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Personnel Action Form (PAF) & Required Documents Information

It is our desire to do everything possible to prevent a new employee from receiving a delayed first paycheck, as well as any employee missing a paycheck. The information provided in this document will assist in preventing unnecessary delays.

IMPORTANT!!! All hiring documentation, which includes the Personnel Action Form (PAF), any supporting documents from the department, and new hire paperwork (required to be completed by employee), must be submitted to HRS before the deadline for a particular payday. Please be sure to adhere to the and Documentation Deadline closely! A copy of this schedule is included in this document and can also be found on the HRS website at: http://xena.ualr.edu/hrs/ under “Calendar”.

We encourage departments to instruct all new hires to come the HRS to complete their new hire paperwork even before they begin work. New Hire Paperwork can be kept on file for up to six months. *********************************************************************************************************** DOCUMENTATION REQUIRED FROM DEPARTMENT/ORGANIZATION (IMPORTANT! If the position is Grant funded (Fund # in FOAPAL begins with “2”), Personnel Action Form must be submitted to ORSP before forwarding to HRS) 1 1. Classified (full or part-time)  Personnel Action Form (HR.002)  Review Form (approved copy department receives from Human Relations)  Personnel Requisition Form (approved copy department receives from Ophelia Breedlove, HRS)  Disposition Form

2. Non-Classified Non-Faculty (full or part-time)  Personnel Action Form (HR.002)  Affirmative Action Review Form (approved copy department receives from Human Relations)  Offer Letter (signed by employee in acceptance)  Resume

3. Academic (9, 10, 10.5 and 12 month Faculty – must have Provost signature)  Personnel Action Form (HR.002)  Affirmative Action Review Form (approved copy department receives from Human Relations)  Job Offer Letter (signed by employee in acceptance)  Resume/Curriculum Vitae

4. Academic (part-time Lecturers) – must have Provost signature)*  Personnel Action Form (HR.002)  Resume/Curriculum Vitae *Part-time Lecturer PAFs must include appointment percentage. Please refer to the following scale when determining appointment percentage: 25% Teaching one 3hr credit course within a semester 50% Teaching two 3hr credit courses within a semester 75% Teaching three 3hr credit courses within a semester 100% Teaching four 3hr credit courses within a semester (must have prior Provost approval) Additional important information regarding Part-time Lecturer appointments: - Part-time Lecturers can only be appointed one semester at a time. - Effective dates on the PAF must indicate the actual dates that will be worked. 5. Graduate Assistant – (must have Provost signature, if teaching)**  Personnel Action Form (HR.002)  Graduate Assistantship Form (should be sent through the even if position is not being funded through them)  Resume/Curriculum Vitae (if teaching) **Graduate Assistant PAFs must include appointment percentage. Please refer to the following scale when determining appointment percentage: 25% Working 10 hours per week 50% Working 20 hours per week 75% Working 30 hours per week 100% Working 40 hours per week Please note that the correct Account codes for Graduate Assistants are as follows: Teaching 610520 Not Teaching 610510 Additional important information regarding Graduate Assistant appointments: - Graduate Assistants can only be appointed one semester at a time. - Beginning effective date must be the 1st or the 16th of the month. - Graduate Assistants are salaried employees. Be sure not to put an hourly rate on the PAF. - If terminating a GA appointment, be sure to submit a Termination PAF as soon as you know that they will no longer be working for you to prevent payment to the employee after their appointment has ended. - Also, if the GA terminates in the middle of a pay period, you must prepare a Termination PAF ending with the end date of the previous pay period. Then prepare a separate PAF covering the days they worked within their final pay period. Please be sure the encumbrance is correct.

