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Letter or Notice of Job Abandonment to Employee - Excel

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					   Purdue University
   Human Resource Services PA Form
                                                                Personnel Action Form                                            Off-Cycle Requested                    Revised

   Revised November, 2007
                                                                                                                                          Page            1        of        1
                               Dough                                                                      Lots                                                     A
                           Last Name                                                                      First Name                                          Middle Name
   Building Code (office location):                           MATH                 West Lafayette          Calumet           Fort Wayne           North Central



                                                                                                                                 Person ID: 12345666
                  SSN                                           DOB                         Gender


                                                                                       For Separations and End Add'l
    Separation                                                  01 - 01 - 08
                                                                                       Appts, this is the first day in
                                                                                                                                Personnel #                   12345666
                 Action                                         Effective Date         withdrawn status.


                                                                                              Work Authorization Expired
           Transfer Reason                                 Change in Pay Reason                       Separation Reason                     Position Reclassification Reason


   Position #             4072                 West Lafayette                      Graduate Student                                         9 Month AY Exempt
                                                         Personnel Area                                 Employee Group                            Employee Subgroup


               Graduate Research Assistant                                                       131 - Chemistry                              Pay w/ benefits
                              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


    Purdue Standard: Monday - Sunday
                                                                                                                            Pay Scale Level
                           Work Week                                                     Shift Code


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

               Annual Rate                                             Full Time Annual Rate                                   Admin Suppl.
                                                                                                                                                               Period rate


   Business Office Contact (name & phone #):                                              Jane Doe 40000
   Check if attached:              Form 13         I-9          WH4          W4          Offer Letter (if applicable)          Contract (if applicable)

   Comments:
   Visa work Authorization expired 12/18/07, but being paid for assignment completed.




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


   Dean/Director                                                                                              Date:

   Business Office                                                                                            Date:

   HR Svcs                                                                                                    Date:
                                                                                                                                                   For the President
                          Please send completed form to Shared Service Center/FREH.                                                        Human Resource Services PA Form
   http://www2.itap.purdue.edu/BS/Business_Forms/
                                                 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.)

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

HOW TO COMPLETE THE PA FORM:
  • Revised: Check this box for a revised PA form
  • 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.)
    • Building Code for office location: Enter the building code for the individuals office location. Click on the hyperlink and then
      scroll through the "Locate Building by Name" to find the building code.
    • Social Security Number : New Hires only; record the employee's SSN. This has to be hand written due to security.
    • Date of Birth : New Hires only; record the employee's DOB.
    • Gender: New Hires only; record the employee's gender
    • Person ID : complete this field for all actions except for New Hire (you will not have Person ID for a New Hire, this is
      assigned by the system when the employee's information is keyed into 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's 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: the date the action begins. For Separation or End Additional Appointment Actions, this is the day AFTER
      the last day of work
    • Personnel #: this is also known as the PERNR (you will not have a Personnel # for a New Hire or Add Additional Appointment, this is
      assigned by the system when the employee's information is keyed into 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's data, go to "assignment details" to find their Personnel #.
    • Transfer Reason: if the Action selected is "transfer", 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 appropriate 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 change in pay reason that best fits
      the situation
    • Position #: this is 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 be used to search on an 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 to a crosswalk below)
       Position Code to Job & Enterprise Structure Crosswalk
    • Employee Subgroup: select the appropriate employee subgroup from the drop down box (see url to a crosswalk below)
       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 can not be changed. Use PPOSE to identify the the position and the title
    • Organization Unit # and Name : this is the HR organization unit # (url listed below) and the Org. Unit Name (max. 40 spaces)
       HR Org. Unit Crosswalk
    • Personnel Subarea: select the appropriate personnel subarea from the drop down box (see url to a crosswalk below)
       Position Code to Job & Enterprise Structure Crosswalk
Contract through Administrative Supplement fields do NOT need to be completed for Separation & End Additional Appointment Actions
   • 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 would be entering time worked for non-exempt and vacation, sick
       leave etc. for exempt employees
            Payroll Admin Codes
    • Payroll Admin: is also know as the delivery code (where the employee's check will be delivered), the url listed below has a complete
      list of Payroll Admin. Codes. If an employee has multiple appointments, they can only have one Payroll Admin Code
    • Work Schedule: select the appropriate work schedule, all grad students should be EXSTAND all undergrads should be BWSTAND
        Work Schedules
    • Work Week: select the appropriate work week from the drop down box; most employees should 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
          A/P, faculty, lecturer, post doc, intern, graduate students and residents DO NOT need a pay scale level
    • Salary/Period Rate: Annual rate / term of appointment, use for exempt employees; use Hourly rate for non-exempt employees.
       Do NOT include Administrative Supplements in the Salary/Period Rate.
    • Hourly Rate: for non-exempt employees only; use Salary/Period rate for exempt employees
    • Capacity Utilization Level: 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 (term of appointment). Do NOT include Administrative Supplements
       in the Annual Rate. Needed for all staff types.
    • Full Time Annual Rate: Period rate / Capacity Utilization Level (FTE). Do NOT include Administrative Supplements in the
      Full Time Annual Rate.
    • 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; i.e. for a transfer,
  list the position number the employees is leaving

