Workday Request Forms Process
Overview
This knowledge base article provides departments in the College of Letters & Science with information on how to request an update/change to an employee's potion details and/or information.
The following walks through the “Workday Request” process step-by-step in Workday. This process is the same for all requests and for all populations (FAASLI, Student, University Staff, Employees in Training, Postdocs, etc.).
Details of the 5 different requests and what information to enter can be found below broken down by population (FAASLI and University Staff, Student+ Population).
The request options include:
- Request Change Job
- Request Direct Hire or Add Job
- Request Recruitment
- Request Termination or End Job
- Summer Appointment
For questions, contact the department’s Administrative Regional Team (ART) representative
Workday Request Forms Process
1. From the Workday home page
Select Menu > under Organization select ‘Requests’
- This will open the Requests page
2. From the Requests page
Under Actions select 'Create Request'
- This will open the Create Requests window
3. From the Create Request Window
Select the 'Request Type' from the drop-down > then click 'Ok'
- Request Change Job
- Request Direct Hire or Add Job
- Request Recruitment
- Request Termination or End Job
- Summer Appointment
- This will open the selected requests type window
Request Type |
Definition |
|---|---|
| Request Change Job |
Use this form to request a change to an employee’s current job. Please complete the fields relevant to the action you are requesting. If you have any questions, contact your HR office for assistance. |
| Request Direct Hire or Add Job |
Use this form to request a direct hire for a new employee or an add job for an existing employee. Please complete the fields relevant to the action you are requesting. If you have any questions, contact your HR office for assistance. |
| Request Recruitment |
Use this form to request a recruitment. Please complete the fields relevant to the position you are seeking to fill. Contact your recruiter should you have questions. |
| Request Termination or End Job |
Use this form to request the termination or end of an employee’s job. If you have any questions, contact your HR office for assistance. |
| Summer Appointment |
All summer work performed by 9-month faculty, academic staff, and limited appointees requires prior approval by the individual's appointing unit. Each summer is comprised of 13 weeks (6.5 biweekly pay periods). UW System Administrative Policy 230 requires that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment receiving more than 4.5 biweekly pay periods of academic year salary during a summer appointment must obtain prior approval from the Dean or Director designee. For academic units, the department chair can serve as the designee. Summer Appointments for Faculty, Academic Staff, and Limited Appointees with C-Basis Appointments |
4. Fill out the request form with information to the best of your knowledge. Once the form is completed, click ‘Submit’
-
For questions, contact the department’s Administrative Regional Team (ART) HR representative
5. This will bring you to the ‘Up Next’ page. Click ‘Process’ to review the next steps in the request process.
Relevant Workday Terms & Definitions
Change Job Reason Definitions – provides a list and description of reasons in the Change Job business process.
Terminating a Worker’s Employment – the process of ending a worker’s employment when they are no longer working for any of the entities within the Universities of Wisconsin.
End Additional Job – this process can only be used on an employee with multiple positions to end an additional job, not a primary job. Use the Switch Primary Job business process to change the primary job before ending the position.
Switch a Primary Job in Workday – the process of switching the primary job for a worker who has multiple jobs in Workday. The document linked is also intended to support HR business users in determining which position should be the primary job for a worker with multiple positions. The Switch a Primary Job business process will most often be encountered when adding a position or making changes to a position for a worker with multiple jobs.
Add Additional Job – the process of adding an additional job to a worker in Workday so they now hold multiple positions.
Hire – the process of hiring a new worker to the Universities of Wisconsin can be initiated in one of two ways:
- Initiate the hire directly by using the Hire Employee task. Access Starting a Direct Hire job aid for guidance on the direct hire process.
- Through a Hire task received in My Tasks if a new hire went through recruitment. The Hire task will be sent when the Primary Recruiter marks the new hire as Ready For Hire. Access Hire from Recruiting for guidance on the hire process from recruiting.
Hire & Add Job
Hire & Add Job assumes that a position already exists for the job in Workday. If it does not, a position needs to first be created through the Job Requisition process, or the standalone Create Position process.
- Link to Create a Job Requisition KB (requires Net ID sign-on)
- Link to Create Position KB (requires Net ID sign-on)
Full List of Change Job Reasons and Definitions
Academic Pay Election: change pay election preference between 9 months over 9 months or 9 months over 12 months.
Backup Job Activated: the movement of a formerly Limited employee into their backup job.
