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.
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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.
-
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.
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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.
-
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.
-
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.
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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.
-
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.
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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.
-
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.
-
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.