PERSONNEL
60.25
Revised 10-07
Human Resource Services
335-4521
PDF link
FUNCTION
Personnel Action Forms (PAFs) authorize personnel transactions and communicate employment status from administrative units to Human Resource Services, Payroll Services, and other central offices. PAFs do not establish or alter employees' position descriptions or contracts with the employer, Washington State University.
The form is used to perform actions for faculty, adjunct faculty, administrative professional employees, civil service employees, employees covered by collective bargaining unit agreements, and graduate assistants.
For purposes of this section, civil service and collective bargaining unit employees are referred to as classified employees.
Temporary Employees
Use the Temporary Employment System (TEMPS) and procedures to authorize personnel transactions for faculty timecard and other temporary (hourly) employees. See 60.26, 60.27, and 60.42.
Nonservice
Use a Nonservice Pay Authorization to process nonservice pay or compensation. See 30.30.
GENERAL INSTRUCTIONS
Confidential Information
The PAF contains confidential information (e.g., social security number). Use discretion in all phases of processing, retention, and disposal. See 90.01 for confidential records disposal instructions.
Deadlines
Comply with the deadlines on the Payroll Documents Schedule. See 55.04.
Allow Human Resource Services and other processing offices as much extra time as possible, especially during periods of peak activity, i.e., the beginning of each semester and summer session.
Forms Supply
Personnel Action Forms are available as automated templates. Contact Procedures, Records, and Forms for information about automated form templates or go to the following web page:
Personnel Action Forms are also available in PDF format. Complete and/or print the PDF master form on 60.25.49 as needed.
Corrections
Be sure that corrections are legible and initialed on all copies. NOTE: An error on a PAF does not alter a contractual arrangement between an employee and the University. Any error discovered in a PAF must be promptly corrected.
Information Sources
Obtain employee information from the candidate's application, the employee's previous Personnel Actions, the Payroll Expenditure Audit Report, the Position Action, HEPPS, or directly from the employee.
Codes
Several fields require coded input, as indicated by an asterisk in the field title. To view codes, refer to the back of the form, the field instructions below, or the dropdown code listings on the automated templates.
Dates
Record dates by number for month, day, and year, i.e., 05-22-02 for May 22, 2002.
Shaded Areas
Do not enter data in the shaded areas.
FIELD INSTRUCTIONS
The following pages include detailed instructions for each field on the Personnel Action Form. The numbers are keyed to the field numbers found on the form.
Not all fields must be completed for each action. To determine which fields must be completed, refer to field instructions below and the applicable samples for the type of employee and action involved. See samples in the PDF version of pages 60.25.26-48.
Social Security No. (1)
Enter social security number on each Personnel Action Form.
Payroll will not issue a salary payment without the social security number. (See also below regarding verification of citizenship status.)
Obtaining Number
For new employees, obtain the social security number from the employee's social security card.
If a new employee cannot provide a social security number, direct the employee to the local Social Security Office. The employee is to request a receipt to show that he or she has applied for a social security card/number.
For current employees, obtain the number from a previous Personnel Action, Payroll Expenditure Audit Report, or other document in the employee's personnel file.
Changes
See 55.05 to add a social security number to an employee's file or to correct an existing number.
WSU No. (2)
Enter the WSU ID number for all actions, if previously assigned. HRS assigns a WSU ID number if one is not already designated for the individual.
Home Department (3)
Enter the home department on each Personnel Action.
Explanation
The identified home department receives WSU correspondence and is responsible for processing all departmental paperwork regarding the employee. If an employee has more than one employing department, identify one department to serve as the home department.
Make changes to home department designation by routing a memorandum or e-mail to Human Resource Services. The memorandum must be signed by a responsible departmental administrator or sent from the responsible administrator's e-mail account. Submit one memorandum or e-mail message per employee, not a list of all employees requiring a change in home department.
Home Dept. No. (4a), Mail Code (4b)
Enter the home department number and mail code on each Personnel Action.
Home Dept. No.
This number represents the employee's home department and is the basis for entering the data into the HEPPS computer file (personnel and payroll records). Refer to the online application, WSUORG to locate a unit's Home Department Number (see 10.05).
Mail Code
Enter the Home Department's mail code.
Name (5)
Enter the employee's name on each Personnel Action.
Explanation
For new employees, enter the employee's name using coding conventions found in 90.75. For current employees, enter the full name; last name, first name, middle name. Do not enter nicknames.
Name Changes
Direct employees to Payroll Services, French 236. See 90.75.
Gender (6)
Enter the employee's gender for initial employment Personnel Actions only.
Date of Birth (7)
Enter the employee's date of birth for initial employment Personnel Actions only.
Explanation
Enter month, day and year (MM-DD-YY), e.g., 12-31-65.
Corrections
Correct a birth date by routing a memorandum to Human Resource Services and Payroll Services with a copy of a legal document showing proof of date of birth.
Highest Degree (8)
Enter the employee's highest degree earned for initial employment and reappointment Personnel Actions only.
Code and Year
Enter the code that represents the employee's highest degree and the year the degree was awarded.
