Personnel Actions
Use this table to determine which form or system to use to submit a personnel action.
Hiring | Pay & Position Changes | Termination of Job or Employment
Hiring
|
Type of Action |
Form/System |
Notes |
|---|---|---|
Hire (Non-Student) Employee |
||
| Faculty | PeopleAdmin | |
| Adjunct faculty (new hire or rehire after break) | PeopleAdmin | |
| Staff | PeopleAdmin | |
| Retired faculty member returning to work | PeopleAdmin | Must have six-month break. If returning as adjunct, follow adjunct procedures. If returning in other non-benefited role, they will come back as hourly or PP (exempt non-benefited) — determination made by Classification & Compensation. ACA rules apply in all cases. |
Hire/Reappoint Student Employee |
||
| VIMS graduate student assistantship/workship | Student Employment Form | Processed by UHR; GA and workship processed on single form. |
| W&M graduate student assistantship | EPAF | Processed by UHR. |
| W&M graduate student assistantship (large volume) | Bulk load via EPAF (work with UHR) | Processed by UHR. |
| Resident assistant | EPAF | Processed by UHR. |
| Undergraduate or graduate student — hourly position | Student Employment EPAF | Processed by Student Employment, not UHR. |
| Student internship, fellowship, or one-time stipend payment (S1SOFI, STINFL, S1PAYW, or S1PAYV position) | Student Employment EPAF | Processed by Student Employment, not UHR. |
Reappoint Adjunct |
||
| Fall & spring teaching | Adjunct Request Form (pdf) | Signed contract must accompany form. |
| Fall & spring teaching (large volume) | Bulk load via EPAF (work with UHR) | Signed contracts must accompany and agree with spreadsheet (department responsibility). |
| Summer teaching (individual) | Summer Session Payment Authorization (pdf) or Adjunct Request Form (pdf) |
Signed contract must accompany form; paid in one lump sum. Summer Session Payment Authorization form may not allow needed position number; in that case, use Adjunct Request form. Payment should still be one lump sum. |
| Summer teaching (large volume) | Bulk load via EPAF (work with UHR) | Signed contract must accompany and agree with spreadsheet (department responsibility). |
Pay & Position Changes
|
Type of Action |
Form/System |
Notes |
|---|---|---|
Faculty-Specific Actions |
||
| Summer research salary | EPAF | GN position. |
| Overload teaching | Faculty Overload Authorization (xlsx) | Paid in one lump sum. |
| W&M administrative or professorship stipends | EPAF | FS and FC positions. |
| VIMS administrative or professorship stipends | PAF (pdf) | FS and FC positions. |
| Change contract from 9- to 12-month or vice versa | PAF (pdf) | |
| Change base salary | PAF (pdf) | Faculty salary increases due to promotion, retention, equity, etc., usually take effect at the start of a contract year. |
Actions for All Employees (Non-Students) |
||
| Award | PAF (pdf) | |
| Bonus | PAF (pdf) | Processed on same index as primary job. |
| Bonus (sign-on) | PAF (pdf) | Signed bonus employment agreement (doc) must accompany form. Processed on same index as primary job. |
| Car (or other special) stipend | PAF (pdf) | Processed on same index as primary job. |
| Cell phone stipend | Wireless Communication Device Form | For W&M, processed on same index as primary job. For VIMS, processed on a single index. See the policy for more details. |
|
Classification/Compensation Review (staff only) |
PeopleAdmin |
Changes in title, duties, classification, and/or compensation must be submitted as a class/comp review. |
|
Competitive offer (staff only) |
PAF (pdf) | In consultation with UHR, a PAF can be used to change a salary. A class/comp review may also be required to update title, duties, and/or classification. |
|
Retention increase (staff only) |
PAF (pdf) | In consultation with UHR, a PAF can be used to change a salary. A class/comp review may also be required to update title, duties, and/or classification. |
|
Extend end date for temporary hourly employee |
PAF (pdf) |
Up to one year total time. Please include in the comments the start date of the temp hourly job. |
|
Funding change (faculty/staff) |
EPAF | |
|
Leave status change |
PAF (pdf) | SSRL (faculty); FMLA (W&M Sickness & Disability). |
|
Moving & relocation payment |
PAF (pdf) | Signed relocation agreement must accompany form. Hits same index as primary job. See the details and agreement form from Financial Operations. |
|
Professional Service Agreement (active faculty and FLSA-exempt employees only) |
PSA (pdf) | |
|
Supervisor or timesheet approver change |
Supervisor/Timesheet Approver Change Form (Single or Bulk (xlsx)) |
Needed when the supervisor or timesheet approver position number changes. This is NOT needed when a supervisor separates and a new person moves into the same position. Should also be used to document Home Org, department, and/or building changes. |
|
Home org, department, or building changes |
Supervisor/Timesheet Approver Change Form (Single or Bulk (xlsx)) |
There is space on this form to designate these types of changes. |
|
Temporary pay |
PAF (pdf) |
For additional duties required over and above the normal position requirements for three months or more; must be submitted at the beginning of the assignment and be over the timeframe the extra work is necessary. Any extension should also be submitted via PAF. |
Actions for Student Employees |
||
| Award or other special payments to undergrad or grad student | Refer to Accounts Payable website | |
| Funding change (GAs & RAs only) | EPAF | Processed by UHR. |
| Funding change for Student Employment positions (starts with ST, S1SOFI, STINFL, S1PAYW, or S1PAYV) | Student Employment EPAF | Processed by Student Employment, not UHR. |
| Hourly rate change | Student Employment EPAF | Processed by Student Employment, not UHR. |
| Supervisor or timesheet approver change | Student Employment Form | Processed by Student Employment, not UHR. |
Termination of Job or Employment
|
Type of Action |
Form/System |
Notes |
|---|---|---|
| Termination of employment (leaving the university completely) | Online clearance form | Must be initiated by supervisor or department administrator prior to the employee's last day in the office. |
| Termination of job only (employee still has another job) | PAF (pdf) | Required if an employee with an additional hourly job stops working in the hourly job. |
| Termination or cancellation of student hourly job only (special circumstances) | Student Employment Form | Required before student can move into a non-student job. Processed by Student Employment. |
| Termination of GA/RA job only (special circumstances) | EPAF for W&M or Student Semi-Monthly Employment Form (pdf) for VIMS | Required before student can move into a non-student job. Processed by UHR. |
