Practice

You should use these action and reason codes when communicating any position change—that is, a data changes specific to a position rather than to an employee—with your HR administrator, service manager, or final approver.

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 HROS/Provost or CUMC HR/Faculty Affairs, as appropriate.

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 – Position/Salary Information

Position Status: Status for a position should always be Active.

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.

Job Code: Enter the appropriate job code per the classification determined by the central administrative HR 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

FLSA: Select the appropriate FLSA status.

FT/PT: Select either Full Time or Part Time.

Hours/Week: Enter the appropriate number of hours for the position.

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 Form (PDF)
Scenario: Change the position's title.

Exercise 1
Sample Completed PAF Form (PDF)
Scenario: Change the position's status from full-time to part-time.