Budget & Payroll

20.02         Form 500 Personnel/Budget Action Request                                  Issued: May 18, 1998
                                                                                                              Updated: January 24, 2000

1.     Purpose of Form 500

        The University utilizes the Form 500 to effect all personnel related changes for non-student
        employment. Personnel related changes include the following:
 

2.     Form 500 Preparation

        The following guidance is provided to assist in preparing the Form 500.

        1.     Date ­ enter the date the form is prepared

        2.     Position title ­ enter the official title approved by the Office of Human Resources

        3.     Department - enter the name of the employing department

        4.     Current account balance ­ enter the current balance of the funding account

        5.     Cost of this transaction ­ enter the total cost (i.e. include benefits for local accounts)
                of the proposed action.

        6.     Balance after transaction ­ subtract item (5) from item (4) and enter amount.

        7.     Personnel ­ place and X or a check mark in the box next to the proposed action(s)

        8.     If pay increase ­ if a pay increase is recommended, place an X or a check mark
                next to the reason for the raise, enter the proposed effective date and enter the date
                and amount of the last pay increase received by this employee.

        9.     If new hire ­ if the recommended action is a new hire, place an X or a check mark in
                the box whether or not it was advertised, indicate the proposed employment date and
                beginning salary, and place an X or a check mark in the box indicating whether or not
                the recommended hire is a U.S. Citizen.

      10.    If not a U.S. citizen, please explain ­ if the recommended hire is not a U.S. Citizen,
               please enter a brief explanation of why you are recommending the hiring of a non-U.S.
               citizen and indicate their immigration status. [Note: If you don't know their
               immigration status you need to find this out to determine if they are eligible for
               employment by the University.]

      11.    Background and comments on personnel action request ­ please provide a brief
              statement explaining/justifying the recommended action.

      12.    If this personnel action is disapproved, what is the impact on the University­
               please provide a brief statement explaining the possible negative outcome of not
               approving the recommended action.

               Note: If the space provided for items (10), (11) and (12) is not sufficient, please
               attach complete responses to Form 500 and reference as appropriate.

      13.    Future funding ­ if the proposed action results in a permanent pay increase, please
               place an X or check mark in the box indicating whether or not your department has
               the necessary funding to sustain it.

      14.    Contact info ­ please enter the name and campus telephone number of the person
               you want contacted should a question arise regarding this Form 500 action.

      15.    Approval ­ the required officials sign on their respective lines.

      16.    PIN ­ please enter the Position Identification Number. For permanent (budgeted)
               positions, this is the five digit number (PXXXX) assigned by the B/P/P System; for
               temporary (wage) positions, this is a ten digit number (PXXXXXXXXX),comprised
               of the employee's social security number preceded by a "P".

      17.    Fiscal Year - please enter the fiscal year pertaining to the proposed personnel
               action.

      18.    ADLOC ­ please enter the current and recommended Administrative Location. The
               ADLOC is an 8-digit number comprised of the University's TAMUS Part number
               (05) followed by the account number of the person responsible for the position. The
               ADLOC is important because it determines who approves an employee's payroll.
               [Note: an employee cannot approve their own payroll.] The ADLOC for the
               employees of a department would be the account number of the department/budget
               head; the ADLOC for the department head would be the account of their immediate
               supervisor (e.g. dean, director, vice president, or president). [Note: the ADLOC
               can be different from the funding source account number.]

      19.   Effective Date ­ please enter the current and recommended effective dates of the
              position.

              Example:     Position currently titled Clerk I; Form 500 recommends retitling
                                 position to Clerk II effective June 1, 1998.

                                                            From     Thru

                                Current                 0901     0531
                                Recommended     0601      0831  

      20.   Annual Term Dates ­ please enter the current and recommended annual term
              dates. The two annual term dates are as follows:

                                                             From     Thru

                          9-month employee       0901     0531
                         12-month employee       0901     0831  

      21.   PIN T-Code - please enter the current and proposed title code of the position in
              question. The title code is a four digit code listed in the University's
              Classified/Non-Classified Pay Plan and/or on the letter from Human Resources
              authorizing the position.

                         Position                 Title
                         Title                      Code

                        Clerk I                     0002
                        Clerk II                    0003 

     22.    Position Action ­ please enter the two-digit code indicating the recommended
              position action (see item 40) on the recommended line.

     23.    Name ­ please enter the current and recommended employee names. If the position
              occupant is or will be vacant, please enter "Vacant".

     24.    SS Number ­ please enter the social security number of the current and
              recommended employees. If the position is or will be vacant, please enter
              999-99-9999 for the social security number.

     25.    Effective Date ­ please enter the effective dates of the current and recommended
              action. Note: These dates should be the same dates as entered in item (19).

     26.    From PIN ­ if the employee is being transferred in from another position, please
              enter the employee's previous PIN on the recommended line.

     27.    To PIN ­ if the employee is being transferred to another position, please enter the
              employee's new PIN on the current line.

     28.    Occupant Action - please enter the two-digit code describing the current and/or
              recommended occupant action (see item 41), as applicable.

     29.    Percent Effort - please enter the current and recommended percent effort of the
              employee.

                 Examples:         Full-time staff (40 hrs/wk)                 100%
                                         Full-time faculty (12 SCH/sem)          100%
                                         Part-time staff (20 hrs/wk)                  50%
                                         Part-time faculty (3 Sch/sem)              25%
            

                    For more guidance, on faculty, please see Attachment 1

     30.    Range/Step ­ please enter the range and step of the current and recommended pay 
              rate for classified positions (See Pay Tables in Classified/Non-Classified Pay Plan).
              For non-classified (faculty and professional) positions, this section should be left
              blank.

     31.    FTE Monthly or Hourly Rate ­ please enter the current and recommended hourly
              rates for temporary positions or the current and recommended monthly rates for
              permanent (budgeted) positions.

     32.    FTE Annual Rate ­ please enter the current and recommended estimated total
              wages to be paid for the recommended effective dates of temporary positions or the
              current and recommended annual salary for permanent (budgeted) positions.

     33.    Benefit Replacement Pay - Please indicate whether the person is eligible for
              benefit replacement pay. To be eligible, the person must have been employed with
             the State of Texas prior to September 1, 1995 and must be transferring from another
              state agency or returning to work within 12 months of their termination.)

     34.    Source - Requested Recommendation -- this section contains the information relating
              to the funding sources (accounts) and amounts.

     35.    Title Code -- please enter the four digit code pertaining to the recommended
              position.  Note: This should be the same number entered on the recommended line
              for item 21.

     36.    Period -- please enter the time frame the recommended action pertains to. Note:
              These dates should be the same as those entered on the recommended line for items
              19 and 25.

     37.    Source -- please enter the PVAMU's part number (05) and the PVAMU account
              that will fund the recommended action.

     38.    Percent Effort - please enter the percent effort for the referenced funding account.
              If there is more than one funding account, a separate line needs to be completed for
              each funding account.

     39.    Source Amount -- please enter the total amount obligated for the requested actions.
              This is calculated as follows:

                   Permanent (Budgeted) Position:                     Monthly Rate X No. of Months X
                                                                                        Percent Effort

                   Temporary (Wage) Position:                          Hourly Rate X No. of Hours per
                                                                                         Month X Percent Effort

     40.    Position Action -- these are the position actions and two digit codes recognized by
              the B/P/P System.

     41.    Occupant Action -- these are the occupant actions and two digit codes recognized
              by the B/P/P System for the current and recommended actions. 

3.    Form 500 Process

       3.1    To effect an employee action, a properly completed Form 500 must be submitted
                through the following approval process:

       3.2     If the Form 500 is for the employment of retiree, a letter from the
                 retiree approving the percent effort of employment must be attached.

      3.3     The approved Form 500 is returned to the Personnel Office for distribution
                and filing Copies of the Form 500 are routed to the Payroll Office, the
                Budget Office and the requesting department.

       3.4    The Personnel Office, Budget Office and Payroll Office are responsible for entering
                 information into their module of the Budget/Payroll/Personnel (B/P/P) System.

4.    Forms

       Form 500 forms may be obtained from the Human Resources Department. [Note: Copies
      of the form are available on diskette.]  

Contact:     Payroll Supervisor