Amendments and Changes of Employment

Employment Change Notifications

Sometimes there are items we need to change or correct from an additional offer to a new hire, changes we need to make to a current employee’s appointment, or items we need to notify the employee of via written documentation to make sure they are aware. 


In order to complete this process, however, there are different ways to get the correct notifications and approvals through the correct people on campus. This page is here to help guide you to the correct letter template or notification process for a particular change in employment or initial employment offer. 
 

If you do not see your specific instance listed here, please reach out to the HR team for assistance in which letter to use.

Amendments

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. Some examples of when to use amendment letters are: 

Change to start date:
Change to starting salary (VC & Chancellor signature required):
Change to starting supervisor:
Change to faculty workload:
Change in moving expenses:
Change in start-up funds:

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.

Change in Employment

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. Some examples of when to use change of employment letters are:

Salary increase due to EPEWA or compression (VC & Chancellor signature required):
Salary increases due to any other pay adjustment (promotion, merit) (VC & Chancellor signature required):
Extension to appointment:

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

Written Notification from Supervisor

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 in subsequent faculty workload:
Change in supervisor:
Correcting the position number:
FTE Changes

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.