1. Governing Regulations
These procedures are governed by System Policy 31.01 Compensation, TAMFS Rule 31.01.08.F1 Merit Salary Increases and Administrative Procedure 01.03 Director’s Delegations – Human Resources Administration.
2. Definitions
Texas A&M Forest Service (TAMFS) routinely processes personnel actions including the following:
- Personnel Actions – hire, rehire, promotion, pay increase, transfer in/out, demotion, termination, retirement, name change or leave without pay.
- Position Actions – change effective dates, change title, change adloc or funding source; establish or eliminate position.
3. Procedures
3.1 To initiate a personnel action, a Form 500 Personnel/Budget Action (Form 500) is prepared. Refer to separate Form 500 Preparation Instructions.
3.2 The completed Form 500 is approved and supported by requisite documentation, as indicated below on the matrix of Required Approvals and Documents prior to the action’s being initiated.
3.3 The Form 500 is submitted to the division budgeting coordinator for review and verification that the source accounts and budget data are correct. The approved Form 500 is forwarded to Employee Services (ES).
3.4 ES attaches a routing slip to the Form 500 to ensure requisite reviews and approvals occur. The AgriLife Human Resources (HR) Manager verifies that all approval and documentation requirements are met and that all Human Resources policies, regulations, rules and procedures are adhered to. The Form 500 is routed to the Director for approval if necessary.
3.5 The Form 500 is returned to ES. ES staff makes a copy for its files and forwards the original Form 500 and documentation to the payroll office.
3.6 The payroll office reviews the Form 500 to verify proper completion for the requested action and then enters the Form 500 information into the Budget/Payroll/Personnel System (BPP). The payroll office retains the original Form 500 and the original BPP-generated Form 500 in the employee’s payroll file. A copy of the BPP-generated Form 500 is provided to ES for the employee’s personnel file. An e-mail notification is sent to the division budgeting coordinator and to the preparer.
| Action | Required Approvals 1 | Required Supporting Documents and Actions |
|---|---|---|
| Adloc Change | Timekeeper or Leave Administrator | Email request accepted in lieu of Form 500 |
| Alternate Work Location | Director |
|
| Disciplinary Action Personal Conference | Department Head | Personal conference letter |
| Disciplinary Action Written Reprimand | Associate Director | Written reprimand letter |
| Disciplinary Action 2nd Written Reprimand | Associate Director |
|
| Employee Name Change | Employee |
|
| Employee Transfer Same Location | Associate Director | Division Budgeting Coordinator Review |
| Employee Transfer Different Location |
|
Division Budgeting Coordinator Review |
| Established New Position |
|
|
| Leave Without Pay |
|
|
| New Higher Budgeted |
|
|
| New Hire Seasonal or Student Worker | Department Head | Division Budgeting Coordinator Review |
| Pay Raise |
|
|
| Pay Source Change Budgeted | Department Head | Division Budgeting Coordinator Review |
| Pay Source Change Seasonal or Student Worker | Department Head |
|
| Position Percent Effort Change | Director |
|
| Position Elimination |
|
Division Budgeting Coordinator Review |
| Promotion |
|
Division Budgeting Coordinator Review |
| Suspension | Associate Director | Letter of suspension |
| Termination Budgeted Voluntary |
|
|
| Termination Budgeted Involuntary | Associate Director |
|
| Termination Seasonal |
|
Employee Out Processing Checklist |
| Termination Student Worker | Supervisor | Employee Out Processing Checklist |
| Title Change | Associate Director | Approved Position Description |
1Any action involving an Associate Director must have Director’s approval.