New HR Action Form Guide (UNIV)

The HR Action Form is used to communicate requested employee changes to the People First Service Center Org Management team. Below are some guidelines for filling out the form.


* = Required for every type of change. / 1.*Employee Name (Last, First, MI)–The name of the employee whose record is to be updated.
2.*People First ID Number – Eightdigit People First ID Number ofthe employee (use leading zeros if less that 8 digits, not required for Original Appointments).
3.Employee New Name – Only required if the employee’s name is changing.
4.*Change Request – Check the box next to the change type being requested.
New Hire–Original Appointments for employees new to the agency
Personal Data Change–Includes name changes or any updates to the information in Section 2 of the form.
Employee Action–Includes Non-Original Appointments, Separations, Pay Changes, and Leaves of Absence.
FTE Change–Updates to the employee’s Full Time Equivalent.
Cannot View Active EE–Issues where an appointment was processed but the employee is not visible in People First.
Agency Administrator Role - Movement of the employee into or out of an Agency Administrator position.
5.Last Date Employed/*Effective Date/ Contract Months – The Last Date Employed (used for Separation actions only) is the last date the employee worked, and is usually the day before the Separation effective date. The Effective Date(required for all change request types) is the date in which the changes/actions are to take effect. Please specify if the employee is 09, 10, or 12 month faculty.
6.Employee Action/Action Reason – The two digit code and reason description corresponding to the action being requested (only required for the Employee Action change request type).^Refer to Action/Action Reason Code Matrix beginning on page 2.
7.SSN/Corrected SSN – Employee’s Social Security Number (Corrected SSN only required if a change is being made).
8.Position Number/New Position Number – Eight digit position number for the employee’s currentposition (New Position Number only required if the requested action is moving the employee into a new position).^Refer to Position Number Matrix on page 5.
9.Employee Address (Street Address, City, State, Zip Code) – Only required for Original Appointments or if a change is required.
10.Work County Code/Work Phone Number – Only required for Original Appointments or if a change is required.
11.Email Address – Employee’s work email address (if one exists)
12.Gender, DOB, Marital Status– Only required for Original Appointments or if a change is required.
13.FTE – Full Time Equivalent entered as a percentage (example, “050” = 50%).
14.Exempt/Non-Exempt – Check the appropriate box.
15.Hire Date–Date of hire for the employee’s current or requested position.
16.Pay Info (Annual Salary) – Employee’s annual pay amount.
17.*Contact Info (Contact Full Name, Contact Phone Number) – Contact info of the person submitting the request.
18.*Date – Date the request was submitted to People First.
19.Comments – Any special instructions or additional information relevant to the request.

