12 Easy Steps to Complete an Employment Contract Amendment

1. 12 Easy Steps to Complete an Employment Contract Amendment Campus Human Resources Employment & Compensation Services October, 2009

2. Purpose of Contract Amendments • Initiate a Contract Amendment to change any of the following terms and conditions of the existing contract: • Term of the appointment (extend or decrease the duration of the appointment). • Compensation (increase or decrease to salary). • Hours of Work (change the start time, end time, beginning or end of week). • Benefits (change in eligibility due to the addition or deletion of another appointment). • Contract Amendments may notbe used to change: • Percentage of time (changes in percentages of time impact benefits eligibility and a new contract must be submitted). • Changes in title (a change in title indicates a reclassification or a new position and a new contract must be submitted). • NOTE: Only one salary or appointment percentage change per amendment

3. Begin by logging in to PeopleAdmin as Employment Preparer or Submitter. Step 1 • After logging in click on “A”Search Actions then enter the JA# and Employees last name in order to view the contract. • Minimize contract for amendment changes • Click on “B” Begin New Action. Step 2 • Click on Start Action to begin a Contract Amendment.

4. The most current contract or contract amendment should be the highest request number listed. It should be the last request number on the list, but check the appointment dates to be certain.

5. Step 3 • Enter the department name / code and Employee last name OR the job analysis (JA) number and the Employee last name and click on search.

6. Step 4 • Verify that you have the correct job description by clicking “View Summary.” • If it is the appropriate JD click “Start Action” to begin entering contract amendment fields.

7. Step 5 • Select Contract Amendment as a Contract Type. • Use the date you are preparing the request as the Date of Agreement. • Enter the original Appointment Begin Date of the contract. • Enter the original Appointment End Date of the contract. • Enter the new amendment “begin date” in the New Provision Begin Date field. • Enter the new amendment “end date” in the New Provision End Date field. • In order to receive an e-mail notification that the contract will expire within 30 days, enter a date that is 30 days prior to the date the contract will expire in the “Appointment End Date Reminder” field.

8. Step 6 • Request Number is assigned by PeopleAdmin for future reference. • If employee is a Rehired Retiree an employee ID is required. A link to the Rehired Retiree policy is provided. • The information in this section will automatically populate from the job description. • Enter the Percentage of Time of the appointment. • Salary. Enter the salary asthe fulltime monthly rate within the range for that position. • Changes in salary. Select an option based on how changes in the salary will be made: in accordance with PPSM 30 or by written amendment to the contract. • A link to the Benefits Eligibility is provided for your information.

9. Step 7 • Amendment Terms Identify the sectionof the contract that will be changed. Example: Section A is Term ofAppointment. Copy theOriginal Provision in Detail 1 then show the changes in Replacement Provision Detail1as shown. • If more changes are needed identify another section of the contract such as Section D Compensationunder Original Provision Name 2. Copy theOriginal Provision in Detail 2 then show the changes in Replacement Provision Detail2.

10. Step 8 • Select the Submitter name and the Primary Hiring Manager’s name from the drop - down menu to receive Email Notification of actions concerning the contract/amendment process. • Additional Employment and Additional Compensation Preparers/Submitters are secondary HR contacts. It is always best to have names selected here as the primary hiring manager may be out of the office. These individuals will also receive the email notifications. • Under the Comments section, enter comments from each user to be shared with the next reviewer in the approval process. Remember to date and initial all comments.

11. Step 9 • Click here to view AmendmentSummary. • From the “Action History” tab, Click “Continue To Next Page” and click “Edit” to make final changes to the amendment. • Action Status – if your amendment is ready for submission, click “Route to Employment for Approval” and then press Continue. • The amendment will be reviewed by Compensation & Employment Services.

12. Step 10 • Approval Email Once the contract amendment has been approved by Employment / Compensation Services the responsible users will receive a detailed email indicating the approval of the contract amendment.

13. Once the Contract Amendment has been approved, in order to print and obtain signatures, click on Search Actions • Enter the department name / code and Employee last name OR the job analysis (JA) number and the Employee last name and click on Search. Step 11

14. Click on Get Reports List link under Contract Type and select Contract Amendment Report to view the completed Contract Amendment.

15. Step 11 • Department is now the “Office of Record” and must retain original signed contracts / amendments for 7 years. • Department must print the amendment then obtain appropriate signature (s) and file Contract in Employee’s personnel file. • The signed Contract Amendment can now be scanned and uploaded under the Supplemental Documentation tab as shown in Step 12.

16. Step 12 • The Supplemental Documentation tab is used to attach the approved and signed amendment and any other information related to the contract amendment.

17. Employment & Compensation Team x40888 x40887 x40876 x40884 x40886 x40883 x40890 x40880 x40882 x40890 • Elaine Peters – Employment & Compensation Director • Anders Askenas – Employment Services Consultant • Lucie Dean – Compensation Services Consultant • Ginny Flenoy – Employment Services Consultant • Ron Guizado – Employment Services Consultant • Gwen Kobayashi – Employment Services Consultant • Ryan Lee – Employment Services Assistant • Jose Martinez – Compensation Services Specialist • Keith Sakoda - Compensation Services Consultant • Rowena Timoteo – Employment Services Specialist