Compensation Basis Change: change between a 12-month or 9-month compensation basis.
Correction: correct multiple data points requiring adjustment and correction. Allows for a single process of editing instead of stacking multiple changes.
Demotion - Involuntary: move an employee into a job with a lower salary grade than their current job occurring by direction of the employer.
Demotion - Voluntary: move an employee into a job with a lower salary grade than their current job.
Due to Appeal (Job Code): update an employee's Job Title due to a formal appeal process.
Extend Job End Date: extend an identified job and/or contract end date.
FLSA Adjustment: change between Exempt and Nonexempt FLSA statuses due to change in compensation.
FLSA Adjustment - FTE Change: change between Exempt and Nonexempt FLSA statuses due to change in FTE.
FTE Change - Partial Layoff: permanent, involuntary FTE reduction resulting in a partial layoff.
FTE Change Voluntary - Perm: permanent, voluntary FTE adjustment.
FTE Change Voluntary - Temp: temporary, voluntary FTE adjustment.
Lateral Move/Transfer: move an employee into a job in the same salary grade as their current job.
Location Change: change the physical location in which an employee sits, ex. building, assigned office, or cubicle.
Misc. Data Change: when multiple, otherwise separate, data points need to be updated. Allows for a single process of editing instead of stacking multiple changes.
New Title Assignment: when UW System or UW-Madison establishes a new title, and employees are moved into that title (no change in responsibilities)
Permanent Change in Responsibilities: capture permanent changes in responsibilities, resulting in a compensation change. The employee will remain in their current position number and job profile.
Promotion: move an employee into a job with a higher salary grade than their current job. Can be through or outside of recruitment.
Reassignment: reassigning an employee in scenarios that put them into a new position (ex. move that requires a new position number). Not for use with reassignment due to an accommodation.
Shift Change (BCMS): move employees covered by Madison's Blue Collar Multi-Shift policy between jobs assigned to different shifts.
Supervisory Org Change: update an employee's manager and/or department. Not used for large-scale reorganizations.
Temporary Change in Responsibilities: capture temporary changes in responsibilities, resulting in a compensation change. The employee will remain in their current position number and job profile.
Update Additional Job Classification: update an employee's additional job classifications, including legacy benefits, work study, and time tracking setup
Workday Request Forms Details: FAASLI + University Staff
Details of the 5 different requests and what information to enter can be found below broken down for the FAASLI and University Staff Populations. This population includes Faculty, Academic Staff, Limited Staff, and University Staff.
For questions, contact the department’s Administrative Regional Team (ART) HR representative
Request Change Job Form
Use this form to request a change to an employee's current job. Please complete the fields relevant to the action you are requesting.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
-What action are you requesting? (Required)
Response options: Compensation Basis Change/Compensation Change/Expected Job End Date Change/FTE Change/Location Change/Period Activity Pay/Permanent Change in Responsibilities/Student Assistant Reappointment/Supervisory Org Change/Temporary Change in Responsibilities
-What is the employee’s name? (Required) (Text Box)
-Who does this person currently report to? (Required) (Text Box)
-What is the effective date of this request? (Required) MM/DD/YYYY
-Employee’s new end date. MM/DD/YYYY
If not applicable to the requested job change, please leave blank.
-Employee's new scheduled weekly hours for this job. This is used to calculate FTE. Please enter 0 if this job will be paid with a one-time payment or period activity pay. (Text Box)
If not applicable to the requested job change, please leave blank.
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-Employee’s new salary or hourly rate. (Text Box)
If not applicable to the requested job change, please leave blank.
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
-Period activity pay amount. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s compensation basis.
Response options:12 Month/9 Month/No Pay/Seasonal/Summer
If not applicable to the requested job change, please leave blank.
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Employee’s new building location. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s new supervisor. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s new business title. (Text Box)
If not applicable to the requested job change, please leave blank.
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Graduate Program Manager
Example: Coordinator of Competitive Sports
-Employee’s new responsibilities. (Text Box)
If not applicable to the requested job change, please leave blank.
-Please provide any additional comments or information for this change job request, such as justification, funding changes, etc. (Text Box)
-Please upload any relevant attachments here.
Request Direct Hire or Add Job Form
Use this form to request a direct hire for a new employee or an add job for an existing employee. Please complete the fields relevant to the action you are requesting.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
-What is the effective date of this hire or add additional job? (Required) MM/DD/YYYY
-What is the person's legal name? (Required) (Text Box)
-Is this person an existing employee? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Person is an existing employee – unknown”
-If this is an existing employee, please enter the employee ID number: (Text Box)
If unknown, please leave blank.
