Transcript Slide 1

STANFORD
UNIVERSITY
Employment Update
& Reclassification
Human Resources Data Services
revised 07/09
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Topics
 Change of Position Number
– Promotion
– Lateral
– Other Job Movement
 Job Data Changes
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Pay Rate Change
9/1 Salary Planning
Change to Standard Hours
Change to FTE
 Reclassification
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Job Changes
 Types
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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
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Promotion
 Definition: Change to Position Number with higher
pay range maximum
 Not a job reclassification
 Typical fields to update
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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
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Lateral Job Movement
 Definition: Change in Position Number; Job Code
stays the same
 Typical fields to update
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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
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Other Job Movement
 Definition: a Position Number change that is not a
reclassification, promotion or lateral
 Typical fields to update:
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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
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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:
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Name of Employee
Empl ID
New Position #
Effective Date of Hire
Work Assignment Department
Rate Code for Compensation
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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
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Job Changes in PeopleSoft
Within the same department
Web Form Employment Update: Job
Change/PRO or LAT or MOV
Expert User:
Change Position Number/PRO,
LAT, or MOV
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
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Pay Rate Changes
 Employment Update Job Aid: http://hrdata/jobaids.html
 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
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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
Web Form
Employment Update:
Pay Rate Change
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Expert User:
Pay Rate Change
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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
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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
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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 twostep 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
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Changes to Standard Hours/FTE
 Use the Employment Update Web Form, Pay
Rate Changes Action
You may need to use the Supplemental Pay Web
Form for retroactive pay
Position Changes?
If so, Manage Positions
User does Update Position
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Expert User:
Pay Rate Change/HRS
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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
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Reclassification
Reclassification is a two-step process:
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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
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Refer to the reclassification job aid for more information
http://hrdata/jobaids.html
Not done through a Web Form
You may need to use the Supplemental Pay Web
Form for retroactive pay
1. Expert User does Update
Position
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2. Expert User does
Job Code Change/ JRC
directly in PeopleSoft
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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
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