Classified & Hourly Staff

 

Workflow for Hiring and Pay Actions for Classified Employees		Workflow for Hiring and Pay Actions For Wage Employees
Establishing a new classified position Changing the Role* of an existing classified employee Hiring an employee into a classified position Processing a classified In-Band Adjustment Processing a voluntary non-competitive transfer for a classified employee Providing for temporary pay for a classified employee Processing a disciplinary or performance pay action Providing a competitive salary offer for a classified employee		Establishing a new wage position and hiring an employee into a wage position (decentralized and centralized) Role* change for a wage employee In-Band Adjustment for a wage employee

 

 

ESTABLISHING

A NEW CLASSIFIED POSITION

                                                                                                 
Department

• Personnel Administrator (PA) and/or Hiring Manager consults with HR Generalist (HRG), as necessary (refer to eGuide).
• Review the department's organizational needs in general.
• Determine position's purpose and core responsibilities; use the eJobs@VCU system to identify Role* title/code and Federal SOC* Code and complete Employee Work Profile (EWP); and prepare organizational chart.
• Using eJobs, PA prints a copy of Personnel/Position Action Form (PAF) requesting establishment of the position and Vice President or designee approves.
• In eJobs, PA certifies and electronically submits to HRG (PA should not submit signed paper copies to HR)

 

Human Resources

• HRG determines Fair Labor Standards Act (FLSA) designation and verifies Role* title and Federal SOC* code.
• HR Operations formally establishes position, entering into Banner, eJobs, and PMIS (state Personnel Management Information System).
• HRG provides email notification of action to Dean/Department Head and PA, providing department with new position number and FLSA status.
   

NOTE:  *Role title/code = Position Class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner).

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CHANGING THE ROLE*

OF AN EXISTING CLASSIFIED EMPLOYEE

 

Department

• PA and/or Hiring Manager consults with HRG, as necessary (refer to eGuide).

• In eJobs, review position's purpose and core responsibilities; revise EWP and organizational chart. 

• Identify Career Group and Role* title/code & Federal SOC* Code.

• Using eJobs, PA prints PAF and Pay Action Worksheet (PAW) (see Classified Pay Practices for limits) and Vice President or designee approves.

• In eJobs, PA certifies and electronically submits to HRG (PA should not submit the signed paper copies to HR).

 

Human Resources (HRG)

• Determine FLSA designation, verify Role* title and Federal SOC* code, formally change Role* of position in Banner and eJobs and corresponding salary, and enter into Banner and PMIS.
• Provide email notification of action to Dean/Department Head and PA, providing department with notification of the change plus FLSA status and any other relevant information.

 

NOTES: 

• *Role changes must be received through eJobs by the first of the month to be processed effective the 10th of the same month and cannot be

     retroactive.

• *Role title/code = Position Class title code in Banner; SOC* title/code = OTC (federal Occupational Title Code in Banner).

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HIRING AN EMPLOYEE INTO

A CLASSIFIED POSITION

 

Department

·         Review the department's organizational needs in general; in eJobs, Hiring Manager and/or PA reviews EWP and organizational chart; updates, certifies and electronically submits to HRG.

·         Determine Working Title, hiring range, selection criteria.

·         Submit job posting on-line in the eJobs system for posting approval by HRG (refer to eGuide).

 

Human Resources (HRG)

·         Consult with PA/Hiring Manager as necessary to:  

       -    determine the anticipated hiring range (your HRG can help you by providing salary reference data, internal salary alignment, budget constraints,
     etc.);

      -    develop targeted screening and ranking questions;

      -    determine advertising and special recruitment needs;

      -    determine period for posting; and 

      -    set expectations for process, such as timing of applicant referrals. 

·         Review and approve posting in eJobs.

·         Begin recruitment process with the approval of posting job in eJobs and automatic posting on the statewide Virginia Jobs website. 

·         Screen applications, determining applicants to forward to department.

·         Route applications to department through eJobs.

