Filling out an Appointment Form

New Appointment Form Procedure - (Chapter 1B) Appointment Form Instructions

Following are line by line instructions for completing a visitor appointment form. A fill-in version of the form is available through University Business Forms at my.pitt.edu. (Log into my.pitt.edu, select my resources, select University Business Forms, select forms library. The appointment form appears on the list.)

Line 01:

· Complete the name field in the format of Last, First, Middle Initial, and Suffix (if applicable). The name must be entered identically to the name shown on the employee’s Social Security Card (domestic visitor) or passport (international visitor).

· Enter the employee’s gender.

· Enter the Social Security Number (if domestic visitor). The number must match the number shown on the employee’s Social Security Card. Leave Blank if the individual is an international visitor.

· Enter the original University of Pittsburgh start date in the Date First Hired Box.

· Enter the start date of the current period of assignment in the Latest Start Date box.

· Enter the date of birth.

Line 02:

· Marital Status – Leave Blank.

· Ethnic Origin – Leave Blank.

· Nationality/ Citizenship – Leave Blank.

· I-9 Status – Enter “No”.

· I-9 Expiration Date – Leave Blank.

· Visa Type – Leave Blank.

· Visa Number – Leave Blank.

Line 03:

· Leave Blank.

Line 04:

· Address: Street address and Apartment number (if applicable), complete appropriate US city, US state and US Postal Zip code.

Line 05:

· Home telephone, include area code.

Line 06:

· Job (Type Family Classification) Enter Non-Employee.Visitor.Visitor for non-student visitors and Non-Employee.Visitor.Graduate Student for graduate students.

· Position (Department Code) Enter the person’s five digit department number, if applicable.

Line 07

· Organization – Available at www.cfo.pitt.edu/prism Select HR Glossary of Definitions under the reference section.

· Location – Available at www.cfo.pitt.edu/prism Select HR Glossary of Definitions under the reference section.

· Pay year type – Enter 12/12.

· Campus – Use the drop down arrow on the online form for a list of values.

· UPP – Leave Blank.

· UPP2 – Leave Blank.

· UDHS – Leave Blank.

Line 08

· Assignment Effective Date – Enter the start date of the current period of assignment.

· Assignment Category – Enter “Volunteer”.

· Payroll – Leave Blank.

· Percent of Effort – Leave Blank.

· CDC code – Leave Blank.

Line 09

· Assignment Status – Enter Volunteer (Unpaid).

· Leave Type – Leave Blank.

Lines 10 – 15

· Leave Blank.

Line 16

· Faculty Details – Enter the Start and End dates of the current period of assignment of the visitor appointment.