Payroll Form Instructions

New Hire - Faculty

Hiring
Verification
Workflow

PAF PEF EPAF I-9 W-4 Remarks Signatures
  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
New Hire - Administrative
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
  Yes     HRS Completes HRS Completes Dean signs only if department of hire has a dean Employee, Department, Dean, VP
New Hire - Classified
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
  Yes     HRS Completes HRS Completes Dean signs only if department of hire has a dean. Employee, Department, Dean, VP
New Hire - Adjunct
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Yes Yes - After email notification from HRS     Employee must submit to HRS Employee must submit to HRS Assignment dates - 3 months (10/1 to 12/31) or (2/1 to 4/30) Employee, Department, Dean, VP
New Hire - Hourly
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Yes      Yes - After email notification from HRS. Employee must electronically sign contract. Employee must submit to HRS  Employee must submit to HRS Assignment Dates = actual work begin date. Use EPAF code HIRETH or REHITH if rehiring into position previously held. Employee, HRS (NexGen), Department, Dean, PI (if grant position), VP
New Hire - Graduate Assistant
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Yes Yes - If no EPAF being used.  

  Yes - After email notification from HRS. Employee must electronically sign contract.

Employee must submit to HRS  Employee must submit to HRS 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, HRS (NexGen), Department, Graduate Dean
New Hire - Student
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Yes     Yes - After email notification from HRS Employee must submit to HRS  Employee must submit to HRS Use EPAF code HIREST or REHIST if rehiring into previously held position. Department Head
New Hire - CWSP Student
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Yes     Yes - After email notification from HRS Employee must submit to HRS  Employee must submit to HRS The Financial Aid Office handles all paperwork Financial Aid
Extra Comp - Faculty / Admin
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
    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.  Must attach a completed extra comp form. Department Head, Dean, VP
Hours Worked for Another Department - Classified
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
            Enter hours on Web Time Entry as hours worked for another department.  Must include index to be charged.  
Termination - Faculty
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
    Yes       Indicate in remarks reason for termination (non-renewal, retirement, termination). Attach term/resignation letters Department Head, Dean, VP
Termination - Admin / Classified
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
    Yes       Assignment Dates = End Date Department Head, Dean, VP
Termination - Adjunct
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
    Yes, if terminate during contract       If terminates during contract, the HRS office will prorate the pay Department Head, Dean, VP
Termination - Hourly
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
      Yes     Terminate ASAP to prevent unnecessary timesheets. Use EPAF code TERMTH. Department Head only
Termination - Graduate Assistant
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
    Yes - if no EPAF being used.  Yes - Must contact HRS if termination is during contract     If terminates during contract, the HRS office will prorate the pay Department Head, Dean, Graduate Dean
Termination - Student
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
      Yes     Terminate ASAP to prevent unnecessary timesheets. Use EPAF code TERMST. Department Head only
Termination - CWSP Student
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
      Yes     The Financial Aid office handles all paperwork. Use EPAF code TERMSW. Financial Aid
Changes in Pay - Promotion
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
Use PAF if position # changes. Use PEF if position # doesn't change Documentation of promotion should be attached Department Head, Dean, Graduate Dean
Changes in Pay - Reclass
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
            Reclassification paperwork is handled by the HRS office  
Transfers
Hiring
Verification
Workflow
PAF PEF EPAF I-9 W-4 Remarks Signatures
   Yes Yes       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