Workday Help Guide: Job Changes Last Updated: 17Th June 2021

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Workday Help Guide: Job Changes Last updated: 17th June 2021

1. Overview (Page 2)

2. How do I move someone into the same position in a different team? (Pages 3-14)

3. How do I change a business title? (Pages 14-16)

4. How do I change a cost centre? (Pages 17-20)

5. How do I make changes to hours? (Pages 21-25)

6. How do I make changes to location? (Pages 26-33)

7. How do I extend a fixed term employee contract? (Pages 34-41)

8. How do I end a fixed term employee contract? (Page 42)

9. How do I view the status of a job change? (Page 43)

10. Additional jobs in Workday (Page 44)

11. How do I add an additional job? (Pages 45-49)

12. How do I end an additional job? (Pages 50-54)

1 1. Overview

Job changes can be for many reasons: • Move person and position to another manager • Change in business title • Change in cost centre • Change in hours • Change in location • Fixed term extension

All employee movements and job changes will follow the Job Change process in Workday.

You cannot change a person’s job profile. The position would need to be available, advertised and the rest of the recruitment process followed.

If you need to make a change that isn’t listed in ‘What do you want to do’, or you want to make multiple changes, you will need to contact People Operations through raising a Service Now case (click here)

If you want to transfer a person to a new position you will need to follow the regular recruitment process. For help with this, check out our recruiting guides:

• Raising a job requisition for a new position • Raising a job requisition for an existing position

2 2. How do I move someone to the same position in a different team? If someone is remaining in the business within the same role but working for another manager, for example a PA staying as a PA but supporting a different manager, the current manager needs to initiate a Job Change in Workday, to move the position to the new manager. Where there has been a reorganisation and multiple reporting line changes are needed then the process will be managed by People Operations.

Fixed term employees - you’ll use this process to move fixed term employees to a new manager.

What needs to happen before someone can be moved to a different position in Workday: • The receiving manager and their own manager (manager +1) discuss and agree the transfer of position and the employee. • The decision to transfer an employee has been agreed between the current manager and the receiving manager. • The employee has been informed of the change in reporting line and any change in terms and conditions if applicable. • The current manager knows the date of the change, the name of the new manager and the new location if applicable. • The Compensation Partner has been contacted if there are any changes in the compensation package which are out of policy.

3 Step 1: Current Manager - select the My Team Management app from your Workday home screen.

Step 2: From the Actions menu, select Start Job Change.

4 Step 3: You’ll then see the Start Job Change screen. Click on the ‘Worker’ box and then from the drop down select ‘My Team’ then select which worker you want to make the change for

Step 4: Click on the ‘What do you want to do?’ box and from the drop down menu select ‘Move person and position to another manager’

Step 5: Click ‘OK’

5 Step 6: Use the pencil icon to enter the new information.

Step 7: Use the Calendar to enter the date the change should take effect.

6 Step 8: Remove the current manager, search for and select the new manager

Tip: The team will default based on the manager selected

Step 9: Click ‘Start’

7 Step 10: You’ll now see the Move section. Click on the pencil icon to start.

Step 11: As the process reason is move position and individual to a new manager, you must select Move this headcount to the new manager

Step 12: If the employee has their own team, you will see the option to move their team with them. This will default to the ‘yes’ option, if you do not wish for the team to be moved with the manager select ‘no’

Step 13: Click ‘Submit’

Step 14: The job change has now been sent to the receiving manager 8 Step 15: Receiving Manager – you will receive an inbox task to Review the incoming job change. You need to complete the next steps including: • Accept or deny the job change request • Propose any changes to the Compensation components

Select the task from the inbox to review the request. Click on the pencil icon to start.

As the receiving manager you can make changes to the employee’s job attributes at this stage eg • Weekly scheduled hours; Salary; Location; Cost centre; Organisation You cannot make changes to: • Company; Employee type; Job profile - This would require a new job requisition to be created and the recruitment process followed

The Move Position process usually implies a transfer without any changes to the compensation elements. If no Compensation Changes are required, then click Approve.

However, if required, as the receiving manager you’re able to edit the compensation components on this screen. This is optional, and should only be edited where you, as the receiving manager want to change the compensation amount as part of the change.

