Job Change – Transfer, Promote, or Change Job

Overview

This tip sheet provides guidance on submitting a Job Change. This transaction is used to transfer an employee into a new or vacant position or job for a promotion, change to a new position, or demotion.

  • This transaction applies to Staff, Admin/Professionals, Full Time Faculty, Professional Researchers and Post Doctoral. (Note: if you are transferring from Post Doc Associate to Post Doc Fellow, refer to the Job Change: Post Doc Associate to Post Doc Fellow tip sheet).
  • The Job Change can be within the same employee category. For example, Program Manager to Senior Program Manager. It is also used for changes from one employee category to another. For example, Senior Research Scholar to Lecturer (e.g. Professional Researcher to Full Time Faculty).
  • Please note if you are only changing the hours of employee who will remain within the same position, often an Edit Position or Job is the correct transaction. Refer to the Edit Position or Job tip sheets. 
  • Note: If you are not sure if this is correct transaction contact PeopleLink.

roles & approvals

This transaction is submitted by the HR Analyst. The salary may route to Compensation Partner for specific scenarios applicable to Administrative/Professionals and Staff. The transaction then routes to the HR Partner and then the Finance Executive for final review and approval. 

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

STEPS

      1. Navigate to the employee record.
      2. Click Actions ellipse > Job Change > Transfer, Promote, Change Job.
        • Note: If the employee is currently working at a different school you will not see the selection above. Instead click Actions ellipse > Job Change > Request Transfer.
      3. If the employee has more than one position or job, you will next need to select the position. Note: Select the position or job that the employee is transferring out of. (For example, the employee is currently a Program Coordinator and will transfer into a Program Manager position. On this page, HR Analyst selects the Program Coordinator position.) If you do not see the correct position, contact PeopleLink.
      1. On the Start page complete the following questions. Click the pencil icon to edit the fields:
        • When do you want this change to take effect? The effective date defaults to the first date of the next pay period. Change this to the correct start date if needed.
        • Why are you making this change? Click the pencil icon and click on the menu icon. You will see a list of reason categories. For Administrative/Professionals or Staff refer to this guide on job change reasons.
        • Who will be the manager after this change? This defaults to the employee’s current manager. Enter the new manager’s name. Tip: If you complete the supervisory organization (sup org) field below first; the manager will then default.
        • Which team will this person be on after this change? This defaults to the employee’s current supervisory organization . Enter the new sup org where the vacant position or job is located. You can also select from a list. Click the menu icon > Supervisory Organizations for Manager . 
        • Where will this person be located after this change? This defaults to the current position’s location. It will update to the new position’s location. You do not need to modify this field.
        • Do you want to use the next pay period? You do not need to modify this field.
      2. Click the check mark icon to save.
      3. Click Start.

Important Note: If you initiated the transaction via Request Transfer the transaction first routes to the HR Partner at the employee’s current School. 

For HR Partner at the employee’s current school: Navigate to your Inbox and the task. For example: Promotion: Doe, Clark. Review the details and complete the following:

        • What do you want to do with the opening left on your team? Select I plan to back fill this headcount or Close this headcount.
        • Select the check box if the position will be available for overlap.
        • Once approved, the transaction routes to the Initiator’s Inbox .

For the HR Analyst/ Initiator of Request Transfer: In your Inbox, locate and select the task. From here you can begin completing the form.

navigation

      • Use the left side bar menu to navigate to sections. Click Next or Back to toggle between pages.
      • If completing the transaction from your Inbox, click Guide Me. On the next page, click the arrow (next to Job) to use the drop down menu. From here you can which select pages of the transaction.
      • Click the pencil icon to edit and the check mark icon to save.

JOB

Position
Note these fields apply to Administrative/Professional, Staff or Full-Time Faculty:

      • In the Position field, enter in the new position. You can enter in the position number or click on the menu icon and select Vacant Positions. If you do not see the position you are planning to move the employee into, review this article.
      • The Job Requisition will automatically populate.
      • Close the current position? If you are closing the current position, select the box.
      • Is the current position available for overlap? If the current position is available for overlap, select the box.

Job Profile

      • The Job Profile field prepopulates for Administrative /Professionals, Staff and FT Faculty. Do not modify.
      • For Professional Researchers, enter job profile or click the menu icon and select By Job Family > NYU-Academic > Professional Researchers.
      • The Job Title matches the job profile’s name. Modify this title if needed. (If this is an Administrative/Professional position, make the Job Title field matches the approved job title.)

