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 new temporary responsibilities should align with the Standard Job Description (SJD) of the position the employee currently holds; 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 requests 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 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. Additionally, a TWA will not pay to an employee who is on a leave of absence.

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).

The Compensation Center of Excellence (CCoE) reviews and approves all TWA requests. The CCoE (Compensation Partner (Local)) is automatically routed the TWA transaction in Workday.

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.

Summer TWAs for 9-Month (Academic) Employees: TWAs cannot process on a position with a Summer compensation basis. If a 9-Month employee who is working during the summer should continue their temporary responsibilities, then the allowance amount will either need to be incorporated into the summer position's base salary, or a separate position should be created for the TWA amount; if the position is grant-funded, then a separate position is required for the TWA for effort reporting.

   

Add New Allowance - For employees with an SJD 

Overview

For Academic Staff and University Staff who have a Standard Job Description (SJD), a request for 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:

  • Compensation Partner (Local)
  • Compensation Partner (Supervisory)
  • 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 request (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. If the worker has more than one position, select the position this transaction is for.
  5. Select Temporary Change in Responsibilities
  6. Click OK
Step 3: Enter Details in 'Start Job Change' 

 Workday screenshot of starting 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. Select Temporary Change in Responsibilities under 'Why are you making this change?'
Step 4: Add Plan Assignment

Workday screenshot of 'Add Plan Assignment'

Workday screenshot of Plan Assignment

  1. Scroll to the Compensation 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. 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 Adding Allowance Plan Assignment

Enter information in the Add Allowance Plan Assignment section:

  1. Enter Amount
    1. Enter full annualized amount, prorated to FTE.
  2. Click on Additional Details arrow to expand the section and enter the end date(s). 
    1. The Expected End Date is optional. 
    2. The Actual End Date is what will end the TWA. This is the last day in which the TWA will be paid.
  3. Click OK
Step 6: Review and Submit

Workday screenshot of side panel

  1. Carefully review the data for accuracy. If changes need to be made, click between each section on the left side panel in order to make updates before you submit. 
  2. Enter a Comment
  3. Add the justification as an Attachment* using the document category 'Pay Supporting Documents'
  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. Compensation Partner (Local) 
    2. Position Budget Manager 
    3. HR Partner (Supervisory)
    4. Initiator 
      1. Generates letter for employee
    5. HR Parnter (Supervisory)
      1. To Do: Position Restrictions Step
        1. Once position restrictions are edited, return to the To Do Task and click Submit to move the business process forward.
    6. Cost Center Accounting Specialist (CCAS)
      1. Will make adjustments to the costing allocations, if applicable.
    7. Employee 
      1. Reviews document(s) in Workday
    Step 8: Update Job Responsibilities

    Workday screenshot of Edit Position Restrictions

    After the HR Partner (Supervisory) reviews and approves, they will need to Edit Position Restrictions. If the To Do task is not automatically kicked off, then you may need to search for the business process directly in the Workday search bar.

    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 and the qualifications tab 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) using the document category 'Pay Supporting Documents'
    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 / Edit Existing Allowance - For all employees

    Overview

    For employees who don't have a Standard Job Description (SJD), a request to 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 (Supervisory)
    • 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 request for employees with no SJD. Additionally, these steps outline how to process any edits made to the TWA for all employees (both with and without 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.

    New TWA (No SJD Only) or Edit/End TWA
    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 Worker. If the worker has more than one position, select the position this transaction is for.
    6. Select Reason: Allowance Plan >
      1. Add/Edit Allowance Plan (most common): This reason can be used to add, edit, or end an allowance plan. This reason will allow the option to generate a document to the employee.
      2. End Allowance Plan: Used when you are only ending an allowance plan. This reason will not generate a document to the employee, so if you would like to notify the employee of a new end date, you may want to use the 'Add/Edit Allowance Plan' reason instead.
    7. Click OK
    Step 3: Enter Allowance

    Workday screenshot of Plan Assignment

    Workday screenshot of Adding Allowance Plan Assignment

    Scroll to the Compensation section :

    1. If you're adding a new TWA:
      1. 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. 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
      2. Enter information in the Add Allowance Plan Assignment section:
        1. Enter Amount
          1. Enter full annualized amount, prorated to FTE.
        2. Click on Additional Details arrow to expand the section and enter the end date(s). 
          1. The Expected End Date is optional.  
          2. The Actual End Date is what will end the TWA. This is the last day in which the TWA will be paid.
        3. Click OK
    2. If you're editing an existing TWA, click on the Three Dots next to the existing allowance plan to make edits.
      1. Edit the amount and/or click on the 'Additional Details' arrow to expand the section and update the end date(s).
      2. Click Save
    3. Enter a Comment
    4. Add the justification as an Attachment* using the document category 'Pay Supporting Documents'
    5. 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 4: 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. 

