MSU Human Resources - PAN Form Manual

Instructions for Completion of Restrict Code and Directory Print Information

This information provides a description of the MSU Personnel Action Notice (PAN) including procedures for completion, personnel action codes, leave of absence codes, termination codes, routing, and a data reference guide. This information is intended to assist departments in initiating personnel actions and maintaining accurate staff records. Questions regarding the PAN form and these instructions should be referred to Human Resources Records, 120 Nisbet Building, 353-4330.

The Personnel Action Notice (PAN) is a "turnaround" document designed to enact many different personnel actions. Each time a transaction is submitted to Human Resources Records, the appropriate information is entered into our on-line computer system, which creates a new PAN form that is returned to the department. The newly created PAN form should be verified for accuracy when it is received.

Examples of personnel actions initiated with a PAN form are terminations, promotions, transfers, leaves of absence, changes in funding, etc. For a complete listing, refer to the table of Personnel Action Codes.

The PAN form consists of a series of data elements that make up the employee's record. Each data element is contained in its own "block." It is divided into squares that indicate the number of spaces available for letters and/or numbers.

When initiating a personnel action, it is only necessary to change those data elements that are affected by the action. Always use the most recent PAN form available, according to the Date Printed. Enter the new information in the data area for each element. Do not cross out or obliterate the previous printed information. Review each data element on the PAN form to determine whether it must be changed. All personnel actions require an Effective Date, a circled Personnel Action, a change to at least one data element, and approval by an authorized representative. Briefly, these are the steps to follow to complete the PAN form:

Determine the Effective Date of the impending action. Generally, this is the first date that the new assignment or data change takes effect.
Determine the exact nature of the change and identify the appropriate Personnel Action Code.
Review the data elements, line by line, on the PAN form, and enter the new information. Many actions will require that only one or two elements be changed.
Prepare supporting documentation required for merit or special wage increases.
Obtain employee's signature whenever possible.
Obtain authorized departmental signatures. Always obtain the signatures of the employee's current department. Then: (1) if the action involves no other department, forward the original copy of the PAN to Human Resources Records. Keep one copy for the department's records and give one to the employee when appropriate and (2) if the action will affect another department (example: employee transfer), retain 2 copies of the PAN, one for the department and one for the employee. Forward the original to the new department for signatures. The new department will then send the original copy of the PAN to Human Resources/Records when it is complete, and retain one copy for its records.
After the change has been entered into the employee's record, a new PAN form is generated and returned to the department. It should be verified immediately to be certain the record is correct. Occasionally it may be necessary to enter two transactions with separate effective dates on one PAN form. It is possible to do so by numbering the dates and personnel actions in sequential order.

DATA REFERENCE GUIDE

The following serves as an alphabetical reference guide to the PAN data areas and includes the Data Name, Definition, Type and Length. The Type and Length of the data element are located in parentheses at the end of each definition. The type of data may be Alpha (letters), Numeric (numbers) or Alpha/Numeric (a combination of letters and numbers). The length of a data area indicates the number of character spaces reserved on the PAN form and in the computer's memory for the data name. The data name may not exceed the specified length. All dates should be entered in the form of month/day/year, for example 05/23/2004.