 

Department

·         Consult with HRG as necessary (Refer to eGuide).

·      Close vacancy in eJobs.

·         Screen applications, determining applicants for interview.

·         Develop interview questions (your HRG can help you to develop behavioral based interview questions) and determines interview process (telephone screening, one-on-one, etc.).

·         Conduct interviews.

·         Determine top candidate.

·         Conduct and document reference checks.

·         Complete the “Offer Information” tab in eJobs and move all active applicants to inactive status in eJobs.

·         Complete PAF, PAW (or IT PAW) to justify salary offer in accordance with Pay Practices.

·         Change position status in eJobs to “Offer Review” and submit to HR.

·         Send completed PAF, PAW (or IT PAW) and hiring packet to HRG to review job offer to applicant; hiring packet includes selected candidate’s name, effective date of hire, starting salary, department signature, and factors considered in salary determination; interview notes for candidates interviewed; and reference checks on selected candidate and other candidates, if applicable. 

 

Human Resources (HRG)

·         Review “Offer Information” tab in eJobs and hiring package to verify that policies and procedures have been properly followed and consult with department, as necessary.

·         Change position status in eJobs to “Make Offer” and submit approved information to department.

·         Prior to department making offer, consult on potential salary offer and justification (see Classified Pay Practices for limits).

 

Department

·         Negotiate salary and extend offer, coordinating starting date and hours. 

·         Notify HR of acceptance, final salary offer, and starting date.

·         Change status of position in eJobs to “Fill” seating the employee in the EWP.

 

Human Resources (HRG)

·         Send formal written offer letter and enter new hire data into Banner and PMIS.

·         Complete recruitment file. 

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PROCESSING AN IN-BAND ADJUSTMENT

FOR A CLASSIFIED EMPLOYEE

 

Department

·         PA/Manager consults with HRG, as necessary [refer to eGuide].

·         In eJobs, review position's purpose and core responsibilities; revise EWP and organizational chart, if necessary.

·         Confirm Role* title/Code and Federal SOC* Code.

·         Identify appropriate key reason for In-Band Adjustment and notes in eJobs:

      -    Change in duties

 -     Application of new knowledge, skills, abilities, competencies (KSAs)

 -     Internal alignment

 -     Retention

·         PA completes and prints PAF and PAW from eJobs (see Classified Pay Practices for limits), checks Banner to determine 0 - 10% for fiscal year, and Vice President or designee approves.

·         In eJobs, PA certifies and electronically submits to HRG (PA should not submit signed paper copies to HR).

 

Human Resources

·         HRG checks to determine 0 - 10% for fiscal year.

·         HRG approves/disapproves or modifies salary action.

·         HRG determines/confirms FLSA designation and Federal SOC* code.

·         HR Operations formally changes salary and enters into Banner, eJobs, and PMIS.

·         HRG provides email notification of action to Dean/Department Head and PA. 

 

NOTES: 

•  *Role title/code = Position Class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner).

•   In-Band Adjustment must be received through eJobs by the first of the month to be processed effective the 10th of the same month and cannot

 retroactive.

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PROCESSING A VOLUNTARY TRANSFER

FOR A CLASSIFIED EMPLOYEE

(Non-Competitive) 

 

         ·         No change in salary.

       ·         Consult with your HRG on process.

 

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PROVIDING FOR TEMPORARY PAY

FOR A CLASSIFIED EMPLOYEE

(Sometimes known as Acting Pay)

 

Department

·         PA and/or Hiring Manager consults with HRG, as necessary.

·         Determine best suited employee for temporary assignment.

·         PA completes PAF with PAW (or IT PAW) to justify salary rate (see Classified Pay Practices for limits); expires in 6 months, unless extended.

·         Vice President or designee approves.

·         PA sends PAF and PAW (or IT PAW) to HR.

 

Human Resources

·         HRG approves/disapproves or modifies salary action.

·         HR Operations formally changes salary; updates Banner and PMIS.

