Human Resources Information Systems

The PAN Form Training and Reference Manual

SUBMISSION & APPROVALS:

Submission of the PAN form is accomplished through two offices; namely, the PAN / I-9 Certification Office of the Human Resources Department and the PAN Division of the Payroll Office.

With few exceptions, all forms must be submitted to the Human Resources Department. The exceptions to this requirement are forms that affect changes in accounting distribution of pay, demographic (personal data) changes, or corrections to data entry errors. These may be submitted directly to the Payroll Office.

University policy requires that the payroll forms be approved and signed by an authorized agent of the reporting department and the cognizant, next higher authority. An authorized agent may not approve her/his own payroll documents. The form requires the approval of, both, the Department Head/Account Executive and the Dean/Director.

The employee should personally authorize changes to personal data, such as home address, emergency contact information, etc. However, the department may maintain documentation for the requested changes and submit them on the PAN form without the employee's signature.

It is the responsibility of the employee's home department to coordinate submission of all PAN forms. However, it is the responsibility of the reporting department to complete the PAN form for the employee's assignment in said department.

Note: When initiating a new assignment always ascertain from the employee or HR office whether the employee has another current assignment at the University or University Medical School. If a concurrent assignment is held, coordinate PAN submission with the home department.