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The Personnel Action Form (PAF) is an essential tool used by organizations like Vanderbilt University to manage key employee transactions throughout the employee's lifecycle. This form captures critical employee information, including the new hire’s name, Social Security number, and contact details, as well as specific data about the department and position. It lays out the effective and end dates for employment actions, detailing changes in job codes, shifts, and compensation rates. Essential for both current and new employees, the form tracks reasons for actions such as hiring, promotion, or change in status. Additionally, PAF includes sections for approval signatures, ensuring that all changes have been officially authorized. The document also highlights compliance elements, such as the attachment of the I-9 form, which verifies the individual's eligibility to work in the United States. Overall, the PAF simplifies and streamlines necessary procedures while supporting HR’s regulatory obligations.

Personnel Action Example

NEW HIRE PERSONNEL ACTION FORM

 

 

 

 

 

 

 

 

 

 

Vanderbilt University

 

 

 

 

 

 

Printed: Feb-28-08

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Information:

 

 

 

 

 

 

Department Information:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Home Department:

 

 

 

 

 

 

 

 

 

 

 

 

 

Name:

 

 

 

 

 

 

PAF Responsible:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Location:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SSN:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Initiator:

 

 

 

 

 

 

 

 

 

Phone:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee - Current Information

 

 

 

 

 

 

Employee - New Information

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Action

 

Reason

 

 

 

 

 

 

 

 

 

Address:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

City:

 

 

 

 

 

State:

 

 

Effective Date:

 

 

 

 

 

 

 

End Date:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Zip:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Country:

 

 

 

 

 

 

Position Number:

 

 

 

 

 

 

VU Budget#:

 

 

 

 

 

 

 

 

 

 

 

Sex:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Home Phone:

 

 

 

 

 

 

 

Job Code:

 

 

 

 

 

 

 

 

VMG

 

 

VA/ VU

 

 

 

Birth Date:

 

 

 

 

 

 

 

 

 

 

 

Vanderbilt Student

Marital Status:

 

 

 

 

 

Home Dept. ID.:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I -9 Attached?

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Citizenship Status:

 

 

 

 

 

 

 

Pay Group:

 

 

 

 

 

 

Mail Drop:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I -9 Express

Standard Hours:

 

 

 

 

 

 

Standard Shift:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Comp Frequency:

 

 

 

 

 

 

Comp Rate:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Benefits Salary:

 

 

 

 

 

 

Shift 2:

 

 

 

Shift 3:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Pay Start Date:

 

 

 

 

 

 

Pay End Date:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Comment:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Matrix Time Reader - Current Information

 

 

Employee Matrix Time Reader - New Information

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Supervisor EmplD:

 

 

 

 

 

 

Name:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reader Numbers 1 - 5:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CCode:

 

 

 

Shift Bndry:

 

 

 

Fixed Dist.:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Distribution - Current Information

 

 

 

 

 

 

Employee Distribution - New Information

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Center

 

 

 

 

 

 

Job Code

 

 

Percent

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Cost

Sharing:

Approval Signatures

Effort Certification:

Signature/Date:

Signature/Date:

Signature/Date:

Signature/Date:

HR Routing Information:

DestA:

 

DestB:

 

DestC:

 

Auth:

 

 

 

 

 

 

 

 
Get Personnel Action PDF Form

Form Characteristics

Fact Name Description
Purpose The Personnel Action form is used to document changes in employee status at Vanderbilt University.
New Hire Information This form collects essential information for new employees, including name, SSN, and job code.
Department Details It captures department-specific details such as the home department and the PAF responsible for the employee.
Compliance The form must comply with various legal requirements, including federal employment laws.
Approval Process Signatures are required to indicate approval from various stakeholders within the department.
Personal Information Information such as address, birth date, and citizenship status is collected for record-keeping.
Job Details It includes information on the position number, pay rate, and work schedules, ensuring clarity around the role.
Effective Dates The form specifies effective and end dates for employment changes, detailing when changes take place.
State-Specific Requirements In certain states, additional information may be required per state employment laws.
Backup Documentation Attachments may be necessary, such as the I-9 form, which verifies eligibility for employment.

