Employment actions are changes made to the information described below.
Hire is an initial appointment and refers to placing an individual on the payroll for the first time. Rehire is placing a former employee (who was previously in an appointed, budgeted position) into an appointed, budgeted position.
Norman: All new hire paperwork should be submitted to Payroll and Employee Services, NEL 244. Tulsa: All new hire paperwork should be submitted to Human Resources. HSC: Submit new hire paperwork as shown below.
Promotion is the advancement of an employee to a position with a classification of higher responsibility and a higher pay grade.
Demotion is the movement employee into a position with a classification of lower responsibility and a lower pay grade.
Transfer is the movement of an employee from one department to another while maintaining the current level of responsibility and pay grade. No documentation other than a completed ePAF is required for a transfer.
A leave of absence removes an employee from working status and is time taken for personal reasons, vacation, disciplinary action, employee illness, injury, or disability, illness or death of a family member, funeral attendance, military or civic duties, or for reasons defined as administrative leave. When completing the ePAF, choose one of these reasons for the leave of absence.
A return from leave of absence reinstates an employee to working status.
Termination ends the employment relationship.
Voluntary termination is initiated by the employee. The employee must provide a written letter of resignation. The supervisor is recommended to write a letter accepting the resignation. The department should submit copies of both letters to Human Resources to be retained in the employee's record.
Involuntary termination is initiated by the university. The department must provide a written letter of termination to the employee. Submit a copy of this letter to Human Resources.
When completing the ePAF, choose one of these reasons for termination.
Data change actions are changes made to the information described below.
Full-time equivalent (FTE) is based on the total of all hours in an employee’s active job records. 1.00 FTE = 173.33 standard hours each month. An FTE change is a change in the percentage of hours worked on average in a week by an employee.
Job code is the identifier which defines an employee's particular position or classification.
A pay increase for work performed in the current position.
A change to correct the primary department number an employee is assigned to. The department paying the greatest amount of an individual’s pay is determined to be the primary department, unless that department instructs Human Resources in writing of a different arrangement. The primary department directs where the employees’ checks, ETR panel, and mail are received.
Number in a sequence that is controlled by the department and is used to identify a position/job.
Review of existing position by HR to determine the appropriate job classification based upon the position description and duties. Reclassification may result in a promotion or demotion by the position incumbent. Find more information about position reclassification here.
Payroll source changes are changes made to the information described below.
The amount an employee is paid for a particular position from a specific account.
The account from which an employee is paid for a particular position.
Encourage employees to use PeopleSoft Employee Self-Service to report changes in personal data such as name, marital status, home address, email, and telephone number. Changes in contact information should also be made in the university's emergency contact systems available through emergency preparedness. If these changes are a result of a life event like the birth of a child or marriage, your employee can find information about changing benefits here.
Review the processes for reporting time and leave here.