Transcript Personnel Action Forms • PR23, Personnel Action Authorization • PR40, Personnel Action • PR4, Separation/Transfer Notice.

Personnel Action Forms
• PR23, Personnel Action Authorization
• PR40, Personnel Action
• PR4, Separation/Transfer Notice
PR-23
Personnel Action Authorization
Purpose
• Hire an employee in a temporary position
Sporadic wage
Less than 19 hours/week wage
120 day wage
PR23 – Hire in a Temporary Position
Section I
Indicate department, job working title, new position, or
vacated position, last/current incumbent, FOAP,
anticipated effective date of hire
Section II
Check appropriate box if advertising required
Section III
Provide sufficient information in order to
assign a classification.
Sections IV – VI:
Approval signatures required
PR-40 Personnel Action Form
Purpose
• Hire an Employee
Part-time A/P Faculty
Part-time Teaching Faculty (Adjunct)
Resident Director
T/R Faculty
Student Wage
Temporary (sporadic), <120 days, <19 hrs. week
PR-40 Personnel Action Form
• Report a Status Change
Budget change
Competitive salary offer
Continuation of grant funds
Department (home org) change
Educational leave
Leave with pay
Leave without pay
One time pay (students or all others)
Pay change
Reassignment
Recognition bonus pay
PR-40 Personnel Action Form
• Report a Status Change (continued)
Return from leave
Temporary pay
Transfer, competitive
Transfer, non-competitive
Supervisor change
Wage continuation
PR40 - Personnel Action Forms
Top of form
Indicate department (home org)
Indicate position number
Indicate State job title, not functional (working) title
Indicate effective date of action
Indicate ending date if date is known or required
Employment
Indicate type of employee
Indicate type of status change
Section 1
Indicate social security number only if first time being
hired, otherwise list Banner ID number
Indicate home address, work location, work phone,
supervisor and supervisor position number
PR40 - Personnel Action Forms
Section II
Indicate requested salary or wage rate
Indicate bonus pay
Indicate current/previous salary (if applicable)
Indicate percent increase/decrease requested (if
applicable)
Indicate total percentage of in-band adjustment and
increases for role change for current FY (if applicable)
Indicate FOAP Code
Indicate comments/explanation, special pay instructions
PR40 - Personnel Action Forms
Sections III & IV
Approval signatures required
PR40 - Personnel Action Forms
Common Errors
Section I – Personal Information
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ID/Social Security numbers and spelling
Employee’s full, legal name – no nicknames
Mailing address
Campus work location & box number
Work phone
Supervisor name and position number
PR40 - Personnel Action Forms
Common Errors
Section II – Funding/Payment
• budget FOAP(s), dollar amounts, calculation of
percentages
Section III – Sponsored Programs Approval
• required if partial or full grant funds
Section IV – Signature Approval
• incorrect or missing signatures
NOTE: returning forms for signatures may delay action!
PR-23 and PR-40 Actions Completed
Through PeopleAdmin
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Establish a Position
Recruit
Review for Possible Role Change
Review for Change in Duties
Review for In-Band Adjustment
Review for Internal Alignment
Demotion
Promotion
Hire in a Temporary Position
PR4 - Separation Notice
Purpose
• Documents separation from RU
• Provides a checklist for essential actions
responsibilities of department
responsibilities of employee
Submit to HR upon confirmation of
employee resignation/separation
Do not delay for final leave reporting
PR4 - Separation Notice
Indicate Banner ID number, full name of employee,
position number (all positions now have
numbers), title, department name, home org
code
Indicate effective Date/Time – critical for payroll
Indicate FOAP
Indicate mailing address (new mailing address if
employee is leaving the area) needed for W-2s
and forwarding mail
Indicate work schedule if other than M-F/8-5
PR4 - Separation Notice
Indicate FOAP for post-separation benefits
(grant), unemployment insurance (grant),
leave pay-out (grant)
Indicate type of separation
Indicate any comments
Read department/supervisor responsibilities
Indicate if final leave report has been
submitted (Supervisor’s responsibility to
ensure final leave accounting is completed
PR4 - Separation Notice
For Teaching Faculty: check box for contract
payout
Check box – department recommends or does not
recommend employee for re-employment
Approval signatures required
Department/Dean/Director/VP only signature
required if not grant funded
If grant funded, must have Sponsored
Programs and Budget approval
PR-4, Separation Notice, Part B
Department Checklist to be completed by
supervisor no later than the employee’s
effective date of separation. Employee and
Supervisor are to sign. Form is to be filed in
the employee’s departmental file.
Future Electronic Actions PeopleAdmin
Recruitment for
• Teaching/Research Faculty Positions
Electronic Actions - Banner
EPAFs (Electronic Personnel Action Form)
created in Banner for PR-40 actions
• Budget (FOAP) changes
• Hire Adjunct faculty
• Home org (department) changes
• Leaves (LWOP, educational, etc.)
