Change Job

In Workday, the Change Job business process is meant to make a variety of changes to an employee, from transferring to a new position, reclassifying the employee, changing the employee's location, or even modifying the employee's FTE. This business process will launch a guided step-by-step approach to making employee changes.

Change Job may be initiated on its own, or it may be initiated automatically as part of the recruitment process for applicants who are already employees of the Texas A&M System.

Important Information:

The selected reason should be consistent with the predominant purpose for the changes being made on the filled position for the employee.
Change Job is a supported retro event for effective dates in the past so that payroll calculations will recalculate for any impacts on the prior payroll periods.
If increasing or decreasing Academic Pay Period from/to 4.5 months or the scheduled hours from/to 20 hours, there may be an impact to the Employee's eligibility for benefits and/or their State Group Insurance Contribution (SGIP). You may want to consult relevant regulations or discuss proposed change with a Benefits Partner
Workday requires the effective date be entered at the start of this process, but per state regulations, any change in a state employee's pay may only be made effective retroactively to the start of the pay period in which final approval has been obtained. Due to the time it may take to reach final approval, it is highly recommended to select a future date when processing reclassifications.
Workday requires the effective date be entered at the start of this process, but per state regulations, any change in a state employee's pay may only be made effective retroactively to the start of the pay period in which final approval has been obtained. Due to the time it may take to reach final approval it is highly recommended to select a future date when processing an internal promotion, transfer or demotion. To avoid payroll issues, review the new salary specifications to ensure the change will not place the employee in two different pay groups (biweekly to monthly) at the same time when going from an hourly paid position to monthly paid. The effective date should be at the beginning of the biweekly pay period in which it is approved. This will allow the employee to complete their biweekly term before moving to their monthly designation.

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.

Navigate to the Employee for which a change is needed. From the Employee's Related Actions, select Job Change > Transfer, Promote or Change Job.

Note: Required fields have a red asterisk (*) next to them.

Start Screen

When do you want this change to take effect?
- May be effective no earlier than the beginning of the pay period in which it is approved.
Why are you making this change?*
- Data Change:
  - Hours or Work Period Change: Used when changing the employee's scheduled hours (FTE %) and/or their assigned annual work period without any other employee or position changes.
  - Job Classification Change: Used when changing the job classification of the same position without any other employee or position changes. Job classification changes are not recommended to be used by any entity other than HR.
    - Note: Job classifications that can be overridden at the position level include: Campus Security Designation, Hazard Duty Pay Eligible Flag, Longevity Eligible Flag, Overtime Flag and Term Appointment.
  - Location Change: Select if changing the location of the employee.
  - Position Reclassification: Used when changing the job profile of the same position as a result of reevaluating the job duties of an employee's position, or making any combination of other data changes that do not result in the employee being assigned to a lower or higher salary range and/or title that would be considered a promotion or demotion. The Edit Position Restrictions should be completed and approved on the position prior to initiating Change Job for the Employee.
  - Position Title Change: Used when changing the position title in the same position, without changing the job profile. It could be that we want to better identify the work of the employee whose position currently has a generic job profile. Position Title Change should not be used for reclassification, promotion or demotion of faculty or staff.
    - Note: This reason may be also be used to do the following: change the job profile and title for student workers and graduate assistant workers to comply with financial aid or grant funding changes and to preserve the working relationship with student workers or graduate assistants after graduation without a change in qualifications or rate of pay.
- Demotion:
  - Demotion New Position: Used when employee is moving from one position to another position with a lower pay range, a title of lower status, and perhaps requiring less education, experience or responsibility. Any action considered a demotion must be discussed with OCRM before proceeding.
  - Demotion Reclassification: Used when the job duties or responsibilities of an employee's current position are re-evaluated and the same position is assigned to a different job profile with a lower pay range a title of lower status, and perhaps requiring less education, experience or responsibility. Any action considered a demotion must be discussed with OCRM before proceeding. The Edit Position Restrictions should be completed and approved on the position prior to initiating Change Job for the employee.
- Promotion:
  - Promotion New Position: Used when an employee is moving from one position to another position requiring higher qualifications, higher rate of pay and a title change.
  - Promotion Reclassification: Used when the job duties or responsibilities of an employee's current position are reevaluated and the same position is assigned to a different job profile requiring higher qualifications, a higher rate of pay and a title change. The Edit Position Restrictions should be completed and approved on the position prior to initiating Change Job for the employee.
- Transfer:
  - Employee Transfer: Used when an employee is moving from one position to another position, both of which may be assigned the same salary range, title or organizational level within the same or different system member part or Company.
    - Note: This reason is most often used when an employee is selected for another job through the recruiting process.
Who will be the manager after this change?
- Will auto populate with current manager. Update if manager for the new position or existing vacant position differs from the current manager. If reason is reclassification, leave this alone.
Which team will this person be on after this change?*
- Will auto populate from previous question. Update if manager for the new position or existing vacant position differs from the current manager.
Where will this person be located after this change?*
- Only change if doing a data/location change for employee.
Do you want to use the next pay period?
- If selected, will default effective date to the next pay period. Uncheck box if you are using a date other than the next pay period.

Select Start to move to the next page.

Job

Position

Position: Will default to current position. Select appropriate position if employee is being transferred; only viable open positions under new manager will display here. If employee is being reclassified and not transferred, skip this.
Do you want to create a new position?: Do not check for staff positions. Use the Create Position process for new positions.

Job Profile

Job Profile*: If employee is being transferred to a new position, details for the new position will display here; if employee is being reclassified, please change this to the proposed job profile.
Job Title: Auto populates from job profile. May be different from job profile as long as it is not a higher or lower title or another existing title in the System-wide Pay Plan.