Guidelines on Utilizing Personnel Action

After gathering all the necessary information, it is important to accurately complete the Personnel Action form. Each section of the form requires specific data related to the new hire and various associated details. Follow these steps to ensure that the form is filled out correctly.

  1. Begin with the Employee Information section. Fill in the Name, SSN, and Birth Date.
  2. Provide the Address, City, State, Zip, and Country associated with the employee.
  3. In the Department Information section, include the Home Department and VU Budget#.
  4. Indicate the Position Number, Job Code, and Effective Date.
  5. Complete the Employee - Current Information and Employee - New Information sections by providing details like Sex, Marital Status, and Citizenship Status.
  6. State the Standard Hours, Standard Shift, and Comp Frequency in the respective fields.
  7. Fill in the Comp Rate, Benefits Salary, and the Pay Start Date and Pay End Date.
  8. Review the Approval Signatures section, ensuring that spaces for signatures and dates are provided for all necessary approvers.
  9. Finally, fill out the HR Routing Information section to specify the designated routing for the form.

Ensuring accuracy with each detail will facilitate the processing of this Personnel Action form, contributing to a smoother onboarding process for the new hire.

What You Should Know About This Form

What is the Personnel Action Form and why is it important?

The Personnel Action Form (PAF) is a crucial document used to record significant employment-related changes within an organization. This form serves various purposes, such as documenting new hires, terminations, salary adjustments, and role changes. Properly filled out, the PAF ensures that employees' records are up-to-date and accurately reflect their employment status, thereby facilitating compliance with legal and organizational requirements.

Who needs to fill out the Personnel Action Form?

The responsibility of completing the PAF typically falls to designated personnel within the Human Resources (HR) department or department supervisors. However, employees whose statuses are changing may also be involved in providing necessary details. It's essential that all sections of the form are accurately completed to ensure a smooth processing experience.

What information is required on the Personnel Action Form?

Key information includes both current and new employee details such as name, address, job code, position number, and compensation details. Additionally, it requires department information, effective dates for the action, and sometimes dependent data. The form may also ask for approval signatures, linking the action to proper supervisory oversight.

How is the Personnel Action Form submitted?

The submission process for the PAF can vary by organization. Generally, it should be completed, signed, and sent through the appropriate HR routing channels. Some institutions may have digital systems in place for electronic submission, while others might require a physical copy. Familiarity with your organization's specific procedures is crucial.

What happens if the Personnel Action Form is not filled out correctly?

Inaccuracies or omissions on the PAF can lead to delays in processing your personnel changes, which may affect payroll, benefits, and overall employment records. Furthermore, a poorly completed form may create legal complications down the line. Therefore, it's vital to review the form thoroughly before submission to ensure accuracy.

Can I make changes to a submitted Personnel Action Form?

Once a PAF has been submitted, making changes can be challenging. If corrections are needed, it’s best to reach out to your HR department as soon as possible. They will guide you on the correct process, which may involve completing a new PAF or creating an addendum to the original submission.

Is there a deadline for submitting the Personnel Action Form?

Deadlines for submitting the PAF vary based on the organization’s policies and specific employment changes being made. Adhering to these deadlines is essential, especially when changes affect payroll cycles or benefits eligibility. Employees should check their HR department's guidelines or policies related to PAF submissions for clarity.

What should I do if I have questions while filling out the Personnel Action Form?

If you encounter difficulties while completing the PAF, don't hesitate to seek assistance. Reach out to your HR representative or consult with a supervisor. They can provide guidance and clarify any terms or sections that may seem confusing, ensuring you submit an accurate and complete form.

Does the Personnel Action Form impact my benefits?

Yes, changes documented on the PAF can directly influence your benefits. Whether it’s a new hire, a salary adjustment, or a position change, these actions require proper adjustments in your benefits package. Always review your benefits information alongside your PAF to understand how changes may affect your entitlements.

What is the importance of obtaining approval signatures on the Personnel Action Form?

Approval signatures on the PAF are essential as they validate that the proposed changes have been reviewed and authorized by appropriate leadership within the organization. Signatures also ensure accountability and transparency in the employee management process, fostering trust within the workplace.

