Employee Transactions
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.
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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 Supplement
Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.
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General ItemChange Duties
Action to be used when a significant change in duties occurs in a faculty member's current position.
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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 ItemCompletion of Degree
To recognize continued educational attainment, faculty members may receive a base salary adjustment up to $3,000 for completion of the doctorate.
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General ItemCost 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.
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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 - Retroactive
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 (Within Department)
Departments wanting to change current or future funding on a position.
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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 ItemIncreased 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.
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General ItemLeave - Educational Leave with Partial Pay
Employee is going on leave to complete their formal education goals, usually working towards earning a degree.
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General ItemLeave - 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.
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General ItemLeave - Return from Leave
Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.
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General ItemLeave - 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.
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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 - 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.
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General ItemMobile Communications Allowance - Removing
In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.
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General ItemNon-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.
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General ItemOrganizational Transfer
A position is moving from one department 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 member is being promoted within the same department.
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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 ItemReassign
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 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 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 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 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 Supplement
Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.
-
General ItemChange Duties
Action to be used when a significant change in duties occurs in a faculty member's current position.
-
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%.
-
General ItemCompletion 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 ItemCost 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 ItemDiscipline/Performance
Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.
-
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.
-
General ItemEmployee Recognition Award
Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.
-
General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
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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 ItemIncreased 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.
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General ItemLeave - Educational Leave with Partial Pay
Employee is going on leave to complete their formal education goals, usually working towards earning a degree.
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General ItemLeave - 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.
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General ItemLeave - Return from Leave
Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.
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General ItemLeave - 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.
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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 - 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.
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General ItemMobile Communications Allowance - Removing
In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.
-
General ItemNon-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 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 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.
-
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 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 ItemReassign
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 ItemResearch-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.
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General ItemResearch-Extended Appointment - Conversion from Appointment
Faculty members converting back from a Research Extended Appointment.
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General ItemResearch-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.
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General ItemResearch-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.
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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 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 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 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 Supplement
Administrative Stipends are used to compensate employees who accept administrative responsibilities within their departments, centers, or colleges.
-
General ItemChange Duties
Action to be used when a significant change in duties occurs in a faculty member's current position.
-
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%.
-
General ItemCompletion 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 ItemCost 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 ItemDiscipline/Performance
Faculty member or staff employee has a change in duties or a decrease in salary due to performance issues.
-
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.
-
General ItemEmployee Recognition Award
Employee Recognition Awards fall into four categories: (1) Monetary Award; (2) Gift Certificate; (3) Non-Monetary Award; (4) Recognition Leave.
-
General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
-
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.
-
General ItemIncreased 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 ItemLeave - Educational Leave with Partial Pay
Employee is going on leave to complete their formal education goals, usually working towards earning a degree.
-
General ItemLeave - 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 ItemLeave - Return from Leave
Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.
-
General ItemLeave - 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 ItemLeave without Pay
Employee is going on leave without pay for a period of time.
-
General ItemMobile 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 ItemMobile Communications Allowance - Removing
In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.
-
General ItemNon-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 ItemOrganizational Transfer
A position is moving from one department to another.
-
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.
-
General ItemPromotion - Competitive
A salaried faculty member is being promoted through a competitive process. This may or may not involve a change in departments.
-
General ItemPromotion - Internal
A salaried faculty member is being promoted within the same department.
-
General ItemRank Change
Action in which a faculty member's rank and/or functional title changes.
-
General ItemReappointment
Departments wishing to extend a restricted faculty member’s appointment should complete a reappointment letter.
-
General ItemReassign
Action in which an employee is being reassigned to a new position within or outside of the department.
-
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.
-
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.
-
General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
-
General ItemStaff to Faculty Conversion - Competitive
Action in which a current staff employee is moving to a faculty position, resulting from a competitive search.
-
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 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.
-
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.
-
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 Supplement
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 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.
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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 - Retroactive
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 (Within Department)
Departments wanting to change current or future funding on a position.
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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 - Educational Leave with Partial Pay
Employee is going on leave to complete their formal education goals, usually working towards earning a degree.
-
General ItemLeave - Return from Leave
Faculty member or staff employee is returning from leave without pay, Research Assignment, Study Research or Educational Leave.
-
General ItemLeave without Pay
Employee is going on leave without pay for a period of time.
-
General ItemMobile 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 ItemMobile Communications Allowance - Removing
In the case where an existing MCA needs to be removed, the department is responsible for submitting this change timely.
-
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 ItemReassign
Action in which an employee is being reassigned to a new position within or outside of the department.
-
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.
-
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.
-
General ItemRole Change
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 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.
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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 ItemEmergency Hire Appointment Extension
Departments wishing to extend an emergency hire appointment.
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General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
-
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 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 ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
-
General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
-
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 ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
-
General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
-
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.
-
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.
-
General ItemSeparation from University
Any individual that currently holds a salaried, wage, adjunct or graduate assistant position and needs to be separated.
-
General ItemFunding Change - Retroactive
Departments wanting to change funding on a position for pay periods that have already been processed.
-
General ItemFunding Change for Current/Future Pay Period (Within Department)
Departments wanting to change current or future funding on a position.
-
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.
-
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 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.