Promotions resulting from expansion in duties and responsibilities are processed in Workday through a Promotional Announcement (PA) job requisition. Unlike the previous process in TMS, position and salary updates are not automatically applied once a position is modified. Instead, Workday requires additional recruiting steps to ensure the promotion and any related compensation changes are correctly applied to the employee’s record.
The steps below outline the required process for updating the position, creating the Promotional Announcement requisition, and completing the hiring steps necessary for the promotion to take effect.
NOTE: If a current employee is moving into a new position or into an existing vacant or unfilled position, the process outlined below should not be used. Instead, a change like this falls under an Alternative Appointment Request (AAR), which requires pre-approval from the Talent Acquisition team before it can be processed in Workday. Please complete the Alternative Appointment Request form located here.
Step 1: Update the Position Using Edit Position Restrictions
The HR Partner or position manager must first update the position to reflect the new duties and salary using the Edit Position Restrictions task in Workday.
When completing this task, set the Earliest Hire Date to the first day of the following month. For example, if the modification is processed in February, the earliest hire date should be entered as March 1.
DO NOT update the Availability Date on the position, instead select today’s date.
The position updates must be fully approved through the Edit Position Restrictions process before moving to the next step.
Step 2: Create the Promotional Announcement Job Requisition
Once the position modification is approved, the Manager or Recruiting Coordinator creates a Promotional Announcement job requisition in Workday.
When creating the requisition:
Select the modified position when prompted to choose the position for the requisition.
Select Promotional Announcement as the Reason.
Select Internal for Recruiting Instructions.
Set the Target Hire Date to match the Earliest Hire Date used in the Edit Position Restrictions task.
Add “PROMOTIONAL ANNOUNCEMENT” at the beginning of the working title.
Add the following statement in the Additional Job Description field:
“The following is a promotional announcement and not a vacant position.”
Step 3: Requisition Approval and Posting
After submission, the Promotional Announcement job requisition routes through the standard approval process.
Once approved, the requisition is posted to the internal job board.
Step 4: Employee Application and Hiring Process (New Workday Requirement)
This step represents a significant change from the previous TMS process.
Once the Promotional Announcement requisition is posted internally, the promoted employee must apply to the posting. This application is required for the promotion and any associated salary changes to take effect.
After the employee applies:
Move the candidate to Offer, selecting Change Job, and issue the new offer letter.
Move the candidate to Background Check (this step can be skipped by the Background Check Coordinator when appropriate).
Move the candidate to Ready for Hire.
Applying to the Promotional Announcement requisition is the step that allows the updated position details and salary, if applicable, to be applied to the employee’s worker profile. If this step is not completed, the changes will not take effect.
Once Recruitment is Finalized:
Once the current employee is moved to Ready for Hire, the HR Partner will receive a Change Job task in their inbox. Ensure Change Job is selected with a reason of Promotion > Promotion. The Change Job task must be finalized for the promotion to take effect.