HR - Transfer from University Staff to Academic Staff/Limited

This KB describes the process for a transfer from University Staff to Academic Staff or Limited. It is designed to address the high-level activities and best practices that need to be performed.

Procedure At-A-Glance
Category: Job Transfers
Audience: Institution HR Administrators
Overarching Process: Human Resources
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General Description

This process KB describes the high level activities required in order to administer a transfer from University Staff to an Academic Staff or Limited appointment.

Process Inputs

  • Employee: Decision to transfer
  • HR: Enter transfer information

Process Outputs

  • MSC Benefit event
  • ICI application (if enrolled)
  • TASC FSA/HSA Transfer Form (if enrolled)
  • Absence Management Movement from University Staff to Academic Staff or Limited Appointee form

Process Considerations

  • Best practice is to process transfers for a future date, with an appointment effective date of the 1st of the month.


Procedure Steps

1.  University Staff employee accepts new position as Academic Staff or Limited appointee.

2.  Institution HR enters the transfer.

Institution HR adds the E40 unclassified employee work schedule using Assign Work Schedule in HRS.
Institution HR notifies the institution payroll unit of the employee transfer.

3. Payroll

Institution Payroll reviews active general deductions. 
Deductions that may need to be updated include: deductions with a bi-weekly amount, and deductions with goal amounts within a certain number of pay periods based on the employee's biweekly pay basis. 
- Note that some deductions, such as garnishments, TASC parking/transit, van pool, and certain ongoing voluntary deductions, should not be manually updated or may require consulting with the employee prior to updating.
Timing: Institution payroll unit stops the general deductions from taking from the employee's last biweekly paycheck (completed prior to the confirm of the last biweekly check). If applicable, institution payroll unit adjusts the deductions to reflect the new amount for the first monthly payroll (completed after the confirm of the last biweekly paycheck and prior to the confirm of the first monthly check).

4.  Benefits

Institution benefits administrator is notified of the pending benefits eligibility change via the Miscellaneous Event Eval report.  
Institution benefits administrator reviews the employee's benefit enrollments.
- If the employee enrolled in ICI, FSA/HSA, or Savings (TSA or WI Deferred Compensation) plans, the employee completes the appropriate benefit forms to change plans and/or update the per payroll contribution.
Institution benefit administrator process the received applications and reviews the timing of deductions.

5. Absence

Institution absence management unit removes all future-dated absence takes for the former University Staff job.
Institution absence management unit completes the Absence Management Movement from University Staff to Academic Staff or Limited Appointee form. 
-Select the New Position check box. Send an email, with the form attached, to the Service Center Affinity group to create a ticket. The Service Center Affinity Group will process all leave balance transfers as needed.

6.  End of process

Related Policies, Job Aids and Forms

Related Policies

Related Job Aids 

Related Forms

Keywords:transfer UPS HRD classified unclassified University staff movement Academic Staff   Doc ID:54603
Owner:Christine G.Group:Human Resource System (HRS)
Created:2015-08-03 12:18 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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