STANFORD UNIVERSITY Employment Update & Reclassification Human Resources Data Services revised 07/091

Topics  Change of Position Number –Promotion –Lateral –Other Job Movement  Job Data Changes –Pay Rate Change –9/1 Salary Planning –Change to Standard Hours –Change to FTE  Reclassification revised 07/09 2

Job Changes  Types –Promotion –Lateral –Other Job Movement –Transfer to Faculty –Transfer From Faculty addressed in Faculty Administration training –If you are not sure the type of job change, discuss with your HRM/DFA  Frequently have associated pay rate change –Pay Rate Change is NOT used as the Action or Reason for a Position Number change –A Pay Rate Change action is done only if NOT associated with a change to an employee’s job revised 07/09 3

Promotion  Definition: Change to Position Number with higher pay range maximum  Not a job reclassification  Typical fields to update –Effective Date –Action/Reason –Position Number –Remarks –Standard Hours, if new position does not have the same Standard Hours as the previous position –Compensation –Appointment End Date, if new position has a fixed end date or is temporary –Tickler, if any reminders to set revised 07/09 4

Lateral Job Movement  Definition: Change in Position Number; Job Code stays the same  Typical fields to update –Effective Date –Action/Reason –Position Number –Remarks –Standard Hours, if new position does not have the same Standard Hours as the previous position –Appointment End Date, if new position has a fixed end date, or is temporary –Tickler, if any reminders to set revised 07/09 5

Other Job Movement  Definition: a Position Number change that is not a reclassification, promotion or lateral  Typical fields to update: –Effective Date –Action/Reason –Position Number –Remarks –Standard Hours, if new position does not have the same Standard Hours as the previous position –Compensation Rate –Appointment End Date, if new position has a fixed end date, or is temporary –Tickler, if any reminders to set revised 07/09 6

Transfer to Another Department  Employees hired into another University department –Terminations are not done because there is no break in service Exception: a contingent employee moving to a benefits-eligible job If there is a break in service, please see the Hire information –Release Job Record action is done in PeopleSoft HR by the old department to give the new department access to the employee’s job record and assign the new position number to the job record Refer to the Release Job Record job aid If the new department cannot determine whom to contact in the old department to do the Release Job Record, submit a HelpSU Request for the job record to be released. Include: –Name of Employee –Empl ID –New Position # –Effective Date of Hire –Work Assignment Department –Rate Code for Compensation revised 07/09 7

Position Number Changes  If employee is staying within current department –Use the Employment Update Web Form for updating a current employee’s record Action: Position Change Reason: Choose LAT (Lateral), MOV (Other), PRO (Promotion), or Transfer from/to Faculty (ZFF, ZTF)  If employee moving from one department to another –Use the Hire Web Form, with the action of Transfer from Existing Job –The previous department should already released the job record to the new department revised 07/09 8

Job Changes in PeopleSoft revised 07/09 9 Expert User: Change Position Number/PRO, LAT, or MOV Web Form Employment Update: Job Change/PRO or LAT or MOV Within the same department Employee transferring to different department Old Dept: Change Job Assignment/ Release Job Record New Dept: Web Form Hire: Transfer from Existing Job New Dept. Expert User: Change Position Number/PRO, LAT, or MOV  You may need to use the Supplemental Pay Web Form for retroactive pay

Pay Rate Changes  Employment Update Job Aid:  Pay Rate Change is NOT used as the Action or Reason for a change of Position –A pay rate change is done only if NOT associated with a change to an employee’s job Examples: Merit or Midyear increase, Step progression for Bargaining Unit employee  The Manage HR Records user often must coordinate job data changes with the Time and Leave Administrator to avoid problems with pay  You may need to use the Supplemental Pay Web Form for retroactive pay revised 07/09 10

Pay Rate Changes  Pay Rate Changes are done when the employee has a change to their pay for any reason other than a change to their job –Examples: Merit Step progression Range adjustment (must be approved by University Compensation) Change of Standard Hours  Use Employment Update Web Form/Pay Rate Change  The Expert User enters the Pay Rate Change Action into PeopleSoft revised 07/09 11 Web Form Employment Update: Pay Rate Change Expert User: Pay Rate Change

9/1 Salary Planning  Special processes are used for 9/1 salary increases  University Compensation does communication and any necessary training  9/1 increases have an Action/Reason of Pay Rate Change/Merit revised 07/09 12

Change to Standard Hours  Employment Update Job Aid –Action: Pay Rate Change, Reason: HRS (Change in Standard Hours)  Standard Hours are the number of hours an employee is expected to work each week –Benefits eligibility and pay are based on Standard Hours –Example: Employee is approved to temporarily reduce Standard Hours  If the position is not being changed (as in this example), update only the job record  Coordinate with Time & Leave Administrator; a schedule change may be necessary revised 07/09 13

Change to FTE  A position may have a change in FTE –Example: 1.0 (100%) changes to.75 (75%)  If the position has a change to the FTE, there is a two- step process –Step 1: Manage Position user updates the position record FTE –Step 2: Manage HR Records user updates Standard Hours on incumbent job record and changes salary Example: Standard Hours reduced from 40 per week to 30 per week  Review Compensation page –May need pay rate change associated with change to Standard Hours  May be benefits changes revised 07/09 14

Changes to Standard Hours/FTE revised 07/09 15 Position Changes? If so, Manage Positions User does Update Position Expert User: Pay Rate Change/HRS  Use the Employment Update Web Form, Pay Rate Changes Action  You may need to use the Supplemental Pay Web Form for retroactive pay

Reclassification  Definition –The Position Number stays the same, but the Job Code changes –The employee is in the same position, but the position itself is redefined –Usually an increase in compensation –Used for Non-Academic Staff –For Academic Staff-Teaching or Other Teaching positions, refer to the faculty handbook, Chapter 6, procedures for Appointments, Reappointments, and Promotions  Work with your local HRM/DFA revised 07/09 16

Reclassification  Reclassification is a two-step process: –Step 1: Expert User changes position record first, which inserts a new row on the job record –Step 2: Expert User adds an additional row to update the job record with an Action of Job Code Change, and a Reason of JRC (Job Reclassification) and updates compensation as appropriate Refer to the reclassification job aid for more information  Not done through a Web Form  You may need to use the Supplemental Pay Web Form for retroactive pay revised 07/ Expert User does Job Code Change/ JRC directly in PeopleSoft 1. Expert User does Update Position

Summary  Employment Updates have 2 types –Changes to Position Number Use Employment Update Web Form for changes within the same department Use the Hire Web Form for moves to a new department –Old department does Release Job Record –Pay Rate Changes Use the Employment Update Web Form You may need to use the Supplemental Pay Web Form for retroactive pay  Reclassification –Required two steps process Not done in Web Form Work with your HRM/DFA revised 07/09 18