Add Job

Overview

The purpose of this tip sheet is to provide guidance on the Add Job transaction. Add Job is used for variety of scenarios / reasons. Refer to the chart below:

Scenario/Reason Description Tip Sheet
Add Additional Titled Job Add an additional titled job for a regular employee. 
  • Refer to the information on this page.
  Add an hourly or student-related job for a student employee.
  • Click on Student Employees in the main navigation bar and select among the Add Job tip sheets.
Dual Employment Add a dual employment position. Applies to Staff only.
Additional Compensation Add additional payment. 

Examples of Additional Titled Jobs 

Below examples of common Add Additional Titled Jobs for regular, non student employees. Note that only certain combinations of jobs/positions are allowed. Contact PeopleLink if you have any questions. 

  • Faculty with a Tenure Track Professor position and an Academic Administration position. For example the primary position is Professor; the additional job is Director, Environmental Sciences and Conservation Center 
  • Full Time Administrative/Professional with an Adjunct job. For example, the primary position is Director of Business Development. The additional job is part-time as Adjunct Lecturer. 
  • Part time regular, non-student employees with more than one PT job(s).
    • A Part-Time Professional Researcher has a Junior Research Scientist at one school and a Junior Research Scientist job at another.
    • An Adjunct has a Adjunct Lecturer job at one school and an Adjunct Lecturer job at another school. 

Roles & Approval Chain

The Add Job transaction is submitted by the HR Analyst. The transaction may route to the Compensation Partner for specific scenarios for Administrative/Professionals and Staff. For review and approval it routes to the HR Partner and then the Finance Executive.

(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.)

Terminology and Navigation

  • An additional position or job is referred to as a non-primary position.
  • If an employee has non-primary position/job, an arrow icon appears next to the title under the Employee’s name.
  • A plus sign appears next the non-primary job.

Steps

Note: Most of the steps and fields in the Add Job and Hire transaction are the same. For this reason this tip sheet links to the corresponding Hire transaction. See important comments in the Assign Pay Group section.

  1. Navigate to the employee record.
  2. Click on the Actions ellipse > Job Change > Add Job
  3. On the Add Job screen, enter the supervisory organization of the position or job.
  4. Click OK to continue.
  5. On the next Add Job page enter the job details, including:
    • Start Date: Enter the date or click the menu icon to select a date.
    • Reason: Select Additional Titled Job.
  6. If you are adding position, enter the position number. Note: For Full Time Faculty and Administrative/Professionals, a position for the additional titled job must be created and approved with an open job requisition before initiating the Add Job process. The fields marked with an asterisk will prepopulate based on the position restrictions.
  7. If you adding a Professional Researcher Job, refer to the Hire Professional Researcher tip sheet’s “Hire Employee” section, steps 3-8.
  8. Enter a comment if needed
  9. Click Submit.

Change Organization Assignments

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct

Propose Compensation

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct (Note: For Adjuncts you will Add the Activity Pay.)

Assign Costing Allocations

Refer to the this step on the Hire transaction tip sheet:

Hire FT Faculty
Hire Administrative/Professional
Hire Professional Researcher
Hire Adjunct (Note: For Adjuncts you may apply a Costing Override.)

Assign Pay Group

The Assign Pay Group step is automated.

  • If the employee’s primary position or job is Full Time, PeopleSync will apply the same pay group to the additional job.
  • For Part-Time employees and students, the system will assign the applicable pay group.
  • If you receive the Assign Pay Group step follow the steps on How Pay Group Is Assigned and Pay Group Selection Guidelines.

Approvals

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.

Last updated in August 2020

Change Organization Assignments

Overview

Organization Assignments contain every organization an employee or position is associated with, and default based on organizations assigned to the supervisory organization of the position or job. The organization assignments contain all elements of the default costing or chartfield, as well as additional information such as Company, Region (Check Location), Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc. You can submit a Change Organization Assignments transaction to modify these values.

