The University of Akron
UA Guidelines for Processing PAFs
UA GUIDELINES FOR PROCESSING
PERSONNEL ACTION FORMS (PAFS)
SHARING VISIONS OF UA STANDARDS
HUMAN RESOURCES INFORMATION SERVICES
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The University of Akron
UA Guidelines for Processing PAFs
TABLE OF CONTENTS
Chapter 1 – Understanding the Personnel Action Process: An Overview
Purpose of a Personnel Action Form (PAF)
How to Choose the Correct PAF
Where to Obtain a Blank PAF
Approvals and Routings
Deadlines
Who to Contact with Questions
Chapter 2 – Navigating Throughout a PAF
Chapter 3 – Hire/Rehire Form
Who Initiates the PAF
How to Complete the PAF
Chapter 4 – Change/Leave/Reappointment Form
Who Initiates the PAF
How to Complete the PAF
Chapter 5 – Separation Form
Guidelines for Separation Dates
Who Initiates the PAF
How to Complete the PAF
Chapter 6 – Processing Odd Dates & One Time Payments
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The University of Akron
UA Guidelines for Processing PAFs
Chapter 1 – Understanding the Personnel Action Process: An Overview
Purpose of a Personnel Action Form (PAF)
The PAF is used to initiate employee actions for all employees except student and graduate assistants*. This document
will provide detailed information on the Hire/Rehire, Change/Leave/Reappointment and Separation PAFs.
Note: For all Part-time Teaching/Summer Session appointments see the Part-time Summer Instructions at
http://www.uakron.edu/dotAsset/776098.pdf *Graduate Assistant change actions are initiated/processed on the
Change/Leave/Reappointment PAF.
How to Choose the Correct PAF
Hire/Rehire PAF is used for Hires, Past Employee Rehires, Odd-date/One-time payment appointments and the
initial appointment of administrative stipends.
Change/Leave/Reappointment PAF is used for Changes, Paid or Unpaid Leave of Absence, and
Reappointment of current employees or current administrative stipends. Change can be a salary change, earnings
distribution, title change, etc.
Separation PAF is used for Resignations, Retirements and Non-Renewals
Where to Obtain a Blank PAF
All of the PAFs are available on the Human Resources website at http://www.uakron.edu/hr/forms-directory forms are
password protected and do not allow for manipulation or change to the form. Data should be typed into the gray shaded
fields. Forms that are not properly completed will be returned to the initiating unit and may cause a delay in pay for the
employee. NOTE: Please be sure to always use the current version of the form available on the HRIS website at the web
address located above.
Approvals and Routing
The initiating unit should retain a copy of the PAF prior to routing the original form to the appropriate individuals for
signatures. Complete the approval/routing process in sequential order as detailed below for Hire/Rehire and
Change/Leave/Reappointment PAFs:
1. Department Chair/Director
2. Dean
3. Budget/Controller verification
4. Strategic Position Review Committee (SPRC) – excluding PAF’s reflecting funding from a 5 account
5. Vice President
6. Provost
7. President (President for direct reports only)
8. HRIS
9. Appointing Authority
Staff - Assistant Executive Director, HR
Faculty/Contract Professional - Vice President signature also serves as Appointing Authority Signature
Note: For all Separation PAFs: Omit the Budget/Controller verification, Strategic Position Review Committee
and Vice President from the approval/routing process.
Deadlines
PAFs should be processed in a timely manner utilizing the deadline dates listed on the HR/Payroll Calendar. Refer to the
Payroll Department’s webpage (which is updated periodically) for an electronic version of the HR/Payroll Calendar.
Visit: http://www3.uakron.edu/controller/payroll.html
Who to Contact
Employee Type
Full-time Faculty and Full and Part-time Contract Professional Staff
Full and Part-time Staff
Part-time Faculty Teaching/Summer Session & Graduate Assistants
whose last name begins with A-G
Part-time Faculty Teaching/Summer Session & Graduate Assistants
whose last name begins with H-O
Part-time Faculty Teaching/Summer Session & Graduate Assistants
whose last name begins with N-Z
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Contact
Linda Malachin
Teressa Pryor
Extension
6547
7097
Judy Casserman
6315
Keren Childers
8399
Megan Richardson
4910
The University of Akron
UA Guidelines for Processing PAFs
Chapter 2 – Navigating Throughout a PAF
Once a form has been opened, make sure that your cursor is in the Empl ID or SS# field of the form. To move to the
next field in the form, press the Tab key or use the arrow keys
Some fields contain pre-determined data located in drop down menus. (Refer to example provided below.) To select data
from a drop down menu field,
tab to appropriate field (a down arrow button should appear).
click down arrow button to display full list of available options.
move cursor to highlight menu item.
click to select item.
