Contract of Employment

Change Form

You should download this form and save it on your computer before completing it.

Details of Affected Employee

Surname:	Click to enter text	Forename/s:	Click to enter text
Department:	Click to Select	Personal Reference No:	Click to enter number

Details of Contractual Change

Reason for change	Justification	End date
Extension to fixed term contract:	Please Select …	Select Date …

Reason for change	Current hours per week	New hours per week	Date effective
Contracted hours: (also complete work pattern)	Click to enter hrs	Click to enter hrs	Select Date …

Reason for change	HERA roll number	Band	Scale point	Date effective
Regrade (HERA):	Click to enter number	Click to enter Band	Click to enter SCP	Select Date …

Reason for change	Value	Date effective	End date
Responsibility allowance:	£Click to enter amount	Select Date …	Select Date …
Market supplement:	£Click to enter amount	Select Date …	Select Date …
Other payment: (see below)	£Click to enter amount	Select Date …	Select Date …
Please provide any additional information for contractual change below, including reason for ‘other payment’ section
Click to enter text

Details of Funding Approval – do not leave blank

Unit 4 funding code Required:	Click to enter number
Funding approval number Required:	Click to enter number

Details of Structural Change

Change	From	To	Date effective
Job title:	Click to enter former job title	Click to enter new job title	Select Date …
Service area:	Click to Select	Click to Select	Select Date …

Name of employee’s manager:	Click to enter text
Does affected employee manage staff?	Click to Select

Names of employee’s subordinate staff:
Insert Staff Name …	Insert Staff Name …
Insert Staff Name …	Insert Staff Name …
Insert Staff Name …	Insert Staff Name …
Insert Staff Name …	Insert Staff Name …
Insert Staff Name …	Insert Staff Name …

Details of Work Pattern

See next page …

Details of Work Pattern

Week One
Monday	Click to select hours of work	Click to select minutes of work
Tuesday	Click to select hours of work	Click to select minutes of work
Wednesday	Click to select hours of work	Click to select minutes of work
Thursday	Click to select hours of work	Click to select minutes of work
Friday	Click to select hours of work	Click to select minutes of work
Saturday	Click to select hours of work	Click to select minutes of work
Sunday	Click to select hours of work	Click to select minutes of work

Week Two
Monday	Click to select hours of work	Click to select minutes of work
Tuesday	Click to select hours of work	Click to select minutes of work
Wednesday	Click to select hours of work	Click to select minutes of work
Thursday	Click to select hours of work	Click to select minutes of work
Friday	Click to select hours of work	Click to select minutes of work
Saturday	Click to select hours of work	Click to select minutes of work
Sunday	Click to select hours of work	Click to select minutes of work

Manager Confirmation

Print Name:	Click to enter text	Date Signed:	Select Date …
Signed:
Sign the form by either typing your name or uploading a JPEG image of your signature. Save the form and send it by email to People & Culture.

People and Culture Confirmation

Actioned by:	Click to enter name	Date Signed:	Select Date …
Contract updated:	Click to Select
Date updated contract sent:	Select Date …

Guidance on Completing this Form

Personal Reference Number Each member of staff is assigned a reference number within iTrent that allows the system to identify you. When a member of staff leaves employment and then returns, the personal reference number remains the same. This can be found under the Employment tab, in current job details within People Manager. Extension to Fixed Term Contract If a contract is extended, use this field to provide the date the contract is extended to, the reasons for the extension and if any other details have changed, such as contracted hours. The funding approval must be provided in the Details of Funding Approval section. Contracted Hours If contracted hours are changing, use these fields to provide the current and new hours. For those with notional hours, the full-time hours used is 38. The funding approval must be provided in the Details of Funding Approval section. HERA This field must be completed where there has been a successful HERA review. You should include the HERA roll number. The funding approval must be provided in the Details of Funding Approval section. Responsibility Allowance Responsibility allowances are temporary extra payments for undertaking additional duties and responsibilities for a finite period of time. Only those that have been approved via the Responsibility Allowance Policy https://www.essex.ac.uk/-/media/documents/directories/human-resources/responsibility-allowance-policy-and-procedure.pdf will be actioned. The funding approval must be provided in the Details of Funding Approval section. Market Supplement Market supplements will be equated to an annual cash amount, normally paid equally over twelve months through the payroll, and will be identified separately from basic salary in all documentation and records, including pay slips. Only those that have been approved via the Market Supplement Policy https://www.essex.ac.uk/-/media/documents/directories/human-resources/market-supplement-policy.pdf will be actioned. The funding approval must be provided in the Details of Funding Approval section. Other Payment If payment is being made of another reason, use these fields to provide the new details and provide further information in the text box. The funding approval must be provided in the Details of Funding Approval section. Unit 4 Funding Code & Funding Approval Number The full 11-digit funding code (made up of a 4 digit account code followed by the 7 digit cost code) must be provided along with the funding approval number. Attach the funding confirmation to the change form and insert the funding approval number into the allocated field. Name of Manager If the manager changes for an individual, use this field to provide the information. People and Culture will ensure any people processes are directed to the correct Reporting Manager on iTrent. Managing Staff If the person has responsibility for staff, use the fields to provide the names of all direct reports. People and Culture will ensure any people processes are directed to the correct Reporting Manager on iTrent. Working Pattern If the individual is changing their working pattern, use these fields to provide the days and hours an employee works each day. Working patterns can also accommodate rotational patterns, shifts or compressed hours. What is NOT Covered by this Form? Where an existing staff member is starting in a new role, including a secondment, the online appointment form, which can be found here (Introducing OnBase | University of Essex), should be used. Changes to personal details, such as address or next of kin, should be updated directly in HR Organiser which can be accessed via ESS - Login (essex.ac.uk) . Changes to bank details should be submitted via the bank account change form, which can be accessed via Payroll information for employees | University of Essex. When completed, email to the Employee Reward Team. If you have any queries regarding this form, please contact People and Culture.