If any data is incorrect, select Send Back. Select the person to send back to and type in comments. You can also add additional Approvers if required.

9 Step 16: If an employee is on a Tier 2 or 4 visa then the request will go to the Compliance Partner for approval before continuing, as the visa status may not allow them to work in the different job :

If the receiving manager proposes changes to the compensation elements the Compensation Partner will receive an inbox task to review and approve the proposed compensation if the proposed compensation is out of policy for the business area.

Step 17: The receiving manager’s manager (Manager+1) will review the request to Move Position due to the budget implications of taking additional FTE even if there is no salary change. They can approve or send back.

Step 18: An addendum letter will be sent to the employee if the move has meant there have been changes to their hours, salary, allowances or location.

Step 19: The employee and the current manager will receive a notification that the transfer request has been successfully completed. The employee will also be advised of the date when they can view their updated work details in Workday ie the effective date of the transfer.

Step 20: Current Manager - If the employee changes reporting line, you’ll receive an inbox notification with a checklist of activities to complete prior to the employee’s move – Internal Offboarding Checklist.

10 Once you have completed all the tasks, you should return to the inbox item in Workday and clicks Submit or Save for Later if you need to return to it.

Step 21: Receiving Manager - you will receive an inbox notification with a checklist of activities to complete. This starts the required activities to ensure the effective transition of your new team member into their new job - Internal Onboarding checklist. This task is not triggered if the employee does not change reporting line. You can click on the link to the New Hire Manager Check List to find details of the activities you need to complete. Once the list of activities is completed, you should return to the inbox item in Workday and clicks Submit or Save for Later.

11 Step 22: Receiving Manager - once the job change has taken effect, you’ll receive an inbox task to Update the Worker Schedule.

For IEX Users only: For employees in UKMU, Bupa Global and Centre who use a T&A system for scheduling and workforce management, you will need to amend any work schedules within your existing staff scheduling system ie IEX.

IEX (time and attendance system) users will default to the GBR All days schedule, their individual schedules are managed in the T&A system so they won’t receive this step

Click on the Inbox task and you’ll see the Complete To Do - Update Work Schedule screen. If no changes are required then click on Submit and go to the next stage. If any changes need to be made then click the Assign Work Schedule button.

12 Step 23: Once you have clicked on the Assign Work Schedule button, click on the Worker field and select the employee from the menu. Start and End dates – enter the relevant dates. The start date should be the date that this working pattern takes effect from. The end date should only be used if there is a temporary schedule change, after the end date the employee’s schedule will default to the standard Monday-Friday. Work Schedule Calendar – click on the Work Schedules Calendar box and select the ‘by group’ option. All of our UK schedules start with GBR, so select the GBR work schedule group that fits the employees' number of working days, e.g. ‘GBR 5 days a week schedule’. Use the scroll bar to find and select the relevant work schedule for the employee. Click OK. Once any changes are made, click Submit or Save for Later if you need to return later.

13 3. How do I change a business title?

If you need to change someone’s business title you can do this in Workday using the Job Change process. You shouldn’t use this process to transfer an employee to a different position or to move an employee to a new manager ( move position). If there are a significant number of employees impacted by job title changes due to a reorganisation, then the process will be managed centrally by the People Operations team

Step 1: Select the My Team Management app from your Workday home screen.

14 Step 2: From the Actions menu, select Business Title Change .

Step 3: You’ll see the Change Business Title screen. Select the ‘Worker’ box and then click ‘My Team’ then choose which worker’s business title you want to change

Step 4: Click ‘OK’

15 Step 5: Use the Calendar to enter the date the change should take effect.

Step 6: Enter the Proposed Business Title. You should ensure that the title is meaningful especially if the employee has more than one job as you need to be able to distinguish between them should you need to amend any information.

Step 7: Select Submit or Save for Later if you need to return. You’ll see a confirmation screen and select Done.

16 4. How do I change cost centres?

If you need to change someone’s cost centre, you can do this in Workday using the Job Change process. You shouldn’t use this process to transfer an employee to a different position or to move an employee to a new manager (move position). If there are a significant number of employees impacted by cost centre changes due to a reorganisation, then the process will be managed centrally by the People Operations team.

