Rev. 03/08

1. Transfer, Promotion, and Demotion
   
   
   1. Human Resources Department Function
      
   2. Responsibility
   3. Reference Checks on Transferring Employees
      
      
2. Transfer Procedures
   
3. Changes in Job Classification or Pay Rate
   
4. Changes in Hours or Payroll Account
   
5. Changes in Name, Address, or Telephone Number
   
6. Changes in Marital Status
   
7. Changes in Number of Dependents

A. TRANSFER, PROMOTION, AND DEMOTION

1. Policy

1. Paragraph moved to §2.01(C)(1) (Recruitment and Selection / Policy).

2. The change of an employee from one position to another in a classification having a higher salary-range maximum is termed a promotion.

3. The change of an employee from one position to another in the same classification or in another classification with the same salary-range maximum is termed a transfer. Transfers within the same department or division with no change in job classification can be approved by the division director or department head. All other transfers must be approved by the Human Resources Department.

4. The change of an employee from one position to another position that is in a classification having a lower salary-range maximum is termed a demotion. Reclassification to a classification with a lower salary-range maximum must be approved by the Human Resources Department and discussed with the employee.

2. Human Resources Department Function

The Human Resources Department will make suggestions and otherwise assist supervisors in identifying employees qualified for transfer or promotion to open positions within the Laboratory, and will consult with employees concerning their career prospects and job opportunities. The Human Resources Department will make available to division directors or department heads, or designees, only information in the personnel folder of employees under consideration for promotion or transfer that is necessary in determining the qualifications and suitability of the employees for the position for which they are being considered.

3. Responsibility

1. Division directors or department heads must ensure that each supervisor, in accordance with RPM §2.04 (Education and Employee- Development Policies), encourages the on-the-job development of all employees, reviews their career objectives with them in accordance with the Performance/Progress Review policy (see RPM §2.03 [Employee Performance/Evaluations]), and identifies employees who are qualified for consideration for promotion or who may benefit from transfer. It is important that each supervisor emphasize the right of the employee to apply for transfer or promotion opportunities both in his or her own division or elsewhere in the Laboratory.

2. The employee is, however, responsible for applying for transfer or promotional opportunities to vacant positions in other divisions that have been announced by the Human Resources Department.

4. Reference Checks on Transferring Employees

Paragraph moved to RPM §2.01(C)(3) (Recruitment).

5. Background Checks

Information about the Laboratory's Background Checks policy has been moved to RPM §2.01(C)(6)(a) (Background Checks).

B. TRANSFER PROCEDURES

When a division director or department head is interested in having an employee transferred to his or her division or department from some other division or department of the Laboratory or the University, the Human Resources Department should be consulted for guidance.

C. CHANGES IN JOB CLASSIFICATION OR PAY RATE

Changes in an employee's job classification or pay rate must be authorized by the Compensation Manager. The methods and forms used for requesting such changes vary according to the classifications involved and the action contemplated. See RPM §2.06 (Compensation Program).

D. CHANGES IN HOURS OR PAYROLL ACCOUNT

Changes in hours or payroll groups within a division or department are initiated by sending a Personnel Action Form (PAF) to the Human Resources Department for United States citizens or to the Foreign Visitors Unit for foreign nationals. This form must be signed by a person authorized to approve personnel documents for the division or department involved. If a change in salary or wages is also requested, Form RL-128-1 (Salary Adjustment Request) must be included with the PAF.

E. CHANGES IN NAME, ADDRESS, OR TELEPHONE NUMBER

Any change in an employee's name, address, or telephone number should be promptly reported to the employee's department or division secretary or supervisor so that a PAF may be completed. This form is sent to the Human Resources Department for United States citizens or to the Foreign Visitors Unit for foreign nationals. Lab employees may also go to the Berkeley Lab Employee Self-Service Web site to update their name, address, or telephone number. All such changes must be reported promptly so that the correct information is available in the event of emergency and that, e.g., retirement system notices and income tax W-2 forms may be correctly addressed.

F. CHANGES IN MARITAL STATUS

Any employee who marries must promptly report this fact to the Human Resources Department or (for foreign nationals) the Foreign Visitors Unit. If the employee has a "Q" clearance, DOE Form DP-354 (Data Report on Spouse) must be completed and signed by the employee. These forms are supplied by and must be returned to Protective Services.

G. CHANGES IN NUMBER OF DEPENDENTS

Changes in an employee's number of dependents should be reported on a W-4 form for income-tax purposes. These forms may be obtained from and returned to the Payroll Office, the Human Resources Department, or (for foreign nationals) the Foreign Visitors Unit.