Promote (Demote) Employee eDoc

Promote (Demote) Employee eDoc Process

Promote Employee Document Lookup:

  1. Enter the University ID, click search button, and records that meet the search criteria will appear. 

NOTE: It’s best to try to obtain the University ID, but if you don’t have it, utilize the other available search options below.

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  1. Click on the Promote Employee Document link in the Actions column and the Initial Data section will appear. Note yellow highlighting will be discussed further down in the document.
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  1. Enter the Effective Date of the promotion (demotion).  The Effective Date is the date on which the promotion (demotion) takes effect.  Next enter the Position Number.  The manager or supervisor may provide you the position number, but if not, you can look it up using the lookup buttonicon.  The position lookup screen provides you various search criteria to help you identify the position number for the promotion or demotion.
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Search Results

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Since you will likely know the Salary Grade of the new position, the search results can be sorted by the Salary Grade column.

After entering the Effective Date, select the Position Number and click, continue button. The Action Reason and Job Data selection screens will both appear and automatically display the action reason, since there is only one action reason possible for promote and only one action reason for demote.

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Job Data

Note: HRMS eDocs provide you with two columns of information.  The left column shows you data for the employee’s record as it currently exists in the system.  The data is copied forward to the right column with only certain field(s) editable.  In this case, the two editable fields are: Standard Hours and Compensation Rate.

  1. Enter the Compensation Rate if different (by clicking on the Calc Annual Rate,  you will see the Calc Annual Rate). Note that any data that appears different on the right side will result in the entire row being highlighted in yellow.  This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval:
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Now click continue button.

Note: If you realize you need to make a change after moving to the next section of the eDoc, you can use the return button to return to previous section.  You can return to all the way back to the Effective Date section in this manner.


Review the Earnings Section and update any funding information that needs to be changed. Since the employee in our example is changing positions, it is important to review not only the work area and voucher code, but also the accounting line(s) to determine any needed edits.

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Notes and Attachments

Below is a typical note you might add. You may also add an attachment such as a spreadsheet, PDF file or a Word document.

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Once you’ve reviewed your eDoc one final time, select submit button to route the eDoc for approval. The eDoc should say, “Document was successfully submitted.”.   Now select close button at the bottom of the document.  Note that the status has changed to “ENROUTE”.

Take Action

During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it.  Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.

submit button save button close button cancel button


submit button

Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.

save button

This action saves the eDoc back to your Action List if you need to complete and route it at a later time.

close button

This action closes the eDoc and appears once you save, cancel or submit for routing.

cancel button

This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.

The full screen will appear as below:

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