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. (Required) Enter your Comment
3. (Optional) Add Attachment
4. Click Submit

1. (Optional) Edit the Employee Visibility Date and click Save
2. Do not enter anything in the Total Base Pay or Guidelines sections
3. Click Add Plan Assignment and a side pane will appear for you to:
   1. 1. Select Allowance as the Compensation Plan Type
      2. Click OK
      3. Select Plan Type (one of the following):
         1. Temporary Work Assignment Supplement Amount - for specific amount you would like to pay
            • Enter Amount
            • Change Frequency if you are paying a specific amount each pay period (e.g. biweekly)
              • If "biweekly" is selected, enter the amount to be paid each biweekly pay period
              • If "annual" is selected, enter the full amount to be paid. The amount will be split evenly across the biweekly pay periods
         2. Temporary Work Assignment Supplement by Percentage - for specific percentage of the base salary (e.g. 10%)
            • Enter Percent
            • Change Frequency if you are paying a specific amount each pay period (e.g. biweekly)
      4.  Click Additional Details
         • Enter Actual End Date
      5. Click Save
4. Click Next  

1. Carefully review the data for accuracy
2. (Required) Enter your Comment*
3. (Optional) Add Attachment*
   1. Upload an updated organization chart (if applicable)
4. Click Submit

*Note: Justification documentation is required for a temporary change in responsibilities. The justification documentation can either be entered as a comment or uploaded as an attachment. The justification 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
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 7 below for details on how to update the temporary job responsibilities

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. (Required) Enter your Comment
8. (Optional) Add Attachment
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. Click OK

Enter the Effective Date and Reason:

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

Enter the Allowance:

1. Click Add
2. Under Compensation Plan, select All Compensation Plans and then correct allowance reason
   1. TWA Supplement Amount: Used for specific amount
   2. TWA Supplement Percentage: Used for percentage of their base salary
   3. TWA Supplement Multiple: Used only if the employee has more than one TWA
3. Enter an Amount
4. Confirm Currency
5. Confirm the Frequency aligns with the allowance amount you want to pay
6. Click Additional Details
   1. Enter Actual End Date
7. Click the Check Mark icon to Save

1. (Required) Enter your Comment*
2. (Optional) Add Attachment*
   1. Upload an updated organization chart (if applicable)

*Note: Justification documentation is required for a temporary change in responsibilities. The justification documentation can either be entered as a comment or uploaded as an attachment. The justification 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.

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) 

• • • 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

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.