Business Title

      • The Business Title matches the job profile’s name. Modify this title if needed.

Click Next.

Location

      • Location. This field is automatically populated based on the new position’s location and cannot be modified.
      • Work Space. Enter in the Work Space or click the menu icon and select a Work Space by building, floor or room.
      • Scheduled Weekly Hours. This defaults to 35. For Administrative/Professionals and Staff if the position is PT this should reflect PT hours and defaults from the position restrictions. For Professional Researchers, if the employee is PT, modify this field.
      • Workshift. Note – If you are processing the employee into an non-exempt position/job, you can leave this as “None”. You will receive an additional step where you will input the work schedule. (See Assign Work Schedule below.)

Click Next.

Details

Job Classifications – Do not modify this field

Administrative

For Administrative/Professionals, Staff and Full-Time Faculty, the fields in this section will prepopulate based on the approved position restrictions. You should not modify the fields. If you need to correct a field contact PeopleLink.

For Professional Researchers, the fields will populate based on the Job Profile entered on the Job page. Refer to the chart on the Hire Professional Researcher tip sheet.

      • Employee Type
      • Time Type
      • Pay Rate Type
      • Location Weekly Hours*
      • Default Weekly Hours. Do not modify this field.
      • FTE*
      • Job Exempt*
      • Job Classifications: Do not modify these fields.
      • Company Insider Types and Workers Compensation Code Override: Do not modify these fields.
      • End Employment Date (This field is only available if the Employee Type is Fixed Term. All Professional Researchers are Fixed Term.)
      • First Day of Work will default to the start date.
      • Notify By will default to the start date.
      • Important. If you are transferring an employee into a FT Faculty Position you may need to complete additional fields for Annual Work Period and Disbursement Plan Period. These do not appear in this transaction. Once you have completed this transaction. Submit an Edit Position – Academic Pay Change transaction to complete these fields.

Click Next.

Attachments

Do not attach documents. Click Next.

Organizations

Organization Assignments contain every organization an employee or position is associated with, and may default based on the organizations that are assigned to the supervisory organization. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc.

      • Review the following fields and make changes as needed. Click the pencil icon to edit and the check mark icon to save.
        • Cost Center
        • Business Unit
        • Program
        • Fund
        • Project
        • Account 
        • Compensation Type 
        • Time Sheet Approver
        • Time Off Approver
      • Refer to the Change Organization Assignments tip sheet for more information.

Click Next.

Compensation 

Modify the Salary or Hourly Assignment Details. Do not complete both sections. Click the pencil icon to edit the the check mark to save.

      • For Administrative/Professionals, Staff, and Full-Time Faculty the fields on this page will prepopulate based on the approved position restrictions. 
      • For Professional Researchers enter the amount in the Salary or Hourly section. Refer to the chart on the Hire Professional Researcher tip sheet.)

Note: If the employee is Fixed Term and paid via NYU Salary you will need to complete the Actual End Date Field.

Summary

      1. On the Summary page, review the information entered for the job change. Make any additional edits.
      2. Once all information has been entered, click Approve. 
      3. The salary may route to the Compensation Partner for specific scenarios applicable to Administrative/Professionals and Staff. If so you will see Up Next Compensation Partner.

Assign Costing Allocations for Change Job

      1. On the next page you will see: Up Next Assign Costing Allocations for Job Change. Click Open to complete this step or Click Skip. If you select select Skip you will need to enter in a reason/comment. (If your transaction routed to the Compensation Partner (see step 4 above) you will find this step in your InBox.
      2. You will see Include Costing Allocation and the start date of the position (if fixed term you will also see the end date).
      3. In the Costing Allocation Details field, select the arrow button and click Worker and Position.
      4. If you want to enter in split costing or start and end dates, click Add and refer to the Assign Costing Allocations tip sheet.
      5. Enter a comment if needed.
      6. Click Submit.

ASSIGN WORK SCHEDULE (Applies only to Non-Exempt positions or jobs (i.e. STAFF and pT Professional researcher)

There is an additional Assign Work Schedule step if the employee is transferring into a Staff position or PT Professional Researcher job. Select a Work Schedule referring to this additional tip sheet. Click Submit.

The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

RELATED TRANSACTIONS

If you are transferring an employee into a Full Time Faculty position, remember to review and modify the Annual Work and Disbursement Plan fields using the Edit Position transaction. (Refer to the tip sheet, Edit Position: Academic Pay Change.)

 

Last updated April 2021.