ACADEMIC CREDENTIALS CODE
No academic credential 01
Grade school 02
Some high school 03
High school diploma or equivalent 04
Trade certificate 05
Some college 06
Associate's degree 07
Bachelor's degree 08
Master's degree 09
Professional degree 10
Other doctorate (e.g., Dr. of Educ. or DVM) 11
Ph.D. 12
Add or Correct Degree
To add or correct a degree, send a memorandum with a copy of the degree award through the dean or director to Human Resource Services.
Previous WSU Service? (9)
Complete this field for initial employment or reappointment Personnel Actions only.
Explanation
Type an X under "yes" or "no." "Yes" means that the individual has previously held a WSU appointment. A period of time must separate the previous appointment from the current appointment.
If "yes," note the title and dates of the prior employment in Remarks. If the employee used another name, indicate that name in Remarks.
Not Previous WSU Service
Do not indicate that the employee has previous WSU service for promotions, transfers, or other continuing employment.
Temporary (hourly) employment, graduate appointments, and adjunct appointments are not considered previous WSU service in this context.
Previous State Service? (10)
Complete this field for initial employment or reappointment Personnel Actions only.
Explanation
Type an X under "yes" or "no." "Yes" means that the employee was employed by another state of Washington agency or institution of higher education.
If a new employee has previous Washington state service employment, HRS requests leave information from the former state employer and routes copies of the response to the department. See 60.19.
Not Previous State Service
Temporary (hourly) employment, assistantships, and adjunct appointments are not considered previous Washington state service in this context.
Personnel Action Code / Type of Personnel Action (11)
Complete these fields for all Personnel Actions.
Explanation
Enter a phrase and a corresponding Personnel Action Code for each action requested.
If there is not enough room in space 11, enter additional phrases in Remarks.
Add other applicable descriptions such as adjunct or work study appointment.
List of Actions and Codes
Refer to the back of the form, the dropdown menu on the automated form template, or the following table for a list of allowable actions and action codes for each employee type. Enter an action that describes the transaction.
Descriptions
Refer to the table below for action descriptions. The table is in alphabetic order by action name.
Employee types are: faculty (F), administrative professional (AP), classified employees (CS), and graduate assistants (G).
| NAME OF ACTION CODE | CODE | EMP TYPE | DESCRIPTION |
| Add/Delete Stipend or ADR | 04 | F, AP | To add or delete a stipend or ADR (Added Responsibility/Administrative Stipend). |
| Addition of Adjunct Appointment | 45 | F | To add an adjunct to an existing appointment. |
| Addition of Second Appointment | 46 | F, AP, CS, G | To add a second appointment or a graduate appointment. |
| Basis of Service Change | 33 | F, AP | Basis of service changes are initiated with a Position Action and Personnel Action and include increases or reduction to a position, such as changes from academic to annual or 10 month to annual. |
| CS | If the action results in a reduction or increase to a classified employee's basis of service, the employee must submit a memorandum indicating that the reduction or increase is desirable to the employee (a "desirous memo"). Otherwise the action is considered a layoff. If the employee is covered by a collective bargaining unit agreement, refer to appropriate agreement regarding change of percent of employment. See 58.02 or contact Position Control for more information. | ||
| Change from Temporary Status | 39 | CS | To change a classified employee's status from temporary to permanent, temporary to trial service, or temporary to probationary. |
| Change of Appointment Status | 28 | All | To complete a change in an appointment status, e.g., temporary to permanent. |
| Change of Percent of Employment | 09 | All | An increase or decrease in the employee's F.T.E. Employment cannot exceed 100% F.T.E. This action may require a Position Action or an Expense Assignment Action. See 58.02 and 58.03. |
| CS | If the action results in a reduction or increase to a classified employee's percent of employment, the employee must submit a memorandum indicating that the reduction or increase is desirable to the employee (a "desirous memo"). Otherwise the action is considered a layoff. If the employee is covered by a collective bargaining unit agreement, refer to appropriate agreement regarding change of percent of employment. | ||
| Data Correction or Change | 25 | All | To add, delete, or correct data. Include an indication of the type of change in this space. |
| Deletion of Second Appointment | 53 | F, AP, CS, G | To delete a second appointment. |
| Demotion--Disciplinary | 22 | CS | To change an employee from a position in one classification to a position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC 357-40-010. |
| Demotion--In Lieu of Layoff | 23 | CS | To move an employee from one classification to a classification with a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff. |
| Demotion--Voluntary | 21 | CS | To move an employee from one classification to a classification with a lower salary range maximum at the employee's request. |
| Extension of Appointment | 12 | G | To extend an appointment due to visa changes or to extend a temporary appointment for less than one semester, e.g., month to month. |
| General Salary Adjustment | 06 | F, AP | In special circumstances, Human Resource Services instructs departments to use this action for a salary adjustment to the mass salary increase. Typically, central administration initiates general salary adjustments. |
