University of Wisconsin–Madison
Human Resources

Temporary Change in Responsibilities

Overview

A Temporary Work Assignment (TWA) with a rate increase may be requested when an employee assumes a temporary change in responsibilities such as a temporary assignment while the unit is recruiting for a permanent position; an assignment of an unusual, short-term or non-recurring nature; or a temporary administrative or work assignment.  The temporary responsibilities should align with the Standard Job Description (SJD), otherwise a new position may need to be created. Per the Salary Administration Guidelines, it may be necessary for employees to assume additional and/or different responsibilities for a temporary period, typically no less than 90 and no more than 180 calendar days. 

For a temporary change in responsibilities, the current responsibilities are shifted so that the employee maintains no more than a 100% FTE; if the employee is not shifting their current responsibilities and will work over 100% FTE, then the change should be processed as an Overload.

Required Documentation

  1. Justification Documentation: All temporary change in responsibilities with a rate increase must provide 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 truly new responsibilities - not just more of the same; and
    4. If interim responsibilities, must have evidence that the new responsibilities are only a portion of another position.
  2. Organizational Chart: If the change involves changes in reporting structure, a proposed org chart should be attached.

Processing in Workday

A temporary change in responsibilities is processed as a Temporary Work Assignment (TWA) allowance in Workday. A TWA allowance is similar to a temporary increase in the worker’s base compensation rate, except in Workday the base compensation and Temporary Work Assignment are entered and maintained separately.

A temporary change in responsibilities is processed in Workday by either a Job Change or Compensation Change, depending on whether the employee has an SJD. Employees who do not have an SJD include all employees in Job Groups Category C, Faculty, Instructional Category, as well as some in Job Groups Research and Executive. Check the Titles with No SJD for a full list of titles. 

While it’s uncommon for a position to have more than one TWA, the "Temporary Work Allowance, Multiple (Amount)" reason could be used if more than one amount-based TWA is needed (maximum of two TWAs).

An end date should always be included for a TWA, up to one year at a time.

Note: Temporary Work Assignment Amounts are prorated based on the effective dates; they do not prorate based on FTE.

   

Add New Allowance - For employees with an SJD 

Overview

For Academic Staff and University Staff who have a Standard Job Description (SJD), a temporary change in responsibilities with a rate increase are processed as a Job Change in Workday. This document explains how to process the Job Change, including changing the temporary responsibilities as a 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 temporary change in responsibilities with a rate increase (for Academic Staff and University Staff who have an SJD).

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

Temporary Change in Responsibilities (with SJD)
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

Screenshot of the Worker Profile panel. The user hase clicked the Actions button to open the Actions menu. From the menu the user has selected Job Change and then selected Start Job Change from a submenu.

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
Step 3: Enter Details in 'Start Job Change' 

 Screenshot of a field labeled, When do want this change to take effect?

  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
Step 4: Add Plan Assignment

Workday screenshot of 'Add Plan Assignment'

  1. Scroll to the 'Salary' section and click Add Plan Assignment. A side pane will appear for you to:
      1. Select Allowance as the Compensation Plan Type
      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. Click OK
Step 5: Enter Allowance Plan Assignment

Workday Screenshot of 'Allowance Plan Assignment' details

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
Step 6: Review and Submit
  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.
Step 7: Review & Approval by Other Security Roles

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
  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
Step 8: Update Job Responsibilities

Screenshot showing the Edit Position Restrictions button highlighted.

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
    Screenshot of the Edit Position Restrictions panel with the Position Change Reason field highlighted. The a tab lower on the screen, labeled qualifactions, is also highlighted.
  6. Click on the Qualifications tab:
    Screenshot of the Responsibilities section of the qualifications tab. The + icon is is highlighted, the list of responsibilities is highlighted, an Enter your comment field is highlighted, an option to select files to attach is highlighted, and the Submit button is highlighted.
    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)
    • 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

Add New Allowance - For employees without an SJD 

Overview

For employees who don't have a Standard Job Description (SJD), a temporary change in responsibilities with a rate increase are processed as a Temporary Work Allowance (TWA) in Workday. This document explains how to process a TWA via the Compensation Change process, including uploading the list of temporary responsibilities and justification as an attachment.

Employees who do not have an SJD include all employees in Job Groups Category C, Faculty, Instructional Category, as well as some in Job Groups Research and Executive. Check the Titles with No SJD for a full list of titles. 

Who Can Initiate?

