Request an Off-Cycle Pay Rate Change for an Employee

Purpose

Use this guide to initiate a pay change for an employee that is NOT due to receive an annual performance evaluation (i.e., merit increase) or a change in job responsibilities. If the pay change is due to a:

• Merit increase - Merit increases coincide with the Performance Partnership process and are loaded once budgets are approved
• Change in responsibilities – See the Request a Change to an Existing Regular Staff Position How-To Guide.

References

For additional information on how to navigate the Human Resources and Payroll Services system, use these how-to guides:

Actions

This guide is organized into these sections:
A. Gather the Required Information
B. Launch the Form
C. Fill Out the Form
D. Check the Status

A. Gather the Required Information

Before you request an off-cycle pay rate change for an employee, gather this information:

• Date the change is to take effect
• New pay rate
• Any additional comments or documentation to clarify or support the pay change

B. Launch the Form

1. If you are a:
   Manager: Find the person in the My Team list of your Manager Self Service home page.
   Department administrator: Find the person in the company directory of your Departmental Administrator home page.
   
   
2. Click the green arrow next to the person's name and choose Off-cycle Pay Rate Change.
   

C. Fill Out the Form

Use this section for guidance on filling out the form.

1. Change in Job Responsibilities?
Only request an off-cycle pay rate change if the person's job responsibilities are staying the same. If there is a change in their responsibilities, then you must request a change to their entire position. For additional information, see the Request a Change to an Existing Regular Staff Position How-To Guide.

2. Effective Date
Enter the date the pay rate change is to take effect or click the calendar button and choose the date.

3. New Pay Rate
Enter the new pay rate.

4. Comments
Add any information you would like to pass along to the approvers to support the request.

5. Additional Documentation
If you have additional documentation to support the request, click Add and then upload the documentation.

6. Save For Later
To save the form and finish it later, click Save For Later.

7. Submit
When you have completed the form, click Submit.

D. Check the Status of Approvals

An off-cycle pay rate change includes these approvals and notifications: