Beginning March 17, 2014 the Action and Action Reason codes have been updated. Below is a list of Action codes that are to be used to complete the Employee Action Form (EAF) or the electronic Personal Action Form (ePAF). Please select the appropriate Action code to display a list of Action Reasons that can be used.
There may be times when none of these codes are applicable. At that time, you should contact HRSC for assistance in selecting the correct action/action reason.
| Action | Definition |
| HIR (Hire) | Used for a new hire to UMB. To add another position to an employee (concurrent) To transfer an employee to a different department. |
| REH (Rehire) | Used to rehire a former employee of UMB |
| PAY (Pay Changes) | Used to update an employee's position AND pay |
| POS (Position Changes) | Used to update an employee's position only |
| PLA (Paid Leave of Absence) | Used to place an employee on a paid leave of absence |
| LOA (Unpaid Leave of Absence) | Used to place an employee on a unpaid leave of absence |
| RFL (Return from Leave) | Used to bring an employee back from leave |
| SWB/RWB(Short Work Breaks) | Used to place an employee on a short work break and bring them back from a short work break. Restricted to employee classes 04 and 36. |
| TER (Terminations) | Used to separate an employee from UMB (voluntary/involuntary) |
HIR
| Action Reason | Description | Definition | Applies to Employee Classe(s) | Documentation Needed for Submittal |
| HIR | Hire | New to UMB System | 20,33 | Application/resume, Building/Parking Form, Signed Offer Letter, Closed Recruitment Letter |
| 31I, 31T, 34 | Building/Parking Form, Signed Offer Letter, Contract | |||
| 22,35 | Building/Parking Form, Signed Offer Letter, Contract, Closed Recruitment Letter | |||
| 01,02,03,15,19,36 | Appointment Letter, CV, FAIS, Recommendation Letters, Contract, Building/Parking Form | |||
| 04,14,16,14w,16w | New Hire Packet, Student Agreement |
REH
| Action Reason | Description | Definition | Applies to Employee Classe(s) | Documentation Needed for Submittal |
| RCL | Recall from Layoff | Used to bring an employee back from a layoff | 20,33 | Application/resume, Building/Parking Form, Signed Offer Letter, Closed Recruitment Letter |
| REH | Rehire | Used to bring back an employee for reemployment | 20,33 | Application/resume, Building/Parking Form, Signed Offer Letter, Closed Recruitment Letter |
| 31I, 31T, 34 | Building/Parking Form, Signed Offer Letter, Signed Contract approved by Compensation | |||
| 22,35 | Application, Resume, Building/Parking Form, Signed Offer Letter, Contract, Closed Recruitment Letter | |||
| 01,02,03,15,19,36 | Application/resume, Appointment Letter, CV, FAIS, Recommendation Letters, Contract, Building/Parking Form | |||
| 04,14,16,14w,16w | New Hire Packet, Student Agreement |
PAY
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| ACE | Acting Capacity - End | Acting Capacity ends and employee returns to prior position and pay. | 01,02,03,15,20,33 | |
| ACT | Acting Capacity - Begin | Acting Capacity begins for a finite period of time. | 01,02,03,15,20,33 | Memo of approval from Compensation, Request Form, Resume, Placement Letter signed, Generic ACT Job Description signed |
| ADD | Faculty - Additional Duties | Faculty additional administrative duties. (ADSPEL or ADSPIN) | 01,02,03,15 | Administrative Duties Letter and FAIS |
| APP | Appointment w/Pay | New appointment to faculty role w/ pay | 01,02,03,15,19 | Appointment Letter, FAIS |
| CMR | Correction to Pay Rate | Correction to comp rate from previous action | All | Documentation stating reason for correction |
| COL | Cost-of Living Adjustment | COLA | All | Documentation stating reason for COLA submission |
| CRA | Contract Renew/Amendment | Any data change of the contract that includes pay change | 22,35,36 | Contract signed, Adjunct needs Appointment Letter (36) |
| CTR | Cntg II to Reg | Conversion of C2 to Regular employee status per policy. | 22,35 | Conversion request, Comp memo and letter to employee signed |
| EPA | Ex-Pat Allowance | Allowances provided to expatriate while in country | All | Expat Letter includes allowances, country and duration of assignment |
| FTE | FTE Change | Salary and FTE changes and GFT=No | All | Employee Acknowledgment Memo |
