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Personnel Action Form - Purdue University

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					   Purdue University                                                                                                      OFF-CYCLE
   Human Resource Services PA Form
                                                              Personnel Action Form                                       REQUESTED
                                                                                                                                                   REVISED        0 RETRO
                                                                                                                                                                    EXCEPTION
   Revised: January, 2010                                         CURRENT PAY AREA
                                                                                                                                           Page                   of


                           Last Name                                                                      First Name                                              MI
   Employee Building Code (office location):                                                Employee Office Phone:
                                               New Hire Action Only
                                                                                                                                   Person ID:
                  SSN                                         DOB                           Gender


                                                                                         For Separations and End
                                                                                         Add'l Appts, this is the first           Personnel #
                 Action                                       Effective Date             day in withdrawn status.

           For SSC use only ACT / THD / TTD:



           Transfer Reason                               Change in Pay Reason                  Separation/End Add'l Appt Reason              Position Reclassification Reason


   Position #
                                                      Personnel Area                               Employee Group                                  Employee Subgroup



                              Position Title                                                    Org. Unit # and Name                               Personnel Subarea

- - - - - - - - - - - - - - - - - - THE FIELDS LISTED BELOW DO NOT NEED TO BE COMPLETED FOR SEPARATIONS OR END ADDITIONAL APPOINTMENTS - - - - - - - - - - - - - - - - - - - - - - - - -



         Contract, if applicable                       Time Admin                        Payroll Admin                                 Work Schedule


                                                                                                                            Pay Scale Level
                           Work Week                                                      Shift Code

   Salary/Period Rate                                                 Hourly Rate                                     Capacity Utilization Level (CUL)

               Annual Rate                                            Full Time Annual Rate                                       Admin Suppl.
                                                                                                                                                              Period rate
   Cost Distribution                                                                Cost Center                           Order                   Percent               Fund
   SSC will enter a maximum of 3 accounts on
   IT0027 for the following actions: New Hire, Rehire,
   Add Additional Appt, and Transfer. Distribution > 3
   accounts will be entered by the dept cost admin.                             TOTAL DISTRIBUTION MUST EQUAL 100%                                 0.00%
   Business Office Contact (name & phone #):
   Check if attached:          Form 13         SICF         I-9       WH4           W4      Offer Letter (if applicable)           Contract (if applicable)        Direct Deposit
                                       SICF - Self Identification Compliance Form
   Comments:




   Approval Signatures                                                                                                                                  APPROVED
                                                                                                                                                       President's Office
   Dept Head                                                                                                 Date:                                     Purdue University

   Dean/Director                                                                                             Date:

   Business Office                                                                                           Date:

   HR Svcs                                                                                                   Date:
                       Please send completed form to Shared Service Center/FREH.                                                                   For the President
   http://www2.itap.purdue.edu/BS/Business_Forms/                                                                                           Human Resource Services PA Form
                                       Instructions for Personnel Action (PA) Form
       The Personnel Actions (PA) form is to be completed by an individual who is responsible for processing payroll documents.

        = Assignment Details

Use the PA form for the following actions:
   • New Hire : An employee who is new to the University (not in the system).
   • Rehire: An employee who has left the University and then returns (employment status is "withdrawn" in the system).
   • Transfer : An employee moving from one position to another position, either in the same org unit or a different org unit.
   • Change in Pay : A change in an employee's PAY and/or CUL (employee is staying in the same position and org unit).
   • Additional Appointment : An employee who already holds an appointment at the University and is adding an
     additional appointment. This is also called a split or concurrent employment.
   • End Additional Appointment : An employee who holds multiple appointments and at least one is ending.
   • Separation : An employee who is terminating employment at the University.
   • Position Reclassification : A change to the attributes of a position which effects the employee in the position;
     i.e. POSITION TITLE, EMPLOYEE GROUP, EMPLOYEE SUBGROUP or ORG UNIT. Available for 1 to 1 positions only.

HOW TO COMPLETE THE PA FORM:
  • Off-Cycle Requested: Check this box (and highlight) if an off-cycle request is being submitted to Payroll.
  • Revised: Check this box for a revised PA form
  • Current Pay Area: Useful when an employee is changing positions that will create a pay area change (i.e.
    current BW student is transferring to an AY or FY appointment).           Current Pay Area




