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These forms were updated on June 1, 2006. See what's new.

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Quick Links to Process Help
Click on a link below for help in choosing which form to use for a particular transaction.

Process Help

Post a position on MIT web site (no cost) Request for Posting get form
Helpful Tips: See the Hiring Process guidelines.

Post a position in specialized media ($) Advertising Request get form
Helpful Tips: Staffing Services is available to help you select an appropriate source for your advertisement.

Hire an external candidate Offer Confirmation get form
Helpful Tips: Be sure to indicate the Position Number where indicated and, if the position was posted, include the WebHire Requisition Number on the form.

If the position was waived from the posting requirement, be sure to indicate the reason.


Promote an employee Employee Transaction Change get form
Helpful Tips: You need to include the position number for the position into which you are promoting the employee.

Transfer an employee to another MIT department Employee Transaction Change get form
Helpful Tips: The Employee Transaction Change form must be completed by the “receiving department.”

Terminate an employee Termination get form
Helpful Tips: Indicate the position number for the position being vacated on the Termination form. Have ready a list of system authorizations and services to cancel, such as parking, T-Pass, credit card etc.

If you never intend to fill this particular position again because it has become obsolete or will be replaced by a different, new position, indicate in the "Special Instructions" section of the form that you intend to delimit or end this position.


Change in time Employee Transaction Change get form
Helpful Tips: Use this form to process changes to employment percent effort or scheduled work hours.

Change in status Employee Transaction Change get form
Helpful Tips: Use this form to process changes from paid to non-paid status, non-paid to paid status, temporary to regular status for a filled position.

Create a new job or update an existing job description Job Description Request get form
Helpful Tips: A job is a generic description or classification of work. Use this form to create a new job description or to update an existing job description. When you submit this template, a copy will be sent to your Human Resources Officer, the Compensation Office, and you will receive a copy by e-mail.

Reclassification Employee Transaction Change get form
Helpful Tips: Before reclassifying, a conversation with your Human Resources Officer and/or the Compensation Office staff should take place so you will have the appropriate information to complete this form.

Create a new position Request for Posting get form
Position Vacancy Review get form
Helpful Tips: In SAP a unique position is created for every "slot" within an organizational unit. A position exists independent of the employee and therefore may be filled by an employee or vacant.

Use the Request for Posting form to create a new position and post it on the MIT web site.

The Position Vacancy Review form is for use only in areas under the Office of the Executive Vice President (EVP) to file a request for a review of the need to create a new position or for authorization to fill a vacancy.


Approved waiver of posting Offer Confirmation get form
Employee Transaction Change get form
Helpful Tips: Under special circumstances a supervisor may request a waiver of the Institute posting requirement for a particular position. Requests will be evaluated on an individual basis by the appropriate Human Resources Officer for the department and must be approved in writing by the Senior Officer for the area for all positions exempt from overtime pay. The posting requirement for positions covered by a union contractual agreement may not be waived. (Section 2.1.6, Waiver of Posting Requirement, MIT Personnel Policy Manual.)

Indicate the reason for the waiver on the form.


Delimit a position Request for Posting get form
Employee Transaction Change get form
Termination get form
Helpful Tips: SAP allows us to delimit or "end" a position that has become obsolete. If, at the time you are submitting a transaction form, you are certain that a particular position should be delimited, please indicate this in the "Special Instructions" box, being sure to include the position number to be delimited.

It is recommended that you review your position roster at least quarterly and inform HR of any positions that should be delimited.


Change employment end date Employee Transaction Change get form
Helpful Tips: Use this form to change the employment end date when, for example, you want to extend the employment period for someone you originally hired for a specified period of time.

Salary change Employee Transaction Change get form
Helpful Tips: Use this form to process changes to salary outside of the annual salary review cycle.

Change position title or MIT directory title Employee Transaction Change get form
Helpful Tips: For a list of title definitions, see Definition of Titles.

Correction Employee Transaction Change get form
Helpful Tips: Use this form when you need to correct information about an employee that you have already submitted. (For example, after you submitted the Offer Confirmation form to hire someone, you notice that you typed the wrong salary or date of hire on the form.)

Extended Sick Leave (ESL) Extended Sick Leave Request get form
Helpful Tips: Use this form to initiate ESL benefits as soon as an employee exhausts their sick time. Medical documentation must be on file in HR Disabilities Services. You are not required to complete an Employee Transaction Change form. If you have questions, contact Disabilities Services at (617) 324-0082.

Medical leave request FMLA Request get form
Helpful Tips: This form is to be used for any medical leave request greater than five days. First-time users should contact Disabilities Services at (617) 324-0082.

No show Employee Transaction Change get form
Helpful Tips: If you have already submitted a Offer Confirmation form for a new hire, use this form when a new hire later decides not to take to the position or does not report to work on the scheduled date of hire.

 

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