Change in Unique Responsibilities

Overview

A change in unique responsibilities may be requested when an employee assumes permanent changes in responsibilities which are qualitative 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.

Required Documentation

Justification Documentation: All changes in unique responsibilities must provide justification documentation outlining evidence for the need. The justification documentation should include:
1. 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 just quantitative).
  4. This is typically considered a year or more after taking a new position, unless there are extenuating circumstances.
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:

Job Change (if compensation change) - See processing instructions below
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 are processed as a Job Change in Workday. These instructions 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	Once you are in the employee's Worker Profile: Select Actions Select Job Change Select Start Job Change . The Worker will populate based on the employee profile. Confirm Worker Select Permanent Change in Responsibilities Click OK
Step 3: Enter Details in 'Start Job Change'	Select the Effective Date 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. Update Business Title (optional) Pay Rate Type should not change Enter a Comment Add Attachment (optional) Click Submit
Step 4: Update Plan Assignment	Scroll to the Plan Assignment section: Click the Pencil Icon to make edits Update Amount Click Save Click Next
Step 5: Attach Justification	Enter a Comment Add Attachment* 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). 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, will be sent for review and approval by those with the following security role: HR Process Coordinator (Supervisory) UW (Optional) Can add ad hoc approver(s) Compensation Partner (Supervisory) Can edit if needed Cost Center Accounting Specialist (CCAS) The CCAS can make an adjustment to the costing allocation, if applicable. Position Budget Manager (Optional) Can add ad hoc approver(s) HR Partner (Supervisory) (Optional) Can add ad hoc approver(s) See Step 7 below for details on how to update the temporary job responsibilities
Step 7: Edit Position Restrictions	After the HR Partner (Supervisory) reviews and approves, they will: Click To Do Click Edit Position Restrictions Populate the employee name or their position number to find the position you need to edit Click OK Select Filled Position > Change Job - Update Responsibilities Only for the Position Change Reason Click on the Qualifications tab
Step 8: Update Unique Responsibilities	In the Responsibilities section: Do not change or remove any job responsibilities that are from the Standard Job Description (SJD) Click the + icon to add a new row and add unique responsibilities Enter and/or edit the unique responsibilities Enter Comment Add Attachment (optional) 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) Sample wording can be found in the Salary Notification Template 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