-Please provide this person's email address: (Required) (Text Box)
-Please provide this person's phone number: (Text Box)
If unknown, please leave blank.
-Who will this person report to? (Required) (Text Box)
-What is the employee type for this position? (Required)
Response options: Regular/Terminal (Fixed term)/Temporary (Fixed term)
Ongoing Regular: (no end date) Academic Staff, University Staff Permanent, Faculty, Research Assistant (MSN), Vilas Trust Fund
Fixed Terminal: Academic Staff, University Staff Project, Other Employees
Fixed Temporary: Academic Staff
Limited Regular: (at will) Limited
Limited Terminal: (at will) Academic Staff, Limited (Interim)
Limited Temporary: (at will) Academic Staff, Temporary Employees, Limited (Interim)
Summer Service Terminal: Academic Staff, Faculty
Summer Session Terminal: Academic Staff, Faculty
-What building is this position based in? (Required) (Text Box)
-What is the job profile (official UW title) for this position? (Required) (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
-What is the business title for this position? (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Graduate Program Manager
Example: Coordinator of Competitive Sports
-What is the pay rate type for this position? (Required)
Response options: Hourly/Salary/No Pay/Period Activity Pay/One Time Payment
Hourly - Non-Exempt employees receive an hourly amount paid on a biweekly frequency which equates to the number of hours worked multiplied by their hourly rate. (Typically US)
Salary - Exempt employees receive an annual salary amount paid on a biweekly frequency. (Typically AS/LI/FA)
No Pay - used for positions that are not receiving compensation. (example: department chairperson).
Period Activity Pay (PAP) is an option when the payment is based on an activity or an event over a period of defined time. If the position will not be paid via salary, the Pay Rate Type can be changed to the option aligned with Period Activity Pay during the hire process.
One Time Payments (OTP) is a lump sum completed in one payment. These are often awards or bonus payments.
-Please enter the pay rate for the position: (Required) (Text Box)
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
-What are the scheduled weekly hours for this position? This is used to calculate FTE. Please enter 0 if this job will be no pay or paid with a one-time payment or period activity pay. (Required) (Text Box)
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-How will this position be funded? (Required)
Note: Consult the department’s ART finance team for guidance on funding sources and to ensure proper account allocation.
-What is the compensation basis for this position?
Response options: 12 Month/9 Month/No Pay/Summer/Seasonal
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Is this a position of trust?
Response options: Yes: 2 year recheck/Yes: 4 year recheck/Yes: No recheck/No: CBC required/No: CBC not required/No: Exempt from CBC requirement
Positions of Trust (POT): A Criminal Background Check (CBC) and/or CBC re-check is required if an employee’s job duties and responsibilities are deemed a POT. Resource - Hiring Positions of Trust
-Please provide any additional comments for information for this request: (Text Box)
Request Recruitment Form
Use this form to request a recruitment. Please complete the fields relevant to the position you are seeking to fill.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
-Who will this person report to? (Required) (Text Box)
-Will you be replacing a current worker? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Replacing a current worker – unknown”
-Are you requesting a Recruitment Waiver? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Requesting a recruitment waiver – unknown”
-Are you requesting an internal recruitment? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Requesting an internal recruitment – unknown”
-Please list any public job boards or listservs that you will be utilizing for this recruitment. (Text Box)
-Does this job posting have a specific end date? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Does this job posting have a specific end date – unknown”
-What is the anticipated start date? (Required) MM/DD/YYYY
-Is this an ongoing position? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Ongoing position – unknown”
-What should be the Job Posting Title for this recruitment? This is typically the business title. (Required) (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Graduate Program Manager
Example: Coordinator of Competitive Sports
-What should the job profile (official UW title) for this recruitment be? If you're unsure, leave this blank. (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
-Please provide a job description summary for the job posting, including key details about the role, department, campus, and any relevant introductory information. You may use the standard job description or customize it as needed. (Text Box)
For Madison employees, please refer to UW-Madison Title and Standard Job Description Library
For all other institutions, please refer to Universities of Wisconsin Title and Standard Job Description Library
-Please fill out the job posting information below: (Text Box)
Department:
Compensation:
Required Qualifications:
Preferred Qualifications:
Education:
How to Apply:
Contact Information:
-Is there a remote opportunity for this job? (Required)
Response options: Onsite/Partially Remote/Remote
If unknown select “Partially Remote”, then in the comments text box at the end of the form enter “Remote opportunity for this job – unknown”
-What building location is this job based in? (Text Box)
-What are the scheduled weekly hours for this job? This is used to calculate FTE. Please enter 0 if this job will be paid with a one-time payment or period activity pay. (Required) (Text Box)
If unknown enter “2” in the text box, then in the comments text box at the end of the form enter “Scheduled Weekly Hours – unknown”
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-Is this a summer service or summer session job? (Required)
Response options: Summer Service/Summer Session/No
If unknown select “No”, then in the comments text box at the end of the form enter “Summer Service or Session Job – unknown”
-Are the responsibilities for this position different from what is listed in the standard job description? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Responsibilities different from SJD – unknown”
For Madison employees, please refer to UW-Madison Title and Standard Job Description Library
For all other institutions, please refer to Universities of Wisconsin Title and Standard Job Description Library
-How will the position be funded? (Text Box)
Note: Consult the department’s ART finance team for guidance on funding sources and to ensure proper account allocation.
