Employee Transactions
The Employee Transactions site contains procedures for various personnel actions. Many transactions are completed through the PageUp applicant tracking system. Some are completed through a combination the system and forms. See the quick reference table below for a list of common transactions and how to complete them. Go to the page for the transaction for more specific information.
Start Date Guidelines
New Employees: New employees can start on any day. To ensure timely payment, the new employee must complete their New Hire form in PageUp a minimum of 3 working days prior to the start date. The conviction check also needs to have successfully completed. Job entry cannot be completed between the salary overtime and retro entry and the end of payroll dates listed on the payroll schedule. For start dates after this time, information must be received and conviction check completed 3 working days before the Salary overtime & retro entry date.
Existing Employees: Existing employees who are moving to a new job within the university should only have start dates at the beginning of the pay period, using the 10th and 25th of each month. To ensure timely payment, the employee must complete their abbreviated New Hire form in PageUp a minimum of 5 working days prior to the start date. To prevent interruption of system access, new job entry for existing employees is completed on the start date. New job entries for existing employees cannot be completed between the salary overtime and retro entry and the end of payroll dates listed on the payroll schedule.
NOTE: This is not a comprehensive list of all employee transactions. If you do not see a transaction listed in the table, review the lists available below by employee type.
| Types of Action | PU Pos Descr | PU Job Card | PU Offer Card | Form |
|---|---|---|---|---|
| Competitive (Internal and External) | Dept | Dept | Dept | N/A |
| Conversion (Staff to/from Faculty) * | Dept | Dept | Dept | N/A |
| Non-Competitive (Voluntary Transfer, Internal Promotion, Staff Role Change, Change of Duties, Reassignment, Reclassification) | Dept | Dept | Dept | N/A |
| Search Exemption | Dept | Dept | Dept | N/A |
| Administrative Stipend (Staff/Faculty) | P3A | |||
| Change in Appointment (Same Position Number) | Dept | P3A | ||
| Cost of Living Adjustment (Staff/Faculty) | P3A | |||
| Discipline, Performance, or Demotion | Dept | Div of HR (if new position) | Div of HR (if new position) | P3A |
| In-Band Adjustment | P3A | |||
| Individual Salary Adjument (Staff/Faculty) | P3A | |||
| Mobile Communication Allowance ** | P3A | |||
| One-time Bonus (Staff) | P3A | |||
| Organizational Transfer | Div of HR | P3A | ||
| Return from Leave | P4B | |||
| Temporary Pay (Staff/Faculty) | P3A |
* This process cannot be used for classified to university staff conversion.
** Additional form required for Mobile Communications Allowance actions.
Transactions by Employee Type
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General ItemAcademic Year or Calendar Year Conversions
Appointment type is changing from a 9 to 12-month appointment or a 12 to 9-month appointment. Conversions may be Academic Year/Calendar Year or Calendar Year/Academic Year.
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General ItemAdministrative Stipend
Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.
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General ItemChange Percentage of Time Worked
Employee is changing the percentage of time worked. The employee must remain at 50%. Benefits eligibility will be impacted if the employee moves to less than 75%.
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General ItemChange of Duties - Faculty
Action to be used when a significant change in duties occurs in a faculty member's current position.
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General ItemCost of Living Adjustment for Washington DC Metro Area
Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.
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General ItemDiscipline/Performance
Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.
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General ItemEminent Scholar
Faculty members who have been appointed to fellowships are identified as eminent scholars and may or may not have an additional salary supplement associated with the appointment.
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General ItemEmployee Recognition Award
Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.
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General ItemFunding Change
Departments wanting to change funding on a position for pay periods that have already been processed.
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General ItemFunding Change for Current/Future Pay Period by Multiple Departments
Departments wanting to change a current or future funding on a position that currently has funding that crosses multiple departments.
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General ItemLeave without Pay
Employee is going on leave without pay for a period of time.
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General ItemMobile Communications Allowance - Add/Adjust and Remove
Mobile Communications Allowance (MCA) may be issued to those employees that qualify based on the eligibility requirements outlined in the university’s mobile communication device policy.
