Extend/Reappoint an Employee

This guide outlines a step-by-step process for extending or reappointing an employee. It covers three different scenarios: 1. Extending the assignment without any gap in their current cost allocations. (Steps 1-14) 2. Changing existing allocations that have future end dates. (Steps 14-24) 3. Modifying existing allocations (going forward) by adding or removing accounts. (Steps 25-34)

Ranjit Kaur
34 steps
3 minutes

Workday

Steps 1-13 shows how to extend an appointment if there is no gap between assignments and on the existing grant/programs.

Click the "Search" field and enter employee name (e.g Test one).

Click "Test one"

First check the current assignment before making any changes. Click "Pay".

If the assignment already ended, the screen will look like this. If it is still active, you will see the current assignment here. To view expired allocation, click "View All Costing Allocations"

This shows that the assignment has ended on 8/19/2025.

I will be extending this to until 12/31/2025 without any break. To do that, click "Maintain"

Click the "From" field enter the date the last assignment has ended (step 6)

Click "Position" field and select "Current Positions"

Click this radio button showing current position title.

Click "OK"

Alert! Do not change the start date.

Click the "End Date" field and enter the new end date.

Click "Submit"

Tip! Once submitted, this will go to OSP and then HR for approval. Once approved, the changes will reflect under Pay>Cost Allocations under employee profile.

Scenario-2: These steps shows how to change existing allocations that have future end dates.

This employee has cost allocation ending in future. We will be modifying this assignment by ending it as of 8/15/2025 and adding new assignment as of 8/16/2025

Click "Maintain"

Click "Position" field and select the current position and click ok.

The screen will show you the existing cost allocation. Change the end date to a day before the new assignment begin date.

I have ended this assignment as of 8/15/2025.

Click "Add" to add the new assignment.

Enter new start date and End Date. Please note that start date will default to the date you are making the change, you can change it to the date you need. I will add 8/16/2025.

Click the "End Date" field and enter the end date for the assignment.

Click the "Additional Worktags" field to enter the account number.

You can either type in the account number in the field and press enter or you can select from the list.

Click "Submit" once you are done entering account number.

Scenario-3: The steps below shows you how to copy existing allocations and modify existing allocations (going forward) by adding or removing accounts.

Click "Copy Costing Allocation"field. This will create the copy of existing cost allocation with today's start date. End the existing allocation with updating the end date.

Click on the copy of the existing allocation (top one with no end date),

Update the start date and End date for the new assignment period.

Go to the Costing Allocations table.

Click this icon to add additional account number. This will add a row below the existing allocation.

Click the "Additional Worktags" field and add the new account number.

Click "Distribution Percent" for each account number and assign the fte for each. The total needs to be 100% on all acounts.

I have added fte for each account and will add one more account for 20%.

I have appointed this employee on three different projects for the same period.

Once done, click "Submit".

Tip! Once submitted, this will go to OSP and then to HR for approval. Once approved, the new allocations will show up under Pay>Cost Allocations in employee profile.