes to the HRP after Student Employment Administrators assign the pay group. HRP must indicate course information and type of position within this To Do. Follow the Help Text at the top of this To Do for successful completion.

· Nominal hours are 5, 10, 15 or 20 hours.

· HRP’s handle the onboarding process.

· These positions are always paid on a bi-weekly schedule, using Period Activity Pays.

· Amounts are set by the department/division.

· For PhD, Masters/Professional, and Undergraduate students completing research that is not considered primary funding, use the Research Assistant D (non-exempt) Job Profile located within the Student Research Job Family. For this Job Profile, note the following:

· Students in this Job Profile should always be performing research.

· If the student is not participating directly in research, use the Student General Asst or Cler-Student Office Asst Job Profiles.

· Nominal hours are not pre-determined but should be an accurate estimate of effort each week.

· HRP’s handle the onboarding process.

· These positions are always paid on a bi-weekly schedule, paid hourly.

· One-Time Payments are not an option for research done outside of primary funding.

· UChicago students that work with non-degree seeking students must be placed into one of the following Job Profiles (located within the Exempt Student Roles Job Family):

· Non-Degree Program – Assistant

· Non-Degree Program - Lead

Academic Job Changes

· In-Track Promotion: Use Change Job: Promotion to indicate the new Job Profile and new Compensation details (if applicable). The Update Academic Appointment sub-process will be included as a step in the Change Job process.

· Should be used to change the rank details of the academic employee.

· An unfilled position is not needed for this change.

· Promote in same position.

· Out-of-Track Change:

· An unfilled position is needed for this type of change.

· Reappointments: Initiate Change Job: Data Change: Change End Employment Date. The Update Academic Appointment sub-process will be a step in the Change Job process and should be used to change the end date of the appointment.

· Fixed-term employees: the Change Job process (Data Change: Change End Employment Date) must be initiated prior to Update Academic Appointment.

· An unfilled position is not needed for this change.

· Reappoint in same position.

· Use the RPT Academic Appointments Ending Within 30 Days report located in the Academic Information application to display a list of anyone who has an Academic Appointment end date that is approaching and the number of days until it ends.

· You should not upload the Case File and Dean’s/Chair’s memo in Workday. These will continue to be sent to the Provost’s Office outside of Workday.

· Any proposed secondary appointments included in the case file must also be submitted in Workday by the appropriate Academic HR Partner before the Provost Office will approve all appointments.

· For new academic hires or out-of-track-promotions (i.e., a Lecturer that is promoted to Assistant Professor), the position must be posted in Interfolio according to Provost requirements.

· A new academic hire is defined as a worker who currently does not hold an academic appointment.

Steps

Initiating a Job Change

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

2. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.

a. Use the prefixes worker: or id: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. From the Employee Profile, select the Actions button to display the menu of available Actions. Hover over Job Change and select Transfer, Promote, or Change Job.

a. If the Change Job is for a worker who sits outside your supervisory organization, select Job Change and further select Request Transfer. The process will route to the worker’s current HR Partner to approve the transfer.

4. For student employees ONLY a Change Job screen will appear, and the Worker field will auto-fill. Within the Job field, select the job that requires changing and select OK.

a. For non-student employees, continue with step 5.

Entering Job Details for Job Change

5. Under Start, select the pencil icon to edit and answer the following questions:

a. When do you want this change to take effect?

i. Field will pre-populate with next pay period.

b. Why are you making this change?

i. Using the hamburger menu (icon with three dots and three dashes), select the applicable reason why you are making this change. See the Keep in Mind section of this document AND review the Change Job Reasons/Scenarios chart at the end of this document for more information regarding the options presented in this step.

c. Who will be the manager after this change?

i. Current manager defaults here. If employee’s manager will change, input new manager name here using the hamburger menu.

d. Which team will this person be on after this change?

i. Current team (supervisory organization) defaults here. If employee’s team will change, input new team name here using the hamburger menu.

e. Where will this person be located after this change?

i. Current location defaults here. If employee’s location will change, input new location here using the hamburger menu.

f. Do you want to use the next pay period? (checkbox)

i. This will auto-check for you. If you do not want the Job Change to be effective for the next pay period, please uncheck this box and ensure the correct date is reflecting under the first question in this section.