Examples of gray
shaded areas
Down Arrow button
Drop Down Menu
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The University of Akron
UA Guidelines for Processing PAFs
Help Text
Field level help is now available for assistance with filling out the PAF form. The help text will be displayed in the status bar. To
display additional help text press F1.
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The University of Akron
UA Guidelines for Processing PAFs
Chapter 3 – Hire/Rehire PAF
Who Initiates the PAF
PAFs for staff new hires are initiated by Human Resources Employment Services.
PAFs for contract professionals and faculty hires/rehires are prepared by the college or administrative unit
initiating the action.
How to Complete the PAF
The following chart provides instructions or gives a description of information that is needed for each field:
FIELD
HIRE/REHIRE INSTRUCTIONS/DEFINITIONS
Empl ID or SS# if new hire
A valid social security number is essential for proper processing of a new hire.
Date Prepared
Date PAF is prepared.
Preparer’s Initials
Initials of the person completing the form.
PERSONAL DATA
Complete the personal data fields. A local address is required for all new hires. If no local address is provided, the U of A
address will be used. Notify HR immediately once a local permanent address is available.
JOB DATA
Start Date
Date that the hire/rehire is effective.
End Date
Required for temporary appointments only.
Action
Refer to the Drop Down box in the Action/Reason field on the Hire/Rehire PAF for a
list of valid values.
Reason
Refer to the Drop Down box in the Action/Reason field on the Hire/Rehire PAF for a
list of valid values.
Fac Tenure Elig Date
Term that a full-time regular faculty is eligible for tenure. Date should be term plus 6
years. (Ex. If hired Fall 2009 - Fall 2015) If hired with tenure, indicate GRANTED.
Job Requisition # (JRF or TRF) Required when replacing a current vacant position, or when adding a new position.
Position Number
Required for regular employees only.
New or Previous Incumbent
Enter the first initial and last name of the positions vice (previous incumbent) if
applicable. (Ex. J. Doe) If new position, indicate NEW.
Job Function
Refer to the Drop Down box in the Job Function field on the Hire/Rehire PAF for a list
of valid values.
Job Family
Choose one of the following valid values:
FACULTY
AFR
Administrative Faculty with Rank
AJF
Adjunct/Attached Faculty (no salary)
LFR
Library Faculty with Rank
REF
Research Teaching Faculty
TEF
Teaching Faculty
CONTRACT
ADJ
Adjunct/Attached CP(no salary)
PROFESSIONAL APS
Administrative Professional Staff
IPS
Instructional Professional Staff
STAFF
ADJ
Adjunct/Attached Staff (no salary)
BRG
Bargaining Unit
CLA
Classified Staff
UNC
Unclassified Staff
Campus/Department
Indicate Akron or Wayne and department of assignment.
Temp or Reg
Temporary or regular to reflect the status of the job appointment.
FT or PT
Full or part-time further defines the status of the job appointment.
Standard Hours
Forty (40) hours are the standard for full-time employees. If employee is part-time,
standard weekly hours must be indicated.
Primary Title
Indicate employee’s primary job title.
Secondary Title(s)
Indicate employee’s secondary job titles. Multiple titles should be separated with a
comma.
COMPENSATION
Base Contract Rate
Reflects the employee's rate of pay.
Frequency:
Refer to the Drop Down box in the Frequency field on the Hire/Rehire PAF for a list of
valid values.
12 – month
Faculty or Contract Professional Staff on 12 month contract
10 – month
Faculty or Contract Professional Staff on 10 month contract
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The University of Akron
UA Guidelines for Processing PAFs
FIELD
9 – month
Biweekly
Hourly
Frequencies used for PT
additional assignments and for
one-time payments:
HIRE/REHIRE INSTRUCTIONS/DEFINITIONS
Faculty on a 9 month contract
Salaried Staff that do not complete a timecard
Hourly Staff that do complete a timecard
1 XP
Daily
One-time payment- refer to Chapter 8 regarding Odd Date assignments.
Appointments less than one week – refer to Chapter 8 regarding Odd
Date assignments.
Monthly
PT odd date assignments – refer to Chapter 8 regarding Odd Date
assignments.
Weekly
PT odd date assignments – refer to Chapter 8 regarding Odd Date
assignments.
Grade
Applies to contract professionals and staff. Grade can be found at
http://www.uakron.edu/hr/employee-processes/reclassify/classified-staffclassifications.dot under classification plans.
