Faculty/Librarian/Grad Assistant 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 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

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 positionCAUTION: 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

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

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

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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Faculty/Librarian/Grad Assistant Personnel Action (PA) Form Instructions