| FUN | Funding Source Change | IBS is adjusted to funding changes and FTE remains | 01,02,03 | FAIS |
| FYC | Fiscal Year Change | IBS is adjusted 7/1 only (Can use PAY - FUN to capture all) | 01,02,03,15 | FAIS |
| GFT | Geographic Full-Time Update | Faculty Geographic Full-Time update status | 01,02,03 (MD only) | FAIS |
| GRP | Faculty 10/12 | Faculty changing from 10/12 to 12/12 or from 12/12 to 10/12 | 01,02,03, 15 | Appointment letter and FAIS |
| MER | Merit Pay | Merit Pay | as defined by USM | Documentation stating rating and %/PDP if after implementaion |
| NCN | Faculty - Incentive | Pay for Faculty Incentive - SSW, SON, SOP only | 01,02,03 | Incentive FAIS |
| PRC | Probational Complete Increase | Probation Complete for non-exempt | 20 | Probation Assessment Form |
| PRO | Promotion w/Pay | Used for a competitive recruitment | All | Offer Letter |
| REV | Revaluation w/pay | Reevaluation of employee to new position with a pay change | 20,22,33,35 | Compensation memo, Request Form, Resume, Placement Letter signed, Generic REV Job Description signed |
| RNK | Rank change w/ pay | Faculty Rank change w pay | 01,02,03, 15 | Appointment letter and FAIS |
| RPP | Reappointment | Reappointment | 01,02,03,15, 19 | Reappointment Letter |
| RTN | Retention | Pay change due to retention increase approved by President. | 01,02,03,15,20,22,33,35 | Retention form signed by the President |
| TEN | Tenure w/pay | Faculty changes resulting in status change | 01,02,03,15 | Appointment letter, FAIS |
| UAP | Approved Pay Change | 14,14w,16,16w,04,19 | Documentation stating reason to change |
POS
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| APP | Appointment | New appointment to faculty role w/o pay | 01,02,03,15,19 | Appointment Letter and FAIS |
| CNT | C1 and C2 contract updated | Any data change of the contract does not include any pay change | 22,35 36, 34, 31I, 31T |
Contract signed |
| CRW | Competitive Recruitment w/o Pay | All competitive recruitments without pay change | 20,22,33,35 | Offer Letter |
| CTR | Cntg II to Reg | Conversion of C2 to Regular employee status per policy. | 22, 35 | Conversion request and Comp memo |
| EMP | Employee Class Change | Changes from Reg to C2 or C1, or C2 to C1 which are not part of competitive recruitment | All | Documentation stating reason for change, letter from employee acknowledging change and no benefits |
| EXT | Extended Probation (NEX) | Probation end date extended | 20 | ER/LR extension approval memo |
| FTE | FTE Change | FTE changes with no salary change & GFT=No | All | Employee acknowledgment memo |
| GFT | Geographic FTE update | FTE adjusted with no salary change & FTE=Yes | 01,02,03, (MD only) | FAIS |
| REA | Reassignment | Assignment to different department, location, or supervisor. | All | Reassignment Request form and Comp memo |
| REO | Re-Organization/Restructure | Reorganization or restructuring of business unit with position change without pay change. | All | Documentation stating reason for change |
| RET | Retirement Plan Update | Retirement plan change, notification of Benefits required | 01,02,03,15,33 | Retirement Paperwork |
| REV | Re-evaluation | Reevaluation of employee to new position without a pay change | 20,22,33,35 | Comp memo, Request form, Resume, Placement Letter signed, Generic REV Job Description signed |
| RNP | Rank change w/o pay | Faculty Rank change w/o pay | 01,02,03,15,19 | Appointment letter, FAIS |
| RPP | Reappointment | Reappointment | 01,02,03,15,19,36 | Reappointment letter, FAIS |
| TEN | Tenure Status Change | Faculty changes resulting in status change between 01, 02,03, 15. | 01,02,03, 15 | Appointment letter, FAIS |
| TTL | Title Change w/o pay | To be used in the event of a Title change at the position. Can be used for all positions. | All | Appointment letter, FAIS |
| XFR | Transfer | Transfer between departments | 01,02,03,04,14,14w,15,16,16w, 19, 36, 31I, 31T, 34 | Documentation stating reason for change, Faculty Appointment letter |
PLA
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| ADM | Administrative Leave | Paid leave approved by the President | All | Presidential Approval Memo |
| SAS | Sabbatical - 6 months- Tenure Eligible Only | Approved paid leave of absence for six month sabbatical | 01 | OAA Approval Memo and Dean Approval Memo |