To see the complete process go to B@P then go to "People"
SELECT GENDER                             SELECT EMPLOYEE GROUP                     SELECT PERSONNEL AREA

  Male                                      Faculty Tenured/Tenure Track              Calumet
  Female                                    Visiting Faculty/Emeritus Faculty         Fort Wayne
                                            Clinical, Research, Non-Tenure <50%       IUPUI
SELECTION ACTION                            Continuing Lecturer                       North Central
                                            Limited Term Lecturer                     West Lafayette
  New Hire                                  Post Doc/Interns/Resident
  Rehire                                    Management/Professional
  Transfer                                  Administrative Professional
  Change in Pay                             Operations Assistant
  Add Additional Appointment                Non Exempt Professional
  End Additional Appointment                Clerical
  Separation                                Service
  Position Reclassification                 Temporary A/P
                                            Temporary C/S
                                            Student
SELECT TRANSFER REASON                      Graduate Student
                                            Resident Hall Counselor
  Non Paid to Temporary                     Summer Operations Assistant
  Non Paid to Regular                       Fire/Police Admin
  Temporary to Regular                      Fire/Police BW Salary
  Regular to Temporary                      Fire/Police Management
  Emp Group Change Same Dept                Police Hourly
  Emp Group Change Diff Dept                Non Pay
  Org Unit Change Promotion
  Org Unit Change Demotion                SELECT EMPLOYEE SUBGROUP
  Org Unit Change Lateral
  Same Org Unit Promotion                   9 Month AY Exempt
  Same Org Unit Demotion                    9 Month FY Exempt
  Same Org Unit Lateral                     9 Month Non Exempt
                                            10 Month FY Exempt
SELECT SEPARATION REASON                    10 Month Non Exempt
                                            11 Month FY Exempt
  Temporary or Seasonal                     11 Month Non Exempt
  Reduction in Force                        12 Month FY Exempt
  Contract not Renewed                      12 Month Non Exempt
  Tenure Denied                             Non Pay
  Leave Exhausted
  Work Authorization Expired              SELECT PERSONNEL SUBAREA
  High Wages or Benefits
  Career Opportunity                        Pay w/ benefits
  Dissatisfied with Employment              Pay w/o benefits
  Health Reasons                            Non pay w/ benefits
  Relocated                                 Non pay w/o benefits
  Resigned in lieu of Termination
  Personal Reasons                        SELECT CONTRACT IF APPLICABLE
  Official Retirement
  Personal Retirement                       Official Retiree
  Inadequate Performance                    Retiree Spouse
  Inappropriate Behavior                    Staff Retiree
  Attendance                                Surviving Spouse/Dependent
  Job Abandonment                           Disability
  Death                                     PAA
                                            PRF
SELECT CHANGE IN PAY REASON                 1FAA
                                            1PO4
  Merit Increase
  Market Adjustment                       SELECT WORK WEEK
  Administrative Adjustment
  Decrease Base Pay                         Purdue Standard: Monday - Sunday
  Change in Cap. Util Level (FTE)           Police Dispatcher: Saturday - Friday
  Change in Employee Subgroup               Bus Driver: Wednesday - Tuesday
  Budget New Year                           ITAP-Rec Sports: Thursday - Wednesday
  Reappointment Action                      Animal Sci Res: Sunday - Saturday

SELECT POSITION RECLASSIFICATION REASON
                                          SELECT SHIFT CODE
  Lateral Change
  Higher Level                              Day
  Lower Level                               Evening
  Employee Group Change                     Night
  Employee Subgroup Change                  Union Club Desk - Day
  Org Unit Relationship Change              Union Club Desk - Evening
                                            Union Club Desk - Night
                                            First Responder - Day
                                            First Responder - Evening
                                            First Responder - Night

				
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Description: Letter or Notice of Job Abandonment to Employee document sample