This process is a step in many staffing transactions including: Hire, Change Job, Add Job, Edit Position (for specific reasons only) and Create Position.

If submitting this ad hoc, begin with step 1. If changing an employee’s organization assignments as a step within the transactions listed above, begin with step 6.

Roles & Approval Chain

This transaction can be submitted by the HR Analyst, HR Partner, Finance Executive, or Additional Compensation Partner. It routes to the HR Partner and then the Finance Executive for approval.

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Organization > Change Organization Assignments.
  3. The Change Organization Assignments page displays with the Effective Date, Worker, and Job field defaulting. (If the employee has more than one position or job you will need to complete the Job field.)
  4. Edit the Effective Date by entering in the date or click the calendar icon to select a date.
  5. Click OK to continue.
  6. The Change Organization Assignments page displays with the employee’s current organization assignments or those that default from the supervisory organization.
  7. Below is a list of the sections and fields on this page. Click the pencil icon to edit and the check box icon to save. It is common to review the following:
    • Review and edit if needed, the fields which make of the chartfield. These are Cost Center, Business Unit, Program, Fund, Project and Account.
    • Compensation Type. The selections are Regular Pay, Academic and Uncompensated.
    • Timesheet Approver and Time Off Approver may be required for certain employee categories. Refer to the table below.
  8. Enter comments if needed.
  9. Click Submit.
  10. The transaction routes to the It routes to the HR Partner and then the Finance Executive for approval.

sections of Organization Assignment Page

Details: includes Effective Date, Worker, Position and Supervisory Organization. The effective date can be modified. The latter fields default and cannot be modified.

Organizations. Fields in bold are required. Fields may prepopulate based on the organizations assigned to the position or job’s supervisory org. Review and make changes needed.

COMPANY

  • Company: Typically this does not need to to be edited and for WSQ employee is New York University.

COST CENTER

  • Cost Center

REGION

  • Region: Denotes check location (When adding additional jobs, the region code must be the same across all positions to ensure the check goes to the requested location. If region codes are not the same across all positions, the employee may not receive the check at the expected location.) Region/check locations for students is available here.

BUSINESS UNIT

  • Business Unit

COSTING

  • Grant: This field is not used by WSQ.
  • Program: Note that for this field there is a default value (WSQ01-WSQPG-WSQ Program Default) when this information is not available/not applicable.
  • Fund

OTHER

  • Project: Note that for this field there is a default value (WSQ01-WSQPJ-WSQ Non Project Default~9999-12-31) when this information is not available/not applicable.
  • Account: In each Hire tip sheet there are guidelines for completing this field (e.g. SHARE-511000) based on the employee category.
  • Security Group: Do not update.  Provides additional security for ULT members
  • Compensation Type. Denotes Regular, Academic Pay or Uncompensated.  In each Hire tip sheet there are guidelines for completing this field based on the employee category.
  • Time off Approver (TOA) & Timesheet Approver (TSA):  The manager of the supervisory organization (sup org) becomes the default approver. You should only complete these fields if the approver(s) should be someone other than the manager. Examples:
      • Scenario 1. Robert Doe is the sup org manager for English Department (Staff) (WS0000). He will be reviewing and approving timesheets for the members of this sup org. You do not need to complete the TOA and TSA fields.
      • Scenario 2. Janice Doe is the sup org manager for English Department (Student Workers) (WS0001). There will be many different TSA and TOAs for the students in this sup org. For each job, a TSA and/or TOA is assigned.
      • If you are unable to find the employee in these fields, make sure that the approver role has first been assigned. Refer to the following tip sheet.
      • You can assign more than one TOA or TSA. Review the post in the HR Community blog here.
      • Remember that if the assigned TSA or TOA terminates or changes jobs make sure to review these fields and update as needed. Run the Terminated TSA/TOA Audit Report for a list of active positions which currently have a terminated employee assigned to these roles. 
      • Do not select “None” in these fields. (If you want the manager of the sup org to be the approver – see scenario 1 – leave this field blank. (Note: the report above will also display positions where “None” has been assigned. You can use this report to identify these positions and either remove “None” or replace with a TSA/TOA.
  • Shared Funding With:  Enables visibility to specific schools with split costing
  • International Assignment:  Denotes employees on an international assignment
  • Students Opted into FERPA: Do not update. This value is updated from SIS and applies to Student employees.
  • Union Eligible Job: Do not update

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.

