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Edit Position Restrictions

In Workday, the "Edit Position Restrictions" business process is designed to change the content of an existing position description. When launching, the position being edited must be searched for and selected from a drop-down menu.

For reclassification of a current employee, this is the first step of a two step process. Once this is complete, the position will be changed, but the title and payroll salary of the employee inhabiting the position will still need to be changed using the Change Job business process. If the position is vacant, Edit Position Restrictions is the only step in the process. There is no employee to change so no further business processes are necessary.

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.

Search for the Supervisory Organization where the position is located and click the link.

Click the Members tab to update a filled position or Staffing tab to update an unfilled position.

From the position's Related Actions, select Position Restrictions > Edit Position Restrictions.

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

Start Screen

  • Position: Cannot edit; shows current PIN, title, and employee (if filled).
  • Organization: Cannot edit, shows supervisory organization (manager).
  • Position Change Reason*
    • Change Title: For staff, this would not be used, but for student workers, this can allow HR Liaisons to progress a student employee to a different, higher title.
    • Change Work Period: For changing the working period associated with the position, not the employee, such as 12 month, 9 month, etc. Whatever work period is assigned to the position will be indicated on position requisitions and will be assigned to any employee in the position when filled.
    • Correct Hire Event: Not used.
    • Update Position Restrictions: Updating the duties only.
    • Update Position Restrictions for Annual Review: Updating the duties during the annual performance evaluation period.
    • Update Position Restrictions for Change Job Reclassification: Specifically for when a position is being updated as part of a reclassification.
  • Job Posting Title*: This is the working title of the position and may be different from the official title. This is what will appear in advertisements and on the Worker Profile page once an employee is hired.
  • Available for Hire: This field cannot be edited.
  • Hiring Freeze: This field cannot be edited.

There are three tabs below this: Hiring Restrictions, Qualifications, and History. Please review all when making changes.

Hiring Restrictions (Feeds to Requisition/Posting)

  • Availability Date*: This is the first date any event can be initiated on the position, including creating a requisition. It is recommended to put today's date for unfilled positions. This field cannot be edited for filled positions.
  • Earliest Hire Date*: This date effects the Hire date. It is recommended to use the same date for the Availability Date and Earliest Hire Date.
  • Job Family: Not required. If a job family is selected, the next section will display all available Job Profiles within that Job Family.
    • Note: If a Job Family is selected and then a Job Profile that is not within that Job Family is selected, Workday will not auto populate any position description information until this has been resolved.
  • Job Profiles for Job Family: If a job family is selected this will show all job profiles within it.
  • Job Profile*: The official position title under SWPP. If a generic job description exists, selecting the Job Profile will auto populate the summary and description with generic data.
    • Note: If a new Job Profile is selected (such as when a Reclassification is being processed), the old Job Profile must be deleted. When the old Job Profile is deleted (thus securing the new Job Profile in place), the existing job description is erased and replaced with the generic job description of the new Job Profile that was selected. It is recommended to copy/paste the original job description into a separate text editor or word processing document to keep it for reference when creating the updated job duties for this business process.
  • Job Description Summary: A brief summary of the position's purpose and duties.
  • Job Description: The only space to enter all job information data that will go on a requisition/posting, including duties, qualifications, required knowledge, skills, certifications, and etc.
    • When entering the Job Description, it would be helpful to use Classification & Compensation's Workday Position Description Template to ensure that all the required elements are present. This will reduce the number of calls and actions sent back to department for additional information.
  • Location*: College Station, Galveston, etc.
  • Time Type*: Full-Time, Part-Time
  • Worker Type*: Employee, Contingent Worker
    • Note: Contingent worker is only to be used in some circumstances involving contract based employees or individuals tied to the university through benefits but otherwise not working here. All workers should be listed as Employees.
  • Worker Sub-Type*: Staff, Faculty, Temp/Casual, etc.

Qualifications (Feeds to Performance Evaluation)

  • Certifications: Choose licenses and certs from drop down menus; will populate automatically from generic data if any exists.
  • Competencies: Not used.
  • Education: Choose minimum required education from drop downs; will populate automatically based on generic JD data if any exists.
  • Work Experience: Choose minimum required experience from drop downs; will populate automatically based on generic JD data if any exists.
  • Languages: Choose required or preferred languages as well as competencies, such as written, verbal, reading, etc.
  • Responsibilities: Second space to enter job duties; this information will feed over to performance evaluations allowing managers to rate employees on performance of duties. It's best to divide these job duties into sections so evaluation is not done on one large chunk of all duties.
  • Skills: Select required skills from drop down menus.
  • Training: Indicate any training required of employees from drop down menus.

History

  • Offers history of all actions taken to change this position description.

Enter Your Comment Box

Documents may be attached. However, bear in mind that attached memos will not stop Workday from routing the business process all the way to the Executive Approver 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.

After the above material is submitted and reviewed by the HR Partner (Research Partner for research positions), the following Subprocesses will trigger for the security role who initiated the action:

Default Compensation Change

Special Note: Edit Position Restrictions triggers the Default Compensation Change business process rather than the regular compensation change, which will only effect the salary rate assigned to the position, rather than the employee. Default Compensation is what will automatically populate fields for a position requisition when advertising a vacancy. This does not change the salary of the employee. If processing a reclassification with a change in salary, these edits must be followed by a second business process called Change Job.

Effective Date and Reason

  • Effective Date*: Shows the earlier selected effective date and reason for processing.

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 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 monthly paid employees.
  • Total Base Pay Range: 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 Range: 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.

Change Organization Assignments for Worker (Can skip if no changes)

  • This subprocess is used to review and change, if needed, the Company (Workstation) and the System Member Part for the Position or Worker. There is very little to fill out or change.
    • Company: Verify System Member is correct.
    • TAMUS System Member Part: Verify member part is correct, ie 02 for main, 10 for Galveston, etc.

Continued Routing

  • Consolidated review goes to HR Partner.

Final subprocess triggers for the initiator:

Assign Costing Allocations (Use this to select source funding)

This completes the Edit Position Restrictions business process. If the position is filled, a Change Job is necessary to change the employee's title and salary.