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©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
©2014 Trinity Health. All Rights Reserved. 2
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
Page 2 of 14 Workday Job Aid: Request Compensation Change
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 3
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
Page 3 of 14 Workday Job Aid: Request Compensation Change
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
HR: Request Compensation Change
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 4
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
Page 4 of 14 Workday Job Aid: Request Compensation Change
Which role(s) can do this step? • Manager • Compensation Partner • HR Partner • HR Representative • HRSS Representative
HR: Request Compensation Change
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 5
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
Page 5 of 14 Workday Job Aid: Request Compensation Change
Initiate Compensation Change
HR: Request Compensation Change
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 6
Process Steps (continued) 6. To modify or add any component of a colleague’s compensation,
click the edit icon (* indicates required information)
Page 6 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Initiate Compensation Change
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 7
Process Steps (continued) 7. Click Add or the edit icon next to the pay item(s) to adjust (* indicates required information)
Page 7 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Initiate Compensation Change
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
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
Click the checkmark icon to accept changes
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 8
Process Steps (continued) 8. Type comments and click Submit
9. Process moves to next step; click Done
Page 8 of 14
Initiate Compensation Change
Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 9
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Page 9 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Review Compensation Change
Which role(s) can do this step? • HR Partner
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 10
Process Steps (continued) 4. Review the Compensation Change form
Page 10 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Review Compensation Change
Click the checkmark icon to accept changes
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
Click the edit icon to open
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 11
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
Page 11 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Review Compensation Change
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 12
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Page 12 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Which role(s) can do this step? • HR Leader
Approve Compensation Change
Lydia Leader (5111110)
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 13
Process Steps (continued) 4. Review the Compensation Change form
5. Type comments and click Approve
6. Process is complete; click Done
Page 13 of 14 Workday Job Aid: Request Compensation Change
HR: Request Compensation Change
Approve Compensation Change
Increase details are shown here
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 14
HR: Request Compensation Change
Page 14 of 14 Workday Job Aid: Request Compensation Change
End of Process: Next Steps WHEN REQUEST COMPENSATION CHANGE PROCESS IS COMPLETE
Colleague should review paystub after change is effective to confirm new compensation
Updated as of April 21, 2016