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Download Employee Status Change Template

The Employee Status Change form is a crucial document used by organizations to formally record any changes in an employee's status, such as promotions, transfers, or terminations. This form ensures that all necessary updates are made in the company’s records, promoting clarity and consistency. Understanding its importance can help both employees and employers navigate transitions smoothly.

Open Employee Status Change Editor

Download Employee Status Change Template

Content Overview

When an employee's status changes within a company, it is crucial to document that change accurately. The Employee Status Change form plays a vital role in this process. It captures important information such as the employee's name, position, and the nature of the change—whether it’s a promotion, demotion, transfer, or termination. This form ensures that all parties involved are informed and that the necessary adjustments to payroll, benefits, and other administrative functions are made promptly. By maintaining clear records, organizations can uphold compliance with labor laws and internal policies. Completing this form not only helps in managing personnel changes effectively but also supports a smooth transition for the employee, fostering a sense of professionalism and care within the workplace.

Key takeaways

Filling out and using the Employee Status Change form is essential for maintaining accurate employee records. Here are some key takeaways to keep in mind:

Ensure all information is accurate and up-to-date.
Complete the form promptly to avoid delays in processing changes.
Include the employee's current and new status clearly.
Sign and date the form to validate the changes.
Submit the form to the appropriate department, typically Human Resources.
Keep a copy of the completed form for your records.
Check if any additional documentation is required for specific changes.
Be aware of deadlines for submitting the form, especially for benefits changes.
Consult with HR if you have questions about the process.

Guide to Writing Employee Status Change

Completing the Employee Status Change form is an important step in ensuring that all personnel records are up-to-date. Once you fill out the form accurately, it will be submitted to the appropriate department for processing. Follow these steps carefully to ensure you provide all necessary information.

Begin by entering your employee ID in the designated field at the top of the form.
Fill in your full name as it appears in company records.
Indicate your current job title and department.
In the next section, select the type of status change from the provided options, such as promotion, transfer, or termination.
Provide the effective date of the status change. This is the date when the change will take effect.
If applicable, include any comments or additional information that may be relevant to the status change.
Finally, sign and date the form to certify that all information is accurate and complete.

After completing the form, review it for any errors or omissions. Once confirmed, submit it to your supervisor or the HR department as instructed. They will handle the next steps in processing your request.

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Form Preview Example

Employee Status Change Form

Employee Name: ___________________________________________________ Social Security #: __________________________________

Address: ______________________________________________________________________________________________________________

DT #: ___________ Location Name: _________________________________ Position: ____________________________________________

Effective Date: ______/______/______		Date of Birth: ______/______/______ E-mail: ________________________________________

Employee Status
Type of Change:	New Hire		Rehire	Employee Status Change
Regular Full Time	(30 hours or more)		Hours per week: _________
Regular Part Time	(29 hours or less)		Hours per week: _________
Temporary	(Less than 6 months)		Hours per week: _________
On Call	(As Needed)

Salary Establishment/Change
Type of Change:		New Hire		Merit Increase		Promotion		Cost of Living		Other _______________________
New Pay Rate:	$__________________			per hour		Bi-weekly salary amount			Annual Salary $______________________
				(Non-Exempt)		(Exempt)			(If Exempt)
IF SCHOOL EMPLOYEE: ( If contracted teacher, please attach a copy of the contract)
# of Pays: _____________		First Check Date: ______/______/______						Final Check Date: ______/______/______


Status Change
Location Change (Transfer)				From_______________________________ To ________________________________
Position Change				From_______________________________ To ________________________________
Leave of Absence				From_______________________________ To ________________________________
Other				_______________________________________________________________________

Termination of Employment
Last Working Day: ______/______/______
Eligible for rehire?	Yes	No (if no, list reason) _______________________________________________________________
Select ONE reason for separation:
Voluntary:
Dissatisfied w/ job or company			Retirement		School		No Call/No Show			Better job/pay/benefits/hours
Medical-self or family			Relocating		Family issues		Other________________________________________________
Involuntary:
Poor performance				Gross Misconduct			Contract Ended			Unqualified for job
Violation of company policy/procedure				Unprofessional conduct			Other________________________________________________

Remarks:______________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________

Parish/School/Agency Signature:______________________________________________________________ Date:_______________________

Documents used along the form

The Employee Status Change form is an essential document used in human resources to record changes in an employee's status, such as promotions, transfers, or terminations. Along with this form, several other documents are commonly utilized to ensure a smooth transition and maintain accurate records. Below is a list of these accompanying forms and documents.

Employee Onboarding Form: This document gathers necessary information from new hires, including personal details, tax information, and emergency contacts. It is crucial for setting up payroll and benefits.
Performance Evaluation Form: This form is used to assess an employee's job performance over a specific period. It helps in making informed decisions regarding promotions or raises.
Emotional Support Animal Letter: This formal document, issued by a licensed mental health professional, certifies an individual's need for an emotional support animal as part of their mental health treatment. For more details, visit OnlineLawDocs.com.
Termination Notice: When an employee leaves the organization, this document outlines the reasons for termination and the final steps to be taken, including the return of company property.
Change of Status Notification: This document informs relevant departments and personnel about an employee's status change. It ensures that payroll, benefits, and other administrative functions are updated accordingly.
Leave of Absence Request Form: Employees may need to take time off for various reasons. This form is used to formally request leave and document the reasons and duration of the absence.

Understanding these documents and their purposes can help streamline HR processes and ensure that all changes in employee status are handled efficiently and accurately. Proper documentation not only protects the organization but also supports employees during their transitions.