Job Change Reasons

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Overview

The purpose of this reference guide is to explain the various reasons used in initiating the Start Job Change business process. 

The Start Job Change business process is used to update attributes of an employee’s position, such as work period, job classification, job profile, and more. When initiating a Job Change, the reason selected in the What do you want to do field determines which fields are available to edit after selecting OK, as well as the overall workflow. The reasons are used in a variety of reports and can impact other areas such as Payroll and Benefits. 

Important Information

• Best practice is to complete the Edit Position Restrictions business process before making any changes to a position using Job Change, ensuring that the changes align between both processes.
• All Job Change reasons can be initiated by HR Partners or HR Contacts, except Transfer Reorganization and Job Profile Change (HR Partner only).
• Job Change is a supported retro event, meaning effective dates can be set in the past and payroll calculations will automatically recalculate for any affected prior payroll periods.

Reasons to Initiate a Job Change

There are two types of reasons to initiate a Job Change:

• Data Change reasons – used for position updates that are not classified as promotions, demotions, or transfers
• Position Change reasons – involve significant role changes including promotions, demotions, and transfers

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

Data Change Reasons

Data changes are any changes made to the worker’s position that would not be considered a promotion, demotion, or transfer.

table for job change reasons

Reason Name	When to Use	Who Can Initiate	Available Sections	Important Notes
Hours or Work Period Reclassification	To Change an employee's schedule hours (FTE%) and/or Academic Pay Period	HR Partner, HR Contact	Worker Time, Academic, Compensation	If the Hours or Work Period Changes will impact benefit eligibility or are part of an overall change in expected job duties, title, or pay range, use the reason Position Reclassification.
Job Classification Change	To align a position’s job classifications when they must differ from the classification assigned to the job profile.	HR Partner, HR Contact	Job Details	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, PD Biweekly Overtime, and Term Appointment.
Location Change	To change the Location (geographic city) assigned to the position	HR Partner, HR Contact	Work Location
Position Title & Business Title Change	To update the position title and/or business title within the same position without changing the job profile; ideal for clarifying the work of an employee in a generic job profile.	HR Partner, HR Contact	Job Details	Position Title & Business Title Change should not be used for reclassification, promotion or demotion of Faculty or Staff.
Job Profile Change	To change only the job profile of the position following a reevaluation of job duties. This reason should only be used for changes that do not result in a change in the Employee's salary range and/or title in a way that would be considered a promotion or demotion and no other position updates are needed.	HR Partner	Job Details	Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.
Position Reclassification	To change a position's job profile after reevaluating the Employee's duties or for updating any other combination of data changes.	HR Partner, HR Contact	Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.
Student Position Reclassification	To change a student position's job profile after reevaluating the Employee's duties. This should only be used on positions with the Worker Type Student Worker who make less than $17 an hour	HR Partner, HR Contact	Job Details
Job Overlap Period	To move a terminating Employee to a newly created position for the temporary purpose of training the replacement employee.	HR Partner, HR Contact	Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	All position details, such as Job Profile, Annual Work Period and Scheduled Hours, must be identical to the terminating Employee’s current position to maintain benefits eligibility during the job overlap period.

Position Change Reasons

Position changes include promotions, demotions, and transfer that result in significant changes to an employee’s role.

table for job change reasons

Reason Name	When to Use	Who Can Initiate	Available Sections	Important Notes
Promotion New Position	To move the Employee to a new position with a different job profile that requires higher qualifications, a 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.	HR Partner, HR Contact	Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	This reason should not be used if the Employee will remain in the same position.
Promotion Reclassification	To reclassify the same position to a different job profile after the job duties or responsibilities of an Employee's current position are reevaluated, requiring higher qualifications, higher pay, and a title change.	HR Partner, HR Contact	Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.
Demotion New Position	To move the Employee to another position with a different job profile that has a lower pay range, a title of lower status, and perhaps requiring less education, experience, or responsibility requirements. The position may be newly created or an existing position that is new to the Employee.	HR Partner, HR Contact	Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	This reason should not be used if the Employee will remain in the same position.
Demotion Reclassification	To reclassify a position to a different job profile after job duties or responsibilities of an Employee's current position are reevaluated, resulting in a lower pay range, a title of lower status, and potentially reduced education, experience, or responsibility requirements.	HR Partner, HR Contact	Job Details, Administrative Details, Work Location, Worker Time, Academic, Compensation	Edit Position Restrictions on the position should be submitted prior to initiating the Job Change for the Employee. The changes made in Edit Position Restrictions should match the changes being made in the Job Change.
Employee Transfer	To transfer an Employee from one position to another position, both of which may or may not be assigned in the same salary range, title or organization level within the same or different system member part or company. The position may be newly created or an existing position that is new to the Employee.	HR Partner, HR Contact	Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic
Transfer Reorganization	To transfer an Employee from one position to another as part of a reorganization, which may have the same salary range, title, or organizational level.	HR Partner	Transfer Information, Position, Job Details, Administrative Details, Work Location, Worker Time, Academic	For reorganizations within the same System member where there is no change in position details, use Move Worker (Supervisory).