Personnel Action Form Guide General Information Personnel Action Form is used to implement changes to an employee’s personnel record. The form is a data enterable PDF available on the Human Resources WebPages in the forms section. Personnel Action Forms can be used for the following situations (Staff Personnel actions should continue to be processed via People Admin): Promotion Demotion Wage Adjustment Department Transfer Job Title Change Status Change Hours Change Termination Shift Code Change Leave of Absence Return from Leave of Absence Workers Compensation Return from Workers Compensation Location Code Change When you want to make one of these changes, simply check the corresponding box at the top of the page and then mark the changing information in the required sections. Remember to obtain the necessary approval signatures, the changes cannot be processed without the appropriate approvals.
Personnel Action Form Sections Recommended Action This is the most important section on the Personnel Action Form as it generates history on the employee’s record. Your choice here determines which other sections of the PAF need to be completed. You must always complete this section. What should I do?
Select the box next to what best describes the change you are administering to the employee’s job record. If two totally separate actions are occurring on the same Effective Date, you may check the box next to both actions. Sample Situation One An employee is being promoted to a new position. Their pay rate and title are changing with this promotion. Since the promotion is what brought about all of these changes, you would select Promotion. Sample Situation Two An employee receives a salary increase and changes to part time status on the same effective date. Since both actions are occurring on the same day but are not occurring from the same action, select Wage Adjustment AND Status Change.
SECTION 1 - Effective Date and Employee Demographics This section specifies the effective date and employee demographical information for the PAF. What should I do?
Now that you have identified the type of action to be processed, enter the data as accurately and completely as possible. This will help ensure the prompt processing of the transaction. Effective Date: The date on which the Recommended Action is effective. You must always complete this field. Supervisor GWID/Name: Enter the supervisor’s name and GWID. Remarks: Use this section to type any comments that you want to include on the PAF. Employee GWID: Enter the employees university ID Employee Status: The employee’s current job status. Active, Leave of Absence, or Terminated are all valid values. Current Hire Date: Enter the employees hire/rehire date (if know, otherwise HR will complete). Adjusted Hire Date: Represents the employees benefit (health/welfare/retirement/leave) eligibility date (if know, otherwise HR will complete). In most cases, the date in this field is the same as the current hire date. The following are situations in which this date might be different: If the employee has a break in service. If the employee has changed from a benefit eligible position to a non benefit eligible position or vice versa. Employee’s Name: Enter the employees Last, First Name, and Middle Initial
SECTION 2 – Department Identification BANNER Home Department No. & Description: The home organization number that has administrative responsibility for the employee, along with the title of that home organization number. This number is sometimes called your department number, or Banner alias. SECTION 3 – Employee Group Information Employee Class & Description: The employee’s class and description of the code. Double click on the text to select the appropriate employee class. A list of employee class codes can be found in the Supplemental Materials section. Hours Per Pay: The employee’s hours per pay cycle. This field will be used by the HR/Compensation office to calculate the employee’s job FTE. Pay ID: The employee’s type of pay schedule. Double click on the text to select the appropriate pay ID. Monthly (MO), Bi-Weekly (BW), or Faculty Summer Session (FS) are valid values. Shift: The employee’s work shift. Most employees are listed under shift 1; however, some employees may have 2 or 3 listed. FLSA Code: The employee’s exemption status according to the position number. Double click on the text to select the FLSA code. Exempt (salaried) or Non-Exempt (hourly) are valid values. FT/PT: The employee’s full time or part time status. Double click on the text to select status. Contract Type: The contract type identifies if the assignment is primary, secondary or over load. Double click on the text to select the appropriate contract type.
