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Staff Promotion/Demotion or Reclassificaton Transaction

Use the SALR bundle to process a Promotion, Lateral Transfer, or Demotion for a career, limited, casual/restricted, per diem, or contract employee.

Contents


Intro

Promotions, lateral transfers, and demotions between departments and promotions within a department require completion of the employment process.

Use the SALR bundle to process an Upward, Downward or Lateral Reclassification. The reclassification process occurs when the overall duties of a position change substantially. The supervisor should submit a request for reclassification to the next level of management who, if in agreement, will normally submit the request to Compensation Services for review. The following information must accompany a request for reclassification:

  • Revised position description
  • Organizational chart
  • Memorandum signed by the Department Chair or Manager explaining any change in duties and responsibilities

If the request for reclassification has been submitted to Compensation Services with the appropriate documentation, Compensation will review job description to determine if the position should be reclassified. Compensation will then notify the supervisor and the Department Head whether the request has been approved or denied. For approved reclassifications, a notice of approval will be sent as the authorization to process the reclassification which will include the new classification and title code, grade or step, salary, effective date, and any changes to the bargaining unit and employee relations code resulting from the reclassification. Reclassifications should not be entered into the EDB until notice of approval is received and if required, concurrence with the collective bargaining unit.

All fields that should be considered for data entry are listed. Many fields and screen prints are fully defined in the New Hire bundle. Comments pertaining specifically to the personnel actions described above are included below. Always review existing appointment(s) and distribution(s) and update the data as necessary. Add new appointments and distributions as necessary to complete the transaction.

Screens in the SALR bundle:

  • EPER – Personnel Miscellaneous
  • EAPP – Appointment/Distributions
  • ETAX – Tax Information

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Step-by-step

Step 1 - The EPER Screen – Personnel-Miscellaneous

To navigate to the SALR bundle type SALR in the Next Func field and enter the employee ID, Name or Social Security Number and press Enter.

Fields

Data Information

Employee Relations Code

Enter the code that represents the designation/status of an employee for purposes of collective bargaining. An employee relations code is assigned to each title code.

For more detailed information see PPS/Employee Relations Codes.

Employee Relations Unit

This information is provided to your department by HR during the course of the recruitment process. To find an Employee Relations Unit for a specific title code, go to Staff Salary Scales, enter the title code, click on "Find" and the bargaining unit will show up next to the job title. The UC-Union Contracts page is another resource for union contract information.

Next Salary Review Date

For Career employees only: Review all appointments and enter the Next Salary Review Date for which the employee is next eligible. If the employee is not eligible for a next salary review in any appointment, leave blank.

If a salary review date is present and the additional employment qualifies for a different salary review date, enter the earliest salary review date for which the employee is next eligible. Refer to Merit Program/Performance Evaluation Timelines

Next Salary Review Type

For Career employees only: Enter the code that represents the type of increase that the employee is to be considered for.  The code is usually 2 (available for merit).

  • Press Enter, review data, then press F11 to advance to EAPP screen.

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Step 2 - The EAPP Screen – Appointments/Distributions

EXISTING Appointment and Distribution(s)

Fields Data Information

Appointment End

Before a new appointment is added to reflect a personnel action associated with this bundle, the existing appointment(s) must be ended on a date prior to the proposed begin date of the personnel action. If the existing appointment(s) begin date is later than the proposed appointment end date, the existing appointment(s) should be deleted.

Duration

For indefinite appointments, enter an asterisk (*) to delete the I from this field.

Dist Pay End

Before a new distribution is added, the existing distribution(s) must be ended on a date prior to the proposed begin date of the new distribution. If the existing distribution(s) begin date is later than the proposed distribution end date, the existing distribution(s) should be deleted.

ADD or COPY a new appointment(s):

Fields Data Information

Actions

On the appointment, enter the action code that reflects the change entered:

  • 10 - Promotion
  • 11 - Demotion
  • 12 - Lateral Transfer
  • 37 - Downward Reclassification
  • 38 - Updward Reclassification
  • 39 - Lateral Reclassification

Typ

Enter the code representing the employee’s appointment type status associated with the appointment.  For more information see PPS Appointment Types Code chart.

Bas

Basis is normally left blank for staff members unless they are Partial Year Career - type 7; if so, enter the number of months worked (either 09, 10, 11).

Appt Begin

Enter the date on which the personnel action is effective, formatted as mmddyy.

Appt End

For indefinite appointments enter 999999. Otherwise, enter the date on which the appointment is expected to end.  Limited appointments should reflect a definite end date.

Review all remaining appointment and distribution information to be sure it is consistent with the appointment type.

Dur

Enter an I for appointments that are considered to be indefinite with no predetermined end date. Leave blank for appointments with predetermined end dates.

  • B - End Date for budget reasons only
  • I - Indefinite
  • V - End Date due to Visa expiration

Title

Enter the 4-digit numeric title code for this position. See the Staff Salary Scales to look up staff title codes.

Grade

Enter the new grade if appropriate (for non-represented titles only). Otherwise, leave blank.

Note: Staff titles usually have either a grade or step, but not both. The exception to this rule is SX, EX and HX covered positions-- they have neither a step nor a grade.

% Full

Enter the percentage of time expected to be worked in an appointment. For example, the acceptable value for 100% is 1.00 or 50% is .50. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g. Career and Limited.

Note:  The sum of all distributions percents associated with the appointment should equal the appointment percent of time.

F/V

Enter the code representing whether the amount of time to be worked in an appointment is fixed F or variable V for each pay period. When you combine a percent, under 100% with V, it indicates that the employee will work the percent specified on a regular basis but may work up to 100%.  Therefore, 50% V indicates that the employee works 50% regularly but may work between 50% and 100% at times.

