Faculty/Librarian/Grad Assistant

Personnel Action (PA) Form Instructions


Top Section

Date

  • Enter today's date in the MM/DD/YYYY format (e.g. 03/12/2012)

PA Contact

  • Enter name of person who can be contacted with questions regarding this action

    • Typically this is the person who initiates the form

Department

  • Enter the department for the contact person listed above

Phone

  • Enter the phone number of the contact person listed above

SECTION 1 - EMPLOYEE INFORMATION

Employee ID

  • Enter the employees Western ID Number (W#)

  • If the employee does not have an ID yet, leave blank and HR will create when employee completes required new hire paperwork

Employee Last Name

  • Enter the employee's last name using title case (only capitalize first letter)

    • Standardized formatting helps speed searches using Forms Finder

First Name & MI

  • Enter the employee's first name and middle initial using title case (e.g. Susan R.)

Department

  • Enter the department having primary administrative responsibility for the employee

Division/College

  • Select division/college having PRIMARY responsibility for employee

Bldg/Rm# Mail Stop Phone

  • Enter the employee's primary location (e.g. OM370), mail stop and Western phone

Include in the Campus Directory?

  • Select "YES" if the employee should appear in the campus directory

Organization Codes: Home Dept

  • Enter code for department with primary administrative responsibility for employee

  • This field is commonly used in Banner reports to identify employee's primary department, and is used to produce employee counts used by President, VPs, Deans, UPB, etc.

  • Appears in Banner screen PEAEMPL ("Home Department")

  • Appears as "Home Org" on Millennium Fast-HR reports

Organization Codes: Distribution

  • Enter code for check distribution (typically matches the Home Dept code)

  • Use code 5351 (cashier) for all Graduate Student positions

  • Appears in Banner screen PEAEMPL ("Check Distribution")

  • Banner reports PWRNSAL and PWRCDST uses the Distribution code to show departments who was paid during the pay period for non-salaried and salaried positions

  • Appears in as "Dist Org" on Millennium Fast-HR reports

 

Reports to (Name)

  • Enter the last name, first name, MI of employee's supervisor

Reports to ID#

  • Enter the W# of the employee's supervisor

Reports to Phone

  • Enter the work phone of employee's supervisor

Personal Phone for New Hires/Rehires Only

  • Enter the home phone or cell phone number of the employee (if available)

  • If this is not a new hire or rehire, please leave this section blank

Personal email for New Hires/Rehires Only

  • Enter the personal email address of the employee (if available)

  • If this is not a new hire or rehire, please leave this section blank

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SECTION 2 - JOB INFORMATION

Job Title

  • Enter the job title for the position

  • Banner-HR is limited to 30-characters, to include spaces.  If title exceeds 30 characters, note preferred abbreviation in the comments field

    • If this is a new hire, ensure this title matches other hiring documentation (e.g. Offer, Contract, etc.)

Job Class

  • Select the appropriate job classification

Position Number/Suffix

  • Enter position number to include suffix or type "See Below" if this action applies to more than one position number/suffix

  • Work with your budget authority to choose correct position number

  • If you have banner access, you can determine potential position number by using NBIWBLD and the funding string

  • If no position currently exists, leave blank

Create New

  • Check box if no position number exists for this job and you would like HR to create one

Recruitment/Search

  • Enter recruitment/search number if applicable (e.g. 120235)

Apply to Funding Only

Mark this box if the job begin/end dates ONLY apply to the funding information

  • Example: Permanent position, but is grant funded for a specific time period

  • Job start and end dates only apply to the funding string

ACTION: Create

  • Select appropriate action for a NEW employee/position

  • New Hire - Never employed by Western (student employment does not count as previous Western employment)

  • New Job - Current active employee moving to a new position

  • Rehire - Not currently active employee, but previously employed by Western

ACTION: Update

  • Select if renewing a currently existing job/position

  • Select appropriate action to update information on a currently active job

  • If PA has multiple actions, use "OTHER" and indicate in comments

ACTION: Terminate

  • Select appropriate reason for termination of position

ACTION: Other

  • If none of the above apply, select this option and provide reasons in comments section