Job Change: Post Doc Associate to Post Doc Fellow

Overview

This tip sheet provides guidance on submitting a Job Change from a Post Doc Associate to a Post Doc Fellow. 

Roles & Approval Chain

This transaction is submitted by the HR Analyst and routes to the HR Partner and Finance Executive for review and approval.

Important Transaction Information

Post Doc Fellows are paid fellowship/stipend through Activity Pay. Post Doc Associates are paid wages via a Salary or Hourly compensation plan. This tip sheet will guide you through changing from a Post Doc Associate to a Post Doc Fellow, removing the compensation plan, and submitting a Manage Period Activity Pay Assignment. The main steps of note are:

  • On the Compensation step, you will remove the Amount by clicking on the X button. A red alert will appear if you do not remove this.
  • You will receive a To Do in your inbox indicating that should submit a Manage Period Activity pay after the Job Change transaction completes. If you do not submit the activity pay, the employee will not be paid.

Steps

  1. Navigate to the employee record
  2. Click Actions > Job Change > Transfer, Promote, or Change Job.
    • If there is more than one job you will be prompted to select the job. Make sure to select the correct Post Doc Associate job.
  3. On the Start page, complete the information as you would for any other Job Change (such as effective date, sup org, etc.).
    • For the Why are you making this change? field, select Change to a New Position. Select Start button to move the next step.
  4. On the Job page, change the Job Profile field to 017053 – Post-Doctoral Fellow. The fields Job and Business Title will default to this same title You can modify this if needed.
  5. On the Location page, update if needed the Workspace if needed.
    • You should not need to change the Location, Scheduled Weekly Hours, or Work Shift. These should default to Washington Square Campus, 35 hours, and None, respectively.
  6. On the Details page, the fields should default.
    • Employee Type = Fixed Term, Time Type = Full-Time, Pay Rate Type = Salary, Location and Default Weekly Hours = 35. If they do not, please correct these values.
    • Other fields such as Company Insider Type can remain empty and should not be edited.
    • Make sure to edit the End Employment Date field.
  7. The next page is Attachments. We are not currently using this step; do not attach a document.
  8. On the Organizations page, complete this page as you would on this step for a Hire or Add Job transaction, such as editing the costing allocation components as needed.
    • For example, you may need to change Business Unit, Cost Center, Program, Fund, Project, and Account.
    • The Account for Post Doc Fellow is always SHARE-51542.
    • The Compensation Type should be Regular Pay.
    • You can refer to the Change Organization Assignments tip sheet for further guidance. 
  9. On the Compensation page, select the X button in the Salary section.
    • A red X will appear next to the salary amount as well as the word removed.
    • You are removing the salary because Post Doc Fellows are paid via Activity Pay.
    • At the end of the transaction, you will receive a To Do indicating that you should process a Manage Period Activity Pay.
    • You cannot enter $0 in the field. Remove the salary instead.
  10. Now, you will see a consolidated form composed of all the previous steps. Review your changes & make any additional edits as need. Then select Submit.
  11. If you receive an Assign Pay Group step, choose USA SM Employee in the Proposed Pay Group field.
  12. You will receive an additional step to Assign Costing Allocations. Select Skip if you need to submit a costing override or split costing you can do so on the Activity Pay.
  13. You will now see Up Next as the transaction routes to HR Partner and then the Finance Partner for review.
  14. Once this transaction has successfully completed navigate to your PeopleSync inbox.