| Initial Employment | 01 | All | Use this code for the individual's first WSU employment. Check employment history for previous WSU service. If the individual has previous WSU employment, the correct action is reappointment. Time card and hourly employments do not constitute previous WSU employment in this context but note the previous service in Remarks to avoid a duplication of records on the computer files. |
| Job or Job Class Code Change | 31 | F, AP, G | To change job or job class code of the employee's existing appointment. Except teaching and research assistant positions, this action may require a Position Action. See 58.02. |
| Merit Increase/Credential Premium | 05 | F, AP | To indicate a salary increase on the basis of the employee's past work performance or the attainment of additional skills. Attach supporting documentation. |
| Position Number Change | 10 | F, AP, G | To change a position number. |
| Professional Leave | 17 | F, AP | To process professional leave. The employee is expected to return to WSU employment. Enter the expected return date in Remarks. |
| Promotion | 03 | F, AP, CS | Use promotion to indicate the advancement of an employee into a position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees. |
| Reappointment | 11 | All | To appoint a former state employee following a break in service (a separation of the employer/employee relationship with WSU) NOTE: A Personnel Action is not required for continuing a permanent academic or classified cyclic-year appointment. Also used if the employee has previously held an assistantship with WSU. |
| Reassignment | 14 | CS | For management-initiated movement of an employee from one position to another within the same classification or to a different classification with the same salary range maximum. |
| Renewal of Appointment | 16 | F, AP, G | To renew a temporary appointment when there has been no break in service. |
| Retire/Rehire | 20 | F, AP | To employ a WSU retiree who retired on TIAA/CREF retirement program. |
| Return from Leave | 19 | F, AP | To reinstate an employee who has been on professional leave. |
| Return to Former Position | 43 | CS | To return a classified employee to a previously-held position. |
| Reversion | 24 | CS | To revert an employee during her or his trial service period. |
| Separation | 02 | All | Prepare a separate Personnel Action for each employee who terminates employment. NOTE: This includes permanent, temporary, and adjunct employees. |
| Shift Differential, Add/Delete | 08 | CS | To add/delete an employee's shift differential. |
| Summer or Summer Session Appointment |
36 | F, AP, G | For an appointment to a summer research position or a summer session teaching position. |
| Summer or Summer Session Cancellation |
37 | F, AP, G | To cancel a summer or summer session appointment. |
| Temporary Salary Adjustment | 07 | F, AP | For a temporary salary adjustment made to recognize a temporary change (start or stop) of duties or type of duties performed,e.g., location (post) differential, temporary academic to annual, or temporary annual to academic. This action may require a Position Action or an Expense Assignment Action. See 58.02 or 58.03. |
| Temp. Supplemental Appointment | 13 | G | Describe the action involved. These actions indicate extra duties or responsibilities in addition to the duties and responsibilities in the employee's appointment. These actions may include appointments with differing rates of pay. Make a notation in Remarks if the change to the appointment changes the employee's percent of employment. |
| Transfer | 15 | CS | For employee-initiated change from one position to another within the same classification without a break in service or to a different classification with the same salary range maximum. |
| Transfer to/from Other Employee Type |
34 | All | To change from one type of service to another, e.g., classified position to administrative professional. This action may require a Position Action or an Expense Assignment Action. See 58.02 and 58.03. |
| Transfer, Interinstitutional or Intersystem | 35 | F, AP, CS | To transfer an employee from another state agency. |
Veteran Status (12)
Enter veteran status for initial employment or reappointment Personnel Actions.
Codes
Status Code
Nonveteran X
Disabled veteran-Vietnam era (8-5-64/5-7-75) D
Disabled veteran other than Vietnam veteran L
Veteran other than Vietnam N
Spouse of deceased veteran S
Vietnam era veteran (8-5-64/5-7-75) V
Complete this field for initial employment and reappointment Personnel Actions.
NOTE: If the employee is not a U.S. citizen, enter the Country of Citizenship, space 15 and U.S. Citizenship and Immigration Services Status (INS Code), space 16 on all Personnel Action Forms.
Country of Citizenship (14)
Complete this field for all Personnel Actions for non-U.S. citizens.
Explanation
Enter the name of the country. If the employee is a U.S. citizen, leave this space blank.
Immigration Status (15)
Complete this field for all Personnel Actions for non-U.S. citizens.
Explanation
Enter a U.S. Citizenship and Immigration Services Code (USCIS Code). See the code listing below. See also 60.05.
Employees who are aliens inform the employing department and Payroll of their immigration status when appointed and of any subsequent changes to that status.
Refer to 60.05 for definitions of USCIS codes.
Immigration Status Code
U.S. Citizen Blank
Temporary Visitor for Business (cannot be employed) B1
Student F1
Spouse or child of an F-1 student (cannot be employed) F2
Temporary worker in a specialty occupation H1B1
Spouse or child of a temporary worker (cannot be employed) H4
Lawful permanent resident IM
Exchange visitor J1
Spouse or child of an exchange visitor J2
Fiance or fiancee of a U.S. citizen K1
Alien of extraordinary ability O1
NAFTA, Canadian National TN1
NAFTA, Mexican National TN2
Applicant for permanent residence or pending permanent residence TR
I-9 on File at HRS? (16)
Complete this field for initial employment and reappointment Personnel Action Forms.
Eligible for Employment
Determine the need for I-9 documentation. The I-9 form verifies employment eligibility as a U.S. citizen or a work-authorized alien. See 60.04 and 60.05.
