Overview:
This KB helps define how to establish an effective date for business transactions in Workday. Information includes definitions of terms, guidance to establish an effective date, and the processing calendar.
UW-5023 Salary Adjustments: Salary adjustments will be effective the beginning of the pay period in which the Office of Human Resources (OHR) receives the request. OHR may delegate effective receipt to the division dean/director’s office. The Wisconsin Constitution (Art. IV, § 26) prohibits retroactive salary adjustments. In addition, Wis. Stat. § 109.03(1) prohibits making payments before work is performed. 
Effective date guidance (how to "lock-in" an effective date):
For processing of salary adjustments in Workday, the effective date cannot be earlier than the first day of the pay period in which approval is granted by the dean/director’s office as indicated by Compensation Partner Supervisory approval in the Workday system.Â
Workday Processing Calendar 2025
Workday Processing Calendar 2026
Definitions:
"Retro date" - Using an effective date in a prior pay period
"Backdate" - Using an effective date in the current pay period
Typical Business Process Workflow :
Initiator > Compensation Partner Supervisory > Compensation Partner Local 
Due to the retroactive payroll limitations in Workday and to ensure compliance with Wisconsin State Statute, retroactive effective dating will be limited to exceptional circumstances with approval from the Compensation Center of Excellence (CCoE).
The ability to “lock-in” an effective date will be determined by receiving the appropriate approvals within the respective pay period. An individual that initiates a business process will only be able to select the next available effective date when advancing a compensation change. An individual with the “Compensation Partner Supervisory” security role, however, can modify the effective date to a date that has since passed.
Flexibility will be given to Workday Compensation Partner Supervisory approval to backdate a business process if needed within the current pay period. The CCoE will review the request to ensure that appropriate approvals occurred within the assigned pay period prior to approving and advancing the business process for completion. 
Example:
There is a desire to use 8/10/2025 as the effective date. The School, College, Division has until 8/23/2025 to Compensation Partner Supervisory approve the business transaction in Workday. This approval could occur on 8/23/2025 as it is within the effective date pay period. If the transaction is approved after this date (8/24/2025), the next available effective date outlined int the Workday Processing Calendar must be used.
Additional Resources
- CCoE - Ad Hoc Approval
- Changes in Rate, Title, and Responsibilities KB
- Change in Responsibilities and Title – Promotion, Lateral, or Demotion KB
- Compensation Toolkit
- Pay Increases
- Salary Adjustments, HR Policy UW-5023
Questions?
Contact compensation@ohr.wisc.edu.