-What is the compensation basis for this position?
Response options: 12 Month/9 Month/No Pay/Seasonal/Summer
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Is this a position of trust?
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Position of Trust – unknown”
Positions of Trust (POT): A Criminal Background Check (CBC) and/or CBC re-check is required if an employee’s job duties and responsibilities are deemed a POT. Resource - Hiring Positions of Trust
-What is the anticipated salary or hourly rate for this position? (Required) (Text Box)
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
-Who will be the Search Committee Chair for this recruitment? If you're unsure, leave this blank. Only one person can be assigned this role. (Text Box)
-Who will be the Search Committee Members for this recruitment? If you're unsure, leave this blank. Multiple people can be assigned this role. (Text Box)
-Please provide any additional comments or information for this recruitment request such as a detailed position description, application materials candidates should submit, recruitment plan, etc. (Text Box)
Request Termination or End Job Form
Use this form to request a termination or to end an employee's additional job. Please complete the fields relevant to the position you are seeking to terminate.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
Termination: ending a worker’s employment with the institution in Workday. This includes voluntary and involuntary terminations. Termination should be used for persons who will no longer work at any campus that’s part of the Universities of WI.
End Job: ending a worker’s additional job with the institution in Workday. End Job should be used for anyone switching roles within or between campuses and if ending one of multiple jobs.
Note: Ensure that a conversation with the employee has been had prior to initiating the Termination Business Process.
-What is the employee's name? (Required) (Text Box)
-What is the employee's ID number? (Text Box)
If unknown, please leave blank.
-Who does this person report to? (Required) (Text Box)
-What is the job profile (official UW title) of the terminating position? (Required) (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
-What is the business title for this position? (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Graduate Program Manager
Example: Coordinator of Competitive Sports
-What is the termination or end job reason? (Required)
Response options: Resignation/Retirement/Other State Service/Contract End/Graduation/Unsatisfactory Probation or Evaluation Outcome/Discharge
-What is the effective date of this termination/end job? (Required) MM/DD/YYYY
Termination Date: Is the effective date of the termination. In Workday this often lines up with the last day worked.
-What is the employee's last day worked? (This is typically the same as the termination date) (Required) MM/DD/YYYY
Last Day of Work: The last day the employee worked for the company. This does not have to match the “Pay Through Date.”
-What is the employee's pay through date? (This is typically the same as the termination date) (Required) MM/DD/YYYY
Pay Through Date: This date is used if the individual terminating employment continues receiving pay beyond their last day worked. An example of this is an individual approved to use remaining paid leave time prior to their retirement date.
-Would you like to close this position? (If this is a student hourly job, select N/A below (Required)
Response options: Yes/No/NA
If unknown select N/A
-Is the position available for overlap? (If this is a student hourly job, select N/A below) (Required)
Response options: Yes/No/NA
If unknown select N/A
-Please attach a copy of the employee's resignation or retirement letter, if applicable.
-Please provide any additional comments or information that may be needed for this termination request: (Text Box)
Summer Appointment Form
All summer work performed by 9-month faculty, academic staff, and limited appointees requires prior approval by the individual's appointing unit. Each summer is comprised of 13 weeks (6.5 biweekly pay periods). UW System Administrative Policy 230 requires that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment receiving more than 4.5 biweekly pay periods of academic year salary during a summer appointment must obtain prior approval from the Dean or Director designee. For academic units, the department chair can serve as the designee.
