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Instructions for CSUSB Faculty/Staff Overload, Personnel Transaction Reports

INSTRUCTIONS FOR CSUSB FACULTY/STAFF OVERLOAD /

ADDITIONAL EMPLOYMENT PERSONNEL TRANSACTION REPORTS

(Compliance with State’s HR 2002-05 and TL-SA2003-03)

All changes in employment status must be completed in every case where there is an employee change in job classification, salary rate, job status or termination. This form must be received by Human Resources - University Enterprises Corporation at CSUSB (“UEC”) 4 DAYS PRIOR to the effective date. If you have any questions regarding this form, please contact UEC Human Resources at uec-hr@csusb.edu or 909-537-7589.

EMPLOYEE LEGAL NAME: Enter employee's legal name (last name, first name, middle initial,).

EFFECTIVE DATE: Enter as follows: New Hires - first day employee is scheduled to work, Rehires - first day employee returned to work, Reappointment – first day of new contract period, Change – date change is to occur. Separation – date separation is to occur.

ACTION TYPE: New Hire/Rehire = new employee for your department or former employee of your department that will begin working for you again, Reappointment = Department is maintaining employee into new contract period, Change = must complete the Change Actions section, Separation = no longer working for this department/project as of effective date; Must also enter a reason for separation.

CHANGE ACTION TYPE: Check all that are applicable. If Other please explain.

STATUS TYPE: Check only one. If CSUSB Staff, check state classification of exempt or non-exempt.

EMPLOYEE CLASSIFICATION: Check only one. A One Time Appointment/Award requires a separation date within the same pay period as the effective date.

FUNDING SOURCE: MUST enter all four current funding source numbers Account # / Fund# / Department # / Project # (23 alphanumeric digits total). If there is a change in funding source, enter the new funding source as well.

DISTRIBUTION %: Indicate what percentage of time should be attributed to that particular funding source.

RATE CHANGE REASON: Please provide reason for pay rate change.

STATE PAY RATE: List employee’s hourly pay rate and if non-exempt staff, also enter their overtime rate. If a change is being made to the pay rate, enter the current rate, before rate change. If the project is a Federal Grant /Contract, the hourly rate for CSUSB Staff and Faculty must be equal to or less than their current CSUSB rate of pay. All pay rates must be verified by authorized state personnel, (i.e. Department AAS). For questions, contact the UEC HR Department.

NEW STATE PAY RATE: If the change is to the pay rate, list the new state rate of pay and if non-exempt staff, also enter their new overtime rate.

# OF HOURS PER WEEK: List the number of hours per week that is scheduled to work on UEC business.

UEC JOB TITLE:  Print the employee’s working job title for University Enterprises Corporation at CSUSB.

POSITION CHANGE REASON: If applicable, please specify.

WORK LOCATION: Check one. If off-campus, enter location.

THIS POSITION: Check one. This indicates to Human Resources if additional information is required for this position.

COMMENTS: Use this space to inform the Human Resources of special instructions or information.

DEPT/PROJECT NAME: Please enter the name of the UEC project or department that corresponds with the funding source.

BUDGET PERIOD: Enter the beginning and ending date of the contract period for the department/project.

DIRECTOR/PI: Please print the name, email address and phone number/extension of the department/project Director or Principal Investigator.

CONTACT PERSON: If the project/department has a specific contact person (such as an Administrative Assistant) for Human Resources to use as a primary contact, enter their name, email address and phone number/extension.

SIGNATURES:  The following signatures are required: UEC Authorized Signer for the Account (authorized signers cannot sign for their own employment transactions, instead this line should be signed by their direct supervisor), Print name/Dean or Authorized State MPP and signature, Print name and signature of college AA/S or appropriate state personnel for State Pay Rate Verification, UEC Budget Approval and a UEC Human Resources Representative.

Instructions for Separation, Personnel Transaction Reports

All changes in employment status must be completed in every case where there is an employee change in job classification, salary rate, job status or termination. This form must be received by Human Resources - University Enterprises Corporation at CSUSB (“UEC”) Department 4 DAYS PRIOR to the effective date. If you have any questions regarding this form (PTR - Separation Form,) please contact Human Resources at uec-hr@csusb.edu 909-537-7589.

