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Fill in a Valid Employee Status Change Form

The Employee Status Change form is a crucial document used by organizations to officially record changes in an employee's status. This can include promotions, transfers, or any adjustments to employment terms. Properly completing this form ensures that all personnel records remain accurate and up-to-date.

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Fill in a Valid Employee Status Change Form

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Document Sample

Employee Status Change Form

Employee Name: ___________________________________________________ Social Security #: __________________________________

Address: ______________________________________________________________________________________________________________

DT #: ___________ Location Name: _________________________________ Position: ____________________________________________

Effective Date: ______/______/______		Date of Birth: ______/______/______ E-mail: ________________________________________

Employee Status
Type of Change:	New Hire		Rehire	Employee Status Change
Regular Full Time	(30 hours or more)		Hours per week: _________
Regular Part Time	(29 hours or less)		Hours per week: _________
Temporary	(Less than 6 months)		Hours per week: _________
On Call	(As Needed)

Salary Establishment/Change
Type of Change:		New Hire		Merit Increase		Promotion		Cost of Living		Other _______________________
New Pay Rate:	$__________________			per hour		Bi-weekly salary amount			Annual Salary $______________________
				(Non-Exempt)		(Exempt)			(If Exempt)
IF SCHOOL EMPLOYEE: ( If contracted teacher, please attach a copy of the contract)
# of Pays: _____________		First Check Date: ______/______/______						Final Check Date: ______/______/______


Status Change
Location Change (Transfer)				From_______________________________ To ________________________________
Position Change				From_______________________________ To ________________________________
Leave of Absence				From_______________________________ To ________________________________
Other				_______________________________________________________________________

Termination of Employment
Last Working Day: ______/______/______
Eligible for rehire?	Yes	No (if no, list reason) _______________________________________________________________
Select ONE reason for separation:
Voluntary:
Dissatisfied w/ job or company			Retirement		School		No Call/No Show			Better job/pay/benefits/hours
Medical-self or family			Relocating		Family issues		Other________________________________________________
Involuntary:
Poor performance				Gross Misconduct			Contract Ended			Unqualified for job
Violation of company policy/procedure				Unprofessional conduct			Other________________________________________________

Remarks:______________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________

Parish/School/Agency Signature:______________________________________________________________ Date:_______________________

Document Information

Fact Name	Description
Purpose	The Employee Status Change form is used to document changes in an employee's status, such as promotions, demotions, or terminations.
Required Information	This form typically requires details such as the employee's name, position, department, and the nature of the change.
Submission Process	Employees or supervisors must submit the form to the HR department for processing.
State-Specific Forms	Some states may have specific requirements or forms that align with local labor laws.
Governing Laws	In California, for example, the form must comply with the California Labor Code regarding employee rights and status changes.
Record Keeping	Employers are required to keep a record of all status changes for a specified period, often for compliance purposes.
Impact on Benefits	Changes in employee status can affect benefits eligibility, such as health insurance and retirement plans.
Notification	Employees should be notified of the changes and any implications they may have on their employment or benefits.

Employee Status Change - Usage Guidelines

Completing the Employee Status Change form is a crucial step in ensuring that all personnel records are up-to-date. After filling out the form, it will be submitted to the HR department for processing. Accurate information is essential to avoid any delays in the transition.

Begin by entering the employee's full name in the designated field.
Provide the employee's identification number or employee ID.
Select the current status of the employee from the dropdown menu. Options may include full-time, part-time, or temporary.
Indicate the new status the employee will be transitioning to, if applicable.
Fill in the effective date of the status change. Ensure this date is accurate to prevent any administrative errors.
Include any relevant comments or notes that may assist HR in processing the change.
Review all information for accuracy before submitting the form.
Sign and date the form to verify that all information is correct.
Submit the completed form to the HR department either electronically or in person, as per your organization's protocol.

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Dos and Don'ts

When filling out the Employee Status Change form, there are important dos and don'ts to keep in mind to ensure accuracy and compliance.

Do double-check your personal information for accuracy.
Do clearly indicate the reason for the status change.
Do sign and date the form before submission.
Do keep a copy of the completed form for your records.
Do submit the form to the appropriate HR representative promptly.

Don't leave any sections blank unless instructed.
Don't use abbreviations or unclear language.
Don't forget to notify your supervisor of the change.
Don't submit the form without reviewing it for errors.
Don't delay in submitting the form if a change is imminent.

Common mistakes

Incomplete Information: Many individuals fail to provide all required details. Missing fields can delay processing and create confusion.
Incorrect Dates: Entering the wrong dates for changes, such as employment start or end dates, can lead to payroll errors and affect benefits eligibility.
Not Updating Job Titles: When employees change roles, they often forget to update their job titles on the form. This oversight can lead to discrepancies in records and responsibilities.
Neglecting to Sign: Failing to sign the form is a common mistake. Without a signature, the form may be considered invalid, causing delays in processing.

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