Section I: Employee Information - Complete on Each EAF

a

MSU ID Number (or Social Security number for new hires)

• The official Social Security number is required only for new hires.

• When processing the EAF for existing employees, use the employee's nine-digit MSU ID Number.

• The "888" numbers generated in some student groups are not valid Social Security numbers. Employees cannot be placed on payroll without a valid Social Security number.

Name

Provide employee's first, middle and last name as it appears on the Social Security card and other official documents.

Title(s)

List all titles held by the employee.

• Director and Professor

• Instructor and Assistant Director of Bands

• Extension 4-H Agent II

The title on the EAF should match the title in the Position Approval Request Form and the letter of offer.

Home Org. Name

The name of the department/unit administratively responsible for the employee.

Home Org. Number

The six-digit organization code for the department that is administratively responsible for the employee.

Time Sheet Org. Name

The name of the department/unit on whose payroll voucher this employee should be listed.

Time Sheet Org. Number

The six-digit organization code of the department on whose payroll voucher this employee should be listed.

Check Address

Location for the employee check to be sent, which will be one of the following:

• Campus mail stop for all on-campus locations, or

• Departmental postal address for all off-campus locations

Note: For on-campus employees, give the mail stop of the employee's department. For off-campus locations, provide the Postal Service mailing address. Provide one of these addresses even though the employee may chose direct deposit for their pay (Direct Deposit Authorization).

b

FTE: Full-time equivalent, or FTE, is a simple measurement of the scheduled time worked by each employee in relation to the established work week. At MSU, the established work week is 40 hours, based on state law. An employee working 20 hours per week on a regular basis would be an 0.50 FTE.

Full-time

Action: Check this box if the employee has been hired to work the equivalent of a 40-hour work week. A 9-month employee would be full-time if they have been hired to work 100% of the work week, even though they do not work three months of the year. The percentage of time for which the employee is hired must be included in the letter of offer.

Part-time

Action: Check this box if the employee is scheduled to work less than 100% of a 40-hour work week. List the exact percentage of the work week for which the employee was hired. This should match the letter of offer.

9-month

Action: Check this box if the employee will work a 9-month year. This is typically a faculty employee; however, some non-faculty employees, such as graduate assistants, work a 9-month year. The letter of offer should state that the employee is a 9-month employee.

12-month

Action: If the employee will work a 12-month year, check this field. The letter of offer should state that the employee is a 12-month employee.

Rate of Pay

Action: List an annual or hourly rate, as appropriate. This amount should match the letter of offer.

Go To►►►

Section II: Transaction Information

c

Effective Date of Action

List the date on which this action will be effective.

d.

Check type of action: After a letter of offer has been extended to and accepted by the employee, the department/unit is responsible for submitting an EAF and other employment documents through the appropriate administrative channel. The Payroll Schedule includes due dates for EAFs.

New hire

Action: Check this field if this is the employee's first time appointment to any unit at Mississippi State University. This employee has never worked for any MSU department or unit.

Rehire

Rehire of retiree

Action:

• Check this field if this is the employment of an individual formerly employed by any university unit.

• Complete PERS form 4(b) and submit it with the EAF.

• If this retiree retired during the 2002 Retirement Incentive, a letter signed by the unit's vice president authorizing the rehire must be attached with the EAF.

Reappointment/extended appointment

Transfer from another department

Action: Check this field if this is the employment of an individual from another MSU unit/department without a break in their employment.

Transfer from another state agency

Action:

• Check this field if this is the employment of an individual from another agency or public school of the state of Mississippi.

• List the name of the agency from which the employee is transferring.

Sabbatical Leave (full pay)

Resources:

• Sabbatical Leave for Faculty Members of State IHL 13.06
• Faculty Handbook (see Section IV, Q)

Definition: Sabbatical leave is granted to faculty for the purpose of professional improvement.

Sabbatical Leave (partial pay)

Resources:

• Sabbatical Leave for Faculty Members of State IHL 13.06
• Faculty Handbook (see Section IV, Q)

Return from leave

Action: Check this field to bring an employee back on payroll who has been out for a sabbatical or long-term leave of absence. The EAF is not required for a short-term leave of absence.

Status change

Action: Check the appropriate field if the EAF is being completed to make a Status Change (Section III).

e

Type Appointment

Regular

Action: Check this field if this is a regular full-time employee who is scheduled to work one-half time or more (50% time or greater) and where positions are expected to be active for more than four and one-half months.

Resource: Hiring Tool Kits

Time-limited

Action: Check this field if this is an employee who is regularly scheduled to work full-time or part-time and whose position is expected to be active for a specified period of time, more than four and one-half months, but not to exceed one year.

