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Completing the Personnel Action Form Turnaround - Transfers

PAF Turnaround for Transfers, example form


The numbers in the following instructions correspond to the numbers on the preceding sample form immediately preceding. If the PAF Turnaround is not available, you may use a blank PAF to process transfers, first filling in old information on left side. Instructions for using a blank PAF may be found in this section immediately following the PAF Turnaround instructions.


The CURRENT department should only complete the following information, under New Employee Information:

2. Action Enter the action of "TRANSFER"

Obtain appropriate signatures on PAF through usual approval channels in the CURRENT department. Copy the partially completed PAF Turnaround Document and retain for departmental records. Send the original PAF Turnaround Document to the employee’s NEW department as soon as possible.

The NEW department should enter the following information for the transferring employee (this might be the same department for a transfer within a department):
1. Initiator Phone Enter name and phone number of the person completing theform. The initiator and the approving authority may not necessarily be the same person.
3. Reason

Select one of the following reasons for the transfer action:


    • Employee Request
    • Manager Request
    • Promotion
    • Reorganization
    • Transfer to Affiliate (affiliate must be on HR/Payroll System; otherwise, process as a Termination-Transfer to Affiliate - see section on Terminations.


4. Effective date Enter the date the individual is to begin employment in the new position in a MM/DD/YYYY format.
5. End date This field should be left blank, except in cases of students or SA faculty (please see Special Topic IV,the section on Student Employment ,(P) or II, SA Faculty (N), as needed).
6. Position number Enter the position number to which the individual is transferring.
7. VU Budget #

This field is only used as a cross-reference for positions on the University Central budget system. The Associate Provost Office or the Office of Accounting will enter this number, if applicable. Otherwise, leave this field blank.

8. Job Code Enter the 4-digit number indicating the classification of the position to which the individual is being assigned. The job code must match the job code of the approved position.
9. VMG Check this box only if the person is a participating member of the Vanderbilt Medical Group (VMG). Checking this box will initiate an action to create two separate positions for the VMG member: one academic appointment and one clinical position.
10. VA/VU Check this box if the employee is employed at the VA Medical Center.
11. Vanderbilt Student Check this box only if the employee is enrolled at Vanderbilt and his/her primary purpose for being at Vanderbilt is for education, not employment. See Special Topic IV,Section P on Student Employment.
12. Home Dept ID Enter the 6-digit home department ID # for the employee. The home employee. The home department must match that of the approved position. More information on home departments may be found in Appendix i, Tables, and on the HRS Website.
13. Pay Group The pay group must match that of pay group for the approved position. More information about pay groups may be found in Appendix i, Tables, in this Handbook, and on the HRS Website.
14. Mail Drop This code determines where timesheets and paychecks or advices for the individual will be sent. For the University, the mail drop code is the last 5 digits of the home department ID. For the Medical Center, contact Medical Payroll for assistance if you do not know the mail drop code.
15. Standard Hours

Normal number of hours the employee is scheduled to work each week (maximum 40 hours per week). The standard hours should be consistent with the position full/part-time status. To be eligible for benefits, job data standard hours must be 30 or more and status must be full-time regular. Changes to the full/part-time status of a position occur via the Position Management Form (see Section B) and a Personnel Action Form.

16. Standard Shift

Defaults to 1 (Day Shift). Enter2 (Evening), or 3 (Night), if applicable.

17. Comp Frequency Enter the frequency at which the employee’s new compensation will be quoted : Hourly, Monthly . The frequency must match the pay group and job class. An employee will be paid at an hourly rate on a weekly or biweekly cycle if the position is in a non-exempt pay group. Likewise, an employee will be paid monthly if the position is in an exempt pay group.
18. Comp Rate

Enter a hourly or monthly rate consistent with the compensation frequency entered in the previous field.

For benefits only faculty and staff, enter a compensation rate of $0. "Benefits only" faculty and staff are paid by sources outside Vanderbilt, but are still covered under Vanderbilt's benefits program. (For more information, contact the Benefits Office for more information.)

19. Benefits Salary Normally this field should be left blank and it will default to the annualized compensation rate. If the benefits base differs from the above annualized compensation rate, as could happen if a faculty member were hired halfway through the academic year, enter the amount in this field. For more information on when this field might be used, see Special Topic II, SA Faculty, or contact Medical Payroll or HR Records Management if unsure.
20. Shift 2 / Shift 3 Record dollars and cents for the shift premiums, if applicable. In order for the employee to receive shift premiums, these fields must be completed with the appropriate shift rates.
21. Accrual Start Dt Used for University Contract Faculty only (see Special Topic II).
22. Accrual End Dt. Used for University Contract Faculty only (see Special Topic II).


Note: This section is only required if the new employee is a non-exempt employee that will be utilizing the Matrix Time & Attendance system (card swipe time readers).
23. Supervisor EmpID Enter the PeopleSoft EmpID for the specific supervisor who will review and edit time recorded in Matrix. This information is required for staff who work within a home department that has multiple supervisors verifying time.
24. Supervisor Name Enter the name (Last, First) of the specific supervisor who will review and edit time recorded in Matrix. Note that individuals designated to approve Personnel Action Forms should be approved through separate signature authorization processes.
25. Reader Numbers 1-5 Enter the reader numbers for the locations (up to five readers) at which this employee will record time worked. Reader numbers are listed in the Matrix Supervisor Training Guide.
26. CCode Enter the classification code in accordance with the Matrix time and attendance system. This is a four-digit code used to designate meal breaks, automatic holidays, scheduled hours, call back, and security at the employee level.
27. Shift Bndry Enter the shift boundary for Matrix time and attendance purposes. The majority of staff fall within the Hospital shift boundary of "1". Additional shift boundaries are listed in the Matrix Supervisor Training Guide.
28. Fixed Dist Enter a "Yes" or "No" to identify whether the staff member has a fixed distribution for hours worked. The center numbers will be obtained from the PAF earnings distribution.


29. Center Number Enter the center numbers to which salary should be charged for the employee for this particular position only. If the employee's salary is distributed between more than 5 centers, attach an additional sheet.
30. Job Code Enter the job code for the charges to each center. If the employee has only one job, this is generally the same as the job code in Field 19.
31. Percent Enter the percent of the employee's time that should be charged to each corresponding center. The percent must total 100%.

Note: Enter the salary distribution for the faculty, staff, or student worker’s earnings for this particular job only. Whether there are one or multiple centers, be sure the percent totals 100.


32. Cost Sharing When a funding source pays for less than the actual percentage of effort devoted to a project, the difference between the amount paid and the amount of effort expended is "cost shared" to another center. For example, if a professor devotes 50% of her time to a research grant that funds only 30% of her salary, the other 20% of time she spends on the research grant is funded by , or "cost shared" to, another center. When this happens, enter here the appropriate center to be charged cost share distributions as recorded in the Employee Distribution to correspond with any cost share job code.


Obtain signatures as required, through your usual approval channels.