Common mistakes

When completing the Personnel Action form, individuals often make a variety of mistakes that can lead to complications in processing. One common mistake is not including accurate personal information. For instance, if the name, Social Security Number, or address does not match official records, it may result in delays or issues with payroll and benefits.

Another frequent error involves neglecting to provide the correct effective date. This date is crucial as it indicates when the changes will take place. If this field is left blank or filled out incorrectly, it may cause confusion in the employee's record and disrupt the transition process.

Additionally, many people fail to check that the appropriate action reason is selected. Clear reasons for changes are necessary for compliance with internal policies and for proper documentation. Failing to specify this can lead to questions or rejections from HR.

Some individuals overlook the importance of including the required signatures. Each Personnel Action form typically needs the signature of the employee, the department head, and possibly other approvers. Omitting these signatures can result in delays in processing the form.

Furthermore, errors are commonly made in the employee distribution section. When recording cost sharing or job codes, incorrect percentages or codes can significantly impact budget allocations. Ensuring these details are correct is vital for accurate financial tracking.

Lastly, forgetting to attach the I-9 documentation can create extensive complications. The I-9 is essential for verifying an employee's eligibility to work in the United States. If not completed and attached, it could hinder the onboarding process and prompt additional scrutiny from HR.

Documents used along the form

The Personnel Action Form (PAF) is a crucial document when managing employee records and actions within an organization. However, it often exists alongside several other forms and documents that work together to ensure a smooth processing of personnel actions. Understanding these documents can help streamline human resources processes and improve communication among departments.

  • Employee Change Form: This document is used to report changes in an employee's status, such as promotions, transfers, or title changes. It captures the essence of the modifications and provides a clear record of the employee’s career development within the organization.
  • Termination Form: When an employee leaves the organization, this form is essential. It details the reason for termination, the effective date, and other necessary information to close out the employee’s file and initiate the necessary offboarding steps.
  • Leave of Absence Request: Employees may need to request time off for various reasons. This document allows employees to formally request leaves, whether for medical, personal, or family reasons, ensuring that all parties are informed and that processes are followed.
  • Performance Evaluation Form: Conducting regular performance evaluations helps track employee progress and performance. This form captures valuable feedback, goals, and progress over time, serving as an essential tool for development discussions.
  • Tax Forms (W-4, W-2): These forms provide essential tax information. The W-4, completed by the employee, instructs the employer on how much tax to withhold from paychecks. The W-2 reports an employee's annual wages and the taxes withheld.
  • I-9 Form: Required for every new employee, the I-9 verifies an employee's eligibility to work in the United States. This form must be completed within specific time frames to comply with federal regulations.
  • Direct Deposit Authorization Form: This document enables employees to receive their paychecks via direct deposit. It collects necessary banking details, ensuring convenience and security in payroll processing.
  • Benefit Enrollment Form: When new employees start, they often need to enroll in benefits offered by the organization. This form gathers pertinent information, allowing employees to choose health, dental, and other benefits available to them.
  • Emergency Contact Form: Keeping employee emergency contact details is vital for workplace safety. This document ensures that the organization can quickly reach out to designated contacts in case of an emergency involving the employee.

In summary, the Personnel Action Form is one document among many that play a part in human resources management. Each form contributes to a comprehensive approach to employee administration, facilitating accountability and organization throughout the employment lifecycle. Understanding the purpose of each of these forms can help employees and managers navigate the complexities of personnel management more effectively.

Similar forms

  • Employee Change Request Form: This document facilitates modifications to an employee's status within the organization, similar to the Personnel Action form. It often addresses changes such as promotions, demotions, or department transfers, highlighting necessary information about the employee's current and new roles.

  • Termination Notice: Like the Personnel Action form, a termination notice formally communicates the conclusion of an employee's time with the organization. It outlines essential details such as the last working day and reasons for termination, ensuring clear documentation of the exit process.

  • Leave of Absence Form: This form captures a request for time away from work due to various reasons, akin to the Personnel Action form’s role in documenting significant changes. It specifies the duration of the leave and the reasons behind it, allowing for careful planning and management of employee availability.

