HCM: Compensation

Overview:

This document outlines how to request a compensation change by Compensation Administrator, Compensation Partner, HR Partner, or Manager; change default compensation by Academic HR Partner, Central Budget Manager, Compensation Administrator, Compensation Partner, HCM Action Initiator, HR Administrator, HR Partner, or Manager; and manage period activity pay can be done by Academic HR Partner, Compensation Administrator, Compensation Partner, HCM Action Initiator, HR Partner, or Manager.
Recommendations:

• The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Icons referred to in this document

Request Compensation Change

Notes:

• Use the Request Compensation Change process to update compensation for an employee without changing their job details. This business process is only for updating compensation.
• This includes changing or adding allowances, or base salary.

1. Enter the Worker's Name that needs a compensation change in the Search bar and select the Worker.
2. The Worker Profile displays.
3. Select Actions under the employee's name and job title in their Worker Profile.
4. Hover over Compensation under Actions and select Request Compensation Change.

5.  The Request Compensation Change pop up displays.

Note: Please review the Data Entry Considerations:
Data Entry Considerations

• • Compensation Actual End Date must match the End Employment Date (for all fixed term and temporary employees)
  • Compensation plan frequency must match the worker's pay rate type - salary or hourly
  • Only one salary or hourly plan can be assigned to a worker's position (except for transitional terminal compensation or acting capacity compensation)
  • Proposed base pay cannot be more than the maximum of the pay range of the compensation grade
  • Period Activity Pay is the primary form of compensation for adjunct faculty and graduate students- do not use this process for this population.

6.  Select OK.

7.  Select the Pencil to edit the Effective Date and Reason section.

a. Select Effective Date using the Calendar on the Request Compensation page.

Note: The Effective Date is when the compensation change should take effect.

b. Select the Prompt for the Reason field and choose the appropriate Reason for the request.

8.  Select Save.

9. Use the following table to determine your next step(s):

10. Select Submit.

Note: Depending on the role and compensation change, additional approvals will be required.

Change Default Compensation

Notes:

• • Default Compensation Change is a sub-process of Create Position and Edit Position Restrictions.
  • The Default Compensation process routes to the initiator of the Create Position and Edit Position Restrictions processes to suggest compensation for the position in question.
  • The name of the task that appears on your page varies depending on where you are in the process. It can appear as either Request Default Compensation Workday Instructional Guide or Default Compensation Change Workday Instructional Guide.

1.  Use the following table to determine your next step:

2.  The Effective Date automatically populates.

Note: Since this is the date that Workday uses to process events for the employee, it is important for this date to stay the same.

3.  Use the following table to determine your next step:

Note: The pay type defaults from the job profile. The amount entered determines how much the position
is budgeted for (not necessarily the same as an employee's salary).

4. Enter the Dollar Amount in the Amount field.

Note: If the job profile has a range, the amount must be within the range.

5. Select Approve.

Note: After you submit the Default Compensation Change task, it routes for approval.

Manage Period Activity Pay Assignments – Current Employees

Notes:

• • Period Activity Pay supports the payment of employees for fixed term activities and payment arrangements, e.g. as teaching a class for an academic term.
  • Payments can connect to a specific academic year or term.
  • Payments have a defined end date.

1.  Search for Manage Period Activity Pay Assignments in the Search Bar and select the Manage Period Activity Pay task.

2.  The Manage Period Activity Pay Assignments pop up displays.

3.   Fill in the following fields under the Employee Selection section:

a. Select the Effective Date using the Calendar.

Note: This is the date the period activity pay will be changed.

b. Enter the Employee's Name in the Employee field.

4.  Fill in the following fields under Assignment Details section:

1. 1. Use the Prompt to choose the Academic Period that the pay activity will be available.
   2. Notice the Period Activity Rate Matrix is automatically populated.

Notes:

• • • The rate matrix establishes rate rules to automatically populate an activities unit rate for an activity category and unit type combination.
    • If more than one or two pay periods on either side of an academic period, it is recommended that the next longer time be selected.

5.  (Optional) Select the Prompt for Eligible Activities to select eligible activities.

6.  (Optional) Select the Prompt for All Activities to select the appropriate activity/activities.

7.  (Optional) Select the Start Date and End Date by selecting the Calendar.

8.  Select OK.

9.  The Manage Period Activity Pay Assignment page displays.

10.  Select the Reason Prompt and choose the appropriate reason for updating the Period Activity Pay.

11.  Select the Activity Prompt in the Activity column and choose the Activity.

Note: If applicable to courses, please enter course details in the comments section.

12.  Select the Start Date and End Date using the Calendar under the Activity Dates column.

13.  Update and/or validate the information outlined in the reportable hours section.

14.  Enter the Quantity in the Units column.

Note: Please review your institution's policies and procedures regarding Unit Type Quantity.

15.  Enter the Total Amount under the Compensation column.

Notes:

• • Scroll over to the Compensation Column if it does not display in the table.
  • This amount will default as the Assigned Unit Rate under Units.
  • PAP (Period Activity Pay) can have unique costing override from position funding.

16.  Use the Prompt to select either a Grant, Gift, Project or USource driver worktag.

Note:

• One of the worktags is required.
• Once the worktag is selected, Additional Worktags will auto-populate.

17.  (Optional) Enter any Comments regarding this Activity Pay in the Comments text box.

18.  Select Submit once all the information is updated.