   •   Page of Pages: If multiple forms are needed for one person, indicate the number of pages
   •   Name: Use the employees legal name (sources could be birth certificate, social security card, visa, passport etc.)
   •   Staff Building Code for Office Location: Enter the building code for the individual's office location.
   •   Staff Office Phone: If an employee's office phone number is changing, enter the new number here. Note : There are multiple
       ways to change an office phone; Form 13, Personnel Change Request Form or with the PA form (ONLY use PA form if the
       phone number is known when completing the PA action).
         Form 13
         Personnel Change Request Form
   •   Social Security Number : For New Hires only; record the employee's SSN - must be hand written due to security.
   •   Date of Birth : For New Hires only; record the employee's DOB.
   •   Gender: For New Hires only; record the employee's gender
   •   Person ID : Complete this field for all actions except New Hire. For New Hires, leave this field blank - the Person ID
       will be assigned by the system when the employee's information is entered in the system). • Note: To find the Person ID,
       use t-code PA20 and search for the employee in the Personnel No. field, once you have the employee data, go to
       "assignment details" to find their Person ID. Also see B@P processes for more detailed instructions on using PA20.
   •   Action : from the drop down box, select the appropriate action base on the definitions listed above
   •   Effective Date: Date the action begins. For Separation or End Additional Appointment Actions, this is the day AFTER
        the last day of work.
   •   Personnel #: Also known as the PERNR. For New Hire or Add Additional Appointment actions, leave this field blank. The
       personnel # will be assigned by the system when the employee's information is entered in the system. • Note: To find the
       Personnel #, use t-code PA20 and search for the employee in the Personnel No. field, once you have the employee data,
       go to "assignment details" to find their Personnel #. An employee with multiple appointments will have multiple Personnel #'s.
       Also see B@P processes for more detailed instructions on using PA20.
 • Transfer Reason: if the "transfer" action is selected, use the drop down box to select the "transfer reason" that best fits
   the situation.
 • Separation Reason: if the "separation" action is selected, use the drop down box to select the "separation reason"
   that best fits the situation.
 • Change in Pay Reason: if the "change in pay" action is selected, use the drop down box to select the "change in pay
   reason" that best fits the situation.
 • Position Reclassification Reason: if the "position reclassification" action is selected, use the drop down box to select the
   appropriate "position reclassification reason" that best fits the situation.
 • Position #: enter the position # that is being affected by this action. • Note: to find the Position #, use t-code PA20
   and search for the employee in the Personnel No. field. Once you have the employee's data, go to "assignment details"
   to find their Position #. T-code PPOSE is also an option, you can search for a position # by Org Unit.
 • Personnel Area: select the appropriate campus location from the drop down box
 • Employee Group: select the appropriate employee group from drop down box (see url below for a crosswalk)
        Position Code to Job & Enterprise Structure Crosswalk
 • Employee Subgroup: select the appropriate employee subgroup from the drop down box (see url below for a crosswalk)
        Position Code to Job & Enterprise Structure Crosswalk
 • Position Title: (max. 40 spaces) this is the title of this position, for 1-1 positions this can be an unique title, for grouped
   positions this is a standard title and cannot be changed. This title must match the Position Title in PPOSE.
   Use t-code PPOSE to identify the position title and position #.
 • Organization Unit # and Name : this is the HR organization unit # and Org Unit Name (max. 40 spaces).
 • Personnel Subarea: select the appropriate personnel subarea from the drop down box (see url below for a crosswalk)
         Position Code to Job & Enterprise Structure Crosswalk
            NOTE: for Separation & End Additional Appointment Actions only, fields below this line are NOT required.
 •   Contract: select the appropriate contract, if applicable from the drop down box
 •   Time Admin: this code represents a person or a group of people who will enter time worked for non-exempt staff and
     vacation, sick leave, etc. for exempt employees.
 •   Payroll Admin: is also know as the delivery code (where the employee's check will be delivered). If an employee has multiple
     appointments, the Payroll Admin Code must match across all appointments.
 •   Work Schedule: select the appropriate work schedule, all graduate students should be EXSTAND;
     all undergraduate students should be BWSTAND.
         Work Schedules
 •   Work Week: select the appropriate work week from the drop down box; most employees will have the Purdue Standard
      Monday-Sunday.
 •   Shift Code: in SAP the field is titled Add'l Time ID, select from the drop down box, most employees will have the Day shift
 •   Pay Scale Level: for non-exempt regular and temporary: the pay scale level is in the title and on the position classification
     notice from HR. Note: does not apply to A/P, faculty, lecturer, post doc, intern, graduate students and residents - leave blank.
 •   Salary/Period Rate: For exempt employees, enter annual rate divided by employee subgroup (i.e. divide by 9 for academic
      year); use Hourly rate for non-exempt employees. Do NOT include Administrative Supplements in the Salary/Period Rate.
 •   Hourly Rate: for non-exempt employees only.
 •   Capacity Utilization Level (CUL): also known as FTE, (i.e. 100% = 100.00, 50% = 50.00), non-exempt students always = 0.01
 •   Annual $ Rate: Period rate multiplied by Employee Subgroup (i.e. 9 mo AY, 12 mo FY, 11 mo FY, etc.). Annual Rate is
      needed for all employee groups. Do NOT include Administrative Supplements in the Annual Rate.
 •   Full Time Annual Rate: Annual rate divided by Capacity Utilization Level (CUL). Do NOT include Administrative
      Supplements in the Full Time Annual Rate.
 •   Cost Distribution: Enter the cost distribution for New Hire, Rehire, Add Additional Appointment, and Transfer actions ONLY.
     Cost distribution must equal 100%. If more than three lines are needed, the departmental cost administrator will update
     info type 0027. If invalid information is provided, no data will be keyed by the SSC. DO NOT hold the PA form if cost
     distribution is unknown, you can leave this information blank and the departmental cost administrator can update
     info type 0027.
 •   Administrative Supplement: If applicable, indicate Period Rate (not total amont) for administrative supplement. This amount
     should NOT be included in the "Salary/Period Rate", "Annual $ Rate", or "Full Time Annual Rate" fields.

