PA

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
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
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.
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
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
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

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
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
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.
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
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
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