Workday Request Forms Process
CHM will use the Workday Request Process for HR requests
All requests submitted by CHM employees will be routed to Lisa Wesley in Workday.
Note: If your primary appointment is not through CHM (e.g., Core Faculty Members) and is held with another department, your request will be routed to your home department for processing and may not be received as intended.
Please use one of the following options to complete your request:
-
Ask a CHM employee to submit the request on your behalf — this could be a Research Program Manager/Coordinator or another staff member within your work unit
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Send an email with the required information directly to Lisa Wesley for entry and processing
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Work with Administrative Staff to submit the request on your behalf
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 4 different requests and what information to enter can be found below broken down by population (FAASLI and University Staff, Student+ Population (Graduate students, Employees in Training).
The request options include:
- Request Change Job
- Request Direct Hire or Add Job
- Request Recruitment
- Request Termination or End Job
For questions, primary contact Lisa Wesley @ lawesley@wisc.edu
- This is the initial internal department request, please fill out details to the best of your knowledge
- HR will review - if additional information is needed or changed to move forward with the request CHM HR will reach out to you for more information
Adminstrative Regional Team 2 (other HR members on Art Team 2)
Joy Benz | HR Manager
Please contact Joy at joy.benz@wisc.edu if you need immediate assistance. She may be able to help directly or connect you with another HR Generalist in Lisa’s absence.
- Lead ART 2
- Manage immigration matters within ART 2
Eric Weycker | HR Generalist
- Psychology
- Harlow Labs
Lisa Wesley | HR Generalist
- Center for Healthy Minds
Alyssa Luckey Winters | HR Generalist
- Center for Limnology
- Communication Sciences and Disorders (CSD)
Julie Olson | HR Generalist
- Botony
Javiera Derks | HR Generalist
- Integrative Biology
- BioCore
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
- 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 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. |
4. Fill out the request form with information to the best of your knowledge. Once the form is completed, click ‘Submit’
-
For questions, contact Lisa Wesley, CHM Human Resources Generalist at lawesley@wisc.edu
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.
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: Academic + 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 - Lisa Wesley lawesley@wisc.edu
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.
Question |
Response Options / Answer Format |
Additional Info |
|---|---|---|
| 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) | Response Format: MM/DD/YYYY |
If not applicable to the requested job change, please leave blank. |
|
Employee’s new end date. |
Response Format: MM/DD/YYYY | |
|
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.
|
| 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.
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 |
| 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 |
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 CHM HR Generalist - Lisa Wesley 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
-What building is this position based in? (Required) (Text Box) - 625 West Washington Ave (for most CHM staff)
-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? - CHM generally hires on a 12-month annual basis
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 CHM HR Generalist - Lisa Wesley for assistance.
More inforamtion may need to be gathered to post the position this is jsut the starting point for the request and HR will contact you for more information as needed
-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
-Please fill out the job posting information below: (Text Box)
Department: Center for Healthy Minds
Compensation
Refer to Title Pay Range (from TTC title - tip use salary grade quartiles to assist with determining starting salary)
Review Advertising Salary and Total Compensation Best Practices
Questions/Guidance pelase contact HR for assistance
Required Qualifications:
Preferred Qualifications:
Education: Note education/degree preferred or required and note degree disciplines
How to Apply:
SUGESTED LANGUAGE - Please adjust if needed to meet individual recruitment needs
We are eager to learn more about how your experience and passion may align with this position. You will be asked to upload a resume and cover letter as a part of the application process. Your cover letter and resume should address how your skills, knowledge, and abilities are transferable to this role. We rely on written application materials to determine who may advance to preliminary interviews.
Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/former supervisor. References will not be contacted without advanced notice.
Contact Information: Usually list HR Generalist Lisa Wesley for general questions
-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) 625 West Washingotn Ave
-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
-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.
This information can be found on the current employees Workday job profile
-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)