Personnel Authorization
Staff Hire Process
Personnel Authorization
After the candidate has accepted the offer and consent to the background check has been confirmed with HR and follow the following processes by Division for submitting a Personnel Authorization.
Personnel Authorizations by Division
Personnel Authorizations (PAs) are used to establish a new employee, make changes
to the information of an existing employee, or end employment of an existing employee.
Personnel authorizations are created using the PA Smart Form system by either the finance center or authorized PASF Department Administrators
at the request of the department/program.
Refer to the Preferred Professional Names Policy, when obtaining name of record for Employee Hires.
Professional Names Policy
Effective May 13, 2014
Preferred Professional Names for Faculty/Staff - First and/or Last Name
Non-student employees may self-identify preferred professional first, middle or last name, in addition to their legal name as presented on their Social Security Card. Employees may add or change a preferred professional name by accessing Employee Self-Service and updating the preferred first, middle or last names on the Personal Information form. Employees who wish to change their legal name with the College may do so by visiting the Payroll office with their new Social Security Card, Marriage Certificate, Divorce Decree or State Driver's License.
Preferred Professional Name Data Standards
Although employees are generally free to determine the preferred professional names they wish to be known by, inappropriate use of a preferred professional name may be cause for denying the request. Dartmouth College reserves the right to remove a preferred professional name if it is used inappropriately. Preferred professional names must adhere to database character standards used by College systems.
Administration and Provost
To have the finance center create an authorization, complete the General Request Form and select the request type "HR/Payroll/Tax Reporting Submittal"
Larger departments may have an individual certified in the PA Smart Form system who can process a form directly in the PASF system (authorized users only)
For helpful information about what is needed to create various PA actions, use our
PASF template.
Arts and Sciences
Send an email to ASFC@Dartmouth.edu with the Subject line "Payroll – Employee Name" with the following information:
- Action: New Hire, Re-Hire, Transfer, Revise Pay Rate, Additional Pay, or Special Rate
- Last Name
- First Name
- Middle Initial
- People Group: Exempt, Non Exempt, Grad Student, Faculty, temp (If Non-Exempt or Temp
provide the following:
- Supervisor Name, Kronos Report Delegate)
- Dartmouth ID (if available)
- Begin Date
- End Date
- Rate of Pay (hourly or monthly)
- Chart String (list GL or PTAEO)
- Position Title or Position Number
- Is this a Post Doc Position – YES or NO
- Contact Name
- Contact Phone Number
- Supporting Comments
NOTE: If a New Hire, the ASFC will phone you to obtain birth date and social security number. Please do not send electronically for privacy and security reasons.
Geisel
To have the finance center create an authorization, complete the General Request Form and select the request type "HR/Payroll/Tax Reporting Submittal"
Larger departments may have an individual certified in the PA Smart Form system who
can process a form directly in the PASF system (authorized users only)
For helpful information about what is needed to create various PA actions, use our
Geisel PASF template.
Thayer
Personnel Authorization processing is the responsibility of Thayer Human Resources and/or the Finance Center. Faculty and staff wishing to hire either full time or temporary employees must work with Thayer Human Resources.
Tuck
Personnel Authorization processing is the responsibility of Tuck Human Resources and/or the Finance Center. Faculty and staff wishing to hire either full time or temporary employees or students must first obtain approval from the Senior Associate Dean of the Faculty or the Assistant Dean/Chief Operating Officer. Tuck’s Human Resources Manager can assist with the process of hiring staff and students.
Financial Systems Access
If the position requires access to the College's financial systems (IRA, e-Procurement, P-card, etc), please follow the guidelines on granting access.
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