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: 826

Guide in Preparing UMD Student Personnel Action Document

Top Box:

Choose either box: Choose Workstudy if the student will be paid with Workstudy funds, choose Miscellaneous for students who will be paid entirely out of your department’s budget.
Empl ID#: A 7-digit number that is assigned to both staff and students of the University of Minnesota.
Empl Rcd#:
Position Management #:

Personal Data

Name: Enter Last Name in the first box. Then the student’s first name. Then 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.

Job Data:
Work Location: UMN is always checked
PS Dep’t #: A 4 digit code made up of 3 numbers plus one letter, ex: 207A. Each dept is assigned a PS #.
Job Code: A 4-digit number that corresponds to the title of the position. Refer to the Student Broadbanding manual, or the Office of Student Employment.
Job Search #: The job requisition number, see posting or contact the Office of Student Employment.
Employee Class: Student Insurance Eligible is always checked.
Appt Term: Is always Z, which stands for hourly.
Employee type: Hourly, Regular, and Part Time are always going to be checked for student documents.
UM Appt Type: Choose 8 for Posted or 9 for Non Posted.
Pay Group: Choose Pay or Without Salary.
Compensation Grade/Rate: Blank/ Enter the rate of pay: (per hour) example: $7.20

Distributions:
Effective Date: The first day of the Action.
Area: 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 with in 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, enter 50 for workstudy, and 20 for Miscellaneous students.
Earning Code: The reason for the payment, see the earning 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.
Authorized Signature: Required by most departments.      Date: The date the document was prepared.

Send to 209 DAdB

Rev. 02/16/07