Moving Workers/Positions in Workday


Purpose

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

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Keep in Mind

· 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 employee/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 employee(s) and/or the title/number of the position(s) to be moved.

· The name of the supervisory organization to which the employees is 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. Using this process is the same as cancelling the requisition, which implies that there is no intention to utilize the requisition for hiring.

· Ensure that all unfilled positions associated with the job requisition are moved to the same 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.

Steps

1. Log into Workday using your CNET ID 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. Firstly, 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 is auto populated. Finally, select OK.

a. To move all workers/positions listed under the selected supervisory organization, check the Select All box. Then, select the Proposed Supervisory Organization using the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the corresponding prompt box.

b. If only specific employees/positions need to be moved, check the corresponding boxes in the Move Workers column. Then, use the Hamburger Menu located to the right of the prompt box next to the worker’s position to select the Proposed Supervisory Organization.

4. Select Submit.

5. The Change Organization Assignments step will appear next. Select Open to complete the task.

a. Any workers/positions being moved into a new supervisory organization must have organizations assigned to their positions.

b. Check the Select All option if planning to update all employees/positions within the list with the same information. If only specific employees/positions need to be updated with the same details, scroll down the page, and check the corresponding boxes in the Assign Organizations column.

c. On the top right side of the screen, under the Default Organization Assignments section, there are some options. Choose either Use the Default Supervisory Assignments or Use Worker's Current Organization Assignments and select Submit. If neither of these alternatives is applicable, select None of the Above. Then, refer to the Changing Organization Assignments in Workday Knowledge Base article for further steps.

d. If the employee/position is moving to a supervisory organization supported by a different HRP, the receiving HRP will need to approve the move and will be prompted to complete the Change Organization Assignments step.