Topics Map > Supervisor Toolkit > 2.3 Employment Changes
Topics Map > Operational Support Resources > 4.7 Human Resources

Divisional HR - Appointment Changes - Supervisor Changes

Extension employees such as Academic Staff, Limited Appointees, University Staff, and Graduate Assistants all have supervisors (e.g. responsible for their performance, etc.). These supervisors are also time approvers who are responsible for approving their time (e.g. approving leave and absence reports). Student employees typically only have time approvers. These relationships between employee and supervisor/time approver need to be maintained over time as supervisors and employees begin and end employment in Extension.

Background

  • See Extension Supervisor - Policy for definitions and responsibilities.
  • Where Supervisor & Time Approvers are documented:
    • Supervisors are defined in an appointment's "REPORTS_TO" field in HRS.
    • Time approvers are defined in an appointment's "UW_TL_APPROVER" field in HRS.
    • Backup time approvers are defined in an appointments' "UW_TL_APPROVER_BK" field in HRS.
  • Student (SH) appointments will typically only have an associated time approver.
    • HRS does allow for student appointments to have a REPORTS_TO documented, though it is not required.
  • During the course of an individual’s employment in Extension, there may be situations in which their supervisor and/or time approver(s) may change (e.g. their supervisor retires or leaves employment). 
  • In the event of a supervisor or time approver change, Extension HR and the Administrative Services Unit (ASU) must be promptly notified via email. 
  • The new supervisor must already be a supervisor (their position number is already used in the “reports to” field in job data on a job record in HRS).

Update an Employee's Supervisor

These instructions are intended for use by an Extension supervisor.

  1. Confirm supervisory change with leadership.
    • The employee’s current and future supervisors should contact their supervisor to discuss and agree what makes the most sense and whether there are any concerns with the number of reports changing (e.g. imbalance in the number of reports or other considerations).
    • This will likely be an Assistant Dean or Institute Director (e.g. AED contacts their Assistant Dean).
    • If there are any questions, contact hr@extension.wisc.edu. 
  2. Send supervisor updates to the Administrative Services Unit (ASU) asu.exthr@ohr.wisc.edufor processing. Please be sure to cc the following individuals:
    • Employee’s current/future supervisor
    • Leadership (e.g. Assistant Dean or Institute Director)
    • Extension HR (hr@extension.wisc.edu)

Update an Employee's Time Approver(s)

These instructions are intended for use by an Extension supervisor. Time approver updates may happen in conjunction with or separately from supervisor updates.

  1. Confirm time approver change with leadership.
    • The employee’s current and future supervisors and/or time approver should contact their supervisor to discuss and agree what makes the most sense and whether there are any concerns.
    • This will likely be an Assistant Dean or Institute Director (e.g. AED contacts their Assistant Dean).
    • If there are any questions, contact hr@extension.wisc.edu. 
  2. Send time approver updates to the Administrative Services Unit asu.payrollbenefits@ohr.wisc.edu for processing. Please be sure to cc the following individuals:
    • Employee’s current/future supervisor and/or time approver
    • Leadership (e.g. Assistant Dean or Institute Director)
    • Extension HR (hr@extension.wisc.edu)

Get Help

If you have questions, please reach out to hr@extension.wisc.edu or asu.exthr@ohr.wisc.edu.

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