Letter of Appointment Reappointment

Letter of Appointment Reappointment Info

Letters of Appointment (LOAs) are issued for a fixed term not to exceed one year. As the end of an appointment approaches, hiring managers are responsible for either reappointing the employee for a new term or initiating the separation process. This page covers how to complete a standard reappointment and how to request a salary increase above the standard annual increase.

Who This Applies To

Contracts

This page applies to hiring managers and supervisors managing employees on Letters of Appointment. 

How Reappointments Work

LOA reappointment requests are automatically generated in the U-Approve system 40 days before the end date of the current appointment. The supervisor on record in Banner will receive an email notification prompting you to complete the reappointment or indicate that the appointment will not be renewed. Do not wait for a reminder. Review upcoming LOA end dates in your department regularly and plan ahead. 

For a step-by-step guide to completing the LOA reappointment in U-Approve, visit the LOA Reappointment Scribe Guide. 

Standard Reappointment Process

1. Select the end date for the new appointment 

The system will autofill with one year from the current end date. You may change this date if a shorter term is appropriate. The maximum term is one year.

2. Select the increase type 

Choose one of the following: 

  • None 
  • Amount: a flat dollar increase 
  • Percent: a percentage increase 

The standard annual increase for the current fiscal year will be automatically applied to all LOA positions effective June 27, 2026. If you are requesting only the standard increase, no additional approval steps are required beyond the standard routing.

3. Additional Updates

Full-time Equivalency (FTE)

  • Can be updated and changed on the LOA Renewal
  • For FTE updates after the renewal date, a new Electronic Hiring Form (EHF) must be submitted with the new FTE and effective date for the change

Labor Distributions

  • Can be updated and changed on the LOA Renewal.
  • For Labor Distributions after the renewal date, an RPT can be submitted with the effective date of the new index(es)

4. Enter approvals and save 

Required approvers for a standard reappointment: 

  • Marcie Briggs, Director of Talent Acquisition (Recruiter approval for all LOA reappointments) 
  • Your assigned HRA 

Click Save after entering each approver.

5. Select status and submit 

Select the appropriate status and submit the form to complete the reappointment.

If the LOA will not be renewed

If the appointment will not be reappointed, select the status of Not Approved and Submit the form. The HRA will be notified. The employee will not be notified through U-Approve, and it is your responsibility to communicate the non-renewal directly to the employee in accordance with the notice requirements under BOR Policy 711.1. 

Complete all offboarding steps including submitting the Separation from Employment Form to HRS. 

LOA Increases Above the Standard Rate

If you are requesting a salary increase greater than the standard annual increase, additional documentation and approvals are required. 

Required documentation: 

Upload a written memo justifying the increase. The justification must address one or more of the following: 

  • Increased duties and responsibilities 
  • Greater levels of integration with a national or international program 
  • Advanced levels of academic achievement attained in the prior year 
  • Increased levels of publication 
  • Increased levels of grant or personnel management 
  • Other appropriate reason as determined by the approving authorities 

Required additional approvers: 

  • Dean, Director, or Designee 
  • Sector Vice President or Designee 
  • If the position is grant-funded: Vice President for Research and Creative Scholarship
  • Vice President for People and Culture, Jay Stephens, as designee for the President 
  • Marcie Briggs, Director of Talent Acquisition 
  • Appropriate departmental HRA 

If the reappointment also includes changes to the role description: 

Upload an updated role description and add Libby Newman, Director of Compensation and Benefits Management, as an additional approver. 

Resources and Forms

LOA Reappointment Scribe Guide

Separation from Employment Form

Frequently Asked Questions

  • Contact your HRA immediately. Late reappointments may affect the employee's continuity of employment and payroll. Do not let an LOA lapse without taking action.

  • Yes. The one-year term is the maximum, not the required term. If operational or funding circumstances warrant a shorter term, adjust the end date accordingly.

  • Yes. The employee must Approve their renewal when they receive the email notification from U-Approve. Late reappointments may affect the employee's continuity of employment and payroll.

    However best practice is to discuss the reappointment with the employee before completing it so they are not surprised by any changes to the term or salary.

  • Visit the HRS Human Resource Associates page to find your assigned HRA by department.

Contact this Team

For questions, please submit a ticket through AskHR, email askhr@umontana.edu, or call 406-243-6760.