Please complete the relevant information below related to the proposed workload for the upcoming summer. In order to accurately track and report these details, a new request form will need to be completed whenever revisions are made to the information contained in the form.
If you have any questions, contact the department’s ART HR representative for assistance.
-Please enter the department(s) that you will be working for this summer. (Required) (Text Box)
-Will you be teaching during summer (Summer Session)? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Teaching during summer – unknown”
-Will you be doing research/administrative work during summer (Summer Service) (Required)
Response options: Yes/No
If yes, see projects/funding sources.
If unknown select “No”, then in the comments text box at the end of the form enter “Research/administrative work during summer – unknown”
-Enter Bi-weekly Funding Source(s)/Percentage(s): (Text Box)
-Enter the number of bi-weekly pay periods requested for the upcoming summer. Please see “Summer Payroll Calendars” - http://uwservice.wisconsin.edu/calendars-schedules (Required) (Text Box)
-Will you be exceeding the allowed summer salary? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Exceeding the allowed summer salary – unknown”
For more information see: https://policy.wisc.edu/library/UW-5032
- Please upload Summer Appointment Request Form, which provides details on payments received over the two (2) prior summers (if applicable).
I understand the UW-System policy governing summer appointments for faculty, academic staff and limited appointees - Salary & Fringe Benefit Calculations | UW Policies (wisconsin.edu) . In addition, I understand that if I am using research funds, I will need to certify the payments are to support research work being conducted during the summer months requested. All salary disbursements have the approval of the Principal Investigator.
By electronically signing this form, I attest that my summer teaching/research/administrative work will advance the mission of the department and school/college. (Required) (Text Box)
Workday Request Forms Details: Student+ Population
Details of the 5 different requests and what information to enter can be found below broken down for the Student+ Population.
The Student Assistant+ Population includes Graduate Student Assistants, Employees in Training, and Postdoctoral Employees. See more details below.
Student Assistant appointment titles:
- Advanced Opportunity Fellow (AOF)-SA001
- Fellow-SA002
- Lecturer (LSA)-SA004
- Project Assistant (PA)-SA006
- Project Assistant- Grader/Reader (PA-G/R)-SA008
- Research Assistant (RA)-SA009
- Scholar-SA010
- Teaching Assistant (TA)-SA011
- Trainee-SA013
- Undergraduate-Grader/Reader-SA014
- Undergraduate-Teaching Assistant-SA014
- Student Help/Hourly (SH)-SH001
Note: Per the Graduate School Policy on enrollment to be eligible for a student assistant appointment, the individual must be enrolled full-time at a UW System institution. Verification of full-time enrollment is the responsibility of the department/unit. Please review the University of Wisconsin–Madison policy on Maximum Levels of Graduate Assistantship Appointments to ensure the position complies with institutional guidelines.
Postdoctoral appointment titles:
- Postdoctoral Fellow (PD003)
- Postdoctoral Trainee (PD004)
- Research Associate (PD012)
Note: A Postdoctoral employee is an individual who has earned a Ph.D or other terminal degree and is engaged in mentored research and/or scholarly training to develop professional skills. For new Postdoc appointments the department/unit must also send the person’s CV. An FTE of less than 100% requires approval from the L&S Student+ Team HR Manager.
Employees in Training appointment titles:
- Graduate Intern/Trainee (PD001)
- Research Intern (PD013)
Note: An Employee in Training person is an individual who has earned a bachelor’s or master’s degree, often from another institution, and come to UW-Madison for further training and research in their field of study. Individuals in these positions are not enrolled as students at a college or university. For new Employees in Training appointments the department/unit must also send the person’s CV. An FTE of less than 100% requires approval from the L&S Student+ Team HR Manager.
For questions, contact the department’s Administrative Regional Team (ART) HR representative
Request Change Job Form
Use this form to request a change to an employee's current job. Please complete the fields relevant to the action you are requesting.
Please fill out this information to the best of your knowledge. If you have any questions, contact your ART HR representative for assistance.
