Temporary Change in Responsibilities

From the Workday landing page, enter the employee's name in the search box and select the employee.

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 Temporary Change in Responsibilities
6. Click OK

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. Enter a Comment
3. Add Attachment (optional)
4. Click Submit

1. Scroll to the 'Salary' section and click Add Plan Assignment. A side pane will appear for you to:
   1. 1. Select Allowance as the Compensation Plan Type
      2. Select the Compensation Plan. TWAs are typically Temporary Work Assignment Supplement Amount
         1. If the employee already has an active TWA, then you would use Temporary Work Allowance, Multiple (Amount) if a second TWA is needed.
      3. Click OK

When entering the allowance in 'Add Allowance Plan Assignment':

1. Enter Amount
2. Frequency should default to 'Annual'
3. Click Additional Details
   1. Enter Expected End Date (optional)
   2. Enter Actual End Date. This is the last day that the TWA will be paid.
4. Click OK
5. Click Next

1. Carefully review the data for accuracy
2. Enter a Comment
3. Add Attachment* 
4. Click Submit

*Note: Justification documentation is required for a temporary change in 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 truly new responsibilities - not just more of the same; and
  • If interim responsibilities, must have evidence that the new responsibilities are only a portion of another position.

After the temporary change in responsibilities and rate change are submitted, 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 TWAs (new and edits) require review/approval by the CCoE. Please route to your CCoE contact listed in our Workday – CCoE Ad Hoc Approval HR Guide.

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:
   
   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
      3. Note: If you do not see any responsibilities listed (i.e. the employee does not have an SJD), you will need to cancel the Job Change and process as a Compensation Change instead. See Processing Temporary Change in Responsibilities (No SJD) for detailed instructions.
   2. Enter the new responsibility that is driving the temporary change
7. Enter Comment
8. Add Attachment (optional)
9. Click Submit

After the temporary change in 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

From the Workday landing page, enter the employee's name in the search box and select the employee.

Once you are in the employee's Worker Profile:

1. Select Actions
2. Select Compensation
3. Select Request Compensation Change. The Employee will populate based on the employee profile.
4. Confirm 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.
5. Confirm Employee
6. Select Position
7. Click OK

Enter the Effective Date and Reason:

1. Click the Pencil Icon to make edits
2. Confirm the Effective Date
3. Select Allowance Plan > Add/Edit Allowance Plan for Reason
4. Click the Check Mark icon to Save

Scroll to the 'Allowance' section :

1. Update the 'Allowance':
   1. New TWA: Click Add 
   2. Edit/End Existing TWA: Click on Pencil Icon to make edits. Changes can be made to the amount and end date(s). Edit the amount and/or click on the 'Additional Details' arrow to expand the section and update the end date(s).
2. Select the Compensation Plan. TWAs are typically Temporary Work Assignment Supplement Amount
   1. Note: If the employee already has an active TWA, then you would use Temporary Work Allowance, Multiple (Amount) if a second TWA is needed.
3. Enter Amount
4. Frequency should default to 'Annual'
5. Click Additional Details
   1. Enter Expected End Date (optional)
   2. Enter Actual End Date
   1. Enter a Comment
   2. Add Attachment* 
   3. Click Submit

*Note: Justification documentation is required for a temporary change in 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 truly new responsibilities - not just more of the same; and
• If interim responsibilities, must have evidence that the new responsibilities are only a portion of another position.

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

• The Compensation Partner (Supervisory) will:
  • Review and Approve
  • Generate and customize the Request Compensation 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

The Cost Center Accounting Specialist (CCAS) may review during this process in some scenarios. The CCAS can make an adjustment to the costing allocation, if applicable.

All TWAs (new and edits) require review/approval by the CCoE. With the TWA being initiated/edited via Request Compensation Change, that will automatically route to CCoE (Comp Partner Local).