A Personnel Action Form (PAF) should be used for any of the following situations:

• Promotion
• Demotion
• Wage Adjustment
• Department Transfer
• Job Title Change
• Status Change
• Hours Change
• Termination
• Leave of Absence
• Return from Leave of Absence
• Leave due to Workers Compensation injury
• Return to work from Workers Compensation

When an action should be recorded in an employee’s personal file or if it requires payroll action the Personnel Action Form (PAF) should be completed each time. PAF’s are used as  a transmittal form for the approval of the personnel action, PAF’s will also replace the Electronic Personnel Action Form (EPAF). Please be aware that the approval process will take a minimum of ten business days on all PAF’s and EPAF’s. Remember you will need to ensure that all the necessary approval signatures on the bottom of the PAF, up to the Human Resources signature line, have been obtained.

Select the box next to what best describes the change that need to be administered to the employee’s job record. If two different actions will be occurring on the same effective date,  you will need to check the box next to both actions.

Sample Situation One 
An employee is being promoted to a new position. Their pay rate and title are changing with this promotion. Since the promotion is what brought about the change, you would select Promotion.

Sample Situation Two
An employee receives a salary increase and changes to part-time 
status on the same effective date. Since both actions are occurring on the same day but are not occurring from the same action, select Wage Adjustment AND Status Change.

1. Current Date (MM/DD/YYYY): The date in which the form is being generated.
2. Revised PAF: Should be completed ONLY if this is a revised Personnel Action Form.
3. CWID: If PAF is being completed for a new hire, you will not have this information available to you until the OHR assigns their CWID to them.
4. Telephone No: Employee’s home telephone number.
5. Work Location: Provide city/state if employee will be working from another location.
6. Employee’s Legal Name: The employee’s name must be entered in this order: Last, First, Middle
7. Highest Degree (this is a drop down field): Employee’s/new hires highest degree level.
8. Permanent Address: Applicant’s/employees Street, City, State and Zip Code
9. Employee Category: Make selection from the drop down options. Select the appropriate category type that reflects the individual that is being hired.
10. Work location (this is a drop down field): Provide the state of the employees work location.
11. Position Information: Provide the DEPARTMENT/GRANT NAME, POSITION TITLE and to whom the employee REPORTS TO and who will be their TIME APPROVER.
12. Effective Date: The date in which the recommended action is effective; this date should always be the beginning of the pay cycle (please refer to payroll calendar). Please make sure that you are providing this information. If you are completing a PAF for separation then the last day of work will need to be provided.
13. Type of Action: Make the best selection from the drop down options. Reason for action or PAF.
    1. Type of Separation: Make best selection from the drop down options. Only use this box IF the employee is separating from their employment at Kentucky State University.
14. Type of Employment: Make selection from the drop down options. Select option that meets the employment type of the employee.
    1.  Hours per week: Provide the number of hours assigned to work per week (if the employee is part-time they should be assigned to work no more than 20 hours per week to maintain part-time status).
    2. Employment Term: Make selection from the drop down options. Please select the option that best fit the employee’s employment term type.
    3. Tenure Status: Make selection from the drop down options. For faculty ONLY, please specify if they will be classified as non-tenure, tenure-track, or tenured.
15. Salary or Hourly Rate: Make selection from the drop down options. All salaries will be reviewed and approved by the OHR, as well as the FLSA status (Exempt or Non-Exempt status). Provide salary information for employee. If the employee is a new hire, provide either the hourly (non-exempt) salary or the annual (exempt) salary that was approved on the Position Vacancy Authorization Form. For overload/adjunct pay, for faculty please select this option from your drop down selections. If the PAF is being completed for a salary adjustment, then provide the previous salary along with the new salary amount that is being requested.
16. # of payment: Non-exempt (biweekly) 26 pay periods per year and Exempt (monthly) 12 monthly payments. If using for payment of stipends, adjunct/overloads, etc. then provide the number of payments that the employee will receive. (i.e. if this is being used for a Maymester and the faculty member will be paid twice, then this is where you would need to record that information).
17. Remarks, Reasons and/or Justification: Use this section to provide any additional comments/information that you want to include to support your PAF submission.
18. Source of Funds: THE PREPARER IS RESPONSIBLE FOR ENSURING THAT THE FOAP NUMBER IS PROVIDED. Provide the FOAP number(s) to which this position will be charged. If there are multiple FOAP numbers please make sure that you are providing all of that information, along with the percentage that will be charged to each number. If by chance, you have more than three (3) FOAP’s please provide that information in Section 17 along with the percentage information. The FOAP number(s) must be provided in order for the PAF to be processed.
19. Signatures Required for Employment/Approval: Please ensure that you have obtained ALL the appropriate signatures up to the Human Resources signature line. If the necessary signatures (i.e. Department Chair/Supervisor, Dean/Director, and Vice President/Provost) have not been provided, then the PAF will be returned to you to retrieve the missing signatures, which will slow down the approval process of your paperwork. 

FOR OFFICE OF HUMAN RESOURCES USE ONLY: The information in this section is to be completed by the OHR ONLY.

Just like the PAF, the EPAF’s are also utilized when an action should be recorded in an  employee’s personal file or if it requires payroll action the Electronic Personnel Action Form (EPAF) should be completed each time. EPAF’s are used as a transmittal form for the approval of the personnel action on all student employees. Please be aware that the approval process could take up to ten business days on all EPAF’s just like with PAF’s.  The difference between a Personnel Action Form and an Electronic Personnel Action Forms is that that the EPAF should only be utilized for student employees. EPAF’s are completed once the paper student EPAF spreadsheet has been completed/approved by your division VP, multiple students can be listed on the EPAF spreadsheet. Your department will then be responsible for creating the New Hire Student (NEWHIS) EPAFs. Once the OHR has obtained the proper approvals signatures up to the Budget/Grant approval signature line, then the EPAF will be approved.

Remember to obtain the necessary approval signatures on the bottom of the PAF, up to the Budget signature line.

Click to open the PDF and go to Page 4 to view an example of how your EPAF approval form should appear.