The Employee Record (ER) contains important confidential data regarding hire dates, demographic information, position information,
including organization, job type, and salary data. Any changes made to an employee’s information contained on file in Human Resources
or Payroll must be corrected on the employee’s ER. Once the appropriate changes are made to the employee’s file, the Payroll
Department will automatically generate and send an updated ER to the department in which the employee resides.
Download the Employee Record User Guide
Compensation is responsible for processing changes in the following instances for classified staff ER’s only:
- Salary Changes (reasons may include reclassification, additional duties, percentage of effort changes, or interim assignments longer than 6 months)
- Job Assignment Changes (due to a reclassification)
- Demographic Changes
- Department/ Organization Changes
- Assignment Status Changes (FMLA, STD, Military, Administrative Suspensions)
- Terminations/Retirements
- Manual Annual Increases
- Extension of Provisional
Working Hours in Month Table
| Month (Year 2008) |
# of Working Hours |
| January |
172.5 |
| February |
157.5 |
| March |
157.5 |
| April |
165 |
| May |
165 |
| June |
157.5 |
| July |
172.5 |
| August |
157.5 |
| September |
165 |
| October |
172.5 |
| November |
150 |
| December |
172.5 |
How does the payroll system compute compensatory and overtime rates?
Compensatory and overtime rates are automatically calculated in the payroll system for Non-Exempt status employees only.
If an employee is less than 100% effort, the part-time salary is converted to the full-time equivalent salary, and then divide by 1,950 to get the correct hourly rate.
Example: Jane is a non-exempt employee, is 80% effort, and earns an annual salary of $24,000. What is her hourly rate?
1. $24,000 ÷ 80% = $30,000 Full-Time Equivalent
2. $30,000 ÷ 1,950 = $15.38 per hour.
What is an
adjusted service date?
The “adjusted service
date” field is populated
only when applicable,
and reflects the start
date of a benefits
eligible position if an
employee is transferring
from a non-benefits
eligible position. For
example, if an employee
transfers from a
University “All-Temps”
status position to a
“Staff” status position,
the “adjusted service
date” field will reflect
the start date of the
employee’s Staff
position. This field is
utilized for the
calculation of benefits
effective dates,
vacation accrual rates,
and staff years of
service awards. For
questions regarding this
date, please contact
your Employment
Specialist in the Office
of Human Resources.
Note: New Appointment Forms DO NOT have to be filled out for Classified Staff.
Once the Selection form and Recruitment Request are completed and submitted to HR, a turn-around
Employee Record will automatically be generated.
Calculations for new hires are determined by how many working hours in each month and how many days the employee works.
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