Action/Action Reason Code

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

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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

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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 inludes 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 Assesment 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

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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

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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

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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

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RFL

Action Reason Description Definition Applies to Employee Class Documentation Needed for Submittal
RFL Return from Leave Employee Returns from Leave All  

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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  

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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

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Last updated 12/12/2014