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Back to TIG Overview

• PAF Transaction Index
  • Using the PAF
  • ACAD - Leave of Absence for Academic Officer
  • ACAD - Reappoint an Academic Officer
  • ADMIN - Hire a New Administrative Officer or Support Staff
  • ADMIN - Leave of Absence for Administrative Officer or Support Staff Member
  • ADMIN - Promotion of Administrative Officer or Support Staff Member
  • General Data Changes
  • Personal Data Changes
  • Manage Positions
  • Pay Rate Adjustments
  • Retire an Employee
  • Layoff an Officer or Support Staff
  • Employment Termination on MSS and PAF
  • Transfer a Faculty or Staff Member

• Practice
• Process
• Workflow
• Action/Reason Codes (Personal Data Change)
• Required Steps & Field Descriptions
• Exercises

Practice

Personal Data

For each type of personal data that needs to be changed:

A.  If the original paperwork was correct, attach a copy of the original paperwork to the personal
     data change/correction PAF.  No further documentation is required. 

B.  If the original paperwork was not correct, you must provide the following documentation to
     make the change:

• Name
  • If the change is a spelling or format correction, no additional documentation is required.
  • If the change is an official name change, then the appropriate documentation is required, i.e., a Social Security Card AND EITHER a Marriage Certificate OR a Court Order.
• Sex:  No documentation required
• Birthdate:  Driver's License, Passport or Birth Certificate
• Ethnicity:  No documentation required 
• Marital Status:  Marriage Certificate, Death Certificate or Court Papers
• Education:  Diploma or Graduation Letter
• Social Security Number:  Social Security Card
• Visa / Citizenship:  I-9 
  

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: 

1. 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.”

2. On the left navigation bar in “People @ Columbia,” click on the following folder path: Manager Self Service > Job and Personal Information > Employee Personal Information.

3. Click on the employee name. 

4. 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 & Field Descriptions

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Step 1 – Top

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

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Step 2 – Personal Data Changes

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Social Security Number

Social Security No:  Enter 9-digit Social Security Number.  At Morningside, if the person has applied but does not yet have a Social Security Number, enter “Applied.”  They must submit the Receipt that they received from the Social Security Administration when they applied for the card. At the Medical Center, call the CUMC Payroll Office to obtain a “Temporary” Social Security Number.

Name

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.

Personal

Sex: Select Male or Female.

Birth Date:  Enter the employee’s date of birth.  Please be sure that it corresponds with that listed on the I-9 Form.

Ethnicity/Race:  Select the appropriate code as identified by the employee.  For academic personnel, Ethnicity/Race must be identified; “Not Disclosed” is not acceptable.

1    White
2    Black
3    Hispanic
4    Asian/Pacific Islander
5    American Indian/Alaskan Native
7    East Indian/Indian Subcontinent

Marital Status:  Select the appropriate value from Divorced, Married, Separated, Single, or Widowed.  The default value is Single.

Marital Status Date:  Enter the date for the employee’s marital status.  Note:  Used to be Marriage Date.

Work Eligibility

US Citizen:  Please select Yes or No.

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.

Education (Please be sure to update this section as the individual obtains new degrees)

For all academic personnel you must list all degrees, institutions, and dates of degree in addition to identifying level of education.

Highest Degree: Select the appropriate value from the degree table.  Next to the value, enter the actual degree (e.g., Ph.D., M.D., M.S.).  For CUMC, the M.D. is considered the highest degree, even if the person has received a Ph.D.  For all other departments, the doctorate (Ph.D.) is the highest degree.

Institution:  Enter the name of the Institution from which the employee received the degree.  Foreign institutions should be identified by the country in which they are located.

Date: The date that the employee received the degree.

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Step 3 – Authorization/Approvals

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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 – Change a Name
Sample Completed PAF (PDF)
Scenario:  The employee's name is misspelled in the system:  "Sara Johnson."  It should be "Sarah Johnson."

Exercise 2 – Change Sex
Sample Completed PAF (PDF)
Scenario:  A female employee, Sarah Johnson, is mis-entered as a male.

Exercise 3 – Change a Birthdate
Sample Completed PAF (PDF)
Scenario:  The date of birth indicated on the PAF for Sarah Johnson is October 13, 1970.  It should be October 14, 1970.

Exercise 4 – Change Ethnicity
Sample Completed PAF (PDF)
Scenario:  The ethnicity indicated for Sarah Johnson is White.  It should be Hispanic.

Exercise 5 – Change Marital Status
Sample Completed PAF (PDF)
Scenario:  The marital status indicated for Sarah Johnson is Married on September 3, 2000.  She is now divorced as of February 5, 2005.

Exercise 6 – Change Educational Information
Sample Completed PAF (PDF)
Scenario:  The latest degree indicated for Sarah Johnson is a BA from Cornell University on June 15, 1991.  She has since received a MA from Columbia on June 15, 2003.

Exercise 7 – Change a Social Security Number
Sample Completed PAF (PDF)
Scenario:  The temporary ID indicated for Sarah Johnson is 000-44-1234.  Her new social security number is 111-11-1112.

Exercise 8 – Change a Visa Date
Sample Completed PAF (PDF)
Scenario:  The Visa Date indicated for Sarah Johnson is August 6, 2005.  She has since had it renewed to August 6, 2007.

Exercise 9 – Change Citizenship
Sample Completed PAF (PDF)
Scenario:  The PAF indicates that Sarah Johnson is not a US citizen.  However, she becomes naturalized.