Request Compensation Change

Workday Education

Overview

In this chapter, we will focus on the transactions that allow the defaulting to occur. When there is a change in an employee's compensation, it must be done through a compensation event. Compensation changes can occur as part of a larger business process, such as a hire or job change, or as a standalone business process. Using the

Request Compensation Change

business process, ad hoc compensation changes can occur at any time for many reasons.

Objectives

By the end of this chapter, you will be able to:

Configure and initiate a request compensation change.

Define and test expected end dates and actual end dates.

Analyze roll out and removal of compensation plans for a large population.

Requesting Compensation Changes

The

Request Compensation Change

business process works differently than most compensation transactions. This process is not triggered from an employee data change and does not require an evaluation of the eligibility rules. Instead, current compensation data populates into the task, allowing someone to edit the current compensation.

Note
: Eligibility is NOT evaluated during this business process. Current compensation assignments are populated and warnings are provided if eligibility is different than what is assigned.

Request Compensation Change Business Process

The

Request Compensation Change

business process uses a template-driven user interface. You can add instructional text and add additional security at a plan-by-plan level. Using the task security, you can configure the business process so certain plans are available for a partner but not the manager security group.

By navigating to the business process template, you can view or modify:

Sections that can display help text.

Instructional text on the summary page.

Security configurations.

Request Compensation Change Security Policy

When viewing the

Request Compensation Change

business process security policy, you may notice that there is more than one initiating action available. The

Request Grade Change

action allows for a change to only the compensation grade and no other compensation data. The

Request Compensation Change

task allows changes to all compensation data.

Initiating Actions

The

Request Compensation Change

business process is flexible. The task can change an employee's package, grade, rate of pay, salary amount, or plans. Since this task is an ad hoc change to compensation, Workday does not re-evaluate eligibility. Instead, it populates current compensation and the data is editable.

There are two separate initiating actions for the

Request Compensation Change

business process:

Request Compensation Change

Request Grade Change

The domain security policies within this business process template provide the ability to control which security groups can change the different compensation components. For example, a manager has security to change salary or hourly rates, but not a bonus plan.

Request Compensation Change for Edit Position

The

Edit Position

business process can include the

Request Compensation Change

subprocess as a step. This business process will evaluate eligibility and will remove compensation components. Any compensation component for which the employee is newly eligible will default in. Workday recommends that only the HR partner and HR administrators initiate the

Edit Position

business process.

Request Grade Change

Although this initiating step uses the same business process as

Request Compensation Change

, it only allows changes to the compensation grade.

Request Compensation Change (Web Service)

The web service is used when building an integration to load this type of change for many employees.

Security Options

There are other options in the business process security policy. Common configurations include:

Security Option	Definition
View All	Enables viewing of all actions, completed or not.
View Completed Only	Supports the manager review process, compensation changes, and other worker history. This option suppresses related components, so that only completed business processes are viewable. This can also be used to allow employees to see only completed business processes.
Cancel	Specifies which security groups can cancel the business process while in progress.
Rescind	Specifies which security groups can rescind the business process after it is complete.
Correct	Specifies which security groups can correct the business process. Correct has no impact on any earlier and later effective-dated compensation changes.
Reassign Tasks	Allows tasks to be reassigned to other users.
Allow Inbox Task Delegation	Allows this business process to be delegated. Requires enabling delegation on the tenant level using the Edit Tenant Setup - Business Process and Notifications task. The configuration of the Request Delegation Change business process and security policy needs to be completed.
Hide Comments From Worker	Hides all comments by all participants in the business process.
Hide Details from Worker	Prevents the event target from having access to the details of a business process instance.
Allow Attachments within Emails	Allows attachments to be added to notification emails in this business process.

Wage Theft Statements Overview

Wage theft statements are an increasingly prevalent part of the human resources landscape. Jurisdictions continue to adopt legislation to require these statements. As you adopt new laws, you need the tools to support the new requirements. Workday can generate and deliver wage theft statements to your employees to meet requirements set for your organization and jurisdiction. To use wage theft statements, begin by creating configurable templates, adding the Generate Wage Theft Notice action step to compensation processes to auto generate during transactions, or using the

Generate Wage Theft Prevention Notice

task. You can generate Ad Hoc Wage Theft Statements in Workday as well.

