Department of Human Resources & Equal Opportunity

Commonly Used Forms

• UMD HR Forms
• University Wide Forms Library
• Academic Search
• COBRA Forms
• Job Evaluation Questionnaire
• Orientation Request Form
• Performance Appraisal
• Personnel Action Document
• Workers' Compensation

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Comments: Judith S. Karon
Webmaster: Lita C. Wallace
External Access: 808

Guide in Preparing UMD Personnel Action Document

Top Box:
Empl ID#: Indicate the 7-digit number that is assigned to both staff and students of the University of Minnesota.
Empl Rcd#:
Position Management #:

Personal Data:
Indicate: Last Name    First Name     Middle Name

Action Reason:
Effective Date: Date the action/reason took place.
Action: A word that will indicate what is happening to the record. (Refer to the action/reason list)
Reason: A word that will indicate the reason for the action. (Refer to the action/reason list)
Leave of Absence: Indicate percentage of time, and check either: Without Pay or With pay.
Indicate the Beginning Date and the End Date of the leave.

Work Location: Company is always checked UMN
PS Area: A 4-digit code made up of 3 numbers plus one alpha, example 207A. Each department is assigned a PS #.
Job Code: A 4-digit number that corresponds to the title of the position. Refer to civil service classifications.

Regular or Temporary: Indicate if the position is a regular or temporary position.

Full Time or Part Time: Indicate if the position is Full Time or Part Time
Employee Class: Indicate if the position is Civil Service/BU or Civil Service/ V-Class.
Standard Hours: Indicate the amount of hours worked per week
FTE: Indicate the Percentage of time
Pay Group: Choose Pay or Without Salary
Employee Type: Indicate if the position is Hourly or Exception Hourly or Salary.
Compensation: Grade and Step- mainly for civil service bargaining unit.
Comp Frequency: Choose Hourly or Biweekly.
Comp Rate: Indicate Rate of Pay (per hour.)
Base Benefit Rate: Always round to the nearest dollar.
Appt Type: Indicates the conditions of the appointment such as probationary or temporary.

Appt Term: Indicates the length or term of the appt at the University. Ex: A=12 months B=9 months.

Job Search #: Indicate the requisition number of the posting.
Progression Anniversary Date: For union employees only, indicate anniversary date (which is start date.)

Employment Data: Optional Fields: Indicate probation date:
General Comments-Provide description of job duties.

Distribution Line:
Effective Date: Is the first day of the action.
Area: Is a 3-digit number that indicates a dept or unit within a college or school.
Org: A 4-digit code that indicates a specific program or project within an area.
Sub Org: 2 digits, utilized for a more detailed tracking of revenues and expenses. This is not required.
Obj: 4 digits, identifies the type of expenditure.
Sub Obj: 2 digits.
Earnings Code: The reason for the payment, see the earnings code handout.
Hours: Number of hours worked
Enc Option: Optional. Use either R= recalculate method, N=Non encumbrance or D= Draw Down.

Prepared by: Person who prepared the document.      Phone: Phone number of the person who prepared the document.
Date: The date the document was prepared.  Authorized Signature:  Required by most departments.

02/16/07