-What action are you requesting? (Required)
Response options: Compensation Basis Change/Compensation Change/Expected Job End Date Change/FTE Change/Location Change/Period Activity Pay/Permanent Change in Responsibilities/Student Assistant Reappointment/Supervisory Org Change/Temporary Change in Responsibilities
-What is the employee’s name? (Required) (Text Box)
-Who does this person currently report to? (Required) (Text Box)
-What is the effective date of this request? (Required) MM/DD/YYYY
-Employee’s new end date. MM/DD/YYYY
If not applicable to the requested job change, please leave blank.
-Employee's new scheduled weekly hours for this job. This is used to calculate FTE. Please enter 0 if this job will be paid with a one-time payment or period activity pay. (Text Box)
If not applicable to the requested job change, please leave blank.
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-Employee’s new salary or hourly rate. (Text Box)
If not applicable to the requested job change, please leave blank.
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
Hourly: Project Assistant- Grader/Reader-SA008, Student Help/Hourly-SH001
Salary: Lecturer-SA004, Project Assistant-SA006, Research Assistant-SA009, Teaching Assistant-SA01, Research Intern-PD013, Research Associate-PD012
No Pay: Zero-Dollar Appointments
Period Activity Pay: Advanced Opportunity Fellow-SA001, Fellow-SA002, Trainee-SA013, Graduate Intern/Trainee-PD001, Postdoctoral Fellow-PD003, Postdoctoral Trainee-PD004
One Time Payment: Scholar-SA010
The rates of Student Assistantship appointments for each graduate program at UW-Madison are noted online: https://grad.wisc.edu/funding/graduate-assistantships/
-Period activity pay amount. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s compensation basis.
Response options:12 Month/9 Month/No Pay/Seasonal/Summer
If not applicable to the requested job change, please leave blank.
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Employee’s new building location. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s new supervisor. (Text Box)
If not applicable to the requested job change, please leave blank.
-Employee’s new business title. (Text Box)
If not applicable to the requested job change, please leave blank.
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Research Assistant Bio Lab
Example: Teaching Assistant Spanish Section 1 & 2
Example: Project Assistant HR Administration
-Employee’s new responsibilities. (Text Box)
If not applicable to the requested job change, please leave blank.
-Please provide any additional comments or information for this change job request, such as justification, funding changes, etc. (Text Box)
-Please upload any relevant attachments here.
Request Direct Hire or Add Job Form
Use this form to request a direct hire for a new employee or an add job for an existing employee. Please complete the fields relevant to the action you are requesting.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
-What is the effective date of this hire or add additional job? (Required) MM/DD/YYYY
-What is the person's legal name? (Required) (Text Box)
-Is this person an existing employee? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Person is an existing employee – unknown”
-If this is an existing employee, please enter the employee ID number: (Text Box)
If unknown, please leave blank.
-Please provide this person's email address: (Required) (Text Box)
-Please provide this person's phone number: (Text Box)
If unknown, please leave blank.
-Who will this person report to? (Required) (Text Box)
-What is the employee type for this position? (Required)
Response options: Regular/Terminal (Fixed term)/Temporary (Fixed term)
Fixed Terminal: Advanced Opportunity Fellow-SA001, Fellow-SA002, Lecturer-SA004, Project Assistant-SA006, Project Assistant- Grader/Reader-SA008, Scholar-SA010, Teaching Assistant-SA01, Trainee-SA013, Graduate Intern/Trainee-PD001, Research Intern-PD013, Postdoctoral Fellow-PD003, Postdoctoral Trainee-PD004, Research Associate-PD012
Ongoing Regular: Research Assistant-SA009
Limited Temporary: Student Help/Hourly-SH001
-What building is this position based in? (Required) (Text Box)
-What is the job profile (official UW title) for this position? (Required) (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
Please include the main duties and overall purpose of the position, as this information is required for the offer letter.
-What is the business title for this position? (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Research Assistant Bio Lab
Example: Teaching Assistant Spanish Section 1 & 2
Example: Project Assistant HR Administration
-What is the pay rate type for this position? (Required)
Response options: Hourly/Salary/No Pay/Period Activity Pay/One Time Payment
Hourly: Project Assistant- Grader/Reader-SA008, Student Help/Hourly-SH001
Salary: Lecturer-SA004, Project Assistant-SA006, Research Assistant-SA009, Teaching Assistant-SA01, Research Intern-PD013, Research Associate-PD012
No Pay: Zero-Dollar Appointments
Period Activity Pay: Advanced Opportunity Fellow-SA001, Fellow-SA002, Trainee-SA013, Graduate Intern/Trainee-PD001, Postdoctoral Fellow-PD003, Postdoctoral Trainee-PD004
One Time Payment: Scholar-SA010
-Please enter the pay rate for the position: (Required) (Text Box)
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
The rates of Student Assistantship appointments for each graduate program at UW-Madison are noted online: https://grad.wisc.edu/funding/graduate-assistantships/
-What are the scheduled weekly hours for this position? This is used to calculate FTE. Please enter 0 if this job will be no pay or paid with a one-time payment or period activity pay. (Required) (Text Box)
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-How will this position be funded? (Required)
Note: Consult the department’s ART finance team for guidance on funding sources and to ensure proper account allocation.
