Practice

Use the Pay Rate adjustment codes to change or correct an employee's pay except in the case of a promotion. If the pay adjustment is due to a promotion, then you must use the appropriate promotion action/reason code (see the Promotion page).

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 or CUMC HR, 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 – Position/Salary Information

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 position title. This will often be different from the Job Code title, which is a generic title, especially for administrative employees.

Probationary Period End Date: Refer to the appropriate collective bargaining unit. Administrative officers do not have a specified probationary period.

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.

Appt./Comp. Rate End Date: Enter the date that the person's appointment/compensation rate ends (if applicable).

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

Hours/Week: Enter the appropriate number of hours (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 Form (PDF)
Scenario: Complete the PDF to give an employee retro pay due to them.