• The ECR Form (formerly known as the "PAF") is not available online.
• The ECR Form is used by authorized department representatives to make changes for all employee payroll actions.
• Instructions for completing the ECR Form are available on the Department of Human Resources website.
• The instructions include a listing of Actions and Reasons used to process an ECR Form.

Questions and Answers

Instructions for Completing the Employee Change Request

Section I

Section II — with chart keys for Actions and Reasons:

Data Change Demotion Earnings Distribution Change Leave of Absence Long-Term Disability Paid Leave of Absence Pay Rate Change Promotion Recall

Return from Leave Return from Work Break Short Work Break Short-Term Disability with Pay Suspension Termination Termination with Pay Transfer

Section III

Section IV

ECR Instructions — Version 2.1

Questions and Answers

What is the Employee Change Request?

The Employee Change Request (ECR) details the employee’s position and employment information, and is used to update any changes to that information.

When should I use the Employee Change Request?

The ECR is used for current employees in order to change position or employment information, e.g., promotion, transfer, leave of absence, reclassification, termination, funding change and salary adjustments.

When should I not use the Employee Change Request?

Do not use this form for the following functions:

• To update vacant positions (e.g., reclassification), use the Individual Position Change Form (created by the Position Administrator in the HRSC).
• To update pooled positions (e.g., increase maximum head count), use the Individual Position Change Form (created by the Position Administrator in the HRSC).
• To hire a new employee or add a job for an existing employee for faculty or certain student employees, use the Hire Form.
• To hire a new staff (professional, administrative, office, clerical and service) employee or add a job for an existing staff employee, see Initiating the Recruitment/Hiring Process.

  Note:Adjustments to BC Student Employees are processed via the PeopleSoft HRMS Student Change Process.

How do I get a replacement Employee Change Request Form for an employee?

To obtain a duplicate ECR, your departmental salary administrator, who in most organization/vice presidential areas is also your designated P1. He or she has the capability of printing out of PS HR, a current employee ECR copy.

Is there any additional information I may need to complete the Employee Change Request?

To complete the ECR it is helpful to refer to the following:

• Table of Actions and corresponding Reasons to be used on the ECR
• DEPT on the UIS system which shows the most up-to-date characteristics of a position
• Previous incumbent’s ECR
• The appropriate employment office/representative
  

What do I do when I have finished completing the Employee Change Request?

Upon completion of the ECR, please be sure to do the following:

1. Check all information carefully
2. Sign and date the form
3. Make a copy for your records
4. Forward the completed ECR for appropriate approval to one of the following departmental budgetary areas, according to the employee type:
   • FT/PT Faculty: Academic Vice President’s Office, Bourneuf House
   • Non-Faculty Staff: Human Resources Department, More Hall 315
   • Non-BC Students: Human Resources Service Center, More Hall 370
   • If the position is funded by restricted University budgets, please forward the ECR to one of the following approval areas:
     • Endowment/Restricted Gifts, Controller's Office, More Hall 170
     • Contracts & Grants, Office for Sponsored Programs, 21 Campanella Way
     • Agency Accounting, Controller’s Office, More Hall 280

Note: In the event that a staff member transfers to a different department, please complete the accrued vacation days, sick days and personal days in the "Comments Section" of the ECR and forward directly to the new department.

Instructions for Completing the Employee Change Request

Please complete the form by indicating only the changes you are making with blue or red ink immediately below the current data as printed on the form.

Section I

The information in Section I and the shaded areas on the form are generated from the Human Resources System. Information in Section I cannot be changed by using this form.

Section II

The Effective Date, Action and Action Reason fields must always be completed.

• Effective Date — The Effective Date reflects the date when the employment and/or position change takes effect.
• Action & Reason — The Action and Reason fields indicate the type of update being made to the employee’s position and employment information. The tables below outline the Actions available on the ECR Form, along with the corresponding Reasons and data required to complete each transaction.
• Chart Key — Reasons used by University Departments and the HRSC are marked in plain text. Reasons used by the HRSC only are marked in bold.

Data Change Used to make an update or correction to specific fields. This action should be used only if a more specific one is not available.
Reason	Required Data
BEN — Benefits Base Change	Effective Date, Action, Reason, Benefits Base Rate
CJC — Change Job Code	Effective Date, Action, Reason, Job Code (see Position Administrator)
COR — Correction-Other	Effective Date, Action, Reason, data field(s) to be updated
CPR — Correction Pay Rate	Effective Date, Action, Reason, Comp Rate, Benefits Base Rate if applicable
ERC — Earnings Code Change	Effective Date, Action, Reason, Earn Code
FCA — FICA Indicator	Effective Date, Action, Reason, FICA (used only for Foreign Nationals)
FUN — Extend Funding	Effective Date, Action, Reason, Account Code, Start Date, Stop Date
HLB — Hrs Change/Lose Ben Eligib HNE — Hrs Change/New Ben Eligib HRB — Hrs Change/Retain Ben Eligib	Effective Date, Action, Reason, Standard Hours, Benefits Base Rate, Benefits Program
NPY — No Pay	Effective Date, Action, Reason, Earn Code
OTH — Other	Effective Date, Action, Reason, data field(s) to be updated