Explanation
Call HRS or query the HEPPS online application to see if an I-9 is on file. (To query HEPPS enter QE I9 on the command line, then enter SSN.)
If an I-9 is on file, so indicate.
If an I-9 is not on file, follow the instructions in 60.04. Make copies of the supporting documents for the department files. Attach the form and I-9 documentation to the Personnel Action Form.
Work Location (17)
Complete this field for initial employment, reappointment, and all actions which require an employee to change work location.
NOTE: If change in work location is the only change, a PAF is not required. Route a memorandum from the responsible dean/director to HRS describing the change.
Location Code
Enter the code for the location (unit, campus) where the employee works the majority of his or her day.
Location Code Adams County, WSU Extension ADA Asotin County, WSU Extension ASO Benton-Kennewick County, WSU Extension BEK Benton-Prosser County, WSU Extension BEP Buckley-WSU Dairy BUC Centralia CEN Chehalis Indian Reservation CIR
Chelan County, WSU Extension CHE Clallam County, WSU Extension CLA Clark County, WSU Extension CLR Colockum-Ag Multiple Use Res. Center CLK Columbia County, WSU Extension COL Colville Indian Res. CVL Cowlitz County, WSU Extension COW Douglas County, WSU Extension DOU Environmental Protection Agency--Seattle EPA Ferry County, WSU Extension FER Franklin County, WSU Extension FRA Garfield County, WSU Extension GAR Grant County, WSU Extension GRN Grays Harbor County, WSU Extension GRY Intercollegiate College of Nursing--Spokane ICS Intercollegiate College of Nursing--Yakima ICY Island County, WSU Extension ISL Jefferson County, WSU Extension JEF King County KNG King County, WSU Extension KIN Kitsap County, WSU Extension KIT Kittitas County, WSU Extension KTT Klickitat County, WSU Extension KLI Lake Roosevelt Forum LRF Lewis County, WSU Extension LEW Lincoln County, WSU Extension LCN Lind-Ag Dry Land Research LND Mason County, WSU Extension MAS North Franklin School Dist. NFS Okanogan County, WSU Extension OKA Olympia OLY Othello--Potato Research Center OTH Othello School Dist. OSD Out-of-Country OOC Out-of-State OOS Pacific County, WSU Extension PCF Pend Orielle County, WSU Extension PEN Pierce County, WSU Extension PIE Port Angeles Conf. and Institutes PRT Puyallup Conf. and Institutes PCI Royal Slope--Tree Fruit Research ROY San Juan County, WSU Extension SAN Seattle SBDC SBD SIRTI--Spokane SIT Skagit County, WSU Extension SGT Skamania County, WSU Extension SKA Snohomish County, WSU Extension SNO Spokane County, WSU Extension SPN Stevens County, WSU Extension STE St. Joseph's Hospital, Tacoma SJH Tacoma Public Schools TPS Tacoma SBDC TBD Thurston County, WSU Extension THU University of Idaho UOI University of Washington UOW USDA Yakima UYA Wahkiakum County, WSU Extension WKK Walla Walla County, WSU Extension WAL Wenatchee Nursing WNR Wenatchee Valley CC WVC Whatcom County WCW Whatcom County, WSU Extension WTC
Whitcom WHM
Whitman County WHC Whitman County, WSU Extension WHI WSU Long Beach REU LOB WSU Mt. Vernon REU MTV WSU Pullman PUL WSU Puyallup REC PUY WSU Prosser IAREC PRO WSU Spokane SPK WSU Tri Cities TRI WSU Vancouver VAN WSU Vancouver REU VAC WSU Wenatchee TFRC WEN WSU West WSW Yakima County, WSU Extension YAK If none of the above apply, contact HRS for instructions.
Tenure Considerations (18)
Complete this field for initial employment, change of appointment status, or reappointment Personnel Actions for tenure track faculty.
Area
Enter the applicable area number.
