HRS Forms Training
Regular Payroll Processing
Lisa Batey
Cindy Camp
Alicia Haynes
Becky Young
MTSU Human Resource Services
Sam H. Ingram Building
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HRS Forms Training
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General Overview – What we plan to cover!
Personnel Appointment Form
 Personnel Event Form
 W4 and Social Security Card Requirements
 TLEA
 I9 Requirements
 Questions and Answers
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Appointment Form - PAF
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The PAF is located on the HRS web page at
http://www.mtsu.edu/hrs/forms/Personnel_A
ppointment_Form.pdf .
Please note the revision date on the forms. Old
forms should not be used.
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Appointment Form - PAF
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Appointment Form - PAF
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Appointment Form - PAF
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When to use the Appointment Form - PAF:
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New Hires
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Administrative
Classified
Adjunct Faculty
Graduate Assistants (GA’s and GTA’s)
Housing Resident Assistants (RA’s)
Promotions for Classified/Administrative
Transfers – If there is a pay change or change to another department
Athletic Coaches
Faculty
Grant Position
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Appointment Form - PAF
Completion Requirements
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PPAIDEN – General Person Information
Complete all
 Problem areas
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Include department contact name, phone and box number of the
person completing the form. Who should we contact with an issue?
Banner ID – Must be complete, not partial – if no Banner ID, use last
4 digits of SSN.
Campus Telephone – at minimum, use department number
Employee e-mail address – before employees can be set up on
Pipeline, they must have a personal e-mail address entered.
Ethnicity - Codes for form are listed on the back of the PAF
Division Code
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PPAIDEN Section
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Appointment Form - PAF
Completion Requirements
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PEAEMPL – Employee Information
Organization Codes can be located on the HRS website on the Banner Information tab:
http://www.mtsu.edu/hrs/docs/Org_Codes_by_Department.pdf
 Timekeeping Org Codes can be located on the HRS web page on the Web Time Entry tab:
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http://www.mtsu.edu/hrs/docs/WTE_Timekeeping_Organ_Cd_Student_Temp_H
ourly_Alpha_Order_by_Dept.pdf
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Appointment Form PAF
Completion Requirements
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NBAJOBS – Job and Pay Information
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Job Information – what action is being taken.
Pay Information – what type of employee is the action being
taken on.
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Appointment Form - PAF
Completion Requirements
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Complete
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Job begin and end date
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If you want a full payment to be made to an individual, you must you a whol
month on the begin and end date.
Adjunct Faculty – Paid in three month contracts (10/1 - 12/31) or (2/1 – 4/30)
Graduate Assistants
 4-month contracts (9/1 – 12/31 and 1/1 – 4/30)
 8-month contracts (9/1 – 4/30)
 10 or 12-month contracts (actual start date and end date)
Suffix Number – HRS entry - always 00 unless paying two different rates under
the same position number for the same time period. Each additional rate would
be next suffix (01, 02 etc.).
FTE – Percentage of full-time
Salary – Annual Salary
Labor Distribution – tied to position number and not needed by HRS. It is
reviewed by Research Services on grant positions, but is not reviewed or changed
by HRS.
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Appointment Form - PAF
Completion Requirements
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Contract Type – must be completed:
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Appointment Form - PAF
Completion Requirements
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Appointee’s Signature
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The employee should indicate whether or not they are or are not employed as a regular
benefited employee for another State of Tennessee agency or another TBR Institution.
Regular Benefited employees are eligible for retirement, leave and other benefits.
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PAF Signature Requirements
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Signatures Required
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Administrative – this is the contract!
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Classified – this is the contract!
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Employee, Department Head, Dean (if applicable), VP/University
Provost or designee
Adjunct Faculty – this is the contract!
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Employee, Department Head, Dean (if applicable), VP/University
Provost or designee
Employee, Department Head, Dean and Provost or designee
Grant Positions – this is the contract!
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additional signature requirement!
Employee, Department Head, Sponsored Programs, Dean (if
applicable) and VP/Provost or designee
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PAF Signature Requirements
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Graduate Assistants
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Housing RA’s – have a separate contract!
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Department Head, Dean and Provost or designee
Promotions – Classified and Administrative
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Employee, Athletic Director, President
Faculty – have a separate contract!
