EPA PERSONNEL ACTION, FORM PD-7

Human Resources Section (HRD)

PROCEDURE 4

Effective Date: 07/01/2004

Last Modified Date: 07/07/2004

General

The EPA Personnel Action, Form PD-7, is the document used to process all personnel actions for employees who are exempt from the State Personnel Act (referred to as EPA).

Responsibility

The initiating department is responsible for the timely and correct preparation of Form PD-7 for each EPA personnel action. The department obtains the appropriate approval signature(s) of the administrative heads(s) of the originating unit, and of other unit(s) when joint action is involved.

Purposes

The following are the purposes of Form PD-7:

• Provide accurate and timely payrolling of EPA employees
• Record all decisions regarding appointments, promotions, terminations and other changes affecting the rank, status, and salary of EPA employees
• Support data required for internal and external reporting

Specific Uses

Form PD-7 is used to effect the following actions:

• New Action—Individuals must not be currently active on the payroll. Types of actions may include the following:
  • New employee
  • Transfer from another State agency
  • Reemployment (prior calendar year)
  • Summer School pay (visiting faculty)
  • One-time payment (if the individual is not already on the payroll)
• Change Action—Individual must be currently active on the payroll. Types of actions may include the following:
  • Reemployment (this calendar year)
  • Summer School pay (UNC–Chapel Hill faculty)
  • Salary increase/decrease
  • Supplemental pay (other than one-time payment)
  • One-time payment (if the individual is already on the payroll)
  • Miscellaneous change
  • Correction
  • Change in salary distribution
  • Extension of appointment
  • Change in rank/tenure
  • Departmental transfer
  • Leave of absence
  • Off-campus assignment
• Termination Action—Individual must be in an active or leave-of-absence status on the payroll. The only termination action is "end of employment."

Turnaround Concept

Each time a personnel action is processed, Administrative Data Processing automatically generates a "turnaround" PD-7. This form shows the employee's current information (in the shaded areas of the form labeled "FROM") and serves as the department's record of that employee's status. ADP sends the turnaround to the Payroll Department, which sends it to the originating department in the next pay cycle.

The originating department should carefully review each turnaround form on receipt to make sure that all data are correct.

When there is another change in the employee's status, the originating department may submit the changes on a PD-7 turnaround. Be sure to review the "FROM" data first to make sure that there have been no changes in the period between the turnaround form preparation and the current form initiation.

The turnaround PD-7 makes preparation of subsequent processing easier because current employee information is already pre-printed in the shaded areas of the turnaround form. The only information that needs to be entered is what is being changed. The new information is typed in the corresponding unshaded areas of the turnaround Form PD-7 labeled "TO."

Route Form PD-7 to the appropriate administrative office in South Building well in advance of the effective date of the appointment, in compliance with each division's review schedule.

Forms Submission Schedule

The Board of Trustees has regularly scheduled meetings every other month (February, April, June, August, October, and December) on the fourth Friday of the month. Form PD-7 must reach the appropriate administrative office in South Building approximately two months before the scheduled Board of Trustees meeting for approval.

The Board of Governors has regularly scheduled meetings during the months of January, February, March, May, June, July, September, October, and November on the second Friday of the month.

The Executive Vice Chancellor and Provost send schedules of the Trustees' meetings to deans and directors, along with the list of dates that PD-7 forms are due in their respective offices. The effective date for all actions presented to the Board of Trustees and/or Board of Governors for their approval must be a date subsequent to the date of the scheduled Trustees' and/or Governors' meetings at which these actions are reviewed.

To include the changes in monthly paychecks issued on the last working day of each month, Payroll Services must have received the approved Form PD-7 by the 10th of that month. Individuals who are on the EPA biweekly payroll are subject to the same biweekly pay schedule that is used for payrolling SPA employees.

Procedure Steps

The procedures for processing Form PD-7 are as follows:

1. The initiating department prepares Form PD-7 for each EPA personnel action, and obtains the appropriate approval signature(s) of the administrative head(s) of the originating unit, and other unit(s) when joint action is involved.

   For initial appointments, Form PD-7 must be accompanied by the following:

   • Recommendation letter from dean or director;
   • Form AP-2, Recommendation for Personnel Action;
   • Form AP-2a, EPA Credentials Verification and Selective Service;
   • Form AP-2b, Criminal Conviction Check;
   • Equal Opportunity statement;
   • Form I-9, Employment Eligibility Verification; and
   • Form IC-101, Payment Request for Foreign Visitor or Foreign Student, approved by International Student & Scholar Services, if the individual is a non-resident alien.
2. Approval signatures are obtained by the administrative head of the department(s) performing intermediate level review (e.g., dean of a school, vice chancellor) as appropriate.
3. Each Form PD-7 must be routed through administrative channels as follows:
   • Dean's Office
   • Executive Vice Chancellor and Provost
   • Chancellor's Office

   Depending on the appointment type, the PD-7 may require approval by one or more of these administrative offices and various advisory committees within these offices. The Dean's Offices and the Executive Vice Chancellor and Provost, upon completion of their review, retain their respective copies of the PD-7.

   At the Chancellor's level, the appointment may require additional approval by the Board of Trustees, the Board of Governors, and/or General Administration. The office recording final administrative approval will forward the remaining copies of each Form PD-7 and attachments (as appropriate) to the Employee Records Department, Office of Human Resources Administration.

4. The Employee Records Department receives and codes each form, as appropriate, for retirement system participation. This office is the central location where all approved Forms PD-7 from Academic and Health Affairs are sent. Each Form PD-7 is reviewed for accuracy, and a determination is made as to the employee's eligibility for benefits. A copy of Form PD-7 is retained by Benefits Program Administration, and the remaining copies are routed to the appropriate budget office.
5. Each Form PD-7 is routed through the appropriate budget office that is responsible for the approval of the commitments of funds. This responsibility is delegated as follows:
   • State Funds—Budget and Cost Analysis Office
   • Trust Funds—Trust Funds Office
   • Sponsored Research—Office of Sponsored Research

   The Payroll copy of Form PD-7 is then sent to the Payroll Office and the remaining copies are returned to Benefits Program Administration.

6. The Employee Records Department returns remaining copies of Form PD-7 to the Executive Vice Chancellor and Provost, and that office returns confirmation copies to the home department.

Reference

See the "Form PD-7 Instruction Manual," or contact the Executive Vice Chancellor and Provost's Office at 962-8322.

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