Step 1: Select the My Team Management app from your Workday home screen.

17 Step 2: From the Actions menu, select Start Job Change.

Step 3: You’ll then see the Start Job Change screen. Click on the ‘Worker’ box and then from the drop down select ‘My Team’ then select which worker you want to make the change for

18 Step 4: You’ll then see the Start Job Change screen. Click on the ‘What do you want to do?’ box and from the drop down menu select ‘Change cost centre’

Step 5: Click ‘OK’

Step 6: Use the pencil icon to enter the new information.

Tip: Clicking the Tick icon confirms/saves changes made to the field you are editing. Clicking the Back icon (reverse arrow) discards any changes made to the field you are editing.

19 Step 7: Use the Calendar to enter the date the change should take effect.

Step 8: Click ‘Start’

Step 9: You’ll now see the Organizations section. Click on the pencil icon to start.

Step 10: Enter the new cost centre number. If you are unsure of the number, you can search for cost centre names.

Step 11: Click ‘Submit’

20 5. How do I change hours?

If you need to change someone’s hours, you can do this in Workday using the Job Change process. If there are a significant number of employees impacted by changes to hours due to a reorganisation, then the process will be managed centrally by the People Operations team.

The process is very similar to the process for changing cost centres.

Step 1: Select the My Team Management app from your Workday home screen.

21 Step 2: From the Actions menu, select Start Job Change.

Step 3: You’ll then see the Start Job Change screen. Click on the ‘Worker’ box and then from the drop down select ‘My Team’ then select which worker you want to make the change for

22 Step 4: You’ll then see the Start Job Change screen. Click on the ‘What do you want to do?’ box and from the drop down menu select ‘Change hours’

Step 5: Click ‘OK’

Step 6: Use the pencil icon to enter the new information.

Tip: Clicking the Tick icon confirms/saves changes made to the field you are editing. Clicking the Back icon (reverse arrow) discards any changes made to the field you are editing.

23 Step 7: Use the Calendar to enter the date the change should take effect.

Step 8: Click ‘Start’

Step 9: You’ll now see the Location section. Click on the pencil icon to start.

24 Step 10: Enter the new scheduled weekly hours e.g. 37.5. The FTE and salary will default based on the hours entered

Step 11: Click ‘Submit’

Step 12: You will see an Amber Alert reminding you to check the Time Type. Once you have done this, Click ‘Submit’ again.

Step 13: Review and Amend Leave Balances.

The People Admin team will check that check the employees Annual Leave, Term Time and Bank Holiday Balances are correct.

For IEX Users only: For employees in UKMU, Bupa Global and Centre who use a T&A system for scheduling and workforce management, you will need to amend any leave balances within the existing staff scheduling system ie IEX. They are identifiable in Workday via membership of IEX User Custom Org, driven by their supervisory organisation. When you have made the changes in Health Roster, you’ll need to return to your inbox in Workday and click Submit to make sure that the remaining steps in the process are completed.

The process should now be completed in Workday and the employee successfully moved to their different position.

25 6. How do I change location?

If you need to change someone’s location, you can do this in Workday using the Job Change process. If there are a significant number of employees impacted by changes to location due to a reorganisation, then the process will be managed centrally by the People Operations team.

The process is very similar to the process for changing cost centres.

Step 1: Select the My Team Management app from your Workday home screen.

26 Step 2: From the Actions menu, select Start Job Change.

Step 3: You’ll then see the Start Job Change screen. Click on the ‘Worker’ box and then from the drop down select ‘My Team’ then select which worker you want to make the change for

27 Step 4: You’ll then see the Start Job Change screen. Click on the ‘What do you want to do?’ box and from the drop down menu select ‘Change location’

Step 5: Click ‘OK’

Step 6: Use the pencil icon to enter the new information.

Tip: Clicking the Tick icon confirms/saves changes made to the field you are editing. Clicking the Back icon (reverse arrow) discards any changes made to the field you are editing.