Manage Period Activity Assignment

  1. You will see a Process a Manage Period Activity Pay for Post Doc Fellow Complete To Do.
  2. Select the green Manage Period Activity Pay Assignments button. This will take you to the start page for Manage Period Activity Pay Assignment.
  3. Complete the Effective Date and Employee Name fields. If the employee has more than one job, you will have to select the Post Doc Fellow job. Make sure to select the correct job.
    • For Academic Period, select a period beginning with Non-Adjunct. For example, Non-Adjunct 2020 – 2021
    • For Period Activity Rate Matrix, select the corresponding Academic Year. For example, 2020/2021 – Activity Pay Minimum & Increase Table.
    • Select OK to move to the next page. On this next page, you will see the Position # at the top. Make sure this is the correct Position.
  4. For Reason, select Period Activity > Assign Activity Pay > Assign Activity Pay.
  5. In the Activity field select STP – Post Doctoral Stipend.
  6. Complete the Comment field with any pertinent information you may need to support your transaction.
  7. Enter in your Activity Start and End Date.
    • The Use as Payment Date Range box will then appear pre-selected and the Payment Dates will follow those of the Start and End Date.
    • If you wish to use a different payment date, deselect this box and complete the Payment Fields accordingly.
  8. Align payment dates with Pay Period end dates. Post Doc Fellows are paid on the Semi Monthly Employee Pay schedule.
    • A correct example is 9/1/2020 to 8/31/2021 or 9/3/2020 to 8/31/2021.
    • An incorrect example is 9/1/2020 to 8/4/2021 or 9/3/2020 to 8/20/2021.
  9. Complete the Total Amount Field. Notice the Quantity changes to 1 and the Rate will equal the Total Amount.
  10. If you need to complete a costing override or split costing, select the Costing Overrides button located in the Compensation column.
  11. Once the page is completed select Submit. This transaction will then route to HR Partner and Finance Executive for review/approval.
  12. Now go back to your inbox; you can open the To Do again and select Submit.
  13. The transaction will route to the HR Partner and then the Finance Executive for review and approval.
  14. After the transaction is approved and successfully completed, review the Employee’s record. Select Compensation tab.
    • On Compensation > Compensation, you will see a $0 amount.
    • On Compensation > Current Activity Pay, you will see the Activity Pay details.

FAQ

Q: Is there a difference between initiating the Manage Period Activity Pay transaction from the To-Do versus the Actions button?
A: No. The To-Do serves as important reminder to complete this step. However, you can process the Activity Pay from the Employee record by selecting Actions > Compensation > Manage Period Activity Pay Assignments.

Last updated in June 2018.

Edit Position or Job

The Edit Position or Edit Job transaction is used to modify the details of an existing employee’s position or job. Examples include changes to Job Profile, End Employment Date and Work Hours.

*Note: Edit Position is often confused with Edit Position Restrictions (EPR). EPR is used to modify the attributes or a position or seat of Administrative/Professionals, Staff and FT Faculty)

This transaction is initiated by HR Analyst or HR Partner.

For employee categories which are managed through Position Management Staffing model, or Administrative/Professionals. FT Faculty and Staff, the transaction is Edit Position.

For employee categories which are managed though Job Management Staffing, or Professional Researchers, Post Doc Fellows, Adjuncts, and Students, the transaction is Edit Job.

The chart below is a list of available Reasons, steps in the transaction and approvals, key fields to modify and the applicable employee categories.

