Extensions and Job Changes

Support Staff


When changes to an existing appointment are required, those changes are processed via the Job Change Request form. There are many types of Job Changes for Support Staff appointment types. Each job change is outlined below in addition to job aids related to Job Change transactions.

The most common type of job change is to extend the end-date of a term position. Provided the appointment is eligible for extension it can be extended using the Job Change Request form.

The transaction type: Extension or Extension Other 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)
  • Changes to Schedule

Used when a temporary job/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. If jobs are not extended they will be terminated effective their expected end date. To avoid terminating a job in error this process is run just prior to producing pay for the pay period immediately preceding the expected end date. Extensions initiated after this process has run must be done using the Correction – End Job transaction.

The transaction type: Correction – End Job 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)
  • changes to schedule.

Used when the salary and or benefits of an appointment are to be charged to a different funding.

The transaction type: Accounting Change 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 position changes. When an incumbent changes, the new incumbent inherits all the reporting relationships associated with that Position.

The transaction type: Reports to Update allows users to change:

  • the position number to which an employee reports.

Used when changing an employee’s assigned work schedule. This transaction does not allow for a change in the employee’s standard hours. See Article 18.05 of the AUPE collective agreement for more details on changes in work schedule.

The transaction type: Change in Work Schedule allows users to change:

  • weekly work schedule, including schedule ID.

Support Staff or their managers may request a temporary change in their standard hours of work, for a minimum of two months and a maximum of six months.  

Managers would approve and request this change through PeopleSoft/Job Change Request for a Temporary Change in Hours. To create a job change:

  • Log into PeopleSoft and under “Main Menu” select “Manager Self Service” then select “Job Change Requests”
  • Select type “Temporary Change in Hours” and the form will prepopulate with all of the employee’s information.
  • Change the Hours on the right side of the form which will also change the compensation
  • Change the schedule at the bottom of the form
  • In the comments section list when the Temporary Change in hours will be completed.
  • Submit the request for approval

It is suggested to allow at least one week between the date of the job change request and the start date of the change to avoid any over/underpayments. 

The following is important information to consider when reviewing and approving these requests: 

Duration

Temporary Change in Hours can be requested for a maximum of six months. The only time that a Temporary Change in Hours can exceed six months is if the change is going to be permanent, at which point a Job Opening Request (JOR) will need to be submitted. The JOR should be noted as a “position with changes” and include the new hours of work/FTE.

Minimum hours of work

The minimum requirement for working hours is 14 hours per week, which will ensure that an employee retains their benefits for the duration of the change. If the change in hours is to be less than 14 hours a week, the position will have to be changed to Recurring Part Time and a new JOR would need to be submitted.

Impact to Pay and Benefits

  • An employee’s hourly rate of pay will remain the same, but their overall pay will increase/ decrease according to hours of work.
  • When an employee goes on a Temporary Change in hours they will be entering into a benefits cost sharing arrangement applicable to the FTE they are working. The total cost for benefits will be adjusted according to the FTE range that the employee falls within while on the Temporary Change in Hours.
    • If the employee remains within the same FTE range, there will be no impact to the benefits cost sharing arrangement.
    • The FTE ranges for Health and Dental are 0.8 - 1.00, 0.6 – 0.79 and 0.4 - 0.59.
    • More details and benefits rates can be found in the Benefits at a Glance documents. To begin, select the appropriate classification of employment.
    • Pension Contributions will increase/decrease according to the new hours of work. If an employee is currently participating in the pension plan, they will remain in the plan. Employees who have opted out if the pension plan will remain ineligible to participate for the duration of the temporary change in hours.
    • Life Insurance and Long Term Disability (LTD) coverage is based on salary, therefore, base coverage and premium costs will increase/decrease according to the new hours of work.
    • Vacation Accruals, Special Leave entitlements, and Sick Leave entitlements benefits will increase/decrease according to the new hours of work.

If your employee returns earlier than planned

You must notify Human Resources by emailing hrops@ucalgary.ca the name, UCID and revised date of return of the employee.

If you need to change hours of work

If you wish to adjust the hours of work from the original request, a new Job Change Request will need to be submitted. The request must outline the new change and the original six month time frame remains in place.

Fixed Term Employees

  • If an employee is project funded and the current end date of the Temporary Change in Hours aligns with the end date of the current contact, when submitting an extension please indicate if the Temporary Change in Hours is also being extended (if still within the six months) or terminated.
  • The Temporary Change in Hours request is not meant to help manage shortfalls in position/project funding.

Used when an employees is assigned duties as a Group Leader. Refer to Article 27.01 of the AUPE Collective agreement for details.

The transaction type: Group Leader allows users to:

  • add a 3.25% group leader premium as an additional component of an employee’s pay.

This transaction is only eligible for salaried support staff appointments.

Used for a permanent increase to base compensation for the purpose of maintaining equity in the department and/or marketplace. Mid Year adjustments must be approved by an HR Compensation Analyst prior to submission of the online form.

The transaction type: Mid Year Market Adjustment allows users to change:

  • monthly compensation rate.

Used when the effective date of the Hire or Rehire must be changed.

This transaction is only eligible for casual and student hourly support staff appointments. To correct compensation on a salaried or recurring part-time support staff job contact your Faculty/Unit Recruiter.

The transaction type: Correction – Effective Date allows users to change:

  • the effective date of the hire or rehire.

Used when the incorrect Job Code was selected on the hire. The intent of this transaction is only to correct errors at the time of hire.

The transaction type: Correction – Job Code allows users to change:

  • Job Code back to the original Hire or Rehire effective date (should be done at or shortly after the initial hire.

This transaction is only eligible for casual and student hourly support staff appointments. To correct Job Codes on a salaried or recurring part-time support staff job contact your Faculty/Unit Recruiter.

Used when there has been recognition of growth of an employee’s responsibilities. Refer to Article 46.01 of the AUPE Collective agreement for details.

The transaction type: Growth Increment allows users to:

  • add up to 1.5% (or one-half of a salary increment) to the employee’s base pay.