6. Student Labor, Work-Study or Extra Labor (Hourly Employees: Total hours worked cannot exceed 1500 per fiscal year. Effective October 1, 2006, minimum will increase to $6.25.) An Extra Labor employee is not a student - not registered for any classes during job appointment. A Student Labor employee is a student - registered for classes during job appointment.)  Personnel Action Form (HR.002)  Position Classification Questionnaire (only if hourly rate is more than $9.09) If your employee is Hourly and is taking classes, make sure you mark Student Labor on the PAF and use the correct Account code. The correct Account codes are as follows: Extra Labor 620100 Student Labor 620200 Work-Study 620300 (MUST have Financial Aid approval) Additional important information regarding Hourly appointments: - ALL PAFs for Work Study employees should be routed through the Financial Aid office before being submitted to HRS, which includes Termination PAFs - An Extra Labor employee CANNOT hold a Student Labor/Work Study appointment at the same time, or vice versa. Please see employee grid provided in this document for acceptable joint appointments. - Student Labor, Work-Study, and Graduate Assistant appointments can be maintained during the Christmas and Spring . It is not necessary to change their status to Extra Labor during these breaks. However, if their student status changes during the Summer, a PAF should be done at that time. - Hourly employees are paid a pay period behind. The hours worked from the 1st to the 15th of the month are paid at the end of the month. The hours that are worked from the 16th to the end of the month are paid on the 15th of the next month.

7. Stipend Payments (MUST be a student)  Personnel Action Form (HR.002) OR  Stipend Payment Form (HR.007) (Attached) and  Stipend Classification Worksheet (Attached) 8. Extra Compensation Forms  Time Sheet (required for Classified employees only) Additional important information regarding Extra Compensation Forms: - Classified employees must be paid at a minimum rate of time and a half their actual for appointments outside of their primary job. - Both, the Secondary AND Primary departments must sign off on this form. - Provost signature is required to be obtained on this form if compensating an employee for teaching a class outside of his/her primary job or teaching load. - All academic departments (Orgs beginning with a “6” or “7”) MUST obtain signatures from your vice-chancellor and Dr. Anderson before being submitted to HRS.

9. Concurrent Employment Forms  Approved copy should be attached to PAF Additional important information regarding Concurrent Employment Forms: - Must be completed for any state employee that holds two state at the same time. - MUST be submitted in electronic form. Prepare form and save as a Word document, then e- mail as an attachment to [email protected]

**************************************************************************************************** DOCUMENTATION REQUIRED FROM EMPLOYEE (To be completed in HRS office. If not a US citizen, go to DISLS, Stabler Hall, Room 105 before coming to HRS.)  Federal Tax Forms  State Tax Forms  Immigration & Naturalization Service Form I-9 (List of acceptable documents below. Please give copy to employee)  Drug Form  Selective Service Form  Personnel Data Sheet (HR.001) (Requires copy of Social Security Card)  Acknowledgement of Arkansas Board Policy 425.2  Direct Deposit Form along with a voided check  Grant Funded Position Form (if applicable)

All documents listed above are also required for non-paid employees.

************************************************************************************************************ DOCUMENTATION REQUIRED FROM REHIRED EMPLOYEE Also required for employees changing from an hourly position to a full-time position, or vice versa.  Federal Tax Forms  State Tax Forms  Direct Deposit Form along with a voided check  Personnel Data Sheet (HR.001)

If there are no changes regarding his/her direct deposit, they can just put their name and ID on the form and mark the words "No Changes" on the top of the form, then sign and date it. PAYROLL DOCUMENTATION DEADLINE SCHEDULE: UALR PAY SCHEDULE MAY 2007 THROUGH AUGUST 2007 DATES ARE SUBJECT TO CHANGE

IN ORDER FOR PAY **PAF *Time Sheets & TO BE EFFECTIVE Due Leave Reports ON THE FOLLOWING In Due in PAYDAY HR Payroll Comments

5/15/2007 4/30/2007 5/01/2007 Timesheets ending 4/30 5/31/2007 5/15/2007 5/16/2007 Memorial Day 5/28 Timesheets ending 5/15 6/15/2007 5/29/2007 6/01/2007 Timesheets ending 5/31

