There are different authorization forms to use depending on the type of work performed. This section outlines the employment authorization forms known as Personnel Action Notices (PANs). These authorizations will be used for all non-instructional employment and certain other adjunct positions. An electronic version of the PAN (EPAF - Electronic Personnel Action Form) shall be used for temporary or student positions.
There are two (2) PANs that DMACC utilizes:
» Additional Forms
The following Human Resources procedures outline the information in this section:
- HR 3112 - Adjunct, Temporary and Student Employment Restrictions
- HR 3125 - Hiring Process for Adjunct, Temporary and Student Employees
- HR 3130 - Hiring Process for Regular Employees
- HR 3150 - Personnel Action Approvals
» Additional HR Procedures
DMACC Personnel Action Notice - Regular Employment (Form P-12)
This form is used for the following purposes:
- To authorize employment of new full-time and part-time regular employees with benefits.
- To make changes to the employee or position (i.e. index code and account number changes, FTE changes, pay rate changes).
- To terminate employment
Approval signatures include Supervisor, Provost/Dean/Executive Director, Human Resources, Vice President, and the President, as appropriate.
DMACC Personnel Action Notice - Temporary Employment (Form P-12A) or EPAF
This form is used for the following purposes:
- To authorize temporary employees, non-work study student employees, certain hourly adjunct employees, or to authorize flat fee payments not covered by an hourly wage. Depending on the type of position, authorizations may be for all or part of a fiscal year, by the term, or for a specific activity.
- To terminate a temporary, student, or hourly adjunct employee with cause.
Only approved job titles and pay rates from the Temporary, Adjunct and Student Pay Rates Schedule should be used. Additional job duties or a description of job duties may be added in the space provided.
All temporary employees will be checked to determine if they qualify for student status. If the employee qualifies as a student, an additional check will be made to see if they qualify for Work Study employment. A regular student authorization will only be valid for one (1) term. A work study authorization is valid for the entire school year (fall and spring semesters). The position class will be changed to student status, and the account number will be changed to reflect student wages.
Approval signatures will include Supervisor, Provost/Dean/Director, Business Office, and Human Resources. The Business Office is involved for budgetary reasons. Human Resourcesgives final approval for employment.
A record of all hours worked (Web Time Entry) are required for payment of temporary, student and other adjunct employees. Timesheets for "other" flat fee payments are not required as long as the date the work was completed is on the P-12A in the description box.
The number of hours worked should be monitored. Employees are not permitted to work more than their authorized hours.
Temporary Employees
- Temporary employees are allowed to work a maximum total of 1,000 hours per fiscal year (actual hours worked from July 1st to June 30th). Hours must be monitored to ensure that the employee does not go over the 1,000 hour limit or exceed budget limitations.
- Hours should be charged to one of the following accounts:
- Non-Regular Instructional Support (5270)
- Non-Regular Professional Support (5310)
- Non-Regular Secretarial and Clerical (5410)
- Non-Regular Service Staff Support (5510)
The appropriate account code for each position is listed on the Temporary, Adjunct and Student Pay Rates schedule.
- Social Security taxes (FICA and Medicare) are withheld from the employee's pay.
- After meeting certain eligibility requirements, temporary employees are required to enroll in either the IPERS or TIAA-CREF retirement plan.
- If employment ends, employees may be eligible for unemployment benefits.
Student Employees
- To qualify as a student employee, the person must be currently enrolled at DMACC in a program of study leading to a degree or certificate on at least a half-time basis (6 credits or more for Fall and Spring terms; 4 credits or more for Summer term). Students must also be regularly attending classes. Employment may be incident to and for the purpose of pursuing a course of study. Verification of student status must be made prior to submitting the authorization.
- Students will be paid at the approved student rate or at an approved temporary rate for the entire term.
- Authorization must be re-submitted each term. Employment may begin on the first day of class and must end on the day before the next term starts.
- Students are not restricted in the number of hours which may be worked other than those imposed by budget limitations. Hours must be monitored to ensure that budget limitations are not exceeded.
- Student employees should report time as 'Student Pay' - not as 'Regular Pay'.
- Student wages should be charged to account number 5720.
- Social Security taxes (FICA and Medicare) are not withheld from student wages.
- Students are not eligible to participate in the IPERS or TIAA-CREF retirement plans.
- If employment ends, students are not eligible to apply for unemployment benefits.
Other Adjunct Employees
- "Other Adjunct" refers to employees who perform work that does not count toward faculty load (i.e. in-service training, development) and are usually paid on an hourly basis.
- Hourly adjunct employees should report time as 'Adjunct Other Pay' - not as 'Regular Pay'.
- Other Adjunct wages should be charged to account number 5210.
- Social Security taxes (FICA and Medicare) are withheld from the employee's pay.
- After meeting certain eligibility requirements, other adjunct employees are required to enroll in either the IPERS or TIAA-CREF retirement plan.
- If employment ends, employees may be eligible for unemployment benefits.
Other Employees
- "Other" refers to employees who provide services to the College under conditions similar to those of an independent contractor but are paid through the payroll system, employees completing faculty development grants, or other jobs that are paid at a flat fee.
- Social Security taxes (FICA and Medicare) are withheld from the employee's pay.
- If employment ends, employees may be eligible for unemployment benefits.
DMACC Work Study Personnel Action Notice or EPAF
This form is used to authorize and terminate work study employment.
Work Study students are eligible for a fixed dollar amount of work study money, which is determined by the Financial Aid office. The number of hours worked should be monitored to ensure that the student's financial aid is not compromised.
Authorization may only be submitted on a school year basis (Fall - Spring). Employment may begin on the first day of class and must end on the last day of class. Prior approval by the Financial Aid office is required for Summer employment.
Required approval signatures will includethe Budget Manager and Financial Aid. Additional signatures for Supervisor and Timekeeper are allowed.
Student work study wages should be charged to account number 5700.
A record of all hours worked is required for payment.
Work study students should report time as 'Student Pay' - not as 'Regular Pay'.
Social Security taxes (FICA and Medicare) are not withheld from work study wages.
Work study students are not eligible to participate in the IPERS or TIAA-CREF retirement plans.
If employment ends, work study students are not eligible to apply for unemployment benefits.
