ACT (Appoint, Change, Terminate) documents are used to make official changes to employee assignments and records.
Document types are broad categories of tasks to be performed. Document reasons are used to specify the need for the transaction.
IN THIS ARTICLE
Hire Documents
The ACT Hire document type is used for hiring new employees or adding additional employment assignments to existing employees.
| When You Are... | Document Reason |
|---|---|
| Hiring someone with no previous person/employee record or a one-time requisition pay employee (Status 99) | New Hire |
| Hiring someone with an existing employee/person id, or a retiree | Rehire |
| Hiring a new trainee who has never been affiliated with UAB in an active trainee or employee status | New Trainee Award |
| Enlisting a new volunteer | Create Volunteer |
| Creating an assignment for an existing UAB employee or trainee in addition to their regular primary assignment duties | Additional Assignment |
Budget Documents
The ACT Budget document type is used for creating salary or merit increases.
| When You Are... | Document Reason |
|---|---|
| Processing salary increases during the annual budget period | Budget |
Changes
Change Documents
The ACT Change document type is used to update existing job assignment, salary, and position information.
| When You Are... | Document Reason |
|---|---|
| Changing the employment category on an existing assignment where the employee remains in the same position and job. | Change of Assignment Category |
| Ending a person's additional assignment with your unit | End Assignment |
| When Compensation has identified a salary inequity and approves an increase for an employee | Equity Increase |
| Processing salary increases based upon performance or achievement - other than end of the fiscal year | Merit Increase |
| Processing a probationary increase after the employee's initial six (6) months | Probationary Increase |
| Hiring an employee into a job classification that is a higher pay grade than their current job classification within the same department | Promotion Same Department |
| Changing an employee's job title in the same position number within the same department | Reclassification |
| Processing a payroll fluctuation, but no assignment related changes are necessary | Salary Schedule Adjustment |
| Hiring an employee (same grade) transfer to a different department | Transfer Lateral/Different Dept |
| Processing a lateral (same grade) transfer within the same department | Transfer Lateral/Same Dept |
| Processing a transfer with an assignment promotion | Transfer with Promotion |
Costing Change Documents
The ACT Costing Change document type is used to update accounts or labor distributions or to update the labor distribution percentages for an account an employee's salary is charged to.
| When You Are... | Document Reason |
|---|---|
| Processing a change in account or labor distribution percentage for an assignment, with no other changes. | Funding Source Change |
Data Change Documents
The ACT Data Change document type is used to create, add, or correct certain parts of an employee's personnel record.
| When You Are... | Document Reason |
|---|---|
| Creating, inserting, or correcting an employee's personnel record, to include: name, address, phone, schools/colleges, assignment location, timecard distribution (Hospital only), timekeeping method and organization, and/or the assignment FTE within the same employment category. | Data Change |
Elements Documents
The ACT Element document type is used for creating or stopping element entries used for special payments outside of the employee's regular scheduled payments.
| When You Are... | Document Reason |
|---|---|
| Adding a new payment on an active exempt (monthly) employee for work performed outside of or in addition to their usual/required job duties, or for special payments, programs, and awards. These payments have an expected end date. | Nonrecurring Element |
| Stopping a scheduled nonrecurring element payment | Nonrecurring Element |
| Adding a new funding distribution for Average Flat Rate charges on Post Doc Trainees (20). | Recurring |
Leaves Documents
The ACT Leave document type is used for placing an employee on or ending an employee's leave status.
| When You Are... | Document Reason |
|---|---|
| Processing a leave of absence or return from leave status for an employee. | See Leave of Absence Resources for Managers |
Termination Documents
The ACT Termination document type is used for ending an employee's personnel record with the University.
| When You Are... | Document Reason |
|---|---|
| Ending a trainee assignment within your unit | End a Trainee |
| Ending a volunteer assignment for your unit | End a Volunteer |
| Ending an employee's primary assignment and all other assignments held by the employee | Terminate Employee |