1126 PROCEDURES & COMPLETION POLICY
The 1126 form is to be completed for the following situations:
Ø Hiring of new part time employees (i.e. College Aides, Student Aides, Laborers, P/T Nurses, Rec. Aides, Rec. Supervisors, Rec. Instructors, Lifeguards, P/T Security Guards).
Ø Hiring of Work Study students each semester (Work Study uses separate 1126)
Ø Status changes for P/T employees.
Ø Adjunct/Overload assignments that cannot be part of Schedule D/FLAC, such as: Test Supervisors/Proctors; Continuing Education non-credit course faculty and supporting PA’s; Building Administrators; F/T Administrators/Faculty performing special duties over and above their normal job assignment; Nurses attending required off campus training seminars; other temporary/special project work for a specific time period; & Adjunct/Overload assignments that are Grant funded.
Ø The 1126 must be created and completely signed off before the assignment begins.
Ø Exceptions to this policy are those assignments where the work must be performed prior to requesting payment. Those cases are limited to the following:
Test Supervisors/Proctors; Overtime for F/T Administrators for special duties beyond normal scope of job assignment (i.e. weather related overtime); Models for the Art department. Additional exceptions are only allowed after receipt and approval of a written justification.
Ø All sections of the 1126 form must be completed or the form will be returned.
Ø The 1126 must be completed as follows:
Originator – person who is requesting to fill a position completes the 1126 in its entirety and signs the form;
Recommended For Approval – person who will sign and approve the expenditure and certify the funds are available and the position is necessary for the operation of the College (Department Head/Dean);
Grants Department & VP Inst. Adv. (if required);
Campus Business Office;
Campus Executive Dean’s Office;
Central Business.
Ø Once all signatures are completed, the 1126 will be forwarded to Payroll for processing. The employee may not start before all approved signatures are obtained and the fully executed 1126 form is returned.
Ø 1126’s that are generated after an assignment has started and do not fall under the exceptions listed above will not be approved without a written explanation as why the 1126 form was not pre-approved and payment will be delayed.
1126 Procedures (06/2014)