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: |
Job Details: Effective Date End Employment Date Comp Page: |
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: |
This is only applicable to Admin/Professionals. | |
| Work Hours Change
Change the work hours of a position or job
|
Job Details Compensation Approvals:
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| 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:
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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.
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| 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
- Navigate to the employee record.
- Select the Job tab on the left side menu.
- Locate the position or Job link and hover mouse over the end of the link to activate the Actions ellipse.
- Select the ellipse > Position > Edit Position OR Job > Edit Job
- You are now on the Job Details page. Enter in the Effective Date or date of the change.
- Select the Reason.
- Complete the fields based on the reason. Refer to the chart above.
- Select Submit.
- 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