Human Resources Management System

Transaction Process for Promotion (PRO)

Definition: Use Promotion action for:

• Staff employees who move from one position to another with a higher salary range maximum
• Academic appointees who advance from one rank to another within a title series

* = Required Field

Employee Inquiry

1. If the employee is being promoted within your department, go to step 5. If the employee is being promoted from a different department and you know the current department, go to step 4. If the employee is promoting from a different department and you do not know the current department, go to step 2.
2. To verify the the employee's current department, go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire. From the Inquire Menu, click Appointment Summary.
3. Type in the employee's Last Name, and click Search. (You can also search using Employee ID, First Name, Department, and Personnel Status.) If an employee record is found, verify it is the person you are transferring into your department.
4. Contact the employee's current department, and ask them to set the Alternate Department ID to your department ID to enable you to access the employee's job data. After the current department has notified you they have set the Alternate Department ID to your department's ID, proceed to the next step.
   Note: If you need assistance, contact the HRMS Help Desk at 643-4443, and a Customer Service Representative can help set the Alternate Department ID for you.
5. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are promoting. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

6. On the Work Location page of Job Data, click the + button to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row. Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   2. Select Action* "Promotion" from the drop-down list of available Actions. Note: If the employee is linked to a job requisition, the Job Req # edit box is displayed. The disposition of the job requisition must be "Ready for Hire." Contact the requisition originator if this is a staff promotion with recruitment and Job Req # is not displayed.
   3. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate reason for the Promotion. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   4. If this is a staff promotion with recruitment, type in the Job Requisition # and tab out. After you tab out, Job Req # is grayed out and cannot be changed. Department, Location, and Supervisor ID are carried forward from the job requisition. If there are no changes to these three fields, go to step 6.h.
   5. Update Department if it is changing or click the Magnifying Glass to lookup the 5-character code.
   6. Update Location if it is changing or click the Magnifying Glass to lookup the code.
   7. Update the Supervisor Employee ID if it is changing or click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
   8. Click the Job Information tab.
7. Review and update information on the Job Information page as necessary.
   1. If this is a staff promotion with recruitment, Job Code is carried forward from the job requisition and should not be changed. For all other promotions, type in Job Code* or click the Magnifying Glass to lookup the code. You can enter a partial value before you perform the lookup. Include a C (covered by a collective bargaining agreement) or U (uncovered), as appropriate, at the end of the job code for staff titles and a C at the end of job codes for academic titles covered by a collective bargaining agreement. Unit Code is derived from the Job Code.
   2. Update Employment Duration.
      • B-Indefinite appointment with end date for budget purposes
   • I-Indefinite
   • S-Security
   • T-Tenure
   • V-Visa
   • W-With End Date

   Note: If an employee has an end date due to the terms of the appointment, use "W." However, if an employee is intended to be "career" (Appointment Type 2) but the funding is available year to year, use "B" rather than "I."

   3. Begin Date is derived from effective date. Type in End Date for jobs with Employment Duration of "B–Indefinite appointment with end date for budget purposes," "V–Visa," "W–With End Date." Begin Date is derived from effective date.
   4. Update Fixed or Variable (default is Fixed, change if necessary). Note: If this is a promotion with recruitment, Full/Part is carried forward from the job requisition.
   5. Update Appointment Type. Refer to the Appointment Types job aid for more information: http://hrweb.berkeley.edu/hrms/appointmentype.htm
      Note: An end date must be entered for Appointment Types: "1-Contract," "3-Limited," "4-Casual/Restricted," "8-Floater," and "Z-Academic Student."
   6. For academic positions with Appointment Types "X" or "Y," check the appropriate box to indicate whether the promotion is With Recruitment or With Waiver.
   7. Update Employee Relations Code (if it was not predetermined from the job code). This is the employee relations code for the specific appointment. Refer to the Employee Relations Code Definitions job aid for more information: http://hrweb.berkeley.edu/hrms/ercdefinitions.htm
   8. Update Shift. For Exempt employees, accept the default value of "N/A."
   9. Update FTE (percent time, for example, 1.0 for 100%, .8 for 80%, .2 for 20%). If this is a promotion with recruitment, FTE is carried forward from the job requisition and should not be changed. Work Period defaults to "Weekly."
      Note: Total FTE for all jobs with Earnings Codes of regular pay (REG, RG1, SLN, SLR, and TAP) cannot exceed 1.0. If Earnings Code is "BYN" and there are not regular pay lines, FTE should be 0.0. Student employees may be scheduled to work up to a maximum of 49% of the working hours in the month.
   10. Update Pay Schedule, Time Code for time reporting, and Leave Code for accrual of vacation leave. Refer to the Leave Codes job aid for more information: http://hrweb.berkeley.edu/hrms/leavecode.htm
   11. Click the Salary Plan tab.
       Note: You only need to go to the Payroll tab to change the Tax Location Code if an employee is working outside the state of California.
8. Review and update information on the Salary Plan page, as appropriate.
   1. Salary Plan Administration is derived. Grade is usually derived. If not, update Grade or click the Magnifying Glass to lookup the grade. For step-based Job Codes, update Step or click the Magnifying Glass to lookup the step.
   2. Click the Compensation tab.
9. Review and update information on the Compensation page, as appropriate.
   1. Under Pay Components, on the Amount tab, Rate Code is derived from Job Code. For academic titles, Rate Code can be changed if deemed necessary. Refer to the Compensation Rate Codes job aid for more information: http://hrweb.berkeley.edu/hrms/compratecode.htm
   2. If the employee is to be paid off-scale or above-scale, select the O/A Scale justification reason. If you accidentally select an O/A value that is not valid for this employee, select the blank value by scrolling up to the top of the list. Refer to the Off/Above Scale Codes job aid for more information: http://hrweb.berkeley.edu/hrms/offabovescale.htm
      Note: If O/A Scale is "Decoupled," you need to add a second line for the decoupled amount. Refer to the Off/Above Scale Codes job aid for an example.
   3. Type in the Pay Rate/Amount*. It must correspond to the Rate Code (for example, hourly rate for hourly employees; monthly rate for monthly employees). For step-based titles, this rate is derived from the step and cannot be changed unless you have selected an O/A Scale justification reason.
      Once Pay Rate/Amount is entered, the equivalents for Hourly Rate, Monthly Rate (Annual Rate/12), and Annual Rate are displayed in the Pay Rates box above.
      Note: For Rate Codes "9/9," "9/10," and "11/11," Monthly Rate will not equal the Pay Rate/Amount.
10. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

