Faculty Phased Retirement

Tags workday

Quick Reference Guide

Objective or Task

Process a phased retirement for a faculty member in Workday, including related service date and academic appointment updates.

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 faculty member’s profile, select Job Change, and then select Start Job Change.

  2. On the Start Job Change page:

    • Enter the Worker name.
    • In What do you want to do?, select the option for Phased Retirement.
    • Select OK.

  3. In the Start Details section:

    • Enter the Effective Date for phased retirement.
    • Indicate whether to use the next pay period.
    • Save the section before continuing.

  4. If the faculty member is tenured:

    • Update the Job Profile to a term position within the Non‑Tenure Track job family.
    • If the faculty member is already non‑tenure track, skip this step.

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

    • The Time Type remains Full Time.

  6. In the Details/Administrative section:

    • Set Employee Type to Regular Term (Fixed Term).
    • Enter an End Employment Date that corresponds to the end of the phased retirement period.
    • Note this date for later steps.

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

  8. Add required Comments and attach the Phased Retirement Contract.

  9. Select Submit to route the job change for approval.

Part 2: Edit the Service Date

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

  2. Enter the Retirement Eligibility Date.

    • This date must 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.

If the original appointment was tenured:

  1. End the existing academic appointment:

    • Set the End Date to the day before the phased retirement effective date.
    • Select End of Appointment with a retirement reason.
    • Attach the phased retirement contract and submit.

  2. Add a new academic appointment:

    • Start Date equal to the phased retirement effective date
    • Track Type set to Term
    • Identifier set to Primary
    • Attach the phased retirement contract and submit.

If the original appointment was non‑tenure track:

  1. Update the existing academic appointment:
    • Align the End Date with the end of the phased retirement period.
    • Update the Roster Percent to match the new FTE.
    • Submit the update.

Outcome

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

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