Job Change - Phased Retirement FTE Change

Tags workday

Quick Reference Guide

Objective or Task

Process a phased retirement job change and related follow‑up actions in Workday.

Instructions

Part 1: Initiate the Phased Retirement Job Change

  1. From the Workday landing page, enter Start Job Change in the search bar.

    • Alternatively, open the employee profile, select Job Change, and then select Start Job Change.

  2. On the Start Job Change page, enter the Worker and select the appropriate option in What do you want to do?, then select OK.

  3. In the Start Details section, update the Effective Date and indicate whether the next pay period should be used.

  4. If the employee is tenured faculty, update the Job Profile to a term position in the Non‑Tenure Track job family.

    • If the employee is non‑tenure track faculty, skip this step.

  5. In Location Details, update the Scheduled Weekly Hours to reflect the reduced FTE.

    • The Time Type remains Full Time.

  6. In the Details or Administrative section:

    • Update Employee Type to Regular Term
    • Enter an End Employment Date and make note of this date for later steps

  7. In the Academic section, optionally update the Annual Work Period, if applicable.

  8. Add Comments and attach the Phased Retirement Contract, then select Submit.

Part 2: Edit Service Date for Phased Retirement

  1. As an HR Specialist, open the Edit Service Date task from the Workday Inbox.

  2. Enter the Retirement Eligibility Date.

    • This date should match the phased retirement effective date.

  3. Select Submit.

Part 3: Update Academic Appointments

  1. As an Academic HR Partner, open the End, Add, or Edit Academic Appointment task from the Workday Inbox.

  2. If the original appointment was tenured:

  • End the existing academic appointment using the day before the phased retirement effective date.
  • Select End Academic Appointment > Retirement as the reason.
  • Attach the phased retirement contract and submit.
  • Add a new academic appointment with:
    • Track Type set to Term
    • Identifier set to Primary
    • Start Date matching the phased retirement effective date
  • Attach the phased retirement contract and submit.
  1. If the original appointment was non‑tenure track:
  • Update the existing academic appointment.
  • Align the End Date with the end of the phased retirement period.
  • Update the Roster Percentage to match the new FTE.
  • Submit the update.

Outcome

The faculty member’s phased retirement is processed in Workday with updated FTE, service dates, and academic appointments aligned to phased retirement policy requirements.

Print Article