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Change an Employee's Assignment

HR Liaisons

This document includes instructions for initiating the following personnel actions:

  • Change employee qualifier
  • Change FTE
  • Promote/demote with or without a salary change
  • Reappoint
  • Reactivate

These actions require slightly different steps:

 

You can use the assignment change screen only for assignments that have been fully approved. For assignments which have not yet been approved, make the changes on the Assignment screen, then zoom the assignment for approval.

Navigator > CSU Maintain Person > Assignment Screen

You do not need to Date Track after opening CSU Maintain Person when making an assignment change because you will input your effective date later, on the Assignment Changes form.

  1. Use the up- and down-arrows to find the assignment.
  2. Place your cursor in any field on the Assignment screen (except the Working Hours field).
  3. Click the Zoom button on the toolbar.
  4. The CSU Assignment Changes form will open if the assignment is approved and there are no active workflows for that assignment in the system.
  5. Effective Date - the date on which the assignment the changes.
    1. For a 9-month faculty returning to work after sabbatical, use August 16.
  6. Make any or all of the following changes, as necessary.
    • Location – The Location may be changed as necessary at any time.
    • Qualifier – You may change the qualifier for Graduate Assistants. Changes to the qualifier (GTA, GRA, or GSA) must occur
      • On the first of a month for a 12-month employee
      • On August 16 or the first of later months for a 9-month employee
    • Job – Enter the new job code in the Job field. The job title and grade (if applicable) will fill in automatically.
    • Position – When required, a new position number should be entered here.
    • Employment Category – This field may be changed as necessary for Faculty and Admin Professionals.
    • Appointment End Date – This field should be adjusted accordingly when reappointing employees with an appointment end date.
    • Status – This field is used when, for instance, a faculty member becomes transitional or goes on sabbatical; or when an employee is suspended or reactivated.
    • Hours per Week – Use this field to change an employee’s FTE.
    • New Salary – Use this field if the employee’s salary is changing. Enter the hourly rate for hourly employees and the annual salary for salaried employees.
  7. Change Reason – Required for all employees, except student employees.
  8. Conditions of Appointment - To be used for the needs of your department/divison.
  9. Creator Comments – Comments are required for all faculty, admin professional, graduate assistant, other salaried, and state classified employee changes. Use this field to communicate additional information to HR Records and Payroll.
  10. Click the Send into Approval Process button.
  11. You can print the Assignment Changes screen for your files by clicking File > Print before or after you submit the action for approval.