A Prospective Employee
A New Hire
An Active Employee
A Supervisor-Manager-HR Contacts
A Retiree |
 | What Happens When...
I have a vacant position to fill?
I have a new hire?
I have employment changes involving current employees?
I have an employee that I need to work overtime or who will earn additional compensation?
I want to bring a classified new hire in at above entry pay level?
I have an employee with discipline problems, including attendance, performance, and/or conduct, and I am considering discipline and/or termination?
I have a vacant position to fill?
- I need to advertise a position.
- New ad/position
Academic
Submit PAF-1. If the department prefers, they may submit an ad that has already been created. The ad may be attached to the PAF-1. Make sure all information is complete on the PAF-1, including the advertising information.
Classified/Civil Service
Submit first page of PAF-1. The job description (SF-3) does not need to be submitted unless the department is updating the description.
Professional
Submit PAF-1. If the department prefers, they may submit an ad that has already been created. The ad may be attached to the PAF-1. Make sure all information is complete on the PAF-1, including the advertising information.
- Readvertisement (previous ad with no changes)
Academic
Submit previous ad with a new deadline date. Indicate whether you want to advertise in the same publications as previously or if you want to go into new publications.
Classified/Civil Service
Contact HRM/Employment at 578-8200.
Professional
Submit previous ad with a new deadline date. Indicate whether you want to advertise in the same publications as previously or if you want to go into new publications.
- Revised ( previous ad with changes)
Academic
Submit revised/corrected PAF-1. If the department prefers, they may submit an ad that has already been created with revisions. The revised ad may be attached to the PAF-1. Make sure all information is complete on the PAF-1, including the advertising information. The ad must go into previous publications with new deadline date.
Classified/Civil Service
Contact HRM/Employment at 578-8200.
Professional
Submit revised/corrected PAF-1. If the department prefers, they may submit an ad that has already been created with revisions. The revised ad may be attached to the PAF-1. Make sure all information is complete on the PAF-1, including the advertising information. The ad must go into previous publications with new deadline date.
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I have a new hire?
- I want to hire a classified employee at above entry pay level.
Work with the Compensation Section of HRM to develop a specific hourly pay to offer consistent with the department's salary pattern and the candidate's credentials. Normally, the amount offered will fall between the first quartile (25%) of the range and the midpoint. Departments must then request the hourly pay in a brief memo to HRM and document the credentials of the candidate and indicate who verified the experience and/or provided a transcript of coursework.
- Do I need to request a background check for the candidate who has reached final consideration? A pre-employment background check may be required for the final candidate before the offer is made. Please see the LSU Pre-Employment Background Check Policy for details.
- Who do I need to send to orientation and when is it held?
Employees hired for at least 75% effort and for one semester or greater (121 days or greater) should attend new employee orientation. Classified/ Civil Service Orientation is held every Monday in the HRM Conference Room, 304 Thomas Boyd at 8:30 AM. Professional/Academic Orientation is held every Monday in Room 207 of the Computing Services Building at 1:30 PM.
All employees attending orientation should arrive at least 15 minutes prior to when orientation begins and should also bring a copy of the PAF 2 Form (Personnel Action Form).
- I need the appropriate forms to hire a new employee?
Refer to Processing/ Forms website for the required new hire forms and employment contracts.
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I have employment changes involving current employees?
- I need to process a salary increase.
In these instances, an EZ form or PAF-2 needs to be processed. If the salary increase is based on a change in job responsibilities or related to a promotion, or other change in the employee's position, a new PAF-1 will also be needed, along with proper justification. There are other documents that may be needed as well, depending on the specific situation. Contact HRM for further information.
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- I need to process a title change.
In these instances, a PAF-2 and new PAF-1 needs to be processed. The remarks section should reflect any supporting information regarding the change or a separate justification should be attached. If the employee is changing title categories (ex. going from an unclassified/professional title to an academic title or vice versa), the appropriate new contract should also be processed.
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- I need to process a change in percent effort of an employee.
In these instances, an EZ form or PAF-2 needs to be processed to indicate the increase or decrease in the employee's percent effort. Where possible, an brief explanation needs to be listed on the form describing the need for the change. If the action is decreasing the percent effort, a letter will be needed from the employee in which they verify their knowledge of the change.
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- I need to place an employee on Leave Without Pay.
In these instances, an EZ form or PAF-2 needs to be processed to indicate the dates of leave and submitted to HRM along with any supporting documentation. Specifics concerning the leave can be noted in the remarks sections on either form.
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- I need to place an employee on Military Pay.
Eligibility Requirements:
Employees who are members of a reserve component of the Armed Forces of the United States or of the National Guard are eligible for military leave.
Duration of Leave:
Eligible employees shall be granted leave for periods not to exceed fifteen working days in any calendar year when ordered to active duty. Such leave shall be given without loss of pay, annual or sick leave, or performance rating; when relieved from duty, the employee shall be restored to his/her position.
Pay Status:
Any portion of a military leave in excess of fifteen working days during a calendar year shall be unpaid/without pay, unless chargeable against accrued annual leave or compensatory time.
