To: Supervisors and Department Chairs
From: The Office of Human Resources
Subject: Process Updates on Staff Transfers, Rehire Eligibility, Hourly Employee Assignment Audits, and Stipend Pay Approvals via Period Activity Pay (PAP)
Dear Supervisors and Department Chairs,
In alignment with our commitment to operational excellence, transparency, and supportive relationships; we are implementing several updates to enhance clarity and accountability in our HR processes. This memo outlines important changes regarding staff transfers, rehire eligibility, hourly employee assignments, and supplemental pay approvals. These adjustments are designed to ensure clear communication, promote consistent practices, and support your decision-making in staffing and employee management.
1. Location Change and Staff Transfers to New Managers
The “Change Job” function in Workday currently allows for flexible manager or location changes without approvals or notifications. While beneficial for hourly or shift workers, this has led to challenges including miscommunication and unexpected transitions, particularly with full-time staff.
To address this, we’re implementing a new, approval-based process for employees changing locations or transferring to new managers. Our goal is to ensure consistency, support ADA accommodations, and promote clear communication in all transfer decisions. Specifically, we aim to:
- Arrange any necessary ADA accommodations in advance of transfers
- Ensure all vacant positions are filled in compliance with the Administrative Rule and Recruitment and Posting Guidelines
- Provide impacted employees with clear notice and rationale for transfer decisions
- Inform receiving supervisors when a transferring employee is undergoing performance or disciplinary management
Work is underway to automate the location change and transfer process in Workday. This new “change job” process in Workday is operational today, 12/6/2024.
- A clear justification for the transfer is documented
- Effective date(s) are documented (start and end date if temporary)
- Required approvals are received from the Current Manager, Receiving Manager, Human Resources Business Partner (HRBP), Divisional Vice Chancellors (VCs), and the Vice Chancellor of Human Resources for transfers across divisions
- The employee is notified and acknowledges notification in advance of implementation, (generally, two weeks’ notice unless there is an imminent business need).
2. Hourly/Temporary Employee Assignments
To maintain accurate records, HR will conduct semi-annual reviews of hourly/temporary assignments and annual reviews of adjunct assignments. Assignments will be ended in Workday if an hourly employee has not worked or received pay for one full semester or an Adjunct/Continuing Education Instructor/Adult Education Instructor/Hourly Interpreter who has not worked or received pay for one full fiscal year.
Supervisors shall:
- Promptly submit a termination task in Workday (or an “End Job” task for employees with multiple positions) to formally close the assignment
- Hourly and Adjunct employment types are considered contingent workforces; termination is based on the end of that assignment so positions shall be closed upon termination of the employee.
If termination of an hourly or adjunct employee is required/coded for any reason other than the end of the temporary assignment, contact Human Resources.
3. Rehiring of Prior Workers
As part of our commitment to providing supervisors with comprehensive information to support informed hiring decisions, we have updated our rehire eligibility guidelines. Employees who were terminated involuntarily (or voluntarily under Job Abandonment) are generally eligible for rehire.
To guide rehire considerations:
- Rehire Recommendation: Supervisors will now indicate whether a terminating employee “IS,” “MAY BE,” or “IS NOT” recommended for rehire upon completing the Termination task in Workday.
- Prior Worker Review: If a hiring manager advances a former employee (referred to as a “Prior Worker” in Workday) to the interview phase, they are prompted to consult their HR Business Partner (HRBP).
4. Optional Candidate Rating Feature in Workday
To further support your staffing and recruitment efforts, we are introducing an optional Candidate Ratings feature in Workday. This tool allows hiring managers and search committee members to evaluate and pre-screen candidates using predefined templates tailored to educational qualifications.
What You Need to Know:
- Rating Templates: There are five templates available, including “High School Degree or Higher,” “Associate’s Degree or Higher,” “Bachelor’s Degree or Higher,” “Masters Degree or Higher,” and “Doctorate Degree or Higher.” These templates automatically run off candidates’ job applications.
- Flexible Usage: You can add, modify, or remove templates from your candidate pool at any time, depending on your hiring needs.
- Rating Visibility: Quickly view all candidates’ ratings at a glance in the candidate grid or dive deeper into a detailed breakdown within each candidate’s profile.
- Optional Implementation: This feature is completely optional and designed to provide additional support for organizing and evaluating candidates.
This update is part of our ongoing effort to enhance recruitment tools, streamline processes, and provide greater flexibility in decision-making.
Looking Ahead
We are working to improve these other processes as well:
- Period Activity Pay (PAP) Allowance Approval Process (Stipends)
We are developing an approval process for supplemental pay to enhance oversight. - Out-of-State Employees: We are developing a process to inform new and existing employees who list states other than Texas in their address of record. This is in accordance with AR 4.0300.01 stating, “Employees of the College are required to maintain a domicile in the State of Texas while working for the College and throughout the duration of employment.”
Vice Chancellors will be notified when an employee in their division is reported as residing out-of-state. Per the same AR, exceptions require the approval of the Executive Vice Chancellor of Finance & Administration.
We are committed to communicating further details on these changes as we finalize and automate these processes. Thank you for your understanding, cooperation, and dedication to supporting our staff and strengthening our organizational practices.
We welcome your comments and questions. Give us a call at 512.223.7572, submit a Mojo ticket, or email hrsupport@austincc.edu.
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