Employment Change Notifications
Amendments
Amendment letters should only occur if the individual is: (a) under contract; or (2) not yet employed. This is to allow for a more formal letter process for the start of someone’s appointment, and make sure we gather all required information on what someone was offered upon hire.
Amendment letters should be drafted using the correct amendment letter template based on employment class found in our document library and sent to HR to review. You can submit the word document via the Offer Letter Review ticket here: Cherwell Portal. DO NOT SAVE THE LETTER TEMPLATE TO YOUR DESKTOP to avoid missing any updates to the templates. Please always refer back to these links or visit our document library when drafting these letters.
Some examples of when to use amendment letters are:
Change
If there is a need to change the start date on an initial appointment or contract, use the amendment letter template in our document library.
If there is a need to change the starting salary on an initial appointment or contract, please first discuss with the talent acquisition team for any positions (excluding lecturers). Then use the amendment letter template in our document library. The vice chancellor over the position and chancellor will need to sign this amendment letter due to pay changes.
If there is a need to change the starting supervisor on an initial appointment or contract, use the amendment letter template in our document library.
If there is a need to change the initial faculty workload on an initial appointment or contract, use the amendment letter template in our document library.
If there is a need to change the moving expenses on an initial appointment or contract, use the amendment letter template in our document library.
If there is a need to change the start-up funds on an initial appointment or contract, use the amendment letter template in our document library.
Change in Employment
The Change of Employment letter does not require a signature from the employee. These changes should have already been communicated to the employee once all approval is obtained. The final letter should be sent to the employee for their records by the department. HR recommends that it is sent to the employee from the supervisor. Some changes in employment after someone starts at the university are considered only a change in employment but need additional approvals to be processed.
To complete a change in employment letter, use the Change in Employment letter template, which is also listed in our document library. You can submit the word document via the Offer Letter Review ticket here: Cherwell Portal. DO NOT SAVE THE LETTER TEMPLATE TO YOUR DESKTOP to avoid missing any updates to the templates. Please always refer to these links or visit our document library when drafting these letters
Some examples of when to use change of employment letters are:
Salary Increase
These increases will be identified by the main HR office. Once identified, the talent acquisition team will let the department know the increase needed, and whether it is considered an increase per the equal pay for equal work act or per compression, which affects budget. These increases will then be processed twice per year – July 1 and January 1. When those increases are going through, please use the Change of Employment letter template. There is specific language that should be included based on this type of increase.
These increases will be identified at various times per year. Merit increases are approved by the chancellor and board of regents and will be processed on January 1 each year. Promotions can be processed at any time in the year, but need to go through the request to fill and promotion portal before a letter can be sent. Once the increases are fully approved, please use the Change of Employment letter template. There is specific language that should be included based each type of increase.
If there is an extension to a temporary appointment or contract, please use the Change of Employment letter template. There is specific language that should be included based each type of change
Written Notification From Supervisor
Some employment changes only need to be a written notification from the supervisor to the employee, via an email or memo. This allows departments to make changes quickly that the main HR office does not need to review beforehand. However, some changes require notification of the HR office so that changes can be made in HCM. Some examples of when to do a written notification from the supervisor are:
Change
When notifying the employee, simply notify them of their updated faculty workload.
When notifying the employee of the supervisor change, a discussion of the change should have been had before the written notification is sent. When sending the notification, ensure to include the name and position title of the new supervisor. Then, submit the Change in Reports to Request ticket for HCM processing
When notifying the employee, let them know the correct position number and include their current title. Notify them that this is simply a correction for our payroll system. Forward the email chain to the HR office by submitting documentation via Other ticket for HCM processing
FTE Changes
We created a separate letter template for FTE changes to simplify the process and templates for ease of use. If the FTE is changing for an employee, please use the FTE Change letter template and send that in for review via the Offer Letter Review ticket here: Cherwell Portal. DO NOT SAVE THE LETTER TEMPLATE TO YOUR DESKTOP to avoid missing any updates to the templates. Please always refer back to these links or visit our document library when drafting these letters.