Personnel Action Form Guide
Human Resources Information Systems
www.drexel.edu/hris
Table of Contents
Topic
Page
Understanding PAFs
3
Personnel Action Form Sections
Recommended Action
4
Effective Date & Employee Demographics
6
Department & Time Sheet Organization Information
8
Job Description Information
8
Position & Compensation Information
10
Performance Evaluation History
12
Leave of Absence Information
12
Termination Information
14
Labor Distribution Information
16
Employee History Information
18
University Approval Signatures
18
Approval for Processing Signatures
18
Step By Step Examples
Promotion
20
Wage Adjustment
22
Job Title Change
24
Termination
26
Supplemental Materials
Personnel Action Form - Full View
28
Employee Class/Earn Code Listings for Drexel
29
University
Employee Class/Earn Code Listings for Drexel College 30
of Medicine
Understanding Personnel Action Forms
General Information
Personnel Action Forms are available through Web*Salary and are used to implement changes to an
employee’s job records.
Personnel Action Forms can be used for the following situations:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Promotion
Demotion
Wage Adjustment
Department Transfer
Job Title Change
Status Change
Hours Change
Termination
Shift Code Change
Leave of Absence
Return from Leave of Absence
Workers Compensation
Return from Workers Compensation
Location Code Change
When you want to make one of these changes, simply check the corresponding box at the top of the
page, and then mark the changing information on the bottom part of the form.
Once HRIS has processed your PAF, you should see these changes on a new PAF in Web*Salary.
Remember to obtain the necessary approval signatures on the bottom of the PAF. HRIS will not
process the form unless these signatures are visible.
Personnel Action Form Sections
Recommended Action
This is the most important section on the Personnel Action Form as it generates history on the
employee’s record. Your choice here determines which other sections of the PAF need to be
completed. You must always complete this section.
What should I do?
Select the box next to what best describes the change you are administering to the employee’s job
record. If two totally separate actions are occurring on the same Effective Date, you may check the
box next to both actions.
Sample Situation One
An employee is being promoted to a new position. Their pay rate and title are changing with this
promotion. Since the promotion is what brought about all of these changes, you would select
Promotion.
Sample Situation Two
An employee receives a merit increase and changes to part time status on the same effective date.
Since both actions are occurring on the same day but are not occurring from the same action, select
Wage Adjustment AND Status Change.
Recommended Action Visual Aid
Personnel Action Form Sections
Effective Date and Employee Demographics
This section specifies the effective date and employee demographical information for the PAF.
What should I do?
Verify or update the following fields:
Effective Date: The date on which the Recommended Action is effective. You must always
complete this field.
Date Generated: This field will default to the date you retrieved and printed the PAF from
Web*Salary.
Remarks: Use this section to type any comments that you want to include on the PAF.
Distribute To: This field will default to whomever listed as the Authorized Financial Manager of
the PAF for an employees organizational code.
Employee ID: This field will default to the employee’s University ID.
Employee Status: The employee’s job status. Active, Leave of Absence, or Terminated are all valid
values.
Hire Date: The employee’s original date of hire will default.
Adjusted Hire Date: In most cases, the date that defaults in this field is the same as the hire date.
The following are situations in which this date might be different:
• If the employee was terminated and rehired after 90 days, the rehire date is defaulted.
• If the employee was hired due to a merger from a previous institution, the benefit date
used for pension and vacation entitlement will be defaulted (i.e. the original hire date
from the previous institution).
Employee’s Name: The employee’s name will default in this order: Last, First, Middle
Home Phone: The employee’s home telephone number will default.
Work Phone: The employee’s campus telephone number will default.
Effective Date and Employee Demographics Visual Aid
Personnel Action Form Sections
Department and Time Sheet Organization Information
This section specifies what organization numbers the employee is listed under.
What should I do?
Verify or update the following fields:
Home Organization No. & Title: The home organization number that has administrative
responsibility for the employee, along with the title of that home organization number. This number
is a four digit numeric code and exists for reporting purposes.
Time Sheet Organization No. & Title: The time sheet organization number that has time keeping
and PAF responsibility for the employee, along with the title of that time sheet organization number.
This number is a four digit numeric code and exists for check distribution purposes.
Job Location Code: The job location code that is tied to the time sheet organization number. This
number is a five digit alphanumeric code and exists for check distribution purposes.
