Promotions and Transfers

Promote an Administrative Officer or Support Staff Member

Columbia University's policy is to ensure opportunity for internal mobility consistent with the University's commitment to equal employment opportunity and affirmative action. Promotions may result from an upward reclassification of an existing position or from an employee applying for, and becoming the successful applicant for, a new position posted either internally or on the Jobs @ Columbia website. Contact your Human Resources Client Manager or the CUMC HR Office with specific questions.

Reference the Managing Staff Promotions and Lateral Transfers Policy for additional information.

Process

Obtain your Client Manager or CUMC HR approval either on the reclassification of the position or the selection of the employee as the Selectee for a posted position.

  1. Generate an Active PAF for the employee from the Employee Personal Information page in the Manager Self-Service section of the People @ Columbia system. For information on how to print PAFs, access the MSS guide
  2. Enter the Action / Reason codes and effective date at the top of the PAF (see the chart below)
  3. In the appropriate sections of the PAF, draw / type a single line through information that needs to be changed and print/type the new information in the updated fields. Verify that the form is complete, sign it, attach the appropriate documentation and route it to the appropriate office for approval, along with the required supporting paperwork for the transaction

Reference the “How to Complete a PAF” job aid for information on field entry.

Action/Reason Codes (Administrative Officer/Support Staff Promotions)

Below are the applicable action / reason codes for a Promotion.  Enter these on the top of the PAF form to indicate the purpose for the submission.

Action CodeReason CodeReasonDescriptions
PROORPObtained Regular PositionThis reason is used to promote a person from a Casual to a regular position.
PROPROPromotionThis reason is used for promotions within a department. Both position and pay should be changed with this once action. (When a promotion takes place across departments, XFR PRO should be used)
POSJRCJob ReclassificationThis reason is used when a position is reclassified.
XFRPROTransfer PromotionThis is a transfer across departments.

Click here for or a complete listing of Action / Reason codes.

Transfer a Faculty or Staff Member

Columbia University’s policy is to ensure opportunity for internal mobility consistent with the University’s commitment to equal employment opportunity and affirmative action. A Transfer is used when an individual has resigned from one department and has accepted a position in another department in the University, with no break in service.

Reference the Managing Staff Promotions and Lateral Transfers Policy for additional information for Administrative employees.  For academic personnel, contact the Provost’s Office (Morningside campus) or the Office of Faculty Affairs (CUMC) for guidance when academic personnel are transferring between departments.

Process

Obtain your Client Manager or CUMC HR approval either on the reclassification of the position or the selection of the employee as the Selectee for a posted position.

  1. Generate an Active PAF for the employee from the Employee Personal Information page in the Manager Self-Service section of the People @ Columbia system. For information on how to print PAFs, access the MSS guide
  2. Enter the Action / Reason codes and effective date at the top of the PAF (see the chart below)
  3. In the appropriate sections of the PAF, draw/type a single line through information that needs to be changed and print/type the new information in the updated fields. Verify that the form is complete, sign it, attach the appropriate documentation and route it to the appropriate office for approval, along with the required supporting paperwork for the transaction

Key Points for Transfers:

  • The department that the employee is transferring from prints an Active PAF for the employee and forwards it to the departmental approver for sign-off, along with the employee's resignation letter and a Balance Memo detailing the employee’s vacation, sick, and personal-day balances.  This is known as a “Transfer PAF”
  • The final approver for the department that the employee is transferring from sends the PAF and the Balance Memo to the department that the employee is transferring to
  • The department that the employee is transferring to updates the information on the Transfer PAF to be in accord with the employee’s new position, signs the form, attaches the appropriate documentation and sends it to the departmental approver for sign off
  • The approver for the department that the employee is transferring to sends the Transfer PAF (and the attached Balance Memo) to the PAF final approver, who will send it to the HRPC

Reference the “How to Complete a PAF” job aid for information on field entry.

Action / Reason Codes (Transfers)

Below are the applicable action / reason codes for a transfer.  Enter these on the top of the PAF form to indicate the purpose for the submission.

Action CodeReason CodeReasonDescription
XFRLATLateralLateral Transfer
XFRLWRLowerTransfer into a lower ranked or lower graded position. (Not applicable to academic personnel.)
XFRPROPromotionUsed when promotion across departments. A subsequent PAY ADJ should be done to adjust pay. (Not applicable to academic personnel.)

Click here for or a complete listing of Action / Reason codes.