Tenure Area Number Accounting and Business Law 0705 Animal Sciences 0010 Anthropology 0514 Apparel, Merchandising, Design and Textiles 0109 Architecture, School of 0202 Basic Medical Sciences 0318 Biological Sciences, School of 0320 Biological Systems Engineering 0006 Chemical Engineering 0204 Chemistry 0308 Civil and Environmental Engineering 0206 Communications 0404 Community and Rural Sociology 0028
Comparative Ethnic Studies 0516 Crop and Soil Sciences 0008 Economic Sciences, School of 0004 Education, College of 0801
Educational Leadership and Counseling Psychology 0803 Electrical Engineering and Computer Science 0208 Electron Microscopy 0319 English 0402 Entomology 0024 Environmental Science and Regional Planning 1400 Extension (Administration) 0034 Finance 0702 Fine Arts 0406 Food Science and Human Nutrition 0019 Foreign Languages and Cultures 0408 Geology 0310 History 0502 Horticulture and Landscape Architecture 0016 Hotel and Restaurant Administration 0703 Human Development 0002 Institute of Biological Chemistry 0022 Intercollegiate College of Nursing 1302 Interior Design 0111 Kinesiology and Leisure Studies 0804 Libraries 1202 Management and Systems 0706 Marketing 0708 Mechanical and Materials Engineering 0210 Molecular Biosciences, School of 0321 Music and Theatre Arts 0410 Natural Resource Sciences 0014 Northeast District (Extension) 0039 Northwest District (Extension) 0036 Pharmacy, College of 1002
Philosophy 0412 Physics 0314 Plant Pathology 0018 Political Science 0510 Program in Health Sciences--Spokane 0806
Program in Professional Development--Spokane 0709
Psychology 0506 Pure and Applied Mathematics 0312 Sociology 0512 Southeast District (Extension) 0041 Southwest District (Extension) 0037 Speech 0414 Statistics 0029 Teaching and Learning 0805 Veterinary & Comp. Anatomy, Pharmacology & Physiology 0612 Veterinary Clinical Science 0604 Veterinary Microbiology and Pathology 0610 Veterinary Sciences (Veterinary Medicine) 0030 Women's Studies Program 0520
Ind. (Indicator)
Enter one of the following codes:
Tenure Status Code Nontenure track position N Tenure track position P Tenured T
Year Awarded
Enter the academic year of possible tenure award for tenure track faculty.
Changes
Submit any corrections to tenure date or tenure unit by memorandum to the Provost and Executive Vice President. The Provost and Executive Vice President forwards approved changes to Human Resource Services.
Salary Range/Step (19)
Complete this field on all Personnel Actions for employee types with salary schedules, i.e., classified employees and graduate assistants.
Explanation
Enter the range number and letter if appropriate and the salary step.
Classified Employees
Refer to the compensation plan for civil service employees. Refer to the applicable agreements for collective bargaining unit employees.
See 60.29 to determine the appropriate step within the salary range.
Direct any questions to Human Resource Services.
Graduate Assistants
For graduate assistants, use the information in the Graduate Assistantship Processing memorandum and Assistantship Salary Grid located on the Graduate School Documents website at:
Direct questions to the Graduate School; telephone 335-6424.
Full-Time Salary (20)
Complete this field for all Personnel Actions except retire/rehire faculty.
Faculty, Administrative Professional
Enter the full-time monthly base salary without stipends or ADRs (Added Responsibility/Administrative Stipend) in this space. Enter the annual salary actually paid the employee in Remarks.
Stipends/ADRs
If the salary includes a stipend or ADR, show the amounts for the stipend or ADR and the base salary in Remarks.
Academic-Year Salary
Enter the full-time monthly salary for academic faculty and administrative professional employees. Enter the yearly salary rate in Remarks.
Classified Employees
Enter the full-time monthly salary without differentials for classified employees. Refer to the civil service compensation plan or the applicable collective bargaining unit agreement.
Differential
If the salary includes a differential, show the separate amounts for the differential and the base salary in Remarks.
FTE Less Than 100%
If the FTE is less than 100%, indicate the full-time monthly salary in Full-Time Salary (space 23). Enter the actual monthly salary in Remarks.
Graduate Assistants
Enter the full-time monthly assistant salary in this space on all graduate assistant Personnel Actions.
Summer Session
Use the summer session calculation worksheet to determine the summer session salary amount. The advisory worksheet guidelines are available at the Summer Session Administrative website at:
http://www.summeradmin.wsu.edu/
Select Planning Guide; then
Select Salary and Appointment Policies.
Summer Appointment
Payment for a summer appointment is set at an agreed amount, which in no case may exceed a monthly rate of one-ninth of the previous academic year salary. The Summer Session Office verifies this information.
Periodic Increment Date (21)
Human Resource Services completes this field for classified employees.
Separation Reason (22)
Complete this field for all Personnel Actions separating employment.
Codes
Enter one of the following separation reason codes.
Separation Reason Code Terminated for Cause 21 Not Reappointed, Renewed or Appointment Completed 23 Retirement 30 Resignation--General 40 Resignation--Accepted Teaching Position 41 Resignation--Accepted Nonteaching Position 42 Job Dissatisfaction 43 Visa Not Extended 44 Abandoned Position 45 To Pursue Education 46 U.S. Military Service 47 Layoff--Other 50 Layoff--Lack of Funds 51 Layoff--Reorganization 52 Layoff--Lack of Work 53 No Longer Eligible as a Student 54 Work Authorization Expired 55 Job-Connected Disability 61 Other Disability 62 Appointment Declined 63 Appointment Cancelled 64 Disability Retirement 65 Rejection During Probation 67 No I-9 69 Death 80
Separation Procedures
Separations of employment require Personnel Actions. All appointment-completed separations require Personnel Actions, except appointment-completed separations for graduate assistants.
Enter all applicable statements in Remarks. See below.
Attach a letter of resignation if the separation is a resignation.
At separation of employment, transfer the faculty, administrative professional, or classified employee's time/leave records to Human Resource Services.
Employee Status (23)
Complete this field for all Personnel Actions.
Explanation
This space indicates the employee's employer/employee relationship with WSU.
Faculty and administrative professional employees initially hired with an appointment end date are temporary.
