Change Number of Hours Worked - Permanent Change

A permanent Change in Hours is a change that applies to the position. If the position is vacant, it is a one-step process (see Change Position Attribute in the HRIS User Guide). However, if the position is not vacant, it is a four-step process with approvals at the end of each step, except the last. If the change in hours is only temporary (less than 3 months) and the employee is going to fewer hours than the position, a Temporary Change in Hours (see the HRIS User Guide) could be done, which will not change the hours of the position, only the employee.

Understanding the Steps to make a Permanent Change in Hours

To fully complete this action, it will require multiple steps.

Accessing the Establish/Maintain Position Workflow

Double click the Positions and Funding Container.

Initiating the Establish/Maintain Position Workflow

Double click Establish/Maintain Position icon.

Identifying the Position

1.    Choose Change Position Attribute from the Position Action drop down list.
2.    *Identify position by double clicking the appropriate browser of Active Employees by Department or Vacant Position by Job by Department. The browser selection depends on if the position is filled or vacant.
3. Double click on department name to drill down to specific position that the transfer request is for.
4. Drag and drop to Position ID field.
5.    Click on New Action.

* Position can also be identified by keying in the seven digit position number in the position ID field.

Setting the Event/Effective Date

1. Type Event/Effective date (MM/DD/YYYY). Type "T" for today's date. Should be the actual date that the employee changed their schedule to the new hours.
2. Click OK.

Completing the Request Position Action Form, pg. 1

1. Enter the Requested Eff Date - the date that the hours actually changed.
2. Click in the FT/PT drop down field and select the appropriate option of Full Time or Part Time.
3. Enter the *FTE count.

*SPA Permanent Positions may not be reduced below 20 hours per week or .5 FTE. Refer to FTE Conversion Chart for FTE to hours values.

Press F5 on your computer keyboard to go to next page.

Completing the Request Banded Position Action Form, pg. 2

To update the TIM Approver:
1.    Click on the Reports To dropdown and select SPA or EPA.
2.    Double click either the EPA Employees or SPA Employees icon. Drill down to find the employee's name.
3.    Drag and drop the name of the approver to the TIM Approver field. The pid will appear, as well as the name, working title, and phone number.

To update the Reporting Relationship for the Supervisor:
4.    Click on the Reports To dropdown and select SPA or EPA.
5.    Double click either the EPA Employees or SPA Employees icon. Drill down to find the supervisor employee's name.
6.    Drag and drop the name to the Supervisor field. The pid will appear, as well as the name, working title, and phone number.

7. Enter Comments as appropriate.

From the File menu, select Save.

Acknowledge System Message

Click Do Save. Click End on the lister.

At this point, the change in attribute/FTE is routed to Human Resources (HR) for completion. The new information for the position will only be updated once the action has been approved by HR and will be visible on the position inquiry at that time. If you process the request and do not see the position get updated with the changes, you may want to contact your ECC Specialist to determine if it has been approved. This step must be fully approved by the ECC group prior to moving to step #2 of this process.

Accessing the CB Salary Adjustment Request Workflow

Double click the Salary and Equity Container.

Initiating the SPA Salary Adjustment Request Icon.

Double click on the CB Salary Adjustment Request icon.

Identifying the Employee

1. Double click the Active Employee by Dept. by Name, by Position, by Funding ID browser.
2. Double click your department to drill down to a list of employees in your department. Then double click on the employee name to drill down to employee position number & classification title.
3. Drag and drop the information to the person ID and/or position ID fields on the lister.
4. Click New Action.

Setting the Event/Effective Date

1. Type Event/Effective date (MM/DD/YYYY). Type "T" for today's date. Should be the actual date that the employee changed their schedule to the new hours.
2. Click OK.

Completing the SPA Salary Adjustment Form

1. Choose Hours Change from the SPA Salary Adjustment Type drop down list.
2. Type Requested Salary Adjust Eff Date - equals the actual date the change in hours began.
3. Type new FTE Count.
4. Type new Value (New Salary) in the Pay Change Info box.
5. Choose New Amount from the Type drop down list.
6. Click Calculate.
7. Type comments in the required Department Justification field.

From File menu, select Save.

Acknowledge System Message

Click Do Save.

Completing the Salary Approval Form

1. Enter Comments as applicable.

From the File menu, select Save.

The action is routed to the appropriate Inbaskets for approval. Once the salary adjustment has been approved, an email will be generated to notify the initiator of the request approval and the approved effective date. The email will also instruct the user to go to the CB Assign Base Pay Workflow to complete the salary adjustment. At this point the users should process step #3 to change the position on the funding.

Initiating Establish/Maintain Funding

See Funding Actions in the HRIS User Guide for instructions

Funding must be established on the position for the new salary amount before beginning the next step.

Accessing the CB Salary Adjustment Assign Base Pay Workflow

Double click the Salary and Equity Container.

Initiating the CB Salary Adjustment - Assign Base Pay

Double click Salary Adjustment - Assign Base Pay icon.

Identifying the Employee

1. Double click the Department name to drill down to a list of names of people with salary adjustment actions pending completion.
2. Scroll through list of employees to find the employee receiving salary adjustment.
3. Drag and drop employee name to the Lister.
4. Click OK.

Setting the Event/Effective Date

1. Note the Approved Effective Date. Click OK.
2. Click OK.
3. Type the Approved Effective Date shown on the preceding window in HRIS.
4. Click OK.

Completing the Assign Base Pay Form

1. Verify Event Date
2. Verify Status - Active
3. Verify Reason - Hours Change
4. Verify New Pay Information - New FTE Value

If the information is correct, select Save from the File menu. If any information is incorrect, select Pause from the File menu, and contact the Help Desk.

Finalizing the Permanent Change in Number of Hours Worked action

Click OK. Click End on the lister.

This completes this workflow. Initiators should check the employee inquiry and employee history to ensure that the action completed by updating those forms appropriately, and to print a copy of the action if necessary.

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