If you are seeking an HRS form, mentioned below, please look for the document in our Forms Library.
This is intended to be a comprehensive guide to the different types of Personnel Actions and the forms and supporting documents that are required for each.
Set Up a New Assignment
Compensated or Non-Compensated: includes faculty, staff, new hires, re-hire, job transfers, additional jobs, non-salaried adjuncts, affiliated organizational employees, post-doctorals, graduate students and any other non-temporary employees.
* Please Note: You must still go through a recruitment process. This list only serves as a reference for forms which must be submitted.
- Personnel Action Set-Up Form
- Distribution Form (Excel—for new employees only) see the Distribution Change Mini-Manual
- Distribution Form (PDF—may be printed out and completed instead of the Excel document above)
- Employee Information Form (for those not attending orientation)
- Federal W-4, VT W-4, and I-9 (for those not attending orientation)
- Position Change Order (sent to FAB if there are changes to the PAM funding component)
Plus the following for non-faculty positions:
- Copy of Job Offer Letter
Plus the following for faculty positions:
- Teacher’s Oath
- Pre-Addressed Envelope with PMC code
- Appointment letter with signature block for the Provost
Change to Status or PeopleSoft Corrections
(Change to FTE, Rate, Terms and Title)
- Personnel Action Change Form (fillable PDF)
- Appointment Letter (if applicable)
- Distribution Form (if applicable, print from PeopleSoft and submit with updated information)
- Position Change Order (sent to FAB if there are changes to the PAM funding component)
Job Transfer
Terminate Current Position
- Personnel Action Change Form (select both ‘Job Transfer’ and ‘Separation/Termination’ actions)
- Resignation Letter ( if applicable)
- Distribution Form (print from PeopleSoft and submit with updated information)
Start New Position
- Personnel Action Set-Up Form ( select ‘Job Transfer’ action); see instructions
- Distribution Form (print from PeopleSoft and submit with updated information)
If Applicable
- Teacher’s Oath (for Staff to Faculty transitions)
- Appointment letter with signature block for the Provost
- Pre-Addressed Envelope with PMC code
Leaves & Sabbaticals
Beginning of Leave
- Personnel Action Change Form (fillable PDF)
- Leave of Absence Request Form (PDF)
- Doctor's Letter ( if applicable)
- Approval letter from Provost ( if applicable: e.g., sabbaticals, administrative leaves)
- Distribution Form (print from PeopleSoft and submit with updated information)
Return from Leave
- Personnel Action Change Form (fillable PDF)
- Doctor’s Letter/ Approval ( if applicable)
- Distribution Form (print from PeopleSoft and submit with updated information)
End Assignment / Separation / Retirement
- Personnel Action Change Form (fillable PDF)
- Distribution Form, if applicable (print from PeopleSoft and submit with updated information)
- Resignation/Separation/Retirement Letter
Distribution Changes
- Distribution Form (print from PeopleSoft and submit with updated information)
- Late Cost Memo (if applicable)
Graduate Students
- Personnel Action Set-Up Form
- Distribution Form
- Employee Information Form
- Federal W-4, VT W-4, and I-9
- Pre-Addressed Envelope with PMC code