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Employee Transactions


University executive signature delegation change

Effective Apr. 12, 2021, all competitive and non-competitive search actions with a salary offer greater than 10 percent of the current salary that previously required the President’s review and approval will be delegated to either the Executive Vice President and Provost (EVP) or the Senior Vice President and Chief Business Officer (SVP) based on the college or division’s reporting structure. Please note, there are some actions that still require the President’s signature.

This executive signature designation change impacts some employee transaction content. Processes are currently under review and will be updated soon. In the meantime, if you have questions about this change, please contact your college or departments' HR Division Director or HR Generalist

August 2021 update:


The Employee Transactions page contains an up-to-date list of procedures for various personnel actions. The different types of actions are listed under each employee type.

  • General Item
    Academic 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 Item
    Administrative Supplement

    Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.

  • General Item
    Change Duties

    Action to be used when a significant change in duties occurs in a faculty member's current position.

  • General Item
    Change 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%.

  • General Item
    Completion of Degree

    To recognize continued educational attainment, faculty members may receive a base salary adjustment up to $3,000 for completion of the doctorate.

  • General Item
    Cost of Living Adjustment for National Capital Region

    Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.

  • General Item
    Discipline/Performance

    Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.

  • General Item
    Eminent 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.

  • General Item
    Employee Recognition Award

    Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.

  • General Item
    Funding Change - Retroactive

    Departments wanting to change funding on a position for pay periods that have already been processed.

  • General Item
    Funding Change for Current/Future Pay Period (Within Department)

    Departments wanting to change current or future funding on a position.

  • General Item
    Funding 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.

  • General Item
    Increased Responsibility

    Increased responsibilities are normal and expected aspects of employment. Often adjustments in this category reflect an after-the-fact evaluation of significant changes in level of responsibility and/or employee performance over a significant period of time.

  • General Item
    Leave - Educational Leave with Partial Pay

    Employee is going on leave to complete their formal education goals, usually working towards earning a degree.

  • General Item
    Leave - Research Assignment Leave with Full Pay

    Faculty members that are requesting a research assignment should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave - Return from Leave

    Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.

  • General Item
    Leave - Study Research Leave with Partial Pay

    Faculty members that are requesting study research leave should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave without Pay

    Employee is going on leave without pay for a period of time.

  • General Item
    Mobile Communications Allowance - Adding/Adjusting

    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 Item
    Mobile Communications Allowance - Removing

    In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.

  • General Item
    Non-Reappointment

    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.

  • General Item
    Organizational Transfer

    A position is moving from one department to another.

  • General Item
    Overload 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 Item
    Prevailing 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.

  • General Item
    Promotion - Competitive

    A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.

  • General Item
    Promotion - Internal

    A salaried faculty member is being promoted within the same department.

  • General Item
    Reappointment

    Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.

  • General Item
    Reassign

    Action in which an employee is being reassigned to a new position within or outside of the department.

  • General Item
    Regular 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.

  • General Item
    Retention

    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.

  • General Item
    Separation from University

    Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.

  • General Item
    Staff to Faculty Conversion - Competitive

    Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.

  • General Item
    Staff to Faculty Conversion - Non-Competitive

    Action in which If a current staff employee is moving to a faculty position through a non-competitive process.

  • General Item
    Tenure 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.

  • General Item
    Transfer - 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.

  • General Item
    Academic 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 Item
    Administrative Supplement

    Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.

  • General Item
    Change Duties

    Action to be used when a significant change in duties occurs in a faculty member's current position.

  • General Item
    Change 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%.

  • General Item
    Completion of Degree

    To recognize continued educational attainment, faculty members may receive a base salary adjustment up to $3,000 for completion of the doctorate.

  • General Item
    Cost of Living Adjustment for National Capital Region

    Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.

  • General Item
    Discipline/Performance

    Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.

  • General Item
    Eminent 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.

  • General Item
    Employee Recognition Award

    Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.

  • General Item
    Funding Change - Retroactive

    Departments wanting to change funding on a position for pay periods that have already been processed.

  • General Item
    Funding Change for Current/Future Pay Period (Within Department)

    Departments wanting to change current or future funding on a position.

  • General Item
    Funding 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.

  • General Item
    Increased Responsibility

    Increased responsibilities are normal and expected aspects of employment. Often adjustments in this category reflect an after-the-fact evaluation of significant changes in level of responsibility and/or employee performance over a significant period of time.

  • General Item
    Leave - Educational Leave with Partial Pay

    Employee is going on leave to complete their formal education goals, usually working towards earning a degree.

  • General Item
    Leave - Research Assignment Leave with Full Pay

    Faculty members that are requesting a research assignment should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave - Return from Leave

    Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.

  • General Item
    Leave - Study Research Leave with Partial Pay

    Faculty members that are requesting study research leave should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave without Pay

    Employee is going on leave without pay for a period of time.