  • Job Offer Letter: Similar to the Personnel Action form, a job offer letter details the terms of employment for a new hire. It includes information about the position, salary, and start date, creating an official record and setting the stage for onboarding processes.

Dos and Don'ts

When filling out the Personnel Action form, it is crucial to approach the task carefully. Your attention to detail can significantly impact the processing of the form. Here’s a list of ten important do's and don'ts to guide you:

  • Do ensure all fields are filled out completely. Missing information can delay processing.
  • Do double-check the spelling of names and other critical information. Accuracy is essential.
  • Do provide a clear reason for the action. This helps HR understand the purpose of the form.
  • Do confirm the effective date aligns with the employee's schedule. Timing is important.
  • Do seek necessary approvals before submission. This can speed up the process.
  • Don't fill in the form hastily. Take your time to avoid careless mistakes.
  • Don't leave any section blank unless specifically directed to do so. Complete forms are prioritized.
  • Don't forget to attach required documents, such as the I-9. Missing documents can halt the progress.
  • Don't assume the prior form's information is accurate. Verify all details.
  • Don't overlook the deadline for submissions. Delays can have repercussions for the employee's start date.

Following these guidelines can ensure a smooth process when submitting the Personnel Action form. Make sure to take this task seriously to avoid complications later on.

Misconceptions

Understanding the Personnel Action Form (PAF) is crucial for employees and administrators alike. However, several misconceptions often arise about this essential document. Here are nine common misunderstandings:

  • The PAF is only for new hires. Many believe that the form applies solely to new employees. In reality, the PAF is also used for promotions, salary adjustments, leave of absence, and other actions affecting current employees.
  • You don’t need to submit a PAF for temporary positions. Some people think that filling out a PAF is unnecessary for temporary hires. However, even for temporary roles, the form is vital to ensure proper documentation and compliance.
  • The PAF does not require signatures. It's a common myth that no approvals are needed for the PAF. In fact, the form requires multiple signatures to confirm that all necessary parties agree with the proposed action.
  • Filling out a PAF is a quick process. While the PAF is a crucial document, completing it accurately can take time. Details such as job codes, effective dates, and other specifics must be double-checked for correctness.
  • The PAF is only relevant to HR. Some people think that only the HR department uses the PAF. However, various departments utilize this document for their functions, making it important for everyone involved.
  • Once submitted, the PAF cannot be changed. Another misconception is that alterations cannot be made after submission. In truth, changes can be necessary and are often accommodated through a follow-up process.
  • Every detail on the PAF is optional. It is false to assume that all sections of the PAF are optional. Each field serves a purpose and may be important for legal and administrative compliance.
  • The PAF will automatically handle payroll changes. Many believe that submitting a PAF ensures immediate payroll adjustments. However, proper routing and additional steps may be needed to ensure payroll reflects the changes documented.
  • Providing inaccurate information on the PAF has no consequences. Finally, some assume that minor errors bear no significant impact. However, inaccuracies can lead to delays or issues in processing, impacting both the employee and department.

Being informed about these misconceptions can help ensure that the PAF is filled out correctly and understood by all parties involved. It's essential to maintain accurate records and keep everyone on the same page for effective human resources management.

Key takeaways

When utilizing the Personnel Action Form, it is essential to approach the process methodically. Here are some key takeaways to consider:

  • Ensure all employee information is accurately filled out, including personal details such as name, address, and social security number.
  • Complete the department information section thoroughly, specifying the home department and relevant contact information.
  • Clearly indicate the action reason for completing the form, as this will determine the subsequent processing steps.
  • Check all effective and end dates to ensure they correspond with the intended employment changes.
  • Confirm that the I-9 documentation is attached, as it is crucial for verifying employment eligibility.
  • Double-check that the salary and compensation details are entered correctly to avoid payroll issues.
  • Obtain all required approval signatures to finalize the form and ensure compliance with institutional policies.
  • Follow the HR routing information instructions carefully to ensure the form reaches the appropriate departments for processing.

Efficiency in completing and using the Personnel Action Form will facilitate smoother administrative processes and support timely employee transitions.

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