Barg unit
Refer to the Drop Down box in the Barg Unit field on the Hire/Rehire PAF for a list of
valid values.
For admin stipends
For initial assignment of administrative stipends, indicate stipend amount and pay
amount/frequency
frequency. Note in COMMENTS area the reason for the stipend.
Account - %
Indicate account # and %. Accounts must add up to 100%. If more than 4 accounts are
used, continue in the comments area of the PAF.
Stipend Account - %
Indicate account # and % for stipend, if applicable.
ADDITIONAL FUNDING SOURCE INFORMATION
If the salary is more than the approved budgeted amount from the original Strategic Position Review Committee (SPRC)
approved JRF, note the funding source in the Additional Funding Source(s) section. List fringes separately. The
additional amount will need to be approved by SPRC.
Allowable Funding Source(s) for Temporary Appointments:
One-time savings from Leave Without Pay (LWOP), Time Release (TR), and full academic
year FIPLs (FIA) (fringes are not needed), SPRC is required.
Any other funding source requires SPRC approval.
Allowable Funding Source(s) for Regular (Permanent) Appointments:
Any funding source requires SPRC approval.
For all ―New‖ and/or ―Reappointment‖ stipends— source of funding must be stated in this area.
EMPLOYMENT DATA
Include the employee’s building, room and phone extension. Indicate the campus zip +4 along with the employee’s first
level supervisor.
COMMENTS or CONTINGENCIES
Note the reminder on the PAF for required employment forms to include with all new hires. Also, note any special
conditions regarding the appointment. (ex. Rationale for stipend)
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The University of Akron
UA Guidelines for Processing PAFs
Chapter 4 – Change/Leave/Reappointment PAF
Who Initiates the PAF
PAFs for any change, leave of absence or reappointment for current faculty, staff or contract professionals are prepared by
the college or administrative unit initiating the action.
How to Complete the PAF
Note: The fields in the ―CURRENT‖ section of the form should reflect the employees’ current job information. The
―New‖ section of the form should reflect changes only. Ex: For reappointments with no other changes, the only
information listed in the ―New‖ section of the form should be the new dates.
The following chart provides instructions or gives a description of information that is needed for each field:
FIELDS
Empl ID
Date Prepared
Preparer’s Initials
PERSONAL DATA
Complete the personal data fields.
JOB DATA
Action
Reason
New or Previous Incumbent
Effective Date
End Date
Fac Tenure Elig Date
Job Requisition # (JRF) or
(TRF)
Position Number
Job Function
Job Family
Temp or Reg
FT or PT
Standard Hours
Campus/Department
Primary Title
Secondary Title(s)
COMPENSATION
Base Contract Rate
Frequency:
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CHANGE/LEAVE/REAPPOINTMENT FORM DEFINITIONS/INSTRUCTIONS
Employee ID is required for processing.
Date this PAF was prepared.
Initials of the person completing the form.
Refer to the Drop Down box in the Action/Reason field on the
Change/Leave/Reappointment PAF for a list of valid values.
Refer to the Drop Down box in the Action/Reason field on the
Change/Leave/Reappointment PAF for a list of valid values.
Enter the first initial and last name of the positions vice (previous incumbent) if
applicable. (Ex. J. Doe) If new position, indicate NEW.
Date that the action is effective.
Required only if temporary employee or the action has an end date.
Required only if tenure eligible date is changing.
Required when replacing a current vacant position, or when adding a new position.
Required for regular employees only.
Refer to the Drop Down box in the Job Function field on the
Change/Leave/Reappointment PAF for a list of valid values.
Choose one of the following valid values:
FACULTY
AFR
Administrative Faculty with Rank
AJF
Adjunct/Attached Faculty (no salary)
LFR
Library Faculty with Rank
REF
Research Teaching Faculty
TEF
Teaching Faculty
CONTRACT
ADJ
Adjunct/Attached CP(no salary)
PROFESSIONAL APS
Administrative Professional Staff
IPS
Instructional Professional Staff
STAFF
ADJ
Adjunct/Attached Staff (no salary)
STAFF
BRG
Bargaining Unit
CLA
Classified Staff
UNC
Unclassified Staff
Temporary or regular to reflect the status of the job appointment.
Full or part-time further defines the status of the job appointment.
Required only if standard hours are changing.
Indicate Akron or Wayne and department of assignment.
Indicate employee’s primary job title.
Indicate employee’s secondary job titles. Multiple titles should be separated with a
comma.
Reflects the employee’s rate of pay.
