AMEND WORKING HOURS OR FTE (see also HR Operations Procedures
– Process for FTE changes)
Use task USHOURS (fastpath), Change of Hours task (HR Operations
main screen), or USHRNEW and call up the record using employee
number
USHOURS/change of hours will take you directly to the current post
holding screen for you to make the changes. Using USHRNEW you can
navigate to the current post holding screen.
To effect a change of hours/FTE you need to change various screens/tabs. In
order to do this you have to end the current status relating to position status,
hours, and grade and start a new one using a new line.
1. Within current post holding, Window in on details, select conditions
tab
2. Window in on Position Status
To change the position status (ie from full to part time or vice versa), you
need to enter a new line for the new status as follows:
Put in an end date for the current position status
You will get a warning ‘This could effect holiday entitlement’
Click into the line underneath, or click ‘add’
Enter the start date of the new position status, and select the
new position status from the drop down list.
Tab through to the end of the line, and exit back to conditions
Tab past the Position Status field once back in conditions tab
and the new Status will pull through
NB: There may be cases where there is a change of hours but position status
will still be the same, (ie still part time) and the position status can therefore
be left the same.
3. Next change the work pattern (if applicable)
Window in on work pattern
Put an end date in the current Work Pattern
Click or F5 or click into the line underneath to enter a
new work pattern
Put in Start Date of new Work Pattern
Select Work Pattern from drop down list or type in, (description
will pull through)
Enter the relevant Start Day as follows:
Day 1 = Sunday
Day 2 = Monday
Day 3 = Tuesday
Day 4 = Wednesday
Day 5 = Thursday
Day 6 = Friday
Day 7 = Saturday
Enter the Reason as CH - Change of Hours
Tab or Enter to the end of the line
You will then be back in conditions
Tab or Enter past the Work Pattern field and the new Work
Pattern will pull through
As above, there may be change of hours where work pattern does not alter,
so therefore no change will be needed in this field.
4. Amend the contract hours
Window in on Contract Hours
Put in end date of current Contract Hours
new line for new contract hours
Enter Start Date (effective date of change)
Window in on Contract Hours and enter the new hours (‘behind’)
Enter 52.14 in Weeks Per Year
Tab or Enter to the end of the line
As before, upon exiting and returning to current post holding
conditions tab, the new Contract Hours and FTE will pull
through.
6. Finally, a new grade line must be entered (this must always be
done after entering the new hours)
Window into grade screen
Enter an End Date in the current grade line
/F5 or click in to enter a new grade line
Enter Start Date/effective date
Tab or Enter past the Grade and it will automatically pull through
(make sure correct – change if not)
Window in on Reason and select reason CH for change in hours
Select salary point and tab through (refer to discretionary
increment procedure for salaries on bar points)
Any increment overrides – carry through to new grade by
inputting manually again, (see increment procedure on new
starter procedure)
back to grade line, tab and the new salary will pull
through
NB: The grade line must be completed after changing the hours. Therefore, if
you need to go back in and change the hours at any point, the grade line will
need to be put in again.
7. Exit from current post holding, select a new tab – Detail without
Post
This screen is the work pattern attached to the employee, rather
than post. Therefore, if the employee holds more than one post,
this is a cumulative total of all work patterns.
If you changed the work pattern in current post holding, you will
need to amend it here also.
Window in next to work pattern
Window in on Work Pattern Detail, and enter a new
work pattern line as before in current post holding,
(ie, ending this work pattern, entering new start date,
work pattern, day, and reason)
Remember;
Day 1 = Sunday
Day 2 = Monday
Day 3 = Tuesday
Day 4 = Wednesday
Day 5 = Thursday
Day 6 = Friday
Day 7 = Saturday
This will bring you back to the ‘Detail Without
Post’ Screen.
8. Commit all the changes you have made to this record. You can
then merge the required letter.
The process now transfers to Payroll and Pension Services for the Pay
Element side of the process.