Employment Transactions

STAFF

Description:

An acting assignment is a short-term assignment in which an individual serves in a temporary capacity for an employee on a University approved leave. The expectation is that the employee on leave will return to the position in the near future.

Applies To:

  • University Staff

Position:

  • Create a new University Staff position (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position).
  • Attach an updated position description.
  • Ensure the risk management/security sensitive and supervisor values are correct when creating the new position.

Compensation:

  • Managers should consult with Compensation to discuss whether a temporary salary adjustment is warranted.
  • To be eligible for a base pay increase, the employee’s current salary must be within the pay range of the acting assignment. If the employee is below the pay range, they will need to be brought up to the new minimum.
  • Compensation may ask for employee resume/CV to ensure they meet the minimum qualifications.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to continue an acting assignment beyond six months, unless the short-term assignee meets the criteria for noncompetitive promotion.
  • A requisition is required to place the employee on acting assignment in a new job function.

Offer Letter:

  • An offer letter is required.
  • The offer letter template is available in Talent if a requisition is required; otherwise, contact the Recruitment Team for an offer letter template.

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).
  • Use the approved University Staff position number.
  • Include an Expected End Date of no greater than six months.
  • If a requisition is required,  also attach the resume/application materials.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.

Resources:

Questions?

Description:

Assignment to special duty is the temporary reassignment of an employee from one position to another position in a different classification. Employees may be placed on assignment to special duty to temporarily replace an employee on leave of absence, to meet the needs of a special project of limited duration, or to staff a vacancy on an interim basis while recruitment occurs to fill the vacant position.

Applies To:

  • Classified Staff

Position:

  • Create a new position (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position).
  • Attach updated position description.
  • Employee must transition to University Staff if it becomes a permanent position. Please refer to Promotion - Within Same Department for this process.
  • Assignments to special duty shall not be less than 30 calendar days duration nor shall such assignment exceed one year.
  • Ensure the risk management/security sensitive and supervisor values are correct when creating the new position.

Compensation:

  • Managers should consult with Compensation to discuss whether a temporary salary adjustment is warranted.
  • To be eligible for a base pay increase, the employee’s current salary must be within the pay range of the position mapping. If the employee is below the pay range, they will need to be brought up to the new minimum.
  • Compensation may ask for employee resume/CV to ensure they meet the minimum qualifications.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to continue an assignment to special duty beyond one year, unless they meet the criteria for noncompetitive promotion.
  • A requisition is required to place the employee on assignment to special duty in a new job function.

Offer Letter:

  • An offer letter is required.
  • The offer letter template is available in Talent if a requisition is required; otherwise, contact the Recruitment Team for an offer letter template.

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).
  • Use the approved University Staff position number.
  • Include an Expected End Date of no greater than one year.
  • If a requisition was required, attach the resume/application materials.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.

Resources:

Questions?

Description:

An interim assignment is a position filled on a temporary basis while a search is being conducted, a department/unit reorganization is taking place, and/or a department/unit leader is no longer available to serve in their leadership capacity.

Applies To:

  • University Staff

Position:

  • Create a new University Staff position (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position).
  • Attach an updated position description.
  • Ensure the risk management/security sensitive and supervisor values are correct when creating the new position.

Compensation:

  • Managers should consult with Compensation to discuss whether a temporary salary adjustment is warranted.
  • To be eligible for a base pay increase, the employee’s current salary must be within the pay range of the interim position. If the employee is below the pay range, they will need to be brought up to the new minimum.
  • Compensation may ask for employee resume/CV to ensure they meet the minimum qualifications.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • Review the Recruitment Guidelines for posting requirements.
  • A requisition is required to maintain an interim assignment beyond 12 months, unless the interim assignee meets the criteria for noncompetitive promotion.
  • A requisition is required to transfer the interim assignee to a new job function.

Offer Letter:

  • An offer letter is required.
  • The offer letter template is available in Talent if a requisition is required; otherwise, contact the Recruitment Team for an offer letter template.

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).
  • Use the approved University Staff position number.
  • Include an Expected End Date of no greater than one year.
  • If a requisition was required, attach the resume/application materials.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.

Resources:

Questions:

Description:

A promotion is defined as the movement to a job in a higher pay grade, career level, and/or scope of work.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained if a requisition is not required.
  • Create a new position if a requisition is required (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position). Attach updated position description
  • Review the risk management/security-sensitive and supervisor values on the position to ensure they are correct.

Compensation:

  • Submit an Incumbent Review (Manager Self Service > Request MSS Transactions Tile > MSS Exceptions > MSS Exception Request > Create New MSS Exception Request and select “Incumbent Review” from the dropdown menu for the transaction type).
  • Attach an updated position description and the employee's resume/CV (employee must meet the minimum qualifications).
  • Employee must transition to University Staff if they are Classified Staff. 
  • To be eligible for a base pay increase, the employee’s current salary must be within the pay range of the new position mapping. If the employee is below the pay range, they will need to be brought up to the new minimum.
  • The effective date of any pay change will default to the first day of the next pay period in which the request was processed by the Workforce Systems Team.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to promote an employee by more than one pay grade, unless the position is the next available title within the job family.
  • A requisition is required to promote an employee by more than one career level, unless the position is the next available title within the job family.
  • A requisition is required to promote an employee more than once in a rolling calendar year.
  • A requisition is required to promote an employee to a position outside of their assigned unit.
  • A requisition is required to promote an employee to a new job function.
  • A requisition is required to promote an employee who was hired non-competitively.

Offer Letter:

  • An offer letter is required if a requisition is required.
  • Offer letter template is available in Talent if a requisition is required.

MSS Transaction Requirements:

 

  • If a requisition is not required, submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position Life Cycle). Attach the incumbent review letter.
  • If a requisition was required, submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).  Attach the offer letter and resume/application materials.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.

Resources:

Questions?

Description:

A promotion is defined as the movement to a job in a higher pay grade, career level, and/or scope of work.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Create a new University Staff position (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position).
  • Attach an updated position description.
  • Ensure the risk management/security sensitive and supervisor values are correct when creating the position.

Compensation:

  • Employee must transition to University Staff if they are Classified Staff.
  • To be eligible for a base pay increase, the employee’s current salary must be within the pay range of the new position mapping. If the employee is below the pay range, they will need to be brought up to the new minimum.
  • The effective date of any pay change will default to the first day of the next pay period in which the request was processed by the Workforce Systems Team.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to promote an employee to a new department.

Offer Letter:

  • An offer letter is required.
  • Offer letter template is available in Talent if a requisition is required; otherwise, contact the Recruitment Team for an offer letter template.

MSS Transaction Requirements:

 

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).
  • If the position is an additional job, submit an MSS Exception (Manager Self Service > Request MSS Transactions Tile > MSS Exceptions > MSS Exception Request > Create New MSS Exception Request and select Additional Job).
  • Attach an offer letter and resume/application materials.
  • If the position is an additional job, also attach a completed Personnel Action Form (PAF) to the MSS Exception.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.
  • If position is an Additional Job submitted by MSS Exception, then submit a Request for Criminal Background/DMV Check before submitting the MSS Exception Request.

Resources:

Questions?

Description:

A demotion occurs when an employee moves to a job at a lower pay grade, career level, or scope of work.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained if a requisition is not required.
  • Create a new position if a requisition is required (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position). Attach updated position description.
  • Review the risk management/security-sensitive and supervisor values on the position to ensure they are correct.

Compensation:

  • Submit an Incumbent Review (Manager Self Service > Request MSS Transactions Tile > MSS Exceptions > MSS Exception Request > Create New MSS Exception Request and select “Incumbent Review” from the dropdown menu for the transaction type)
  • Employee must transition to University Staff if they are Classified Staff.
  • Attach an updated position description and resume/application (must meet minimum qualifications of new classification).
  • An employee’s salary must fall within the range of the new pay range.
  • Compensation may ask for employee resume/CV to ensure they meet the minimum qualifications.
  • Compensation may require a justification memo for further documentation.
  • The effective date of any pay change will default to the first day of the next pay period in which the request was processed by the Workforce Systems Team.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to demote an employee to a new job function.
  • A requisition is required to demote an employee who was hired noncompetitively.

Offer Letter:

  • An offer letter is required if a requisition is required.
  • The offer letter template is available in Talent if a requisition is required.

MSS Transaction Requirements:

  • If a requisition was not required, submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position Life Cycle). Attach the incumbent review letter.
  • If a requisition was required, submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change). Attach an offer letter and resume/application materials.
  • If the position is an additional job, submit an MSS Exception (Manager Self Service > Request MSS Transactions Tile > MSS Exceptions > MSS Exception Request > Create New MSS Exception Request and select Additional Job). Attach an offer letter, the resume/application materials, and a completed Personnel Action Form (PAF).

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.
  • If position is an Additional Job submitted by MSS Exception, then submit a Request for Criminal Background/DMV Check before submitting the MSS Exception Request.

Resources:

Questions?

Description:

A demotion occurs when an employee moves to a job at a lower pay grade, career level, or scope of work.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Create a new University Staff position (Manager Self Service > Request MSS Transactions Tile > Position > Create/Modify Position Request > Create New Position).
  • Attach an updated position description.
  • Ensure the risk management/security sensitive and supervisor values are correct when creating the new position.

