Human Resources Management System

Transaction Process for Job Reclassification (JRC)

Definition: Use Job Reclassification to change the Job Title of an employee's current position to a title of a different classification. Job Reclassifications can be:

• Upward to a job code with a higher salary range maximum
• Downward to a job code with a lower salary range maximum
• Lateral to a job code with the same salary range maximum
• Temporary change of an employee's job code
• Return of an employee from a temporary reclassification to their original job
• Series Change-Academic for an academic appointee who is moving from one title series to another title series

For a temporary reclassification of an employee in a budgeted position, Use Budgeted Position Change action to place the permanent position on hold, and use Add Concurrent Job to add their temporary job.

* = Required Field

Note: For an upward, downward, or lateral reclassification, a current job description must be sent to the OHR Compensation Unit (or delegated authority) for classification approval. The Compensation Unit will notify you as to the correct classification for the position and the process for implementing any job reclassification. For guidelines on how to prepare a job description go to the web site at: http://hrweb.berkeley.edu/guide/classification.htm#summarycl

1. 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 updating. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

2. 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* "Job Reclassification" from the drop-down list of available Actions.
   3. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate Reason for the Job Reclassification. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   4. Click the Job Information tab.
3. Review and update information on the Job Information page as necessary.
   1. Type in the new 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 as necessary.
      • 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."
   4. Update Fixed or Variable as necessary.
   5. Update Appointment Type as necessary. 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 a series change with an academic appointee, check the appropriate box to indicate whether the reclassification is With Recruitment or With Waiver.
   7. Update Employee Relations Code as necessary (if it was not predetermined from the job code). Refer to the Employee Relations Code Definitions job aid for more information: http://hrweb.berkeley.edu/hrms/ercdefinitions.htm
   8. Update Shift as necessary. 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%) as necessary.
      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, and Leave Code as necessary. 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.
4. 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.
5. 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.
6. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

7. 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 job reclassification transaction.
       Note: Since a Job Reclassification with a "TMP" Reason is temporary, you should always add a Job Reclassification transaction with "RPJ" Reason to return the employee to their permanent position.