Job Description Information
This section specifies the employee’s position information.
What should I do?
Verify or update the following fields:
Employee Class & Description: The employee’s class and description of the code. Double click
on the text to view a complete list of employee classes and descriptions.
Hours Per Pay: The employee’s hours per pay cycle.
Pay ID: The employee’s type of pay schedule. Monthly (MD), Bi-Weekly (BD), or Weekly (WD)
are all valid values.
Shift: The employee’s work shift. Most employees are listed under shift 1, however, some
employees may have 2 or 3 listed.
FLSA Code: The employee’s exemption status according to the position number. Exempt or NonExempt are valid values.
FT/PT: The employee’s full time or part time status.
Contract Type: The type of contract is defaulted. Primary and Secondary are valid.
Department and Time Sheet Organization Information Visual Aid
Job Description Information Visual Aid
10
Personnel Action Form Sections
Position & Compensation Information
This section specifies the position, start date, and end date information.
What should I do?
Verify or update the following fields:
Position: The employee’s position number. This number is assigned during the requisition process
and is tied to a particular department.
Suffix: Should always be 00.
Position Class Code: The position class code assigned to the employee by HR/Compensation. A
complete list of position class codes can be found in the Supplemental Materials section.
Grade: The grade of the employee’s position class. Grades are determined by Compensation and
are used to note the ranges of a position class.
Step: The employee’s step value. Steps specify the level of progression within a salary structure.
Begin Date: The first work day in this position.
End Date: The last work day in this position is defaulted if the employee has an end date on their
record. Most full time employee do not have an end date, so this field would default blank.
Job Title: The title of the position number. Job Titles are determined by Compensation and are tied
to the assigned employee class.
Hourly Rate: The employee’s hourly rate. Double click on the text to view instructions on
calculating the hourly rate.
Annualized Salary: The employee’s annual salary. The annualized salary is calculated by using the
hourly rate and scheduled hours.
Change Reason Code: The cause for the change on the PAF. This code should correspond with
the Recommended Action that was selected at the top of the PAF. Double click on text to view a
complete list of change reason codes.
11
Position & Compensation Information Visual Aid
12
Personnel Action Form Sections
Performance Evaluation History
This section lists the employee’s performance evaluation history. Note that this information is for
reference only and cannot be changed by submitting a PAF.
Leave of Absence Information
This section specifies all information related to a leave of absence. You may also write notes in the
Remarks section if necessary.
What should I do?
Verify or update the following fields:
Leave Code: Code that identifies the type of leave. Approved leave codes are:
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S6 (Sabbatical, 6 months)
SA (Sabbatical, academic year)
RT (Retiree)
FM (Family Medical Leave)
Leave Begin Date: The date the employee started a leave of absence.
Last Day Worked: The last date the employee worked before beginning their leave of absence.
Actual Leave Return Date: The date the employee returns to work from their leave of absence.
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Performance Evaluation History Visual Aid
Leave of Absence Information Visual Aid
14
Personnel Action Form Sections
Termination Information
This section specifies termination reason, the final date worked, and rehire eligibility for an
employee when they are terminating from the university.
What should I do?
Update the following fields:
Term Code: The code that specifies the reason for termination. Double click the text to view a full
list of acceptable termination codes. The following are standard termination codes:
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VR (Voluntary Termination)
AO (Accepted Other Work)
PR (Personal Reasons)
RS (Returned to School)
IV (Involuntary Resignation)
UP (Unsatisfactory Performance)
RT (Retirement)
Last Day Worked: Date of the last day the employee worked for the organization.
Rehire Eligibility: Whether the employee is eligible for rehire. Acceptable values are Yes or No.
University Specifics: Field must remain blank.
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Termination Information Visual Aid
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Personnel Action Form Sections
Labor Distribution Information
This section specifies the fund, organization, and account code the employee is charged to.
What should I do?
Verify or update the following fields:
Fund: Six digit code designated to the funding source (i.e. 110100 for Education and General
Unrestricted Fund).
• Fund codes starting with 2 represent grants. PAFs for employees paid by grants must
be approved by Research before HRIS can enter it in the system.
Orgn: Four digit code designated to departmental/budgetary subdivisions of the university (i.e.
9865 for University Finance Department).
Acct: Four digit code designated to the salary line (i.e. 3018 for Computer Supplies).
