Extensions and Job Changes
Postdoctoral Scholars
When changes to an existing appointment are required, those changes are processed via the Job Change Request form. There are several types of Job Change Requests available based on the appointment type the employee is currently in.
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.
The most common change to a Postdoc appointment is to extend the original contract. Provided the appointment is eligible for extension it can be extended using the Job Change Request form.
Transaction type: Extension – Other allows users to change:
- Expected End Date of the Appointment
- Accounting where the salary should be charged
- Accounting where the benefits should be charged (if different from salary), and
- Compensation (if required)
Used when an appointment is extended beyond the original end date but where the automatic termination has already been processed. If the job record is still active see Extension transaction above. When a job is extended after its termination date compensation must be adjusted on a separate transaction (See Compensation Changes) below.
Transaction type: Extension After End Date allows users to change:
- Expected End Date of the Appointment
- Accounting where the salary should be charged (if changing)
- Accounting where the benefits should be charged (if different from salary)
Used when the salary and or benefits of a post-doc appointment are to be charged to a different funding.
Transaction type: Accounting Change TBH allows users to change:
- Accounting where the salary should be charged
- Accounting where the benefits should be charged (if different from salary)
Used when an employee’s reporting relationship has changed. Updates to reports to data are not required when the incumbent in a manager position changes. When an incumbent changes, the new incumbent inherits all the reporting relationships associated with that Position.
Transaction type: Reports to Update allows users to change:
- The position number to which an employee reports
Used when the monthly compensation is changing. Compensation Changes can be permanent or can be used to increase or decrease compensation for a period of time.
Transaction type: Compensation Change - Increase or Compensation Change - Decrease allows users to change:
- Compensation
- Accounting where the salary should be charged
- Accounting where the benefits should be charged (if different from salary)
To be used for a Postdoctoral Associate (who is awarded additional external funding during the term of their appointment and extended a second appointment as a Postdoctoral Fellowship Holder or Guest Postdoctoral Scholar) to retain their Postdoctoral Associate appointment at a reduced percentage (minimum 5% of the original appointment).
Transaction type: Salary Decrease - Fellowship allows users to change:
- Annual compensation rate
- Accounting where the salary should be charged
Used when the Postdoc is being transferred to a new department.
Transaction type: Transfer to a New Department allows users to change:
- Expected End Date of the Appointment
- Business Title (if required)
- Department ID of the new department
- Reports to manager
- Accounting where the salary should be charged
- Accounting where the benefits should be charged (if different from salary), and
- Compensation (if required)