Demotion Used when an employee is transferring to a position classified at a lower grade or band. The employee may or may not have a change in salary.
Reason	Required Data
EER — Employee Request PER — Performance RAL — Realignment ROR — Reorganization	Effective Date, Action, Reason, data field(s) to be updated

Earnings Distribution Change Used to indicate a change in how the employee's earnings are accounted for (e.g., when a position becomes funded from two accounts where it had been funded by only one, or vice versa.) This will commonly be used in contract/grant cases when the grant number changes, the allocation percents change, and/or the funding dates change.
Reason	Required Data
JED — Job Earnings Distribution	Effective Date, Action, Reason, Account Code
TMP — Temporary Assignment	Effective Date, Action, Reason, Position, Comp Rate, Account Code, Start Date, Stop Date

Leave of Absence Used to change the status of an employee to "Leave of Absence." When this action becomes effective, the employee will not be paid.
Reason	Required Data
ADO — Adoption Leave EDU — Education FAC — Faculty Leave FLA — FMLA Adoption Leave FLE — FMLA Employee's Medical Leave FLF — FMLA Family Medical Leave FLM — FMLA Maternity Leave FLP — FMLA Paternity Leave HEA — Health Reasons LTD — LTD-expected to return MIL — Military Service MTR — Maternity Leave-non-FMLA PER — Other personal reason PTR — Paternity Leave, non-FMLA SUM — Summer Leave WCL — Worker's Comp & LTD WCP — Worker's Comp	Effective Date, Action, Reason, Last Date Worked, Expected Return Date

Long-Term Disability (can be used only following an unpaid or paid leave of absence) Used to indicate that an employee is on Long-Term Disability and is not expected to return (i.e., the employee's position is no longer being held). This will normally be preceded by a Leave of Absence Action with the Reason "LTD." The actual PeopleSoft status becomes "Leave of Absence."
Reason	Required Data
LTO — Long-Term Disability (not expected to return) WCL — Worker's Comp & LTD WCP — Worker's Comp	Effective Date, Action, Reason, Position = 0498

Paid Leave of Absence This action is used to change the status of a permanent employee to Paid Leave of Absence.
Reason	Required Data
FEL — Faculty Fellowship FLA — FMLA Adoption Leave FLE — FMLA Employee's Medical Leave FLF — FMLA Family Medical Leave FLM — FMLA Maternity Leave FLN — Faculty Loan FLP — FMLA Paternity Leave MIL — Military Service MTR — Maternity Leave, non-FMLA PER — Personal Leave RSL — Research Leave	Effective Date, Action, Reason, Last Date Worked, Expected Return Date
S50 — Sabbatical, 50% S80 — Sabbatical, 80%	Effective Date, Action, Reason, Comp Rate, Last Date Worked, Expected Return Date
SAB — Sabbatical-100% SLM — Sick Leave Monthly (non-FMLA) SLW — Sick Leave Weekly (non-FMLA) SWC — Worker's Comp, paid by dept	Effective Date, Action, Reason, Last Date Worked, Expected Return Date

Pay Rate Change Used to indicate an increase or decrease in an employee's compensation rate.
Reason	Required Data
06M — 6-Month Step Progression 12M — 12-Month Step Progression 18M — 18-Month Step Progression 24M — 24-Month Step Progression 30M — 30-Month Step Progression 36M — 36-Month Step Progression ACE — Acting-end ACS — Acting-start ADJ — Adjustment ANN — Annual Merit Increase EMT — EMT Differential EQU — Equity EXT — Extraordinary LUM — Lump Sum Payment MKT — Market Adjustment PRB — Probationary Increase RCL — Reduced Course Load REC — Job Reclassification RGM — Range Minimum	Effective Date, Action, Reason, Comp Rate, Benefits Base Rate if applicable
TEE — Temporary Increase-end TES — Temporary Increase-start	Effective Date, Action, Reason, Comp Rate, Job Code

Promotion Used when an employee is advanced to a higher position level, grade, or band. Employee may or may not have a change in salary.
Reason	Required Data
DVP — Developmental Progression NCP — Normal Career Progression PER — Performance RNK — Faculty Rank ROR — Reorganization TEN — Tenure	Effective Date, Action, Reason, Position Number, Comp Rate

Recall
Reason	Required Data
REC — Recall from Suspension	Effective Date, Action, Reason

