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Employee Change Request Form

  • The ECR (Employee Change Request) Form is used by authorized department representatives to make changes for all employee payroll actions.
  • The ECR Form is not available online, but several ECR functions have been made available directly in PeopleSoft. These include Leave of Absence, Hours Change, Pay Rate Change, Long Term Disability, Short Term Disability with Pay, Reclassification, Faculty Promotion/Transfer, Revise Existing Short Work Break, Termination, Earnings Distribution and Extension, and BCPD Shift Transfer.
  • Instructions for completing the ECR Form are available below.
  • 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  - (current data - display only)

Section II — with chart keys for Actions and Reasons:

Section III (funding information)

Section IV (authorizing signatures)

ECR Instructions

(This section last updated online May 7, 2012)

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, contact your departmental salary administrator, who in most organization/vice presidential areas is also your designated P1. He or she can print a current copy of the ECR from PeopleSoft HRMS.

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:

What do I do when I have completed the Employee Change Request?

If you are using a paper form, 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, 129 Lake Street, Room 240
    • Non-BC Students: Human Resources Service Center, 129 Lake Street, Room 100
    • 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, 129 Lake Street, Fourth Floor
      • Contracts & Grants, Office for Sponsored Programs, 36 College Road
      • Agency Accounting, Controller’s Office, 129 Lake Street, Fourth Floor

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.

If you are an authorized department representative, you may complete the ECR online (for currently-automated functions) and the ECR will be automatically routed for approval within PeopleSoft.

Instructions for Completing the Employee Change Request

If using a paper form: 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.

If using the automated form: Please have the information indicated below available for entry into PeopleSoft.

Section I

Section I (the top section) of the ECR displays data currently stored in the Human Resources System. Information in this top section cannot be changed by using an ECR.

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. In the automated ECR, these fields may be manually selected from a list or automatically populated by the system.
    Data Change (Action Code DTA)
    (Paper form only) 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
    CPR — Correction Pay Rate Effective Date, Action, Reason, Comp Rate, Benefits Base Rate if applicable
    FUN — Extend Funding (see also JED under Earnings Distribution Change)
    Effective Date, Action, Reason, Account Code, Start Date, Stop Date
    OTH — Other Effective Date, Action, Reason, data field(s) to be updated

 

    Demotion (Action Code DEM)
    (Paper form only) 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 (Action Code JED)
    (Automated ECR) 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

    Employee Work Hours Change (Temporary Basis) (Action Code HRS)

    (Automated ECR) Used to change employee work hours for a given period of time, after which the employee returns to his or her standard hours. (To change an employee's work hours permanently, please contact the Position Management department in Human Resources.)
    Reason
    Required Data

    HLB - Hrs Change/Lose  Benefits Eligibility

    HNE - Hrs Change/New Benefits Eligibility

    HRB - Hrs Change/Retain (Same) Benefits Eligibility

    Effective Date, Action, Transaction Type, Employee Hours, Date of Return to Standard Hours, Account code (if Earnings Distribution is required)


    Leave of Absence (Action Codes LOA and PLA)
    (Automated ECR) Used to change the status of an employee to "Leave of Absence." This action includes Paid Leave of Absence (Action Code PLA), Unpaid Leave of Absence (Action Code LOA), and Combination (Paid followed by Unpaid) Leave of Absence.

    NOTE: If date of Return from Leave is unknown, or if the employee's leave request was submitted prior to March 2012, a paper ECR form must be used to Return the employee from leave.

    Reason Required Data
    ADO — Adoption Leave
    CMP - Compassionate Care Leave
    EDU — Education
    FAC — Faculty Leave
    FLA — FMLA Adoption Leave
    FLE — FMLA Employee's Medical Leave
    FLF — FMLA Family Medical 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

    For Action Code LOA - Leave of Absence (Unpaid)

    Effective Date, Action, Reason, Last Date Worked, Expected Return Date

    EML - Extended Medical Leave, non-FMLA
    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
    S50 - Sabbatical, 50%
    S80 - Sabbatical, 80%
    SAB - Sabbatical, 100%
    SLM -- Sick Leave Monthly (non-FMLA)
    SLW - Sick Leave Weekly (non-FMLA)
    SWC - Worker's Compensation (paid by Department)

    For Action Code PLA - Paid Leave of Absence

    Effective Date, Reason, Last Date Worked, Expected Return Date

 

    Long-Term Disability (Action Code LTD)
    (can be used only following an unpaid or paid leave of absence)
    (Automated ECR) 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 (Action Code PLA)
    (Automated ECR - see Leave of Absence) This action is used to change the status of a permanent employee to Paid Leave of Absence.

    NOTE: If the date of Return from Leave is unknown, or if the employee's leave request was submitted prior to March 2012, a paper ECR form must be used to Return the employee from leave.

    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 (Action Code PAY)
    (Automated ECR) 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 (Action Code PRO)
    (Paper form only) 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 (Action Code REC)

    (Paper form only)

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

 

    Return from Leave (Action Code RFL)
    (Paper form only) 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 (Action Code RWB)
    (Paper form only) 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 (Action Code SWB)
    (Automated ECR) 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 (Action Code STD)
    (Automated ECR)
    Reason Required Data
    STD — Short-Term Disability with Pay Effective Date, Action, Reason, Earn Code = NPY

 

    Suspension (Action Code SUS)

    (Paper form only)

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

 

    Termination (Action Code TER)
    (Automated ECR) 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 (Action Code TWP)
    (Paper form only) 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
    Effective Date, Action, Reason, Last Date Worked

 

    Transfer (Action Code XFR)
    (Paper form only) 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., 129 Lake Street, Room 100 is entered as 61401100).
  • 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)
    • I - Term Appointed Employee
    • 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 Monthly (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 RtLeave 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

This section contains information about funding for the employee's position.

  • 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

For paper ECR forms, authorizing signatures for positions funded by restricted University budgets should be obtained from the appropriate financial office. This also applies to positions funded from more than one budgetary account. In both cases, please forward the ECR to one of the following approval areas:

  • Endowment/Restricted Gifts, Controller's Office, 129 Lake Street, Fourth Floor
  • Contracts & Grants, Office for Sponsored Programs, 36 College Road
  • Agency Accounting, Controller’s Office, 129 Lake Street Fourth Floor

Once approved by the appropriate financial office, the ECR is then forwarded to the applicable employment area.

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

For all other actions using paper forms:

  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, 129 Lake Street, Room 240
  • Non-BC Students: Human Resources Service Center, 129 Lake Street, Room 100

For automated ECRs,  upon submission (clicking the SUBMIT button), the ECR will be automatically routed for approval within PeopleSoft.