Fixed-Term: Job Change Data Change (paid positions)

JOB AID – Fixed Term Extensions (for paid positions)
Process: Job Change > Data Change
Purpose: The Job Change/Data Change feature is to be used to process date extensions for Fixed-Term positions, (contract extensions) for including those that include adjustments to pay amount. This process includes changes for those who require visa assistance. NOTE: This feature should only be used to extend people on paid, Fixed-Term roles only. This process does not apply to non-paid, contingent talent at this time.  

This process should not be used for promotions, changes of Job Profile, Job Family, Working Title, or Promotional activity whether posted or progressive. Currently worktag changes can’t be initiated in Workday, if a worktag change is needed for this Job Change, please complete a Payroll Action Form with the purpose of Worktag Change and submit it to the Budget office. 

Approvals: These actions will be approved by the direct Supervisor of the position, and the Supervisor of that Supervisor (Supervisor +1) regardless of who is initiating the workflow, with the exception of Job Profiles that fall in the Job Families of Research Faculty and Research Support. These positions will be approved by a Supervisor +2 workflow that will require approval from the direct Supervisor, that person’s Supervisor, and the next supervisory level above that position.

All Job Changes will be approved by MAPS, Budget, and Compensation. Employee’s needing visa assistance will also go to the International/Legal security group and to RTT for approval as needed.

Steps:

Initiator Steps

  1. Go to employee’s Profile and navigate to the blue Actions button as shown below.
  2. Select Job Change
  3. Select Start Job Change
    1. Select Data Change
    2. Change end date, rate of pay, and/or FTE





       
    3. Important: Summarize data change in comment section (i.e FTE change from 50% to 100%, employment dates extended, compensation change, or supervisor change). This is necessary for Budget to view what has changed. 
       
    4. Click Submit
       
  4. Initiator will be prompted to add Export Controls Form in all cases

     
    1. If a person is NOT a foreign National who requires visa assistance, simply click Submit
    2. If person is a foreign National who requires visa assistance, follow steps below
      1. For foreign Nationals with student visas F1 and J1 with work authorization, just click Submit
      2. For all Others:
        1. Select Maintain Worker Documents

           
        2. Enter employee's name

           
        3. Click Add

           
        4. Select Export Controls Form from Document Category drop-down
        5. Click Upload
        6. Select Done
        7. Return to your Task Tray


           
          1. Initiator will have a To Do item

             
          2. Click Submit to complete the Export Controls process

 

Employee Steps

  1. All employees will receive a task in their Workday Task Tray asking them to respond to a questionnaire. The questionnaire will inform them that a change process request has been submitted for approval and ask them whether or not they are a foreign national who now or in the future will require visa assistance.

     
  2. Employee will respond Yes or No
    1. If the employee responds Yes, they are also asked to provide the type of visa required
    2. If the employee responds Yes the approval process will include International/Legal and RTT
    3. If the employee responds No the process will continue

       
  3. Once all approvals are completed, a letter stating the details of the Job Change will be sent to the employee.
    1. Employee will receive a task in their Task Tray
    2. Review Letter
    3. Click I Accept
    4. it is important that the letter is accepted so the data change process can finalize

Note: to view the status of the Data Change request or to see who the task is awaiting approval from, go to the Employee profile in Workday, Job section on the left blue banner, click on Worker History from the options along the top in the Job Section.  Find the Data Change process in the list in the Employee's worker history and look to the right side of that line, it will have a Status columns and an Assigned To column.  You can click into the Data Change task by clicking on the blue link if you want to see the details or comments that have been added (if any).

 

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