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Demotion |
Movement of an employee into a position with a classification of lower responsibility and a lower pay grade. |
Earnings Distribution |
The amount of an account from which an employee is paid for a particular position. |
Full-time Equivalent (FTE) |
Full Time Equivalent (FTE) is based on the total of all hours in an employee’s active job record(s). One (1.00) FTE = 173.33 standard hours each month. |
FTE Change |
A change in the percentage of hours worked on average in a week by an employee. |
Hire |
An initial appointment; refers to placing an individual on the payroll for the first time. |
Hire Date |
The date an employee is initially hired by the University and entered into the PeopleSoft system. If an employee resigns and returns to the University, hire date does not change.
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Job Code/Title |
Identifier which defines or lists a particular classification |
Leave of Absence |
Time taken for personal reasons, vacation, disciplinary action, employee illness, injury, or disability, illness or death of a family member, funeral attendance, military or civic duties, or for reasons defined as administrative leave. |
Organization (G/L account) |
The account from which an employee is paid for a particular position |
Pay Raise |
A pay increase for work performed in the current position. Also, an increase in pay, which may be awarded upon completion of the probationary period if the employee has demonstrated satisfactory performance in the position. |
Primary Department Number |
A change to correct the primary department number an employee is assigned to. The department paying the greatest amount of an individual’s pay is determined to be the primary department, unless that department instructs Human Resources in writing of contrary. The primary department directs where the employees’ checks, ETR panel, and mail are received. |
Position Number |
Number in a sequence that is controlled by the Department and used to identify a position/job. |
Promotion |
Advancement of an employee to a position with a classification of higher responsibility and a higher pay grade. |
Reclassification |
Review of existing position by HR to determine the appropriate job classification based upon the position description and duties. Reclassification may result in a promotion or demotion by the position incumbent. |
Rehire |
Placing a former employee whose previous appointment was accounted for on the budget in an appointed, budgeted position. |
Retirement |
Eligible to receive TRS, OU, and/or Social Security retirement benefits upon termination of employment. |
Return from Leave of Absence |
Reinstating an employee to working status. |
Service Date |
The adjusted hire date used to calculate benefits such as paid leave or extended sick leave. The service date may be different from the hire date if an employee has left the University and been rehired. |
Termination |
To end employment relationship. Voluntary termination is initiated by the employee; Involuntary termination is initiated by the University. |
Transfer |
Movement from one department to another while maintaining the current level of responsibility and pay grade. |
Transaction Processing
A personnel action form (ePAF, 5050A, or Recommendation for Staff) is required for the following actions:
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- Hire
- Rehire
- Promotion
- Demotion
- Transfer
- Leave of Absence
- Return from Leave
- Termination
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- Full-time Equivalency (FTE)
- Job Code
- Pay Raise
- Primary Department
- Position Number
- Reclassification of position
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Payroll Source Change Actions |
- Earnings Distribution
- Organization (G/L account)
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Reporting Personal Information |
Encourage employees to use PeopleSoft Employee Self Service (ESS) to report changes in personal data such as name, marital status, home address, email, and telephone number. |
Required forms by employment action
The following table lists required or recommended paperwork that must be created and submitted with or in addition to the personnel action form by employment action type:
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Action |
Forms / Paperwork |
Submit to … |
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All employees: |
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- Employment Eligibility Verification (I-9)
- Loyalty Oath
- Staff Handbook Acknowledgment
- Automatic Deposit Transmittal
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HR Records |
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- W-4
- Foreign National Information Form (non-resident alien only)
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Payroll |
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Faculty |
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Affirmative Action Summary |
Equal Opportunity Office |
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- Curriculum vita (CV)
- Letter of Official Offer (Full-time, only)
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Provost |
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Within Budget unit:
- Application
- Copy of Internal posting
External posting:
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Department file |
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Disciplinary |
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Notice of disciplinary action: demotion |
Employee Relations |
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Application for posted position
None |
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None |
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Medical:
- Employee Request for Leave
- Healthcare Provider’s Certificate
- Response to Employee Request (if absence is FMLA-qualifying)
Other:
- Employee Request for Leave
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Department file |
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Medical: Release to return to work
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Department file |
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Letter of resignation (required)
Letter accepting resignation (recommended) |
HR Records |
Termination (involuntary)
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Termination Notice to employee |
Employee Relations |
| Retirement |
Letter of resignation: retirement |
HR Records
Benefits |
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[Revised 1/1/07] |
PeopleSoft HCM (Human Capital Management) is the official record of leave. |
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Paid Leave and extended sick leave balances stored in the PeopleSoft HCM reflect the balance accrued as of the last day of the previous month. |
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To check paid leave and ESL balances in PeopleSoft against departmental records, compare departmental records with the Departmental Payroll Report. The paid leave and ESL accrual balances shown on the Departmental Payroll Report are for the previous month.