    1. Compensation Partner (Supervisory) 
    2. Compensation Partner (Local)
      1. Once Comp Partner (Local) approves, the Cost Center Accounting specialist receives a notification that the employee has received an adjustment to their base pay via a base building adjustment.
    3. Initiator 
      1. Generates letter for employee
    4. HR Parnter (Supervisory)
      1. To Do: Position Restrictions Step
        1. Once position restrictions are edited, return to the To Do Task and click Submit to move the business process forward.
    5. Cost Center Accounting Specialist (CCAS)
      1. Will make adjustments to the costing allocations, if applicable.
    6. Employee 
      1. Reviews document(s) in Workday

      Edit/End 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. 

      Employees who require changes to their temporary responsibilities should follow the steps outlined in the Business Process Map for Compensation Changes.

      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

      Modifying an existing TWA can either be processed through 'Request Compensation Change' (or 'Job Change' if modifications also need to be made to responsibilities listed in the position description).

      If changes need to be made to the temporary responsibilities listed in the position description, then the request can be initiated via 'Job Change'. Processing instructions are listed above under the 'Add New/Edit Allowance - For employees with an SJD' section.

      • NOTE: If you are ending a TWA, then you will also need to remove the additional responsibilities either through a To Do Task, or as a stand-alone business process (Edit Position Restrictions).

      If changes do not need to be made to the position description, only the TWA amount and/or end date, then the request can be initiated via 'Request Compensation Change'. Processing instructions are listed above under the 'Add New/Edit Allowance - For employees without an SJD' section.

      For ending the TWA when an employee transfers to a new position, the TWA can either be ended as a stand-alone process, or it can be ended when hiring the new employee into the new position. 

      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.

      How Payments are Calculated

      Overview

      All allowance plans are paid based on the frequency configured for each plan. TWAs do not prorate based on FTE, but they do prorate based on effective dates.

      Annual:  Set amount divided by the number of pay periods. The amount entered into the Allowance Plan Assignment would be the annual TWA amount, prorated to the FTE.

      •  9-Month position: (Annual Allowance Amount * FTE)  / 19.5 pay periods
      • 12-Month position: (Annual Allowance Amount * FTE)  / 26 pay periods

      Hourly: Amount paid per hour determined by worker's timesheet

        Scenarios in Workday

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

        Scenario A - Amount (12-Month)

        Scenario A

        Employee A is a full-time (100% FTE) employee with an annualized base salary at $95,000/12-Month. They are beginning new temporary responsibilities providing them with a TWA of $5,000 for the year with effective dates from 6/28/2026 through 6/26/2027.

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

        TWA Allowance to Enter in Workday:

        Amount: $5,000

        Compensation Plan: Temporary Work Assignment Supplement Amount

        12-Month at 100% FTE (Amount)
          Base Allowance Total

        Total Base Salary & Allowance (what is entered in Workday)

        		 $95,000 $5,000 $100,000 / 12-Month
        Total Biweekly Amount $3,653.84 $192.31 $3,846.15 / Biweekly
        Total Amount Paid (26 Pay Periods) ~$95,000 ~$5,000 ~$100,000 

        Scenario B - Amount (9-Month)

        Scenario B

        Employee B is a full-time (100% FTE) employee with an academic base salary at $75,000/9-Month. They are beginning new temporary responsibilities providing them with a TWA of $10,000 for the academic year with effective dates from 8/17/2026 through 5/16/2027.

        If a full-time, 9-Month salaried worker is given the $10,000 TWA, they will receive an allowance of $512.82 each biweekly pay period ($10,000/19.5 pay periods), in addition to their base salary, until the end date of the allowance plan.

        Note: TWAs cannot process on a position with a Summer compensation basis. If a 9-Month employee who is working during the summer should continue their temporary responsibilities, then the allowance amount will either need to be incorporated into the summer position's base salary, or a separate position should be created for the TWA amount; if the position is grant-funded, then a separate position is required for the TWA for effort reporting.

