Personnel Record Action Request Term Appointment Extension Job Data Changes Separation Leaves Employee Relations Compensation and Role Reviews Supplemental Payment/Bonus Annual Salary Increases Performance Reviews
Previously called a personnel action form (PAF), this process initiates a change to a staff member or postdoctoral scholar's PeopleSoft official record of file. When a change is decided upon between a manager and HR or when certain other actions are to occur, the manager must initiate the action by submitting the relevant details through the form below. Without this final step, the change or action will not be completed. See the sections below for details on some of the types of changes/actions that require managers to initiate requests and the pre-request interactions with HR and other staff required.
Submit a Personnel Record Action Request
All grant-funded staff members are hired into limited term appointments with specific end dates. The end date likely coincides with the end of the available funding to support the position but may be before. When additional funding becomes available, a supervisor may decide to extend a staff member's end date. They may do so after consulting with their Senior Research Administrator to confirm the availability of funds.
The supervisor then submits a personnel record action request directly or through their program staff or faculty coordinator, notifies Courtney King of the change, and sends the staff member an extension letter confirming the new end date, using the term appointment extension letter templates for staff, for hourly student employees, or for temporary employees.
A supervisor who lets their staff member's term appointment lapse runs the risk of having to pay the staff member severance upon termination as the staff member is no longer covered by the terms of a grant-funded limited term appointment. It is expected that supervisors manage term appointments proactively and document the details properly.
Occasionally, a staff member's job details change, such as their physical location or supervisor. For such changes, the supervisor submits a personnel record action request directly or through their program staff or faculty coordinator, and notifies Courtney King of the change(s).
All changes that affect salary and funding, including a change in FTE, must be coordinated with the Sponsored Research Administration team and will likely require a compensation review process through Human Resources. Please contact Jannel Hill for clarification on what is necessary.
Voluntary separations include a staff member leaving the Friedman School for another job, returning to school, relocating elsewhere, and retiring. When a Friedman School staff member or postdoc voluntarily leaves their position at the School, it is the supervisor's responsibility to initiate the separation personnel record action request that ends their appointment record in PeopleSoft as well as their payroll. When informed of an upcoming departure, the manager should inform Courtney King and work through the staff departure checklist.
The supervisor of the departing staff member or postdoc submits a personnel record action request directly or through their program staff or faculty coordinator.
Part of the process is ensuring the staff member or postdoc's vacation payout is calculated properly. The staff member or postdoc should work with the financial coordinator to ensure all vacation time take is properly recorded intheir PeopleSoft record. Then, depending on the separation date, it may be relevant to add in another monthly vacation accrual. Consult the Employee Handbook on AccessTufts. TSS will process the exact vacation payout calculation when processing the separation, but this information can be helpful for your funding projections and management as well.
When a sponsored-funded program ends prior to its expected end date or can no longer support a staff member or postdoc at the same FTE as planned, it is considered an involuntary separation. In these cases, close coordination is required with the HR Office and at least 6 weeks' notice must be provided to the staff member/postdoc prior to their appointment end date. The supervisor must contact Jannel Hill for the exact steps that need to be taken in these situations. Please ensure that Courtney King is aware of the situation as well. In these cases, Maureen will initiate the separation action to TSS, not someone in the Friedman School.
Tufts University allows staff various types of time off, described under the Time Off section of the Employee Handbook. The Leaves Office within Human Resources is the primary contact for questions about, eligibility for, preparing for, and managing these leaves. Staff in the Leaves Office should be contacted at email@example.com.
The staff member going on leave needs to be in touch with the HR Leaves Office to manage the details of the leave. The Leaves Office staff manage the PeopleSoft actions to put the staff member on and off leave status. The Leaves Office staff are also the appropriate contacts for legal and HR questions related to the leave.
Financial Management of Leave
For staff who supported by sponsored funding, Tufts policy states: Tufts University leaves of absence policy is outlined in the Employee Handbook. The employee’s department must work with the Leave of Absence Specialist to report the leave. If an employee is absent for more than 30 calendar days and the employee’s salary, or a portion of salary, is paid from a sponsored award, the salary may only be charged to the sponsored award for 30 calendar days or up to the date at which a replacement is hired for the person, whichever comes first; after which the salary of the person on leave must be allocated to a department account. In cases when the sponsor agency issued guidance regarding the allowability of extended leave costs on the award, the sponsor rules will be followed.
