Employee Status Forms

Starting a new status form

When starting a new status form, you will first need to provide information on 3 individuals: the initiator, the supervisor, and the employee.

• The initiator is the person who is completing the form. The initiator may also be the supervisor or the employee.
• The supervisor is the person overseeing the work indicated on the form.
• The employee is the person who the change or hire is applicable to.

Information to gather and confirm

There is information in required fields that you should gather and confirm before you start a form. Some of these include:

• Email addresses and Mac IDs – The email addresses and Mac IDs control the automatic routing process of these forms. If they are not correct, the forms will not work. Some ID numbers have two leading zeros, please be sure you are adding those when applicable. You can confirm this by having the employee check their Mac ID card or reaching out to Employment Services.
• Position Information – This includes, but not limited to information about the job title, rate of pay, hours worked, and start/effective date.
• FOAPAL & Job Number – Your supervisor or senior leader should provide you with this information. However, Employment Services is able to assist as needed.
• Pay Schedule Information – This includes, but not limited to information on FLSA status (Exempt/Salaried or Non-Exempt/Hourly), next paid date information (review the payroll calendar), and total number of payments.

Resources

January Thaw PowerPoint Presentation

Change to a Current Employee Status Form – Detailed Instructions

Departure Status Form – Detailed Instructions

Short-Term and One-Time Payments Status Form – Detailed Instructions

Temporary or Casual New Hire Status Form – Detailed Instructions

 

When should I use this Form?

You should use the Departure Status Form when one of your employees is leaving their role with Macalester.  This form applies to employees leaving regular ongoing roles or temporary/casual employment.

What information will I need?

You will need to include your employee’s full name and Mac ID number, as well as your employee’s last work date.  You will also need the basic information related to your employee’s position, such as job title and why they are leaving employment with Macalester.

What happens next?

You will need to send Employment Services any relevant documentation, such as a resignation letter or retirement notice.  Once Employment Services has received these documents, we will process the departure. Part of that process includes applying any additional payments, such as a vacation payout, to your employees final paycheck.  Please also review the Manager’s Toolkit for Departing Employees, and direct your employee to review the Departing Employee Resources webpage.  Please note, your employee will lose access to their Macalester accounts after their last working day.

 

Departure Status Form (e-Form)

When should I use this Form?

You should use the Temporary New Hire or Casual New Hire Form for any new employees who do not go through the traditional recruiting process. This will generally include employees working less 6 months or with inconsistent working hours who are not already active employees. Some positions include: seasonal coaches, studio instructors, and leave of absence coverage.

What information will I need?

You will first want to start by providing the job description to Randi Hartman (Compensation & Benefits Manager) so that an compensation evaluation is completed. Once the evaluation is completed, Randi will provide you with the rate of pay for the temporary/casual hire.

You will also need to include basic information about the position, such as job title, department, expected hours, job number, and FOAPAL.  If you are unsure of the FOAPAL or job number, please reach out to the Human Resources department.

After everyone has signed the form, you will also need to upload the individual’s resume and job description before Human Resources can take action. Additional approvals will be required for positions in Academic Affairs.

What happens next?

Once you have provided all of the required information Employment Services will reach out to you to talk through the rest of the process. We will then also reach out to the candidate to initiate a background check, followed by the onboarding. This whole process can take up to two weeks, so please plan in advance of when you need this person in the role.

Please also review the Hiring Manager Onboarding Checklist to ensure your temporary or casual employee feels welcomed and ready to start their role.

 

Temporary or Casual New Hire Status Form (e-Form)

When should I use this Form?

You should use the Short-Term and One-Time Payments Status Form when a current Macalester employee will receive additional compensation. This may be for interim duties, workshops, overload responsibilities, or any other planned compensation for work outside of their normal job duties.  This may also include seasonal employees returning to their positions such as assistant athletic coaches, studio instructors, or event support staff.

What information will I need?

You will need to include basic information about the position, such as job title, department, rate of pay, expected hours, and FOAPAL. Additional approvals will be required for positions in Academic Affairs or grant-funded positions.

What happens next?

Once Employment Services has received the form, we will review it and reach out with any clarifying questions. Your employee can expect to receive payment per the details provided on the form.

 

Short-Term and One-Time Payments Status Form (e-Form)

When should I use this Form?

You should use the Change to a Current Employee Status Form when there is a change to your employees primary role. This may include a job title change, supervisor change, new rate of pay, change to FTE, or promotion.

What information will I need?

You will need to include basic information relating to the new status, such as, their new job title or their new rate of pay. You will also need to provide us with the date that these changes go into effect. Additional approvals will be required for positions in Academic Affairs.

What happens next?

Once Employment Services has received the form, we will review it and reach out with any clarifying questions.  Depending on the type of change, Employment Services may be in further contact with you and your employee regarding an updated job description or payroll & benefit implications.

 

Change to a Current Employee Status Form (e-Form)