Purpose

To change an employee's pay and/or job information within an existing position at the University of Iowa.

Effective Date of Change

Typically, the effective date provided on the Change of Status form should reflect the first day of the desired change. However, some differences exist depending on the type of position and reason for the change. 

Future Dated Job Changes

When an employee job record has additional actions that are set to occur in the future, special consideration should be taken when creating a new Change of Status form.  

 Future dated actions are identified by using the HR Reports – Appointment History (Recent)  

• Report access granted at Org and Dept level. 
• Best practice dictates that this report should be referenced whenever processing a transaction to determine if additional actions are required.  

Reason for Change

Change of Status reasons for faculty and staff are part of the HR Transaction System drop-down menu and are used for a variety of reasons such as:  

• Funding sources
  • Accounting Only, refer to Retroactive Payroll Adjustments Guidelines (pdf)
• Salary adjustments
• Extension of appointment
• Percentage of effort

Three of the Change of Status form types require additional information to specify a reason for the type of change:

• Pay Adjustment
• P&S Classification Change
• Salary Reduction/Restoration

The table below provides further guidance on the appropriate use of each reason code:

Classification Changes

Merit to P&S

When initiating the Change of Status form to change a Merit employee to a P&S classification, there are multiple factors to consider when initiating the request including, but not limited to:

• Hours worked
• Salary
• Vacation accruals
• FLSA exemption status

SEIU

For SEIU employees being reclassified into another position, there are multiple steps involved, including completion of specific forms and salary determination based upon the type of classification change. Additional information on the reclassification processes can be found on the Compensation and Classification website.

Once the appropriate forms have been completed, the Change of Status form can be completed in the HR Transaction System.

Employee Signature

Certain circumstances surrounding a change to the employee's HR record require employee acknowledgement. The following form types require an employee signature while routing through workflow for approval.

• Percent of Time
• Phased Retirement
• SEIU Weekend Option

Specified Term Appointment Extension

A department extending the term appointment of an existing Specified Term Status staff member in the same Department or Org should use the Specified Term Extension Letter (doc) template.

To extend the Specified Term appointment and end date, the Change of Status - P&S Status form type should be used.

Additional information on this process can be found on the Compensation & Classification website.

Impact

• To prevent over/under payments, Change of Status forms impacting pay should be complete through the Workflow system prior to payroll cutoff in the month the change occurs (5 business days before the end of the month);
• Retroactive accounting changes require additional processing within the PayCV application;
• Biweekly Accounting Only – retroactive forms that require Pay CVs must be completed by the department;
• Percent of Time changes will impact benefit accrual rates (e.g., vacation, sick);
• If reducing to less than 50% effort, benefit eligibility may also be impacted. Contact UI Benefits with questions. 

Post Workflow Processing

Due to the impact a Change of Status can create, here are the processing steps and timing that should be considered once the form has been initiated.

Support 

If a form needs to be returned for any reason (i.e. editing, voiding), please contact University Workforce Operations at hr-transaction@uiowa.edu or 319-335-2381 or for any questions about the HR Transaction System.