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Employee, Department Head, Associate VP
Athletic Coaches – have a separate contract!
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Employee, Department Head and Graduate Dean
Employee, Department Head, Dean (if applicable), VP/Provost or
designee
Transfers
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Employee, Department Head, Dean (if applicable), VP/Provost or
designee
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Appointment Form - PAF
Completion Requirements
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What should accompany the PAF – New
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Adjunct Faculty
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Completed I9
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Supporting documentation if required
Completed W4
Copy of social security card or receipt with name
TLEA Document
Direct Deposit
Graduate Assistants and Resident Assistants
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Completed I9
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Supporting documentation if required
Completed W4
Copy of social security card or receipt with name
TLEA Document
Direct Deposit
Summary Sheet – which indicates hours worked, degree level, etc.
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Appointment Form - PAF
Completion Requirements
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What should accompany the PAF for Benefited Employees:
 Faculty
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Promotions
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Athletic Contract
Housing Resident Assistants
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Position support documentation
Athletic Coaches
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Supporting documentation with signatures
Transfers
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Academic Contract
Resident Contract
Graduate Assistants
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Workload Assignment Form
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Personnel Event Form - PEF
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When to use the PEF
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Terminations
Pay Changes
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Allowances
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Faculty Promotions
Stipends
Rank Changes
Tenure Changes
Housing Allowances
Coach Allowances
Degree Changes
CAP Raises
Summer Pay
Extra Compensation
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Personnel Event Form- PEF
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Terminations of:
Faculty
 Administrative
 Classified
 GA’s and RA’s
 Adjunct Faculty
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Personnel Event Form - PEF
Completion Requirements
 PPAIDEN
 Banner ID and Employee Name
 Department contact information
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Personnel Event Form - PEF
Completion Requirements
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NBAJOBS
Action
 Job Dates
 Position Number
 Salary if action is other than termination
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Personnel Event Form - PEF
Completion Requirements
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PEAEMPL
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Last Day Worked – Last physical day to work on separating employees
Termination Reason – Codes listed on back of PEF Form
Remarks – any information relevant to event
Make sure the Home Org and Timekeeping Org
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T Orgs can be found on the HRS web page at
http://www.mtsu.edu/hrs/docs/WTE_Timekeeping_Organ_Cd_Student_Temp_Hourly_Alp
ha_Order_by_Dept.pdf
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Personnel Event Form - PEF
Completion Requirements
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What should accompany a PEF?
Supporting documentation (i.e. resignation letter
etc.)
 Any information relevant to the event
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Termination PEF Signature Requirements:
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Department Head
Grants require Research Programs signature
 Graduate Assistant’s require Graduate Office signature
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Personnel Event Form Pay Changes
Signature Requirements
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Housing Allowances
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Coach Allowances
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Athletic Director, Athletic Business Manager, President
CAP Raises
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Department Head and VP
Department Head
Degree Changes
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Classified/Administrative
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Faculty
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Department Head, Dean, University College and Provost or designee
Extra Compensation
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Department, Provost or designee
Summer Pay
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Department Head
Department Head, Dean (if applicable) and VP/Provost or desingee
Classified Employee Teaching Adjunct
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Department Head, Dean (if applicable) and VP/Provost or designee
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Personnel Event Form - PEF
Pay Changes
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What should accompany the PEF
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Coach Allowances
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CAP Raises
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Verification of successful exam completion
Degree Changes
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Letter of approval from President
Copy of transcript
Dual Services Agreement Extra Comp
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Copy of Dual Services Contract
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Personnel Event Form - PEF
Pay Changes
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Faculty Promotions
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Stipends
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Processed through Academic Affairs
Require TBR Approval
Tenure Changes
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Processed through Academic Affairs
Require TBR Approval
Processed through Academic Affairs
Require TBR Approval
Rank Changes
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Processed through Academic Affairs
Require TBR Approval
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Regular Payroll Processing
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Questions and Answers
Thank You For Attending!
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Contact Information
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Human Resource Services Staff
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Cindy Camp – 5713
Alicia Haynes - 2382
Becky Young – 7627
Lisa Batey – 2929
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