University of Wisconsin–Madison
Human Resources

Change in Unique Responsibilities

Overview

A change in unique responsibilities may be requested when an employee assumes permanent changes in responsibilities which are qualitative (i.e., doing different work) rather than quantitative (i.e., doing more of the same work). Such changes must be permanent job duties or responsibilities of growing importance to the operational unit that are either newly assigned or have evolved from the job's original functions. The new responsibilities should be of greater scope, impact, or complexity compared to the previous functions. The change in unique responsibilities may result in a salary adjustment; it does not lead to a change in the position's title. All requests should include a review to determine if a new title is more appropriate based upon the change.

For employees receiving a base adjustment who also have a Temporary Work Assignment (TWA), consider whether an adjustment to the TWA is appropriate. If a change is warranted, refer to the Temporary Change in Responsibilities HR Guide for processing instructions.

Required Documentation

  1. Justification Documentation: All requests for a change in unique responsibilities that includes a rate increase must include justification documentation outlining evidence for the need. The justification documentation should include: 
      1. A list of the current responsibilities with a comparison list of the proposed responsibilities; and
      2. Explanation of how the change in responsibilities came to be; and
      3. Evidence of a substantial change in responsibilities (qualitative rather than quantitative).
        1. Note: This is typically considered a year or more after taking a new position, unless there are extenuating circumstances.
  2. Organizational Chart: If the change involves changes in reporting structure, a proposed org chart should be attached.

Processing in Workday

Processing a change in unique responsibilities can be accomplished by using one of the following business processes in Workday:

  1. Job Change (if accompanied by a compensation change) - See processing instructions below
  2. Edit Position Restrictions (if no compensation change) - See Standard Job Description (SJD) Updates for processing instructions

Change in Unique Responsibilities (with Compensation Change)

Overview

For Academic Staff and University Staff who have a Standard Job Description (SJD) and a permanent change to their unique responsibilities with a compensation change, these changes are processed as a Job Change in Workday. The instructions below explain how to process the Job Change, including adjusting the compensation, changing the unique responsibilities, and attaching a justification. 

Who Can Initiate?

Generally the HR Process Coordinator (Supervisory) UW will initiate this process. A list of all security roles able to initiate include:

  • HR Executive (Local)
  • HR Executive (Supervisory)
  • HR Partner (Local)
  • HR Partner (Supervisory)
  • HR Process Coordinator (Supervisory) UW

Processing Change in Workday

The steps below outline how to process a change in unique responsibilities with a rate increase.

See the Business Process Map for Job Changes for the full approval process.

Change in Unique Responsibilities
Step 1: Find Employee

From the Workday landing page, enter the employee's name in the search box and select the employee.
Step 2: Start Job Change

Workday screenshot of 'Start Job Change'

Once you are in the employee's Worker Profile:

  1. Select Actions
  2. Select Job Change
  3. Select Start Job Change . The Worker will populate based on the employee profile.
  4. Confirm Worker
  5. Select Permanent Change in Responsibilities
  6. Click OK
Step 3: Enter Details in 'Start Job Change' 

Workday screenshot of 'Start Job Change'

  1. Select the Effective Date
    1. Note: The date chosen will default to the pay date for the next biweekly pay period in which the request falls. UW System policy does not allow for retroactive transactions.
  2. Update Business Title (optional)
  3. Pay Rate Type should not change
  4. Enter a Comment to explain what the change is for
  5. Add Attachment (optional)
  6. Click Submit
Step 4: Update Plan Assignment

Workday screenshot of Plan Assignment

Scroll to the Plan Assignment section:

  1. Click the Pencil Icon to make edits
  2. Update Amount
  3. Click Save
  4. Click Next
Step 5: Attach Justification
  1. Enter a Comment
  2. Add Attachment*
  3. Click Submit

*Note: Justification documentation is required for a change in unique responsibilities. The justification documentation can be uploaded as an attachment and should include:

    • A list of the current responsibilities with a comparison list of the proposed responsibilities; and
    • Explanation of how the change in responsibilities came to be; and
    • Evidence of a substantial change in responsibilities (qualitative rather than just quantitative).

Note: This is typically considered a year or more after taking a new position, unless there are extenuating circumstances.
Step 6: Review & Approval by Other Security Roles

After the rate change is submitted, it will be sent for review and approval by those with the following security role:

    1. HR Process Coordinator (Supervisory) UW
      1. (Optional) Can add ad hoc approver(s)*
    2. Compensation Partner (Supervisory)
      1. Can edit if needed
      2. (Optional) Can add ad hoc approver(s)*
    3. Cost Center Accounting Specialist (CCAS)
      1. The CCAS can make an adjustment to the costing allocation, if applicable.
    4. Position Budget Manager
      1. (Optional) Can add ad hoc approver(s)*
    5. HR Partner (Supervisory)
      1. (Optional) Can add ad hoc approver(s)*
      2. See Step 8 below for details on how to update the temporary job responsibilities

    *Note: All permanent change in responsibilities require review/approval by the CCoE. Please route to your CCoE contact listed in our Workday – CCoE Ad Hoc Approval HR Guide.
Step 7: Edit Position Restrictions

Workday screenshot of 'Edit Position Restrictions' button

Workday screenshot of 'Edit Position Restriction' details

After the HR Partner (Supervisory) reviews and approves, they will:

  1. Click To Do
  2. Click Edit Position Restrictions
  3. Populate the employee name or their position number to find the position you need to edit
  4. Click OK
  5. Select Filled Position > Change Job - Update Responsibilities Only for the Position Change Reason
  6. Click on the Qualifications tab
Step 8: Update Unique Responsibilities

Workday screenshot for 'Responsibilities' section of the Qualification tab.

  1. In the Responsibilities section:
      1. Do not change or remove any job responsibilities that are from the Standard Job Description (SJD)
      2.  Click the + icon to add a new row and add unique responsibilities
    2. Enter and/or edit the unique responsibilities 
  2. Enter Comment
  3. Add Attachment (optional)
  4. Click Submit

After the unique responsibilities and rate change are approved in Workday, the initiator, and the manager receive notifications. 

  • The HR Process Coordinator will:
    • Generate and customize the Job Change Letter (memo to employee)
    • Send memo to the employee for review in Workday
  • Next the Employee logs into Workday to review and acknowledge the memo by checking the acknowledgment box and submitting

Additional Resources

Questions?

Contact compensation@ohr.wisc.edu.

Updated: Aug. 25, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/change-in-unique-responsibilities/

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