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Consult the Human Resources Policy Manual, available on the web in the Policies & Union Contracts section of the HR Web Site.
Back To TopOpen a New-Hire PAF (see box above). On your computer, complete the required fields. Print the form, verify that it is complete, sign it, and route it to the appropriate office for approval. The Final Approver will forward the form to the HRPC.
Attach these Required Documents to the PAF
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.
Dept. Code: Enter the Administrative Department Code, the three-digit department number with four zeros added to the end of it (e.g., 0120000). Please add the zeros when you submit the form.
Admin Dept. Name: The name of the hiring department.
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.
Work Loc: The location where the employee’s work occurs. Select the appropriate value:
1 Morningside
2 Columbia Univ Medical Center
3 Harlem Hospital Center
4 Lamont-Doherty Earth Obs
5 Nevis
7 CU Buildings
8 Others
9 GE Building
10 MI Bassett Hospital
11 Helen Hayes Hospital
14 St. Luke’s-Roosevelt Hosp Ctr
16 St. Joseph’s Hospital, Newark
17 Ctr for Addict & Sbstnc Abuse
19 Washington, D.C.
20 White Plains Hospital Center
21 Lawrence Hospital
22 New Milford Hospital
23 Valley Hospital
24 Nyack Hospital
25 St. Vincent’s Medical Ctr (CT)
26 Stamford Hospital
Off. Phone: The employee’s official CU work phone number. Please provide the full phone number, including the area code (10 digits in USA).
Res. Phone: Please provide the full phone number, including area code (10 digits in USA).
Fax: The employee’s official CU work fax number. Please provide the full phone number, including the area code (10 digits in USA).
Primary E-Mail: DO NOT COMPLETE. It will be system generated.
Overall Status: DO NOT COMPLETE. It will be system generated.
The employee’s official CU work address. For campus addresses, please enter the Street/Building and Mail Code only. If the officer is not in a campus building, enter the Firm Name (if applicable), Street, City, State, Zip Code, and Country.
Check Sequence Code – You must enter the appropriate Check Sequence Code for your department.
Enter Mailing Address only if it differs from the Home Address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status, Mailing Address should reflect where they currently live locally in the US.
The employee’s permanent residential address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status, Home Address should reflect the actual foreign address of a person.
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.
Mil Rpt. Status: Military Reporting Status. Select the appropriate value from Vietnam Era Veteran, Not Indicated, Newly Separated Veteran, No Military Service, Not a Veteran, Other Protected Veteran, Special Disabled Veteran, Veteran—None of the Above.
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.
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.
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.
Complete University Title: Do not use for administrative or support staff employees.
Position Status: Status for a position should always be Active.
Position Type: DO NOT COMPLETE. It will be system generated.
Empl Rec: Employment Record, indicating the individual position in the People @ Columbia system. Each employee will have an “Empl Rec 0,” representing the person’s first position; employees with multiple appointments will have “0” and “1”; “0,” “1,” and “2,” etc.
No of Active Positions: Indicates the number of appointments (see “Empl Rec” above) in the People @ Columbia system. Most administrative and support staff hold only one position.
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 title from the job posting. This will often be different from the Job Code title, which is a generic title, especially for administrative employees.
Position Entry Date: Enter the date that the person entered their current position.
Appt. Type: DO NOT COMPLETE. This system will generate this field.
Grade: Select the appropriate grade for the position.
Probationary Period End Date: Refer to the appropriate collective bargaining unit. Administrative officers do not have a specified probationary period.
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.
Salary Type:
Appt./Comp. Rate Eff. Date: Enter the date that the person’s appointment and/or compensation rate became effective.
Appt./Comp. Rate End Date: Enter the date that the temporary position ends (if applicable).
FLSA: DO NOT COMPLETE THIS FIELD. It defaults in the People @ Columbia system based on the Job Code.
FT/PT: Select either Full Time or Part Time.
Hours/Week: DO NOT COMPLETE THIS FIELD. It defaults in the People @ Columbia system based on the position data set up for the position.
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.
Back To TopExercise 1 – Hiring a New Officer
Sample Completed PAF Form (PDF)
Scenario:
Back to TIG Overview