Change Job Reasons

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Overview

Change Job is a business process used to change attributes of an Employee’s position. These can include work period, job classification, job profile and more. The Reason that is selected when initiating the Change Job business process may drive the workflow that follows and will be used in reporting and downstream systems. Therefore, the purpose of this reference guide is to provide details for the various reasons that would prompt the need to initiate this business process.

This guide is not for use with the Start Job Change menu item to override Job Classifications on the worker position.

Key Points:

• • The selected Reason should be consistent with the predominant purpose for the changes being made on the filled position for the Employee.
  • Change Job is a supported retro event for Effective Dates in the past so that payroll calculations will recalculate for any impacts on the prior payroll periods.
  • The Move Worker (Supervisory) business process should be used (instead of Change Job) when an Employee is transferring from one Supervisory Organization to another Supervisory Organization within the same system member Part and same Company with no change to job profile, title, compensation or other employment agreement.
  • Never use Move Worker (Supervisory) to transfer an Employee to another system member. Instead, use Change Job

Reasons to Initiate Change Job

The list below is a description of each Reason option that is written to comply with The Texas A&M System University Regulation 31.01.01 Compensation Administration.

Data Change

Data changes are any criteria or characteristic of the expected employment agreement for the worker position other than promotion, demotion or simply a location change. A data change should fall into one of the following five Reasons to be selected when initiating the Change Job business process.

A. Hours or Work Period Change

Hours or Work Period Change is used for changing the Employee’s scheduled hours (FTE %) and / or their assigned Academic Pay Period* without any other Employee or position changes.

Note: Hours or Work Period Changes that are part of an overall change in expected job duties, title, or pay range should use the reason of Position Reclassification.

B. Job Classification

Job Classification Change is used for changing the job classification of the same position as the primary purpose with minimal and related Employee or position changes. For example, you would select this option when the job classification on a position must be different than the job classification assigned to the job profile and also when editing the business title or Location. If only changing the Job Classification, use the Start Job Change task for a simplified business process.

Note: Job classifications that can be overridden at the position level include: Campus Security Designation, Exposure Risk Training, Hazard Duty Pay Eligible Flag, Longevity Eligible Flag, MSO Code, Overtime Flag and Term Appointment.

C. Location Change

Location Change is used for changing the Location (geographic city) assigned to the same position without any other Employee or position changes.

D. Position Reclassification

Position Reclassification is used for changing the job profile of the same position as a result of reevaluating the job duties of an Employee’s position, or making any combination of other data changes that do not result in the Employee being assigned to a lower or higher salary range and/or title that would be considered a promotion or demotion. Best practice is to complete Edit Position Restrictions on the position prior to initiating Change Job for the reclassification.

E. Position Title Change

Position Title Change is used for changing the position title in the same position, without changing the job profile. It could be that we want to better identify the work of the Employee whose position currently has a generic job profile.

Note: This reason may be also be used to do the following:

IMPORTANT: Position Title Change should not be used for reclassification, promotion or demotion of Faculty or Staff.

F. Reorganization

Reorganization is used to transfer the Employee from one position to another position, both of which may be assigned the same salary range, title or organizational level. This reason is used by HR Partners (only) when an Employee is being moved to another member as part of a reorganization and should not be counted as turnover. For reorganizations within the same member, use Move Workers.

Position Change

There are three types of position changes that would require the Change Job business process to be initiated on an Employee. These include: promotion, demotion and transfer.

A. Promotion New Position

Promotion New Position is used to move the Employee from one position to another position with a different job profile requiring higher qualifications, higher rate of pay and a title change. The position can be newly created or an existing position that would be new for the Employee. This reason should not be used if the Employee will remain in the same position.

B. Promotion Reclassification

Promotion Reclassification is used when the job duties or responsibilities of an Employee’s current position are reevaluated and the same position is assigned to a different job profile requiring higher qualifications, a higher rate of pay and a title change. Best practice is to complete Edit Position Restrictions on the position prior to initiating Change Job for the Employee.

C. Demotion New Position

Demotion New Position is used to move the Employee from one position to another position with a different job profile with a lower pay range, a title of lower status, and perhaps requiring less education, experience or responsibility. The position can be newly created or an existing position that is new for the Employee. This reason should not be used if the Employee will remain in the same position.

D. Demotion Reclassification

Demotion Reclassification is used when the job duties or responsibilities of an Employee’s current position are re-evaluated and the same position is assigned to a different job profile with a lower pay range a title of lower status, and perhaps requiring less education, experience or responsibility. Best practice is to complete Edit Position Restrictions on the position prior to initiating Change Job for the Employee.

E. Employee Transfer

Employee Transfer is used to transfer the Employee from one position to another position, both of which may be assigned the same salary range, title or organizational level within the same or different system member part or Company.

Note: This reason is used when an Employee is selected for a position at a different supervisory organization or member through the recruiting process. In this case, an Employee self-selected to transfer and seek different career opportunities that may or may not be either a promotion or demotion.

*Academic Pay Period is a combination of the Annual Work Period and Disbursement Plan Period