1st Job Begin/Change Date

  • For new jobs or new hires: Enter the first day the employee will be working in this job

  • For job changes: enter the first day the job change will be in effect

  • Leave this field blank if this PA is to end/terminate the job

1st Job End Date

  • Enter the last date through which the employee is to be paid for this position (i.e. employee will receive pay for the date noted as the job end date)

2nd Job Being/Change Date

  • If a second action is happening to a position, indicate the start date of the additional change (e.g. position is active for fall and spring quarters only, note start of spring quarter as the 2nd job begin date)

  • If action applies to a different position than the 1st job, indicate dates as appropriate and explain in comments section

2nd Job End Date

  • If a second action is happening to a position, indicate the end date of the additional change (e.g. position is active for fall and spring quarters only, note end of spring quarter as the 2nd job end date)

  • If action applies to a different position than the 1st job, indicate dates as appropriate and explain in comments section

Reason for Action/Comments

  • Use this section as needed to provide additional information regarding the job or any special conditions or comments that need to be noted

  • REMINDER: The employee will be sent a copy of this PA and it will be included as part of the personnel record

CIP Code

  • Classification of Instructional Programs (CIP) 

     

Contract or Esign URL

  • Include the link to appropriate contract for this position

    CAUTION: Do not include a link to the Request to Make Offer e-sign form since it includes a copy of the applicant names and disposition record. Employees receive a copy of this PA form and it is not appropriate for them have access to this information.

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SECTION 3 - JOB COMPENSATION

Select Payment Type

Complete ONE section as applicable

Select Payment Type: Salaried
Academic 9 Mos
Quarterly 3 Mos
Other __ Months
Summer __ Weeks

  • Select the appropriate "duration" of the entire salary to be paid

  • Indicate the actual salary you wish to pay for the entire duration on line provided

Academic 9 Months
Quarterly 3 Months
Other____ Months
Summer ____Weeks

  • Select the appropriate "duration" of the entire salary to be paid

  • Indicate the actual salary you wish to pay for the entire duration on line provided

Salary: $

Enter total dollar amount to be paid

Appointment Percentage

Percent of 8-hr shift working (hrs per day/8 ie. 6/8=75%)

9-Month FTE

# months worked/9 x Appt %

Select Payment Type: One-Time Payment

  • Select if this is a One-Time Payment

  • Do not use for overtime eligible employees or students

  • One-time payments may be taxed at a different rate and may be treated differently for retirement contribution

  • Indicate total hours worked on a project

  • Payment amount is total to be paid

  • Payment Type - select appropriate reason for 1X pay

  • NOTE: Payment will be paid for pay period in which the end date occurs (e.g. If employee performs work during the period of 06/01/12 - 09/15/12, the employee will receive the one-time payment on 09/25/2012)

Hours Worked

Payment Amount

Payment Type

 

Select Payment Type: Hourly

Hourly Rate

Pay per rate schedule for Range/Step

 

 

 

 

Select Payment Type: Non-Uniform

  • Select if payment type is to be Non-Uniform

  • Cannot be used for "overtime eligible" staff

  • Department must go into timesheet and enter total payment/hours worked

Amount

Time Sheet Organization Code

  • 4 or 5 character code representing organization responsible for time entry (or review of time entry)

  • Organization responsible for monitoring the "job"

  • Groups employees for timesheet approvers for web time entry

  • Defines where time records are distributed

  • Common departmental reports that query on this field: PWRROUT (default approver); PWRTIME (shows who is active in time sheet org code & provides detail on job); PWRETIM (provides status of web time entry)

  • Appears in Banner screen NBAJOBS (in Payroll Default tab, field name "Timesheet Organization")

  • Appears as "Time Sheet Org" on Millennium Fast-HR reports

Time Entry Method

  • Indicate how employee will enter time

    • Departmental - department enters time for employee

    • Web - Employee completes timesheet through Web4U

    • N/A - if salaried (faculty (NTT/or T/TT)