SECTION 4 - Position & Compensation Information
This section specifies the position, start date, and end date information. Position: The employee’s position number. This number is assigned during the requisition process and is tied to a particular department. Suffix: Should typically be 00. Position Title: Enter the title of the position as provided by HR Compensation. Grade: The grade of the employee’s position class. Grades are determined by Compensation and are used to note the ranges of a position class. Job Location: Enter the job location assigned to this position. Double click on the text to select the appropriate location code. A list of location codes can be found in the Supplemental Materials section. Begin Date: The first work day in this position. End Date: The last work day in this position is defaulted if the employee has an end date on their record. Most full time employees do not have an end date, so this field would be left blank. Working Title: Working titles (job description title) are associated to the employee’s job assignment. Working titles are subject to verification by the compensation office. Hourly Rate: The employee’s hourly rate. Annualized Salary: The employee’s annual salary. The annualized salary is calculated by using the hourly rate and scheduled hours. Change Reason Code: The cause for the change on the PAF. This code should correspond with the Recommended Action that was selected at the top of the PAF. Double click on the text to select the appropriate change reason code. A list of job change reason codes can be found in the Supplemental Materials section.
Section 5 - Leave of Absence Information This section specifies all information related to a leave of absence. You may also write notes in the Remarks section if necessary. Attach all supplemental documentation as required by Benefits Administration. Leave Code: Code that identifies the type of leave. Double click on the text to select the appropriate employee class. A list of leave codes can be found in the Supplemental Materials section. Leave Begin Date: The date the employee started a leave of absence. Last Day Worked: The last date the employee worked before beginning their leave of absence. Actual Leave Return Date: The date the employee returns to work from their leave of absence.
Section 6 -Termination Information This section specifies termination reason; the final date worked, and rehire eligibility for an employee when they are terminating from the university. A list of leave codes can be found in the Supplemental Materials section.
Term Code: The code that specifies the reason for termination. Double click the text to view a full list of acceptable termination codes. Last Day Worked: Date of the last day the employee worked for the organization. Rehire Eligibility: Whether the employee is eligible for rehire. Acceptable values are Yes or No.
Labor Distribution Information This section specifies the index and account code the salary is charged to. Changes to job labor distributions not associated with a transfer must be completed using the on-line EPAF process. Please reference training documentation on Skill Port for further processing a Labor Distribution EPAF. Index: Six digit code designated to the funding source Acct: Four digit code designated to the salary line. Double click on the text to select the appropriate account code. A list of salary account codes can be found in the Supplemental Materials section. Percent: Percent of salary being charged to a specific index and account combination. Valid percentages range from 1-100%. The total for all combinations must equal 100%. Section 8 -University Approval Signatures This section lists the levels of approval signatures a PAF must go through before it is received by Human Resources. What should I do?
Before submitting the PAF for signatures, double check the changes you have made, making sure that all required information is completed. Once you have checked the PAF for errors, it will go through the following steps: Financial Manager or Cost Center Administrator checks PAF and signs PAF is sent to Director or Dean for signature PAF is sent to Vice President for signature
Approval for Processing Signatures This section lists the levels of approval signatures a PAF goes through once it has been signed and approved by the appropriate university levels.
What should I do?