• Pay changes
• Return from leave
• Supervisor changes
• Wage and grant continuations
Target goal of implementation of EPAFs – May-June 2012
Future Electronic Actions – Banner
• Combination EPAFs
• Hire Student wage
• Hire Wage
• Hire part-time A/P Faculty
• PR-4 Actions (Separations)
Personnel Actions
Questions
Suggestions
Comments
Form I-9 and E-Verify
Employment Eligibility Verification
I-9 Requirements
Completed/retained for every employee hired after 11/06/86
Penalties for employers who fail to comply
• Employer may be fined from $100 - $3,500 for each I-9
that:
– lists invalid information,
– is not fully completed or is incorrectly completed,
– is completed after employee has been working
Must use revised form (Rev. 08/07/09) and updated list of
acceptable documents
• I-9 form must have List of Acceptable Documents
attached to it or copied on the back of the form
E-Verify Requirements
• Beginning June 1, 2011, Radford University began using
E-Verify for all new hires. E-Verify is an intern-based
system operated by the U. S. Department of Homeland
Security (USCIS) in partnership with the Social Security
Administration (SSA) that allows participating employers
to electronically verify employment eligibility.
• Information from the I-9 form is keyed into the E-Verify
data base.
• In addition to fines for late I-9 submission, employers can
also be fined for incorrect or late processing in the EVerify system.
I-9 Process - Hiring
• Department completes PR-40 or Hiring
Proposal in PeopleAdmin (depending on
type of position) when decision to hire an
individual is made
• Department obtains all signatures before
sending to Human Resources (HR)
• When HR receives PR-40, hiring
department is notified that a formal offer
may be extended to the candidate
I-9 Process - Hiring
Department sends prospective employee an offer
letter and a blank I-9
Employee is instructed to complete Section 1 of
the I-9 and return on or before their first day of
employment
Failure to do so before the first day of employment
will result in adjustment of hire date
I-9 Process - Hiring
• New employee also instructed Section 2 of the I-9
must be completed within 3 days of hire date or
else they will be terminated
– Employee must provide original document(s) that
establish identity and employment eligibility
• New employee will not be approved to start work
until HR receives I-9 with at least Section 1
completed
• Department may not start anyone until approval to
begin work is given by HR
I-9 Process – Hiring by Spreadsheet
(Adjunct Faculty)
Adjunct faculty hired on three (3) year
appointments
I-9 valid for entire three (3) year period (considered
continuous employment even if they do not work
every semester)
New I-9 required if a break of more than six (6)
month occurs between the three (3) year
appointment periods
I-9 Process – Hiring by Spreadsheet
(Adjunct Faculty)
• Office of Provost will send out blank I-9s
including instructions and documentation list to
all Adjuncts new to RU
• Employee must complete Section 1 and return
on or before their first day of employment
• Employee also instructed Section 2 of the I-9
must be completed within 3 days of hire date or
else they will be terminated
• Employee must provide original document(s)
that establish identity and employment eligibility
I-9 Process – Hiring by Spreadsheet
(Adjunct Faculty)
• Date of hire will be first day of appointment
period if Section 1 of the I-9 is completed
and received in HR on or before that date,
if not, the date will be adjusted based on
when the I-9 is received
I-9 Process – Best Practices
• The best scenario for all employees is to fully
complete (Sections 1 and 2) of the I-9 with all
signatures and return to HR on or before the
employee’s first day of work
– Please remember that until the completed
I-9 is received in HR, the PR-40 will not be
processed and the employee will not be
placed on the university’s payroll
I-9 Process – Best Practices
• If an employee’s first day (10th or 25th of the month)
actually falls on a weekend, Section 1 of the I-9 must
be completed the following Monday (actual first work
day)
– In Section 2 where date employment began is
entered, put 10th or 25th but make a note on the
form actual first day worked was that Monday;
signature sections will be dated the actual date
the form was completed
Completion of the I-9 Form Section 1
• Hiring department responsible for ensuring Section 1 is
properly completed, signed and dated on or before
employee’s start date.
• The employee must complete all blanks in Section 1 and
attest to a status
– Citizen of United States
– Noncitizen National of the U.S.
– Lawful permanent resident
– Alien authorized to work
Completion of the I-9 Form Section 1
• Employee must sign and date Section 1
• If employee needs assistance in
completing Section 1, you may help but
you will need to fill out the
Preparer/Translator Certification
• If anything is left blank in Section 1 or it is
not signed and dated, the form will be
returned to the department
Completion of the I-9 Form Section 2 – Non
US Citizen
• If the employee indicates in Section 1 that
they are not a US Citizen, they must be
immediately referred to RU’s Tax
Compliance Manager to complete Section
2 of the I-9
• The Tax Compliance Manager will look at
the employee’s original document(s) and if
they are in order, will complete Section 2
and fax a copy to HR
Completion of the I-9 Form Section 2 –
Non US Citizen
• Once HR receives faxed I-9 from the Tax
Compliance Manager, approval will be
given to the department that the employee
may begin work and the PR-40 will be
processed adding the employee to the
university’s payroll
Completion of the I-9 Form Section 2 – US
Citizen
• The hiring department may complete Section 2 if the
employee is a US Citizen
• Section 2 must be completed and delivered to HR by the
close of business on the employee’s third day of work
– Employees hired for less than 3 days must have their
I-9 completed (Sections 1 and 2) by the end of their
first day of employment
– If the hiring department completes Section 2, copies
of the acceptable documents presented by the
employee must be attached to the I-9 (required
because of participation in E-Verify).
