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, etc.

* Please note: a recruitment process is still required. This does not replace the recruitment process; it acts as a reference for submitting information.

• Personnel Action Set-Up Form (Excel); see instructions
• Distribution Form (pdf)
• 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 Appointment Letter

Plus the following for faculty positions:

• Teacher’s Oath
• Pre-Addressed Envelope with PMC code
• Appointment letter with signature block for Provost (original and one copy)

CHANGE TO STATUS or PeopleSoft CORRECTIONS

Change FTE, Rate, Terms, Title, etc.)

• 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)

FACULTY REAPPOINTMENT

Process currently under revision; please contact Molly Nilan (656-3486) or Gina Bailey (656-1393) in the Faculty Services Office.

JOB TRANSFER

Terminate 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
• Pre-Addressed Envelope with PMC code
• 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 Provost (original and one copy)

LEAVES & 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- i.e. 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 (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