Remember, you are reporting pay for the current month and deducting exception time for the previous month. |
Supplemental Employee Time Report
(ETR) required
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- New Appointees not on the regular ETR panel
- New Appointees who start after the paperwork / ePAF deadline
- To submit payment for employees who work in your department, but have a different primary department from yours
- To submit overtime payment for employees who accept work in your department, but have a different primary department from yours
- To correct past wage or salary errors
- To submit final pay for a terminating employee
Do not submit Handwritten Supplemental ETRs for source change. |
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- Temporary Employees
- 3 month Appointments
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- Additional regular hours that do not qualify as overtime or as PPP supplemental pay
- To verify direct deposits and supplemental payroll information, refer to the Departmental Payroll Report forwarded by Payroll to all departments after each payroll.
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Full-time: 40 or more hours of work per week.
Part-time: less than 40 hours of work per week.
Continuous: expected to continue for six months or more.
Temporary: expected to last less than six months.
Irregular: lasts for an undefined period of time but requires work on an irregular and uncertain schedule, totaling less than full-time. |
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A trainee is an individual who does not meet the minimum qualifications for a position at the time of hire, but is expected to meet the basic qualifications for the position within the probationary period. |
Conditions of Trainee Status |
The word "trainee" appears in parentheses after the title of the position for which the person is being trained.
A trainee's compensation must be less than the minimum rate established for that particular classification.
The "trainee" designation will be removed from the title when the employee satisfactorily meets the qualifications for the position. The salary or wage should be increased to reflect the completion of the training period. |
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Applies to those employees currently enrolled in and regularly attending at least one hour of University of Oklahoma courses for credit and whose primary purpose for being at the University is to obtain an education. |
Conditions of Student Employment |
Student employees may not work more than 30 hours per week to be considered “exempt” from paying FICA (social security and Medicare taxes).
By law, international students are exempt from paying FICA taxes; because of F-1 visa requirements, international students cannot work more than 20 hours per week when classes are in session.
The department head is responsible for determining the applicability of student status to the appointment and the work schedule. |
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All University staff employees serve an initial probationary period for the purpose of learning the requirements of the position and to demonstrate the skills and abilities needed to perform the job.
Hourly employees serve an initial probationary period of six (6) months and salaried employees a period of one (1) year except where licensure stipulates a different period of time. A new probationary period is served each time an employee is promoted or transferred. Probationary periods served after the initial period will not affect an employee’s eligibility for accruing or using university benefits. |
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Employees holding a continuous appointment and working 20 hours per week or more are eligible for pro-rated University benefits. Click here for pro-rata table.
Persons working less than 20 hours a week, temporary, and student employees are not eligible for benefits other than Worker’s Compensation.
Employees re-appointed to a benefit eligible position may have their benefits restored if they meet the following requirements:
- Two or more years of continuous service in a benefits-eligible appointment,
- Return within 90 calendar days following termination, and
- Left the University in good standing.
A recommendation from the employee’s department head must be submitted to the Director of Human Resources for approval before an employee’s service can be bridged and accrued benefits restored to the employee. |
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Time taken for personal reasons, vacation, disciplinary action, employee illness/injury/disability, illness or death of a family member, funeral attendance, military or civic duties, or for reasons defined as administrative leave. |
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Use of accrued paid leave hours for personal time off. |
Leave of Absence without Pay |
Time taken or granted when the employee has no accrued paid leave. Leave without pay may not exceed one year in length or the end of the fiscal year.
Leaves of absence without pay do not count as service time worked for computation of benefits other than retirement or FMLA as specified.
Leaves of absence without pay for FLSA exempt (salaried) employees may not be for less than one day in duration. |
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Leave granted when it is determined to be in the best interest of the University that an employee not return to work for a specified period of time or for designated emergency closings of the University. Administrative leave may be paid (not to be charged to paid leave) or unpaid. |
Conditions of Leave of Absence |
Paid leave benefits are available to staff and 12 month faculty who hold continuous appointments. Employees on temporary or irregular appointments and student employees are not eligible for paid leave time. |
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- Personal Reasons
- Employee Illness/Injury/Disability
- Funeral Attendance
- Administrative Reasons
- Disciplinary Action/ Suspension
- Vacation
- Military Leave
- Sabbatical
- Jury Duty
- Illness or Death of a Family Member
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- Completion of Program
- Death
- Disability
- End of Budget Year
- End of temporary appointment Failure to return from leave
- Grant / Funding expired
- Job Abandonment
- Reduction in workforce
- Resigned – accepted an off campus position
- Resigned – family reasons
- Resigned – health reasons
- Resigned – marriage
- Resigned – personal reasons
- Resigned – return to school
- Retirement from OUHSC
- Terminated by department
- Transfer to Norman campus
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