This article explains how to initiate an Academic Action for promotion and tenure for faculty members in Workday. This process is used when a faculty member is promoted to the next rank and receives an increase in compensation.
This article explains how HR Initiators and Academic HR Partners can add an additional job for a current faculty member in Workday. Additional jobs are used for roles such as endowed chair, department chair, associate dean, program director, or similar academic leadership appointments.
This article explains how Academic HR Partners update a faculty member’s academic appointment in Workday when the faculty member moves from a term appointment to a tenured or tenure‑track appointment. This process is completed after the job change to a tenured or tenure‑track position is finalized.
This article explains how HR Initiators and HR Partners can add an academic appointment in Workday to track a faculty member’s academic rank and track type within an academic unit. Academic appointments may be added as a standalone action or as part of a hire or job change process.
This article explains how to hire a faculty member who will also perform additional academic leadership duties, such as chairperson, assistant dean, or dean. Faculty are hired into one primary position with base pay, and additional leadership duties are compensated through an additional job with an allowance.
This article explains how Change Job Approvers and Receiving Managers can review and approve a job change in Workday. Approving a job change is required to move the process forward or complete the requested updates to an employee’s job.
This article explains how managers, HR Initiators, and HR Partners can change an employee’s business title in Workday to better reflect job duties and help ensure the correct job is selected during business processes such as time entry.
This article explains how managers, HR Initiators, and HR Partners can change organization assignments for one or more employees in Workday when their assignments need to differ from the default supervisory organization for reporting or payroll purposes.
This article explains how HR Initiators and HR Partners can close an unfilled position in Workday to make it unavailable for future staffing. Use this process only when a position is no longer needed, as closed positions cannot be reopened.
This article explains how HR Initiators, HR Partners, HR Specialists, Primary Recruiters, and Academic HR Partners can contract a contingent worker in Workday. Contingent workers are individuals who are not paid directly by the University of Louisville but require system access, such as gratis faculty.
This article explains how HR Initiators and HR Partners can create a position in Workday without creating a job requisition. Use this process when a position is needed but hiring will not begin immediately.
This article explains how to enter an academic promotion for a faculty member in Workday. This process is used when a faculty member is promoted from one academic rank to the next, with or without a change in compensation.
This article explains how HR Initiators and HR Partners can edit position restrictions in Workday for a filled or unfilled position. Position restrictions apply only when a position is open and affect future hires or transfers into the position.
This article explains how to determine and assign the correct employee type in Workday. Employee types affect employment data, compensation, benefits, and time off, and selecting the correct type is required for all employees.
This article explains how HR Initiators and HR Partners can end an academic appointment in Workday. Academic appointments track a faculty member’s academic rank and track type, and ending an appointment may occur as a standalone action or as part of a termination process.
This article explains how HR Initiators can end an additional job for a worker who holds more than one position in Workday. Use this process when an employee is leaving one job but will remain employed in another position.
This article explains how HR Initiators can end a contingent worker contract in Workday when a contingent worker’s engagement is concluding.
This article explains how to add a joint academic appointment in Workday for a full‑time faculty member who holds appointments in more than one academic department or unit. A joint appointment requires creating a position, adjusting FTE on the primary job, adding an additional job, and adding a second academic appointment.
This article explains how to add an Emeritus or Emerita academic appointment in Workday for a retired faculty member. The Emeritus title is an academic title and is added as an academic appointment after retirement.
This article explains how to extend the employment end date for a fixed‑term faculty member in Workday as part of a reappointment. Use this process only when the reappointment involves no change in salary.
This article explains how to process a phased retirement for eligible faculty in Workday. Phased retirement allows tenured or term faculty to reduce their FTE, typically from 100% to between 33% and 50%, while remaining in a full‑time position during the phased retirement period.
This article explains how Academic HR Partners update a faculty member’s academic appointment in Workday after the faculty member has moved from a Term faculty job to a Tenured or Tenure Track position. This process is completed only after the job change process is fully approved.
This article explains how HR Initiators can hire a student employee in Workday. Students are hired manually and do not go through the job requisition or candidate management process.