 

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PROCESSING A DISCIPLINARY OR PERFORMANCE-RELATED SALARY ACTION
FOR A CLASSIFIED EMPLOYEE

 

·         See Classified Pay Practices for salary change rules.

·         Consult with Employee Relations or your HRG on process.

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PROVIDING A COMPETITIVE SALARY OFFER

FOR A CLASSIFIED EMPLOYEE

 

Department

·         PA/Manager consults with HRG, as necessary.

·         Employee provides PA with copy of written offer for other position.

·         PA determines whether competitive offer is appropriate.

·         PA completes PAF with PAW (or IT PAW) to justify salary rate (see Classified Pay Practices for limits).

·         Vice President or designee approves.

·         PA sends PAF and PAW (or IT PAW) to HRG.

 

Human Resources

·         HRG approves/disapproves or modifies salary action.

·         HR Operations formally changes salary; updates Banner and PMIS.

 

NOTES:

·         Effective dates must be 10^th or 25^th of the month.

·         Pay Practice actions may not be retroactive.

 

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GUIDE TO HIRING

HOURLY WORKERS

  

Hourly Workers

Departments use hourly (wage or temporary) employees to meet seasonal or temporarily excessive workload needs, for short-term projects, as interim replacements, or to perform jobs that do not require faculty or classified employees.  The work-hour limit for hourly employees is 1,500 hours annually (365 consecutive days starting on the hourly worker’s first work day).  Work hours include regular and overtime hours, student hours, and any other hours worked in a second job.

 

How to Hire an Hourly Worker

 

   Step 1:  Department defines the job

·         Determine the position’s purpose and core responsibilities.

·         Identify the Role* title/code (Federal SOC codes are not required for hourly workers). 
*Role codes are located on the VCU HR Compensation Management web page by clicking on Career Group Descriptions or on the PAF via links.

·         Determine the working title (optional).

·         Complete the "Position Information" section of the Wage Position Description (Wage PD) with the above information.

 

   Step 2:  Recruit and select an applicant

 

                  A.  For Centralized Hourly Recruiting (post on eJobs)                 

               

                  B.  For Decentralized Hourly Recruiting (department selects an applicant) - consult with your HRG for salary approval before making offer. 

 

   Step 3:  Department offers job, completes paperwork

·         Offer the job to the selected applicant.

·         Send a confirmation letter to each new hourly employee.  This letter confirms employment and start date, and makes the individual aware of the temporary nature of wage employment.  Click here for a sample confirmation letter.

·         Provide new hourly employee with important information on VCU policies and procedures.  Give hourly employee the Policy Orientation Form and have him/her sign to signify awareness of and intention to abide by University policies.  Departments also may register hourly employees for New Employee Orientation, which is optional for hourly employees.  If you would like your hourly employee to attend the New Employee Orientation, contact your HR Generalist for the schedule. 

 

Step 4:    Department forwards paperwork to VCU Human Resources

·         For new hourly employee:  Forward the completed Personnel Action Form (PAF) and new hire paperwork to VCU Human Resources at P. O. Box 842511.  Include in the hiring packet the completed forms, as appropriate (available on the VCU HR web site on the Forms page). 

·         For current VCU employee taking a second (hourly) University job:  After going through steps 1 – 3 above, forward completed PAF to VCU Human Resources at P. O. Box 842511. 

Note:  VCU Health System employees cannot hold "second" jobs with VCU – consult your HRG for special assistance with alternative
    employment options. 

 

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ROLE* CHANGE

FOR A WAGE EMPLOYEE

 

·         Consult with your HRG on process.  See “Changing the Role* of an existing classified employee.” 

 

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IN-BAND ADJUSTMENT

FOR A WAGE EMPLOYEE 

(Change In Duties Only)

 

·         Consult with your HRG on process.  See “Processing a classified In-Band Adjustment.” 

 

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VCU Human Resources                                                                                                                                                                                                                           Revised February 4, 2009