-What is the compensation basis for this position?
Response options: 12 Month/9 Month/No Pay/Summer/Seasonal
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Is this a position of trust?
Response options: Yes: 2 year recheck/Yes: 4 year recheck/Yes: No recheck/No: CBC required/No: CBC not required/No: Exempt from CBC requirement
Positions of Trust (POT): A Criminal Background Check (CBC) and/or CBC re-check is required if an employee’s job duties and responsibilities are deemed a POT. Resource - Hiring Positions of Trust
Student Assistant, Student Help/Hourly, Employees in Training, and Postdoc employees are rarely Positions of Trust. These positions rarely require CBC checks. Please refer to the UW Criminal Background Checks policy for more information and guidance.
-Please provide any additional comments for information for this request: (Text Box)
Request Recruitment Form
Use this form to request a recruitment. Please complete the fields relevant to the position you are seeking to fill.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
-Who will this person report to? (Required) (Text Box)
-Will you be replacing a current worker? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Replacing a current worker – unknown”
-Are you requesting a Recruitment Waiver? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Requesting a recruitment waiver – unknown”
-Are you requesting an internal recruitment? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Requesting an internal recruitment – unknown”
-Please list any public job boards or listservs that you will be utilizing for this recruitment. (Text Box)
-Does this job posting have a specific end date? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Does this job posting have a specific end date – unknown”
-What is the anticipated start date? (Required) MM/DD/YYYY
-Is this an ongoing position? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Ongoing position – unknown”
-What should be the Job Posting Title for this recruitment? This is typically the business title. (Required) (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Research Assistant Bio Lab
Example: Teaching Assistant Spanish Section 1 & 2
Example: Project Assistant HR Administration
-What should the job profile (official UW title) for this recruitment be? If you're unsure, leave this blank. (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
-Please provide a job description summary for the job posting, including key details about the role, department, campus, and any relevant introductory information. You may use the standard job description or customize it as needed. (Text Box)
For Madison employees, please refer to UW-Madison Title and Standard Job Description Library
For all other institutions, please refer to Universities of Wisconsin Title and Standard Job Description Library
-Please fill out the job posting information below: (Text Box)
Department:
Compensation:
Required Qualifications:
Preferred Qualifications:
Education:
How to Apply:
Contact Information:
-Is there a remote opportunity for this job? (Required)
Response options: Onsite/Partially Remote/Remote
If unknown select “Partially Remote”, then in the comments text box at the end of the form enter “Remote opportunity for this job – unknown”
-What building location is this job based in? (Text Box)
-What are the scheduled weekly hours for this job? This is used to calculate FTE. Please enter 0 if this job will be paid with a one-time payment or period activity pay. (Required) (Text Box)
If unknown enter “2” in the text box, then in the comments text box at the end of the form enter “Scheduled Weekly Hours – unknown”
13.5 hours = 33% FTE
16 hours = 40% FTE
20 hours = 50% FTE
30 hours = 75% FTE
40 hours = 100% FTE
-Is this a summer service or summer session job? (Required)
Response options: Summer Service/Summer Session/No
If unknown select “No”, then in the comments text box at the end of the form enter “Summer Service or Session Job – unknown”
-Are the responsibilities for this position different from what is listed in the standard job description? (Required)
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Responsibilities different from SJD – unknown”
For Madison employees, please refer to UW-Madison Title and Standard Job Description Library
For all other institutions, please refer to Universities of Wisconsin Title and Standard Job Description Library
-How will the position be funded? (Text Box)
Note: Consult the department’s ART finance team for guidance on funding sources and to ensure proper account allocation.
-What is the compensation basis for this position?
Response options: 12 Month/9 Month/No Pay/Seasonal/Summer
12 Month – compensation basis for all positions (including student hourly) except for situations noted below.
9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months.