Rt

Enter the code that represents the rate:

  • H - Hourly
  • A - Monthly
  • B - By Agreement

The code entered must be compatible with the Rate/Amount on the distribution. Refer to the Description of Service (DOS) Code Table on the PPS website.

Sch

Enter the code that represents the pay schedule on which the appointment is to be paid:

  • BW - Biweekly
  • MO - Montly

An employee can have only one (1) Pay Schedule across all appointments.

Time

Enter the code that represents the method of reporting time worked in an appointment. Refer to PPS Time Codes

Note: Use Z for positive or R for exception.

Lv

Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. If multiple appointments, the total percent of all eligible appointments must be considered when determining the appropriate leave accrual code.

For further information see the Leave Accrual and Time Reporting Codes. For Professional and Support Staff Program (PSS title codes 4001-9726) see PSS Codes. For Manager & Senior Professional Program (MSP title codes 0209-0799) see MSP Codes.

ADD or COPY a new distribution(s):

Fields Data Information

Actions

If the salary increase granted for the personnel action code entered on the appointment included an exceptional, equity or exception to pay policy increase, enter action code 42.

If other actions are being processed at the distribution level that are not derived, enter the action codes as applicable. Refer to the Personnel Action Code chart.

C/Acct/Sub-A/Obj/S-O/Project

Enter the full accounting unit (FAU) to which pay will be charged. The FAU must already be established in KFS. Required fields are C/Account/Object Consolidation (SUBS, SUBG, etc).

Note:  Davis has four location codes, 3, L, H & S.

FTE

Enter Full Time Equivalent (FTE) for staffing/budgeted purposes. Only enter for career positions that are permanently funded (paid from SUBS); i.e. for full time enter 1.00, for 50% enter .50, etc.

Dis %

Enter the percentage of time chargeable to this account. The percentage should be entered to the fourth decimal point; i.e. 100% is entered as 1.0000, 50% is entered as .5000, etc.

The total of all distribution percents associated with an appointment should equal the percent of time entered in the % Full Time field on the appointment.

Pay Begin

Enter the date pay should start being charged to this FAU.

Pay End

Enter the date pay should stop being charged to this FAU or enter 999999 for an indefinite appointment.

Step

Enter the step (if any) associated with the title code and pay rate. This information is available on the Staff Salary Scales. If there is no step associated with the pay rate, leave blank. If there is a grade associated with the title it must be entered on the appointment line. Enter steps with a decimal point, for example step 1 is 1.0, 15 is 15.0, etc.

Note: Staff titles usually have either a step or a grade, not both. The   exception to this rule is EX, HX and SX covered positions have no grade or step.

O/A

(Off-scale/Above Scale) - Use this field only if the employee’s distribution pay rate is above the maximum or off step of the salary range for the title code. These actions require prior approval from Human Resources. If an employee is off step the O indicator is used, if they are above the salary scales the A indicator is used.

Rate/Amount

Enter the employee’s, hourly rate, monthly rate or the by-agreement amount associated with the distribution. The Rate/Amount entered must be compatible with the Rate Code entered in the Rt field on the appointment.  Examples:

  • If the employee’s appointment rate code is H, enter the hourly rate as 10.5300.
  • If the appointment rate code is A, enter the full time monthly amount as 1832.00 (100% rate).
  • If the appointment rate code is B, enter the by-agreement amount.

DOS

(Description of Service) - Enter the code that represents the type of pay. This code defines the type of compensation. The most common DOS code is REG.Refer to the Description of Service (DOS) Codes web page for more information.

PRQ

Leave this field blank

WSP

If the employee’s pay is partially funded by the Work Study Program, enter the code that represents the type of work study program.

  • Press Enter, review data, then press F11 to advance to the ETAX screen.

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Step 3 - The ETAX Screen – Tax Information

  1. Enter corrections or updates to this screen only if the employee requests changes.
  2. Press Enter, review data, then press F5 to advance to the ECOM screen.

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Step 4. The ECOM Screen

PAN Comments

Enter the following in the Description of Content field of the PAN Comments screen:

  • Title Code
  • Type of transaction (Promotion, upward reclassification, etc.)
  • Vacancy Listing, (if applicable)
  • Notation of end date (if applicable)
  • Notation of pre-approved exceptions (if applicable)

Note:   If the Preparer phone or email is incorrect, please add the correct info to your comment.

  • Press F5 to finish the update in PPS and send the PAN.

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Step 5. The IDOC (Employee Document)

  1. See instructions for printing IDOC using the web-based process on the PPS website.
  2. The first five digits of Social Security Numbers (SSN) have been masked on all IDOCs.
    To satisfy the requirement for the employee to verify that their social security number is correct, departmental personnel are now required to have the employee verify the SSN entered in PPS. Have the employee look at the ITAX screen and verify that their SSN is correct. Make sure any discrepancies are cleared before having the employee sign the IDOC.
  3. Review IDOC with employee and obtain the employee's signature. 
  4. Provide a copy to the employee and retain a copy for your departmental personnel file.
  5. Distribute copies (see below). 

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Step 6. Distribution of Forms

Send To

Documents

Payroll Services

  • Federal and State Withholding Allowance Certificate (W-4), if applicable.

Human Resources

  • Adult/Child Abuse form, if required.
  • Any required certification.

Employee

  • Copy of Summary of Change-in-Status (IDOC).
  • Copy of position description.

Department

  • Original signed Summary of Change-in-Status (IDOC).
  • Copy of signed position description.  

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