Percent: Percent of salary being charged to a specific fund/orgn/acct combination. Valid
percentages range from 1-100%. The total for all combinations must equal 100%.
Eff Date: The date that the labor distribution goes into effect.
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Labor Distribution Information Visual Aid
18
Personnel Action Form Sections
Employment History Information
This section displays recent changes applied to the employee’s job record. Note that this
information is for reference only and cannot be changed by submitting a PAF.
University Approval Signatures
This section lists the levels of approval signatures a PAF must go through before it is received by
Human Resources.
What should I do?
Before submitting the PAF for signatures, double check the changes you have made, as well as
the information that you opted to remain the same, making sure that all required information is
completed.
Once you have checked the PAF for errors, it will go through the following steps:
1. Cost Center Administrator or PI checks PAF and signs
2. PAF is sent to Director or Dean for signature
3. PAF is sent to Vice President for signature
Approval for Processing Signatures
This section lists the levels of approval signatures a PAF goes through once it has been signed and
approved by the appropriate university levels.
What should I do?
Wait patiently. After your Vice President has signed off on the PAF, it go through the following
steps:
1.
2.
3.
4.
5.
6.
7.
8.
9.
PAF is sent to Human Resources
Human Resources enters the PAF into Received Paperwork Log
PAF is given to the respective recruiter in HR for that organization code
PAF is given to Compensation
PAF is given to HRIS
HRIS records the PAF in Received Paperwork Log
PAF is checked for errors and sufficient funding, if applicable
HRIS keys PAF into system
HRIS closes out record for PAF on Received Paperwork Log
You will see the changes in Web*Salary when the PAF has been entered in the system.
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Employment History Information Visual Aid
University Approval Signatures Visual Aid
Approval for Processing Signatures Visual Aid
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Step by Step Examples
Promotion
This option is to be selected when an employee is being promoted within the same department, to a
newly created position, or to an existing position.
What should I do?
Recommended Action
• Check box next to Promotion
Effective Date & Employee Demographics Information
• Effective Date: Enter the employee’s start date in new position
• Date Generated: Date that you printed the PAF will default
• Remarks: Enter any information that you want to include concerning the promotion
Job Description Information
• Employee Class & Description: Change if applicable
• Hours per Pay: Changes if promoting a non-exempt employee to an exempt position
• Pay ID: Change if promoting a non-exempt employee to an exempt position
• Shift: Change if applicable
• FLSA Code: Change if promoting a non-exempt employee to an exempt position
• FT/PT: Change if applicable
• Contract Type: No change
Position & Compensation Information
• Position: Change if applicable
• Suffix: 00
• Position Class: Will be changed by Compensation
• Grade: Will be changed by Compensation
• Step: 0
• Begin Date: Enter the same date that you entered in Effective Date in Effective Date &
Employee Demographics Information
• End Date: Enter end date if applicable
• Job Title: Change if applicable
• Hourly Rate: Calculate and enter the hourly rate (click on text for help, if necessary)
• Annualized Salary: Enter annual salary
• Change Reason: PROMO
Labor Distribution Information
• Fund/Orgn/Acct/Percent/Eff Date: If promotion information differs from current information,
cross out old information and enter new.
• If there is a labor distribution change you must attach a Budget Transfer form.
University Approval Signatures
• Obtain appropriate signatures
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Promotion Visual Aid
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Step by Step Examples
Wage Adjustment
This option is to be selected when an employee’s salary changes.
What should I do?
Recommended Action
• Check box next to Wage Adjustment
Effective Date & Employee Demographics Information
• Effective Date: Enter the date that the salary change starts
• Date Generated: Date that you printed the PAF will default
• Remarks: Enter any information that you want to include concerning the wage adjustment
Position & Compensation Information
• Begin Date: Enter the same date that you entered in Effective Date in Effective Date &
Employee Demographics Information
• End Date: Enter end date if applicable
• Job Title: Change if applicable
• Hourly Rate: Calculate and enter the hourly rate (click on text for help, if necessary)
• Annualized Salary: Enter annual salary
• Change Reason: SALIN
Labor Distribution Information
• Fund/Orgn/Acct/Percent/Eff Date: If labor distribution information differs from current
information, cross out old information and enter new.
• If there is a labor distribution change you must attach a Budget Transfer form.
