Request Compensation Change

Request Compensation Change

The "Request Compensation Change" business process in Workday is designed to request any change in compensation for a worker outside of reclassification or transfer to another position. It encompasses a wide variety of salary changes such as allowances, equity, hiring salary adjustments, temporary salary adjustments, job related skill enhancement pay, and etc.

 Below is a text-only guide to using this business process at Texas A&M University. For a job aid that includes images, please visit "Workday Help" in your Single Sign On (SSO) menu.

 

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  • Effective Date - The date on which the compensation change will be effective.
  • Use Next Pay Period - If this is selected, the effective date will automatically set as the beginning of the next pay period from when the process was initiated.
  • Reason
    • Across the Board - Used if TAMU decides to increase the minimum salary for everyone in a specific category.
    • Allowance Adjustment - Used if the only thing being changed is an allowance the worker receives.
    • Conversion - Only used in special situations involving the conversion of salary data from one system to another.
    • Counter Offer - Used in situations when an approved counter offer has been granted to a worker.
    • Decrease - A generic decrease in salary. Most often used when ending a temporary salary increase  that was not processed as an allowance.
    • Equity Adjustment - Used when requesting an equity review; will require good documentation.
    • Hiring Salary Adjustment - Used when requesting a hiring salary adjustment for a worker.
    • Increase - A generic increase in salary. Please check with Classification and Compensation before using this reason as this will be seldom approved. Increases in salary must match accepted System and University regulations.
    • Mandated Across-the-Board Increase - The same as a regular Across the Board increase, but this one would be mandated by the State of Texas rather than TAMU.
    • Merit Increase, Outside Budget Cycle - Used when requesting a merit raise outside of the regular cycle.
    • Merit Increase, Regular Budget Cycle - Only used in situations when a worker is incorrectly missed during Workday's built in budget and merit process.
    • Minimum Wage Increase - Used when raising employee's up to a newly approved federal minimum wage.
    • Other Salary Action - Please check with Classification and Compensation before using this to see if the salary change qualifies. Used when requesting a job related skill enhancement pay for a worker.
    • Pay Plan Adjustment - Used whenever there is an increase in minimums within the System-Wide Pay Plan.
    • Temporary Salary Increase - Used to grant a Temporary Salary Increase. May last one year.
      • NOTE: The temporary increase may be set up as a monthly allowance for monthly paid positions. To set up a monthly allowance, go to the Allowance section and select Temporary/Interim Increase for the Compensation Plan and enter the monthly increase in the Amount field. Do not use allowance to set up a temporary increase for hourly paid positions. The temporary increase should be applied to the current hourly rate for hourly paid positions.  
  • Employee - If the business process was initiated from worker profile, this will automatically be filled in; if the business process was initiated on its own, select the employee receiving a compensation change.

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Effective Date & Reason - Shows the earlier selected effective date and reason for processing.

Employee Visibility Date - Set date that the employee can see this change on their worker profile/history.

Total Base Pay

  • This will update automatically when salary data is entered below. This is an uneditable field.

Guidelines

  • Pay Range - This will automatically show the full range of the Pay Grade that has been selected. This information will either appear as an annual or hourly rate depending on what has been selected for the Grade Profile.
  • Compensation Package - This should always say "TAMUS Compensation Package."
  • Grade - This will automatically display the pay grade associated with the title's job profile.
  • Grade Profile - For TAMU employees, this will always be either "System Level Structure" or "System Level Structure (Hourly)" depending on how the employee needs to be paid.
  • Step - This should always remain empty.
  • Progression Start Date - This should always remain empty.

Salary

  • Compensation Plan - This should always be set to "Salary."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Apply FTE% - This should always be set to "Yes." This allows Workday to automatically apply the employee's FTE to the salary entered.
  • Amount - This is where the monthly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For salaried employees, this should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Hourly

  • Compensation Plan - This should always be set to "Hourly."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Amount - This is where the hourly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For biweekly employees, this should always be set to "Hourly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Allowance

  • Compensation Plan - This is where you will select the type of allowance you wish to give to the employee (example: Cell Phone Service Allowance, Department Head Stipend, Temporary/ Interim Increase, etc.)
  • Amount - This is where you enter the monthly amount of the allowance being offered.
  • Currency - This should always be set to "USD."
  • Frequency - This should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields. Please note that Allowances do not conform to the Annual Term Period so the fields contained here may be necessary if there are specific periods in which the allowance will not be earned.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate the allowance payment on that date. It will remove the entire allowance plan from the employee.

Merit

  • Do not add or alter a merit plan to any position as merit is handled via a separate process.

 

DOCUMENTS MAY BE ATTACHED  (such as salary approval memos). However, bear in mind that attached memos will not stop Workday from routing the business process all the way to the appropriate level, nor does HR have the ability to alter or change Workday's routing. Also keep in mind that Workday is not a records retention document system, so anything attached to Workday will stay in the system forever, with no ability to remove. Use with caution.

 


Continued Routing:

  • Business process routes to HR Partner for review (HR Partner can edit).
  • Consolidated review goes to Manager.
  • Consolidated review goes to Department Head
  • Consolidated review goes to Executive Approver.

 

Final subprocess triggers for the initiator:

Assign Costing Allocations (Use this to select source funding)

Please see the Assign Costing Allocation business process job aid.

 

 After this, action is completed.