• Q: When do I need to prepare a Personnel Action Request (PAR)?

    PARs are needed at different times depending on the type of employee and the hiring term based on the following:

    • Administrators - Hired until terminated/non-renewed; need a PAR when hired and when terminated/non-renewed. 
    • Bi-weekly Staff - Hired until terminated/non-renewed; need a PAR when hired and when terminated/non-renewed.
    • Casual Labor - Hired until no longer working in same department; need a PAR when hired by a department and when leaving employment of a department (for both hourly and monthly). 
    • Federal Work Study (FWS) - Hired for the summer term and for regular academic term (fall/spring); need a new PAR for summer and for the academic year; payroll inputs a terminating row when hired based on date entered by Financial Aid on PAR. 
    • Full-Time Faculty - Hired until terminated/non-renewed; need a PAR when hired and when terminated/non-renewed. 
    • Graduate Assistants/Graduate Research Assistants (GA/GRA) - Hired by the semester; need a new PAR every semester for hiring purposes; payroll inputs a terminating row when hired. 
    • Part-Time Faculty - Hired by the semester; need a new PAR every semester for hiring purposes; payroll inputs a terminating row when hired. 
    • Resident Assistants (RA) - Hired by the semester; need a new PAR every semester for hiring purposes; payroll inputs a terminating row when hired. 
    • Student Assistants (SA) - Hired until no longer working in same department; need a PAR when hired by a department and when leaving employment of a department (for both hourly and monthly).

    Additionally a PAR is needed when changing anything regarding an employee’s status such as employee type, department id, fund code, FTE (percent of full time), title, etc.

  • Q: Where do I find the instructions for completing a PAR? 
  • Q: Is an electronic copy of the form available? 

    Yes.  This is also located on the Budget Services website at: http://www.westga.edu/administration/business-and-finance/budget/budget-forms.php

  • Q: What are the due dates for Position Management/Payroll paperwork?

    Please visit Human Resources website for the Payroll Schedules http://www.westga.edu/hr/payroll-schedules.php

  • Q: Who needs to approve the PAR? 

    The approval level is based on the "Class" in "Employee Type" box on the PAR.

    Please refer to the “Approval” section of the PAR instructions found at: http://www.westga.edu/administration/business-and-finance/budget/budget-forms.php

  • Q: Do I need to put the social security number on the PAR?

    For current employees the ADP employee ID is preferred for security reasons.  However, for new hires, a social security number must be used.

  • Q: What effective date do I use on the PAR for hiring purposes?

    For employees paid every two weeks (biweekly), please use the FIRST day of the pay period that contains the date the student begins work.  In the ADP system, biweekly-staff pay periods always start on a Saturday. For employees paid monthly, please use the first day that they report to work in their new position.

  • Q: How do I know which type of employee is paid monthly versus biweekly?

    Please refer to the Pay Group chart link: Pay Groups Benefit Chart 3.7.14

  • Q: What is the "Action" on the PAR if I am rehiring a Federal Work Study student?

    Hire

  • Q: What determines what position number should be used?

    The position number is the primary data element or control used in budgeting salary and benefits. Each employee is assigned to a position number when hired.   Only positions numbers that have budgeted spending authority can be used to hire someone.  The type of employee designated by the pay group determines which position number should be used.

    Temporary hourly employees (students, casual labor), monthly casual labor employees, part-time faculty, and summer instructional faculty will have more than one employee assigned to the same position number.  These are considered “Lump Sum” positions.

  • Q: After the PAR is completed and all the required signatures are obtained, where do I send the PAR?

    Budget Services starts processing the PAR first.  Please send all completed and approved PARs to Budget Services.