Requesting changes in BambooHR: Compensation, Role, and Promotion workflows
The below workflows are intended to help guide managers when requesting approvals and changes for their direct reports when it comes to compensation changes, role changes, and promotions.
How to request a change in BambooHR
- Log into BambooHR
- Search the name of the direct or skip-level report you’d like to request a change for
- Once on their profile, click on the “Request a Change” button
- Select the type of change you’d like to make from the drop down menu
- Follow the workflow (instructions for each workflow below) and submit for approval
People Ops will monitor the approval process and reach out to approvers via slack if they need a reminder to review/approve the request.
Requesting a compensation change (cash only)
Use for changes to cash compensation (base salary) only. Use cases include: merit increase and market (compensation band) adjustments. When filling out the form, you only need to edit the field(s) that need updating, you can leave other fields as is.
| Form field: Cash | How to fill out |
|---|---|
| Effective Date | The effective date should be the 1st of the following month. If you need to backdate pay or need an earlier effective date, exceptions will be need to be considered by the People Ops and Payroll teams (please include an explanation in the comment field.) |
| Pay Schedule | For International teammates: Monthly - For US teammates: Twice Monthly |
| Pay Type | Salary |
| Pay Rate + Currency | Annual Salary amount in USD |
| Pay Rate (Per) | Year |
| Overtime Status | Exempt |
| Overtime Rate | Leave blank |
| Change Reason | Select applicable reason |
| Comment | Elaborate on reason for cash increase |
| Compensation Category and Level | Select category and level associated with this compensation band (if not available, leave blank) |
| Comment for the Approver(s) | Include any additional notes for Finance/People Ops, if any |
Requesting a compensation change (equity only)
Please contact the People and Talent Team before entering new equity grants into Bamboo.
| Form field: Equity | How to fill out |
|---|---|
| Status | Proposed, Not Yet Granted |
| Vesting Start Date | The vesting date should reflect the current date or a future date only. If you need to backdate the vesting change, please include an explanation in the comments field. |
| Equity Notes | Reason options are: |
-
New hire Grant
-
Promotion
-
Equity Refresh | | Comment for the Approver(s) | Include any additional notes for Finance/People Ops, if any |
Requesting a compensation change (commission only)
Use for changes to commission (variable pay) only. Use cases include: market (compensation band) adjustments and commission package adjustments. When filling out the form, you only need to edit the field(s) that need updating, you can leave other fields as is.
| Form field: Commission | How to fill out |
|---|---|
| Commission Date | The commission date should reflect the current date or a future date only. If you need to backdate the commission change, please include an explanation in the comments field |
| Commission Amount / Currency | Enter the annual commission amount in USD (note: this must reflect commission only, not OTE) |
| Paid Per | Year |
| Commission Pay Type | Commission |
| Pay Schedule | Monthly or Quarterly (depending on commission package) |
| Overtime Status | Exempt |
| Commission Change Reason | Select applicable reason |
| Commission Comments | Elaborate on reason for commission increase |
| Comment for the Approver(s) | Include any additional notes for Finance/People Ops, if any |
Requesting a role change (role changes only)
Use for changes impacting role only. Use cases include: title changes, manager changes, department changes. When filling out the form, you only need to edit the field(s) that need updating, you can leave other fields as is.
| Form field: Role | How to fill out |
|---|---|
| Effective Date | The effective date should reflect the date that the role change is taking effect. |
| Location | Remote |
| Department | Select new department (if applicable) |
| Division | Select new division/“team” (if applicable) |
| Job Title | Select new title (if applicable). If the title you’re looking for isn’t available in the dropdown, please reach out to people-ops@sourcegraph.com or @people-team in Slack to have it added. |
| Reports To | Select new manager (if applicable) |
| People Manager | Select “Yes” if this person will be a People Manager or “No” if they will not be a People Manager. |
| Compensation Category and Level | Select category and level associated with this compensation band (if not available, leave blank). |
| Cost Center | Select the organization corresponding to the teammate’s new division/team (if applicable). |
Requesting a promotion
Use for promotions only– promotions include changes impacting compensation and role. When filling out the form, you only need to edit the field(s) that need updating, you can leave other fields as is. Promotion workflow (combination of cash + commission + equity + role change workflows).
- The promotion workflow in BambooHR is a single workflow combining the 4 workflows outlined above into a single one for convenience.
- You only need to edit the field(s) that need updating, you can leave other fields that are not applicable as is or leave them blank.
- For example, if you’re requesting a promotion for a role that does not have a commission component, you may leave the commission fields blank.
Large-Scale Changes / Re-Orgs
Please notify and consult with your designated People Partner to work through department-level changes prior to making any changes effective.
People Partner responsiblities
The People Partner will then work with the People, Talent, Tech-Ops, and Finance teams to ensure a smooth transition for any teammates impacted.
- People Partners will work with the requesting department to confirm all changes/re-org details.
- Once finalized, the People Partner will share the details with People Ops and will ensure the division/department/cost center source of truth doc is updated.
- The People Partner will submit the change requests in BambooHR.
People Ops responsiblities
- Once the People Partner has shared the details and submitted the change requests:
If new departments and/or divisions are being implemented:
- People Ops will loop in Tech Ops by triggering the Department/Division Change workflow in Process St and wait for Tech Ops to complete their task before making any Bamboo updates.
If new cost centers are being implemented:
- People Ops will also loop in Finance via #wg-bamboo-org-updates and will wait for their confirmation prior to making any Bamboo updates.
- People Ops will give final approval on change requests in Bamboo
- Archive any divisions that are no longer in use (if applicable)
FAQs
Q: Who can submit change requests?
A: Current Direct managers and skip-level managers are both able to request changes for their reports.
Q: Who is part of the approval chain?
A:
- For compensation changes: Skip-level manager, Finance, People Ops
- For role changes: Skip-level manager, Tech Ops, Finance, People Ops
- For promotions: Skip-level manager, Tech Ops, Finance, People Ops
Q: How do I view my request’s progress in the approval chain?
A:
- Log into your Bamboo profile and click the inbox icon on the top right of your home page
- You should see any pending approval requests on the right
- Click on the pending approval request to see how far along the approval chain it is
Q: When should I communicate the changes to my direct report?
A: You should communicate the changes to your direct report after the request has been completed and approved.
Q: How do I confirm the request has been approved?
A:
- Log into your Bamboo profile and click the inbox icon on the top right of your home page
- Click “Completed” on the menu on the left, and then click “Approvals”
- If your request has been approved, it’ll show up as “Approved” with a green check mark next to the request
Q: What if my change isn’t reflecting in my direct report’s profile?
A: If your change has a future effective date, it will not reflect on your direct report’s profile until that date. You can check back on the effective date to confirm, or you can reach out to People Ops (people-ops@sourcegraph.com) if you want to confirm in advance of the effective date.
Q: What if my change request is denied?
A: People Ops will check in with you if there’s any concerns around the request prior to denying or accepting it. If you receive a notification indicating that it’s denied, please check in with People Ops (people-ops@sourcegraph.com) to resolve the issue.
Q: When will cash compensation changes be reflected in my direct report’s payroll?
A: Changes will be reflected in their first payroll of the month following the request approval (unless you have requested an exception to the effective date, in which case, please check in People Ops at people-ops@sourcegraph.com).