Term of Service Conversion Converting an Employee’s Appointment From 9 Month to 12 Month or from 12 Month to 9 Month




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Term of Service Conversion
Converting an Employee’s Appointment

From 9 Month to 12 Month OR From 12 Month to 9 Month

1. For a term of service conversion to be considered by OAA it must be an ongoing change to the position.



  • Submit a memo using the Term of Service Conversion template (Page 2). If the conversion is approved, the department will receive a memo back from the Provost’s office with comments or instructions. The department will then prepare a revised letter of offer, obtaining all authorizing signatures before the employee may sign. The employee should call HR’s Benefits Coordinator at 5-4943 to discuss possible changes to benefits package.



  1. How does converting a term of service appointment affect the employee?


Converting from a 9 to a 12 month appointment

  • The employee begins accruing vacation leave.

  • The Annual Salary Rate converts from 9 to 12 using the formula below (Ex: 9mo ASR is $34,002  the new 12 month ASR will change to $41,484).

  • The employee must sign a revised letter if the conversion has been approved.

  • Ideally this change should be submitted for approval between September and April to avoid a lapse in benefits coverage.


Converting from a 12 to a 9 month appointment

  • The employee does not accrue further vacation leave and any accrued hours will be paid out up to 180 hours, in final month of a 12 month appointment.

  • The employee will be paid on a 9 month basis Sept 16 – June 15 unless they enroll for the optional Redistribution Plan.

  • The Annual Salary Rate converts from 12 to 9 using the formula below (Ex: 12mo ASR is $41,484  the new 9 month ASR will change to $34,003).

  • The employee must sign a revised letter if the conversion has been approved.

  • Ideally this change should be submitted for approval by August to avoid a lapse in benefits coverage.



Conversion Chart


Converting 9-mo ASR to 12-mo ASR


Converting 12-mo ASR to 9-mon ASR




  • 9 month ASR X 1.22 = ?




  • Verify the ASR is evenly divisible by 12







  • 12 month ASR / 1.22 = ?




  • Verify the ASR is evenly divisible by 9



Use the automatic salary conversion worksheet in the Labor Redistribution Form. On the Salary Rate Conversion Tab, enter the Annual Salary Rate and it will calculate a valid Annual Salary Rate for you.

Date: [DATE]
To: Carol Mack, Office of Academic Affairs

Vice Provost for Academic Administration and Planning

Mail Code: OAA
From: [Employee’s Supervisor / Department]

[Supervisor’s Title]

[Mail Code]
Re: Conversion of [Employee’s name]’s position from [9/12] term of service to [9/12] term of service
[Employee’s name], [Employee’s PSU ID Number], is employed in [dept] as a [title] and is on a [fixed-term/tenure track/indefinite tenure] appointment.
The [Department/Office] requests that [employee’s name]’s position be changed from a [9/12] term of service to [9/12] term of service. We request this change [state reasons here].
[Employee’s name]’s [9/12] month annual salary rate is [$ current rate] and would change to a [9/12] month annual salary rate of [$ converted annual salary rate]. The title and FTE will [remain the same] or [change to… from …]. The effective date of this change is proposed as [future date].
The [Department/Office] plans to fund the change by [state how the department will fund this change and the index code that will fund the change].
[If the proposed term of service is on a 12 month basis also include the statement: We recognize that this change will include the cost of vacation leave for this employee. We fully accept responsibility for that cost with the budget of [department/fund, etc].
If this request is approved, the department must then prepare a revised letter of offer, attach a copy of this memo, & obtain all authorizing signatures before the employee may sign.


Department Chair / Director Date




Dean / Executive Director Date



Budget Office Date





Vice Provost / Vice President Date





Human Resources Date




Original to Human Resources

Email copy to Department / Dean / Budget / Vice Provost



Updated 6/07


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