  • Compensation Partner (Local)
  • Compensation Partner (Supervisor)
  • HR Executive (Supervisory)
  • HR Partner (Supervisory)
  • HR Process Coordinator (Supervisory) UW
  • Shared Services-Compensation UW
  • Shared Services-Human Resources UW

Processing Change in Workday

The steps below outline how to process a temporary change in responsibilities with a rate increase for employees with no SJD.

After the temporary change in responsibilities and rate change are approved in Workday, the initiator, and the manager receive notifications. Additionally, the Cost Center Accounting Specialist (CCAS) receives notification that a 'Worker' received a change to their current allowance plan. The CCAS can make an adjustment to the costing allocation, if applicable.

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

Temporary Change in Responsibilities (No SJD Only)
Step 1: Find Employee

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

Screenshot of the Worker Profile panel. The user hase clicked the Actions button to open the Actions menu. From the menu the user has selected Compensation and then selected Request Compensation Change.

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
Step 3: Enter Effective Date & Reason

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
Step 4: Enter Allowance

Screenshot of the Allowance panel. The Compensation Plan field is highlighted, the Amount field is highlighted, the Currency field is highlighted, the Frequency field is highlighted, and the Actual End Date field is highlighted.

Scroll to the 'Allowance' section :

  1. Click Add
  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.
Step 5: Review & Approval by Other Security Roles

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) 
    • 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

Note: 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.

Change/Edit Existing Allowance

Overview

Occasionally, updates may be required for a previously approved Temporary Work Allowance (TWA), such as changes to the payment amount, end date, or payment frequency. The following steps outline how to process these updates using the Compensation Change process.

Employees who require change to their temporary responsibilities should follow the steps outlined in the Business Process Map for Job Changes (that process is not outlined here). 

Who Can Initiate?

  • Compensation Partner (Local)
  • Compensation Partner (Supervisor)
  • HR Executive (Supervisory)
  • HR Partner (Supervisory)
  • HR Process Coordinator (Supervisory) UW
  • Shared Services-Compensation UW
  • Shared Services-Human Resources UW

Processing Compensation Change in Workday

The steps below outline how to modify an existing TWA. Changes to the Amount, Frequency, and Actual End Dates can be made after a TWA has been entered/approved, if needed.

After the change is approved in Workday, the initiator, and the manager receive notifications. Additionally, the Cost Center Accounting Specialist (CCAS) receives notification that a 'Worker' received a change to their current allowance plan. The CCAS can make an adjustment to the costing allocation, if applicable.

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

Change/Edit Existing Allowance
Step 1: Find Employee

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

Select Request Compensation Change

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 of the change
  5. Confirm Employee
  6. Click OK
Step 3: Enter Effective Date & Reason

In the 'Compensation' section, confirm 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

Select Effective Date & Reason
Step 4: Edit Allowance
  1. Scroll to the 'Allowance' section and click the Pencil Icon to make edits. Changes can be made to the amount and end date(s).
  2. Edit the corresponding field which needs editing. Edit the amount and/or click on the 'Additional Details' arrow to expand the section and update the end date(s).
  3. Click the Check Mark icon to Save
Step 5: Enter Justification Documentation
  1. Enter a Comment
  2. Add Attachment*
  3. Click Submit

*Note: Justification documentation is required for a change to a TWA. The justification documentation can be uploaded as an attachment and should describe why the change is being made.
Step 6: Submit Compensation Change

Click Submit

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) 
    • 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

Note: 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.

How Payments are Calculated

Overview

All allowance plans are paid based on the frequency configured for each plan.

  • Annual: Set amount divided by the number of pay periods: 9-month position will have the allowance amount/19.5 pay periods; 12-month position will have the allowance amount/26 pay periods.
  • Hourly: Amount paid per hour determined by worker's timesheet.

Note: Temporary Work Assignment Amounts are prorated based on the effective dates; they do not prorate based on FTE. 

Scenarios in Workday

The following scenarios illustrate how the Temporary Work Assignment (TWA) and compensation are calculated in Workday.

Scenario A - 12-Month

Scenario A

Employee A is a full-time employee and has a primary position with their total salary and allowances at $100,000/12-month. They have a temporary change in responsibilities providing them with a TWA allowance of $5,000 with effective dates from 6/29/2025 through 6/27/2026.

If a full-time, 12-month salaried worker is given the $5,000 TWA, they will receive $192.31 each biweekly pay period ($5,000/26 pay periods) until the end date of the allowance plan.