28 Step 7: Use the Calendar to enter the date the change should take effect.

Step 8: Type in the new location e.g. Bupa Place

Step 9: Click ‘Start’

Step 10: The Scheduled Weekly Hours and Pay guideline will default based on the location selected. You may need to update the salary if the salary ranges have changed (e.g. if the person is moving from a North to South location)

29 Step 11: Review your changes and click Submit if no further changes are required. If you need to edit any of the fields, click the pencil icon in the relevant section.

Step 12: If an employee is on a Tier 2 or 4 visa then the request will go to the Compliance Partner for approval before continuing, as the visa status may not allow the proposed change.

If you are proposing changes to the compensation elements the Compensation Partner will receive an inbox task to review and approve the proposed compensation if the proposed compensation is out of policy for the business area.

Step 13: The manager’s manager (Manager+1) will review the request to due to the budget implications even if there is no salary change. They can approve or send back.

Step 14: An addendum letter will be sent to the employee if there have been changes their hours, salary, allowances or location.

30 Step 15: Receiving Manager - once the job change has taken effect, you’ll receive an inbox task to Update the Worker Schedule.

IEX (time and attendance system) users will default to the GBR All days schedule, their individual schedules are managed in the T&A system so they won’t receive this step

31 Step 16: Once you have clicked on the Assign Work Schedule button, click on the Worker field and select the employee from the menu. Start and End dates – enter the relevant dates. The start date should be the date that this working pattern takes effect from. The end date should only be used if there is a temporary schedule change, after the end date the employee’s schedule will default to the standard Monday-Friday. Work Schedule Calendar – click on the Work Schedules Calendar box and select the ‘by group’ option. All of our UK schedules start with GBR, so select the GBR work schedule group that fits the employees' number of working days, e.g. ‘GBR 5 days a week schedule’. Use the scroll bar to find and select the relevant work schedule for the employee.’ Click OK. Once any changes are made, click Submit or Save for Later if you need to return later.

32 Step 17: Review and Amend Leave Balances.

The People Admin team will check that check the employees Annual Leave, Term Time and Bank Holiday Balances are correct.

The process should now be completed in Workday and the employee successfully moved to their different position.

33 7. How do I extend a fixed term employee contract? It’s important that if you want to extend the end dates in Workday for employees on fixed term contracts, you do so before the contract is due to expire. Once the person has gone past their end date they’ll automatically lose all IT access. You can change the end date for a contract at any time. You’ll receive a Workday notification 30 days before the contract is due to expire, and again at 5 days before the expiry date. These alerts are prompts for you to talk to your manager about the contract extension and obtain the required approvals. The fixed term employee must also have accepted the proposed extension pending confirmation of the approval. This process only applies when the person is staying on in the same job and you need to update their fixed term contract to reflect the extension date.

Step 1: Select the My Team Management app from your Workday home screen.

34 Step 2: From the Actions menu, select Start Job Change.

Step 3: You’ll then see the Start Job Change screen. Click on the ‘Worker’ box and then from the drop down select ‘My Team’ then select which worker you want to make the change for

35 Step 4: You’ll then see the Start Job Change screen. Click on the ‘What do you want to do?’ box and from the drop down menu select ‘Fixed Term Extension’

Step 5: Click ‘OK’

Step 6: Use the pencil icon to enter the new information.

Tip: Clicking the Tick icon confirms/saves changes made to the field you are editing. Clicking the Back icon (reverse arrow) discards any changes made to the field you are editing.

36 Step 7: Use the Calendar to enter the date the change should take effect.

Step 8: Click ‘Start’

Step 9 :You’ll then see the Details screen. . Use the pencil icon to enter the information as you move through the screen. End Employment Date – select the end date for the fixed term contract from the calendar. You can also make any changes to full time/part time status or scheduled hours at this stage.

37 Step 10: Click ‘Submit’

Step 11: The request will then be reviewed by People Operations.

If an employee is on a Tier 2 or 4 visa then the request will go to the Compliance Partner for approval before continuing, as the visa status may not allow the proposed change.

Step 12: The manager’s manager (Manager+1) will review the request to due to the budget implications even if there is no salary change. They can approve or send back. Step 13: An addendum letter will be sent to the fixed term employee confirming the new end date together with confirmation of any other changes eg hours, salary or location.

