Job Changes

Creating a new position is the process by which a new job is created. A new position is required to be created for any position before it can be advertised or filled. Budgeted staff positions must be complete with a position description and established salary. To create a new non-faculty position in Workday, the HR Contact/Liaison should work with the position's Manager to complete the Workday Position Description Template. Completing the questions on the template will provide the information necessary to complete the Create Position business process in Workday. Once the Workday Position Description Template is finalized, the HR Contact/Liaison should submit the Create Position business process in Workday.

When creating a staff job description, the completed position description template will be one of the supporting documents. It may also be helpful to include an organization chart and/or approval memo with the request. These documents will assist with the review and approval process. The Classification and Compensation Office will review and approve the new staff position in Workday.

Reclassifying an existing position is the process by which an existing position is given a new title and salary. A reclassification of a staff position may be to a higher, lower, or lateral title. The change associated with a reclassification may be effective no earlier than the beginning of the pay period in which it is approved. The Classification and Compensation Office provides details on the Job Changes website regarding the process to reclassify a position and the required staff template

When reclassifying a staff position, the completed Workday Position Description Template must be used for the Edit Position Restriction process. Completing the questions on the template will provide the information necessary to complete the Edit Position Restriction business process in Workday. Depending on the changes made, it may be appropriate to include an approval memo and/or organization chart for the position changes. These documents will assist with the review and approval process. For filled reclassifications, resumes may be required to verify the qualifications of the employee and to make sure that the individual is eligible to move into the new title. If an employee is claiming a degree or the position requires a degree, a degree verification will need to be run on the employee if one has not yet been performed. Staff from the Classification and Compensation Office, conduct a job analysis in order to properly classify positions in terms of an appropriate title, salary and overtime exemption status. The HROE Classification and Compensation Office will review and approve staff reclassification actions in Workday.

Updating an employee's position description entails making minor changes to their job that are not sufficient to warrant a new title. All updates to staff position descriptions are reviewed by the Classification and Compensation Office to ensure that a new title is not warranted. To edit a staff position description in Workday, the HR Contact/Liaison should work with the position's Manager to complete the Workday Position Description Template. Completing every question on the template will provide the information necessary to complete the Edit Position Restrictions business process in Workday. The template is located on the Classification and Compensation website under Job Changes or Resources. Departments should not submit an update in lieu of a reclassification. Updates can be done at any time of year, but usually are completed prior to or during the annual performance evaluation period, or prior to creating a job requisition.

Recommended practices on staff position descriptions can be found under Updating Position Descriptions: Recommended Practices.

The Change Job business process is used to change the employment relationship of an employee such as a change of location, change in annual work period, promotion, reclassification, change in job classification, transfer to a new position or to another supervisory organization. To initiate this Change Job process in Workday, submit a Change Job business process on an employee. The Change Job business process is only available for a filled position. The Classification and Compensation Office reviews, analyzes and processes staff and student Change Job actions.

The internal promotion and transfer of an employee is the process by which qualified internal candidates may be promoted or transferred to fill a vacancy without an advertisement or posting. This process may also be used for demotion of an employee. The changes finalized by Internal Promotion and Transfer (IPT) may be effective no earlier than the date on which it is approved. To promote or transfer an employee in Workday will involve the initiation of the Change Job business process. IPTs shouldn't be used to fill most vacancies. They should be used when you have an employee who is so uniquely qualified that you aren't likely to find a more qualified candidate if you posted the position.

An employee is considered dual employed when holding two or more State of Texas jobs. The appropriate Human Resources office or applicable department reviews the dual employment requests to ascertain whether the hours worked in multiple positions may be combined under the Fair Labor Standards Act (FLSA).

If a department has an employee who is retiring or leaving the University, and the department would like to hire their replacement before the current employee's departure, the department will need to create a temporary overlap staff job in Workday. The department must create a temporary overlap staff job as two employees cannot be in the same position number in Workday.