This document provides directions for Human Resource Partners (HRP’s) on how to complete the Change Job business process in Workday for Staff, Temporary, Seasonal, and Student employees.
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· 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. It is encouraged to work with the Compensation team before initiating a job change to ensure the correct Change Job Reason is chosen.
· Data Changes
· Use 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
· Includes decreasing the employee job level and their compensation (other than when reducing weekly hours).
· Sub-reasons include:
· Employee Choice
· Mutual Agreement
· Poor Performance
· Reorganization
· Lateral Move
· Includes maintaining the employee’s current job level. This may include an increase in compensation.
· Sub-reasons include:
· Move to comparable job
· Transfer to Academic Position
· Promotion
· Includes an increase in the employee job level. Typically, it includes an increase in compensation.
· Changes from a non-benefit-eligible position to a benefit-eligible position and changes from a temporary position to a staff position (benefit-eligible OR non-benefit-eligible) are always considered a Promotion.
· 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 |
· Restricted 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 chosen 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: Chart of Account (COA) and/or Project Cost Collection Segments (POETAF).
· The Chart of Accounts (COA) is a 10 segment string of numbers used to track income and spending at the University.
· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
· These segments translate into Workday as worktags, which have the same name except for Organization, which is called Cost Center in Workday.
· Out of these 10 segments, there are two, Affiliate and Future which are not used within Workday and therefore are not required for data entry.
· Since Program, Activity and Site are secondary segments, not all COA values will include them, as they are not required for every transaction.
· Additionally, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· Project Cost Collection Segments (POETAF) are accounting segments used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects.
· POETAF comprises six specific segments: Project Number, Organization Type, Expenditure Type, Task, Award, and Funding Source.
· These segments are also translated into Workday as worktags. However, four of these segments will have different names in Workday: Project will be called PPM Projects, Organization will be Cost Center, Expenditure Type will be Account, and Award will be Grant.
· Also, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· 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 My Tasks. 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.
· 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).
· 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.
· 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
· 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 found in the Academic Information application located under the Team category. This report displays 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
· Changing Organization Assignments
· Assigning Costing Allocations
· Adding a Period Activity Pay
· Updating an Academic Appointment
· Change Job Reasons/Scenarios Chart
1. Log into Workday using your CNetID 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 employees with multiple positions, an additional Change Job screen will appear first, and the Worker field will auto-fill. Within the Job field, use the Hamburger Menu (icon with three dots and three dashes) to select the job that requires changing. Select OK.
5. Under Start Details, select the Pencil icon to edit and answer the below questions. Note, the order of these questions may vary based on the type of job change completed.
a. When do you want this change to take effect?
i. Field pre-populates with next pay period.
b. Why are you making this change?
i. Using the Hamburger Menu, 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 supervisory organization 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, to save your changes select the checkmark icon in the top-right corner of the Start Details section.
7. Select the Start button in the bottom-left corner of the screen to begin making changes.
8. Review the help text at the top of the screen.
9. If the Supervisory Organization was changed during step 5d, a Move screen will first be visible. Within the screen, select the Pencil icon to edit.
a. Using the drop-down menu, select the appropriate response to the question What do you want to do with the opening left on your team?
b. If backfilling a position that hasn’t yet been vacated, check the Is this position available for overlap? box. This will allow the ability to temporarily put more than one worker in a position.
c. Select Next.
i. Another way to navigate between screens is to select the arrow pointing down to the right of the screen header and selecting either Move, Job, Location, Details, or Summary.
10. The Job screen allows for changes to the Job Profile and Business Title. 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. Note: This box will not be visible if the Supervisory Organization was changed during step 5d.
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.
3. If there is any intention of backfilling, do not close the position. Creating a brand-new position to backfill an employee has downstream impacts on UChicago planning, budgeting, and forecasting.
iv. Checkmark the Is the position available for overlap? box if you would like the position to be available for overlap. Note: This box will not be visible if the Supervisory Organization was changed during step 5d.
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 screen.
11. The Location tab allows for changes to Scheduled Weekly Hours and Work Space.
a. Under Location Details, select the Pencil icon to edit, if applicable.
i. IMPORTANT: Do not change the Location here.