11. Update information for each distribution line on the Job Earnings Distribution page including the chartstring for your department. For multiple distributions, click the + button to add additional distribution lines, and click Copy Fields on the new line to copy information from the previous line. Click the - button to delete a distribution line.
    1. Verify and change, as appropriate, the Begin Date* for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable.
    2. Earnings Code defaults to "REG." Type in or select a different Earnings Code if appropriate.
    3. Type in the Distribution % (percent format, not decimal). For example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%. The total of all distribution percents must equal job FTE. Leave Distribution % blank if the Earnings Code indicates that a flat rate should be used in Pay Rate/Amount.
    4. Type in Pay Rate/Amount if the Earnings Code indicates that a flat rate should be used.
    5. Type in Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0 ).
    6. To enter a Speedtype, select the box next to the Speedtype edit box. Type in a Speedtype code or enter a partial value and click the Magnifying Glass to select a code from a list.
    7. Change BU (Business Unit) to "J" if appropriate.
    8. Type in the salary Account* or click the Magnifying Glass to select the account from a list.
    9. Type in the Fund*, Org code*, Program*, Project, Flex that are not populated by Speedtype. Click the Magnifying Glass to select any of the values from a list.
    10. Click Save to save the promotion transaction.

Personal Data

12. If the employee is being promoted to your department from a different department, go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Personal Data.
13. Update information, as appropriate, on the Address History page.
    • Click the + button beside Address Type to insert a row and select another address type (for example, "Dorm" for a student's UC Berkeley address or "Other" for a non-US citizen's foreign address). Complete address information for the additional address type.
    • To change home address, click the + button beside Effective Date and Status to insert a row.
    • Campus Address, Email Addresses, and Phone information are not effective-dated, and you do not need to insert a row if you are only making changes to that information.

1. In the Campus Address section, type in a new Home Department code* if appropriate, and tab out. Address will default to the mailing address assigned to this department. Select Paycheck Code* from the drop down list. If Paycheck Code is "Hold for Pickup," indicate Pickup Code.
2. In the Phones section, review and update as necessary. You do not need to format the number, the system will do it for you when you tab out. If there are multiple phone numbers, click the + button to add the next number.
3. In the Email Addresses section, review and update as necessary. If there are multiple email types, click the + button to add the next email address.
   Note: Email Type and Email Address are necessary to receive workflow messages.
4. Go to the Personal Profile tab.

14. Go to the Personal Profile page and review. Update information as necessary.
15. Go to the Identity page and review. Update information as necessary.
16. Go to the Eligibility page and review. Update information as necessary.
    1. If BELI (Benefits Eligibility Level Indicator) is changing, tab to BELI Code and select the appropriate BELI (Benefits Eligibility Level Indicator).
• 1-Career
• 2-Limited Career (Minimum 50% appointment for 12 months or more)
• 3-Limited Career (100% for 3 months or more)
• 4-CORE
• 5-Not Eligible

  Tab to Effective Date and type in the effective date or use the calendar feature to select a date. For criteria, refer to chart at: http://hrweb.berkeley.edu/benefits/eligibilitychart.htm

2. If BELI (Benefits Eligibility Level Indicator) is changing and Primary and Secondary Status Qualifier Codes are applicable, select the Primary and Secondary Status Qualifier Codes, and type in the Effective Date or use the calendar feature to select a date. For criteria, refer to chart in the following: http://hrweb.berkeley.edu/guide/benefits.htm#Eligibility

17. Click Save to save the personal data changes.
    Note: When an employee moves to another department and the old department is transferring sick and vacation leave balances, the old department should write a memo to the new department reporting the sick and vacation leave balances and forwarding the employee's personnel file.