How to Complete a Personnel Transaction Form (PTF)

1. How to Complete a Personnel Transaction Form (PTF) 10/2013

2. A Personnel Transaction Form (PTF) must be completed to process personnel actions through Human Resources and Payroll. (Faculty contracts do not require a PTF to initiate payment.)

3. If possible, the PTF should be typed, as all copies must be legible. If using the online version of the PTF, carbonless paper must be used and must be inserted correctly in order to impress signatures of approval on all copies. If these guidelines are not followed, the PTF will be returned for correction.

5. Section 1:The entire demographic section must be completed on all PTFs.

6. Section 2: Mark the applicable box for the action taking place: New Hire, Employee Change, Separation, Position Change or Miscellaneous. Section 3: If an employee will be in a Leave Without Pay Status, complete the entire Leave Without Pay section. Section 4: This section is reserved for Human Resources.

7. Section 5: When the employee is only paid from one account, complete the Account 1 (left section) only. If payment is from more than one account, complete Account 2 section as well.

8. For a new employee, complete the New Status section only • To make a change to a current employee, complete Old Status and New Status. Type the current information for the employee in the Old Status section. Type the information that is changed in the New Status section. The effective date on the New Status section should be the next day following the end date of the Old Status. (These days should be consecutive and not overlap.) • Position Title – titles must conform to job title in the Pay Plan on HR webpage • Job Class – listed in the Pay Plan on HR webpage • Pclass – listed in the Pay Plan on HR webpage • Effective date – month, day and year to begin action • End date – month, day and year to end action • Fund Org Prog – budget funding for salary payment • Account Title • Budget Position Number – completed by budget • Rate of Pay – monthly or hourly

9. 10. Annual Salary – If in a non-benefit eligible position, enter actual amount to be paid for fiscal year. If in a budgeted, benefit-eligible position, enter budgeted amount. 11. Hours per week – scheduled hours per week 12. Percent time – Percent of time employee is scheduled to work: 100% = 40 hours; 50% = 20 hours. This is determined by dividing scheduled hours per week by 40. 13. Special instructions – Type unusual payment or other instructions, if necessary.

10. Section 6: • Is this a new position? Yes or No • Is this a replacement? Yes or No If so, for whom? (name) • Is this a rehire? Yes or No • Is this a Texas state agency transfer? Yes or No From: (name of agency transferring from) • Benefit Eligibility: • Insurance: (check one) __Eligible __N/A • Retirement (check one) __TRS __ORP __N/A • State Retiree (Texas)? Yes or No • Ethnic Code (check all that apply) • Marital status (check appropriate box) • Veteran status (check appropriate box) • Sex (check appropriate box)

11. Section 7: • Department Signature/Date – Department head must sign for approval

12. Stipend Justification Anytime an employee receives additional pay (stipend) for work performed outside of their regular jobs, the Stipend Justification Form must be completed and attached to the Personnel Transaction Form (PTF). PTFs for additional pay will be returned to the department if the Stipend Justification Form is not attached.

13. Distribution of Copies • Human Resources will distribute copies after all relevant signatures have been obtained. If preparing department needs a copy before distribution, please photocopy before sending for approval. • White: Human Resources • Green: Payroll • Canary: Budget • Pink: Department • Goldenrod: Information Technology

14. New hire student assistant Sample PTF

15. Promotion on a secretary Sample PTF

16. Faculty resignation Sample PTF

17. Leave without pay Sample PTF

18. If you have any questions regarding the completion of the PTF, please call Human Resources at 940-397-4221.