Completion Instructions for Personnel Action Form

This form is used to create the payroll/personnel record for a University employee. For more information on completing the PAF, see the PAF on-line guide. If you have questions about completing the form, contact your campus Human Resources Office for assistance.

  1. For Human Resources Use Only
  2. The legal name of the individual as it appears on the Social Security card, e.g. Smith Jr, John Baker-Brown, Erin Brown, Samuel L
  3. An eight-digit number assigned automatically by the PeopleSoft system. It will be used as the unique identifier for each employee. E.g., 01000444.
  4. The date the personnel action is effective. (mm/dd/yyyy)
  5. Defines the action being taken. Use this form for new hires, rehires and/or concurrent jobs only. See:  http://www.umsystem.edu/ums/hr/action-reason-definitions
  6. Defines the reason for the action being taken. Record the appropriate code that corresponds to the reason for the action. See:  http://www.umsystem.edu/ums/hr/action-reason-definitions
  7. To automatically terminate the job, enter the last date the employee will work. Do not use for benefit eligible employees. Contact your campus HR/Payroll office for guidelines on appropriate use.
  8. Record the PeopleSoft position number, if applicable (i.e., the number assigned by PeopleSoft Position Management)
  9. The five-character code that identifies the campus/business unit
    Choose one: COLUM, HOSPT, KCITY, ROLLA, STLOU, UOEXT, or UMSYS
  10. This alpha code identifies the specific department that has fiscal, programmatic and administrative responsibility for the employee.
  11. The four-digit code assigned to a specific job title.
  12. For Student Titles that do not have position numbers ONLY. Record the EmplID of the student's supervisor.
  13. Record the position number of the employee's supervisor.
  14. Check (X) the benefit eligibility of the employee. Regular: all benefit eligible employees. Temporary: all non-benefit eligible employees.
  15. Check (X) the appropriate box based on the employee's Standard Hours/FTE
    Full-time: a job with 1.00 FTE and 40 Standard Hours. 
    Part-time: a job with less than 1.00 FTE and less than 40 Standard Hours.
  16. Check (X) the appropriate EMPL Class.
    • 1 - Oth F/S - Employee eligible to receive pay, not meeting the criteria of any of the Employee Classes listed below. (Pay Groups: BIW, B17, B18, ELO, MON, M17 or M18)
    • 2 - Fac 9/9 - Benefit Eligible Faculty in Occ Group 2 and Academic Administrators who have nine-month contracts and are PAID over the 9 academic months: September through May. They are eligible for benefits through the summer (Pay Groups: MON, M17, M18)
    • 3 - Fac 9/12 - Benefit Eligible faculty in Occ Group 2 and Academic Administrators who have nine-month contracts and are PAID over all twelve months: September through August. They are eligible for benefits through the summer. (Pay Groups: Mon, M17, M18)
    • 4 - Med Res - Benefit Eligible Medical Residents and Clinical Post Doctorate Fellows hired on or after 7/1/1994. Job Code is one of the following: 7761, 7762, 7763, 7764, 7765, 7766, 7767, 7768, 7769, 7770, 7771, 7772, 7778 or 2563. (Pay Groups: Mon, M17, M18)
    • 5 - JVA - Benefit Eligible Faculty in Columbia Campus School of Medicine having Joint Appointments with the Harry S. Truman Veterans Hospital and FTE is less than 75%. (Pay Groups: Mon, M17, M18)
    • 8 - Per Diem - Administrative, Service and Support employees whose appointment is not part of the operating unit's regular work schedule; and is scheduled to only work on an "as needed" basis. Per Diem employees are paid hourly and are not eligible for University benefits. (Pay Groups: BIW, B17, B18 or ELO)
    • 9 - Non-Emp - Non-employees, Courtesy Appointments and Volunteers. They are not eligible for benefits. (Pay Groups: NEA or NEN)
    • A - Student - Employees in Student titles per HR Policy 204. Job Code is one of the following: 4710, 4680, 4685, 4690, 4715, 4717, 6669, 8881, 8882, 8883, 8884, 8885, 8886, 8875 or 8880)
  17. The average number of hours the employee is expected to work each week. [Whole numbers only]
  18. The full time equivalent of effort for the employee. FTE must be consistent with the standard hours. e.g. 1.00, .50. [Limited to two decimal places]
  19. The code which describes the structure of the compensation. Choose one: BIW, MON, ELO (Hospital only).
  20. Defines the holiday schedule of the employee.
    • For Departments in Business Units COLUM, KCITY, ROLLA, UMSYS & UOEXT, using Time & Labor, Choose one: "None" for employees not eligible for University Holiday Schedule (i.e., non-regular administrative, service and support employees, academic employees and administrative, service and support employees primarily directing instructional and research activities) "UM" for employees eligible for University Holiday Schedule (i.e., regular administrative, service and support employees except those primarily directing instructional and research activities.)
    • For Business Unit HOSPT monthly paid employees Choose one: "None" for employees not eligible for University Holiday Schedule or "UM" for employees eligible for University Holiday Schedule. Check "None" for ALL biweekly paid employees.
    • For Business Units COLUM and KCITY, check "None" for biweekly paid employees in Departments using WebTime.
