Dear Colleagues,
As we continue to evaluate the processes supporting the FY27 Hiring Freeze and Cost Control Measures, I am pleased to announce that we are implementing enhancements effective Tuesday, August 25, 2026, that will simplify administration, improve transparency, and strengthen accountability.
These enhancements reflect our shared commitment to responsible stewardship of University resources and are intended to ensure that our centrally managed processes are consistent, efficient, accountable, and responsive to the needs of our academic and administrative units.
The changes outlined below respond to feedback from the CLU Chief Business Officers, members of my leadership team, and leaders across the University.
Class 8 Appointment and Reappointment Exception Request Process
Given the volume of Class 8 appointments and reappointments subject to the Hiring Freeze and Cost Control Measures, as well as the compressed submission and review timeline at the beginning of the academic year, we are revising the process for reviewing and documenting permissible exclusions.
All Class 8 appointments and reappointments, including primary and secondary instructional and non-instructional positions, will remain subject to the Hiring Freeze and Cost Control Measures. However, departments will no longer be required to submit an ERF before each appointment is processed.
Instead, departments must track the applicable permissible exception category, supporting justification, and budget information for each position. This documentation will be incorporated into a quarterly reporting and audit process. The revised approach will improve efficiency while enabling a more comprehensive, enterprise-wide assessment of Class 8 appointment utilization. It will also inform future recommendations regarding internal controls and fiscal responsibility.
Additional information about the revised Class 8 exception-request audit and review process will be communicated at a later date.
New ERF Submission, Routing, and Approval Functionality
A new ERF will launch through the HR and Payroll Support Portal on Tuesday. The new functionality will provide a more intuitive experience, greater flexibility, and improved visibility into ERF transactions through case numbers and status tracking.
As a result, the DocuSign ERF process will be decommissioned. Please note the following:
- Any DocuSign ERFs submitted but not fully executed by noon on Monday, August 24, 2026, must be resubmitted through the HR and Payroll Support Portal.
- Separate ERFs will no longer be required for each CLU and Central Administration unit. The new ERF will identify the applicable University affiliation based on the NetID login of the Initiator and apply the appropriate routing and approval requirements.
- Required information will default based on the selected transaction type.
- Each ERF submitted through the new process will receive a case number to facilitate tracking and monitoring.
- Required signatures must align with the updated signature matrix documents.
- Budget details reflected on the ERF must match the budget details associated with the submitted personnel transaction or Marketplace requisition. Transactions with mismatched budget information will be rejected.
- Updated FAQs are available on the FY27 Hiring Freeze and Position Cost Control Measures website.
Expedited Approvals for All Transactions Fully Funded Through Extramural Research Funds and External Funding Sources
In the HR and Payroll Support Portal, approval of ERFs for all transactions that are 100% funded through Extramural Research Funds or External Funding Sources will be automatic.
Expedited Approvals for Single-Day Event Independent Contractors Fully Funded Through Student Fees
We anticipate a significant number of student activities and the related service/contract requests for independent contractors who support these events. Many student events involve DJs, artists, musicians, and similar service providers. Given the volume of these service requests subject to the Hiring Freeze and Cost Control Measures, we are revising the process to provide automatic approval for independent contractor transactions contracted for single-day events that are 100% funded by student fees.
Action Required
Effective Tuesday, August 25, 2026, departments must:
- Use the new ERF on the HR and Payroll Support Portal for all applicable submissions.
- Discontinue use of the DocuSign ERF.
- Resubmit any DocuSign ERFs that are not fully executed by noon on August 24 through the HR and Payroll Support Portal.
- Maintain and submit Class 8 appointment information in accordance with the ERF requirements.
- Ensure that ERF budget information and required signatures align with the related transaction and updated signature matrix.
- Review the updated FAQs and submission procedures before initiating new transactions.
- Where actions are 100% supported by external funds, please use that as the permissible exception category from the drop-down menu options to ensure approvals are automatic.
Questions
Questions related to the hiring freeze and other suspended personnel transactions should be directed to FY27freeze@hr.rutgers.edu.
Thank you for your continued partnership and support as we implement these enhancements.
Sincerely,
Kimberly Lewis
Executive Vice President and Chief Administrative Officer