workday job aid hr: request compensation ... - trinity health

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Workday Job Aid

HR: Request Compensation Change

Updated as of November 01, 2021

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



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: Compensation Partner, HR Partner, HR

Representative, or HR Shared Services (HRSS) Representative

❑ Review Compensation Change: HR Partner

❑ Receive Notification: HR Leader

of 13Workday Job Aid: Request Compensation ChangeUpdated as of November 01, 2021

ROLE:

Initiate

HR Partner HR Leader

Compensation Partner/

HR Representative/

HRSS Representative/

Review

Approve

NOTE: If the base pay change is

equal to and greater than 15%,

the HR Leader will receive a

notification.

Receives notification

if base pay change is

equal to and greater

than 15%


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

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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

equal to and greater than 15%,

the HR Leader will receive a

notification.


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


Initiate

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

MP

EN

SA

TIO

N

CH

AN

GE

RE

AS

ON

S

• Across-the-Board

• Adjustment

• Adjustment to Grade Minimum

• Certification

• Completed Intro Period

• Contract

• Conversion




6. To modify or add any component of a colleague’s compensation,

click the edit icon (* indicates required information)



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




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



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


Click the checkmark


HINT: When you enter a value

in the Percent Change box, the

Amount and Amount Change

values will update automatically.

DO

NO

T

US

E

• Salary

• Period Salary

• Unit Salary

• Commission




8. Type comments and click Submit

9. Process moves to next step; click Done

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Initiate

Compensation Change

Workday Job Aid: Request Compensation Change






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




4. Review the Compensation Change form



Review

Compensation Change

Click the checkmark


SCREEN INSTRUCTIONS


Click the edit

icon to open




5. Review the Compensation Change form (continued)

6. Type comments and click Approve

7. If increase is equal to and greater than 15%, the HR Leader will receive notification.



Review

Compensation Change

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.





2. Click Inbox

3. Review the notification of compensation change.



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

Receive Notification of

Compensation Change

Lydia Leader (5111110)





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 ... - trinity health

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