Demote 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.

Step	Action
1.	Once logged into Workday, use the search field to locate the employee you wish to demote.
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 Demotion.
9.	Click Start.
10.	JOB You MUST change the position as all positions are unique and assigned to each store. Click the Pencil icon in the Job.
11.	Click the Position drop-down menu.
12.	Select the position the employee is being demoted to. 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.
13.	Click the Checkmark.
14.	The Job Profile should automatically update based on the position select. NEVER manually change the job profile when entering a demotion event in Workday.
15.	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 demotion is future dated.
16.	Location. The location should update automatically to the correct location. IF the location is correct, skip to Step 20. IF the location is NOT correct, stop immediately and submit a HR Service Desk Request indicating that the Location is not correct on this demotion event.
17.	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
18.	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.
19.	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%.
20.	Organizations If the Cost Center is correctly assigned to the store the employee will be working, skip to Step 26. If not, click the Pencil icon under Cost Center.
21.	Clear out the existing Cost Center.
22.	Type the 4-digit store number into the search field. For example: To search for store 100, type “0100.”
23.	For Salary Compensation, proceed to Step 27. For Hourly Compensation, proceed to Step 28.
24.	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.
25.	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.
26.	Review the details of the promotion then click Submit.
27.	The demotional 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.