6. Once all questions are answered select Start to begin making changes.

7. Within the Job tab is where you can change the Job Profile. This should be completed for the following Change Job Reasons: Demotion, Lateral Move, L743 Reclassification, and Promotion.

a. Under Position, select the pencil icon to edit, if applicable.

i. Add the open position to which the employee is being transferred, if applicable.

ii. Do not checkmark the Do you want to create a new position box as all positions must be created as a standalone process and undergo approvals.

iii. Checkmark the Close the current position? box if you are moving the employee to a new position and plan to close the current position.

1. Closing a position is a permanent action. Once the position is closed it cannot be re-opened.

2. If you choose not to close the position, it will become a vacant position in your supervisory organization once the effective date of the job change is reached.

iv. Checkmark the Is the position available for overlap? box if you would like the position to be available for overlap.

1. Overlap will allow for an incoming employee to be placed in the position prior to the outgoing employee’s last day in the position.

b. Under Job Profile, select the pencil icon to edit the Job Profile, if applicable.

c. Under Business Title, select the pencil icon to edit the Business Title, if applicable.

d. Select Next to go to the next tab.

8. Within the Location tab is where you can change the Location or Scheduled Weekly Hours.

a. Under Location Details, select the pencil icon to edit, if applicable.

i. Do not change the Location here.

1. Location is an attribute that is assigned to the position. If it needs to be changed, complete the Edit Position Restrictions business process to complete these updates.

ii. Modify the Scheduled Weekly Hours field to represent the new scheduled weekly hours.

b. Select Next to go to the next tab.

9. Within the Details tab is where you can change the End Employment Date and Default Weekly Hours.

a. Under Administrative, select the pencil icon to edit, if applicable.

i. Do not change the Time Type here.

1. Time Type is an attribute that is assigned to the position. If it needs to be changed, complete the Edit Position Restrictions business process to complete these updates.

ii. Modify the Default Weekly Hours field to represent either 37.5 hours or 40 hours.

iii. Using the calendar prompt, change the End Employment Date for temporary, seasonal, and student workers.

b. Select Next to go to the next tab.

10. Within the Attachments tab add any applicable supporting documentation. Attachments are required for Promotions, Demotions, or the extension of a Federal Work Study (FWS) position’s End Employment Date. To add a document:

a. Under Documents, select Add to upload documentation, if applicable.

i. Select Attach under File to select the corresponding document for upload.

ii. Using the hamburger menu under Document Category, select the applicable document category.

b. Select Next to go to a summary screen.

11. A summary screen will appear. Review the Start Details, Job, Location, Details, and Attachments sections for accuracy.

a. If changes need to be made, select the pencil icon under the appropriate section to apply updates.

12. Before selecting Submit

a. If Student employee: within the enter your comment box add special instructions or statements relevant to the proposed job change, as well as justification for any compensation change and then select Submit and continue with the Proposing Compensation for a Job Change section.

i. For example, if the department received prior approval from the HR-Compensation team that the staff promotion did not need to be posted, that information should be entered as a comment.

b. If Staff, Temporary, or Seasonal employee: within the enter your comment box add the below information. Most of the remaining business process is completed by Data Management Specialists. As the HRP, proceed to and complete step 13 but then no further action is needed.

i. Compensation

1. Regular Pay: amount and frequency, or,

2. Period Activity Pay: total amount and activity

3. Rationale and justification for compensation rate

ii. Organization Assignments

1. HRMS Department

2. Default FAS account & FAS subaccount

3. Time and Absence Management Handling

iii. Costing Allocations

1. Funding distribution percentages, Start/End dates (if applicable)

13. If the worker has specific workday role assignments, you will receive a To Do labeled Specify Changes to Role Assignments To-Do.

a. Open the To-Do to enter instructions on how Shared Services should update the worker’s role assignments. If no changes are needed, type “no changes to role assignments” in the comment box.

Proposing Compensation for a Job Change

*For Student employees, this sub-process routes to the HRP as a Workday inbox task. For Staff, Seasonal, and Temporary employees this sub-process routes to the Data Management Specialists for completion.

14. If compensation is changing from the Default Compensation amount, complete Propose Compensation Hire. If compensation will remain at the default, select Submit and move forward to Assigning Costing Allocations. If worker will be compensated by a Period Activity Pay (PAP) or by a One-Time Payment (OTP) then delete out the current compensation package by selecting the X in the top-right corner of the package and then add a comment indicating the worker will be paid by PAP or OTP.

a. Complete Propose Compensation Hire.

i. Under Guidelines, view the Total Base Pay Range to determine if the employee is paid a salary or an hourly wage and to see the range compensation must remain in.

ii. Depending how the employee is paid, select the pencil icon under Salary (for monthly-paid workers) or under Hourly (for bi-weekly paid workers) to edit compensation under the Amount field.

