Purpose
This job aid explains how managers initiate and manage employee job changes in Workday, including transfers, promotions, job changes, and terminations. Understanding these tasks helps ensure workforce changes are processed accurately, routed appropriately, and reflected correctly in the system.
When to use
Use this job aid when you:
- Need to initiate a transfer, promotion, or job change for an employee
- Are processing a termination in Workday
- Are updating worker job-related information
Steps
Start Job Change
If a promotion or other job change is within the same department, it is a one-person task. If the change involves a transfer between departments, it is a two-person process. The manager in the current supervisory organization initiates the transfer of the employee to the receiving manager. The manager in the incoming supervisory organization performs another set of actions to receive the employee.
From the targeted employee's profile:
Step 1: Select the Actions button.
Step 2: Select Job Change > Start Job Change.
Step 3: From the What do you want to do? field, select the prompt icon to select the option most relevant to your needs, and select OK.
Step 4: Select the Next Pay Period or Select Date and enter a date in the When do you want this change to take effect? field.
Step 5: Click Start
Step 6: Once you have made all your edits, select Submit, then select Next until you get to the Review and Submit section, then select Submit.
Step 7: Workday displays a pop-up indicating you have completed the task. From the pop-up, select View Details.
Step 8: Select the Details and Process arrow and navigate to the Process tab to view the next steps in the Change Job business process. The Status field indicates whether any required actions or steps are needed.
Note: You can also manage job changes by navigating to the My Team Management application. From the Actions section, select Start Job Change to initiate a location change, transfer a worker to another manager, promote a worker, or combine several changes related to the Job Change task.
Terminate an Employee
As a manager, you may have to terminate an employee after you ask them to leave or if they resign.
From an employee's profile:
Step 1: Select the Actions button.
Step 2: Select Job Change > Terminate Employee to display the Terminate Employee page, as shown in the image below.
Step 3: Complete the required termination information. Here, you will select a termination reason and date. The employee will remain active until midnight on the termination date.
Step 4: Indicate whether you will close the position or if the position is available for overlap after this termination. Position overlap allows you to hire a replacement worker into the same position before the current worker leaves.
Step 5: Select Submit.
Note: This option is only available if your organization uses the Position Management staffing model. You can also terminate an employee by navigating to the My Team Management or Employee Changes application and selecting the Terminate action.