Return from Leave Used to indicate the return of an employee to active status at the end of a paid or unpaid leave of absence.
Reason	Required Data
RFL — Return from Leave	Effective Date, Action, Reason

Return from Work Break Used to indicate the return of an employee to active status at the end of a Short Work Break.
Reason	Required Data
EXT — Extension of Position/Funding RWB — Return Short Work Break	Effective Date, Action, Reason

Short Work Break Used to stop the pay of an active employee on a temporary basis while the employee is not performing his/her responsibilities. Examples include semester and summer breaks for part-time faculty, students, and staff; and end of temporary assignments when it is not known if the employee will terminate at that point (e.g., Temporary Pool employees).
Reason	Required Data
END — End of Position/Funding GRD — Short Work Break-Grad Student PTF — Short Work Break-PT Faculty	Effective Date, Action, Reason

Short-Term Disability with Pay
Reason	Required Data
STD — Short-Term Disability with Pay	Effective Date, Action, Reason, Earn Code = NPY

Suspension
Reason	Required Data
DAC — Disciplinary Action	Effective Date, Action, Reason

Termination Used to mark the end of an individual's employment at the University. [Note: The Termination effective date is the day after the employee's final work day.]
Reason	Required Data
ATT — Attendance CON — Misconduct DEA — Death EEF — End of External Funding ELI — Elimination of Position ELS — End of Lump Sum Payment EOJ — End of Job ERT — Early Retirement ESV — End of Severance JOB — Job Abandonment LVE — Failure to Return from Leave MIS — Misstatement on Application MUT — Mutual Consent NJA — No Job Activity OTP — Resignation-Other Position PER — Personal Reasons PRB — Dismissed during Probation RES — Resignation RTR — Regular/Normal Retirement TMP — End Temporary Employment UNS — Unsatisfactory Performance	Effective Date = 1 day after last date worked, Action, Reason, Last Date Worked, Vacation and/or Sick Accrual (if applicable)

Termination with Pay Used to mark the end of an individual's employment at the University when the individual will receive severance pay for a specified time.
Reason	Required Data
ERT — Early Retirement RTR — Regular/Normal Retirement SEV — Terminated with Severance Pay	Effective Date, Action, Reason, Last Date Worked

Transfer Used when an employee moves from one position to another within the same grade level or band. There may or may not be a salary change.
Reason	Required Data
BID — Bid Award LCD — Lateral/Career Development LER — Lateral/Employee Request LMR — Lateral/Manager Request LOT — Lateral/Other LRE — Lateral/Realignment LRO — Lateral/Reorganization SFT — Shift Change	Effective Date, Action, Reason, Position Number, Comp Rate

• Position — A new Position Number is used if transferring, promoting or demoting the employee. Position numbers can be obtained by accessing the DEPT or POSN screens in the UIS system, referring to the previous incumbent’s ECR or by contacting the appropriate employment office/representative.
• Position Name — The Position Name is the short job title for the position that can be can be obtained by accessing the DEPT or POSN screens in the UIS system.
• Dept — The Department Number can be obtained by accessing the DEPT or POSN screens in the UIS system.
• Dept Name
• Bldg/Rm — The Building/Room Location is comprised of the 5-digit building number (available in the Boston College Building Codes section of the Communication Directory) and the 3-digit room location (e.g., More Hall, Room 370 is entered as 14201370).
• Reports to — The Reports to Position is the position number of the manager/supervisor. The Reports to Position number can be obtained by accessing the DEPT or POSN screens in the UIS system or by referring to the previous incumbent’s ECR.
• Job Code — The Job Code is a 6-digit number and can be obtained by accessing the DEPT or POSN screens in the UIS system (Job Code = Job Class in the UIS system) or by referring to the previous incumbent’s ECR.
• Reg/Temp — A Regular position is a position funded with permanent funding. A Temporary position is one that has been approved for a specific period of time (i.e., one year from date of hire).
• Full/PT — Full-time is 35 or more hours per week. Part-time is less than 35 hours per week.
• Empl Class — Employee Class refers to an employee’s status, not a job status. The following is a list of all Employee Classifications. On POSN the Employee Type = Employee Class. (This field can be updated only if the record number field in Section I = 0.)

