Temp/On-Call Change of Status

This document covers the change of status form for a temporary or on-call employee. The change of status form is used for temporary or on-call employees in the following circumstances:

  • Employee is changing from temporary to on-call, or vice versa.
  • Employee’s job title is being changed.
  • Employee’s position is transferring to a different organizational unit
  • Employee’s SSN or name has changed.
  • Temporary employee’s end date or employment percent is changing.

 
Selecting the Employee and the Effective Date

First you locate and select the employee and enter the effective date. When changing an employee’s end date, the effective date must be the day after the current Primary Assignment End Date. 

To select the employee

  1. From Actions, click on HR Forms: Pay & Cost Redistributions > Change an Existing Appointment/Assignment > Temporary and On-Call Staff > Start Employee Process.
  2. In the Employee Number box, enter the employee person ID (PERSID) or personnel number (PERNR), or search for the person as described below
  3. Enter the Effective Date in the box provided. As noted on the form, this is the date the change of status becomes effective.
  4. Click the Search Assignment button. A list of assignments appears, along with cost distribution information for the selected assignment.
  5. If necessary, select an assignment by clicking the box to the left of the assignment. 

To search for an employee

  1. Click the search search button to the right of the Employee Number field.
  2. Enter the employee information you have.
  3. Click the Start Search button. A list of matches appears.
  4. Click the box to the left of an assignment to select it.
  5. Click the OK button.  

Selecting the Information to be Changed

Once you have selected the assignment, you then need to indicate the changes to be made by checking the appropriate boxes. Some changes are valid for only temporary OR on call employees; some are valid for both. Changes not valid for the selected assignment are grayed out and cannot be selected. The checkboxes you select control which parts of the change of status form are editable, and which business rules apply. If you select an item to change, you must change that information on the form. 

selecting info to be changed

To select changes to the employee’s record

  1. Check the boxes for the changes to be made.
  2. Click the Change of Status Form button. The form opens with information prepopulated. 

Saving the Form

You can click the Save Draft button at any time to save a draft of the form to your HR Inbox. Note that the draft is not actually saved until you close the window. 

Filling out the Form

You move through the steps in the process using buttons at the top of the screen.    

  • Click the Next button to validate the information on the screen and advance to the next step. If you receive a red system message, the error on the page must be corrected before moving onto the next step. Because options presented are based on information previously entered, you are less likely to encounter errors.
  • Click the Previous button to go back to the previous screen.
  • If you receive a yellow or green system message, click Continue to acknowledge the message and advance to the next step. 

You can also go directly to the final summary step and enter all the information on one screen. However, this bypasses the validations that occur when clicking the Next button; all validation occurs after you click the Check button and you receive all error messages in one long list. 

Data Changes Table

Data Changes table appears at the bottom of each screen. It is closed initially. To expand it and view the table, click the square to the right of the band. 

data changes table

Once open, the Data Changes table shows any changes that will be made to the employee’s record as a result of submitting the form. A single change on the form may change multiple values. For example, changing a person’s job title may change related values such as Employee Subgroup or Personnel Sub Area. 

The table changes as you fill out the form. You can also refresh the table manually at any time by clicking the Refresh  button.

Selected Actions and Personal Details

The first screen displays the changes selected earlier, followed by personal information. If you indicated that the name and/or Social Security Number would be changed, those fields are editable. Other fields are not editable.

Organizational Assignment

Several fields on this screen may be editable depending on the changes you selected. The example below shows editable fields when changing from on-call to temporary.   

Organizational Size
 
The following notes apply to temporary and on-call changes of status:

  • Employee Percent should be 100% for on-calls.
  • Primary Assignment End Date should be blank for on-calls. See HR for other rules regarding extensions to temporary employees. 

An error message appears if you do not select a Job ID and/or an Enterprise Structure. 

Change from Temporary to On Call

You may need to select an Enterprise Structure in order to indicate either hourly pay or project pay. You can also change the following:

  • Supervisor
  • Position Description 

Change from On Call to Temporary

Enter a new Position Description. You can also change the following:

  • Primary Assignment End Date
  • Job ID (required when changing from a 1585 on call position)
  • Supervisor
  • Work Schedule Rule
  • Employment percent 

Change Job Title Within Org Unit

Search for and select the new Job ID and optionally Supervisor. 

Transfer Person and Position to a New Org Unit

Search for and select the new Organization ID and optionally Supervisor. 

Change End Date (Temporary Employees Only)

Enter a new Primary Assignment End Date.

Change Employment Percentage (Temporary Employees Only)

Enter a new Employment percent. 

Contact Information

Employees can maintain their own Home Address and Emergency Contact Information. The Administrative Address and Actual Work Locations are editable when transferring a position. The Actual Work Location is editable when changing job title or temporary/on-call status. 

Basic Pay and Cost Distribution

Changes to pay and cost distribution are optional. The Wage Type can be Hourly Rate Regular Pay or Hrly Variable Rate depending on the position.

  • To change the rate of pay, enter the new amount under Amount.
  • To change a variable rate, enter a Minimum Rate and a Maximum Rate. 

To change the cost distribution, check the Change Funding? box. 

The screen updates to show an editable New Funding table populated with the current funding. It also shows a read-only Current Funding table so that you and any approvers can see the before and after.  

basic pay and cost distribution

To enter funding lines

  1. Enter or change the Start Date and End Date.
  2. Search for and select a Fund. If you have created a Personal Value List, you may have to press F4 to override your personal values. If you type the account number, press Enter after typing it to default the other required accounting information.
  3. If necessary, search for and select other funding elements. If a WBS Element (sub- account) does not appear in a row after the account number is entered this means that there is more than one option for that account. If no sub-account is entered, WBS Element defaults to “NO_SUB-ACCOUNT.”
  4. Repeat the above steps for each additional funding line. To add more rows, click the Add Row button and repeat the above steps.

To remove a row, click the Remove Row  button.

To view names of Funds, WBS Elements, etc., click the triangle button to the left of an individual line or click the Expand/Collapse All  button to view all names.

Additional Information

Depending on the answers to Additional Information questions, additional detail may be required. 

To enter Additional Information

  1. Answer each question.
  2. If prompted, provide any requested additional detail. 

Attachments and Comments

Based on the information provided, the form identifies any required attachments and lists them at the top with a checkbox next to each item required. Important Links at the bottom of the screen are links to policies and procedures that may apply, and to forms that can be attached and submitted. Review this information as needed.   

attachments

To enter comments and attach documents

  1. Upload the required attachments indicated.
  2. Enter any comments in the New Comments field. 

To upload an attachment

  1. Select an Attachment Type from the list provided.
  2. Click the Browse button.
  3. Locate and select the file, then click the Open button.
  4. Click the Upload button to upload the attachment to the form.

Repeat this process for each additional attachment.

To delete an attachment

  1. Select the attachment by clicking the check box.
  2. Click the Delete Attachment button. 

Summary Form

A summary of all information is displayed for final review.

To review the completed form

  1. Click the Check button to have the system perform a final check of the information. Correct any remaining errors.
  2. If desired, generate a PDF by clicking the Generate PDF button. The PDF version of the form opens in a new window, and can be saved or printed. 

Submitting the Form

You are now ready to send the form for approval. Click the Send button to route the completed form for approval. A confirmation message displays a process reference number that can be used to track the form. 

The form routes for all unit approvals, then goes to central HR. Central HR reviews the form, then approves it to update the HR/Payroll system. 

As the form routes for approvals, approvers are able to view the form via the Summary Screen or as a PDF by clicking the Generate PDF button.