Edit Hiring or Position Restrictions

Purpose

This job aid provides step-by-step instructions for editing Hiring Restrictions or Position Restrictions in Workday. Hiring and position restrictions control how and when a position can be billed, including worker type, time type, availability, job profile, and headcount limitations.

When to Use

Use this job aid when you:

• A position needs to be opened for recruitment.
• Hiring restrictions must be updated before posting a job requisition.
• Worker type (e.g., Employee, Contingent Worker) needs correction.
• Full-time/part-time designation must change.
• Target hire date or availability date must be updated.
• Headcount or job profile adjustments are required.

Steps

Review Current Position Details

Before making edits:

1. In the Search bar, enter the Supervisory Organization.
2. Select the Supervisory Organization in the dropdown options.
   
   
    
3. From the Supervisory Organization screen, select the Members tab.
4. Select the specific Position that you would like to review using the Position column.
   
   

5. On the Position Screen, review the position details which include:

   a.      Employee Type
   b.      Job Profile
   c.      Time type
   d.      Pay Rate Type
   e.      Weekly Hours
   f.       FTE
   g.      Job Classifications

6. Confirm proposed changes align with workforce plan and budget.
   
    

Edit Position Restrictions (Structural Changes)

Use this option when modifying structural aspects of the position

1. Search for and select the position.
   Note: For directions on searching a position see “Review Current Position Details”.
2. Click Related Actions.
   
   
    
3. Select: Position → Edit Position Restrictions
   
   
    
4. Select a Position Change Reason from the populated values.
   
   
    

5. Update the required Job Posting Title (if applicable).

6. Navigate to the Hiring Restrictions tab.
   
   
    

7. Update applicable fields:

   a.      Job Family
   b.      Job Profile
   c.      Job Description and Description Summary
   d.      Location
   e.      Time Type and Sub-Type
   f.       Worker Type and Sub-Type
   g.      Weekly Hours

   
    

8. Add comments (required if changing job profile or FTE).

9. Submit.
   The request will route for approval based on business process configuration ​​​​​​​

Confirm Changes

After Approval:

1. Return to the position profile.
2. Verify updates appear correctly.
3. Confirm position is:
   1. Available for job requisition (if applicable).
   2. Aligned with compensation structure.
   3. Budget approved.

Important Considerations

• Effective Dating: Position changes may require a future effective date.
• Job Requisition Impact: If a requisition already exists, changes may require cancellation and reposting.
• Compensation Alignment: Changing job profile may impact pay grade.
• Headcount Controls: Increasing headcount may require finance approval.
• Worker Type Changes: Ensure compliance with policy (Employee vs. Contingent Worker).
• Supervisory Organization: Some changes require additional approval if the position moves orgs.

Notes & Tips

• Always document justification in the comments section.
• Confirm funding approval before increasing FTE or headcount.
• Changes to filled positions may require a job change instead.
• Coordinate with Recruiting before editing an active recruiting position.
• Security roles determine whether you can edit restrictions or only request changes.
• Review business process history to track approvals.