Spreadsheet: 1ef2f7bc-4547-4509-9596-328c2e8bf01d
Sheet: Directions

PERSONNEL ACTION FORM COMPLETION DIRECTIONS
PREPARING AND SUBMITTING A PAF
All information, with the exception of approval signatures, should be typed into the form via Excel, not handwritten on a printed copy.
Completed and approved PAFs should be submitted to Human Resources, AUD 846.
Before submitting the original PAF, a copy should be made for your department's records.  Copies will no longer be sent to departments from Human Resources or Payroll.
If you have questions on how to complete a PAF, after reading the directions, please contact Human Resources at [PHONE].
Incomplete or incorrectly completed PAFs will be returned to the preparer.
EMPLOYEE INFORMATION
Roosevelt ID can be obtained via look-up in [NAME] (for those with access).  If it is a new employee that has not yet been entered into Banner, please specify as new.
Title should list the employee's job being modified with this PAF.  Example:  a full-time administrator is being hired to teach in Distance Learning.  The title on the hiring PAF is adjunct instructor for this overload job.
[NAME] field should list the employee's supervisor's first and last name.
Select Location, Department, Employee Class and Reason values from the drop-down lists.
Employee class is determined by the job.  Example: A graduate assistant (GP) in the academic year who is hired to work in an hourly position in the summer term would have an Employee Class of student part-time (SP) for the summer job.
Submission of a correction PAF should include submission date of the incorrect, originally submitted PAF.
Enter Hours per Week and FTE will calculate.
EMPLOYMENT CHANGES
New Hire or New Job
[NAME] or [NAME] should be entered based on the frequency selected in the following field.
Effective Date for stipend-based pay should be on the first day of the appropriate pay period. For faculty, the 15th of the month.  For administrators, the first of the month.  For all others, the beginning of a bi-weekly pay period.
End Date should be included for all closed-ended assignments.  All student assignments   End Dates for stipend based pay should be on the last day of the appropriate pay period as noted above.
Replaces should be included for any single-funded position hire.
For stipends, the amount should be the stipend paid each per pay period.  Example: $150 per month or $100 per bi-weekly period.
Transfer or Promotion
[NAME] or [NAME] should be entered based on the frequency selected in the following field.
Effective Date should be entered as the first day in the new position.
Previous Department should be selected from the drop-down choices.
Replaces should be included for any single-funded position hire.
Leave of Absence
Effective Date should be entered as the first day of absence.
End Date should be entered as the last day of absence.
Reason should be typed into the available space.
Employee or Job Termination
End Date should be entered as the last date of employment or final date in that job.
Reason should be selected from the drop-down choices.
COMPENSATION CHANGES
Pay Change
[NAME] or [NAME] should be entered based on the frequency selected in the following field.
Effective Date should be entered as the first day to be paid the new rate.
Single Payment
Amount should be amount of entire payment.
Payment Date should coincide with pay cycle of employee's primary job.
Payments to be made over multiple pay periods should be requested by completing the new job section.
POSITION FUNDING
Fund, Organization and Account codes are required on all PAF forms including those for termination.
Account Code(s) can be selected from the drop-down choices.
Distribution of funding can be made in PERCENTAGES ONLY.  Percentages must total 100%
For questions about funding, please contact your department's budget administrator.
APPROVALS
Preparer name, phone number and email are required on every PAF.
The [NAME] and Manager or VP/Dean names should be entered in the appropriate boxes.
The [NAME] and Manager or VP/Dean approval signatures must be included on every PAF.
[NAME] approval must be obtained for any personnel action affecting grant funds or as in the footnote *.