This article explains how to hire house staff in Workday when the individual will be paid through a stipend using Period Activity Pay. This process is commonly used for house staff who are not paid through a standard salary structure.
This article explains how to determine whether a staffing action in Workday requires using the Job Change business process or a different task. Job Change is a powerful process used to update multiple job attributes at once, but it is not always required.
This article explains how HR Initiators and HR Partners can use the Job Change process in Workday to update an employee’s full‑time equivalency (FTE) by adjusting scheduled weekly hours or time type.
This article explains how to process a phased retirement job change in Workday for eligible tenured or term faculty. Phased retirement reduces an employee’s FTE, typically from 100% to between 33% and 50%, while keeping the position designated as full time.
This article explains how HR Initiators and HR Partners can initiate and complete a position review using the Job Change process in Workday. A position review is used when attributes of a job profile change and the worker’s job must be updated to align with the revised position details.
This article explains how HR Initiators can use the Job Change process in Workday to transfer a student or temporary worker to a new job. This process moves the worker to a different job profile or funding source without requiring a termination and rehire.
This article explains how HR Initiators and HR Partners can use the Job Change process in Workday to update an employee’s work location and workspace when their physical or remote work location changes.
This article explains how departments and HR staff manage the full lifecycle of Part‑Time Lecturers (PTLs) in Workday, including hiring, assigning period activity pay, inactivating, reactivating, and terminating PTLs.
This article explains how house staff are managed in Workday within the School of Medicine, including hiring, compensation, and special payment scenarios. House staff transactions are centralized to ensure consistency and compliance with graduate medical education requirements.
This article explains how to set up and manage overload pay for faculty and staff in Workday. Overloads are managed through FTE review, additional jobs when required, and assignment of period activity pay.
This article explains how HR Initiators and HR Partners can move a worker to a new supervisory organization in Workday to update reporting assignments. This process moves one worker at a time and should not be used for transfers to new positions.
This article explains how to report and process a no show in Workday when a newly hired worker does not report on their first day of work. This process rescinds the hire and should not be used if the employee has already been processed in payroll or to proactively change a hire date.
This article explains how to set up onboarding for a new employee in Workday during the hire process. Onboarding introduces new hires to the university, provides welcome messages, identifies people to meet, and displays onboarding tasks in the Workday Inbox and Onboarding Dashboard.
This article explains the updated process for appointing a Postdoctoral Fellow at the University of Louisville. Effective January 1, 2026, departments no longer initiate Postdoctoral appointments directly in Workday. Instead, appointments are coordinated through Postdoctoral Services, HR Employment, and related offices.
This article explains how department initiators can retire an employee in Workday. Retirement may involve phased retirement, pending retiree leave, and a voluntary termination with the reason of retirement, depending on the employee’s situation.
This article explains how HR Specialists can update employee service dates in Workday. Service dates are used to track eligibility for benefits, retirement, and length‑of‑service calculations.
This article explains how HR Initiators and HR Partners can switch an employee’s primary job in Workday when the employee holds multiple jobs. Switching the primary job is commonly used alongside the Add Additional Job or End Additional Job processes.
This article explains how HR Initiators and HR Partners can use the Job Change process in Workday to extend the employment end date for a fixed term worker. Use this process when a fixed term employee’s end date needs to be lengthened.
This article explains how HR Initiators and HR Partners can process an involuntary termination in Workday when a unit needs to end the employment relationship or when a fixed term contract is ending. Completing this process in Workday does not replace required discussions between the employee, manager, and Human Resources.
This article explains how HR Initiators can process a voluntary termination in Workday when an employee resigns or retires. Voluntary terminations may be future dated and will not be visible to the employee before the effective date.
This article explains how HR Initiators and HR Partners can update an existing academic appointment in Workday. Academic appointments track a faculty member’s academic rank and track type, and updates may occur as a standalone action or as part of a job change process.
This article explains how to view a worker’s history in Workday by category. Viewing worker history by category helps you track business processes, see the status of transactions, and identify who still needs to take action on a process.