Position Control & Personnel Actions

Personnel actions for brand new hires (no employment records) or for former employees with terminated employment records at the College should go through PageUp, TC’s Applicant Tracking System.

Job Descriptions

To request a new Job Description or to update an existing Job Description you will need to complete the HR Job Description Addition/Change Request Form found in the HR Support link on the TC Portal. Once the Job Description gets to the Office of Budget and Planning for approval, we will create or modify the position accordingly.  The Office of Budget and Planning reviews all Job Descriptions to:

1. Review funding (this will be confirmed at the Requisition stage).  Please refer to the Budget Considerations for Personnel Transactions section below for our policies on funding personnel requests.
2. Ensure there is Vice President approval for all new Permanent Full-Time positions (Additions to Headcount).

Requisitions

If a Job Description exists for the position being hired and does not need to be modified, create a Requisition from that Job Description. The Office of Budget and Planning reviews all Requisitions to:

1. Ensure funding is in place.  Please refer to the Budget Considerations for Personnel Transactions section below for our policies on funding these personnel requests.
2. Ensure the position number is correct.

When filling out a requisition, the below information is needed and must be included:

1. Initial Term Appointment End Date: 
   • If the position is temporarily funded, the end date should be within the fiscal year of hire. This includes all positions on non-operating budgets.
   • If the position is permanently funded and does not have an end date, please select 31 Aug 2049. Otherwise, enter the end date of the appointment.
2. Requested Salary 
   • For pooled positions, the Requested Salary should state:
     • Each anticipated individual appointment amount;
     • Total anticipated appointment amount across all headcounts of the requisition

For example, if you intend to fill three headcounts, write “$2000/3 appointments; $6000 total”

Alternatively, if you are hiring a single headcount, write the total appointment amount for a single headcount, something  like: “$2000/1 appointment”

Click here to view the PageUp Recruitment Process Workflow.

Personnel actions for active employees should be submitted via ePAF or PAF:

ePAFs

Please refer to this detailed list of ePAF transactions available.

PAF

All other transactions should be submitted with a PAF form via Google Drive. Please refer to the instructional documentation for submitting PAFs. Transactions include, but are not limited to:

• Expense reimbursements past 90 days (these require a corresponding budget transfer)
• Correcting or adjusting an employee’s start date
• Changing a rehire date due to I-9 non-compliance
• Semester based PAFs that combine Summer A/B payments
• Transactions for employee classes that are not in scope for any ePAF
  • All transactions for executive staff
  • Additional jobs or salary/rate changes for union staff
  • Changing e-class from 20 to 30 (Professor Emeritus) 

• 707 night shift differential (adding/removing)
• Union employees bonus vacation payout

Additions to headcount, salary increases, promotions, and position replacements which require additional funding outside of the approved fiscal year budget need to be funded by the Department/Program Base budget.

Funding for these personnel actions should begin at the Program or Department level, working with the RP/BA to identify sources. If funding can’t be identified, the Program or Department and RP/BA should notify the Department Head or VP of the area.

Funding Considerations:

•  Any salary savings from position budget adjustments will be transferred to the indices’ salary budget pool (account PL6000). These savings can be used to fund additions to headcount, salary increases, promotions as well as replacement hires above the salary of the previous incumbent. 
• Salary savings from an existing position being used to permanently fund personnel requests will result in a permanent decrease in that position’s budget.
• Part-Time and OTPS funds cannot be used to permanently fund a Full-Time or Union salary.

Please also refer to the Salary Savings section below for information on the appropriate use of salary savings and necessary approvals.

Annual Increases

The College funds annual salary increases that have been approved by the Board of Trustees for Faculty, Full-Time Instructional and Professional Staff, and Union Staff whose salaries are charged to the operating budget. Part-time positions are not eligible for the annual salary increase. 

Annual salary increase requests for Full Time Faculty and Full Time Professional Staff, whose salaries are charged to non-operating budgets, should be submitted via a Salary or Rate Update, MODJB3 ePAF or a Salary Adjustment – Faculty/FT Lecturer, MODJB1 ePAF after ensuring the budget is in place.

Additional Job or Compensation

For any other additional payments to a current employee, please check Banner to ensure there is sufficient budget in the appropriate index and account.  If there is not sufficient budget, a Budget Transfer is required in conjunction with the PAF/ePAF.

Refer to the Position Guidance for Additional Compensation or Job document for the correct position number to use for these payment types. 

TC employees and students are not permitted to receive honoraria payments. Only non-employees can receive honoraria and must be processed through Unimarket using account 7622.

Please also refer to the Salary Savings section below for information on the appropriate use of salary savings and necessary approvals.

Full Time salary savings derived from employee departures and unfilled positions are monitored and managed by the Office of Budget and Planning. Salary savings may differ from what appears in Banner. Inquire with the Office of Budget and Planning for details.

The amount of salary savings available for use is determined and approved by the Office of the Provost for instructional positions, and by the Office of Budget and Planning for non-instructional positions.

Departments may only request salary savings be transferred to cover the costs of backfilling a vacant position (or duties thereof), e.g. Account line 7211 - Contractor/Consulting Srvc-Other.

Fringe Benefit savings may not be allocated to other budget lines under any circumstances.

The summer budget is separate from the academic year and covers only summer instructional costs (61x9 accounts). 

The Office of Budget and Planning receives allocation information from the Office of the Provost including, course, instructor, index, account, and amount before the summer semester begins and prior to the approval of PAFs or ePAFs. This allocation is loaded into Banner, making the funds available to the departments. 

Funding for any courses and instructors that were not part of the Office of the Provost’s allocation must be submitted through a Budget Transfer in conjunction with the submission of the PAF or ePAF.

Any unspent funds allocated to departments for summer instructional salaries cannot be redistributed without approval of the Office of the Provost.

The purpose of the Revision of Labor Distribution Form is to request a revision to a salary distribution already processed. This form is required when the allocation of salary paid to an employee must be transferred from a given budget line to another.

Any request to update future salary distributions should be submitted via a Labor Distribution Change (MODJB2) ePAF.

Changes to more than one appointment should be filled out on separate forms.