All classified employees who have completed a probationary period are permanent; probationary staff are temporary.
Graduate assistants are always temporary.
Time, Full/Part (24)
Complete this field for all Personnel Actions.
Explanation
Indicate whether the employee's total FTE with the University is full-time (1.00 FTE) or part-time. Do not consider hourly or faculty time card appointments in the total FTE.
Changes in percent of employment may also require a Position Action.
NOTE: Changes in percent of employment may also change the employee's eligibility for benefits. Contact HRS to determine future eligibility.
Pay Basis (25)
Complete this field for all Personnel Actions.
Code
Enter the applicable code.
Pay Basis Code Exception time reporting; most WSU employees E Positive time reporting. See 55.26. P
Employee Type (26)
Complete this field for all Personnel Actions.
Definitions
Definitions of employee types:
Faculty
Employees whose primary responsibilities include teaching, research or public service or any combination of these, including librarians and counselors are designated as faculty. Faculty includes academic faculty, extension faculty, library faculty, and student affairs faculty. See also WSU Faculty Manual.
Administrative Professional
Employees defined as administrative professional are exempted from coverage of Title 357 of the Washington Administrative Code (WAC) in accordance with the exemption criteria in the Revised Code of Washington (RCW 41.06.070).
Classified Employees
Employees subject to the provisions of the state civil service law (RCW 41.06), Title 357 of the Washington Administrative Code, and applicable collective bargaining unit agreements.
Graduate Assistants
Matriculated students who are approved by the Graduate School and whose primary employment responsibilities relate to teaching, research, and public service.
Details regarding other types of assistants are located on the Graduate School Documents website at:
Direct questions to the Graduate School; telephone 335-6424.
Retirement Supplementation
Retired WSU employees who receive retirement supplementation. HRS prepares these Personnel Actions.
Basis of Service (27)
Complete this field for all Personnel Actions.
Annual/12 Mo.
Classified Employees
Mark Annual/12 Mo. for classified employees with regular year appointments without any cyclic-year periods of leave without pay.
Faculty, Administrative Professional
Mark Annual/12 Mo. for faculty and administrative professional employees holding 12-month appointments.
Academic
Mark Academic for employees with academic duties which are performed only during the fall and/or spring semester (faculty, administrative professional, and graduate assistants).
Classified/9 Mo.
Mark Classified/9 Mo. for classified employees with nine month, cyclic-year appointments. See also 60.30.
9.5 Mo.
Classified Employees
Mark 9.5 Mo. for employees with nine and one-half month cyclic-year appointments. See 60.30 for references to classified cyclic-year positions.
Faculty, Administrative Professional
Mark 9.5 Mo. for employees holding nine and one-half month appointments. NOTE: Faculty employees holding these appointments do not earn annual leave.
10 Mo.
Classified Employees
Mark 10 Mo. for civil service and collective bargaining unit employees with ten month cyclic-year appointments. See 60.30 for references to classified cyclic-year positions.
Faculty, Administrative Professional
Mark 10 Mo. for employees holding ten month appointments. NOTE: Faculty employees holding these appointments do not earn annual leave.
Summer Session
Mark Summer Session for academic faculty and teaching assistants teaching self-sustaining courses.
Summer Appointment
Mark Summer Appointment for academic faculty or graduate assistants employed to fill nonteaching summer appointments.
Classified Other
Mark Classified Other and indicate the number of months if the appointment is not 9, 9.5, 10, or 12 months.
Overtime (OT) Status / Work Period (28)
Complete this field for all Personnel Actions involving classified or administrative professional employees. For collective bargaining unit employees, refer to the applicable bargaining unit agreements.
Explanation
The overtime status or work period designation determines the employee's eligibility for premium compensation for overtime hours. NOTE: Indicate the work period status for collective bargaining unit employees only.
See also 60.59 regarding overtime status.
Title (29)
Complete this field for all Personnel Actions.
Explanation
List up to five appointments on one form for faculty and administrative professional appointments. When there is more than one appointment and/or action, enter the title line number next to the applicable action in space 11.
Call Human Resource Services for the correct title if there is a question.
For classified personnel actions, complete one form for each appointment to a position number. Use the title from the Position Action which established the position or refer to a previous Personnel Action for the position number.
Job Class Code (30)
Complete this field for all Personnel Actions.
Explanation
Enter the Job Class Code corresponding to the title.
Classified Employees
Enter the Job Class Code shown in the civil service compensation plan or the applicable collective bargaining unit agreement.
Graduate Assistants
Enter the Job Class Code shown in the Graduate Assistantship Processing memorandum, located on the Graduate School Documents website at:
Direct questions to the Graduate School; telephone 335-6424.
Other Employees
Obtain the correct code from a previous action, online HEPPS, or ask HRS; telephone 335-4521.
Department/Division (31)
Complete this field for all Personnel Actions.
Explanation
Enter the name(s) of the appointing department(s) or division(s).
Appt. Dept. (32)
Complete this field for all Personnel Actions.
Explanation
Enter the department number associated with the appointing department. The department number may be found on the Payroll Expenditure Audit Report, online in WSUORG, or from HRS.
