Classified/Professional/Executive Personnel Action (PA) Form Instructions

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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 of the contact person listed above
Phone	Enter the phone number of the contact person listed above

Section 1 - Employee Information

Employee ID	Enter the employee’s Western ID Number (W#) If the employee does not have an ID yes, 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 the 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 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) 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 as “Dist Org” on Millennium Fast-HR reports
Supervisor’s Name	Last Name, First Name, MI of employee’s supervisor Entered into Banner and used to track performance appraisal suspenses
Supervisor’s W#	Enter the W# of employee’s supervisor
Supervisor 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

Section 2 - Job Information

Job Title	Enter the job title for the position Banner is limited to 30-characters, to include spaces. If the title exceeds 30 characters, note preferred abbreviation in the comments field For Classified Employees, ensure your proposed title matches authorized titles from the Washington DOP website
Create New	No position number exists for this job and you would like HR to build one
Job Class	Select appropriate classification for employee
Project Employee	Select this box if hiring employee as a project employee. A project employee is eligible for benefits and leave accruals, and has an appointment percentage of 50% or greater and is expected to work 6 months or longer, for a specific and time-limited duration. Typically project employment is contingent upon state, federal, local, grant or other special funding.
Recruitment/Search (if applicable)	Enter recruitment/search number if applicable (e.g. 120235)
Name of Employee Being Replaced (if applicable)	If new hire is replacing existing employee, include Last Name, First Name, MI here
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 Position #	Check box if no position number exists for this job and you would like HR to create one
Job Type	Check either Permanent or Temporary
Project Employee?	Check Yes or No
ACTION: Create	Select appropriate action for 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 the comments
ACTION: Terminate	Select appropriate reason for termination of position
ACTION: Other	Select if none of the above apply to this PA, indicate reasons in comments
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 Begin/Change Date	If a second action is happening to a position, indicate the start date of the additional change (e.g. funding string will change during employment period, start date of the change can be indicated here) If action applies to a different position than 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. funding string will change during employment period, start date of the change can be indicated here) If action applies to a different position than 1st job, indicate dates as appropriate and explain in comments section
PEBB Benefits Eligibility Criteria	Health/Life/LTD benefits Is expected to work at least 6 consecutive months, and Is expected to work an average of at least 80 hours each month, and Is expected to work at least 8 hours in each month
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 their personnel record
E-sign URL	Option: If you would like to include a link to applicable esign form for this action, place URL in this fieldCAUTION: 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.

Section 3 - Job Compensation

Enter pay for one of the 4 time periods listed below:
Salaried	Select the appropriate “duration” of the entire salary to be paid
Annually (12 mo)	Total salary to pay for the entire duration on line provided for time period indicated
Monthly	Total salary to be paid for month
Other	Enter number of months of employment and total salary to be paid for this period (e.g. employee expected to work 2.5 months, total duration salary $10,000)

Appointment Percentage	Appointment percentage indicates how many hour employee is scheduled to work each week (e.g. 100% = 40 hrs/week; 50% = 20hrs/week)
Appt Length	Enter the number of months expected to work each year (e.g. cyclic employee expected to work for 10-months each year would have an entry of 10 in this field. If working 12-months each year, enter 12)
Annual FTE	# months worked/12 x appt%
Grade/Range (Classified Only)	If Classified Employee, indicate salary range. If Professional Staff, indicate salary grade. If Executive Officer, leave blank
Step (Classified Only)	If Classified Employee, enter step Establishes rate of pay for a Classified Employee within a particular salary range
1.0 FTE Salary (Optional)	1.0 FTE Salary: Enter the full-time equivalent salary. This would be the salary if this employee worked 100% appointment for 12-months. (e.g. 50% appointment, 12 month employee normal monthly pay $1000. 1.0 FTE Salary would be = $24,000 ($1000×12/50%))

Select Payment Type: Hourly
Hourly Rate	Select if employee is to be paid based on hourly rate and enter hourly rate of pay Determined by Range/Step for classified employees
Range (Classified Only)
Step (Classified Only)

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 Be sure to select “Departmental Time Entry” on this PA under “Time Entry Method”
Amount	Total salary to be paid upon completion of project/event/award/performance

Select Payment Type: One-Time Payment	Select if this is a One-Time Payment Do not use for overtime eligible employees One-time payments may be taxed at a different rate and may be treated differently for retirement contribution NOTE: Payment will be paid for pay period in which the end date occurs (e.g. If employee performs work during the period 06/01/12 – 09/15/12, the employee will receive the one-time payment on 09/25/12)
Hours Worked	Indicate total hours worked on project/event
Payment Amount	Total salary to be paid upon completion of project/event/award/performance
Payment Type	Select appropriate reason for the one-time payment Supplemental: Specific project/event completion Award: Select if one-time payment is for an award received Music: Select if one-time payment is for a musical performance Other: Explain in comments section reason for one-time payment

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 & 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

Exception Default Approver ID#	Enter the W# of the individual responsible for approving this employee’s timesheet Only needed if different than department’s regular approver This individual must have Banner HR access Temporary employees cannot be listed here as they cannot be timesheet approvers
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 view the timesheet. This person will be able to view this timesheet, but will not approve time
FYI Name	Enter the name of person to view timesheets
FYI Position #	Enter position number of person to view timesheets

Section 4 - Funding Information

Job 1 or 2?	Indicate if this funding string applies for Job Effective Date 1 or Job Effective Date 2 See Section 2, Job Effective Dates for more information
Fast Index	The fast index is a shorthand code describing designated segments of the chart of accounts. Fast indexes describe a unique combination of fund, organization and program
Fund	Fund represents a distinct code designating the sours for a particular transaction. (10200 = State Funded, 2xxxx = Self-Sustaining, 5xxxx = 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 summarizations
Acct	Commonly used Acct Codes: Permanent Classified: F102 Temporary Classified: F107 Permanent Professional Staff/Executive Officers: F206 Temporary Professional Staff: F221 One-Time Pay: F280
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

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 positions
Orgn	Organization budgeting for position
Acct	Commonly used Acct codes: Permanent Classified: F102 Temporary Classified: F107 Permanent Prostaff: F206 Temporary Prostaff: F221 Executive Officers: F206
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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Classified/Professional/Executive Personnel Action (PA) Form Instructions