Quarterly Workday Insights – August 2026

Change Job is Changing

A new and improved layout is coming to the Change Job business process. Change isn’t always exciting, but in the case of these Change Job updates, you’re going to welcome them!

In mid-August, an updated interface will roll out, reducing the number of editable fields to only those relevant to the action you are initiating. This update will streamline the process, reduce send-backs, and speed up completion times.

This update won’t affect how you initiate a Change Job process. You will still click Actions under an employee’s name on their profile, select Job Change, choose Start Job Change, and enter what you want to do. Alternatively, you can still search for the Start Job Change task in the Workday search bar to kick off the process.

It’s important to select the correct reason at the start because it affects which fields and information are displayed as the process progresses. We hope these updates make promotions, transfers, lateral moves, and data changes more user-friendly and efficient going forward!

Upcoming Guidance for Timely Employee Updates

Starting Oct. 1, we’re introducing new guidance to help employee changes be processed more effectively and accurately. By planning ahead and reducing the need for retroactive effective dates, we can ensure employees receive the correct pay and benefits at the right time.

Ultimately, this change is all about supporting our people by making processes smoother, more predictable, and timely so employees can focus on what they do best. You can review the new guidance here: Best Practice Guide: Backdating Compensation Transactions.

Moving Summer Temps

The start of the fall semester and cooler weather is just around the corner. Employees in a summer temp job will need to be transitioned out by August 24.

Key dates to remember:

• August 17: Earliest start date for student worker roles
• August 24: Deadline to move employees out of summer temp roles

Transition options include:

• Moving the employee to a student worker job if they are enrolled in classes
• Moving them to a year‑round job
• Termination, if the individual is no longer working at LU

An updated knowledge article, Starting and Ending Summer Temp Jobs, is now available and provides transition options and key reminders for starting and ending summer temporary jobs.

Student Workers

Important Reminders

• New Hire Effective Date: Always enter the student’s hire effective date as their actual first day of work.*

• Work Hour Limits While School is in Session:
  • Most students may work up to a combined 29 hours per week from all university jobs. Exceeding this limit may have budget implications and could result in the loss of Federal Insurance Contributions Act (FICA) tax exemption status. See the knowledge article Student Employment FICA Guidelines for more information.
  • Administrative Graduate Assistants (AGAs) may work no more than 20 hours per week.
  • International Students are limited to 18 hours per week while school is in session. For more details, please visit our International Student Employment page.
• Work Hour Limits During Breaks: During official university breaks less than 5 weeks, students may work up to 40 hours per week when classes are not in session.

*Does not apply to summer temp workers transitioning to student workers. Latest start date must be Aug. 24, 2026

I-9 Reminder for Student Worker Onboarding

As you prepare to welcome new student workers to your department, please help ensure a smooth onboarding process by reminding students that they must present original, physical identification documents as part of the Form I-9 process. Federal employment eligibility requirements require HR to review the actual documents in person; therefore, packing these documents to bring to campus is vital.

If you are aware of a student worker who will be joining your team soon, sending them a quick reminder with the information they have already received from HR can help prevent delays in their start date and help us stay compliant with federal laws.

Your partnership in communicating this requirement is greatly appreciated. By helping students understand what is needed before they meet with HR, we can promote a more seamless onboarding experience for both the student and your department.

Details on the I-9 process can be found in the I-9 Process Employment Eligibility Verification knowledge article.

Hire Dates: Key Reminders for Hiring Managers

To help ensure a smooth hiring process, hire dates should be planned with enough lead time for background checks, approvals, and I-9 completion.

At the offer stage, hire dates should generally be set at least two weeks in the future to allow time for background check completion. This date appears on the candidate’s offer letter and can be adjusted later if needed.

At the hire stage, start dates must be at least three calendar days out to accommodate final approvals and completion of the first section of the I-9. Employees should not begin work until these steps are complete.

Student hires may have hire dates adjusted by HR analysts, while non-student hire date changes should be coordinated with the assigned recruiter before the hire is finalized.

Once the hire is completed, start dates cannot be moved earlier, though they may be extended if necessary for compliance or employee circumstances.

Be sure to account for university holidays and closures when planning start dates.

View the Hire Date Procedure knowledge article for more information.