1. Location is an attribute assigned to the position. If it needs to be changed, complete the Edit Position Restrictions business process to complete these updates.
ii. If known, update the Work Space field (i.e., the office, cubicle, lab, or other campus area where the employee will be working).
iii. Modify the Scheduled Weekly Hours field to represent the new scheduled weekly hours.
iv. If applicable, indicate a Work Shift of E for Evening or N for Night.
1. For example, for Local 743, an Evening shift is 5pm to midnight and a Night shift is midnight to 7AM.
b. Select Next to go to the next screen.
12. The Details tab allows for changes to the Default Weekly Hours and End Employment Date.
a. Under Administrative, select the Pencil icon to edit, if applicable.
i. IMPORTANT: Do not change the Time Type here.
1. Time Type is an attribute 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 screen.
13. A summary screen will appear. Review the Move (if applicable) Start, Job, Location, and Details sections for accuracy.
a. If changes need to be made, select the Pencil icon under the appropriate section to apply updates, or select the Guide Me button located to the right of the section header to return to a section’s specific screen.
14. Add any applicable supporting documentation within the Attachments section. 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 Attachments, choose Select Files to upload documentation, if applicable.
i. Within the file explorer, locate the applicable file and select Open.
ii. Optionally add a Description.
iii. Using the Hamburger Menu next to Category, select the applicable document category.
15. 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 section.
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 16 but then no further action is needed.
i. Compensation
1. Regular Pay: amount and frequency
OR
2. Period Activity Pay: total amount and activity
AND
3. Rationale and justification for compensation rate
ii. Organization Assignments
1. Affiliation
2. Default Chart of Account (COA) segments, including Cost Center, Program, Fund, Activity, Purpose, Entity, and Site.
3. Time and Absence Management Handling
iii. Costing Allocation Details: Chart of Account (COA) and/or Project Cost Collection Segments (POETAF), distribution percentages, and Start/End dates (if applicable).
16. 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 the F&A Knowledge and Support Center should update the worker’s role assignments.
*For Student employees, this sub-process routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary employees this sub-process routes to the Data Management Specialists for completion.
17. A dialog box will pop up with the next task (Propose Compensation Change) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Propose Compensation Change task on the left side of the screen.
18. The Propose Compensation Change screen will display.
a. Review all fields in the Compensation section to confirm accuracy and make changes if needed using the Pencil icon.
i. If compensation will remain at the default, select Submit and move forward to Assigning Costing Allocations.
ii. Do not edit the Guidelines segment, because it displays the pay grade and is autogenerated by job profile.
1. If offering a pay rate that is outside (below or above) of the Total Base Pay Range, provide justification in the Comment box. HR-Compensation will review justification for pay rates that are outside of their base pay range.
iii. Exempt job profiles can ONLY have a Salary compensation plan. Non-exempt job profiles can ONLY have an Hourly compensation plan.
1. If entering compensation for a worker in the Salary plan, enter a monthly amount. If entering compensation for a worker in the Hourly plan, enter an hourly amount.
a. Only edit the Amount, do not change the Currency or the Frequency.
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.
a. Actual End Dates must be entered for fixed-term employees with a salary plan for the compensation to stop paying.
3. If the 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.
iv. If an academic hire, the Assignment Details information may populate in the Allowance section.
a. If no allowances will be administered, hover over each plan assignment row and select the Cross (X) icon to delete out the plan.
i. The Propose Compensation step cannot be submitted without removing any unused plan rows.
b. 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.
i. All allowance plans must have Actual End Dates entered.
b. After the review and editing is complete, select Submit.
i. Note, depending on the type of job change being completed, the process may route to a Compensation Administrator for approval before routing the Change Organization Assignments task to the HRP.
*For Student employees, this sub-process routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary employees this sub-process routes to the Data Management Specialists for completion.
**For Data Changes, this sub-process is skipped. Proceed to Assigning Costing Allocations to continue the overall Job Change process. If the organization assignments do need to be changed, initiate a standalone Change Organization Assignments business process after the data change process completes.
19. A dialog box will pop up with the next task (Change Organization Assignments) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then select the Assign Organizations task on the left side of the screen.
