Staff Employment Actions Process
Purpose:
To ensure respective approvals are obtained in relation to staff employment actions.
Note: This approval process was generated in collaboration with the Budget Office and the Office of Research and Sponsored Project. The process is maintained by Human Resources.
Reviewable Staff Employment Actions that are funded by a Non-Grant:
- Requests to fill vacant budgeted/non-budgeted staff positions (A&P and Classified).
- Requests to pay an employee above the minimum pay rate/ or above the budgeted amount
- Requests to auto-promote an employee within the department to higher level position
- Request to direct hire for a position
- Request to create a new position
- Requests to modify the work assignment or hours for a current employee
- Requests to pay salary supplements to A&P and Classified employees for additional duties in accordance with Interim/Temporary Assignment Guidelines in the University Pay Plan.
- Requests for all out-of-cycle merit increases.
- Request to modify a funding source
Reviewable Staff Employment Actions that are funded by a Grant:
- Requests to fill vacant budgeted/non-budgeted staff positions (A&P and Classified).
- Request to direct hire for a position
- Request to create a new position
- Requests for all out-of-cycle merit increases.
- Request to modify a funding source if moving from a grant to non-grant
Department Steps:
The following will be created by the department to have the staff employment action request be reviewed to proceed:
- Complete the Staff Employment Action Request form
- The completed Staff Employment Action Request form, and additional documentation as need, must be submitted for approval via email through the requestor’s chain of command.
- Academic units: department chair or director, college dean,
- Administrative divisions: department head and Vice President
- Staff Employment Action Request form with respective approvals, will be submitted to Human Resources at employment@utep.eduby Wednesday mornings, at 11:00 am, to ensure timely processing and inclusion on that week’s agenda for review.
- Items received after the 11 am deadline on Wednesday will be reviewed until the following week’s meeting, due to lack of available preparation time.
- HR reviews and submits the request to the appropriate funding entity (Budget or ORSP) for review of funding and availability of funds.
- HR submits recommendations for final approval to President’s Office-EVP.
- HR will send out email communication on the outcome to the requestor.
- If the request is not approved the hiring department will have the option to appeal the decision. The procedure is as follows:
- A written memo/email requesting an appeal to the decision must be submitted to the respective Dean/Vice President
- The appeal should include supplemental information to the request initially submitted, including compelling evidence for the employment action to be approved.
- The Dean or Vice President renders a decision.
- If the appeal is supported, it is forwarded to the Executive Vice President.
- HR will notify the Provost or Vice President of the EVP’s decision via email.
- If the request is not approved the hiring department will have the option to appeal the decision. The procedure is as follows: