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Social Security Number:
Verify number by employees SSA card.
Check Code:
The code for the physical location of the employees department. See
http://www.tulane.edu/~payroll/checkcodes.htm for listing.
Print Date:
Preprinted date when PAF is produced by the system (for company use
only).
Distribution:
Preprinted date when PAF is produced by the system (for company use
only).
Action Options:
Check desired action. Only one option is acceptable except when a
salary distribution, salary change or name change is occurring then you
may check more than one (i.e. promotion, salary distribution and salary
change). Further as an example, a termination and a rehire cannot be
accomplished on one PAF.
Employee Number:
This is the same as the Social Security Number (to be changed in the
near future).
Name:
To be completed in full for verification purposes.
Hire Date:
First day of employment.
Benefits Eligible Date:
To be completed by Human Resources.
ORG Number:
Departments assigned number. See
http://www2.tulane.edu/tamsacct/department-desc.cfm for listing.
Home Dept. No.:
Not in Use.
Effective Date of Action:
The date the employment condition exists.
Job Class Code/Extent:
Assigned job as per approved Staff Request Form. See
http://www.tulane.edu/~payroll/jobframe.htm for listing.
Position Title:
The literal of the job class code. This must match exactly to the
code.
Fac. Aptmt. Type:
Not in Use.
Appt. Lgth. (Mos.):
Not in Use.
Appt. End Date:
Not in Use.
Activity Code:
The code assigned to the employment condition. Only one activity can
occur per PAF. See
http://www.tulane.edu/~payroll/activitycodes.htm#a fir listing.
Activity Code Description:
The literal of the Activity Code. This must match exactly to the
code.
Tulane Student:
Not in Use.
Annualized Salary:
Employees' annual salary. If the employee is working for 9 months,
the annual would be the entire salary.
Actual Salary:
The Actual should match the Annualized.
Monthly Salary:
The Actual Salary divided by 12 months.
Status:
The assigned code that equates to the employees status (i.e. RF-Regular
Full-Time). See
http://www.tulane.edu/~payroll/statuscodes.htm for listing.
% of F.T.:
Percentage of Full-time. This should calculate to the employees
committed hours (i.e. should an employee be expected to work less than
37.50/40.00, you would then divide the intended hours by the full time
hours, 37.50 to arrive at a percentage of full time work – 20.00 divided
by 37.50 equals 53%). The percentage amount should confirm that the
employee is Regular Part-time with paid benefits. See the Tulane
University Employee Handbook for definitions of Part-time with benefits
verses Part-time without benefits.
Hourly Rate:
Use the applicable rate for employees working by the hour.
Hours/Week:
Calculate the exact hours the employee is committed to work. A PAF
must be completed whenever there is significant change in the hours and
the % of F.T. should be adjusted.
Shift:
Not in Use.
Termination Date:
Last date working.
Position Control No.:
If BDS is accessible, log on to get the number or contact the Budget
Office.
Rehire Condition:
|
Code |
Description |
|
N |
No |
|
|
D |
Yes |
Different Job |
|
S |
Yes |
Same Job |
Pd. Vac. Hrs.:
Internal Use Only. Vacation Hours are audited by Human Resources.
A timesheet must be presented with the PAF (termination) upon the
employee’s notification of termination in order for the vacation payout
to be accurate. To avoid over-payment, contact the Payroll Department
immediately to alert them.
Leave Type:
Contact Human Resources.
LOA Begin Date:
The date the leave begins.
LOA Return Date:
This is mandatory and must be completed. The supervisor should
determine with the employee what the estimated date of return will be.
Current Salary Distribution/Account Information:
Complete with the department’s budgeted General Ledger account
numbers. Natural Account numbers can be found at
http://www.tulane.edu/~tams/help/conv%20tble/. The Dept. Use code
is specific by department used when the natural account is too general;
contact Accounting when necessary for the approved account. The Salary
Amount should calculate equally to each account and should match the %
of effort of that account. The Principle Investigator should sign for
his/her approvals.
Planned Salary Distribution/Account Information:
This reflects the latest change of salary distribution. (Current is
the before picture and Planned is the after picture). Effective Date
pertains to the date the salary affects the ledger account.
Remarks:
Use when further explanation assists departments for taking accurate
actions. State the supplemental or one time payments, moving expense
reimbursements here with specific accounting distribution instructions.
Signature Approvals:
See Flow Chart for appropriate routing procedures. If all necessary
signatures are not obtained when the PAF reaches the Payroll Department,
the PAF will be rerouted back up the ladder. (An employee will not
be paid until we have the authority to do so).
**If the PAF does not get delivered to the
Payroll Department before deadlines, you can expect that employee to be
paid in the following pay cycle or you should submit a request for
Salary Advance if the employee meets the acceptable criteria.
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