Resource: Hiring Tool Kits

Student

Action: Check this field if this is an employees whose work assignment is secondary to their pursuit of academic goals or objectives and who is enrolled as either undergraduate or graduate students of Mississippi State University.

Note:

• A high school graduate who has not yet enrolled at MSU can be hired as a temporary or intermittent employee, but not as a student worker.

• An MSU student who was enrolled during the spring semester and for the following fall semester may be hired during the intervening summer months as a student worker.

Resource: Hiring Tool Kit, Student Workers

Graduate Assistant

Action: Check this field if this employee has been granted a graduate research, teaching, or service assistantship on an nine- or twelve-month basis. Individual academic and non-academic departments/units are responsible for award decisions, the duties and responsibilities, stipend rate and work schedule.

Resource: Hiring Tool Kit, Graduate Assistant

Temporary

Action: Check this field if this employee will be regularly scheduled to work full-time or part-time and their position is expected to be active for a period up to, but less than, four and one-half months.

List the beginning and ending date for the period of employment. The ending date will terminate the employee automatically, eliminating the need for separation paperwork.

Resources:

• Hiring Tool Kit: Temporary Position: All EEO Groups

• HRM 60-102, Employment Status

Intermittent

Action: Check this field if the employee is appointed to a position that has sporadic work periods, such as parking attendants. The intermittent cannot work more than 1040 hours during the fiscal year.

All intermittent EAFs must be requested anew each fiscal year.

Resource: Hiring Tool Kit: Intermittent Employment

Go To►►►

Section III: Status Changes

f

Check appropriate type of change

Title

Action: If the employee's title is changing, list old and new titles in "From" and "To" fields. Attach approval documents supporting the change.

Name

Action: If the employee's name has changed, list old and new names in "From" and "To" fields. Attach a copy of the new Social Security card. The new name will be used on all university documents.

Position Number

Action: If the employee's position number is changing, list old and new position number in "From" and "To" fields.

Pay

Action: If the employee's rate of pay is changing, list old and new pay amount in "From" and "To" fields. Attach approval documents supporting the change.

FTE

Action: If the employee's FTE is changing, list old and new FTE rates in "From" and "To" fields.

g

Leave of Absence Without Pay

Long-term leave of absence (without pay)

• Check this box if the employee (either exempt or non-exempt) will be on an extended leave of absence without pay and no payroll check will be issued for one or more semi-monthly pay periods.
• An Application for Leave of Absence Without Pay form should be completed and attached to the EAF.
• An EAF marked Return from Leave (Transaction Information in Section II) is required to place the employee back on active payroll status.

Short-term leave of absence (without pay)

• Check this box if an exempt employee will be on leave without pay, but will still receive a paycheck with the hours reduced by the number of hours taken as leave without pay.
• Record the Beginning Date and Ending Date
• Complete the Number of Hours Used.
• An Application for Leave of Absence Without Pay form should be completed and attached to the EAF.

Note: An EAF is not required for a short-term leave of absence for a non-exempt employee. The employee completes an Application for Leave of Absence Without Pay for the number of hours they are absent. The department uses the earn code DOC to reduce the employee's pay for the current pay period by the number of hours taken as leave without pay.

Definition: To be exempt means that an employee's job meets the test criteria for an executive, administrative, faculty, or professional exemption and the employee is not covered by the Fair Labor Standards Act (FLSA). The employee does not receive extra compensation for overtime hours worked.

h

Check type of separation: When an employee is ending their employment at MSU, complete Sections I, II, III, and IV - Position # and Account Name, including Fund, Org. Account, Program, and Activity (if applicable). A letter of resignation from the employee, or a letter of discharge should be attached to the separation EAF.

Transferring to another department

Resignation

End of appointment

Position discontinued

Retirement

Layoff

Death

Involuntary Separation

Go To►►►

Section IV: Accounting Distribution

An employee may have more than one accounting distribution. For example, an employee's pay may come from more than one source, such as one part from University, one part from Research, and one part from Agriculture.

Position # & Suffix

Account Name

Fund, Org, Account, Program, Activity

Position Class #

Semi-monthly or Hourly Rate

Annual Rate

• The amount in the letter of offer.
• The Rate of Pay in Section I of the EAF

Workload %

Example:

Balance to be Paid (Optional)

Go To►►►

Personal Demographic Data

The information collected on the Personal Demographic Data form is requested by the University to comply with Federal and State statutes, administer its programs, or otherwise conduct business as an institution. There are two sections. One is to be completed by the employee. The hiring unit will complete the Teaching Credentials section, where applicable. The completed form is returned to Human Resources Management, Mail Stop 9603 (Box 9603), Mississippi State University 39762.

Go To►►►

Last modified June 12, 2005

Technical problems, contact the Help Desk.