After your Vice President has signed off on the PAF, it goes through the following steps: PAF is sent to Human Resources /Faculty Personnel PAF is reviewed and approved by Compensation PAF is reviewed and approved by Benefits Administration PAF is given to HRIS for data entry and scanning PAF is given to Payroll
Supplemental Materials Personnel Action Form - Full View
Employee Class/Earn Code Listings for Staff/Research ECLS Code C1 C5 E1 E2 E3 EA EB F0 F1 F2 F3 F4 F5 F6 F7 F8 F9 FA FB FC FD FE FF FG FH FI FJ FK FL FM FN FP G1 G2 L1 L2 LA LB R1 R2 R3
Description UV Parking AsstSpvr UV ISS CompOp UV Executive UV Executive Uv Executive MC Executive MC Executive UV Faculty‐Other‐ Temporary UV Faculty ‐ 11/12 MO UV Faculty ‐ 9 MO Faculty ‐1 Year Academic Appt UV Faculty UV Faculty ‐ Temporary UV Faculty ‐ Summer Sessions UV Faculty ‐ ROTC UV Grad Teaching Assistant UV Faculty Chair/Director MC Faculty ‐ 11/12 MO MC Faculty MC Faculty ‐ Temporary MC Faculty ‐ Temporary MC Faculty ‐ Affiliated MC Grad Teaching Assistant MC Faculty Chair/Director MC Fellows MC Grad Teaching Assistant MC Faculty ‐9 MO MC Faculty ‐ Summer Sessions MC Faculty Affiliated ‐ .5 Tui MC Faculty‐Affil‐No Tui UV Faculty‐Vol‐No Tui MC‐PT Affiliated Faculty UV Coaches UV Coaches UV Librarians UV Librarians MC Librarians MC Librarians UV Research UV Research UV Research ‐ Temporary
FT/PT Full Time Full Time Full Time Full Time Part Time Full Time Full Time Part Time Full Time Full Time Full Time Part Time Part Time Part Time Part Time Part Time Full Time Full Time Part Time Part Time Part Time N/A Part Time Full Time Full Time Part Time Full Time Part Time N/A N/A N/A N/A Full Time Part Time Full Time Part Time Full Time Part Time Full Time Part Time Part Time
FLSA Code Non Exempt Non Exempt Exempt Exempt Exempt Exempt Exempt Non Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Non Exempt N/A Exempt Exempt Exempt Exempt Exempt Exempt N/A N/A N/A N/A Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Non Exempt
Pay ID BW BW MO BW MO MO BW MO MO MO MO MO MO FS MO MO MO MO MO MO BW MO MO MO MO MO MO MO MO MO MO MO MO MO MO MO MO MO MO MO BW
Benefit Category FT FT FT FT PT FT FT NE FT FT FT PT NE NE TO NE FT FT PT NE NE TO NE FT TO NE FT NE TO NE NE TO FT PT FT PT FT PT FT PT NE
R4 RA RB RC RD S1 S2 S3 S4 S5 S7 S8 SA SB SC SD SR T1 T2 TA U1 U2 U3 U4 U5 UA W1 W4 W5 WA WC Z2 Z3 Z4 Z5
UV Research ‐ Temporary MC Research ‐ MC Research MC Research ‐ Temporary MC Research ‐ Temporary UV Staff ‐ Exempt UV Staff ‐ Exempt UV Staff ‐ Non‐Exempt UV Staff ‐ Non‐Exempt UV Telecomm Staff UV TelecommOp Staff UVTrades/Pol/EMMO Staff MC Staff MC Staff MC Staff MC Staff ‐ MC Resident UV Staff ‐ Temporary Uv Stage Crew ‐ Temporary MC Staff ‐ Temporary UV SEIU Local 32BJ UV SEIU Local 32BJ UV Teamsters Local 639 UV Teamsters Local 639 UV Campus Police MC SEIU Local 32BJ UV Student (not work study) UV Fed.Wk.Study (On Camp) UV Fed.Wk.Study (OffCamp) MC Student (not work study) MC Fed.Wk.Study (OnCamp) Salary Cont./Pending LTD ‐ MO UV Retirment/Settlement Salary Cont/Pending LTD ‐ BW Approved LTD/Wkrs Cmp>6Mos FT
Part Time Full Time Part Time N/A Part Time Full Time Part Time Full Time Part Time Full Time Full Time Full Time Full Time Part Time Full Time Part Time Full Time Part Time Part Time Part Time Full Time Part Time Full Time Part Time Full Time Full Time Part Time Part Time Part Time Part Time Part Time N/A N/A N/A N/A
