Policy

Columbia University’s policy is to ensure opportunity for internal mobility consistent with the University’s commitment to equal employment opportunity and affirmative action. A Transfer is used when an individual has resigned from one department and has accepted a position in another department in the University, with no break in service. Consult the Human Resources Policy Manual, available on the web in the Policies & Union Contracts section of the HR Web Site. Contact the Provost’s Office (Morningside campus) or the Office of Faculty Affairs (CUMC) for guidance when academic personnel are transferring between departments.

The department that the employee is transferring from prints an ActivePAF for the employee and forwards it to the departmental approver for sign-off, along with the employee's resignation letter and a Balance Memo detailing the employee’s vacation, sick, and personal-day balances.
The final approver for the department that the employee is transferring from sends the PAF and the Balance Memo to the department that the employee is transferring to.
The department that the employee is transferring to updates the information on the Transfer PAF to be in accord with the employee’s new position, signs the form, attaches the appropriate documentation and sends it to the departmental approver for sign off.
The approver for the department that the employee is transferring to sends the Transfer PAF (and the attached Balance Memo) to the PAF final approver, who will send it to the HRPC.

Process

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 & Field Descriptions

Step 1 – Top

Eff. Date: There is only one date entered in the system to reflect the change in status from one position to another for an employee who is transferring. If the transferring employee’s last day in the old position is Friday, October 22, then her end date would be Sunday, October 24 and her first work day in the new position would be Monday, October 25. October 25 would be the Effective Date of Transfer. Note: Transferring faculty and staff no longer have termination dates.

Action: XFR

Reason: Enter the appropriate code LAT (lateral transfer), LWR (transfer to a lower grade), PRO (transfer to a higher grade).

Special Instruction – Draw a single diagonal line through any field that needs to be changed, then print/type the new information next to the old value.

Admin. Dept. Code: Enter the new 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 new department.

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

Step 2 – Phone and Contacts

Off. Phone: The employee’s official CU work number. Please provide the full phone number, including the 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).

Office Address: The employee’s official CU work address. Please enter the Street/Building, Mail

Code, City, State, Zip Code, and Country: Do not include Street, City, State, Zip Code, or Country if the office is located in a campus building.

Check Sequence Code – You must enter the appropriate Check Sequence Code for your department.

Step 3 – Position/Salary Information

Position Number: Enter the new Position Number.

Pos. 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.

Pos. Dept Name: The name of the new department.

Position: The employee’s title.

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: The employee’s grade.

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

1199:    1199 Clerical
211A:    Local 2110—Prior to 10/1/97
211B:    Local 2110—From 10/1/97 to 3/31/04
211C:   Local 2110—On or After 4/1/04
32BJ:    32B-32J Salary Plan
CAFA: Cafeteria Employees—Prior to 1/1/99
CAFB: Cafeteria Employees—On or After 1/1/99
HHT:     1199—Harlem Hospital Tech
L100:    Local 100—Faculty House
L95:      Local 95—Head Start
MARI:   Maritime Crew
NUSS:   Non-Union Support Staff
SSA:     SSA Plan
SSUG:   Support Staff—Ungraded
TWFA:   TWU—Facilities—Prior to 3/26/99
TWFB:   TWU—Facilities—On or After 3/26/99
TWSA: TWU—Security—Prior to 3/26/99
TWSB: TWU—Security—On or After 3/26/99
XMPT:   Exempt Employee Plan

Comp. Rate: The employee’s salary.

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

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

Exercises

Exercise 1 – Academic Transfer
Sample Completed PAF (PDF)

Scenario:

Effective Date: April 1, 2005
Action: XFR
Reason: LAT
Admin. Dept. Code: 5560000
Admin Dept. Name: Pediatrics
Work Loc: Morningside
Off. Phone: 212-305-1255
Office Address: Dept. of Pediatrics, BHN 4-432
Position Number: 10004567
Pos. Dept Code: 5560000
Pos. Dept Name: Pediatrics
Title: Assistant Professor of Clinical
Position Entry Date: April 1, 2005
Grade: FAC
Salary Plan: Exempt Employee Plan
Comp. Rate $: 16,500
Pay Frequency Rate: 5,500
Annual Rate $: 66,000
Appt./Comp. Rate Effective Date: April 1, 2005
Appt./Comp. Rate End Date: June 30, 2005

Exercise 2 – Administrative Transfer
Sample Completed PAF (PDF)

Scenario:

Effective Date: March 28, 2005
Action: XFR
Reason: PRO
Admin. Dept. Code: 0120000
Admin Dept. Name: CUMS HR
Work Loc: Morningside
Off. Phone: 212-854-0000
Fax: 212-854-0111
Office Address: 1901 Interchurch Center, MC 7705
Position Number: 2006001
Pos. Dept Code: 0120000
Pos. Dept Name: CUMS HR
Position Entry Date: September 7, 2005
Grade: 8
Salary Plan: Local 2110, hired on or after October 1, 1997
Appt./Comp. Rate Eff. Date: March 28, 2005
Comp. Rate $: 33,000
Salary Type: Annual
Annual Rate $: 33,000
FLSA: Non-exempt
FT/PT: Full Time
Hours/Week: 35
Shift: Day wo D
Job Code: 510206
Hourly Shift Amount: 0.00
Bargaining Unit: 2110
BU Sen. Date: August 26, 2002