Data Name	Definition
ACCOUNT #	University assigned account number providing funds for this employee (numeric, 6cc)
ACCOUNT %	Percentage of employee's salary paid from a given account; total of all account percentages must equal 100; may specify by tenth of a percent (i.e., 62.5%) (numeric, 3cc)
BIRTH DATE	Date of birth; requires documentation to change (numeric, 8cc)
CITIZEN	U.S. citizenship status: code as either Yes, No, or PR (permanent resident) (alpha, 3cc)
COMMENT/EXPLAIN	Use to further describe Personnel Action being processed
COUNTY	County where position is located; used for off-campus employees only; see table of county codes (numeric, 2cc)
PRIMARY DEPT NAME	Official department title corresponding to University Common Unit code (alpha, 18cc)
PRIMARY DEPT #	Department number corresponding to University Common Unit code (numeric, 5cc)
DATE PRINTED	Computer-generated date that indicates when employee's record was changed; may not be changed by user (numeric, 8cc)
DUAL DEPT	University-assigned department number(s) having dual responsibility for this position and employee; a total of four dual departments are possible, not including primary department (numeric, 5cc)
DUAL POSITION #	Position number(s) associated with dual department number(s) (alpha/numeric, 4cc)
EFFECTIVE DATE	Beginning date for which personnel action is effective; specify month, date, and year, such as 08/02/2004 (numeric, 8cc)
EMPLOYEE GROUP/LEVEL	1st character: Group, Union or Association to which employee belongs (alpha, 1cc) 2nd and 3rd character: employee's grade level (see coding table) (numeric, 2cc)
EMPLOYEE %	Percentage of time employee works in this department (numeric, 8cc)
EMPLOYEE RATE	Employee's current actual wage (salary or hourly); salaries are prorated for less than full-time service (numeric, 8cc)
EMPLOYEE TITLE	Employee's official classification title (alpha/numeric, 18cc)
EMPLOYMENT DATE	May be changed for purpose of correction only; represents date of University employment; termination and later return changes date unless employee's service is bridged; bridging restores previous employment date (numeric, 8cc)
EMPLOYMENT %	Sum of total employment at University (numeric, 4cc)
ENDING DATE	Final date when personnel action is effective; specify month/day/year such as 01/09/2004; use 99/99/9999 if there is no specific ending date (numeric, 8cc)
DISABILITY	As of March 2008, Disability Status is no longer updated on the PAN Form. Each individual is responsible for updating his or her status in the Disability and Veteran Self Identification System. This system is available through eHR at www.hr.msu.edu .
HIGHEST DEGREE	Highest educational degree obtained (see coding chart) (alpha, 3cc)
JOB GROUP #	Computer-generated code associated with employee's classification title and level; may not be changed by user (alpha/numeric, 4cc)
LAST DAY WORKED	Actual date employee last worked; used with Leaves of Absence and Terminations (numeric, 6cc)
LEAVE OF ABSENCE	Type of leave: computer-generated when employee's record is updated; may not be changed by user (alpha/numeric, 10cc)
NAME	Name (last, first, middle) as it appears on employee's Social Security card; to make change, include copy of new Social Security card (alpha/numeric, 30cc)
OTHER CAMPUS ADDRESS (Actual Work Location)	Alternative room number and building name in which employee is located part of the time; for off-campus employees, contains city, state, and zip code of primary department (alpha/numeric, 22cc)
OTHER OFFICE PHONE	Alternative phone number where employee may be reached during working hours; if area code is not 517, enter area code in Comment/Explain section (numeric, 7cc)
PERSONNEL ACTION	Computer-generated, resulting from most recent action entered on employee's record (alpha/numeric, 10cc)
POSITION #	Number assigned to position employee occupies in primary department; a Z at end of number indicates terminated employee (alpha/numeric, 4cc)
POSITION %	Percentage of time for which this position is established (numeric, 4cc)
POSTING #	This field is not used to make manual PAN form changes. Transfers are handled via COMPASS. (alpha/numeric, 8cc)
PRIMARY CAMPUS ADDRESS (Business Mailing Address)	Room number and building name in which employee is located during working hours; if off campus, number and street where employee works (see Other Campus Address for remainder of off-campus mailing address) (alpha/numeric, 22cc)
OFFICE PHONE/EXTENSION	Phone number at which employee may be reached most of the time during working hours; will print extension if applicable; if area code is not 517, put area code in Comment/Explain section (numeric, 7cc)
ETHNICITY	Ethnic designation (numeric, 1cc): 1 - Black (not of Hispanic origin) 2 - Asian or Pacific Islander 3 - Hispanic 4 - American Indian or Alaskan Native 5 - Caucasian or Other Documentation is required if changing
GENDER	M = Male F = Female; documentation required if changing (alpha, 1cc)
SOCIAL SECURITY #	Social Security number, as it appears on employee's Social Security card; a copy of new Social Security card is required to change (numeric, 9cc)
SPECIAL ASSIGN CODES	Type(s) of special assignment employee is fulfilling (up to 4 codes allowed) (see table of codes) (alpha/numeric, 8cc)
STATUS	Employment relationship with University (alpha, 5cc) Coding - REG = regular TEMP = temporary CALL = on-call
SUPERVISING DEPT	Common Unit Code number of department primarily responsible for position and employee, and where employee receives supervision (numeric, 5cc)
TERMINATION CODE	Computer-generated when employee's record is terminated; may not be changed by user (alpha/numeric, 1cc)
VETERAN STATUS	As of March 2008, Veteran Status is no longer updated on the PAN Form. Each individual is responsible for updating his or her status in the Disability and Veteran Self Identification System. This system is available through eHR at www.hr.msu.edu .