38 Step 14: Receiving Manager - once the job change has taken effect, you’ll receive an inbox task to Update the Worker Schedule.

IEX (time and attendance system) users will default to the GBR All days schedule, their individual schedules are managed in the T&A system so they won’t receive this step

39 Step 15: Once you have clicked on the Assign Work Schedule button, click on the Worker field and select the employee from the menu. Start and End dates – enter the relevant dates. The start date should be the date that this working pattern takes effect from. The end date should only be used if there is a temporary schedule change, after the end date the employee’s schedule will default to the standard Monday-Friday. Work Schedule Calendar – click on the Work Schedules Calendar box and select the ‘by group’ option. All of our UK schedules start with GBR, so select the GBR work schedule group that fits the employees' number of working days, e.g. ‘GBR 5 days a week schedule’. Use the scroll bar to find and select the relevant work schedule for the employee.’ Click OK. Once any changes are made, click Submit or Save for Later if you need to return later.

40 Step 16: Review and Amend Leave Balances.

The People Admin team will check that check the employees Annual Leave, Term Time and Bank Holiday Balances are correct.

The process should now be completed in Workday and the employee successfully moved to their different position.

41 8. How do I end a fixed term employee contract? You may need to end a fixed term employee contract for different reasons. Voluntary: The fixed term employee may: • wish to leave at the end of their contract. • decline an offer to extend their contract. • may be transferring to another contract/position. • may take up a new permanent position and become permanent employee. You’ll need to initiate the voluntary termination process in Workday. Please refer to the Leavers Help Guide for information on how to complete the process (Click here).

Involuntary: This may be for reasons such as misconduct; performance, job abandonment, no right to work, or incapacity due to a health issue. It is important that you consult People Advisory before any decision is taken the terminate the fixed term employee. You’ll need to initiate the voluntary termination process in Workday. Please refer to the Leavers Help Guide for information on how to complete the process (Click here).

42 9. How do I view the status of a job change

You may want to see the progress of a job change especially where other colleagues (eg People Operations, another manager etc) need to perform a step in the process.

To view the progress of a process, go to your Inbox and select the Archive tab.

Click on the process you want to view and you’ll the steps within the process and their status. At a glance you can see if there are any steps awaiting action and who by. This may be useful if you want to contact the person who is holding up the next step in the process.

43 10. Additional jobs in Workday?

• Each employee in Workday can have up to a maximum of 7 jobs. • Each of the additional jobs has it’s own position, and all the attributes associated with this in Workday eg job profile, manager, location, scheduled and default hours, base rate etc. • There is always one primary job, and the others are described as additional jobs. • Any of the jobs can be marked as primary, but the primary role is usually the one where most hours are worked, and may be a permanent role whereas the additional jobs might be on a bank basis. • The manager of the primary job is the Primary Manager • The manager of the additional job is the Additional Manager. The employee themselves only has one Workday record and employee number, regardless of the number of positions they hold.

However, when viewing the employee record in Workday you are able to switch between each job to view the specific data relating to that position, by clicking on the arrows next to their business title.

Harvey Specter

The type of data you are able to view, and what transactions you are able to carry out against an employee or one of their positions, depends on whether you are the Primary or Additional Manager or Administrator.

What can Primary Managers see and do? • They can view all worker data, and also full position data for all the employee’s jobs. • They can initiate Workday business processes, and will receive inbox tasks relating to Workday processes, for all jobs.

What can Additional Managers see and do? • They cannot view full position data for roles that don’t report to them. • They cannot make changes or approve tasks relating to roles that don’t report to them. 44 11. How do I add an additional job?

You may need to add an additional job if someone splits their time in different roles. For example, they have a business role and a project role, or are covering someone else’s job as well as their own for a temporary period. The original job is the primary role.

You won’t complete this process in Workday – the People Admin team will complete the job change process in Workday when the person is at the “Ready to Hire” stage in the recruitment process for most employees. To contact People Operations, through raise a Service Now case (click here)

As the current or the receiving manager, you’ll then need to complete offboarding and onboarding activities. The following steps outline what you need to complete in Workday as the manager.

45 Step 1: Additional Job Manager - you’ll receive an inbox notification with a checklist of activities to complete – Additional Job Onboarding Checklist. This only triggers if the manager of the additional job isn’t the same as the manager of the primary job.

