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 Department of Human Resources & Equal Opportunity

Workers' Comp

Guide in Preparing UMD Temporary and Casual Personnel Action Document

Top Box:
Empl ID#: A 7-digit number that is assigned to both staff and students of the University of Minnesota.
Empl Rcd#: Employee’s job record number
Dept Name: Department Name
Job Req#: The requisition number on which the employee is hired.

Personal Data
Name: Enter Last Name in the first box. Then the first name. Then middle name.

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 Information:
Position Management #: Corresponds with the employee’s position.
Work Location: Is always checked UMN
Entity:  A 4 digit code made up of 3 numbers plus one letter, ex: 207A.
DeptID: A 5-digit number corresponding with a specific unit within the department.
Job Code: Use either 0001 for Non-Exempt, and 0007 for Exempt Positions.
Temporary: This box will always be checked for the Temporary and Casual Appointments.
Full Time or Part Time: Choose one.
Employee Class: Not benefits eligible is always checked.
Standard Hours: Is always 0.1.
Pay Group: Choose Pay or Without Salary.
Employee Type: Choose either Hourly or Exception Hourly.
Salary Plan: Is always 01A. 
Compensation Rate: Indicate rate of pay (per hour.)
UM Appt Type: Is always 0.
Appt Term: Is always Z.

Employment Data: 
General Comments: (Provide description of job duties.)

Effective Date: The first day of the action.
Combination (Combo) Code: A 19-digit payroll string.
Earning 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.
Authorized Signature: Required by most departments.      
Date: The date the document was prepared.

Rev. 09/04/13

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The University of Minnesota is an equal opportunity educator and employer.
Last modified on 12/07/16 01:08 PM
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