Compensation:

  • Employee must transition to University Staff if they are Classified Staff.
  • An employee’s salary must fall within the range of the new pay range.
  • Attach an updated position description and resume/application (must meet minimum qualifications of new classification).
  • Compensation may ask for employee resume/CV to ensure they meet the minimum qualifications.
  • Compensation may require a justification memo for further documentation.
  • The effective date of any pay change will default to the first day of the next pay period in which the request was processed by the Workforce Systems Team.
  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • A requisition is required to demote an employee outside of their assigned unit.
  • A requisition is required to demote an employee to a new job function.
  • A requisition is required to demote an employee who was hired noncompetitively.

Offer Letter:

  • An offer letter is required.
  • Offer letter template is available in Talent if a requisition is required; otherwise, contact the Recruitment Team for an offer letter template.

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position/Assignment Change).
  • If the position is an additional job, submit an MSS Exception (Manager Self Service > Request MSS Transactions Tile > MSS Exceptions > MSS Exception Request > Create New MSS Exception Request and select Additional Job).
  • Attach an offer letter and resume/application materials application.
  • If the position is an additional job, also attach a completed Personnel Action Form (PAF) to the MSS Exception.

Background Check:

  • A criminal background check is required. A fingerprint check is required if moving to a security or safety-sensitive assignment.
  • If position is an Additional Job submitted by MSS Exception, then submit a Request for Criminal Background/DMV Check before submitting the MSS Exception Request.

Resources:

Questions?

Description:

Refers to an adjustment that is made to ensure that an employee’s salary appropriately reflects his/her skills, competency, job knowledge, education experience and sustained contribution in relationship to similar positions.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained.

Compensation:

  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • N/A

Offer Letter:

  • N/A

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Modify Job Attributes).
  • Include detailed comments or attach explanation memo to describe the reason for the increase.

Background Check:

  • N/A

Resources:

Questions?

Description:

Salary adjustment to address external competitiveness; not part of a legislated process.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained.

Compensation:

  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • N/A

Offer Letter:

  • N/A

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Modify Job Attributes).
  • Include detailed comments or attach explanation memo to describe the reason for the increase.

Background Check:

  • N/A

Resources:

Questions?

Description:

Increase for employees whose overall job performance exceeds job requirements; not part of a legislated process.

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained.

Compensation:

  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • N/A

Offer Letter:

  • N/A

Required Documentation:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Modify Job Attributes).
  • Include detailed comments or attach explanation memo to describe the reason for the increase.

Background Check:

  • N/A

Resources:

Questions?

Description:

A retention offer may be made to an employee with a current regular appointment when the employee can produce evidence of a genuine offer of employment. The college or division should coordinate the retention offer with the compensation team prior to making the employee an offer. When a retention offer has been offered and accepted, any future retention offers will be considered an exception and must follow the process for an exception request

Applies To:

  • University Staff
  • Classified Staff

Position:

  • Existing position is maintained.

Compensation:

  • All compensation changes must comply with the Compensation Administration Guidelines or follow the process for an exception.

Recruitment:

  • N/A

Offer Letter:

  • N/A

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Modify Job Attributes).
  • Explanation/Justification memo to describe the reason for the increase.

Background Check:

  • N/A

Resources:

Questions?

FACULTY AND APPOINTED PERSONNEL

Description:

Promotion in rank as a result of the P&T or P&C processes for appointments designated as Tenured (T), Tenure-eligible (TE), Continuing (C), or Continuing-Eligible (CE).

Applies To:

  • Appointed – Faculty
  • Appointed – Academic Professional

Position:

  • Existing position is maintained.
  • Review the risk management/security-sensitive and supervisor values on the position to ensure they are correct; submit a position modification transaction if needed (Manager Self Service > Request MSS Transactions > Position > Create/Modify Position Request > Modify Existing Position).

Compensation:

  • May include a salary adjustment.

Recruitment:

  • N/A

Offer Letter:

  • N/A

MSS Transaction Requirements:

  • Submit a Job Change (Manager Self Service > Request MSS Transactions Tile > Employment and Job > Request Employment/Job Change > Job Data Change – New Request and select Position Life Cycle).
  • Update the Job Code and UA Title consistent with the P&T or P&C letter and, if applicable, the Contract Status.
  • Attach the P&T or P&C letter from Provost.

Background Check:

  • A criminal background check is required.A fingerprint check is required if moving to a security or safety-sensitive assignment.

Resources:

  • UHAP Chapter 3: Personnel Policies and Procedures for Faculty
  • ABOR 6-201 Conditions of Faculty Service
  • UHAP Chapter 4A: Personnel Policies and Procedures for Continuing Status and Continuing-Eligible Academic Professional Employees
  • ABOR 6-302 Conditions of Service for Academic Professionals

Questions?

  • College P&T or P&C Processes – Contact your College
  • University P&T or P&C Policies – Contact Faculty Affairs
  • MSS Transactions – Contact Workforce Systems

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