PERSONNEL ACTION CODES

Code	Personnel Action	Purpose
CA	ADDRESS CHANGE	To change a home or work mail address and/or phone number please visit the faculty, staff, retiree address system on the web at fsrs.msu.edu.
A1	APPOINTMENT	To hire a new University employee into a vacant position; processing of new employee's employment papers is initiated by Human Resources Employment
C1	CHANGE FUNDS	To change employee account funding information
C4	CORRECTION	To correct employee information from previous personnel actions; requires explanation of correction in Comment/Explain area of PAN
E1	DEMOTION	To change employee to a position/level with lower maximum salary range; there may or may not be a decrease in employee's salary; new salary is determined by department with prior approval of Human Resource Services
E4	EMPLOYEE EXTENDED	To extend employee's duration of employment; for example, Off-Date (A-P), Date Certain (1585), Project Technicians (CTU-MSU), etc.
E2	EMPLOYEE % CHANGE	To increase or decrease percent of time employee is employed; for example, from 100% (full-time) to 50% (half-time), etc.
E3	EMPLOYEE TITLE CHANGE	To implement authorized change in employee's assigned classification title when level remains the same; requires submission of request to reclassify position
L1	LAYOFF RETURN	To implement recall of employee from layoff to active employment status
L2	LEAVE/ABSENCE	To grant employee time off without pay; may require documentation; circle appropriate leave code
L3	LEAVE EXTENSION	To extend duration of Leave of Absence without pay; may require documentation (see appropriate collective bargaining agreement for more specific information)
L2L	LEAVE LAYOFF	To implement layoff
L4	LEAVE RETURN	To implement return of employee from Leave of Absence
C3	MISCELLANEOUS	To implement personnel action not explained by any other designation
E7E2	MULTI - FROM	To remove employee from a multi-assignment
E8E2	MULTI - TO	To put an employee on multi-assignment
C2	NAME CHANGE	To enter legal name change on employee's records; requires a copy of new Social Security card
P1	POSITION DOWNGRADED	To indicate change of employee's existing position to a lower level; generally used in conjunction with another personnel action code (Demotion - E1); requires submission of request to reclassify position
P8	POSITION FROM DUAL	To indicate change in funding from two or more General Fund or Ag Experiment Station accounts, thus position is no longer considered dual
P7	POSITION TO DUAL	To indicate change in funding to two or more General Fund or Ag Experiment Station accounts
P5	POSITION UPGRADED	To indicate change of employee in/to an existing position which has been upgraded to be higher grade level; generally used in conjunction with another personnel action code (Promotion - E5); requires submission of request to reclassify position
E5	PROMOTION	To change employee to position/level with higher maximum salary range
A2	REAPPOINTMENT	To rehire previous University employee who is returning within 12 months of his/her termination and is eligible to receive credit for past service; processing of employee's employment papers is initiated by Human Resources Staffing Services
A4	TERMINATION	To terminate employment relationship between employee and University; circle appropriate termination code
T1	TRANSFER	To transfer employee to position/level with equivalent maximum salary range
T2	TRANSFER TO ACAD	To transfer employee from University Support Staff Employment to Academic Employment System
T5	TRANSFER PERS & POS	To transfer both an employee and a position from one department/unit to another
T6	TRANSFER TO REGULAR	To transfer employee from temporary or on-call employment status to regular employment status after posting requirements have been met
W	WAGE ADJUSTMENT	To change employee's wages/salary; requires documentation for merit, special and equity increases
W3	WAGE EQUITY	Requires documentation
W4	WAGE MERIT	Requires documentation
	OTHER	To implement personnel action not explained by any other designations; requires explanation of action in Comment/Explain area of PAN or in separate memo included with PAN

LEAVE OF ABSENCE CODES

An employee may be absent from work for up to 10 consecutive days without pay with no formal personnel action required. The unpaid time should be reported on the Monthly Attendance Report. Beyond 10 days, the employee may be put on a Leave of Absence if eligible. The individual bargaining unit contracts should be consulted for information on the types of leaves available and eligibility requirements for each group.

Once it is determined that an employee is eligible, the Leave of Absence is subject to approval by Human Resource Services. Leaves of Absence will be approved when the department is holding the employee's position for his or her return. Departments are strongly encouraged to hold positions whenever possible through the use of temporary staff.

