A step-by-step guide for hiring and pay actions

The following provides information on workflow for hiring and pay actions for classified employees.

Establishing a new classified position +

Department

  • Personnel administrator and/or hiring manager consult(s) with HR consultant, as necessary (refer to eJobs guides).
  • 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; and prepare organizational chart.
  • Using eJobs@VCU, PA prints a copy of personnel/position action form requesting establishment of the position and vice president or designee approves.
  • In eJobs@VCU, PA certifies action form and electronically submits to HR consultant (generalist). PA should not submit signed paper copies to HR. 

Human Resources

  • HR consultant determines Fair Labor Standards Act designation and verifies Role title* and federal SOC* code.
  • HR operations formally establishes position, entering into Banner, eJobs and state Personnel Management Information System.
  • HR consultant provides email notification of action to dean/department head and PA, providing department with new position number and FLSA status.

* Role title/code = position class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner).

Changing the role* of an existing classified employee +

Department

  • Personnel administrator and/or hiring manager consult(s) with HR consultant, as necessary (refer to eJobs guides).
  • In eJobs@VCU, review position’s purpose and core responsibilities, revise EWP and organizational chart.
  • Identify career group and Role title/code* and federal SOC code*.
  • Using eJobs@VCU, PA prints PAF and pay action worksheet (see classified pay practices for limits) and vice president or designee approves.
  • In eJobs@VCU, PA certifies pay action worksheet and electronically submits to HR consultant (generalist). PA should not submit the signed paper copies to HR.

Human Resources

  • 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.

*Role title/code = position class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner).
+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.

Hiring an employee into a classified position +

Department

  • Review the department’s organizational needs in general; in eJobs@VCU, hiring manager and/or PA review(s) EWP and organizational chart; update(s), certifie(s) and electronically submit(s) to HR consultant (generalist).
  • Determine working title, hiring range and selection criteria.
  • Submit job posting online in the eJobs@VCU system for posting approval by HR consultant (refer to eJobs guides).

Human Resources

  • Consult with PA/hiring manager as necessary to:
    • Determine the anticipated hiring range (your HR consultant 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
    • Set expectations for process, such as timing of applicant referrals
  • Review and approve posting in eJobs@VCU.
  • Begin recruitment process with the approval of posting job in eJobs@VCU and automatic posting on the statewide Virginia Jobs website.
  • Screen applications, determining applicants to forward to department.
  • Route applications to department through eJobs@VCU.

Department

  • Consult with HR consultant as necessary (refer to eJobs guides).
  • Close vacancy in eJobs@VCU.
  • Screen applications, determining applicants for interview.
  • Develop interview questions (your HR consultant can help you to develop behavior based interview questions) and determine interview process (phone screening, one-on-one, etc.).
  • Conduct interviews.
  • Determine top candidate.
  • Conduct and document reference checks.
  • Complete the “Offer Information” tab in eJobs@VCU and move all active applicants to inactive status.
  • Complete PAF (see VCU HR forms) to justify salary offer in accordance with pay practices.
  • Change position status in eJobs@VCU to “Offer Review” and submit to HR.
  • Send completed PAF, PAW (or IT PAW) and hiring packet to HR consultant 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

  • Review “Offer Information” tab in eJobs@VCU and hiring package to verify that policies and procedures have been properly followed and consult with department, as necessary.
  • Change position status in eJobs@VCU 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

  • Send formal written offer letter and enter new hire data into Banner and PMIS.
  • Complete recruitment file.
In-band adjustments for classified staff +

Department

  • PA/manager consults with HR consultant, as necessary (refer to eJobs guides).
  • In eJobs@VCU, 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 note in eJobs@VCU:
    • Change in duties
    • Application of new knowledge, skills, abilities or competencies (KSAs)
    • Internal alignment
    • Retention
  • PA completes and prints PAF and PAW forms from eJobs@VCU (see classified pay practices for limits), checks Banner to determine 0 to 10 percent for fiscal year, and vice president or designee approves.
  • In eJobs@VCU, PA certifies PAF and PAW forms and electronically submits to HR consultant (generalist). PA should not submit signed paper copies to HR.

Human Resources

  • HR consultant checks to determine 0 to 10 percent for fiscal year.
  • HR consultant approves/disapproves or modifies salary action.
  • HR consultant determines/confirms FLSA designation and federal SOC code*.
  • HR operations formally changes salary and enters into Banner, eJobs@VCU and PMIS.
  • HR consultant provides email notification of action to dean/department head and PA.

*Role title/code = position class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner).

Note: 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 be retroactive.

Voluntary non-competitive transfer for classified staff +
  • No change in salary.
  • Consult with your HR consultant on process.
Temporary pay for classified staff +

Sometimes known as acting pay.

Department

  • PA and/or hiring manager consults with HR consultant, as necessary.
  • Determine best suited employee for temporary assignment.
  • PA completes PAF with PAW forms (or IT PAW) to justify salary rate (see classified pay practices for limits); expires in six months, unless extended.
  • Vice president or designee approves.
  • PA sends PAF and PAW (or IT PAW) to HR.

Human Resources

  • HR consultant approves/disapproves or modifies salary action.
  • HR operations formally changes salary; updates Banner and PMIS.
Disciplinary or performance pay action +
Competitive salary offer for classified staff +

Department

  • PA/manager consults with HR consultant, 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 forms (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 HR consultant.

Human Resources

  • HR consultant approves/disapproves or modifies salary action.
  • HR operations formally changes salary; updates Banner and PMIS.

Pay practice actions may not be retroactive.

Note: Effective dates must be 10th or 25th of the month.