6/29/2007 6/12/2007 6/18/2007 Timesheets ending 6/15

7/13/2007 6/25/2007 7/3/2007 July 4th Univ Closed Timesheets ending 6/30 7/31/2007 7/12/2007 7/16/2007 Timesheets ending 7/15

8/15/2007 7/31/2007 8/1/2007 Timesheets ending 7/31

8/31/2007 8/14/2007 8/16/2007 Timesheets ending 8/15

NOTE: *TIMESHEETS AND PAFs ARE DUE AT NOON ON THE ABOVE DATES.

**PLEASE PAY SPEICAL ATTENTION TO THESE DATES DUE TO UNIVERSITY HOLIDAYS AND SHORT PAY PERIODS THAT WILL EFFECT PAYROLL PROCESSING.

REMINDER: REGULAR EMPLOYEES ARE PAID UP TO DATE. LEAVE USAGE IS POSTED A PAY PERIOD BEHIND.

*************************************************************************************************** HELPFUL LINKS

Personnel Action Form (PAF) is available online at: http://xena.ualr.edu/hrs/forms/paf.doc

Instructions for the Personnel Action Form are available at: http://xena.ualr.edu/hrs/forms/paf_instructions.doc .

Position Classification Questionnaire is available online at: http://www.state.ar.us/dfa/opm/forms/024_class_questionaire

Stipend Payroll Form is available at: http://xena.ualr.edu/hrs/forms/stipend_payroll.pdf

Extra Compensation Form is available online at: http://xena.ualr.edu/hrs/forms/extra_compensation.doc

Concurrent Employment Form is available online at: http://xena.ualr.edu/hrs/forms/concurrent_employment_form(opm025).doc INTERCHANGEABLE POSITIONS GUIDE

1. GRADUATE ASSISTANT (GA) – An employee who has been granted an Assistantship while attending graduate classes. A Graduate Assistant can be Student Labor at the same time.

2. EXTRA LABOR (HE) – An employee who works by the hour and is not eligible for any benefits, or vacation pay. Part Time Lecturers, who are not benefits eligible, can be Extra Labor at the same time. Extra Labor employees must not be enrolled in classes.

3. STUDENT LABOR (HS) – A student employee, who works by the hour and is not eligible for any benefits, sick leave or vacation pay. A Student can be a Graduate Assistant at the same time if they meet GA qualifications. Student can also be Work Study at the same time. Must be enrolled in a minimum of one class.

4. WORK STUDY (HW) – A student who has been granted “Work Study” grant money to work on campus. This is also an hourly position. Work Study can be Student Labor at the same time. Must be enrolled at least half-time (6 hrs Fall & Spring; 3 hrs Summer Semesters).

5. PART-TIME LECTURER (FF) (Non-Benefits eligible) can be Extra Labor (HE) and Part-time Lecturer Non-Credit (FN) at the same time.

6. PART-TIME LECTURER NON-CREDIT (FN) (Non-Benefits eligible) can be Extra Labor (HE) and Part-time Lecturer (FF) at the same time.

POSITION INTERCHANGE MATRIX GA HE HS HW ST FF FN

GA

HE

HS

HW

ST

FF

FN

EXTRA LABOR (HE) fringes and deductions: FICA ------(Banner Codes 010) ------4.73% FICA/MQFE ------(Banner Codes 011) ------+ 1.11% Total ------5.84%

Workers Compensation (Banner Codes 806) ---- .19% Tax ------(Banner Codes 807) --- .02%

STUDENT LABOR (HS), WORK STUDY (HW), and GRAD ASST (GA) deductions: Workers Compensation (Banner Codes 806) ---- .19%

All employees pay federal and state tax (Students can request exemption from state tax): Federal Withholding - (Banner Codes 020); % depends on marital status & deductions AR State Withholding - (Banner Codes 106); % depends on marital status & deductions