The PAN should be submitted in advance of the employee's last day of work in order to permit sufficient time for approval. Circle the Personnel Action Code for Leave of Absence (L2) and the Leave Code to indicate the reason. Below are the Leave Codes with an explanation of when they should be used.

Code	Reason	Explanation
7	CHILD CARE	To care for a child when: employee is parent or designated guardian, evidence is provided that child needs special care only parent or guardian can deliver, and such special care requires absence from work; requires documentation from physician
B	CO-SABBATICAL	To accompany spouse on University reassignment from MSU
9	EDUCATION	To continue employee's education; requires letter of acceptance and approval by Director of Human Resources
D	EXTEND DISAB	Sickness or bodily injury which is expected to result in total disability as defined in LTD Master Contract; EDL must be authorized by Benefits office (EDL not to exceed 6 months from last day of active work)
A	EXTEND VAC	For prolonged vacation period beyond accrued vacation credits
6	FAMILY ILLNESS	Serious illness or incapacity of member of employee's family
P	FLEX LEAVE	Used when position has been designated as flexible appointment (actively employed less than 12 months/year) to place employee on leave for 1, 2, or 3 months
O	FMLA	For limited period of time (see FMLA Guide for details)
1	LAYOFF	To place employee on layoff status
E	LONG TERM DISA	Sickness or bodily injury, approved by carrier as "total disability," authorized by Benefits office (following 6 months of continuous disability)
8	MATERNITY	For childbirth
2	MILITARY	Entry into active service through Selective Service, voluntary enlistment, or membership in National Guard or reserve component in Armed Forces of U.S.
M	MUTUAL AGREEMENT	An accommodation agreed to by employee and employer, where employee's position is being held by department
G	SETTLE ESTATE	For legal resolution or settlement of an estate
5	SICKNESS	Personal illness or incapacity; if a projected long-term illness, contact Benefits office
U	SUMMER MUTUAL WITH BENEFITS	Mutual agreement leave for 1, 2, or 3 months while benefits continue
F	SUSPENSION	Employee removed from payroll for specified amount of time as disciplinary action
3	OTHER	Any reason not explained by another leave code; requires approval by Director of Human Resources

ADDITIONAL CODE NOT LISTED ON PAN FORM

LOA/RETIREMENT

Indicates Leave of Absence culminating with official University retirement; must be approved in advance by Benefits office

TERMINATION CODES

To specify the reason for a termination the appropriate Termination Code must be circled on the PAN. The following explains the Termination Codes and how they should be used.

Code	Reason	Explanation
I	DECEASED	Death of employee (department must also notify Benefits)
K	DISCIPLINARY	Discharge of employee for cause; is usually result of progressive discipline; requires approval by Employee Relations office
G	EDUCATION	To continue employee's education
M	EXCESS ABSENCE	Employee has exceeded an acceptable limit of absence or tardiness; for example: absence for three consecutive days without notifying supervisor is considered voluntary termination
Y	FAMILY CARE	To provide care to member of employee's family
N	INABIL TO DO WORK	Unsatisfactory work performance; is usually result of progressive discipline for non-probationary employees
D	LEAVING AREA	Employee is moving out of greater Lansing area
Z	LONG-TERM DISAB	To terminate employee no longer eligible for Long-Term Disability Leave of Absence (two years from last day worked) although employee continues to receive Long-Term Disability benefits
H	MILITARY	Entry into active service through Selective Services, voluntary enlistment of membership in National Guard, or reserve component in Armed Forces of U.S. when employee elects not to seek Leave of Absence
V	NO RETURN L/A (NO RETURN LEAVE/ABSENCE)	Employee elects not to or fails to return from Leave of Absence
W	NO RETURN L/O (NO RETURN LAYOFF)	Expiration of recall rights or failure to accept recall from layoff
B	OTHER EMPLOYMENT	Employee has accepted other employment
X	REDEMPT WC (REDEMPTION WORKERS COMP)	Relinquishment of Workers' Compensation benefits without eligibility for return
O	REDUCTION IN FORCE	Removal of employee from University payroll without eligibility for recall; to be used only where layoff provisions do not apply
C	SICKNESS	Personal illness or incapacitation when employee elects not to seek Leave of Absence
S	SICK PAYOFF @ AGE 65	Voluntary termination for full-time employee who does not meet minimum University retirement requirements, but has attained 65 years of age, and has at least five years of full-time service; a percentage of unused sick leave may be paid to employee
U	TEMP POSITION