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.

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.
  • Be aware that if increasing or decreasing the Academic Pay Period to/from 4.5 months or the scheduled hours to/from 20 hours there may be an impact to the employee’s eligibility for benefits and/or their State Group Insurance Contribution (SGIP) for benefits. Consult relevant regulations or discuss the proposed change with a Benefits Partner if there are questions about eligibility for benefits.
  • The routing has been updated for this business process to route to Executive Approver when the following reasons are selected: promotion new position, promotion reclassification, demotion new position, demotion reclassification, and position reclassification.
  • 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. 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. 

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?
    • 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.  
    • 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. 
    • 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.
    • Data Changes
      • 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. 
  • 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.

MOVE (appears when employee is being moved)

  • 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 position
    • 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 – 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 - 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 – Auto populates from job title and will display on worker profile. 

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.
  • 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.
  • 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 - Should match Annual Work Period.  

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 (Complete if employee is paid monthly)

  • 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 (Complete if employee is paid biweekly)

  • 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 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.

 

*Routing may differ depending on who initiates business process. Any onboarding activities required as a result of changes made during this business process should route to the employee and/or other security roles as needed.

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

 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 labeled a Promotion, Demotion or Reclassification it will route further to the Executive Approver.

Possible Additional Subprocesses:

  • Offboarding Procedure “To Do” for Current HR Contact if there is a change in location, company or supervisory Organization.
  • Determine Time Off Payout for Change Job “To Do” for Current Absence Partner to evaluate the potential payout for any Time Off balance when changing from a benefits-eligible position to non-benefits eligible position.
  • Assign Roles “To Do” for Current HR Contact. Guidance for Assign Roles is provided below.
  • Onboarding Procedure “To Do” for New HR Contact if the worker’s new job has location, company or supervisory organization changed. 
  • Assign Pay Group “To Do” for Payroll Partner if the new worker’s job position or pay rate type, or company changed.
  • Update Position Restriction Costing Allocation and Update Position restriction Default Compensation “To Do” for current HR Contact on the vacated position, if the vacated position is left open (for faculty, staff or graduate assistant worker types).
  • 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.
  • Multiple “To Do” actions for Benefits Partner, as applicable.

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.

Assign Costing Allocations 

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.

Please see the Assign Costing Allocation business process job aid.

After this, action is completed.