Workday Job Aid HR: Request Compensation Change

Transcription

1 Workday Job Aid HR: Request Description This process allows for ad hoc compensation changes for a colleague (i.e., outside of the annual merit increase). When to Use Use this process to change compensation for a colleague outside of the annual merit increase, including: Across-the-Board Adjustment Adjustment to Grade Minimum Certification Completed Intro Period Contract Conversion NOTE: This process is for ad hoc compensation changes only. Annual merit increases are completed through a separate process. Related Reports Direct Reports Compensation Summary s Report In Progress s Education Progression Equity Pay Adjustment Exceptional Performance Market Adjustment Merit Salary Change Due to Reorganization Step Progression 1

2 HR: Request Business Process Steps and Roles Process roles are designated by security role, which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first.) Initiate : Compensation Partner, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative Review : HR Partner Receive Notification: HR Leader NOTE: If the base pay change is equal to and greater than 10%, the HR Leader will receive a notification. ROLE: Compensation Partner/ HR Representative/ HRSS Representative/ HR Partner HR Leader Initiate Review Approve Receives notification if base pay change is equal to and greater than 10% Page 2 of 13 2

3 HR: Request Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before requesting compensation change. This may include: Data Needed for Request The following data will be required: Manager discusses compensation change with HR Partner and/or compensation partner (if needed) in accordance with compensation guidelines Effective Date: Date pay change will be effective; should be start of a new pay period Reason: Reason for compensation change (list available) Notifications (a colleague or department should be notified outside of the Workday system) No notifications Variations There should be no variations to this process across the system. Other Resources No other resources Employee: Name of the colleague who will receive compensation change Applicable compensation components to be added or modified, such as: Salary Hourly Period Salary Unit Salary Allowance Commission Compensation Package Grade Amount Frequency SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section. Page 3 of 133

4 HR: Request Process Steps Initiate Which role(s) can do this step? Manager Compensation Partner HR Partner HR Representative HRSS Representative NOTE: If the base pay change is equal to and greater than 10%, the HR Leader will receive a notification. 1. Log in to Workday 2. Type request comp in the search box and press Enter Alternate Starting Steps: 1. Type the colleague s name in the search box 2. Click the related actions icon ( brick ) 3. Choose Compensation 4. Choose Request SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen. 5. Continue at step 4 (colleague name and first available effective date will auto-populate) Page 4 of 13 4

5 COMPENSATION CHANGE REASONS WHAT IS THIS? HR: Request 3. Click Request Compensation Change from the search results Initiate 4. Complete the Request for a specific colleague (* indicates required information) Effective Date Date pay change will be effective; should be start of a new pay period Reason Choose a reason (see list below) Employee Name of the colleague who will receive a compensation change 5. Click OK to continue To learn more about the reasons for non-merit compensation changes, go to NEED INFO. Across-the-Board Adjustment Adjustment to Grade Minimum Certification Completed Intro Period Contract Conversion Education Progression Equity Pay Adjustment Exceptional Performance Market Adjustment Merit Salary Change due to Reorganization Step Progression Page 5 of 13 5

6 WHAT IS THIS? HR: Request 6. To modify or add any component of a colleague s compensation, click the edit icon (* indicates required information) Initiate Click the checkmark icon to accept changes Effective Date Auto-populates to the start of next pay period; edit to choose a future date Use Next Pay Period Defaults to start of next pay period; uncheck to choose a future date SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Page 6 of 13 6

7 DO NOT USE WHAT IS THIS? HR: Request 7. Click Add or the edit icon next to the pay item(s) to adjust (* indicates required information) Initiate Click the checkmark icon to accept changes HINT: When you enter a value in the Percent Change box, the Amount and Amount Change values will update automatically. SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Salary Period Salary Unit Salary Commission Total Base Pay Range of base pay pre-populated based on Job Family and Job Profile Amount Hourly pay amount within the Total Base Pay range Amount Change Value of how much the hourly pay amount will be changed Percent Change Percentage of how much the hourly pay amount will be changed Currency Do not change from USD Frequency Frequency of payroll (drop-down menu) Page 7 of 13 7

8 HR: Request 8. Type comments and click Submit Initiate 9. Process moves to next step; click Done Page 8 of 13 8

9 HR: Request Which role(s) can do this step? HR Partner Review 1. Log in to Workday 2. Click Inbox 3. Find the and click to open (opens in the right pane of the screen) Page 9 of 13 9

10 HR: Request 4. Review the form Review Click the checkmark icon to accept changes Click the edit icon to open SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Page 10 of 10 13

11 HR: Request 5. Review the form (continued) Review Click the edit icon to open HINT: Items that changed will have a blue dot in front and will be noted with words such as added or was with the former information. 6. Type comments and click Approve 7. If increase is equal to and greater than 10%, the HR Leader will receive notification. Page 11 of 11 13

12 HR: Request Receive Notification of Which role(s) can do this step? HR Leader 1. Log in to Workday 2. Click Inbox Lydia Leader ( ) 3. Review the notification of compensation change. Page 12 of 12 13

13 HR: Request End of Process: Next Steps WHEN REQUEST COMPENSATION CHANGE PROCESS IS COMPLETE Colleague should review paystub after change is effective to confirm new compensation Page 13 of 13