workday job aid hr: request compensation change · 2016-06-03 · workday job aid hr: request...

©2014 Trinity Health. All Rights Reserved. 1

Workday Job Aid HR: Request Compensation Change

Updated as of April 21, 2016

Description This process allows for ad hoc compensation changes for a colleague (i.e., outside of the annual merit increase).

When to Use Use this process to change compensation for a colleague outside of the annual merit increase, including:

• Across-the-Board • Adjustment • Adjustment to Grade Minimum • Certification • Completed Intro Period • Contract • Conversion

NOTE: This process is for ad hoc compensation changes only. Annual merit increases are completed through a separate process.

Related Reports • Direct Reports Compensation Summary • Compensation Changes Report • In Progress Compensation Changes

• Education Progression • Equity Pay Adjustment • Exceptional Performance • Market Adjustment • Merit • Salary Change Due to Reorganization • Step Progression


HR: Request Compensation Change

Business Process Steps and Roles Process roles are designated by “security role,” which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first.)

Initiate Compensation Change: Manager, Compensation Partner, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative

Review Compensation Change: HR Partner

Approve Compensation Change: HR Leader

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NOTE: If the base pay change is greater than 5%, the HR Leader will need to approve.

ROLE:

Initiate

Approve

HR Partner

Initiate

Review

HR Leader

Manager/ Compensation Partner/

HR Representative/ HRSS Representative



Data Needed for Request Compensation Change The following data will be required:

Effective Date: Date pay change will be effective; should be start of a new pay period

Reason: Reason for compensation change (list available)

Employee: Name of the colleague who will receive compensation change

Applicable compensation components to be added or modified, such as:

Salary Hourly Period Salary Unit Salary Allowance

Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before requesting compensation change. This may include:

Manager discusses compensation change with HR Partner and/or compensation partner (if needed) in accordance with compensation guidelines


Notifications (a colleague or department should be notified outside of the Workday system)

• No notifications

Variations • There should be no variations to this process

across the system.

Other Resources • No other resources


Commission Compensation Package Grade Amount Frequency

SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section.



Alternate Starting Steps: 1. Type the colleague’s name in the

search box 2. Click the related actions icon (“brick”) 3. Choose Compensation 4. Choose Request

Compensation Change

5. Continue at step 4 (colleague name and first available effective date will auto-populate)

Process Steps

1. Log in to Workday

2. Type request comp in the search box and press Enter


Which role(s) can do this step? • Manager • Compensation Partner • HR Partner • HR Representative • HRSS Representative


Initiate Compensation Change

SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen.

NOTE: If the base pay change is greater than 5%, the HR Leader will need to approve.



Process Steps (continued) 3. Click Request Compensation

Change from the search results

4. Complete the Request Compensation Change for a specific colleague (* indicates required information)

5. Click OK to continue




WH

AT IS

TH

IS?

Effective Date Date pay change will be effective; should be start of a new pay period

Reason Choose a reason (see list below)

Employee Name of the colleague who will receive a compensation change

To learn more about the reasons for non-merit compensation changes, go to NEED INFO.

• Education Progression • Equity Pay Adjustment • Exceptional Performance • Market Adjustment • Merit • Salary Change due to Reorganization • Step Progression

CO

MPE

NSA

TIO

N

CH

ANG

E R

EASO

NS

• Across-the-Board • Adjustment • Adjustment to Grade Minimum • Certification • Completed Intro Period • Contract • Conversion



Process Steps (continued) 6. To modify or add any component of a colleague’s compensation,

click the edit icon (* indicates required information)




SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE

Click the checkmark icon to accept changes

WH

AT IS

TH

IS?

Effective Date Auto-populates to the start of next pay period; edit to choose a future date

Use Next Pay Period Defaults to start of next pay period; uncheck to choose a future date



Process Steps (continued) 7. Click Add or the edit icon next to the pay item(s) to adjust (* indicates required information)




Total Base Pay Range of base pay pre-populated based on Job Family and Job Profile

Frequency Frequency of payroll (drop-down menu)

Currency Do not change from USD

Amount Hourly pay amount within the Total Base Pay range

WH

AT IS

TH

IS?

Amount Change Value of how much the hourly pay amount will be changed

Percent Change Percentage of how much the hourly pay amount will be changed



HINT: When you enter a value in the Percent Change box, the Amount and Amount Change values will update automatically.

DO

NO

T U

SE • Salary

• Period Salary • Unit Salary • Commission



Process Steps (continued) 8. Type comments and click Submit

9. Process moves to next step; click Done

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Workday Job Aid: Request Compensation Change




Process Steps (continued)


2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)



Review Compensation Change

Which role(s) can do this step? • HR Partner



Process Steps (continued) 4. Review the Compensation Change form






Click the edit icon to open



Process Steps (continued) 5. Review the Compensation Change form (continued)

6. Type comments and click Approve

7. If increase is 5% or less, process is complete; click Done




OR If increase is greater than 5%, process moves to next step; click Done

Click the edit icon to open

HINT: Items that changed will have a blue dot in front and will be noted with words such as “added” or “was” with the former information.



Process Steps (continued)


2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)



Which role(s) can do this step? • HR Leader

Approve Compensation Change

Lydia Leader (5111110)



Process Steps (continued) 4. Review the Compensation Change form

5. Type comments and click Approve

6. Process is complete; click Done



Approve Compensation Change

Increase details are shown here





End of Process: Next Steps WHEN REQUEST COMPENSATION CHANGE PROCESS IS COMPLETE

Colleague should review paystub after change is effective to confirm new compensation


workday job aid hr: request compensation change · 2016-06-03 · workday job aid hr: request...

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