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Internal Promotion and Transfer of Non-Faculty Employees

The internal promotion and transfer of an employee is the process by which qualified internal candidates may be promoted or transferred to fill a vacancy without an advertisement or posting. This process may also be used for demotion of an employee. The changes finalized by Internal Promotion and Transfer (IPT) may be effective no earlier than the date on which it is approved. To promote or transfer an employee in Workday will involve the initiation of the Change Job business process. IPTs shouldn't be used to fill most vacancies. They should be used when you have an employee who is so uniquely qualified that you aren't likely to find a more qualified candidate if you posted the position.

University Rule 31.01.01.M7: Employee Compensation Administration defines promotion and transfer and provides further guidance on pay administration.

Promotion
A change in employee status is considered a promotion when an employee moves from his or her current budgeted position to a budgeted positon with a different PIN as a result of the hiring process or through approved internal promotion, and the position requires higher qualifications (such as greater skill or more education or experience or involving a higher level of responsibility), a higher rate of pay and usually a different title.
Transfer
A change in employee status is considered a transfer when an employee moves from his or her current budgeted position to a budgeted position with a different PIN as a result of the hiring process or through approved internal transfer and the move does not meet the definition of a promotion. Transfers include lateral transfers and voluntary moves to lower positions.
Demotion
A change in employee status is considered a demotion when an employee moves from his or her current budgeted position to a budgeted position with a different PIN and the position requires a lower pay range, a title of lower status, and perhaps requires less education, experience or responsibility. The Employee Relations department must be contacted for review of the demotion before processing in Workday.
  • The promotion, transfer or demotion of qualified internal candidates is governed by Standard Administrative Procedure (SAP) 31.01.01.M7.03: Internal Promotions and Transfers of Non-Faculty Employees. General conditions of the SAP, among others, state that:
    • Vice Presidents have the authority to approve an internal promotion or transfer of a budgeted employee to a vacant budgeted position within their division, in lieu of posting a notice of vacancy.
    • The Provost and Executive Vice President serves as the approver for academic units and others within the authority of the Provost that do not have a Vice President. The President serves as the approver for units reporting directly to the President that do not have a Vice President, and for promotions and transfers of employees across divisions.
    • Any pay change being made in conjunction with a promotion or transfer cannot be made effective prior to the first day of the pay period in which the promotion or transfer request received final approval.
  • Employee must be currently employed by Texas A&M University in a budgeted position.
  • Employee must have education and experience and other qualifications that meet or exceed the minimum required qualifications as documented on the position description.
  • Employee must have been employed in their present position for at least three months. An exception to the three-month requirement may be approved by the President or designee.
  • Employee being proposed for promotion must also have a satisfactory record of performance.
  • Departments seeking approval to promote or transfer an employee to a vacant budgeted position will submit the Change Job business process in Workday, and copy and paste the materials from the Internal Promotion and Transfer Comment template to create a record of compliance with eligibility requirements. If the department is demoting an employee, the department will need to consult with Employee Relations prior to processing the Change Job in workday
  • Other documents required include a resume, Criminal Background Check Request Form, and if applicable, a Verification of Degree(s) and/or Licensure Release Form.
  • The Classification and Compensation Office will review the request for Texas A&M staff employees and Texas A&M Health Human Resources will review the request for Texas A&M Health staff employees, including proposed salary, as well as, perform applicable credential verification. Recruitment and Workforce Planning will perform the criminal background check.
  • Once the HR review is complete and logged in Workday comments, the request will forward to the appropriate vice president for final review and approval in Workday.

Workday requires the effective date be entered at the start of this process, but per state regulations, any change in a state employee's pay may only be made effective retroactively to the start of the pay period in which final approval has been obtained. Due to the time it may take to reach final approval it is highly recommended to select a future date when processing an internal promotion, transfer or demotion. To avoid payroll issues, review the new salary specifications to ensure the change will not place the employee in two different pay groups (biweekly to monthly) at the same time when going from an hourly paid position to monthly paid. The effective date should be at the beginning of the biweekly pay period in which it is approved. This will allow the employee to complete their biweekly term before moving to their monthly designation.