Permanent Relocation Policy

My P&P Compass › Pages › Policy Kim Roa Published Sep 9, 2020 (Edited Apr 14, 2021)

This policy is in response to the current COVID-19 environment. This policy is subject to change, though it represents Workday’s current stance on permanent relocations and permanent fully remote work.

Introduction & Background

At Workday we’re fiercely proud of our culture of connectedness and innovation, and we believe that some of our best work happens when we’re together in-person, cultivating our great company culture. We thrive in an office environment that is collaborative, inclusive, and fun. During these challenging times, we have seen that our Workmates can deliver significant contributions remotely, and although fully remote work will be very rare once COVID is behind us, our policies will continue to support healthy work-life practices that balance business need with a level of flexibility. Though a full return to our offices is still months away, our objective will be to find the right blend of both in-office and at-home working time. As always, commissioned sales and services Workmates will continue to be located in the field as appropriate.

For Workmates requesting to permanently relocate within proximity to one of our office locations where related teams are located, these requests will be reviewed on a case-by-case basis with the needs of the business and our customers in mind. For Workmates requesting to relocate to a permanent remote-from-home arrangement, these requests will also be reviewed on a case-by-case basis and will be considered rare exceptions that require EVP approval.

Compensation Considerations

Workday has a market-based pay philosophy. Every job has a specific pay range based on the geographic market. When a Workmate’s official work location changes, there should be an expectation that compensation will likely change as well given our market-based philosophy. This allows Workday to ensure pay parity and alignment with our pay structures. Please use the tools identified below to understand compensation implications in evaluating potential relocation requests.

Workmates should also understand that relocation support will not be provided for employee-initiated relocation requests.

Policy & Process

Workmates should first discuss the relocation request with their direct people leader.

People leaders will use the following considerations when evaluating requests:

• Does the Workmate have the ability to make adjustments in their circumstances to successfully work from another location (i.e. timezone considerations, communication methods, responsiveness, availability, etc.)?
• How will this arrangement impact the rest of the team and other stakeholders, such as customers or other teams within Workday?
• Does the Workmate already exhibit a consistent high level of performance to do the role from a different location?

People leaders should review our comp modeling tool (search for Compensation Compare – Manager View in Workday) to determine the potential compensation impacts and discuss that with the employee before initiating the request.

When initiating a location change for your employee, the employee’s compensation should be adjusted to align with the Proposed Total Base Pay field in the Compensation Compare – Manager View report. In order to align with Workday’s market-based pay philosophy, it is the expectation that the employee’s compa-ratio will remain the same in the new location. Any requests to increase or decrease employee compa-ratio will be reviewed on a case-by-case basis and will be considered rare exceptions that require EVP approval. Managers should supply a thorough justification in the comments of the job change request when requesting an exception.

All location change requests will route through next-level manager, VP, SVP and EVP for approval. Detailed process will be provided soon.

Direct Leader Responsibilities

• Review Workday’s policy and evaluate the request. Please reach out to a People Guide for support if needed.
• Review the compensation modeling tool (search for Compensation Compare – Manager View in Workday) to review the Workmate’s proposed compensation change. Discuss this impact with the employee before submitting the request in Workday.
• Set appropriate expectations with the employee that the work arrangement will be evaluated in six months to ensure that the employee is able to meet the organizational needs while working remotely. The fully remote working arrangement is subject to change based on individual performance and/or changing business needs.
• If Workday decides that the arrangement is not sustainable, the employee may be asked to relocate to an approved office location.
• To initiate a permanent relocation request for approval, submit the Change Job → Location Change in Workday.

Workmate Responsibilities

• Review Workday’s policy and discuss your request with your direct people leader.
• Understand that all requests require approval through your organization’s EVP (do not make arrangements to relocate until you have obtained appropriate business approval).
• Discuss the compensation impacts with your people leader before initiating the location change request.
• Understand that health benefits and in-network coverage will vary by location. Employees may need to make alternate benefits elections if making a location change. Please visit workdaybenefits.com for more information.
• Understand that location moves between states may result in the need to file multiple state tax returns for the current tax year, and potentially in future tax years for trailing payments. Please consult your tax advisor on your filing obligations.
• Understand that fully remote working arrangements are subject to change based on individual performance and/or changing business needs.
• If you have immigration considerations, please consult with Global Mobility by submitting a People Guide request prior to initiating your location change request.