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General ItemNon-Reappointment - Faculty
In the cases of faculty members on temporary or restricted appointments for which there is no indicated opportunity for reappointment, the letter of appointment also serves as notice of the termination of employment.
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General ItemOrganizational Transfer
A position is moving from one department to another.
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General ItemOrganizational Transfer for Pooled Positions
For departments that are currently restructuring and employees in pooled positions need to be transferred from one org number to another.
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General ItemOverload Payment
P-14A payments to current full-time faculty or staff are authorized only for very specific purposes: participation in continuing education programs or overload teaching (A/P faculty or those faculty teaching in specific, approved off-campus programs).
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General ItemPrevailing Wage Determination
Any adjustment to an employee’s salary that is on an H-1B visa as a result of the prevailing wage rate should be submitted on a P3A-F.
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General ItemPromotion - Competitive
A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.
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General ItemPromotion - Internal
A salaried faculty or staff member is being promoted within the same department.
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General ItemRank Change
Action in which a faculty member's rank and/or functional title changes.
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General ItemReappointment
Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.
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General ItemReassignment
Action in which an employee is being reassigned to a new position within or outside of the department.
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General ItemRegular to Restricted or Restricted to Regular
Action in which any faculty member or staff employee is moving from a regular to restricted or restricted to regular position.
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General ItemRetention
Retention adjustments may be the result of a preemptive offer that is approved by senior management or a competitive offer that has been received from another institution.
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General ItemSending forms to HR
How to send forms to Human Resources for processing.
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General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
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General ItemStaff to Faculty Conversion - Competitive
Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.
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General ItemStaff to Faculty Conversion - Non-Competitive
Action in which If a current staff employee is moving to a faculty position through a non-competitive process.
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General ItemSummer Session Pay Guidelines
Summer session teaching compensation is based on the number of credit hours taught. The summer salary calculations for teaching and research is based on the faculty member’s salary.
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General ItemTemporary Pay
Temporary pay is for staff members that are remaining in the same position but are taking on additional duties in either the same pay band or a higher pay band on a temporary basis.
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General ItemTenure Status Change - Non-Tenure Track to Tenure Track
Action in which a faculty member is moving from a non-tenure track position to a tenure track position.
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General ItemTenure Status Change - Tenure Track to Non-Tenure Track
Action in which a faculty member is moving from a tenure track to a non-tenure track position.
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General ItemTransfer - Voluntary
Action in which any faculty member or staff employee is transferring to a new position outside or within the same department through a non-competitive process.
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General ItemWinter Session Pay Guidelines
Winter session appointments are made using Banner EPAF process using a designated winter session position number and has an employee class code of 9W. This is a one-time payment issued at the end of the term.
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General ItemEmergency Hire Appointment Extension
Departments wishing to extend an emergency hire appointment.
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General ItemFunding Change
Departments wanting to change funding on a position for pay periods that have already been processed.
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General ItemFunding Change for Current/Future Pay Period by Multiple Departments
Departments wanting to change a current or future funding on a position that currently has funding that crosses multiple departments.
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General ItemOrganizational Transfer
A position is moving from one department to another.
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General ItemOrganizational Transfer for Pooled Positions
For departments that are currently restructuring and employees in pooled positions need to be transferred from one org number to another.
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General ItemOrganizational Transfer for Single Wage Position
For departments that are currently restructuring and employees in a single wage position need to be transferred from one org to another.
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General ItemOrganizational Transfer for a Single Employee in a Pooled Position
For departments that have individuals in a pooled position that need to be transferred from one org to another, but the position will remain in the current org.
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General ItemSending forms to HR
How to send forms to Human Resources for processing.
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General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
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General ItemAcademic Year or Calendar Year Conversions
Appointment type is changing from a 9 to 12-month appointment or a 12 to 9-month appointment. Conversions may be Academic Year/Calendar Year or Calendar Year/Academic Year.
-
General ItemAdministrative Stipend
Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.
-
General ItemChange Percentage of Time Worked
Employee is changing the percentage of time worked. The employee must remain at 50%. Benefits eligibility will be impacted if the employee moves to less than 75%.
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General ItemClassified Staff to University Staff
Employees wishing to convert from Classified Staff to University Staff should contact Central Human Resources.
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General ItemCost of Living Adjustment for Washington DC Metro Area
Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.
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General ItemDemotion
A downward adjustment in salary and/or pay band is considered a demotion. This adjustment may be voluntary or involuntary.
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General ItemDiscipline/Performance
Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.
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General ItemEmployee Recognition Award
Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.
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General ItemFaculty to Staff Conversion - Competitive
A current faculty member is identified as the successful candidate following a competitive search for a staff position.
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General ItemFaculty to Staff Conversion - Non-Competitive
Action in which a current faculty member is moved to staff position as a result of an approved search exemption.
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General ItemFunding Change
Departments wanting to change funding on a position for pay periods that have already been processed.
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General ItemFunding Change for Current/Future Pay Period by Multiple Departments
Departments wanting to change a current or future funding on a position that currently has funding that crosses multiple departments.
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General ItemIn-Band Adjustment
Staff employees that have acquired new knowledge, skills, abilities and/or certifications or have had a change in duties may be recognized with an in-band adjustment. In-band adjustments are also issued for alignment and retention.
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General ItemIn-Band Bonus
An in-band bonus is a one-time payment to acknowledge alignment, change of duties, new knowledge/skills/abilities/certifications and retention.
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General ItemLeave without Pay
Employee is going on leave without pay for a period of time.
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General ItemMobile Communications Allowance - Add/Adjust and Remove
Mobile Communications Allowance (MCA) may be issued to those employees that qualify based on the eligibility requirements outlined in the university’s mobile communication device policy.
-
General ItemOrganizational Transfer
A position is moving from one department to another.
-
General ItemOverload Payment
P-14A payments to current full-time faculty or staff are authorized only for very specific purposes: participation in continuing education programs or overload teaching (A/P faculty or those faculty teaching in specific, approved off-campus programs).
-
General ItemPromotion - Competitive
A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.
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General ItemPromotion - Internal
A salaried faculty or staff member is being promoted within the same department.
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General ItemReassignment
Action in which an employee is being reassigned to a new position within or outside of the department.
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General ItemRegular to Restricted or Restricted to Regular
Action in which any faculty member or staff employee is moving from a regular to restricted or restricted to regular position.
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General ItemRetention
Retention adjustments may be the result of a preemptive offer that is approved by senior management or a competitive offer that has been received from another institution.
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General ItemRole Change - Staff
A significant change in duties is identified as a role change, which may or may not involve a salary adjustment.
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General ItemSending forms to HR
How to send forms to Human Resources for processing.
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General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
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General ItemTemporary Pay
Temporary pay is for staff members that are remaining in the same position but are taking on additional duties in either the same pay band or a higher pay band on a temporary basis.
-
General ItemTransfer - Voluntary
Action in which any faculty member or staff employee is transferring to a new position outside or within the same department through a non-competitive process.
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General ItemFunding Change
Departments wanting to change funding on a position for pay periods that have already been processed.
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General ItemFunding Change for Current/Future Pay Period by Multiple Departments
Departments wanting to change a current or future funding on a position that currently has funding that crosses multiple departments.
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General ItemGraduate Appointment Extension
Departments wanting to extend a GA appointment without a break in service and no change in pay.
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General ItemGraduate Stipend/Fellowship
Graduate stipend is added in addition to Graduate Assistant appointment.
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General ItemOrganizational Transfer for Pooled Positions
For departments that are currently restructuring and employees in pooled positions need to be transferred from one org number to another.
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General ItemOrganizational Transfer for Single Wage Position
For departments that are currently restructuring and employees in a single wage position need to be transferred from one org to another.
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General ItemOrganizational Transfer for a Single Employee in a Pooled Position
For departments that have individuals in a pooled position that need to be transferred from one org to another, but the position will remain in the current org.
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General ItemRate of Pay and Title Changes
Used for Undergraduate Fellowships. Departments wanting to change the rate and/or title for a current appointment will need to enter and approve a PAF will in Banner.
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General ItemSending forms to HR
How to send forms to Human Resources for processing.
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General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
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General ItemUndergraduate Fellowships
Undergraduates who participate in special educational enrichment and research training programs during the academic year or summer at Virginia Tech will be eligible to receive funds through the fellowship disbursement process.