No Pay – not eligible for compensation of any type.
Seasonal – used for seasonal employees and does not align with 9 or 12 months.
Summer – used for all summer service or summer session positions.
Note: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
-Is this a position of trust?
Response options: Yes/No
If unknown select “No”, then in the comments text box at the end of the form enter “Position of Trust – unknown”
Positions of Trust (POT): A Criminal Background Check (CBC) and/or CBC re-check is required if an employee’s job duties and responsibilities are deemed a POT. Resource - Hiring Positions of Trust
Student Assistant, Student Help/Hourly, Employees in Training, and Postdoc employees are rarely Positions of Trust. These positions rarely require CBC checks. Please refer to the UW Criminal Background Checks policy for more information and guidance.
-What is the anticipated salary or hourly rate for this position? (Required) (Text Box)
Note: The pay rate must align with the university’s approved pay structure and compensation policies to ensure consistency and compliance. See the Title and Standard Job Description Library for salary ranges.
The rates of Student Assistantship appointments for each graduate program at UW-Madison are noted online: https://grad.wisc.edu/funding/graduate-assistantships/
-Who will be the Search Committee Chair for this recruitment? If you're unsure, leave this blank. Only one person can be assigned this role. (Text Box)
-Who will be the Search Committee Members for this recruitment? If you're unsure, leave this blank. Multiple people can be assigned this role. (Text Box)
-Please provide any additional comments or information for this recruitment request such as a detailed position description, application materials candidates should submit, recruitment plan, etc. (Text Box)
Request Termination or End Job Form
Use this form to request a termination or to end an employee's additional job. Please complete the fields relevant to the position you are seeking to terminate.
Please fill out this information to the best of your knowledge. If you have any questions, contact the department’s ART HR representative for assistance.
Termination: ending a worker’s employment with the institution in Workday. This includes voluntary and involuntary terminations. Termination should be used for persons who will no longer work at any campus that’s part of the Universities of WI.
End Job: ending a worker’s additional job with the institution in Workday. End Job should be used for anyone switching roles within or between campuses and if ending one of multiple jobs.
Note: Ensure that a conversation with the employee has been had prior to initiating the Termination Business Process.
-What is the employee's name? (Required) (Text Box)
-What is the employee's ID number? (Text Box)
If unknown, please leave blank.
-Who does this person report to? (Required) (Text Box)
-What is the job profile (official UW title) of the terminating position? (Required) (Text Box)
Title and Standard Job Description Library: Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.
-What is the business title for this position? (Text Box)
Business Title Guidelines: A business title provides more description to an employee’s assigned official job title (title of record). An employee can adopt a business title that provides more specific detail about an individual position within the organization, or the type of work performed. Business titles replace working titles.
Example: Research Assistant Bio Lab
Example: Teaching Assistant Spanish Section 1 & 2
Example: Project Assistant HR Administration
-What is the termination or end job reason? (Required)
Response options: Resignation/Retirement/Other State Service/Contract End/Graduation/Unsatisfactory Probation or Evaluation Outcome/Discharge
Common reasons for Student Assistant and Student Help/Hourly: Resignation, Contract End, Graduation
Common reasons for Employees in Training and Postdocs: Resignation, Contract End
-What is the effective date of this termination/end job? (Required) MM/DD/YYYY
Termination Date: Is the effective date of the termination. In Workday this often lines up with the last day worked.
-What is the employee's last day worked? (This is typically the same as the termination date) (Required) MM/DD/YYYY
Last Day of Work: The last day the employee worked for the company. This does not have to match the “Pay Through Date.”
-What is the employee's pay through date? (This is typically the same as the termination date) (Required) MM/DD/YYYY
Pay Through Date: This date is used if the individual terminating employment continues receiving pay beyond their last day worked. An example of this is an individual approved to use remaining paid leave time prior to their retirement date.
-Would you like to close this position? (If this is a student hourly job, select N/A below (Required)
Response options: Yes/No/NA
If unknown select N/A
-Is the position available for overlap? (If this is a student hourly job, select N/A below) (Required)
Response options: Yes/No/NA
If unknown select N/A
-Please attach a copy of the employee's resignation or retirement letter, if applicable.
A resignation letter is not required for Student Assistant and Student Help/Hourly appointments.
-Please provide any additional comments or information that may be needed for this termination request: (Text Box)