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interoffice memorandum

to: tHE FILES

FROM: ERIN BEESLEY/ERIC JOHNSON

SUBJECT: CHANGE OF STATUS PROCEDURE

DATE: MARCH 30, 2010

CHANGE OF STATUS (COS) FORMS ARE USED TO INITIATE EMPLOYEE TRANSACTIONS OR CHANGES. MOST EMPLOYEE CHANGES CONSIST OF MERIT INCREASES, PROMOTIONS, SUPERVISOR CHANGES, DEPARTMENTAL CHANGES, LABOR ALLOCATIONS AND TERMINATIONS. THESE CHANGES SHOULD BE COMPLETED USING ECOS IN PEOPLESOFT HRMS, AND MUST BE MADE AT THE MANAGER LEVEL OR ABOVE. THESE FORMS CAN BE FOUND UNDER “MANAGER SELF SERVICE,” WITHIN THE HR SYSTEM.

Once these changes are made within PeopleSoft HRMS, the Financial Systems team will be able to provide a weekly “Actions,” report to the corporate accounting group. This report will include the employee name, ID, manager name, and the corresponding change that was made within the system.

If there is a departmental change and a position is moved to a new manager, it is likely that the budgeted dollars for the position will also need to be moved to the new manager’s cost center. Under this scenario, all budgeted dollars for the position will be provided by the Financial and Strategic planning group, and moved via a manual journal entry by Eric Johnson.

However, if an employee is simply moving to a new role, the budgeted dollars should remain where they were originally budgeted.

In either scenario, all actual expenses (Personnel, travel, etc….) will be moved to mirror the change within Peoplesoft, depending on the timing of the move. Actual amounts will be provided by Erin Beesley, and moved by Eric Johnson.