Choose one of the following valid values:
12 – month
Faculty or Contract Professional Staff on 12 month contract
10 – month
Faculty or Contract Professional Staff on 10 month contract
The University of Akron
UA Guidelines for Processing PAFs
FIELDS
Frequencies used for PT
additional assignments and for
one-time payments:
Grade
Barg unit
For admin stipends
amount/frequency
Account - %
CHANGE/LEAVE/REAPPOINTMENT FORM DEFINITIONS/INSTRUCTIONS
9 – month
Faculty on a 9 month contract
Biweekly
Salaried Staff that do not complete a timecard
Hourly
Hourly Staff that do complete a timecard
1 XP
One-time payment- refer to Chapter 8 regarding Odd Date assignments.
Daily
Appointments less than one week that do not reflect teaching activity –
refer to Chapter 8 regarding Odd Date assignments.
Monthly
PT odd date assignments that do not reflect teaching activity – refer to
Chapter 8 regarding Odd Date assignments.
Weekly
PT odd date assignments that do not reflect teaching activity – refer to
Chapter 8 regarding Odd Date assignments.
Required only if changing. Applies to contract professionals and staff. Grade can be
found at http://www.uakron.edu/hr/employee-processes/reclassify/index.dot under
classification plans.
Refer to the Drop Down box in the Barg Unit field on the
Change/Leave/Reappointment PAF for a list of valid values.
Indicate stipend amount and pay frequency. Note in comments reason for stipend.
Indicate account # and %. Accounts must add up to 100%. If more than 4 accounts are
used, continue in the comments area of the PAF.
Indicate account # and % for stipend, if applicable.
Stipend Account - %
EMPLOYMENT DATA
Required only if changes are made in this area.
COMMENTS
Note: required employment forms include a JRF if replacing a current vacant position, or when adding a new
position and a Compliance Part II or Search Waiver (if applicable) Also, note any special conditions regarding the
appointment. (ex. Rationale for stipend)
ADDITIONAL FUNDING SOURCE INFORMATION:
If the salary is more than the approved budgeted amount from the original Strategic Position Review Committee (SPRC)
approved JRF, note the funding source in the Additional Funding Source(s) section. List fringes separately. The
additional amount will need to be approved by SPRC.
Allowable Funding Source(s) for Temporary Appointments:
One-time savings from Leave Without Pay (LWOP), Time Release (TR), and full academic
year FIPLs (FIA) (fringes are not needed), SPRC is required.
Any other funding source requires SPRC approval.
Allowable Funding Source(s) for Regular (Permanent) Appointments:
Any funding source requires SPRC approval.
For all ―New‖ and/or ―Reappointment‖ stipends— source of funding must be stated in this area.
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The University of Akron
UA Guidelines for Processing PAFs
Chapter 5 – Separation PAF
Guidelines for Separation Effective Dates
Please review rule 3359-26-05 http://www.uakron.edu/ogc/docs/26-05_6-25-07.pdf prior to processing
any separation PAF’s.
Pursuant to rule 3359-26-05, employees may NOT extend their end date beyond their last day of employment to
use up vacation and/or extend benefits. The only exception is in the case of a retirement.
Nine month faculty resignation dates should reflect the end of the academic year or semester, unless they are
teaching in the summer, in which case the end of the summer term they are teaching should be used. The
rationale that they are teaching in the summer must be noted in the comments area of the PAF.
Who Initiates the PAF
The college or administrative unit to whom the employee is assigned prepares all Separation PAFs.
Note: An Administrative Final Vacation Record form is to be completed by employee at termination or retirement and
signed by Dean/Administrative Head/Director to account for administrative vacation used since last reporting to unit.
This form is only required for exempt 12 month contract professional and faculty and exempt staff employees. The form
is available on the Human Resources website at http://www.uakron.edu/hr/forms-directory. The completed form should
be routed to the Office of Benefits Administration.
How to Complete the PAF
The following chart provides instructions or gives a description of information that is needed for each field:
FIELDS
Empl ID
Date prepared
Preparer’s initials
PERSONAL DATA
Complete the personal data fields.
JOB DATA
End Date
Action
Reason
Job Function
Job Family
Position Number
Campus/Department
FT or PT
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SEPARATION PAF DEFININTIONS/INSTRUCTIONS
Employee ID is required for processing.
Date this PAF was prepared.
Initials of the person completing the form.
Date of the employees last day of work (See Guidelines for Effective Dates pg. 10)
Refer to the Drop Down box in the Action/Reason field on the Separation PAF for a
list of valid values.
Refer to the Drop Down box in the Action/Reason field on the Separation PAF for a
list of valid values.
