Human Resources Information Systems
The PAN Form Training and Reference Manual
SECTION WRKLOC:
Empl Record #:This is the employee record number assigned by the payroll database for the position reflected on the PAN. Every employee has a position denoted as zero (0). Other assignments will follow in sequence for each concurrent assignment (1,2, etc.). The box is shaded on the PAN form because this number is automatically assigned by the payroll database.
Note: If adjustments are being made to a previously established Empl Record, for which you do not have a pre-printed "turn-around" PAN, use a photocopy of the previous submission and clearly identify the new entries in red ink, or by highlighting or circling the new information. In Comments state that a turn-around form is not available. Use a new PAN form only when a new Empl Record is necessary. If you do not receive a turn-around PAN for your submission, submit a request for duplicate PAN form which can be found on the Payroll web page, or call the Payroll-PAN Office to request one. The turn-around PAN forms are printed and distributed on or about the middle of the pay period.
Eff. Date (Start): The effective start date indicates when the stated action is to begin. Enter the hire date into Eff. Date (Start) only on the new hire form. Subsequently, this date indicates the beginning of the requested action. For example, the Eff. Date (Start) of a pay increase will be the date for which the new compensation rate begins. The Eff. Date (Start) of a termination of assignment is the first day of that termination, not the last day worked. This date must be entered for every Action/Reason submitted (see Action & Reason explanations below).
Note: If an effective start date needs to be retroactive, special processing is required in the Payroll Office. Communicate clearly in the Comments section the desired result of the PAN submission. Retroactive terminations, either of an assignment or of employment at the University, will often result in an overpayment. Direct the Payroll Office how to handle the overpayment. Conversely, a retroactive pay increase will require an additional, special increment to "catch-up" the authorized compensation. In both cases, note the situation in the Comments section. You may also want to contact the Payroll Office for assistance (5-5968).
Action and Reason: Action identifies the requested changes by broad category; Reason further refines and explains Action. In other words, Action reflects the "event" to be recorded, i.e. hire, transfer, termination, etc. Reason identifies the purpose of the "event". A list of these can be found at http://www.hr.utah.edu/hris/pan/docs/howto/action.php. Most of the codes are preset options on the electronic PAN form that can be selected by clicking on the pull-down arrow next to the Action and Reason boxes. Select Action before selecting Reason so that the form will provide appropriate Reason options for the Action selected
NOTE: In order for any action to take place, the Empl Record must be active. If an assignment shows that TER/VOL is activated, a REH/REH code is required even if other actions also apply, such as DTA/FTE or PAY/ADJ.
Commonly used combinations of Action / Reason are:
| HIR / NHR | Hire / New Hire (Hires a new employee to the University of Utah; I-9 certification required.) |
| HIR / HCJ | Hire / Hire Concurrent Job (Hires a current employee into a new position or assignment; total FTE can not exceed 1.0 for all assignments.) |
| REH / REH | Rehire/ Rehire (Hires a person who was previously an employee of the University but who was terminated from employment. |
| TER / VOL | Terminate / Voluntary (Employee resigns from employment at the University.) |
| TER / INV | Terminate / Involuntary (Employee is dismissed from employment at the University.) |
| DTA / JIN | Data / Job Information (Signals changes are being made to the general job information data where another Action / Reason does not apply.) |
Business Unit: Defaults to STDBU ("Standard Business Unit"). The University is not currently using this field. This is not the same as the two-digit designation used in the project/activity chart string where 01 denotes "university", 02 denotes "hospital", etc.
Reporting Dept (OrgID): This field identifies the department for which the employee is working on the noted position. This number will be the same as the Home Department unless the position reflects an additional assignment in a different department. Payroll checks will be sent to the Home Department.
Location: This is a numerical identification of the physical location mapped to the Reporting Dept. The Office of Campus Design and Construction maintains the location table. The Office of Budget and Resource Planning maintains the link between Org ID and location numbers.
Assignment End Date if diff. from 6/30: This field signals when payment to the employee should stop. If it is left blank, the database assumes payments are to continue through the end of the current fiscal year (6/30), regardless of whether the Distribution Stop Date goes through 6/30, or not. There is no system check to link Assignment End Date with the Distribution End Date (see page 8). To stop payment you may either (1) enter an Assignment End Date on a PAN that is submitting a different action, for example, REH/ASN, or (2) submit a TER/ASN PAN with the appropriate Eff. Date (see page 4). Because the database deals with "begin dates" only, the entry into this field will be the day after payment is to stop. For example, work on an assignment, and associated compensation, is to be through 4/30/xx. The date entered into this field "begins" the work stoppage on 5/1/xx.
Effective Date (HR use only!): A date will appear in this field on a turn-around only after an assignment has been terminated by entry into the Action / Reason fields or by entry of an Assignment End Date. The default date of 7/1 of the next fiscal year will not print on the form. An entry in this field by the payroll program preserves the Assignment End Date even when subsequent changes, such as DTA / FTE, PAY / ADJ, and DTA / DST, create a turn-around PAN that preprints an Effective Date for another Action/Reason submission.
Action (HR use only!): This will always read "TER". Until a date appears in Effective Date the entry here is meaningless (see previous explanation).
Reason (HR use only!): This will always read "ASN" (see previous explanation).
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