  21. Check "H" if compensation frequency is hourly. Check "S" if compensation frequency is monthly or contract.
  22. The county where the job is located and the University maintains an office.
  23. Identifies FICA eligibility. Choose one: "N" when subject to FICA or "E" when exempt from FICA (choose only if exemption is documented.)
  24. Indicates the manner in which the appointment will be paid: Choose one: Hourly/NAHRLY, Monthly/NAANNL, or Contract/NAANNL.
  25. Record the hourly rate, monthly rate or the total contract payment amount that the employee will receive.
  26. Write in "H" for hourly paid employees, "M" for monthly paid employees and "C" for contract paid employees (must be consistent with selection of Comp. Freq/Rate Code).
  27. The date an employee becomes eligible for University benefits. Leave blank if the employee is non benefit eligible. (mm/dd/yyyy)
  28. The title used to identify the employee's work assignment. Department may use an approved working title in addition to the title derived from the job code table.
  29. Record the date that is 3 years from the date the employee's initial I-9 was completed.
  30. Record the date a non-resident alien's authorization to work expires, if applicable.
  31. If the employee will be working a shift eligible for shift differential, the appropriate code should be recorded. (Hospital Only)
  32. Enter the same date that you entered for Benefit Eligibility Date (Field 27). Leave blank if employee is non benefit eligible. (mm/dd/yyy)
  33. The date the employee's probationary period ends. (Benefit Eligible Administrative, Service & Support Staff only) (mm/dd/yyyy)
  34. Not a required field. May be used to track when the next action should be processed (e.g., termination, change in funding, reappointment of contract.) NOTE: If this date is populated, encumbrances for the employee will end for all lines of funding.
  35. Check (X) the box if employee has ANY type of Academic title.
  36. The date this particular line of funding begins. (mm/dd/yyyy)
  37. The five-character code that identifies the campus/business unit associated with this line of funding.
  38. The alpha code for the department associated with this line of funding.
  39. The four-character code assigned to the job title associated with this line of funding, e.g. 7910.
  40. The three-character code that identifies the type of pay, e.g. REG.
  41. For monthly paid employee only - the amount the employee is paid from this line of funding each month. For Contract Pay - the entire contract amount associated with this line of funding rather than the amount paid each month.
  42. The percentage of the employee's compensation rate for this line of funding. Note: the total percentage of all lines of funding must total 100% for each effective date regardless of standard hours/FTE.
  43. The five-character alpha/ numeric code assigned by finance that represents the chartfield string of the cost center to be charged.
  44. The six-digit GL Account associated with the job code, e.g. 706300.
  45. For Human Resources Use Only.
  46. Record the annual pay for Benefit Eligible employees only.
  47. Check (X) appropriate Leave Plan.
  48. The Benefit Program Effective Date is the date of hire or rehire (i.e., field #5).
  49. On all hires/rehires the Benefit Program of DBP (Default Benefit Program) is assigned until an overnight automated process assigns the appropriate benefit program.
  50. For contract paid employee, record the effective date of the contract (i.e., will be the same as the date recorded in Field #5).
  51. If Contract Pay, check (X) appropriate box.
  52. Check (X) the appropriate box that indicates the period over which contract payment will be made.
  53. Monthly Frequency is "M" for all contract paid employees.
    1. For employees paid on Compensation Frequency "Contract" enter the beginning and ending dates of the contract period.
    2. For employees paid on Compensation Frequency "Contract" enter the beginning and ending dates of the period over which contract payment will be made.

54 – 60 For Academic employees only

  1. Check (X) the box that identifies the tenure status of the employee.
  2. If applicable, check (X) the box that indicates the employee's home rank.
  3. The date tenure tracking begins. Complete for "non-tenure-on track" appointments only. (mm/dd/yyyy)
  4. The alpha code for the department responsible for the employee's tenure status.
  5. This date denotes the last date that the employee can be notified of either being granted tenure or that he/she will be given a one year terminal contract for the upcoming year. (mm/dd/yyyy)
  6. If hired with tenure, enter the hire date, otherwise leave blank. (mm/dd/yyyy)
  7. An Academic Discipline must be entered for ALL RANKED ACADEMIC staff, regardless of full/part-time status. Instructors should also have their academic discipline filled in. All administrators who have been granted tenure must have an Academic Discipline.
    1. Department: The alpha/numeric code which designates the academic discipline(s) with which the employee is most closely associated. (e.g. C259999A)
    2. FTE: The amount of the employee's FTE that is dedicated to this academic discipline.
  8. Use this space for remarks concerning this appointment.
  9. Signatures as defined by Delegation of Authority in HR-201

Reviewed 2014-03-11.