  A – Full-Time Administrator B – Part-Time Administrator (benefits) E – Emeritus F – Full-Time Hourly G – Graduate Assistant H – Part-Time Hourly (benefits) M – Full-Time Faculty N – Non-BC Student P – Part-Time Faculty

  R – Retiree S – Student T – Temp Pool U – Union W – Full-Time Weekly X – Executives Y – Part-Time Administrator (no benefits) Z – Part-Time Hourly (no benefits)

• Std Hrs — Standard Hours is the scheduled hours per week.
• FTE — The Full-Time Equivalency (FTE) will be calculated by the Human Resources Service Center.
• Paygroup
  • GRD – Graduate Student
  • MON – Monthly Salaried Employee
  • WKH – Weekly Hourly Employee
  • WKS – Weekly Full-time Clerical Salaried
  • WST – Weekly Hourly Student
• FICA
• Comp Rate — The Compensation Rate for the position corresponds with the Compensation Frequency. Examples:
  • Hourly Compensation Rate = $5.25
  • Weekly Compensation Rate = $500.00
  • Monthly Compensation Rate = $2,000.00
• Comp Freq
  • H – Hourly
  • M – Monthly
  • W – Weekly
• Pct Chg — To calculate the Percent of Change (increase or decrease), divide the dollar change by the base rate.
  • Example: An employee with a weekly rate of $500.00 is receiving a $25.00 increase. Therefore, $25.00 divided by $500.00 equals a 5.00% increase, or a new Compensation Rate of $525.00.)
• Emp Wrk — Indicates the pay cycle that the Employee works.
  • Weekly
  • Monthly

• Pds/Yr — Indicates the number of weeks or months per year for which the position is funded.
• Benefits Base Rt — Leave this field blank. The Benefits Base Rate will be calculated by the applicable Employment area.
• Annual Budget Amt
• Annual Adjust Amt — Indicates the annual dollar increase or decrease.
• Probtn Rv Dt — The Probationary Review Date is not a required field. Please consult your Employment Office if extending the probationary period beyond the date indicated.
• Last Dt Work — The Last Date Worked is one day prior to the Effective Date of the action. Please record in (mm/dd/yyyy) format.
• Exp Return — The Expected Date of Return indicates the employee’s anticipated date of return.
• Service Date — A benefits-eligible employee who terminates employment and is subsequently rehired into another benefits-eligible position within 2 years of the termination date will retain credit for prior service. The credit will be indicated by adjusting the employee's Service Date to reflect the total actual benefits-eligible service time.
• Ben Eff Dt — The Benefits Effective Date is the date in which the employee became benefits-eligible.
• Ben Pgm & Description — Benefits Program and Description.
  • BC1 – Basic Benefits Program
  • NOB – No Benefits
  • PTF – Part-time Faculty

Section III

• Account Code — Record 25-character HR Account Code for each funding source. If an HR Account Code that you want to use does not yet exist, you must contact the Budget Office (x2-3383) to have the code created. Since this involves an overnight process, the HR Account code will be available the day after the Budget Office fulfills the request.
• Earn Code — Indicates the Earnings Code associated with this position.
• Budget Amount — Indicates the Budget Amount of pay based on the rate multiplied by the number of pay periods within the dates of distribution.
• Rate Amount — If there is more than one line of distribution, indicate the partial rate based on the percentage for that distribution line’s Rate Amount. Example:
  • Comp rate = $500.00
    
  • 60% distribution rate = $300.00
  • 40% distribution rate = $200.00
• Percent — Indicates the percentage of salary each account should be charged, using up to three decimal points. The total must equal 100%.
• Start Date — The date the line of salary distribution begins.
• Stop Date — The date the line of salary distribution ends.
• Comments — Please make any necessary notes to the HRSC in the Comments section.
  • When the employee is being promoted/demoted or transferred to a different department, the releasing department should fill in accrued vacation, sick and personal days.
  • When the employee is retiring, the releasing department should fill in accrued vacation days for determination of any eligible payout at retirement.
  • When the employee is being terminated from Boston College, fill in the accrued vacation days.

Section IV

Authorizing signatures for positions funded by restricted University budgets should be forwarded to the appropriate financial office. Once approved by the financial office the ECR is then forwarded to the applicable employment area. This also applies to positions funded from more than one budgetary account.

• Endowment/Restricted Gifts, Controller's Office, More Hall 170
• Contracts & Grants, Office for Sponsored Programs, 21 Campanella Way
• Agency Accounting, Controller’s Office, More Hall 280

For transfers or promotions/demotions to new departments, forward the ECR directly to the new department for completion and authorization.

For all other actions:

1. Check all information carefully.
2. Sign and date the form.
3. Make a copy for your records.
4. Forward the completed ECR for appropriate approval to one of the following departmental budgetary areas according to the employee type:
   • FT/PT Faculty: Academic Vice President’s Office, Bourneuf House
   • Non-Faculty Staff: Human Resources Department, More Hall 315
   • Non-BC Students: Human Resources Service Center, More Hall 370
   • If the position is funded by restricted University budgets, please forward the ECR to one of the following approval areas:
     • Endowment/Restricted Gifts, Controller's Office, More Hall 170
     • Contracts & Grants, Office for Sponsored Programs, 21 Campanella Way
     • Agency Accounting, Controller’s Office, More Hall 280