1. Most student positions are Hourly.

iii. Frequency will auto-fill based on the position being added.

iv. If editing Salary, you must expand Additional Details and add an Actual End Date of the position for exempt fixed-term employees.

v. If proposing a compensation amount that is outside (below or above) of the Total Base Pay Range, a justification must be provided in the Comment box and supporting documentation must be attached. The sub process will route to compensation for review.

vi. For Academic Employees ONLY: Add or edit Allowance Plans. Allowance plans without compensation will automatically populate.

1. If no allowances will be administered, hover over each plan assignment row and select the X to delete out the plan.

a. The Propose Compensation step cannot be submitted without removing any unused plan rows.

2. If allowances will be administered, use an existing plan row to enter the monthly allowance amount or add another allowance plan by selecting the Add button.

3. If an allowance plan is needed for a staff employee, use the Add button to add a plan.

4. All allowance plans must have Actual End Dates entered.

vii. Once changes are made, select Submit.

Assigning Costing Allocations for a Job Change

*For Student employees, this sub-process routes to the HRP as a Workday inbox task. For Staff, Seasonal, and Temporary employees this sub-process routes to the Data Management Specialists for completion.

15. Complete Assign Costing Allocation.

a. Under Costing Allocation Details, select the Costing Allocation Level of Worker and Position or Worker, Position, and Earning.

i. Worker and Position – Select this option if employee will be paid for their position only.

ii. Worker, Position, and Earning – Select this option if employee will be paid for their position and receive specific earnings such as overtime, administrative supplements, allowances, vacation, etc.

b. Under Earning, select the Add button to add specific FAS Accounts and FAS Sub-Accounts in which you want to fund this position.

i. You can add multiple costing allocations by selecting the plus sign in the top-left corner of the Costing Allocation table.

ii. You can override the Default accounts by adding in new account numbers under the Worktags field.

iii. Input the desired Distribution Percentage for the FAS account(s) and sub-account(s) at-hand.

iv. Select Submit.

16. If no Period Activity Pay or Academic Appointment requires adding, the Change Benefits Elections task will be sent to an employee if they become benefits-eligible, or if their compensation change renders them highly compensated.

Adding a Period Activity Pay for a Job Change (if applicable)

17. If the job change requires a period activity pay to be added please follow the steps outlined in the Managing Period Activity Pay Assignments in Workday Knowledge Base article.

18. If no period activity pay will be administered, skip the task.

a. To Skip this task after launching it, select the Settings Icon and select Skip This Task.

Updating an Academic Appointment for a Job Change (if applicable)

19. For Academic Job Changes, the next step is to Update Academic Appointment. The Academic Appointment should be updated with the pertinent information and submitted. The Associate Dean will need to approve, at which point the process will route to the Academic Administrator for approval.

a. The Academic Appointment should only be updated in the following circumstances:

i. Reappointment – Extending appointment end date

ii. In-Track Promotion

iii. Awarding Tenure

b. In all other cases, this step should be canceled:

i. Select the employee’s name within the inbox task. From the worker profile, select the Job tab and then select Worker History.

ii. Select the View Worker History by Category option.

iii. On the Academic tab, find the Update Academic Appointment process that has a status of In Progress.

iv. Use the related action next to the Appointment Action for the In Progress Update Academic Appointment process and select Business Process > Cancel.

1. Enter a comment in the comments section and select Submit.

20. If Update Academic Appointment was submitted, the process will route to be approved by the Academic Administrator.

21. Next, you will receive a To Do step to Add/End any Academic appointments as appropriate based on the situation.

a. If you are performing change job due to an Out-of Track Promotion or because you are moving a current UChicago employee into the position, you will need to end the current academic appointment and add the new academic appointment.

b. If the current academic appointment resides in another academic unit, the Academic Partner from that Academic Unit will need to initiate the End Academic Appointment process using the Managing Academic Appointments in Workday Knowledge Base article.

c. For Reappointments and In-Track Promotions, the Add/End Academic Appointment process does not need to be completed.

22. If a different position was identified for the job change, the Assign Pay Group subprocess will route to the Academic HR Administrator or Federal Work Study Administrator role so the appropriate pay group can be indicated.

a. In situations where employees become benefits eligible, the Change Benefits Elections task will be sent to the employee. This is also true if earnings increase to the level of highly compensated.

Change Job Reasons/Scenarios Chart

Change Job

Reason

Additional Details & Sub- Process

Example Scenarios

Review & Supporting Documentation

Data Change: Change in Weekly Hours

· Change in weekly hours that does not affect benefits eligibility

· Change hours within PT range (20–34 hours)

 

· Propose Compensation sub-process

· If a change in the employee's weekly hours affects time type (FT if 35 hours or more/PT if under 35 hours), change Time Type field to reflect appropriate type

· Change hours within FT range (35–40 hours)

· Change hours from PT to FT OR FT to PT

· Change hours within ‘Benefits Ineligible’ range (0 – 19)

 

 

 

· Data Management Specialists

Data Change:

Change Work Location

· Update employee work location

· No additional sub-process

· Employee changes work locations

Data Change: Job Profile Update

· Correct job profile for staff employee

· Limited to 6-month maximum timeframe after employee is hired or other change job process occurs

· Employee hired into misaligned or incorrect job profile; no change in job responsibilities or compensation

· Correct job profile of new hire to conform with Job Architecture framework

· HR-Compensation & Data Management Specialists;

· Justification & supporting documentation required for job profile correction; may result in posting requirement if compensation or duties change.

Data Change: Change End Employment Date

· Change in an end date

· For Fixed Term employees, Change Job must be initiated PRIOR to Update Academic Appointment

· For reappointments with gaps ensure effective date of the change displays the actual start date of the new appointment and not the day after the end of the most recent appointment.

· Reappointment for 2nd term Assistant Professor

· Provost Office

Data Change: Post Doctoral (Post Doc)

· Used for Postdoctoral Researchers who change from a Scholar to a Fellow or vice versa.

· Postdoc Fellow transferring to a position of a Postdoc Scholar.

· Data Management Specialists

Demote: Employee Choice

· Employee-requested

· Propose Compensation sub- process

· Employee requests lower-level role

· Employee changing from ‘Benefits Eligible’ to ‘Benefits Ineligible’ role.

 

 

 

 

 

 

 

 

 

 

· HR-Compensation and Data Management Specialists

Demote: Mutual Agreement

· Employer-initiated

· Propose Compensation sub- process

· Business need for employee to perform a different role reflective of a lower level of responsibility

Demote: Poor Performance

· Continued poor performance

· Propose Compensation sub- process

· Employee is not meeting performance goals after being on performance improvement plan; both employee and manager mutually agree to decrease responsibility

Demote: Reorganization

· Large scale unit reorganization

· Propose Compensation sub- process

· Large scale unit reorganization results in employee having a different role with a decreased level of responsibility

Lateral Move:

Move to comparable job, no change in

compensation

· In extremely rare cases, may result in compensation change to align with internal equity

· Propose Compensation sub- process

· Employee moves from Business Administrator 1 in Unit A to a Business Administrator 1 in Unit B

· Employee moves from Marketing Specialist 1 to a Communications Specialist 1

Lateral Move:

Move to comparable job, change in compensation

· Propose Compensation sub- process

· Require unit-provided justification

· Employee moves from Business Administrator 1 in Unit A to a Business Administrator 1 in Unit B with an increase in base pay

Promote: Non- Competitive

· Posting exception granted via defined process, as outlined in Talent Acquisition Policy 202

· Propose Compensation sub- process

· For STAFF only

· Automatically routed to Affirmative Action Officer and Chief Human Resources Officer for approval

· HR-Compensation and Data Management Specialists

· Unit request and approval from Affirmative Action Officer & Chief Human Resources Officer

Promote: Promotion

· Upward change in job level with increase in base pay

· Propose Compensation sub- process

· Used for both In-Track and Out-of-Track promotions.

· Employee moves from individual contributor role to people manager role via a competitive selection process

· Change in job profile and an increase in base pay

· Employee moves from Tenure-Tracked to Tenured

· Employee moves from Academic to Faculty

· HR-Compensation and Data Management Specialists

· Job Profile and Workday Requisition # to reflect competitive search, base pay references used to inform decision

* If total base pay falls outside of the pay grade for the job profile (below the minimum or above the maximum of the pay grade), unit-provided justification and HR-Compensation approval is required