Appt. Begin (33)
Complete this field for all Personnel Actions except separations.
Explanation
Enter the effective date of the requested action(s). Leave this space blank when processing a separation.
Appt. End (34)
Complete this field for all Personnel Actions.
Explanation
Enter the effective date for separations. The effective date is the last day the employee is in paid status. Each separation must be processed on a Personnel Action Form.
Enter end dates for all temporary appointments.
Enter 99/99/99 for permanent appointments.
Appt. Status (35)
Complete this field for all Personnel Actions.
Codes
Appointment Status Code Permanent 1 Probationary 2 Trial Service 3 Temporary 7
1 Permanent
A classified employee who has successfully completed a probationary or trial service period within the current period of employment or a faculty or administrative professional employee hired on a permanent basis.
2 Probationary (Classified Position)
The initial six or twelve months of employment following classified appointment from an eligible list.
3 Trial Service (Classified Position)
The initial period of employment following promotion, demotion, intersystem transfer, interinstitutional transfer, or elevation into a classification in which the employee has not held permanent status. Trial service begins with the effective date of change and continues for six or twelve months, dependent upon classification. Refer to appropriate collective bargaining unit agreement regarding trial service.
7 Temporary
Any appointment with an appointment end date.
Appointment Type (36)
Complete this field for all Personnel Action Forms for faculty, administrative professional employees, and graduate assistants for code types other than "normal."
Explanation
Indicate the type of appointment.
Appointment Type Code Normal Blank Retirement Supplementation R Summer Session E Summer Appointment H Adjunct C
FTE (37) (Full-Time Equivalent)
Complete this field for all Personnel Actions except adjunct faculty appointments.
Explanation
Enter the percent of full-time worked for each appointment, e.g., 1.00, .75, .50.
Position No. (38)
Complete this field for all Personnel Actions except adjunct faculty appointments.
Explanation
Enter the six-digit position number. This number will always be the same as the predecessor's position number for classified employees. It may be the same as the predecessor's position number for faculty and administrative professional employees.
Teaching and staff assistants may be appointed to group position numbers. Research assistants must be appointed to unique position numbers.
A Position Action form creates a position. See 58.01 and 58.02. No appointment can be made unless the position exists.
Find the position number online in Account Balances/Detail or HEPPS computer applications. Position numbers are also included on the Payroll Expenditure Audit Report. Contact the Budget Office if these sources are not available.
Complete this field as necessary.
Condition of Employment
Enter anything not already specified which is a condition of employment; such as, relocation expense, years credited toward tenure, or date PhD must be awarded.
Absence During Breaks
Generally, faculty are expected to work during academic breaks. If the faculty member is exempt from this requirement as a part of the employment contract, so indicate in Remarks.
Retroactive Actions
Explain retroactive actions in detail.
Previous Service
Enter the name used during previous service if it is different from the name currently used, dates of previous state service, and the name of the Washington state agency.
Actual Salary
Enter the actual salary for all graduate assistants.
Enter the actual salary if it is different from the figure in space 22.
Enter any differential type(s) and amount(s) or perquisites and designate the position number associated with the differential.
If employment is less than full time, enter the amount of money the employee will receive each month, "* Actual Salary: (amount)."
Actual salary could reflect a combination of circumstances. For example, if a half time employee were also eligible for a differential, Remarks would show "actual salary" as half of the figure in space 22 plus the differential. Report each figure and show the basis of the calculation.
For faculty and administrative professional employees, enter the yearly salary.
Temporary Faculty, Temporary Administrative Professionals
Enter the following statement in Remarks on all PAFs for temporary faculty and administrative professional (AP) personnel.
"This is a temporary appointment which shall terminate on the date specified and shall not be renewed unless positive action is taken to renew your appointment."
Temporary Faculty and AP Appointments Eligible for Annual Leave
Enter the following statement in Remarks on all PAFs for temporary faculty or temporary administrative professionals who are eligible to earn annual leave. (See 60.56.)
"Accumulated annual leave must be used prior to the termination date unless you obtain a written exception from the dean or chair."
Assistants
Enter the following statement in Remarks on all PAFs for graduate assistants.
"This appointment is conditional, subject to the maintenance of a 3.0 cumulative grade point average, satisfactory academic progress, and continued regular enrollment in the Graduate School."
Assistant Requirements
For graduate assistants, include the appropriate statements regarding GPA, residency, minimum credits, etc. as specified in the Graduate Assistantship Processing Memorandum.
Residency Fee Waiver
For students who do not qualify for the resident operating fee waiver, add "Does not qualify for resident operating fee waiver."
Waiver of Nonresident Portion
If the nonresident portion of a graduate assistant's fees is waived, enter the voucher number under Remarks.
English Exam
Teaching assistants whose native language is not English are required to pass an English examination. Indicate the date the oral English exam was passed.
If the Personnel Action is submitted prior to the exam, include: "This appointment is contingent upon the student's satisfactorily passing the language examination."
Separations
Separation Explanation
Include an explanation for faculty and administrative professional separations.
Appointment Completed
NOTE: Appointment-completed separations for temporary faculty or administrative professional employees require Personnel Actions. Appointment-completed separations for graduate assistants do not.