Position Location Codes Position Location Code DCMC00 DCMV00 DCOF00 VAVC00 VA9600 VAAS00 DELEWE
Location Description Main Campus ‐ DC DC/Mount Vernon Off Campus ‐ DC Virginia/Loudoun Campus Virginia/Hampton Roads Virginia/Arlington Lewes, Delaware
Exempt Exempt Exempt Non Exempt Exempt Exempt Exempt Non Exempt Non Exempt Exempt Non Exempt Non Exempt Exempt Exempt Non Exempt Non Exempt Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt Non Exempt N/A N/A N/A N/A
MO MO MO BW MO BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW BW MO RT BW MO
NE FT PT NE NE FT PT FT PT FT FT FT FT PT FT PT FT NE NE NE FT PT FT PT FT FT NE NE NE NE NE FT RF FT LA
MDAR00
Maryland/Rockville
Leave of Absence (LOA) Codes Leave Code 32 31 F3 F6 F5 F1 F2 F4 15 18 17 14 40 25 24 20 21 50 23 22 30 13 12
Leave Description Absence W/O Approved Leave Disciplinary Suspension Faculty Administrative Leave Faculty Personal Leave No Ben Faculty Personal Leave NoPay Faculty Sabbatical Full Pay Faculty Sabbatical Part Pay Faculty Turnkey Leave FMLA/Family Leave >30 days FMLA/Family Leave >30 days FMLA/Medical Leave >30 days FMLA/Medical Leave >30 days Intergovt Personnel Assign. LOA/ Over 30 Days LOA/ Under 30 Days LOA/Military 30 days Long Term Disability Military >30 days Sabbatical/Partial Pay Suspension Pending Investig. TDL/Pending Total Disability Worker's Compensation
Termination Reason Codes Term Code 7 11 9 19 22 25 6 27 3 24 4 29 30 15 16
Term Description Better Job Deceased Departmental Problems Early Retirement End of Faculty Appointment End of Resident Appointment End of Temporary Appointment End Temp Appt Not Elig Rehire Family Responsibilities Grant\Employ. Contract Expired Health Individual Never Worked Involuntary ‐ Gross Misconduct Job Abandonment Job Elimination
2 10 26 20 17 21 12 28 5 8 18 13 1 14 66
Leaving the Area Military Service Organization Divestment Other Involuntary Terminations Permanent Disability Reduction In Force Resignation Voluntary (other) Resignation‐Not Elig Rehire Retirement Salary Tenure denied Termination For Cause To Attend School Unsatisfactory Performance Visa Expired\I‐9 Not Completed
Salary Account Codes Acct Code 51000 51100 51110 51111 51114 51117 51120 51121 51122 51123 51124 51126 51130 51131 51136 51200 51210 51211 51212 51213 51220 51221 51222 51223 51224 51225 51226
Description EMPLOYEE COMPENSATION FACULTY SALARIES FULL TIME SALARY FACULTY REGULAR FULL TIME SALARY FACULTY FULL TIME PARTICIPAT SUPPLEMENTAL COMPENSATION FACULTY PART TIME SALARY FACULTY REGULAR PART TIME SALARY GRADUATE TEACHING ASSISTANT SALARY TEMP PARTIME FACULTY ACAD YR SALARY FACULTY PART TIME PARTICIPAT SALARY FACULTY PART TIME OFF CAMPUS SUMMER FACULTY SALARY FACULTY SUMMER SESSION 1 SALARY FACULTY SUMMER SESSION 2 NON‐ACADEMIC SALARIES AND WAGES REGULAR STAFF SALARY NONFACULTY REGULAR FULLTIME SALARY RESIDENTS/INTERNS HOURLY WAGE REGULAR FULLTIME OTHER STAFF SALARY NONACADEMIC REGULAR PART‐TIM HOURLY WAGE REGULAR PART‐TIME PHYSICIANS‐PART TIME SALARY CLINICAL PART TIME FEDERAL WORK STUDY WAGES HOURLY WAGE TEMPORARY APPOINTMENT
51227 51228 51229 51231
SALARY/WAGE TEMPORARY MONTHLY STAFF BONUS/INCENTIVE COMPENSATION STUDENT WAGE NON FEDERAL WORK STUDY INSTITUTIONAL WORK STUDY