Completion of the I-9 Form Section 2 – US
Citizen
• The hiring department also has the option to send the
employee to HR for completion of Section 2
– Please remember that until the completed I-9 is
received in HR, the PR-40 will not be processed and
the employee will not be added to the university
payroll
• The employee must present the required documentation
that establishes identity and employment eligibility at the
time Section 2 of the I-9 is completed
• A List of Acceptable Documents is printed on the back of
the I-9 form
Completion of the I-9 Form Section 2 – US
Citizen
• The employee may choose which document(s) s/he
wishes to present from this list
• The employer must accept any document or combination
of documents which reasonably appear to be genuine
and relate to the person presenting them
– You cannot specify which documents you will
accept
• If employee presents documentation from List A, do not
ask for additional documentation
• If employee presents documentation under Lists B and
C, ensure there is only one document examined from
each list
Completion of the I-9 Form Section 2 – US
Citizen
• If employee presents documentation from List A,
do not ask for additional documentation
• If employee presents documentation under Lists
B and C, ensure there is only one document
examined from each list
• All documents presented must be unexpired
• In order for you to complete Section 2, you must
examine the original documents
– Do not accept copies or faxes of these
documents
Completion of the I-9 Form Section 2 – US
Citizen
• When you sign in Section 2 you are
“attesting, under penalty of perjury, that
the above-listed document(s) appear to be
genuine and to relate to the employee
named”
– Only the person who actually saw the original
document(s) may sign Section 2
– Make copies of the documents and attach to
the I-9
Terminating for Failure to Complete Form I-9
If an employee fails to complete Section 2 of the I-9 or
provide proof of having applied for the documentation by
the close of business on his/her 3rd day, they will be
terminated
• Department will be notified by HR that the employee will
be unable to return for 4th day of work
• Department will be required to complete a new PR-40 for
a one-time pay indicating the number of hours worked or
the total amount to pay the employee for the three days
they worked (original PR-40 will be voided)
• HR will notify the hiring department and the employee of
the employee’s termination verbally and in writing with a
copy also being sent to the appropriate VP
Alternate Documentation
• An employee unable to produce an
employment eligibility document may
present a receipt for application of a
replacement document.
• The receipt authorizes employment for 90
days
• Receipt must be presented before the
close of business on their 3rd day of
employment
Alternate Documentation
• If a new employee produces evidence that they
have applied for a replacement document, send
them immediately to HR along with the I-9 and
the receipt (HR will handle these situations)
• If the employee provides the replacement
document within 90 days to HR, they will be
allowed to continue working
• If the employee does not provide the
replacement document within 90 days to HR,
they will be terminated
Facsimiles/Copies
• HR will not accept copies or faxes of
completed I-9 forms from departments
• Original I-9 forms must be delivered to HR
by the end of the employee’s third work
day
Re-verifying Employment Authorization
• An employee authorized to work for a
specific time period must have their
employment eligibility re-verified by HR or
the Tax Compliance Manager before their
employment eligibility has expired
• HR or the Tax Compliance Manager will
handle all I-9s for employees in this
situation
Rehired Employees
If an employee is rehired, HR must ensure they are still
authorized to work
If the employee is rehired within 3 years of the date the I-9
was originally completed, they are still eligible to be
employed on the same basis as previously indicated on
the I-9
A rehire who has an older version of the I-9 on file will have
to complete a new form
All I-9 authorizations for rehires will be handled through HR
• Once the I-9 is re-verified, HR will contact the
department that the PR-40 will be processed and the
employee placed on payroll
• The employee may not begin work until HR has
contacted the department
Duplicate I-9s
• I-9s submitted by students to the Financial Aid Office
under the work study/work scholarship program and/or
the Graduate College through a graduate assistantship
may now be used by HR if the student is later hired by
Hiring Proposal or PR-40.
• If you hire a student in another position and you are
aware that they have an I-9 on file in either Financial Aid
or the Graduate College, please inform HR so that we
can obtain a copy of that I-9. If it is still valid, and the
student has had no break in service, we can use that I-9.
Retention of I-9s
• All I-9s will be maintained in HR according
to the record and retention schedule of the
Library of Virginia
– I-9s must be retained for three years from the
date of hire or for one year from the date
employment ends
• Departments should not keep copies of I9s in their files
Form I-9
Questions
Suggestions
Comments