20. The Change Organization Assignments screen will display.
a. Review the information listed in the Organizations section and select the Pencil icon to modify any of the fields if necessary.
i. A position's organization assignments must match the organization assignments of the supervisory organization in which the position sits for the Entity, Cost Center, and Purpose segments. Attempting to change these values will cause an error, preventing submission.
ii. Ensure that the appropriate values for the remaining Chart of Accounts (COA) segments are entered. If necessary, enter or update any of the following fields: Program, Fund, Activity, and Site.
1. Validation errors may occur if the values entered in these fields are not active or if the segments added are not a valid combination in Oracle. In such cases, collaborate with the department’s finance team to correct the error.
iii. If the worker is affiliated with an established external organization (i.e., Argonne, Fermi Lab, Marine Biological Lab, etc.), please indicate it in the Affiliated Organization field.
iv. If applicable, enter one or more values in the Time and Absence Management Handling field. Refer to the Changing Organization Assignments in Workday Knowledge Base Article for details on completing this field.
b. Select Submit when complete.
*For Student employees, this sub-process routes to the HRP as a Workday task. For Staff, Seasonal, and Temporary employees this sub-process routes to the Data Management Specialists for completion.
21. A dialog box will pop up with the next task (Assign Costing Allocation for Change Job) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Costing Allocation for Job Change task on the left side of the screen.
22. The Assign Costing Allocation for Add Job screen will display. Complete Assign Costing Allocation. For detail information about this process, please refer to the Assigning Costing Allocations in Workday Knowledge Base Article.
a. Under the Costing Allocation Details section, choose the Costing Allocation Level using the drop-down menu.
i. Most of the time, select the Worker and Position level. If funding a specific earning for the employee different than the rest of their salary, select the Worker, Position and Earning level of costing allocations and choose the Earning type. In this case, set up the costing allocations for the specific earning first. Then, assign another costing allocation at the Worker and Position level for the remainder of the salary.
b. Costing allocations are divided into two tabs: Proposed Costing Allocations and Existing Costing Allocations. The Existing Costing Allocations tab displays a read-only table of current costing allocations, if any have been set up. Conversely, the Proposed Costing Allocations tab allows users to add new costing allocations and view previous ones.
c. In the Proposed Costing Allocations tab, select the (+) Add option to enter costing allocations. This action creates a navigation menu on the left-hand side and inserts a new tab to assign costing allocations. Whenever the (+) Add option is selected, a new tab is inserted in the left navigation menu to assign additional costing allocations. Each tab displays the Start and End Date, if applicable, for the corresponding allocations.
i. Enter the Start and End Date for the allocations.
1. All employees, excluding staff and tenured faculty, must have end dates assigned to their costing allocations.
ii. Under the Costing Allocations section, insert rows as needed by selecting the Plus (+) icon.
1. Enter the appropriate COA and/or POETAF segments to override the default account values previously selected on the Change Organization Assignments task.
a. This step allows for overriding the default funding either entirely or partially by allocating a portion to alternative accounts.
b. Multiple COA and/or POETAF values may be entered to fund a position or an earning.
c. Data entry must occur from left to right using the Hamburger Menu to the right of the appropriate prompt boxes.
i. For COA segments, fill out the Entity, Cost Center, Fund and Purpose columns. Within the Additional Worktags column, enter the remaining segments, if required: Program, Activity and Site.
ii. For POETAF segments, leave the Entity, Cost Center, Fund, and Purpose columns blank (unless these fields require updating). Within the Additional Worktags column select the appropriate options for Funding Source, Grant, PPM Projects and Task.
2. Under the Distribution Percent column, type in the percentage of the salary or earning that will be paid from the specified account values. The total must equal 100%.
3. Regardless of funding source or number of sources, all employees who receive compensation through Workday payroll are required to have costing allocations assigned.
d. Select Submit when complete.
23. If no Period Activity Pay or Academic Appointment requires adding, the HRP has completed all required actions of the business process. 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.
24. 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. A To Do will also route to the HRPs My Tasks after the pay group has been assigned.
25. 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.
26. 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 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.
27. If Update Academic Appointment was submitted, the process will route to be approved by the Academic Administrator.
28. 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.
29. 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.
|
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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 |
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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 Equal Opportunity Programs and Chief Human Resources Officer for approval |
· HR-Compensation and Data Management Specialists · Unit request and approval from Equal Opportunity Programs & Chief Human Resources Officer |
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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 |
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* 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 |
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