HUMAN RESOURCES
EMPLOYEE TRANSFER BETWEEN WEEKLY AND MONTHLY JOB CODES
HR STANDARD OPERATING PROCEDURE
OBJECTIVE/
PURPOSE
To provide an overview of the required HR steps to be carried out when an employee
moves between weekly and monthly job codes.
PROCEDURE
DESCRIPTION
The HR Generalist should take the following steps when an employee is to be moved
between weekly and monthly job codes:
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Determine whether a job posting is necessary; notify manager and Recruitment
as needed
Determine if there are any annual evaluations to complete; notify manager
Determine what, if any, benefits will change (see BWH Benefits Comparison for
Weekly vs. Monthly employees)
Determine appropriate new job title & job code (review job description if
available)
Determine if any changes to pay are warranted (e.g. for equity)
Choose effective date – should be on or near the first day of the month
o Monthly paychecks are issued the last week of each month for that
month’s pay; benefits are charged for the month
o Weekly paychecks are issued each Thursday for the prior week’s pay;
benefits are charged for the week
Notify HR Operations Team (email to Trieu Nguyen) of change so they can
update PeopleSoft Identification data
Notify employee of all changes, including to benefits, using Change of Status
letter template (attached); include contact information for HR and Benefits
Change job code in PeopleSoft; if department has separate BR numbers for
weekly and monthly employees, also transfer employee to appropriate
department
The following adjustments may be necessary when making a change retroactively:
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Notify Partners Benefits Retirement specialist (Frank Mihovan) of the change so
that employee will receive appropriate retirement funds
Calculate BT (and ESL if prior to 1/1/13) to add to employee bank; notify Payroll
(Rich Doane) to make change
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HUMAN RESOURCES
CHANGE OF STATUS TEMPLATE
PRINT ON DEPARTMENT LETTERHEAD
Date
Employee Name
Employee ID #
Address
Address
Dear EMPLOYEE NAME:
This letter serves as official notification of your employment status at Brigham and Women’s
Hospital (BWH) in DEPARTMENT NAME. Effective DATE the following change(s) will
occur: (Select all that apply)
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Your position title will be:
o This is a weekly/monthly paid position. Your first weekly/monthly paycheck will
be issued on DATE
Your weekly hours of work will be increased/decreased from XX/per diem to XX
Your annual salary/hourly wage will be increased/decreased from $XX.XX to $XX.XX
(MOVING TO WEEKLY)
It is important to note your benefits may change. Information on the cash balance retirement
plan, which you will be enrolled in as a weekly employee, is available at:
http://is.partners.org/hr/New_Web/bwh/bwh_benefits_cash_balance.htm
You will also be eligible for short term disability beginning January 1, 2013 (Weekly):
http://is.partners.org/hr/New_Web/bwh/2013OE/BWH%20STD%20Brochure_final.pdf
For information regarding your benefits status, please contact the Benefits Office at (617) 7268133 (for weekly), or 617-724-9357 (for monthly). If you have any further questions, please
contact your HR Consultant, CONSULTANT NAME, at PHONE NUMBER.
Regards,
Manager Name
Manager Job Title
cc: Human Resources Consultant
Employee File
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