Staff who are supported by sponsored funding continue to be covered by their same funding in the same distribution breakdown for the first 30 calendar days of their leave. Courtney King works with the relevant Senior Research Administrator to switch the staff member's funding to Friedman School support from the 31st day of the leave through the maximum duration of the leave (often 12 weeks). Courtney/the SRA then switches the staff member's support back to their sponsored funding after the leave ends or the 12 weeks is reached, whichever is sooner.
If the staff member decides to take additional time (vacation or personal days, if approved by the supervisor), those days would be supported on the sponsored funding.
To best manage this process, it is very helpful if the staff member going on leave, their supervisor, and/or a program staff member is in touch with Courtney King and/or the relevant Senior Research Administrator when the exact leave start and end dates are known.
Managers requiring guidance and support when addressing performance challenges with their staff members should contact Jannel Hill, who will help them navigate best practices, legal obligations, and tools and resouces available.
Compensation-related processes are described on AccessTufts under Staff Development and Compensation.
If a staff member and their supervisor believe the staff member's role has changed over time or if there is a concern about equity compared to similar roles in the school or elsewhere, and that a change in title and/or salary may be appropriate, the supervisor can complete the compensation review request form (used for both compensation reviews and role reviews), obtain Ed Kleifgen's signature, and submit the form to HR via email to Jannel Hill. Jannel will then work with HR collegues in the Compensation Office to review the request, considering current and prior job descriptions/summaries, similar roles across the Friedman School and Tufts, and market data.
Allow at least 2 weeks for HR to complete the review. When the review is complete, Jannel will provide the HR review results and recommendations, if any, first to Ed Kleifgen and Courtney King, then to the supervisor. Possible outcomes of the review are:
- No action - confirmation that the staff member's role is categorized correctly and their salary is appropriate for that role
- Change of title
- Change in salary
- Change in both title and salary
If a salary change is recommended, HR will provide a recommended range. The supervisor makes the final decision on the new salary amount and effective date. For those changes that affect sponsored funds, the supervisor must coordinate with the Sponsored Research Administration team to ensure the funding source(s) can support the proposed change(s). The supervisor submits a personnel record action request directly or through their program staff to finalize any changes and informs the staff member via email and/or formal letter.
A supervisor may look to recognize a staff member's extraordinary efforts with a one-time bonus. Such requests are reviewed by Human Resources in a process similar to that of a compensation review, described above. The supervisor should complete the compensation review request form, obtain Ed Kleifgen's signature, and submit the form to HR via email to Jannel Hill. Jannel will then work with HR collegues to review the request. Allow at least 2 weeks for HR to complete the review. When the review is complete, Jannel will provide the results and recommendation to the supervisor.
Note that many sponsored funding sources do not allow supplemental payments. The supervisor must coordinate with the Sponsored Research Administration team to ensure the funding source(s) can support the proposed payment.
The supervisor submits a personnel record action request directly or through their program staff to process the payment and informs the staff member via email and/or formal letter.
The annual salary increase process occurs in the spring, overlapping with and informed by the performance review process. Information is available on AccessTufts. Supervisors will be contacted by Human Resouces via email with guidance on determining increase percentages in late April. Supervisors are asked to provide recommended increases for each of their direct reports to Friedman School leadership by mid-May using the merit section of eServe. Instructions on that process are also available on AccessTufts.
The Friedman School leadership performs multiple reviews and assessments of the recommendations and finalizes increases by early June. Supervisors receive confirmation of the increases for their staff direct reports as well as letter templates. They are asked to inform their staff of the increases by July 1, when the increases are effective for the following fiscal year.
The performance review process happens each spring, with the online review system opening in March and reviews due by mid-June. Supervisors and staff will receive notices, updates, and links to additional information via email from Human Resources.
There are a variety of resources and guides available to help supervisors manage staff performance reviews available on the Performance & Development page of AccessTufts.