  • General Item
    Mobile Communications Allowance - Adding/Adjusting

    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 Item
    Mobile Communications Allowance - Removing

    In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.

  • General Item
    Non-Reappointment

    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.

  • General Item
    Organizational Transfer

    A position is moving from one department to another.

  • General Item
    Overload 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 Item
    Prevailing 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.

  • General Item
    Promotion - Competitive

    A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.

  • General Item
    Promotion - Internal

    A salaried faculty member is being promoted within the same department.

  • General Item
    Rank Change

    Action in which a faculty member's rank and/or functional title changes.

  • General Item
    Reappointment

    Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.

  • General Item
    Reassign

    Action in which an employee is being reassigned to a new position within or outside of the department.

  • General Item
    Regular 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.

  • General Item
    Research-Extended Appointment - Changing an Existing Appointment

    If a faculty member wishes to change his or her existing Research Extended Appointment the salary must be converted back to the AY salary and then converted to the new Research Extended Appointment salary.

  • General Item
    Research-Extended Appointment - Conversion from Appointment

    Faculty members converting back from a Research Extended Appointment.

  • General Item
    Research-Extended Appointment - Conversion to Appointment

    Faculty member wishing to convert from an academic year appointment to a 10-, 11-, or 12-month Research Extended Appointment should review Policy 6200.

  • General Item
    Research-Extended Appointment - Extending an Existing Appointment

    Any faculty member who wishes to extend his/her existing 10-,11-, or 12-month Research Extended Appointment must continue to provide assurance of funding to cover the full cost of salary plus fringe benefits for the one, two or three additional months of the proposed appointment.

  • General Item
    Retention

    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.

  • General Item
    Separation from University

    Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.

  • General Item
    Staff to Faculty Conversion - Competitive

    Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.

  • General Item
    Staff to Faculty Conversion - Non-Competitive

    Action in which If a current staff employee is moving to a faculty position through a non-competitive process.

  • General Item
    Tenure 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.

  • General Item
    Tenure 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.

  • General Item
    Transfer - 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.

  • General Item
    Academic 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 Item
    Administrative Supplement

    Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.

  • General Item
    Change Duties

    Action to be used when a significant change in duties occurs in a faculty member's current position.

  • General Item
    Change 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%.

  • General Item
    Completion of Degree

    To recognize continued educational attainment, faculty members may receive a base salary adjustment up to $3,000 for completion of the doctorate.

  • General Item
    Cost of Living Adjustment for National Capital Region

    Cost of living adjustments are between $3,000 and $5,000 for faculty/staff members transferred permanently to the National Capital Region.

  • General Item
    Discipline/Performance

    Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.

  • General Item
    Eminent 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.

  • General Item
    Employee Recognition Award

    Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.

  • General Item
    Funding Change - Retroactive

    Departments wanting to change funding on a position for pay periods that have already been processed.

  • General Item
    Funding Change for Current/Future Pay Period (Within Department)

    Departments wanting to change current or future funding on a position.

  • General Item
    Funding 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.

  • General Item
    Increased Responsibility

    Increased responsibilities are normal and expected aspects of employment. Often adjustments in this category reflect an after-the-fact evaluation of significant changes in level of responsibility and/or employee performance over a significant period of time.

  • General Item
    Leave - Educational Leave with Partial Pay

    Employee is going on leave to complete their formal education goals, usually working towards earning a degree.

  • General Item
    Leave - Research Assignment Leave with Full Pay

    Faculty members that are requesting a research assignment should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave - Return from Leave

    Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.

  • General Item
    Leave - Study Research Leave with Partial Pay

    Faculty members that are requesting study research leave should provide a narrative report that includes (1) abstract of proposed program; (2) description of program; (3) program budget; (4) interim staffing plans of the department and college; and (5) a current CV if required by the college.

  • General Item
    Leave without Pay

    Employee is going on leave without pay for a period of time.

  • General Item
    Mobile Communications Allowance - Adding/Adjusting

    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 Item
    Mobile Communications Allowance - Removing

    In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.

  • General Item
    Non-Reappointment

    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.

  • General Item
    Organizational Transfer

    A position is moving from one department to another.

  • General Item
    Prevailing 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.

  • General Item
    Promotion - Competitive

    A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.

  • General Item
    Promotion - Internal

    A salaried faculty member is being promoted within the same department.

  • General Item
    Rank Change

    Action in which a faculty member's rank and/or functional title changes.

  • General Item
    Reappointment

    Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.

  • General Item
    Reassign

    Action in which an employee is being reassigned to a new position within or outside of the department.

  • General Item
    Regular 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.

  • General Item
    Retention

    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.

  • General Item
    Separation from University

    Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.

  • General Item
    Staff to Faculty Conversion - Competitive

    Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.

  • General Item
    Staff to Faculty Conversion - Non-Competitive

    Action in which If a current staff employee is moving to a faculty position through a non-competitive process.

  • General Item
    Tenure 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.

  • General Item
    Transfer - 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.