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
- From Actions, click on HR Forms: Pay & Cost Redistributions > Create a New Appointment/Assignment > Temporary and On-Call Staff > Start Employee Process..
- Enter the Start Date in the box provided. As noted on the form, this is the date the change of status becomes effective.
- In the Employee Number SSN/ZPID box, enter the employee SSN or ZPID, or search for the person as described below
- Click the Search Assignment button. A list of assignments appears, along with cost distribution information for the selected assignment.
- If necessary, select an assignment by clicking the radio button to the left of the assignment.
- Click Continue.
To search for an employee
- Click the search button to the right of the SSN/ZPID field.
- Enter the employee information you have.
- Click the GO button. A list of matches appears.
- Click the radio button to the left of an assignment to select it
Selecting the Desired Action
Once you have selected the assignment, you then need to indicate the desired change of status to be made. The selections provided are the ones that are available for this particular person’s change of status. Some changes are valid for only temporary OR on call employees; some are valid for both. Changes not valid for the selected assignment are not listed. The checkbox you select controls 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.
To select changes to the employee’s record
- Check the radio button for the changes to be made.
- 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.
Data Changes Table
A Data Changes table appears at the bottom of each screen.
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.
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.
The following notes apply to temporary and on-call changes of status:
- Employee Percent should be 47.50% for on-calls.
- Primary Assignment End Date should be 12/31/9999 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 Organizational Unit (if applicable, these fields could be read only).
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
Change from On Call to Temporary
You can also change the following if applicable:
- 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.
To change the rate of pay, enter the new amount under Hourly 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.
To enter funding lines
- Click the pencil icon to edit funding line.
- Enter or change the Start Date and End Date.
- 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.
- 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.”
- Repeat the above steps for each additional funding line. To add more rows, click the Add Row button (plus sign icon) and repeat the above steps.
To remove a row, click the Remove Row button (icon with encircled X).
Additional Information
Depending on the answers to Additional Information questions, additional detail may be required.
To enter Additional Information
- Answer each question.
- If prompted, provide any requested additional detail.
Attachments and Comments
Required attachments are listed at the top with a checkbox next to each item required. Important Links at the bottom of the screen provide links to policies and procedures that may apply, and to forms that can be attached and submitted. Review this information as needed.
To enter comments and attach documents
- Upload the required attachments indicated.
- Enter any comments in the Notes field.
To upload an attachment
- Select the attachment being uploaded from the Attachment Type drop-down list.
- Click the Plus Sign icon to locate and select the attachment.
- Click the Upload button to attach the file.
Repeat this process for each additional attachment.
To delete an attachment
- Select the attachment by clicking on it.
- Choose the icon with encircled X to delete the document.
Acknowledgement Section
Information that requires review by form initiator are listed in this section with a checkbox next to each item that requires acknowledgement. Review and verify this information in order to proceed with form.
Summary Form
At this point you can generate a PDF by clicking the Download PDF button. The PDF version of the form opens in a new window and can be saved or printed.
As the form routes for approvals, approvers are able to view the form as a PDF by clicking the Download PDF button.
Review Form and Confirmation
You are now ready to send the form for approval.
By clicking the Send button, any errors will appear and will need to be corrected in order to send the form. Once complete, click send to route the completed form for approval. Upon successful submission, the HR/payroll system displays a process reference number.