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ACTION/ ACTION REASON CODES

Act. Code / Name of action type / Reason Code / Name of reason for action
01 / Orig Appt (CS/SES/SMS) / 00 / Original Appointment
02 / Reinstatement Appt / 00 / Reinstatement
03 / Promotion Appt / 01 / Voluntary With Transfer
03 / Promotion Appt / 02 / Involuntary With Transfer
03 / Promotion Appt / 03 / Voluntary Without Transfer
03 / Promotion Appt / 04 / Involuntary Without Transfer
04 / Demotion Appt / 01 / Voluntary With Transfer
04 / Demotion Appt / 02 / Involuntary With Transfer
04 / Demotion Appt / 03 / Voluntary Without Transfer
04 / Demotion Appt / 04 / Involuntary Without Transfer
05 / Reassignment Appt / 01 / Voluntary With Transfer
05 / Reassignment Appt / 02 / Involuntary With Transfer
05 / Reassignment Appt / 03 / Voluntary Without Transfer
05 / Reassignment Appt / 04 / Involuntary Without Transfer
06 / Voluntary Separation / 51 / Move to Private Sector
06 / Voluntary Separation / 52 / Move Within St of Florida Govt
06 / Voluntary Separation / 53 / Terminate Initiated - Employee
06 / Voluntary Separation / 56 / Retirement
06 / Voluntary Separation / 57 / Layoff
06 / Voluntary Separation - 9 Month Send to Holding table / 58 / Requires a term or rehire action also to complete
06 / Voluntary Separation / 63 / Move To Non St of Florida Govt
10 / LOA With Pay / 00 / Leave Of Absence With Pay
10 / LOA With Pay / 01 / Leave with Full Pay Status
10 / LOA With Pay / 61 / National Guard
10 / LOA With Pay / 62 / Educational Leave With Pay
10 / LOA With Pay / 64 / Inactive Duty Training
10 / LOA With Pay / 65 / Disability Leave
10 / LOA With Pay / 68 / Parental Leave
10 / LOA With Pay / 69 / Active Military
10 / LOA With Pay / 82 / Military Leave With Pay Sup
10 / LOA With Pay / 83 / Military Leave Without Pay Sup
11 / LOA Without Pay / 00 / Leave Of Absence Without Pay
11 / LOA Without Pay / 48 / Family Responsibility Leave Without
11 / LOA Without Pay / 49 / Family Medical Leave Without P
11 / LOA Without Pay / 58 / Authorized Leave Without Pay
11 / LOA Without Pay / 59 / Unauthorized Leave Without Pay
11 / LOA Without Pay / 60 / Workers' Compensation Leave Without Pay
11 / LOA Without Pay / 63 / Educational Leave Without Pay
11 / LOA Without Pay / 82 / Military Leave With Pay Sup
11 / LOA Without Pay / 83 / Military Leave Without Pay Sup
13 / Return from LOA with Pay / 00 / Return from LOA with Pay
14 / Pay Change / 00 / Pay Change
14 / Pay Change / 01 / Min. Pay on Original Appointment
14 / Pay Change / 02 / Below Min. Pay on Original App
14 / Pay Change / 03 / Advance Pay on original Appointment
14 / Pay Change / 04 / Salary increase on promotion
14 / Pay Change / 05 / Decreased Pay on Demotion
14 / Pay Change / 06 / Reduction in Pay
14 / Pay Change / 07 / Merit Salary Increase
14 / Pay Change / 08 / Pay Grade or Range adjustment
14 / Pay Change / 09 / Competitive Offer, Add Duties
14 / Pay Change / 10 / Legislative Mandate
14 / Pay Change / 11 / Increase in Accord with Train
14 / Pay Change / 12 / SMS/SES Discretionary Increase
14 / Pay Change / 13 / SMS/SES Discretionary Decrease
14 / Pay Change / 14 / FTE Change Increase
14 / Pay Change / 15 / FTE Change Decrease
14 / Pay Change / 16 / Salary Correction Increase
14 / Pay Change / 17 / Salary Correction Decrease
14 / Pay Change / 19 / Increase in pay Additives
14 / Pay Change / 20 / Increase in CAD
14 / Pay Change / 21 / Increase in Shift Amount
14 / Pay Change / 22 / Increase in Leadworker Amount
14 / Pay Change / 23 / Increase in CJIP
14 / Pay Change / 24 / Increase in Legislative Apprd
14 / Pay Change / 25 / Increase in On-Call
14 / Pay Change / 26 / Increase Coordinator
14 / Pay Change / 27 / Decrease in CAD
14 / Pay Change / 28 / Decrease in Shift Amount
14 / Pay Change / 29 / Decrease in Leadworker Amount
14 / Pay Change / 30 / Decrease in CJIP
14 / Pay Change / 31 / Decrease in Legislative Apprd
14 / Pay Change / 32 / Decrease in On-Call
14 / Pay Change / 33 / Decrease Coordinator
14 / Pay Change / 39 / Special Other Increase (DOR On
14 / Pay Change / 40 / Special Bonus Increase (DOR On
14 / Pay Change / 43 / Increase temp Spec Duty
14 / Pay Change / 44 / Increase trainer
14 / Pay Change / 45 / Decrease Temp Special Duty
14 / Pay Change / 46 / Decrease Trainer
14 / Pay Change / 47 / Increase hazardous Duty
14 / Pay Change / 48 / Special Other Decrease (DOR On
14 / Pay Change / 49 / Special Bonus Decrease (DOR On
14 / Pay Change / 50 / Decrease Hazardous Duty
14 / Pay Change / 51 / Special Productivity Correction
14 / Pay Change / 52 / Special Other Correction (DOR
14 / Pay Change / 53 / Special Bonus Correction
14 / Pay Change / 54 / OPS Salary Increase
14 / Pay Change / 55 / OPS Salary Decrease
15 / Name Change / 00 / Name Change
16 / SSN Correction / 00 / SSN Correction
23 / Involuntary Separation / 55 / Failed Probationary Period
23 / Involuntary Separation / 59 / Dismissal
23 / Involuntary Separation / 62 / Abandonment
23 / Involuntary Separation / 60 / Death of the Employee
23 / Involuntary Separation / 61 / Death of Employee Line of Duty
34 / Dual Hire (CS/SES/SMS) Appt / 00 / Dual Hire (CS/SES/SMS)
36 / Return from LOA without Pay / 00 / Return from LOA without Pay
85 / Appt - Non-Orig (CS/SES/SMS) / 00 / Appt (Non-Orig)
85 / Appt - Non-Orig (CS/SES/SMS) / 01 / Re-employment
99 / Other / 00 / Other

