Personnel Action Form Guide

Personnel Action Form Guide General Information Personnel Action Form is used to implement changes to an employee’s personnel record. The form is a da...
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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