University Approval Signatures
• Obtain appropriate signatures
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Wage Adjustment Visual Aid
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Step by Step Examples
Job Title Change
This option is to be selected when an employee’s job title is changed without affecting their salary.
What should I do?
Recommended Action
• Check box next to Job Title Change
Effective Date & Employee Demographics Information
• Effective Date: Enter the date that the job title change starts
• Date Generated: Date that you printed the PAF will default
• Remarks: Enter any information that you want to include concerning the job title change
Position & Compensation Information
• Position: Change if applicable
• Suffix: 00
• Position Class: May be changed by Compensation
• Grade: May be changed by Compensation
• Step: 0
• Begin Date: Enter the same date that you entered in Effective Date in Effective Date &
Employee Demographics Information
• End Date: Enter end date if applicable
• Job Title: Enter new job title
• Hourly Rate: Calculate and enter the hourly rate (click on text for help, if necessary)
• Annualized Salary: Enter annual salary
• Change Reason: POSTL
University Approval Signatures
• Obtain appropriate signatures
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Job Title Change Visual Aid
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Step by Step Examples
Termination
This option is to be selected when an employee leaves the university.
What should I do?
Recommended Action
• Check box next to Termination
Effective Date & Employee Demographics Information
• Effective Date: Enter the employee’s end date
• Date Generated: Date that you printed the PAF will default
• Remarks: Enter any information that you want to include concerning the termination
Termination Information
• Term Code: Enter appropriate code (Click text to view list of available term codes or see page
14 for most common codes)
• Last Day Worked: Enter the employee’s end date
• Rehire Eligibility: Circle Yes or No
• University Specifics: You can ignore this field
University Approval Signatures
• Obtain appropriate signatures
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Termination Visual Aid
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Supplemental Materials
Personnel Action Form - Full View
29
Supplemental Materials
Employee Class/Earn Code Listings for Drexel University
Drexel University
Ecls
Description
Earning Code
EF
EP
FD
FF
FJ
FC
FP
FS
FS
FS
FS
FV
LD
NC
ND
NF
NP
RE
SA
SE
SF
SG
SM
SR
ST
SW
TE
TN
UC
UE
UM
Exempt Full Time
Exempt Part Time
Faculty - Full Time 9/12
Faculty - Full Time 12/12
Adjunct Faculty
Casual Faculty - MD Payroll
Faculty - Part Time
FS - Full Time Emp/Part Time Teach
Admin Supplement
Department Head
Research Extra Comp
Volunteer Faculty
Long Term Disability
Non Employee Associate
Casual/Per Diem
Non Exempt Full Time
Non Exempt Part Time
Retiree
Grad Research Fellow
Student Employee
Ed Scholarship Fellowship Recipient
Graduate Assistant
Dormitory Resident Assistant - Monthly
Research Assistant
Teaching Assistant
Work Study
Temporary - Monthy
Temporary - BiWeekly
Union - Custodial
Union - Engineer
Union - Maintenance
REG
REG
REG
REG
REG
REG
REG
ADJ
SUP
SUP
RSC
No Earnings
REG
No Earnings
REG
REG
REG
REG
GRF
SRG
ESF
GAS
DRA
RAS
TAS
WKS
REG
REG
REG
REG
REG
Position Class Code
F2010
AD026
AD024
F2011
SG009
SG004
SG003
SG005
SG002
SG001
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Supplemental Materials
Employee Class/Earn Code Listings for Drexel College of Medicine
Drexel College of Medicine
Ecls
Description
Earning Code
E1
E2
E4
F1
F2
F3
F4
F5
F6
F7
F8
N0
N1
N2
N3
N4
N9
S2
S3
T1
T2
Exempt Full Time
Exempt Part Time
NRSA (employee of grant)
Full Time Faculty (12/12)
Part Time Faculty
Adjunct Faculty
Faculty Part Time (Bi-Weekly Payroll)
Full Time, High Comp Faculty
Bi-Weekly Faculty
Faculty Part Time No Benefits (Monthly Payroll)
Volunteer Faculty
Non Employee Residents
Non Exempt Full Time
Non Exempt Part Time
Per Diem
Casual
Non Employee Associate
Student Employee
Work Study
Temporary Bi-Weekly
Temporary Monthly
REG
REG
REG
REG
REG
REG
REG
REG
REG
REG
No Earnings
No Earnings
REG
REG
REG
REG
No Earnings