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Extensions and Other Job Changes

Management and Professional Staff

Most changes to an employee's current job are processed via the Job Change Request (JCR) form. There are several types of Job Change Requests available based on the employee group, appointment type, and funding source of the job the employee is currently in. Instructions for the different types of Job Change Requests are provided in the list below.

Certain changes require additional review or approvals and are not processed through the JCR. Instructions for the most common of these are provided following the below list.

We recommend that Job Changes are submitted at least two weeks before the effective date of the change to allow for adequate processing time. Additional resources for the Job Change Request form are linked below and provide additional details for this online form.

Job Change Request Overview Sample Job Change Request

Job Change Request Transactions

The Job Change Request (JCR) form can be accessed through the HR Transactions tile under Manager Self-Service. Click Initiate New Transaction to look up the employee and the job (Empl Record) that changes are being made to. Ideally requests should be submitted well in advance of the change being made.

Note: Should you need to submit more than one JCR you must wait for the first to be processed before submitting a second form. Otherwise there is a risk of changes not being processed correctly.

  1. Choose the Transaction

    For Effective Date enter the start date of the extension - the day after the current job end date.

    Choose the Transaction type Extension.

  2. Edit the Form

    The following fields will open for editing. Always enter the new expected end date, change the other fields only as needed.

    • Expected end date
    • New Earnings distribution (accounting)
    • New Schedule

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

Used when a temporary job is being extended beyond the original end date but the end date has passed and the automatic termination has occurred (End Job Auto). If the job record is still active see Extension of an Active job above.

  1. Choose the Transaction

    For Effective Date enter the start date of the extension - the day after the previous job end date.

    Choose the Transaction type Extension after End Date.

  2. Edit the Form

    The following fields will open for editing. Always enter the new expected end date, change the other fields only as needed.

    • Expected end date
    • New Earnings distribution (accounting)
    • New Schedule

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

Used when the salary and/or benefits of a job are to be charged to different accounting.

  1. Choose the Transaction

    For Effective Date enter the date the new accounting should begin being charged.

    Choose the Transaction type Accounting Change.

  2. Edit the Form

    The New Earnings Distribution section will open for editing. 

    • Click the Edit ChartFields link to enter the new accounting string that salary will be charged to:
      • Fund code.
      • Department.
      • Account.
      • For Project accounts (UCALT):
        • Project/Grant.
        • Activity ID.
      • For Operating accounts (UCALG):
        • Internal (optional)
      • Click Ok.
    • The Distrib % field is used if the employee will be paid from multiple sources. If you are charging 100% of the salary to the new ChartFields then enter 100.00. If you are charging less than 100%, enter the applicable amount - note the Distrib % must add up to 100. Add additional accounting strings using the plus button to the right of the first row.

    If Benefits are to be charged to an account different from the salary use the Combo Cd Ovrd field next to Ben Program, and click Edit ChartFields to enter the accounting string.

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

Used when changing only an employee’s assigned work schedule. This transaction does not allow for a change to the employee’s standard hours.

  1. Choose the Transaction

    For Effective Date enter the start date of the new schedule.

    Choose the Transaction type Change in Work Schedule.

  2. Edit the Form

    The New Schedule section will open for editing. Enter the employee's new weekly schedule, or if they are on a rotating schedule provide the new schedule ID in the Comments box.

    If unsure of the schedule ID name please provide details of the schedule in the comments. For example - Monday off Flex schedule, first day off will be June 16.

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

  1. Choose the Transaction

    For Effective Date enter the date the employee will begin reporting to the new manager.

    Choose the Transaction type Reports to Update.

  2. Edit the Form

    The Reports to field will open for editing. Enter the new manager's Position Number. If unknown click the look up to search for the new manager. 

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

Used to change an employee's hours of work for a period of less than six months. Due to benefit impacts changes longer than six months require a new contract for the employee, and must be submitted via the Job Opening Request Form.

  1. Choose the Transaction

    For Effective Date enter the start date of the new hours.

    Choose the Transaction type Temporary Change in Hours.

  2. Edit the Form

    The following fields will open for editing. Always enter the new standard hours/week and new work schedule, and change Full/Part time if changing from or to 35 hours/week.

    • Full/Part Time
    • Stnd Hrs/Wk (minimum 14 hrs/week)
    • New Schedule

    In the Comments section provide the End Date. The employee will automatically be returned to their previous number of hours effective this date, or if a date is not given, after six months.

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

  1. Choose the Transaction

    For Effective Date enter the begin date of the new title.

    Choose the Transaction type Title Change.

  2. Edit the Form

    The Business Title field will open for editing. Note there is a 30 character limit which may require abbreviations.

    MaPS Job Title Standards

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

Used when an employee's current role has been restructured into a new department. If the employee is moving into a different role then a new offer letter is required, and this change must this be submitted via the Job Opening Request Form.

  1. Choose the Transaction

    For Effective Date enter the start date of the change.

    Choose the Transaction type Department Change.

  2. Edit the Form

    The following fields will open for editing. Always enter the new department ID, change the other fields only as needed.

    • Dept ID
    • Reports To
    • New Earnings Distribution (accounting)

  3. Save - Validate - Begin Approvals

    Once the changes are made:

    • Save the page
    • Click Validate Job Data - make edits should errors appear
    • Receive a 'Job Edits are OK' message
    • Click Begin Approvals to submit the form

More Job Changes

Some job changes require additional approvals and have their own processes outside of the Job Change Request form.

Job Review

Job reviews are requested when the employee and/or manager believe the job has either evolved beyond its current classification or that the current placement is incorrect. 

Job Reviews and Evaluations

Permanent Change in Hours

When a change in hours is longer than six months this is considered a change to the employee contract as there are benefit implications. These go through the Job Opening Request (JOR) form.

How to Submit a JOR

Promotions and other Transfers

When an employee is moving to a new role entirely, whether within the same department or not, this is Transfer and must go through our normal recruitment and hiring process. 

Hire an Employee

Questions?

UService can resolve the majority of 'how to' questions. More complex issues will be escalated to the right People and Culture team.

Contact UService