Refer to the Drop Down box in the Job Function field on the Separation PAF for a
list of valid values. Choose one of the following valid values:
Choose one of the following valid values:
FACULTY
AFR
Administrative Faculty with Rank
AJF
Adjunct/Attached Faculty (no salary)
LFR
Library Faculty with Rank
REF
Research Teaching Faculty
TEF
Teaching Faculty
CONTRACT
ADJ
Adjunct/Attached CP(no salary)
PROFESSIONAL APS
Administrative Professional Staff
IPS
Instructional Professional Staff
STAFF
ADJ
Adjunct/Attached Staff (no salary)
BRG
Bargaining Unit
CLA
Classified Staff
UNC
Unclassified Staff
Required for regular employees only.
Indicate Akron or Wayne and department of assignment.
Full or part-time further defines the status of the job appointment.
The University of Akron
UA Guidelines for Processing PAFs
FIELDS
Temp or Reg
Primary Title
Secondary Title(s)
COMPENSATION
Base Contract Rate
Frequency
Account - %
SEPARATION PAF DEFININTIONS/INSTRUCTIONS
Temporary or regular to reflect the status of the job appointment.
Indicate employee’s primary job title.
Indicate employee’s secondary job titles. Multiple titles should be separated with a
comma.
Reflects the employee’s rate of pay.
Choose one of the following valid values:
12 – month Faculty or Contract Professional Staff on 12 month contract
10 – month Faculty or Contract Professional Staff on 10 month contract
9 – month
Faculty on a 9 month contract
Biweekly
Salaried Staff that do not complete a timecard
Hourly
Hourly Staff that do complete a timecard
Monthly
PT odd date assignments
Weekly
PT odd date assignments
Indicate account # and %. Accounts must add up to 100%. If more than 3 accounts
are used, continue in the comments area of the PAF.
COMMENTS
Include any other comments necessary for processing of this PAF.
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The University of Akron
UA Guidelines for Processing PAFs
Chapter 6 –Processing odd date assignments
―Odd date‖ assignments include any activity to be paid that does not fall between the specific dates of the academic year, fiscal year, a
fall or spring semester or an established summer session. All payments of odd date assignments will be prorated for the effective
period and the portion due in a particular month will be paid the end of that month.
How to Complete the PAF
Staff and Contract Professional: The Hire/Rehire PAF should be used for odd dates and lump sum/one-time payments being paid in
addition to an employees’ full time salary.
Faculty
The Hire/Rehire Personnel Action Form (PAF) should be used for:
o any administrative stipend
o any additional assignments not related to teaching and that occur within the academic year.
The Part-time/Summer Session PAF should be used for:
o any additional assignments related to teaching
o any payments for 9 month faculty that occur after the end of Spring Semester and before the beginning of Fall
Semester
Additional information
The effective dates of ―odd date‖ assignments must be either an entire month(s) or specifically the beginning of a week (Sunday or
Monday) and the end of a week (Sunday) to encompass the full weeks for which the activity occurs. Use the ―odd dates calendar‖ for
assistance with determining effective dates of ―odd date‖ assignments. The odd date calendar is available on the Human Resources website
at http://www.uakron.edu/dotAsset/775810.pdf
If the activity spans less than a five days, the actual dates of employment should be used and the odd date payment reason indicated as
1X Pay.
Comments for “odd date” assignments. The comments area of the Hire/Rehire and the Part-time/Summer Sessions Personnel
Action Form is used to explain the reason and the dollar amount/frequency of the additional payment. An example of the comments
statement for an additional payment for a five week coordinator assignment totaling $5,000 would be “5 weeks @ $1,000 per week.”
EXAMPLES
EXAMPLE 1: A full-time staff member is to be paid $30.00 for additional duties assisting at a basketball game on 5/11/09 and
5/24/09. Additional payments for staff employees are paid using the Hire/Rehire Personnel Action Form. Adjust the dates to
indicate the pay period in which the last date (5/24/09) falls.
EXAMPLE 2: A full-time contract professional is to be paid $500 for working a football camp during the week of March 09,
2009. Additional payments for contract professional employees are paid using the Hire/Rehire Personnel Action Form. The
contract professional will be paid at the end of March 2009.
EXAMPLE 3: A full-time faculty member is to be paid a $2000 stipend for coordinating Undergraduate Programs for the
period March 2, 2009 through May 9, 2009. Additional payments for stipends are paid using the Hire/Rehire Personnel
Action Form.
EXAMPLE 4: A full-time faculty member is to be paid $1000 for a training seminar conducted spanning several weeks in
May and into the first week of June. Additional payments related to teaching are paid using the Part-time Summer Session
Personnel Action Form. Adjust the dates to begin on the Monday before the first assigned date duties were performed.
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