  • EMPLOYEE LEGAL NAME: Enter employee's legal name (last name, first name, middle initial,). If Employee is currently a CSUSB Faculty member or State Staff employee, you must complete the CSUSB FACULTY & STAFF OVERLOAD Personnel Transaction Report instead of this PTR.
  • EFFECTIVE DATE: Enter date separation is to occur.
  • LAST DAY WORKED: If known, enter the date the employee last worked. This may be different from the effective date of separation.
  • REASON FOR SEPARATION: Check one and indicate if the employee is eligible for rehire with your department. Attach any applicable documentation to the PTR (i.e. resignation letter).
  • COMMENTS: Use this space for any additional information HR may need as to the reason for the separation.
  • EMPLOYEE CLASSIFICATION: Check only one.
  • FUNDING SOURCE: MUST enter all four current funding source numbers Account # / Fund# / Department # / Project # (23 alpha-numeric digits total).
  • DISTRIBUTION %: Indicate what percentage of time should be attributed to that particular funding source.
  • PAY RATE: List employee’s monthly or hourly pay rate.
  • # OF HOURS PER WEEK: List the number of hours per week that the employee was scheduled to work.
  • WORK LOCATION: Check one. If off-campus, enter location.
  • THIS POSITION: Check one. This indicates to Human Resources if additional action is required for this position.
  • UEC JOB TITLE:  Print employee’s UEC working job title.
  • COMMENTS: Use this space to inform the Human Resources of special instructions or information.
  • DEPT/PROJECT NAME: Please enter the name of the UEC project or department that corresponds with the funding source.
  • BUDGET PERIOD: Enter the beginning and ending date of the contract period for the department/project
  • DIRECTOR/PI: Please print the name, email address and phone number/extension of the department/project Director or Principal Investigator.
  • CONTACT PERSON: If the project/department has a specific contact person (such as an Administrative Assistant) for Human Resources to use as a primary contact, enter their name, email address and phone number/extension.
  • SIGNATURES:  The following signatures are required: Authorized Signer for the Account (authorized signers cannot sign for their own employment transactions, instead this line should be signed by their direct supervisor) and a UEC Human Resources Representative.
Instructions for Employment & Employee changes, Personnel Transaction Reports

All changes in employment status must be completed in every case where there is an employee change in job classification, salary rate, job status or termination. This form must be received by Human Resources Department - University Enterprises Corporation at CSUSB (“UEC”) 4 DAYS PRIOR to the effective date. If you have any questions regarding this form (PTR - Employment Form,) please contact UEC Human Resources at uec-hr@csusb.edu or 909-537-7589.

  • EMPLOYEE LEGAL NAME: Enter employee's legal name (last name, first name, middle initial,). If Employee is currently a CSUSB Faculty member or State Staff employee, you must complete the CSUSB FACULTY & STAFF OVERLOAD Personnel Transaction Report instead of this PTR.
  • EFFECTIVE DATE: Enter as follows: New Hires/Rehire - first day employee is scheduled to work or return to work, Reappointment – first day of new budget period, Change – date change is to occur.
  • ACTION TYPE: New Hire/Rehire = new employee for your department or former employee of your department that will begin working for you again, Reappointment = Department is retaining employee into new contract period, Change = must complete the Change Actions section.
  • CHANGE ACTION TYPE: Check all that are applicable. Note those that require HR approval. If Other please explain. If leave of absence, Attach the approved leave of absence form.
  • EMPLOYEE CLASSIFICATION: Check only one. UEC Human Resources must approve all MP, Staff Exempt and Temporary Classifications.  Only CSUSB Students can have student status. Contact HR for appropriate classification designation.
  • FUNDING SOURCE: MUST enter all four current funding source numbers Account # / Fund# / Department # / Project # (23 alpha-numeric digits total). If there is a change in funding source, enter the new funding source as well.
  • DISTRIBUTION %: Indicate what percentage of time should be attributed to that particular funding source.
  • ADD’L CAMPUS JOBS:  Inquire with employees if they have multiple campus jobs and check appropriate box(es).
  • RATE CHANGE REASON: Please check one if a change in pay rate is requested. If Other provide reason.
  • PAY RATE: List employee’s monthly or hourly pay rate. If a change is being made to the pay rate, enter the current rate, before rate change.
  • % RATE DIFF: If the change is to the pay rate, enter the percentage difference from the current rate to the proposed rate.
  • PROPOSED NEW PAY RATE: If the change is to the pay rate, list the new proposed rate of pay.
  • # OF HOURS PER WEEK: List the number of hours per week that the employee is scheduled to work.
  • UEC JOB TITLE:  Print the employee’s working UEC job title.
  • POSITION CHANGE REASON: Please check one if a change in position is requested. If Other provide reason.
  • WORK LOCATION: Check one. If off-campus, enter location.
  • THIS POSITION: Check one. This indicates to Human Resources if additional information is required for this position.
  • COMMENTS: Use this space to inform the Human Resources of special instructions or information.
  • DEPT/PROJECT NAME: Please enter the name of the UEC project or department that corresponds with the funding source. BUDGET PERIOD: Enter the beginning and ending date of the contract period for the department/project.
  • DIRECTOR/PI: Please print the name, email address and phone number/extension of the department/project Director or Principal Investigator.
  • CONTACT PERSON: If the project/department has a specific contact person (such as an Administrative Assistant) for Human Resources to use as a primary contact, enter their name, email address and phone number/extension.
  • SIGNATURES:  The following signatures are required: Authorized Signer for the Account (authorized signers cannot sign for their own employment transactions, instead this line should be signed by their direct supervisor), Budget Approval and a UEC Human Resources Representative.