Overview
When an employee has a title change that moves their title from a University Staff (US) position to an Academic Staff (AS) or Limited Appointee (LI) job title by means other than recruitment, that employee is given the choice between maintaining their US employment category or moving to the AS or LI employee category associated with the job title through Employee Choice. It is required for the divisional Human Resources team to consult with the employee before the process is initiated in Workday as this decision has impact on the employee’s benefits.
If the employee chooses to move to the new employee category assigned in their new position's designated Standard Job Description (SJD), this would be processed as a separate transaction from the title change. This change in employee category can be made at any point during the employee’s time in the position and cannot be reversed. The Employee Choice change will be made effective according to the policy outlined in the Employee Choice Processing Dates document.
Processing in Workday
If an employee elects for Employee Choice, moving their employment category to the new employment category assigned to the SJD is processed through two separate transactions within the Change Job business process.
Below are instructions on how to process changes to the title and Employee Category.
Promotion/Lateral/Demotion
| Step 1: Enter Title Change |
See the Change in Responsibilities and Title – Promotion, Lateral, or Demotion HR Guide for processing instructions. Within this transaction, the appropriate Additional Job Classifications and Legacy Organizational Assignment must be added to ensure they retain the University Staff benefits and UW Employee Category ADD:
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Step 2: Review Worker Profile |
After the title change is successfully completed in Workday, you may review the worker profile under Job > Job Details (UW) to ensure it displays the following, indicating that they are in an AS title, but hold US benefits and employee category. |
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Step 3: Notify Employee |
After the title change has been fully approved, you may notify the employee. Please see our Rate and Title Change Template job aid for template language. Set up a meeting with the employee who is eligible for Employee Choice to discuss the options available to them (i.e. remain University Staff or change to Academic Staff). Please see the Employee Choice: Side-by-Side Comparison job aid to assist with your conversation. |
Employee Choice/Voluntary Reassignment
| Step 1: Meet with Employee |
Set up a meeting with the employee who is eligible for Employee Choice to discuss the changes that will take place if they move from US to AS/LI. Some potential changes may include:
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| Step 2: Complete Documentation | Send the employee the Transfer via Employee Choice form. This document provides comparison between appointment information and benefits between the University Staff and Academic Staff/Limited Appointee appointment. Completed forms will serve as the employee’s formal agreement to the terms of the Employee Choice transition. |
| Step 3: Initiate the Job Change in Workday |
Initiate the Change Job business process for the existing position. This will maintain the employee’s current position number.
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| Step 4: Remove Additional Job Classifications and Legacy Organizational Assignment |
Within this transaction, the appropriate Additional Job Classifications and Legacy Organizational Assignment must be removed to ensure they move to the Academic Staff Employee Category. REMOVE:
Note: Ensure no compensation is provided with this change |
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Step 5: Attach Employee Choice Form |
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Step 6: Review & Approval by Other Security Roles
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After the rate change is submitted, will be sent for review and approval by those with the following security roles:
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