  • Based on the reason selected the transaction steps will dynamically change. For example some reasons (such as work hours change) include the Compensation Change step while others (work space change) do not.
  • In the Key fields to Modify we highlight fields that are typically edited or required. You may also change other fields as needed. For example, for Extend Fixed Term you must change the End Employment Date. This transaction includes the Compensation Change page. You may edit this page changing the salary amount of example but it is not required. If changes are NOT needed simply review the data on the page and submit.
  • The reason dictates the approval chain. For example, a work hours change routes to both the HR Partner and Finance Executive roles for review, while a a work space change requires no approval.
  • Some reasons apply to specific employee categories.
  • Lastly, there are reasons which may only be selected by UHR. For these refer to the Edit Position Restrictions for guidance.
Reason & Description Steps or Pages in Transaction and Approvals Key Fields to Modify Employee Category 
Extend Fixed Term Job

Extend the end date of a fixed term job or position. (also known as “reappointment”)

 Job Details
Comp Change
Change  

Approvals:
HR Partner
Finance Partner

 Job Details:
Effective Date
End Employment Date

Comp Page:
Actual End Date (AED). This is only modified for salary-based positions or jobs.

 This reason can be used for fixed-term employees in all employee categories. (It is most often used for Professional Researchers, Adjuncts and Students.)
Reduced Month

Place an Admin/Prof on a reduced month schedule

 
Job Details
Compensation

Approvals:
Comp Partner
HR Partner
Finance Partner

   This is only applicable to Admin/Professionals.
Work Hours Change

Change the work hours of a position or job

 

 Job Details
Compensation

Approvals:
HR Partner
Finance Partner


    
    Job Details:
Effective Date
Scheduled Work Hours
Note: A change to an employee’s hours may necessitate a change to the fields: time type, and job profile.

Compensation Change:
Note: A change to an employee’s hours may necessitate a change to the comp grade profile, salary plan and salary amount

 

 This can be used for all employee categories. It is most often used to change the time type of an employee from PT to FT or vice versa, non-exempt to exempt status or vice versa.

 
Work Space Update Job Details Job Details: Work Space This can be used for all employee categories.
Grade Change

This is grade/band change on the position. It only applies to Admin/Professionals and Staff. It can only be selected by HR Transactions. HR Users see Edit Position Restrictions tip sheets

 Job Details
Comp Change
Org Assignments		 Job Profile

Comp Grade Profile

 This is for Admin/Professionals and Staff
Role Enhancement

This is a significant change to a position, involving a change in duties, salary, title etc.  It can only be selected by HR Transactions. HR Users see Edit Position Restrictions tip sheets

 Job Details
Comp Change
Org Assignments
Assign Costing Allocations		 Job Profile

Title

Comp Grade Profile

Compensation

 This is only for Admin/Professionals.
Title Change

This is a change to title fields.  For Admin/Professionals and Staff this transaction is automated through an integration. HR Users See Edit Position Restrictions Title Change tip sheet)

 Job Details page only Position and/or Business Title May be used for all employee categories except Admin/Professionals and Staff. See first column).

sample: A professor’s title is modified from Professor to Professor, Quantam Mechanics

Steps

  1. Navigate to the employee record.
  2. Select the Job tab on the left side menu. 
  3. Locate the position or Job link and hover mouse over the end of the link to activate the Actions ellipse.
  4. Select the ellipse > Position > Edit Position OR Job > Edit Job
  5. You are now on the Job Details page. Enter in the Effective Date or date of the change.
  6. Select the Reason.
  7. Complete the fields based on the reason. Refer to the chart above.
  8. Select Submit. 
  9. Based on the reason you may be routed to the Compensation Change page. If needed, make changes to this page. Refer to the chart above. If you DO NOT need to change the values on this page, please review the information anyway and submit.

Related resources

change Organization Assignments

The initiator of the process will receive the task to Change Organization Assignments for the position’s current incumbent. Refer to the Change Organization Assignments tip sheet for directions on performing this activity.

Request Compensation Change

The initiator of the process will receive the task to Request Compensation Change for the position’s current incumbent. Refer to the Request Compensation Change tip sheet for directions on performing this activity.

Assign Pay Group

Pay Groups are automatically assigned according to the Pay Group Selection Guidelines. If you are prompted to key in a Pay Group, please refer to the Assign Pay Group tip sheet.

Approvals

See chart for approval chain information.

Last updated in June 2020