The Modernization team recently implemented updates to the Change Job templates and reason codes in Workday. These changes apply to all employee types, but we want to provide additional, ASE-specific guidance to help you navigate the updated process for graduate academic student employees (ASEs) appointment changes.
When initiating a change to an ASE’s existing position, you have four Change Job templates to choose from in Workday. Each is designed for specific types of updates:
- End Date Only Change: Use when only the appointment end date needs to change.
→ Do not use if making any other changes (e.g., position, job profile, compensation). - Location Only Change: Use when only the location or workspace is changing.
→ No changes to position, job profile, or compensation should be included. - Supervisory Org Only Change: Use when only the supervisory organization is changing.
→ You may also update location and workspace, if needed. - All Other Change Jobs: Use for any other type of job change not covered by the three options above.
When using the All Other Change Jobs template, you will be prompted to select a reason category. The following are the most commonly used reasons for ASE appointment processing:
- Change
→ Transfer to a New Position - Job Profile Change
- Position Configuration Change
→ FTE Change
→ Job Details Change
Change -> Transfer to a New Position: will only be used when the ASE transfers to a new position without a break in service.
Example: the ASE is moving from a Spring assistantship position to a summer appointment with a different position number.
Position Configuration Change -> Job Details Change: will be used for any other ASE appointment change, most commonly for job profile changes when there is no break in service.
Example: the ASE is changing from a spring research assistantship appointment (job profile 9903) to a summer activity-based appointment (job profile 175) under the same position number.
Stand-alone events such as Change Organization Assignment (to update the grad waiver field after the appointment has been approved), Assign Costing Allocation (to update the funding), and Compensation Change (to update compensation for certain milestones) may still be submitted.
Use the Add Additional Job task in Workday when the new appointment is replacing their existing position with a break in service, or if the new appointment is in addition to their existing position.
This guidance is intended to support accurate and efficient ASE processing in light of recent Workday updates. For more details, we recommend reviewing the updated Job Changes Reference Guide provided by the Modernization team.
If you have questions about ASE-specific scenarios or encounter any issues with Workday ASE processing, please don’t hesitate to reach out!
Mayra J. Garcia Rodriguez, CPP
Area Finance Officer
Graduate School
Washington State University
Office: 509-335-5165
Email: mayra.garcia@wsu.edu