| SAT | Sabbatical - 12 months-Tenure Eligible Only | Approved paid leave of absence for one year sabbatical | 01 | OAA Approval Memo and Dean Approval Memo |
| FML | Family Medical Leave | Approved pay leave of absence FMLA. | All | Copy of FMLA approval letter from ELR. Employee Labor Relations must have FMLA paperwork on file. |
| MIL | Military Leave w/pay | Military Leave w/pay | All | Copy of approval letter from Employee Labor Relations |
LOA
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| APL | Approved Leave of Absence | Approved leave of absence other than FMLA w/o pay | All | Copy of approval letter from Employee Labor Relations |
| MIL | Military Service | Approved leave of absence for military service w/o pay | All | Copy of approval letter from Employee Labor Relations |
| FML | FML w/o Pay | Approved leave w/o pay | All | Copy of approval letter from Employee Labor Relations |
| SUS | Suspension w/o Pay | Employee suspended w/o pay | All | Copy of suspension letter addressed to employee from supervisor |
RFL
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| RFL | Return from Leave | Employee Returns from Leave | All |
SWB/ RWB
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| SWB | Short Work Break | Short Work Break | 04, 36 | Employee Letter with Begin and End Dates |
| RWB | Return From Short Work Break | Return From Short Work Break | 04, 36 |
TER
| Action Reason | Description | Definition | Applies to Employee Class | Documentation Needed for Submittal |
| APP | Appt. not renewed | Appointment is not being renewed | 02,03,19,36 | Department Memo and Termination of Benefits Form, if applicable |
| BOR | Transfer to BOR/USM | Resigned from UMB but remaining within BOR/USM schools | All | Resignation Letter |
| CNR | Contract Not Renewed | Discharged due to contract not being renewed | 22,34,35,36, 31I, 31T | Department Memo and Termination of Benefits Form, if applicable |
| DTH | Death | Death of an employee; notification to benefits required | All | Department Memo and Termination of Benefits Form, if applicable |
| EVR | E-Verify Related | Discharge due to e-verify issue | All | Department Memo and Termination of Benefits Form, if applicable |
| GMI | Gross Misconduct - NO Rehire | Discharge for cause and not eligible for rehire. Must be approved by HRS. | All | Copy of termination letter, Approval Letter from ELR, and Termination of Benefits Form, if applicable |
| INV | Involuntary Separation | Discharge was an involuntarily separation. Must be approved by HRS. | All | Copy of termination letter , Approval Letter from ELR, and Termination of Benefits Form, if applicable |
| JOB | Job Abandonment | Employee terminated due to job abandonment. Must be approved by HRS. | All | Copy of termination letter, Department Memo and Termination of Benefits Form, if applicable |
| LAY | Layoff | Discharge as a result of layoff. Must be approved by HRS. | All | Copy of termination letter, Approved Layoff Request, and Termination of Benefits Form, if applicable |
| PYO | Termination from Payout | Terminating employee for payout only | All | |
| RLN | Resign in Lieu of Ter- NO Rehire | Voluntary discharge but not eligible for rehire- Must have HRS approval | All | Copy of resignation letter and Termination of Benefits Form, if applicable |
| RLR | Resign in Lieu of Ter- Rehire | Voluntary discharge eligible for rehire- Must have HRS approval | All | Copy of resignation letter and Termination of Benefits Form, if applicable |
| RTM | Retirement | Resigned due to retirement; must be approved by Benefits | 01,02,03,15,20,33 | Department Memo or Letter of Resignation and Termination of Benefits Form, if applicable |
| SUT | Suitable Requirements | Terminated for Suitability reason; must have HRS Approval | All | HRS Approval and Termination of Benefits Form, if applicable |
| VNR | Voluntary Separation- No Rehire | Resigned voluntarily not eligible for rehire- Must have HRS approval | All | Approval Letter from ELR and Termination of Benefits Form, if applicable |
| VSP | Voluntary Separation - Rehire | Resigned voluntarily | All | Letter of Resignation and Temination of Benefits Form, if applicable |
Last updated 12/12/2014
