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Using a Blank PAF for Transfers

PAF example

The numbers in the following instructions correspond with numbers on the preceding sample form.

The CURRENT department should only complete the following information:

1. Action Enter the action of "TRANSFER"


6. EmpID This can be found on the employee's timesheet, if non-exempt, or on the exempt leave accrual utilization report or the labor distribution report.
7. Rec# This is required. If you are unsure of the Record #, contact HRRM or Medical Payroll for assistance.
8. Date Enter the date the form is being completed.
9. Name Fill in the individual's full name - Last, First, Middle. Middle initials are acceptable. Use only the legal name. Do not use nicknames.
11. Position Number Fill in the individual's current position number.
12. Job Entry Date Fill in the date the individual began employment in the current position, in a MM/DD/YYYY format. This may be the same as the hire date, but may be the date of the most recent promotion or transfer. If you are unsure of the job entry date, contact HRRM or Medical Payroll for assistance.

Obtain appropriate signatures on PAF through usual approval channels in the CURRENT department. Copy the partially completed PAF Turnaround Document and retain for departmental records. Send the original PAF Turnaround Document to the employee’s NEW department as soon as possible.

The NEW department should enter the following information for the transferring employee (this might be the same department for a transfer within a department):
2/3. Reason/Comment

Select one of the following reasons for the transfer action:

  • Employee Request
  • Manager Request
  • Promotion
  • Reorganization
  • Transfer to Affiliate (affiliate must be on HR/Payroll System; otherwise, process as a Termination-Transfer to Affiliate - see section on Termination
4. Home Dept ID Enter the 6-digit home department ID # for the approving authority. The home department title may be listed in the space to the right of this field. More information on home departments may be found in Appendix i, Tables, and on the HRS Website.
5. Initiator Phone Enter name and phone number of the person completing the form. The initiator and the approving authority may not necessarily be the same person.


13. Effective date Enter the date the individual is to begin employment in the new position in a MM/DD/YYYY format.
14. End date This field should be left blank, except in cases of students or SA faculty (please see Special Topic IV, Student Employment or Special Topic II, SA faculty, as needed).
16. VMG Check this box only if the employee is a participating member of the Vanderbilt Medical Group (VMG). Checking this box will initiate an action to create two separate positions for the VMG member: one academic appointment and one clinical position.
17. VU Budget # This field is used as a cross-reference for positions on the University Central budget system. The Associate Provost Office or the Office of Accounting will enter this number, if applicable.
18. Position number Enter the position number to which the individual is transferring.
19. Job Code Enter the 4-digit number indicating the classification of the position to which the individual is being assigned. The job code must match that of the approved position, which appears on the Position Management Form. The job title may be noted in the space to the right of this field. Information on job codes may be found in Appendix i, Tables, and on the HRS Website.
20. Home Dept ID Enter the 6-digit numerical home dept ID #.The home department must match that of the approved position. The home department title may be listed in the space to the right of this field. Information on home departments may be found in Appendix i, Tables, and on the HRS Website.
21. Pay Group The pay group must match that of the approved position. The pay group description may be listed in the space to the right of this field. More information about pay groups may be found in Appendix i, Tables, and on the HRS Website.
22. Mail Drop Used to change where timesheets and paychecks or advices for the individual will be sent. For University departments, the mail drop code is the last 5 digits of the home department ID. For Medical Center departments, contact Medical Payroll for assistance if you do not know the mail drop code.
23. Standard Hours

Normal number of hours the employee is scheduled to work each week (maximum 40 hours per week). The standard hours should be consistent with the position full/part-time status. Job data standard hours must be 30 or more and full-time regular status for benefits eligibility. Changes to the full/part-time status of a position occur via the Position Management Form (see Section B) and a Personnel Action Form.

24. Standard Shift

Defaults to 1 (Day Shift). Enter2 (Evening), or 3 (Night), if applicable.


25. Comp Frequency Enter the frequency at which the employee’s new compensation will be quoted: Hourly, Monthly . The frequency must match the pay group and job class. An employee will be paid at an hourly rate on a weekly or biweekly cycle if the position is in a non-exempt pay group. Likewise, an employee will be paid monthly if the position is in an exempt pay group.
26. Comp Rate

Enter an hourly or monthly rate consistent with the compensation frequency entered in the previous field.

For benefits only faculty and staff, enter a compensation rate of $0. "Benefits only" faculty and staff are paid by sources outside Vanderbilt, but are still covered under Vanderbilt's benefits program. Contact the Benefits Office for more information.

27. Benefits Salary Normally this field should be left blank and it will default to the annualized compensation rate. However, if the benefits base differs from the above annualized compensation rate (e.g., for faculty or staff with benefits only, or VUMC/VA appointments), enter the amount here. For more information on when this field might be used, see Special Topic II, or contact Medical Payroll if unsure.
28. Shift 2 / Shift 3 Used to change the applicable shift premiums. These fields must be completed with the appropriate shift rates in order to receive shift premiums.


Note: This section is only required if the new employee is a non-exempt employee that will be utilizing the Matrix Time & Attendance system (card swipe time readers). For more specific information about Matrix, refer to the Matrix Supervisor Training Guide, or call Medical Payroll.

31. Supervisor EmpID

Enter the PeopleSoft EmpID for the specific supervisor who will review and edit time recorded in Matrix. This information is required for employees who work within a home department that has multiple supervisors verifying time.

32. Supervisor Name Enter the name (Last, First) of the specific supervisor who will review and edit time recorded in Matrix. Note that individuals designated to approve Personnel Action Forms should be approved through separate signature authorization processes.
33. Reader Numbers 1-5 Enter the reader numbers for the locations (up to five readers) at which this employee will record time worked. Reader numbers are listed in the Matrix Supervisor Training Guide.
34. CCode Enter the classification code in accordance with the Matrix time and attendance system. This is a 4-digit code used to designate meal breaks, automatic holidays, scheduled hours, call back, and security at the employee level.
35. Shift Bndry Enter the shift boundary for Matrix time and attendance purposes. The majority of staff fall within the Hospital shift boundary of "1". Additional shift boundaries are listed in the Matrix Supervisor Training Guide.
36. Fixed Dist Enter a "Yes" or "No" to identify whether the employee has a fixed distribution for hours worked. The center numbers will be obtained from the PAF earnings distribution.


37. Center Number Enter the center number(s) to which salary should be charged for the employee for this particular position only. If the employee's salary is distributed between more than five centers, attach an additional sheet.
38. Job Code Enter the job code for the charges to each center. If the employee has only one job, this generally matches the job code in Field 19.
39. Percent Enter the percent of the employee's time that should be charged to each corresponding center. The percent must total 100%.
Enter the salary distribution for the employee's for this particular position only. Whether there are one or multiple centers, be sure the percent totals 100.


40. Cost Sharing When a funding source pays for less than the actual percentage of effort devoted to a project, the difference between the amount paid and the amount of effort expended is "cost shared" to another center. For example, if a professor devotes 50% of her time to a research grant that funds only 30% of her salary, the other 20% of time she spends on the research grant is funded by or "cost shared" to another center. When this happens, enter the appropriate center to be charged cost share distributions as recorded in the Employee Distribution to correspond with any cost share job code.


41. Effort Certification Not required.
Obtain signatures as required, through your usual approval channels.