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Medical College of Georgia Administrative Policies
and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.05
Personnel Action
Request
1.0 Purpose:
To prescribe and define the necessary procedures, entry codes and
effective dates for completing a Personnel Action Request for all
employees.
2.0 Policy:
Personnel Action Requests must be submitted to the Human Resources Division
in order to place any employee (faculty, classified, and all other
employees) on the payroll, and to effect any subsequent change of the
employee’s employment status. Personnel Action Requests must be submitted
to and received by Human Resources prior to the effective date of the action
taking place. Funding sources must always be identified, confirmed, and
approved through all appropriate channels prior to submission of a Personnel
Action Request to Human Resources.
Types of Action
Category One: Institutional Funding –
when the position is established in the current budget with required funds.
New Hires: It is generally preferable
for a new employee’s first day to be at the beginning of the next
applicable pay period (monthly or biweekly). However, an employee’s first
day can occur at any time as agreed upon between Human Resources, the
hiring department and the new hire during the offer and acceptance stage
of the hire process.
Changes: Beginning of the next
applicable pay period (monthly or biweekly), unless circumstances warrant
an exception, i.e. a biweekly employee is moving to a monthly position.
Typical actions include promotions, transfers, demotions, and leaves.
NOTE: Pay periods for exempt
employees (monthly payroll) begin on the first of each month. The
nonexempt (biweekly payroll) pay period begins every other designated
Sunday. (See distributed payroll schedule for exact dates).
Terminations: Any date desired.
Category Two: Institutional Funding –
when the position and/or required funds are not in the current budget.
New Hires: It is generally preferable
for a new employee’s first day to be at the beginning of the next
applicable pay period (monthly or biweekly). However, an employee’s first
day can occur at any time as agreed upon between Human Resources, the
hiring department and the new hire during the offer and acceptance stage
of the hire process.
Changes: The beginning of the next
available pay period following receipt of an approved Position
Classification Form from Human Resources, identification of the funding to
support the action, and completion of all appropriate recruitment efforts.
Category Three: Sponsored (Grant) Funds
New Hires: Upon the effective date of
the grant award, appointments may become effective at the beginning of the
applicable pay period (monthly or biweekly). Positions funded through
sponsored accounts must be approved through all appropriate channels prior
to submission of a Personnel Action Request (PAR) to Human Resources.
Changes: Same as Category One unless
additional grant support is needed and is upcoming in a newly awarded
grant. In that event, the effective date may be the beginning of the next
appropriate pay period.
Terminations: Same as Category One
except that the PAR submission and termination effective date for an
employee terminating at the end of a grant year must be far enough in
advance to include any payment due for accrued vacation leave, i.e.
payment of all monies due the employee must be made before the grant’s
termination effective date.
Policy Attachments
These policy attachments may be amended by the Human Resources Director
when needed.
Date: 1 July 1972 | Rev. No:
03-1 | Rev. Date: 14 January
2003 | No. 1.4.05 |