Payroll Form Instructions

New Hire - Faculty
PAF PEF EPAF I-9 W-4 Remarks Signatures Examples
Yes     HRS Completes HRS Completes Have contract 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 EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures Examples
Yes - After email notification from HR     Department submits hiring verification   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 EPAF I-9 W-4 Remarks Signatures Examples
Yes - After email notification from HR     Department submits hiring verification   Assignment Dates = actual work begin date. Employee, Department, Dean, VP See A-5
New Hire - Graduate Assistant
PAF PEF EPAF I-9 W-4 Remarks Signatures Examples
Yes     Department submits hiring verification   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 EPAF I-9 W-4 Remarks Signatures Examples
  Yes Yes - After email notification from HR Department submits hiring verification   Assignment Dates = Actual work begin dates. Department Head See A-7
New Hire - CWSP Student
PAF PEF EPAF I-9 W-4 Remarks Signatures Examples
    Yes Department submits hiring verification   The Financial Aid Office handles all paperwork Financial Aid  
Extra Comp - Faculty / Admin
PAF PEF EPAF I-9 W-4 Remarks Signatures Examples
  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 EPAF I-9 W-4 Remarks Signatures Examples
Yes Yes       Include OT position on the PAF when employee is hired if applicable. Use PEF if just setting up an OT position PAF = Dept., Dean, VP PEF= only Department Head See A-9
Grant Overtime - Classified
PAF PEF EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures Examples
  Yes       Assignment Dates = End Date Department Head, Dean, VP See A-12
Termination - Adjunct
PAF PEF EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures Examples
    Yes     Terminate ASAP to prevent unnecessary timesheets. Use EPAF code TERMTH. Department Head only See A-14
Termination - Graduate Assistant
PAF PEF EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures Examples
    Yes     Terminate ASAP to prevent unnecessary timesheets. Use EPAF code TERMST. Department Head only See A-14
Termination - CWSP Student
PAF PEF EPAF I-9 W-4 Remarks Signatures Examples
    Yes     The Financial Aid office handles all paperwork. Use EPAF code TERMSW. Financial Aid See A-14
Changes in Pay - Promotion
PAF PEF EPAF I-9 W-4 Remarks Signatures 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 EPAF I-9 W-4 Remarks Signatures Examples
          Reclassification paperwork is handled by the HRS office    
Transfers
PAF PEF EPAF I-9 W-4 Remarks Signatures 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  

 

Human Resource Services 

Middle Tennessee State University 
2269 Middle Tennessee Boulevard 
204 Sam H. Ingram Building 
Murfreesboro, TN  37132-0001
(615)-898-2929