Is It a Job Change?

Tags workday

Quick Reference Guide

Objective or Task

Determine whether a worker update should be processed as a Job Change in Workday or handled using a different task.

Instructions

  1. Identify what job attribute needs to change for the worker.

  2. Use a non‑Job Change process if you are updating only one of the following:

    • Supervisory Organization or Department
    • Business Title
    • Office or Work Space
    • Compensation only
    • Organization Assignments
    • Funding or cost allocation

  3. Use the Job Change business process when multiple job attributes must change in a single transaction or when the change aligns with a specific Job Change template.

  4. Confirm that a Job Change is not being used to update Default Weekly Hours.

    • Default weekly hours are used to calculate FTE and should not be changed.

  5. Select the appropriate Job Change template based on the type of worker and the reason for the change.

Job Change Template Guidance

General Job Changes

  • Use Location Change when the employee’s work location changes.
  • Use Absence Related FTE Change when FTE changes due to an absence.
  • Use Extend Employment End Date when a fixed term worker will continue working past the original end date.
  • Use Transfer to New Job when moving students or temporary workers to a different job.

Non‑Academic Employees

  • Use Involuntary FTE Change for reductions due to involuntary reasons.
  • Use Voluntary FTE Change for voluntary changes in hours or time type.

Contingent Workers

  • Use Extend Employment End Date for Contingent Worker if the engagement is extended.
  • Use Change Job Details for Contingent Worker when multiple attributes change.

Regular Staff Employees

  • Use Qualifying Period Revision when an employee must move to a similar‑level job during a qualifying period.
  • Use Staff to Academic Position when transferring from staff to academic employment.
  • Use Transfer to New Staff Position in limited cases where recruitment is not required.

Academic Employees

  • Use Academic FTE Change for grant‑ or faculty‑requested FTE changes.
  • Use Academic Promotion for rank promotions.
  • Use Transfer to New Academic Position when changing schools or units.
  • Use Change Disbursement Period when annual work or disbursement periods change.
  • Use Phased Retirement for initial or ongoing phased retirement actions.

Part‑Time Lecturers

  • Use Transfer PTL to Lecturer Inactive when assignments end but reappointment is expected within 18 months.
  • Use Correct PTL FTE when service hours change.
  • Use Reappoint Inactive Lecturer when returning within the 18‑month holding period.

Outcome

You can accurately determine whether a staffing action requires use of the Job Change business process and select the correct template or alternative task in Workday.

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