Purpose:
Position reclassification is merited to Classified or Administrative and Professional (A&P) when the job duties of their position have changed significantly and are no longer consistent with the types of duties or responsibilities associated with the current job title/job profile.
Relevant Definitions:
Responsibilities: Consistent with Workday usage, refers to a position's assigned job functions, broadly described, for purposes of position description and/or job posting.
Includes a description of the function(s) and a percentage (estimating the amount of time is spent performing tasks related to that responsibility).
Sup Org: Workday Supervisory Organization; the employees/positions that report to a specific Manager
Supervisor: the person to whom an employee reports directly; should be the same as the Manager in Workday
Incumbent: Employee in a position
Process:
Request:
When a supervisor believes a position needs to be reclassified, they should follow these steps:
- You’ll need to gather the following information before initiating the Reclassification Request Form in DocuSign:
- Current responsibilities (max of 8), with percentages (minimum of 5% per).
- Proposed responsibilities (max of 8), with percentages (minimum of 5% per). You will want to clearly indicate how the position has changed.
- Hire date and length of time incumbent has been in position.
- if employee's position has been previously reclassified, please note the date(s) of reclassification(s)
- Requested effective date of reclassification.
- If supervisor is not familiar with UT job profile requirements, they should confer with their HR contact to ensure:
- the proposed job profile is appropriate for the job functions;
- the salary fits within the job pay plan; and
- the current incumbent meets all required qualifications for job profile.
- If you are requesting a salary increase in addition to the title change, specify the source of the funds and prepare a brief justification for using those funds.
- Complete the Reclassification Request Form {Step by Step Instructions}
- Once your DocuSign form has been final-approved, download the "combined" (complete) version as a .pdf, labeled with the employee’s last name and date.
- Ex. Smith_Reclassification_20211130.pdf
Steps for HR Partner:
- In Workday, locate the employee’s position (either through the employee’s Profile page or via the sup org > Members tab).
- From the related actions menu of the Position, choose Positions>Edit Position Restrictions. Complete the Edit Position Restrictions business process. (Instructional Guide) The job duties must be updated prior to processing the job change.
- Once you have edited the Position Restrictions, search for the Employee and choose Job Change > Start Job Change > Reclass > Change in Duties from the related actions menu. Complete the Change Job process for Reclassification. (Instructional Guide)
- Before you Submit the Change Job request (the overall process, prior to the Change Organization Assignments step):
- Be sure to upload the approved Reclassification Request .pdf, which the supervisor downloaded in Step 3. [see step #17 of the Change Job section of the Reclassification WIG.]
- Add a Comment to the overall process indicating you are reclassifying the position to (New Job Profile); include effective date and details, including if there will need to be a costing allocation change (w/account number) and new annual rate--if applicable; and approvals received.
Related Links:
COLA Reclassification Request (DocuSign power form)
UT Pay Plan and Job Codes: https://hr.utexas.edu/manager/compensation/pay-job-codes