        TWA Allowance to Enter in Workday:

        Amount: $10,000

        Compensation Plan: Temporary Work Assignment Supplement Amount

        9-Month at 100% FTE (Amount)
          Base Allowance Total

        Total Base Salary & Allowance (what is entered in Workday)

        		 $75,000 $10,000 $85,000 / 9-Month
        Total Biweekly Amount

        $1,923.08 (Paycheck 1)

        $3,846.15 (Paychecks 2-20)

        $256.41 (Paycheck 1)

        $512.82 (Paychecks 2-20)

        $2,179.49 / Biweekly (Paycheck 1)

        $4,358.97 / Biweekly (Paychecks 2-20)
        Total Amount Paid (19.5 Pay Periods) ~$75,000 ~$10,000 ~$85,000 

        Scenario C - Amount (Hourly)

        Scenario C

        Employee C is a full-time (100% FTE) employee with an hourly base rate set at $25.00 per hour. They are beginning new temporary responsibilities providing them with a TWA of $5.00/hour with effective dates from 6/28/2026 through 6/26/2027.

        If a full-time hourly worker is given the $5.00/hour TWA, they will receive an allowance of $5 per hour for every hour recorded on their timesheet until the end date of the allowance plan; if they work 80 hours in a biweekly pay period, they will get paid $400 each biweekly pay period ($5.00 * 80 hours) for the TWA, along with their base rate, until the end date of the allowance plan.

        TWA Allowance to Enter in Workday: 

        Amount: $5.00

        Compensation Plan: Temporary Work Assignment Supplement Amount

        Hourly at 100% FTE (Amount)
          Base Allowance Total

        Total Hourly Base Rate & Allowance (what is entered in Workday)

        		 $25.00 $5.00 $30.00 / Hour
        Total Biweekly Amount $2,000.00 $400.00 $2,400.00 / Biweekly
        Total Amount Paid (26 Pay Periods) ~$52,000 ~$10,400 ~$62,400

        Scenario D - Prorated to Effective Dates

        Scenario D

        Employee D is a full-time (100% FTE) employee with an annualized base salary at $80,000/12-Month. They are beginning new temporary responsibilities providing them with a TWA of $10,000 with effective dates from 6/28/2026 through 12/26/2026 (13 pay periods).

        If a full-time, 12-Month salaried worker is given the $10,000 TWA, they will receive $384.62 each biweekly pay period ($10,000/26 pay periods), in addition to their base salary, until the end date of the allowance plan. With effective dates from 6/28/2026 to 12/26/2026 (13 pay periods), that would provide a full TWA amount of $5,000.06 ($384.62 * 13 biweekly pay periods).

        TWA Allowance to Enter in Workday: 

        Amount: $10,000

        Compensation Plan: Temporary Work Assignment Supplement Amount

        12-Month at 100% FTE for 13 Full Pay Periods (Amount)
          Base Allowance Total

        Total Base Salary & Allowance (what is entered in Workday)

        		 $80,000 $10,000 $90,000 / 12-Month
        Total Biweekly Amount $3,076.92 $384.62 $3,461.54 / Biweekly
        Total Amount Paid (13 Pay Periods) ~$40,000 ~$5,000 ~$45,000 

        Scenario E - Part-Time <1.0% FTE

        Scenario E

        Employee E is a part-time (50% FTE) employee with an annualized base salary at $100,000/12-Month. They are beginning new temporary responsibilities providing them with a TWA of $10,000 with effective dates from 6/28/2026 through 6/26/2027.

        If a 50% 12-Month salaried worker is given the $10,000 TWA, they will receive $192.31 each biweekly pay period (($10,000 * .50)/26 pay periods), in addition to their base salary, until the end date of the allowance plan. At a 50% FTE, the employee would expect to receive an allowance of $5,000 through the year. The total amount must be calculated outside of Workday as allowances will not prorate based on FTE.

        TWA Allowance to Enter in Workday: 

        Amount: $5,000

        Compensation Plan: Temporary Work Assignment Supplement Amount

        12-Month at 50% FTE (Amount)
          Base Allowance Total

        Total Base Salary & Allowance (what is entered in Workday)

        $100,000

        		 $5,000 ($10,000 prorated to 50% FTE) $105,000 / 12-Month
        Total Biweekly Amount $1,923.08 $192.31 $2,115.39 / Biweekly
        Total Amount Paid (26 Pay Periods) ~$50,000 ~$5,000 ~$55,000 

        Additional Resources

        Questions?

        Contact compensation@ohr.wisc.edu.

        Updated: Jul. 17, 2026
        Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/temporary-change-in-responsibilities/

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