Personnel Resources

Job Form Instructions

Our payroll technicians need a completed job form to either change an existing assignment, or create a new assignment for an employee. The instructions below explain how to complete the “Notations” section on a job form. In each section are valuable payroll/personnel resources to help indicate the appropriate job classification and compensation for the assignment. All job forms submitted should have completed labor distribution, timesheet approver, FYI, and employee information sections. Contact a HR representative for additional resources and support.

Payroll Calendar Resources

• FY19 Personnel/Payroll Submission Schedule

Pay Period Calculator

Job Form Notations and Resources Based on Employee Classification

Student Assistant

Notations

• Student (A, B, or C) AY17 or Summer
• PCN-Suffix
• Hourly rate and hours per pay period
• Start date to end date

Current Student Non-Taxable (SN) Assignment Dates

August 21, 2016 to May 13, 2017

May 14, 2017 to August 19, 2017

Resources

• Student status verification form
• Student waiver form
• Student assistant salary schedule

Example Student Job Form

Click on thumbnail for full sized PDF.

Temporary Staff

Notations

• Temporary Staff (Regular, Extended, Seasonal, or Casual)
• PCN-Suffix, Grade #
• Hourly Rate
• Hours per pay period
• Start Date to End Date

Resources

• FY temporary staff salary schedules
• Temporary employee fact sheet
• Rehire of retiree fact sheet
• Non-representated employee resources
• Health plan offer form for extended temporary employees
• Health plan offer form for regular temporary employees

Example Temporary Staff Job Form

Click on thumbnail for full sized PDF.

Adjunct Faculty

Notations

• School Name Adjunct
• PCN-Suffix
• Annual Salary, Number of Credits
• Number of Previous semesters (Step 1,2, or 3)
• Contract Start Date to Contract End Date

Course Description

• Subject/Course/Section/CRN

Spring AY17 Adjunct Assignment Dates

January 15—May 6, 2017

Resources

• Adjunct faculty salary schedule, FY18
• UA contract letters
• UA adjunct faculty resources

Example Adjunct Faculty Job Form

Click on thumbnail for full sized PDF.

Current Employee

Our HR payroll technicians also require the submission of job forms to change assignments (pay, hours, contract length, labor distribution, etc.)

Notations

• Assignment Type (student, temporary staff, etc.)
• PCN-Suffix
• Job Change Reason
• Effective date

If hours, contract length, and/or pay are affected then list updated information here.

Resources

• UA labor accounting codes
• UA contract letters
• Reduction options for exempt employees
• Reduction options for non-exempt employees

Example Current Employee Job Form

Click on thumbnail for full sized PDF.

Common Job Change Reasons

A full listing of job change codes is available on the University of Alaska Statewide Human Resources site.

IFTE

Increase in Assignment (hours per pay, etc)

RFTE

Decrease in Assignment (hours per pay, etc)

INGR

In Grade step movement (requires supervisor justification memo)

RECI

Reclassification up 1 or more (requires approved MyUA PD, and contract letter)

LDCH

Labor Distribution Change

Other Assignment Resources

• Staff On & Off Contract
• Faculty Additional Assignments
• Faculty Overloads
• Faculty Sabbatical
• Adjunct Faculty Class Cancellation
• UA Volunteer Service Guidelines

Position Control Number (PCN)

A PCN defines the job based on a classification and grade assigned to the position by a HR Consultant.

• All regular, term benefit-eligible employees are assigned a unique PCN tied to their position description.
• All temporary (adjunct, staff, and student) employees are assigned a shared UAS temporary PCN based on general assignment details. To find a temporary PCN go to our Job Forms page for the complete listing.

Suffix

Distinguishes assignments in the same position from others held in the past, present, and future. Employees in a temporary position often retain the same job on a semester basis, but their assignments end and a new one is created for their next employment period.

For example: A new adjunct for the fall semester assignment is 987000-00. The adjunct teaches another course in the spring, 987000-01. Now if this same adjunct has a summer assignment the PCN changes to 987020 and because the position has changed the suffix returns to 00.

PCN/ECLS Code Lookup Tables