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 HRG, as necessary (Refer to eGuide)
• Reviews the department's organizational needs in general
• Determines position's purpose and core responsibilities; uses the eJobs@VCU system to identify Role* title/code and Federal SOC* Code and complete Employee Work Profile (EWP); and prepares 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 the signed paper copies to HR)

 

Human Resources

• HRG determines Fair Labor Standards Act (FLSA) designation; verifies Role* title and Federal SOC* code and HR Operations formally establishes position, entering into Banner, eJobs, and PMIS
• 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, reviews position's purpose and core responsibilities; revises Employee Work Profile (EWP) and organizational chart 

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

• Using eJobs, PA prints PAF and Pay Action Worksheet (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 determines FLSA designation; verifies Role* title and Federal SOC* code; and formally changes the Role* of the position in Banner and eJobs and corresponding salary, entering into Banner and PMIS
• HR provides 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

·         Reviews the department's organizational needs in general; in eJobs, Hiring Manager and/or PA reviews Employee Work Profile (EWP) and organizational chart; updates, certifies and electronically submits to HRG

·         Determines Working Title, hiring range, selection criteria

·         Submits job posting on-line in the eJobs system for posting approval by HRG (Refer to eGuide)

 

Human Resources

·         Consults 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 & special recruitment needs 

       -    Determine period for posting 

       -    Set expectations for process, such as timing of applicant referrals 

·         Reviews and approves posting in eJobs

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

·         Screens applications, determining applicants to forward to department

·         Routes applications to department through eJobs

 

Department

·         Consults with HRG as necessary (Refer to eGuide)

·      Closes vacancy in eJobs

·         Screens applications, determining applicants for interview

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

·         Conducts interviews

·         Determines top candidate

·         Conducts and documents reference checks

·         Completes the “Offer Information” Tab in eJobs and moves all active applicants to inactive status in eJobs

·         Completes Pay Action Worksheet (PAW or IT PAW) to justify salary offer in accordance with Pay Practices

·         Changes position status in eJobs to “Offer Review” and submits to HR

·         Sends completed 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 reviews the “Offer Information” tab in eJobs and hiring package to verify that policies and procedures have been properly followed and consults with department, as necessary

·         Changes position status in eJobs to “Make Offer” and submits the approved information to department

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

 

Department

·         Negotiates salary and extends offer, coordinating starting date and hours 

·         Notifies HR of acceptance, final salary offer, and starting date

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

 

Human Resources

·         Sends formal written offer letter, prepares PAF and enters into Banner and PMIS

·         Completes 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, reviews position's purpose and core responsibilities; revises Employee Work Profile (EWP) and organizational chart, if necessary

·         Confirms Role* title/Code and Federal SOC* Code 

·         Identifies 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 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 the signed paper copies to HR)

 

Human Resources - HRG

·         Checks to determine 0 - 10% for fiscal year

·         Approves/disapproves or modifies salary action

·         Determines/confirms FLSA designation & Federal SOC* code; HR Operations formally changes the salary and enters into Banner, eJobs, and PMIS

·         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

·         Determines best suited employee for temporary assignment

·         PA completes PAF with Pay Action Worksheet (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 the 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 another position

·         PA determines whether competitive offer is appropriate

·         PA completes PAF with Pay Action Worksheet (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 the 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

·         New hourly employee:  Forward the completed Personnel Action Form (PAF), Wage PD, 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). 

·         Current VCU employee taking a second (hourly) University job:  After going through steps 1 – 3 above, forward completed PAF and Wage PD forms 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 June 18, 2007