91ÊÓƵ

Before extending a verbal or written offer, the department should work with their recruiter and HR business partner to review the proposed offer details to ensure alignment with budget, market competitiveness and internal equity.

Additional approval is only required when the proposed compensation exceeds the 75^th percentile of the established salary range for the job profile. In these cases, the department must provide the proposed offer details and a brief justification to the following individuals before offer extension:

• Academic Areas: Mary Glasscock
• Administrative Units: Brent Carothers

Once the offer is approved, the recruiter will assist with extending the verbal offer and navigating negotiations.

Following verbal acceptance, the recruiter will enter the agreed-upon offer details in Workday for final electronic approval. Once all required approvals are complete, a contingent written offer will be prepared and sent to the candidate for acceptance.

Before submitting a fixed term extension for a staff position, the supervisor establishes criticality through the following:

1. Explores all options to use internal employee resources to complete the work.
2. Consults their supervisor, division head, dean and/or vice president to confirm criticality, as necessary.
3. Once criticality is confirmed, the department completes the Staff Position Hiring and Extension Justification Form [pdf].
4. If the extension makes the total length of the assignment longer than six months, the department emails Mary Glasscock (for academic areas) or Brent Carothers (for administrative areas), attaching the completed Staff Position Hiring and Extension Justification Form, providing any additional context on the request and noting that the VP/dean has approved.
5. Before a fixed term extension transaction is initiated, the department provides the email approvals and the Staff Position Hiring and Extension Justification Form to the HR generalist.
6. The HR generalist submits the fixed term extension transaction in Workday and attaches the justification form and the approval email.
7. The transaction routes through the standard approval flow and the additional approvals of the dean and provost or vice president and president. Each approver in the approval path can approve or reject the extension, and each can delegate approval authority.
8. Once fully approved, the extension letter is generated out of Workday and extended to the fixed term employee for acknowledgement.

Note: Fixed term "transitional" positions for recent 91ÊÓƵ graduates cannot be extended beyond four months.

Before submitting an extension request for a TES assignment (extending beyond six months), the supervisor establishes criticality through the following:

1. Explores all options to use internal employee resources to complete the work.
2. Consults their supervisor, division head, dean and/or vice president to confirm criticality, as necessary.
3. Once criticality is confirmed, the department completes the Staff Position Hiring and Extension Justification Form [pdf].
4. If the extension to the TES assignment makes the total length of the assignment longer than six months, the department emails Mary Glasscock (for academic areas) or Brent Carothers (for administrative areas), attaching the completed Staff Position Hiring and Extension Justification Form, providing any additional context on the request and noting that the VP/dean has approved.
5. The department sends the approved form to TES to process the extension.

Note: The justification form and additional approvals are not required for TES positions funded by sponsored projects, auxiliaries or recharge centers.

Promotions, transfers, reclassifications and additional assignments are subject to close review and approval, per the Compensation Guidelines for Staff [pdf]. Consult your HR business partner for guidance before initiating any post-hire employment action that may have a budgetary impact on the university.

Additional approval by Mary Glasscock (for academic areas) or Brent Carothers (for administrative areas) will be required for the following scenarios:

• Promotions that result in a salary that is above the 50^th percentile and more than a 10% increase
• Salary adjustments that result in a salary that is above the 50^th percentile and more than a 10% increase
• Reclassifications that result in a salary that is above the 50^th percentile and more than a 10% increase
• Promotions, salary adjustments and reclassifications when base salary is within the fourth quartile (75^th percentile and above)

Beginning Aug. 31, HR generalists and recruiters will work with campus stakeholders to consistently manage positions in Workday and seek approval for new, non-budgeted positions.

• Existing budgeted positions will be preserved and reused rather than recreated, improving data quality and reducing duplication.
• Staff job requisitions will be created for existing positions only and will use a new Staff Recruiting Request Form.
• Positions created outside the standard budgeting process will require additional approvals.
• HR will work with the Budget and Financial Planning Office and finance leads to maintain budgeted position data in Workday for accurate, year-round record keeping.

Why are we doing this?

• New positions are frequently created instead of managing existing, vacant positions. This limits accurate reporting and compromises data quality for over 1,000 positions annually.
• Inconsistent position management methods across the university complicate headcount reporting and make financial commitments unclear.