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.

If you are seeking an HRS form, mentioned below, please look for the document in our Forms Library.

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
  • Distribution Form (Excel—for new employees only) see the Distribution Change Mini-Manual 
  • 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-4VT 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 (fillable 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 & Sabbaticals

Beginning of Leave

  • Personnel Action Change Form (fillable 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 (fillable 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 (fillable 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
  • Distribution Form 
  • Employee Information Form
  • Federal W-4VT W-4, and I-9
  • Pre-Addressed Envelope with PMC code