PBSci Personnel/Payroll
5th Floor Physical Sciences Building
Mail Stop: PB Sci. Pers/Pay Res. Acctg.
Fax: 831-459-5599

Divisional Process

All employees' job descriptions should be current and accurate. If there have been substantial changes in duties and/or responsibilities, a new job description should be written and forwarded to the Business Office. If you are uncertain if the changes are substantial, you may discuss the changes with your Personnel/Payroll Representative. The Division has established a format for job descriptions, has suggestions for qualifications and offers helpful information on job description development. For general information on job specifications and classifications see UCI Classification Series Concepts.

Supervisors need to submit:

• a written request for review,
• both the old and new job description for the employee and
• both the old and new organization chart. If there has been no change to the unit's structure, only the current organization chart is needed.

Please remember that the new job description should be signed and dated by both the employee and the supervisor prior to sending to the Business Office.

Once received, the Business Office will review the job description and perhaps suggest changes or revisions. Once finalized, the job description will either be filed as an update only, or if changes are sufficient, an Employee Action Request will be prepared and it, along with the job description and organization chart, will be forwarded to the campus Staff Human Resources Office for classification review.

Formal review has an approximate 90-day timeline from the date that the request is received by the Staff Human Resources Office. In some cases, the employee and or the supervisor might be called for clarification of responsibilities, or a formal meeting (audit) might be suggested. In the case of an audit, the Division offers audit preparation notes for both employees and supervisors.

• Depending on how many requests for classification reviews the SHR Analyst has received before yours, it may take approximately one to two months after a position is submitted FORMALLY to the Staff Human Resources Analyst before an audit is scheduled with the employee and supervisor.
• Based on the information received in the audit, an analysis is conducted and a decision is made on the appropriate classification level. If the changes to the position clearly warrant classification at a higher level, the analyst will make the decision independently. With certain positions, the analyst will present the analysis and findings to a classification committee composed of all Staff Human Resources analysts (and sometimes additional staff who are familiar with specific positions, i.e. technical, academic department, etc.) where discussion takes place and a decision is reached on the appropriate classification level.
• Once the classification decision has been made (whether by the committee or by the analyst independently) the Staff HR Analyst notifies the Service Center representative who informs the supervisor; normally, the supervisor communicates the decision to the employee.
• There are no written justifications provided to employees concerning the decision. Should an employee and/or supervisor wish to discuss the decision, the analyst will meet with them to provide a more detailed explanation.
• Any changes to compensation or classification will normally be made effective retroactive to the first of the month after the Business Office was made aware of the revised responsibilities (e.g. updated job description, or draft, is received.
• Depending on the timing of the decision, should there be retroactive salary owed, an employee can expect to receive it within 4-6 weeks. As soon as the Service Center receives the paperwork, your Payroll/Personnel representative can provide an actual date a check can be expected.