Promote an Employee to a New 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.	Input the effective date for this move. Please Note: Effective dates should only fall on Sundays.
7.	Click the Reason drop-down menu.
8.	Select Promotion.
9.	Who will be the manager after this change? Enter the new manager’s name.
10.	Which Team will this person be on after this change? Enter the transfer location. (Ex. six digit 001234)
11.	Where will this person be located after this change? Enter the store location that was entered in the question above. (Ex. five digit 01234)
12.	Click Start.
13.	Select if you want this position to be overlapped. Note: You can set up job overlap for 2 workers in 1 position only if the promotion is future dated.
14.	Click Next 2 times.
15.	Review your promotion and click Submit
	The Promotion now moves to the receiving managers inbox:
1.	Once logged into Workday, open your Inbox from the top right-hand corner and locate the promotional task.
2.	Find the Review Job Change for your New Employee task.
3.	Verify the Start Details are correct.
4.	JOB You MUST change the position as all positions are unique and assigned to each store. Click the Pencil icon in the Job.
5.	Click the Position drop-down menu.
6.	Select the position the employee is being changed to. Please Note: If the position is not available under Positions with Job Requisitions, you must exit this process, and submit a HR Service Desk Request requesting additional positions. You must change the position as all positions are unique and assigned to each store. Below are some examples:
7.	Click the Check to complete.
8.	The Job Profile should automatically update to the new position. IF the Job Profile is correct, skip to Step 12. IF the Job Profile is not correct, click the Pencil icon next to Job Profile.
9.	Click the Job Profile drop-down menu.
10.	Select the Job Profile that matches the new position.
11.	Click the Check to complete.
12.	Location. The location should update automatically to the correct location. IF the location is correct, skip to Step 13. 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.
13.	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
14.	Details Review the Employee Type, Time Type and Pay Rate Type fields for accuracy. Please Note: If moving to the role of ASM or Above (32+hours/week), ensure Time Type should reflect Full time.
15.	Default 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 Please Note: When Default Weekly Hours is set correctly, the FTE% field will change to 100%.
16.	Organizations If the Cost Center is correctly assigned to the store the employee will be working, skip to Step 19. If not, click the Pencil icon under Cost Center.
17.	Clear out the existing Cost Center.
18.	Type the 4-digit store number into the search field. For example: To search for store 100, type “0100.”
19.	For Salary Compensation, proceed to Step 20. For Hourly Compensation, proceed to Step 21.
20.	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. If not proceed to Step 20. 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.
21.	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.
22.	Review the details of the promotion then click Approve.
23.	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.

With any issues regarding this process, please submit a HR Service Request or leave feedback below.