GENERAL INFORMATION

1. SCOPE OF FORM

   he Personnel Action Form, or PAF (OU-1183-B), is used for the following personnel changes:

   1. Appointment of an individual being placed on the University payroll for the first time;
   2. Reappointment of an individual previously appointed at any time by the University and paid other than Special Pay;
   3. Change of status including:
      adjustments in present status;
      transfer or additional appointments; and
      termination or leave of absence.

2. RESPONSIBILITY FOR FORM PREPARATION

   The employing department is responsible for preparing the PAF unless a new appointment is an academic or executive officer position.

   1. Academic PAF's are generally prepared by the academic dean's office or the Office of the Provost to appoint faculty unless the appointment pertains to a Graduate teaching assistant or graduate research assistant. In this case, the employing department may be responsible for preparing the form.
   2. Executive officer PAF's are prepared by either the President's Office or the University Regents' Office for the appointment of an executive officer.

   The Personnel Selection Report should be sent to the Employment & Compensation Sevices Division if a new appointment or a transfer of a staff employee to a new department is involved.

3. APPOINTMENT/REAPPOINTMENT APPROVAL

   The following appointments/reappointments require University Regents' action:

   1. All executive and administrative officers, and tenured or tenure-eligible faculty;
   2. Administrative, professional, and managerial staff, and temporary faculty whose full-time equivalent annual salary rate is $40,000 or more.

   PAF's for these classifications must be processed through appropriate channels and be submitted to the University Regents' Office approximately two weeks prior to a University Regents' meeting. Contact the University Regents' Office (325-4122) for information concerning specific deadlines.

4. FORM PROCESSING

   In order for an individual's appointment to be processed onto the University payroll, the following completed documents are required:,

   1. Personal Data Form (OU-9097-C)
   2. Loyalty Oath (OU-1394-E) - must be notarized by department or by the Payroll and Personnel Records Division, including notary seal and expiration date.
   3. Employment Eligibility Verification (Form I-9) - employee must present proper documents for verification. The I-9 Form may be signed and certified by the designated department representative or by the Payroll & Personnel Reconds Division. All sections of the form must be filled out completely. Federal law requires that certification must be completed within three working days after the first day of employment.
   4. Employee's Withholding Allowance Certificate (Form W-4)

   5. WorkCare or WorkNet Oklahoma Form.

   Responsibility for insuring that these documents have been completed and are on file in the Payroll & Personnel Records Division rests with the appointing department.

   It is the responsibility of a department to prepare a Payroll Expense Transfer Form if a PAF is dated retroactively. If more than 60 days have lapsed between the date prepared and the effective date of the appointment change, written justification for the delay in processing must be submitted with the Payroll Expense Transfer Forms.

1. GENERAL INFORMATION
   1. Personnel Action Forms (PAF's) can be processed on-line through HRMS. Paper forms are available from the University Storeroom.

   2. If paper forms are used they must be typed. If corrections are made, make sure the corrections are legible on all copies. This is particularly important on the YELLOW copy.

   3. Hourly Employees

      For hourly employees, all changes in the rate of pay within the same account and all changes in student/non-student status must be made effective on the first day of a pay period. However, if changes in rates of pay from the same account must occur within a pay period, a Special Payment can be processed for the difference.

   4. Student Employees

      Employees whose principal affiliation with the University is to enroll in courses should be marked as "student". Unless student employees are enrolled in summer school classes, their status must be changed to "summer assistant" at the end of the spring semester and back to "summer assistant" at the start of the fall semester. A person must be enrolled in at least one hour of classes to be eligible for a student position. In order for a student employee to be exempt from FICA (Social Security taxes), they must be enrolled half time.

   5. Employees Reverting to Original Status - for permanently budgeted positions only:

      Complete a new PAF to ensure continued, correct payment after the appointment has ended.

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