Practice

General Data

The general data codes are used primarily by the HRPC to indicate back-office changes or corrections to an employee's record.

Process

Print an Active PAF for the employee from the People @ Columbia system. Print/type information directly on the form, completing the required fields. Verify that the form is complete, sign it, and route it to the appropriate office for approval. The Final Approver will forward the form to the the HROS/Provost or CUMC HR/Faculty Affairs, as appropriate, who in turn will direct it to the HRPC.

Active PAF: The form is available through the People @ Columbia system:

Log into the MyColumbia portal (www.my.columbia.edu/) and go to the “Administration” page. Under the “Tools” menu, click on the People @ Columbia — Self Service, then click on Manager Self Service. This takes you to “People @ Columbia.”
On the left navigation bar in “People @ Columbia,” click on the following folder path: Manager Self Service > Job and Personal Information > Employee Personal Information.
Click on the employee name.
On the “Employee Information” page, click on Generate PAF for Employee. This will generate a PAF with the fields populated for the employee’s information.

Workflow

Required Steps and Field Descriptions

Step 1 – Top

Name Prefix: Select the appropriate value from, Doctor, Mister, Ms., and Professor. For Morningside departments, Professor should be used if the person’s title is at the professorial rank.

Name Suffix: Select the appropriate value from Junior, Senior, II, III, IV.

Name Last, First Middle: Enter the new hire’s name, surname first, followed by their first and middle names.

Eff. Date, Action, Reason: Indicate Action (e.g., HIR) and Reason from the above table, along with the Effective Date for this Action/Reason.

Step 2 – Work Eligibility

Visa Type: Enter the appropriate information from the documentation attached to the I-9 Form.

[Visa] Expiration Date: Enter the date that the visa expires. Note: This field used to be Exp. Of USA Stay.

Perm Res Reg # A: Enter the permanent resident registration number here. Please be sure that this field is completed for anyone who is a Permanent Resident.

Step 3 – Position/Salary Information

Position Number: Enter the Position Number. Also, it is required that you also provide the title for approval/review.

Pos. Dept Code: Enter the department code.

Pos. Dept Name: Enter the name of the department.

Title: Enter the employee’s position title. This will often be different from the Job Code title, which is a generic title, especially for administrative employees.

Grade: Select the appropriate grade for the position.

Salary Plan: Select the appropriate value from the list below:

XMPT:   Exempt Employee Plan
1199:    1199 Clerical
CAFA: Cafeteria Employees—Prior to 1/1/99 [DOES NOT APPLY TO NEW HIRES]
CAFB: Cafeteria Employees—On or After 1/1/99
211A:    Local 2110—Prior to 10/1/97 [DOES NOT APPLY TO NEW HIRES]
211B:    Local 2110—From 10/1/97 to 3/31/04 [DOES NOT APPLY TO NEW HIRES]
211C:   Local 2110—On or After 4/1/04
32BJ:    32B-32J Salary Plan
HHT:    1199—Harlem Hospital Tech
L100:    Local 100—Faculty House
L95:      Local 95—Head Start
MARI:   Maritime Crew
MEBA:   Marine Engineers
MM&P:   Masters, Mates and Pilots
NUSS:   Non-Union Support Staff
SSA:     SSA Plan
SSUG:   Support Staff—Ungraded
TWFA:   TWU—Facilities—Prior to 3/26/99 [DOES NOT APPLY TO NEW HIRES]
TWFB:   TWU—Facilities—On or After 3/26/99
TWSA:   TWU—Security—Prior to 3/26/99 [DOES NOT APPLY TO NEW HIRES]
TWSB: TWU—Security—On or After 3/26/99
UDA:     United Doctors Association

Comp. Rate: Enter the employee’s salary. For permanent, regular administrative and support staff, who do not usually have an Appointment/Comp. Rate End Date, enter their annual salary. For officers hired for a limited period, who do have an Appointment/Comp. Rate End Date, the amount entered should be the exact amount the individual will be paid from the Salary Effective Date to the Appointment/Comp. Rate End Date.

Appt./Comp. Rate Eff. Date: Enter the date that the person’s appointment and/or compensation rate became effective.

FICA: Enter the appropriate FICA status.

Appt./Comp. Rate End Date: Enter the date that the temporary position ends (if applicable).

Step 10 – Authorization/Approvals

Name, Title, Date: The names, titles, and dates of approval of you, any other approver in your department, and the Final Approver for your campus.

HRPC, Title, Date: FOR HRPC USE ONLY.

Exercises

Exercise 1
Sample Completed PAF (PDF)