Business Title

Business Title: Auto populates from job title and will display on worker profile.

Location

Location Details

Location*: Verify that physical location of employee is correct.
Scheduled Weekly Hours: Default is 40; if this is changed, it will change the FTE of the position.

Details

Job Classifications

Additional Job Classifications: A place to add any new details to the position, like EEO, FLSA Code, ORP Eligibility, etc. Not recommended for HR liaison use.

Administrative

Employee Type*: Will show appropriate type, such as staff, faculty, student, etc.
Time Type*: If scheduled weekly hours is 40, this will only show Full-Time; otherwise, can be switched to Part-Time.
- Note: Must match the time-type on the position. If time type does not match, you will need to submit Edit Position Restrictions - Update Position to update the time type on the position and then submit a Change Job to update the time type for the employee.
Pay Rate Type: Salaried or Hourly
Location Weekly Hours: The actual number of hours the employee is working.
Default Weekly Hours: The number of hours to be considered full-time; please leave at 40. This affects FTE calculation.
FTE: Will automatically calculate based on default and location specific weekly hours.
Job Exempt: Cannot be changed unless job classifications and other data changes to allow for a status other than the default for Job Profile; should not be touched by any other than HR staff.
Job Classifications: The defaults set up with the original position creation; cannot be edited.
Management Level: Cannot be edited.
End Employment Date: Will only appear if position was designed to be temporary.
First Day of Work: Select first day in office.
Notify By: Select date Workday will notify employee of change. Nothing will appear in worker's view of history or profile until this date.

Academic

Annual Work Period: Allows for selection of individual semesters for employment; default for staff will be 12 month.
Work Period Percent of Year: Automatically calculated based on Annual Work Period.
Disbursement Plan Period: Should match Annual Work Period.

Attachments

Documents

Documents can be uploaded during this step.

Organizations

Company

Company: Verify System Member is correct.
TAMUS System Member Part: Verify System Part is correct (02 for main, 10 for Galveston, etc.)

Compensation

Employee Visibility Date

Indicates when the employee can see this change in their own worker history.

Total Base Pay

This will update automatically when salary data is entered below. This field cannot be edited.

Guidelines

Total Base 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" for salary paid employees.
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" for hourly paid employees.
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, etc.)
Amount*: This is where you enter the monthly amount of the allowance being offered Allowances are not prorated.
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.

Special Note for Compensation: During the Change Job process, regardless of the reason for initiating it, Workday may delete out the salary and/or allowances for the employee. You will know this has happened if "Total Base Pay" reads $0.00. Under the "Salary", "Hourly", or "Allowances" section, if you see Red X's, please make sure to click the arrow button on that section to Restore these amounts. Double check this has been done by reading "Total Base Pay". The "Total Base Pay" should never be $0.00.

Both the Current and Receiving Manager will receive an inbox task to review along with other security roles. Additional security roles such as Department Head or an Executive Approver will receive an inbox task to approve the business process.

Possible Additional Subprocesses

Any onboarding activities required as a result of changes made during this business process should route to the Employee.
The HR Contact or HR Partner will receive a To Do: Offboarding Procedure if there is a change in Location, Company or Supervisory Organization.
The Absence Partner will receive the To Do: Determine Time Off Payout for Change Job to evaluate the potential payout for any Time Off balance.
The HR Contact or HR Partner will receive a To Do: Other onboarding Procedures if the new job has location, company, or supervisory organization changed.
The Payroll Partner will receive a To Do: Assign Pay Group if the worker's new job position or pay rate type, or company changed.
The initiator will receive the Assign Costing Allocation if the worker is not changing Supervisory Organizations; otherwise, it is routed to the HR Contact supporting the new Supervisory Organization if the worker is moving to a different Supervisory Organization. Please see the Assign Costing Allocation business process job aid.
The I-9 Processor will receive the To Do: Complete Form I-9 in Guardian for Transfer or Additional Job if the business process results in a new Company for the Employee's position.
Next, the I-9 Partner will receive the To Do: Record Form I-9 Completed in Guardian. Refer to the Form I-9 Processing Quick Reference Guide on Workday Help for more details.
The HR Contact or HR Partner will receive To Dos to Update Position Restriction Costing Allocation and Update Position Restriction Default Compensation on the vacated position if the vacated position is left open (Faculty, Staff or Graduate Assistant worker types).
The Payroll Partner on the vacated positon may receive the To Do Inactivate Ongoing Payroll Input, Withholding Order, or Tax Treaty to end date the payroll input for these items and report the termination date for the withholding order to the Attorney General's office website.

Guidance for Assign Roles

The Assign Roles subprocess routes to the Current HR Contact and will list all current security roles the employee possesses. It will show old values and new values for employee transfer, so the inbox recipient can see the old title, manager, and supervisory organization, as well as the new title, manager, and supervisory organization. Then there are the following options for how to handle the employee's existing security roles in Workday:

Transfer role assignments from old position to new position (employee will take all security roles with them, leaving none behind in the old position)
Copy role assignments from old position to new position (employee takes all security roles with them, and leaves the same security roles behind in the old position)
Copy role assignments to new position from _________ (allows recipient to select a position to copy security roles from; leaves old security roles with original position)
Remove role assignments from old position (employee will inherit whichever security roles are already attached to the new position; all security roles will be stripped from the old position)
None of the above (employee will inherit whichever security roles are already attached to the new position; all security roles will remain the same in the old position)

Once the choice is made, the subprocess will provide a full listing of all security roles being moved, copied, or erased, for final review and submission. Once submitted, this subprocess routes to Role Maintainer for review and approval.

This completes the Change Job process.

Departments

Info by Employee Type

Resources