Once you have completed these actions, you should return to this inbox item and click Submit or Save for Later.

46 Step 2: Additional Job Manager - once the job change has taken effect, you’ll receive an inbox task to Update the Worker Schedule.

IEX (time and attendance system) users will default to the GBR All days schedule, their individual schedules are managed in the T&A system so they won’t receive this step

47 Step 3: Once you have clicked on the Assign Work Schedule button, click on the Worker field and select the employee from the menu. Start and End dates – enter the relevant dates. The start date should be the date that this working pattern takes effect from. The end date should only be used if there is a temporary schedule change, after the end date the employee’s schedule will default to the standard Monday-Friday. Work Schedule Calendar – click on the Work Schedules Calendar box and select the ‘by group’ option. All of our UK schedules start with GBR, so select the GBR work schedule group that fits the employees' number of working days, e.g. ‘GBR 5 days a week schedule’. Use the scroll bar to find and select the relevant work schedule for the employee.’ Click OK. Once any changes are made, click Submit or Save for Later if you need to return later.

48 Step 4: Review and Amend Leave Balances.

The People Admin team will check that the employee’s Annual Leave, Term Time and Bank Holiday Balances are correct now that they have an additional role.

The add additional job process is now complete in Workday.

49 12. How do I end an additional job?

This process is used to end an additional job for an employee who performs more than one role on a temporary or permanent basis.

You won’t do this in Workday – it will be completed by People Operations. You will need to notify them by raising a case management request using Service Now (Click here).

What needs to happen before an additional job can be ended in Workday:

• The Ending Job Manager has discussed the need to end the additional job with the other Job Manager and People Operations. • The Ending Job Manager has had a conversation with the employee to inform them of the decision to end their additional job. • The Ending Job Manager has raised a case management request through Service Now. • The Ending Job Manager needs to provide the following information as part of the request: • Name of the employee • Position that needs to be ended • End date • Pay through date if different from the end date • Reason • If the position needs to be closed or overlapped • The last day of work

50 The steps below outline what you need to complete in Workday as the manager.

Step 1: Ending Job Manager – you’ll receive an inbox notification with a list of activities to complete related to collecting items before the end of the employee’s additional job – the Offboarding Checklist.

Once the list of activities is completed, you should return to the Inbox item in Workday and click Submit.

Step 2: Employee Offboarding Checklist - the employee will also receive an inbox notification with a list of activities to complete relating to returning items prior to the end of their Additional job- the Employee Offboarding Checklist. Once they have completed the activities, the employee should return to the Inbox item, enter any comments if required and click Submit or Save for Later.

51 Step 3: Ending Job Manager - once the job change has taken effect, you’ll receive an inbox task to Update the Worker Schedule.

IEX (time and attendance system) users will default to the GBR All days schedule, their individual schedules are managed in the T&A system so they won’t receive this step

52 Step 4: Once you have clicked on the Assign Work Schedule button, click on the Worker field and select the employee from the menu. Start and End dates – enter the relevant dates. The start date should be the date that this working pattern takes effect from. The end date should only be used if there is a temporary schedule change, after the end date the employee’s schedule will default to the standard Monday-Friday. Work Schedule Calendar – click on the Work Schedules Calendar box and select the ‘by group’ option. All of our UK schedules start with GBR, so select the GBR work schedule group that fits the employees' number of working days, e.g. ‘GBR 5 days a week schedule’. Use the scroll bar to find and select the relevant work schedule for the employee.’ Click OK. Once any changes are made, click Submit or Save for Later if you need to return later.

53 Step 5: Review and Amend Leave Balances.

People Operations will check that check the employees Annual Leave, Term Time and Bank Holiday Balances are correct.

The end additional job process is now complete.

54 Version control:

Version Date Change Signed-off by

1.1 26/04/2021 (706613) Re-format of guide to improve user Jackie Wilson experience 1.1.1 17/06/2021 (706613 & 769843) Update of work schedules Jackie Wilson guidance and screenshots 1.2 17/06/2021 (767059) Re-write of all sections due to Jackie Wilson simplification of job change process