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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 Stipends (Staff and Faculty)       P3A
Change in Appointment (Same Position Number) Dept     P3A
Cost of Living Adjustment (Staff and 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 and Faculty)       P3A
Mobile Communication Allowance **       P3A
One Time Bonus (Staff)       P3A
Organizational Transfer Div of HR     P3A
Return from Leave       P4B
Temporary Pay (Staff and 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

  • 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 Stipend

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

  • 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
    Change of Duties - Faculty

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

  • General Item
    Cost 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.

  • 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

    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 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
    Leave without Pay

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

  • General Item
    Mobile 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 Item
    Non-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.

  • General Item
    Organizational Transfer

    A position is moving from one department to another.

  • General Item
    Organizational 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.

  • 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 or staff 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
    Reassignment

    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
    Sending forms to HR

    How to send forms to Human Resources for processing.

  • 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
    Summer 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.

  • General Item
    Temporary 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 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
    Winter 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.

  • 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 Stipend

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

  • 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
    Classified Staff to University Staff

    Employees wishing to convert from Classified Staff to University Staff should contact Central Human Resources.

  • General Item
    Cost 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.

  • General Item
    Demotion

    A downward adjustment in salary and/or pay band is considered a demotion. This adjustment may be voluntary or involuntary.

  • 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
    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
    Faculty to Staff Conversion - Competitive

    A current faculty member is identified as the successful candidate following a competitive search for a staff position.

  • General Item
    Faculty 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.

  • General Item
    Funding Change

    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 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
    In-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.

  • General Item
    In-Band Bonus

    An in-band bonus is a one-time payment to acknowledge alignment, change of duties, new knowledge/skills/abilities/certifications and retention.

  • General Item
    Leave without Pay

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

  • General Item
    Mobile 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 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
    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 or staff member is being promoted within the same department.

  • General Item
    Reassignment

    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
    Role Change - Staff

    A significant change in duties is identified as a role change, which may or may not involve a salary adjustment.

  • General Item
    Sending forms to HR

    How to send forms to Human Resources for processing.

  • 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
    Temporary 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 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.