You can provide employees with a statement that details changes to rate of pay, basis of wage payment, allowances, regular payday, employer contact information, and worker's compensation insurance carrier information. Workday secures each component differently, so be sure to consider security, business processes, and system configuration.

Security	Business Process	System
Document Library: Create and Edit Text Blocks and Document Templates Document Generation Results: Subordinate of Document Library Set Up: Safety Incident Tracking: Create/Edit of Worker's Compensation Carrier (If using Safety Incident Tracking.)	Ensure required initiators are listed for the Ad Hoc Wage Theft process. Configure Wage Theft as a subprocess and standalone process. Configure Generate Document Step. Configure Review Document Step.	Create/Edit Workers Compensation Carrier. Maintain Event Categories and Reasons.

Actual and Expected End Dates

When entering compensation, through an HR event or an ad hoc business process, you can control participation start and end. Enter the start of a compensation component as an effective date. The expected or actual end date drives the end date.

Expected end dates allow you to remove all salary, hourly, or allowance plan assignments from an employee's compensation. The expected end date requires a process to run to pick up the date and remove the plan. Unlike the Actual End Date field, expected end dates do not use an automatic process. As the name implies, this date is an expected date, not an actual date.

The actual end date does not require a process. Instead, the plan will end on the date entered. Actual end dates allow you to automatically end a plan assignment. The entry of the Actual End Date is available during the plan assignment of ALL compensation plan types. You can also extend the Actual End Date during the

Request Compensation Change

process.

Two delivered reports can help you track all plan assignments that have an expected end date:

Report	Definition
Compensation Plan Expected End Date Audit	Lists employees, by organization, participating in a compensation component with an expected end date. You can copy and modify this report.
Compensation Plan Assignments With Expected End Dates	Lists employees as of a specific date, assigned a compensation component with an expected end date. You can copy and modify this report.

To initiate the process of removing plan assignments, run the

Schedule Remove Compensation Plans with Expected End Date

task. This process runs for one or more compensation plans at a time. Additionally, you can schedule the report to run as often as needed.

One of the advantages of the expected end date is the ability to select an effective date option. If you enter an actual end date, participation in the plan will end on that date. In contrast, if you enter an expected end date, you can choose to have the plan assignment end using one of the effective date options.

Effective Date Options

Other fields on the

Schedule Remove Compensation Plans with Expected End Date

task are as follows:

Report	Definition
By Compensation Eligibility Rule	Identifies the population to evaluate and remove a plan assignment. The population identifies the selected plan and populates the expected end date.
Expected End Date	Employees with an expected end date for the selected compensation plan that equals this date.
State Date	Employees with an expected end date for the selected compensation plan that is on or after this date.
End Date	Employees with an expected end date for the selected compensation plan that is on or before this date.

Once the process runs, the employees will automatically have the plan removed. Add a reason for the change to the employee's compensation to easily track why a compensation plan removal.

Compensation Rollout and Removal

When you create a new compensation plan, it is necessary to enroll eligible employees into the plan. Even though an employee may be eligible, you must have an event to assign the employee to the plan. The

Rollout Compensation Plans to Employees

task allows you to add a compensation plan to an employee's compensation. The rollout and removal tasks use the

Request Compensation Change

business process definition.

A flowchart diagram maps five steps to roll out compensation: create a plan and eligibility rule, deploy to workers, run reports, and rerun if needed.

The View Compensation Plan Rollout Process page includes information regarding the names, number of employees impacted, and a list of employees with in-progress compensation transactions. Workday will exclude any employees with in-progress compensation processes from receiving the compensation plan.

When you no longer need an existing compensation plan, you must remove it from employees' compensation. By using a compensation eligibility rule and running the

Remove Compensation Plan from Employees

task, the system will remove the plan from employees.