HRS to Workday - 12 Month
HRS Workday
Compensation Basis: Annual - A-basis 12-month
FTE 100% 100%
Base Compensation

$100,000

Includes $5,000 TBA

 $95,000
Allowance

n/a

 $5,000
Frequency

n/a

 Annual
Total Biweekly Amount Paid to Employee

$3,846.15

 $3,846.15

Scenario B - 9-Month

Scenario B

Employee B is a full-time employee and has a primary position with their total salary and allowances at $80,000/9-month. They have a temporary change in responsibilities providing them with a TWA allowance of $5,000 with effective dates from 8/18/2025 through 5/17/2026.

If a full-time, 9-month salaried worker is given the $5,000 TWA, they will receive $256.41 each biweekly pay period ($5,000/19.5 pay periods) until the end date of the allowance plan.

Note, the 9-month employee will not get paid this allowance if the position is on a short work break (SWB). If the 9-month employee is working during the summer, then a separate TWA will need to be added to the summer position(s).

HRS to Workday - 9-Month
HRS Workday
Compensation Basis: Academic - C-basis 9-month
FTE 100% 100%
Base Compensation

$80,000

Includes $5,000 TBA

 $75,000
Allowance

n/a

 $5,000
Frequency

n/a

 Annual
Total Biweekly Amount Paid to Employee

$4,102.56

$4,102.56

Scenario C - Hourly

Scenario C

Employee C is a full-time employee and has a primary position with their total compensation and allowances at $25.00 per hour. They have a TWA allowance of $5.00/hour with effective dates from 6/29/2025 through 6/27/2026.

If a full-time hourly worker is given the $5.00/hr TWA, they will receive $400 each biweekly pay period (($5.00*2080)/26) until the end date of the allowance plan.

HRS to Workday - Hourly
HRS Workday
Compensation Basis: Hourly Hourly
FTE 100% 100%
Base Compensation

$25.00

Includes $5.00 TBA

 $20.00
Allowance

n/a

 $5.00
Frequency

n/a

 Hourly
Total Biweekly Amount Paid to Employee

$2,000

$2,000

Scenario D - Prorated to effective dates

Scenario D

Employee D is a full-time employee and has a primary position with their total salary and allowances at $100,000/12-month. They have a temporary change in responsibilities providing them with a TWA allowance of $5,000 with effective dates from 6/29/2025 through 12/27/2025 (13 pay periods).

If a full-time, 12-month salaried worker is given the $5,000 TWA, they will receive $192.31 each biweekly pay period ($5,000/26 pay periods) until the end date of the allowance plan. With effective dates from 6/29/2025 to 12/27/2025 (13 pay periods), that would provide a full TWA amount of $2,500.03 ($192.31 * 13 biweekly pay periods).

HRS to Workday - Prorated to effective dates
HRS Workday
Compensation Basis: Annual - A-basis 12-month
FTE 100% 100%
Base Compensation

$100,000

Includes $5,000 TBA

 $95,000
Allowance

n/a

 $5,000
Frequency

n/a

 Annual
Total Biweekly Amount Paid to Employee

$3,846.15

$3,846.15
Total TWA Amount Paid Between 6/29/2025 through 12/27/2025

$2,500.03

$2,500.03

Scenario E - Part-time - 50% FTE

Scenario E

Employee E is a part-time employee and has a primary position (50% FTE) with their total salary and allowances at $100,000/12-month. They have a temporary change in responsibilities providing them with a TWA allowance of $5,000 with effective dates from 6/29/2025 through 6/27/2026.

If a part-time (50% FTE), 12-month salaried worker is given the $5,000 TWA, they will receive $96.15 each biweekly pay period (($5,000*.50)/26 pay periods) until the end date of the allowance plan. At a 50% FTE, the employee would expect to receive $2,500 through the year.

HRS to Workday - <1.0 FTE 
HRS Workday
Compensation Basis: Annual - A-basis 12-month
FTE 50% 50%
Base Compensation

$100,000

Includes $5,000 TBA

 $95,000
Allowance

n/a

 $5,000
Frequency

n/a

 Annual
Total Biweekly Amount Paid to Employee

$1,923.08

$1,923.08
Total TWA Amount Paid at 50%

$2,500

$2,500

Additional Resources

Questions?

Contact compensation@ohr.wisc.edu.

Updated: Jul. 21, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/temporary-change-in-responsibilities/

Did you find what you need?