Change Job

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.

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.

 

START SCREEN

  • When do you want this change to take effect? - Date the change will be effective.
  • Why are you making this change?
    • Employee Transfer - Indicates employee is moving to a new PIN.
    • Promotion New Position - Indicates employee is moving to new PIN with a higher title. Please note that any action labeled a "promotion" will route through Executive Approver.
    • Promotion Reclassification - Indicates current PIN is changing to a higher title. Please note that any action labeled a "promotion" will route through Executive Approver.
    • Demotion New Position - Indicates employee is moving to a new PIN with a lower title. Any action considered a demotion must be discussed with OCRM before proceeding.
    • Demotion Reclassification - Indicates current PIN is changing to a lower title. Any action considered a demotion must be discussed with OCRM before proceeding.
    • Data Changes
      • Hours or Work Period Change - Select if changing the employee's FTE or work period (12 month, 9 month, etc.)
      • Job Classification Change - Some change to codes, longevity, FLSA elgibility, etc. Not recommended to be used by any entity other than HR.
      • Location Change - Select if changing the location of the employee.
      • Position Reclassification - Same as Promotion/Demotion Reclassification but not specifically designating a higher or lower title. Recommended for most reclassifications.
      • Position Title Change - Not to be used for staff. There is a separate business process with significantly less routing to change an employee's business/working title.
  • Who will be the manager after this change? - If transferring to a new PIN, set new manager; if PIN is being reclassified, leave this alone.
  • Which team will this person be on after this change? - Should automatically set to supervisory org of manager selected in previous question.
  • 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.
    • Special Note: 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.

 

MOVE (if employee is not being moved, skip)

  • What do you want to do with the opening left on your team?
    • I plan to backfill this headcount - Select if former manager intends to fill vacant PIN.
    • Move this headcount to the new manager - Select if the whole position is being moved to a new manager.
    • Close this headcount - Select if employee is moving and the old position is simply being closed.
      • Special Note: Positions that are closed are eliminated and cannot be retrieved at any level.

JOB

  • 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? - Select if employee will be moving into a new position that has not been created yet; otherwise, skip this.
  • Job Profile - If employee is being transferred to a new PIN, details for the new position will display here; if employee is being reclassified, please change this to the proposed job profile.
  • Job Title - Job Title should match Job Profile.
  • Business Title - This is a working title, so whatever is written here will be displayed on requisitions and on the worker profile page.

 

LOCATION

  • 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

  • Additional Job Classifications - A place to add any new details to the position, like EEO, FLSA Code, ORP Eligibility, and etc; NOT RECOMMENDED FOR HR LIAISON USE.
  • Employee Type - Will show appropriate type, such as staff, faculty, student, etc. DO NOT CHANGE.
  • Time Type - If scheduled weekly hours is 40, this will only show Full Time, otherwise can be switched to Part-Time.
  • 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.
  • Company Insider Types - UNUSED.
  • Workers’ Compensation Code from Job Profile - Cannot be edited.
  • Workers’ Compensation Code Override - UNUSED.
  • 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.
  • 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 - Allows worker to be paid over longer period than Annual Work Period. Default for staff is also 12 month.

 

ORGANIZATIONS

  • 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 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, 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.

 

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.

 


 *Routing may differ depending on who initiates business process.

Continued Routing (If Transfer, and current HR Contact initiates):

  • Consolidated review goes to Receiving Manager (new manager)
  • Consolidated review goes to Receiving HR Partner
  • Consolidated review goes to Receiving Department Head
  • If Change Job Type is also labeled Promotion, routes further to Executive Approver

 Continued Routing (If Transfer, and new HR Contact initiates):

  • Consolidated review goes to Current Manager
  • Consolidated review goes to Receiving Manager (new manager)
  • Consolidated review goes to Receiving HR Partner
  • Consolidated review goes to Receiving Department Head
  • If Change Job Type is also labeled Promotion, routes further to Executive Approver

Possible Additional Subprocesses:

  • Offboarding Procedure “To Do” for Current HR Contact.
  • Onboarding Procedure “To Do” for New HR Contact.
  • “Manage Business Processes for Worker” for Current HR Contact (if there were any outstanding business processes for worker before transfer)
  • Multiple “To Do” actions for Benefits Partner, as applicable

 

After final approval, a new subprocess is triggered and sends to New HR Contact:

ASSIGN ROLES – CHANGE ASSIGNMENTS FOR WORKER

This inbox item 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.

Action then flows to Texas A&M System Office for security review.

 

*If costing allocations need to be changed and this process does not automatically flow to your inbox, please search for "Assign Costing Allocations" and enter in only the employee data in the top section (the bottom section is only for position data and you can only enter one or the other). Then launch. If source funding is not changing in any way, skip to end.

Assign Costing Allocations (Use this to select source funding)

Please see the Assign Costing Allocation business process job aid.

 

 After this, action is completed.