An employee status change form, or also often referred to as the employee change request (ECR) form, is a document completed by authorized representatives of companies to make changes for payroll actions of all employee. This form includes leave of absence, hours change, pay rate change, long term disability, short term disability with pay, faculty promotion/transfer, etc.
Employee Status Change Form Instructions
As mentioned on the paragraphs above, the employee status change request details the employee’s position and employment information, and is used to update any changes to that information. The form is used for employees in order to change position or employment information, such as promotion, transfer, leave of absence, reclassification, termination, and salary adjustments.
This form is not used for just any changes in the company. The following functions are the cases of changes that does not require this form.
- 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.
To get a duplicate of a change form, you should ask your company’s salary administration department. They will then hand you a print of current copy of the change form.
How To Use The Form
If you are using the paper version of a change form,make sure you check all information carefully, sign and date the form, and make a copy for your records. When you’re done, forward the completed change form for approval to one of the budget department.Additionally, keep in mind to complete the accrued vacation days, sick days and personal days in the “Comments Section” of the form.
If you are a department representative, you may complete the change form online and it will be automatically routed for approval.
When you’re using a paper version, make sure to complete the form by indicating only the changes you are making with blue ink below the current data as printed on the form. However, if you’re using the automated form, have the information indicated below.
ADP Employee Status Change Form
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Download Employee Status Change Form Word Format
Employee Change of Status Form Insurance
Notice to Employee as to Change in Relationship
Standard Employee Status Change Form
Components of The Form
Section I is the first section of the form, therefore it should be placed on the top section. It conveys current data which stored in the human resources system. Information written in this top section is not allowed be changed.
In the second section, the data that must be completed includes the effective date, action and action reason fields must always be completed.
- Effective Date
The effective date shows the of date when the employment or position change may apply.
- Action & Reason
The action and reason fields convey the type of update being made to the employee’s position and employment information.
The tables below outline the actions available on the form, along with the corresponding reasons and data, is required to complete each transaction. In the automated version of this form, these fields may be manually selected from a list or automatically populated by the system.
A change in employment status means moving from one benefit eligibility category to another. This usually involves a change from ineligibility to eligibility or part-time to full-time employment.
Depending on the type of change, employment status changes cause a new 30-day window to open during which conditional changes to benefit plans may be made. The 30-day window begins with the effective date of the change.
Employees are advised to contact a benefit consultant as soon as possible for instructions about making changes before authorized representatives of companies complete the employee status change form.