PAF Training Spring 2009 Michelle Campbell & Bonnie Emrick

1. PAF Training Spring 2009 Michelle Campbell & Bonnie Emrick 1

2. Today’s Agenda • Academic Employee Types • Special Checks • New Paperwork Correction Procedure • PAF Completion • Examples Feel free to ask questions at any time during this discussion. We will stay after to answer any in-depth questions you may have as well. 2

3. AHR Employee Types • We handle personnel actions for the following academic personnel: • Faculty Members (FA) • Instructors, Assistant Professors, Associate Professors, Professors • Members of the EMU-AAUP Bargaining Unit • Full-Time Lecturers (LE) • Received a 1 or 2 year full-time (100%) base academic year teaching or library appointment • Members of the EMU-FT Bargaining Unit • Adjunct Lecturers (LL) • Part-time employees • Not included in the bargaining unit • Administrators in the Division of Academic Affairs (AP) • Deans, Assistant/Associate Deans, Department Heads, School Directors, etc. • Visiting Faculty (VF) • Special one-year assignments 3

4. Faculty • PAFs for Faculty departmental overloads must include a Memorandum of Understanding created by AHR and approved by both AHR and the AAUP.

5. Full-Time Lecturers • A PAF needs to be created for every Full-Time Lecturer at the end of winter/beginning of fall. This will either be a termination or reappointment PAF.

6. Adjunct Lecturers • No Adjunct can be appointed for two consecutive semesters at 100%. This includes the combination of all assignments the person has been given for the semester (i.e. home department, additional departments, and CE). • For directions on how to activate someone as the instructor of record (and for them to receive a faculty tab in their my.emich account), you need to contact Records and Registration. 6

7. Special Check Procedure • Special check requests must be approved by AHR. E-mails should be sent to Mary Linblade. Payroll has final approval of all special check requests. • Special check approvals must be forwarded by noon each Monday to be included in the processing. • For properly approved requests, special checks will be produced Tuesdays and available for pickup in the Payroll office (call to be sure these are ready for pick-up). Proper ID must be shown. • The information that is needed to process a request: Name of Employee, Employee Number, Account Number, Rate (hours or amount), the Pay Ending Date, and the reason you are requesting a special check. 7

8. PAF Basics • Use clean PAFs rather than a copy of a copy. • If you don’t have a clean PAF: • If the person is currently active, you can e-mail Bonnie the person’s E# to get a clean PAF. • If the person is not currently active, you need to create a new, blank PAF. • New hire full-time employees’ (LE, FA, VF, AP) PAFs are created in AHR. You will receive a copy of the PAF after it has been entered. • The new PAF does not have a space for comments from departments. Please do not put your comments in the space for AHR/Budget use only. • Leave of Absence PAFs are created by AHR as well as those returning them from these leaves. • Be sure to use the pay dates for the whole semester (if applicable) rather than the pay dates. • Do not use decimals in percentages. 8

9. Reasons for New Procedure Excessive time is being spent correcting errors daily without informing departments of the changes being made. Ultimate goal is to move towards electronic PAFs, but this can not be done with high error rates still occurring on paper. • Example (in one day): • A total of 31 PAFs received • 9 completely correct • Total # of errors: 51 • A total of 14 caused either late pay or overpayment due to untimely processing • 1 with name incorrect • 3 with effective dates incorrect • 2 with PCN incorrect • 4 with superseding PAF date missing/incorrect • 12 with Action code incorrect • 2 with FOAP incorrect • 14 with % missing/incorrect • 4 with compensation missing/incorrect

10. Causes for Return Beginning with summer 2009 PAFs: • Include all necessary signatures • Complete each field before it is sent forward and be sure they are correct • Use current forms only • If you are unsure, ask us • Michelle: PCN, FOAP, % Appt, Signatures, Compensation for splits • Bonnie: Superseding/Sub Pay boxes, Dates, Action Codes, Clean PAFs, Compensation for others In the meantime, you will periodically be notified by us of some situations that would have caused the PAF to be returned as to prepare you for this change.

11. PAF Routing • In general, PAFs should be routed in the order of signature lines (from top to bottom) listed on the PAF. • All funds that begin with R, C, or D need to have the signatures of the Project Director then Grants Accounting. • For split PAFs: • the “split” Department Head should sign on the line for the Project Director • only the Dean in the home college needs to sign, but your Dean may require otherwise, so please check with them 11

12. Account Codes FA Fa/Wi 1010 CE Fa/Wi 1015 Sp 1030 CE Sp 1035 Su 1020 CE Su 1025 OVLD 1050 Sabbat. 1070 LEs Fa/Wi 1100 CE Fa/Wi 1115 Sp 1110 Su 1120 OVLD 1130 CE OVLD 1135 LLs Fa/Wi 1140 Sp 1150 Su 1160 APs Any 1210 The code for honorariums is not used on PAFs, but you should be familiar with it when reviewing your budget statements. Honorariums 1630 12

13. % of Appt 13

14. MOST COMMON EMPLOYMENT ACTION CODES FOR FA, LEs, LLs, VFs, and ACADEMIC APs: APPOINTMENT CHANGES NEW HIRE ADJUNCT LECTURER …………….. HLL OVERLOAD ……………………………………..… OVLD REHIRE (ADJUNCT) …………………………..…. RHR REAPPOINTMENT(FULL TIME LECT)…….…… RLE SPLIT APPOINTMENT ………………….……….. SPL SPLIT CE APPOINTMENT……………………….. SPLCE END SPLIT APPOINTMENT……………..………. ESA RETURN FROM SABBATICAL………………….. RSB SABBATICAL (1 SEMESTER)…………………… LSAB1 SABBATICAL (2 SEMESTER)…………………… LSAB2 PAY DEGREE EARNED (PHD FOR FACULTY). PDEG COMMON SUPERCEDING CHANGES CHANGE TO FUND/ORG/ACCT/PROG …….… CFOAP PAY ADJUSTMENT ……….………………….…. PADJ CHANGE % OF APPOINTMENT ………………. CPA SPRING/SUMMER HIRE FACULTY/FULL TIME LECTURER SPRING... HFSP HIRE FACULTY/FULL TIME LECTURER SUMMER.. HFSU TERMINATION APPOINTMENT CANCELLED ……………...… TAC PERSONAL …………………………………..…. TPR RETIREMENT …………………………..…….… TRT NON-REAPPOINTMENT ………………………. TNR DECEASED………………………………………. TDE Please Note: This is a list of only the codes for the most commonly used actions. If you are making a PAF for an action that does not appear on this list, please contact Bonnie Emrick at 487-0076 or bemrick@emich.edu. 14

15. ContinuingEducation • New Section Approval Form (online) • Academic Year 2009-2010 CE Pay Rates • LL rate is $ 1,100 • FA rate is $ 1,500 • LE rate is $ 1,100 • All Faculty and Lecturer overloads and Adjunct appointments do not receive compensation on the first pay of the semester • No MOU is required for CE overloads • CE confirmation letters must be given to all employees who are teaching any CE course; these can be printed via the online CE system 15

16. End Split Appointment (ESA) • Why do we need to do an ESA PAF? • A very good guideline would be to process the ESA PAF at the same time as the split (or split CE) • CE Part-of-Load • Release Time • Grants • Faculty Research Fellowship • ESA vs. CFOAP 16

17. Superseding vs. In Addition To • A superseding PAF means that you are completely voiding a previously submitted PAF. • Be sure to indicate that the PAF is superseding by checking the box • Make sure you identify the PAF you are voiding by writing the date requested (of the original PAF) on the line by the superseding box that you checked 17