Personnel Actions Reference Guide

This is intended to be a comprehensive guide to the different types of Personnel Actions and the forms and supporting documents that are required for each.

Set Up a New Assignment

Compensated or Non-Compensated: includes faculty, staff, new hires, re-hire, job transfers, additional jobs, non-salaried adjuncts, affiliated organizational employees, post-doctorals, graduate students and any other non-temporary employees.

* Please Note: You must still go through a recruitment process. This list only serves as a reference for forms which must be submitted.

• Personnel Action Set-Up Form (Excel); see instructions
• Distribution Form (Excel—for new employees only) see the Distribution Change Mini-Manual for help
• Distribution Form (PDF—may be printed out and completed instead of the Excel document above)
• Employee Information Form ( for those not attending orientation)
• Federal W-4, VT W-4, and I-9 ( for those not attending orientation)
• Position Change Order (sent to FAB if there are changes to the PAM funding component)

Plus the following for non-faculty positions:

• Copy of Job Offer Letter

Plus the following for faculty positions:

• Teacher’s Oath
• Pre-Addressed Envelope with PMC code
• Appointment letter with signature block for the Provost

Change to Status or PeopleSoft Corrections

(Change to FTE, Rate, Terms and Title)

• Personnel Action Change Form (fill-in PDF)
• Appointment Letter ( if applicable)
• Distribution Form (if applicable, print from PeopleSoft and submit with updated information)
• Position Change Order (sent to FAB if there are changes to the PAM funding component)

Job Transfer

Terminate Current Position:

• Personnel Action Change Form (select both ‘Job Transfer’ and ‘Separation/Termination’ actions)
• Resignation Letter ( if applicable)
• Distribution Form (print from PeopleSoft and submit with updated information)

Start New Position:

• Personnel Action Set-Up Form ( select ‘Job Transfer’ action); see instructions
• Distribution Form (print from PeopleSoft and submit with updated information)

If Applicable:

• Teacher’s Oath ( for Staff to Faculty transitions)
• Appointment letter with signature block for the Provost
• Pre-Addressed Envelope with PMC code

Leaves and Sabbaticals

Beginning of Leave:

• Personnel Action Change Form (fill-in PDF)
• Leave of Absence Request Form (PDF)
• Doctor’s Letter ( if applicable)
• Approval letter from Provost ( if applicable: e.g., sabbaticals, administrative leaves)
• Distribution Form (print from PeopleSoft and submit with updated information)

Return from Leave:

• Personnel Action Change Form (fill-in PDF)
• Doctor’s Letter/ Approval ( if applicable)
• Distribution Form (print from PeopleSoft and submit with updated information)

End Assignment / Separation / Retirement

• Personnel Action Change Form (fill-in PDF)
• Distribution Form, if applicable (print from PeopleSoft and submit with updated information)
• Resignation/ Separation/ Retirement Letter

Distribution Changes

• Distribution Form (print from PeopleSoft and submit with updated information)
• Late Cost Memo ( if applicable)

Graduate Students

• Personnel Action Set-Up Form (Excel); see instructions
• Distribution Form (PDF, for new hires)
• Employee Information Form
• Federal W-4, VT W-4, and I-9
• Pre-Addressed Envelope with PMC code