Business Office Contact: identify business office contact name and phone number. This will be the individual the Shared Service
Center will contact with questions regarding this form.
Comments: note in the comments section any information that will be beneficial to anyone signing/reviewing/auditing the form.
                                                               PA FORM DROP DOWN VALUES



SELECT GENDER                          SELECT SEPARATION REASON               SELECT EMPLOYEE GROUP                   SELECT PERSONNEL SUBAREA

     Male                              42   Attendance                        A Administrative Professional            Pay w/ benefits
     Female                            31   Career Opportunity                B Clerical                               Pay w/o benefits
                                       10   Contract not Renewed              C Clinical, Research, Non-Tenure <50%    Non pay w/ benefits
SELECT ACTION                          45   Death                             D Continuing Lecturer                    Non pay w/o benefits
                                       32   Dissatisfied with Employment      E Faculty Tenured/Tenure Track
     New Hire                          33   Health Reasons                    R Fire/Police Admin                     SELECT CONTRACT IF APPLICABLE
     Rehire                            30   Higher Wages or Benefits          H Fire/Police BW Salary
     Transfer                          40   Inadequate Performance            I Fire/Police Management                 CES Support
     Change in Pay                     41   Inappropriate Behavior            J Graduate Student                       Official Retiree
     Add Additional Appointment        43   Job Abandonment                   K Limited Term Lecturer                  Retiree Spouse
     End Additional Appointment        12   Leave Exhausted                   L Management/Professional                Staff Retiree
     Separation                        38   Official Retirement               M Non Exempt Professional                Surviving Spouse/Dependent
     Position Reclassification         37   Personal Reasons                  N Non Pay                                Disability
                                       39   Personal Retirement               O Operations/Technical                   PAA
SELECT TRANSFER REASON                 02   Reduction in Force                Q Police Hourly                          PRF
                                       34   Relocated                         S Post Doc/Interns/Resident              1FAA
48   Non Paid to Temporary             36   Resigned in lieu of Termination   T Resident Hall Counselor                1PO4
49   Non Paid to Regular               35   Return to School                  U Service
50   Temporary to Regular              01   Temporary or Seasonal             V Student                               SELECT WORK WEEK
51   Regular to Temporary              11   Tenure Denied                       Summer Operations Assistant
52   Emp Group Change Same Dept        13   Work Authorization Expired        W Temporary A/P                          Purdue Standard: Monday - Sunday
53   Emp Group Change Diff Dept                                               X Temporary C/S                          Police Dispatcher: Saturday - Friday
54   Org Unit Change Promotion         SELECT POSITION RECLASS REASON         Y Visiting Faculty/Emeritus Faculty      Bus Driver: Wednesday - Tuesday
55   Org Unit Change Demotion                                                                                          ITAP-Rec Sports: Thursday - Wednesday
56   Org Unit Change Lateral           60   Lateral Change                    SELECT EMPLOYEE SUBGROUP                 Animal Sci Res: Sunday - Saturday
57   Same Org Unit Promotion           60   Lateral (Title Change only)
58   Same Org Unit Demotion            61   Higher Level                          9 Month AY Exempt
59   Same Org Unit Lateral             62   Lower Level                           9 Month FY Exempt                   SELECT SHIFT CODE
                                       64   Employee Subgroup Change              9 Month Non Exempt
SELECT CHANGE IN PAY REASON            65   Org Unit Relationship Change          10 Month FY Exempt                   Day
                                                                                  10 Month Non Exempt                  Evening
70   Merit Increase                    SELECT PERSONNEL AREA                      11 Month FY Exempt                   Night
71   Market Adjustment                                                            11 Month Non Exempt                  Union Club Desk - Day
72   Administrative Adjustment              Calumet                               12 Month FY Exempt                   Union Club Desk - Evening
73   Decrease Base Pay                      Fort Wayne                            12 Month Non Exempt                  Union Club Desk - Night
74   Change in Cap. Util Level (FTE)        North Central                         Non Pay                              First Responder - Day
76   Budget New Year                        West Lafayette                                                             First Responder - Evening
77   Reappointment Action                                                     SELECT CURRENT PAY AREA                  First Responder - Night

                                                                                  BW
                                                                                  AY
                                                                                  FY

				
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