Action and Action Reason Codes

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 with the EAF. 

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/reason.

ActionDefinition
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 ReasonDescriptionDefinitionApplies to Employee ClassesDocumentation Needed for Submittal
HIRHireNew to UMB System20,33Application/resume, Building/Parking Form, Signed Offer Letter, Closed recruitment letter
31I, 31T, 34Building/Parking Form, Signed Offer Letter, Signed Contract approved by Compensation
22,35Application/Resume, Building/Parking Form, Signed Offer Letter, Contract, Closed recruitment letter
01,02,03,15,19,36Application/resume, Appointment Letter, Contract, Building/Parking Form
04,14,16,14w,16wNew Hire Packet, Student Agreement, Glacier

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REH 

Action ReasonDescriptionDefinitionApplies to Employee ClassesDocumentation Needed for Submittal
RCLRecall from LayoffUsed to bring an employee back from a layoff20,33Application/resume, Building/Parking Form, Signed Offer Letter, Closed recruitment letter
REHRehireUsed to bring back a former employee for reemployment20,33Application/Resume, Building/Parking Form, Signed Offer Letter, Closed recruitment letter
31I, 31T, 34Building/Parking Form, Signed Offer Letter, Signed Contract approved by Compensation
22,35Application, Resume, Building/Parking Form, Signed Offer Letter, Contract, Closed recruitment letter
01,02,03,15,19,36Application/resume, Appointment Letter, Contract, Building/Parking Form
04,14,16,14w,16wNew Hire Packet, Student Agreement, Glacier

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PAY

Action ReasonDescriptionDefinitionApplies to Employee ClassesDocumentation Needed for Submittal
ACEActing Capacity - EndActing Capacity ends and employee returns to prior position and pay.01,02,03,15,20,33 
ACTActing Capacity - BeginActing Capacity begins for a finite period of time.01,02,03,15,20,33Memo of approval from Compensation, Request Form, Resume, Placement Letter signed, Generic ACT Job Description signed
ADDFaculty - Additional DutiesFaculty additional administrative duties. (ADSPEL or ADSPIN)01,02,03,15 Administrative Duties Letter and FAIS
APPAppointment w/PayNew appointment to faculty role w/ pay01,02,03,15,19Appointment Letter; FAIS
CMRCorrection to Pay RateCorrection to comp rate from previous actionAllDocumentation stating reason for correction
COLCost-of Living AdjustmentCOLAAllDocumentation stating reason for COLA submission
CRAContract Renew/AmendmentAny data change of the contract that includes pay change22,35,36Contract signed, Adjunct needs Appointment Letter (36)
CTRCntg II to Reg Conversion of C2 to Regular employee status per policy.22, 35Conversion request, Comp memo and letter to employee signed
EPAEx-Pat AllowanceAllowances provided to expatriate while in countryAllExpat Letter inludes allowances, country and duration of assignment
FTEFTE ChangeSalary and FTE changes and GFT=NoAllEmployee Acknowledgment Memo
FUNFunding Source ChangeIBS is adjusted to funding changes and FTE remains01,02,03FAIS
FYCFiscal Year Change IBS is adjusted 7/1 only (Can use PAY - FUN to capture all)01,02,03, 15FAIS
GFTGeographic Full-Time UpdateFaculty Geographic Full-Time update status01,02,03 (MD only)FAIS
GRPFaculty 10/12Faculty changing from 10/12 to 12/12 or from 12/12 to 10/1201,02,03, 15 Appointment letter and FAIS
MERMerit PayMerit Payas defined by USMDocumentation stating rating and %/PDP if after implementaion
NCNFaculty IncentivePay for Faculty Incentive - SSW, SON, SOP only01,02,03Incentive FAIS
PRCProbational Complete IncreaseProbation Complete for non-exempt20Probation Assesment Form
PROPromotion with PayUsed for a competitive recruitmentAll Offer Letter
REVRevaluation w/payReevaluation of employee to new position with a pay change20,22,33,35Compensation memo, Request Form, Resume, Placement Letter signed, Generic REV Job Description signed
RNKRank change w/ payFaculty Rank change with  pay01,02,03, 15Appointment letter and FAIS
RPPReappointmentReappointment01,02,03,15Reappointment Letter and FAIS
RTNRetentionPay change due to retention increase approved by President.01, 02,03,15, 20, 22, 33, 35Retention form signed by the President
TENTenure w/payFaculty changes resulting in status change01,02,03,15Appointment letter and FAIS
UAPApproved Pay Change 14,14w,16,16w,04,19Documentation stating reason to change