Upon receipt of military pay documentation, LSU will pay employees whose military base pay is less than his/her LSU base pay the difference between their military base pay and their LSU base pay (L.R.S. 29:405).
Use of Annual Leave/ Compensatory Leave:
An employee will be given military leave for military service as required by the Uniformed Service Employment and Reemployment Rights Act of 1994. The employee may use accrued annual leave, or accrued compensatory time, if available, for the military leave period.
Annual/Sick Accrual:
Employees who were in leave-accruing status continue to earn annual and/or sick leave while on military leave (L.R.S. 29:406) and the military leave period is counted toward the computation of leave accrual rates.
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- I need to process paperwork to transfer an employee from one department to another.
This action will be processed as a position transfer in which case you will need a PAF-2, PAF-1 (for the new position), contract (if another department or if a different category of employment), EEO verification, and any other support documentation.
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- I need to convert annual salary from AY to FY or vice versa.
The following formulas should be used to convert annual salary amounts charged to object code 1110. Salary supplements charged to object code 1050 and 1090 are addressed on a case by case basis.
- To convert from AY to FY: current annual salary amount multiplied by 1.2222
- To convert FY to AY: current annual salary amount multiplied by .8182
When an employee changes from FY to AY, his/her annual leave balance, if any, must not be used until such time as the employee returns to FY.
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- I need to certify English proficiency of a faculty member who teaches undergraduate classes and for whom English is a second language.
Certification shall be the responsibility of the chair and the dean and is governed by PS-81. The adequacy of the faculty member's spoken English shall be verified by one or more of the following methods:
- personal interview with faculty member;
- attendance at public lecture given by faculty member;
- monitoring of faculty member's classroom performance.
Once verified, the certification form (located at the end of PS-81) should be completed and forwarded to HRM.
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- I need to process a form on a foreign national but receive a ‘citizen review date’ error message.
The error message 'citizen review date' is a system flag that will not allow an EZ form to be loaded that will extend an employee beyond his/her visa/work authorization expiration date. In these instances, a PAF-2 should be processed instead of an EZ form in order to expedite the renewal of the employees' visa/work authorization.
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- I need to begin the Sabbatical Leave process in my department.
The Sabbatical Leave process will begin with the issuance of due dates and instructions from HRM to Deans, Directors, Department Heads and Chairs. This process normally occurs during the Fall semester. Preparations will then begin at the departmental level. The required forms may be printed from the HRM website and attached to the sabbatical leave packet and forwarded according to the schedule of due dates.
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- I need to begin the Promotion/Tenure Request process in my department.
The Promotion/Tenure Recommendation process will begin with the issuance of due dates, the mandatory listing, and instructions from HRM to Deans, Directors, Department Heads and Chairs. This process normally occurs during the Fall semester and in May of the following Spring semester. Preparations will then begin at the departmental level. The required forms may be printed from the HRM website and attached to the promotion/tenure packet and forwarded according to the schedule of due dates.
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- I need to process a detail to special duty or temporary salary supplement for an employee.
Each of these transactions will need to be processed on a PAF-2 or EZ form. The remarks section should be used to explain the personnel action, i.e., detail to special duty for assuming temporary duties, or addition of salary supplement to assume administrative duties as Assistant Director. If the action is a detail to special duty and the employee is being moved to a different position, then a PAF-1 for the new position should be attached. The EEO status should also be addressed according to the specifics of the action, i.e., if it involves an acting or interim title, the EEO status will be EEO-Temporary for one year, if longer than one year, PS-1 guidelines should be followed.
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- I have an employee who is changing employment status from classified to professional or vice versa.
You will need to process a PAF-2 for this type of transaction. The top of the form will list the current information on the employee. The remarks section is where you would explain the personnel action, i.e., employee is going from classified to professional (transfer to PIN______with title of _______) with an increase in pay, or vice versa. The new copy of the position description should be attached along with appropriate EEO verification. If the employee is going to professional, a new contract
will also be needed.
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I have an employee that I need to work overtime or who will earn additional compensation?
Send a brief memo to the Compensation Section of HRM detailing the employee(s) working the overtime, the overtime hours or period of overtime projected, the cost and a budget source. Once HRM approves the memo, the department must submit the overtime hours to Payroll using the Electronic Time & Attendance System. Only classified staff may earn overtime.
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I want to bring a classified new hire in at above entry pay level?
Work with the Compensation Section (link to Compensation) of HRM to develop a specific hourly pay to offer consistent with the department’s salary pattern and the candidate’s credentials. Normally, the amount offered will fall between the first quartile (25%) of the range and the midpoint. Departments must then request the hourly pay in a brief memo to HRM and document the credentials of the candidate and indicate who verified the experience and/or provided a transcript of coursework.
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I have an employee with discipline problems, including attendance, performance, and/or conduct, and I am considering discipline and/or termination?
Refer to PS-8 for details surrounding discipline and performance problems for employees. Contact an Employee Relations Representative for more information.
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