EPA Non-Faculty Salary/FTE Change Standard Order (All Employees)

The EPAWeb Salary/FTE action is used to modify or correct an employee's base salary, supplement salary rate, and/or full-time equivalency (FTE). The action also permits changes to the budget accounts (salary sources) to which the individual's salary and benefits are charged.

• If you need to accomplish a change to the salary sources only, you should use the EPAWeb Salary Distribution action.
• If an employee's status is changing from temporary to permanent and includes changes to salary and FTE, this should not be treated as a Salary/FTE Change action only but instead processed as an EPAWeb Job Change action. The EEO Office should be consulted to assure compliance with relevant University EEO requirements.

The following are specific documentation requirements for EPAWeb Salary/FTE change actions. Your School/Division administrative approval chain may have additional documentation requirements beyond what is required by EPA Non-Faculty Human Resources.  Consult your Dean/Division HR staff if you have specific questions regarding any such additional requirements.

Notification Letter for FTE Changes and/or Salary Reductions

Whenever a permanent employee's FTE changes (up or down) or salary is reduced, a letter must be prepared and provided to the employee specifying the changed FTE and the new annual salary per the FTE. This letter is signed by the authorizing University official, usually a Department/Center Head or Dean/Division office official. Letter templates for these situations have been approved by the Office of Human Resources and University Counsel's Office as follows:

• For FTE changes and/or salary reductions where the new FTE is .50 or greater, click here.
• For FTE changes and/or salary reductions where the new FTE is .49 FTE or less, click here.

This letter, once acknowledged by the employee by signature, should be attached to the EPAWeb action. There is no required letter template for FTE and/or salary changes for EPA non-faculty temporary or student employees. But it is recommended that departments communicate such changes in writing to the affected employees and maintain a copy of this corresponence in the employee's departmental personnel file.

Notice Requirements to Employees for FTE Changes or Salary Reductions

If the reason for a reduction in FTE or salary is loss of funding and the employee's  "at-will" or term appointment includes a valid contingency clause that was communicated in writing, no advance notice is required but unless unfeasible, a minimum 30-day written notice is suggested.

Absent a loss of funding and a valid contingency clause, "at-will" employees in their 1st year of service require a 30 day written notice of such changes and "at-will" employees in their 2nd or greater year of service require a 90-day written notice. If you are contemplating decreasing the salary or changing up or down the FTE of any term appointment employee prior to term end absent a funding contingency provision and a loss of funding, please consult with EPA Non-Faculty Human Resources prior to implementing or communicating any proposed change.

FTE Changes Below .50 FTE That Trigger a Leave Payout

For permanent employees whose FTE is being changed to fall below the .50 FTE level, a payout of accrued leave is also required in accordance with normal leave payout policies as the employee will no longer be in leave earning status and therefore not eligible to retain leave balances. The leave payout will be accomplished using a lump sum payment action following completion of the salary/fte change action. The lump sum payment action must have attached documentation which supports the ending leave balances to be paid and the prior salary/fte change action should be referenced in comments. The supporting leave documentation is typically a printout from the University's TIM System. In these situations, the departments must calculate the leave payout amount which is the basis for the lump sum payment amount. For assistance in calculating any leave payout, contact EPA Non-Faculty Human Resources.

Out-of-Cycle Salary Increase Request and Notification Letter

When a salary change is being submitted outside the EPA Annual Raise Process (ARP) this is considered an Out-of-Cycle Salary increase.  For detailed information and requirements to process such increases, please refer to the Out-of-Cycle Salary Increase Requests for EPA Non-Faculty procedure. All of the forms referenced in this procedure must be attached to the EPAWeb action and when BOT and/or BOG approval is required, the originals must also be forwarded to EPA Non-Faculty Human Resources in hardcopy within the specified submission deadline dates to meet Board submission requirements of the Office of the Chancellor.

Once notified of formal approval by EPA Non-Faculty Human Resources, out-of-cycle salary increases should be communicated to the employee by an authorized Department or School/Division official in writing. A letter template for this purpose has been developed by the Office of Human Resources and is available by clicking here. A copy of this letter should be maintained in the departmental personnel file but does not need to be attached to the EPAWeb salary/fte change action.

• The effective date of the action should match the effective date of the increase. If BOT and/or BOG approval is required, the effective date must be on or after the earliest effective date reflected in the EPA Out-of-Cycle Salary Request Submission Deadlines.
• If the Change to FTE is indefinite and the EPAWeb system rejects the action when there is a blank field for the "Scheduled End Date" -- insert a dash in this field.
• Whenever possible, the FTE Change action should be submitted one to two weeks prior to the effective date to ensure adequate time for review and approval at each level.