Start Job Change: Promotion New Position

This job aid walks through an example of completing a Start Job Change using the Promotion New Position reason. While Promotion New Position is just one type of position change, many of the steps, fields, and considerations shown in this example apply to other position change reasons as well. Use this job aid to better understand the overall process and key information that may be required when completing Start Job Change.

1. Navigate to the Employee’s Worker Profile.
2. Select Actions > Job Change > Start Job Change.
3. The Worker field will be pre-populated.
4. In the What do you want to do? field, select the reason that best matches the change you are making. Each reason populates only the fields specific to that change, which will be displayed on the next page. Review the Job Change Reason reference guide to help make your selection.
5. Select OK.
6. When you do want this change to take effect? Enter the appropriate date.
7. In the Transfer Information section, review and update fields as needed.
   • Which team will this person be moving to? Enter the Supervisory Organization that the Employee will be in. If they are not changing Supervisory Organizations, no changes are needed to this section.
   • Who will be this person’s manager? Based on the information entered in the team field, this will auto-populate.Note: This section will only appear if you are using the following reasons: Promotion New Position, Demotion New Position, Employee Transfer, and Transfer Reorganization.
8. In the Position section, complete the following fields:
   • What do you want to do with this person’s position? When an Employee moves positions you will need to select the appropriate option for what to do with the worker’s previous position.IMPORTANT: Move position with the worker should never be selected when moving across companies. e.g. A worker is moving from TAMU to System Office.
   • Select a position for this change. Select the new position the Employee is moving to.
9. Based on the selected position, the following sections will auto-populate. As noted in the prerequisites, the details of the position should be reviewed before initiating Start Job Change. The remaining steps assume this review has already been completed.
10. In the Job Details section, review and edit fields as needed:
    • What will this person’s new job profile be?
    • What is the job title? 
    • What is the business title? Edit this field if the business title should be different from the job title.
    • Select a Pay Rate Type.
    • Select Additional Job Classification(s). Use this field to override or add job classifications on the position if needed.IMPORTANT: For positions that require risk training, be sure to select the Additional Job Classification: Exposure Risk Training, if the job classification is not already assigned at the Job Profile level.
11. In the section Administrative Details section, review and edit the fields as needed:
    • Employee Type.
    • First Day of Work. This date must be the same as the Effective Date.
12. In the Work Location section, edit and review the following fields as needed:
    • Where is the new location? This is the geographic city with the Member Acronym, e.g. College Station SO.
    • Select a work space at this location. Optional.
13. In the Worker Time section, review and edit the fields as needed:
    • What is the time type for this position?
    • Scheduled Weekly Hours. For Full time employees, do not edit. For Part time employees, edit as needed.
      
14. In the Academic section, select an Annual Work Period and Disbursement Period. These two fields must match.
15. Select Submit.

Navigate to the Up Next tab for the next steps in the process.

Compensation

The initiation is complete and Workday will now automatically route you to the Compensation subprocess. You will receive a notification stating We need more information to complete this change, along with an alert saying not to remove the Merit Plan and to restore it. You will be able to restore the Merit Plan when you move to the Compensation page next.

1. Select Next.
2. On the Compensation page, review, add or edit the information. Many fields will auto-populate based on the position. To edit any section, select the Related Actions menu next to the section you would like to edit and select Edit.
   • Employee Visibility Date. Optional. Enter the date the Employee should see their change in Compensation. If left blank, Employee Visibility Date will default to the Effective Date of the Start Job Change.
   • Guidelines. New guidelines for the new position are now visible.
   • Plan Assignment. Use the Guidelines to make updates to the Hourly or Salary Plan Assignment as needed. In the Merit Plan, select the Related Actions menu and select Restore to restore the Merit Plan.
     
3. Select Next.
4. On the Review and Submit page, review all of the changes you made to ensure that you have entered everything correctly.
5. Select Submit.

The required next steps will vary based on the reason for this change and member selection

Upcoming Review/Approvals

Either the HR contact or HR partner will receive an inbox task to review based on member selection. Additional security roles such as Department Head or an Executive Approver will receive an inbox task to approve the business process.

Note: When multiple Executive Approvers are assigned to an organization, all Executive Approvers will be required to approve select tasks to move the process forward.

Any onboarding activities required as a result of changes made during this business process will route to the Employee.

Potential Tasks and To Dos

• If the Job Change is initiated from recruiting, the HR Partner or HR Contact will receive the Inbox Task Request One-Time Payment to confirm a one-time payment that was included in the offer or enter a one-time payment if agreed to after the offer stage; the step can be skipped if a one-time payment will not be given.
• The HR Contact or HR Partner will receive a To Do Offboarding Procedure if there is a change in location, company or Supervisory Organization.
• If the Employee is no longer leave benefits eligible, 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.
• If the Employee is Faculty and their Annual Work Period has change to or from 12 month, the Absence Partner will receive the To Do Move Time Off Balance.
• If the Worker is assigned a new Supervisory Organization or a new position in the same Supervisory Organization, the HR Contact or HR Partner will receive the Inbox task Assign Roles if the Worker’s new position needs assignments changed or added.
• 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 Benefits Partner will receive a To Do Initiate Medical Change Only Benefit Event for Retiree if the Worker is a Retiree enrolled Medicare A&B.
• 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.

Assign Costing Allocation (Budget Contact)

The current Budget Contact will receive the Assign Costing Allocation task if the Worker is not changing Supervisory Organizations otherwise, the task is routed to the Budget Contact supporting the new Supervisory Organization.

For more information about how to complete this task, use the Assign Costing Allocations job aid or the Costing Allocation quick reference guide on Workday Help.

Potential To Dos

• The Budget Contact, 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 position may receive the To Do Inactivate Ongoing Payroll Input or Tax Treaty to end date the payroll input or tax treaty for these items

If the Employee is moving to a different company, the following To Dos will route:

• 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 Reference Guide on Workday Help for more details.
• Payroll Administrator may receive the To Do Inactivate Withholding Order to end date and report the termination date for the withholding order to the Attorney General’s office website.

This completes the Start Job Change business process using the reason Promotion New Position is now complete.