Employee Who Can Answer Questions About This Action (40)
Complete this field for all Personnel Actions.
Telephone No. (41)
Complete this field for all Personnel Actions.
E-Mail Address (42)
Complete this field for all Personnel Actions if the employee indicated in space 41 has an e-mail address.
Submitting Officer (43)
Complete this field for all Personnel Actions.
Explanation
Type the name of the administrator recommending the Personnel Action. The administrator also signs and dates the form in this space.
If the individual is being employed by a second department, both submitting officers must sign and date the Personnel Action.
Appointing Authority (44)
Complete this field for all Personnel Actions.
Explanation
Type the name of the appointing authority and the date. See 60.10 for information regarding appointing authority.
The responsible dean, director, or other authorized appointing authority indicates approval by signing in this space.
When more than one dean, director or administrator is involved, route the form to the other office for approval.
The second dean, director, or administrator makes and retains a copy for the office file.
Terminal Leave Hours (45)
Do not complete. HRS completes this field.
Faculty, Admin. Prof., Classified Employees
Submit the faculty, administrative professional, or classified employee's original time/leave records to Human Resource Services, mail code 1014.
HRS (46)
HRS uses this space to indicate review and approval of the Personnel Action Form.
Human Rights (47), Graduate School (48)
Center for Human Rights and Graduate School indicate approval and approval date in these spaces.
ROUTING THE PAF
Route the Personnel Action Form differently for each employee type. Refer to the routing chart below.
New Faculty
When hiring new faculty, attach the offer letter, any letters of recommendation received or telephone reference call notes (see 60.11), and a Biographical Data Sheet (see 60.13).
NOTE: Five letters of recommendation are required for new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the faculty member's contract with WSU.
New Administrative Professionals
When hiring new administrative professional employees, attach a resume.
Joint Appointments
When more than one college/area is involved with a given action, each dean/director is to sign the Personnel Action Form.
Not Approved
Forms not approved are to be returned to the home department.
ROUTING CHART | |||||||||
| Employee Type |
Actions | HRS |
Dept |
Dean |
Hum |
Grad |
Provost's |
HRS |
Payroll |
| Civil Service / Collective Bargaining Unit Employees |
All except retirement separations | S |
X |
X |
R | ||||
| Retirement separations | S |
X |
X |
X |
R | ||||
| Faculty | All except retirement separations, retirement supplementations | S |
X |
O |
X |
X |
R | ||
| Retirement separations and retirement supplementations | S |
X |
X |
O |
X |
X |
R | ||
| Administrative Professional | All except retirement separations, retirement supplementations | S |
X |
O |
X |
R | |||
| Retirement separations and retirement supplementations | S |
X |
X |
O |
X |
R | |||
| Assistants | All | S |
X |
O |
X |
R | |||
KEY: S = Start, approve, retain, & route. X = Approve, retain, & route. O = Approve & route. R = Retain. | |||||||||
| NOTE: Send summer session faculty appointments to the Summer Session Office before HRS. | |||||||||
| In addition to the above routing, many faculty and administrative professional PAFs are routed through the Vice President to whom the unit reports prior to processing by HRS. | |||||||||
| Example | Page |
Classified Staff |
|
| Initial Employment; Probationary Separation |
60.25.26 |
| Promotion; Trial Service or Probationary Add or Delete Shift Differential |
60.25.27 |
| Change of Percent of Employment Reappointment; Probationary |
60.25.28 |
| Reassignment Transfer |
60.25.29 |
| Voluntary Demotion Reversion |
60.25.30 |
| Basis of Service Change Intersystem Transfer; Trial Service or Probationary |
60.25.31 |
| Interinstitutional Transfer; Trial Service or Probationary | 60.25.32 |
Faculty or Administrative/Professional |
|
| Foreign; Initial Employment | |
| Permanent; Initial Employment Temporary; Initial Employment |
60.25.33 |
| Adjunct; Initial Employment Permanent; Reappointment |
60.25.34 |
| Temporary Annual; Reappointment Temporary Annual; Renewal of Appointment |
60.25.35 |
| Retire/Rehire Separation |
60.25.36 |
| Separation; Appointment Complete Promotion |
60.25.37 |
| Addition or Deletion of Stipend Merit Increase |
60.25.38 |
| General Salary Adjustment Temporary Salary Adjustment |
60.25.39 |
| Change of Percent Change of Position Number |
60.25.40 |
| Professional Leave Return from Leave |
60.25.41 |
| Data Correction Change of Appointment Status; Temporary to Permanent |
60.25.42 |
| Change of Title or Job Class Code Basis of Service Change |
60.25.43 |
| Employee-Type Transfer | 60.25.44 |
Graduate Assistants |
|
| Initial Employment | |
| Reappointment Separation Prior to Appointment End Date |
60.25.45 |
| Renewal of Appointment | 60.25.46 |
Summer Session |
|
| Appointment | |
| Initial Employment Reappointment |
60.25.47 |
| Data Correction Cancellation |
60.25.48 |
See the PDF master form:
60.25.49: Personnel Action Form
Complete and/or print as needed