Promote an Employee in the Same Store (Field)

This Job Aid will guide a Store through the process of changing an employee’s position in Workday.

Is the employee being promoted to a manager position (Supervisor, Assistant Manager, or Store Manager and above)? If you have not requested a background check, please stop and proceed to Connect to fill out our Background Check Request for Promotion form.

Step	Action
1.	Once logged into Workday, use the search field to locate the employee you wish to promote.
2.	Click the Actions button.
3.	Hover over Job Change.
4.	Click Transfer, Promote or Change Job.
5.	Click the Pencil icon to edit.
6.	Many of these fields will already be populated.
7.	Enter the effective date of the promotion. Please Note: Effective dates should only fall on Sundays.
8.	Click the Reason drop-down menu. Select Promotion.
9.	The field will automatically update if the correct store is listed in the next two fields.
10.	Enter the six digit code for the store for Assistant Store Manager and below. The current manager of the store will auto populate the previous field. If this is a promotion to Store Manager, the area should be entered in this field only. What is entered in this field will dictate what positions are available to choose from in step 14.
11.	Always enter the five digit location code of the store in this field.
12.	Selecting this checkbox will change the effective date of the promotion the first day of the next pay period. (Not recommended.)
13.	Click Start.
14.	You MUST change the position as all positions are unique and assigned to each store.
15.	Click the edit button (pencil) and clear out the current position from the field by clicking on the x in front of the position.
16.	Click the Position drop-down menu. (The position field should be empty.) You should see the following selections:
17.	Choose Positions with Job Requisitions and scroll through the list of positions to select the correct position. (You will see your store number listed after each available position.) The following positions are attached to the store job requisitions: Store Associate JD Associate FLM Store Associate Supervisor JD Supervisor FLM Store Supervisor Assistant Manager JD Assistant Manager FLM Assistant Manager You should see multiple positions with the store number listed after the position. Select the correct position from the store list. (You may need to scroll through the positions to find the correct position.) Please Note: If the position is not available under Positions with Job Requisitions, you should exit this process and submit a HR Service Desk Request to request additional positions be created for your store. The following positions are not attached to a job req and can be located by selecting Positions without Job Requisitions. (These positions are meant for internal promotions only at the present time.) Store Associate FT FLM Store Associate FT JD Store Associate FT FLM Supervisor FT Floor Manager Please Note: If the position is not available under Positions without Job Requisitions, you should exit this process and submit a HR Service Desk Request to request additional positions be created for your store.
18.	Select if you want this position to be overlapped. Note: You can set up job overlap for two workers in one position only if the promotion is future dated.
19.	Job Profile The Job Profile and Job Title Field should automatically update to the new position. Never manually change the job profile fields. Additionally, the Job Title field should never be manually changed or altered. If the title is listed incorrectly, you have likely selected an incorrect position for the promotion event. Create an HR Service Desk ticket for additional assistance. Click Next.
20.	Location The location should update automatically to the correct location. IF the location is NOT correct, stop immediately and submit a HR Service Desk Request indicating that the Location is not correct on this promotional event.
21.	Scheduled Weekly Hours This box may need to be edited to reflect the correct hours for the new position: 15 hours: Associate level 20 hours: Associate level – Hawaii only 30 hours: Supervisor 32 - 40 hours: Assistant Manager 40 hours: Store Manager & Above
22.	Details Review the Employee Type, Time Type and Pay Rate Type fields for accuracy. The only fields that need to be manually changed are highlighted below. The Default Weekly Hours field should be updated to match the scheduled weekly hours and the FTE percentage should equal 100 percent. (Assignment Type and Expected Assignment End Date are not used.) Default Weekly Hours 15 hours: Associate level 20 hours: Associate level – Hawaii only 30 hours: Supervisor 32 - 40 hours: Assistant Manager 40 hours: Store Manager & Above
23.	Organizations Confirm the Cost Center is correctly assigned to the store the employee will be working. If not, click the Pencil icon under Cost Center. Clear out the existing Cost Center. Type the 4-digit store number into the search field. For example: To search for store 100, type “0100.”
24.	For Salary Compensation, proceed to Step 25. For Hourly Compensation, proceed to Step 26.
25.	Salary Compensation If the employee will be paid a salary, click on the pencil icon under Salary to update their existing pay or click Add button under Salary. Verify the Compensation Plan is set to “Salary Pay Plan” or type in “Salary Pay Plan” and select it. Enter the employee's pay into the Amount field Verify the Frequency is set to Annual and click on the checkmark. Proceed to step 22.
26.	Hourly Compensation If the employee will be paid hourly, click on the pencil icon under Hourly to edit their existing pay or click the Add button under Hourly to add a new one. Verify the Compensation Plan is set to “Hourly Pay Plan” or type in “Hourly Pay Plan” and select it. Verify the Frequency is set to Hourly and click on the checkmark. Enter the employee's pay into the Amount field and click on the checkmark.
27.	Review the details of the promotion then click Submit.
28.	The promotional position change has been sent to your manager for approval. A notification will appear in their Workday Inbox alerting them to review this action. Be sure to communicate with your manager so they know to review the position change.

Please submit a HR Service Request if you have any issues with the promotion event or leave feedback below.