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Payroll Form Instructions


New Hire - Faculty
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     HRS Completes HRS Completes Have contracted with Academic Affairs, therefore faculty do not have to sign PAF, VPAA will attach contract to PAF Department Head, Dean, VP See A-1

New Hire - Administrative
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     HRS Completes HRS Completes Dean signs only if department of hire has a dean Employee, Department, Dean, VP See A-2

New Hire - Classified
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     HRS Completes HRS Completes Dean signs only if department of hire has a dean
Include overtime position on PAF if employee is to have OT work 		Employee, Department, Dean, VP See A-3

New Hire - Adjunct
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     Department Completes- Attach to PAF Department Completes- Attach to PAF Assignment dates - 4 months (9/1 to 12/31) or (1/1 to 4/30) Employee, Department, Dean, VP See A-4

New Hire - Hourly
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     Department Completes- Attach to PAF Department Completes- Attach to PAF Assignment Dates = actual work begin and end dates. If end date extends beyond 6/30/XX, 2 assignments are necessary. Check dist. code is always 90 on PAF Employee, Department, Dean, VP See A-5

New Hire - Graduate Assistant
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes     Department Completes - Attach to PAF Department Completes - Attach to PAF Assignment Dates = 4 months (9/1 to 12/31 or 1/1 to 4/30) 8 months (9/1 to 4/30) 10/12 months (actual work begin and end dates) Employee, Department, Graduate Dean See A-6

New Hire - Student
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes Department Completes - Attach to PEF Department Completes - Attach to PEF Assignment Dates = actual work begin and end dates. If end date extends beyond 6/30/XX, 2 assignments are necessary. Check dist. code is always 90 on PEF Department Head See A-7

New Hire - CWSP Student
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes Financial Aid Completes Financial Aid Completes The Financial Aid Office handles all paperwork Financial Aid  

Extra Comp - Faculty / Admin
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes     May be one time pay or paid in equal installments. The assignment dates = first of month and end of month pay is to be received Department Head, Dean, VP See A-8

Overtime - Classified
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Yes Yes *Yes     Include OT position on the PAF when employee is hired if applicable. Use PEF or MEF if just setting up an OT position PAF = Dept., Dean, VP
PEF= only Department Head 		See A-9

Grant Overtime - Classified
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes       2 ways to pay:
1. Timesheets if paid by an hourly rate
2. Timesheets and a Payment Authorization if paid in a lump sum 		PEF= Department Head and Director of Sponsored programs See A-10

Termination - Faculty
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes       Indicate in remarks reason for termination (non-renewal, retirement, termination). Attach term/resignation letters Department Head, Dean, VP See A-11

Termination - Admin / Classified
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes       Assignment Dates = actual work begin and end dates. If end date extends beyond 6/30/XX, 2 assignments are necessary. Check dist. code is always 90 on PEF Department Head See A-12

Termination - Adjunct
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes, if terminate during contract       If terminates during contract, the HRS office will prorate the pay Department Head, Dean, VP See A-13

Termination - Hourly
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes     Terminate ASAP to prevent unnecessary timesheets Department Head only See A-14

Termination - Graduate Assistant
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes, if terminate during contract       If terminates during contract, the HRS office will prorate the pay Department Head, Dean, Graduate Dean See A-13

Termination - Student
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes     Terminate ASAP to prevent unnecessary timesheets Department Head only See A-14

Termination - CWSP Student
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
  Yes *Yes     The Financial Aid office handles all paperwork Financial Aid See A-14

Changes in Pay - Promotion
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
Use PAF if position # changes.
Use PEF if position # doesn't change 		Documentation of promotion should be attached Department Head, Dean, Graduate Dean See A-15

Changes in Pay - Reclass
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
          Reclassification paperwork is handled by the HRS office    

Transfers
PAF PEF MAF I-9 W-4 Remarks Signatures Required Examples
          Office the employee is leaving submits a terminating PEF Office the employee is transferring to submits a PAF Same as termination

Same as new hire 		 

*Use in lieu of PEF if multiple assignemtns are involved.

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