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POS

Action ReasonDescriptionDefinitionApplies to Employee ClassesDocumentation Needed for Submittal
APPAppointmentNew appointment to faculty role w/o pay01,02,03,15,19Appointment Letter and FAIS
CNTC1 and C2 contract updatedAny data change of the contract does not include any pay change22,35
36, 34, 31I, 31T
Contract signed
CRWCompetitive Recruitment w/o PayAll competitive recruitments without pay change20,22,33,35Offer Letter
CTRCntg II to Reg Conversion of C2 to Regular employee status per policy.22, 35Conversion request and Comp memo
EMPEmployee Class ChangeChanges from Reg to C2 or C1, or C2 to C1 which are not part of competitive recruitmentAllDocumentation stating reason for change, letter from employee acknowledging change and no benefits
EXTExtended Probation (NEX)Probation end date extended20ER/LR extension approval memo
FTEFTE ChangeFTE changes with no salary change & GFT=NoAllEmployee acknowledgment memo
GFTGeographic FTE updateFTE adjusted with no salary change & GFT=Yes01, 02, 03 (MD only)FAIS
REAReassignmentAssignment to different department, location, or supervisor.AllReassignment Request form and Comp memo
REORe-Organization/RestructureReorganization or restructuring of business unit with position change without pay change.AllDocumentation stating reason for change
RETRetirement Plan UpdateRetirement plan change, notification of Benefits required01,02,03,15,33Retirement Paperwork
REVRe-evaluationReevaluation of employee to new position without a pay change20,22,33,35Comp memo, Reqyest form, Resume, Placement Letter signed, Generic REV Job Description signed
RNPRank change w/o payFaculty Rank change w/o pay01,02,03,15 Appointment letter, FAIS
RPPReappointmentReappointment01,02,03,15,19,36Reappointment Letter, FAIS
TENTenure Status ChangeFaculty changes resulting in status change between 01, 02,03, 15.01,02,03, 15 Appointment letter, FAIS
TTLTitle Change w/o payTo be used in the event of a Title change at the position. Can be used for all positions.AllAppointment letter, FAIS
XFRTransferTransfer between departments01,02,03,04,14,14w,15,16,16w, 19, 36, 31I, 31T, 34Documentation stating reason for change, Faculty Appointment letter

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PLA

Action ReasonDescriptionDefinitionApplies to Employee ClassDocumentation Needed for Submittal
ADMAdministrative LeavePaid leave approved by the PresidentAllPresidential Approval Memo
SASSabbatical - 6 months- Tenure Eligible OnlyApproved paid leave of absence for six month sabbatical01OAA approval memo and Dean approval memo
SATSabbatical - 12 months-Tenure Eligible OnlyApproved paid leave of absence for one year sabbatical01OAA approval memo and Dean approval memo
FMLFamily Medical LeaveApproved pay leave of absence FMLA.AllCopy of FMLA approval letter from ELR. Employee Labor Relations must have FMLA paperwork on file.
MILMilitary Leave w/payMilitary leave w/payAllCopy of approval letter from Employee Labor Relations

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LOA

Action ReasonDescriptionDefinitionApplies to Employee ClassDocumentation Needed for Submittal
APLApproved Leave of AbsenceApproved leave of absence other than FMLA w/o payAllCopy of approval letter from Employee Labor Relations
MILMilitary ServiceApproved leave of absence for military service w/o payAllCopy of approval letter from Employee Labor Relations
FMLFML w/o PayApproved leave w/o payAllCopy of approval letter from Employee Labor Relations
SUSSuspension w/o PayEmployee suspended w/o payAllCopy of suspension letter addressed to employee from supervisor

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RFL

Action ReasonDescriptionDefinitionApplies to Employee ClassDocumentation Needed for Submittal
RFLReturn From LeaveEmployee returns from leaveAll 

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SWB/ RWB

Action ReasonDescriptionDefinitionApplies to Employee ClassDocumentation Needed for Submittal
SWBShort Work BreakShort Work Break04,36 Employee Letter with Begin and End Dates
RWBReturn From Work BreakReturn from Short Work Break04,36 

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TER

Action ReasonDescriptionDefinitionApplies to Employee ClassesDocumentation Needed for Submittal
APPAppt. not renewedAppointment is not being renewed02,03,15,19,36Department Memo
BORTransfer to BOR/USM SchoolResigned from UMB but remaining within BOR/USM schoolsAllResignation Letter
CNRContract Not RenewedDischarged due to contract not being renewed22,34,35,36, 31I, 31TDepartment Memo
DTHDeathDeath of an employee; notification to benefits requiredAllDepartment Memo
EVRE-Verify RelatedDischarge due to e-verify issueAllDepartment Memo
GMIGross Misconduct - NO RehireDischarge for cause and not eligible for rehire. Must be approved by HRS.AllCopy of termination letter and Approval Letter from ELR
INVInvoluntary SeparationDischarge was an involuntarily separation. Must be approved by HRS.AllCopy of termination letter and Approval Letter from ELR
JOBJob AbandonmentEmployee terminated due to job abandonment. Must be approved by HRS.AllCopy of termination letter and Department Memo
LAYLayoffDischarge as a result of layoff. Must be approved by HRS.AllCopy of termination letter and Approved Layoff Request
PYOTermination from PayoutTerminating employee for payout onlyAll
RLNResign in Lieu of Ter- No Rehirevoluntary discharge but not eligible for rehire- Must have HRS approvalAllCopy of resignation letter
RLRResign in Lieu of Ter- RehireVoluntary discharge eligible for rehire- Must have HRS approvalAllCopy of resignation letter
RTMRetirementResigned due to retirement; must be approved by Benefits01,02,03,15,20,33Department Memo
SUTSuitable RequirementsTerminated for Suitability reason must have HRS ApprovalAllHRS Approval
VNRVoluntary Separation- No RehireResigned voluntarily not eligible for rehire- Must have HRS approvalAllApproval Letter from ELR
VSPVoluntary Separation - RehireResigned voluntarilyAllLetter of Resignation

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Last updated 09/04/2014