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UNIVERSITY POSITION NUMBER MATRIX
University of Florida
49001000 Agency Administrator
49001021 SUS Administrative & Professional (A&P)
49001022 SUS General Faculty
49001023 SUS University Support Personnel System (USPS)
49001024 SUS Senior Executive Service / Florida Atlantic University
49006000 Agency Administrator
49006021 SUS Administrative & Professional (A&P)
49006022 SUS General Faculty
49006023 SUS University Support Personnel System (USPS)
49006024 SUS Senior Executive Service
Florida State University
49002000 Agency Administrator
49002021 SUS Administrative & Professional (A&P)
49002022 SUS General Faculty
49002023 SUS University Support Personnel System (USPS)
49002024 SUS Senior Executive Service / University of West Florida
49007000 Agency Administrator
49007021 SUS Administrative & Professional (A&P)
49007022 SUS General Faculty
49007023 SUS University Support Personnel System (USPS)
49007024 SUS Senior Executive Service
Florida A&M University
49003000 Agency Administrator
49003021 SUS Administrative & Professional (A&P)
49003022 SUS General Faculty
49003023 SUS University Support Personnel System (USPS)
49003024 SUS Senior Executive Service / Florida International University
49008000 Agency Administrator
49008021 SUS Administrative & Professional (A&P)
49008022 SUS General Faculty
49008023 SUS University Support Personnel System (USPS)
49008024 SUS Senior Executive Service
University of Central Florida
49004000 Agency Administrator
49004021 SUS Administrative & Professional (A&P)
49004022 SUS General Faculty
49004023 SUS University Support Personnel System (USPS)
49004024 SUS Senior Executive Service / University of North Florida
49009000 Agency Administrator
49009021 SUS Administrative & Professional (A&P)
49009022 SUS General Faculty
49009023 SUS University Support Personnel System (USPS)
49009024 SUS Senior Executive Service
University of South Florida
49005000 Agency Administrator
49005021 SUS Administrative & Professional (A&P)
49005022 SUS General Faculty
49005023 SUS University Support Personnel System (USPS)
49005024 SUS Senior Executive Service / Florida Gulf Coast University
49009500 Agency Administrator
49009521 SUS Administrative & Professional (A&P)
49009522 SUS General Faculty
49009523 SUS University Support Personnel System (USPS)
49009524 SUS Senior Executive Service
New College of Florida
49005500 Agency Administrator
49005521 SUS Administrative & Professional (A&P)
49005522 SUS General Faculty
49005523 SUS University Support Personnel System (USPS)
49005524 SUS Senior Executive Service

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