Exception Default Approver ID#

  • Enter the W# of the individual responsible for approving this employee's timesheet

    • Only needed if different than organization's regular approver

  • Temporary employees cannot be exception to default approvers

  • This individual must have Banner HR access

Approver Name

  • Enter the name of the exception to default approver

Approver Position #

  • Enter the position number for the exception to default approver

FYI ID#

  • Enter the W# of the individual you want to grant FYI access to

    • Can view timesheets, but can't approve them

FYI Name

  • Enter the name of the person to view timesheets

FYI Position #

  • Enter position number of person to view timesheets

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SECTION 4 - FUNDING INFORMATION

Quarters

  • Select quarter(s) funding string applies to

9-month FTE

  • Full-Time equivalent based on 9-month academic cycle

  • Reflected in Millennium Fast-HR as Annual FTE (Jobs Reports)

  • Calculation: # Months Worked/9 Months (Academic Year) x Appointment %

  • Example: One quarter faculty job: 3months/9months x 100% = .33 9-month FTE

12-month FTE

  • Full-Time equivalent based on 12-month calendar year

  • Reflected in Millennium Fast HR as Job FTE (Jobs Report)

  • Calculation: # Months Worked/12 months (calendar year) x Appointment %

  • Example: One quarter faculty job: 3months/12months x 100% = .25 12-month FTE

Appt%

  • Enter the appointment percentage for this position (percentage of work effort required each week)

  • Required for all salaried jobs

  • Calculation of appointment percent varies by college/job type

  • Determines if a job is "OVERLOAD" for payroll purposes

    • Any combination of jobs that exceed 100% will be coded as "OVERLOAD"

    • NOTE: "Payroll overload" may be different than "academic overload"

Fast Index

  • The fast index is a shorthand code describing designated segments of the chart of accounts.  Fast indexes describe a unique combination of a fund, organization and program

Fund

  • Fund represents a distinct code designating the source for a particular transaction.  (10200 = State Funded, 2xxx = Self Sustaining, 5xxx = Grant)

Orgn

  • Organization represents a separately identifiable budget unit within a fund, such as a college or department.  The organization code establishes budget responsibility, system security and to facilitate generation of reports and summarization's

Acct

  • Commonly used Acct Codes:

    • TN/TT Faculty: F310

    • NTT Faculty: F360

    • Librarians: F207

    • Grad Students: F401

    • Faculty One-Time Pay: F380

    • Optional Summer Faculty: F371

 

Prog

  • Program code defines functional classifications of financial activity

Actv

  • Activity code defines specific activities at a level that is not required for University reporting.  Use of the activity code is optional.

Locn

  • Location code defines a specific building, room or off-campus facility.  Use of the location code is optional.

% Salary

  • Defines what percentage of salary is to be taken from each funding string

  • All percentages MUST add to 100% for each position number indicated (e.g. If PA applies to 2 different positions, then each position must add to 100%)

$ Salary

  • Actual amount of salary to be charged against the indicated funding string

  • Total of all salary for position must equal total compensation for position

Position #/Sx

  • Enter the position/suffix funding string applies to

  • You can leave blank if entire PA applies to only one position

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SECTION 5 - BUDGET POSITION AND CONTROL INFORMATION

FROM/TO

Indicate if you are moving funding "from" the position indicated or "to" the position indicated

Fast Index

  • Shortcut code established for funding of positions

    • Represents entire FOAPAL string

Fund

  • Fund code for payment of position

Orgn

  • Organization budgeting for position

Acct

  • TT Faculty: F310

  • NTT Faculty: F360

  • Librarians: F207

  • Grad Students: F401

  • One-Time Pay: F380

  • Summer Faculty: F371

Prog

  • Program Code: Organization budgeting for position

Actv

  • Optional entry to further define funding string

Locn

  • Leave Blank, not currently used

Salary

  • Dollar amount of salary being impacted by the change requested

Benefits

  • Dollar amount of benefits being impacted by the change requested

Total

  • Add Salary + Benefits

Position #

  • Indicate the position/suffix funding string applies to

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Page Updated 10.17.2014