What is a Job Change?
A Job Change occurs when an employee's rate or position changes after their original startwork packet is fully approved. The payroll company needs to be updated with this new information, so it's up to you to send a Job Change Packet to this employee.
In TiM, if an employee's original startwork packet is already fully approved, you can edit their terms of employment which will auto-match the employee to a Default Job Change Packet.
NOTE: If an employee is working in multiple roles (for example, they are a Boom Op most of the time but some days work as a Sound Mixer), once an employee completes a Job Change, the employee may bounce back and forth between roles. You only need one startwork packet per role.
Step 1. Build your Default Job Change Packet (if you haven't already):
You can create a Default Job Change Packet at the Project level, but we recommend you create a Default Job Change Packet at the Company level and insert it at the project level. This will save you from having to rebuild this packet every time you setup a new project!
- Go to your Company Library, click the tab "Standard Company Packets".
- Click "Create" next to the "Default Job Change Packet" (see screenshot above).
- In the Template Builder, click "Select a category".
- Once you select a category, a second dropdown menu will appear to the right of the first. From this dropdown, select the forms you would like to include in this Job Change Packet (reach out to your payroll company and confirm what forms they need to process a Job Change).
- Click "Insert". The document thumbnails will populate in the Builder area.
- Make sure all fields and signatures are applied throughout the packet correctly.
NOTE: If you are not a Media Services client, make sure any union-related fields on your startform are marked as not required, so if a Non-Union employee is matched to this packet, the employee is not forced to enter any union information.
- Click “Save and Exit” when you're done building/testing this packet. This will bring you back to your Company Library.
- Click "Publish" to make this packet available to be used at the project level.
- To insert this packet at the project level, go to Startwork Templates.
- Click "Create" next to "Job Change Packet".
- Insert the Company-level Job Change Packet.
- Click "Save & Exit".
- Click "Publish". Now the default Job Change Packet is available to be matched to employees!
NOTE: If you are a Media Services client, you can select the category "Payroll Forms" and from the second drop down, select "Media Services | Job Change Packet (Startform & WTPA Notices)".
Step 2. Edit the employee's Employment Details.
- Once a Default Job Change Packet is published within a Project, go to Crew Management and click the blue gear icon next to the employee's name.
NOTE: If an employee is working in multiple roles, double check in the status column that the employee's original startwork packet is fully approved (there will be a check mark to the right of their name). If not, fully approve the packet before continuing.
- Edit employment information.
- At the bottom of the screen, click “Save/Send New Employment Details”. This will send the employee these updated employment details and match them to the Default Job Change Packet. The employee will receive an email notifying them to login at hellotim.com to review and submit the documents that reflect their updated terms of employment.
Read on to find out how a Job Change appears throughout TiM:
Once an employee undergoes a Job Change, you will see two records for the employee throughout TiM.
In Crew Management, the employee's latest employee details will appear under the Department, and original employee details will appear under "Additional Employee Records" at the bottom of the Crew Management screen.
Within the Approval Pipeline, once submitted, the Job Change Packet will appear as pending approval, just like any other packet. Notice that the name of the packet appears under the Employee's name and job title. You will also see the original and fully approved startwork packet in the Approval Pipeline.
On the Crew List, only the employee's latest job title will appear.
If you have further questions, contact: firstname.lastname@example.org